September 26, 2016
The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, September 26, 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 Sandra Hash.
Roll Call: Members present were Scott Oldham, President; Dianna S. Bastin, Vice President; Kevin Farris and Brian Mobley. Scott Thomas was absent. Sandra Hash, Clerk-Treasurer; and Darla Brown, Town Attorney; Rick Coppock, Bynum Fanyo and Associates, Town Engineer; and Jim Davis, Town Manager; were also present.
Supervisors present were: Mike Cornman, Danny Stalcup, Jimmie Durnil, Kevin Tolloty, Jeff Farmer and Mike Farmer.
Approval of Minutes
Scott Oldham entertained a motion for approval of the minutes for the regular meeting September 12, 2016. Kevin Farris so moved. Brian Mobley seconded. Motion carried.
Accounts Payable Vouchers
Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers. Dianna Bastin so moved. Kevin Farris seconded. Brian Mobley had questions on claims which were answered by the supervisors. Motion carried.
Final Adoption of the 2017 Budget – Ordinance 2016-10 to Adopt the 2017 Budget
Sandra Hash, Clerk-Treasurer, advised the budget for the civil taxing units to be approved for 2017 is $3,690,183.
Brian Mobley will vote to approve the budget with one stipulation. Later in the year he wants to discuss moving funds from Part-Time Police Officers to Administrative Assistant Full Time.
Scott Oldham entertained a motion to approve the final adoption of the 2017 budget, Ordinance 2016-10. Dianna S. Bastin made a motion to approve the final adoption of the 2017 budget, Ordinance 2016-10. Kevin Farris seconded. Roll call vote: Scott Oldham – yes; Dianna S. Bastin – yes; Kevin Farris – yes and Brian Mobley – yes. Motion carried 4-0.
Open Bids for Dump Truck – Street Department
Darla Brown, Town Attorney, opened the following bids:
1. Kenworth of Indianapolis with Clark Equipment $126,500.00
2. Kenworth of Indianapolis with Palmer Power Equipment $130,870.00
3. Russ Truck Centers, 2017 International Truck with Clark Up-Fit $124,386.00
4. Sternberg International
Truck Chassis: $77,401.54 & Dump Body Up-Fit: $48,018.00 $125,419.54
5. Stoops Freightliner $127,730.00
Scott Oldham entertained a motion to table the bids for the dump truck for the Street Department to allow the department to look the bids over. Dianna S. Bastin made a motion to table the bids for the dump truck for the Street Department to allow the department to look the bids over. Brian Mobley seconded. Roll call vote: Scott Oldham – yes; Dianna S. Bastin – yes; Kevin Farris – yes and Brian Mobley – yes. Motion carried 4-0.
Resolution 20-2016 to Dispose of Surplus Property for the Fire Department
Fire Chief Mike Cornman requested permission to put the 1987 International Cargo Star, formerly the tanker truck, up for surplus property.
Darla Brown, Town Attorney, advised at the last meeting two Council members wanted to bid on the truck. In 1989, the Attorney General issued an opinion stating although city councilmen may not violate the prohibition against conflict of interest by bidding on real property put up for sale by the city redevelopment commission, bidding on or contracting to purchase real estate from the redevelopment commission should be avoided by councilmen.
Scott Oldham entertained a motion to approve Resolution 20-2016 to Dispose of Surplus Property for the Fire Department aka the Old Tanker. Dianna S. Bastin made a motion to approve Resolution 20-2016 to Dispose of Surplus Property for the Fire Department aka the Old Tanker. Kevin Farris seconded. Roll call vote: Brian Mobley – yes; Kevin Farris – yes; Dianna S. Bastin – yes; and Scott Oldham – yes. Motion carried 4-0.
Resolution 21-2016 to Vote in Favor of a Monroe County Local Income Tax Council Ordinance Imposing a Local Income Tax Rate for Public Safety and Casting the Town of Ellettsville’s Five Votes in Favor of the Ordinance
Darla Brown, Town Attorney, explained all four entities of the Tax Council are going to meet on September 27, 2016, at 5:30 p.m., in the Nat U. Hill Courtroom. Photographs will be taken at 5:20 p.m. The City of Bloomington, Monroe County, Town of Ellettsville and Stinesville will vote on this resolution. Bloomington Town Council will start the procedure and because this is a resolution to pass an ordinance it requires two readings unless the individual bodies agree to waive the procedure and accept the vote at that meeting. The vote has to be unanimous vote by each of the bodies. Bloomington will vote on it assuming the City Council decides to suspend the rules or go ahead and accept tomorrow night’s vote as final and then Monroe County, Ellettsville and Stinesville will do the same.
Scott Oldham asked if they’re all meeting at the same time will each body vote individually. Ms. Brown answered yes, separately and subsequently each body will vote. If the consent is not unanimous to pass the ordinance on which it is introduced then it will come before the Ellettsville Town Council for the second reading and vote at the first meeting in October. Mr. Oldham commented this will be the first time that all town/city councils will be together.
Resolution 22-2016 to Authorize Scott Oldham to Sign the Local Roads and Bridges Matching Grant Agreement
Sandra Hash stated this applies to the Community Crossings Grant. Ms. Brown added the paving bids were discussed at the last Town Council meeting.
Dianna S. Bastin complimented Denise Line for writing the grants.
Scott Oldham entertained a motion to approve Resolution 22-2016 to Authorize Scott Oldham to Sign the Local Roads and Bridges Matching Grant Agreement. Dianna S. Bastin made a motion to approve Resolution 22-2016 to Authorize Scott Oldham to Sign the Local Roads and Bridges Matching Grant Agreement. Kevin Farris seconded. Roll call vote: Dianna S. Bastin – yes; Kevin Farris – yes; Scott Oldham – yes; and Brian Mobley – yes. Motion carried 4-0.
Postage Review for Eastern Richland Sewer Corporation (“ERSC”)
Jeff Farmer, Ellettsville Utilities, explained ERSC sent a letter concerning postage for utility bills. Before, two separate bills were mailed and ERSC paid the postage for the sewer bill. When Utilities switched to a new system the water and sewer bills are now on one bill and ERSC is paying all of the postage. ERSC thinks it would be fair to pay half for the sewer portion and Ellettsville Utilities pay half of the postage for the water portion and he agrees. Mr. Mobley asked if this would result in additional work for the office. Mr. Farmer answered no. Ms. Hash mentioned when they switched to BS & A it made the billing easier because it is printed on one bill.
Scott Oldham entertained a motion to approve the postage review for Eastern Richland Sewer Corporation brought forth by Jeff Farmer. Dianna S. Bastin made a motion to approve the postage review for Eastern Richland Sewer Corporation brought forth by Jeff Farmer. Brian Mobley seconded. Roll call vote: Brian Mobley – yes; Dianna S. Bastin – yes; Kevin Farris – yes and Scott Oldham – yes. Motion carried 4-0.
Town Council Comments
Brian Mobley explained he met with Rick Coppock on September 19, 2016, to discuss flood issues. A committee has been formed and includes three business owners: Chad Stephens, Carl Thurman and Randy Cassady. He and Rick Coppock presented the following list of repairs that could be made now or would require a permit:
· State Road 46 and Sale Street: Clean under the bridge which would require a Department of Natural Resources (“DNR”) permit and the work would be done by the Indiana Department of Natural Resources (“INDOT”). They have made agreements with INDOT in the past to do the work.
· McNeely Street: Has gravel from a driveway clogging the drain which goes toward the creek and Chad Stephens’ property. There was a discussion about changing the grade and cleaning it out.
· McNeely Street: Has runoff from the Senior Citizens Complex. Pipe could be moved to an inlet.
· Old Sewer Plant: Build a retention pond to hold water and a DNR permit would be required.
· 219 Sales Street: Has a slope in front of Mr. Mobley’s business. Install a new sidewalk with standard curbing.
· Vine Street: Carl Thurman’s has three properties with the creek running behind it. Easements could be obtained to lower the elevations to provide an additional storage area. This would be part of the floodplain modeling they’re discussing with the DNR. David Knipe of the DNR has advised he hopes to have something back to the Town by October or November.
Rick Coppock, Bynum Fanyo and Associates, explained anytime excavation work is done or the grade changes requires a permit. There are a couple of repairs that could be made in-house that would alleviate some of the localized flooding and make some difference in big rain events. He will have to work on the costs and they can be paid from the stormwater program. Mr. Oldham asked if it would be preferable to wait until the DNR or Army Corps of Engineers is done with the floodplain modeling so they’re not adversely affecting that work. Mr. Coppock answered the in-house projects aren’t an issue with the floodplain modeling. They will remedy things that should be fixed and aren’t working right now.
Dianna S. Bastin explained when Chad Stephens came to Town Council about flood relief for his property they discussed the bridge. It was her understanding they couldn’t redirect a lot of water and do remodeling because there was a animal that would be disturbed. Ms. Line stated it was because a bird made its nest in the ground under the bridge. Ms. Bastin asked if this is the same thing. Mr. Coppock answered on those types of issues there is a season when you can do work. He doesn’t think they will be doing work under the bridge because it is expensive. They may work on something to pass more water underneath McNeely Street where it is acting as a dam and backing up water. Now, it slopes down to Mr. Stephens’ property where it used to be level with the property. Mr. Mobley added Mr. Stephens would be willing to lower the grade of the area on McNeely currently used for dumpster storage and let it be used as a parking lot for the trail. Mr. Oldham asked Mr. Coppock when they could expect to receive the proposed costs. Mr. Coppock will work on pricing with Danny Stalcup and may have something by the next Town Council meeting. Mr. Farris appreciated the initiative.
Brian Mobley received an email from the Indiana Association of Cities and Town about a Go Green Grant to recycle plastic bottles in the community. He has Ms. Line working on the grant. They’re looking at recycling containers for all departments, the baseball diamond and the Heritage Trail. It is a 50-50 grant for $5,000. Jeff Farmer agreed to sponsor the Town’s matching funds out of Wastewater. It will help the community go green.
Dianna S. Bastin asked if Monroe County Solid Waste District (“Solid Waste District”) has a similar program. She sits on their board and they have a program for recycling. Ms. Line advised she’s been working with Randy at the Solid Waste District on some figures but they didn’t specifically discuss anything that was available. Ms. Bastin thinks the person who does education would know of any programs. Ms. Bastin is uncertain about making the rate payers responsible for the cost of recycling for all of the departments through Utilities. After a short discussion it was decided Ms. Line would contact the Solid Waste District to find out if they have funding available for recycling. If not, she is to continue working on the grant application.
Dianna S. Bastin talked to the Solid Waste District because she received a complaint that the bins are always full on bulky item day. They pulled 25,800 tons out of the Recycling Center by the Blue Building. People are using it and it is working. They’re taking their bulky items to the Recycling Center instead of dumping it on the side of the road. She wants to let people know they’re being used so they will find the bins full. They’re doing a good job of recycling out of their households.
Scott Oldham congratulated people with the Monroe County Fall Festival. He came across a gentleman who sat on a bench to watch people go by as he has done for the last 70+ years. Congratulations and thanks to the gentleman for making that part of what Ellettsville is about. This is an important part of the community.
Town Manager Comments
Jim Davis, Town Manager, advised new Town Hall continues to progress. Curbs and sidewalks are in. Landscaping has started in the front of the building. Conduit, heat, ductwork, windows and doors are going in.
Jeff Farmer, Ellettsville Utilities, advised this week they received the construction permit from the Indiana Department of Environmental Management for the phosphorus removal building. The next step is to secure funding, then plans will be sent out for bids so they can move forward with construction. It could be funded out of the Equipment Replacement Fund and shared between the Town and ERSC.
Scott Oldham thanked the Ellettsville Chamber of Commerce and everyone who brought the Torch Relay through Ellettsville. It was a tremendous effort. The Police and Fire Departments were involved. It was nicely done.
Scott Oldham entertained a motion to adjourn. Dianna S. Bastin so moved. Kevin Farris seconded. Scott Oldham adjourned the meeting at 7:07 p.m.