August 26, 2013
The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, August 26, 2013, 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 Sandra Hash.
Roll Call: Members present were Scott Oldham, President; Dan Swafford, Vice President; and David Drake. Dianna Bastin and Phillip Smith were absent. Sandra Hash, Clerk Treasurer; and Rick Coppock, Bynum Fanyo and Associates, Town Engineer, were also present.
Supervisors present were: Mike Cornman, Jim Ragle, Tony Bowlen, Craig Davis, Connie Griffin and Mike Farmer.
Approval of Minutes
Scott Oldham entertained a motion for approval of the minutes for the regular meeting on August 12, 2013. David Drake so moved. Dan Swafford seconded. Motion carried.
Accounts Payable Vouchers
Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers. Dan Swafford so moved. David Drake seconded. Motion carried.
Appointment – Plan Commission, David Drake
Sandra Hash, Clerk-Treasurer, advised the Plan Commission received a letter of resignation from Phillip Smith.
Dan Swafford made a motion to appoint David Drake to the Plan Commission. Scott Oldham seconded. Roll Call Vote: Scott Oldham – yes; Dan Swafford – yes and David Drake – yes. Motion carried 3-0.
Resolution 15-2013 to Declare Surplus Property for the Police Department
Deputy Marshal Craig Davis requested permission to declare a 2003 Ford Crown Victoria surplus property due to the recent purchase of a Dodge Charger and sell it on E-Bay.
Scott Oldham entertained a motion to approve Resolution 15-2013. David Drake made a motion to approve Resolution 15-2013. Dan Swafford seconded. Roll Call Vote: Scott Oldham – yes; Dan Swafford – yes and David Drake – yes. Motion carried 3-0.
Ordinances on First Reading
Ordinance 2013-10 to Terminate the Debt Service Police Fund and Transfer Remaining Balance to the Renamed Lease Rental Payment Fund
Sandra Hash, Clerk-Treasurer, explained this is due to refinancing the bonds. The Police and Fire bonds were rolled in together. Currently, there are two budgets and they are rolled together for the 2014 budget. Scott Oldham asked if the Town saves money by rolling them together. Ms. Hash replied Umbaugh projected approximately $20,000 per year for the life of the bond. The first payment is due by the end of the year. An additional appropriation will have to be done. If the Town gets 100% of its tax draw there will be enough to make the payment. There wasn’t enough appropriated for the larger payment. Mr. Oldham asked if there was any reason the Town wouldn’t receive the 100% tax draw. Ms. Hash replied the only reason she knows of would be the circuit breaker. If there is a short fall then the Town will have to take the money either out of the General Fund or the Rainy Day Fund and it will be a permanent transfer.
Ordinance 2013-11 to Amend Ordinance 2012-26 Fixing the Salaries for Budget Year 2013
Deputy Chief Mike Cornman explained this is for an adjustment to the Salary Ordinance for the Fire Chief’s position. He has elected to work 7:00 a.m. to 4:00 p.m., Monday through Friday, instead of his current 24/48 hour shift. Firefighters’ salaries are based on shift hours which is normally 2,904 and when he goes on a daily shift it will be 2,080. Therefore, there has to be an adjustment to the actual salary for the per hour overtime calculation. The salary does not change. He has a few more certifications for education pay which increases by $48 a pay period.
Ordinances on Second Reading
Ordinance 2013-08 to Amend Section 36.195 of the Ellettsville Town Code Changing Division Chief to Assistant Chief in the Ellettsville Fire Fighter Personnel Policy
Deputy Chief Mike Cornman explained the purpose of this ordinance is to change a title and job description.
Scott Oldham entertained a motion to adopt Ordinance 2013-08. David Drake made a motion to adopt Ordinance 2013-08. Dan Swafford seconded. Roll Call Vote: Scott Oldham – yes; Dan Swafford – yes and David Drake – yes. Motion carried 3-0.
Ordinance 2013-09 Concerning Credit Card Fees
Sandra Hash, Clerk-Treasurer, explained the Town has a signed contract with Point and Pay to start processing credit card payments. The contract has a convenience fee. This ordinance will put the fees into the Town Code and it allows for the electronic payment of checks.
Dan Swafford asked the cost of the convenience fee. Ms. Hash replied it is a minimum of $2.00 or three percent. Mr. Swafford asked how long the contract is good for and can the Town break it at any time. Ms. Hash answered the reason they went with this company is because it interfaces with the new software company. Those issues were discussed at the time the contract was signed with the Town Attorney present. Mr. Oldham thought it has a 60 day out. Mr. Drake added a notice of non-renewal has to be given 60 days before the two year contract ends. The only other way it could be terminated is by someone defaulting. Ms. Hash stated that is for Smart Bill. This is for the Point and Pay contract which was passed two meetings prior. Mr. Swafford asked for Ms. Hash to find out the renewal clauses and term of the contract.
Scott Oldham entertained a motion to adopt Ordinance 2013-09. David Drake made a motion to adopt Ordinance 2013-09. Dan Swafford seconded. Roll Call Vote: Scott Oldham – yes; Dan Swafford – yes and David Drake – yes. Motion carried 3-0.
Agreement with Smart Bill Concerning Mailing Utility Bills
Mike Farmer, Ellettsville Utilities, explained Smart Bill will be used for the outsourcing of printing and distribution of utility bills. It is a two year contract with one year extensions up to five years. It has a 60 day out prior to breaking the contract. For paper and postage they can save approximately $5,000. In addition, it saves approximately 36 hours a month in employee hours. Currently, Bean Blossom Patricksburg, Columbus, Noblesville and Washington uses Smart Bill. They are requesting permission to enter into a contract with Smart Bill. They have requested certain changes which have been incorporated into the contract.
Dan Swafford is uncertain if this is a good idea or if the figures are correct. Mr. Oldham asked what other options are available. Mr. Farmer replied they need to get away from their small card bills. They could start buying their own envelopes, purchase a folding and stuffing machine and one that will seal the envelopes. Mr. Oldham stated that would cost $10,000 to $12,000. Mr. Swafford asked who they got bids from for the machines. Mr. Farmer replied they looked on the internet. Mr. Swafford asked what the machines are called. Ms. Hash replied they found machines that combined folding and stuffing and the sealer is a separate machine. Mr. Swafford asked what the life span of the machines and are there warranties. Mr. Farmer replied normally you can’t get more than a two year warranty on a piece of machinery. The machines will last a long time but they also need to have space for them. The alternative is to print the bills in-house, stuff them, take care of the building aspects and spend an additional $5,000 more a year. Mr. Swafford would have preferred to have looked into all aspects of doing it in-house and compare them instead of doing guess work.
Scott Oldham asked if putting information on bills such as community days is an option with Smart Bill. Mr. Farmer answered the new bills will be much improved. It will have public information such as what to do if there is a leak, community telephone numbers, department announcements, shut-off information and payment methods. The new bill will be what the 21st century demands. Mr. Swafford asked if the Town will input the data on the bills. Mr. Farmer replied yes. Mr. Swafford noted the current software will do everything they ask. Mr. Farmer advised the BS&A people said the Town could produce its own bill but they didn’t think they could get as good a postal rate as Smart Bill. They’re pretty certain the Town couldn’t get the 33˘ bulk rate. They found a chance to outsource sending their bills at a lesser expense and reducing man hours. Mr. Oldham confirmed it is outsourced domestically and not overseas. Mr. Farmer said that is correct. Utilities will produce the bill and send it digitally to Smart Bill for printing and mailing. Smart Bill wanted a five year contract but because of Mr. Swafford’s concerns they insisted on a two year contract. Ms. Hash asked if this means the Town has to pay the $1,000 setup fee. Mr. Farmer answered they will pay $1,000 to reduce the contract term. If you agree to a five year contract the $1,000 setup fee is waived. Ms. Hash noted there is an additional savings on the annual report. It has to be printed, folded and inserted into an envelope. The Town has paid to have it done in the past. The printing, mailing and production costs are approximately $4,000. With Smart Bill they can create the report and send it to Smart Bill to include with the regular billing. Mr. Farmer added this will save $800 on postage. This is the Consumer Confidence Report the Indiana Department of Environmental Management requires they send out every year.
Dan Swafford made a motion to table this. David Drake seconded. Roll Call Vote: Scott Oldham – yes; Dan Swafford – yes and David Drake – yes. Motion carried 3-0.
Northwest YMCA Update – Roberta Kelzer, Executive Director
Jan Williamson, representative of the new Northwest YMCA Council, thanked the Town Council for allowing them to give an update on the new branch of the YMCA. Also attending are the following members from the Northwest Council: Roberta Kelzer, Executive Director, Gene Scallon, Tom Orman and Elissa Wright. Their motto is “For youth development, for healthy living and for social responsibility.” A slide show about the YMCA was presented. The property is 125 acres that will be available for outdoor recreation, hiking and biking trails, day camps and sports. It will benefit 6,700 families. They have a partnership with IU Health. The new YMCA will create an additional 105 full and part-time jobs for the surrounding area. The final construction will be early fall. They located the facility so there is plenty of room for expansion on of all four quadrants of the building. Eventually the walking path will connect with the Karst trail. The latest updates can be found on their website.
Scott Oldham asked if someone already has a “Y” membership will it be good at both locations. Ms. Williamson replied yes, it will be.
Deputy Chief Mike Cornman announced Fire Chief Jim Davis has served the Monroe County Ambulance Advisory Board for the last 26 years since its inception. As Chief Davis is retiring August 29, 2013, he has asked to be taken off the Ambulance Advisory Board. Mike asked to replace Chief Davis on the Ambulance Advisory Board.
Scott Oldham entertained a motion for Mike Cornman to replace Jim Davis on the Ambulance Advisory Board. David Drake so moved. Dan Swafford seconded. Roll Call Vote: Scott Oldham – yes; Dan Swafford – yes and David Drake – yes. Motion carried 3-0.
Police Reserves – Craig Davis
Sergeant Craig Davis presented three applicants for the reserve police force: Chad Otto, Mark Norris and Gary Joshua Cooksey. All three individuals went through an extensive background investigation and interviews. They are all pursuing future careers in law enforcement. Mark Norris has graduated from Manchester College and Chad Otto and Gary Cooksey are currently attending Ivy Tech pursuing Associates Degrees in Criminal Justice. This will bring the reserve force to a total of 14.
Scott Oldham entertained a motion that Chad Otto, Gary Cooksey and Mark Norris be appointed as reserve police officers with the Ellettsville Police Department. David Drake made a motion that Chad Otto, Gary Cooksey and Mark Norris be appointed as reserve police officers with the Ellettsville Police Department. Dan Swafford seconded. Roll Call Vote: Scott Oldham – yes; Dan Swafford – yes and David Drake – yes. Motion carried 3-0.
Sandra Hash, Clerk-Treasurer, swore in Chad Otto, Mark Norris and Gary Joshua Cookey as reserve officers of the Ellettsville Police Department.
Scott Oldham entertained a motion to adjourn. David Drake made a motion to adjourn. Dan Swafford seconded. Motion carried. Scott Oldham adjourned the meeting at 7:08 p.m.