HOWARD COUNTY BOARD OF COMMISSIONERS MEETING OCTOBER 7TH, 2002

 

 

The Howard County Board of Commissioners met in Regular Session on Monday, October 7, 2002, at 8:30 a.m. in Hearing Room No. 338 of the Howard County Administration Center.  Those in attendance included President Paul J. Raver, Vice President Bradley J. Bagwell, and Member John B. Harbaugh.  Also present were County Attorney Larry Murrell, Personnel Administrator Wanda McKillip, and Auditor Martha Lake.

 

President Paul Raver called the meeting to order.  The minutes from the last regular meeting held on September 16, 2002 and Executive Session on September 19, 2002 were considered.  There being no additions or corrections, Mr. Bagwell made a motion to approve the minutes as submitted.  Mr. Harbaugh seconded the motion, which carried.

 

IN THE MATTER OF HIGHWAY ISSUES:

 

Mr. Ted Cain, Howard County Highway Engineer/Superintendent presented the following issues for Commissioner information: 

 

1.        The Commissioners granted approval for obtaining quotes on single axel dump truck.  (See August 19, 2002 minutes, page 1, “In the Matter of Highway Issues”, Item 2.)  Mr. Cain received three quotes as follows:

Speedway International                      $47,814.56

W & W Trucks                                     $51,430.00

Wabash Ford                                        $49,978.00

 

        Mr. Cain recommended the lowest quote from Speedway International at a cost of $47,814.56.  Mr.          

Bagwell made a motion to authorize the County Highway Department to purchase the single axel    dump truck in the amount of $47,814.56 from Speedway International.  The motion was seconded by Mr. Harbaugh and carried.

 

2.        Mr. Cain requested approval to obtain quotes to purchase a new pickup truck, with a probable  trade-in, during February 2003.  He would like to start purchasing one pickup truck with a snow plow package each year for awhile.  These trucks have greater maneuverability when plowing subdivision streets.  Mr. Harbaugh made a motion to authorize obtaining quotes for a new pickup truck considering the trade-in of an old truck.  Mr. Bagwell seconded the motion and it carried.

 

3.        Kokomo Church of Christ Right-of-Way Dedication:  The Commissioners requested Mr. Cain to research if a 40-foot right-of-way is sufficient for improvements to 200 North.  (See September 16, 2002 minutes, page 2, “In the Matter of Kokomo Church of Christ Right-of-Way Request”)  Mr. Cain contacted Butler, Fairman and Seufert for a recommendation.   Butler, Fairman and Seufert did not have any problem with the Church dedicating a 40-foot right-of-way.

 

4.        Lincoln Road Bridge over Kokomo Creek was closed this morning to traffic for repairs.  The repairs will consist of filling a large void under the slope that was washed out from the rains.  Concrete will be filled in a little at a time to avoid pushing the slope up and his hope is that with this repair, it will be self sealing.  The bridge will be reopened to traffic late today.

 

5.        In order to help the stop sign change at the intersection of 870 West 200 South, “Stop Ahead” signs and flashing light barricades were put up for both directions.

 

6.        Street Light Request in Indian Heights Subdivision:  Mr. John Roberts was unable to attend the meeting and will reschedule the request.  However, Mr. Cain wished to voice his concern about setting a precedent for approximately 80 other subdivisions in Howard County.  If a subdivision wants streetlights, that subdivision should be responsible for the cost and maintenance of the lights.  Mr. Cain also prefers streetlights to be placed outside of the county right-of-way.

 

7.        School bus turn-around for Northwestern School Corporation:   Mr. Harbaugh made a motion to approve an agreement for a school bus turn-around to be constructed on property owned by William Fraker, 11326 West 550 North.  Mr. Bagwell seconded the motion, and it carried.

 

IN THE MATTER OF PLAN COMMISSION ISSUES AND PROPERTIES FOR APPROVAL:

 

Plan Commission Director, Glen Boise, presented the following issues for information and approval:

 

1.        Case 22-CP-99 – three (3) lots in Wolff Lake Subdivision located at 4337 South 500 East was considered.   Mr. Bagwell made a motion to approve Case 22-CP-99.  Mr. Harbaugh seconded the motion and it carried.

 

2.        Case 39-CP-02 – one (1) lot in R & B Howard Subdivision located at 4708 West 400 South was approved on a motion made by Mr. Harbaugh.  Seconded by Mr. Bagwell, the motion carried.

 

3.        Case 41-CP-02 – one (1) lot in D-S-D-M-B Subdivision located at 4688 West 400 South was approved on a motion made by Mr. Bagwell, seconded by Mr. Harbaugh and carried.

 

4.        Case 33-CP-02 – fifty-four (54) lots in Cobblestone Villas Subdivision located at 3601 W. Boulevard was considered.  Mr. Harbaugh made a motion to approve Case 33-CP-02.  Mr. Bagwell seconded the motion and it carried.

 

5.        Ordinance No. 2002-BCC-43 – (Case 7-CZ-02) a request for a change in zone classification from A-1 (Agriculture) to B-1 (Local Business) located at 4950 East 400 South for a convenience store was approved on a motion made by Mr. Bagwell.  Mr. Harbaugh seconded the motion and it carried.

 

6.        Ordinance No. 2002-BCC-44 – (Case 6-CT-02) a request to remove the primary feeder for proposed County Road 400 East lying between 500 North and 600 North was considered.  Mr. Bagwell made a motion to approve Ordinance No. 2002-BCC-44.  The motion was seconded by Mr. Harbaugh and carried.

 

7.        Unsafe Structures Update:

 

a.     Martin Meyers’ property at 3904 South 350 West:  (See September 16, 2002, page 1, “In the Matter of Plan Commission Issues and Properties for Approval”, Item 5, for previous discussion)  Assistant County Attorney Brian Oaks sent a letter to the Bankruptcy Trustee asking for clarification of the status of the property.  County Auditor Martha Lake informed the Board this property was listed in the tax sale scheduled for October 8, 2002.  Mr. Boise said he would contact the Commissioners when the status of the property has been disclosed.

 

b.     The Commissioners requested Mr. Boise to follow up on the status of the property on 850 East at approximately 200 North.  (Previous discussion in July 1, 2002 minutes, page 2, “In the Matter of Plan Commission Issues and Properties for Approval”, Item 7)  There have not been any improvements made to the property.

 

8.        Flood Hazard Mitigation Grant Assistance:  (See September 3, 2002 minutes, page 2, “In the Matter of Plan Commission Issues and Properties for Approval”, Item 8, for previous discussion)  Mr. Boise is currently working on answers to a two-page list of questions requested by the Federal Emergency Management Agency (FEMA).  Once an amendment to the Flood Hazard Mitigation Plan has been completed, the entire plan will be presented for Commissioners’ review.

 

IN THE MATTER OF MAINTENANCE DEPARTMENT ISSUES:

 

Maintenance Superintendent Thomas Harrison chose to delay discussion until the end of the meeting when Mr. William Bassett will report the status of the Courthouse Renovation Project.  (See page 7, “In the Matter of Courthouse Renovation Issues”).

 

IN THE MATTER OF PERSONNEL ADMINISTRATOR ISSUES:

 

Personnel Administrator, Wanda McKillip presented the following issues for information and approval:

 

1.        The Family Medical Leave Log (FMLA) for 2002 was confirmed on a motion made by Mr. Bagwell.  Mr. Harbaugh seconded the motion and it carried.

 

2.        Breast Cancer Awareness Class:  City, County, State, and Public Library employees are invited to the class, with lunch provided, in Kokomo City Hall on Wednesday, October 23, 2002.  The lunch is sponsored by the Mayor of Kokomo.  Guest speakers will be Melinda Showalter and Pam Craig.  Anyone interested in attending is to respond by October 18th to Sheila Brock in Kokomo City Hall.  The class will be held during the lunch hour. Mrs. McKillip requested approval to distribute the information about the class with County employees’ paychecks. 

 

Mr. Bagwell made a motion to allow County employees to participate in the Breast Cancer Awareness Class/Luncheon on October 23, 2002, subject to working out the details with their supervisors.  Mr. Harbaugh seconded the motion, which carried.

 

                3.     P.E.R.F. Benefit Seminar:  A Joint City – County PERF Benefit Seminar will be held at Kokomo City Hall on Tuesday, October 15, 2002 from 9:00 a.m. to 10:00 a.m. and from 11:00 a.m. to 12:00 p.m.  A PERF representative will speak on such issues as membership, investment options, retirement options, and legislative updates.  Employees are not expected to use their lunch hour to attend the seminar and will not lose pay.  Information about the seminar will be distributed with the County employees’ paychecks.   

 

Mr. Harbaugh made a motion to allow County employees to attend the seminar on October 15, 2002 subject to their supervisors’ approval.  Mr. Bagwell seconded the motion, which carried.

 

IN THE MATTER OF INFORMATION SYSTEMS MANAGER ISSUES:

 

Mr. Terry Tribby, Information Systems Manager, presented the following issues for Commissioner information:

 

                1.     JURY SELECTION PROCESS:  The court mandated deadline for letters to go out to prospective jurors is November 15, 2002.  Mr. Tribby recommends the installation of a new, larger server and upgrading the software in Voter Registration. On Friday, October 4th the State Bureau of Motor Vehicles provided names of Howard County residents having drivers’ licenses that will be combined with Voter Registration files.  A list of 10,000 names will be drawn of people who can serve on a jury for the 2003 year.  Each quarter of the calendar year, letters will be sent to 2,500 names on the list. 

 

The cost of a new server is approximately $3,600.00.  Since the cost of the newly purchased Court server came in at approximately 10% under budget, Mr. Tribby said there is an appropriated, unexpended balance of $3,000.00 available.  Any costs remaining will be paid out of the Courthouse Renovation Furniture & Equipment line item.

 

Circuit Court received approval from the County Council to hire a Jury Administrator.  Judge Murray placed the position on hold until they find out how the process transpires during the first quarter.  Mr. Tribby felt confident the time involved in sending the letters out could be streamlined, reducing the costs. 

 

3.        DOXPOP UPDATE:  Court information has been downloaded on the internet to DoxPop and is ready to be examined and tested.  DoxPop will be provided with the email addresses of those who will be examining the website.  Mr. Tribby anticipates the website to be accessible to the public in approximately two weeks.

 

4.        Contractors will begin installing data and phone wiring in the Courthouse this week.  The number and location of all outlets have been defined.  The Prosecutor’s area will be ready for occupancy within the next month or so.

 

IN THE MATTER OF TRANSPORTATION DEPARTMENT:

 

Larry Ives, Director of the Kokomo-Howard County Coordinating Council, presented the following issue for Commissioner information and approval:

 

Currently, there are plans between the City and County to improve Dixon Road and renovate the Lincoln Road intersection.  It was anticipated in the original City and County commitment that the cost would be approximately $500,000 each.  (Interlocal Agreement dated 9/21/92 and amended 5/1/95)  Mr. Ives explained that after lengthy negotiations with INDOT, they agreed to allocate $1.8 million out of Group IV Surface Transportation Project (STP) funds for the Dixon Road Project.  This means the City and County will be able to complete Dixon Road from Boulevard to south of Lincoln Road, including the intersection and traffic lights, at a cost of $250,000 each.   

                                               

Mr. Ives explained the acquisition of the funds from INDOT as follows:

 

STP funds are considered rural funds and cannot be allocated to the City.  A section of the existing Interlocal Agreement states that the County could apply for funds if necessary.  Both the City Attorney and County Attorney agree the statement makes it permissible for the County to apply for the STP funds.

 

Mr. Ives requested the Commissioners to consider approving the County to apply for the Group IV STP funds for the Dixon Road Project.  Once the application is signed, a letting date in February 2003 is anticipated with construction taking place in the spring and summer.

                                               

Mr. Harbaugh made a motion to approve the Project Application Form (FA-3) for Federal Aid to Local Jurisdiction Highway and Bridge Projects on behalf of the County and authorize the President to sign on behalf of the Board. 
Further, to request appropriation of $250,000 out of Economic Development Income Tax (EDIT) Fund for the Dixon Road Project and
Lincoln Road intersection as outlined above.  Mr. Bagwell seconded the motion and it carried.

 

IN THE MATTER OF SHERIFF DEPARTMENT ISSUES – DUI TASK FORCE GRANT:

 

Sheriff David McKinney was unable to attend the meeting.  Lt. Don Howard advised it is time to renew the annual DUI Task Force Grant.

 

In 2001 the Sheriff’s Department applied for a $24,750 grant through the Indiana Criminal Justice Institute for City and County law enforcement to establish a task force to patrol the community, looking for impaired/intoxicated drivers, during off-duty hours.  One of the requirements was a letter of support from the Chief of Police, Sheriff, Prosecutor, and County Commissioners.  The Commissioners voted to submit a letter supporting the Governor’s Council on Impaired and Dangerous Driving.  (See October 1, 2001 minutes, page 5, “In the Matter of DUI Task Force Grant”)  The grant was administered through the Howard County Auditor’s Office.  Lt. Howard reported the program was successful resulting in numerous DUI and impaired driving arrests, traffic citations, and warnings. 

 

Mr. Harbaugh made a motion to approve the application for the DUI Task Force Grant in support of the Governor’s Council on Impaired and Dangerous Driving and authorize the President to sign on behalf of the Board. Mr. Bagwell seconded the motion, which carried.

 

IN THE MATTER OF NEW LONDON / HONEY CREEK GRANT APPLICATIONS:

 

Grant Administrator Tina Mendenhall-Henderson presented the following issues for Commissioner information and approval:

 

1.        New London Conservency District Planning Grant:  An award notice in the amount of $28,500 was received from the Indiana Department of Commerce (IDOC) for a Planning Grant.  The next step is to sign the Planning Grant Agreement and returned it to IDOC.  Mr. Bagwell made a motion to authorize the President to sign the Planning Grant Agreement on behalf of the Commissioners pertaining to the New London Conservency District.  Mr. Harbaugh seconded the motion and it carried.

 

Ms Henderson explained that when the grant process reaches 60% completion, a meeting will be held at the New London Conservency District to review the 60% Complete Engineering Report.  The Commissioners will receive a letter notifying them of the date and time of the meeting.  The engineer can only submit a bill at 60% complete.  The New London Conservency Board will approve the bill first.  Ms. Mendenhall will fill out a claim voucher and attend a public meeting to request the Commissioner’s formal approval.  Next the claim will be sent to IDOC and a check will arrive in three (3) to four (4) weeks.  At that point in time, the Howard County Auditor may write a check to either the New London Conservency District or Hometown Engineering.  New London will take care of the local match.  Ms. Henderson will track the check as it travels through each step of the process.  She emphasized it is important to make copies of everything, including the checks that are sent to the engineer.

 

                2.     Honey Creek Township Grant Application:  The service area of the Honey Creek Township Fire Department is unincorporated and jurisdiction falls under Howard County.  Honey Creek Township requested that Howard County serve as the lead applicant for a pumper truck grant from the Indiana Department of Commerce Community Focus Fund Grant.  The estimated cost of the new pumper truck is $330,000.  The Honey Creek Township will supply the local match of $93,000, which includes the $9,000. grant administration fee.  The Russiaville Volunteer Fire Department will pay a one-time application fee of $1,000. 

 

The need for the new pumper truck was supported by the fact that, familiar to most volunteer fire departments, manpower can sometimes be a problem, especially in the daytime hours.  The new truck will perform the functions equivalent to two (2) trucks.  The new truck will improve readiness and safety for fire personnel including various life saving techniques.

 

Ms. Mendenhall said there might be other grant applicants seeking funds.  According to established grant guidelines, the County can have three open construction grants at one time, but only one application can go in at a time.  This means that during January through March 2003, Howard County will not be able to submit any other grant applications. 

 

Mr. Bagwell made a motion to authorize Howard County to act as the lead applicant for the Honey Creek Township Fire Department Grant Application for a new pumper truck.  Mr. Harbaugh seconded the motion, which carried.  

 

IN THE MATTER OF REQUEST FOR STREET LIGHTS IN INDIAN HEIGHTS SUBDIVISION:

 

Mr. John Roberts was unable to attend the meeting and will reschedule the discussion. 

 

IN THE MATTER OF FOOD ORDINANCE UPGRADE – ORDINANCE NO. 2002-BCC-48:

 

Greg Lake, Environmental Health Coordinator, explained the Health Department follows the current Ordinance that was approved in 1992.   Ordinance No. 2002-BCC-48 includes several major changes made in 2002 in the State Food Code.  The food inspections, previously based on scoring, have been changed to critical and non-critical violations.  Language was added to the new ordinance to increase due process for the restaurants.  This gives the restaurants multiple opportunities to correct violations before monetary sanctions are applied.

 

Assistant County Attorney and Attorney for the Department of Health Brian Oaks previously reviewed the new ordinance.  Mr. Bagwell made a motion to approve Ordinance No. 2002-BCC-48.  Mr. Harbaugh seconded the motion, which carried.

 

IN THE MATTER OF REQUEST TO REMOVE DITCH EASEMENT & REDUCE UTILITY EASEMENT (at 2425 South 300 East):

 

Mr. and Mrs. John W. Miner appeared before the Commissioners on May 6, 2002 to request approval to remove a ditch easement and reduce an 80-foot utility easement to 20 feet.  A public hearing was set for June 3, 2002.

 

At that hearing, the Board approved the vacation of the drainage & utility easement along the west property line (Petition 1). 

 

In regard to the second request (Petition 2) -- a request to vacate all but 20-foot of the 80 foot easement on the northeast property line, Mr. And Mrs. Arthur Pugh, 2291 South 300 East, attended the hearing and stated concerns about past and future drainage issues.  The Miner’s supported their request by stating that the adjoining property owners are not benefited by either easement.  There was much discussion between the two parties at the public hearing regarding obstruction of water and drainage issues.  The parties were unable to reach an agreement.  The Commissioners considered there to be a valid dispute over the issue.  The Commissioners took the request under advisement until the August 5th meeting.  When the public hearing was continued on August 5th, the disagreement between the petitioners and the adjacent property owners continued.  The Commissioners requested that the Surveyor’s Office study the situation in order to form an opinion as to whether the tile under Mr. And Mrs. Miner’s driveway is an obstruction to the natural flow of water in the area, and report the results back to the Board.  The County Surveyor’s report has been completed.

 

Scheduled Continuation of the Public Hearing - 10:05 a.m.

 

Petitioner Linda Miner, 2425 South 300 East, and Adjoining Property Owner Arthur Pugh, 2291 South 300 East, were present for the hearing.  Mr. Raver read the report from the County Surveyor into the record as follows:

 

September 5, 2002

 

This is my opinion concerning the situation of Miner and Pugh.  Miner filled in the natural drain when they constructed the drive.  They put in a 6-inch tile, which is not large enough to carry the amount of water coming from the north (approximately 15 acres).

 

I believe the tile and natural drainage should be left as is and, for these reasons, the 80-foot drainage easement should not be vacated.”

 

Since the Miner’s driveway impedes the proper drainage of water, it was Surveyor Beryl Grimme’s opinion that the 80-foot drainage easement should not be changed in any way. 

 

Petitioner Linda Miner came forward to present more information.  She presented an illustration and account of the history of both properties.  Drainage issues between the Miner’s and Pugh’s had previously resulted in litigation.  Mrs. Miner had a written agreement stating, if the Pugh’s were permitted to run tile across the Miner’s front property line, the Pugh’s would not object to the removal of the 80-foot drainage easement.  Mr. Bagwell stated that the Commissioners have concerns about eliminating the 80-foot drainage easement. 

 

Mr. Raver asked if there was anyone else that wished to be heard.  Mr. Arthur Pugh said the agreement Mrs. Miner referred to states that removal of the 80-foot drainage easement would not take place if drainage of the Pugh’s property would be impaired.  Mr. Pugh said water stands continually on his property after the Miner’s filled in the natural swale and installed a concrete driveway.

 

There was no one else in the audience that wished to be heard.  Mr. Harbaugh made a motion to deny the petition to reduce or remove the 80-foot drainage easement based on I.C. 36-7-3-13(4), because the vacation would hinder the use of the public way by the neighborhood in which it is located.  Mr. Bagwell commented that drainage easements are established to provide future drainage opportunities and removal of the existing easement would hinder future development in the area.   Mr. Bagwell seconded the motion and it carried.

 

Public Hearing Closed at 10:35 a.m.

 

 

IN THE MATTER OF POOR RELIEF APPEALS FOR CENTER TOWNSHIP:

 

A Poor Relief Hearing was conducted on October 4, 2002 for Center Township on behalf of Betty Prince.  Commissioner Raver, Acting Poor Relief Hearing Officer, made a recommendation to uphold the written denial for utilities assistance made by the Center Township Trustee on September 26, 2002.  Mr. Bagwell made a motion to uphold the denial of the Center Township Trustee based upon the finding that the Township Trustee followed the Eligibility Standards and Guidelines for Poor Relief applicable to the case.  Mr. Harbaugh seconded the motion and it carried.

 

A Poor Relief Hearing was conducted on October 4, 2002 for Center Township on behalf of Creighton Bassett.  Commissioner Raver, Acting Poor Relief Hearing Officer, made a recommendation to uphold the written denial for assistance made by the Center Township Trustee on September 18, 2002.  Mr. Harbaugh made a motion to uphold the denial of the Center Township Trustee based upon the finding that the Township Trustee followed the Eligibility Standards and Guidelines for Poor Relief applicable to the case.  Mr. Bagwell seconded the motion and it carried.

 

IN THE MATTER OF POOR RELIEF APPEALS FOR HARRISON TOWNSHIP:

 

A Poor Relief Hearing was conducted on October 4, 2002 for Harrison Township on behalf of Danielle Mattingly. 

Commissioner Raver, Acting Poor Relief Hearing Officer, reported that during considerable discussion, some information came up. The appellant plans to move from Harrison Township to Taylor Township.  The Harrison Township Trustee is going to contact the Taylor Township Trustee in order to further review the request.  Mr. Bagwell made a motion to remand the petition back to the Harrison Township Trustee for further review.  Mr. Harbaugh seconded the motion and it carried.

 

IN THE MATTER OF KEYBANK ATM REPLACEMENT - (Located at Howard County Administration Center):

 

Trammell Crow Company sent a letter to the Commissioners on behalf of KeyBank requesting authorization to replace the existing ATM machine located inside the lobby of the Howard County Administration Center.  The letter stated the work will be completed in accordance with the terms and provisions of the lease.  KeyBank will bear the costs relating to the replacement.

 

Mr. Bagwell made a motion to approve an amendment to the lease to allow KeyBank to replace their ATM machine on the condition it will be at the same location and authorize the President to sign the agreement on behalf of the Commissioners.  Mr. Harbaugh seconded the motion, which carried.

 

 

 

IN THE MATTER OF COUNTY DISPATCH – (MA/COM CONTRACT):

 

County Dispatch & Communications Supervisor Tony Ramsey presented the following for Commissioner information and approval:

 

Previously, the Commissioners approved a computer upgrade for the radio manager that controls the radio system at the tower.  (Ordinance No. 2002-BCC-12.  See March 4, 2002 minutes, page 4-5, “In the Matter of Proposals from Mobile Radio of Kokomo, Inc.”, Item 2) The radio system had been implemented and is up and running.  The MA/COM has an IDACS Agreement pertaining to licensing and software issues that needs to be signed by the Commissioners.  Mr. Ramsey said the software has already been purchased and there will be no additional cost. 

 

Attorney Murrell pointed out the contract states there is a $15,000 annual cost.  Mr. Ramsey was initially unaware of the additional cost.  Mr. Ramsey decided to contact Mr. Larry Sparks of Mobile Radio of Kokomo, Inc. regarding this cost and report back to the Commissioners at a later time.

 

IN THE MATTER OF CLAIMS AND REPORTS:

 

Howard County Auditor Martha Lake presented the following reports for Commissioner information and approval:

 

1.        Operating claims payable on October 7, 2002 in the amount of $1,447,315.44 were approved on a motion made by Mr. Bagwell, seconded by Mr. Harbaugh, and carried.

 

2.        Commissioners’ Salary Claims for hourly, salary, and overtime payable for October 11th and October 18th were approved on a motion made by Mr. Harbaugh.  Mr. Bagwell seconded the motion, which carried.

 

            3.     Butler, Fairman and Seufert Consulting Engineers:

·          Engineering services for the MS4 Project was $2,727.94 for the month of August 2002.

·          Engineering services for the Co. Rd. 400 North Project was $ 2,300.45 for the month of August 2002.

 

            4.     Miles & Finch, Inc. submitted an invoice in the amount of $9,299.00 to add the ten (10) new Ford Crown Victoria vehicles to the insurance policy.  This bill was listed in the operating claims approved above.

 

5.       Miami County Commissioners submitted the Resolution requested by the Howard County Commissioners in regard to the Miami County EMA selling a generator for the sum of $16,000.00 to the Howard County EMA.  (See September 16, 2002 minutes, page 4, “In the Matter of Emergency Management Agency (EMA) – Purchase of Generator”)

 

6.        The Howard County Sheriff’s Department received a Build Indiana Grant Fund in the amount of $30,000.00 to purchase a law enforcement vehicle with radio for the Greentown Special Police Department.  The Indiana Department of Commerce (DOC) conducted an on-site monitoring of the project and no findings were noted.

 

IN THE MATTER OF COUNTY ATTORNEY ISSUES:

 

1.        County Attorney Larry Murrell presented a claim for his monthly office allowance statement for the month of October 2002 in the amount of $550.00.  Mr. Bagwell made a motion to approve payment.  Seconded by Mr. Harbaugh, the motion carried.

 

IN THE MATTER OF COMMISSIONER ISSUES:

 

                1.     The Commissioners acknowledged letter of from the Town of Greentown thanking the Commissioners and Council for their efforts in making the new Radio Repeater system possible.  Radio reception has greatly improved for law enforcement and emergency agencies that service the area.

 

                2.     A notice was received that the Kokomo Main Street Association will hold a monthly Board Meeting on Thursday, October 24, 2002 at 4:00 p.m. at Sondy’s Sycamore Grill.

 

                3.     The Salvation Army Coordinated Assistance Ministries (CAM) composed a brochure advertising the Howard Haven Residential Center.  The Commissioners had questions regarding the way the brochure was written.  The brochure was not approved and the Commissioners requested that additional copies should not be printed or circulated at this time.

 

                4.     WIOU/WZWZ Storm Closing Information Form was completed and signed by the Commissioners with a note that the contact order could change in 2003.  Mr. Raver noted this form is not available for distribution.

 

5.        The Sheriff’s Department has agreed to submit a monthly Jail Report to the Commissioners regarding the number of prisoners being housed at the jail, etc.

 

6.        At the last Council Meeting, the request to update the equipment in the new Coroner’s vehicle and also, the replacement of police radios using EDIT money was tabled because the County Council felt that these types of emergency service expenditures should come from the E-911 Fund.  The Council did approve funds in the amount of $800.00 from the General Fund for labor to put the equipment in the Coroner’s vehicle.

 

7.        Economic Development Income Tax Fund (EDIT), Commissioners and Info Systems Budget Appropriations Figures for the 2003 fiscal year were submitted for Commissioner information by Commissioner Raver.  There were no request out of Cumulative Capital Development Fund (CCD) for 2003, therefore there is no preset budget at this time.  Mr. Raver suggested putting an E-911 budget together in order to track expenditures and fixed costs.  The E-911 telephone system is paid until March 2006 but consideration needs to be made ahead of time as to which budget to tap into following this date, due to the high cost that will be incurred.  

 

8.        The Weights and Measures Monthly Report for August 15th through September 15th, 2002 was accepted on a motion made by Mr. Bagwell, seconded by Mr. Harbaugh, and carried.

 

9.        Mr. Raver attended the Howard County MS4 Advisory Committee meeting on Wednesday, September 25, 2002.  Meetings are held on the second and fourth Wednesday of each month.  Committee members are currently working on an assignment to identify existing programs and organizations that could be involved with storm water related issues to minimize any duplication of resources and to compose a list of programs or projects that could be included in this program.  The Committee requested that a representative from the Solid Waste District be added to the Advisory Committee.  Mr. Bagwell made a motion to appoint a representative from the Solid Waste District Staff to the MS4 Storm Water Advisory Committee.  Mr. Harbaugh seconded the motion, which carried.  The next MS4 Advisory Committee meeting will be held at 12:00 noon on Wednesday, October 9, 2002.

 

10.     Grant Administrator Tina Mendenhall-Henderson is scheduled to meet with the Darrough Chapel Steering Committee on Thursday, October 24, 2002 at 6:00 p.m. in Room 220D of the Howard County Administration Center at the request of the Board of Commissioners (See September 16, 2002 minutes, page 6, “In the Matter of Commissioner Issues”, Item 9).

 

IN THE MATTER OF COURTHOUSE RENOVATION ISSUES:

 

Mr. William Bassett of William Bassett and Associates presented the following issues for Commissioner information and approval:

 

Construction work on the second floor is progressing.  Mr. Bassett presented a list of requested changes as follows:

 

                      1.       Changes to Prosecutor’s Office power and data                          $ 10,855.00

                      2.       New Lighting in Boiler Room                                                           $   2,776.00

                      3.       Painting 2 entry ceilings (Exterior east and west entrances)       $   2,159.00           (Recommended)

                      4.       Demolition of concrete pads on south side of building              $   1,472.00           (Recommended)

                      5.       Install new roofs on 3 stairwells                                                      $   9,907.00           (Recommended)

                      6.       Waterproofing south foundation wall                                            $   9,333.00           (Recommended)

                      7.       Cleaning (and restoring) four entry lights                                     $   2,085.00           (Recommended)

                      8.       Tamper and flow switch to Fire Alarm Panel                                 $   3,200.00

                      9.       New branch circuits to new lighting on 2nd floor                          $   9,267.00

                    10.       Changes to duct in Room 213                                                          $   1,461.00           (Recommended)

                    11.       Floor drain modifications in Boiler Room                                       $   9,217.00           (Recommended)

                                TOTAL                                                                                                 $61,732.00

                                The total cost of the recommended changes:                                                                $35,634.00. 

 

Mr. Bassett reminded the Board the initial plans were to remodel only certain areas of the Courthouse.  The original estimate for the renovations and minor repairs was about $1.6 million.  After the original estimate was compiled, extensive heating and air conditioning, electrical upgrades and a new courtroom were added to the remodeling plans. The final approved contract was for approximately $2.7 million.  There is a statute provision that “change order” costs cannot exceed 20% ($540,000.) of the original contract.  The Board has already approved two change orders totaling $143,847.50.  More changes are anticipated as the renovations continue and the Commissioners were apprehensive about possibly exceeding 20% of the contract.  Mr. Bagwell felt the floor drain in the boiler room and the roofs on the three stairwells could be considered new projects rather than “change orders” to the existing project.  Mr. Bassett agreed these could be considered new projects but it would be more efficient to use the same contractors and extend their warranties.  Mr. Bassett is not anticipating “change orders” to exceed $540,000 on this project.

 

The heating in certain areas is scheduled to be turned on in approximately two (2) weeks.  Contractors are finishing the installation of piping on the second and third floors.  The entire heating system will be functional by the time cold weather arrives.

 

Mr. Bagwell made a motion to approve Numbers 3, 4, 5, 6, 7, 10, and 11 on Change Order No. 3 in the amount of $35,634.00 as listed above.  Mr. Harbaugh seconded the motion and the motion carried.

 

Mr. Raver reported all of the old air conditioning equipment was removed from the roof last week.  A crane will arrive on Monday, October 14th to place new equipment on the roof.  There was discussion about building up the stairway and the 3-foot high access door in the elevator room for easier access to the roof.  Mr. Raver commented it would take sizable structural changes to remodel the access to the roof. 

 

 

 

 

Following adjournment, the Commissioners planned a tour of the Courthouse to look over the renovation work in progress.  The tour was to be conducted by Mr. Bassett.

 

 

There being no further business before the Board at this time, Mr. Harbaugh made a motion to adjourn.  Mr. Bagwell seconded the motion and it carried.  The meeting closed at 11:30 a.m.

 

                                                                                                     THE HOWARD COUNTY BOARD OF COMMISSIONERS

 

 

                                                                                                                ___________________________________________

                                                                                                                PAUL J. RAVER, PRESIDENT

 

 

                                                                                                                ___________________________________________

                                                                                                                BRADLEY J. BAGWELL, VICE-PRESIDENT

 

 

                                                                                                                ___________________________________________

                                                                                                                JOHN B. HARBAUGH, MEMBER

 

ATTEST:

 

__________________________________

MARTHA J. LAKE, AUDITOR

Commissioner Minutes, October 7, 2002