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November 3, 2008 meeting minutes

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FRANKLIN COUNTY COMMISSIONERS MEETING
MEMORANDUM & MINUTES
November 3, 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.
BROOKVILLE
FOUNDATION
GRANT Tom Wilson reported the Board of Commissioners had applied for a grant from the Brookville Foundation to improve the landscape of the former Lew Wallace School site. This is a follow up to the April 25, 2005 Memorandum between the Franklin County School Corporation and the Franklin County Commissioners, to develop the site to be made available to the General Public for park activities including picnicking. The Park will be known as the Lew Wallace Memorial Park.
Mr. Don Jobe, President of the Brookville Foundation reported the Lew Wallace School was built in 1931 as Brookville Elementary School. In 1961 it became Brookville Jr. High School when the New Brookville Elementary School was built. In 1989 the Lew Wallace Building was closed and razed. At that time Brookville Middle School grades 5 through 8 moved into old Brookville High School, when the New Franklin County High School was built. Lew Wallace was the son of David Wallace Governor of Indiana 1837‐1840. Lew Wallace was born April 10, 127 on site of St. Michael School; he was an Author, Soldier and Statesman.
Don Jobe presented a check for $7,661.00 and reported the Foundation is very excited for the Lew Wallace Memorial Park. Hopefully signage will be put up on Main Street for the Park. This year the Foundation gave over $40,000.00 in grants to (9) different organizations.
WEEKLY
REPORT Susan Jones, Auditor reported that the Fall Tax Deadline is Monday, November 10th.
PUBLIC HEARING
FRANKLIN COUNTY
HAZARD MITIGATION
PLAN Susan Craig, Southeastern Indiana Regional Planning Commission (SIRPC) and Ed Hollenbach, EMA Director was present for the Public Hearing on the Hazard Mitigation Plan for Franklin County. Susan Craig reported that FEMA has approved the Plan and the County is now required to adopt the Plan. This Plan is needed to be adopted in order for the County to receive FEMA Funding. A Resolution was presented to the Commissioner to adopt in (2) weeks. Ed will take the plan to other entities in the County for approval. The Hazard Mitigation Plan was done through grant funding through the SIRPC. Ed Hollenbach reported through several meetings, Franklin County was assessed for what was needed in Franklin County. Needs were prioritized and the 1st was Communication and reverse E‐911. Don VonderMeulen asked if the Plan is ever updated. Susan Craig said yes, every 5 years. The County will need to start updating within the next 2‐2 ½ years, it’s a lengthily process.
Ed Hollenbach reported the County may be eligible for FEMA Monies for Wind Damaged Properties for Homes, Cemeteries, etc.. Ed has also been meeting with FEMA Officials for damages done to Franklin County Roads. Susan Craig reported she had received an email from Indiana Rural Affairs for damages done for Public Facilities from the June Flooding, needing to know if there are any projects, feels there is some funding available for water, sewage and public buildings not used for day to day business. Eric asked about roads and bridges. Was told if there is any let her know and she will check out.
Susan Craig also reported on a Proposal for Indiana Housing and Community Development for the Use of HUD Neighborhood Stabilization Funds. Providing targeted emergency assistance to state and local governments to acquire and redevelop foreclosed properties which would otherwise be sources of abandonment. The Neighborhood Stabilization Program will provide grants to the State of Indiana and certain local communities to stabilize neighborhoods. They will need a list of properties and would apply as a region for grant funding. Would need a Letter of Intent in December and Proposals are due in early spring.
Susan also reported SIRPC has a Contract with INDOT for Traffic Counts for Counties. Franklin County is schedule for this year. They are able to do between 80 – 100 counts. SIRPC will be hiring someone to do the work on part‐time basics. George will get with SIRPC with a List of Roads for the count.
ENHANCED
TELECOMMUNICATIONS
CORP Doug Foster of Enhanced Telecommunications Corp. (ETC) presented a Proposal for C‐Phone service for the County. Proposal is for (11) phones (individual lines) with a 2‐year contract on a 2,200 monthly peak minute shared plan. Monthly cost of $299.89, less than Verizon by 12 – 15 dollars a month. There would be a $30.00 activation fee per phone (one time fee) minutes over the 2,200 is 45 cents and texting is 15 cents a minute. ETC is offering a Promo for 3‐Months Free for a savings of $800.67 over a 3 month period. The plan is equal to Verizon coverage area and keep the same phone numbers.
Doug reported ETC is still working on updating a switch in Brookville to be able to service the county buildings, looking to have completed the 1st of December. Also still working on Internet Service for the County. ETC had also reviewed the County’s Long Distance Service, the County has an average of 600‐700 minutes a month. Indicom changes 6 cents in 6 second intervals. ETC is proposing 5 cents in 6 second intervals and 6 cents on toll free minutes.
HIGHWAY ENGINEER
WEEKLY REPORT
RAILFENCE BRIDGE 110 & 111 – George Hartman, Highway Engineer presented a Letter from INDOT awarding the Low Bid for the Railfence Bridge 110 & 111 Bridge Project to McAlister Excavation Company, Inc who bid $1,809,591.44 at the September 4th Bid Letting. George had presented a Contract that had been signed on August 11, 2008 between Board of Commissioners and INDOT. Presented a Notice to Proceed to be signed for Construction Engineering Services with Clark Dietz Engineers.
Eric Roberts moved to sign Notice to Proceed with Clark Dietz Engineers for Construction Engineering Services for the Railfence Bridge 110 & 111 Bridge Project. Don VonderMeulen seconds. Tom Wilson, All in Favor. Motion carried.
ENOCHSBURG COVERED BRIDGE 73 – George had presented the Local Public Agency Coordinator Contract between Franklin County and INDOT for the Board of Commissioners to sign. Also presented Agreement with J.A. Barker Engineering, inc. for Construction Engineering Services for the Enochsburg Covered Bridge 73 Rehabilitation Project.
Tom Wilson motioned to sign Contract Agreement between Franklin County and INDOT for Bridge 73. Eric Roberts seconds. Don VonderMeulen, All in Favor. Motion carried.
Don VonderMeulen motioned to sign Agreement with Barker Engineering for Construction Engineering Services for Enochsburg Covered Bridge 73. Tom Wilson seconds the motion. Eric Roberts, All in Favor. Motion carried.
PIPE CREEK BRIDGE 48 – George presented a Letter to be signed for INDOT requesting the Bid Letting date be moved back 4 months from May 2009 to September 2009. The Environmental Design still needs to be approved. Joe Gillespie, County Surveyor has appraisals ready to go, but will not be able to proceed until the environmental design is approved, before negotiations can be started with surrounding property owners.
Don VonderMeulen motioned to sign Letter to INDOT requesting the Bid Letting date be moved back for Bridge 48. Tom Wilson seconds the motion. Eric Roberts, All in Favor. Motion carried.
George had presented an Invoice from Clark Dietz for Engineering Services in the amount of $1,533.00. The field study, bridge inspection and report, and soil investigation study is 100% complete and the design and environmental is 97% complete.
Clark Dietz has also concerns of (6) Invoices going back to March that has not been paid. March Invoice $5,130.00, April $7,020.00, May $9,360.00, July $33,232.00, August $3,678.00 and September $5,488.00. George will get with Hollie regarding these invoices.
BRIDGE INSPECTITON PHASE II – George presented LPA Claim 13 in the amount of $24,530.00, with 80% Reimbursement of $19,624.00. This claim is for completed field inspection.
Eric Roberts moved for Tom Wilson to sign LPA Claim 13 for Bridge Inspection. Don VonderMeulen seconds the motion. Tom Wilson, All in Favor. Motion carried.
SIGN REPLACEMENT PROJECT – George presented a spread sheet to be used for documentation for signs that have been installed through the Sign Replacement Project. In order for the County to receive reimbursement, the signs need to be documented on what type of sign and location of signs. Several LPA Claims have been submitted to INDOT for reimbursement and have yet to receive funds. George had made contact and INDOT is waiting on documentation before they will release funds.
STONE HOUSE SLOPE STABILIZATION PROJECT – George will be working on the Bid Specification and put out to bid.
WOLF CREEK ROAD STABILIZATION PROJECT – George had mentioned that Harrison Excavating wants to start the project on Wolf Creek Road on Wednesday, November 5th and has presented a Notice to Proceed. The Project is being funding through a $100,000 Grant through the Community Foundation. The County has received the first $50,000.00 draw and are awaiting the balance. Commissioners have talked to Council on proceeding with the project, so it can be completed before the winter weather arrives. The balance of the funding should be arriving at any time; it will then go before County Council to put in an appropriation.
Don VonderMeulen made motion to sign Contract with Harrison Excavating for the Wolf Creek Road Stabilization Project. Tom Wilson seconds. Eric Roberts, All in Favor. Motion carried.
REX – George had presented (2) more copies of the DVD of the recording of the County Roads and Bridge affected by the REX Pipeline.
HARRY
GRAVES Harry Graves had presented a Letter dated October 6, 2008 to the Commissioners with concerns and is wanting answers. The questions were directed to Rene Stivers. Eric Roberts said he had discussed these questions with Rene, and Rene is present to answer these questions. Questions are being answered and made a matter of the minutes and no letter will be written.
1)
Who is Murphy & Associates?
Answer Have no idea
2)
Why are they using Rm 101?
Answer Have no idea, Room 101 is 1st Floor Conference Room. Room 102 is Economic Development
3)
What is Stivers association with Murphy & Associates?
Answer Nothing
4)
Does Stivers receive any commission on transfer of any property thru this listing?
Answer No
5)
Have any costs connected with this listing been charged to County?
Answer No
6)
If this is claimed to be in error when did the error begin?
Answer Duke Energy transferred there website to State of Indiana. Have no idea.
7)
When will the error be corrected? Answer
Answer Called website and it is not there now. Error corrected.
8)
Is there any other companies using Rm 101 in connection with Stivers? How many?
Answer County Council, Commissioners, Department of Local Government and Finance, State Board of Accounts.
9)
I understand Brian Bauman is exclusive agent for J & J Pkg., but is not listed as contact?
Answer Brian Bauman, not listing agent for J & J, is agent for Jeff Franks.
Harry Graves also questioned why he has not received certified copies of notices and minutes of meeting dates requested from Susan Jones, Auditor, when he paid for them. Note: The payment for these certified copies were not given to Susan Jones, Auditor, but to the Commissioner’s Office. Yes they were receipted in through the Auditor’s Office, as all monies go through the Auditor’s Office. Still unclear as to a certified copy, have made numerous copies in the past of documents and had presented to Mr. Graves only to refuse to take them.
METAMORA
APPLICATION FOR
CERTIFICATE OF
APPROPRIATENESS
Jim Hyde/Jane Brame had applied for an Application for Certificate of Appropriateness with the Commissioners Council for Historic Metamora Advisory Board for property at Columbia and Main Street in Metamora. Requesting to change the paint color on the exterior of the building. A Favorable Recommendation was given by the Advisory Board.
Don VonderMeulen motioned to approve the Application for Certificate of Appropriateness for Applicant Jane Brame. Tom Wilson seconds the motion. Eric Roberts, All in Favor. Motion carried.
ORDINANCE 2008‐20
AMENDING ORDINANCE
2004‐09 FEES FOR
COMMISSIONERS COUNCIL
ON HISTORIC METAMORA
The Board of Commissioners, Council and Auditor had received a Letter from the Commissioners Council on Historic Metamora Advisory Board requesting the funds in Account #2270 Matching Funds Account and Account #2160 Metamora Improvement Fund be released to the Whitewater Canal Scenic Byway Association, Inc. and accounts be closed. Ordinance 2008‐20 was prepared by Eugene Stewart, County Attorney Amending Ordinance 2004‐09.
Tom Wilson motioned to Adopt Ordinance 2008‐20 to Amend Ordinance 2004‐09 to release funds in Account #2270 and #2160 to the Whitewater Canal Scenic Byway Association and accounts be closed. Don VonderMeulen seconds the motion. Eric Roberts, All in Favor. Motion carried.
MINUTES Don VonderMeulen moved to approve the Minutes of October 27, 2008. Eric Roberts seconds the motion. Tom Wilson, All in Favor. Motion carried.
PAYROLL Eric Roberts moved to approve Payroll Claims. Tom Wilson seconds the motion. Don VonderMeulen, All in Favor. Motion carried.
TREASURER’S
REPORT Tom Wilson motions to acknowledge the Treasurer’s Report for September 2008. Don VonderMeulen seconds. Eric Roberts, All in Favor. Motion carried. Note: The Treasurer’s Report was presented at the October 20, 2008 Meeting, was not acknowledged at that time. The Report still does not balance with the Auditor’s Office. Rebecca Oglesby, Treasurer had told Auditor’s Office she was aware it did not balance and will be researching. Susan Jones, Auditor has asked for an Amended Report from the Treasurer.
CLAIMS Tom Wilson motioned to approve the Claims dated November 3, 2008. Eric Roberts seconds, but to hold the check to Stello’s until we get reimbursement for Sign Project. Don VonderMeulen, All in Favor. Motion carried.
ADJOURN Tom Wilson motioned to adjourn. Don VonderMeulen seconds. Eric Roberts, All in Favor. Motion carried.
Others Present: John Estridge Darrell Smith Ed Hollenbach Susan Craig Don Jobe
George Hartman Joe Gillespie Harry Graves Gene Stewart Doug Foster James R Stivers Janie Stivers
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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