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February 22, 2010 Meeting Minutes

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FRANKLIN COUNTY COMMISSIONERS MEETING

MEMORANDUM & MINUTES

February 22, 2010 @ 1:00 P.M.

Commissioners/Council Public Meeting Room

                                                                                                                                

Those Present:

County Commissioners:  Eric E Roberts Thomas E Wilson  Don VonderMeulen    

County Auditor:                  Susan A Jones

Commissioners Secretary:  Carol Westerman

Attorney:  Michael Wilhelm

 

Eric Roberts opens the meeting with the Pledge of Allegiance.

MINUTES – Don VonderMeulen and Eric Roberts also agreed that a correction needs to be done on the Butler, Fairman & Seufert section of the February 8, 2010 minutes.  Job Build Projects were discussed along with ARRA Projects and would like for the minutes to reflect and the estimated $10,000.00 for the Fairfield Causeway Road resurfacing project.  Minutes were corrected and represented for approval.  MOTION – Don VonderMeulen motioned to approve the minutes of February 8, 2010.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

PAYROLL – MOTION – Eric Roberts moved to approve payroll.  Tom Wilson seconds.  Don VonderMeulen, All in Favor.  Eric Roberts, Motion carried.

TREASURER’S REPORT – MOTION – Tom Wilson moved we acknowledged the Treasurer’s Report January 2010.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.    

 VETERANS SERVICE OFFICER REPORT – MOTION – Eric Roberts moved we acknowledged the Veterans Service Officers Report January 2010.  Don VonderMeulen seconds.  Tom Wilson, All in Favor.  Eric Roberts, Motion carried.

LOW ASSOCIATES – PROPERTY TAX SOFTWARE SYSTEM – Susan Jones, Auditor had presented to the Commissioners a Software Contract for new Property Tax System from LOW Associates.  The total amount for the software is $155,315.00; this is with the $20,000.00 already taken off if signed by 2-15-2010.  They would still honor if signed on 2-22-2010.  The $155,315.00 is a onetime cost and has been divided to pay off in 3-years.  $56,240 in 2010, $49,538 in 2011 and $49,537 in 2012.  The yearly maintenance and license fee is $36,084.00 a year starting in 2011.  The county’s current software is with Manatron, the support service is not the very fast, we have waited up to 2-weeks on an issue we had with distribution.  The reports that are needed for distribution everything needs to be manually entered after it has already been put into the system.  The new software generates the reports from the information that is in the system; this will save time and process the distribution of property tax monies faster to the taxing units and can move forward with other work that needs to be done.  The surrounding Counties, Fayette, Dearborn, Decatur and Ripley Counties have the LOW Software Program for Taxes.  If signed, this year’s taxes would be on the Manatron System, but will start the conversion from Manatron to LOW this year and do testing.  There is a $7,500.00 per year for history year’s conversion; this is needed on the tax statements for comparison that is above the $155,315.00 price.  The taxes payable in 2011 would be with the new system.  MOTION – Don VonderMeulen moved to enter in Agreement and Sign Contract with LOW Associates for Property Tax Software.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

BUTLER, FAIRMAN & SEUFERT – Brent Roberts of Butler, Fairman & Seufert had presented (2) separate contracts to the Commissioners a General Engineering Services Agreement and a Specific Engineering Services for the Fairfield Causeway Road from State Road 1 to State Road 101 for Resurfacing in the amount of $10,000.00.  The General Engineering Services Agreement would be for Bridges 55, 56 and 106 and Scope of Services would be attached and not to exceed a certain amount.  Brent Roberts gave an amount of $30,000 – $40,000 to do the three bridges, but was awaiting clarification on the fee for the bridge design.  Don VonderMeulen said he had spoken to Hollie Maxie at the Highway Department and funds are not in place for the engineering services and is too late for February’s Meeting.  Hollie had suggested going to the Council Meeting and explaining the situation and get prior approval and do additional appropriation for the March Meeting.  Brent Roberts mentioned if agreement is executed, could be contingent on County’s approval.  The cost estimate for Fairfield Cause Road Project is 1.2 Million and the (3) Bridges is estimated for 3 Million if award through the Job Built Funds.  Don VonderMeulen asked to sign agreements contingent on County Council’s approval of funds.  Eric Roberts said he would like to have Council’s blessings before we sign.  Tom Wilson is in favor of the Fairfield Causeway Road Project, but not the bridges, it’s too risky.  Don VonderMeulen asked that Fairfield Causeway Road to be set aside and sign the General Service Agreement and go to Council to get direction.  MOTION – Eric Roberts moved to seek County Council’s approval for $50,000.00 for Engineering Services from Highway EDIT for Fairfield Causeway Road and Bridges 55, 56 & 106 and look at the agreement next week, not in favor of signing contract.  It was asked of Brent Roberts, what consequences would have if we didn’t sign contract today.  Brent Roberts said the Job Built Bill has not been signed yet.  Don VonderMeulen seconds.  Tom Wilson opposed.  Eric Roberts, Motion carried 2-1.  Don VonderMeulen asked to sign the Contract Agreement Wednesday if Council approved funds Tuesday.  Eric Roberts said no, he’s not in favor of signing Wednesday; it’s only a few days.  Brent Roberts said if funds are okayed Tuesday and if we are told it was approved, we can start. 

HUNTERSVILLE ROAD STRUCTURE REPLACEMENT – Tom Wilson asked why is the county going to pay for the replacement of the culvert when it sets in the City of Batesville.  The City had done repairs on the culvert and constructed a walkway adjacent to the bridge structure.  The structure is not considered a bridge, is a culvert.  The City had annexed that section.  Don VonderMeulen had asked Michael Wilhelm to advice us and talk to the City of Batesville and maybe come up with some kind of an agreement.  The City had shared the cost of the study that Drew Barth of Howard J Barth & Associates had prepared.  If the culvert is replaced would have a bridge that would meet the minimum 20-foot width.  Tom Wilson suggested the City of Batesville build the bridge and turn over to the County.  The structure currently has a 7-ton load limit; Tom Wilson said the County would post the load limit sign and notify the Batesville Community School Corporation.

POCKET ROAD SMALL STRUCTURE – Joe Gillespie, County Surveyor reported the right-of-way has been marked for the Pocket Road small structure for study to be done for the City of Batesville. 

INDIANA BROWN BAT – Discussed trees that need to be cut before April 1st within the right-of-way for upcoming Federal Project.  There are three federal bridge projects s that will be going to bid letting, they are Bridges 48, 94 & 102.  Trees cannot be cut after that date because of the Indiana Brown Bat.  If not cut will have to wait until after October to cut them.  Eric Roberts and Don VonderMeulen asked that Joe get with the Highway Department to cut the trees on the right-of-way.

 FA-3 APPLICATIONS – Drew Barth of Howard J Barth & Associates reported he had submitted the FA-3 Application for Columbus Avenue Bridge 117 in Batesville.  Brent Roberts of Butler, Fairman & Seufert also reported FA-3 Applications have been filed for Yellow Bank and Bushy Road Projects.

REVISED E-911 ORDINANCE – Eric Roberts asked Michael Wilhelm if he had reviewed the Revised E-911 Ordinance and he said he had.  Eric Roberts mentioned we already established the role of the E-911 Advisory Board and feels these maybe are By-Laws.  Don VonderMeulen feels this would give Board more direction and agrees with Tom Wilson on (C. Purpose. C.1. needs to be changed, the Board shall oversee the day to day E-911 and Communications function to ensure that the proper operation and maintenance are being met.)  Don VonderMeulen said he will ask the Advisory Board if they want it adopted as an ordinance or By Laws.  Eric Roberts don’t have a problem with adopting as by laws.  Also questioned Section D.4 Compensation for the E-911/Communication Director and expenses of the Advisory Board shall be payable from money appropriated from E-911 funds available to the county; unless a special appropriation from the County is necessary.  Tom Wilson and Don VonderMeulen will attend the E-911 Advisory Board Meeting and explain their concerns and discuss at the next meeting.

 COURTHOUSE FOUNDATION RESTORATION – Susan Craig of Southeastern Indiana Regional Planning Commission had emailed the Commissioners Office and reported the only thing she had been able to find so far for the Courthouse Foundation Restoration Project is a low interest loan fund.  Franklin County could qualify for loan funds from Rural Development under their Community Facilities program.  Currently those loan funds have a 4% interest rate, which would amount to $50.53 per $1,000 borrowed.

BRIDGE INSPECTION – Franklin County will be advertising for RFP’s for 2-weeks for the Consultant Selection Process for Phase I (2010) and Phase II (2012) Routine Inspection of Franklin County Bridges with 20-feet or greater span;  Critical Feature Inspections: Underwater Inspections in October 2011 of 5-Bridges; and Special Feature Inspections.

ASPHALT RECYCLING EQUIPMENT – Don VonderMeulen mentioned that George Hartman recommended that the Commissioners, Highway Foreman and himself go to Henry County for a demonstration on asphalt equipment they have.  George had also suggested looking at Sanes Creek Road on the asphalt recycling that had been done to it and compare to other roads that had not.  Eric Roberts feels looking at records would tell you what we need to know, than traveling to Henry County at looking at equipment.  Not in favor of buying a piece of equipment this year, contract some of it out, before we purchase.

PUBLIC COMMENT – Daryl Kramer concerns on snow removal on roads in New Fairfield.  John Estridge had complaints on Metamora Roads not cleared.  Tom Wilson said he had also received complaints on Pennington Road.  Ken Doerflein had several questions, asked if other counties had endorsed the new software program.  There are surrounding Counties that are using the software.  Asked when Fairfield/Causeway road was constructed.  It was constructed in 1972.  Asked how much local labor will be used with the Job Built Program.  Depends on the Contractor that bids the job and is awarded, some local trucking companies are used.  It was asked if the E-911 Dispatcher had completed the anger management class.  Yes he did.  Asked who is the part-time E-911 Director.  Tracy Lightfield is until a new full-time is hired.  It was suggested that Ken Doerflein attend an E-911 Advisory Board Meeting.     

TAX SALE CERTIFICATE – Michael Wilhelm had presented a Tax Sale Certificate Lien that is being sold to the Town of Brookville for Property that sits in the Town of Brookville for the amount of $112.66 that needs to be sign by the President of the Board of Commissioners.  MOTION – Don VonderMeulen motioned for Eric Roberts to sign Tax Sale Certificate.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

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

Others Present

Darrell Smith                      John Estridge                     Sara Duffy                           Scott McDonough                            Daryl Kramer     

Brent Roberts                    Joe Gillespie, Jr.                                Ken Doerflein                    Drew Barth                                        

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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