NEW WHITELAND TOWN COUNCIL

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

 

MINUTES

Councilman Spencer moves to approve the minutes of the previous meeting and is seconded by Councilman Noonan.  Vote 4 affirmative. 

 

HARDSHIPS / ADJUSTMENTS

None.

 

OLD BUSINESS

Proctor Park Update

Clerk-Treasurer Alspach presents copies of her status report and work log for the project.  PW Supt. Lasiter gives a brief overview of the list of items that need to be completed or accomplished before the Dedication Ceremony on May 3rd.  The electrical wiring has been run in the front half of the park but they still need to set the electrical panels.  The street lights were delivered today and the fountain for the pond has arrived.  These items need to be installed.  Donnie Rogers is donating the flagpoles and they should be in the first week of April.  Stock Building Supply donated the trusses for the second shelter house that two (2) military units are going to build on Saturday, March 22nd.  The back hoe broke down last Friday and what was supposed to take 1 day to repair still hasn’t been fixed which is slowing down our progress at Proctor Park.  Jim hopes the back hoe will be fixed this week. Maribeth reports that we have received $52,286.76 in cash donation to date.  The New Whiteland Veteran’s of Foreign Wars Post #6978 is donating a beautiful granite monument for the Veteran’s section of the park.  Maribeth is working on getting a monument for the Heroes section as well.

 

Dispatch Service Request

Deputy Chief Jared Donica representing the Whiteland Volunteer Fire Department is here to withdraw their request.  Donica states they will continue to gather information and work on a draft agreement proposal.  When they have everything in place they will contact us to be placed on the agenda.

 

330 Whiteland Road

Attorney Robbins has the requested appraisal from Steve Cobb of RPE/Cobb & Associates.  He is still waiting for Bruce DeWitt’s appraisal that was promised for tonight’s meeting. The Cobb appraisal came back with a Final Opinion Value of $2,400,000.00.  Attorney Robbins notes that the appraisal limits what we can spend but does not require us to spend that amount.  State law requires that we have two (2) appraisals – Attorney Robbins will contact Mr. DeWitt and find out where the second appraisal is.  PW Supt. Lasiter introduces Andy Hine, President of ARC Design.  Mr. Hine met with Marshal Stephenson, Clerk-Treasurer Alspach and Jim and went through the building and has prepared an estimate for renovations.  The PW employees will be able to do some of the work but the renovations in the area to house the Police Department would be contracted out.  Mr. Hine reviews the cost estimates with the council.  Total estimate for all proposed work is $389,079.00 with $200,266.00 being budgeted for the Police Department which includes new HVAC upgrades.  There would be additional costs of $20,622.oo to relocate the dispatch equipment and 911 phone lines. The security system is budgeted at an additional $85,000.00 which would address multiple areas within the entire building.  The estimated costs to relocate the Town Administrative , Utility, and Plan Commission offices is $11,456.00 with must of this work being done by town employees.  Design fees, permits, legal fees and printing costs are estimated at $36,700.00 and there is a 10% built in

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Design and Construction Contingency Fee of $32,034.00.  Clerk-Treasurer Alspach asks if the council approved the purchase of the building and the renovation work how long would it take.  Mr. Hine states in the Police Department area it would take approximately 45 days for the design work.  We would need to schedule the required hearings and go through the bid process.  Once a contractor is selected the actual construction work should take 90 days.

Council President Perrin asks what would be the next step.  Attorney Robbins recommends holding an Executive Session to discuss a possible offer amount and a strategy to accomplish making and negotiating an offer.  There can be no decision made in an Executive Session.  John Perrin recommends including all renovation work initially until we can determine what the initial offer will be.  Once that number is determined things could be scaled back.  Council schedules an Executive Session for Thursday, March 20th at 8:00 p.m.  Attorney Robbins and Office Manager Yates are excused from the meeting to go and prepare the required notice and send it to the newspaper and post it here in the Town Hall (7:30 p.m.)

 

Water Tower Lease - Unison

Attorney Robbins has received the revised agreement back from BLACKDOT.  He is still waiting on the executed document.  He cannot proceed until he receives it.

 

Police Department Vehicle Purchase

Marshal Stephenson states that the cut off date for ordering 2008 vehicles is May 1st.  Ed states that he is willing to cut back to 3 vehicles or whatever is required to keep the annual payments at the current level ($16,422.00 per year).  President Perrin asks that this be placed on the agenda for the next meeting.

 

Fire Engine

Chief Hedrick states that the new engine is in.  Hedrick invites council members and the public to stop by the station to see the new engine.  Hedrick adds that the truck cost $436.00 less than the original quote.  There is also $1,477.04 left in the escrow account for a credit total of $1,913.04.  Hedrick presents a list of additional equipment that was left off of the original specs and asks that the credit balance be applied to these items.  The difference of $1,003.96 will be paid out of the 2008 Fire Department budget.

Chief Hedrick distributes copies of the graphics that have been ordered for the new engine.  He adds that the grant money for the new pagers is being transferred into the town’s account and that the pagers are currently being programmed.

 

NEW BUSINESS

Best Way Contract Obligations

Clerk-Treasurer Alspach met with Colleen with Best Way.  They have mailed their annual letters and have provided recycling videos to the grade schools for the teachers to use in their resource library.  They also provided frisbees made from recycled plastic and sunflower seeds for planting to the students at both schools.  Any left over items will be given to the town to be used as prizes for the children’s games at the Charity Ride for Proctor Park.  Best Way is also submitting a sponsorship check for the Ride.

 

Limb Disposal

PW Supt Lasiter states that a resident appears to be operating a business of limb and brush removal and disposing of his trimmings at the plant.  Jim asks for guidance from the council on how to address this.  Some of Jim’s employees believe this resident has dumped loads 10 – 12 times already this year.  When he was asked where the limbs came from he gave an address on Woodridge Court and when they checked on it there was no evidence of any trees having been cut.  Councilman Spencer knows who the resident is and will contact him.  Attorney Robbins states the council could pass an

 

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ordinance that says anyone disposing of materials for commercial gain may be subject to fine.  If the problem persists the council will consider an ordinance.

 

Fire Department Grant

Chief Hedrick states he is applying for a grant for Extrication Equipment.  The equipment the department is currently using is 35 – 40 years old.  Hedrick will apply for a $20,000.00 grant which requires a 5% grant of $1,000.00.  Hedrick has money available to cover the match.  Councilman Alspach asks if there are any hidden costs like batteries, re-certification, etc.  Hedrick states nothing other than routine maintenance costs.  This equipment would need to be serviced every other year.

 

Vicious Dog Ordinance

Marshal Stephenson asks if Attorney Robbins was able to research the section pertaining to vicious dogs. He says there does not appear to be an abatement procedure.   Stephenson states they are dealing with one dog owner whose dog has bitten the mailman once and attempted to bite on two (2) other occasions.  The owner has been ticketed but is not cooperating in keeping their dog under control.  Stephenson reminds the attorney that he also needs to check to be certain all parking fines are consistent with the $25.00 penalty.  He believes there is still one area with a $10.00 penalty that needs to be revised.  Attorney Robbins will prepare the necessary revisions for the April 1st meeting.

 

LEGISLATIVE

None.

 

OPEN TO THE PUBLIC

None.

 

Being no other business the meeting was adjourned at 8:03 p.m.

 

Respectfully submitted,

 

____________________________

Maribeth Alspach, Clerk- Treasurer

 

 

Approved: _____________________________  

                 John Perrin, President