January 11, 2010

 

 

 

 

The Ellettsville, Indiana, Town Council met for a Regular Meeting on Monday, January 11, 2010 at the Fire Department Training and Conference Room.  Dianna Bastin called the meeting to order at 7:38 p.m. with the Pledge of Allegiance.  Phillip Smith led in prayer. 

 

Roll Call:  Members present were Dianna Bastin, President; David Drake, Vice-President; Scott Oldham, Dan Swafford and Phillip Smith.  Sandra Hash, Clerk-Treasurer and Darla Brown, Town Attorney were also present.

 

Supervisors Present:  Jim Davis, Jim Ragle, Tony Bowlen, Mike Farmer, Jeff Farmer, Rick Coppock and Connie Griffin were present.

 

Election of Officers

 

Dianna Bastin entertained a motion for President of Town Council.  Dan Swafford moved to elect Phillip Smith as Council President.  David Drake seconded.  Roll Call Vote:  Dianna Bastin – yes; David Drake – yes; Scott Oldham – no; Phillip Smith – no; Dan Swafford – yes.  Motion carried 3-2.

Phillip Smith entertained a motion for Vice-President of Town Council.  Dan Swafford moved to elect Scott Oldham as Vice-President.  David Drake seconded.  Roll Call Vote:  Dianna Bastin – yes; David Drake – yes; Scott Oldham – no; Phillip Smith – yes; Dan Swafford – yes.  Motion carried 4-1.

 

Appointments

 

Phillip Smith entertained a motion to appoint a liaison to the Police Department.  David Drake made a motion Scott Oldham be appointed liaison for the Police Department.  Dianna Bastin seconded.  Motion carried.

Phillip Smith entertained a motion to appoint a liaison to the Fire Department.  Phillip Smith made a motion David Drake be appointed liaison to the Fire Department.  Dan Swafford seconded.  Motion carried.

Phillip Smith entertained a motion to appoint a liaison to the Street Department.  Phillip Smith made a motion Dan Swafford be appointed liaison to the Street Department.  Dianna Bastin seconded.  Motion carried.

Phillip Smith entertained a motion to appoint a liaison to the Utility Department.  Dan Swafford made a motion Dianna Bastin be appointed liaison to the Utility Department.  David Drake seconded.  Motion carried.

Phillip Smith entertained a motion to appoint a liaison to the Planning Department.  Dianna Bastin made a motion Dan Swafford be appointed liaison to the Planning Department.  Phillip Smith seconded.  Motion carried.

Phillip Smith entertained a motion to appoint a Grievance Officer.  Dan Swafford made a motion Scott Oldham be appointed as Grievance Officer.  David Drake seconded.  Motion carried.

Appointments to the various Boards was discussed and it was decided to table until a later date.  Phillip Smith resigned from the Plan Commission Board.

Phillip Smith made a motion to leave annual appointments by the Town Council as is.  Dan Swafford seconded.  Those appointments are:  Monroe County Ambulance Advisory Board – Jim Davis; Monroe County Emergency Management Advisory – Jim Davis; Monroe County Solid Waste Management Board – Dan Swafford; Ellettsville Chamber of Commerce – Sandra Hash.  Roll Call Vote:  Dianna Bastin – yes; David Drake – yes; Scott Oldham – yes; Phillip Smith – yes; Dan Swafford – yes.  Motion carried 5-0.

 

Approval of Minutes

 

Phillip Smith entertained a motion for the approval of the minutes for the Regular Meeting December 30, 2009.   David Drake so moved.   Dan Swafford seconded.  Roll Call Vote:  Dianna Bastin – yes; David Drake – yes; Scott Oldham – yes; Phillip Smith – yes; Dan Swafford – yes.  Motion carried 5-0.

 

Accounts Payable Vouchers

 

Phillip Smith entertained a motion for action to pay Accounts Payable Vouchers.  Scott Oldham so moved.  David Drake seconded.  Roll Call Vote:  Dianna Bastin – yes; David Drake – yes; Scott Oldham – yes; Phillip Smith – yes; Dan Swafford – yes.  Motion carried 5-0.

 

Resolutions

 

Resolution 01-10 Cancellation of Warrants (Old Outstanding Checks)

 

Sandra Hash explained this is standard procedure every January for any checks that have been outstanding over a certain amount of time to be cancelled.  David Drake made a motion to adopt Resolution 01-10.  Scott Oldham seconded.  Roll Call Vote:  Dianna Bastin – yes; David Drake – yes; Scott Oldham – yes; Phillip Smith – yes; Dan Swafford – yes.  Motion carried 5-0.

 

Resolution 02-10 Temporary Loan

 

Sandra Hash stated it was time to pay the bond payments and she has not gotten complete settlement from the County for the December distribution so she has to borrow from the Police fund in order to pay the Fire Bond Debts.  David Drake made a motion to adopt Resolution 02-10.  Dan Swafford seconded.  Roll Call Vote:  Dianna Bastin – yes; David Drake – yes; Scott Oldham – yes; Phillip Smith – yes; Dan Swafford – yes.  Motion carried 5-0.

 

New Business

 

Town of Ellettsville and Indiana Department of Transportation Project Coordination Contract

 

Sandra Hash explained this is an agreement between the Town of Ellettsville and Indiana Department of Transportation on the distribution of the money for the Heritage Trail.  Darla Brown expressed she did not have any major legal questions about the contract, however, she did have some practical questions but Connie Griffin sent her an email and told her the state has checklists to make sure things are done in a timely manner.  She can go to the checklists and she has contacts she can call on with the state to make sure things are being done in a timely manner.  Darla Brown offered to contact someone at Indiana Department of Transportation if any Council members had questions before they sign the contract.  Sandra Hash informed Darla Brown she had some concerns on the paying out of expenses.  She referred to Attachment D, Page 1 of 3 where it reads:  …the Local Public Agency will not receive federal funds as the work is completed during the preliminary engineering and right-of-way phases; instead the Local Public Agency will accrue federal credits equal to 80% of eligible costs but not to exceed 20% of the final cost of the construction phase…  She asked if this is the 20% Main Street has already raised.  Darla Brown stated she would look into that issue and report back.  Phillip Smith commented he would like time to look over the entire contract as well.  Connie Griffin stated that was one of her questions also and she had already contacted Steven Flores and Brandy Fishbaugh regarding that question.  She offered to share that information as soon as she receives it.

 

Supervisor Comments

 

Tony Bowlen, Town Marshal, informed the Council they received 95 applications for the vacancy in the receptionist position.  They interviewed nine people.  Tony Bowlen asked the Council to approve the hiring of Diane Strait as receptionist for the Police Department.  Scott Oldham made a motion to hire Diane Strait as the receptionist for the Ellettsville Police Department.  David Drake seconded.  Dianna Bastin asked when she would start work.  Tony Bowlen responded she is currently employed and will work a two week notice and then begin after that two-week period.  Dan Swafford asked what her hours of work would be.  Tony Bowlen responded they would tentatively be what they were doing before, which was 9:00 a.m. to 5:00 p.m., Monday through Friday, with a one-hour lunch, which is 35 hours per week.  Roll Call Vote:  Dianna Bastin – yes; David Drake – yes; Scott Oldham – yes; Phillip Smith – yes; Dan Swafford – yes.  Motion carried 5-0.

 

Connie Griffin, Director of Planning Services, reported she received 13 applications for the position of part-time administrative assistant and a total of seven interviews were conducted on January 6 and 7.  She informed the Council she had selected a candidate who has received excellent references.  She proposed a work schedule of Monday, Tuesday and Wednesday from 8:00 a.m. to 3:00 or 3:30 p.m. to obtain the 20 hours.  His name is Ajani Smith and is currently working two other part-time positions which he will be keeping since they are evening positions.  He is a resident of Bloomington.  Connie Griffin asked the Council for approval to hire him.  Phillip Smith asked when he would start.  Connie Griffin answered he could start anytime, whether at the beginning of a payroll, or if he could come in at anytime.  She added the sooner the better for her.  Dianna Bastin made a motion to hire Ajani Smith.  Scott Oldham seconded.  Roll Call Vote:  Dianna Bastin – yes; David Drake – yes; Scott Oldham – yes; Phillip Smith – yes; Dan Swafford – yes.  Motion carried 5-0.

 

Council Comments

 

Dianna Bastin thanked everyone for their confidence in her as Council President this past year and thanked Phillip Smith for taking the position this year and she remarked that it was a learning experience, she enjoyed it and she was happy to see Phillip Smith have the same opportunities.

Phillip Smith thanked Dianna Bastin and David Drake for the good work they have done as President and Vice-President.

 

Adjournment

Phillip Smith entertained a motion to adjourn.  Dianna Bastin so moved. Dan Swafford seconded.  Motion carried.  Phillip Smith adjourned the meeting at 8:02 p.m.