December 22, 2014
The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, December 22, 2014, at the Fire Department Training and Conference Room. Scott Oldham called the meeting to order at 6:30 p.m. Dianna Bastin 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, Jim Davis, Town Manager, and Darla Brown, Town Attorney, Rick Coppock, Bynum Fanyo and Associates, Town Engineer, were also present.
Supervisors present were: Mike Cornman, Danny Stalcup, Tony Bowlen, Jeff Farmer and Mike Farmer. Denise Line represented the Planning Department.
Approval of Minutes
Scott Oldham entertained a motion for approval of the minutes for the regular meeting on December 8, 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. Dianna Bastin so moved. David Drake seconded. Motion carried.
Resolution 18-2014 to Adopt a Written Fiscal Plan for the St. John Church Annexation
Darla Brown, Town Attorney, explained this resolution is for the Fiscal Plan of St. John’s Church which the Plan Commission considered at its December 4, 2014, meeting. Denise Line in the Planning Department prepared the Fiscal Plan. The annexation will not require the expansion of any existing Police, Fire or Town maintenance areas.
Scott Oldham entertained a motion to adopt Resolution 18-2014. David Drake made a motion to adopt Resolution 18-2014. Dianna Bastin seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Resolution 20-2014 Encumbrances
Sandra Hash, Clerk-Treasurer, provided a list of encumbrances to Town Council. The encumbrances are for purchases made this year that need to be paid in 2015 but out of the 2014 budget.
Scott Oldham entertained a motion to adopt Resolution 20-2014 - 2014 Encumbrances. Dianna Bastin made a motion to adopt Resolution 20-2014 – 2014 Encumbrances. David Drake seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Ordinances on Second Reading
Ordinance 2014-20 Fixing of the Salaries for Budget Year 2015
Sandra Hash, Clerk-Treasurer, explained this ordinance reflects a three percent raise as budgeted. There is one adjustment for the Police Department because a certification had been missed in 2014. To make it up in 2015, it increased the salary ordinance by $250 on the sergeant’s line.
Scott Oldham entertained a motion to adopt Ordinance 2014-20 Fixing of the Salaries for Budget Year 2015. Dianna Bastin made a motion to adopt Ordinance 2014-20 Fixing of the Salaries for Budget Year 2015. David Drake seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Ordinance 2014-21 to Repeal Ordinance 2013-16
Darla Brown, Town Attorney, explained last year the Town Council passed Ordinance 2013-16 which was the rate ordinance for the construction of a secondary waterline. Umbaugh and Associates prepared a revised water rate analysis necessitating the passage of a revised rate ordinance. This ordinance repeals the previous rate ordinance.
Scott Oldham entertained a motion to adopt Ordinance 2014-21. David Drake made a motion to adopt Ordinance 2014-21. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Ordinance 2014-22, Rate Ordinance for Secondary Water Line
Darla Brown, Town Attorney, explained this is the rate ordinance as prepared by Umbaugh and Associates (“Umbaugh”) for the secondary waterline. There has been a minor change. Umbaugh found an adjustment to payroll which reduced the rate increase from 27.3% to 26.12% and reduced the average monthly rate for 4,000 gallons from $22.60 to $22.40.
Scott Oldham entertained a motion to adopt Ordinance 2014-22. David Drake made a motion to adopt Ordinance 2014-22. Dianna Bastin seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Ordinance 2014-23 St. John Church Annexation
Denise Line, Acting Director of Planning, explained St. John’s church is located at 4607 W. State Road 46 in Bloomington. It is owned by the Roman Catholic Archdiocese of Indianapolis Properties, Inc. (“Archdiocese”). It is bringing two parcels into Town for a total of 39.05 acres. The annexation area has a contiguous boundary of 22.3%. The Archdiocese has owned the property since 1996. It is zoned Commercial 1 in Monroe County and will remain the same in Ellettsville. All requirements for annexation have been met. All departments have reviewed the proposed annexation and gave their approval. There are no concerns or issues with the property. The cost of additional Town services are minimal. St. John’s already gets its water from Ellettsville and is on the Eastern Richland Sewer Corporation sewer line. There is no negative impact to adjacent properties. The benefits to the Town are as follows: Stormwater fees will be $123; increases the Town’s size thus helping the community grow; increases the ability of the Town to attract grant funding by increasing its boundaries; it connects a community separated by a jurisdictional line and because it is a private drive and parking lot the Town will not be responsible for its upkeep. On December 4, 2014, the Plan Commission unanimously approved a favorable recommendation with zoning of Commercial 1. The Fiscal Plan has been provided to Town Council. St. John’s is requesting approval of their annexation into the Town of Ellettsville.
David Drake mentioned at the Plan Commission meeting some residents of Westbrook Downs were concerned if St. John’s was annexed then the Town could annex them. He pointed out to the residents the Town could have already annexed them if they wanted to. Mr. Oldham can understand their issue but Mr. Drake brought up a valid point. The annexation of Westbrook Downs could have already taken place if the Town made a move to do so. Mr. Drake noted the Town does not make money on annexations. It may lower the tax rate by increasing the tax levy amongst a greater number of assessed valuations. In this case it doesn’t change anything because the church doesn’t pay property taxes. The Town is doing this to increase the Town’s boundaries to what makes sense.
Scott Oldham entertained a motion to adopt Ordinance 2014-23 St. John’s Church annexation. Dianna Bastin made a motion to adopt Ordinance 2014-23 St. John’s Church annexation. David Drake seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Heritage Trail Update
Darla Brown, Town Attorney, advised all of the easement forms are in the Clerk-Treasurer’s office and they’re waiting for two more people to come in, sign and pick up their check. Mr. Oldham said the Town should be able to move on it when the weather breaks.
Department Annual Reports
Scott Thomas, explained he had an opportunity to meet with a number of departments heads about the annual reports. He liked what he read in the reports. Each department seems to do a good job providing different metrics and items. He would like to see the annual reports provided to Town Council and the Clerk-Treasurer’s office by the end of the first quarter every year. He would like for goals to be added to the reports so people of the Town will be able to understand the intentions of the departments. This provides a level of transparency. He would like to see a listing of large capital expenditures, equipment renewals, plans for what each department thinks they’re going to need in the next year. For the level of growth the Town is expected to have there has to be more planning and preparation for the future.
Lease Between Trustee and Town of Ellettsville Parks and Recreation
Darla Brown, Town Attorney, spoke to the attorney for Richland Township who apologized for not providing the lease agreement by this meeting. The attorney is to have the lease agreement to the Town by the first meeting in January.
Supplemental Fire Service Agreement between IU Health and the Town of Ellettsville
Darla Brown, Town Attorney, explained this is the proposed ambulance agreement for 2015. It is the same as the contract for 2014 except the annual sum IU Health will pay the Town is an increase of $1,389.85 from 2014. The total that IU Health will pay the Town is $56,983.98. IU Health will provide a fully stocked ambulance for the Town’s use. It includes maintenance on the ambulance certification courses for the Ellettsville Fire Department personnel and the Town agrees to staff the ambulance with one EMT and one First Responder on a 24/7 basis.
Dianna Bastin advised the ambulances are the same and have the same equipment on them and everybody is trained. It doesn’t matter what the number is on the back on the truck people will be taken care of. She personally has experience with 218 in the ambulance. They are always there for the Town, some times to their own peril. Thank you to Chief Cornman.
David Drake is employed by IU Health. However, it does not create a conflict for him in this particular instance. This is more a mutual aid agreement than anything else.
Scott Oldham stated 218 runs out of Station 8 and sees a remarkable amount of business all over the county. It is definitely viable and is incredibly valuable when the other ambulances are busy. This is not only a good idea but it is crucial for the safety of a lot of people every year.
Scott Oldham entertained a motion to adopt the supplemental Fire Service Agreement between IU Health and the Town of Ellettsville. Dianna Bastin made a motion to adopt the supplemental Fire Service Agreement between IU Health and the Town of Ellettsville. David Drake seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Release of Letter of Credit in the amount of $23,750 for Phase IV of Prominence Pointe – Quality Construction Corp., Developer
Denise Line, Acting Director of Planning, explained that Phil Young and Joe Smith of Quality Construction Corp. have requested their bond on Phase IV of Prominence Pointe be released. On February 8, 2014, Letter of Credit No. 1013176680 for $23,750 was issued for the completion of sidewalks, street top coat, subdivision trees, and signage for Prominence Pointe Phase IV. The Letter of Credit expires on February 8, 2015. Phase IV consists of Palisade Drive, Drift Court, Pinnacle Drive and Capstone Circle. On December 18, 2014, she and Street Commissioner Danny Stalcup inspected Phase IV and found the trees had been planted, sidewalks completed, the street top coat was done properly and signage was correctly installed. Brian Miller of Ellettsville Utilities has given his approval for Phase IV. We are requesting release of Letter of Credit No. 1013176680 for Phase IV of Prominence Pointe. Mr. Oldham asked if there was anything left to be done. Ms. Line replied no, it looks good.
Scott Oldham entertained a motion to release the Letter of Credit in the amount of $23,750 for Phase IV of Prominence Pointe – Quality Construction Corp., Developer. Dianna Bastin made a motion to release the Letter of Credit in the amount of $23,750 for Phase IV of Prominence Pointe – Quality Construction Corp., Developer. David Drake seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Proposal to Change the School Resource Officer from Part-Time to Full Time
Town Marshal Tony Bowlen is requesting elevating part-time Deputy Marshal Jared Myers who is currently serving as the School Resource Officer to a full time position.
Dianna Bastin asked if Officer Myers is getting hired in 2014 and will then be given a three percent raise in 2015. Marshal Bowlen answered as far as he knows the figures were based on next year’s pay. His intention was to make it effective on January 1, 2015. What is the base pay? Ms. Hash replied it is $42,016.73. Marshal Bowlen said that will be the January 1, 2015 starting rate. Ms. Hash noted on the salary ordinance she used dates that correspond with the payrolls. As of the 26th of December the new salary ordinance will be in effect and everyone will go to the 2015 pay rate. Ms. Bastin has never received so many phone calls from parents at home about a police officer and it was good news. Officer Myers makes the Town proud every time he steps on to the property.
David Drake thinks this is a good idea. With this position it is important to have stability and it is about making and maintaining relationships. That’s easier to do if the same person is there every day. They have someone who actually wants to be there as opposed to assigning someone that may not be thrilled about being there. From everything he has heard, he does a great job at the school. This will be a good move. The continuation on this position is contingent on the continuing funding for the position.
Scott Thomas has been a substitute teacher at the schools and has seen Officer Myers first hand, multiple days a week. There was a big assembly and a little boy who historically is challenged walks up to Officer Myers and gives him a high-five. It was so neat to see the connection Officer Myers has with the students. There is a level of respect and caring. He fully recommends him for the position.
Scott Oldham concurs. He has received four or five written accommodations for Officer Myers. Not only is this needed, it is something that is absolutely crucial for the continued success of the School Resource Officer. This is contingent upon school board approval and continued on contingent funding because the Town has a contract to provide a certain amount of resources to them. Unfortunately, he and the superintendent have been trading phone calls.
Scott Oldham made a motion to hire this officer to move from part-time to full time status. Dianna Bastin seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Dianna Bastin commented they’re heading into the holidays and they have some weather coming in. Please be careful for the Police, Fire and Street Departments doing their jobs. Please slow down, move over and give them room. Move cars off of the streets, if possible.
Scott Thomas thinks they have done a great job with the Heritage Trail updates at each meeting. He would like to do the same thing for their progress on flood abatement, moving forward on making adjustments to the land the Town purchased on State Road 46 and to provide that information to the community. This is a concern to everybody. They can have the Town Manager announce what has been done in the last two weeks and any updates. Mr. Oldham doesn’t see an issue with it but sometimes they’re stuck in a holding pattern because of the Department of Natural Resources. He thinks it is a viable idea for routine updates.
Scott Oldham announced this is the last meeting for Dan Swafford even though he isn’t present. He very much appreciated his counsel throughout the years, his ability to always see the opposite side of the coin and while sometimes they have gotten exasperated with each other it was very valuable. Dan will definitely be missed. They’re looking forward to his replacement. From the Town Council to Dan “thank you very much.”
Jeff Farmer, Ellettsville Utilities, reminded everyone that the offices will be closed Wednesday, December 24, 2014, at noon and will reopen on Monday, December 29, 2014. There is an answering service should anyone have an emergency.
Jeff Farmer explained they have an employee who is temporary full time, Jeremy Salyers, and he has been with them for two years. During that time, he has obtained his CDL license and has become a very valuable employee. They have had a vacant spot for a couple of years. They would like to promote him to full time status. He will be classified as a Laborer 1.
Dianna Bastin mentioned Mr. Salyers obtained his CDL on his own time. Mr. Farmer said Mr. Salyers is a very motivated young man who gets nothing but praise from his fellow employees. He wants to work for the Town for years to come.
Scott Thomas is normally concerned with how these things are handled fiscally and that they’re budgeted appropriately. Mr. Farmer assured him that is not the case. They have his support and he is glad to see it.
David Drake has known Mr. Salyers since he was six years old and has always been a go-getter. He is all for this.
Scott Oldham entertained a motion to promote Jeremy Salyers to full time status for Utilities. Dianna Bastin made a motion to promote Jeremy Salyers to full time status for Utilities. David Drake seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; and Scott Thomas – yes. Motion carried 4-0.
Scott Oldham entertained a motion to adjourn. Dianna Bastin made a motion to adjourn. David Drake seconded. Scott Oldham adjourned the meeting at 7:01 p.m.