September 13, 2010
Roll Call: Members
present were Scott Oldham, Vice-President; Dianna Bastin;
Approval of Minutes
Oldham entertained a motion for the approval of the minutes for the Special
Session on September 7, 2010 and Regular Meeting on August 23, 2010. Dan Swafford so moved. David Drake seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes;
Accounts Payable Vouchers
Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers. Dianna Bastin so moved. Dan Swafford seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes; David Drake – yes; Dan Swafford – yes. Motion carried 4-0.
Pre-Adoption Public Hearing for the 2011 Budget
Sandra Hash presented the following summary of the 2011 budget:
General Fund’s budget is $2,058,801 that is $38,483
more than in 2010. The General Fund
includes the Administration, Planning, Fire and
v Park and Recreation budget is $19,253, which is $7,951 more than 2010.
v Local Roads and Streets, Law Enforcement Continuing Education and the Cumulative Funds equal $260,174.
v The debt service funds for the Police and Fire equal $321,000.
v The total budget for the civil portion of the Town for 2011 is $3,088,959, an increase of $62,850 from 2010.
v The Maximum Levy Growth Quotient for 2011 is 2.9% down from 3.8% in 2010.
v The Town is eligible for an excess levy due to the three year growth factor in the amount of $60,000. The average growth rate for Ellettsville over the last 3 years is 6.79% exceeding the state rate by 3.89%.
v The Water Utility budget is $1,381,100.
v The Waste Water budget is $1,880,680.
v The Stormwater budget is $141,090.
Scott Oldham requested clarification of the levy appeal. Sandra Hash explained the Town is eligible for a levy appeal if that is how the Council would like to proceed. If the Town is granted the levy appeal, it would receive $55,000 to $60,000 and would result in a tax rate of approximately .04%. Ms. Hash further noted the Town has applied and has been granted a levy appeal for two years. This is a mechanism the State allows for communities who are growing faster then the State rate. If the Town is held at the State level, it makes it difficult for the Town to provide the needed services. Therefore, the levy appeals are in place to assist communities who are growing faster. A resolution can be prepared by the next meeting. At which time, the Council can make a final decision as to whether or not to pursue the levy appeal.
Scott Oldham entertained a motion to proceed with the notice of a levy appeal. David Drake so moved. Dianna Bastin seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes; David Drake – yes; Dan Swafford – no. Motion carried 3-1.
Award Proposal for the
Mike Farmer, Ellettsville Utilities, requested the Town Council award the quote for the
McNeely Street Water Storage Facility Maintenance and Management to Caldwell
Tank, as is, for the amount of $ $572,835.00. Mr. Farmer explained the tank
Oldham entertained a motion to award the quote for the McNeely Street Water
Storage Facility Maintenance and Management Program to Caldwell Tank. Dianna Bastin so moved. David Drake seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes;
Award Quote for the Louden Road Water Storage Facility Maintenance Project
Mike Farmer, Ellettsville Utilities, requested the Town Council consider awarding the
quote for the
Oldham entertained a motion to award the quote for the Louden Road Water
Facility Maintenance Project. David
Drake so moved. Dianna Bastin seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes;
Farmer had provided the Town Council with information on Open Range
Communications. They provide Y-Max
internet service. They are requesting to
place antennas on the McNeely tank and are willing to pay $15,000
annually. Mr. Farmer advised the Town is
currently receiving over $18,000 for T-Mobile and he explained to
Ordinances on Second
Ordinance 10-13 to add a new section to Chapter 93 to the Ellettsville Town Code concerning Leaf, Tree and Brush Removal
Oldham entertained a motion to amend 93.21(C) to state all yard waste materials
must be removed from the property at least every thirty days with the exception
of covered compost piles not to exceed 6’ long by 4’wide by 4’ high. Dan Swafford so moved. David Drake seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes;
Oldham entertained a motion to approve Ordinance 10-13, as amended, to add a
new section to Chapter 93 to the Ellettsville Town Code concerning Leaf, Tree
and Brush Removal. David Drake so moved. Dan Swafford seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes;
Jim Davis, Fire Chief – increase the
salary for three part-time employees,
Chief Davis requested an increase in salary for three part-time employees from $9.00 an hour to $9.53 an hour pursuant to Ellettsville Town Code 36.203. Personnel policy states after twelve months of employment, the employees can receive a pay increase. All three employees are fire personnel from other departments. The money has been budgeted for the pay raise.
Oldham entertained a motion to approve the salary increase for three part-time
employees pursuant to Ellettsville Town Code 36.203. Dianna Bastin so moved. David Drake seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes;
Davis noted there is an ongoing issue of 20,016 part-time hours for employees
who fill in for shifts. There is a
constant turnover in part-time employees.
The department normally runs 20 to 21 part-time employees to cover the 20,016
part-time hours. To avoid overtime pay,
they recruit more volunteers.
Approximately one year ago, they brought in ten new people and as of
this date, three remain. The department
is down to 15 people who are actively working the 20,016 part-time hours. Currently, they have a full time position
being covered by a part-time person. Chief
Davis confirmed the funds are in the budget for the full time position. Therefore, this employee was removed from the
20,016 part-time hours. The part-time
employees can only work 106 hours every two weeks or they have to be paid
overtime. The department needs to promote
five to six volunteers to get back to 20 to 21 part-time employees so overtime
will not be used. Bill, who does the
scheduling, has had employees go into overtime nine times this year and has
been close to overtime 35 times. Next
council meeting, Chief
Mike Cornman, Deputy Fire Chief, spoke to the Town Council about the process to
become a firefighter and why the department targets people who are already
firefighters for possible employment with the Town. There are several factions of the fire
service: (1) voluntary; (2) combination
and (3) all career. Ellettsville is a
combination fire department. Most fire
departments the size of Ellettsville are more in tune of a volunteer fire
department with some paid firefighters.
I.C. 36-8-10.5 states the firefighter must have mandatory training. To be a firefighter in the State of
Ms. Griffin has completed a cost estimate of $12,410 without gravel or pavement. This amount includes a high rate of $1,500 for a lead and asbestos inspection. This amount does not include the closing costs and bank fees. She has an inspector from Toll Test in Odon coming on September 14, 2010, to give an estimate of what an inspection would cost.
Ms. Griffin has provided case file information on three cases to the Council and is seeking permission to turn them over to the Town Attorney. Ms. Griffin noted she has provided all information and photographs pertaining to the three properties to the Town Attorney. They are as follows:
After reviewing the case files, David Drake noted everything possible has been tried, short of legal action, with the aforementioned properties.
Darla Brown, Town Attorney, explained the procedure for injunctive relief and a zoning enforcement action.
Oldham entertained a motion to refer the three code enforcement cases to the
Town Attorney for further action. The
addresses are 114 East
Griffin advised she will be out of the office from the afternoon of September
14 – 17, 2010, for the Indiana Association for Floodplain and Stormwater
Management. Ms. Griffin will also be out
of the office from September 21 – 23, 2010, for vacation days. On September 9, 2010, she attended Economic
Development 101 at McCormick’s
The Planning Department has not heard anything further on the Area 10 transit locations other than the two which were discussed at the August 23, 2010 meeting.
Eleven commercial properties on State Road 46 to Smith Pike for annexation were presented to the Council. Dan questioned how any properties have contacted the Town regarding annexation. Ms. Griffin advised only the Wrights have approached the Town about annexation. Ms. Griffin will draft a letter to the other ten properties regarding voluntary annexation for the Town Council to review at their next meeting.
A draft of the welcome pamphlet was distributed for review.
Health Insurance Renewal
Dianna Bastin reported she had a meeting with J.A. Benefits and employees were invited for their input. Employees notified Dianna Bastin of their decision as to which insurance they preferred. Ms. Bastin tallied the votes and a majority of the employees preferred to go with SIHO. SIHO has a fourteen month plan and a $500 deductible. The cost to stay with Anthem is $28,640 and the cost for SIHO is $28,762. However, a vote of the Town Council is needed. Scott Oldham stated because the Town Council asked for the employee input then they need to abide by their vote. Dan Swafford noted a health and wellness plan and a flexible spending plan were also discussed during the insurance meeting as it would save the employees money. Dianna thanked the employees for their attendance at the meeting.
Oldham entertained a motion to approve the Town contracting with SIHO on their
14 month, $500 deductible health plan.
Dianna Bastin so moved. David
Drake seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes;
Jim Ragle, Street Department, requested approval to close
Oldham entertained a motion to close Campbell’s
Tony Bowlen, Town Marshal, noted
Dianna Bastin, Town Council, noted on Wednesday evening of last year, people were moving their equipment in and out while Fall Festival workers and employees were in Town and out of the streets trying to keep everyone safe. Dianna Bastin asked everyone to take another route on Wednesday, September 15, 2010.
Sandra Hash, Clerk-Treasurer, informed the Town Council her part-time person found a full time job so she posted the position. There were 60 applicants, seven scheduled interviews and five individuals tested. The top test performer was Denise Jenkins and she has filled the position.
Sandra also stated the Ellettsville Chamber of Commerce is going to have their 60th Anniversary this year. They are observing it on October 14, 2010, and they have requested permission to bury a time capsule in Memorial Park. There is already a time capsule buried in Memorial Park but the location is unknown. The Utilities Department is making the time capsule. It was advised the Ellettsville Chamber of Commerce should seek permission from the Park Board.
Privilege of the Floor
Frank Livingston. The
week prior, Nicole Brown from the Planning Department, came down their
street. Mr. Livingston has a drainage
problem that needs to be repaired. Mr.
Livingston has talked to Todd Stevenson, Drainage Engineer with
Dan Swafford advised Ron Hawkins, a preacher with the Turning
Point Apostolic Church located on
Oldham entertained a motion to close
Darla Brown, Town Attorney, had an issue to discuss regarding Autumn Ridge. She has provided Town Council with estimates from Greg Lauer, the attorney for Jason Walls, for finishing the sidewalks and landscaping. Estimates were provided from Pro Finish Concrete for 752 feet of sidewalk and from Abel Nursery to complete the landscaping, both totaling $14,453. Both Jim Parcel at Monroe Bank and Greg Lauer are awaiting a telephone call from her on September 14, 2010, so they can complete the necessary paperwork to extend the reduced Letter of Credit for another year. She is requesting the Town Council authorize her to send a letter to Greg Lauer and Monroe Bank authorizing the reduction in the Letter of Credit to $15,000. Dan Swafford asked Rick Coppock if the estimates will cover the costs of the work. Mr. Coppock explained when they do a bond it is usually the cost plus 25% because it costs the Town more to do the work. Ms. Brown stated it should not be a problem to set the bond at the cost plus 25%. Rick Coppock stated this work would finish the project. Ms. Brown recommended setting the Letter of Credit at $20,000.
Oldham entertained a motion to reduce the bond for Autumn Ridge Holding
Company, LLC to $20,000 and extend it for an additional full year. Dan Swafford so moved. David Drake seconded. Roll Call Vote: Scott Oldham – yes; Dianna Bastin – yes;
Mike Cornman, Deputy Fire Chief, appreciated the process for selecting the insurance. Deputy Chief Cornman noted he has been an employee for 26 years and every time the Town changed insurance companies, they were provided with sample policies. He believes J.A. Benefits did a poor job of presenting the health insurance plan.
Scott Oldham, Town Council, reminded everyone that the annual Fall Festival starts on September 16, 2010 and the parade is 12:00 p.m. on Saturday, September 18, 2010.
Dianna Bastin made a motion to adjourn. Dan Swafford seconded. Motion carried. Phillip Smith adjourned the meeting at 8:49 p.m.