NEW WHITELAND TOWN COUNCIL

January 6, 2009

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, and Department Heads Jim Lasiter, Ed Stephenson, Brian Hedrick and Office Manager Cindy Yates. Councilman Spencer offered the opening prayer. 

 

MINUTES

Councilman Harris moves to approve the minutes of the December 16th meeting and is seconded by Councilman Noonan.  Vote 5 affirmative.

 

ELECTION OF OFFICERS

Councilman Noonan nominates Member Perrin to serve as President and is seconded by Member Spencer.  Member Alspach moves to close the nominations and is seconded by Member Harris. Vote to close nominations 5 affirmative.  Vote to accept Member Perrin as President 5 affirmative.

Councilman Alspach nominates Member Spencer to serve as Vice President and is seconded by Member Harris.  Member Alspach moves to close the nominations and is seconded by Member Noonan. Vote to close nominations 5 affirmative.  Vote to accept Member Spencer as Vice President 5 affirmative.

 

HARDSHIPS / ADJUSTMENTS

None.

 

OLD BUSINESS

Clarification of 2009 Payroll / Deferred Comp Contributions

Clerk-Treasurer Alspach explains that due to the way the pay periods fall we will have 27 payrolls in 2009.  The way the payroll has been set up in our software each full time employee receives a $35.00 per pay contribution to their Deferred Comp.  The amount is usually $910.00 per year but due to the extra pay period it will be $945.00 this year.  The salaries that were approved in the budget hearings and the 2009 Salary Ordinance reflect the full salary amount for 2009 and include all 27 pays.

Council acknowledges and approves.

 

End of Year Financial Data

Outstanding Check

Clerk-Treasurer Alspach presents a Memo showing one (1) outstanding check being carried over from 2006 in the amount of $100.00 in the General Fund that needs to be written off.  Council approves.

Encumbrances

Clerk-Treasurer Alspach presents a list of the encumbrances from 2008. We have a total of six (6) in General Fund totaling $16,617.41 and one (1) in MVH for $800.00 for a grand total of $17,417.41.  Council approves the unpaid Purchase Order list.  Alspach will forward a copy of the list the DLGF.

2008 Interest Earned

Clerk-Treasurer Alspach presents a report detailing the interest earned on all accounts in 2008.

            General Fund earned   $10,267.82

            Water Fund earned      $  4,326.98

            Sanitation Fund earned            $26,150.20

            Total Interest earned    $40,745.00

End of Year Fund Report

Clerk-Treasurer Alspach distributes copies to all councilmen.  She is working on end of year duties and will be meeting with Keystone on January 22nd to do the end of year roll over along with the Annual Report.  Councilman Perrin thanks all of the Department Heads for their frugality and asks that they continue those practices due to the uncertainty of the economy.

 

 

Town Council

Page Two

January 6, 2009

 

FEMA Update

Clerk-Treasurer Alspach presents a status report on the remaining claims filed with FEMA resulting for the June 2008 Flood Event.  There are five (5) outstanding claims.  Alspach and PW Supt. Lasiter have been working with Cliff Hanson with FEMA.  The final checks should be issued within the next few weeks.  Three (3) of the claims have reduced eligibility / payments because of the location of the building.  We are still waiting for a quote from Burnham & Flowers for the Federal Flood Insurance.

 

Non-Transfer of Title Paperwork

Attorney Robbins hopes to meet with the Johnson County Recorder within the next two (2) weeks to resolve this issue.

 

15 Year Law – Liberty Tabernacle Church

Attorney Robbins has given a copy of the draft agreement prepared by Stephen Watson to PW Supt. Jim Lasiter to review.  Robbins needs to insert formulas and figures and prepare final document for council approval.

 

Utility Identity Theft

PW Supt. Lasiter asks the Council if there are any changes to the document he gave them to review.  Being none Councilman Noonan moves to adopt the Utility Identity Theft Policy and is seconded by Councilman Spencer. Vote 5 affirmative.

 

Disaster Plan Update

Marshal Stephenson has not received any additional revisions from the council.  Council directs Stephenson to present the plan to the County Emergency Management Office for their review and approval.

 

Indiana American Update

Attorney Robbins states that an informal meeting was held before the holidays to discuss the town’s willingness to consider an offer if Indiana American is still interested in purchasing the Water Utility.  Robbins spoke with Jeff Henson of Indiana American today.  Henson is working on a proposal to present to their President and Vice President with a possible time line for securing appraisals and other pertinent information.  There have been no offers or agreements made by either party.  We need to wait to hear back from Indiana American.  President Perrin adds that there have been no decisions made.  We did ask that if the utility is not sold that we could look at renegotiating the term lengths of the existing contract.

PW Supt. Lasiter asks about the looming deadline of January 24th, if we have not heard from Indiana American are we automatically locked in to a 40 year contract?  Perrin states that he believes the representatives of Indiana American that were in the meeting were receptive to our request for a 30 day extension once they reached a decision or after the submission of an offer.  Attorney Robbins agrees.

 

Delinquent Letter / Disconnect Policy

Councilman Alspach asks Attorney Robbins if he ahs provided the written opinion from on our disconnect policy as requested by the State Board of Accounts.  Robbins states he has given his verbal opinion that our policy is compliant.  He will get something in writing and submit it to the Clerk-Treasurer.

 

New Officer

Marshal Stephenson states that Jared Donica began his employment with the Police Department on January 5th.  He is currently doing his field training.

 

Town Council

Page Three

January 6, 2009

 

NEW BUSINESS

Baseball Field Reservation Request

Clerk-Treasurer Alspach presents a request on behalf of John Purdie for use of the baseball diamond for Little League practice again this year.  Purdie has 12 teams in the 4 – 6 year old league.  He is requesting Monday nights like they had last year and possibly one other night or Saturday mornings.  Council approves Monday nights and Saturday mornings from 8:00 a.m. to Noon.  Alspach will notify Purdie.

PW Supt. Lasiter states that all of the groups that used the diamond last year took excellent care of the field and the facilities.  Lasiter states there was one broken window resulting from a foul ball.  The damage was paid for by the coach and was handled without any involvement on the town’s part. Lasiter is looking at costs for netting around or above the backstop.  President Perrin voices some safety concerns with the netting.  Lasiter is not sure that funding for netting is available at this time.

 

State Board of Accounts Office Space Extension

Clerk-Treasurer Alspach presents a request from Kerry Fleming asking that he be able to continue using the old Park Office until the City of Franklin acquires new office space.  Member Harris moves to allow the State Board of Accounts to continue using our office space indefinitely.  Should we need to reclaim the space we will provide them with 30 days written notice.  Member Spencer seconds the motion.  Vote 5 affirmative.

 

Back Hoe Purchase Request

PW Supt. Lasiter presents the council with copies of cost information for a 2000 John Deere Back Hoe that he would like to look at and possibly purchase for the Sanitation Department.  The machine has a new transmission and appears to be in great condition.  It is currently in Ohio.  The asking price was $50,000 and PW Supt. Lasiter has negotiated the price down to $31,800 which includes $800 for them to deliver the equipment to us.  With the council’s permission Jim Wilkerson and another employee will go to Ohio and test drive the equipment.  This equipment lists for around $180,000 new.  Lasiter has money in his budget for this expenditure.  Council approves.

 

Sale of Big Wheel Sludge Truck

PW Supt. Lasiter asks permission to advertise and accept bids for the vehicle that was used to inject sludge into the ground.  We are moving to the belt process to dispose of our sludge and no longer need this piece of equipment.  Council approves.

 

LEGISLATIVE BUSINESS

Ordinance 2095

Clerk-Treasurer Alspach asks the council to ratify the action taken on December 31, 2008 on the year end transfer ordinance and Utility Transfer Memo.  Motion to ratify by Member Spencer with second by Member Harris. Vote 5 affirmative.

 

Resolution 2009-01

Attorney Robbins presents the Resolution amending Policy & Procedure Bulletin #6 regarding uniforms provided by the town to her employee’s. Motion to approve by Councilman Alspach.  Second by Councilman Noonan. Vote 5 affirmative.

 

OPEN TO THE PUBLIC

Being no other business the meeting was adjourned at 7:45 p.m.

 

Respectfully submitted,                      

                                   

____________________________                Approved:_____________________________

Maribeth Alspach, Clerk- Treasurer                                 John Perrin, President