October 27, 2014
The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, October 27, 2014, at the Fire Department Training and Conference Room. Scott Oldham called the meeting to order at 6:30 p.m. Dianna Bastin led the Pledge of Allegiance followed with a prayer by Scott Thomas.
Roll Call: Members present were Scott Oldham, President; David Drake, Vice President; Dianna Bastin, Dan Swafford and Scott Thomas. Sandra Hash, Clerk-Treasurer, Jim Davis, Town Manager, Rick Coppock, Bynum Fanyo and Associates, Town Engineer, and Darla Brown, Town Attorney, were also present.
Supervisors present were: Mike Cornman, Danny Stalcup, Tony Bowlen, Jeff Farmer and Mike Farmer. Denise Line also attended the meeting to represent the Planning Department.
Approval of Minutes
Scott Oldham entertained a motion for approval of the minutes for the regular meeting and Executive Session on October 13, 2014. Dianna Bastin so moved. David Drake seconded. Motion carried.
Accounts Payable Vouchers
Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers. David Drake so moved. Dianna Bastin seconded. Motion carried.
Resolution 12-2014 Additional Appropriation
Sandra Hash, Clerk-Treasurer, explained this appropriation is for the Heritage Trail project and school resource officer. There is $98,145 in revenue from the sale of property and another $10,000 from fines that was unexpected revenue and they will be directed toward the Heritage Trail. An additional $40,000 will be appropriated and may not be spent but will be available if needed. The school resource officer was a grant through the school system and it is being appropriated so it can be spent.
Scott Oldham entertained a motion to adopt Resolution 12-2014. David Drake made a motion to adopt Resolution 12-2014. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; Dan Swafford – yes and Scott Thomas – yes. Motion carried 5-0.
Resolution 13-2014 to Consolidate the Ellettsville Utilities and Street Departments
Darla Brown, Town Attorney, explained this resolution is based on the cost savings conceptual and operational savings plan prepared by Bynum Fanyo to consolidate the Street and Utilities Department. The plan was posted on the Town’s website.
Russ Ryle looked at the material on the website and thanked the Town for posting the numbers. Why are the savings key on combining the departments? It seems every savings listed could be achieved by mutually better managing existing departments. The numbers aren’t really tied to having to combine two separate departments.
Scott Oldham entertained a motion to accept Resolution 13-2014 to consolidate the Ellettsville Utilities and Street Departments. Dianna Bastin made a motion to accept Resolution 13-2014 to consolidate the Ellettsville Utilities and Street Departments. Scott Oldham seconded. Roll call vote: Scott Oldham – yes; David Drake – no; Dianna Bastin – yes; Dan Swafford – no and Scott Thomas – no. Motion failed 2-3.
Ordinances on First Reading
Ordinance 2014-17 Adding Section 36.222.1 to the Ellettsville Town Code Regarding Shift Bidding Preference
Darla Brown, Town Attorney, explained this is proposed by the Town Marshal to allow the deputy marshals to bid on their shifts based on seniority.
Heritage Trail Update
Sandra Hash, Clerk-Treasurer, explained they are in the process of finalizing the additional appropriation. Once the approval for the appropriation is received then the Town can proceed with the property acquisitions.
Scott Oldham stated the Town has been at an impasse while completing the appropriation.
Chris Fisher asked if the Town will continue with the property acquisitions. Mr. Oldham answered yes and it will take seven to ten days for the appropriation to be approved.
Agreement Between the Town of Ellettsville and Monroe County Regarding Redesign of a Section of Sewer Line Due to the Realignment of the Matthew Drive Bridge
Rick Coppock, Bynum Fanyo and Associates, explained this is an agreement between the Town and Monroe County for a section of sewer that needs re-designed for a county bridge project. The agreement is for Monroe County to reimburse the Town for the costs associated with Bynum Fanyo redesigning the sewer at the Matthews Bridge project. It is a pass through of $3,000 for the design of the sewer which will be incorporated into the project and done by the project contractor. Bynum Fanyo will bill the Town who will be reimbursed by the county for the portion of the sewer re-design.
Darla Brown, Town Attorney, has looked at the agreement and has no problem with it. Ms. Hash asked if payment for this will be made out of the sewer fund and reimbursed accordingly. Mr. Coppock replied yes.
Scott Oldham entertained a motion to approve the agreement between the Town of Ellettsville and Monroe County in regards to the engineering agreement for the new Matthews Drive bridge. David Drake made a motion to approve the agreement between the Town of Ellettsville and Monroe County in regards to the engineering agreement for the new Matthews Drive bridge. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; Dan Swafford – yes and Scott Thomas – yes. Motion carried 5-0.
Scott Oldham announced Trick or Treat hours will be from 5:30 p.m. to 8:30 p.m. on October 31st.
Marshal Tony Bowlen requested approval to stop working a six day on three day off rotating schedule and go to a Monday through Friday schedule. As a supervisor and with the Town getting larger and having more business he can be in the office during normal business hours. Mr. Swafford asked how this will affect the other shifts. Marshal Bowlen replied it appears it will do pretty well especially when they hire the second school resource officer. Currently, they are using a few part-time officers to cover shifts and now they have triple coverage on day shifts which will help until they hire a second school resource officer. Mr. Drake asked how many more days a year he will work when he changes to the new schedule. Marshal Bowlen answered he is uncertain but he will work more days.
Scott Oldham advised he didn’t see any real objection. It was the consensus of the Town Council to allow Marshal Bowlen to change to a Monday through Friday schedule.
Marshal Tony Bowlen requested permission to purchase a 2014 Dodge Charger for $22,780 and it is already appropriated. Mr. Swafford asked which vehicle it will be replacing. Marshal Bowlen answered a 2003 Crown Victoria. Mr. Oldham asked if they looked at other vehicles. Marshal Bowlen replied they looked at Fords, however, the interior is too small. Ms. Bastin asked the price difference between the Ford and Dodge. Marshal Bowlen thinks the Ford was approximately $21,887.
Scott Oldham entertained a motion to approve the purchase of a new 2014 Dodge Charger for the Police Department. David Drake made a motion to approve the purchase of a new 2014 Dodge Charger for the Police Department. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; Dan Swafford – yes and Scott Thomas – yes. Motion carried 5-0.
Marshal Tony Bowlen advised there is a full time opening in the department created by a recent retirement. There were internal applicants. He is requesting approval to move Alec Leggio from part-time to full time. Mr. Swafford asked how long he has been a part-time employee. Marshal Bowlen answered he was hired in February 2014. Ms. Bastin asked if he is a certified police officer. Marshal Bowlen replied he is and he graduated from Indiana University Police Academy. David Drake remarked from first-hand experience he knows Mr. Leggio has done very well and is deserving of the position.
Scott Oldham entertained a motion that Alec Leggio be hired as a full time officer for the Police Department. David Drake made a motion that Alec Leggio be hired as a full time officer for the Police Department. Dan Swafford seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; Dan Swafford – yes and Scott Thomas – yes. Motion carried 5-0.
Marshal Tony Bowlen has two prospective reserves, Stephen Moss and James Bradley Deckard, for which he is seeking council approval. Mr. Moss is an Edgewood graduate and Mr. Deckard is a former part-time officer at the Police Department.
Scott Oldham entertained a motion that James Bradley Deckard and Stephen Moss be appointed as reserve officers for the Ellettsville Police Department. David Drake made a motion that James Bradley Deckard and Stephen Moss be appointed as reserve officers for the Ellettsville Police Department. Scott Thomas seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; Dan Swafford – yes and Scott Thomas – yes. Motion failed 5-0.
Sandra Hash, Clerk-Treasurer, administered the oath of office to Mr. Deckard and Mr. Moss.
Sandra Hash, Clerk-Treasurer, is seeking direction. In 2005, the Town started giving employees flu shots. It started with Prompt Care coming to the Fire Station to give the flu shots. The prices have ranged from $450 to $600. SIHO started administering the shots free of charge. Now, Anthem is instructing employees to go to CVS and show their insurance card so it will be free of charge. This leaves the part-time and full-time employees not on the Town’s insurance without the ability to get flu shots. Should these employees be offered the flu shots and given the Town’s credit card? She tried to set up an account with CVS and they won’t let the Town pay as they go. She has contacted IU Health but has not heard back from them. It was suggested she try to set an account somewhere else. Mr. Oldham thinks it is a tremendous value to offer the employees because it cuts down on sick days. Ms. Hash commented it has been well used by the employees and they appreciate it. Mr. Swafford asked how many employees get flu shots. Ms. Hash answered it varies from 20 to 25 employees.
Sandra Hash, Clerk-Treasurer, has an outstanding invoice of $6,322.05 for floodplain modeling. Mr. Oldham noted they prematurely started floodplain modeling which will have to be done for both ends of the creek. This is needed to apply for grants to start digging into the flood control issues. This invoice is for one part of it. They can’t apply for the permits until they have floodplain data. Ms. Hash doesn’t have an appropriation to pay the invoice.
An option would be to pay it from Stormwater Materials. Mr. Oldham stated they can’t proceed further with floodplain permits until they do the modeling. They will have to go this route. Mr. Thomas asked the cost for having both parts done so it can move forward. Mr. Coppock answered the second part is about the same price. Ms. Hash commented this cost is for the northern portion by the blue building on Matthews Drive. Mr. Oldham asked once the floodplain modeling is adopted what the timeline is for application.
Rick Coppock advised the northern part has been done. They had a meeting with the Department of Natural Resources (“DNR”) and they are looking at a program which the Town is in the running for with other areas. They’re waiting to hear back from the DNR on finishing the second part of it. In their discussions with the DNR they looked at the area between the Matthews and State Road 46 bridges to find out if something can be done such as widening or dredging the creek. They also looked at excavating under the west bound State Road 46 bridge. The DNR is evaluating it to decide if they are going to participate in the review of the floodplain area. They have received some contours on the former Stewart property. The next thing to do will be to get back with the DNR and find out where they’re at with the review of the submittal. DNR commented the Town has more of a plan than the other communities they have talked to. Then, the next thing would be to model and look at the former Stewart property as far as excavation and storage of flood water. A grading plan will be submitted for a permit. This will take approximately four to six months to get it in and get it reviewed. It is a long process and will probably take six to nine months to get it reviewed and get it back. Mr. Oldham noted they’re probably looking at next spring. Mr. Coppock remarked they will have to wait for it to dry out before they can do anything. It’ll probably be the summer of 2015 before they can start. Mr. Oldham asked how soon the second model of the former Stewart property is needed. Mr. Coppock answered within the next two to three months.
Sandra Hash requests they provide a proposal or cost analysis to ensure the funds are available. If there are enough funds it would be best to pay for both models this year but she will review it and let them know at the next meeting. Mr. Thomas asked if Stormwater Materials will have adequate funds remaining after paying for the models. Ms. Hash answered they normally budget $20,000 in materials and some in Professional Services. They have an agreement with Bynum Fanyo and Associates for professional services that comes out of the General Fund and Stormwater. This year more has been paid from the General Fund. The balance for Engineering in the General Fund has been depleted.
Scott Oldham entertained a motion to do the appropriations to pay the first part of the modeling for the floodplain from Stormwater. Scott Thomas made a motion to do the appropriations to pay the first part of the modeling for the floodplain from Stormwater. David Drake seconded. Roll call vote: Scott Oldham – yes; David Drake – yes; Dianna Bastin – yes; Dan Swafford – yes and Scott Thomas – yes. Motion failed 5-0.
Privilege of the Floor
Russ Ryle finds it interesting they have an excellent Clerk-Treasurer and Town Manager and the cost savings analysis comes from an outside contractor. It is also interesting that in the last two years only one department has issued an annual department report providing data from which the operations of the Town can be overviewed. Once again, he is requesting of Town Council that each department at the end of this calendar year be asked to produce an annual report showing quantitatively their amount of service, hours and projections about future needs of the Town. When they look at a DPW or other possible changes that can benefit the Town it is very hard to make a good decision unless you have the data to work from. Right now the Town is operating in a data vacuum.
Scott Thomas recently spoke with Street Department employees. He understands they are sharing equipment with Utilities. Kudos to both departments for doing so. Going forward, he would like to see the departments continue to work together. If they run into a problem of department heads not wanting to work together that is why they have a Town Manager. Thank you for doing what you’re doing and keep up the good work. He would like for the Town Manager to lead the process for finding out equipment needs so the Town can make the best purchases possible.
Scott Oldham entertained a motion to adjourn. Dianna Bastin made a motion to adjourn. Scott Thomas seconded. Scott Oldham adjourned the meeting at 7:05 p.m.