NEW WHITELAND TOWN COUNCIL

February 5, 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, Scott Alspach, Don Harris and Terry Spencer.  Also present were Attorney Robbins, Clerk-Treasurer Maribeth Alspach and Department Heads Jim Lasiter, Brian Hedrick, Cindy Yates and Ed Stephenson.  Councilman Alspach offered the opening prayer. 

 

MINUTES

Councilman Noonan moves to approve the minutes of the previous meeting and is seconded by Councilman Harris.  Vote 5 affirmative. 

 

HARDSHIPS / ADJUSTMENTS

None.

 

OLD BUSINESS

Proctor Park Update

Clerk-Treasurer Alspach presents a status report on the project.  She thanks the council for responding to her request to authorize using park appropriations to make up any shortfall to complete Phase I prior to the May 3rd dedication.  Clerk-Treasurer Alspach asks for consensus of that approval for the minutes. Member Alspach moves to approve completion of Phase I and the use of parks funds if needed to supplement donations collected.  Member Spencer seconds the motion.  Vote 5 affirmative.   The Dedication ceremony has been scheduled for May 3, 2008 at 2:00 p.m.  Invitations are being issued to various speakers.

 

T-Mobile Contract

Attorney Robbins presents an amended proposal.  The proposal is for 108 months from April 2008 through March of 2017 with a rental fee of $800.00 per month.  Attorney Robbins recommends striking one phrase in the agreement.  Under the term section T-Mobile has the original contract language with the renewal date of 2012 with the automatic 5 year renewal.  Attorney Robbins believes this is a “standard form”.  He has prepared a copy with that conflicting language removed.

Councilman Harris moves to authorize President Perrin to execute the amended agreement with the extension through March of 2017 and a monthly rental fee reduction to $800.00 per month with the conflicting language removed.  Motion is seconded by Councilman Noonan.  Vote 5 affirmative. 

 

Dispatch Service Request

Deputy Chief Jared Donica representing the Whiteland Volunteer Fire Department presents copies of the WVFD budget as well as their contract between the Whiteland VFD and the Fire District and a draft Memorandum of Understanding for legal review and council consideration.  President Perrin asks how much longer the County is willing to dispatch for the WVFD.  Donica replies that they are wiling to handle calls indefinitely.  Councilman Spencer asks the total area covered by the WVFD.  Donica answers approximately 30 square miles.  Councilman Alspach asks if the WVFD is asking that this service be provided at no cost.  President Perrin states that is what has been asked.  This matter is tabled until March 4th for the council and the attorney to review all of the documents presented tonight.

 

Automated Trash Service

Councilman Spencer asks Office Manager Yates if the feed back on the new trash service has been good or bad.  Yates states more positive than negative.

 

 

 

 

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February 5, 2008

 

Drainage Issue at Country Gate

Councilman Spencer asks if the new drainage system is working.  PW Supt. Lasiter states it has not been completed.  They are waiting for the final grading (approximately 600 feet).  Lasiter is confident it will work properly when finished.

Councilman Spencer states he was thanked by a homeowner in the Tracy Ridge subdivision for the pipe extension that was installed in their neighborhood.

 

Memorandum of Understanding

Marshal Stephenson presents the document between the Town of New Whiteland and the Johnson County Commissioners.  Stephenson states this covers the radio system the Police and Fire Departments use.  The County owns the radios but allows us to use them.  There have been no changes in this document since the original memorandum was signed in 2001 according to Marshal Stephenson.  The New Whiteland Fire Department and Police Department will receive new digital radios once the Memorandum has been signed.  All upgrades are funded by 911 monies.  Attorney Robbins reviews the document and approves its format.  Motion by Councilman Harris to approve the Memorandum.  Councilman Noonan seconds the motion.  Vote 5 affirmative. 

 

Fire Engine Delivery

Chief Hedrick received a call from Towers and states the new engine is 50% complete. Brian will travel to South Dakota leaving on March 2nd to inspect the engine.  He plans to return with the truck on March 5th.  Hedrick adds the engine can be seen at crimson-fire.com. Chief Hedrick adds they were approved for the $10,400.00 grant from FEMA for voice pagers.  The quote came back higher than anticipated and rather than the $520.00 match we had planned on, our cost will now be $1,047.00.  Hedrick has the funds available in his budget.  Council approves.

 

NEW BUSINESS

Phone System Upgrade

Todd Pershing representing APEX Communication Group and a local partner with Embarq states that recent tariff changes will affect the pricing on our current phone lines.  We will see a minimum increase of 20% within the next 30-60 days.  Pershing presents and reviews a proposal for a new system connecting all of the town buildings with the council.  President Perrin asks what the minimum monthly charge will be if we stay with the current system.  Pershing says $1,325.63 plus $6 – $7 per Centrex line of which he thinks we have 30 or more.  With the new system we would never need to add additional lines and we would be able to stabilize our telecom budget.  Pershing adds Embarq does have a lease program and we may be able to finance the new system and not see an increase in monthly fees.  Pershing will get a 5 year lease payment plan – there would be no penalty for early pay off.  Apex quote is good for 90 days.  The equipment quote from Embarq is good for 30 days.  The quote includes an unsecured WIFI with a 2 mile radius.  Pershing will drop off lease packets before the February 19th meeting for Jeff Birk to review.  This item will be placed on the March 4th agenda.

 

BZA Appointment

Councilman Spencer brings a favorable recommendation from the Plan Commission asking that Laura Hammons be appointed to the BZA.  Laura will hold one of the dual appointments, serving on both the Plan Commission and the BZA.  Councilman Noonan moves to appoint Laura Hammons to the BZA and is seconded by Councilman Harris.  Vote 5 affirmative.

 

330 Whiteland Road

PW Supt. Lasiter states the building at this location is for sale.  This building could serve multiple uses – it could house the Police Department, Town Hall, Utility Offices and a Community Center.  Lasiter, Clerk-Treasurer Alspach and financial consultant Jeff Birk have walked through the building. 

 

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The bank involved has contacted Jeff Birk and expressed an interest in a short sale.  Supt. Lasiter is here to see if the council has any interest in looking at the building.   Lasiter notes this building would increase the space we currently have from 10,000 sf to 36,000 sf.  It also comes with approximately 7 acres that could be converted into another park area.   Council asks to schedule a walk through on Saturday morning, February 9th.  Supt. Lasiter asks council’s permission to get cost information on possible renovations needed for the building.  Lasiter would like to schedule a meeting with an architect or engineer and the department heads that would be relocating.

 

Embarq Phone System Update

Clerk-Treasurer Alspach received a late afternoon phone call from Embarq and a revised quote.  This information was not requested but they had knowledge of Mr. Pershing’s proposal.  Clerk-Treasurer Alspach will provide Chuck Cave with copies of both proposals and ask for his recommendation.

 

Ordinance on Semi Trucks

Councilman Noonan has been asked if we have an ordinance that prohibits semis from running all night in New Whiteland.  Marshal Stephenson states we do not, however that would be a violation of the noise ordinance and could be addressed that way if the Police Department is contacted with a complaint.

 

Ordinance Recodification

Marshal Stephenson states his officers are writing warnings on the revised ordinances now.  As soon as the codified ordinances are received they will begin issuing tickets.  Stephenson asks that No Parking signs be posted in the Parks as well as the parking lots in front of and behind the Town Hall.  He suggests “Parking for town business only.  Violators will be towed at owner’s expense” for the Town Hall signs.  Attorney Robbins states police can enforce parking violations in the park – park hours are posted and the parks close at 10:00 p.m.  PW Supt. Lasiter will order signs and should have them within one (1) month.

 

Johnson County Emergency Management Training

Marshal Stephenson distributes information on training seminar being held March 13th and encourages all elected officials to attend if possible.

 

Police Vehicles

Marshal Stephenson asks council’s approval to begin researching lease agreements to purchase four (4) new police cars in 2009.  The current lease is paid off this year and he would like to stay on a permanent payment schedule.  Stephenson recommends a 4 year lease for 4 new Ford Crown Victoria’s.  Stephenson and his officers have worked out a matrix and are recommending buying Fords.  The estimated cost of the Fords with upgrades is $21,386 each.  Councilman Alspach asks the cost of the Chevy Impala.  Stephenson says $19,500.  Stephenson notes the Ford is the only true police package – comes with V8 rear wheel drive, 200 amp alternator and 17” tires.  He adds there will be some additional cost for changing out their existing equipment.  They will be trading in 3 old cars but would like to keep Officer Speers car as a reserve vehicle.  Councilman Perrin asks about mileage.  Stephenson states the Ford should get 16 mpg in town and the Chevy is about 18 – 19 mpg.  Council approves gathering cost information.

 

Fire Department Memo

Chief Hedrick distributes a copy of a memo to all councilmen.  Hedrick asks that the councilmen call him if they have any questions.

 

Surplus Items

PW Supt Lasiter states all Department Heads are making a list of any surplus items they might have.  He would like to present a list for disposal at the March 4th meeting.

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February 5, 2008

 

LEGISLATIVE

Ordinance 2075

Jeff Birk states that Indiana American had a rate increase a couple of months ago.  This ordinance captures that lost revenue resulting in a 5% increase that will generate approximately $23,000 a year. The ordinance also includes a fee for Private Fire Protection / Sprinkling Systems installed inside commercial buildings.  Attorney Robbins states this ordinance can be introduced tonight on first reading.  It must then be advertised and we will schedule a public hearing for the February 19th meeting. Motion by Councilman Harris to approve on first reading with a second by Councilman Alspach.  Vote 5 affirmative. 

Councilman Spencer asks the amount of the increase.  Jeff Birk states 5%.  Birk adds the last increase was done 4 years ago.

 

Ordinance 2076

This ordinance for the recodification of the Town Code is tabled.  Attorney Robbins hopes to have it ready for the next meeting.

 

OPEN TO THE PUBLIC

None.

 

Being no other business the meeting was adjourned at 8:35 p.m.

 

 

Respectfully submitted,

 

 

____________________________

Maribeth Alspach, Clerk- Treasurer

 

 

 

Approved: _____________________________  

                 John Perrin, President