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 J.
Bagwell.
The minutes of the last regular meeting held on
IN THE MATTER
OF HIGHWAY ISSUES:
Mr. Ted Cain, Howard County Highway Engineer/Superintendent presented the following issue for Commissioner information and approval:
1. Purchase of New Backhoe: Mr. Cain requested approval to entertain quotes from three different sources to accommodate the purchase of a new backhoe. The initial cost is estimated to be under $75,000 which would include the amount of the trade-in. The quotes would be due on September 26th or earlier.
Mr. Raver made a motion to authorize Mr. Cain to obtain three quotes for a new backhoe at a cost less than $75,000. Mr. Harbaugh 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 Commissioner information and approval:
1. Case 26-CP-03 – one (1) lot in Foster Ridge Subdivision located at 2651 South 700 West was approved on a motion made by Mr. Raver. Seconded by Mr. Harbaugh, the motion carried.
2. Case 21-CP-03 – one (1) lot in Oakbrook Centre Subdivision located at 3409 South 200 West was considered. Mr. Harbaugh made a motion to approve Case 21-CP-03. Mr. Raver seconded the motion, and it carried.
3. Unsafe Buildings: There was no new information presented.
4. Flood Mitigation Issues:
a. Mr. Boise is currently working on submitting an application to submit to F.E.M.A. to buy-out homes located in the floodway. A multi-year program is proposed due the high costs involved with the process. Five (5) buildings located in the floodway were substantially damaged by the recent flooding and are not permitted to rebuild. Two (2) of those homes have flood insurance that will pay only the cost to have the homes torn down. Two (2) other homeowners were told that their homes were not located in a flood plain and they do not have flood insurance. One home is owned by generations of the same family for about 75 years. They were unaware the home was located in the flood plain.
Mr. Boise suggested inviting the Townships to get involved by contributing money to buy out homes. An inquiry was made by Mr. Raver as to whether the homeowners and/or their mortgage companies would be willing to settle for a lesser amount of money in order to get free of the responsibility. Mr. Boise said he has not explored this possibility.
Mr. Harbaugh made a motion to take this issue under advisement until the
b. Scheduled
Public Meeting: As part of the process to apply for Federal
Grants, Mr. Boise explained that a public meeting is required to discuss the
plans. In cooperation with the City
Government, Mr. Boise scheduled a presentation on
IN THE MATTER
OF SHERIFF DEPARTMENT ISSUE:
Sheriff Marshall Talbert commented that the mapping software has been
very beneficial to the Sheriff’s Department.
The software has been installed in local laptop computers and it is
being used at the
IN THE MATTER
OF MAINTENANCE DEPARTMENT ISSUES:
Maintenance Superintendent Thomas Harrison presented the following
issues for Commissioner information and approval:
1.
The county buildings survived the
water from the recent heavy
rainstorm. There were no reports of
water damage and Mr. Harrison hopes that former water problems have been
resolved.
2. Card Reader Access System Issue: Last week maintenance personnel went to the Criminal Justice Center for training to print cards for the card access system in the Courthouse. However, the computer with the card system program was not available. Mr. Harrison talked with Mrs. Ree Moon who contends that her system might not always be conveniently available for this task.
Mr. Harrison said it was earlier stated that it would cost about $40,000 for installation of a new card system in the Courthouse. Information Systems Manager Terry Tribby discovered that Best Access Systems would install the necessary equipment on a 36-month lease at a cost of $198.13 per month for a total of $7,200. The same equipment could be purchased at a cost of $6,455.90. Mr. Harrison stated it would be more economical to purchase the equipment than to lease it. The system would allow the server software to be moved and includes licensing, double side printer, and four hours of training. Purchase of the equipment would take out the inconvenience of having to go to the jail and of scheduling time with Mrs. Moon for assistance. Mr. Tribby stated that Diana Donnell in the Maintenance Department at the Courthouse would be responsible for the computer and printing the cards.
Various sources of funding were discussed. Mr. Raver made a motion to authorize the purchase of the card reader access equipment from Best Access Systems as presented in the amount of $6,455.90 to be paid for with Courthouse Renovation Equipment Funds. Mr. Harbaugh seconded the motion, which carried.
3.
a. Water Coolers: (See page 4 - 5, July 21st, 2003 minutes, “In the Matter of Courthouse Renovations”, Item 1, for related discussion) Mr. William Bassett previously indicated there was a problem relating to installation of the new water fountains. The issues were resolved in a meeting last week attended by Mr. Harrison, Mr. Bassett, Quality Plumbing and Heating, Mr. Raver, and Terstep Company, Inc.
b. Clerk’s Office: County Clerk Mona Myers advised Mr. Harrison that she is not getting any cool air in her office. Mr. Harrison conveyed this problem to Mr. Bassett.
c. Superior II: The air is not cooling well in the Superior II area. There is a question whether the air conditioning unit is large enough and concerns about holes in the ductwork. Mr. Bassett has taken this problem under advisement since the beginning of the summer season.
4.
Mr. Harbaugh made a motion to request an appropriation of $48,000 out of
the Cumulative Capital Fund for the air quality testing and replacement of
pipes in the
IN THE MATTER
OF INFORMATION SYSTEMS MANAGER ISSUES:
Mr. Terry Tribby, Information Systems Manager, presented the following issues for Commissioner information and
approval:
1. Purchase of New Computers
for Adult Probation: Chief
Adult Probation Officer Gary Conwell asked Mr. Tribby to obtain a quote to
replace 13 computers. The present
computer equipment is outdated and has problems regarding frequent lock ups and
loss of programs. Mr. Tribby put a
configuration together to switch from word processing systems to Microsoft
Word, which is an established standard with
Mr. Conwell inadvertently approached the Council ahead of time with this request. He apologized to the Commissioner for getting the “standard procedure” out of sequence. A quote was obtained from Dell Computer Company to replace all of the computers in his office and the Drug and Alcohol Division in the amount of $16,247 to be paid out of Account 105 User Fees. The County Council has already approved the funds and Mr. Conwell requested approval from the Board of Commissioners for purchase.
Mr. Raver made a motion to authorize Information Management Systems and Adult Probation to proceed with the purchase of 13 new computers from Dell Computer Company in the amount of $16,247 to be paid out of Account 105 User Fees. Seconded by Mr. Harbaugh, the motion carried.
3. Panic/Duress Security Buttons Update: Training will be conducted on the new system this afternoon. The duress buttons will be set up very soon.
4. Video Monitoring System: The original cameras in the jail area are not functional with the new system installed in the Courthouse. Huston Electric, a subcontractor of Terstep Company, Inc., is working on obtaining quotes to replace the cameras. Huston Electric has been asked to adjust the security cameras inside the building because the images viewed recently were not as clear as the images from the exterior cameras.
IN THE MATTER OF COURTHOUSE ISSUES:
Mr. Raver presented the following updates:
o
Captain Vincent is composing a list
regarding a few minor issues in the prisoner-holding cell in the basement. He is also working on getting information on
a bench for the prisoners to sit on. (Also see page 4, attached, “In the
Matter of Courthouse Renovations” for related discussion)
o Professional Services Industries, Inc. (PSI) collected air samples in the basement of the building, in particular the Adult Probation Office. Ms. Janet Stamper from PSI participated in a walk-through evaluation with Mr. Raver, Mr. Harrison, and some of the Adult Probation Staff. Ms. Stamper distributed questionnaires and interviewed the employees. Most of the employees rated their job as being highly stressful. Ms. Stamper has indicated that stress levels can cause other health problems that could easily be blamed on air quality. The report stated that the testing was accurate, however only a couple of types of mold were tested. The initial assessment concludes that additional testing is warranted at a contract cost of $3,962.
A motion was made by Mr. Harbaugh to authorize Professional Services Industries, Inc. to conduct further air quality testing at a cost of $3,962. Seconded by Mr. Raver, the motion carried. This further testing process will be paid for with Courthouse Renovation Funds.
o
Mr. Raver reported that he has not
received any information regarding the air samples collected by I.O.S.H.A. on
IN THE MATTER OF RECORDER’S SOFTWARE PROBLEMS ISSUE:
(See page 6,
Recorder Linda Koontz, together with Information Systems Manager Terry Tribby researched different software companies to help resolve the ongoing imaging problems. Mrs. Koontz explained when the report is printed during the archive at the end of the day, images are sometimes omitted from the records. The images are sent t o graphic sciences on a monthly basis to be converted to back-up film. Mrs. Koontz is concerned that if a fairly new image is scanned and the original is sent back, it is possible that the image will not be retrieved. In order to resolve this problem, Mrs. Koontz recommends choosing a new software company that has OCR Technology and E-Recording. This technology greatly miminalizes the time it takes to record documents.
Discussion ensued whether to go out for bids or Request for Proposals (RFP’s). A determination was made that the use of competitive bidding is not practical or advantageous. In regard to practicality, it is almost impossible to write specifications for this package to accommodate a bid process. Mr. Bagwell commented that if specifications were written, the specifications would have to be written specifically for just one company. Mrs. Koontz said that requirements could be written to identify the problems that need resolved and the capabilities that the system should have.
Mr. Raver made a motion to find that the use of competitive sealed bidding is not practical or advantageous for this application of purchasing the imaging software program for the Recorder’s Office and therefore proceed to process a Request for Proposals. Mr. Harbaugh seconded the motion, and it carried.
IN THE MATTER OF
PETITION TO VACATE UTILITY EASEMENT,
Mr. Ronald DeGraaff,
Mr. DeGraaff was informed that the State Statute requires filing a formal petition, advertising, notification to adjacent property owners, and scheduling a public hearing.
A public hearing was scheduled for
IN THE
MATTER OF VACATION OF UTILITY EASEMENT, LOT 24 & 25
(See page 4,
Mr.
Tom Harrold, owner of real estate
There being no objections to vacating the easement, Mr. Harbaugh made a motion to approve Ordinance No. 2003-BCC-38. Mr. Raver seconded the motion, and the motion carried.
IN THE MATTER OF COURTHOUSE RENOVATIONS:
Mr. William Bassett of William Bassett and Associates presented the
following issues for Commissioner information and approval:
v
Five
surveillance cameras need to be replaced in the new holding cell area as noted
on Item No. 38 of the Request for Proposals Tabulation Sheet at a cost of is
$6,031. Due to the change in technology,
the old cameras are not compatible with the newly installed system.
Mr. Raver made a motion to
approve the Request for Proposals No. 38, replacement of five surveillance
cameras in the new holding cell area in the amount of is $6,031. Seconded by Mr. Harbaugh, the motion
carried.
v
There
is one outstanding item, which is the Request for Proposals Tabulation No 37,
Replacing Ductwork in Superior Court II.
Mr. Bassett anticipates having more information on this item in the next
two weeks. The remaining paperwork will
be finished on the change orders and final applications.
v
Operating
manuals for all of the equipment will be delivered to Maintenance
Superintendent Tom Harrison.
v
The
contractor has been asked to check into the cooling problems in the Clerk’s
Office and
v A smoke detector located in the new holding cell needs to be moved. Mr. Raver alerted Mr. Bassett that the camera in the holding cell needs protected from destruction by the inmates.
IN THE MATTER OF JUVENILE PROBATION DEPARTMENT ASP GRANT:
(See page 6 - 7,
Chief Juvenile Probation
Officer Don Travis explained that Kokomo Center Schools provide the in-kind
match by providing the staff. The grant money is used to develop a computer
assisted educational program transmitted over the internet. Kids experiencing expulsion or pending
expulsion will be able to contract with Kokomo Center Schools to attend this
alternative program. The pilot program
is anticipated to begin in January 2004, after the equipment is in place and
training is completed.
The grant funds $75,000.00 each year for a three-year term. The preliminary cost for the hardware is $22,340,
which is less than the original budget of $26,000. IBM equipment will be purchased to coincide with
Mr. Raver made a motion to approve the purchase of the IBM hardware for
the Alternative School Program in the amount of $22,340. Mr. Harbaugh seconded the motion, and it
carried.
IN THE MATTER OF
HOWARD HAVEN COUNTY HOME:
Interim Co-Managers Joyce Colburn and Deborah France presented the following information for Commissioner information and approval:
1.
Application
for Admission: Rebecca L. Roberson
submitted an application for
admission to Howard Haven. She was
verbally accepted into the ARCH Program as of
2.
Rates for Married Couples: A
couple has expressed an interest in residing in the facility on a self-pay
basis. Ms. Colburn and Ms. France
researched current costs to house couples at various assisted living facilities
in order to come up with a reasonable price for two people to move into the
first floor rooms at Howard Haven. After
discussion of prices, a motion was made by Mr. Harbaugh to approve a rate of
$60.00 per day for self-pay couples. Mr.
Raver seconded the motion, which carried.
ARCH recipients would pay $27 each per day which would amount to $54.00
per day for a couple.
3.
Resident Number Status: When Rebecca Roberson and Gretchen Matise
move in the number will increase to ten (10) residents; five (5) females and
five (5) males. Ms.
IN THE MATTER OF
COMPLAINT IN PHLOX:
Mr. Larry Waddelow, Union
Township Trustee, stated concerns regarding plans to install a septic system on
property located at 10976 East 400
South in Phlox. The property contains
0.36 acre, which does not meet the minimum standard lot size for a septic
system. Mr. Waddelow complained there is
not adequate room to install both a septic system and a well. He was concerned about possible
contamination of existing wells on adjacent properties. This property is a Lot of Record. This means that the property existed before
the Subdivision Ordinance was adopted, establishing minimum lot size
requirements. Mr. Waddelow protested
that a septic system permit might be granted under a Grandfather Clause. He also stated concerns that the perimeter
drain is proposed to be a 4-inch tile instead of the standard 6-inch tile.
The Commissioners advised that they have no jurisdiction over this
issue. They advised Mr. Waddelow that
the Plan Commission and Department of Health are responsible for enforcing the
rules and regulations pertaining to lot size and septic systems.
IN THE MATTER OF CLAIMS AND REPORTS:
1.
Operating claims payable on
2.
Commissioner’s Salary Claims for hourly, salary, and overtime payable for
September 5th, and
3.
The Howard County Treasurer’s Report for the month of
July 2003 was accepted on a motion made by Mr. Raver, seconded by Mr. Harbaugh,
and it carried.
IN THE MATTER OF COUNTY ATTORNEY ISSUES:
IN THE MATTER OF COMMISSIONER ISSUES:
Maintenance Superintendent Tom
Harrison requested approval to remove a dead tree from the north lawn of the
There being no further
business before the Board at this time, Mr. Harbaugh made a motion to
adjourn. Mr. Raver 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,