The
Ellettsville, Indiana, Town Council met at
Purpose:
To open the bids for the new Fire Station
Mike Spencer informed the Council that bids for the Police Station could not be opened at this time because the bid announcement was not advertised correctly; therefore, the notice for the Police Station must be republished. It will be approximately one month before the Police Station bids will be opened.
The bids
for the Fire Station were opened and Mike Spencer read aloud. Below is a list of the Bidders and bid
amounts.
· Fox Construction $ 1,285,450.00
· Strausser $ 1,195,000.00
· Neidigh $ 1,280,000.00
· Mattcon $ 1,362,000.00
· Fahs-Rolston $ 1,926,186.00
Geraldine McIntyre made a motion to take the bids under advisement. Lisa Creech seconded. Motion carried.
Police Station Discussion
David Sorokoty asked Mike Spencer to explain further why the Police Station bids could not be opened.
Mike Spencer stated the bid legal notice was deficient because it didn’t state the time, place or date the bids were to be opened.
David Drake commented that he’s been informed about complaints from contractors that the specifications for the new Police Station are not being detailed enough. He pointed out if things need to be changed on the plans to give better clarification then the Council should do it now before the legal notice is republished so there won’t be any further delays on the project.
Lisa Creech questioned if Rick Coppock could review the plans. David Sorokoty stated it would be a conflict of interest for Rick to review them since he works for Bynum Fanyo.
Geraldine McIntyre asked Ron why they were planning on a block building instead of a pole barn type of construction.
Ron McGlocklin stated the building needs to be made of block for security purposes.
Adjournment
David
Sorokoty asked for a motion to adjourn the meeting. Ray Freetage moved to adjourn the
meeting. Geraldine McIntyre
seconded. Motion carried. Meeting was adjourned at
The
Ellettsville, Indiana, Town Council met in regular session on
Roll Call: David
Sorokoty asked for roll call of the Council Members. Members present were David Sorokoty,
President; David Drake, Vice-President; Ray Freetage; Lisa Combs-Creech and
Geraldine McIntyre. Also present were
Sandra Hash, Clerk-Treasurer; Wes Marian, Attorney representing
Mike Spencer and Rick Coppock, Town Engineer.
Supervisors
Present, Jim Davis, Jim Ragle, Ron
McGlocklin, Mike Farmer and Jeff Farmer.
Approval of the meeting
minutes for December 8th, 2003
Ray Freetage moved to approve the minutes. Lisa Creech seconded. Motion carried.
Action to pay Accounts
Payable Vouchers
Lisa Creech moved to pay the accounts payable vouchers. David Drake seconded. Motion carried.
Open bids on 1994 ˝ ton
GMC Truck – Utility Department
Attorney Wes Marian opened and read the bid received for the truck.
· Cross Paint and Body bid $650.00.
Mike Farmer requested to take the bid under advisement. Ray Freetage moved to take the $650 bid under advisement. Lisa Creech seconded. Motion carried.
Resolutions
Resolution 30-03 Transfer of
Funds
David Sorokoty read by title and explained it was the normal “housecleaning” routine expected for the end of the year.
From: G-213 Clerk Miscellaneous $ 600.00
From: G-331 Legal Advertising $ 500.00
From: G-365 Computer Services $ 850.00
To: G-225 Office Machines $ 1,950.00
From: G-345 Premium on Bonds $ 100.26
To: G-394 Officials Training $ 100.26
From: F-221 Gasoline & Oil $ 196.67
From: F-322 Telephone $ 1,184.34
To: F-231 Truck Repairs $ 1,381.01
From: F-344 Volunteer Firemen Ins. $ 3,929.00
To: F-213 Office Supplies $ 863.33
To: F-353 Electric $ 3,065.67
From: F-322 Telephone $ 24.50
To: F-223 Firefighting $ 24.50
From: F-233 Janitorial Supplies $ 662.60
From: F-234 Fire Station Building Maint. $ 961.78
From: F-312 Training Aids & Schools $ 390.00
From: F-232 Radio Repairs $ 1,094.75
From: F-352 Natural Gas $ 95.81
To: F-223 Firefighting $ 3,204.94
From: P-232 Radio Parts & Supplies $ 235.36
From: P-233 Janitorial Supplies $ 275.22
To: P-243 Uniforms & Gear $ 510.58
From: P-324 Data Master Phone $ 154.18
To: P-323 Telephone – Police $ 154.18
From: P-371 Breathalyzer Maintenance $ 350.00
To: P-221 Gasoline & Oil $ 350.00
From: P-374 Radar & Equipment Maint. $ 218.58
To: P-221 Gasoline & Oil $ 218.58
From: P-421 Building Improvements $ 362.17
To: P-221 Gasoline & Oil $ 362.17
From: P-244 Miscellaneous $ 3.70
From: P-351 Trash Removal $ 25.70
From: P-353 Electric $ 220.50
To: P-213 Office Supplies $ 185.69
To: P-380 Trailer Rental $ 64.21
From:
From: MVH-122 Group Health Insurance $ 1,863.16
From: MVH-124 Workmen’s Compensation $ 1,128.43
To:
From: MVH-211 Office Supplies $ 95.51
To: MVH-322 Telephone, Fax & Pagers $ 95.51
From: MVH-234 Uniforms & Laundry $ 137.26
To: MVH-231 Vehicle Maintenance $ 137.26
From: LRS-246 Culverts $ 3,162.05
From: LRS-247 Miscellaneous $ 295.39
To: LRS-245 Signs $ 3,457.44
From: LRS-247 Miscellaneous $ 146.81
To: LRS-361 Roads & Alleyways $ 146.81
Lisa Creech moved to adopt
Resolution 30-03. David Drake
seconded. Motion carried.
Resolution 31-03 deeming the
Preliminary Official Statement “nearly final” and approving the distribution of
the document for the Fire Station Project
David Sorokoty read the
resolution in its entirety. Lisa Creech
moved to adopt Resolution 31-03. Ray
Freetage seconded. Motion carried.
Resolution 32-03 deeming the
Preliminary Official Statement “nearly final” and approving the distribution of
the document for the Police Station Project
David Sorokoty asked if they
could proceed with this resolution since the delay with the advertising. Sandra Hash explained that Mike Spencer
suggested she speak to Kathy Raver with Umbaugh & Associates. Kathy advised Sandra to proceed with passing
the resolution even with the situation but to amend it to remove section
1.
David Drake made a motion to
amend Resolution 32-03 by striking Section 1 making Section 2 the new Section 1
and to amend by striking paragraph two which states “WHEREAS, the Council
received construction bids for construction of the Project at it’s regularly scheduled
meeting on
David Drake made a motion to
adopt Resolution 32-03 as amended. Lisa
Creech seconded. Motion carried.
Ordinances on First
Ordinance
03-28 creating a separate fund for the purpose of Memorial Park maintenance.
Herb Ray, V. F. W.
representative explained that the V. F. W. post #10526 is disbanding at the end
of the year due to lack of interest from members and they have decided to
donate the remaining money to worthy causes.
He said $10,000 will go toward a $ 500 scholarship to
be
donating $4,622.08 to the fund. Herb added most of the members will be
transferring to the
Lisa Creech moved that Ordinance
03-28 be submitted for first reading.
David Drake seconded. Motion
carried. Lisa Creech moved that Ordinance
03-28 be adopted on the same day as introduced.
Ray Freetage seconded. Motion
carried. Lisa Creech moved that Ordinance
03-28 be adopted. Ray Freetage
seconded. Motion carried.
Herb commented one of the first
things the V. F. W. would like to see done is to have the flag pole repaired or
replaced. The pole is starting to rot in
the ground and they would like a light installed to shine on the flag.
Ordinances on Second
Ordinance 03-23 to amend
section 810-25 of the
Sandra Hash requested
permission to change the reference numbers according to the newly revised town
code. David Sorokoty agreed she could correct
the reference numbers. David Sorokoty
read the Ordinance in its entirety. Ray
Freetage moved to adopt Ordinance 03-23 with chapters (numbers) to be entered
by the Clerk later. Lisa Creech
seconded. Motion carried.
Ordinance 03-27 adding
chapters 851-859 of the Ellettsville Town Code regarding Regulation of
Subdivision
Sandra Hash said these numbers
will need to be changed also. David Sorokoty
read by title. David Drake explained this
Ordinance deletes the current subdivision regulations and replaces them with
the new subdivision regulations. Ray
Freetage moved to adopt Ordinance 03-27.
David Drake seconded. Motion
carried.
Ordinance 03-26 Salary
Ordinance for 2004
Sandra Hash commented she had
made the necessary changes that were mentioned at the last meeting. David Drake made a motion to adopt Ordinance
03-26. Lisa Creech seconded. Motion carried.
New Business
Notice of Public Meetings for 2004
Sandra Hash presented the Council with next year’s meetings
schedule. Geraldine McIntyre moved to
adopt the new schedule for 2004. Lisa
Creech seconded. Motion carried.
Software Support Agreement with Komputrol
Sandra Hash explained the agreement provides assistance through a toll
free number and sends regular updates to the software to keep the offices
current. She added it covers both the
Clerk’s Office and the Utilities Department.
The cost is $ 3,150.00 for the year.
We have been with Komputrol since February of 1999. David Drake made a motion to approve the
agreement with Komputrol for support software maintenance. Lisa Creech seconded. Motion carried.
Request to transfer unused vacation days to unused sick days for 2004
According to the Ellettsville Town Code under section 255-35 it allows
employees to have this benefit.
Jim Ragle – 1 ˝ days Steve
Bartlett – 4 days
Mike Cornman – 3 days Chris
Clouse – 1 day
David Drake made a motion to approve the conversion of unused vacation
days to sick days as previously stated.
Lisa Creech seconded. Motion
carried.
Supervisor’s Comments
Ron McGlocklin
thanked the Council for all of their help on the Police and Fire Station
Projects. He stated he would miss Ray
Freetage and Geraldine McIntyre on the Council.
Rick Coppock informed
the Council the grant money that was awarded to the Town requires a 20% match. He pointed the Town can not spend any of the
money before receiving Federal and State approval, because any money expended
will not count toward the match. Rick
thanked the
David Sorokoty
thanked Rick for his work on the projects as well.
Sandra Hash submitted
for the record all of the encumbrances explaining there are several Purchase
Orders that need to be carried over into 2004.
Name of Vendor Amount
of P. O.
Sam’s Club $
65.54
Sam’s Club $
63.95
Sam’s Club $ 498.71
Visa $
150.00
Hoosier Tire & Retreading $
63.00
Neal’s Garage $
118.55
Sunoco $
1,377.31
Gall’s Inc. $
1,590.22
Smithville Telephone $
351.30
Cinergy $
1,289.78
ISU The May Agency $ 410.00
Pac-Van, Inc. $
88.21
Sam’s Club $
43.83
Visa $
3,198.28
J & S Locksmith $
1,503.16
Office Depot Credit $
1,067.22
The Uniform House $
2,740.22
EMT, Inc. $
250.00
Sam’s Club $
92.97
Jim Gordon, Inc. $
10,371.00
Ray O’Herron Co., Inc. $
5,574.90
Sam’s Club $
1,909.02
B & L Communications $
4,414.64
Cintas Corporation $
250.00
Monroe Oil Co., Inc. $
151.03
Cassady Electric, Inc. $
12,590.40
Rainbow Printing $
100.00
ISU The May Agency $ 805.00
Visa $
221.76
Dell, Inc. $ 2,521.27
Zoning Administrator $
11,061.33
Total P. O.’s to carry over into 2004 - $ 66,673.99
Lisa Creech moved to accept the encumbrances for the P.O.s to carry
over from 2003 to 2004. David Drake
seconded. Motion carried.
Geraldine McIntyre stated
this is her last meeting on the Council and reminisced on the changes that have
occurred within the Town and surrounding area over the years during her terms
in office on the Council. She commented
she regretted not getting the road to
available to fund the project. She added that she’s enjoyed serving on the
Town Council over the last fifteen years and wished everyone a Merry Christmas.
Ray Freetage stated
this is also his last meeting on the Council.
He thanked everyone on the Council, the Supervisors and Sandy for all of
their support and cooperation during his term in office. He enjoyed working with the Police Department
as their liaison.
Lisa Creech
commented she is glad the Highway 46 Project is complete; it is a good
Christmas present for the Town. She also
sent her prayers to the family of Reserve Officer Jay Baker who recently passed
away. She thanked Geraldine and Ray for
their work on the Council, adding they will be missed. She welcomed the two new members Pat Stoffers
and Phil Rogers on to the Council. She
also thanked all of the Council members for their support since she joined as
the newest Council member. She wished
everyone a Merry Christmas and added as a personal note Happy Birthday to her
daughter and son whose birthdays are this week.
David Sorokoty informed
the public that earlier in the day the Council had held a special meeting to open
the bids for the Fire Station. Strausser
gave a bid of $1,195,000.00. Lisa Creech
made a motion to accept the bid from Strausser.
Geraldine McIntyre seconded.
Motion carried.
David Sorokoty also thanked the Rebekah’s who
cooked the Christmas Lunch for the Town employees.
He presented plaques to Ray Freetage and Geraldine McIntyre for their
work on the Council. He wished everyone
Merry Christmas and reminded everyone to Shop Ellettsville for last minute
Christmas gifts.
Adjournment
He asked for a motion to adjourn.
Geraldine McIntyre moved for adjournment. Lisa Creech seconded. Motion carried. Meeting adjourned at
____________________________ __________________________
David Sorokoty,
President David
Drake, Vice President
_____________________________ __________________________
Lisa Combs-Creech Ray
Freetage
____________________________ __________________________
Geraldine McIntyre Sandra
C. Hash, Clerk-Treasurer