NEW WHITELAND TOWN COUNCIL

March 3, 2009

MEETING MINUTES

 

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

 

MINUTES

Councilman Noonan moves to approve the minutes of the February 17th meeting and is seconded by Councilman Harris.  Vote 4 affirmative.

 

HARDSHIPS / ADJUSTMENTS

None.

 

OLD BUSINESS

Proctor Park Updates

Clerk-Treasurer Alspach states that members of the Proctor Park Committee had a booth at the Motorcycle Expo last weekend.  A lot of information on the upcoming Charity Ride was distributed.

Alspach presents the Keepsake Book that was created by several WCHS baseball players along with a student from Roncalli and presented to the Proctor Park Committee last weekend.  The book is wonderful and will be kept at the Town Hall for people to read about the heroes at Proctor Park.

The next Proctor Park Committee meeting in Tuesday, March 10th at 7:00 p.m. This year’s event will include the Motorcycle Ride that will start at Southside Harley Davidson.  We will also have a Community Celebration Day at the Johnson County Eagles on Saturday, May 2nd that will include go cart rides, games, music, pony rides, vendors, military displays, and entertainment, Christy’s Charity Auction, a hog roast and much more. The Indiana Blood Mobile will be on site accepting blood donations as well.

 

Transfer of Title Paperwork

Attorney Robbins states there is nothing new to report at this time.

 

15 Year Law Agreement

Attorney Robbins states the formula is actual cost divided by the number of potential users.  The cost calculation on this project is so high Attorney Robbins is afraid it will discourage potential hook ons.  Robbins and PW Supt Lasiter will meet with Pastor Brian Lane to determine an acceptable cost for new connections as part of the 15 year pay back agreement.

 

Cell Phones

PW Supt. Lasiter presents a cost comparison for the 3 quotes received from Sprint / Nextel, Verizon and A T & T.  Fire Chief Hedrick states he prefers the Nextel phones so that he can communicate directly with the Police Department.  He is requesting 3 phones; one for himself and one for each of his Line Officers.  Hedrick is proposing the “free” phones and if the individuals want upgrades they would pay for them themselves. Each phone would have 400 minutes and any overages would be paid by the individual not the Fire Department. Clerk-Treasurer Alspach asks the council to consider allowing employees to continue with their existing service until their current contracts expire so they don’t accrue any penalties. This item will be placed on the March 17th agenda.

 

Emergency / Disaster Plan

Marshal Stephenson distributes the revised plan. Member Noonan moves to adopt the Emergency / Disaster Plan and is seconded by Member Alspach.  Vote 4 affirmative.  Marshal Stephenson advises the council that they will need to designate a Chairman from the council and a Public Information Officer to handle media inquiries in the event of an emergency.

 

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March 3, 2009

 

Fire Department

Chief Hedrick states the department’s email is up and running.  The grant application process that was previously discussed has been expanded to 3 parts.  Hedrick would like to apply for all three.

1.      Vehicle – applying for a new Rescue Unit.  Estimated cost is $130,000 and would require a 5% match or $8,000.

2.      Exhaust Removal System – Brian has requested an estimate on this work.  He is meeting with a contractor to look at the station and determine if this can be done.  He thinks it would cost around $12,000 with our 5% match being $600.

3.      Extrication Equipment – this application was previously discussed and approved by the council.

Council asks if Hedrick has the funding for the match portion if the grants are approved.  He does.  Council authorizes all three grant applications.

 

Baseball Diamond Schedule

PW Supt Lasiter and Cindy Yates met with the various entities and organizations that will be using the ball diamond this year.  All parties were very cooperative and willing to work together.  The schedule has been prepared and is for Monday – Thursday plus Saturdays through October 2009.  Councilman Spencer asks how late the diamond will be in use.  Lasiter states the park closes at 10:00 p.m. and adds that they will not be using the lights.

 

NEW BUSINESS

Flood Insurance

Randy Teltoe introduces Nate Mathis.  Nate works for Bright & Williamson Insurance out of Nashville, Indiana and Gredy Insurance out of Bloomington and he is here to present cost information on flood insurance.

WWTP Shop   Building $150,000 / Contents $100,000                       annual premium $ 1,023.00

WWTP Head Works    $200,000 / Contents $  50,000                        annual premium $ 1,034.00

WWTP Solids Bldg.     $400,000 / Contents $  50,000                        annual premium $ 1,360.00

WWTP Salt & Sand     $  50,000 / Contents $  50,000                        annual premium $    550.00

Street Garage               $  50,000 / Contents $  50,000                        annual premium $    550.00

These quotes are provided by Philadelphia Indemnity Insurance Company an A+ rated company.  The policies have a $500 deductible on the building or contents per occurrence.  Attorney Robbins questions why the proposal says these buildings are not located in the flood zone.  Mr. Mathis states the information was provided by the insurance company after comparing the physical addresses of the buildings to the FEMA maps.  The decision that the buildings were not in the flood plain was not based on information provided by the town but determined by Philadelphia Indemnity.  In the event of a flood the insurance policy will stand and coverage will be provided.  Attorney Robbins asks why the buildings are being insured at replacement value when flood damage would probably result in contents damage only and not cause structural damage.  Mr. Mathis states the policy requires that all buildings must be insured at 80% of replacement value.  Mathis adds that should the council approve the policies there is a 30 day waiting period before the policies take effect.  Randy Teltoe asks the council to make Nate Mathis their agent of record on all of the policies currently written and overseen by Burnham & Flowers.  Councilman Harris moves to accept the entire flood insurance policy package presented this evening and to make Nate Mathis our agent of record.  Councilman Noonan seconds the motion.  Vote 4 affirmative.  Vice President Spencer signs the agent of record form.

 

Police Department

Marshal Stephenson states that August 4, 2009 is National Night Out.  This is a regular council meeting night.  Stephenson plans to purchase banners and do more advertising this year.  Stephenson and Sgt. Glaze will be attending a class in April put on by the Indiana State Police that will certify them to test marijuana on anyone they arrest.  By law they are allowed to assess a $50 testing fee on those individuals that will be collected along with their court costs when the case goes to trial. 

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Marshal Stephenson would like a fund set up for those fees to allow the Police Department to use that money for supplies, equipment or education for the drug enforcement program.  Councilman Alspach asks if they will be testing drugs for other agencies and Stephenson says no – only their own arrests / cases.  Councilman Spencer asks how many marijuana arrests were made last year.  Stephenson estimates between 40 and 50.  Stephenson is to present more information after he completes the class.

 

Fire Department

Chief Hedrick states they currently have two (2) alerting systems working at the fire station.  The 2 systems don’t work together and it is very hard to understand the pages.  He would like to install a new system at an estimated cost of $650.  This will provide all new relays and reuse the existing speakers.  Hedrick has funding available in his repair and maintenance account.  Council approves.

 

Member Harris leaves the meeting at 8:12 p.m.

 

Hedrick adds that the FDIC has requested use of New Whiteland’s fire engine for training at the conference April 21st & 22nd.  Hedrick has approved this request.

NWFD was approved for a smoke machine for training purposes.  The cost of the machine is approximately $1,100.  We have to pay for the machine up front and will then be reimbursed by Emergency Management.  Clerk-Treasurer Alspach has discussed this with the State Board of Accounts and the money can be put back in the Fire Department budget with council approval.  Council approves.

Firefighter I and FF II classes have started. Hedrick is now President of the Johnson County Fire Chief Association replacing Steve Dhondt.  Hedrick will also begin serving on the 911 Board.

Hedrick asks the council members if they would be willing to complete a fire department survey for him.  Council agrees to do so.  Hedrick will provide the survey within the next few weeks.  Hedrick adds that he will be on vacation the week of March 16th and will miss the next meeting.

 

Public Works

U.V. System

PW Supt. Lasiter states that this system is being pushed by both IDEM and Homeland Security.  Our project does not require that we go through the bidding process as the bulk of the cost is equipment not labor.

Concrete Work - Lasiter presents a contract with Small – Wilson for concrete work in the amount of $22,990.00 for council approval.  Lasiter requested 3 proposals; 1 company opted not to bid as they had too much work, 1 bid came in at $31,552 and the Small-Wilson bid at $22,990.

U.V. System – Lasiter sent out 4 bid packets, 2 bidders did not respond and 2 bids were received.  Henry P. Thompson submitted a bid for $67,415 and one other bid came in at $135,000.

Triad Engineering submitted a contract proposal as follows:

            $12,000 engineering

            $ 6,000 on site monitoring and inspections

            $ 5,000 preparation of bid documents and overseeing bid process

PW Superintendent Lasiter recommends doing items 2 and 3 on a time and materials basis.  We will need inspections and will need some review of bid documents. 

Councilman Noonan moves to approve the contract with Henry Thompson at a not to exceed amount of $67,415 and the contract with Small-Wilson for $22,990 and step 1 of the Triad contract for $12,000 and a not-to-exceed amount of $5,000 for steps 2 and 3.  Councilman Alspach seconds the motion. Vote 3 affirmative.

 

LEGISLATIVE BUSINESS

Ordinance 2097

Clerk-Treasurer Alspach presents the surplus vehicle ordinance on final reading. Councilman Noonan moves to adopt Ordinance 2097 and is seconded by Councilman Alspach. Vote 3 affirmative.

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Transfer Memo

Clerk-Treasurer Alspach presents the utility transfer memo for consideration. Councilman Alspach moves to approve the transfer memo and is seconded by Councilman Noonan. Vote 3 affirmative.

 

OPEN TO THE PUBLIC

Being no other business the meeting was adjourned at 8:30 p.m.

 

 

Respectfully submitted,                      

 

                                   

____________________________               

Maribeth Alspach, Clerk- Treasurer                                

 

 

 

 

Approved: _____________________________

                 Terry Spencer, Vice-President