NEW WHITELAND TOWN COUNCIL

November 18, 2008

MEETING MINUTES

 

 

Town Council President John Perrin opened the meeting at 7:00 p.m. with the pledge to the American flag. Council members present were John Perrin, Joe Noonan, Terry Spencer, Don Harris and Scott Alspach.  Also present were Clerk-Treasurer Maribeth Alspach, Attorney Lee Robbins and Department Heads Jim Lasiter, Ed Stephenson, Brian Hedrick and Office Manager Cindy Yates. Councilman Alspach offered the opening prayer. 

 

MINUTES

Councilman Spencer moves to approve the minutes of the October 21st meeting and is seconded by Councilman Harris.  Vote 5 affirmative.

 

HARDSHIPS / ADJUSTMENTS

Mary Alexander, 404 Pleasant asks for an extension until December 4th.  Ms. Alexander will pay the full amount on December 4th.  Council approves.

Robin Rice, 837 Westview asks for an extension until December 4th.  Ms. Rice states the Salvation Army will be paying part of her bill.  She agrees to have the full amount paid on December 4th. Council approves.

John Perrin, 904 Willark presents a copy of a repair bill for a water leak at his property and requests a sewer credit.  Councilman Spencer moves to approve a sewer credit of $48.80 and is seconded by Councilman Harris. Vote 4 affirmative. Councilman Perrin abstains from voting.

 

2009 BUDGET HEARING

Council President Perrin opens the hearing at 7:11 p.m.  Clerk Treasure Alspach explains there were minimal changes made to the 100 categories in Police and Public Works where new employees have been hired and their salaries are less than those listed in the preliminary budget paperwork.   President Perrin asks if there are any questions or comments from the audience.  Being none the hearing is closed at 7:14 p.m. Member Harris moves to approve the 2009 budget on final reading as amended. Motion is seconded by Member Noonan. Vote 5 affirmative.

Councilman Alspach cautions all Department Heads to be conservative with any funds left in their 2008 budget as well as money budgeted in 2009 since we don’t have any idea what the future holds as far as property tax revenues are concerned.

 

OLD BUSINESS

Non-Transfer of Title Paperwork

Attorney Robbins has forwarded the corrected legal description to the county and is waiting for their final review to be completed.  Robbins notes that since this piece of annexed property is not taxable the error has not had a negative financial impact on the town.  The error is being corrected.

 

OSHA Policy Law Update

Attorney Robbins advises that we should not purchase any manuals or policies from any vendor.  IOSHA Manuals are available on line.  The website information has been forwarded to the council and the clerk-treasurer.

 

15 Year Law – Liberty Tabernacle Church

Attorney Robbins has concluded that this can be done with sewer lines and he is now certain that this law pertains to water lines as well.  Attorney Robbins is calculating the necessary formulas for recouping part of the churches initial costs.  Robbins will prepare the necessary contract as well.  PW Supt. Lasiter asks if we should refund the money collected from the 2 customers that have connected to this line. Robbins states no, that we need to hold on to the money until the contract and formula are finalized.

 

 

Town Council

Page Two

November 18, 2008

 

Indiana American Contract

Jeff Birk reports that he does not believe Indiana American is willing to extend the previously approved 90 day extension.  The council will need to take action before the end of January if they do not want the current contract to renew.  Birk states the council has several options to consider:

            Negotiate a new contract with Indiana American

            Allow contract to expire by serving written notice within the 90 day window

            Explore other opportunities to produce our own water

            Consider selling the utility

A meeting to discuss these options is tentatively scheduled for December 9th at 7:00 p.m.  Attorney Robbins will notify Clerk-Treasurer Alspach as to whether this will be a Special Meeting or an Executive Session.

 

New Whiteland Police Department Annual Inspection Results

Councilman Alspach states the police officers participated in the annual inspection on October 31st.  Alspach commends the officers on the condition of their vehicles and adds that it was very difficult to select a winner.  Officer Joe Rynerson was awarded 1st place.  Councilman Perrin is having a plaque made that will be on display at the Police Department with Officer Rynerson’s name on it.

 

Proctor Park Updates

Clerk-Treasurer Alspach reports that two (2) fundraisers were held recently.  Cub Pack 210 held the 2nd Annual Proctor Park Rummage Sale and raised $799.23 that was donated to Proctor Park.  Clark Pleasant Schools held the 2nd Annual Jar Wars Competition and presented a check for $1,113.39 to Proctor Park at the CPMS Veteran’s Day Program.  Alspach adds that to date we have received $90,960.00 in donations.

 

Keystone Delinquent Letter Approval Request

Clerk Treasurer Alspach explains that she and Melissa McCarty attended a State Board of Accounts school in Nashville, Indiana recently.  They were advised that we are required to mail a separate notice if we are going to disconnect someone’s water service at least 10 days before the disconnect takes place.  Alspach provides a copy of the code that was quoted in the meeting.  There is some discussion as to the interpretation of the code.  Attorney Robbins advises the council that regardless of our interpretation if the State Board of Accounts interprets it to require that we mail out a separate notice then we should comply.  Alspach has a quote from Keystone for a software program change to generate the delinquent letters at a cost of $1,200.00.  Council directs Clerk-Treasurer Alspach to confirm this requirement with the State Board of Accounts.  Councilman Harris moves to approve the cost of the software change if the State Board of Accounts provides notice of this requirement.  Motion is seconded by Councilman Spencer.  Vote 5 affirmative.

 

CPCSC Gas Agreement

Clerk-Treasurer Alspach presents three (3) copies of the Gas Agreement between CPCSC and the Town.  This agreement would allow approved vehicles and personnel of the town to obtain their fuel at the transportation garage pumps.  We would then be billed the cost per gallon that was paid when the fuel was purchased by the school corporation plus $0.05 per gallon.  We would not be obligated to buy our fuel from the school but could compare prices and purchase from the school if and when they have lower prices than at the retail stations.  The contract is good for 12 months and is renewable.  Member Harris moves to approve the contract and is seconded by Member Noonan.  Vote 5 affirmative.

 

Comp Time Reports

Council President Perrin asks that individual Department Heads turn in comp time reports for their employees to the council.  Perrin asks that report show who has comp time, how much and the reason for the comp time.

Town Council

Page Three

November 18, 2008

 

Police Department

Marshal Stephenson notes they had more than 1,100 trick-or-treaters at the Police Station this year.  The candy that was left over was donated to the Ronald McDonald House.  Stephenson states that the Interview Board met earlier this month and that Stephenson has hired Jared Donica who will begin work at NWPD on January 5th.  Donica is ILEA certified.  Stephenson adds that there were many well qualified candidates and that this was a difficult decision.  Marshal Stephenson adds that Molly Smith has been hired to replace Laura Clawson and that she has already begun working at the Police Department.

 

NEW BUSINESS

Best Way

Colleen Mason with Best Way introduces Chris Roberts who is the new Operations Manager for Best Way.  Ms. Mason states that our contract allows Best Way to request a contract increase when the price for fuel exceeds $3.00 a gallon.  Mason notes that although the gas prices did exceed that amount most of the year, prices have come down and they are not requesting a price increase for 2009.

 

Annexation Policy

Councilman Spencer states that in the last Plan Commission meeting it was mentioned that the City of Greenwood has expressed an interest in annexing the area north of Tracy Road and east of the railroad tracks out to the Interstate.  PW Supt. Lasiter state the Town’s Comprehensive Plan was done in 1989 and we may want to consider having it updated if the Town has any interest in future annexation.  Lasiter cautions that any annexation requires the municipality be able to provide all utilities within 5 years along with being responsible for maintenance of the roads.  Lasiter had an engineer estimate the cost to run water and sewer lines under the railroad tracks a few years ago and the estimate was $125,000 - $150,000.

*Councilman Harris leaves at 8:00 p.m.

Attorney Robbins cautions the council to carefully weigh the costs associated with providing services against the potential benefits of any annexations.  Robbins further notes that no annexations are allowed in the year prior to the census.  This gives the council time to consider their options.

 

Fire Department

Fire Chief Hedrick presents a proposal for an Overnight On Call program at the fire station. This would allow two (2) certified firefighters to sleep on station to respond to calls at night.  Those participating in this program are required to have Firefighter 1 and 2 as well as EMT certifications. These would be volunteer (unpaid) positions.  Minimal work would be required to make the station ready.  Hedrick has bunk beds but would need to spend $200.00 to purchase new mattresses.  The existing shower is in need of repair and PW Supt. Lasiter is going to make the repairs when they complete the flood damage repairs.  Hedrick has checked and we are insured to have people in the station overnight.  President Perrin asks PW Supt. Lasiter how much additional work this would require of his men.  Lasiter states it will take 2 men for 2 weeks once they have finished with all of the leaf pick up.  Council approves on a trial basis and asks for quarterly reports showing the number of calls received and response times.

Hedrick requests permission to replace a damaged EMS bag at a cost of $250.00. The money is in his budget.  Council approves.

Hedrick asks permission to spend $275.00 in his training budget to attend an Administrative class from December 15th – 17th.  Council approves.

Hedrick would like to purchase 12 months of EMS curriculum so that they can begin providing in house training.  This is a State recognized program and Hedrick believes the cost of one year’s training materials is $860.00.  He has the money available in his training budget.  Council approves.

President Perrin states if Hedrick is satisfied with the materials he can approach the council again next year to purchase an additional year’s worth of materials.

Town Council

Page Four

October 21, 2008

 

Utility Identity Theft Program

PW Supt. Lasiter presents copies of federally mandated program that we are required to adopt by May of 2009.  Council will review the information and consider at the December 2nd meeting.

 

Lee’s RV Sales

Councilman Perrin was contacted by Roger Lee of Lee’s RV.  Due to the economy Lee’s have consolidated their entire inventory at their Batesville location.  Roger Lee was inquiring as to any interest the town might have in his property.  Council decides to schedule a meeting to tour the facility.  Councilman Perrin will contact Mr. Lee and set something up.

 

Ray Rodgers

Councilman Spencer states Ray Rodgers recently resigned from the Plan Commission.  Ray has served the town in many capacities including as a firefighter and police officer.  Rodgers will celebrate 50 years of service on the NWFD on June 8, 2009.  Spencer and the council thank Ray Rodgers for his dedication and service to the citizens of New Whiteland.

 

Thank You

Marshal Stephenson thanks John Perrin and Maribeth Alspach for sitting on the recent Interview Board for the New Whiteland Police Department.

 

LEGISLATIVE BUSINESS

Ordinance 2085

Attorney Robbins presents the ordinance for special parking permits for residents installing new driveways on final reading.  Motion to adopt by Councilman Alspach with second by Councilman Noonan. Vote 4 affirmative.  

 

Ordinance 2088

Attorney Robbins states he will prepare an amendment to the ordinance setting the number of deputy marshals and will introduce it at the December 2nd meeting.  

 

Ordinance 2089

Clerk-Treasurer Alspach presents the transfer ordinance on first reading.  Motion to adopt by Member Spencer with second by Member Alspach. Vote 4 affirmative.

Member Alspach moves to suspend the rules and consider ordinance 2089 on final reading.  Member Noonan seconds the motion.  Vote 4 affirmative.

Clerk-Treasurer Alspach reads the ordinance in title only on final reading.  Motion to adopt by Member Noonan with second by Member Alspach. Vote 4 affirmative.

 

Clerk-Treasurer Alspach presents a Memo to transfer funds in the Water and Sanitation Utilities and to add money to the Water Utility Appropriation 361.  Motion to approve by Councilman Spencer.  Second by Councilman Alspach. Vote 4 affirmative.

 

Ordinance 2090

Clerk-Treasurer Alspach introduces the 2009 salary Ordinance on first reading.  Alspach explains there are 27 pays in 2009 instead of the normal 26.  There will be no insurance deductions in the 27th pay and the town will not contribute to the deferred comp since the annual contribution is $910.00. Motion to approve by Councilman Noonan.  Second by Councilman Spencer. Vote 4 affirmative.

 

Ordinance 2091

Clerk-Treasurer Alspach presents the Fire Department Surplus Property ordinance on first reading.  Member Spencer makes a motion to adopt and is seconded by Member Alspach. Vote 4 affirmative.

 

Town Council

Page Five

October 21, 2008

 

 

OPEN TO THE PUBLIC

Gary Hunter, 9 Locust Court asks for and receives explanation on parking in right of way ordinance.

 

Being no other business the meeting was adjourned at 9:00 p.m.

 

Respectfully submitted,

 

 

____________________________

Maribeth Alspach, Clerk- Treasurer

 

 

 

Approved: _____________________________  

                 John Perrin, President