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November 30, 2009 Meeting Minutes

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FRANKLIN COUNTY COMMISSIONERS MEETING

MEMORANDUM & MINUTES

November 30, 2009 @ 1:00 P.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 the DLGF should start working on the County’s 2010 Budget as of today.

MINUTES- Don VonderMeulen moved to approve the minutes of November 23, 2009.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

TREASURER’S REPORT- Don VonderMeulen moved to acknowledge the receipt of the (October 2009) Treasurer’s Report.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

2010 SCHEDULES HOLIDAY, PAYROLL CLAIM AND MEETINGS- Tom Wilson suggested taking Martin Luther King Day in January and put it to December 23rd.  Don VonderMeulen asked why.  Tom said it would give an extra day for travel if needed to go out of town.  Eric Roberts mentioned the new handbook is to read, Holidays are Commissioners digression.  Eric Roberts said Martin Luther King Day is a National Holiday, the Banks are closed.  Don VonderMeulen, keep the way it is.  Eric said they could use a personal, vacation day if needed.

Don VonderMeulen questioned the meeting schedule, having evening meetings, 4-months during the summer.  We met during the day during the summer months.  Eric Roberts mentioned would like to see fewer meetings throughout the year.  Counties our size meet less.  Eric suggested maybe (3) meetings a month.  Tom Wilson we take care of business doing the (4) a month.  Eric said every time we meet, that gives the opportunity for people to come and ask for money, wouldn’t be tempted to say yes. 

Schedules will be reviewed and act on them at a later date.

PAYROLL– Eric Roberts asked about Derrick Walton having over 80 hours and no overtime was computed.  Dale Maxie, Sheriff was called and will correct, the overtime pay will be out of E911 as he had filled in for E911.

INVESTING OF REX MONIES- Rebecca Oglesby, Treasurer reported she had received interest rates for Certificate of Deposit and Money Market Accounts for the Investing of $3,000,000.00 of the REX Monies that had been received for road repairs on roads that had been damaged during the installation of the pipeline.  Becky reported that Bath State Bank had the highest rate of 1.21% for a 3-6 month CD and the same for a Money Market Account.  The other Banks were lower on a CD and a little higher on a Money Market, but was said Money Market Accounts is flexible and rate changes.

Tom Wilson moved to invest $3,000.000.00 in a 3-month CD.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

TAX SALE- Rebecca Oglesby, Treasurer also reported that Tax Sale is scheduled for December 3rd and we had started out with 257 properties that were up on tax sale and we are down to 90.  Also mentioned the Metamora Sewer District Sewer Liens and how they work.  The County has collected approximately $10,000.00 in liens, and what was collected after the November 10th tax due date will be distributed in June 2010.

PERSONAL PROPERTY DELINQUENCIES– Becky also reported that Personal Property Delinquencies that have been on the tax roll for 10-years are still being collected by the company that had been contracted by the County several years ago.

LASERFICHE CONTRACT- John Steele had presented the Laserfiche Contract for Imaging Documents for the Commissioners Office, the total contract is $8,700.00.  The Commissioners Office will have (2) Users.  If another office wants to be added it will cost $600.00 per user.  Eric Roberts encourages if another office has the funds to get set up now.  The Contract includes (2) days of training for $1,500.00, if someone comes on late is will cost $150.00 per hour.  Mr. Steele feels at this time everyone feels comfortable with sharing the server have talked to MDI, Auditor and Assessor.  Don VonderMeulen reads the contract and it says 50% is due at time of signing, Carol Westerman replied we should have it.

Don VonderMeulen motions to sign the Agreement for Laserfiche.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

OPENING OF 2010 BIDS FOR SUPPLIES- Eric Roberts opens the Bids submitted for the 2010 Supplies.  They are as follows:

 GAS & DIESEL FUEL for County Highway/Sheriff/Public Transportation/and other County Offices

       Harvest Land Co-op, Inc.       Option 1               Guaranteed Set Price     Bid on File in Commissioners Office

                                                                  Option 2               Escalating Clause              “                              “

                                                                   Form 95 and Bid Bond Enclosed

      Petroleum Traders Corp            Option 1               No Bid                                   Bid on File in Commissioners Office

                                                                    Option 2               Escalating Clause              “                              “             

                                                                    Form 95 Enclosed, No Bid Bond

 Motion– Tom Wilson moved to accept Harvest Land Co-op, Option 1 for Gas and Diesel Fuel.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.                                            

 OIL & GREASE for County Highway/Sheriff/Public Transportation/and other County Offices

                                 Harvest Land Co-op, Inc.                                   Bid on File in Commissioners Office

 Motion– Tom Wilson moved to accept Harvest Land Co-op for Oil and Grease.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

VARIOUR CULVERT PIPE – STEEL, ALUMINUM, CONCRETE, HIGH DENSITY POLYETHYLENE OR POLY VINYL CHLORIDE CULVERT PIPE for County Highway

                                     CPI Supply                                                           Bid on File in Commissioners Office

Motion-Tom Wilson moved to accept CPI Supply for Various Culvert Pipe.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

LIQUID ASPHALT EMULSIONS for County Highway

                          Marathon Petroleum Company LLC         Bid on File in Commissioners Office

                          Terry Materials                                                 “                              “

 Motion– Eric Roberts moved to take bids under advisement for Liquid Asphalt Emulsions and award December 7, 2009.  Tom Wilson seconds.  Don VonderMeulen, All in Favor.  Motion carried.

                 PIT & BANK GRAVEL for County Highway                                                                             

             Harrison Sand & Gravel (New Trenton)                            Bid on File in CommissionersOffice                                                                                                         Everything seems to be in order

                                  New Point Stone Co., Inc. (Derby Shire & New Point Quarry)       “                              “

                                  Ballenger Stone                                                                                                “                              “

                                  Bid Form 95 Enclosed

                                  IMI (Irving Materials, Inc.) (Connersville Plant)                                   “                              “

                                  Bid Form 95 and Bid Bond Enclosed

 Motion– Tom Wilson moved to accept Harrison Sand & Gravel, New Point Stone Co., Inc., Ballenger Stone and IMI Bids for Pit and Bank Gravel.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

                   HOT & COLD MIX for County Highway

                               Hot Mix, Inc.                                                            Bid on File in Commissioners Office

                               Form 95 and Bid Bond in place

                             Dave O’Mara Contractor, Inc.                             “                              “             

                               Paul H Rohe Co., Inc.                                             “                              “

 Motion– Tom Wilson moved to accept Hot Mix, Inc., Paul H Rohe Co., Inc. and Dave O’Mara Contractor, Inc. for Hot & Cold Mix.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

                                HOT ASPHALT CONCRETE PAVEMENT & CHIP SEAL for County Highway

                                  Paul H Rohe Co., Inc.                           Bid on File in Commissioners Office

                                 Form 95 and Bid Bond in place

                                 Dave O’Mara Contractor, Inc.                         “                              “

                                 Form 95 and Bid bond in place

 Motion– Tom Wilson moved to accept Paul H Rohe Co., Inc. and Dave O’Mara contractor, Inc. bids for Hot Asphalt Concrete Pavement & Chip Seal.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

ASPHALT RECYCLING for County Highway                                                            

                                                 Paul H Rohe Co., Inc.                                                       Bid on File in Commissioners Office

                                                 Dave O’Mara Contractor, Inc.                                     “                              “

Motion– Tom Wilson moved to accept Paul H Rohe Co., Inc. and Dave O’Mara Contractor, Inc. bids for Asphalt Recycling.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

PORTLAND CEMENT CONCRETE & FLOWABLE MORTAR for County Highway

                                                 IMI (Irving Materials, Inc.)                                           Bid on File in Commissioners Office

                                                      Bid Form 95 and Bond Enclosed

                                                  Roman Nobbe Inc.                                                              “                              “

                                                       Bid Form 95 and Check Enclosed

                                               Raver Ready Mix                                                                    “                              “

                                                       Bid Form 95 and Check Enclosed

Motion– Eric Roberts motioned to accept Bids form IMI, Roman Nobbe Inc. and Raver Ready Mix for Portland Cement Concrete & Flowable Mortar.  Don VonderMeulen seconds.  Tom Wilson, All in Favor.  Motion carried.

PRE-ENGINEERED/PRE-FABRICATED BRIDGES for County Highway

                                            E & H Bridge & Grating, Inc.                                             Bid on File in Commissioners Office

                                             Everything seems to be in order                                               

                                             CPI Supply                                                                              “                              “

                                             Everything seems to be in order              

Motion– Tom Wilson moved to accept E & H Bridge & Grating, Inc. and CPI Supply for Pre-Engineered/Pre-Fabricated Bridges.  Don VonderMeulen seconds.  Eric Robert, All in Favor.  Motion carried.

RAILFENCE ROAD BRIDGE 110 & 111 CHANGE ORDER #7- A Change Order was received from Thomas Gentry of Clark Dietz, Inc. for Railfence Bridge 110 & 111 for review.  This a Zero Dollar change that creates two new items and deletes the two erroneous items.  Change Order was created to clear up an error by INDOT in their data entry into the construction management software.

Eric Roberts moved that Tom Wilson and Don VonderMeulen sign the change order.  Tom Wilson seconds.  Don VonderMeulen, All in Favor.  Motion carried.

Ribbon Cutting for the Railfence Project is scheduled for December 7th @ 11:00 A.M.  Rain Date December 8th.

UNOFFICIAL DETOUR STATE ROAD 121- It was reported that George Hartman and Brian DeFossett had driven the roads for the unofficial detour for State Road 121 Project and roads were left in satisfactory condition.

Don VonderMeulen motioned to sign Letter of Concurrence for the Unofficial Detour with the State Road 121 Project.  Tom Wilson seconds.  Eric Roberts, All in Favor. Motion carried.

2010 CONTRACTUAL SERVICE AGREEMENT BETWEEN PURDUE & FRANKLIN CO.- Presented was Amendment #2 to Extension Contractual Services Agreement between Purdue University and Franklin County for the period January 1, 2010 through December 31, 2010.  Period is amended by extending the agreement expiration date to December 31, 2010 and amount is amended to $67,495.00.

Tom Wilson motioned to sign the Amended Contractual Service Agreement with Purdue.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

DENNIS LYNCH FIREWORKS DATE CHANGE– Received a copy of a Fax from Dennis Lynch to Larry Franzman, Area Plan Director, informing him of a date change with shooting off fireworks.  Instead of June 13, 2009 is substituting to December 26, 2009.  Don VonderMeulen reported that Larry had spoken to Mr. Lynch as per Court Agreement Mr. Lynch is to give APC Notice of when shooting off fireworks and allowed 10 dates per year.  December 26th would be the 11th date.  The Area Plan Commission had denied his request.  It was asked if notices should have been given by May 27th instead of now.  Don VonderMeulen suggests we support the APC decision, Tom Wilson and Eric Roberts agree.

Tom Wilson moved to deny the request made by Dennis Lynch for fireworks change date of December 26th.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

PUBLIC TRANSPORTATION PURCHASE OF (2) VEHICLES ARRA GRANT AGREEMENT- Eric Roberts reported a Letter was written November 17, 2009 and signed by him to Steve Dreier of TESCO saying the Franklin County Board of Commissioners on behalf of Franklin County Public Transportation intends to purchase two small light transit vehicles from TESCO in the amount of $88,769.00.  The buses will be purchased through the ARRA Grant Agreement from July 1, 2009 and shall remain in effect until June 30, 2011.

MDI MIDWEST DATA SUPPORT AGREEMENT- Received the Network and Systems Support Agreement for services to be provided to the Franklin County Government Center and Courthouse for 2010 for IT Support.  The Contract Rate is $4,500.00 per year.  Services consist of Telephone Support for network usage, with no additional charges.  On-site Support will be done at the reduced rate of $95.00 per hour, with a $495.00 per day cap and In-house support, including remote upgrades/installs, is also provided at the reduced rate of $60.00 per hour.

Eric Roberts requested that MDI Support Agreement be put on the September 2010 Agenda for review of 2011 Agreement.

 Don VonderMeulen motioned to sign the 2010 Support Agreement and have MDI email the offices a copy of the Agreement and go over terms of agreement.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

 2010 CENSUS– Don VonderMeulen reported he had contacted the Principles at St. Michaels, Oldenburg and Franklin County Schools and will work in getting with the other Principles to be on committee for the 2010 Census.  There is a workshop in Jeffersonville IN on January 8, 2010.

 SIRPC INFORMATIONAL MEETNG– Don VonderMeulen reported that there will be a meeting next week with Susan Craig, Southeastern Indiana Regional Planning Commission to go over the different grants and stimulus monies with entities in Franklin County.  Meeting to be held at the Government Center.                            

HARRY GRAVES/ LIBRARY- Harry Graves was present and reported that no bond was posted, there should have been.  It should not have gone to court; no procedures were followed and again stated Indiana Codes.  Stated no County Wide District was filed, it was only a proposal.  Reported he will be collecting documents and putting them together to be posted to a website.

PAYROLL– Tom Wilson motioned to approve payroll, with adjustments made accordingly, cannot pay Jeremy Kuntz at this time, research needs to be done on time requested for workmen’s compensation differences.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.

GOVERNMENTAL INTERINSURANCE EXCHANGE ADVISORY BOARD- Eric Roberts reported that the County had received a Subscriber’s Ballot for Election to the 2010/2013 Advisory Committee of Governmental Interinsurance Exchange.  There a (5) Nominees.  William J Schmitt, City of Jasper, IN, Randal Crocker, Franklin County, Illinois, Pat Hartshorn, Vermilion County, Illinois, Jeff Trout, Town of Chesterton, IN and Kevin Woodward of Wells County, IN.

Eric Roberts motioned to select Kevin Woodward, Commission of Wells County, Indiana as Nominee for the  Advisory Board.  Don VonderMeulen seconds.  Tom Wilson, All in Favor.  Motion carried.

PUBLIC COMMENT- Harry Graves questions the Metamora Sewer District and Liens.  Asked if Liens are put on.  It was said that sewer liens were put on.

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

 

Others Present:                  John Estridge   Darrell Smith     Sara Duffy

Harry Graves      John L Steele    Julie Schlesselman          Melody Gault

Joe Gillespie       Jon Leach            Scott McDonough            James Ballenger

Eddie Moster     Roy N Hall            Roman Nobbe                   Ruth Nobbe

Ellen Prentice    Terry Kuhn          Dennis Cooper                  Steve Bischoff                  

Ken Wanstrath

 

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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