March 14, 2016

 

 

 

The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, March 14, 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 Scott Thomas.

 

Roll Call:  Members present were Scott Oldham, President; Dianna S. Bastin, Vice President; Kevin Farris, Brian Mobley and Scott Thomas.   Sandra Hash, Clerk-Treasurer, Darla Brown, Town Attorney, Rick Coppock, Bynum Fanyo and Associates, Town Engineer, and Darla Brown, Town Attorney were also present. 

 

Supervisors present were:  Mike Cornman, Danny Stalcup, Jimmie Durnil, Kevin Tolloty, Mike Farmer and Jeff Farmer.  Kip Headdy, Street Department, and Denise Line, Planning Department, were also present.

 

Approval of Minutes

 

Scott Oldham entertained a motion for approval of the minutes for the regular meeting and Executive Session on February 22, 2016.  Kevin Farris so moved.  Dianna Bastin seconded.  Motion carried.

 

Accounts Payable Vouchers

 

Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers.  Dianna S. Bastin so moved.  Kevin Farris seconded the motion to pay the Accounts Payable Vouchers.  Motion carried.

 

Proclamation – Disability Awareness Month

 

Denise Line, ADA Coordinator, explained the State of Indiana appoints March of each year as Disability Awareness month and all cities and towns are asked to do the same.  Ms. Line read the proclamation as follows:

 

TOWN OF ELLETTSVILLE PROCLAMATION

 

TO ALL OF WHOM THESE PRESENT MAY COME, GREETINGS:

 

WHEREAS, the month of March, 2016, has been designated as “Disability Awareness Month” to celebrate and recognize people with disabilities by the Governor of the State of Indiana; and

 

WHEREAS, disability is a natural part of the human experience and in no way diminishes the rights of individuals with disabilities to live independently, enjoy self-determination, make choices, contribute to society and experience full in the economic, political, social, cultural and educational mainstream of American society; and

 

WHEREAS, family members, friends and members of the community can play a central role in enhancing the lives of people with disabilities especially when the family and community are provided with necessary support services; and public and private employers are aware of the capabilities of people with disabilities to be engaged in competitive work in inclusive settings; and

 

WHEREAS, the goals of this town and state properly include providing individuals with disabilities the opportunities and support to make informed choices and decisions; live in homes and communities where such individuals can exercise their full rights and responsibilities as citizens; pursue meaningful and productive lives; contribute to their family, community State and Nation; have interdependent friendships and relationships with others; and achieve full inclusion in society.

NOW, THEREFORE, the Town Council of Ellettsville, does hereby proclaim the month of March, 2016, as

DISABILITY AWARENESS MONTH

 

In the Town of Ellettsville, and call upon citizens of Ellettsville to observe the month with appropriate programs and activities. Furthermore, the citizens of Ellettsville are encouraged to seek counsel and input from any person or group with knowledge and expertise in matters concerning disabilities.

 

IN TESTIMONY WHEREOF, I have hereunto set my hand and caused to be affixed, the great seal of the Town of Ellettsville, at the Town Council Chambers on this 14th day of March, 2016.

 

Appointments

 

Parks and Recreation Board:  One Republican Appointed by the President, Term Ends 2017

 

Scott Oldham has not yet talked to the Town Attorney about this.

 

Resolutions

 

Resolution 05-2016 to Dispose of Surplus Property – 1995 Ford Dump Truck, Utility Department

 

Mike Farmer, Ellettsville Utilities, has a 1995 Ford Tri-Axle Dump Truck acquired during the 2004 Indiana Department of Transportation (“INDOT”) pipe relocation project.  It is to the point they do not want to put any more money into it and they think they can sell it.  It is a good time to declare it surplus.

 

Scott Thomas asked if the remaining equipment will take care of their needs.  Mr. Farmer answered yes.

 

Scott Oldham entertained a motion to accept Resolution 05-2016 to Dispose of Surplus Property, a 1995 Ford Dump Truck from the Utilities Department.  Kevin Farris made a motion to accept Resolution 05-2016 to Dispose of Surplus Property, a 1995 Ford Dump Truck from the Utilities Department.  Scott Thomas seconded.  Roll call vote:  Scott Oldham – yes; Dianna S. Bastin – yes; Kevin Farris – yes; Brian Mobley – yes; and Scott Thomas – yes. Motion carried 5-0.

 

Mike Farmer advised he will use different media to get it sold for the best price.  They have service records and all of the information needed for anyone whom may be interested in the truck.  The truck is located at the Maintenance Building.

 

Ordinances on Second Reading

 

Ordinance 2016-03 Permit the Use of Town Funds for the Promotion of Town Business

 

Darla Brown, Town Attorney, explained the State Board of Accounts suggested municipalities make it clear as to how town funds would be used.  Mr. Mobley asked if they agreed to a limit of $250 without Town Council approval.  Mr. Oldham replied yes, they made it a standing rule.

 

Scott Oldham entertained a motion to approve Ordinance 2016-03 Permit the Use of Town Funds for Promotion of Town Business.  Scott Thomas made a motion to approve Ordinance 2016-03 Permit the Use of Town Funds for Promotion of Town Business.  Kevin Farris seconded.  Roll call vote:  Scott Oldham – yes; Dianna S. Bastin – yes; Kevin Farris – yes; Brian Mobley – yes; and Scott Thomas – yes. Motion carried 5-0.

 

Old Business

 

Discussion of Town Hall Plans and Options

 

Scott Thomas asked for this to be put on the agenda so the public has an understanding of where they stand on the new Town Hall.  He asked Mr. Davis to discuss the financial shortfall.

 

Jim Davis, Town Manager, provided Option F for funding the construction of Town Hall.  Originally, when it was discovered there would be a shortfall they tried to add money to the project via the Rainy Day Fund or additional appropriations.  H.J. Umbaugh and Associates (“Umbaugh”) advised this could not be done.  The Town is extremely tight on money.  He recommended not installing a metal roof because the Town cannot afford it.  The construction cost with a shingled roof will be $1,202,000.  There is a better warranty with a metal roof versus shingled but all other Town buildings have shingles.  Other items such as the generator, rear parking lot with 48 spaces, and certain electronic items are being excluded for the time being.  There will be $200,000 from the sale of land to Utilities that can be spent on construction.  This will allow some other equipment to be installed.  Part of the parking lot will not be built until more funds are available.  He conferred with Rick Coppock on this and they agree they can make it work.  There is a little contingency money but they will have to be cautious with it.  There will not be funds available to hire a construction manager. 

 

Scott Thomas asked if the Town is locked in as to the foot print of the building.  The usable space for the current Town Council meetings is 1,200 square feet and there has only been one meeting that has come close to filling it since he has been on Town Council.  The new Town Hall will have a meeting room twice the size.  It is possible to reduce the size of the meeting room to bring down the cost and do everything they initially wanted to do?  Mr. Davis replied this would result in change orders which are extremely expensive.  Over the years, the meeting room has been filled but it also used for other purposes.  The plans would have to be re-drawn and re-calculated.  Mr. Farris asked if the plans would have to be submitted to the state for approval. 

 

Rick Coppock, Bynum Fanyo and Associates (“Bynum Fanyo”), advised the plans would not have to be resubmitted as long as things such as exits are not changed.  There has to be an awarded contract before there can be a change order.  A lot of times there are deduct change orders and you don’t get your value out of them.  How much is going to be deducted from the contract is negotiated with the contractor.  If you look at the overall cost of the building, it is a big open space so there will not be that much to deduct.  Then things need changed such as the roof truss system and plans would have to be re-designed to look at issues such as the layout of electrical conduit and size of the air conditioning units.  All of those things would play into it if they would want to change the size of the meeting room area and there are a lot of changes to the overall building that goes with it.  Whereas, a lot of those things aren’t cost saving items, i.e., if you deduct five feet of ductwork it is not a real big cost savings item but the size of the room changes the load of the air handling units and so forth.  Mr. Thomas asked how the decisions are made.  Do they vote as a Town Council to approve the changes?  Mr. Davis said if they want to accept the recommendations then yes, they would vote.  Hopefully, these are temporary recommendations.  Mr. Oldham commented Umbaugh certified the results.  Mr. Davis agreed.

 

Brian Mobley stated it seems silly to build a $2 million project and not afford a $20,000 project manager.  If they’re spending the money they need to make sure it is done right.  He looked at the Fire Department roof and it is warped and shingles are missing.  They shouldn’t have started the project until they could afford it.  If they can’t afford a project manager, metal roof or generators then why wasn’t this planned beforehand?  Any project over $2 million has a project manager.  Why wasn’t that figured in?  Mr. Oldham answered it is not over $2 million and that is a limit set by state law.  As for the project manager, there are people on staff who do this on a regular basis.  Mr. Coppock does this and there are other people who build on a regular basis.  Just because there may be a project manager doesn’t mean there won’t be problems 15 to 20 years later such as the Fire Department is experiencing.  Having a project manager doesn’t necessarily guarantee success.  The Police Department has only had a couple of minor problem and they did not have a construction manager.  Mr. Mobley said a project manager would be more hands-on and have more control than Mr. Coppock.  Mr. Coppock is qualified but it is an issue of being there every day.  Mr. Farris remarked a project manager would not be there every day.  It is a part-time job, maybe six hours a week.  Mr. Mobley retorted they would be more hands on than a Town employee or Bynum Fanyo.  They’re getting ready to do a $25 million project in Bloomington and they will have an on-site project manager who they can talk to every day.  The Town builds something and can’t afford $20,000.  This is poor planning.  They should have had an agreement between everybody with what they want and the cost.  Why did they not get what they wanted?  The Police Department was a one-time deal.  Mr. Davis noted the Police Department had money to burn and the Fire Department did not.  Mr. Mobley said they shouldn’t build Town Hall then. 

 

Scott Thomas asked if they’re not going to have a project manager but they have qualified people, are they going to direct them to take the lead on this.  Mr. Oldham said they have a contractor they’re paying to build it.  Having a construction manager watching every bolt that goes into it is not going to work.  Yes, they will have people watching it such as they did for the Fire and Police Departments.  Mr. Thomas stated the Town has some wonderful qualified people who could do it but they need to be given direction.  Mr. Oldham commented the Town Manager is aware that they expect oversight and he is prepared to carry that out with the people he has at his disposal.  Mr. Mobley doesn’t see where change orders come down and a guy working three days a week is going to know what is going on.  Are they going to be aware of change orders?  Mr. Coppock replied any type of change order has to come before Town Council.  All materials and everything from the toilets to flooring will have cut sheets the contractor will send in specifications for and then the architect has to sign off and approve them.  Then the contractor has to put in the items specified in the original bid and in the shop drawings submitted for the project.  The architect also does periodic inspections every two weeks or before pay requests.  Mr. Davis stated he and Mr. Coppock interviewed three individuals for the oversight job and none of them said they would be there every day.  Mr. Mobley stated that’s their job and what they’re trained to do.  Other than having a retired Fire Chief come in and do it he would rather have had somebody who had the expertise. 

 

Scott Oldham asked Ms. Brown how to proceed.  Ms. Brown advised plans and specs were approved at an earlier meeting by an ordinance prepared by Lisa Lee, Bond Counsel.  Mr. Farris said with regard to Mr. Davis being a retired Fire Chief he was also a building inspector for 20 years.

 

Determination of Fair Market Value for Land to be Provided to Utilities as an Offset of $200,000 Non-Repayment of Loan

 

Scott Thomas requested this be put on the agenda for clarification.  Several meetings prior there were several ideas on how to determine fair market value (“FMV”).  Where are we at on this?  Have we determined what that is going to be?  Legally, how is it determined?

 

Darla Brown, Town Attorney, explained it is determined by whatever the Town Council and Utilities can agree on a FMV price.  At one of the meetings, she had provided Town Council with an email from Lisa Lee wherein she was laying out the options for the Town and Utilities to consider with regard to how and whether the $500,000 is paid back.  The Town Council elected to repay $300,000 and deed part of the land to Utilities in exchange for $200,000 that is not required to be paid back.  There was not a decision made as to how FMV is determined.  The Town paid approximately $500,000 for 49 +/- acres which was slightly less than what it was appraised at which can be a starting point.  Mr. Davis explained the previous owners had an independent appraisal for $5,000 to $10,000 an acre higher than what the Town paid. 

 

Competitive Bids for Purchase for New Town Hall Over Limit Required

 

Scott Thomas advised because they’re not going to purchase the larger items for Town Hall at this time, they’ll wait to discuss this when it comes time to do so.  Mr. Davis commented when they built the Fire Department they didn’t have sufficient parking and they waited two years before they added the rear parking lot. 

 

New Business

 

Agreement Between the Town of Ellettsville and Bynum Fanyo Utilities to Manage the Ellettsville Utilities

 

Scott Thomas requested this be put on the agenda.  They received an email from Rick Coppock about Bynum Fanyo’s request to begin discussions on a contract extension.  Their contract ends on December 22, 2017.  He doesn’t think the public has a full understanding of the value Bynum Fanyo brings to the Town.  They have done a fabulous job of turning around the situation the Town had.  He would like to have a body that discusses their options such as what can they do and is it internally/externally contracted.  They need to have an understanding of what they do to make the best decision for the Town going forward.  This is a subject that comes up a lot when he talks with the public.  His thought is if they have transparency people can be involved and see what their options are so they can make the best decision going forward. 

 

Rick Coppock, Bynum Fanyo and Associates, thinks in the past they have always negotiated or had the agreement extended two or three years before it actually expires for budgeting purposes.  When Bynum Fanyo first came to Ellettsville, the head of the Environmental Protection Agency Region 5 (“EPA”) office came to Town because of overflows and bypasses it was experiencing.  The Town was looking at fines of $25,000 a day for 10 or 11 occurrences, and sometimes more, every time it rained.  They negotiated with the EPA and the Indiana Department of Environmental Management (“IDEM”) and the issue was resolved by the Town being put on a voluntary sewer ban.  The voluntary part was because once you get to an “agreed to” you’re at the mercy of IDEM as to what happens when you get off of the ban.  Under the original ban in the mid-1980s nobody could build a new house on the sewer system because of the overflows and bypasses within the system.  They negotiated that and built a new plant and new lines with Town crews.  They hired an experienced and excellent crew for the Town who can do projects in-house such as waterlines and sewer lines.  They put in 30” sewer line from approximately Carl’s Body Shop to the old treatment plant with Town crews.  This was a considerable undertaking that eliminated quite a few of the bypasses along Vine Street and prior to that the Town hired those out.  To calculate the savings, he took the length of pipe and added $15/foot x length.  This is a conservative savings of what they’ve been able to save the Town through management of their employees.  He prepared a report that goes into great detail with what they’ve helped with and who they are.  The estimated cost savings over 20+ years is over $8.7 million.  They feel they’ve done an excellent job and continue to do so.  They do it because Jeff Farmer and Mike Farmer are from this community and Bynum Fanyo feels a part of the community.  Not only have they done the scope of services under the contract but they’ve done the Heritage Trail, when it flooded they were here and when the tornado came they had their crews here.  Their contract is one amount no matter what they do at the plant.  They bring in Bynum Fanyo employees to do projects at the plant and the price never changes.  They bring crews to work on the Town Hall site.  This is something they do and have great pride in.  They negotiated with INDOT and Duke Energy to bury their lines through Town.  After coming up to the bridge there are not any overhead lines to detract from sight lines.  They worked with Smithville Communications, Duke Energy and Vectren to joint trench through the Town as part of the State Road 46 project.  Bynum Fanyo managed the installation of the water and sewer pipe for the State Road 46 project.  It is a cost savings that actually paid Town crews for two years with that money while they were putting in the lines.  Also, they were able to purchase an excavator and the dump truck declared salvage earlier in the meeting.  They feel this is a positive example of how to work together and stabilize utilities.  At one point in time, Utilities was in rough shape and the plant was deteriorating.  Now, Jeff Farmer has been operating for 20 years and it still looks brand new. 

 

The budget is stable.  The report shows the Town’s rates in comparison to other towns and cities.  They’re right where they need to be.  They’re not looking at any sewer rate increases in the near future.  The biggest problem in this area is the terrain or rock and keeping the infiltration down.  When the infiltration of ground water comes into the system it affects the operation of the plant and decreases capacity.  Whereas, they may go from 1.5 million gallons a day and when there’s a big rain it’s running 10 million gallons through the plant.  It’s designed for 2.3 million with a capacity of 10 million.  They’re always working to decrease inflow and infiltration and the Town’s crews have done an excellent job and continue to work at it every day.  It’s an amazing utility for the size of the Town.  They supply the employees, vehicles, equipment, insurance and cell phones.  There have been a couple of insurance claims against the Town because of water main breaks.  Insurance claims filed against the Town and Bynum Fanyo which cost them $10,000.  The way they’ve looked at the contract over the years is if something comes up they do it at no extra cost to the Town.  They’ve assisted with the street lights and other things that didn’t necessarily have anything to do with the sewer.  It helps the Town, makes it a better place to live and they like being part of a community.

 

Kevin Farris recalls when they were doing the State Road 46 project and had to move all the lines they were weeks ahead of all the other companies.  Because they stayed ahead of them the project got done faster.  There is still bad pipe in Ellettsville but he knows they’re on top of it.  He has worked with them a lot and has never seen anybody more professional.  Mr. Coppock said a lot of it goes back to the Town because of its good employees. 

 

Jim Davis assured them the Fire Station would probably not have been built had it not been for Bynum Fanyo.  There are five limestone ridges that run across the property and at the time, it was three feet higher.  Bynum Fanyo and Town crews came in and had to pole-ram the limestone and removed several truck loads.  Nobody made them do it.

 

Scott Thomas commented this communication is the reason he asked for it to be put on the agenda.  He doesn’t think the public has a clue as to what Bynum Fanyo does.  The public sees the amount of money spent a year for Bynum Fanyo’s contract and it upsets a lot of people.  It is his intent for people to see what they’re getting and to get the information to the public.  Mr. Thomas asked if Mr. Coppock would make the information he spoke about available in the Clerk-Treasurer’s office.  Mr. Coppock has provided the Clerk-Treasurer with the document.  Mr. Oldham commented it is a 52 page document filled with things Bynum Fanyo has done for the Town and continues to do.  It doesn’t touch the intrinsic value that they bring.  For example, they have overseen the street light project and the trail and so on.  We can pick up the telephone and call Mr. Coppock about flooding.  Mr. Thomas agreed that it’s the initial scalability the Town wouldn’t have.  Mr. Oldham has heard several times that they’re paying one person in Utilities and that is not true.  They’re paying for five people and on demand expertise.  The Town is getting so much more out of the contract than what they’re giving.  They’re asking for an increase which is tied to the Consumer Price Index (“CPI”), 1% to 3%, and is less than the raises they have given to employees over the years.  This is good fiscal management when a budget continues to increase by a set figure and is less than you’re giving everybody else.  With the number of resources they’re getting in this contract, they’re gaining so much more than what they’re actually paying.  There have been several times they’ve had meniscal questions for Mr. Coppock that probably would have been a $5,000 to $6,000 bill if we would have had to call someone else.  These little things add up over the course of a contract.  There were times when he worked night shift and on his way home he would see them out working, and it wouldn’t be just the crews.  It would be Mike Farmer, Jeff Farmer and all of them doing the job it took to get the water back on before people had to get up the next morning to go to work.  Mr. Thomas invites people to go to the Clerk-Treasurer’s office and look at the document.   Mr. Coppock stated the contract is for a significant amount of money but it is only 13.5% of the Town’s Water and Sewer Budget.  It takes money to have trained certified people and employees are always the most expensive cost. 

 

Darla Brown, Town Attorney, advised the Town filed a petition before the Indiana Utility Regulatory Commission asking for authority to bond in order to pay for the secondary water line project.  As part of that petition they had to file testimony explaining the secondary water line would be built with the Town’s employees and supervised by Bynum Fanyo.  It is her understanding that one of the reasons they were able to reach an agreement with the Office of Utilities Consumer Counselor (“OUCC”) was because Bynum Fanyo does have a very good reputation and the OUCC knew that if the bond went through the project would, in fact, get built.  Mr. Oldham mentioned there were many hours of expert testimony.  Mr. Farris noted Bynum Fanyo did the spec sheet for the new Town Hall which was above and beyond their contract.  Mr. Coppock thinks they’ve gotten quite a bit of savings with the Woodyard waterline which is a secondary source into Town by using their own crews and management.  If somebody should dig into the 12” main between Ellettsville and Bloomington they would have an issue with no water.  The secondary line has been in the planning process since 1993.  It was in the last water contract with Bloomington to make the secondary commission.  Mr. Oldham asked about a secondary waterline years ago.  He didn’t realize how building the second line would be important to the safety of the Town but the growth as well.  If something happens to the waterline there is about two hours until they have to shut off the towers for only firefighting.  This is why the secondary waterline has to be built.  This is the kind of long range planning and vision they’re getting from the contract.  It’s not only about the dollars.  It’s about community, ensured purpose and moving forward as a group. 

 

Kevin Farris made a motion to renew the contract for Bynum Fanyo Utilities going forward from 2017 till 2017.  Dianna Bastin seconded.

 

Brian Mobley thought they were going to form a committee to look at this.  He has concerns.  He met with the Farmers at the sewer plant and told them they had to show him why they’re needed.  The problems he has are:  (1) The contract should be for five years.  Mr. Thomas thought they didn’t do contracts to exceed the term of the longest setting member of Town Council.  Mr. Oldham advised that applies to personnel and not services.  (2) He would like to see a Town employee inside the Sewer Department instead of all Bynum Fanyo employees working at the plant.  One person, who is a Town employee, should be working the sewer plant.  Bynum Fanyo is not a Town employee.  What is the amount of the contract?  Mr. Coppock answered it is the current amount based on the CPI.  Ms. Hash added the rate is not included in the new agreement.  For 2016, the amount is $415,917.  The 2016 CPI is .07%, 2015 was .08% and 2014 was 1.5%.  Mr. Mobley asked if the contract included the office staff.  Mr. Coppock answered no, they’re Town employees.  Mr. Farris would like to see their contract locked in for 10 years because of the CPI. 

 

Scott Thomas would like to introduce a motion, as a compromise, to table this until the next meeting because they’ve said they’re going to make this information available for the public to view.  For all the stone throwers, nay-sayers and the people who say we’re paying too much, come and view this in the next two weeks. 

 

Scott Thomas made a motion to table this until next time to give the public a chance to look at it, provide us with input because we should represent what their interests are, not just what we think is best.  Brian Mobley seconded.

 

Dianna Bastin said this isn’t a company who just came in to Town.  Bynum Fanyo Utilities is emotionally, financially and physically invested in the Town of Ellettsville and always will be.  They do things we are not aware of and they get up in the middle of the night to check the computers to make sure the water levels are good.  The Town gets so much more out of this contract than it pays for and she thinks this needs to be pointed out.  They are not strangers who came into Town to do a job.  They grew up here and are invested in Ellettsville.

 

Scott Thomas asked to wait two weeks to provide the people with a chance to communicate at the next meeting.

 

Darla Brown advised the motion to table takes precedence over the initial motion and is heard first.

 

Roll call vote on the motion to table this until the next meeting:  Kevin Farris – no; Brian Mobley – yes; Dianna Bastin – no; Scott Thomas – yes; and Scott Oldham – no.  Motion failed 2-3.

 

Roll call vote on the original motion to renew the contract for Bynum Fanyo:  Kevin Farris – yes; Brian Mobley – no; Dianna Bastin – yes; Scott Thomas – no; and Scott Oldham – yes.  Motion carried 3-2.

 

Fire Department Roof

 

Darla Brown, Town Attorney, advised there are some issues with the Fire Department trusses.  The contractor who built the Fire Department sent a letter with a proposal for remediation.  They are waiting on a letter from an engineer with EFI Global who is going to look at the letter and determine if the remedial work will address the issues.  She requested this be tabled to the next meeting.  Mr. Oldham asked if the work has not been done and they’re waiting on someone to ensure it will make it right.  Ms. Brown answered that is correct.  They’re waiting an independent contract to review it at the Town’s insurance carrier’s request.

 

Scott Oldham entertained a motion to table this until they get the information back.  Scott Thomas made a motion to table this until they get the information back.  Kevin Farris seconded.  Roll call vote:  Dianna S. Bastin – yes; Brian Mobley – yes; Kevin Farris – yes; Scott Oldham – yes; and Scott Thomas – yes. Motion carried 5-0.

 

Town Providing Wastewater Service to the Maple Grove Road Property

 

Darla Brown, Town Attorney, explained the Maple Grove Road property on which the Town Hall is to be constructed lies within Eastern Richland Sewer Corporation’s (“ERSC”) service territory.  There is a sewage treatment purchase contract which is a services of contracts between the Town and ERSC.  Subparagraph 6 under “Expansion of Sewage Collection” of the original 1971 contract discusses expansion of sewage collection service as follows:

 

“In the event of annexation by the Town of Ellettsville of areas served by Purchaser’s collection system, the Seller shall have the option of purchasing said lines and collection system in the area annexed by the Town of Ellettsville.”

 

She interprets this paragraph to mean if the Town annexes a territory the Town has the option of purchasing the collection lines in order to service that particular area.  This particular property was annexed by the Town last summer and there is no current collection system.  The Town is free to serve the area because there is no infrastructure to purchase.  ERSC is owed a letter from the Town advising the Town intends to serve that area.  She is asking for authority to send the letter to ERSC’s board to advise the Town is going to provide sewer service to the Town.   Town Council had no objections to the letter being sent to ERSC.

 

Mowing Contract Between the Town of Ellettsville and Richland Township

 

Danny Stalcup, Street Commissioner, has a contract for mowing parks owned by Richland Township for $2,700 a year.  It is the same contract they have had for several years and they are requesting it be renewed.  Mr. Oldham asked if the contract is for the park and ball diamonds.  Mr. Stalcup answered yes.  Ms. Brown advised there are no issues with the contract.

 

Scott Oldham entertained a motion to renew the mowing contract between the Town of Ellettsville and Richland Township.  Kevin Farris made a motion to renew the mowing contract between the Town of Ellettsville and Richland Township.  Scott Thomas seconded.  Roll call vote:  Scott Oldham – yes; Dianna S. Bastin – yes; Kevin Farris – yes; Brian Mobley – yes; and Scott Thomas – yes. Motion carried 5-0.

 

Street Department Request to Purchase a Bobcat 3650 4 X 4

 

Danny Stalcup, Street Commissioner, is requesting approval to purchase a 2016 Bobcat 3650 4 x 4.  They’re replacing a 1989 Kubota and a 1991 Wheel Horse.  It has a lot of features such as a mower, snow plow, power broom and a front bucket. 

 

Scott Oldham asked if there was money in the budget to purchase it.  Mr. Stalcup replied yes.  The Parks Department is paying $7,500, $7,500 is coming from Stormwater and the remainder is coming from Local Roads and Streets.  Ms. Bastin asked if it will be used on the Heritage Trail.  Mr. Stalcup answered yes, the broom will help with leaves, they can mow with it and the dumper bed can be used to move things around. 

 

Scott Oldham entertained a motion to approve the purchase of the Street Department’s request of the Bobcat 3650 4 x 4.  Scott Thomas made a motion to approve the purchase of the Street Department’s request of the Bobcat 3650 4 x 4.  Brian Mobley seconded.  Roll call vote:  Dianna S. Bastin – yes; Kevin Farris – yes; Brian Mobley – yes; Scott Thomas – yes; and Scott Oldham – yes. Motion carried 5-0.

 

Council Comments

 

Scott Thomas asked that the information provided by Bynum Fanyo be made available for the public to look at.  Mr. Farris requested it be put on the web page.

 

Brian Mobley mentioned Sandra Hash sent an email regarding the state approving $100 million dollars for roads.  He asked Mr. Tolloty if he has looked at it?  Will it benefit us?  Mr. Tolloty is uncertain if it impacts us directly.  It will go through the MPO and they have a list of projects they’re working on.  The Town doesn’t currently have anything on their list.  Periodically, the MPO is asking for new projects.  Mr. Mobley would like to meet with Mr. Tolloty and Mr. Stalcup on a project.  Mr. Thomas asked Mr. Tolloty if he is the Town’s representative to the MPO.  Mr. Tolloty has been serving on the Technical Advisory Committee and now on the Policy Committee. 

 

Supervisors Comments

 

Jeff Farmer, Ellettsville Utilities, previously sent Town Council an email about losing another pump at the Waste Water Treatment Plant.  He has received two quotes.  One quote is $27,500.  This is similar to the pump they purchased three to four months ago.  The pump that failed had been on the shelf and they put it back in.  It is dated 1997, original to the plant and has been rebuilt two times.  The new pump will be paid from the Equipment Replacement Fund. 

 

Thank you for the vote of confidence.  He respects the no votes, hopes to win their support and looks forward to ten more years.

 

Privilege of the Floor

 

Russ Ryle stated the Town is fortunate to have a significant Rainy Day Fund that enabled it to finance the extra money needed to get the Town Hall project to where it is today.  Unfortunately, the Rainy Day Fund is relatively low and depending on how things work out with the Town Hall project the money taken from it might not get reimbursed.  There is an opportunity to take unspent monies from the last budget year and increase the amount of the Rainy Day Fund.  He has not heard any discussion on the finances of the Town as of the end of the last fiscal year.  He believes the Town is in great shape.  He would like Town Council to consider looking at the state limit.  The Town can’t put all of the money it wants into the Rainy Day Fund but he definitely thinks they ought to look at adding additional funds.  Going forward, as there is additional exposure to unforeseen expenses, the Town needs to have the cash to do what is needed for own Hall.

 

Adjournment

 

Scott Oldham entertained a motion to adjourn.  Kevin Farris made a motion to adjourn.  Dianna Bastin seconded.  Scott Oldham adjourned the meeting at 7:40 p.m.