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August 10, 2009 Meeting Minutes

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FRANKLIN COUNTY COMMISSIONERS MEETING

MEMORANDUM & MINUTES

August 10, 2009 @ 9:00 A.M.

Commissioners/Council Public Meeting Room

 

Those Present: County Commissioners:    Eric E Roberts    Thomas E Wilson Donald M VonderMeulen                        

County Auditor:   Susan A Jones

Commissioners Secretary: Carol Westerman

 

Eric Roberts opened the meeting with the Pledge of Allegiance.

WEEKLY REPORT- Susan Jones, Auditor reported looking to receive figures from the Treasurer’s sometime this week so we can distribute tax monies collected to the taxing units.

MEMORIAL FOR POLICE, FIRE & & EMS- Phil Wietholter, Chief of Police for the Town of Brookville, along with Les Washnock presented to the Commissioners a preliminary drawing of a 10’ x 6’ Franklin County Memorial for the Police, Fire & EMS who had lost their lives in the line of duty, who either worked in or lived in Franklin County.  Les Washnock had come up with the idea years ago to honor those who had been killed in the line of duty.  They are requesting the memorial be placed on the courthouse lawn.  Jerry Jonas of West Harrison has estimated the cost to be under $10,000.00.  Mr. Jonas had said he would donate a bench to set near the memorial, IMI Concrete said they would donate the concrete, and the Town of Brookville is also said they would make a donation.  An account has been set up for donations at 1st Federal and donations are tax exempt.  The officers would like for the memorial to be done by May 2010, to be dedicated during Police Memorial Ceremony.  Tom Wilson and Eric Roberts don’t have a problem with it, but would like to have a site on the courthouse lawn determined.  Don VonderMeulen mentioned the Main Street group had a layout of the Courthouse Lawn that had a monument design in it.  The Commissioners will meet with Phil and Les after the meeting on the courthouse lawn.

MINUTES-Tom Wilson made the motion to approve the Minutes of July 27, 2009.  Eric Roberts seconds the motion.  Don VonderMeulen abstains, as he was not present at the meetings.  Motion carried.  

Don VonderMeulen moved we approve the Memorandum & Minutes of July 13, 2009 Executive Session.  Tom Wilson seconds the motion.  Eric Roberts, All in Favor.  Motion carried.

UTILITY CLAIMS      Tom Wilson motioned to approve the Utility Claims (dated August 10, 2009).  Don VonderMeulen seconds the motion.  Eric Roberts, All in Favor.  Motion carried.

CLERK’S REPORT-Tom Wilson motioned to acknowledge that we received the Clerk’s Report (July 2009).  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

STATE ROAD 121 ROAD CLOSURE TO THRU TRAFFICE-George Hartman had written a memo in regards to the State Road 121, replacement of structure North of U.S. 52.  Later this year the road will be closed to thru traffic during construction.  INDOT Officials will be providing a form to the Commissioners for their signatures to identify “The Unofficial Detour Route”.  The route will not be posted with detour signs, but will be used by most traffic to by-pass the closure.  INDOT will reimburse Franklin County for damages along this route during the project construction.  It is most likely that the traveled roads would be Duck Creek Road from U.S. 52 in Metamora to Little Duck Creek Road, to Stone Church Road to Laurel Road to State Road 121 Laurel.

 AUGUST 4, 2009 STORM DAMAGE- Tom Wilson reported he had called Jean Leising to make contact with the Governor’s Office to Declare Franklin County a State of Emergency on storm Damage on Tuesday, August 4, 2009.  Tom Wilson thanked the County Highway Department, Sheriff’s Department, EMS, Fire Departments, EMA and all those who had helped in some way with the emergency situations in Franklin County.  Tom Wilson also wanted to thank Jean Leising for her help; the western and southern parts of the County were hit with heavy rain fall.  Don VonderMeulen, Red Cross Volunteer reported there was a shelter set up at the Metamora Church of God, Pastor Ison had opened up the church if needed for those who were evacuated, but all the families who were evacuated went to stay with family.  Tom Wilson had contacted George Hartman to assess the damages to the Franklin County Roads and Bridges.  It was reported that all roads were passable except for Tee Hill Road.

George Hartman and Commissioners will be visiting the County Roads and Bridges on Tuesday, August 11, 2009 to survey the damages done by the Storm on August 4th for FEMA Funding. 

ORDINANCE FOR STATE OF EMERGENCY LEVELS- A Level 2 was declared on Tuesday, August 4, 2009, during the severe weather with heavy rains and flooding.  A Level 2 states that roads are hazardous, and should be traveled only if necessary.  There was discussion on when a level is called and who calls a level.  Don VonderMeulen would like to be more involved when calling a level in an emergency situation.  He feels the Commissioners should be more involved when a Level 2 or Level 3 is called.  Tom Wilson mentioned he was with Dale Maxie, Sheriff when the Level 2 was called.  Don mentioned the letter to the editor last winter criticizing the county when a level 3 was called.

ANDERSONVILLE PROJECT- Received an Email from Susan Craig, Southeastern Indiana Regional Planning Commission reporting the Andersonville Drainage Project will require the procurement of some easements.  They are hoping a lot of the work will be in the right-of-way, but there will be some private property affected.  In those instances, easements will need to be prepared and executed by the property owner.  Susan is asking if it would be appropriate for the County Attorney to do this work.

LPA Claim for Drawdown #2 in the amount of $20,000.00 was presented for approval and signature for the Study done on the Andersonville Project done by Hometown Engineering.  Also presented, a claim for $800.00 for Archaeological Services that the Commissioners agreed to pay.

Tom Wilson made motion for Eric Roberts to sign LPA Claim Voucher for the final payment of $20,000.00 for the Andersonville Project Study.  Don VonderMeulen seconds the motion.  Eric Roberts, All in Favor.  Motion carried.

METAMORA MAIN STREET PROJECT-Don VonderMeulen and Brian DeFossett, District Road Foreman will be meeting with Mark Richardson of Paul H Rohe Company this afternoon to discuss and coordinate the project with the Highway Department for the Metamora Main Street Project.  Looking to start next Monday, August 17th.

REX– It was reported that Chris Basista, Representing REX will be here at next week’s meeting, Monday, August 17th, to discuss road repairs.

LETTER OF ENGAGEMENT WITH KENT IRVIN FOR UPDATE OF PERSONNEL POLICY- Received a Letter of Engagement for professional consulting services with Kent Irvin of Waggoner, Irwin, Scheele & Associates, Inc.  Services provided,  review of existing policies and past practices, draft policies and forms, final policies and forms, fair labor standards act self-audit/analysis, update job descriptions, and research/consultation.  Fees will be billed on an hourly basis, plus travel expenses.  Fees as follows:  Principal: $95.00 hour, Sr. Consultant: $65.00 hour, and Consultant: $40.00 hour.  Travel Expense Reimbursement as follows:  Mileage: $ .46 per mile, Per Diem: $24.00 per day, and Lodging: Per receipts.  It is estimated the above scope of consulting services will be completed in (6-8) months.  It was said Commissioners have Funds in Professional Services to pay for these consulting services.

Don VonderMeulen makes motion for Eric Roberts to Sign Letter of Engagement with Kent Irvin.  Tom Wilson seconds the motion.  Eric Roberts, All in Favor.  Motion carried.

FRANKLIN COUNTY WEBSITE-    Tony Schwab, Economic Development Director mentioned the Franklin County Website and when he designed the Economic Developments website, Rodney Grubbs, a local resident had helped him create the website.  Mr. Grubbs was local and reasonable priced.  Ramzi of Midwest Data, Inc. had recommended contacting a couple consultants for a website design.  Don VonderMeulen had emailed departments for their input.

PAYROLL-In reviewing the E-911 Payroll, Jon Hundley is over 4 hours on his vacation time.  Don VonderMeulen had called Tracy Lightfield and it was confirmed he was over on vacation.  It was said that Jon will correct payroll.  Note:  Jon Hundley changed payroll voucher and time card from 4 hours vacation to comp time taken.

Don VonderMeulen moved we approve the Payroll after change is made by Jon Hundley.  Tom Wilson voted No to approving the payroll.  Eric Roberts seconds the motion.  Motion carried.

Tom Wilson questioned Jon Hundley hours, not working in the dispatch and working in E-911 Office.  Don VonderMeulen said as he understands they have not found a class for Jon to attend for anger management and Don reported that Tracy said it is stress related and should be taking stress management classes instead of anger management.  Eric Roberts feels he has had plenty of time to get into a class or talk to someone.

EMAIL FROM TERRY DUFFY- The Commissioners received an email from Terry Duffy in regards to the CIC Zoning Code.  Email reads, I was looking at the resolution that created the Citizens Input Committee last year (2008-7).  The language in that resolution does not seem to require the APC to adopt the proposed CIC code without changes, as claimed in several recent CIC presentations.  When you wrote the resolution, was it your intention to tell the APC that they should not make changes to the code proposed by the CIC?  I would appreciate it if you would discuss this with the other commissioners.  Thanks, Terry Duffy.

Don VonderMeulen, our intent does not matter, the APC Appointments work out of our jurisdiction.  Eric Roberts, the APC uses the Zoning Text on a monthly basis.  Tom Wilson, the APC enforces the code, they would need to follow.  Scott McDonough has been working on the Zoning Text for 18 months, APC has been invited to attend, only (2) members have attended, Darrell Kramer and Joe Gillespie.

PUBLIC COMMENT

Stanley Monroe presented pictures of Laurel Road and Stone Church Roads showing the run-off from Haspin Acres.  Mr. Monroe asked the Commissioners to view these roads.

Ken Doerflein in regards to dispatch, why pay overtime for vacation?  How do you calculate it as time and a half?  Also suggested cross training jailers.  Eric Roberts, jailers are not qualified to answer 911 calls, it requires different training for jailers and E-911 dispatch.  Mr. Doerflein also mentioned, need to have timeline for employee to take class, need to be completed within a certain amount of time.  Also something needs to be put in employees file.

Scott McDonough asked if Tracy Lightfield is still E-911 Director.  Don VonderMeulen, yes that is his thought.  It was also said it was under the Sheriff, then went from under sheriff’s authority to the supervisor/director.  Tom Wilson feels E-911 Director and Communications is two different departments.  Also mentioned that County should not be responsible for the anger management classes.

ADJOURN– Tom Wilson motioned to adjourn.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

Others Present

John Estridge                     Darrell Smith                      Scott McDonough            Phil E Wietholter             

Lester D Washnock         Ray Lovins                           Tony Schwab                     Steve Collier                      

Wayne Monroe                                Ken Doerflein                    Walt Oelrich                       Stan Monroe                    

Roger Miller                       Hermine Neisz

AYE                                                                                                        NAY

__S/ Eric E Roberts_________________                                             __________________________

Eric E Roberts                                                                                     Eric E Roberts

__S/ Thomas E Wilson______________                                              __________________________

Thomas E Wilson                                                                              Thomas E Wilson

__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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