December 22, 2003









The Ellettsville, Indiana, Town Council met at 3:00 PM on Monday, December 22nd, 2003 at the Town Hall.  David Sorokoty called the meeting to order. 


Purpose:  To open the bids for the new Fire Station


Mike Spencer informed the Council that bids for the Police Station could not be opened at this time because the bid announcement was not advertised correctly; therefore, the notice for the Police Station must be republished.  It will be approximately one month before the Police Station bids will be opened.


The bids for the Fire Station were opened and Mike Spencer read aloud.  Below is a list of the Bidders and bid amounts.


·        Fox Construction                   $ 1,285,450.00

·        Strausser                               $ 1,195,000.00

·        Neidigh                                 $ 1,280,000.00

·        Mattcon                                $ 1,362,000.00

·        Fahs-Rolston             $ 1,926,186.00


Geraldine McIntyre made a motion to take the bids under advisement.  Lisa Creech seconded.  Motion carried.


Police Station Discussion


David Sorokoty asked Mike Spencer to explain further why the Police Station bids could not be opened.


Mike Spencer stated the bid legal notice was deficient because it didn’t state the time, place or date the bids were to be opened.


David Drake commented that he’s been informed about complaints from contractors that the specifications for the new Police Station are not being detailed enough.  He pointed out if things need to be changed on the plans to give better clarification then the Council should  do it now before the legal notice is republished so there won’t be any further delays on the project.


Lisa Creech questioned if Rick Coppock could review the plans.  David Sorokoty stated it would be a conflict of interest for Rick to review them since he works for Bynum Fanyo.


Geraldine McIntyre asked Ron why they were planning on a block building instead of a pole barn type of construction. 


Ron McGlocklin stated the building needs to be made of block for security purposes.




David Sorokoty asked for a motion to adjourn the meeting.  Ray Freetage moved to adjourn the meeting.  Geraldine McIntyre seconded.  Motion carried.  Meeting was adjourned at 3:12 PM.



The Ellettsville, Indiana, Town Council met in regular session on Monday, December 22nd, 2003 at the Town Hall.  David Sorokoty called the meeting to order at 7:30 PM.  Ray Freetage led in prayer.  David Drake led in the Pledge of Allegiance. 


Roll Call: David Sorokoty asked for roll call of the Council Members.  Members present were David Sorokoty, President; David Drake, Vice-President; Ray Freetage; Lisa Combs-Creech and Geraldine McIntyre.  Also present were Sandra Hash, Clerk-Treasurer; Wes Marian, Attorney representing Mike Spencer and Rick Coppock, Town Engineer. 


Supervisors Present, Jim Davis, Jim Ragle, Ron McGlocklin, Mike Farmer and Jeff Farmer.









Approval of the meeting minutes for December 8th, 2003


Ray Freetage moved to approve the minutes.  Lisa Creech seconded.  Motion carried.


Action to pay Accounts Payable Vouchers


Lisa Creech moved to pay the accounts payable vouchers.  David Drake seconded.  Motion carried.


Open bids on 1994 ˝ ton GMC Truck – Utility Department


Attorney Wes Marian opened and read the bid received for the truck. 


·        Cross Paint and Body bid $650.00.


Mike Farmer requested to take the bid under advisement.  Ray Freetage moved to take the $650 bid under advisement.  Lisa Creech seconded.  Motion carried.




Resolution 30-03 Transfer of Funds


David Sorokoty read by title and explained it was the normal “housecleaning” routine expected for the end of the year. 


From:  G-213 Clerk Miscellaneous                $    600.00

From:  G-331 Legal Advertising                     $    500.00

From:  G-365 Computer Services                  $    850.00

To:      G-225 Office Machines                      $ 1,950.00


From:  G-345 Premium on Bonds                  $    100.26

To:      G-394 Officials Training                      $    100.26


From:  F-221 Gasoline & Oil             $    196.67

From:  F-322 Telephone                                $ 1,184.34

To:      F-231 Truck Repairs                          $ 1,381.01


From:  F-344 Volunteer Firemen Ins. $ 3,929.00

To:      F-213 Office Supplies                        $    863.33

To:      F-353 Electric                                    $ 3,065.67


From:  F-322 Telephone                                $      24.50

To:      F-223 Firefighting                               $      24.50


From:  F-233 Janitorial Supplies                    $    662.60

From:  F-234 Fire Station Building Maint.      $    961.78

From:  F-312 Training Aids & Schools          $    390.00

From:  F-232 Radio Repairs              $ 1,094.75

From:  F-352 Natural Gas                             $      95.81

To:      F-223 Firefighting                               $ 3,204.94


From:  P-232 Radio Parts & Supplies            $     235.36

From:  P-233 Janitorial Supplies                    $     275.22

To:      P-243 Uniforms & Gear                     $     510.58


From:  P-324 Data Master Phone                  $     154.18

To:      P-323 Telephone – Police                  $     154.18


From:  P-371 Breathalyzer Maintenance        $     350.00

To:      P-221 Gasoline & Oil             $     350.00


From:  P-374 Radar & Equipment Maint.      $     218.58

To:      P-221 Gasoline & Oil             $     218.58











From:  P-421 Building Improvements             $    362.17

To:      P-221 Gasoline & Oil                         $    362.17


From:  P-244 Miscellaneous                          $        3.70

From:  P-351 Trash Removal                         $      25.70

From:  P-353 Electric                                                $    220.50

To:      P-213 Office Supplies                                    $    185.69

To:      P-380 Trailer Rental                                       $      64.21


From:  MVH-112 Street Employees Salaries $    814.09

From:  MVH-122 Group Health Insurance                 $ 1,863.16

From:  MVH-124 Workmen’s Compensation            $ 1,128.43

To:      MVH-113 Street Overtime                             $ 3,805.68


From:  MVH-211 Office Supplies                              $      95.51

To:      MVH-322 Telephone, Fax & Pagers  $      95.51


From:  MVH-234 Uniforms & Laundry                     $    137.26

To:      MVH-231 Vehicle Maintenance                     $    137.26


From:  LRS-246 Culverts                                          $ 3,162.05

From:  LRS-247 Miscellaneous                                 $    295.39

To:      LRS-245 Signs                                               $ 3,457.44


From:  LRS-247 Miscellaneous                                 $     146.81

To:      LRS-361 Roads & Alleyways                        $     146.81


Lisa Creech moved to adopt Resolution 30-03.  David Drake seconded.  Motion carried.


Resolution 31-03 deeming the Preliminary Official Statement “nearly final” and approving the distribution of the document for the Fire Station Project


David Sorokoty read the resolution in its entirety.  Lisa Creech moved to adopt Resolution 31-03.  Ray Freetage seconded.  Motion carried.


Resolution 32-03 deeming the Preliminary Official Statement “nearly final” and approving the distribution of the document for the Police Station Project


David Sorokoty asked if they could proceed with this resolution since the delay with the advertising.  Sandra Hash explained that Mike Spencer suggested she speak to Kathy Raver with Umbaugh & Associates.  Kathy advised Sandra to proceed with passing the resolution even with the situation but to amend it to remove section 1. 


David Drake made a motion to amend Resolution 32-03 by striking Section 1 making Section 2 the new Section 1 and to amend by striking paragraph two which states “WHEREAS, the Council received construction bids for construction of the Project at it’s regularly scheduled meeting on December 22, 2003”.  Ray Freetage seconded.  Motion carried.


David Drake made a motion to adopt Resolution 32-03 as amended.  Lisa Creech seconded.  Motion carried.


Ordinances on First Reading


Ordinance 03-28 creating a separate fund for the purpose of Memorial Park maintenance. 


Herb Ray, V. F. W. representative explained that the V. F. W. post #10526 is disbanding at the end of the year due to lack of interest from members and they have decided to donate the remaining money to worthy causes.  He said $10,000 will go toward a $ 500 scholarship to Edgewood High School students for the next twenty years and the rest of the remaining funds will be donated for the upkeep of the Town’s Memorial Park.  He asked Sandra Hash to read the Ordinance aloud.  He said they will












be donating $4,622.08 to the fund.   Herb added most of the members will be transferring to the Bloomington V. F. W. post and they will continue to have memorial services in the Park as always. 


Lisa Creech moved that Ordinance 03-28 be submitted for first reading.  David Drake seconded.  Motion carried.  Lisa Creech moved that Ordinance 03-28 be adopted on the same day as introduced.  Ray Freetage seconded.  Motion carried.  Lisa Creech moved that Ordinance 03-28 be adopted.  Ray Freetage seconded.  Motion carried.


Herb commented one of the first things the V. F. W. would like to see done is to have the flag pole repaired or replaced.  The pole is starting to rot in the ground and they would like a light installed to shine on the flag.


Ordinances on Second Reading


Ordinance 03-23 to amend section 810-25 of the Ellettsville Town Code concerning Zone Map


Sandra Hash requested permission to change the reference numbers according to the newly revised town code.  David Sorokoty agreed she could correct the reference numbers.  David Sorokoty read the Ordinance in its entirety.  Ray Freetage moved to adopt Ordinance 03-23 with chapters (numbers) to be entered by the Clerk later.  Lisa Creech seconded.  Motion carried. 


Ordinance 03-27 adding chapters 851-859 of the Ellettsville Town Code regarding Regulation of Subdivision


Sandra Hash said these numbers will need to be changed also.  David Sorokoty read by title.  David Drake explained this Ordinance deletes the current subdivision regulations and replaces them with the new subdivision regulations.  Ray Freetage moved to adopt Ordinance 03-27.  David Drake seconded.  Motion carried. 


Ordinance 03-26 Salary Ordinance for 2004


Sandra Hash commented she had made the necessary changes that were mentioned at the last meeting.  David Drake made a motion to adopt Ordinance 03-26.  Lisa Creech seconded.  Motion carried.


New Business


Notice of Public Meetings for 2004


Sandra Hash presented the Council with next year’s meetings schedule.  Geraldine McIntyre moved to adopt the new schedule for 2004.  Lisa Creech seconded.  Motion carried.


Software Support Agreement with Komputrol


Sandra Hash explained the agreement provides assistance through a toll free number and sends regular updates to the software to keep the offices current.  She added it covers both the Clerk’s Office and the Utilities Department.  The cost is $ 3,150.00 for the year.  We have been with Komputrol since February of 1999.  David Drake made a motion to approve the agreement with Komputrol for support software maintenance.  Lisa Creech seconded.  Motion carried.


Request to transfer unused vacation days to unused sick days for 2004


According to the Ellettsville Town Code under section 255-35 it allows employees to have this benefit.


Jim Ragle – 1 ˝ days         Steve Bartlett – 4 days

Mike Cornman – 3 days     Chris Clouse – 1 day


David Drake made a motion to approve the conversion of unused vacation days to sick days as previously stated.  Lisa Creech seconded.  Motion carried.











Supervisor’s Comments


Ron McGlocklin thanked the Council for all of their help on the Police and Fire Station Projects.  He stated he would miss Ray Freetage and Geraldine McIntyre on the Council.


Rick Coppock informed the Council the grant money that was awarded to the Town requires a 20% match.  He pointed the Town can not spend any of the money before receiving Federal and State approval, because any money expended will not count toward the match.  Rick thanked the Main Street organization for their work on the decorative street light project and trail project and Barry Fisher for his original conceptual idea on the trail project. 


David Sorokoty thanked Rick for his work on the projects as well. 


Sandra Hash submitted for the record all of the encumbrances explaining there are several Purchase Orders that need to be carried over into 2004. 


Name of Vendor                                                                   Amount of P. O.


Sam’s Club                                                                           $        65.54

Sam’s Club                                                                           $        63.95

Sam’s Club                                                                           $      498.71

Visa                                                                                      $      150.00

Hoosier Tire & Retreading                                                     $        63.00

Neal’s Garage                                                                       $      118.55

Sunoco                                                                                  $   1,377.31

Gall’s Inc.                                                                              $   1,590.22

Smithville Telephone                                                  $      351.30

Cinergy                                                                                 $   1,289.78

ISU The May Agency                                                            $      410.00

Pac-Van, Inc.                                                                        $        88.21

Sam’s Club                                                                           $        43.83

Visa                                                                                      $   3,198.28

J & S Locksmith                                                                    $   1,503.16

Office Depot Credit                                                               $   1,067.22

Edgewood Automotive                                                          $   1,741.39

The Uniform House                                                               $   2,740.22

EMT, Inc.                                                                             $      250.00

Sam’s Club                                                                           $        92.97

Jim Gordon, Inc.                                                                    $ 10,371.00

Ray O’Herron Co., Inc.                                                         $   5,574.90

Sam’s Club                                                                           $   1,909.02

B & L Communications                                                         $   4,414.64

Cintas Corporation                                                                $      250.00

Monroe Oil Co., Inc.                                                 $      151.03

Cassady Electric, Inc.                                                            $ 12,590.40

Rainbow Printing                                                                   $      100.00

ISU The May Agency                                                            $      805.00

Visa                                                                                      $      221.76

Dell, Inc.                                                                               $   2,521.27

Zoning Administrator                                                 $ 11,061.33


Total P. O.’s to carry over into 2004 - $ 66,673.99


Lisa Creech moved to accept the encumbrances for the P.O.s to carry over from 2003 to 2004.  David Drake seconded.  Motion carried.


Geraldine McIntyre stated this is her last meeting on the Council and reminisced on the changes that have occurred within the Town and surrounding area over the years during her terms in office on the Council.  She commented she regretted not getting the road to Matthews Drive for the Senior Citizens since there wasn’t State money










available to fund the project.  She added that she’s enjoyed serving on the Town Council over the last fifteen years and wished everyone a Merry Christmas.


Ray Freetage stated this is also his last meeting on the Council.  He thanked everyone on the Council, the Supervisors and Sandy for all of their support and cooperation during his term in office.  He enjoyed working with the Police Department as their liaison.


Lisa Creech commented she is glad the Highway 46 Project is complete; it is a good Christmas present for the Town.  She also sent her prayers to the family of Reserve Officer Jay Baker who recently passed away.  She thanked Geraldine and Ray for their work on the Council, adding they will be missed.  She welcomed the two new members Pat Stoffers and Phil Rogers on to the Council.  She also thanked all of the Council members for their support since she joined as the newest Council member.  She wished everyone a Merry Christmas and added as a personal note Happy Birthday to her daughter and son whose birthdays are this week.


David Sorokoty informed the public that earlier in the day the Council had held a special meeting to open the bids for the Fire Station.  Strausser gave a bid of $1,195,000.00.  Lisa Creech made a motion to accept the bid from Strausser.  Geraldine McIntyre seconded.  Motion carried.


David Sorokoty also thanked the Rebekah’s who cooked the Christmas Lunch for the Town employees. 


He presented plaques to Ray Freetage and Geraldine McIntyre for their work on the Council.  He wished everyone Merry Christmas and reminded everyone to Shop Ellettsville for last minute Christmas gifts.




He asked for a motion to adjourn.  Geraldine McIntyre moved for adjournment.  Lisa Creech seconded.  Motion carried.  Meeting adjourned at 8:15 PM.







____________________________                         __________________________

David Sorokoty, President                                         David Drake, Vice President




_____________________________                       __________________________

Lisa Combs-Creech                                                  Ray Freetage




____________________________                         __________________________

Geraldine McIntyre                                                    Sandra C. Hash, Clerk-Treasurer