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February 19, 2008 meeting minutes

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FRANKLIN COUNTY COMMISSIONERS MEETING
MEMORANDUM & MINUTES
FEBRUARY 19, 2008 @ 9:00 A.M.
COUNTY COMMISSIONERS PUBLIC MEETING ROOM
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 February 19, 2008 Commissioners Meeting with Pledge of Allegiance.
WEEKLY
REPORT Susan Jones, Auditor reported that Personal Assessment Values are balanced with the Assessor’s Office and are working on balancing the Real Estate Values. The Homestead Credit Rebate File has been sent to the Vendor for processing. Received a quote for the printing of the Transfer Books from Manatron for $1,578.20. Sharon Halcomb, County Assessor agreed to pay for out of Reassessment. Tom Wilson motion to go ahead and get Transfer Book printed. Don VonderMeulen seconded. Eric Roberts, All in favor. Motion carried.
STRAND
COMPANY Steve Robertson of Strand introduced himself and has done work for the County before and would like to again, will be putting in an application for Construction Engineering Services for Railfence Bridges 110 & 111.
REX
UPDATE Alan Fore and Chris Basista, Rockies Express Pipeline Representatives were present. Alan Fore comes with concern on what was printed in the newspaper this past week. We are planning on appearing at the next Board of Zoning Appeals Meeting on March 12 and will go on to file the necessary paper work for the Special Exception. The project is a Federal Regulated Project, but has worked with other Counties on this project and information is accurate.
The Commissioners stated that had received a letter from Larry Franzman last week with information that REX will not be filing for a special exception for the hearing on February 25th. Mr. Fore replied they will work on setting up a public meeting with the Commissioners and General Public.
DNR PRE HEARING CONF
FRANKLIN COUNTY
VS. ROCKIES EXPRESS
PIPELINE & DNR
The Franklin County Drainage Board received Notice of PreHearing Conference set for March 3, 2008 @ 10:00 A.M. at Greensburg Public Library. The purpose of the prehearing conference is to afford all interested persons with the right and opportunity for the settlement or adjustments of all claims, controversies, and issues. Another purpose of the prehearing conference is to prepare for hearing if a settlement is not reached. The Prehearing Conference is regards to Certificate of Approval #FW24514, the proposed crossing of the Whitewater River in the near vicinity of four (4) municipal water companies that provide water to citizens of Franklin County. That an infrastructure failure would severely and permanently impact the Whitewater River Basin by any spoliation and/or contamination of the Whitewater River Aquifer.
MARCH 3, 2008
MEETING TIME
CHANGED The March 3rd Commissioners meeting time is changed from 9:00 A.M. to 1:00 P.M. due to the DNR Pre Hearing Conference in Greensburg on that day.
RESOLUTION 2008‐07
ESTABLISHING CIC
& OC COMMITTEES
Don VonderMeulen reads Resolution 2008‐07, the Establishing the Citizens Input Committee (CIC) for Zoning Reform, with the task of organizing the CIC to accomplish its mission will be assigned to the Organizational Committee (OC). The Organizational Committee, will consist of sixteen members who will be appointed by and serve at the pleasure of the Commissioners. Tom and Eric feel that the OC and CIC Committee’s members do need is to read and understand and follow the Comprehensive Plan and bring recommendations if there is any, which needs to be looked at or changed on Plan. Tom Ritz – procedures were not followed, has to be documents.
Don VonderMeulen motions to adopt Resolution2008‐07, as read and with recommended changes made. Tom Wilson seconds. Eric Roberts, All in Favor. Motion carried.
ORGANIZATIONAL
COMMITTEE
APPOINTED Joe Gillespie, County Surveyor ‐ It had been agreed that Joe be part of this Committee and will chair the first meeting.
Don VonderMeulen appointments ‐ Margaret Fain
Brian Patterson
Jim Suhre
Terry Duffy
Scott McDonough
Eric Roberts appointments ‐ Dennis Lackey
Mike Kohlsdorf
Rick McMillin
(Eric has a couple of people that will be getting back with him for his other 2 appointments)
Tom Wilson appointments ‐ Tom Carrow
Dave White
Gary Wolf
Paul Miller
Bobby Bain
Tom Wilson would like to schedule a meeting in the next week or so with the Organizational Committee. Joe will work on this and to also include the list of Citizens that had signed up to be on the Citizens Input Committee. Will give a two‐week notice for the meeting.
Tom Wilson motions that we did organize and name committee members and that Eric Roberts will appoint two members. Don VonderMeulen seconds. Eric Roberts, All in favor. Motion carried.
PURDUE EXTENSION
CONTRACTUAL SERVICES
AGREEMENT Contractual Services Agreement with Purdue Extension for annual services was presented in the amount of $65,520, which needs to be approved by the Board of Commissioners. Don VonderMeulen motioned for Tom Wilson to sign the Contractual Services Agreement with Purdue. Eric Roberts seconds. Tom Wilson, All in favor. Motion carried.
WATER TREATMENT
FOR COOLING TOWER
QUOTES Quotes were received for Water Treatment Services for the Government Center Cooling Tower, are as follows:
Hydro Phase Services $4,075.00
HVC/Aqua Services, LLC $2,700.00
HVC/Aqua Services is currently working with the System. Eric Roberts moved to sign the Proposal with HVC/Aqua Services for $2,700.00 for water treatment services for the Government Center Water Coolant System. Tom Wilson seconds. Don VonderMeulen, All in favor. Motion carried.
WHITEWATER
RIVER ADVISORY
BOARD APPT. Appointment Certificate was signed for the following Whitewater River Advisory Board Members, Jeff Jones, Ron Mason, Cody Ritz, Ken Keith and Randy Roberts, the appointments were made on February 4th. It had been mentioned at the February 4th meeting that the Board Members will decide which (3) members will have a 1‐year term and which (2) members will have a 2‐year term. There was discussion on appointing two alternates, Ben Ludwig and Mick Wilz. Eric Roberts disagrees with appointing alternates. No Motion made. Appointment Certificates for the two alternates mentioned was signed by Tom Wilson.
HARRY
GRAVES Harry Graves asked for a certified copy of the proposed zoning code, how will committee work on this. It was said didn’t know how to certify, showed a sample of certification. Mr. Graves is requesting either the proposed or existing, how do I get a certified copy.
TREASURER’S
& CLERK’S
REPORTS Tom Wilson made motion that we acknowledged the Treasurer’s Report and Clerk’s Reports for the month of January, 2008. Eric Roberts seconds. Don VonderMeulen, All in favor. Motion carried.
COURTHOUSE
REPORT Nothing more to report from last week. Eric asked that Carol write a letter to the City of Lawrenceburg, requesting a draw on the Grant Funding for the Project.
PROPOSALS FOR
SECURITY CENTER
REPLACEMENT OF
AIR CONDITIONING
UNITS Received quotes for the replacement of the air conditioning units at the Security Center, as follows:
Connersville Heating & Cooling, Inc. 112,500.00
Gehring, Inc. 122,440.00
Don VonderMeulen made motion to accept proposal from Ludwig’s (aka Connersville Heating & Cooling, Inc.) for $112,500.00, subject to approval with State Board of Accounts. Also per Purchasing Ordinance, requires financial responsibility. Don said we can’t wait, need to proceed, it takes 3months to build. Tom Wilson seconds. Eric Roberts abstained. Motion carried.
HIGHWAY ENGINEER
WEEKLY REPORT
RAILFENCE ROAD BRIDGES 110&111 – George Hartman reported that INDOT had placed the Request for Proposals (RFP) Notification for Professional Services to provide Construction Engineering and Inspection on their website. The response due date and time is February 20, 2008, no later than 1:00 P.M. Various consulting firms have called about this project. The Letter of Interest (LOI) will be opened at the February 25, 2008 meeting. A list of Consultants who responded is to be forwarded to INDOT to Bob Windslow at the Seymour District Office. This than will be submitted to the central office. INDOT will prepare scoring sheets for each of the consultants, which the Board of Commissioners must use to score each firm and summit those to INDOT. No information is to be released until INDOT notifies the use of their final results.
PIPECREEK BRIDGE 48 ‐ George reported that the Pipecreek Bridge 48 Rehabilitation Project was discussed with Officials from the State Historic Preservation Officer, Federal Highway Administration, INDOT Environmental Services and Historic Landmarks representatives after the meeting last week. Larry Heile from the Federal Highway Administration provided support to the option of using new A‐588 steel floor beams, stringers and steel grid deck. It seems likely that this option will be considered an
adverse effect on this historic bridge. A Memorandum of Agreement will have to be developed and signed by the Commissioners, Federal Highway Administration and State Historic Preservation Officer. Those present from the state and federal agencies indicated that the Section 106 process can be completed in possibly two months more or less. John Carr (DNR/SHPO and Keven Loisell have exchanged various emails during the past week on this project. The field check meetings will be likely be in March on either the 4th, 5th, 6th , 11th, 12th, or 13th.
STATE PROJECT US 52 BRIDGE – A letter dated February 4, 2008 from INDOT, the preliminary Field Check Meeting will be held at the project site on March 17, 2008 @ 10:30 A.M.
POSTING OF LOAD LIMIT SIGNS ON BRIDGES – Districts 1 & 2 Documentations were provided to Keven Loiselle this past week for the posting of load limits on bridges from the list provided from the Bridge Inspection Report. Still waiting on photos of signs installed as required from District 3.
FA 3 APPLICATION – Don VonderMeulen reported that George has been providing spread sheets and documents for us to make a decision for applying for a FA 3 Applications in adding more federal aid bridge projects to the list. Don said it seems to him it shows we can afford to put on additional projects, don’t want to miss this opportunity. Don had also talked to the Major of Batesville in regards to the Columbus Ave Bridge and wants to reconsider in applying for this project. Tom Wilson feels we don’t have the funding to finish the five projects we have on the books. Tom agrees that these projects need to be done, thinks we could do the Columbus Ave Bridge in house with local funds.
If we do the project in house, the construction estimates would be $250,000., plus $37,000. Worth of Engineering Fees, in 2009 for $300,000. We could do the bridge. If we wait 7 years for longer for a FA Project, with engineering fees raising 5% a year. Eric Roberts said he had received a lot of phone calls and they don’t understand we get 80% reimbursement, but we have to pay for it first. Tom and Eric want to wait a year to apply , so we can recoup and build the Cumulative Bridge Fund. Don said we need a good excuse to not take George’s recommendations.
Don presented Grant Applications for the Lugar Grant for All the Low Water Crossing in the County for $5,000,000 and $3,500,000. For the Bushy Road Low Water Crossing Project.
Don is asking to allow George to put together FA 3 Applications for Bridge 10 and Bridge 117. Eric feels we can do Bridge 117 with Local Funds. Tom Agrees. Tom said Bridge 10 is a different situation, estimate a $2,000.000. Project.
VFW
PROJECT Joe Gillespie, County Surveyor reports that Gary Seal and Garry Reister is present looking for direction on the VFW Project. Joe asked Don Dunaway to be present in regards to the Infirmary Cemetery and location of graves. Don Donaway has a few facts and recollections of the old cemetery. There are two ladies, Patricia Smith and Lorene Galle who believes is dosing and believes there are 150 to 250 bodies buried there. Lorene has since gone to DNR to collect information and researched their records. Don has also done research on the old infirmary records, he doesn’t know where the graves are have recollections and opinions not facts. If the VFW builds within 100 feet of the existing cemetery they need permission, they have applied for special exception to build within 50 feet. Gary reported he had talked to Glen Sampson and in April 1955 he had bulldozed in the area where the rifle range is located and there were no graves. Tom Wilson asked why was this site chosen. Gary Seal said they had been approached by the Conservation Club to split this property, so they don’t have to mow. Don VonderMeulen feels we can’t do anything until you get a ruling on the Special Permit on the 50 foot setback.
DRAINAGE
BOARD
MEETING Joe Gillespie, County Surveyor opens (4) bids that were received for the Proposed work that is to be completed on the Brackney Ditch. The Brackney Ditch Main Line has been previously reconstructed from the outlet to a location that is approximately 550 feet north of the south line of the Dustin Dorrel Farm. The first portion of this project is to complete exploratory excavation to determine this location to determine the starting point. The Franklin County Surveyor will be on site during the investigation. Proposing from this location to install 1700 +/‐ feet of 18 inch tile. The 18 inch tile will run northward to the south side of Abbott Road. The Grade of the new tile is to be the same as the existing tile. All vertical control will be supplied by the Franklin County Surveyor’s Office. Tile sizes are based on perforated A.D.S. N1/2 Pipe. Other types of tile may be proposed provided that they carry at least the same volumes and strengths. All tile will be bedded in gravel (eights) at least half‐way up on the installed tile unless a tile ditching machine that cups the bottom of the ditch to form fit the tile. If a ditching machine is used gravel bedding would not be required. All working laterals are to be hooked up in a fashion acceptable with the Franklin County Surveyor’s Office. There is a blow hole that is on the main arm that is situated north of Abbott Road on Michael and David Kolb’s Property. This hole can be shown by the Franklin County Surveyor’s Office. We think this is a 16‐inch tile. Repair of this hole is an item. This repair will require a 20 feet long length of 18’ tile. This is described in Notice to Bidders.
Coombs Excavating $17.34 per linear feet $ 503.26 repair of hole
Brackney, Inc. $22,27 per linear feet $1,400.00 repair of hole ($37,850.60 total price)
Tim Eich $12.98 per linear feet $ 650.00 repair of hole
Downey Excavating $18.00 per linear feet $ 450.00 repair of hole
Tim Eich would like if he receives the bid, he would refer to do in August and pay cash rent on the portion of described ditch and put in with a trencher in August. Can’t put in with a trencher at this time, would need to put in with a backhoe. Dustin Dorrel field would be in a no till rotation. Dustin said if he can’t do in April, he would prefer it wait until October when the crops are off. Dustin asked what would determine what the cash rent would be, it is proposed at $200.00 an acre. Joe would work with the Property Owner and Contractor on the project.
Eric asked how much is in the Assessment right now. Joe replied $32,000.00 is in the account. Eric asked if there is money left over with is project, can the project be extended or continued. Joe said it would be done later on in the year and we are to discuss putting on another assessment for this year to do the next phase. Looking to generate $32,500 per assessment that would be divided up between the property owners within the Brackney Ditch.
Joe Gillespie recommends that the Drainage Board accept the bid from Tim Eich. Tom Wilson made motion to accept Tim Eich’s Bid. Eric Roberts seconds. Don VonderMeulen, All in favor. Motion carried.
Eric Roberts moved to keep the assessment on for this year and do a big project this fall or next spring. Tom Wilson seconds. Don VonderMeulen, All in favor. Motion carried.
COVEY TRACE
ROAD David Siefferman was present with a Letter from the Area Plan Commission stating that Dave Siefferman has asked the board to consider Covey Trace Road for full county maintenance and that he be able to release his bond. Chester Ball has done a follow‐up inspection and verified that a transition is now in place that will not cause any problems for snow removal and allow for positive drainage. In reviewing the subdivision, I Larry Franzman feel that Mr. Siefferman has complied with the Franklin County Subdivision Code. Mr. Siefferman’s one year maintenance period was approved on January 2, 2007. Signed by Larry J Franzman, Executive Director.
Tom Wilson made motion to accept Covey Trace Road into the County Highway Road System. Don VonderMeulen seconds. Eric Roberts abstained. Motion carried.
MINUTES Don VonderMeulen made motion to approve Minutes (February 11, 2008). Eric Roberts seconds. Tom Wilson, All in favor. Motion carried.
FA 3
APPLICATION George was given permission to fill out Federal Aid 3 Application for Bridge 10 as the first choice and then Bushy Road and Yellow Bank as the second.
HARRY
GRAVES Harry replied as he talked a little bite before wanting a Certification of Proposed Zoning Code. Also mentioned that he was at the last meeting and was now mentioned in the minutes, wanted to know why.
NOTE: Harry Graves was at the meeting on February 11th and requested a certified copy of the proposed zoning code.
ADJOURN Tom Wilson made motion to adjourn. Don VonderMeulen seconds. Eric Roberts, All in favor.
Others Present: Garry Reister Stanley Monroe Gary S Seal Bob Bain
Robert Lecher Gene Wilson Jerry Harnisheger ?? Couldn’t Read
Brian Patterson Steve Robertson Scott McDonough Bill Dickhaus
Ron Schnecker Jon Graf Pete King Scott Stirn
Monica Yane Harry Graves Cody Ritz ?? Couldn’t Read
Gene Stewart Jacqueline Sizemore Joe Gillespie George Hartman
David Siefferman Leroy Updike Betty Updike David Kolb
Rick Coombs John Kolb Dustan Dorrel Thomas Ritz
AYE NAY
__________________________________________________ ___________________________________________________
Thomas E Wilson Thomas E Wilson
__________________________________________________ ___________________________________________________
Eric E Roberts Eric E Roberts
__________________________________________________ ___________________________________________________
Donald M VonderMeulen Donald M VonderMeulen
ATTEST: ___________________________________________
Susan A Jones, Auditor Franklin County

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