March 10, 2003



The Ellettsville, Indiana, Town Council met in special session at 6:30 PM, Monday, March 10, 2003 at the Town Hall prior to the regular Council Meeting.  David Sorokoty called the meeting to order.  


Topic of Discussion:  Presentation by H. J. Umbaugh & Associates about financial planning for the Town. 


Mr. John Seever and Kathy Raver represented H. J. Umbaugh.  Mr. Seever gave a summary of the services they have performed for the Ellettsville Utilities office and referenced projects they have been involved with for other Towns and Cities stating that I. A. C. T. has chosen to employ their financial services as well.  H. J. Umbaugh has been in business for 53 years and has extensive experience is financial matters with a broad scope of clientele.  They have three offices, one in Indianapolis, one in Plymouth, Indiana and one in Lansing, Michigan. 


Ms. Raver gave examples of capital project plans they have composed for the cities of Princeton and Shelbyville and explained what they are proposing for Ellettsville.  She explained that a Capital Comprehensive Plan should be developed first to review what projects the Town needs.  Meetings with Council Members and Department Supervisors would be necessary to determine each entities budgets, goals and to make sure there are no conflicting ideas for projects.   She discussed funding possibilities such as issuing bonds for capital improvements explaining that outstanding debts and future projects costs would be looked at as well as the cost impact to the taxpayers. 


Mr. Seever mentioned several meetings would be needed from draft to final stage to develop a Capital Comprehensive Plan for Ellettsville.  He closed by saying it would take approximately 45 to 60 days to design a plan for the Town and it would cost between $7,500 to $10,000 dollars.   


David Sorokoty said there would be a special session later this week to discuss the proposals from Financial Solutions Group, Inc. and H. J. Umbaugh & Associates to determine which Financial Planner would best suit Ellettsville’s needs.  Ray Freetage stated that the Council has an idea of what needs to be done but they need guidance, pointing out that was the reason for deciding to hire a financial planner.  The Council agreed that not doing something could be more harmful to the Town than moving forward and that now is the time to start planning out Ellettsville’s financial future.  David Sorokoty closed the meeting at 6:56 p. m.




The Ellettsville, Indiana, Town Council met in regular session at 7:30 PM, Monday, March 10, 2003 at the Town Hall.  David Sorokoty called the meeting to order and 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; Lisa Combs-Creech, Geraldine McIntyre and Ray Freetage.  Also present were Sandra Hash, Clerk-Treasurer and Mike Spencer, Attorney.   


Supervisors Present:  Deputy Chief Mike Cornman represented Jim Davis, Jim Ragle, Ron McGlocklin and Mike Farmer.




Denise Knell was appointed as the Democrat to fill the vacancy on the Board of Zoning Appeals.


Rick Coppock was appointed as the designated MS4 storm water manager.




Approval of Minutes of the regular meeting on February 24, 2003 and special session on February 27, 2003


Ray Freetage moved to approve the February 24th and February 27th minutes.  Lisa Combs-Creech seconded.  Motion carried.


Action to pay Accounts Payable Vouchers


Geraldine McIntyre moved to approve the accounts payable vouchers.  David Drake seconded.  Motion carried.




Resolution 05-03 to adopt a written fiscal plan and to establish a policy for the provision of Town services to an annexed area (Chester and Betty Martin property at 5323 N. Union Valley Road)


David Drake read by title.  Chester Martin explained that he had met with Rick Coppock, Sandra Hash and the Planning Board.  He also has notified the property owners near his property and the driveway has been approved.  It is 3.75 acres that will be divided up into 10 parcels.  David Drake explained that the property was 45.8% contiguous with the Town’s boundaries, which is more than sufficient and is currently zoned Rural Reserve Agricultural by the County.  The Plan Commission recommended it be rezoned R-1 and there will be no additional costs or requirements to the Town to annex this property.  The Town’s current services will be sufficient to handle the additional property.  David Drake moved to adopt Resolution 05-03.  Ray Freetage seconded.  Motion carried. 


Ordinances on First  Reading


Ordinance 03-02 annexation of adjacent and contiguous territory to the Town of Ellettsville


David Drake read by title introducing Ordinance 03-02.  The property, which is 3.75 acres is owned by Chester and Betty Martin.  David Drake explained that the Plan Commission Board recommended zoning the area R-1.  For voting purposes the property will be in ward 4. 


New Business


Request to extend lease agreement for an additional year with Holt Equipment for the excavator. 


Mike Farmer explained that the original lease agreement on the excavator with Holt Equipment was for 2 years for Utilities projects in conjunction with INDOT’s  State Highway 46 construction but it is taking longer than anticipated to finish the projects and they still need the equipment.  Holt has agreed to extend the lease for an additional 12 months.  Mike requested the Council approve extending the lease.  Geraldine McIntyre made a motion to extend the lease agreement with Holt Equipment for 12 months.  David Drake seconded.  Motion carried.


Capacity Certification / Allocation letter from Prominence Homes, Inc.


Rick Coppock explained that this is a request to update a previous acceptance.  In 1998 the Town gave Melvin and Verbia Sutherlin a capacity certification letter giving them permission to build Deerfield subdivision on Thomas Road.  The property has been sold and the new owner’s engineers are requesting a new capacity certification letter for the property; which is already on Ellettsville’s sewer.  It is 30 acres with 96 homes, which would be approximately 310 gallons per home a day.  David Drake reiterated that when capacity letters are requested that it is not the




hooking on of new houses that is the problem but, the hooking on of new houses on lines that have serious problems with in-flow and infiltration problems that matters. 


In this case there is not a problem.  David Drake made a motion to approve the capacity certification / allocation letter for Prominence Homes.  Geraldine McIntyre seconded.  Motion carried.


Animal Management report from Karla Frownfelter


Karla represented Ellettsville at the last Animal Control meeting, which was March 3rd, 2003.  She received statistics on how many calls they have received and of those calls how many were from Ellettsville.  In January they received 212 calls in the County, 30 were from Ellettsville.  In February they received 122 calls and 12 were from Ellettsville.  They also discussed creating a new animal control ordinance for Monroe County.  The Board is currently reviewing other counties animal control ordinances.  The Council questioned whether the 42 calls from Ellettsville were confirmed as in the Town limits.  Karla said she would research this and get back with more information.  The Council thanked and commended her for the report.




Hoosier Environment Council Action Fund will be canvassing door-to-door in Ellettsville during the month of March – Canvassers will be allowed to go door-to-door until 9:00 p. m.



Privilege of the Floor


Darlyne Sowder, Co-chair of the Citizens for State Highway 46 Improvement Committee, a group dedicated to improving Highway 46, announced that either March 13th or 15th Temperance Street will be closed for two-way traffic.  It will be open for local traffic only for approximately one year.  Main Street will be open to two-way traffic.  Ellettsville businesses will be open during this time and eager to serve their customers.  Signs will be posted to show people how to access the businesses using Vine and Association Streets.  Hoosier Outdoor Advertising is donating a billboard to help get the word out that Ellettsville is not closing down. 


Ed Bitner asked Jim Ragle if the Street Department would still be able to pickup brush on Main Street.  Jim said the Street Department would start at the end of March or beginning of April picking up brush.  Jim requested the brush be piled in the residence’s yard and not on the sidewalk or protruding into the street.  Ed also suggested the Town of Ellettsville impose an ordinance prohibiting the use of jake brakes in the town limits. 


Supervisor’s comments


Mike Farmer reported the Utilities crews are currently working on Temperance Street. They are starting to replace sewers.  They will also be working in Monroe County Library parking lot.  He emphasized the library will still be open and accessible.  He also said the Utilities would like to replace a nine year old pick up truck. He has quotes from both Royal Chevrolet and Curry GMC.  They will be trading in or selling the pickup they now have.  Ray Freetage questioned which truck would be sold.  The new truck will be for the foreman Brian Miller.  It will be a ½ ton king cab to allow storage inside the truck.  He currently has a ¾ ton truck, which will be outfitted with a dump bed and placed in the construction fleet.  The truck they are replacing has 85,000 miles, 6 cylinders, and two-wheel drive.  It is not suited for utility work.  It can’t be used off road.  The Utilities would like to use a 5-7 year replacement plan for trucks. The purchases are spread out to no more than 2 per year.  It will be white with an Ellettsville insignia and appropriate flashers. 



The price for a truck at Royal is $27,167.  The price at Curry GMC is $23,166.59.  David Drake pointed out that Curry is within the Ellettsville Town limits.


David Drake moved to approve the Utility Departments purchase of a ½ ton, 4 wheel drive pick up truck from Curry GMC.  Geraldine McIntyre seconded the motion, motion passed. 


Geraldine McIntyre moved to declare the 94 GMC surplus properties.  Lisa Creech seconded, motion carried.   


Ron McGlocklin made the request to fill the vacancy created by AJ Bohall’s family leave, which starts on March 19, 2003.  There is a capable Reserve Deputy Marshal who has completed the 40-hour pre basic, domestic violence training, blood borne pathogens, hazmat training and completed all the programs given by the department.  The candidate is Russell Harris.  He would be considered temporary fulltime with no benefits for the twelve weeks of Officer Bohall’s leave.  He would work Bohall’s shift.


Ray Freetage made the motion to hire Russell and put him to work when necessary.  David Drake seconded, motion passed.


David Drake asked about employee benefits during a leave.  Sandra explained the leave was an unpaid family leave, and therefore his benefits would also be suspended during the leave.  He could pay the full amount of the insurance himself and retain coverage during the leave.  Ron confirmed Officer Bohall was advised on the insurance.


Rick Coppock as Designated Storm Water Manager requested permission form the Council to forward a letter to the Indiana Department of Environmental Management stating “It is our understanding that Indiana’s Phase II Municipal Separate Storm Sewer System (MS4) permit by rule will not be effective until June or July of this year.  After the IDEM final Rule 13, general permit requirements, and the notice of intent application are available, we intend to comply with the Phase II rule.  It is our understanding that IDEM and the EPA will accept this letter as notification of the intent to comply with the Phase II rule.  Our community believes in cleaning up our waterways, but we need to responsibly select the options that are best for our community.  Therefore, it is not prudent to submit our application until the rule is effective.  Our community will complete the NOI permit application and Part A of the Storm Water Quality Management Plan within 90 days of the effective date of the rule, general permit, and application by the State.”   Ray Freetage replied to sign away.


Darlyne Sowder, Park Board President, reported the Park Board approved the Eagle Scout project of Jason Schunn for Memorial Park.  They are seeking funds from the Township Trustee and the local VFW post to pay for the materials.  Jason and other scouts will provide the labor.  Jim Ragle and the Street Department will help with removal of stone from the site.  The VFW also reviewed the plans.


5 Year Park Master Plan The Graduate Students from Ball State University will be conducting a information gathering session at Town Hall on March 22nd and 23rd   at 10:00 am to receive public input on beautification efforts in Ellettsville and the 5 Year Master Plan for the Parks.


Geraldine McIntyre met with Rick Coppock, Marian Jacobs, Dennis Fisher, and John Davis earlier today.  John Davis gave the Town a 20 foot easement for a road to the Senior Citizens Housing.  Geraldine will have Mike Spencer prepare an agreement.  Rick explained the road would be 18 feet wide from the Senior Citizens Housing connecting at the intersection of McNeely and Matthews Road.  This





would provide an entrance to the Senior Citizens Housing to alleviate some of the concerns in exiting onto the highway, especially during time of using Main Street for two way traffic.  Geraldine has been working with the Senior Citizen Board Members to secure funding for the road.  The Town will provide labor and equipment.   Geraldine is also working with the Indiana Department of Commerce Community Focus Fund through Vi Simpson for funding.   The cost is estimated to be $29,829. 


Geraldine also announced the Scouts will be collecting food for the needy on March 15th.  If you want to donate leave your food in a bag at your front door.


On March 24th Judy Sharp will speak on reassessment at the Chamber of Commerce Leadership Luncheon held at Putters Park.


David Sorokoty thanked Jeff Ellington and Franklin Andrew for the rally Saturday in Bloomington supporting the troops.  He also requested a work session for the Council and Supervisors on Thursday March 13th.




David Sorokoty asked for a motion to adjourn.  Geraldine McIntyre moved to adjourn.  David Drake seconded, motion carried.  The meeting was adjourned at approximately 8:25 p. m.




_____________________________              __________________________

David Sorokoty, President                                     David Drake, Vice President




_____________________________              __________________________

Lisa Combs-Creech                                             Ray Freetage




_____________________________              __________________________

Geraldine McIntyre                                             Sandra C. Hash, Clerk-Treasurer