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May 12, 2008 meeting minutes

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FRANKLIN COUNTY COMMISSIONERS MEETING
MEMORANDUM & MINUTES
MAY 12, 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 opened the meeting in the 2nd Floor Public Meeting Room with the Pledge of Allegiance.
WAIVE BUILDING
PERMIT FEE
COMMUNITY
FOUNDATION The Community Foundation is wanting to build a (14×16) small Gazebo next to their building on Main Street. They are requesting the $250.00 Building Permit be waived.
Don VonderMeulen motioned to waive the $250.00 Building Permit Fee. Tom Wilson seconds the motion. Eric Roberts, All in Favor. Motion carried.
HEALTH BOARD
APPOINTMENT Jim Adams had resigned his position on the Franklin County Health Board. Recommendation was made to appoint Joey Bishop, to fill the remainder of Jim Adams term.
Eric Roberts motioned to appoint Joey Bishop to the Franklin County Health Board. Tom Wilson seconds the motion. Don VonderMeulen, All in Favor. Motion carried.
E‐911
UPDATE Don VonderMeulen reported that this past Wednesday he had met with Gene Stewart, County Attorney and Tracy Lightfield, E‐911 Director regarding the overcharges that have been added to the E‐911 Verizon Phone Bills. Gene made the recommendation that Tracy get with a consulting company and give a proposal on auditing the E‐911 Phone Bills on the overcharges. There is a sufficient amount of dollars that is due to us. Some of the overcharges have been credited from July 2007 thru March 2008 on the current phone bill. Tracy had contacted several Counties and had gotten a recommendation for an Audit Firm.
SECURITY CENTER
UPDATE Don had also reported that he had met with Tracy Lightfield, Dale Maxie, and Carroll Lanning to go over issues at the Security Center. The Air Conditioning Units have been installed along with the new Water Softener and are up and running. The hinges on the heavy duty doors are being replaced. The windows in the cells are in need of replacement, windows are brittle hand several have already been replaced. There is an issue with the lights in the kitchens; they did not pass the last inspection. The fixtures are expensive to replace, the lenses are deteriorating, looking to place protective sleeves over the lenses.
COURTHOUSE
UPDATE Eric Roberts reported that the Courts had started to move back to the 2nd Floor of the Courthouse on Friday. After last Mondays construction meeting found out we’re needing $7,000.00 to complete installing the phone and computer lines, this includes the $2,900.00 phone panel. There will be a construction meeting today at 2:00 P.M.
UTILITY
CLAIMS Tom Wilson motioned to approve the May 14th Utility Claims. Don VonderMeulen seconded the motion. Eric Roberts, All in Favor. Motion carried.
CLERK’S
REPORT Tom Wilson motioned to acknowledge the Clerk’s Report dated April 2007, as presented. Eric Roberts seconds. Don VonderMeulen, All in Favor. Motion Carried.
REX PRE‐HEARING
CONFERENCE The Pre‐Hearing Conference is set for May 15th at 10:00 A.M. in Greensburg, regarding the Issuing of a General Permit for the REX Pipeline Project from IDEM.
ENOCHSBURG
COVERED BRIDGE 73 Joe Gillespie, County Surveyor reported that he is working on the Right‐of‐Way and it has been certified. The project now can go to bid letting.
HIGHWAY ENGINEER
WEEKLY REPORT MID ROAD BRIDGE 71 ‐ George Hartman, Highway Engineer reported the Company that is supplying the (2) Railroad Tank Shell Cars is still coordinating the delivery of that tanks to the project site. They may need to deliver bringing them by using a Decatur County Road.
ENOCHSBURG COVERED BRIDGE 73 – George reported he had received a Construction Cost Estimate from Jim Barker of J.A. Barker Engineering, along with the Quarterly Report via e‐mail to Steve Flores of INDOT on May 7th. Rick Whitney of INDOT is in need of additional information. INDOT is trying to schedule the bid letting for October 1, 2008 if funding can be arranged by this date. Total Federal Highway Administration Funds required is $543,000.00 for the construction phase of the project.
U.S. 52 BRIDGE REPLACEMENT – INDOT is in need of more detailed information on the sidewalk that is being requested to be added to the project. They are estimating it will cost an additional $100,000.00 to be added to the project. The width of the bridge would need to be extended and this will require additional right‐of‐way. George also presented a copy of a letter written by Tom Cooney of the Whitewater Canal Trail, Inc. supporting the sidewalk addition.
RAILFENCE ROAD BRIDGES 110 & 111 – George reported that the Transfer of Surplus Funds from Railfence Bridge 110 to the (4) other Federal Aid Bridge Projects (Railfence Road Bridge 111, Pipe Creek Road Bridge 48, Enochsburg Covered Bridge 73 and Blue Creek Road Bridge 94 were approved by Rick Whitney of INDOT on April 28th. The Board of Commissioners now can proceed with the selection process for Construction Engineering Services. Bob Winslow of INDOT had forwarded the Consultant Rating Forms and Scoring Tabulations for Bridge No.’s 110 & 111. The scoring sheets will then be forwarded to INDOT for final review.
FAIRFIELD‐CAUSEWAY ROAD BRIDGE 144 – George reported the bridge deck is showing early signs of deterioration on the road surface. An area located on the east bound lane in the right wheel path on the second span from the west abutment has a cracked area that is developing. The recommended rehabilitation of the bridge would be a major project to use a high pressure water jet system to remove old concrete the entire length and width of the bridge to the level of the top reinforcing steel. Then a latex modified concrete wearing surface would be installed. This process could extend the life of the bridge 25‐30 years.
ALL WAY/3‐WAY STOP AT STONE CHURCH ROAD AND SHADY LAKE ROAD INTERSECTION – George had recommended an All Way or 3‐Way Stop at the Intersection of Stone Church and Shady Lake Roads. There is currently a single stop sign for west bound Stone Church Road. This Stop Sign is more than 50 feet east of the intersection which reduces sight distance to observe approaching south bound traffic on Shady Lake Road. The Stop Sign Ordinance will need to be amended.
REX PIPELINE – Chris Basistan representing REX Pipeline will be meeting with George and the Commissioners and Foreman’s to discuss the installation of the pipe under the County Roads on May 19th. George had forward to Mr. Basistan a copy of the Utility Agreement.
FAMILY RESOURCE
PROGRAM Roberta Parks, Representing a Division of Family Resource Program, a State Program is requesting a room to conduct classes in helping families to get off public assistance. Would need a room to be available Monday thru Friday 9:00 ‐12:00 for five (5) to twelve (12) clients. The Commissioners will take under advisement and see what is available.
TREASURER’S
REPORT Tom Wilson motioned to acknowledge the Treasurer’s Report dated April 2008. Eric Roberts seconds the motion. Don VonderMeulen, All in Favor. Motion carried.
MINUTES May 5, 2008 Minutes were not available to be approved; the minutes would be available for approval on May 19th.
HARRY
GRAVES Harry Graves presented to the Board of Commissioners a paper with Sequence number: 6, Author: hg, Subject: Note, Date: 5/12/2008 5:26:18 AM 1) Was this document presented on May 5, 2008? 2) Did Vonder Meulen make motion and seconded by Roberts? 3) Did T. Wilson call for vote? 4) What was that vote? 5) Vonder Meulen signed and Roberts signed, then E Roberts ask Gene Stewart county attorney if he could sign for T. Wilson who refused to sign! 6) Why was the document that was signed by D VonderMeulen & E. Roberts, twice, given to J. McMillian??? 7) Where was a copy of this of this document in the commissioners office or the Auditor’s office when I requested (1) one on Friday, May 9, 2008 and was told by C. Westerman and S. Jones, Auditor that J.McMillian had taken it and didn’t know why he ,instead of the county attorney G. Stewart had it? 8) Who prepared this document? 9) Why (2) pages, with the signatures on the 2nd page? 10) Where is the “Enabling Clauses” for City of Lawrenceburg and Franklin County, Indiana on the “Facing” page? 11) If the Franklin Economic Development Corporation is to receive the Grant money why isn’t the officials names on the signing page? 12) Are they, the duly authorized executives” mentioned in addition to the “elected officials”? Statement I Harry D Graves have ask for “certified” copies of ALL appointees by Franklin County Indiana commissioners for the calendar year 2008 from the Franklin County Auditor’s office on May 9, 2008.
These questions pertained to the Interlocal Agreement that had not been signed at the time he was asking these questions. The Board of Commissioners tried to answer by 1) yes 2) yes 3) vote was done as it has always been done in the past 4) 5) Agreement was not signed on May 5th 6) it was give to Judd McMillian to add a line for each one of the Commissioners, instead of just one line for Tom Wilson. In regards to the Statement for the appointments requested on May 9th. Mr. Graves was told they would not be available on May 12th, but would get them as soon as possible from the Auditor’s Office.
NEW PHONE
SYSTEM Jay Shullman of Cleves Connections presented a Municipal Lease with First Capital for either a 3‐Year Lease, 4‐Year Lease or 5‐Year Lease on $61,652.00. This is for the installation of a New Phone System for the Courthouse, Government Center, Sheriff’s Department & 911, along with a 911 Backup Trailer. No decision was made at this time, except for the installation of new phone system on the 2nd floor of the Courthouse. The additional work is contingent of funding approved by County Council
ADJOURN Tom Wilson motions to adjourn. Eric Roberts seconds the motion. Don VonderMeulen, All in Favor. Motion carried.
Others Present: Bill Schirmer Brian Patterson Stanley Monroe Gene Wilson
Dale Maxie Seth T Whitecotton Sharon Halcomb Larry Franzman
Scott M McDonough John Estridge Harry Graves George Hartman
Roberta Parks John Cookendorfer Jay Shullman
ADJOURN Tom Wilson motions to adjourn. Eric Roberts seconds the motion. Don VonderMeulen, All in Favor. Motion carried.
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
NOTE: At approximately 3:30 P.M. on Monday, May 12, 2008, The Interlocal Agreement, between the City of Lawrenceburg and Franklin County for the Grant of $875,916 for the sole purchase of purchasing a 49 acre tract of land to be used as a future Industrial Park was brought to the Auditor’s Office for me to attest the signatures of Eric E Roberts and Donald M VonderMeulen. I said this should have been done during the Commissioners Meeting and was told by Don VonderMeulen that a motion had been made at the May 5th Commissioners Meeting to sign the Agreement. I, attested their signatures, but did not feel that this was correct and should have been done during the meeting.

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