Roll Call: Patrick Stoffers asked for roll call of the Council Members. Members present were Patrick Stoffers, President; Phillip Rogers; Lisa Creech; William Evans and Dennis Williamson. Also present were Sandra Hash, Clerk-Treasurer; Mike Spencer, Attorney and Jeffrey York, Planning and Zoning Administrator. Rick Coppock, Town Engineer was absent.
Approval of the meeting minutes for May 24th
Lisa Creech made a motion to approve the minutes for
Patrick Stoffers read the minutes aloud from the handgun qualifications
Action to pay Accounts Payable Vouchers
Lisa Creech made a motion to pay the accounts payable vouchers. William Evans seconded. Motion carried.
Resolution 17-04 to assign a portion of the Police bids for furniture, communications system and video surveillance system to the Building Corporation
William Evans read Resolution 17-04 in its entirety. In summary the Resolution states the Town has proceeds from the sale of the land and from the Build Indiana Grant which totals $277,000.00 to be used toward the Police Station bids.
Lisa Creech made a motion to approve Resolution 17-04. William Evans seconded. Motion carried.
Resolution 18-04 to declare unused office equipment surplus property
William Evans read Resolution 18-04 in its entirety. In summary the Clerk-Treasurer’s Office has
surplus equipment including two computers with monitors, two ink jet printers,
one laser printer and 1 cross cut paper shredder. One computer with monitor and a printer will
be donated to the Town of
Lisa Creech made a motion to adopt Resolution 18-04. William Evans seconded. Motion carried.
Resolution 19-04 to appoint new director to the Ellettsville Building Corporation
William Evans read Resolution 19-04 in its entirety. In summary Dennis Williamson resigned from the Ellettsville Building Corporation leaving a vacancy. Therefore, the Council will appoint David Drake to fill the vacancy.
Lisa Creech made a motion to adopt Resolution 19-04. William Evans seconded. Motion carried.
Ordinances on First
Ordinance 04-09 Additional Appropriation for the Fire Department due to a DNR Grant
William Evans read the Ordinance in its entirety.
Sandra Hash explained last year the Fire Department received a matching reimbursement grant to buy equipment. The Fire Department purchased the equipment and the Department of Natural Resources reimbursed them $2,498.80. In order for the Fire Department to spend the money; an additional appropriation is needed. It will be appropriated into F-213 the Fire Office Supplies line.
William Evans made a motion to approve Ordinance 04-09. Phillip Rogers seconded. Motion carried. (This was the first reading)
Ordinance 04-10 to Adopt Supplement 2004 S-1 to the
William Evans read the Ordinance in its entirety.
Sandra Hash explained she sent in all of the new Ordinances passed since last November to American Legal Publishing for codification to the Town Code. This Ordinance accepts all of those changes into the Code.
Final Plat Approval for Prominence Pointe Phase II
Bernie Guerrettaz of Bledsoe, Tapp and Riggert requested final plat approval for Prominence Pointe Phase II.
Jeff York reviewed the plat and it meets the requirements. They have a Letter of Credit through Irwin Union for $53,500 which is appropriate.
William Evans made a motion to approve the final plat approval for Prominence Pointe Phase II. Phillip Rogers seconded. Motion carried.
Final Plat Approval for
Doug Curry of Bynum Fanyo Associates requested final plat approval for Union Valley Homestead.
Jeff York reviewed the final plat and it meets the requirements. They have a Letter of Credit for $41,000 through Peoples State Bank which is appropriate.
William Evans made a motion to approve the final plat for Union Valley Homestead. Phillip Rogers seconded. Motion carried.
Amendment to extend the Build Indiana Fund Grant to the Monroe County Fall Festival in care of the Town of Ellettsville
William Evans read the First Amendment to the Grant in its entirety.
Sandra Hash explained the Town is a “guardian agency” for the Monroe County Fall Festival and they received $50,000 in Build Indiana grant money a few years ago. They purchased the garage behind the Shook House for $16,500 with part of the money leaving a balance of $33,500. The grant will expire in June, so the Fall Festival wrote for an extension and the Town as the guardian needs to sign off on the approval of the extension.
Lisa Creech made a motion to approve the First Amendment to Grant
A141-2-BIF-01-1236 Build Indiana Fund for Monroe County Fall Festival through
the Town of
Accept the bids for Communications Equipment and Furnishings at the New Police Station
Sandra Hash stated only one bid was received on furnishings from R. E. Anderson for $92,152.28 and only one bid was received on communications from B & L Communications for $205,907.00.
Lisa Creech made a motion to accept the bid from R. E. Anderson for the Police Department furnishings for $92,152.28. William Evans seconded. Motion carried.
Lisa Creech made a motion to accept the bid from B & L Communications for communications and surveillance for $205,907.00. William Evans seconded. Motion carried.
Accept the bids for Furnishings and a Generator at the New Fire Station
Sandra Hash stated the generator bid was for $33,000 from Cummins Mid-States Power, Inc. and the furnishings bid was for $117,260.40 from R. E. Anderson & Associates.
Lisa Creech made a motion to accept the bid for the generator from Cummins Mid-States Power, Inc. for $33,000.00. William Evans seconded. Motion carried.
Lisa Creech made a motion to accept the bid from R. E. Anderson & Associates for the furnishings for the Fire Department for $117,260.40. William Evans seconded. Motion carried.
Representative from M. C. Building Department to discuss Proposal
Lisa Creech said
this is a home rule state and therefore the responsibility falls on the Town’s
shoulders. She’s heard Jim Davis say
that he’s a little overburdened dealing with the Building Department. She stated that Mr. Gerstbauer has been very
helpful to her in the past and thinks
Dennis Williamson asked what the time frame would be for them to take over issuing permits and performing the inspections if they did.
Jim Gerstbauer said
in a couple of months if approved and after the agreement was signed. He’s spoken with Jim Davis several times over
the last couple years about this issue.
Both agreed if it would ever happen that it would be best if the County would
start with the new permits issued and let Jim Davis complete the current ones
in progress. This would make for a
smoother transition for all parties involved.
He’s already spoken with the
Patrick Stoffers said he didn’t object to starting the paperwork to give the Council more information to look at to make a better informed decision.
Jeff York thanked
Jim Gerstbaurer for attending the meeting and for all his help since he was
hired. He’s concerned about the future
of the Town because of its rapid growth; in fact, twenty-eight new subdivision
lots were approved today. Jim Davis has
indicated to him that he (Jim) is overburdened.
When Jim volunteered to be the Town’s Building Inspector in 1986 there
was only a handful of permits issued a year, but the number of permits issued
per year has grown increasingly. He’s
heard there is some concern over the loss of revenue the Town would receive if
the County took it over but pointed out it would probably be costly to
establish an actual Building Department.
He agreed with Mr. Gerstbauer that the Town needs to look closely at
both options, either investing in an actual Building Department or signing a
Ron McGlocklin said he’s researched ticketing forms for planning and zoning code and ordinance violations. He showed different examples as a possibility for the Council and Jeff York to review for the Town to use for violations. One example is a “Warning to Property Owner” tag that can be hung on the property owners door handle. Another example is a two part carbonless notice. The cost is minimal; one hundred warning door tags cost $22 and one hundred two part carbonless notices for $25 (fifty tickets per book). Currently we do not have any form of tag or ticket to issue ordinance violations.
Lisa Creech figured to send out the number of letters we send currently to citizens with violations it ends up costly approximately the same amount as it would cost to purchase one book.
William Evans read the agreement in its entirety and made a motion to
approve the agreement between the Town of
Jim Davis added a
little information to Mr. Gerstbaurer’s speech saying when he first took on
performing the inspections for the Town it was easy. That was when there were on 30 or 40 permits
issued a year and only a few hundred fire runs per year. However, last year we issued 118 building
permits and the fire runs have increased up into the 1,100 call range per
year. 118 permits with four inspections
each becomes quite a task while still performing Fire Department
functions. If the Council decides not to
sign an agreement with the County they should hire someone to do the building
department inspections even if only for part-time.
Sandra Hash presented a Thank You card from Mrs. Cowden’s fourth grade class for the allowing them to tour Town Hall. She and Amber will be attending State Board of Accounts training on Thurs., June 17th & Fri., June 18th.
Jeff York said he
has written a letter to INDOT requesting a speed study be conducted along State
Road 46 between
Dennis Williamson thanked the Street Department for their work on the Town’s parking lots and installing bumper blocks. He also thanked the Council for allowing him to be on the Ellettsville Building Corporation over the last several months.
Phillip Rogers said the Council needs to elect a Vice-President for the Town Board.
Phillip Rogers nominated Bill (William) Evans for Vice-President of the Ellettsville Town Board. Patrick Stoffers seconded. Motion carried with Lisa Creech abstaining.
· Elected William Evans for Town Council Vice-President
Phillip Rogers stated school is out and there are a lot of kids in the street so everyone needs to drive slower and watch out for the kids.
William Evans thanked Dennis Williamson for accepting the Council position. He also stated the Reserves put in 196.75 patrol hours during the month of May. Harry Bowen is retiring at the end of the month from the Reserves after 20 years of service and he wished him the best. He read two thank you letters from Smithville Telephone Company. One thanked the Council for granting the tax abatement and the other was a thank you to Police Reserve Officers Mike Hendricks, Bob Sowder and Officer Brian Mobley for their pursuit and apprehension of alleged vandals to their storage facility on June 2nd. He added the Police Station is coming along.
inadvertently omitted a set of meeting minutes from
William Evans made a motion to approve the minutes of
Patrick Stoffers asked for a motion to adjourn. William Evans made a motion to adjourn. Phil Rogers seconded. Motion carried. Meeting adjourned at p. m.