Saturday, December 5th, 2020

December 1, 2008 meeting minutes

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FRANKLIN COUNTY COMMISSIONERS MEETING
MEMORANDUM & MINUTES
December 1, 2008 @ 9:00 A.M.
Commissioners/Council Public Meeting Room
Those Present: County Commissioners: Thomas E Wilson Eric E Roberts Don VonderMeulen
County Auditor: Susan A Jones
Commissioners Secretary: Carol Westerman
Tom Wilson opened the meeting with the Pledge of Allegiance.
WEEKLY
REPORT Susan Jones, Auditor had nothing new to report.
RECORDS
MANAGEMENT
COMPANY John Steele of Morning Star Records Management Company reported since he had been coming to the Franklin County CIC Meeting had seen the County could save some money by having a centralized ordering process and buying in large quantities. He is connected to Smead Products, file folders, shelving etc. He is also connected with Laserfich, a Company that does document imaging and scanning of records. Mr. Steele asked if the County would be interested. Tom Wilson said to get with the Departments and schedule a presentation for the document imaging and scanning.
ECONOMIC
DEVELOPMENT
WEBSITE Myron Ison made a presentation for the Economic Development Website had submitted a Proposal earlier and is still interested in putting a website together. Eric Roberts reported that Cleves Connection had put together specifications for the Website and gave Mr. Ison a copy. Proposals are due December 15, 2008 @ 9:00 A.M.
Ted Dennis was also present and he too had put in a Proposal earlier for the website and understands the process has changed and is still interested in putting a website together, he also was given a copy of specifications.
AWARDING OF BIDS
2009 SUPPLIES
GAS & DIESEL FUEL – George Hartman, Highway Engineer had reviewed the Bids and reported that Ag One Co‐op did include a non escalating clause in their bid. Petroleum Traders did not. Eric Roberts – need to lock the price in, Ag One was 47 cents less on diesel and 78 cents less on gas. Tom Wilson called Ag One Co‐op to check on today’s prices. The price was the same on diesel, gas had gone up.
Eric Roberts moved we accept Option 1 with Ag One Co‐op for the locked in price, Diesel $2.30, Gas $1.824. Tom Wilson seconds the motion. Don VonderMeulen, All in Favor. Motion carried.
GREASE & OIL – Zimmer Tractor prices are lower, we currently have Ag One Co‐op’s Oil on bulk. Zimmer Tractor had not gotten back with the County on the type of oil. The oil may not meet specification for the new truck.
Tom Wilson made motion to accept both Ag One Co‐op and Zimmer Tractor. Eric Roberts seconds. Don VonderMeulen, All in Favor. Motion carried.
VARIOUS CULVERT PIPE – George recommended the County go with both CPI Supply and St. Regis Culvert for availability.
Eric Roberts moved we accept both bids, St. Regis and CPI for Culvert Pipe. Tom Wilson seconds. Don VonderMeulen, All in Favor. Motion carried.
LIQUID ASPHALT EMULSIONS – Received Bids from Terry Asphalt Materials, Marathon Petroleum Company and Asphalt Materials. Tom Wilson called Dennis Cooper of Terry Asphalt and asked if his company would lock in their price. The answer was no, his company feels the prices will come done, feels it would not be the best interest for the County. Mr. Cooper said they had come up with the 400,000 gallons of RS2, will meet with the Commissioners and Foreman’s to get a firm amount of gallons needed in July of 2009.
Eric Roberts moved we accept Terry Asphalt Materials and Marathon Petroleum Company. Tom Wilson seconds. Don VonderMeulen, All in Favor. Motion carried.
SAND AND GRAVEL – New Point Stone, Ballenger Stone, Harrison Sand & Gravel and IMI (Irving Materials, Inc.) submitted bids. Ballenger Stone was low bid.
Eric Roberts moved that we accept all Sand and Gravel Bides for 2009 (New Point Stone, Ballenger Stone, Harrison Sand & Gravel and IMI, Inc.) Tom Wilson seconds. Don VonderMeulen, All in Favor. Motion carried.
HOT & COLD MIX – Bidder were Hot Mix, Inc., Paul H Rohe Co., Inc. and Dave O’Mara Contractor, Inc.
Eric Roberts moved we accept all (3) Bids for Hot & Cold Mix (Hot Mix, Inc., Paul H Rohe Co., Inc. and Dave O’Mara Contractor, Inc.) Don VonderMeulen seconds. Tom Wilson, All in Favor. Motion carried.
ASPHALT RECYCLING / HOT ASPHALT CONCRETE PAVEMENT – Eric Roberts moved we Not Accept the Bids for Asphalt Recycling and Hot Asphalt Concrete Pavement. Don VonderMeulen seconds. Tom Wilson, All in Favor. Motion carried.
PORTLAND CEMENT CONCRETE & FLOWABLE MORTAR – Received Bids from IMI & Roman Nobbe Concrete (Low Bid).
Eric Roberts moved we accept Roman Nobbe and IMI (Irving Materials, Inc.) and to inform Road Foreman’s to use Nobbe Concrete as much as possible. Don VonderMeulen seconds. Tom Wilson, All in Favor.
PRE‐ENGINEERED/PRE‐FABRICIATED BRIDGES – Received bids from E & H Bridge & Grating, Inc. and CPI Supply.
Tom Wilson motioned to accept both E & H Bridge & Grating and CPI Supply. Don VonderMeulen seconds. Eric Roberts, All in Favor. Motion carried.
HIGHWAY ENGINEER
WEEKLY REPORT
BLUE CREEK BRIDGE 94 ‐ George Hartman, Highway Engineer reported he had received a phone call from INDOT and was asked if Franklin County was interested including Bridge 94 in a Federal Economic Stimulus Program. The Bridge Replacement Project could be funded 100% instead of being funded 80%. Drew Barth, of Howard J Barth & Associates was present and presented a Public Notice of Notice of Intent to be advertised, notifying the Public that something is being done with an Environmental Review for the project. The Erosion Contract Plan has been submitted to IDEM and the next step is the Notice of Intent, it is then submitted to IDEM for review. Drew Barth reported the permits will need to be resubmitted for the project, the Rule 5 Notice of Intent and Section 401 WQC Regional General Permit Notification for erosion control.
Don VonderMeulen moved to have Tom Wilson sign Permit Applications. Eric Roberts seconds. Motion carried.
Drew Barth also mentioned the Construction Engineering Services Contract is in place, there may be an Amendment at a later date. The Agreement was signed in 2006 and its 2009, will be updating this price estimate.
Also presented a Supplemental Agreement No. 1 for Engineering Services for the development of the contract plans. The Plan had been brought up to date with adjustments made to the Right‐of‐Way.
Eric Roberts moved we sign Supplemental Agreement No. 1, between Franklin County and Howard J Barth & Associates. Don VonderMeulen seconds. Tom Wilson, All in Favor. Motion carried.
Joe Gillespie reported on the Right‐of‐Way for Bridge 94, getting ready to set up meetings with the property owners, need to set up an Executive Meeting for Right‐of‐Way Negotiations. Don VonderMeulen asked that Joe meet with Property Owners and negotiation within reason. Joe said he will make offer based on appraisals. Everything needs to be in place and submitted by January 30, 2009. Could be a may Bid letting.
OLDENBURG BRIDGE 164 – Drew Barth also presented Invoice No. 7 in the amount of $906.00, this would have been the final claims for the project. Reported this was submitted in December 2007 for payment.
Tom Wilson made motion to pay the $906.00 for Bridge 164 for Construction Engineering Services. Eric Roberts would like to check this week on the invoice and made decision next week. Tom Wilson rescinded his motion.
PIPE CREEK BRIDGE 48 – George reported he had talked to Kevin Loiselle on the status of Bridge 48. This project also qualifies for the Federal Economic Stimulus Program. Joe Gillespie is waiting on Environmental Review Approval, so he can state right‐of‐way negotiations.
STONE HOUSE ROAD SLOPE STABILIZATION PROJECT – George received signed documents from property owners granting permission for project to proceed from William and Theresa Hutchins. Letter was prepared to submit information needed for the project to be sent to INDOT, along with Assurances relating to Real Property Acquisition.
Tom Wilson motioned to sign Letter to INDOT for the Stone House Road Slope Stabilization project. Don VonderMeulen seconds the motion. Eric Roberts, All in Favor. Motion carried.
TRAFFIC STUDY ON COUNTY ROADS – George had prepared a List of Roads to have Traffic Study’s done on them through Southeastern Indiana Regional Planning Commission with a Grant they had received from INDOT. A List of 100 Roads were submitted on a spreadsheet with 33 Roads in each District. Will submit list to SIRPC is Commissioners agree with list.
DRAINAGE
ISSUES Joe Gillespie, County Surveyor reported there are (2) small drainage issues on projects he is working on.
The Brackney Ditch finishing up Saturday, the laterals are hooked up, asked Tim Eich to back fill after we have a few rains. The North end of the Ditch, South of Abbott Road had hooked up an old tile to new tile, the old tile looks okay. Dustin asked at the North End of the Ditch to hook up old tile to new. Property Owners to the North do not want it done. Would be running more water running to the old tile and could cause the old tile to collapse. Could cause problems later on for the Kolb’s running dirt in the new tile. Joe asked Dustin if he would agree to a Maintenance Cost Agreement. Eric Roberts said that Dustin did agree. Eric mentioned that the Kolb’s paid for 60% of the Project. Dustin hooked up North End of the Lateral and would have all future responsibility. Kolb did not agree to this. Currently the old tile has blocked off. Per Specifications the old tile was to be removed. Joe invited Commissioners to tour the site.
Dale and Don Harvey have concerts on a Drainage Ditch along Liberty Pike North of Bath Road. There is a ditch tile that is broken and ditch is deep and has safety concerns if someone would get in the ditch could cause damage. Joe will check out.
ENHANCED
TELECOMMUNICATION
INC. Doug Foster, ETC had presented Wireless Service Report and contract for Wireless Phones and was given specifications on Economic Development Website.
Doug was also presented Specifications for the Economic Development Website.
RESOLUTIONS FOR
2009 SCHEDULES
HOLIDAY, COMMISSIONER
MEETING DATES AND PAYROLL
Tom Wilson motioned to approve Resolution 2008‐36 2009 Holiday Schedule, Resolution 2008‐37 2009 Commissioners Meeting Schedule and Resolution 2008‐38 2009 Payroll Schedule. Eric Roberts seconds. Don VonderMeulen, All in Favor. Motion carried.
RESOLUTION
2008‐39 HAZARD
MITIGATION PLAN
Tom Wilson made motion to sign Resolution 2008‐39 to Adopt the Franklin county Countywide All Hazard Mitigation Plan. Eric Roberts seconds. Don VonderMeulen, All in Favor. Motion carried.
CLAIMS Tom Wilson motioned to approve Claim (December 1, 2008) except claim to Carol Monroe to allow Tom to talk to Carol about the Claim. Don VonderMeulen seconds. Eric Roberts, All in Favor. Motion Carried.
Note: Susan Jones, Auditor does not agree in paying the Claim to Carol Monroe for Reimbursement of Expenses at AIC Conference. She had attended as County Recorder, but was also there representing John Hancock Insurance during breaks.
METAMORA
REGIONAL SEWER
DISTRICT AUDIT
REPORT A Copy of the A‐133 Audit Report for January 1, 2007 – December 31, 2007 from the Indiana Office of Community & Rural Affairs was presented for Approval for the Metamora Regional Sewer District. Tom Wilson would like to see figures before he signs.
COURTHOUSE
HEATING Tom Wilson wants the Final Invoice from Bruns Gutzwiller held until the Heating System is fixed, don’t care whose problem it is, as long as it gets fixed.
SIECO
APPOINTMENT Don VonderMeulen motioned to appoint Tom Clooney as Franklin County Representative to the SIECO Board replacing Cathy Placke. Tom seconds. Eric Roberts, All in Favor. Motion carried.
PAYROLL Eric Roberts made motion to approve Payroll. Tom Wilson seconds. Don VonderMeulen, All in Favor. Motion carried.
ECONOMIC
DEVELOPMENT
COMMISSION
APPOINTMENT Tom Wilson made motion to appoint County Council Nomination Donald L “Butch” Williams to the Economic Development Commission. Don VonderMeulen seconds. Eric Roberts, All in Favor. Motion carried.
There was discussion on who would be the Commissioners Representative to the Economic Development Commission. Don reported they have 15‐day to nominate someone. Don feels it should be someone from the Board of Commissioners and asked Eric Roberts if he would accept. Tom Wilson feels it should be someone who has Economic Development knowledge and should not be a member of the Board of Commissioners, as we will be voting on Economic Development Issues. Tom Wilson feels Bob Brack would be a good appointment.
ADJOURN Tom Wilson motioned to adjourn. Eric Roberts seconds. Don VonderMeulen, All in Favor.
Others Present: John Estridge Darrell Smith Scott McDonough George Hartman Harry Graves John Steele Myron Ison Steve Barth Drew Barth Stan Monroe
Gene Stewart Ted Dennis Doug Foster Brian Patterson Joe Gillespie
Dale Maxie
AYE NAY
__S/ Thomas E Wilson__________________________ ______________________________________________
Thomas E Wilson Thomas E Wilson
__S/ Eric E Roberts_____________________________ ______________________________________________
Eric E Roberts Eric E Roberts
__S/ Donald M VonderMeulen___________________ ______________________________________________
Donald M VonderMeulen Donald M VonderMeulen
ATTEST: _S/ Susan A Jones______________________
Susan A Jones, Franklin County Auditor

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