April 28, 2008

The Ellettsville, Indiana, Town Council met in regular session on Monday, April 28, 2008, at the Fire Department Training and Conference Room. Dan Swafford called the meeting to order at 7:30 p.m. Brian Mobley led the Pledge of Allegiance and Phillip Smith led in prayer.

Roll Call: Members present were Dan Swafford, President; David Drake, Brian Mobley and Phillip Smith. Sandra Hash, Clerk Treasurer; Mike Spencer, Attorney and Rick Coppock, Town Engineer were also present. Dianna S. Bastin was on vacation.

Supervisors Present: Jim Davis, Jim Ragle, Tony Bowlen, Mike Farmer and Frank Nierzwicki were present.

Approval of the minutes

Dan Swafford entertained a motion to approve the minutes for the Regular Meeting of April 14, 2008. David Drake so moved. Phillip Smith seconded. Motion carried.

Action to Pay Accounts Payable Vouchers

David Drake made a motion we approve the Accounts Payable Vouchers. Brian Mobley seconded. Motion carried.

Open Bids for Pure Vacuum Street Sweeper with broom assist

Mike Spencer opened and announced the bids:

• Jack Doheny Supplies price FOB Fishers, IN $189,118.00 (red one)
• Alternate quote $176,550.00 (white) non-collusion of affidavit and bid-bond for 10%

Dan Swafford asked what was included in the alternate quote. Mike Spencer explained the machine meets all specifications except paint color. Jim Ragle further explained a new red street sweeper could be purchased for $189,000 but the seller has a white demo with very few miles. The demo was listed at $182,000 but they would sell it for $176,550.

Mark Lekowitz, Jack Doheny Supplies, stated the demo has 25 hours of use on it. The company received it December 2007. Both sweepers have the same specifications, with the exception of the color, a diesel auxiliary engine and both come with a full warranty. Jim Ragle added this sweeper has the attachments that will help with the stormwater cleaning regulations. The money will come out of the Stormwater Fund; it will be leased for eight years. Jim Ragle advertised for bids and called other companies but very few people sell this type of sweeper. This is a large company that is close and they stock lots of parts. Mark Lekowitz stated there was no warranty information specified but they do have parts availability in stock. If there is a chassis issue, the company will take it to a freightliner dealer in Indianapolis. If, during warranty period, the sweeper is down for any length of time, the company has loaners and other sweepers in stock for use. Jim Ragle is expecting 15 – 20 years out of this sweeper and does not foresee any problems. The Street Department handles a lot of their own work.

Brian Mobley asked Sandra about the financing. Sandra explained funding will come out of the Stormwater Funds. Rick Coppock reviewed the budget and there is a balance of $34,000 with a $9,000 increase each month. The lease payment will be $26,000 a year for eight years (paid bi-annually); with the total interest being $28,599 paid over the eight year period. Dan Swafford asked if there is anything on the newer models compared to the demo that would benefit the Town in buying new? Mark Lekowitz answered the sweeper portion is identical but the chassis are different adding costs and possible maintenance items. Jim Ragle is fine with the demo.

David Drake made a motion we accept the bid for purchase from Doheny Supplies for the Elgin Street Sweeper at a price of $176,550. Phill Smith seconded. Roll call vote: Dan Swafford – yes; David Drake – yes; Brian Mobley – yes; Phillip Smith – yes. Motion carried 4-0.

Ordinance on Second Reading

Ordinance 08-02 to Terminate Dormant Funds

Sandra Hash stated there are five funds having zero balances and no activity in the last year or longer. These were “Specialty Funds” that were set up when certain money was received. The monies have all been expended. The funds are:

Fall Festival Build Indiana Grant Ordinance 02-02

Drug Awareness

Ellettsville Downtown Ordinance 00-12

DARE Ordinance 98-31

Cassady Electric Retainage Ordinance 02-17

David Drake made a motion we adopt Ordinance 08-02. Brian Mobley seconded. Motion carried.

Supervisor Comments

Jim Ragle is requesting to raise an employee, Scott Bruce, to full pay status which has already been budgeted in the Salary Ordinance. Scott Bruce is already a full-time employee who has been with the Town for six months.

Phill Smith made a motion we bring Scott Bruce up to budgeted level. David Drake seconded. Motion carried.

Jim Ragle has a part-time Parks Department position available. The position has been advertised and he has found a gentleman, Dallas Honeycutt, interested. This position will be responsible for turning on and off the electric for the Shelter Houses, opening and locking up the restrooms at night. He will help the Street Department with the island beautification and mowing. The position will be for the summer and the salary will be paid out of the Parks Department budget. The Parks Board wrote the job description and the wage is $10 an hour working up to 40 hours a week.

Phillip Smith made a motion to bring Dallas Honeycutt on as part-time. David Drake seconded. Roll call vote: Dan Swafford – yes; David Drake – yes; Brian Mobley – yes; Phillip Smith – yes. Motion carried 4-0.

Jim Ragle asked the Council to start thinking about brush pick up. There have been no decisions made on pick-up or fees. Sandra stated Bloomington Code requires the brush to be bundled in lengths of 3 – 4 feet long with a $2 tag attached.

Sandra Hash stated the Census work has been completed and mailed in. There were about 40 addresses deleted but close to 500 were added. The Clerk’s office has done their part to assure the addresses in Ellettsville were correct.

Council Comments

Dan Swafford was informed Frank Buczolich has suffered a stroke and heart attack. Our prayers go out to him. Frank Buczolich is in Cardiac Rehab.

Adjournment

David Drake made a motion to adjourn. Phillip Smith seconded. Motion carried. Dan Swafford adjourned the meeting at 7:56 p.m.