HOWARD
The Howard County Board of Commissioners met in
Regular Session on
The meeting was called to
order by Sheriff Marshall Talbert and conducted by President Bradley Bagwell.
The minutes from the last regular meeting held on
IN THE MATTER OF HIGHWAY ISSUES:
Mr. Ted Cain, Howard County
Highway Engineer/Superintendent presented the following issues for Commissioner
information and approval:
1.
Mr. Cain advised that he gone most of next week.
2.
3.
IN THE MATTER OF SHERIFF DEPARTMENT ISSUES:
Sheriff Marshall Talbert presented the following issues for Commissioner information and approval: (Major Steve Rogers, Captain Harold Vincent, and Civilian First Sergeant Terry Sokol were also present for the discussion)
1. Changes in workforce:
a.
Dick Sosbe, who maintains the locks at the Criminal Justice Center, is retiring
as of March 31st, 2003. The
job has been posted and applications are being accepted for the position. Sheriff Talbert hopes to have someone hired
by the last week in March so that the new employee can quickly get orientated with
the job.
b. Applications for a Work Gang
Supervisor
were closed on Friday, March 14th.
Three (3) individuals will be interviewed for the position.
c.
A check in the amount of $12,500.00 was presented to the Auditor for
the Commissary Deputy position. This
money will cover the salary and benefits for the next quarter.
2. The State Board of Accounts audited records for the year 2002 at the Criminal Justice Center last week.
3. Prisoner Transport Module: (See page 2,
Transport Officer Jon Zeck
stated the insert can contain 12 to 15 prisoners at one time. Once the compartment is in place, the
prisoners are secured as are the outside doors of the van. The insert will help eliminate the use of
additional police deputies to transport prisoners. The insert is sealed so that the compartments
can be easily washed out with a hose.
The insert can be removed and installed in future vans.
Mr. Harbaugh made a motion
to authorize the purchase of the transport module from Mavron, Inc. out of the
Misdemeanant Grant Fund for $10,268.00 as presented. Mr. Raver seconded the motion, and it
carried.
4. Purchase of Tires for Sheriff Department
Vehicles: Mr. Chris Hale, of Fout’s
Tire, stocks the tires and handles tire needs for the department. In the past, the tire needs of the department
have been anticipated and quantities of
tires have been purchased for each calendar year. Currently only eight (8) tires remain in the
stock. The basic price for a tire is
$57.55, plus $7.00 to balance, $1.50 for valve stem, and $1.50 for a disposal
fee. The cost for each installed tire is
$67.55. Sheriff Talbert requested
approval to purchase 130 tires for a total cost of $8,781.50 out of Line Item
005-03252.00, Automobile Repair.
Mr. Raver made a motion to authorize the Sheriff to purchase 130 all weather tires from Fout’s Tire as presented for a total of cost of $8,781.50 out of Account 005-03252.00, Automobile Repair. Mr. Harbaugh seconded the motion, which carried.
5. Service / Medical Contracts:
a. Sheriff Talbert, together with Jail Personnel Administrator Ree Moon, are working on composing a list of current service contracts, costs, and what they cover.
b. Integrator.com Service Contract: The contract for the security automation system at the Criminal Justice Center, which includes the door controls, intercom and paging software, expires on March 31st. Captain Harold Vincent stated the company has provided excellent service in the past. The contract price of $552.00 per month includes four scheduled on site preventative maintenance inspections, and four yearly, unscheduled service trips. The total yearly cost is $6,624.00. Currently, there is enough money in the Service Contract account to pay Integrator.com.
Mr. Harbaugh made a motion to authorize the service contract with Integrator.com in the amount of $6,624.00 per year and authorize the President to sign on behalf of the Commissioners. Mr. Raver seconded the motion, and it carried.
c. Health Professionals, LTD Medical
Contract: Health Professionals, LTD
sent a letter advising there is a 5% rate increase for the year-2003. This
represents an additional $1,440.00 increase from last year, bringing the total
cost to $30,240.00. The increase is retroactive
to an effective date of
Mr. Harbaugh made a motion
to acknowledge the approval to proceed with the rate increase, retroactive to
A service representative
from Health Professionals, LTD will be visiting the Jail on
d. Cintas Corporation Contract: The current floor mats at the
Mr. Harbaugh made a motion to approve the contract
with Cintas Corporation for floor mat service at the
6. Purchase of Hand Held
Radar Units: The Sheriff’s
Department proposes to purchase four (4) hand held radar units (three cordless
and one corded unit). Because they are
relevant to traffic safety and reduction of accidents, the cost of the radar
units would be paid out of Accident Report Fund 020. The following quotes were received:
Galls
$4,625.00
Mr. Raver made a motion authorizing the purchase of four (4) hand held radar units from Galls Company in the amount of $4,625.00, subject to Council approval and authorize the President to sign on behalf of the Commissioners. The motion was seconded by Mr. Harbaugh and carried.
7. Sheriff pension investments: A bill was perused from McCready and Keene, Inc. regarding sheriff pension investments. It was the consensus of the Commissioners that the Sheriff and Merit Board are responsible for this issue and the Commissioners signatures are not required.
8.
Interface and Software Purchase: (See page 7 in the
Mr. Raver made a motion to authorize the Sheriff to use $10,000.00 out of the Misdemeanant Grant Fund to purchase the software as presented, pending Council approval of funds. Mr. Harbaugh seconded the motion and it carried.
IN THE MATTER OF COMMISSARY AGREEMENT FOR
HOWARD
Captain Harold Vincent briefly described the commissary
selection procedures for inmates. First
Sergeant Terry Sokol spends approximately four hours to enter the data into the
computer. Keefe Commissary Network
offers a system where the inmates’ selections are scanned through Scantron then
the order is immediately sent to the Keefe Company, all in about 30
minutes. Keefe offers a higher efficiency
ratio, better product availability, and would save personnel time. First Sergeant Sokol said the Keefe Company
can set up the reports for the State Board of Accounts, which will save at
least two hours per day.
Problems have been encountered with the former
vendor, Swanson, whose contract is believed to have expired. Captain Vincent would like to give a thirty
(30) day notice to Swanson that their contract will not be renewed and enter
into a commissary agreement with the Keefe Company.
Mr. Harbaugh made a motion to forward the agreement
from Keefe Commissary Network to the
IN THE MATTER OF ANNUAL FIRE ALARM INSPECTION
REPORT:
Captain Harold Vincent presented the Simplex Grinnel
annual fire alarm inspection report from 2002 for Commissioner review.
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 57-CP-02 – one (1) lot in Norma Jean Subdivision, located at 1565
East 2509 North was approved on a motion made by Mr. Raver. Mr. Harbaugh seconded the motion and it
carried.
2.
a. Mr. Boise formerly planned
to send out invitations to community leaders to attend a meeting to express
opinions regarding the County Comprehensive Plan. However, after a discussion with the
Mr. Harbaugh made a motion to set a Special
Meeting for the Commissioners on
b. Establish Comprehensive Plan Steering
Committee: Mr. Boise requested that each Commissioner appoint a citizen member to
serve on the steering committee in addition to one Commissioner. Each Council member has been asked to appoint
a citizen member also. There will be
twelve (12) members serving on the committee with three (3) spots remaining
open for additional appointments. The
Committee will meet once each month for approximately one year.
A
series of meetings are scheduled on March 25th, 2003
for a Community Interest Group to express opinions
regarding development and life in
A
series of public workshops are scheduled to be held in
various rural schools in the county on April 15th and 17th,
2003. Notices will
be distributed regarding the scheduled times.
3.
Unsafe
Buildings: There was no new information to report.
4.
Flood Mitigation Issues: There was no new information to discuss.
IN THE MATTER OF OPENING OFFICE FURNITURE
BIDS FOR COURTHOUSE:
One (1) bid was submitted by Beckley Office
Equipment in the amount of $151,965.56.
Mr. Raver made a motion, seconded by Mr. Harbaugh and carried, to take
the bid under advisement, to be further discussed at the Special Called Meeting
scheduled for
IN THE
MATTER OF MAINTENANCE DEPARTMENT ISSUES - Water-cooling towers:
(See page 4,
Maintenance Superintendent Thomas Harrison advised
that the water-cooling tower system at the
Mr. Harrison explained a dilemma exists with the
time frame for replacing the cooling towers.
The State has delayed approval of additional appropriations until a tax
rate has been set for
IN THE
MATTER OF PERSONNEL ADMINISTRATOR ISSUES:
Personnel Director Wanda McKillip presented the
following issues for Commissioner information:
1.
Commissioner Appointments: An updated
list of Commissioner Appointments was given to each Commissioner. The only forthcoming appointments are two members
on the Howard Community Hospital Board of Trustees. Mr. Thomas Hilligoss and Dr. Lynette
Hazelbaker have terms expiring on
2.
Medical Insurance Issues:
a. Report on HIPAA
Seminar: Personnel Administrator
Wanda McKillip and Administrative Assistant Vickie Hinkle attended a seminar
sponsored by Anthem Blue Cross and Blue Shield on
b. An Insurance Committee
meeting was held last week. Mrs.
McKillip hopes to have a settlement statement (Reserve Fund Balance) available
in mid-April. A check has been received
for $5,600.00 and a reimbursement check is anticipated to be received in excess
of $100,000 from Anthem for Stop Loss, which should help the balance.
3.
Howard
County Website: The Personnel
Department received Commissioner consent to have an HR page and place job
postings and applications on the county’s website (co.howard.in.us). Mrs. McKillip and her assistant Vicki Hinkle
will maintain the website with the assistance of Terry Tribby. Commissioner Harbaugh expressed concern
regarding taking care of
IN THE MATTER OF INFORMATION SYSTEMS MANAGER ISSUES:
Mr. Terry Tribby, Information Systems Manager, presented the following issues for
Commissioner information:
1.
Courthouse update: (Also see
page 5, “In the Matter of Courthouse Renovations” for related discussion)
a. The Drug Task Force was moved on Friday,
March 14th and Circuit Court is being moved today. Those are the last offices to move out of the
areas to be remodeled. Mr. Tribby hopes
to start removing all of the phone data and cabling by the end of today so the
contractor can start the remodeling.
b. Heat Problems: The excessive heat issue in the new Server
Room still needs to be resolved. The
temperature continues to range from the middle to upper 80’s (degrees).
IN THE MATTER OF RIB FEST / PYROTECHNIC
DISPLAY:
Frank Bellamy, Director of Carver Community Center,
requested approval for Magic Stars to use the Courthouse Roof to shoot off a
pyrotechnic display during the annual community Rib Fest on
Mr. Harbaugh made a motion to approve the use of the
Courthouse roof for a pyrotechnic display on
IN THE MATTER
OF COURTHOUSE RENOVATIONS:
Mr. William Bassett of William Bassett and
Associates presented the following issues for information and approval:
·
The remodeling in the Drug and Alcohol area in the basement is nearly
complete. The contractors are in the
process of painting.
·
Work is progressing on the third floor in the Juvenile area, Law
Library and Conference Rooms.
·
Work continues on the Superior Court II area and jury room.
·
The main distribution room for data processing is in the final stages.
·
The following bid change tabulations were presented for Commissioner
approval:
Item No. Description Amount
24 Electrical Changes per Directive #7 $ 2,461.00
26 Repair 4” sanitary main, wall demolition &
repair $ 2,653.00
27 Changes to Room 148 and 149 $ 1,466.00
28 Dutch Door for Voter Registration $ 1,458.00
29 Computer insets for counter in Clerk’s Room #115 $ 520.00
30 Removal & replacement of existing ductwork
FCU #70 $ 3,146.00
TOTAL $
11,704.00
Mr. Raver made
a motion to approve changes numbered 24, 26, 27, 28, 29, and 30 for a total of
$11,704.00 as presented by Mr. Bassett. Mr. Harbaugh seconded the motion and the
motion carried.
·
Additional drainage problems are being addressed along the south wall
of the building. Portions of the subsurface
tile are blocked with mud. A contractor
has been requested to submit a proposal to investigate and possibly remove the
tile. Access to the tile may be
difficult due to the concrete ramps along the east side of the building and the
stairs on the west side. A video camera
will be inserted at the corners of the tile to find out how much of the tile is
open. The areas that are closed will be
replaced with a new drainage system.
·
The temperature in the new Communications Room has been fluctuating
with excessive heat. There is no air
conditioning or exhaust system installed in the room at this time. The contractor removed the door to the room
to help the air flow. The temperature
should improve once the new air conditioning is activated. The room may have to be supplemented with an
exhaust system. This issue will continue
to be monitored and reported back to the Commissioners.
Mr. Bassett received the furniture bid package from
Beckley Office Equipment and stated he will return to the next meeting with a
recommendation on March 24th, 2003
IN THE MATTER OF PERFORMANCE BONDS FOR THE GREENS AT WILDCAT S/D, SECTION 2:
Mr. William Bassett of William Bassett and
Associates presented the following performance bonds The Greens at Wildcat
Subdivision, Section 2:
· Performance Bond No. BCI1717902 in the amount of $90,032.00 was submitted from G & L Development, Bruce Gunstra Builders, and Mohr Construction for the stone base for streets, curbs, gutters, concrete driveway approaches, asphalt streets, street signs, and traffic control devices.
· Performance Bond No. 3-768-141 in the amount of $67,200.00 was submitted from Harvey Construction Co., Inc. for the storm sewers.
Mr. Harbaugh made a motion to approve the performance bonds for The Greens at Wildcat Subdivision, Section 2. Mr. Raver seconded the motion, and it carried.
IN THE MATTER OF NEW
LONDON CONSERVANCY DISTRICT GRANT:
(See page 6,
Grant Administrator Tina Mendenhall Henderson
furnished a file management ring binder containing copies of documents
pertaining to the New London Conservancy District Grant. This log will be kept on file in the
Auditor’s Office.
IN THE MATTER OF
(See page 6,
Grant Administrator Tina Mendenhall Henderson was
pleased with the hard work that the volunteer fire department carried out in
putting information together for the grant application. The public hearing was held on January 23rd
and
Mr. Harbaugh made a motion to approve the resolution
authorizing applications, submission of local match commitment and authorize
the President to sign on behalf of the Commissioners. Mr. Raver seconded the motion, and it
carried.
IN THE MATTER OF MAPPING DEPARTMENT ISSUES:
Mapping/Property Records
Coordinator & Drafts person Jamie Shepherd presented the following issues for Commissioner information and
approval:
1. Authorization
to Proceed with the Needs Assessment for the GIS Development Project: The most recent meeting of the GIS Steering
Committee was held on
Mr. Raver made a motion to approve the Authorization to Proceed with the Needs Assessment with The Schneider Corporation and authorize the President to sign on behalf of the Commissioners, pending Council approval of funding. Mr. Harbaugh seconded the motion, which carried.
2. New Aerial Photography / Professional Services Agreement: Dan Minor, Chief Deputy in the Surveyor’s Office, along with Jesse Johnson, Draftsman in the Auditor’s Office, will be painting the ground control points (crosses) that are needed to perform the photography. The ground points need to be located in order for Williams Aerial & Mapping, Inc. (WAM) to perform the Global Positioning Survey (GPS).
Randy Miller, President of Randall Miller & Associates and Surveyor, presented a Professional Services Agreement to perform the horizontal and vertical control to enable WAM to complete the photographs using the proper scale. The agreement states that the cost shall not exceed $10,000.00.
Mr. Harbaugh
made a motion to take the Professional Services Agreement from Randy Miller
under advisement for the
IN THE MATTER OF HOWARD
HAVEN COUNTY HOME:
(See pages 3 – 4,
Howard Haven Administrator Kim Kreig presented the
following issues for Commissioner information and approval:
1.
Administrator
Contract: The
2.
Adult Day Care
Program: Approximately one year ago the state stopped
funding the ARCH Program (Assistance to Residents in County Homes) that
supports some of the residents at Howard Haven.
Several people, including the Administrator of the Tippecanoe Villa, who
also serves as President to the Indiana County Home Association of Indiana,
contacted Mr. Raver to express their interest in the home and in adult day care
services. noe
Villa, who is also President of the Association contacted Mr. Raver to express
interest in adult day care services.
Commissioner Paul Raver,
Councilman Dwight Singer, and Councilman Les Ellison visited the Howard Haven
Home on March 13th to gain knowledge about the facility and
operations. The facility has 16 rooms but only six residents. The group discussed the feasibility of
starting an adult day care program in combination with the current
residents. The Commissioners decided to
give Kim and her staff an opportunity to research issues and costs pertaining
to adult day care and report the information to the Commissioners.
3. Howard Haven Annual Report: The 2002 annual financial report prepared by Bernard Ampe, of Ampe Realty Management, Inc., was submitted for Commissioner information.
4. Application for Admission: An application for admission to Howard Haven received from Mr. William Boyle was considered. Mr. Raver made a motion to accept William Boyle to the Howard Haven Home for a 90-day probationary period and to authorize the President to sign on behalf of the Board of Commissioners. Mr. Harbaugh seconded the motion, and it carried.
IN THE MATTER OF
A Poor Relief Hearing was conducted on
Mr. Harbaugh made a motion to uphold the denial of
the Center Township Trustee based upon the fact that the applicant failed to
appear. Mr. Raver seconded the motion,
and it carried.
IN THE MATTER OF VACATING EASEMENT IN BROOKSHIRE SUBDIVISION – ORDINANCE NO. 2003-BCC-12:
Attorney J. Conrad Maugans presented a petition to
vacate two (2) eight foot utility and drainage easements between Lots 43 and 44
in Brookshire Subdivision, Section 5, on behalf of his clients, Kevin and
DeAnna Holloway. The petitioners propose
to use the two lots as a single building lot.
The adjoining property owners were notified by certified mail and the
request was legally advertised. Copies
of letters from the utilities were submitted stating they did not have any
objections to the vacation.
Mr. Raver made a motion to approve Ordinance No.
2003-BCC-12 as requested. The motion was
seconded by Mr. Harbaugh and it carried.
IN THE MATTER OF CLAIMS AND REPORTS:
1.
Operating claims payable on
2.
Commissioners’ Salary Claims for hourly, salary, and overtime payable for March 21st,
March 28th and
3. The Howard County Treasurer’s Report for the month of February 2003 was accepted on a motion made by Mr. Harbaugh, seconded by Mr. Raver, and carried.
4. A statement from Terstep Company, Inc. for Application No. 9 in the amount of $138,490.14 was presented for Commissioner information only.
5.
Upon a letter of recommendation from Democrat Chairman
Mike Kennedy, Darlene Elliott was approved to continue work as the Democrat
Board Member in the
6.
Reimbursable Grants:
(See page 3, December 16th, 2002 minutes, “In the Matter
of Personnel Administrator Issues”, Item 1.a, for related discussion) During discussion of the Lake and River
Enhancement (LARE) Grant for the Soil and Water Conservation, the Commissioners
requested written guidelines from the State Board of Accounts that the County
will not be held in violation for reimbursable grants funds operating with a
negative balance.
7.
Tax Abatements:
Tax Abatements must be keyed in before assessed values can be
tallied. By law, personal property tax
abatements are to be calculated by the state and submitted back to the
county. The state is refusing to
calculate the figures needed for 2002 pay 2003.
These figures are complicated to put together and can significantly
shake the tax base if done incorrectly.
In order to ascertain accurate figures, the Auditor requested permission
to seek help from Chris Johnston of Crowe Chizek. The Commissioners gave consent to do so and
pay for the help out of the Commissioner Contract Services Line Item.
IN THE MATTER OF COUNTY ATTORNEY ISSUES:
1. County Attorney Larry Murrell presented a claim
from Barnes & Thornburg in the amount of $76.50 for legal services
through the month of January, 2003. Mr.
Raver made a motion to approve payment of the claim. Mr. Harbaugh seconded the motion, and it
carried.
IN THE MATTER OF COMMISSIONER ISSUES:
1.
Commissioner Harbaugh recognized and wished everyone a Happy St.
Patrick’s Day.
2.
The Veteran Service Officer’s Report for the month of February,
2003, was accepted on a motion made by Mr. Raver. Mr. Harbaugh seconded the motion, which
carried.
3.
Invoices totaling $3,596.00 were received from the Kokomo Police
Department
for computers having the CAD System to be paid out of the E-911 Fund.
There being no further
business before the Board at this time, Mr. Raver made a motion to
adjourn. Mr. Harbaugh seconded the
motion and it carried. The meeting
closed at
THE
HOWARD
___________________________________________
BRADLEY
J. BAGWELL, PRESIDENT
___________________________________________
JOHN
B. HARBAUGH, VICE-PRESIDENT
___________________________________________
PAUL
J. RAVER, MEMBER
ATTEST:
__________________________________
Commissioner Minutes,