The Ellettsville, Indiana, Town Council met in regular session at 7:30 PM, Monday, December 23, 2002 at the Town Hall. David Sorokoty called the meeting to order and Ray Freetage led in prayer. David Drake led in the Pledge of Allegiance.
David Sorokoty asked for roll call of the Council Members. Members present were David Sorokoty, President; David Drake, Vice-President; Mike Cornman, Geraldine McIntyre and Ray Freetage. Also present was Sandra Hash, Clerk-Treasurer; and Deborah Hudson, Administrative Assistant.
Supervisors Present Jim Davis, Jim Ragle, Mike Farmer, Jeff Farmer and Ron McGlocklin.
Approval of Minutes of the regular meeting on December 9, 2002
Geraldine McIntyre moved to approve the minutes. Mike Cornman seconded. Motion carried.
Action to pay Accounts Payable Vouchers
David Drake moved to approve the accounts payable vouchers. Geraldine McIntyre seconded. Motion carried.
Resolution 19-02 Transfer of Funds
Ray Freetage read by title. Jim Ragle questioned Park specifically the $4,400 from part-time. He thought the money was to be saved back for restrooms. David Sorokoty explained the transfer into Legal Services was for a Master Plan for the Parks Board, which would cost approximately $6,500. A Master Plan is the first step to obtaining grants for improvements. Darlyne Sowder was not aware the part time appropriation was earmarked for restrooms. Geraldine McIntyre commented the State is broke and will not be awarding grants. Darlyne stated the Parks Board would forego the Master Plan at this time. If we have to choose one or the other David Drake feels restrooms should be the first priority. Sorokoty reinforced the need for a Master Plan to prepare the Town for the future. He also would like to make it possible to fund restrooms for Campbell’s Park. Sandra Hash confirmed there is $18,000 in unspent appropriations for this year between Legal Services and Miscellaneous Professional in the General fund that could be used for special projects. Mike Cornman made a motion to approve Resolution 19-02. David Drake seconded. Motion carried.
Resolution 20-02 Concerning the Receipt of Funds and Property as a Result of Civil Forfeitures
Mike Cornman read by title. Ron McGlocklin explained the resolution establishes the procedure for accepting a civil forfeiture. If the Police Department receives a civil forfeiture through the Federal government the Town would receive 15% and the Federal Government would receive 85%. At the State and Local level the divisions are set up through the Prosecutor’s Office. Ray Freetage moved to adopt Resolution 20-02. Mike Cornman seconded. Motion carried.
Resolution 21-02 Insurance Reimbursement for Police Car Repair into Appropriation P-231 Vehicle Maintenance
David Drake read resolution 21-02. Ron McGlocklin explained a Police vehicle accidentally backed up into a Rumpke dumpster on Mustang Drive. He attributed the accident to lack of street lighting and construction in the area. David Drake made a motion to adopt Resolution 21-02. Geraldine McIntyre seconded. Motion carried.
Ordinances on First Reading
Ordinance 02-26 Creating a Separate Fund for Department of Justice Forfeiture Money
Geraldine McIntyre read by title. Sandra Hash explained that the above Resolution established the procedure for receiving forfeiture money and named the Town Marshal, which in this case is Ron McGlocklin as the contact person. This Ordinance creates a fund to receive forfeiture money. Mike Cornman moved that Ordinance 02-26 be submitted for first reading. David Drake seconded. Motion carried. Mike moved that Ordinance 02-26 be adopted on the same day at which it is introduced. David Drake seconded. Motion carried. Mike moved that Ordinance 02-26 be adopted. Ray Freetage seconded. Motion carried.
Ordinance 02-25 Creating a Separate Fund for Donations for Tornado Warning Sirens for Ellettsville
Geraldine McIntyre read by title. Mike Cornman moved that Ordinance 02-25 be submitted for first reading. Geraldine seconded. Motion carried. Mike moved that Ordinance 02-25 be adopted on the same day at which it is introduced. David Drake seconded. Motion carried. Mike moved that Ordinance 02-25 be adopted. David Drake seconded. Motion carried.
Ordinance 02-27 Creating a Separate Fund for Moneys Received from Federal Emergency Management as a Result of the 9-20-02 Tornado
Mike Cornman moved that Ordinance 02-27 be submitted for first reading. David Drake seconded. Motion carried. Mike moved that Ordinance 02-27 be adopted on the same day at which it is introduced. David Drake seconded. Motion carried. Mike moved that Ordinance 02-27 be adopted. David Drake seconded. Motion carried.
Monroe County Emergency Management Director John Hooker, III presented the Town of Ellettsville with a reimbursement check for $146,672.43 from FEMA for tornado damage to the Town. John thanked Sandra Hash for her hard work in documentation, the Town Council, the Supervisors and FEMA employees involved in seeking reimbursement money from FEMA.
Ordinances on Second Reading
Ordinance 02-24 Fixing of the Salaries for the Budget Year 2003
David Drake read by title. Mike Cornman moved for approval of Ordinance 02-24. David Drake seconded. Motion carried.
Administrative Assistant Position and Benefit Status
David Drake stated he felt the Administrative Assistant position should be eliminated. He explained that he should have brought this issue up earlier during the Budget hearings and he further explained that the position was experimental and it seemed it was not working out. He said that it was no reflection on Deborah. Attorney Mike Spencer recommended that if the position was to be eliminated it should be done by a resolution. The resolution has been created and is ready for approval.
Resolution 22-02 Concerning Eliminating the position of Administrative Assistant to the Town Council
David Drake read Resolution 22-02 concerning the elimination of the Administrative Assistant position, which would be effective as of 12-31-02. Mike Cornman made a motion to approve Resolution 22-02. David Drake seconded. Geraldine McIntyre questioned why the Council wanted to eliminate the position. She said that when Deborah was hired she was given the tasks of working on the
Personnel Policy, the Main Street Project and Economic Development by working two days in the Clerk’s Office and having one floating day. Deborah has met these tasks. It was reiterated that the problem was with the position not Deborah. The Council discussed the main problem with the position was a lack of direction and goals on the Council’s part. The Council has wanted to hire a Town manager for a while but the Town doesn’t have the funds available so this position was supposed to be like a step in that direction but it did not seem to work that way. Due to these problems several members of the Council felt that the position should be eliminated. Jeana Kapczynski commended Deborah for her work; research and advice on the Main Street Project saying that she was very professional, readily available and a good go between for the Council and special groups such as Main Street. Motion carried 4-1.
Mike Cornman explained that Administrative Assistant Deborah Hudson had given Memos to the Council prior to the meeting concerning her job status and benefits she was entitled to receive according to the current Personnel Policy. Deborah stated she should be classified as a Limited-Full time employee since her hours meet that requirement and as a Limited-Full time employee she calculated that she should receive $1,518.55 for Holiday pay, Bereavement and Civic leave. Mike said the Holiday and Bereavement pay was okay but the Civic leave pay she was requesting was during the Election when the Utility Office was closed due to the fact that voting was in the office and Sandy had closed her Office as well, which is at her discretion. However, the rest of the Town employees operated that day. Therefore, Mike made a motion for the approval of Deborah Hudson’s request in her memoranda for additional pay of $1,518.55 minus the $138.05. David Drake seconded. Motion failed 2-3. Geraldine McIntyre made a motion to accept paying Deborah’s request of $1,518.55 and Ray Freetage seconded. Motion carried 3-2.
Mike Cornman added the need for further discussion on eliminating the Limited Full time position from the Personnel Policy.
Beautification and Development Plan from Ball State University
Rick Coppock reminded the Council that he, along with Jeana Kapczynski and Deborah Hudson, had spoken with Dr. James Segedy a professor at Ball State University connected with Community-Based Projects concerning doing a streetscape beautification and a development plan for the Town. Dr. Segedy has been involved in several Community-Based Projects and left two copies of previous work Ball State has performed. Rick said this would give guidelines specifically along the two-way pair on the new highway and toward future planning in the downtown area. He said he thought this project could give the Town perspective. It would give potential developers an idea of what the Town wants and expects. It also could be combined with the work that Planner Bill Land has prepared to ensure proper planning for growth in the Town.
Barry Fisher who worked on the Heritage Trail project and the gateway into Ellettsville explained the beautification project further saying that the Ball State students who would be working on the project. They would give unbiased suggestions for planning and beautification and would make drawings to help visualize the changes.
Jeana Kapczynski stated the Main Street organization was formed in 1999 to work on streetscapes but broadened into other projects. Ball State’s work on other projects was commendable and she endorsed the beautification project. She pointed out that it is a semester class project involving students; therefore it would be started in February and finished in May. Not only would the Town be getting a visualization of what the Town could grow to be, but how the Town could receive funding to make it possible. The estimated cost for the project would be $11,500.00, which includes the Park’s five-year Master Plan. To receive funding
from several entities such as Federal sources and DNR, organizations are required to have a five-year Master Plan.
The Council discussed possible uses for the $18,000 in the Miscellaneous Professional appropriation including two suggestions from David Sorokoty. One would be to give $5,000 toward a siren and the other would be to give $3,000 to $4,000 to the animal shelter. He suggested that this beautification and master plan for the park be considered first above his other suggestions. Mike Cornman mentioned not to forget about the Park restrooms. Ray Freetage questioned article #5 of the contract with Ball State pointing out that Deborah was listed as a contact person but reminded the Council that her position had been eliminated tonight. Jeana Kapczynski stated this was a rough draft that could be revised. Mike made a motion to approve the Community-Based Project agreement between Ball State University, the Town of Ellettsville and Ellettsville Main Street, Inc. for $11,500. Ray Freetage seconded. Motion carried.
Request to transfer unused vacation days to sick days
Mike Cornman recited the requests.
Becky Wines – 2 days Steve Bartlett – 4 days
Jim Ragle – 5 ½ days Amber Ragle – 2 days
Jeremy Luther – 2 days Jim Davis – 5 days
Chris Clouse – 1 day Mike Cornman – 1 day
Bill Baxter – 1 day
Ray Freetage moved to approve the transfers of unused vacation days to sick days. Geraldine McIntyre seconded. Motion carried with Mike Cornman abstaining.
Request to Roll Holidays from 2002 to 2003
Jim Davis submitted a letter to the Council requesting Mike Stalcup be allowed to roll over his accumulated Holiday hours from 2002 to 2003. Ray Freetage read the request to the Council. Mike has 40 hours of Holiday pay. David Drake made a motion to approve Mike’s request noting that he must use these hours up in 2003. Ray Freetage seconded. Motion carried.
Request to Roll Vacation days from 2002 to 2003
Lynn Weiss submitted a letter to the Council requesting her 5 remaining vacation days be rolled over from 2002 to 2003. Ray Freetage read the request to the Council. Mike Cornman made a motion to approve Lynn’s 5 days be rolled over into 2003 noting that she must use these days up in 2003. Geraldine McIntyre seconded. Motion carried.
Capacity Certification / Allocation Letter for Love Property Duplexes
Bernie Guerrettaz of Bledsoe Tapp & Riggert addressed the Council along with Jason Walls, petitioner from Autumn Ridge Development who is requesting sanitary sewer for this project. The project proposed is a 51 unit duplex development on the Love Property, which is west of Autumn Hills subdivision. Mr. Guerrettaz said this is the property owned by the George family and was recently annexed into the Town. Mr. Walls wanted to secure a capacity certification prior to purchasing the property and refining all of the design details if possible. Mr. Guerrettaz handed out packets to the Council that included auditors map, GIS map and schematic site plan. The average gallons per day number should be 15,810. It is Eastern Richland Sewer Corporation’s district. The targeted date for completion of the project once started is 5 or 6 years.
Jeff Farmer stated on a normal day the sewer plant would not be affected at all. The Waste Water Treatment Facility’s flow averages a million gallons on a normal day with 2.3 million gallons per day plant capacity. When it rains, however, flow naturally increases. For example the recent rain of 1.4 inches had the plant at 4.5
million gallons that day and 3 million gallons the next day. Mr. Guerrettaz said there are new standards that will be regulating this project causing very little infiltration. David Drake made a motion to approve the capacity certification letter for the Love property duplexes. Mike Cornman seconded. Motion carried.
Mike Farmer addressed the Council with two issues. He requested approval to purchase the used 1995 dump truck the sewer plant is currently renting from Hanna to hall the sludge. They have been using this truck for the last six weeks. Hanna has agreed to apply the rent toward purchasing the truck. The total cost is $18,000. The Utilities have paid approximately $4,500 in rent leaving a balance of $13,500. Geraldine McIntyre made a motion to approve the Utilities purchasing a used dump truck from Hanna. David Drake seconded. Motion carried.
Mike informed the Council that the Utilities Office does not have enough space and he would like the Council to be aware of this problem. He suggested either a new town hall or moving the utility office into a new building he would like to build for the field operations. If a new facility is not feasible he would request the Town Council meetings be moved to a different location in order to enlarge the utility office. He lastly wished everyone a Merry Christmas adding as of December 31st he has been with the town for 5 enjoyable years.
Jeff Farmer recently had the computers upgraded at the Waste Water Treatment Plant. The ‘97 program was no longer adequate. He received a check for $440 from South Central REMC for capital improvements they had planned to make and they had not used so they returned the money to the plant. Jeff mentioned it was Mike Cornman’s last meeting on the Council and thanked him for his efforts and wished everyone a Merry Christmas.
Ron McGlocklin commented that the Fraternal Order of Police Christmas party was held at the AmVets. Every year the F.O.P. gives out an officer of the year award. This year was unique because they gave out a Police Department of the year award instead. The award went to the Ellettsville Police Department specifically for their hard work during the tornado and damage clean up. Ron read the award aloud. He said it was a team effort.
Sandra Hash explained at the end of the year we roll over funds in the form of purchase orders to pay for items purchased in December that we have not been invoiced for. The total to be carried over must be in the minutes. The original total encumbrances were $70,512.63. Geraldine McIntyre moved to add $5,000 to the emergency siren fund and encumber it for next year. David Drake seconded. Motion carried.
David Sorokoty said that there was $4,400 set aside for new bathrooms for the Park. David proposed giving back this money to Jim Ragle for the bathrooms that was previously transferred earlier in the meeting. It was suggested making it an even $5,000 for bathrooms and encumbering it. Hash said an encumbrance has to be specified to a vendor. She suggested amending the encumbrance to Ball State taking the full amount out of the general Miscellaneous Professional fund for $11,500. Mike Cornman made a motion to use Sandy’s suggestion for the funds. Ray Freetage seconded. Motion carried.
Sandy requested a motion to approve the encumbrances for a total of $75,512.63. Ray Freetage moved to approve that amount. Mike Cornman seconded. Motion carried. Sandy also handed out an explanation sheet on FEMA concerning the tornado disaster and the distribution of reimbursed funds.
David Sorokoty thanked everyone for their hard work on the FEMA tornado
disaster and reimbursement project.
Geraldine McIntyre stated that the Council did Deborah a big injustice. She wished everyone a Merry Christmas and a Happy New Year. She also wished Mike Cornman good luck.
Ray Freetage thanked Sandy and the supervisors for their hard work on reimbursement paperwork.
Mike Cornman thanked all of the Board Members he has worked with in the past 71/2 years including Doug DeFord, Don Ashley, Herb Ray, Gina Hawkins, Jerry Pittsford, John Daily, Pat Stoffers and the current Board Members. He is proud of several things that had occurred over the last years. He mentioned that he was glad for the corporation between the City of Bloomington and the Town of Ellettsville. The lines of communication are open again with Monroe County government. The accomplishments of the Town’s Utilities Department have come a long way in the past 71/2 years. The saddest thing is that people don’t support their community government as much as they should.
David Sorokoty presented a plaque to Mike Cornman for his dedication and hard work on the Council.
David Sorokoty asked for a motion to adjourn. Ray Freetage moved for adjournment. Mike Cornman seconded. Meeting was adjourned at approximately 9:30 p. m.
David Sorokoty, President David Drake, Vice President
Mike Cornman Ray Freetage
Geraldine McIntyre Sandra C. Hash, Clerk-Treasurer