The Ellettsville, Indiana, Town Council met
in regular session at
Roll Call
David Sorokoty asked for roll call of the Council Members. Members present were David Sorokoty, President; David Drake, Vice-President; Lisa Combs-Creech, Ray Freetage and Geraldine McIntyre. Also present were Sandra Hash, Clerk-Treasurer, Suzanne Sturgeon, Attorney and Rick Coppock, Engineer.
Supervisors Present: Jim Davis, Jim Ragle, Ron McGlocklin, Jeff Farmer and Mike Farmer.
Approval of the regular
and Budget meeting Minutes
The minutes for approval were Budget Meeting Minutes for July 16th,
July 30th and August 4th, Executive Session Minutes July
28th, August 5th and regular Meeting Minutes on July 28th. Ray Freetage moved to adopt the minutes as
presented. Geraldine McIntyre
seconded. Motion carried.
Action to pay Accounts Payable
Vouchers
Geraldine McIntyre moved to approve the accounts payable vouchers. Lisa Creech seconded. Motion carried.
Appointment of Zoning Administrator
Ray Freetage moved to table the appointment of a Zoning Administrator
until the Council writes a job description.
Lisa Creech seconded.
Lisa Creech has
talked to Mike Spencer about the parking ordinance and suggested including a
Class E infraction, a fine structure and leaving a blank line for the name of
the person overseeing these issues until the Zoning Administrator is
appointed. She stressed there is a real
need to find someone to take care of the parking problems it is a big
issue.
Bill Land explained
the term Zoning Administrator is referred to a lot in the new subdivision
regulations document and suggested the term Town Planner be reformatted to be
called the Zoning Administrator. In
addition, the Council needs to officially grant that person the right to issue
ticket violations. He agreed a job
description is a good idea. He suggested
part of the Administrator’s duties should include reviewing plans prior to
being presented to the Plan Commission as well as working with developers and
engineers on drainage issues and site work.
A lot of time needs to be spent in the Field speaking to homeowners
seeking to get their compliance on parking and other issues always with the
possibility to update the Zoning Ordinance to meet the community needs. Many subdivisions must comply with Rule 5,
which would include working with the DNR.
He mentioned his proposal to volunteer to serve as the interim Zoning
Administrator for the remainder of the year on a trial basis, which would
increase his weekly hours working for the Town by 4 hours. He would give a written report every month to
the Council. He would be available on
some weekday afternoons and Saturdays for zoning issues. He could be contacted
through his e-mail. He and one of the
Council members even talked about an 800 number. Bill has held the title “Zoning
Administrator” for four plus years in
Comments:
David Sorokoty said
Bill Land knows the issues and is very qualified to fill the position. Bill should be hired because it would be a
step in the right direction toward correcting violations. Agreed a description needs to be written also.
David Drake agreed a
job description should be established but that the position was too important
to leave vacant until one was written.
His impression is the position
would be full-time starting next year but added it would be okay to expand
Bill Land’s current position to fulfill it as the interim person since he is
very capable and willing to
do so but not appoint a permanent person until the description is
written. He’s okay with having an
assistant to Bill, but thinks the person should not be a Council member but it
should be someone that would be neutral not politically connected.
Lisa Creech agreed
to appointing Bill as the interim person only if he doesn’t handle the parking
issues because after speaking with Bill he explained to her that it could take
years to clean up all the problems with parking. She feels the Town can’t wait that long to
have the parking issues resolved. She
added the parking was too big of an issue for Bill to handle by himself since
he would be long distance and only part-time.
Drainage problems in subdivisions are another major issue that will take
up Bill’s time. Lisa volunteered again
to assist with parking violations and even suggested a Volunteer Parking Board
made up of citizens who review the complaints.
Bill Land said a
time frame can’t be put on getting compliant with parking regulations. The key
is working with the citizens on enforcement to make a better community for them
not just passing a lot of rules. He
suggested possibly increasing his hours slightly and getting an assistant to
help with some of the parking or even a Parking Board.
Dirk Wagner agreed
with Lisa that it would be hard for Bill Land to enforce the parking ordinance
from long distance and feels a citizen of Ellettsville should be
appointed. He would be okay, however,
with Bill as the interim Zoning Administrator for the other issues.
Ray Freetage would
be willing to sit down with Bill Land and another Council member to write the
job description.
David Sorokoty called for a vote to table appointing a Zoning
Administrator. Lisa Creech, Ray Freetage
and Geraldine McIntyre voted in favor of tabling the issue. David Drake and David Sorokoty voted against
tabling the issue. Motion carried 3-2.
Resolutions
Resolution 16-03 to Adopt a Written Fiscal Plan for Cedar Bluff
Gardens, Inc. and Matthew V. Cascio and Lorelei B. Cascio Property Annexation
Geraldine McIntyre read Resolution 16-03 by title. Rick Coppock explained this is a
voluntary annexation of 6.64 acres
of the garden nursery area Cedar Bluff and the multi-family units adjacent to
the nursery that access off of
Resolution 18-03 to Approve the Preliminary Lease for the Fire Station
Lisa Creech read Resolution 18-03 in its entirety. Within this Resolution the Council approves
the following individuals to act as initial Directors of the Corporation: James Ragle, Dennis Williamson and Gary
Burton for this project. Attorney Mike
Spencer was unable to attend tonight but sent a letter stating he had reviewed
the lease agreement and it was his opinion the Town should approve the lease
form with the intent to move forward in building the Fire Station, It isn’t
necessary to sign the lease tonight.
Geraldine McIntyre moved to approve the preliminary lease for the Fire
Station. Lisa Creech seconded. Motion carried.
David Sorokoty announced that Larry Hash and Geraldine McIntyre have
been appointed to serve on the Wage Committee.
Ordinances on Second
Ordinance 03-12 Annexation of Cedar Bluff Gardens, Inc. and Matthew V.
Cascio and Lorelei B. Cascio Property
David Drake read by title.
Geraldine McIntyre moved to accept Ordinance 03-12. Lisa Creech seconded. Motion carried.
Old Business
Green • 3 Agreement
Sandra Hash explained a representative from Green • 3 had addressed the
Council at the
H. J. Umbaugh, Capital Projects Plan determination of payment. Should we pay for the Plan from existing
funds or include in the upcoming bond issues.
Sandra Hash explained the Town currently has $147,000 available with
Build Indiana Funds to do some of the preceding work for the bond issue. H. J. Umbaugh is willing to wait for payment from
the bond proceeds. Lisa Creech moved to
take it out of the soft cost of the bond issue.
Ray Freetage seconded. Motion
carried with David Drake and David Sorokoty voting no.
New Business
Personnel
The Council previously met a couple of times over an employee’s
behavior. Ray Freetage moved to accept
the findings of fact and conclusions in the matter of an employee and request
the Council agree. Lisa Creech requested
this issue be tabled because she has received additional information and would
like to have another work session. David
Sorokoty seconded Ray’s motion. Motion
carried 3-2 with Lisa Creech and Geraldine McIntyre voting no.
Capacity Certification for
Rick Coppock explained this is the capacity certification letter for
Greenbriar Estates. There will be
initially four lots hooking on but eventually others will be connected as
Deer Run Section 5 – Final Plat – 15 lots - Tabled
Greenbriar Knolls Section 7 – Final Plat – 8 lots - Tabled
Greenbriar Estates – Preliminary and Final Plat –
Rick Coppock explained there would be four one-acre lots. This is a hilly area with ravines on the
property and to avoid a lot of site work these are larger lots. They are served by a private drive. These will be developed as R-1. It has already been approved by the Planning
and Zoning Board. David Drake made a
motion to approve the preliminary and final plat for Greenbriar Estates on
Privilege of the Floor
Chuck Radke wanted
to make the Council aware of some drainage issues on
to work with the developer with very little success. He suggested the developers be scrutinized a
little more carefully to make sure they are complying with the plans.
Lisa Creech
commented she has video taped this area after a rainstorm and agreed it is an
issue.
Rick Coppock
volunteered to meet with Chuck Radke to look into the situation.
Ray Freetage informed the
Council that the Police Department would like to hire Sanders Contracting to
design the new Police Station. Sanders
are willing to wait for the bond to receive payment. The total cost to hire their services is
$37,500.00. Sanders have looked at both
possible building sites and their cost is the same for either site. Alt & Witzig
Engineering is a separate company that is doing the core soil testing. Ray Freetage moved to accept Sanders Contracting
and Management Company’s bid. Geraldine
McIntyre seconded. Motion carried.
Supervisor’s Comments
Jeff Farmer said he does not
have the full report on the total damage from the lightning strike yet;
however, so far the damage total is at $37,540.00. Everything has been fixed but is having a
little trouble with the new computer communicating with the old alarm
system. The funds to repair the damage
has been taken out of the Equipment Replacement Fund, some of which may be
reimbursed from the insurance company after all the information is
compiled. He has received a quote from
Maxwell Lightning Protection Company for $12,500.00. He recommends we install this system and hopes it will draw the lightning to the ground instead of to
the equipment. Maxwell’s does not
guarantee that lightning will never strike the plant again, but it is a
preventative measure. Ray Freetage
suggested getting references. Geraldine
McIntyre said if they’ve (Utilities) got the money and as hard as they’ve been
hit twice, she suggested allowing them to put this protector on. Lisa Creech seconded. Motion carried.
Jim Davis introduced
Architect Sherman Bynum referring the Council to him for any technical
questions then presented the latest plans for the new Fire Station and
requested approval of the plans. Jim explained the floor plans has been reduced
to reduce the cost and explained the changes the Council had asked for
including adding several parking spaces, enlarging the meeting room and
changing the meeting room door to the middle of the room. The meeting room will hold 97 people
now. The office and living space area
has been flipped to opposite sides making the office on the east end and living
area on the west end of the building.
The exterior will be limestone and brick. Rick Coppock said the Town has probably saved
around 10 or 15 thousand dollars in the dirt removal by using Crider and
INDOT. Geraldine McIntyre moved to approve
the plans for the fire station. Lisa
Creech seconded. Motion carried.
Rick Coppock gave an update
on Ruby Duncan’s drainage problem, who lives on
Rick looked at Katie Deckard’s property on
moved to accept this
proposal as presented by Rick Coppock.
Ray Freetage seconded. Motion
carried.
He informed the Council that he is working
on the Rule 13 requirements specifically looking at grading permits,
inspections and fees. This will give the
Town more control over the projects.
Lisa Creech questioned Jim
Davis if Certificate of Occupancies had been issued for lots 24 and 27 in Deer
Run (her neighborhood). Jim said he does
not think those have had a final inspection done yet so the occupancy permits
would not have been issued.
Geraldine McIntyre gave her
condolences to Mike and Tom Cornman for the loss of their father.
David Sorokoty also sent his
sympathy to the Cornman family.
He stated that at the last Parks Board
Meeting, L. D. Axsom had a good idea.
Mr. Axsom suggested with the new bridge construction a lot of flooding
might be eliminated and suggested the Town consult with the DNR to see if the
flood plane could be removed which would lower insurance costs.
He also thanked the Utilities Department
for painting the Town Hall with the nice green trim, for putting the Town’s
gold seal above the front door of the building and for the gold lettering that
will be added above the door. The
building is looking very nice. He closed
by saying “Shop Ellettsville”.
Adjournment
David
Sorokoty asked for a motion to adjourn.
Geraldine McIntyre moved to adjourn.
Ray Freetage seconded. Motion
carried. The meeting was adjourned at
_____________________________ __________________________
David Sorokoty, President David Drake, Vice President
_____________________________ __________________________
Lisa Combs-Creech Ray Freetage
____________________________ __________________________
Geraldine McIntyre Sandra C. Hash, Clerk-Treasurer