November 12, 2001
The Ellettsville, Indiana, Town Council met in regular session at 7:30 PM, Monday, November 12, 2001. Jerry Pittsford called the meeting to order and led the prayer. Geraldine McIntyre led the Pledge of Allegiance.
Jerry asked for roll call of Council Members. Members present were Jerry Pittsford, President; David Sorokoty, Vice President; Michael Cornman, David Drake, and Geraldine McIntyre. Also present were Sandra Hash, Clerk-Treasurer and Mike Spencer, Town Attorney.
Mike Cornman made a motion to add Jeana Kapczynski with the Main Street Program to tonight’s agenda under new business. Geraldine McIntyre seconded. Motion carried.
Approval of the Minutes of the regular meeting of October 22, 2001 and a special meeting of November 5, 2001
A motion was made by Geraldine McIntyre and seconded by David Drake to approve the minutes of October 22, 2001 and November 5, 2001. Motion carried.
Resolution 17-01 Transfer of Funds
David Sorokoty read the resolution. Geraldine McIntyre moved to accept Resolution 17-01 and David Drake seconded. Motion carried.
Jeana Kapczynski, President of Ellettsville Main Street, Inc.
Jeana Kapczynski passed out handouts to the Council explaining her request. Jeana requested the Council to look over the handouts and give her feedback on the possibility of the Town applying for two grants on behalf of the Main Street Program. One grant is for the Heritage Trail and the other grant is for Ellettsville Gateways. The deadline to apply is December 14, 2001. Jeana thanked the Town for their support and assistance of the Main Street program. Jerry will have Mike Spencer to look over the handout and the Council will make their decision at the next Council Meeting on November 26, 2001.
Service Agreement with Jamax for Trash Removal
Sandy said the agreement with Jamax had expired The Agreement would set the cost through to June 1, 2003 to allow for budgeting purposes. Mike Cornman made a motion to approve the service agreement with Jamax and David Sorokoty seconded. Motion carried.
Drive Up Mail box
Sandy explained that she and the Post Master, Clint Sherrill, had being discussed the possibility of a drive up mailbox. Sandy spoke to Rick Coppock about a location for a drive up mailbox. They agreed the Town parking lot on the corner of Sale Street and Main Street by the stage would be the best location. The last time Sandy spoke to Clint he said he would place the box wherever the Council designated. David Sorokoty suggested adding a security light if all agree to approve a drive up mailbox. Jerry suggested checking with Clint again and with INDOT about the plans for the removal of the stage and the future of that area prior to approval of that location. If all seems satisfactory on the location then the Council can proceed with approval and installation of a drive up mailbox.
Well Site Property
Well site park presentation by students of The Epple Institute for Parks and Public Lands. Token Barnthouse and Erin Policinski reported on the progress on this
project and how to best utilize the land. They interviewed several individuals on various questions pertaining to the recreational needs of the Town and they passed out handouts with the interview results including a map of the property. Token explained that there are some advantages and disadvantages of the site. Erin explained the habitat describing the types of trees, foliage and wildlife in the area. David Sorokoty previously had a district forester survey and inventory the land. They used his information as well as doing their own research. They will have an official slide presentation of the project site at the next Council Meeting, which will be held at the Monroe County Library Ellettsville Branch meeting room.
David Sorokoty explained the origin on this project and how the R-BBCSC had wanted to develop this land into a park with a grant but keep it as natural as possible. The grant did not get approved for the school so David had approached Mr. Walter at Indiana University’s Epple Institute with a proposal to plan a park development with his graduate students giving the Town a “blue print” to start with for developing this land. He said the school would still like to be involved with this project. He also stated Town Planner Bill Land had suggested the possibility of eventually connecting this property to the Flatwoods Park property.
Action to pay Accounts Payable Vouchers
Geraldine McIntyre moved to approve the accounts payable vouchers. David Drake seconded. Motion carried.
Jim Ragle, Street Department, explained he has an opening in the Department. He has already posted and advertised the position. 27 applications have been received. Jim requests approval to go through the applications with David Sorokoty and Jerry to choose the best applicants for the position.
He also explained that the Department’s leaf vacuum had broken down and that they would be purchasing a new one while the old one was being repaired. This was among the transfers needed in Resolution 17-01 for $27,000.00. Jim had received quotes from three places for the street vacuum.
Mike Farmer, Utilities Department, explained that he had an opening in his Department due to Jason Brown leaving. He posted the position and received applications also. Kevin Fluke of the Street Department applied for this position and has previously worked for Mike and is already trained. Therefore, Mike would like to hire internally choosing Kevin. Mike Cornman moved to approve hiring Kevin for the Utilities Department and Geraldine McIntyre seconded. Motion carried.
The Utilities Department has stopped issuing “special meters” because they are problematic and will not function correctly with our new electronic touch read system so the Council requested Mike to research installing “water only meters”. Mike wrote a memo proposal with approximate costs on water only meters to the Council. Jerry asked Mike to explain the memo so the Council would understand it more thoroughly. Mike explained for a water only meter to be installed or retrofitted for an existing domestic water meter customer without a “special meter” the cost would be $252.00 and for an existing domestic water meter customer with a “special meter” the cost would be $70.00 cheaper making the cost $180.00. He said that if they were to set a new meter with a “dual set” meaning one meter for the home and one as a “special meter” the cost would be $180.00. Finally he explained that if they had to set a new service that was a “water only” meter install the cost would be $400.00 plus excavation. Mike said if someone installs a new double service for their home the cost would be it is $400.00 per service, not $400.00 for one and $180.00 for the second. He explained the $180.00 is when a customer has
an existing service and the Utilities does not have to upgrade lines for the additional service. He added if “special meter” customers want to install water only meters they could add $15.00 a month interest free to their monthly bill for twelve months
to pay for the meter set of $180.00. Mike said he would forward this proposal to Mike Spencer so that he could put it in Ordinance form then bring it before the Council and if approved it would have to go before the IURC for approval before putting it in our rates and charges billing system.
Jeff Farmer, Utilities Department, showed photos and spoke on rain events receiving 3” to 4” of rain that had caused overflow in certain areas. There were serious overflows in the Eastern-Richland sewer system; a couple of minor overflows in the Ellettsville system and Northern-Richland had a sewer overflow. He approximated a two million gallon overflow in the Eastern-Richland system. In Ellettsville a minor overflow at the Ellettsville Fire Station, Station 7 and Ellettsville Elementary School yard. Northern’s overflow was due to a blockage and the Utilities crew cleaned it out the next day. Jeff said that Ellettsville’s new sewer plant was stressed because the plant had gone through 8 million gallons of flow that day; collection systems were stressed from the large flow. He stated the plant had exceeded its limit; the plant is designed for a 10 million peak not a 10 million gallon a day flow. Our plant overflowed into wet wells and burned out a couple of motors. He said that Ellettsville has been improving our sewer system and in fact they have replaced a lot of our lines but he is not if sure other companies are doing the same. He would like action taken because there is a lack of communication between the three sewer corporations. He is concerned for the environment and that it is not healthy for an overflow to be near a playground. Jeff is concerned for the customers as well as the environment. He said if Ellettsville continues to grow and build new housing additions then naturally the sewer rates would raise and we would have to increase the line sizes or build bigger plants. He said that inflow and infiltration needs to be corrected and suggested part of the inflow problem might be busted pipes and storm drains. He also said that gutters, sump pumps, parameter drains are not supposed to be hooked into the sewer, so if they are they need to be disconnected.
Sandy Hash said she had received a call from the Indiana State Forest Protection Campaign Department and they will be canvassing in the Town from November 13th to November 16th, 2001 from 4:30 p. m. to 9:00 p. m. and they will be providing a list of names of the canvassers to the Police Department.
Komputrol, our software company, is offering a year-end training in Cicero, Indiana on December 5th, 2001 and she would like to attend and take Amber also.
Christmas is on Tuesday this year and a few employees have approached her with the possibility of switching the day after Christmas Holiday to Christmas Eve as the day off for this year, which would make a four-day weekend.
At the end of the year our office is open on some of the days the Monroe County Courthouse is closed and it makes it difficult to complete some of the year-end transactions our office performs because of the different Holidays at each office. Monroe County Offices are closed on Christmas Eve, Christmas and New Year’s Eve.
A few of our employees have requested additional life insurance and our employee plan does not allow for additional, however, we do have Colonial Insurance that allows for additional coverage. In the past Insurance representatives would at times approach employees on the job instead of checking with the Clerk’s office first for a time to discuss their programs. Therefore, by setting a couple of days a year aside then Insurance Companies would have a opportunity to offer their services. I have spoken with Cheryl Terry of the May Agency and she has requested December 6th and 7th, 2001 for days to review and discuss additional insurance with employees who are interested if the Council approves of these days. Nick Ivey of Pre-Paid
Legal has also approached the Clerk’s office offering his service to employees. Jerry said it was okay for existing company’s to have the review day, but not to add any new payroll deductions such as Pre-Paid Legal.
Mike Cornman moved to allow Sandy and Amber to travel to Cicero for the training. Geraldine McIntyre seconded. Motion carried.
Jerry instructed Sandy to do an employee survey for the Christmas Holiday.
Geraldine McIntyre told that she and Iris Kirsling attended the Crane dedication last Thursday.
David Sorokoty told that Bybee Stone Company did get the contract for the helping to repair the Pentagon.
Veteran’s Day was just celebrated and is an extra special day to show our patriotism. He also believes that schools should encourage the saying of “The Pledge of Allegiance”.
Jerry Pittsford mentioned the Edgewood Jr. High School had a special recognition for Veteran’s Friday and can be accessed through the Jr. High School website. Jim Davis and Mike Spencer were recognized as Veteran’s.
He also mentioned that Fire Chief Jim Davis and Division Chief Bill Headley attended the two Building Inspector training seminars in Indianapolis in October and November.
Jerry said that our annexation plans have not changed and that annexation was not looked into solely to increase our tax base; it is in the best interest of our sewer company.
Privilege of the Floor None
A motion was made by Geraldine McIntyre seconded by David Sorokoty to adjourn. Motion passed. Meeting adjourned at 8:55 p. m.
Jerry Pittsford, President David Sorokoty, Vice President
Mike Cornman David Drake
Geraldine McIntyre Sandra C. Hash