November 8, 2010
Roll Call: Members present were Phillip Smith, President; Scott Oldham, Vice President; Dianna Bastin, David Drake, and Dan Swafford. Sandra Hash, Clerk-Treasurer and Darla Brown, Town Attorney were also present.
Approval of Minutes
Smith entertained a motion for the approval of the minutes for the Regular Meeting
on October 25, 2010. Dan Swafford so moved. David Drake seconded. Roll Call Vote: Phillip Smith – yes; Scott
Accounts Payable Vouchers
Smith entertained a motion for action to pay Accounts Payable Vouchers. Scott Oldham so moved. David Drake seconded. Roll Call Vote: Phillip Smith – yes; Scott
Public Hearing for the Floodplain Overlay District
Resolution 10-10 to declare surplus property for Fire Department.
Chief Jim Davis, Ellettsville Fire Department – They have a 1972 Ford F-250 truck, 4 wheel drive, 4 speed manual transmission, and it is no longer used. All other departments within the Town were notified to find out if they had a need for the truck and no one responded. The Fire Department would like to list the truck on Ebay.
Smith entertained a motion to declare the 1972 Ford F-250 as surplus property. Dianna Bastin so moved. David Drake seconded. Roll Call Vote: Phillip Smith – yes; Scott
Ordinances on First
Ordinance 10-18 to amend Title VII,
Chapters 73 and 74 of the
Jim Ragle, Ellettsville Street Department – The purpose of this ordinance is to get the streets in Autumn Ridge on the Town’s road inventory. Dianna Bastin stated there is a 20 mph speed limit and no parking on both sides of the street.
Ordinance 10-19 to amend Ordinance 10-14
Concerning the Adjacent and
Darla Brown, Town Attorney – The purpose of this ordinance is to correct the legal description. When the ordinance was prepared and sent to the Monroe County Auditor’s office they advised there had been a survey completed which didn’t mesh with our description. The surveyor had surveyed the property and had described two tracts of land in one description and there was another tract of land described in another description. This ordinance is drafted to delete the previous description and add the correct description for the Grimes’ property. The description will also match the Grimes’ application filed with the Plan Commission.
Ordinance 10-20 to amend Section 152 of
Sandra Hash, Clerk-Treasurer – The public hearing was announced at the beginning of the meeting and grouped with the Floodplain Overlay District.
Agreement between the Town of
Sandra Hash, Clerk-Treasurer – This is a standard agreement which is done from year to year. The agreement from last year was updated and reviewed by the Town Attorney and Community Access Television. The Town has budgeted $5,000 for 2011 and it will be paid in four quarterly installments.
Smith entertained a motion to approve the agreement between the Town of
Mike Farmer, Ellettsville Utilities – More than two weeks ago they received a resignation in the Ellettsville billing office. The job opening was posted internally. Ellettsville Utilities proposed promoting Lori Collier, who now works as temporary full-time, to a regular full-time position. Interviews of the staff were conducted on November 8, 2010. Ms. Collier has been employed with Ellettsville Utilities for eight weeks. Therefore, it was an eight week interview. Ms. Collier has been trained and is ready to become a full-time employee. Dan Swafford asked how many full-time employees are currently at the Ellettsville Utilities office. Mike Farmer responded there are five full-time employees. Due to illnesses, family leave, injuries and vacations there was a week when they got down to two people and Amber Ragle from the Clerk-Treasurer’s office, had to help in the department. When Ms. Collier came to work for them she was filling in for an employee on family medical leave. She will be their fifth employee so there will no longer be any part-time or temporary employees. The range of pay for Lori Collier is $14.50 to $17.58 and she will start at $14.50. There will be a six month review of her work performance which may result in an increase in pay, if warranted. As a temporary employee she was making $12.50.
Smith entertained a motion to move Lori Collier from temporary full time to
permanent full time in Ellettsville Utilities.
Dianna Bastin so moved. Scott
Oldham seconded. Roll Call Vote: Phillip Smith – yes; Scott
Town Marshal Tony Bowlen, Ellettsville Police Department thanked the Richland Township Trustee and Advisory Board for their purchase of a GPS based lidar system for the Ellettsville Police Department.
Jim Ragle, Street Department – The Street Department needs to purchase two snow plows to replace two 15 year old plows which are no longer repairable. The plows are approximately $8,400 and the money is in the budget.
· Auditing of their books. They are the consultant or the authority to enter the contract which protects the Town.
· There are no lobbying activities.
· They have a Certificate of Insurance.
· They will hold harmless the local public agency (“LPA”).
· Any disputes would be resolved in a timely matter between the consultant and the LPA.
· Liability insurance will be maintained.
· All payments made at the end and in conformance with the LPA. If there is an issue with the final product, payment can be held or the project can be terminated.
· They will be the experts in the INDOT design manual.
· If there are delays or extensions, the consultant agrees no charges or claims for damages shall be made.
· All data materials and information are protected and will not be disclosed to others and will be maintained in our ownership as part of the contract.
Darla Brown, Town Attorney, did not have a chance to review the revised contract and asked that it be tabled until the next Town Council meeting which was agreed to by the Council.
Sandra Hash, Clerk-Treasurer – At the last council meeting she had asked about employee raises to prepare the salary ordinance. In response, she was asked to prepare an insurance comparison which was provided to Council. Three percent has been budgeted for the raises. David Drake stated the reasoning was to wait and see if the Town had enough money to proceed with the raises. If there is enough money for the raises then the Town should go ahead and give them. Dan Swafford asked if there was a question from the quote and the actual price. Sandra Hash responded there were four discrepancies when we were quoted the insurance. When insurance rates were quoted, there were four employees who have adult children over age 20 who became age rated, resulting in an increase in two of the four employees. Dan Swafford asked with the three percent raise and the difference with the insurance, if the Town is still going to have enough to cover the raises in the budget? Sandra Hash responded the budget was worked with a three percent raise. The only variable was the insurance. The Town budgeted more in every department for health insurance than the actual cost. Therefore, there is a surplus in each department’s insurance appropriation. All insurance expenses will be covered. Dan Swafford asked when the Town will know if the levy appeal was granted. Scott Oldham responded the levy appeal was not factored in the budget. Mr. Oldham asked if the budget was based on real figures. Ms. Hash responded that was correct. Dan Swafford asked if the levy appeal was not included on the budget. Ms. Hash stated the levy appeal was advertised but it was not included in the Town’s budget. Phillip Smith commented at that time, the Town didn’t know if it was going to do the levy appeal. David Drake stated the Town budgeted for the raises and should go ahead and do so. It was the Town’s intent as long as the figures came in to give the raises. Things may be worse next year and the Town may not be able to give raises. Ms. Hash requested permission to prepare the salary ordinance as budgeted.
Smith entertained a motion to proceed with a three percent increase in employees’
salaries for 2011. Scott Oldham so
moved. Dianna Bastin seconded. Roll Call Vote: Phillip Smith – yes; Scott
Sandra Hash, Clerk-Treasurer, received a call from an employee to inquire about the vacation schedule for the holidays. The Town closes on Christmas Eve, Christmas Day, New Year’s Eve and New Year’s Day. This year the holidays fall on Friday and Saturday. The personnel policy states if the holiday falls on a Saturday, then you take it off on Friday. This year, however, the Town is already scheduled to be off on Friday before the holidays. The question is, do employees take Thursday for Christmas Eve and Friday for Christmas and then repeat it the next week for the New Year holiday? Scott Oldham suggested letting the supervisors of each department decide on when to close for the holidays. Mike Farmer, Ellettsville Utilities, stated if the supervisor’s decide on the days off for the holidays, it will not create any chaos. Ellettsville Utilities will give at least two weeks notice for the days it is closed due to the holidays.
Dianna Bastin made a motion to leave the Christmas and New Year’s holiday schedule to the decision of department supervisors. Scott Oldham seconded. Roll Call Vote: Phillip
Smith – yes; Scott Oldham – yes; Dianna Bastin – yes; David Drake – yes; Dan Swafford – yes. Motion carried 5-0.
Dianna Bastin announced the annual Christmas tree lighting ceremony will take place on Saturday, November 27, 2010, at 6:30 p.m. All departments will be involved in preparing for the ceremony.
Privilege of the Floor
Verbia Sutherlin, resident of the Town of Ellettsville, addressed a barking dog problem. About 200 feet from her bedroom window was a barking dog. She called the police earlier in the year and nothing was done. Then approximately five weeks ago, she called the police department and Officer Harris came to her home. Officer Harris made a report and sent it to the animal control office. Animal control then came out and talked to the people with the barking dog. The dog barking has stopped. Animal control told her to make a log and if the dogs start barking again, call them and they will take care of it. Then, animal control will write a ticket to the owners of the barking dog and they will receive a fine. Ms. Sutherlin understands there are a lot of barking dogs in Ellettsville. She wants everyone to know how to take care of the problem. The police officer has to make and file a report and send it to animal control. An animal control officer will talk to the complainant and the owner of the dog. If the barking does not stop, a ticket is issued and the owner of the dog is fined.
Wilma Hogan, Arrowhead Addition – the Arrowhead Addition is loud and it is the same people who also have barking dogs. There are owners who have four and five dogs and there are breeders with several dogs who bark. Then, there are vehicles with subwoofers. She thinks the police department needs help and guidelines. There should be reports made for these incidents so there are consequences such as fines.
Dianna Bastin made a motion to adjourn. Dan Swafford seconded. Motion carried. Phillip Smith adjourned the meeting at 8:18 p.m.