October 27, 2003





The Ellettsville, Indiana, Town Council met in special session on Monday, October 27th, 2003 at the Town Hall prior to the regular Council Meeting.  David Sorokoty called the meeting to order at 7:10 PM.


Present:  David Sorokoty, David Drake and Geraldine McIntyre.  Also present was Sandra Hash, Clerk-Treasurer.


Topic:  Zoning Administrator job description draft version


(Note:  Ray Freetage used a job description document he requested from Town Planner Bill Land and only made a few minor changes to it for the Zoning Administrator job description.)


David Sorokoty reviewed the draft job description asking the Council’s interpretation and clarification on various points.   Some points he brought up for discussion were: 

1.      Is the position full-time or part-time?

2.      Will the person work out of the Town Hall offices.

3.      Is this person separate from health control issues?

4.      Is this person separate from the Building Inspector duties?

5.      Who does this person report to?

6.      Does the Planning and Zoning Board need to see this description.


He opened the floor for discussion and asked for their opinions.


David Drake said it was fine to him for now and if it needed to be fine tuned later that could be done then.


Sandra Hash said we only have $11,000.00 to work with if Bill Land is not appointed as the Zoning Administrator.  She feels the person should work in the office to be the most functional and accessible to the public for complaint issues.  She thinks the zoning person could check into the health issues just as easy since they would already be out in the Town.


Geraldine McIntyre said this person should be separate from the Health Officer adding the Zoning Administrator will have his hands full by just dealing with zoning issues.  She pointed out and asked who will be enforcing the Zoning Administrator’s decisions on issues.  She added on the parking issue, since they have not acted on it then according to State Law that issue has to go back before the Plan Commission Board and have that ordinance re-worked.  Always in the past, if someone was appointed to fill a position they reported to just one person on the Council, usually the President then that person consults with the rest of the Council, then it would be determined whether any issue needed to be discussed in a public meeting.  The Plan Commission doesn’t need to approve this description.


David Drake said the Zoning Administrator will enforce the provisions of the zoning ordinances by writing tickets on violations if needed.  The Building Inspector’s duties would be separate from the Zoning Administrator’s duties.  The person should report to the one person on the Council then that person could bring any issue that called for a decision before the rest of the Council.  The President of the Council is a likely choice.  He agreed the Plan Commission doesn’t need to approve the description.


The Council agreed the job description was okay to approve. 


David Sorokoty requested the Council review the document again and write down any revisions they may like to consider next time.  It will be put on the Agenda for further discussion at the next Council Meeting and voted on at that time.  He closed the meeting.


The meeting adjourned at 7:23 PM.



The Ellettsville, Indiana, Town Council met in regular session at 7:30 PM, Monday, October 27th, 2003 at the Town Hall.  David Drake called the meeting to order.  David Sorokoty 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; and Geraldine






McIntyre.  Also present were Sandra Hash, Clerk-Treasurer; Mike Spencer, Attorney and Rick Coppock, Engineer.  Ray Freetage and Lisa Combs-Creech were absent.


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


David Sorokoty thanked David Drake for filling in at the last Council Meeting while he attended his son’s track meet at Sectionals.


Approval of the meeting minutes for October 14th, 2003


Geraldine McIntyre moved to approve the minutes.  David Drake seconded.  Motion carried.


Action to pay Accounts Payable Vouchers


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


Ordinances on Second Reading


Ordinance 03-20 to establish a fee for copies and facsimile transmissions


David Sorokoty read by title and asked Sandy to explain.  Sandra Hash explained there has been a need for this fee to be in place for some time with the increase in public copies requested.  The State mandated this a while back and this needs to be taken care of.  The fees will replace materials used; there will not be a profit.  David Sorokoty summarized:  standard copies will be .10 per side, facsimile transmissions will be .25 per copy and audiotapes will be $2.00 per tape.  David Drake made a motion to adopt Ordinance 03-20.  Geraldine McIntyre seconded.  Motion carried.


Old Business


Springs Valley, section 3 Final Plat Approval


Rick Coppock explained their request saying the sidewalk has been completed and everything is in place except for the items listed in the letter of credit.  David Drake made a motion to approve the Final Plat for Springs Valley Subdivision, section 3.  Geraldine McIntyre seconded.  Motion carried.


Union Valley Farms, section 3 Final Plat Approval


Rick Coppock explained this request saying everything is complete except for the items they have bonded for.  Geraldine McIntyre made a motion to approve Union Valley Farms, section 3 Final Plat.  David Drake seconded.  Motion carried.


New Business


Rule 13 Notice of Intent – Rick Coppock


Rule 13 concerns improving storm water quality in urbanized areas by keeping the roads, parking lots, driveways, lawns and ditches clean instead of letting rainfall rinse them clean.  Rule 13 comes from the National Pollution Discharge Elimination System program, which is the same thing as phase II of the Federal Clean Water Act.  The term MS4, which is used in the Federal Clean Water Act, is by definition a Municipal Separate Storm Sewer System.  In Indiana, Rule 13 started in Indianapolis and is now filtering down to more urbanized communities such as the Bloomington and Ellettsville area.  MS4 entities are supposed to educate and inform the public on pollution prevention as well as provide opportunities for public participation.     


Rick Coppock explained since the Town of Ellettsville is considered as an MS4 entity we must submit a “Notice of Intent” (NOI) to IDEM by November 4th, 2003 which notifies them of the Town’s intent to comply with Rule 13.  This is the first step in developing a Storm Water Quality Management Plan as required by Rule 13.  The NOI should include the operator’s name, contact information and a listing of the storm water outfall receiving waters.  “Part A: Initial Application Certification Submittal and







Checklist” which provides additional contact information, a schedule of activities for compliance and a preliminary budget proposal should also be submitted with the NOI.     

He explained the collection points for all the rain water run off must be mapped out and charted checking for pollutants.  In addition, the Town will have to start tracking all of the salt, sand and fertilizer that is put on the ground.  All construction plans should be monitored prior to construction as well as during construction and long term.  The expense incurred by complying with Rule 13 can become costly.  He added


Bloomington has a storm water utility and charges a user fee for storm water run off which helps offset the cost to the city. 


David Drake made a motion to authorize Rick Coppock to send the letter to IDEM.   Geraldine McIntyre seconded.  Motion carried.


(For more details see Council Minutes February 24, 2003 Presentation Reference:  Todd Stevenson, Monroe County Highway Department Drainage Engineer – Rule 13 Storm Water Quality) 


2002 IPEP Safety Award


David Drake read the Downey Insurance Safety Award.  It reads:  Dear IPEP Member – Congratulations!  You have earned a safety award once again.  This accomplishment is due to the proactive focus you have taken towards safety in your workplace.  The award is achieved by having less than 50% loss ratio plus an acceptable claim incident rate as compared to municipalities statewide.  The award is for the calendar year 2002.  David Sorokoty thanked Downey Insurance for the Award and recognition.


Privilege of the Floor


Judy Litten requested an update on if the age requirement of 50 years old or older was part of the P. U. D. for Mustang Drive.


Mike Spencer explained the minutes of the Council Meetings leading up to the question of the 50 year old age restrictions came up and he insisted that it be included in the subdivision restrictions, they were not going to do that originally but he insisted it be in the subdivision restrictions and that is where it is stated.  At that time that satisfied the Council, therefore, it a civil matter and the Council can not enforce any further action.


Judy Litten so you can’t help us any, we’re on our own?


Mike Spencer stated you’re on your own.


Judy Litten thanked him for checking into the situation.


Supervisor’s Comments


Jim Davis reminded the Council a few months ago he started the hiring process to replace part-time positions that have left vacant due to 2 part-timers having found other employment and 2 others having to cut back on their hours.  Therefore, after holding interviews last week, he is now requesting the Council approve hiring four part-time employees to help cover the hours that have been hard to fill.  Among those were Tony Floyd, Arron Wever, Kip Day and Kyle Koons.  He also requested three applicants including Cheryl Summitt, Scott Shultz and Michael Barnes be placed on a hire waiting list.


David Drake commented the topic of a waiting list has both pros and cons but he feels in this case that is okay to have a waiting list.  He added this is just a pool of part-time employees who are going to be available during certain hours; these are people who may work a few hours a week.  He thinks they need the ability to have some extra people they can stick in that pool if they need to if for example one of the four people could only work four hours a week now instead of twelve this gives them the ability to quickly get somebody else to fill in where needed.  








David Drake made a motion that Kip Day, Tony Floyd, Kyle Koons and Arron Wever be approved for part-time employment with the Ellettsville Fire Department.  Geraldine McIntyre seconded.  Motion carried. 


David Drake made a motion that Cheryl Summitt, Scott Shultz and Michael Barnes be placed on a waiting list not to exceed one year for appointments as needed to the part-time positions with the Fire Department.  Geraldine McIntyre seconded.  Motion carried.


Ron McGlocklin stated one of his officers was injured from pushing a stalled vehicle while on duty and he will be off for 4-6 weeks.  He is scheduled for hernia surgery on Friday, October 31st. 


He explained that some money could be saved on the building site for the Police Station by contacting some logging companies to cut the trees on the building site and sell them as pulp wood.  The trees aren’t large enough for anything except pulp wood.  He has already spoken to a couple of companies.  He asked if it was okay to cut and sell the trees to lessen the cost on site preparation.  This would just leave stumps that would be easier to clear by bulldozers later. 


David Sorokoty agreed that it was a good idea and suggested Ron get estimates.  He added that both the Fire and Police Departments have benefited by working with Crider, saving the Town a lot of money.  The soil Crider has taken off of the highway has been taken over to the Police Station site to fill in the land leveling it off.   Crider has taken soil from the Fire Station site to put on the road.  Everything has worked out well for all parties.


Ron McGlocklin thanked Gary Farmer, foreman for Crider & Crider for his help.  He has helped the Police Department tremendously by providing them with a machine operator and some equipment.  Gary estimated a savings for the Police to have this work done $185,000.   


Sandra Hash reminded the Council that she and Amber will be out of the office on Tuesday, October 28th and part of the day on Wednesday, October 29th due to the conference in Nashville.  They will be doing payroll a day early.


Jeana Kapczynski of the Chamber of Commerce called the clerk’s office requesting information on selling the decorative snowflake Christmas decorations. Jeana had spoken with Jim Ragle and the snowflakes will be too big for the new street lights.  She asked if they need to be declared surplus property before they are advertised for sale.  The snowflakes were purchased by private donations and the sale proceeds will be used to purchase decorations that will work with the new lights.


Mike Spencer said you can’t just sell them; you have to declare them surplus property and a cost must be referenced.


Jim Ragle said there are between 30 and 40 snowflakes and new ones cost around $300 a piece.


David Drake made a motion to declare the snowflakes surplus property.  Geraldine McIntyre seconded.  Motion carried.


Sandra added the office will be closed on Tuesday, November 4th, 2003 for Elections.


Geraldine McIntyre encouraged everyone to get out and vote. 


David Sorokoty also encouraged voters to visit the polls.  He announced the Trick or Treat hours for the Town are Friday, October 31st from 6 to 8:30 PM and reminded everyone to only visit homes where the porch light is on.  He read a letter of thanks to Ron McGlocklin.  It reads:


Dear Mr. Sorokoty:  On Monday, September 8, we needed to transport an oversized 16’ wide fiberglass pool through your town.  We called Ron McGlocklin with the Ellettsville Police Department to ask for assistance in moving the pool safely through the construction zone in Ellettsville.  We were very impressed by the professionalism demonstrated by Mr. McGlocklin and his staff in protecting us and the public.  I would like for this letter to be read before






the Town Council so that everyone knows how much we appreciated the efforts of Mr. McGlocklin and the Ellettsville Police.  Sincerely, Tom Parker, President of Parker Pools Spa & Bath Shop


David also read a thank you card sent to the Fire Department.  It reads:


Ellettsville Emergency Services – Two months ago (July 23rd, 2003) your best team attended my cardiac needs with such efficiency and humor; I’ve now graduated from cardiac rehab and gratefully acknowledge your initial care.  Thanks team.  Gladys Jougeling


David agreed and thanked them for his care as well during his episode. 


He thanked all the departments and the Town citizens for making the Hilly Hundred a success.  The School made approximately $20,000.00 from the event.  The Town made .50 to $1 per bicyclist and the businesses also benefited.  Also there weren’t any emergency calls from this event. 


He reminded the public to Shop Ellettsville. 


Lastly he read a letter to everyone concerning utility rates.  It reads:


Recent articles and political advertisements in the local media have indicated that the Ellettsville Utilities Department will be increasing the water and sewer rates.  This has prompted several inquiries by our rate payers concerning this matter.  The Utilities Department serves the Town Council and the customers of the Ellettsville community.  There has been no discussion to raise either the water or sewer rates in Ellettsville or the surrounding community.  Furthermore, the financial health of the Utilities Department is such that no rate increase is needed.  Current account balances and revenues will allow the Utilities to operate not only their day to day operations, but will manage to support upgrading and expanding the water and sewer system for the next several years.


Only two increases in water rates have occurred since 1998.  These small increases were initiated by the City of Bloomington Utilities.  The sewer utility has not had an increase since 1997.  I would like to repeat that no new rate increases are needed at this time and we project no increases for several years.  In less than seven years the Ellettsville Utilities Department has went from a situation where they were facing a sewer ban and daily fines by IDEM and the EPA of $25,000.00 dollars a day, no growth, a failed sewer plant and deteriorating water system to having a “state of the art” sewer plant acknowledged by the EPA for the quality of it’s effluent discharge into Jack’s Defeat Creek and a water system capable of serving a quality water product, ample water storage and meeting the fire protection needs for the community.


The existing rates were established and implemented before the current team of public employees and private contract management began their efforts.  We share the concerns of our customers relating to the water and sewer rates and in this day and age when most utilities routinely raise their rates, we our proud of our stand against imposing any new rate increases on our customers.


We are proud of the aggressive approach that we have taken towards updating and maintaining our utilities in the last several years while still managing to hold the line on rate increases.  We appreciate and have the same concerns of our customers relating to water and sewer rates.  With these concerns in mind, we will continue to protect the environment and serve this growing community in the most efficient manner.  We would welcome the opportunity to answer any questions or concerns relating to the operation of the utilities.


He thanked the Council that was on the Board at the time when Bynum Fanyo was hired to manage the Utilities Department for the first ten year contract.  They were:  Gina Hawkins, Mike Cornman, Pat Stoffers, Geraldine McIntyre and Don Ashley.











He asked for a motion to adjourn.  Geraldine McIntyre moved for adjournment.  David Drake seconded.  Motion carried.  Meeting adjourned at 8:06 PM.







_____________________________                       __________________________

David Sorokoty, President                                         David Drake, Vice President




_____________________________                       __________________________

Lisa Combs-Creech                                                  Ray Freetage




____________________________                         __________________________

Geraldine McIntyre                                                    Sandra C. Hash, Clerk-Treasurer