March 13, 2017
The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, March 13, 2017, 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 Scott Thomas.
Roll Call: Members present were Scott Oldham, President; Kevin Farris, Scott Thomas and Brian Mobley. Dianna S. Bastin was absent. Sandra Hash, Clerk-Treasurer; Darla Brown, Town Attorney; and Rick Coppock, Bynum Fanyo and Associates, Town Engineer; and Jim Davis, Town Manager, were also present.
Supervisors present were: Mike Cornman, Danny Stalcup, Jimmie Durnil, Kevin Tolloty, Jeff Farmer and Mike Farmer.
Approval of Minutes
Scott Oldham entertained a motion for approval of the minutes for the regular meeting on February 27, 2017, and Executive Session on March 7, 2017. Kevin Farris so moved. Scott Thomas seconded. Motion carried.
Accounts Payable Vouchers
Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers. Kevin Farris so moved. Mr. Mobley commented on claims. Scott Thomas seconded. Motion carried.
Resolution 06-2017 to Declare Surplus Property in the Clerk and Utility Office
Sandra Hash, Clerk-Treasurer, explained the Town purchased furniture for new Town Hall (Guy McCown Drive) which leaves a surplus of office products and furnishings. There will be a silent auction at the current Clerk-Treasurer and Utilities Offices at 3619 W. State Road 46 on March 25, 2017. The resolution provides Town Council approval to hold the silent auction. Mr. Farris asked if it is office furniture. Ms. Hash answered it is desks, refrigerators, ink-jet printers and other office products.
Scott Oldham entertained a motion to accept Resolution 06-2017 to Declare Surplus Property in the Clerk and Utilities Offices. Kevin Farris made a motion to accept Resolution 06-2017 to Declare Surplus Property in the Clerk and Utilities Offices.
Sandra Hash advised the Police and Planning Departments will also have items for the silent auction.
Scott Thomas seconded the aforementioned motion. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Ordinances on First Reading
Ordinance 2017-04, to Amend Various Sections of Chapter 152, the Floodplain Overlay District
Darla Brown, Town Attorney, asked that this be tabled until the next meeting as the ordinance is not finished.
Scott Oldham made a motion to table this. Kevin Farris seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Ordinances on Second Reading
Ordinance 2016-16 to Amend Section of the Ellettsville Town Code Regarding Monthly Rates, Connection and Tap Charges and Excessive Strength Surcharges
Darla Brown, Town Attorney, explained this is a public hearing that was advertised in January. The proposed ordinance has been posted on the Town’s website and published in the newspaper.
Doug L. Baldessari, CPA, H. J. Umbaugh and Associates, explained the ordinance includes the rates resulting from a Cost of Service Study conducted in October 2016. Most residential users in the Town of Ellettsville, using less than 10,000 gallons per month, will see a reduction in the sewer rate. The major shift in costs for this study was a large debt service payment that paid off the sewer plant thus resulting in a reduction of $700,000 per year in revenue requirements between the Town and Eastern Richland Sewer Corporation (“ERSC”), wholesale user for the sewage works. The last rate study was done in 2008, so it has been nine years since the last rates were enacted. Increases in operating costs have to be factored into the rate study. For an average user in Ellettsville, their rates would be reduced from $5.31 per month. The ERSC wholesale user annual cost would be reduced by 22% or $160,000 per year. This was a Cost of Service Study and it is not across the board for the Town. They saw a reduction in the fixed charge per month and an increase in the flow charge but overall a reduction for most users. ERSC wholesale users were paying $30,815 per month in a fixed debt service charge along with $2.45 per thousand gallons of usage and a billing collection charge of $2.97. The flow charge proposed in the original study went from $2.45 to $4.17 and the billing charge increased from $2.97 to $3.36 per bill. The $30,815 charge for debt service would go away. Prior to the project in 1996, all users including ERSC were paying a fixed capacity charge for each hookup. Included in the rate study is a proposed $2,000 per hook-on capacity charge for all users including the Town and ERSC customers since they all share in treatment plant usage. The proposed system development charge of $1,500 per hook-on for the Town will increase to $2,000 under the proposal. Discussions with the rate consultant for ERSC resulted in adjustments to the original Cost of Service Study causing ERSC’s revenue requirements to be reduced to about $40,000 per year and Ellettsville to increase slightly. The reduction to Ellettsville users for 4,000 gallons decreases from $5.31 to $5.05 and ERSC costs are reduced by 28% or $205,000 per year. This resulted in a slight shift for the Ellettsville rates of a higher fixed charge per month and a lower volumetric rate per month. They propose to eliminate the fixed monthly charge for wholesale user rates. In summary, the flow charge would change from $4.17 to $3.85 per thousand gallons. The billing charge would see a decrease from $3.36 to $3.04 per bill. The fixed capacity charge per hook-on is still proposed. Overall, the rates would increase from $38.99 to $39.25.
Scott Oldham made a motion to table this in order to have a reconciliation meeting with ERSC so they can try to work through some of their differences with the following caveat: The meeting between the two parties must occur on or before April 10, 2017. They should receive a proposal from ERSC no later than 48 hours before said meeting. Should this meeting not occur they reserve the right to meet and move unilaterally on this at the next Town Council meeting.
Darla Brown clarified he is referring to the April 24, 2017, meeting. Mr. Oldham said that is correct.
Scott Thomas seconded the aforementioned motion. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Ordinance 2017-02 to Amend the Stormwater System User Fee Base Rate
Sandra Hash, Clerk-Treasurer, advised this was tabled at the last Town Council meeting. Earlier, Mr. Mobley conveyed it was his understanding that this is to be tabled until after the sewer rates are resolved.
Brian Mobley made a motion to table Ordinance 2017-02 to Amend the Stormwater System User Fee Base Rate until the first meeting in May. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Brian Mobley has nothing to report and they will have a meeting after the stormwater rate increase.
Ellettsville Police Officer of the Year – Jimmie Durnil
Town Marshal Jimmie Durnil explained during a celebration downtown in the summer of 2016, there was discussion about reinstating “Police Officer of the Year.” In 2016, Eric Chaudion was selected as Police Officer of the Year for 2015. This year they have chosen Deputy Marshal Alec Leggio as Police Officer of the Year for 2016. Officer Leggio has served three years on the Police Department. He was recruited by Indiana State Police but couldn’t be convinced to leave Ellettsville. Officer Leggio had 1,380 contacts last year and the department combined had a total of 5,878. The plaque reads:
“Ellettsville Police Department Deputy Marshal Alec Leggio so ordered this day the 13th of March, 2017. This award is being presented for outstanding work effort for the year of 2016. Your twenty-six criminal cases resulted in nine felony arrests and fifty-two misdemeanor charges. You took 1,380 calls and worked multiple criminal cases resulting in recovered stolen property. Your professionalism and attention to duty are second to none. Police Officer of the Year 2016, Alec Leggio.”
Request to Purchase Three Police Cars – Jimmie Durnil
Town Marshal Jimmie Durnil previously provided information on purchasing three police cars. The older Dodge Chargers have an issue with maintenance. After the purchase of the three cars, the CCD fund will maintain a reasonable balance. Purchasing three cars will each result in a payment of $33,077.17. Currently, there is a 2010 Dodge Charger with 63,000 miles that requires a new engine which will cost $7,500. In addition, they have two Dodge Chargers with over 100,000 miles on them. Ms. Hash has made arrangements with Peoples State Bank for a reasonable interest rate versus financing with a higher interest rate through Ford Motor Company.
Within the next one and a half years they anticipate adding two to three gas furnaces in the Police Department. He has been told it may be a long time before they recover any money over the furnace serving the attic and storage area.
Scott Oldham commented this will fix the costs so the increases that are projected for the Fords don’t hurt the Town because he is buying three now rather than one every year. Marshal Durnil stated they will try to buy a car in the summer or late winter of 2019. The projected mileage for the remaining Dodge Chargers is approximately 65,000. Mr. Mobley asked if the eight laptops are for the cars. Marshal Durnil answered they’re replacements for the cars. Mr. Farris asked what will be done with the old cars. Marshal Durnil replied they will put them up for sale and $3,000 to $5,000 is the most they anticipate getting for them except for the one that needs a new engine.
Scott Oldham entertained a motion to give Jimmie Durnil permission to purchase the three new police cars through Peoples Credit. Kevin Farris made a motion to give Jimmie Durnil permission to purchase the three new police cars through Peoples Credit. Brian Mobley seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Proposed Construction/Bidding Schedule for the new Phosphorus Removal Building – Jeff Farmer
Jeff Farmer, Ellettsville Utilities, provided the proposed construction schedule for the phosphorus removal building. Phosphorus removal is required by the Indiana Department of Environmental Management. They will receive bids, open them publicly, take them under review and then start construction. They have spoken with ERSC about funding it out of the equipment replacement account which will more then cover the cost.
Brian Mobley thought a portion of the work was going to be done in-house. Mr. Farmer commented the work will not be done in-house on this project.
Scott Oldham entertained a motion to accept the proposed construction/bidding schedule for the new phosphorus removal building. Kevin Farris made a motion to accept the proposed construction/bidding schedule for the new phosphorus removal building. Scott
Thomas seconded. Roll call vote: Brian Mobley – yes; Scott Thomas – yes; Kevin Farris – yes; and Scott Oldham – yes. Motion carried.
Crosswalk from the Junior High School to the Intermediate School on Sycamore Drive – Danny Stalcup
Scott Oldham had asked for this to be on the agenda because of complaints received from parents.
Danny Stalcup, Street Commissioner, explained the crosswalk will cost less than $175 for signage and painting. Mr. Oldham asked if there is a sight line for the cross walk. Mr. Stalcup answered yes. He is seeking approval for the crosswalk.
Scott Oldham entertained a motion to put in a crosswalk from the Junior High School to the Intermediate School on Sycamore Drive. Kevin Farris made a motion to put in a crosswalk from the Junior High School to the Intermediate School on Sycamore Drive. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Hiring of a Full time Firefighter – Mike Cornman
Fire Chief Mike Cornman explained a few meetings prior, Steven Medley was approved as a full time firefighter to replace Ryan Fipps. Mr. Medley accepted a full time position with Northern Monroe Fire Territory that comes with a significant pay increase, lower call volume and a significant amount of training opportunities. When they conducted interviews for the position, there was minimal separation between Steven Medley and Raymond Warthan. For consideration is Raymond Warthan. He has been a firefighter for 10 years between Bean Blossom Township and Ellettsville, both as a volunteer and part-time on the regular schedule. If Mr. Warthan is approved, he is requesting it be at full pay in accordance with the salary ordinance and with five advanced certifications.
Scott Oldham entertained a motion to approve the hiring of the full time firefighter as described by Mike Cornman. Scott Thomas made a motion to approve the hiring of the full time firefighter as described by Mike Cornman. Kevin Farris seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Hiring of a Part-Time Planning Tech – Kevin Tolloty
Kevin Tolloty, Planning Director, explained they recently conducted interviews for the part-time Planning Tech position. There were several qualified candidates and requested approval to hire Kathy Sheil for the position. Ms. Sheil is very qualified and should be able to do a great job. Originally, she is from the area and went to Bloomington North and Indiana University. Recently, she was a high school teacher in New Jersey and returned to the area to be near family.
Kevin Farris asked what a Planning Tech does. Mr. Tolloty answered code enforcement, data entry and whatever else needs done. Mr. Mobley asked how many hours she will work a week. Mr. Tolloty replied 16 hours a week and it will be seasonal from April through October.
Scott Oldham entertained a motion to approve the hiring of the part-time Planning Tech as outlined by Kevin Tolloty. Scott Thomas made a motion to approve the hiring of the part-time Planning Tech as outlined by Kevin Tolloty. Kevin Farris seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Hiring of One Regular Full Time and Two Seasonal Employees for Utilities – Mike Farmer
Mike Farmer, Ellettsville Utilities, requested approval to hire Jacob Terrell for the regular full time Laborer 1 position. Information necessitating the position was previously forward to Town Council. Mr. Terrell has a Class A CDL and he would like to start him out at the full pay of $21.16 per hour and waive the probationary period.
Scott Oldham entertained a motion to hire one regular full time employee at $21.16 per hour. Kevin Farris made a motion to hire one regular full time employee at $21.16 per hour. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Mike Farmer, Ellettsville Utilities, sought approval to hire two seasonal part-time employees during the summer months for mowing, cleaning and labor. This will free up the skilled help to work on capital projects, day-to-day duties and the responsibility of running utilities. He recommends hiring Jack Durnil and Sam Durnil as seasonal part-time employees at $12.00 per hour.
Scott Thomas understands from the information previously forwarded to Town Council that instead of hiring one full time employee they’re hiring two. Mr. Farmer said that is correct. In the past they’ve had a seasonal part-time employee and they would sometimes work 40 hours a week. The two part-time employees have outside duties with Indiana University and will not be available all of the time. Sometimes they will work together and other times only one will be able to work.
Scott Oldham entertained a motion to approve the hiring of two seasonal employees for Utilities as outlined by Mike Farmer. Scott Thomas made a motion to approve the hiring of two seasonal employees for Utilities as outlined by Mike Farmer. Kevin Farris seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Renewing Plymate Contract – Mike Farmer
Mike Farmer, Ellettsville Utilities, explained Plymate has not yet provided a new contract. It will be a renewal of the existing contract and will lock in current prices. The reason for renewing the contract is because they’re purchasing specialty mats for new Town Hall (Guy McCown Drive). Plymate is putting a lot of money into the mats the Town will rent. Plymate is responsible for cleaning the mats. He would like this tabled until the next meeting.
Scott Oldham entertained a motion to table the renewing of the Plymate contract until such time that Mike Farmer asks for it to be back on the agenda. Scott Thomas made a motion to table the renewing of the Plymate contract until such time that Mike Farmer asks for it to be back on the agenda. Kevin Farris seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Scott Thomas – yes; and Brian Mobley – yes. Motion carried.
Scott Thomas asked who will be in charge of maintaining the grounds at new Town Hall (Guy McCown Drive). Mike Farmer answered they will work with the Street Department to make sure they’re maintained. The part-time people just hired for Utilities will mow around new Town Hall (Guy McCown Drive). Mr. Thomas asked if Main Street purchases the Peters property adjacent to the Heritage Trail and donates it to the Town will the same people maintain it. Mr. Farmer replied the Street Department usually mows that area. Mr. Stalcup agreed. Mr. Mobley noted the Stewart property will have to be maintained because cattle will no longer be on the property. There was a discussion on how the Utilities and Street Departments work together to make certain tasks for both departments get accomplished.
Brian Mobley attended the Boys and Girls Club cheese and wine event. There was a good attendance. They’re holding a fundraiser if anyone would like to donate money or their time. The Boys and Girls Club is moving to the elementary school this fall that is made possible by a grant through the school system.
Scott Oldham announced this is the last Town Council meeting at the Fire Station. Thank you to the Fire Department for accommodating the meetings over the last 13 years. The next meeting will be at 6:30 p.m. on Monday, March 27, 2017, at new Town Hall (Guy McCown Drive).
Brian Mobley commented the Fire Department had an apartment fire that made the media. Congratulations to the Fire Department on the rescue of a subject at the apartments and
their swift movement. If people don’t have a smoke detector in their home the Fire Department will provide one free of charge.
Town Manager’s Comments
Jim Davis, Town Manager, announced current Town Hall (3619 W. State Road 46) will be closed March 21st through March 22nd to facilitate moving offices. Mr. Oldham commended Mr. Davis on doing a tremendous job shepherding this project. Mr. Davis stated he had a lot of help. The Town Council appreciates a job well done.
Town Marshal Jimmie Durnil provided an update on old Town Hall (Sale Street) and the Heritage Trail. They’re in the process of getting estimates for different projects. The floor has been cleaned, sanded and stained. They want to put wainscoting around the walls and remove the middle wall. They’ve received the engineer’s information and there will be three bids for removing the wall. There hasn’t been any recent damage to the Heritage Trail.
Privilege of the Floor
Deputy Marshal Alex Leggio appreciates everything Town Council and Police Department do. Thank you.
Scott Oldham entertained a motion to adjourn. Kevin Farris so moved. Scott Thomas seconded. Scott Oldham adjourned the meeting at 7:17 p.m.
Scott Oldham, President Dianna S. Bastin, Vice-President
Scott Thomas Kevin Farris
Brian Mobley Sandra Hash, Clerk-Treasurer