March 11, 2013






The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, March 11, 2013, at the Fire Department Training and Conference Room.  Dan Swafford 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 Dan Swafford, Vice President; Dianna Bastin and David Drake.  Scott Oldham and Phillip Smith were absent.  Sandra Hash, Clerk Treasurer, Darla Brown, Town Attorney, and Rick Coppock, Bynum Fanyo & Associates, Town Engineer, were also present.


Supervisors Present were:  Jim Davis, Russell Harris, Connie Griffin, Mike Farmer and Jeff Farmer.


Approval of Minutes


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


Accounts Payable Vouchers


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


Clerk-Treasurer’s Report

February 2013 Fund Balances







Beginning Balance



Ending Balance







$   485,861.13

$      61,254.21

$    154,286.77

$     392,838.57







$     54,372.33

   $      35,733.07

$      32,152.20

$       57,953.20






Water O&M

$   201,584.52

 $    143,437.68

$    165,931.00

$     179,091.20






Waste Water O&M

$   309,836.36

$      98,932.46

$    168,149.85

$     240,618.97


Proclamation for Disability Awareness Month






WHEREAS, the month of March, 2013, has been designated as “Disability Awareness Month” to celebrate and recognize people with disabilities by the Governor of the State of Indiana; and


WHEREAS, disability is a natural part of the human experience and in no way diminishes the rights of individuals with disabilities to live independently, enjoy self-determination, make choices, contribute to society and experience full in the economic, political, social, cultural and educational mainstream of American society; and


WHEREAS, family members, friends and members of the community can play a central role in enhancing the lives of people with disabilities especially when the family and community are provided with necessary support services; and public and private employers are aware of the capabilities of people with disabilities to be engaged in competitive work in inclusive settings; and


WHEREAS, the goals of this town and state properly include providing individuals with disabilities the opportunities and support to make informed choices and decisions; live in homes and communities where such individuals can exercise their full rights and responsibilities as citizens; pursue meaningful and productive lives; contribute to their family, community, State and Nation; have interdependent friendships and relationships with others, and achieve full inclusion in society.


NOW, THEREFORE, the Town Council of Ellettsville, does hereby proclaim the month of March, 2013, as





n the Town of Ellettsville, and call upon citizens of Ellettsville to observe the month with appropriate programs and activities, furthermore, the citizens of Ellettsville are encouraged to seek counsel and input from any person or group with knowledge and expertise in matters concerning disabilities.


IN TESTIMONY WHEREOF, I have hereunto set my hand and caused to be affixed the great seal of the Town of Ellettsville, at the Town Council Chambers on this 11th day of March, 2013.




Resolution 03-2013 to Adopt a Written Fiscal Plan and to Establish a Policy for the Provision of Town Services to an Annexed Area – the CVS Annexation


Darla Brown, Town Attorney, explained this is a resolution for approval of the fiscal plan drafted by Connie Griffin.  The ordinance on the agenda for first reading can be heard by the Town Council no earlier than May 28, 2013.  Then the Town Council may vote on it no earlier than July 8, 2013. 


Dan Swafford asked if this passes, will CVS be sent a letter.  Ms. Brown replied they will get notice and will have an opportunity to appear at the hearing in May and make whatever arguments they see fit to the Town Council with regard to the proposed annexation.


David Drake made a motion to adopt Resolution 03-2013.  Dianna Bastin seconded.  Roll Call Vote:  Dan Swafford – yes; Dianna Bastin – yes; and David Drake – yes.  Motion carried 3-0.


Ordinances on First Reading


Ordinance 2013-04 Concerning the Annexation of Adjacent and Contiguous Territory to the Town of Ellettsville – the CVS Annexation


Darla Brown, Town Attorney, explained this is the first reading for the CVS annexation.  The ordinance and resolution can be introduced at the same meeting. 


Old Business


KRC Catering, Julian Prall, Discussion on Music Concerts, April 18 – 19, 2013


Dan Swafford explained a meeting was held with KRC Catering the week of March 4, 2013, in which the Town’s concerns were discussed.  They are not ready to come back before the Town Council.  This should be tabled until KRC contacts the Town Council.


Council Comment


Dianna Bastin recognized the Edgewood basketball team sectional champions, their valiant effort to regionals and Coach Jeff Farmer. 


Supervisors Comments


Fire Chief Jim Davis requested a salary increase for Jason Webb who was hired in 2012.  The Personnel Policy states a firefighter is to go through six months and receive a partial increase and after one year they increase to the full salary of an entry level firefighter.  His salary will increase from $39,592.45 to $41,107.45.


Dan Swafford entertained a motion to raise firefighter Jason Webb up to the scheduled increase in his salary of $40,607.45 plus his $500 education pay for a total of $41,107.45.  David Drake made a motion to raise firefighter Jason Webb up to the scheduled increase in his salary of $40,607.45 plus his $500 education pay for a total of $41,107.45.  Dianna Bastin seconded.  Roll Call Vote:  Dan Swafford – yes; Dianna Bastin – yes; and David Drake – yes.  Motion carried 3-0.


Jeff Farmers, Ellettsville Utilities, presented a request for a software upgrade.  They had three different companies give presentations to him, Mike Farmer, Dan Swafford, Utilities and Clerk-Treasurer staff.  They are asking to go with BS&A which is the highest price software company.  They offer 20 days of training and several modules.  They have checked their references and they are working in Indiana.  They will bring the Town up-to-date with what everyone is using in the industry.  They are currently using Komputrol but they are no longer updating utility billing. 


Dan Swafford agreed with Mr. Farmer’s comments.  They’re current with today’s technology.  They chose the right company to go with.  Bringing the Town up to the new technology is something that is long overdue.  Will the cost of the software be divided between the Water, Sewer and General funds?  Mr. Farmer replied that’s his recommendation.  Obviously, Water and Sewer will pay for what they need which is approximately $49,000.  The remainder will be split with Water and Sewer paying fifty percent and the General Fund paying fifty percent.  Sandra Hash added it’s the accounts payable, accounts receivable, payroll and general ledger modules.  Mr. Farmer noted they will also use the general ledger in utilities for part of their bookkeeping.  Ms. Hash advised she will have to do an additional appropriation because she doesn’t have the funds in her budget.  They won’t have to pay BS&A until the installation is complete.  BS&A has advised it will probably be June before they can install the software. 


Dianna Bastin asked if they will be going paperless.  Mr. Farmer replied they have the ability to but it will be the customer’s choice.


Dan Swafford explained there will be a kiosk in the lobby of the billing office for customers to pay on-line.  Ms. Hash added now customers outside of Town who are serviced by Eastern have to write two checks.  With the new software they will write one check and it will be separated on the accounting side.  Mr. Farmer noted it will also reduce the labor costs associated with the current software and will pay for itself back over the long term.  He asked the public to be patient with the billing office during the transition.  They will be running both systems for two billing cycles.


Dan Swafford entertained a motion to accept the software proposal for BS&A.  Dianna Bastin made a motion to accept the software proposal for BS&A.  David Drake seconded.  Roll Call Vote:  Dan Swafford – yes; Dianna Bastin – yes; and David Drake – yes.  Motion carried 3-0.




Dan Swafford entertained a motion to adjourn.  David Drake made a motion to adjourn.  Dianna Bastin seconded.  Motion carried.  Dan Swafford adjourned the meeting at 6:353 p.m.