October 26, 2009
Roll Call: Members
present were Dianna Bastin, President; David Drake, Vice-President; Scott
Oldham, Phillip Smith and Dan Swafford.
Adopt the 2010 Budget
Bastin entertained a motion. Dan
Swafford so moved. David Drake
seconded. Roll call vote: Dianna Bastin – yes; David Drake – yes; Scott
Approval of Minutes
Dianna Bastin entertained a motion for the approval of the minutes for the Regular Meeting October 13, 2009. Scott Oldham so moved. Dan Swafford seconded. Motion carried.
Accounts Payable Vouchers
Dianna Bastin entertained a motion for action to pay Accounts Payable Vouchers. Phillip Smith so moved. Dan Swafford seconded. Motion carried.
Resolution 21-09 Transfer of Funds
Drake made the motion we adopt Resolution 21-09. Dan Swafford seconded. Roll call vote: Dianna Bastin – yes; David Drake – yes; Scott
Maximus for a Capital Improvement Plan
Darla Brown, Town Attorney has been discussing the contract with Christi Reinhardt of Maximus. Maximus has agreed to two changes brought up during the last Town Council meeting.
Ms. Brown recommended the contract be approved.
Drake made a motion we approve the contract as amended with Maximus for the
Capital Improvement Plan. Scott Oldham
seconded. Roll call vote: Dianna Bastin – yes; David Drake – yes; Scott
Agreement to extend the I-69 Grant agreement for four months
Oldham made a motion we approve the agreement between the Town of
Agreement between the Town of
Becky Wines, Office Manager Utilities Department explained this software will give the Utilities Department the ability to withdraw the monthly utility bill from customers’ checking or savings account for those who choose to use the service. Becky explained the procedure: the Utilities Department will bill the customers and the money will be withdrawn immediately from their account at the beginning of the month. Phillip Smith asked if it was the same day every month. Becky answered it will be “the first working business day of the month”. The Utilities Department needs to start with a small sampling “to work out the bugs” before offering it to everyone. Dan Swafford feels this is a wonderful thing. Becky stated this will be for Ellettsville customers only, in the beginning. There will need to be an agreement with Eastern and Northern. Dianna Bastin said the customers will be responsible for understanding their banking system and when the charges will be debited. Becky Wines stated a bill will be sent to the customers showing what has been deducted from their account. The first month bill will be a “pre note and testing period”. The second month will deduct the payment.
Smith made a motion to accept the agreement between the Town of
Swafford asked how much support will be given during the transitional
period. Becky said twelve months and
added there will be a three hour training period. Dan asked if updates are included in the
first year or as long as we own the software.
Becky did not know for sure but stated
Smith stated the “on-line bill pay” has been discussed. There is a monthly fee attached to it.
Scott Oldham asked what the provisions were to correct mistakes or errors; will the Town be responsible if we made the mistake. Becky explained the first “round” of withdraws will “remove” all funds the customer owes. Using an example she does not see how more money will be taken on a regular basis. Sandra explained: a data file will be created to be transmitted to the bank. The file will have totals on it that be doubled checked. The procedure is a similar to payroll direct deposit. I can also choose the date for the deposit. Dan recommended tabling this until the next meeting and he would like to meet with Komputrol to clarify this.
Dianna Bastin asked Phillip Smith if he would like to withdraw his motion. Phillip Smith said yes. Dianna Bastin asked Dan Swafford if he would like to withdraw his second. Dan Swafford stated “I withdraw”.
Swafford made a motion to table this until the next meeting. David Drake seconded. Roll call vote: Dianna Bastin – yes; David Drake – yes; Scott
Dianna Bastin asked Becky Wines to see if the bills will be able to be paid two days before they are due as opposed to the first of the month. David Drake asked to check into the actual cost of the town doing on-line payments. Sandra stated the on-line payments are separate from this software. We have talked to another company who would like to handle the credit cards along with the on line payments. There would be no cost to the Town but the customers who use the service would pay a convenience fee. Indiana Code allows the Town to assess a fee to the user of the card rather than absorb the cost. When we first started taking credit cards the Town Council, at that time, voted to absorb the credit card fees. If we choose to go with another company, separately, it would charge a three percentage fee to the customer. Sandra stated anytime a charge card is used a fee is assessed.
Jeff Farmer, Ellettsville Utilities announced the Utilities
Department will be conducting “Smoke Testing” in the upper part of
David Drake said it is tempting to say not to fill the position to save some money but the appropriate time to have said that would have been when the budgets were being done and to cut that position out at that time. Now is not the time to cut the position when it is a position that has a lot value for the money. As an elected official, Sandra does not have to approach the Town Council to fill that position. Sandra can hire her own employees as long as it is in the budget. The Town Council could cut the money out of the budget. David Drake reiterated now is not the time to cut this position out if Sandra really needs it. Phillip Smith clarified he does not want to cut the position. Scott Oldham questioned the days left in the year with all the holidays coming up. Sandra has not looked at the calendar but stated the part-time position is for Tuesday and Thursday and if a holiday falls on those days they would not work.
Bastin stated when the budgets were being done; they all fought very hard to
keep the employee force, this position was budgeted in, the money is there and
the position can be filled. There are
other departments that are currently holding positions until the first of the
year even though they have the money in their budgets. The town does not know where they are going,
as far as financially. The Council has
talked nonstop about saving money any way they can. Dianna would like to see the position held
until the first of the year to see if the Clerk’s office can manage. The Census is coming up and Dianna stated
Lieutenant Clouse, with the Fire Department, is the employee who will be taking
care of it. The Planning Department will
be transcribing their own minutes.
Scott Oldham asked Sandra how long it would take to fill the position. Sandra does not think it will take long to fill; she has already had some inquiries. Two weeks max. This position will start at $10 and receive one hour PTO (paid time off) for every twenty four hours worked. Dianna realizes her opinion is not popular and once we get to a certain level we do not want to give up personnel; we do not want to lose anything. The day is coming where we will have to make those hard decisions.
Swafford made a motion to fill the position.
David Drake seconded. Roll call
vote: Dianna Bastin – no; David Drake –
Privilege of the Floor
Parking Lot Barriers
Tom Dixon attended the last meeting and asked if the Council came up with solution to protect the building he is making the Mason statues in. Dianna asked Phillip, the Street Liaison, if anything had been considered. Phillip Smith said no, he had not talked to Jim Ragle about it. Dianna stated the building is in a town parking lot and she did not look at the agreement when the building was first put in. Sandra said it was a requested at a Council meeting. There was no written agreement. David Drake would like Jim Ragle to do what he can to help. Tom Dixon removes the snow from the roof of the building and around it. Dianna’s concern is the Town has a truck that plows the alley. If the Masons have a concrete barrier put in the front of the building the truck might not be able to plow. Dianna asked how much longer it will take to finish. Mr. Dixon said he is hoping to have it finished by the summer.
Scott Oldham said if the department heads do not care then we should just put the parking blocks up. Tony Bowlen asked which side of the building needed the barricade. It was clarified the side facing the library. Dianna asked Jim Ragle to put a barrier up in front of the building at least six feet away from the door. Dianna asked Tony Bowlen to patrol the area and make sure it is safe where emergency vehicles can get through.
Comments on part-time position
Ron Wayt said there was no public comment requested or offered for the part-time position. Ron does not understand why all the other departments can do without employees that need employees. During his tenure as Fall Festival President, the part-time employee was used to do Fall Festival business at the direction of the Clerk-Treasurer. That was billed to the taxpayers of Ellettsville. There have been situations when calls were made to the Clerk’s office, when the full-time employees were not there, and the part-time person had to take a message and call back. Ron Wayt feels an answering service would work better. There is no reason why two months, with the holidays coming up, that this position should be filled and save the town money. Any little bit helps. Ron asked if the Clerk gets to fill her position because she is an elected official. The Town Council controls the budget and they need to start controlling these things to save money. The money was given to the Clerk for the position. There is no money for the Police Department to get breathalyzer tests; they have to get a grant from Wal-mart. The money needs to be spent elsewhere.
Dianna Bastin invited everyone to a forum the Chamber of Commerce is
holding. The forum will be on the
strengths, weaknesses, accomplishments and threats facing the community of
Ellettsville. The valuable information
gathered during this forum will be evaluated by the State Office of Community
and Rural Affairs (OCRA) to be used to further shape the growth of
Ellettsville. The forum is a combined
effort of the Ellettsville Chamber of Commerce, Town of
Dianna Bastin has job applications for Census employment.
Dianna Bastin reminded residents the leaves go on the edge of the yard (not in the storm gutters and not on the street) for the Street Department to pick-up.
Available Town Positions
Dianna Bastin entertained a motion to adjourn. David Drake so moved. Dan Swafford seconded. Motion carried. Dianna Bastin adjourned the meeting at 8:27 p.m.