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April 14, 2008 meeting minutes

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FRANKLIN COUNTY COMMISSIONERS MEETING
MEMORANDUM & MINUTES
APRIL 14, 2008 @ 9:00 A.M.
Those Present: County Commissioners: Thomas E Wilson Eric E Roberts Donald M VonderMeulen
County Auditor: Susan A Jones
Commissioners Secretary: Carol Westerman
Tom Wilson opens the meeting in the Commissioners/Council Public Meeting Room with the Pledge of Allegiance.
WEEKLY
REPORT Susan Jones, Auditor reported are looking to certify values to the DLGF tomorrow, will be meeting with a representative from DLGF tomorrow regarding abatements. Was told when DLGF receives certified values, it will take seven to eight weeks to approve the budget and certify rates.
NEXUS GROUP
AGREEMENT Sharon Halcomb, Assessor presented a Professional Services Agreement with Nexus Group, Inc. to provide services for March 1, 2008 New Construction. Contract amount is $14,500.00, was raised $1,000.00 from last year. It was asked what surrounding Counties are paying for these services. Sharon checked out and reported that Decatur County is paying $26,300.00 for 18,000 parcels; Dearborn County is paying $39,995.00 for 28,000 parcels.
Tom Wilson made motion to approve contract agreement with Nexus Group, Inc. for new construction ($14,500.00). Eric Roberts seconds the motion. Don VonderMeulen, All in favor. Motion carried.
ANTIQUE MACHINERY
WAIVE PERMIT FEE
Quentin Lanning reported the Antique Machinery Club is getting ready to build a shelter on their property, will be an open shelter to hold demonstrations during the show and will provide storage. Mr. Lanning is requesting the building permit fee be waived.
Don VonderMeulen motioned to grant the waiving of the building permit fee for the Antique Machinery Club in the amount of $500.00. Tom Wilson seconds the motion. Eric Roberts, All in favor. Motion carried.
REX PIPELINE
HYDRO PHASE
REPORT Larry Franzman, Area Plan Director reported that his office had received an invoice from Hydro Phase in the amount of $314.67 for the report and mailing of report. Eric Roberts would agree to pay for Federal Express Fees, but not $75.00 to review the report. Larry said County did not contact the company, they had contacted us. No fees were discussed. Eric asked if a new map was prepared. Larry said they had marked on a map
in red where the proposed pipeline is located. Larry said he made it very clear, we didn’t have funds for a consultant and was not in position to hire, that they would need to contact the Commissioners.
REPAIRS TO
AREA PLAN CAR
Larry also reported that the air conditioning pump on the 1997 Ford Taurus went out. It will cost $714.00 to replace the unit at Tom Sales & Service. The car has 170,000 miles on it. Larry is asking if they should proceed in getting the car repaired. Eric said he would get with Larry Kerr at the Highway Department to see what he can do.
OC/CIC
COMMITTEE‘S Eric Roberts asked with regards to Thursday Evening meeting with the CIC, do they need direction with this. Larry Franzman feels they don’t understand the Comprehensive Plan, they need to review and give recommendations. Don VonderMeulen reported he had been contacted by a couple of citizens having concern if the OC Committee is doing what they were assigned to do, stating they have not been able to talk. Scott McDonough and Stanley Monroe were present and said everyone is given a chance to speak, if they what to. Commissioners just want make sure the group is gathering the information they are needing and everyone being able discuss their input. It was suggested maybe they use a suggestion box, if someone doesn’t want to get up and speak.
SEWER AT
COUNTY PARK Rene Stivers, Representing the Town of Brookville, reported last week there had been interest in getting the town sewer across the river to the County Park and Fairgrounds. The Town has agreed to take in consideration and would like a least (3) people to work on a committee to gather information. He had contacted Julie Berry with the Southeastern Indiana Regional Planning Commission and she had made recommendations and Rene is looking into recommendation at this time. The first thing that was needed was the County Park’s Comprehensive Plan; this plan will need to be re‐written this year. Rene had suggested a representative from the Park Board, Fair Board and Public Transportation/Senior Citizens. It was suggested that the County Commissioners notify the surrounding property owners. Don VonderMeulen asked where do you start, would need funding for engineering services and so forth. We would need to look in applying for a Planning Grant to do a feasibility study.
ORDINANCE 2008‐06
COUNTY SHERIFF FEES
Tom Wilson read Ordinance 2008‐06 authorizing fees to be charged by County Sheriff for services provided. Fees are as follows: 1) A $10.00 fee to be charged for providing criminal history reports for non‐law enforcement purposes. 2) A $40.00 service fee to service Notices to Quit. 3) A $200.00 fee for all Sheriff Sales. 4) An increase in the fee for individuals participating in the Sheriff’s work release program from $70.00 per week to $100.00 per week; such fee is non‐refundable. 5) A $5.00 fee for providing copies of accident reports.
Don VonderMeulen made motion to adopt Ordinance No. 2008‐06. Eric Roberts seconds the motion. Tom Wilson, All in favor. Motion carried.
STAVETOWN
DRAINAGE
AREA Joe Gillespie, County Surveyor reported he had a cost estimate for the Stavetown Drainage Area repairs is approximately $16,500.00, the County is needing $12,000.00, with the rest coming from Highway Funds. Work would be on the western side of Blue Creek Road. Joe had talked to Dick Schmid and he would prefer to funnel the water further from his building. Would be upgrading (2) road crossings and installing 60 feet of pipe, along with some open drain. Tom Wilson said there is still need to do dye testing to correct a problem with a drain.
HIGHWAY ENGINEER
WEEKLY REPORT
LPA QUARTERLY REPORTS FOR FEDERAL AID BRIDGE PROJECTS – George Hartman, Highway Engineer had prepared a letter and necessary documents to be sent to INDOT for Railfence Road Bridge No. 110 & 111, Blue Creek Bridge No. 94, Pipe Creek Bridge No. 48, Enochsburg Covered Bridge No. 73.
Eric Roberts moved that Tom Wilson sign LPA Quarterly Reports for Federal Aid Bridge Projects. Don VonderMeulen seconds, the motion. Tom Wilson, All in favor. Motion carried.
BRIDGE INSPECTION PHASE I & PHASE II – George reported he had received a letter from Clark Dietz, Engineers a/k/a Farrar, Garvey & Associates and a copy of the letter from INDOT, that there have been recent policy changes by INDOT. The Consultant and County Engineer are now to sign the bridge inspection reports before submitted to INDOT. George reported that the County still has not received the final approval for Phase I that had been completed September 2006. It was said Phase II of the Bridge Inspection will begin in September 2008.
Tom Wilson made motion to sign signature page for Bridge Inspection for Final Report. Don VonderMeulen seconds. Eric Roberts, All in favor. Motion carried.
BLUE CREEK BRIDGE NO. 94 – George reported that there was a site visit at Bridge 94 last Monday after the Commissioners Meeting to review the land acquisition requirements for constructing the approaches to the bridge. Don VonderMeulen feels the project needs to move forward, the cost rise every year, don’t want this to go on for years. Tom says as long as Right‐of‐Way doesn’t go over the 10% allowed. George said the right‐of‐way needs to be acquired by May 2008, or the project letting date would be moved back. Joe Gillespie, County Surveyor was instructed to proceed with Right‐of‐Way negotiations.
LAUREL ROAD BRIDGE NO. 17 – It was reported that there are debris that are collecting against the two west piers on Bridge 17. District Two had removed debris last year;
there are more trees upstream that will be coming down when water gets higher. The County will need to wait until the water level is lower before removal can be done.
SILVER CREEK BRIDGE NO. 46 – It was also reported that there are debris collecting that is blocking the span between the north abutment and north pier and some against the center pier. District Two had also removed debris last year and underpinned the north abutment foundation.
COLUMBUS AVENUE BRIDGE NO. 117 – George reported that he had received a phone call from Mary Mattingly of WRBI to discuss various bridge projects and mentioned the asphalt surface has pot holes on Bridge 117. There is also loose stone blocking drainage along the concrete bridge railings. The loose gravel needs to be removed and make necessary repairs.
TEE HILL BRIDGE NO. 8 – It was reported that the guardrail and post needs to be replaced on the east side of the bridge. George had given this information to District Three.
OTT ROAD – George also presented pictures of Ott Road approximately .3 miles north of Laurel Road, the West Fork of the Whitewater River has eroded its East Bank to within approximately 20 ft of Ott Road. In early 2004 it was approximately 85 ft, when the GIS Aerial Maps were completed. Don asked if there are DNR Regulations that we would need to follow. George said yes, there is Construction in Floodway Permits that are issued by DNR.
CULVERT PIPE ORDER – Chester Ball, District One Foreman had asked for additional 24” diameter x 30 ft Culvert Pipe to be ordered. George will check with Hollie to see what funds are available.
PAUL H
ROHE CO Eric reported that the County had received an Escalating Clause from Paul H Rohe Co. on Asphalt Materials. It had increased $4.00 a Ton or 10%.
AGREEMENT WITH
PAY TRUST SOLUTIONS
FOR TREASURER’S
OFFICE Don VonderMeulen made motion to approve the Pay Trust Solutions, Inc. Service Agreement with County for Credit Card Services for the Treasurer’s Office. Tom Wilson seconds. Eric Roberts, All in favor. Motion carried.
TOWN OF LAUREL
WEEKEND CLEANUP
Tom Wilson reported that the Town of Laurel would like for the Board of Commissioners help with a weekend clean up in the Town of Laurel. It was agreed to help.
PUBLIC TRANSPORTATION
QUARTERLY REPORT
Don VonderMeulen motions to allow Tom Wilson to sign Public Transportation 1st Quarter Report. Eric Roberts seconds. Tom Wilson, All in Favor. Motion carried.
WATER FOR
VFW Don VonderMeulen reported he had talked to Cathy Pelsor at Public Transportation and said there was plenty of water.
OVERTIME HOURS
FOR E‐911 Don VonderMeulen also reported he had talked to Tracy Lightfield regarding the number of overtime hours. She had worked a lot of hours, several people were off. Eric Roberts said need to forward that payroll to the County Council. Don would like to have a monthly meeting with E‐911, Sheriff’s Department and a member of County Council.
CLERK’S Tom Wilson motioned to accept the Clerk’s Report dated March 2008. Eric Roberts seconds. Don VonderMeulen, All in favor. REPORT Motion carried.
MINUTES Eric Roberts motions to approve the minutes of April 7, 2008. Don VonderMeulen seconds the motion. Tom Wilson, All in Favor. Motion carried.
COURTHOUSE
UPDATE Eric reported that there will be a Construction Meeting next Monday, April 21st, from then on there will be weekly meetings. The project looks to be completed in the next three to four weeks. Eric said the project will need additional $40,000.00 To $50,000.00 on top of the $20,000.00 to complete the project. Eric discussed the proposal that had been submitted by Reliable Electric. The first is the smoke detectors and fire alarms; none of these on the first floor of the Courthouse was addressed in the plans. The second issue is the surge protectors for the Courthouse and Government Center and the third issue is the electrical panels were also not included in the bid. The existing are the old style breakers and are costly to replace, it would be cheaper to put in new panels. Total proposals are approximately $20,000.00. Don asked where he was going to ask County Council for funding. Eric said Cum Cap Development. Tom said he would like to take out of Rainy Day.
UTILITY
CLAIMS Eric Roberts moved to approve the Utility Claims. Tom Wilson seconds the motion. Don VoderMeulen, All in Favor. Motion carried.
ADJOURN Tom Wilson motions to adjourn. Don VonderMeulen seconds. Eric Roberts, All in favor. Motion carried.
Others Present: Eugene Stewart John Estridge Seth T Whitecotton George Hartman
Stanley Monroe Scott McDonough Sharon Halcomb Larry Franzman
Quentin Lanning Rene Stivers
AYE NAY
______________________________________________ ___________________________________________
Thomas E Wilson Thomas E Wilson
______________________________________________ ___________________________________________
Eric E Roberts Eric E Roberts
______________________________________________ ___________________________________________
Donald M VonderMeulen Donald M VonderMeulen
ATTEST: _______________________________________
Susan A Jones, Franklin County Auditor

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