November 28, 2016
The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, November 28, 2016, at the Fire Department Training and Conference Room. Scott Oldham called the meeting to order at 6:30 p.m. Kevin Farris led the Pledge of Allegiance followed with a prayer by Scott Thomas.
Roll Call: Members present were Scott Oldham, President; Kevin Farris, Brian Mobley and Scott Thomas. Dianna S. Bastin was absent. Sandra Hash, Clerk-Treasurer; Darla Brown, Town Attorney; Rick Coppock, Bynum Fanyo and Associates, Town Engineer; and Jim Davis, Town Manager; were also present.
Supervisors present were: Mike Cornman, Danny Stalcup, Jimmie Durnil, Jeff Farmer and Mike Farmer.
Approval of Minutes
Scott Oldham entertained a motion for approval of the minutes for the regular meeting on November 14, 2016. Kevin Farris so moved. Brian Mobley seconded. Motion carried.
Accounts Payable Vouchers
Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers. Brian Mobley so moved. Scott Thomas seconded. Motion carried.
Proclamation – Indiana Statehood Day and Bicentennial
Sandra Hash, Clerk-Treasurer, presented a proclamation commemorating the 200th Anniversary of Indiana Statehood and Bicentennial on December 11, 2016.
Town of Ellettsville, Monroe County, Indiana
To All To Whom These Presents May Come, Greetings:
WHEREAS, Sunday, December 11, 2016, marks the 200th anniversary of the day President James Madison signed the act admitting Indiana as the 19th state of the Union; and
WHEREAS, on the occasion of Indiana’s 200th birthday, we honor the culmination of the Bicentennial year in Indiana – a year of celebrating history, nature and community and igniting the future for generations to follow; and
WHEREAS, we take this opportunity today to recognize the many community leaders and volunteers who played vital roles in creating the legacies of this year that we will long treasure and the stories that will be told for years to come; and
WHEREAS, one year ago we celebrated the promise of the Bicentennial year for residents and visitors, today we pause to remember the Hoosier values and pride we saw on display, and make a promise to continue in the spirit of the Bicentennial and create a bright future for our children;
NOW, THEREFORE, We the Ellettsville Town Council, Ellettsville Indiana, do hereby proclaim December 11, 2016
Indiana Statehood Day and Bicentennial
And invite all citizens to duly note this occasion.
In testimony Whereof, I hereto set my hand and cause to affix the official seal of office, Proclaimed at the Town of Ellettsville, Indiana, this 28th day of December, 2016, in the 200th year of Indiana Statehood and in the 240th year of the Independence of the United States of America.
Resolution 24-2016 to Create a State Grant Fund – Local Road and Bridge Matching Grant Fund
Sandra Hash, Clerk-Treasurer, explained the guidelines continue to change on the special Local Option Income Tax (“LOIT”) distribution received earlier this year. This resolution is for an additional fund she has been instructed to create. The Indiana Department of Transportation’s matching money the Town will receive will go in the special grant fund. Then, at the next Town Council meeting there will be a transfer to move the LOIT money into this fund. By then they hope to have the matching amount to pay the paving bill. The paving has been completed. Mr. Oldham explained the LOIT is for the local roads and bridges. Ms. Hash added this is a special distribution not to be confused with public safety.
Scott Oldham entertained a motion to adopt Resolution 24-2016 to create a State Grant Fund – Local Road and Bridge Matching Grant Fund. Kevin Farris made a motion to adopt Resolution 24-2016 to create a State Grant Fund – Local Road and Bridge Matching Grant Fund. Scott Thomas seconded. Roll call vote: Scott Thomas - yes; Brian Mobley – yes; Kevin Farris – yes; and Scott Oldham – yes. Motion carried 4-0.
Ordinances on First Reading
Ordinance 2016-14 Fixing of the Salaries for Budget Year 2017
Sandra Hash, Clerk-Treasurer, explained Town Council did not give raises for 2017. The salary ordinance contains 2016 wages. However, the Town Manager requested changes to the salary ranges. It has been modified so the beginning wage for each position is $1,000 less than the maximum. This allows someone to hire in under the probationary period of one year and have a raise at six months and one year.
Brian Mobley spoke with David at the Department of Natural Resources and he has received information from Rick Coppock that helped to speed up the process. He hopes to have something available by January 2017.
Sewer Rate Study – Doug Baldessari, CPA, H.J. Umbaugh and Associates
Doug Baldessari, CPA, previously advised there would be significant changes to the requirements for the sewer utility, the wholesaler, Eastern Richland Sewer Corporation (“ERSC”), due to 1996 bonds being paid off. A Cost of Service Study was done to look into the sewer rate and how it should be adjusted to recover the costs. The last rate study for the sewer utility was in 2008. An across the board increase was done for Ellettsville Town users and a wholesale cost service study for ERSC and Northern Richland Sewer Corporation (“NRSC”). The last full cost of service study was in 1996. Periodically, a Cost of Service Study should be completed. A Cost of Service Study doesn’t affect all users the same and depends on the usage. The following has changed since 2008:
· Operating expenses increased 14.4% or $162,900 per year resulting in an average increase of 1.8% per year.
· A lease payment of $89,900 for the Utility building per year has been added.
· Capital Improvement and Equipment Replacement increased by $77,800 which is mostly attributed to the phosphorus treatment unit.
· The debt service requirement of $714,400 was eliminated.
· Overall, revenue requirements were reduced by $383,800.
· Non-debt service revenue requirements increased by $330,600.
For Ellettsville Town users there was a decrease in the fixed monthly charge. The sewer rate currently has a base charge which is fixed each month and a flow rate based on per thousand gallon usage. Since the cost for the base charges decreased it will have an effect. The average residential bill for 4,000 gallons will decrease by $5.31 per month. Therefore, the lower base charges will reduce the monthly bills for low volume users. Higher volume users will see a moderate increase due to the increase in the flow charge. A 5/8” to 3/4” normal residential user currently pays $28.70 per month fixed will be reduced to $19.95. The flow charge increased from $3.90 to $4.76 due to operating costs.
ERSC is currently paying a fixed monthly charge of $30,815, a flow rate of $2.45 per 1,000 gallons and $2.97 per bill to the Town. The new structure will remove the fixed monthly charge, adjust the flow charge to $4.17 per 1,000 gallons and increase the billing charge to $3.36 per bill. In summary, the fixed charge is eliminated and flow charge increased. The flow charge increase is due to an increase in flow percentage and administrative allocations, capital improvement plan because ERSC should pay for the phosphorous treatment plan, and the costs shifted previously in fixed charge. Overall, there is a 22% decrease in overall charges based on 2015 flow. ERSC used 116,151,000 gallons in 2015. Based on this usage, the costs of service would not have a base charge and flow charge would be $484,349.67 and the billing charge would be $84,026.88 which totals $568,376.55.
Excessive strength surcharges and the availability charge should be increased. Before the treatment plant was completed there was a $1,500 per connection charge which was removed for ERSC and NRSC when it was built. Now, the base charge is being removed and they will pay the new capacity charge. Currently, it is $1,500 for the Town and the maximum that could be justified is $2,764. Preliminary discussions indicated $2,250 may be a good fee for the Town, new connections and ERSC’s new connections. Some cities and Towns feel charging the maximum of $2,764 is an inhibitor to growth.
Scott Thomas asked if flow is based on actual flow coming in. Mr. Baldessari answered it is based on water billed flow. Mr. Thomas asked if they’re not able to address excessive inflow coming to the plant from other groups. Mr. Baldessari explained it is inherently built in the rates because they’ve allocated the cost to either ERSC or the Town and they have been recovered through the water billed flow. To the extent those infiltration flows are not out of line between the two groups it should be recovered. Most communities in Indiana use billed water flow. Mr. Oldham asked if the percentage of infiltration is identical between the two bodies. Mr. Baldessari answered yes.
Animal Shelter Interlocal Agreement for Fiscal year 2017
Sandra Hash, Clerk-Treasurer, believes the City of Bloomington has approved the agreement. The Town doesn’t have sufficient funds to pay the 2017 contract because they did not hear from animal control before the budgets were completed. They can transfer money from somewhere else or do an additional appropriation. The Town budgeted the 2016 cost of $18,586 and the 2017 cost is $19,760.86 to be paid in June and December. An option would be to encumber from the 2016 budget.
Scott Oldham entertained a motion to approve the 2017 agreement. Scott Thomas so moved. Kevin Farris seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Brian Mobley – yes; and Scott Thomas - yes. Motion carried 4-0.
Scott Oldham entertained a motion to encumber money from the 2016 budget to pay for the shortfall. Kevin Farris so moved. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Brian Mobley – yes; and Scott Thomas - yes. Motion carried 4-0.
2017 Agreement to Provide Community Access Television Service (“CATS”) for the Town of Ellettsville
Sandra Hash, Clerk-Treasurer, explained CATS provided their figures in time for the 2017 budget. Ms. Brown added there is a $565 increase from 2016. Mr. Mobley asked if the move to new Town Hall is included in the agreement. Mr. Davis answered it will be the same setup at new Town Hall. Mr. Oldham asked if permanent cameras have been added for new Town Hall. Mr. Davis doesn’t think they provided for permanent cameras.
Scott Oldham entertained a motion to pay the agreement with Community Access Television Service. Brian Mobley made a motion to pay the agreement with Community Access Television Service. Scott Thomas seconded. Roll call vote: Scott Thomas - yes; Brian Mobley – yes; Kevin Farris – yes; and Scott Oldham – yes. Motion carried 4-0.
Authority to Block Streets on December 10th for Santa on Sale Street
Scott Oldham made a motion to give authority to the Town Marshall and Street Department to close the streets where they see fit for as long as necessary. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; Kevin Farris – yes; Brian Mobley – yes; and Scott Thomas - yes. Motion carried 4-0.
Town Manager Comments
Jim Davis, Town Manager, provided an update on the construction of new Town Hall. The asphalt base coat is down. He commended the Street Department and Utilities for helping with the base coat and they did a superb job. By the Town doing the base coat there was a substantial savings. Drywall is almost completed and they will start priming in the next few days. Some of the brick and limestone is up and should be finished in the next few weeks. The project manager thinks the move-in date may be Christmas Day. There will be areas with no grass and sidewalks are in. It is uncertain if all of the electronics will be functioning on the first day.
Sandra Hash, Clerk-Treasurer, mentioned at budget time it was discussed not allowing supervisors to encumber into 2017 and it is about time to start the process. Mr. Oldham is uncertain if that is realistic and should be on a case-by-case basis. Things may be ordered that can’t physically be delivered before the end of the year so they will have to encumber some money. Mr. Mobley doesn’t think supervisors should carry funds over to next year to pay for items. Mr. Oldham remarked there are some expenses that this cannot be avoided. Mr. Davis added this has been discussed in the supervisor meetings and thinks they can keep a close eye on the encumbrances.
Fire Chief Mike Cornman was pleased to see H.J. Umbaugh & Associate’s report and that Ellettsville is in the middle of the state average. It is important to the community and the future of Ellettsville.
Scott Oldham entertained a motion to adjourn. Kevin Farris so moved. Scott Thomas seconded. Scott Oldham adjourned the meeting at 7:04 p.m.