December 27, 2016
The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, December 27, 2016, at the Fire Department Training and Conference Room. Scott Oldham called the meeting to order at 6:30 p.m. Kevin Farris led the Pledge of Allegiance followed with a prayer by Sandra Hash.
Roll Call: Members present were Scott Oldham, President; Kevin Farris, and Brian Mobley. Dianna S. Bastin and Scott Thomas were absent. Sandra Hash, Clerk-Treasurer; Darla Brown, Town Attorney; Jim Davis, Town Manager; and Rick Coppock, Bynum Fanyo and Associates, Town Engineer; were also present.
Supervisors present were: Danny Stalcup, Jimmie Durnil, Jeff Farmer and Mike Farmer.
Approval of Minutes
Scott Oldham entertained a motion for approval of the minutes for the regular meeting on December 12, 2016. Kevin Farris so moved. Brian Mobley was seconded. Motion carried.
Accounts Payable Vouchers
Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers. Brian Mobley so moved. Mr. Mobley expressed concerns about the accounts payable prodedure. Kevin Farris seconded. Motion carried.
Open Bids for the Woodyard Road Water Line Materials
Darla Brown, Town Attorney, opened the following bids and requested Town Council take them under advisement to make certain the bids meet specifications:
(1) Utility Pipe Sales of Indiana: $420,242.10
(2) Utility Supply Company: $413,609.29
(3) E.J. Prescott, Inc.: $469,943.38
(4) H.D. Supply Waterworks, Inc.: $420,553.11
Scott Oldham entertained a motion to continue. Kevin Farris made a motion to take the bids under advisement until the next meeting to give Utilities an opportunity to make sure the bids meet the specifications. Brian Mobley seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; and Brian Mobley – yes. Motion carried 3-0.
Resolution 26-2016 Encumbrance List
Sandra Hash, Clerk-Treasurer, explained the total of the encumbrances is $36,500.64. $20,000 of that if from MVH and Local Roads and Streets for the purchase of a dump truck in early spring. The payments will be $20,000 a year.
Kevin Farris made a motion to accept Resolution 26-2016 Encumbrance List. Brian Mobley seconded. Roll call vote: Kevin Farris – yes; Brian Mobley – yes; and Scott Oldham – yes. Motion carried 3-0.
Ordinances on Second Reading
Ordinance 2016-15 to Amend Section 36.220 of the Ellettsville Town Code Regarding Police Personnel Policies
Scott Oldham entertained a motion to accept Ordinance 2016-15 to Amend Section 36.220 of the Ellettsville Town Code Regarding Police Personnel Policies. Kevin Farris made a motion to accept Ordinance 2016-15 to Amend Section 36.220 of the Ellettsville Town Code Regarding Police Personnel Policies. Brian Mobley seconded. Roll call vote: Brian Mobley – yes; Kevin Farris – yes; and Scott Oldham – yes. Motion carried 3-0.
Brian Mobley received an email from Dave of the Indiana Department of Natural Resources. Dave has completed 80% of the modeling and hopes to finish in January.
Ordinance 2016-16 to Amend Appendix A to Chapter 152 of the Ellettsville Town Code Establishing Rates and Charges for the Use of and Services Rendered by the Municipal Sewage Works of the Town of Ellettsville
Darla Brown, Town Attorney, explained this is on the agenda to give Town Council a chance to review it before publication. The Town Council must publish notice in the newspaper prior to having a hearing at the January 23, 2017, meeting. Other communities are charging approximately $2,000 for connection fees. A section will be added under §152.112, Connection and Tap Charges, to make it clear that new customers or the wholesale users, Eastern Richland Sewer Corporation (“ERSC”), are required to pay a $2,000 hook-on fee which would be in addition to whatever ERSC charges their customers. The ordinance can be amended once Town Council has an opportunity to hear comments from the public. Mr. Farris wants to ensure they receive the fee from ERSC once they collect it. Ms. Brown explained when someone hooks on as a new water customer then the Town will be made aware of it and, hence, the new hook-on fee. Mike Farmer stated there could be an instance where someone hooks onto the sewer but does not get Ellettsville water. Now, they come in and sign up for water and the office gives them an ERSC packet. Then, ERSC calls Ellettsville Utilities to let them know they have a new customer because they’re putting in their water. Under the new scenario they will have the same information but will bill ERSC.
Brian Mobley asked if they didn’t charge a hook-on fee for inside Ellettsville city limits would it survive. Mr. Farmer answered they would survive but doesn’t think it’s a good idea. They need to stay financially healthy and infrastructure is constantly in need of repair. As they collect hook-on fees people are taking capacity from the sewer plant and they utilize the money to do repairs for Inflow & Infiltration that puts capacity back in the plant. If it is not used for that then sometime in the future the plant will need upgraded or enlarged and the money could be used for that as well. Without hook-on fees they would have to bond as they did 20 years ago. The hook-on fee is for new customers and does not affect existing customers other than protecting their investment in the current system. Mr. Farris asked if ERSC has paid this fee in the past. Jeff Farmer answered ERSC has not paid a capacity fee for the past 20 years. Mr. Farris asked if the Town has recourse to collect what ERSC hasn’t paid over the past 20 years. Ms. Brown replied no because it hasn’t been included their fee structure. In the future if ERSC doesn’t pay the Town can treat it as any other unpaid bill and take them to court because it is a collection case at that point.
Scott Oldham asked if they want to set this for a public hearing with a $2,000 hook-on fee knowing they can amend it. All members agreed on the proposed ordinance as read including the proposed changes.
Salary Increase (6 months) for Jay Humphrey, Street Department
Danny Stalcup, Street Commissioner, requested approval of Jay Humphrey’s six month raise which will take him from $16.89 to $20.50 and to make it retroactive to December 14, 2016.
Scott Oldham asked Ms. Hash if this would cause an issue as it is close to the end of the year. Ms. Hash answered it will have to come out of the 2017 budget because the last payroll for 2016 has been paid.
Scott Oldham entertained a motion to increase Jay Humphrey’s Street Department salary to $20.50 retroactive to December 14, 2016, for the next six months. Kevin Farris made a motion to increase Jay Humphrey’s Street Department salary to $20.50 retroactive to December 14, 2016, for the next six months. Brian Mobley seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; and Brian Mobley – yes. Motion carried 3-0.
Kevin Farris stated Town Council Vice President, Dianna S. Bastin, is ill. They send their best wishes for a speedy recovery. She is in good hands. Everyone please say their prayers. If you see her on the street please wish her well.
Town Manager Comments
Jim Davis, Town Manager, reminded Town Council had discussed if there was enough money at the end of the year they would try to work in a raise for the employees. He and Ms. Hash will finalize figures by the end of January. Preliminary figures show $182,000 with $15,000 being subtracted for the General Fund leaving a balance of $166,000. The raise will cost approximately $41,000 out of the General Fund which leaves $125,000.
Town Hall is coming along nicely. Gas and electric has been connected, stone work on the exterior needs to be completed and the interior has several minor items to be finished. It may be completed sometime in January.
Scott Oldham entertained a motion to adjourn. Kevin Farris so moved. Brian Mobley seconded. Scott Oldham adjourned the meeting at 6:56 p.m.