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.
vacated the chair when
necessary in order to carry out the business of the
County in the absence of
Vice President John B. Harbaugh.
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. Maintenance Bond No. 08530454 was
submitted from William Noland & Son Excavating, Inc. for the storm sewers
for Weston Place Subdivision, Section I and II, in
2.
Materials and Supplies for Year 2004: Mr.
Cain requested approval to entertain bids for the General Maintenance and
3.
Bridge Inspection Supplemental Agreement No. 1: The Indiana Department of Transportation
recently approved a proposed supplemental agreement for
Mr. Raver made a motion to
approve and execute the Supplemental
Agreement No. 1
for Bridge Inspection Services between
4. Preliminary Engineering Supplement No. 1
- (
Mr. Raver made a motion to approve and execute the
Preliminary Engineering Supplement No. 1 for survey and design changes for the
Dixon Road Project, between
5. Bridge Improvement Update: It is possible that only one or two
right-of-way parcels will need to be purchased for the improvement to Bridge
No. 61 located on 200 South near State Road 19.
Mr. Cain will mail out invitations for the construction inspection
services today. The proposals are
expected to be received in November, 2003.
Though an outside contractor will do the bridgework, the County will be
reimbursed for 80% of the costs. Mr.
Cain was hopeful that the bridge would be completed next summer in 2004.
IN THE MATTER
OF SHERIFF DEPARTMENT ISSUES:
Sheriff Marshall Talbert presented the following
issues for Commissioner information and approval:
1.
Jail Report for the Month of September: The average daily inmate population was 292
compared to 279 in August. Inmates
appearing in
2.
Integrity Communications: (See page 2,
2. Audio – Video Recording Equipment: A vendor will be conducting a demonstration
today on real time audio and video in the Book-In area and the Chemical Test
Room. The recording equipment can record
proceedings in these areas for a period of 30 days and down load the
audio/video onto a hard drive. Four (4)
companies are going to submit proposals for this equipment. Once the information and prices are put
together, the Sheriff would like to request an appropriation out of the
Misdemeanant Grant Money for the installation of the equipment. Kokomo Police Chief Tom Dinardo has indicated
that the city would be willing to assume some of the cost.
3.
Recently SBC Communications submitted a bill for
voice mail services in the amount of $5,000. The
4. New Holding Cell Update:
a. Proposed Prisoner Bench: Maintenance Superintendent Tom Harrison researched and found that a bench is available in two styles: 10-guage steel bench or 11-guage stainless steel bench. Captain Harold Vincent and Deputy Craig Trott recommended an 8-foot 10-guage steel bench with no cuff rings. The bench, 12-inches wide by 18-inches high, will be anchored to the floor. Mr. Harrison will devise additional mounts to attach to the wall. Earlier during the design process, the Sheriff’s Department proposed replacing the bunk style beds with benches at their cost; therefore the renovation plans did not include replacement of the beds. The Commissioners want to see how the bench will work before replacing the remaining four bed configurations. At the Sheriff’s request, Mr. Harrison agreed to involve Mr. Art Fross in the installation of the new bench to learn how to mount the anchors to the block wall. This learning process would enable Mr. Fross to apply similar mounting procedures for future double bunking of Unit 6 at the Jail.
Mr. Raver made a motion to authorize Mr. Harrison to proceed with the order and installation of the 8-foot 10-guage steel bench and additional anchors for the new holding cell in the Courthouse. Mr. Bagwell seconded the motion, and it carried.
b. Mr. Raver and Mr. Bassett received letters
dated September 17th from Mr. Ed Heffelmier, Project Manager of
Terstep Company Inc., specifying how they are going to take care of the
remaining details in the new holding cell as outlined by Captain Harold
Vincent. One of the changes is moving
the exposed alarm above the ceiling grate.
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.
There were no subdivision
plats to be presented at this time.
2.
Unsafe Buildings: There
was no new information presented.
3.
Flood Mitigation Issues: Work continues on submitting an application
to F.E.M.A. to buy-out homes located in the floodway. An additional home was added to the list of
five (5) buildings located in the floodway that were substantially damaged by
flooding and are not permitted to rebuild, bringing the total to six (6). The County’s local match would cost about
$188,000. The
IN THE MATTER
OF PERSONNEL ADMINISTRATOR ISSUES:
Personnel Director Wanda McKillip presented the following issues for
Commissioner information and approval:
1. AFLAC Voluntary Insurance Plans: American Family Life Assurance Company (AFLAC) representatives will be available to meet with employees during November 18th through 21st, 2003 to individually discuss voluntary insurance plans available through payroll deduction. Mr. Raver made a motion to approve the distribution of the AFLAC meeting schedule to Department Heads to post in employee break areas. Mr. Bagwell seconded the motion, which carried.
2. Information Systems Reorganization Proposal: (See page 6, October 6th, 2003 minutes, “In the Matter of Information System Manager Issues”, Item 5, for related discussion) Due to the growth of the department and additional duties of the employees, the PAC recommended the proposed reorganization of the Information Systems Department effective November 1st, 2003. Mr. Raver made a motion to forward the PAC recommendation onto the Council with a favorable opinion. Seconded by Mr. Bagwell, the motion carried.
3. PERF Voluntary Pre-tax Contributions: Mrs. McKillip is currently working on the process of gathering further information on a new option offered by PERF regarding Voluntary Pre-tax Contributions. Employees having at least 5 years of creditable service are eligible to make their contribution before taxes are taken out. This process could mean significant returns for qualifying members, however, employees should be aware that once the process has begun, it continues as long as
they are County
employees and their employment is uninterrupted.
4.
An ad hoc committee meeting is scheduled for
IN THE MATTER
OF INFORMATION SYSTEMS MANAGER ISSUES:
Mr. Terry Tribby,
Information Systems Manager, presented
the following issues for Commissioner information and approval:
1.
Mr. Tribby stated
his appreciation to the Commissioners for supporting the reorganization of the
Information Systems Department.
2.
New
Data Circuit Proposed for
3.
Card Access System Update: Best Access
Systems will be contacting Maintenance Superintendent Tom Harrison to schedule
training at no cost. Hopefully, the card
access system will be implemented within the next two weeks. Mr. Raver stated he has prepared a news
release to notify the public when the west doors will be permanently closed. The Commissioners recommended that a sign be
placed on the west doors approximately one week before the closure.
4.
Election Day Website: A local Webmaster
is volunteering to help design a small program that will post immediate
election information and updates on a website for the upcoming election on
November 4th.
5.
Status of Recording System
Problem: (See page 5, October 6th, 2003 minutes,
“In The Matter of Information System Manager Issues”, Item 3, for related
discussion) Word
Systems is working on resolving a few problems.
Mr. Tribby will continue to monitor the progress and provide updated
information to the Commissioners.
IN THE MATTER OF COURTHOUSE RENOVATIONS:
Mr. William Bassett of William Bassett and Associates presented the
following issues for Commissioner information and approval:
1. Application and Certificate for
Payment (Application No. 17): (See
page 5, July 21st, 2003 minutes, “In the Matter of Courthouse
Renovations”, Item 4, for related discussion) A percentage of the total amount of money
paid to Terstep Company, Inc. was retained in an escrow account until the
Renovation Project had been substantially completed to the Commissioners’
satisfaction. In addition, the
renovation is protected by a one-year warranty on Terstep’s work. The date of substantial completion was in
July 2003. Mr. Bassett recommended
releasing the retention in the amount of $165,082.35 plus interest. The cost for the escrow agent will be
subtracted from the amount of the interest and the remaining interest will be
forwarded to Terstep.
Mr. Raver made a motion to approve Application No. 17, releasing the retainage to Terstep Company, Inc. in the amount of $165,082.35 plus interest, minus fees. Mr. Bagwell seconded the motion, and it carried.
2. The
following bid change tabulations were presented for Commissioner approval:
Item No. Description Amount
37 Replace Ductwork in Superior Court II (Rejected) $ 3,494.00
39 Cooling Issue in Superior Court II $ 19,405.00
Proposal No. 39 supercedes Proposal No. 37 because it includes replacing the ductwork in Superior Court II. Discussion ensued about replacing the existing ceiling in Superior Court II with a suspended ceiling and installing new lighting in conjunction with the new ductwork. Mr. Bassett stated he would meet with Mr. Ed Heffelmier, Project Manager of Terstep Company Inc., to discuss consolidating the two projects.
Mr. Raver made a motion to approve Request for Proposal No. 39 in the amount of $19,405.00 and to reject Proposal No. 37, which is included in the work for Proposal No. 39. Mr. Bagwell seconded the motion, which carried.
3. Vertical registers on Third Floor: Mr. Harrison explained the thermostats and
sensors are mounted on the right side of each register. As the sun comes through the windows on the east
and southeast side of the building it shines directly on them, which affects
the operation of the registers. Mr. Bill Clingaman of Trane Heating and
Central Air Conditioning suggested moving the sensors underneath the registers
where the sun cannot shine on them.
Trane has ordered and will install 19 sensors at no cost to the County.
4.
Need to Secure a Door: Mr. Harrison
reported that small door to the vestibule outside of the new elevator on the
second floor does not have a lock on it.
For security purposes, a locksmith has been contacted to install a lock
on both sides of the door.
IN THE MATTER OF
(See page 3,
On behalf of Howard County Recorder Linda Koontz,
Chief Deputy Recorder Lisa England presented a Request for Proposals for a
software program in order to resolve some software issues.
Mr. Raver made a motion to authorize the Howard
County Recorder to send out Request for Proposals for a software program and
the responses be submitted by
IN THE MATTER OF JUVENILE PROBATION:
Chief Juvenile Probation Officer Don Travis
presented the following issues for Commissioner information and approval:
1. JAIBG Grant Contract: (See page 7,
Automobile Dealership List Price Discounts/Trade-In Cost
Button Motors $ 31,545.00 $ 14,143.00 $ 17,403.00
Eriks Chevrolet $ 34,170.00 $ 15,610.00 $ 18,560.00
Based on a recommendation from Mr. Travis, a motion was made by Mr. Raver to accept the most responsible and responsive quote for a 2003 sport utility vehicle from Button Motors at a final cost of $17,403.00, and authorize the President to sign on behalf of the Board. Mr. Bagwell seconded the motion, which carried.
2.
Grant
Application for
IN THE MATTER OF PETITION TO VACATE ALLEY IN
Attorney David T. Baird, UAW Legal Services Plan,
presented a petition to vacate a portion of an alley in the Original Plat of
the Town of
Mr. Raver made a motion to accept the Petition to
Vacate and set the public hearing at
IN
THE MATTER OF SALVATION ARMY COORDINATED ASSISTANCE MINISTRIES (
November
10th through 16th, 2003 is Homeless Awareness Week. CAM Director Ruth Lawson requested the use of
the County parking lot on the corner of Mulberry and Market Streets from
Mr. Raver
made a motion to authorize
IN
THE MATTER OF FLOOD ISSUES IN CEDAR CREST SUBDIVISION:
Ms. Carla
McNolte,
Ms.
McNolte contacted the City regarding the flooding problems. She was told the flooding was caused by
drainage problems from the ditches and was advised to contact the County. Mr. Bagwell said if a drain is not working
properly, the
Mr. Bagwell suggested that Ms. McNolte should contact the Surveyors Office first to determine whether the county drain or city drain contributes to the flooding problems. If it is the county drain, the County would take the necessary steps to try to resolve the problems.
IN THE MATTER OF
1.
A Poor Relief Hearing was conducted on
2.
A Poor Relief Hearing was conducted on
IN THE MATTER OF
1.
A Poor Relief Hearing was conducted on
2.
A Poor Relief Hearing was conducted on
IN THE MATTER OF CLAIMS AND REPORTS:
1.
Operating claims payable on
2.
Commissioner’s Salary Claims for hourly, salary, and overtime payable
for October 24th and
3.
Special Request from EMA Director:
Emergency Management Director Larry Smith requested money out of the
Sara Right to Know Fund to attend a training seminar in
4.
The Howard County Treasurer’s Report for the month of
September 2003 was accepted on a motion made by Mr. Raver, seconded by Mr. Bagwell,
and it carried.
5.
Ratification of Levies for Cumulative Bridge Fund: (See page 9, October 6th, 2003
minutes, “In the Matter of Claims and Reports”, Item 6, for related discussion) Mr. Raver made a motion to ratify the
President’s signature on the letter dated September 23rd, 2003 to
the Indiana Department of Local Government Finance setting the 2003-2004 levies
for the Cumulative Bridge Fund. Mr.
Bagwell seconded the motion, which carried.
6.
2004
7.
Additional Appropriations to be considered at the Council meeting on
a. Cumulative Capital
Development Fund: As per the discussion at the last
Commissioners’ meeting, the Auditor went ahead and submitted for
appropriations in the Cumulative Capital Development Fund for the repair work
in the Emergency Management Office and installation of check valves in the
b. Economical Development
Income Tax Fund (EDIT): (See page 10,
October 6th, 2003 minutes, “In the Matter of Commissioner Issues”,
Item 2, for related discussion)
At the last meeting the Commissioners approved the purchase of three (3)
radios out of the EDIT Fund for Courtroom Security Officers at a cost of
$650.00 each for a total cost $1,950. In
the meantime, County Coroner Brad Bray advised that he also needed a radio. Mr. Raver made a motion to amend the request
in EDIT Funds to include a radio for the Coroner, totaling four (4) radios at a
cost of $2,600. Mr. Bagwell seconded the
motion, and it carried.
8. 2004 Office Supplies: Due to the large volume and cost of
printer/copier paper and printer cartridges used in all offices, the
Mr. Raver made a motion to authorize the Auditor to send the memorandum to Elected Officials and Department Heads regarding purchasing procedures for paper and printer cartridges for 2004. Mr. Bagwell seconded the motion and the motion carried.
8.
Mr. Bagwell signed a letter from
9.
The Veteran Service Officer’s Report for the month of September 2003
was accepted on a motion made by Mr. Raver.
Mr. Bagwell seconded the motion, which carried.
10. The Indiana Association
of County Commissioners Annual Conference will be held
11. The Weights and Measures
Monthly Report for September 15th through
IN THE MATTER OF COUNTY ATTORNEY ISSUES:
Attorney Murrell presented
the following issues for Commissioner information and approval:
1.
A statement from Barnes and Thornburg for legal services
rendered in the month of August 2003 in the amount of $234.00 was approved for
payment on a motion made by Mr. Raver.
The motion was seconded by Mr. Bagwell and it carried.
2.
Status of Dumping Violation: (See
page 9,
3.
Communications Director Tony Ramsey continues to send e-mail to
Attorney Murrell regarding changes to the dates on the MA/COM Contract. The Commissioners were in agreement with
Attorney Murell that Mr. Ramsey needs to attend a meeting and explain what he
wants to do.
4.
Chrysler Bond Issue: In 1995 the
City and County set a levy for economic development income tax to pay off
$13.05 million in municipal bonds for the new Chrysler Transmission Plant by
the year 2007. According to a financial
report from Chris Johnston of Crowe Chizek, refinancing the bonds at a lower
interest rate could save about $1,300,000 between now and 2007. Refinancing the bonds would result saving the
County about $100,000 per year throughout the remaining term of the bond issue
and the City would save about $151,000 annually. An alternative option would be to retire the
bond one year early. If the County
chooses the option to take the savings in five annual installments, the City
and County would save approximately $1.29 million. Attorney Murrell said he would contact Mr.
Rick Hall at Barnes and Thornburg Law Firm to begin the necessary
paperwork. Mr. Hall estimated that the
refinancing could be completed by the end of the 2003-year. Mr. Hall and Mr. Johnston are available to
compose an outline of the process involved and make a presentation at the next
Commissioners meeting.
In view of the County’s current and impending
financial issues, the Commissioners were in favor of the refinancing. Mr. Raver made a motion to proceed with the
refinancing proposal for the bond issue and authorize the
IN THE MATTER OF COMMISSIONER ISSUES:
1.
MS4
Activity Update: The notice of
intent is on schedule. Mr. Raver
reported that Surveyor Beryl Grimme assisted with composing the notice of
intent letter that is to be filed with I.D.E.M. by
There being no further
business before the Board at this time, Mr. Raver made a motion to
adjourn. Mr. Bagwell 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,