HOWARD COUNTY BOARD OF COMMISSIONERS MEETING SEPTEMBER 3, 2002

 

 

The Howard County Board of Commissioners met in Regular Session on Tuesday, September 3, 2002 (following the Labor Day Holiday on Monday, September 2nd), 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.

 

The meeting was called to order by Major Larry Shipman and conducted by President Paul Raver.

 

The minutes from the previous meeting held on August 19th, 2002 were reviewed.  Mr. Raver requested the following changes:

 

On page 2, “In the Matter of Information Systems Manager Issues”, Item 2:  Change the figure for each data wring rack from “$209.00” to “$2,090.00” and the total cost for two of them from “$418.00” to “$4,180.00”.

 

On page 3, “In the Matter of The Presentation by Tina Mendenhall Henderson, Grant Administrator – New London Conservency, Etc.”, line 7, replace the word “more” with “move”.

 

 Mr. Bagwell made a motion to approve the minutes as corrected.  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.        A Performance Bond (#3-598-495) in the amount of $330,300.00 was submitted from Harvey Construction Company, owner and developer of Cobblestone Village, Section II, for storm sewers and surface drains, asphalt streets, concrete curbs, water, street signs and monuments and erosion control.  Mr. Cain said an inspection will be completed before the streets can be accepted into the County Highway system.  Mr. Bagwell made a motion to approve the Performance Bond for Cobblestone Village, Section II.  Mr. Harbaugh seconded the motion, which carried.

 

2.     Railroad Crossing Repair Status:

 

a.     The railroad crossing repairs at 50 North and Payton Street in Greentown commenced today.  The crossing will be closed three (3) or four (4) days and might be open by the end of this week.

 

b.     The next railroad crossings scheduled for repair are:  On 500 West between 250 South and 300 South, and on 200 West between 350 West and 400 West.

 

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

 

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

 

1.        Case 37-CP-02 - one (1) lot in Phlox Gardens Subdivision located at 9509 East 400 South was considered.  Mr. Bagwell made a motion to approve Case 37-CP-02.  Mr. Harbaugh seconded the motion and it carried.

 

2.        Case 36-CP-02 - two (2) lots in Paul’s Bloodhound Acres Subdivision located at 2278 West 300 South was approved on a motion made by Mr. Harbaugh, seconded by Mr. Bagwell and carried.

 

3.        Case 38-CP-02 - one (1) lot in Hamilton Big Oak Subdivision located at 1761 South 1030 East was approved on a motion made by Mr. Bagwell.  Mr. Harbaugh seconded the motion, which carried.

 

4.        Ordinance No. 2002-BCC-35, the petition of Bowyer Group requesting a change in zone classification from R-1 (Residential), B-2 (General Business), FW/R-1 (Floodway/Residential) and FF/R-1 (Floodway Fringe/Residential) to B-2 (General Business), FW/B-2 (Floodway/General Business) and FF/B-2 (Floodway Fringe/General Business), containing 28.29 acres, more or less, for property located at 1805 E. Sycamore St. was presented.  Mr. Harbaugh made a motion to grant approval to Ordinance No. 2002-BCC-35.  Seconded by Mr. Bagwell, the motion carried.

 

5.        Ordinance No. 2002-BCC-36, the petition of Francisco Aleman requesting removal of the primary feeder for proposed 950 East between 400 South (State Highway 26) and 500 South was considered.  Mr. Bagwell made a motion to approve Ordinance No. 2002-BCC-36.  Seconded by Mr. Harbaugh, the motion carried.

 

6.        Ordinance No. 2002-BCC-37, the petition of the Howard County Plan Commission to add provisions for regulating Sexually Oriented Businesses was considered.  Mr. Bagwell suggested writing a future amendment to the ordinance to include the definition and clarification of a “licensed physician” (Ref. “Sexually Oriented Entertainment Business”, Item b.)  Mr. Bagwell made a motion to approve Ordinance No. 2002-BCC-37.  The motion was seconded by Mr. Harbaugh and it carried.

7.        Ordinance No. 2002-BCC-40, an ordinance changing stop sign preference at the intersection of 200 South and 870 West was approved on a motion made by Mr. Harbaugh.  Mr. Bagwell seconded the motion, which carried.

 

8.        Flood Management Program Status:  The grant applied for in 2002 was in two (2) parts.  Federal Emergency Management Agency (F.E.M.A.) approved the first part of the grant that requested the balance leftover from the previous grant be used for engineering and flood proofing the homes.  However, there was no mention of the second part, which was a request for $160,000.00 to buy two more homes (in addition with the local match).  Mr. Boise will contact F.E.M.A. regarding the status of this issue.

 

IN THE MATTER OF TRANSPORTATION DEPARTMENT:

 

Larry Ives, Director of the Kokomo-Howard County Coordinating Council, presented Resolution No. 2002-BCC-13, a Resolution Supporting the Indiana Metropolitan Planning Organization (MPO) Council’s recommendation to revise the current Bridge Fund Policy. 

 

The policy in the past allowed urbanized areas over 50,000 in population to be eligible for bridge funds up to $800.000.00 if they had expended all of their Service Transportation (STP) Funds.  During the Dixon Road Project in 1998, Mr. Ives had written the $800,000.00 into the Transportation Improvement Project (T.I.P.) and it was approved by INDOT.  However, the position of Chief Financial Officer changed and so did the previously existing policy.  INDOT informed the Coordinating Council that it could not receive money for the Dixon Road Bridge.  The lack of funds would have caused the Dixon Road Project to be greatly reduced.  Mr. Ives met with INDOT, discussed the issue, and persuaded them to reconsider the application.  INDOT granted the $800,000.00 in 1999. 

 

In July 2002, Mr. Ives applied for bridge money for the Ohio Street Bridge over the Wildcat Creek.  INDOT turned down the application because it was within the community’s metropolitan planning organization’s (MPO) urbanized area boundary and unavailable for bridge funds. 

 

The Coordinating Council is included in the 12 Metropolitan Planning Organizations covering 17 urbanized counties throughout Indiana.  The counties having more rural area may oppose clarification of INDOT’s policies, and pressure them to continue the current practice because they are concerned that it will use up all of the bridge funds available.

 

The purpose of the Resolution is a joint effort of Indiana’s 12 Metropolitan Planning Organizations to obtain Commissioners’ support for the acquisition of Federal bridge funds within urbanized areas. 

 

Mr. Bagwell made a motion to approve Resolution No. 2002-BCC-13 supporting the Indiana MPO Council recommendation on the bridge fund policy.  Mr. Harbaugh seconded the motion, which carried.

 

IN THE MATTER OF MAINTENANCE DEPARTMENT/COURTHOUSE RENOVATION ISSUES:

 

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

 

u        According to the construction schedule it is time to shut off the air conditioning in the Courthouse.  Due to the warm weather, a decision was made to wait for another couple of days to shut it off on the south side of the building.  The chiller will be shut off today and the air conditioner will be turned off by the end of this week.  It is possible that some portable air conditioners will be needed.  Mr. Harrison was skeptical as to whether the portable air conditioners would accommodate the courtrooms.

 

u        The change order to install a sprinkler system in the basement area was discussed.  Mr. Bassett presented a proposal in the amount of $139,513.50 for a sprinkler system in the basement.  The electrical connections are estimated to cost an additional $3,500.00.  A water main will be tapped into, on the north side of the building in the Walnut Street right-of-way. The water line will run into the basement area currently occupied with many shelves of Clerk’s records.  Pipes will be installed for the second floor first because the ceilings have been removed.  There will be no change in the construction schedule for this project.

 

Mr. Harbaugh made a motion to approve the Change Order for the sprinkler system and also the electrical connections as described, and authorize the President to sign on behalf of the Commissioners.  Mr. Bagwell seconded the motion, and it carried.

 

u        The main elevator will be shut down for approximately five (5) weeks for renovations.  It was discovered that the old inmate elevator entrance on the 1st floor inside of the Child Support Office lobby had been closed off during repairs after the Courthouse bombing.  In order to maintain service to the other floors, this entrance will be permanently re-opened at a cost of $4,324.00.  The inmate elevator can then be used during the time the main elevator is closed down.  County Clerk Linda Koontz has no objections to this plan.  A new entry door for the inmate elevator will be constructed on the 2nd floor for the new courtroom.  The inmate elevator will be secured by keys and supervised by county personnel to prevent the public from going to the cell area in the basement level.

 

Mr. Harbaugh made a motion to approve a change order at a cost of $4,324.00 to re-open the old elevator located in the lobby of the Child Support Office and authorize the President to sign on behalf of the Commissioners.  Mr. Bagwell seconded the motion, which carried.

 

Major Larry Shipman felt the inmate elevator should be used for only a temporary period with specific guidelines and restrictions to alleviate security issues.  Inmates are moved through the courthouse continually during the day.  Necessary precautions are needed to prevent the public from being in the elevator when inmates are transported up and down to the courtrooms.

 

u        During this week, contractors are hanging drywall in the Prosecutor’s new office area and establishing walls in the courtroom area.  Construction in the security room is being finalized so the communication equipment from the second floor can be installed.  All of the servers in the building will be located in the Communications Center. 

 

u        Huston electric is working on specifications to accommodate the additional equipment that will be needed in the communications room.

 

u        The next Construction Information meeting will be held on Wednesday, September 4, 2002 at 9:00 a.m.

 

u        Mr. Harrison reported that beginning Monday, September 9th; the afternoon shift for maintenance department employees will temporarily be changed to be 4:00 p.m. to 12:30 a.m., to accommodate the afternoon shift of the renovation contractors.

 

IN THE MATTER OF PERSONNEL ADMINISTRATOR ISSUES (Update on Emergency/Disaster Plans for Government Buildings):

 

Personnel Director, Wanda McKillip was present to support Mrs. Vickie Hinkle’s update on the Emergency/Disaster Plans for Government Buildings.  The disaster plan project is progressing well.  Mrs. Hinkle anticipates it will take a full year to see the project to completion. 

 

Mrs. Hinkle was pleased with the enthusiasm and cooperation of the county employees in working toward establishing disaster plans.  The meetings with office holders and workers generated a great deal of thought regarding what needs to be done in the event of evacuation such as equipment to be shut down, on site money protection measures, and other safety and security issues. 

 

Employees in the offices of the Administration Center, Courthouse and Government Building divided up to participate in the fire emergency evacuation training, and in addition attend to patrons doing business in the offices.  An evacuation can be accomplished in any of the buildings within three (3) to five (5) minutes, including those who have difficulty negotiating stairs.  An “all building” fire drill will be scheduled in the near future.

 

Captain Harold Vincent at the Sheriff’s Department is working on helping the Emergency Planning Committee purchase flashlights and batteries for each of the offices to be used in the event of a power outage.  The Sheriff’s Department will assist in training regarding hostage situations, bomb threats, and other security issues in the near future.

 

Mrs. Hinkle noticed publications listing a telephone number to call to ascertain information regarding the acquisition of Federal and State Government grants available for emergency planning/training.  She will continue to seek information about these grants and keep the Commissioners updated on this matter.

 

IN THE MATTER OF INFORMATION SYSTEMS MANAGER ISSUES:

 

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

 

                1.     Courthouse Renovation Project: 

 

a.        The Prosecutors Office area might be ready for occupancy around October 1st.  The wiring and data cabling on the second floor is being completed and switches have been ordered.

 

b.       Regarding replacing computers:  There are approximately 110 computers from 3 to 7 years old in the Courthouse.  Mr. Tribby advised the best time to replace them is before the offices move back into their areas, such as the Prosecutor.  Mr. Raver said there currently is no money appropriated for this project.  Auditor Martha Lake suggested looking at the inventory of the various offices to study their computer equipment funding sources, because the purchase of new computer equipment for the Prosecutor’s Office will set a precedent for the other departments involved in the renovation.

 

c.        Internet access to county court records:  Authorization from the State to post County Court records on the internet is anticipated to arrive soon.

 

d.       New cell phone:  Mr. Tribby requested approval to purchase a new cell phone for new employee John Templin, who has been using his personal cell phone for communications while working in the county buildings.  Mr. Bagwell made a motion to authorize the purchase of a new county provided cell phone for John Templin.  Mr. Harbaugh seconded the motion and it carried.

 

IN THE MATTER OF MAIN STREET ASSOCIATION – RECOGNITION OF NORMAN BRIDWELL (And Clifford the Big Red Dog):

 

Mr. Paul Wood, President of the Main Street Association, gave a presentation about a distinguished citizen named Norman Bridwell.  Mr. Bridwell was born in Kokomo 72 years ago and graduated from Kokomo High School.  Mr. Bridwell creates and writes books utilizing the character, Clifford the Big Red Dog.  The consensus is that Norman Bridwell has a greater affect on the reading skills of young people than almost anyone else in the world.  Millions of children have benefited from Mr. Bridwell’s literary creations. 

 

Norman Bridwell is a part of Kokomo’s heritage. Work is being performed at the Seiberling Mansion Museum to assemble a Norman Bridwell display, which would include the early years of his life.  In the near future, several other community organizations plan to incorporate Norman Bridwell or Clifford the Big Red Dog in their themes.

 

Indiana University at Kokomo invited Norman Bridwell to be this year’s honoree at their scholarship gala and banquet to be held on September 28, 2002.  Mr. Bridwell will be visiting Kokomo beginning September 25th at 5:00 p.m., for a book signing at the University Bookstore, and will be making appearances to talk to young people at various schools in Howard County.  Mr. Wood requested that the Commissioners compose a proclamation to be presented to Mr. Bridwell during his visit to the bookstore on September 25th.  At the last Board Meeting, August 19th, County Attorney Larry Murrell was authorized to prepare this proclamation, which is for the most part completed.  

 

The Proclamation will be presented by some “one” of the Commissioners at the book signing on September 25th.  In addition by consensus of the Board, Howard County will proclaim the week of September 23rd as “Norman Bridwell Week”.

 

Mr. Wood encouraged the Commissioners to offer new ideas and incentives regarding the endeavors of the Main Street Association.

 

IN THE MATTER OF HOWARD COUNTY PURDUE UNIVERSITY COOPERATIVE EXTENSION SERVICE:

 

Susan Neher, Extension Educator and Director, presented the following information for Commissioner information and approval:

 

1.        The Extension Office requested approval to close on Friday, September 6, 2002 for their annual office retreat for program planning and changes for the upcoming year.  Mr. Harbaugh made a motion to authorize the Extension Office to close on September 6, 2002.  Mr. Bagwell seconded the motion, which carried.

 

2.        Mrs. Neher introduced Youth Educator Jill Early, who started working with the Extension Office on April 1st, 2002 to the Commissioners.  Ms. Early thanked the Commissioners for supporting the 4-H Program and for presenting the Proclamation at the Howard County Fair in celebration of the 4-H Centennial.

 

IN THE MATTER OF HOWARD COUNTY TREASURER ISSUES:

 

County Treasurer Ann Wells presented the following issue for Commissioner information and approval:

 

The County entered into an agreement with Atlas Collection Agency in 1999, to take over delinquent personal property tax collections.  The list of collections was small in 2000 and 2001 due to the $12,500.00 credit for personal property.  Due to the diminishing number of collections, Mrs. Wells wishes to terminate the contract with Atlas Collection Agency.  The contract states that either party may cancel the service with thirty (30) days notice, but Atlas has the right to proceed with the all the old certifications.  In compliance with State Statutes, Atlas receives 35% of whatever they collect at no cost to the County.  Ms. Wells would like to use a local attorney to address future collections.  

 

Mr. Bagwell made a motion to authorize Treasurer Ann Wells to provide a thirty (30) day notice to Atlas Collection Agency to terminate the contract.  Mr. Harbaugh seconded the motion, and it carried.

 

IN THE MATTER OF DRUG FREE COMMUNITY FUNDS:

 

Rick Swigart, Director of Mayor’s Community Based Council on Substance Abuse Prevention, was unable to attend the meeting.  A summary of the 2002 – 2003 Budget for the Howard County Drug Free Community Fund was provided to the Commissioners.  The Mayor’s Community Based Council on Substance Abuse Prevention is a coalition of citizens and organizations representing all of Howard County.  Said Council assesses the needs of the community relative to substance abuse reduction and to coordinate and provide services in the areas of interdiction, prevention, and treatment.

 

Mr. Harbaugh made a motion to accept the recommended allocations for the Drug Free Community Fund for 2002 – 2003.  Mr. Bagwell seconded the motion, which carried.

 

IN THE MATTER OF CLAIMS AND REPORTS:

 

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

 

1.        Operating claims payable on September 3, 2002 in the amount of $849,509.33 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 September 6th, and September 13th, 2002 were approved on a motion made by Mr. Harbaugh.  Mr. Bagwell seconded the motion, which carried.

 

3.        Kinsey Youth Center would like to dispose of a 1989 Ford Aerostar passenger van that is no longer being used.   An appraisal was obtained from Crume/Ellis Auctioneers & Appraisers in the amount of $200.00.  There is a buyer who is willing to purchase the van for this amount of money.  Mr. Bagwell made a motion to authorize the sale of the van based on the appraisal.  Mr. Harbaugh seconded the motion, which carried.

 

4.        The following statements were submitted for Commissioner information:

 

                                Butler Fairman & Seufert                MS4 Coordination (July Billing)                             $5,061.19

                                Patriot Engineering                          Courthouse Boiler Abatement                                $1,711.00

 

                        Payments were approved on a motion made by Mr. Bagwell, seconded by Mr. Harbaugh and carried.

 

5.     Sheriff Department Grant Applications:

 

a.        Governor’s Council on Impaired & Dangerous Driving:  Mr. Harbaugh made a motion to approve processing the grant application by the Sheriff’s Department and ratify the President’s signature on the application.  Mr. Bagwell seconded the motion and the motion carried.

 

b.       National Criminal History Improvement Program:  NCHIP is a $12,000.00 grant for software to allow fingerprints taken at the Criminal Justice Center to be sent electronically to the Indiana State Police Automatic Fingerprint Identification System (AFIS).  Mr. Bagwell made a motion to approve the grant application by the Sheriff’s Department and ratify the President’s signature on the application.  Mr. Harbaugh seconded the motion, and it carried.

 

IN THE MATTER OF COUNTY ATTORNEY ISSUES:

 

County Attorney Larry Murrell presented the following issues for Commissioner information and approval:

 

1.             Counter Terrorism Response Safety Equipment Program:  An agreement between the Commissioners and State Emergency Response that the Howard County Emergency Management Agency will be responsible to accept and maintain emergency response kits was approved at the previous meeting subject to the County Attorney’s review.  (See August 19, 2002 minutes, page 3, “In the matter of the Howard County Emergency Management Agency – Emergency Response Equipment”).  Attorney Murrell had reviewed the agreement and did not find any legal problems.  Mr. Bagwell made a motion to assign the responsibility regarding the requirements of the Counter Terrorism Response Safety Equipment Program to the Howard County Emergency Management Director.  Mr. Harbaugh seconded the motion, which carried.

 

2.             A claim for monthly office allowance for the month of September 2002 in the amount of $550.00 was presented.  Mr. Bagwell made a motion to approve payment.  Seconded by Mr. Harbaugh, the motion carried.

 

IN THE MATTER OF COMMISSIONER ISSUES:

 

                1.     New London Sewer District:  Auditor Martha Lake stated there was a report on the old New London grant that needed to be submitted to the Indiana Department of Commerce.  Contrary to previous reporting, it will be the end of the year before that old grant is entirely phased out.

 

2.    Mr. Bagwell made a motion to authorize each county department to pause and observe a moment of

       silence and respect on September 11th, sometime between 8:45 a.m. and 9:00 a.m., to reflect on                                                            

       last year’s terrorist attacks.  Mr. Harbaugh seconded the motion and it carried.

 

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

 

4.        Mr. Harbaugh congratulated the Auditor’s Office, Personnel Office, and other county offices for their diligent and judicious work on the 2003 budget.

 

There being no further business before the Board at this time, Mr. Bagwell made a motion to adjourn.  Mr. Harbaugh seconded the motion and it carried.  The meeting closed at 10:55 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, September 3, 2002