February 9, 2004



The Ellettsville, Indiana, Town Council met in regular session on Monday, February 9th, 2004 at the Town Hall.  Patrick Stoffers called the meeting to order at 7:30 PM.  Lisa Creech led in prayer and in the Pledge of Allegiance.  


Roll Call: Patrick Stoffers asked for roll call of the Council Members.  Members present were Patrick Stoffers, President; David Drake, Vice-President; Lisa Combs-Creech and Phillip Rogers.  Also present were Sandra Hash, Clerk-Treasurer; Mike Spencer, Attorney and Rick Coppock, Town Engineer. 


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


Proclamation for Tri Kappa week – February 16th -22nd, 2004


Lisa Creech read the proclamation in its entirety.   David Drake made a motion to approve the proclamation for Tri Kappa week.  Lisa Creech seconded.  Motion carried.


Approval of the meeting minutes for January 26th, 2004


Lisa Creech moved to approve the minutes of January 26th, 2004.  David Drake seconded.  Motion carried.


Action to pay Accounts Payable Vouchers


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


Resolutions - None


Ordinances on First Reading


Ordinance 04-02 Voluntary Annexation of the Harman Farm with zoning recommendations from the Plan Commission


Sandra Hash read the Ordinance.  This property will be assigned with AG2 zoning.  This property is adjacent to the Wishing Well Park.  This is vacant farm land.  Rod Figg was present to represent Mick Harman. 


Ordinance 04-03 to amend Title VII of the Ellettsville Town Code entitled “Traffic Code” - Modifying the Parking Schedules for the 100 and 200 blocks of N. Sale Street and the 100 block of S. Sale Street


David Drake read the Ordinance in its entirety.  He explained it further saying the ordinance modifies the parking to make all of the parking on the west side of Sale Street between Temperance and Vine Streets into twenty minutes parking spaces.  All of the parking spaces on the west side of Sale Street from Vine to Main Streets are two hour except for the first and last spaces which are twenty minute.   


Ordinances on Second Reading - None


Old Business


Sanders Contracting and Management request change order / additional work order


Ron McGlocklin, Town Marshal explained the building site for the new Police Station was originally the old water tower site but it was decided to build on old sewer plant site instead and Sanders was hired for the project.  After preparatory site work was completed and plans were drawn to fit that site it was determined the ground was unsuitable unless further site preparation was performed.  Therefore, to avoid additional cost to prepare the site it was decided to use the original water tower site.  All of this work was done in December 2003.  Ron requested the Council approve payment to Sanders for a total cost for the change work order of $48,950.00. 


David Drake stated he realizes they should be paid since additional work was performed but $48,950 is a lot to pay, too much he believes.  The cost never came up till now. 


Patrick Stoffers said Sander at the Council’s request provided us with more details about the change order and since the work has already been done, the Council is obliged to pay them. 


Chuck Radke asked what could be done to prevent this from happening again.  He said we need to learn from this misunderstanding.


Patrick Stoffers observed it would have been prudent to have the core drilling take place prior to further site and building design which would have saved on this additional cost.


Sandra Hash stated she thought the list from Sanders should have been a more itemized list.  She added in Sanders contract it states before any work was to be done a written request was supposed to come before the Council.  The Council did not receive any written requests. 


Lisa Creech asked who authorized Sanders to proceed. 


Ron McGlocklin stated the entire Council decided to move from the old sewer plant site back to the original water tower site. 


Lisa Creech agreed with Sandra stating within the contract it said written requests were to come before the Council but did not so who actually from the Council spoke with Sanders and authorized them to go forward with this part of it for that dollar amount without bringing it before the entire Council? 


Ron McGlocklin stated he discussed it with Ray Freetage and David Sorokoty.  The only thing he knows is that it was said to go forward with it.


Lisa Creech added for those two individuals to go forward they bound the Council into things they shouldn’t have.


Ed Bitner questioned if the additional money that was originally appropriated for the street lights which was now being funded by the State could be used to fund this additional work order.


Sandra Hash informed Ed the money was in the bond to cover the amount, the issue tonight was whether this claim should be paid since Sanders had exceeded the original amount agreed upon.  She added the street light funds were in the Town’s general fund line and the bond for the Police Station was a separate Debt Service with its own tax rate which will be paid back over the next twenty years.


Patrick Stoffers recommended approving the claim for Sanders and asked for a motion.  Lisa Creech made a motion to approve the claim for $48,950.  Phillip Rogers seconded.  Motion carried 3-1 with David Drake voting no.


Accept bids for furniture and telecommunication equipment for new Police Station


Ron McGlocklin stated the bids have previously been opened and read.  They have one bid from B & L Communications for the telecommunications equipment and one bid from R. E. Anderson for the furniture. 


Sandra Hash read the bids aloud.  R. E. Anderson bid a total of $92,152.28 on the furniture and B & L Communications bid $205,907.00 on the communications. 


David Drake made a motion to accept the bids for furniture for the Police Station.  Lisa Creech seconded.  Motion carried. 


David Drake made a motion to accept the bids for the communications equipment for the new Police Station for $205,907.  Phillip Rogers seconded.  Motion carried.


New Business


Utilities request approval for training


Mike Farmer informed the Council that two of the Utilities employees have Water Operator’s License issued by IDEM and every two years IDEM requires they obtain so many Continuing Education Units.  The American Water Works Association (AWWA) sponsors a State meeting every February which holds seminars, training sessions and educational lectures which allow participation and opportunities for Continuing Education Units (CEU) to be obtained.  He likes to encourage his employees to keep their Water Operator’s License and continue with training which makes a more professional staff.  He requested the Council approve Brian Miller and George Webb to attend this meeting on February 17th, 2004.  We would need to pay for their lunches and the registration costs.  Lisa Creech made a motion to allow Brian Miller and George Webb to attend this training with AWWA on the 17th.  David Drake seconded.  Motion carried.


Building Inspector, Jim Davis request Monroe County Building Department perform inspections on new Police and Fire Stations and to waive the Town of Ellettsville’s building permit fees


Jim Davis explained he has spoken with the County Building Commissioner and he has agreed to perform the inspections necessary for both new buildings.  Jim didn’t feel he should inspect the buildings.  Mike Spencer requested the Council take waiving the building fees under advisement until he looks at it further.


Lisa Creech made a motion to allow the Monroe County Building Department to perform the inspections on the new Police and Fire Stations.  David Drake seconded.  Motion carried.


Lisa Creech made a motion to take under advisement to waive the building permits fees for the new Police and Fire Stations.  David Drake seconded.  Motion carried.


Privilege of the Floor


Marty Hawk with the Monroe County Council announced there will be a free 3 hour grant writing class at the Convention Center on Friday, February 27th, 2004 from 9:00 a. m. to 12:00 p. m.  The class will be an introduction to grant writing including giving tips.  If any one has questions or comments or would like to register for this class they need to contact the person giving the seminar, which is Dr. Linda Keys.  She is the Associate Director of Academic Research at Ball State University and can be reached via e-mail at bbcresearch@bsu.edu (bbc = Building Better Communities).    This is open to everyone. 


Supervisor’s Comments


Jim Ragle wanted to inform the public that the Street Department will be working on the pot holes as soon as they dry out a little. 


Lisa Creech thanked the Street Department for keeping the streets so clear of snow this winter. 


She also wanted to thank both PSI and David Spears.  She had a wiring problem with her hot water heater last week. PSI responded within 30 minutes and their electrician David Spears took care of the problem quickly. 


Lisa informed the Council they have received nine applications for the Planning and Zoning Administrator position.  The position officially closes this Friday.  The Committee meets on February 19th to review the applicants. 


Lisa reported the January 29th meeting about Hartstraight Road being re-opened had a surprising outcome.   INDOT said it was a good possibility that the access from Hartstraight Road and Park Street would be re-opened providing the contract is approved.  However, the State needs letters of support from the Town Council and Park Board welcoming INDOT to re-open Campbell’s Park Drive.  To re-open the road it may encroach on the Park by using part of the parking lot.  That is why they need to send a letter supporting it as well.  She asked if the Council wanted her to proceed with drafting the letter.  Patrick Stoffers told her to proceed with the letter and have it ready for the next meeting. 


Phillip Rogers added INDOT will have it open by June 2004 if they can get the project included on the existing Highway 46 improvement contract.  If they can’t it could be one to two years before it is re-opened. 


Lisa Creech thanked Peggy Welch and Vi Simpson for their assistance with this issue. 


Several citizens have asked to have the street sign marking Park Street replaced.  She has spoken with Jim Ragle and it will be taken care of.


Lisa, as the Street Liaison, asked about the minutes from the Parks Board Meeting.  There was a reference to “if the Street Department can’t get the work for the Parks Department done they should talk to the Utilities Department”.  She wondered if the Parks Board was switching to the Utilities Department for work detail and asked Darlyne to clarify this issue.   


Darlyne Sowder stated David Sorokoty suggested checking with the Utilities if the Street Department didn’t have time to make the repairs they requested. She has not spoken with the Mike or Jeff Farmer yet.     




Patrick Stoffers asked for a motion to adjourn.  Phillip Rogers made a motion to adjourn the meeting.  David Drake seconded.  Motion carried.  Meeting adjourned at 8:15 PM.