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Commissioner’s Minutes June 1, 2010

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FRANKLIN COUNTY COMMISSIONERS MEETING

MEMORANDUM & MINUTES

June 1, 2010 @ 7:00 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 – MOTION – Don VonderMeulen motioned to approve the Minutes of May 10, 2010.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

CORRECTION OF MINUTES MAY 3, 2010 LPA QUARTERLY REPORT FOR INTERPRETIVE PARK DES NO 0810351 – Don VonderMeulen mentioned the May 3, 2010 Minutes in regards to the LPA Quarterly Report for Interpretive Park when Don VonderMeulen had mentioned the Appraisal Document was done, instead of being approved, it was sent to the State to be reviewed for approval.  MOTION – Don VonderMeulen motion to have Minutes of May 3rd changed on the section regarding LPA Quarterly Report for Interpretive Park that the Appraisal was sent to be State for review for approval.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

CLAIMS – Don VonderMeulen asked why there are Claims dated June 1, 2010 and June 7, 2010.  Susan Jones, Auditor explained claims dated June 1st do not need to be advertised and claims dated June 7th are claims that need to be advertised for approval.  MOTION – Don VonderMeulen motioned to pay claims as submitted.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

CLERK’S REPORT – MOTION – Don VonderMeulen motioned to acknowledge the Clerk’s Report for April 2010.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

BRIDGE INSPECTION PHASE I AND PHASE II DES NO 0600264 LPA CLAIM VOUCHERS – Commissioners received email from Clark Dietz with (4) LPA Claim Voucher for 80% Reimbursement of Federal Funds.  Claim No. 17 in the amount of $3,586.80 with 80% reimbursement being $2,869.44.  Claim No. 18 in the amount of $5,493.40 with 80% reimbursement being $4,394.40.  Claim No. 19 in the amount of $1,526.00 with 80% reimbursement being $1,220.80.  Claim No. 20 in the amount of $1,690.00 with 80% reimbursement being $1,352.00.  MOTION – Don VonderMeulen made motion for Eric Roberts to sign the (4) LPA Claim Vouchers for Bridge Inspection from Clark Dietz.  After discussing the claim vouchers if whether or not the Engineer had been paid or if County had received the reimbursement.  Don VonderMeulen withdrew the motion in order to check and see if the claims were paid.

HUNTERSVILLE ROAD BRIDGE 116 PROJECT – MOTION – Drew Barth of Howard J Barth & Associates and Engineer for the Huntersville Road Project reported that plans for the project are 95% complete, waiting on information to include with the Bid Specifications.  Drew mentioned that a Prevailing Wage Hearing will need to be held to set the wage schedule before the project can be bid and awarded.  A letter will need to be sent to the Indiana Department of Labor requesting this hearing.  It’s been recommended to get Specifications to the Contractors before the prevailing wage hearing is held to allow them to work on their bid and to forward the wage schedule once it is set.  Drew also asked if the bid opening could be scheduled for July 7th because of the 4th of July Holiday.  Eric Roberts recommends the Bid Opening be July 6th that is a regular scheduled meeting, but would also consider letting the City of Batesville open the bids on July 7th and award on July 12 at the regular commissioners meeting.  Drew also asked how the Commissioners want to make payments to the Contractor.  Eric Roberts, should be 50/50 the County be billed 50% and the City of Batesville be billed 50%, the County does not have the funds to pay for the whole project, and then be reimbursed.  Drew Barth also asked about the purchase of the ConSpan Structure being purchased separately from supplier, would need to work with the supplier for them to invoice separately between the City and the County.  It was also said we are still waiting on the permits from DNR to work in the floodways.  Don VonderMeulen asked about the step and the concrete slab near the bridge project.  Drew said he was 99% sure there is no septic line, was told it was built for a water line, so the line did not need to be buried so deep.  MOTION – Don VonderMeulen made motion to sign the Title Sheet for the Project Plans.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

OLDENBURG VINE STREET BRIDGE 164 – Drew Barth of Howard J Barth & Associates mentioned the Notice of Violation that had been issued by the Department of Natural Resources.  There is a Notice of Prehearing Conference scheduled for June 14, 2010 in Indianapolis.  The Department of Natural Resources had sent a Notice of Violation to the Franklin County Board of Commissioners and the Town of Oldenburg.  The Commissioners had applied for a Permit to work in Harvey’s Branch for Bridge 164 and the Town of Oldenburg also worked in Harvey’s Branch Stream.  The county had completed the required work for Bridge 164 and the Town had completed their work except for the planting of trees that were required.  The Town of Oldenburg will be requesting an appeal to delay in planting the trees until the spring of 2011.  Michael Wilhelm, County Attorney feels it is not necessary for him to attend and a letter would do.  Drew Barth said there is no risk to the County, unless the Town of Oldenburg does not complete the planting of the trees.    

CERTIFICATE OF APPROPRIATENESS – Received an Application for Certificate of Appropriateness from Bill & Jayne Brame for the installation for a Business Sign in Metamora for the Road Less Traveled Café located 19047 N Main Street, Metamora.  The Sign will be approximately 3’ above ground and is an all wood sign measuring 1’ x 5’ with white background and burgundy letters that spell “CAFÉ” and will be attached to the right of the entrance.  The Application was approved by the Commissioner’s Council on Historic Metamora.  MOTION – Don VonderMeulen motioned to ratify the decision of the Council to approve the Certificate of Appropriateness.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

COMPLAINT – An Email was sent the Commissioners on Friday, May 28th complaining by an annoying neighbor.  Email was forward to the Sheriff’s Department.

ANDERSONVILLE STORM DRAINAGE PROJECT DES NO CF-09-205 – Received Email from Gary Ladd of Ladd Engineering, Engineer for the Andersonville Storm Drainage Project with the Advertisement of the Notice of Construction that needs to be published in the local paper on June 9, 2010, along with the Indiana Department of Environmental Management Notice of Intent (NOI) form that needs to be signed by Eric Roberts.  When signed this needs to submit to IDEM with $100.00 check made out to IDEM, along with Proof of Publications of the Notice of Construction.  MOTION – Tom Wilson motioned for Eric Roberts to sign the Rule 5 Notice of Intent.  Don VonderMeulen seconds.  Eric Roberts, All in Favor.  Motion carried.  A Letter also needs to be signed by the President of the Board of Commissioners and mailed to the Indiana Office of Community and Rural Affairs certifying that all government permits and approval have been obtained for the commencement of grant activities for the Andersonville Storm Drainage Project.  Also understands that if all government permits and approvals have not been obtained, the Release of Funds will be delayed until such time as all permits and approvals have been received.  Also certifying contracts for administration, environmental review and engineering were not executed prior to authorization by the Indiana Office of Community and Rural Affairs.  Also certifying that construction related or other contracts will not be executed or any other costs incurred until the County of Franklin is issued a Notice of Release of Funds and Authorization to Incur Costs by the Indiana Office of Community and Rural Affairs. MOTION – Don VonderMeulen motioned for Eric Roberts to Sign Letter to Indiana Office of Community of Rural Affairs Grant for Andersonville.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.

PAYROLL – Don VonderMeulen mentioned that Dale Maxie, Sheriff needs to rectify time for a couple of employees in dispatch.  Also suggested that all three Commissioners feel good about the highway payroll and have Reuben Cummins with GFC, LLC located in Seymour, Indiana to meet with the Highway Clerk’s to see if reports can be generated.  Eric Roberts feels we are not using the systems programs to full capability. 

MOTION – Don VonderMeulen made motion to contact Reuben Cummins to set up meeting with Commissioners and Highway Clerks to get recommendation and get clear picture of the finances of the Highway Department.  Tom Wilson asked what the charge would be and Don replied that he would ask him to come for free.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried.  It was asked to call and set up meeting for Monday, June 14thMOTION – Don VonderMeulen made motion to approve payroll and Tom Wilson contact the Sheriff on the (2) dispatchers on their time.  Tom Wilson seconds.  Eric Roberts, All in Favor.  Motion carried, based on recommendation from Reuben Cummings.

NEW SEWER LINE REPLACEMENT FOR THE ANNEX BUILDING – Eric Roberts mentioned the Board of Commissioners had received a quote for the installation of the New Sewer Line Replacement for the Annex Building and are waiting for another quote.  Eric also mentioned will be need to do an additional appropriation for the sewer line replacement for County Council to act on at their June 22nd Meeting.

SECURITY CENTER REPAIRS – Tom Wilson also mentioned that there are issues at the Jail that needs to be addressed.  Water is leaking down the walls in the Jail and the handicap sidewalk needs repaired.  Eric Roberts suggested contacting someone that would be able to seal the leaks.

PERSONAL CELL PHONE REIMBURSEMENT – Eric Roberts mentioned that Carol Monroe had called again about her cell phone on her monthly use.  We had a resolution and had a price.  Susan Jones, for this reimbursement there would need to be an itemized statement on her usage; she works 15 hrs a week.  Don VonderMeulen said her job requires that she be able to be contacted by emails when she is away from the office.  Eric Roberts mentioned purchasing a phone out right, but she is about through the grant.  Susan Jones, the grant is up in August, but was told it would most likely continue.  Don VonderMeulen, we should be set with ETC and be able to get a phone turned on and off.  Susan Jones, if you were still with the Verizon Government Account Plan you would be able to activate and deactivate a phone when ever needed.  The email that I had received from the State, the grant would pay for the purchase of a cell-phone, cover the costs of airtime usage, and air card.  Don VonderMeulen, if she can get the itemized bill, then we can reimburse her.  Looks like that is the only way to help her right now.  Then get her a phone like mine, purchased by the County and get it activated.  Eric Roberts, is that your suggestion is to purchase her a phone and pay for it through the grant funds. 

PUBLIC COMMENT – Jim Suhre, Brookville Township Resident, asked if the Commissioners had a chance review the proposed CIC Code that had been delivered to Tom Wilson and if they were able to read the letter from the Rush County Economic Development Director.  Also asked if the Commissioners would be willing to ask the opinion of the (4) candidates who are running for the (2) Commissioners seats that will be filled with new Commissioners in 2011.  Tom Wilson said it would be a good idea, had not talked to them except for Scott.  Don VonderMeulen said like anyone they are free to come and talk to him.  There was more discussion on including the candidates on the Code.  Brian Patterson, trying to raise money for a Town Park in Laurel, asking if there is anything the Commissioners can do to help and with the $15,000.00 or more that is needed to finish the park.  We have raised enough funds to purchase the land.  Eric Roberts suggested going to Southeastern Indiana Regional Planning Commission for Grants with the City of Lawrenceburg.  There is also a REMC Grant and Whitewater Valley Roundup.  Tom Wilson said the County would not be able to come up with the funds.  Brian Patterson said our mission is to give the children in Laurel something to do.  Eric Roberts said they would support in any way in the grant process.

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

OTHERS PRESENT:

Kate Greene                      Sara Duffy                           Jeff Batchler                      

Paula Keller                        Drew Barth                         Jim Suhre                           

Brian Patterson

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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