October 13, 2014

 

 

 

The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, October 13, 2014, at the Fire Department Training and Conference Room.  Scott Oldham called the meeting to order at 6:30 p.m.  Dianna Bastin led the Pledge of Allegiance followed with a prayer by Sandra Hash.

 

Roll Call:  Members present were Scott Oldham, President; David Drake, Vice President; Dianna Bastin and Dan Swafford.  Scott Thomas was absent.   Sandra Hash, Clerk-Treasurer, Jim Davis, Town Manager, and Darla Brown, Town Attorney, were also present. 

 

Supervisors present were:  Mike Cornman, Danny Stalcup, Tony Bowlen, Jeff Farmer and Mike Farmer.   Denise Line also attended the meeting to represent the Planning Department.

 

Approval of Minutes

 

Scott Oldham entertained a motion for approval of the minutes for the regular meeting on September 22, 2014, and the Executive Sessions on September 22, 2014 and October 1, 2014.  David Drake so moved.  Dan Swafford seconded.  Motion carried.

 

Accounts Payable Vouchers

 

Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers.  Dianna Bastin so moved.  Dan Swafford seconded.  Motion carried.

 

Adoption of the 2015 Budget, Ordinance 2014-12

 

Sandra Hash, Clerk-Treasurer, explained the preliminary hearing was held on September 22, 2014.  The Town is ready to formally adopt the budget.

 

Scott Oldham entertained a motion to adopt Ordinance 2014-12.  David Drake made a motion to adopt Ordinance 2014-12.  Dianna Bastin seconded.  Roll call vote:  Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes and Dan Swafford - yes.  Motion carried 4-0.

 

Ordinances on Second Reading

 

Ordinance 2014-16 Enacting and Adopting the 2014 S-9 Supplement to the Code of Ordinances for the Town of Ellettsville

 

Sandra Hash, Clerk-Treasurer, explained this ordinance is to accept the revisions to the Ellettsville Town Code which is a combination of all ordinances that have been passed in the last two years.  Mr. Oldham asked if they are on the website.  Ms. Hash replied they have been on the website for a while.

 

Scott Oldham entertained a motion to adopt Ordinance 2014-16.  David Drake made a motion to adopt Ordinance 2014-16.  Dan Swafford seconded.  Roll call vote:  Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes and Dan Swafford - yes.  Motion carried 4-0.

 

Old Business

 

Heritage Trail – Does the Council want to continue with property acquisition for Phase One?

 

Darla Brown, Town Attorney, is requesting clarification.  There needs to be an appropriation for the property acquisitions as well as time to advertise it.  The Indiana Department of Transportation (“INDOT”) has answered some of the questions about whether or not the Town could declare a no-build.  The Town cannot declare a no-build at this time.  If the Town wants to continue to build the trail with its own funds and forever forego federal funds it can do so.  The Town will have to pay back $46,596.98 and it will be audited.  She thought this is where the Town Council was headed but there was not a formal vote or specific direction to advise INDOT accordingly.  Mr. Oldham asked if foregoing federal funds is for this phase of the trail.  Ms. Brown answered yes.  The Town could get funds for the bridge but would be back to where it is now and it would have to be done by the INDOT manual.  Mr. Oldham asked if it precludes the Town from seeking funding for other phases of the trail.  Ms. Brown replied it’s for other federal funds.  Mr. Oldham asked if they could repeat the whole process for the other phases.  Ms. Brown answered yes, if they take federal funds for the bridge the Town would be in the same position it is now or a month ago.  It would be done according to INDOT standards. 

 

Dan Swafford asked the total of the property acquisitions.  Ms. Brown replied there is approximately $60,000 still left to purchase.  Mr. Swafford asked how much has been spent so far.  Ms. Hash answered $59,581 is still needed to purchase the remaining properties for which she needs to do an additional appropriation.  So far we have paid for 3 easements and have one pending.

 

Jeana Kapczynski, Ellettsville Main Street, asked where the Town is on acquiring the rest of the right-of-ways?  She thought the Town had to do an additional appropriation for $108,000 which was tabled in August.  Ms. Brown advised this is what the Town Council is discussing.  Ms. Kapczynski remarked it’s just floating along with nothing going on.  Mr. Oldham commented there has been quite a bit going on.  The fact it hasn’t been viewable doesn’t mean something isn’t going on.  Ms. Kapczynski wants to keep it on track because the Town will have to pay for title searches again.  Ms. Hash explained she can get an ad for the additional appropriation in this week’s edition of The Journal and then it can be approved at the next Town Council meeting on October 27, 2014.

 

David Drake commented the Town was waiting on funds from the county.  The Town had to have the funds before it could be appropriated.  They just received the money from the county and the answers they needed from INDOT.

 

Scott Oldham entertained a motion to instruct those people, as necessary, with the Town to complete the acquisition and purchase of the remaining properties for Phase 1 including the additional appropriation that’s needed to so.  David Drake made a motion to instruct those people, as necessary, with the Town to complete the acquisition and purchase of the remaining properties for Phase 1 including the additional appropriation that’s needed to do so.  Scott Oldham seconded. 

 

Sandra Hash advised she will include the school resource office in the additional appropriation.  The funds for 50% of the cost have been received.

 

Roll call vote:  Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes and Dan Swafford - yes.  Motion carried 4-0.

 

Dan Swafford asked how they proceed after the Town purchases the properties.  Ms. Brown replied weather permitting they could start building.  There are some issues with the Indiana Department of Environmental Management but it is unknown whether it affects Phase 1 or the bridge.  He requested a status update on the Heritage Trail be on every Town Council agenda until they break ground.

 

Darla Brown confirmed Town Council is instructing her to inform INDOT the Town does intend to build the trail with its own money.  The Town will be audited and it will be a short process.  The Town will be billed for the amount it needs to reimburse INDOT.  Mr. Oldham said that was correct.

 

Proposal for Consolidation of Street and Utilities into a Public Works Department

 

Dan Swafford made a motion to table this until all Town Council members are present.  David Drake seconded.  Roll call vote:  Scott Oldham – no; David Drake – yes; Dianna Bastin – no; Dan Swafford – yes and Sandra Hash - yes.  Motion carried 3-2.

 

David Drake remarked the Town Council needs to make a decision on this.  It needs to be made clear to all Council members they will vote on this one way or the other at the next meeting.  If they want to state their opinion than they need to be present.

 

 

New Business

 

Fire Department Pay Raises

 

Fire Chief Mike Cornman explained August 24, 2014, was the six month anniversary for firefighter Ryan Fipps.  Firefighter Fipps was hired full time on February 24, 2014.  He has received positive reviews from his Lieutenant, Deputy Chief and Chief Cornman.  They want to bring Firefighter Fipps up to full pay in accordance with the salary ordinance which is a little less than $300. 

 

Part-time firefighters Jacob Buhr, Chris Nees, Clint Pfaff, Matt Siebott and Michael Davis currently earn $9.50 an hour and he wants to bring them to $10.00 an hour.  Mr. Swafford asked if that is what everyone else earns.  Chief Cornman replied they still have to have some additional training to bring them to their full pay of $10.51.  Mr. Swafford asked how long they have been employed by the Town.  Chief Cornman answered one has been with the Town for two years and the others for six months. 

 

Scott Oldham entertained a motion that Ryan Fipps’ salary be increased to the full pay for a full time firefighter.  David Drake made a motion that Ryan Fipps’ salary be increased to the full pay for a full time firefighter.  Dan Swafford seconded.  Roll call vote:  Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes and Dan Swafford - yes.  Motion carried 4-0.

 

Scott Oldham entertained a motion that Jacob Buhr, Chris Nees, Matt Siebott, Clint Pfaff and Michael Davis’ part-time firefighters’ salaries be increased to $10.00 per hour.  David Drake made a motion that Jacob Buhr, Chris Nees, Matt Siebott, Clint Pfaff and Michael Davis’ part-time firefighters’ salary be increased to $10.00 per hour.  Dianna Bastin seconded.  Roll call vote:  Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes and Dan Swafford - yes.  Motion carried 4-0.

 

Agreement for Services between the Metropolitan Planning Organization (“MPO”) and the Town of Ellettsville for Traffic Counts

 

Darla Brown, Town Attorney, explained this is a proposed contract between the MPO and the Town for traffic counts and infrastructure management.  If the Town agrees to this arrangement the Town would provide traffic volume counts throughout the MPO planning area on a rotating basis once every three years or as requested by the MPO.  An average of 80 counts will be conducted.  The Town will also be required to conduct regular infrastructure inventory data collection in order to assist the MPO with the development of its long term management plan.  This is a two year contract from July 1, 2014 through June 30, 2016.  The Town will be reimbursed $8,000 for each fiscal year.  Claims are requested and sent to the MPO for payment on a quarterly basis. 

 

Scott Oldham entertained a motion to approve the agreement for services between the Metropolitan Planning Organization and the Town of Ellettsville for traffic counts.  David Drake made a motion to approve the agreement for services between the Metropolitan Planning Organization and the Town of Ellettsville for traffic counts.  Dianna Bastin seconded.  Roll call vote:  Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes and Dan Swafford - yes.  Motion carried 4-0.

 

Supervisors Comments

 

Fire Chief Mike Cornman requested Firefighter Ryan Fipps’ pay increase be made retroactive to August 24, 2014.

 

David Drake amended his motion to make Ryan Fipps’ pay retroactive to August 24, 2014.  Dan Swafford seconded.  Roll call vote:  Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes and Dan Swafford - yes.  Motion carried 4-0.

 

Town Marshal Tony Bowlen advised his department recently lost their front desk person.  He is requesting permission to fill the position with a civilian employee if he can’t find a part-time officer to work in the office 28 hours a week.  Mr. Swafford asked if the opening will be posted so reserves can apply if they’re interested.  Marshal Bowlen said the position will be advertised and the reserve officers can apply.  It was the consensus of the Town Council to approve this request. 

 

Privilege of the Floor

 

Russ Ryle stated in previous discussions the possibility of creating a Department of Public Works was mentioned and that there would be a significant potential savings to the Town in the future for combining the departments.  So far, no numbers have been produced by the Town Council showing the savings.  As a part of the discussion at the next meeting, he hopes they will bring forward for public review a five year projection of the cost to the Town of running them separate and combined so they can see where the numbers are.

 

Adjournment

 

Scott Oldham entertained a motion to adjourn.  Dianna Bastin made a motion to adjourn.  Dan Swafford seconded.  Scott Oldham adjourned the meeting at 6:52 p.m.