October 14, 2008 meeting minutes
FRANKLIN COUNTY COMMISSIONERS MEETING
MEMORANDUM & MINUTES
October 14, 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.
REPORT Susan Jones, Auditor reported that the first installment of taxes have been distributed to taxing units. Checks were passed out or mailed this past Thursday. Also reported RBSK was to change the IP Addresses on our computers yesterday for the new phone system, but found a hard drive that had crashed, we didn’t lose anything. They had removed the board and cleaned, it did reboot. RMSK has concerns if it will last. A quote had been put in for a new server at budget hearings, may not be able to wait until next year. I will be asking County Council at the next meeting on what direction we should proceed.
TREAT NIGHT Tom Rowe of the Lions Club again this year is asking permission the use of the Courthouse Lawn for Trick‐or‐Treat Night on October 31st between 5:00 ‐ 6:00 P.M. to distribute treats.
Tom Wilson made motion to allow the Lions Club to have Trick‐or‐Treat night on the Courthouse Lawn on October 31st. Don VonderMeulen seconds. Eric Roberts, All in Favor. Motion carried.
GRANT Jodi Comer of Southeastern Indiana Regional Planning Commission (SIRPC) presented Contract for Services between Franklin County and SIRPC for services in the amount of $5,556.00for the Andersonville Community Focus Fund Planning Grant from the Community Development Block Grant Program, administered by the Indiana Office of Community and Rural Affairs in the amount of $50,000.00. The Planning Grant is for the use of a study for waste water, water, and storm water. Tom Wilson asked what the plan would involve. Joyce Sparks said it is to see what can be done to correct their drainage issues. Jody Comer said it will probably do an all conclusion plan and do a study for waste water, water, and septic. Don VonderMeulen asked when work will begin. After the Grant Agreement is sent to the State to start the 6‐week process. A Letter was written to the State to allow the Engineering Services to start to plan put a plan together. It will then be delivered to Andersonville and the Board of Commissioners. Joyce Sparks said they had formed a small committee, she had gone house to house for the income study and Public Hearings were held. The plan will be reviewed and needs decided on what plan to proceed with.
Eric Roberts moves for Tom Wilson to sign Contract for Services with SIRPC for the Andersonville Planning Grant. Don VonderMeulen seconds the motion. Tom Wilson, All in Favor. Motion carried.
ATTIC Judge Cox presented to the Board of Commissioners a Franklin County Courthouse Records Project Report dated October 10, 2008. On October 10th Beverly Stiers, Commission on Public Records, Thomas Q Jones, Division of State Court Administration and Jon J Newman had visited Franklin County to look at the Old Records in the Courthouse Attic and records that had already been moved to the Government Center. Judge Cox asked if anything has been done, asked if some of the records could be taken to the State Archives. Some of the records have Historic Value, such as Registration of Voters 1913 to 1936, Original Livestock records from 1811.
Judge Cox said the Clerks Perpetuation Funds could fund shelving for Probate Records and Judicial Records. Eric Roberts feels the old records should stay here. Harry Graves asked do you have a rough inventory of Ag Records. Judge Cox said we have a survey of records. Tom Wilson asked the Judge to ask Mr. Newman if after the State scans the records, would they be returned back to Franklin County. Judge Cox will find out and get back with the Commissioners.
MITIGATION PLAN FOR
Ed Hollenbach, EMA Director had presented a letter from the State of Indiana that the Draft Franklin County Multi Hazard Mitigation Plan had met the requirements for approval for the Flood Mitigation Program and the Disaster Mitigation Act of 2000. The next step is for the Plan is to adopt a Resolution to receive final acceptance by FEMA. This Plan needs to be in place in order to be eligible for Grants under the FEMA’s Mitigation Program.
WOLF CREEK ROADWAY
STABILIZATION George Hartman, Highway Engineer opened the (5) Bids received for the Wolf Creek Roadway Stabilization Project. This Project is one that was approved for funding through the 2008 Disaster Relief through the Community Foundation. Bids opened are as follows:
Ballenger Excavating Option 1 $16,500.00 Option 2 $16,500.00
C.D.H. Inc. Option 1 $53,660.00 Option 2 $64,860.00
Crain Excavating Option 1 $19,200.00 Option 2 $21,520.00
Goldsmith Excavating Option 1 $16,700.00 Option 2 $15,500.00
Harrison Excavating Option 1 $ 7,800.00 Option 2 $ 7,800.00
Eric Roberts moved to take bids under advisement and for George to get price on rip rap and block. (No second was made).
REX Chris Basista, REX Representative presented (6) Plan Documents that had been requested. Chris had also reported that Kelcey Thomas had driven the County Roads. A determination was made that there are roads that cannot be traveled. REX does have trucks with steering trailers that can make turns on curvy roads. REX is in the process of videotaping the roads and County then will receive a copy of the tape. Chris had also presented a copy of the list of access roads and roads that will be traveled. George Hartman stated that Bridge 139 on Wolf Creek is an old structure, there is no weight limit. REX said they would look for an alternate route. Chris said they are still working on a contact list; they will also be using warning signs such as Utility work ahead as per state regulations. The Commissioners asked that a date be set for Safety Training for the Commissioners, Highway Engineer and Road Foreman’s. The date of October 16th at 1:00 P.M. was set to do the training in the Commissioners Meeting Room at the Government Center. Chester Ball, District 1 Foreman will attend a workshop at the work site office in New Point. REX will return at the next meeting to finalize the roads and route to be used.
HARVEY BRANCH ROAD STABILZATION PROJECT – George reported that this project is being funded through the 2008 Indiana Natural Disaster Fund Round 1. Construction started today, Harvey Branch Road will be closed from 7:00 A.M. to 7:00 P.M. Tuesday through Friday this week. Received quotes for concrete from IMI at $70.50 a cubic yard and Nobbe Concrete $71.50 a cubic yard. Nobbe’s quote was also for the Stone House Road Project. George reported the job will need approximately 110 cubic yards of concrete.
Eric Roberts moved to go with IMI for the concrete for the Harvey Branch Road Stabilization Project. Don VonderMeulen seconds the motion. Tom Wilson, All in Favor. Motion carried.
RAILFENCE BRIDGE 110 & 111 –George had presented the Loan Agreement for the Interest Free Loan EDS No. A249‐09‐320288 for Railfence Bridge 110 & 111 in the amount of $194,980.69. George reported the Contractor is looking to start the project in the next couple of weeks.
Tom Wilson made motion to sign Loan Agreement. Eric Roberts seconds the motion. Don VonderMeulen, All in Favor.
George had also presented the LPA Claim Voucher he had received in the amount of the Loan to be paid to Franklin County for a portion of what the County payment to the State for the Railfence Bridge 110 & 111 Bridge Project.
Eric Roberts moved to sign LPA Claim Voucher in the amount of $194,980.60. Don VonderMeulen seconds the motion. Tom Wilson, All in Favor. Motion carried.
BLUE CREEK BRIDGE 94 – George mentioned he had presented a Letter addressed to INDOT for the Commissioners to move the project date back by (5) Months to August 2009.
Don VonderMeulen made motion to sign the Letter to INDOT. Tom Wilson seconds the motion. Eric Roberts, All in Favor. Motion carried.
INDOT FEMA QUATERLY REPORTS – George had presented the Local Public Agency Quarterly Reports for Federal Bridge 94, 48, 73 and 102 Projects. George had also presented a cover letter for the Commissioners to sign.
Eric Roberts moved that Tom Wilson sign the Quarterly Reports and Letter for FEMA Bridge Project for Bridges 48, 73, 94 & 102. Don VonderMeulen seconds the motion. Tom Wilson, All in Favor. Motion carried.
SIGN REPLACEMENT PROJECT – George had checked to see why the County had not received reimbursement for LPA Claim Voucher 3, 4 & 5 that had been sent in. George said he had spoken to Jeff Logman of INDOT and reimbursements have not been sent to the County. INDOT is waiting on documentation to back up the information that was sent to them, such as the number and types of signs included with the voucher. Jason Bunelmeier has not received record to show field information collect by Franklin County Highway Department and recorded with Keith Bias, WTH. If documentation gets to them they will release reimbursement.
GRAVES Harry Graves is requesting to be a Representative of the Economic Development to research grants that would help Franklin County. Mr. Graves said he would volunteer 20% of his time in doing his research. If a grant would be awarded he wants the recognition. Tom Wilson asked what kind of grants. Harry Graves said for Franklin County. Research all Grants, to look in general. Eric Roberts asked if he had taken Grant Writer Classes. Harry Graves said he can read and do research. Don VonderMeulen said you need to have a good working relationship to Economic Development. Tom Wilson said we can’t stop anyone from researching, but can’t give authorization to be a representative for the County. Harry Graves said he would prepare an agreement and present at a meeting.
Harry Graves presented a notice wanting a certified copy of the Meeting Notice for the meeting last Thursday with REX.
MINUTES Eric Roberts moved we accept the Minutes of October 6, 2008. Don VonderMeulen seconds the motion. Tom Wilson, All in Favor. Motion carried.
CLAIMS Eric Roberts moved to approve the Utility Claims (October 14, 2008). Tom Wilson seconds the motion. Don VonderMeulen, All in Favor. Motion carried.
REPORT Tom Wilson moved t acknowledge the Clerk’s Report dated September 2008. Eric Roberts seconds the motion. Don VonderMeulen, All in Favor. Motion carried.
Susan Jones, Auditor had presented an Amendment to the Personnel Policy Handbook for the Clarification of Longevity. Don VonderMeulen asked that it be rewritten and to get with the Sheriff’s Department for their guidelines.
ADJOURN Tom Wilson motioned to adjourn. Eric Roberts seconds the motion. Don VonderMeulen, All in Favor. Motion carried.
Others Present: Darrell Smith Bev Woodruff Harry Graves Stan Monroe Chris Basista
Rene Stivers Janie Stivers Scott McDonough D Codiano Joyce Sparks
Darrell Sparks Jodi Comer Lisa Hollars Ben Harrison Gene Stewart Brian Deffosett Barry Moorman Greg Newcomb Kelcey Thomas Chester Ball
Ray Reese Judge Cox George Hartman
__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