April 8, 2013






The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, April 8, 2013, at the Fire Department Training and Conference Room.  Scott Oldham called the meeting to order at 6:30 p.m.  David Drake led the Pledge of Allegiance followed with a prayer by Sandra Hash.


Roll Call:  Members present were Scott Oldham – President; Dan Swafford, Vice President; and David Drake.  Dianna Bastin and Phillip Smith were absent.  Sandra Hash, Clerk Treasurer, Rick Coppock, Bynum Fanyo & Associates, Town Engineer, and Darla Brown, Town Attorney, were also present.


Supervisors Present were:  Jim Ragle, Jim Davis, Tony Bowlen, Connie Griffin and Mike Farmer.


Approval of Minutes


Scott Oldham entertained a motion for the approval of the minutes for the regular meeting on March 25, 2013.  David Drake so moved.  Dan Swafford seconded.  Motion carried.


Accounts Payable Vouchers


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


Clerk-Treasurer’s Report

March 2013 Fund Balances







Beginning Balance



Ending Balance







$   392,838.57

$      60,224.72

$    154,434.35

$     298,618.94







$     57,953.20

   $      17,232.05

$      34,933.92

$       40,251.33






Water O&M

$   179,091.20

 $    141,361.02

$    136,024.12

$     184,428.10






Waste Water O&M

$   240,618.97

$    223,079.50

$    145,911.81

$     317,786.66




Resolution 04-2013 Additional Appropriation


Sandra Hash explained when she and Utilities requested permission to upgrade to the software they advised they would have to do an additional appropriation in the General Fund.  This is the public hearing for the additional appropriation.  The appropriation is for $21,000.  Dan Swafford asked if the $21,000 was for the Clerk-Treasurer’s portion of the new system.  Ms. Hash replied yes.  Mr. Swafford asked the total cost of the system.  Ms. Hash answered it’s approximately $60,000.


Scott Oldham entertained a motion to adopt Resolution 04-2013. David Drake made a motion to adopt Resolution 04-2013.  Dan Swafford seconded.  Roll Call Vote:  Scott Oldham – yes; Dan Swafford – yes; and David Drake – yes.  Motion carried 3-0.


Supervisors Comments


Fire Chief Jim Davis presented the Fire Department’s year-end report for 2012.  In 2012, they responded to 1,744 calls.  The report outlines assistance to and from other departments, how many calls per month, new trucks, education and training for firefighters, 911 ceremonies and Christmas for children.


Town Marshal Tony Bowlen, explained after interviews, the officers’ board is requesting to promote Craig Davis to Sergeant. 


Scott Oldham entertained a motion that Craig Davis be promoted to Sergeant for the Ellettsville Police Department. David Drake made a motion that Craig Davis be promoted to Sergeant for the Ellettsville Police Department.  Dan Swafford seconded.  Roll Call Vote:  Scott Oldham – yes; Dan Swafford – yes; and David Drake – yes.  Motion carried 3-0.


Sandra Hash administered the oath of office to Craig Davis.


Mike Farmer, Ellettsville Utilities, is requesting permission for Becky Wines to travel with Amber Ragle Wright to attend the Indiana Rural Water Association utility business forum.  It deals with Indiana Utilities Regulatory Commission (“IURC”) reporting and is in Columbus.  The cost is $45 to attend and there will be mileage.  Mr. Swafford asked what the seminar is about.  Mr. Farmer replied they sponsor classes for what the IURC requires in reporting.  They will also receive the latest updates for reporting requirements.


Sandra Hash requested permission for Amber Ragle Wright and Denise Line to travel to Indianapolis for training with the company who does drug testing for the CDL drivers.  It’s safety and compliance training.  Neither one of them have ever attended.  It helps with the record keeping.  It’s an afternoon class and the cost is $79 per employee.


Scott Oldham entertained a motion that Becky Wines, Amber Ragle Wright and Denise Line be allowed to go to training in Columbus and Indianapolis as stated. David Drake made a motion that Becky Wines, Amber Ragle Wright and Denise Line be allowed to go to training in Columbus and Indianapolis as stated.  Dan Swafford seconded.  Roll Call Vote:  Scott Oldham – yes; Dan Swafford – yes; and David Drake – yes.  Motion carried 3-0.


Mike Farmer will be talking with the Town Attorney and will be asking for quotes and bids to purchase a couple pieces of equipment.  They have a tandem axle dump truck that was purchased in 1997.  It will be purchased from the Equipment Replacement Fund for the wastewater treatment plant. They are also wanting to buy a mini excavator because it is portable and easily transported from job to job.  They want to purchase this rather than replacing a backhoe which costs approximately $100,000.  The cost of the mini excavator is approximately $35,000 to $45,000.  It can be utilized for putting in services and excavating main breaks.  He will forward the information before requesting permission to purchase the equipment.


Privilege of the Floor


Sandra Flum, Indiana Department of Transportation (“INDOT”), gave an update on I-69.  It will be coming through the State Road 37 corridor and Ellettsville is potentially affected.  She thanked the Town for the resources they have dedicated to the participating agencies.  They have a lot of good input and it has changed the way INDOT has worked on the project which is called “Section 5 of I-69”.  It starts south of Bloomington and goes to south of Martinsville.  They are in the environmental study phase which should be concluding in June.  This means they will get a federal decision which will allow them to move into the development and construction phase.  After June, they will begin buying right-of-way and designing the project.  They hope to start construction late this year which could mean taking down some trees to make room for the 2014 construction season.  Section 5 uses the main travel lanes of State Road 37 and it improves the road so there will be limited access.  This means where people currently get on the road they will no longer be able to and have to go to an interchange.  There is an interchange at State Road 46.  The interchanges south of State Road 46 will be at Third Street, Second Street, Tapp Road and Fullerton Pike.  The overpasses at Arlington will stay in place and there will be an overpass at Kinser.  The partial interchange at Walnut Street will remain a partial interchange because it is in a floodplain.  Additional road improvements will be made at Sample Road. 


Dan Swafford asked if there has been a written response from INDOT to some questions.  Ms. Flum replied the Bloomington Chamber of Commerce pulled together a group of community, business and educational leaders who prepared some questions for a meeting with INDOT.  INDOT responded to the questions except for three of them.  The three questions related to how INDOT was going to work with the community to develop local projects of importance.  The first question pertained to Sample Road and INDOT improving 6,000 feet on either side of State Road 37.  The second question was about a connection between 3rd Street and Vernal Pike.  There has been a road in the plans for Monroe County for several years.  The state is continuing to work with the county on how to make the connection and the assistance they can provide.  The third question is about the sharp curve on Vernal Pike approaching the signal light on State Road 37.  I-69 proposes to build an overpass between Vernal Pike and 17th Street and the access to State Road 37 will be removed.  The traffic on 17th Street may become heavier as Vernal Pike traffic goes east to west.  The City of Bloomington is requesting assistance from the state to improve Crescent Road to Arlington Road and the access to I-69 from Crescent Road.  They are proposing that INDOT continue to work with some of the participating agencies.


David Drake asked if it the highway may not stay on the current path with State Road 37.  Ms. Flum replied it will stay on State Road 37 the way they have proposed it.  Mr. Drake asked if there are sufficient funds to build Section 5.  Ms. Flum replied there is a plan in place to fund Section 5.  They’re looking at an innovative finance and delivery.  This is new to Indiana.  It was used in the Louisville bridges project, however, I-69 will not have any toll roads.   Innovative finance and delivery means the contractor, designer and financer get together and they put their best proposals forward.  Then INDOT makes milestone payments to the winning bidder as work is completed.  They have a TIP amendment in front of the Bloomington-Monroe County MPO that will be heard on Friday.  They have to be fiscally constrained to present the amendment request.  Fiscally constrained means that they know what has been budgeted and this project is in the budget.  Mr. Drake asked if all things go as planned can they realistically expect construction to start in 2014.  Ms. Flum answered they will see some work in 2013 but the big work will be in 2014.  It will take two or three years.


Scott Oldham asked when the section built to Crane is expected to be connected to State Road 37.  Ms. Flum replied all the contracts let in Monroe County are expected to be completed in 2014.  One section south is expected to open in 2015, but a good portion of it is to open in 2014.


Dan Swafford asked if they have Rick Coppock and Connie Griffin work with them would they also be included on the closings of the temporary streets while construction is going on.  Ms. Flum responded they have a person at INDOT to make sure they stay in contact with schools, emergency providers and anybody who has a need to know how to get some place fast.  Mr. Swafford would like for Connie Griffin to be involved in the aesthetics of the gateway on State Road 37 and Rick Coppock involved with the closing of utilities and such things.


Dan Swafford made a motion to nominate Connie Griffin and Rick Coppock to represent Ellettsville in the I-69 phase.  David Drake seconded.  Roll Call Vote:  Scott Oldham – yes; Dan Swafford – yes; and David Drake – yes.  Motion carried 3-0.




Scott Oldham entertained a motion to adjourn.  David Drake made a motion to adjourn.  Dan Swafford seconded.  Motion carried.  Dan Swafford adjourned the meeting at 7:303 p.m.