April 28, 2014
The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, April 28, 2014, at the Fire Department Training and Conference Room. Scott Oldham called the meeting to order at 6:30 p.m. David Drake led the Pledge of Allegiance followed with a prayer by Scott Thomas.
Roll Call: Members present were Scott Oldham, President; David Drake, Vice President; Dianna Bastin and Scott Thomas. Dan Swafford was absent. Sandra Hash, Clerk-Treasurer; Darla Brown, Town Attorney and Rick Coppock, Bynum Fanyo and Associates, Town Engineer, were also present.
Supervisors present were: Mike Cornman, Jim Ragle, Tony Bowlen, Mike Farmer and Jeff Farmer.
Approval of Minutes
Scott Oldham entertained a motion for approval of the minutes for the regular meeting on April 14, 2014. Dianna Bastin so moved. David Drake seconded. Motion carried.
Accounts Payable Vouchers
Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers. David Drake so moved. Dianna Bastin seconded. Motion carried.
Open Quotes for Paving and Milling Sale Street and Reeves Road from Ritter Street to Sycamore Drive
Darla Brown, Town Attorney, announced the first bid is from Bloomington Seal Coating and Paving with two estimates of $96,000 and $116,500. The second bid is from Dave O’Mara Contractors for $61,698. The third bid is from Milestone Contractors for $53,500. Each contract has some exclusions and she suggests the Town Council take it under advisement to give Jim Ragle a chance to review the bids and to make sure they meet his specifications for the project.
Scott Oldham entertained a motion to take the bids under advisement. David Drake made a motion to take the bids under advisement. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Ordinances on First Reading
Ordinance 2014-07 Amending Ordinance 2013-20 Fixing of the Salaries for Budget Year 2014 Adding the Position of Town Manager
Sandra Hash, Clerk-Treasurer, amended the ordinance to prepare for the Town Manager. Is the range of salary okay? Mr. Oldham replied since it’s an ordinance for the first reading they will review it and get back to her.
Ordinances on Second Reading
Ordinance 2014-04 Long Term Loan from Sewer Capacity to Stormwater
Sandra Hash, Clerk-Treasurer, explained this was proposed at the last meeting. The ordinance is to pay for the land the Town wants to purchase on Hartstraight Road. It is the guidelines for how the money will be borrowed and the method of repayment. It will be paid back from Stormwater to the Sewer Capacity User Fund.
Scott Oldham entertained a motion to adopt Ordinance 2014-04. David Drake made a motion to adopt Ordinance 2014-04. Dianna Bastin seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Ordinance 2014-06 Transfer of Appropriations Between Funds
Sandra Hash, Clerk-Treasurer, explained this is a transfer to accommodate the new position of Town Manager and was introduced at the last Town Council meeting. It will make transfers of $7,000 each from the Health Insurance lines of the Planning, Fire and Police Departments into the Town’s administrative line for Town Manager wages, office supplies and fuel which total $21,000. Mr. Oldham asked if this was from the excess insurance funds. Ms. Hash replied yes.
Scott Oldham entertained a motion to approve Ordinance 2014-06. Dianna Bastin made a motion to approve Ordinance 2014-06. David Drake seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Agreement Between the Town of Ellettsville and Indiana Department of Transportation with Regard to Funding for Phase II of the Heritage Trail Project, the Bridge
Darla Brown, Town Attorney, explained this is a proposed contract between the Town Council and the Indiana Department of Transportation (“INDOT”) for funding of Phase 2 and was introduced at the last Town Council meeting. The amount of federal funds available for this project is $223,520. The contract says the project has to be ready for construction between July 1, 2014 and June 30, 2015. She received an email from INDOT and it has to be ready for letting between July 1, 2014 and November 2014.
Scott Oldham asked if they will be ready. Ms. Brown replied they’re going to try and are making every effort to do so. Mr. Drake asked what happens if they aren’t ready in time. Ms. Brown replied the Town won’t receive the money. Mr. Oldham asked if it has to be available for letting during that period? Ms. Brown answered that is correct. There’s an email from INDOT stating it’s mid-November.
Dianna Bastin asked if it obligates the Town in anyway should the other part of the trail not be complete. Ms. Brown replied if the Town isn’t ready they won’t receive the funds.
Carl Thurman, business owner in downtown Ellettsville, welcomes the bridge and wants to see it. He is concerned that everything isn’t being considered with the recent flooding. He thinks the bridge INDOT built on Main Street needs to be re-evaluated because of the amount of rip rap and earth that could be moved to let more water go under the bridge. If that comes into play that will throw a wrench into the foot bridge. If the Main Street Bridge has to be rebuilt could they put sidewalks on both sides of it to accommodate the Heritage Trail and eliminate the need for a foot bridge? Mr. Oldham thinks they’re intermixing projects that are inter-related. They were told by INDOT that for any fix they would ever contemplate doing they would have to first find there was a mistake and wait for funding that could be several years down the line. So far, INDOT doesn’t see any issues with the bridge that has been constructed. They have to go this route even though INDOT may do something later. In the funding aspect they are separate projects.
Scott Thomas asked if the funding for the bridge is dependent on Phase 1 being done. Ms. Brown doesn’t think Phase 1 has to be done. INDOT wants to see that Phase 1 is well on its way to being done.
Scott Oldham entertained a motion to approve Ordinance 2014-06. David Drake made a motion to approve the Agreement between the Town of Ellettsville and the Indiana Department of Transportation with regard to funding for Phase 2 of the Heritage Trail project. Scott Oldham seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Dianna Bastin wished a Happy 50th Birthday to Fire Chief, Mike Cornman, on April 29th.
Sandra Hash mentioned Joe Peden wanted them to know there will be an open house at South Central Indiana Rural Electric Membership Corporation for their 75th anniversary. They’re requesting Town Council members attend. They are going to do a joint proclamation and would like Town Council’s signatures on it.
Privilege of the Floor
Shanda Campbell, Board Member of Richland Bean-Blossom Youth Sports (“RBBYS”), is requesting road closures for the opening ceremony on Friday, May 2, 2014, from 5:00 p.m. to 10:00 p.m. They are looking at 1,000 pedestrians and are asking that the same roads as the Fall Festival be closed. Also, they are requesting road closures for June 25 – 29, 2014, for the Babe Ruth Tournament. There will be approximately 500 people in attendance with 10 teams consisting of 13 players each including their families.
Scott Oldham asked if event plans have been filed for the event. Ms. Campbell replied they have never filed anything. Mr. Oldham explained there is a new ordinance and it is required. Ms. Brown advised the ordinance doesn’t take place until after 30 days after it has been published. Mr. Oldham is more concerned about the week in June and that the Town was never advised or consulted. She should talk to the Police Chief and Fire Chief about closing the streets in June. Ms. Campbell explained for the opening ceremony the children will line up along the yellow field. They need the road closed from the Street Department to Dewey Drive. The T-Ball field by the Shelter House will be packed. Ms. Bastin proposed closing Park Street from 102 Park Street to the intersection of Ritter and the entrance to Turtleback. Mr. Oldham has an issue with closing the Park to the public.
Town Marshal Tony Bowlen explained what Ms. Campbell is suggesting will effectively block-off all of the parking. People will be upset when they show up and can’t park. He suggested an alternative plan which will give access for people to go through and access the parking area and Turtleback can stay open. Are they planning on using the area around the Fall Festival building and the parking area? Ms. Campbell replied yes. A lot of parents park above the yellow field, the basketball courts and shelter houses. Mr. Oldham recommended approving the closure as the Marshal, Street Department and Fire Chief see fit.
Dianna Bastin asked if the gate will be open for public safety concerns. Ms. Campbell is uncertain. Ms. Bastin said she is asking for an approach for police, fire and ambulance. Ms. Campbell said she can tell them to open it so fire or ambulance can come in that way.
Scott Oldham made a motion to approve a road closure as dictated by the Marshal, Fire Chief and Street Department based upon public safety for the hours and the area as they see fit for May 2, 2014. Dianna Bastin seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Scott Oldham asked when the Mass Gathering Ordinance will take effect. Ms. Hash replied it will take effect by June 16th which is 30 days after it was published.
Jim Ragle, Street Commissioner, advised they will have to make sure the shelter house isn’t pre-rented during the road closure.
David Drake entertained a motion to adjourn. Dianna Bastin made a motion to adjourn. Scott Oldham seconded. Motion carried. David Drake adjourned the meeting at 6:55 p.m.