Monday, February 23, 2015

Town Council Minutes February 3, 2015

Greentown Town Council Meeting


February 3, 2015 6:30 PM




Members Present: Scott Deyoe, Todd Everling, J. Scott Flick, Teresa Duke, Clerk.
Absent: Dan Adams, Joyce Higginbottom.


Meeting was called to order by President Scott Deyoe.


Minutes of Previous Meeting: The minutes of the previous meeting were presented for additions or corrections. Mr. Deyoe asked for a motion to accept. Motion was made by Mr. Flick. Motion seconded by Mr. Everling. Motion carried.


Approval of Dockets: General Fund total expenses for January 21st – February 3rd were $39,745.32. Water Co. was $18,006.39. The Wastewater Utilities totaled $174,326.27. Mr. Deyoe asked for a motion to accept. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.


Items from Attorney: Mr. Peelle presented two ordinances: AN ORDINANCE RESTORING CONTROL OF THE TOWN OF GREENTOWN MUNICIPAL UTILITIES TO THE CLERK-TREASURER OF THE TOWN OF GREENTOWN and AN ORDINANCE AMENDING THE ORDINANCE REGULATING THE CONNECTION TO AND USE OF PUBLIC AND PRIVATE SEWERS AND DRAINS, INSTALLATION AND CONNECTION TO BUILDING SEWERS, AND THE DISCHARGE OF WATERS AND WASTES INTO THE PUBLIC SEWER SYSTEM OF THE TOWN OF GREENTOWN. Mr. Peelle reviewed an Engagement Letter for Rate Consulting Service for the Water and Storm Water from Therber, Brock & Associates, LLC. Mr. Peelle also indicated that he had contacted Bose McKinney & Evans LLP to be Greentown’s bond counsel on the Waterworks Refunding Revenue Bonds, Series 2015. Further discussion of these items will be conducted during the New Business section of the meeting.


Engineer Report: Mr. Brauen presented Task Order #3 for the Stormwater Utility. This Task Order is needed for Mr. Brock to conduct a new rate study for the stormwater utility. Mr. Deyoe asked for a motion to accept Task Order # 3 from Wessler Engineering that will not exceed $15,200.00 in costs and to be paid from the Stormwater Utility fund. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.


The Town of Greentown is pursuing an OCRA Grant and the following Agreement and Task Orders are needed for the application process for this grant. Mr. Deyoe asked for a motion to accept AGREEMENT BETWEEN TOWN OF GREENTOWN AND WESSLER ENGINEERING FOR ON-CALL DRINKING WATER ENGINEERING SERVICES at their current hourly rates for 2015. Motion was made by Mr. Flick. Motion was seconded by Mr. Everling. Motion carried. Mr. Deyoe asked for a motion to approve Task Order #1 against the On-Call Agreement that was just approved and will not exceed $15,000 in costs. Motion was made by Mr. Flick. Motion was seconded by Mr. Everling. Motion carried. Mr. Deyoe asked for a motion to accept Task Order #2 which will provide a water system evaluation and preparation of a Preliminary Engineering Report to be used for OCRA and SRF project funding and will not exceed $30,000 in costs. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.


Greentown Fire Dept. Report: Mr. Hendricks reported that in January they had 4 fire runs, 4 rescue runs, and 46 EMS runs. Mr. Hendricks informed the council that Brad Winger was awarded Farmer of the Year by Monsanto. This award is donating $2,500 to a charity that Mr. Winger wishes and that is the Greentown Fire Department. The check will be presented to the Fire Department at their March 2nd meeting.


Police Dept. Report: Reading of Paper Report. Mr. Deyoe asked for a motion to accept the report. Motion was made by Mr. Flick. Motion was seconded by Mr. Everling. Motion carried.


Water Report: Reading of Paper Report. Mr. Deyoe asked for a motion to accept the report. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.


Street Report: Reading of Paper Report. Mr. Deyoe asked for a motion to accept the report. Motion was made by Mr. Flick. Motion was seconded by Mr. Everling. Motion carried.


Wastewater Report: Reading of Paper Report. Mr. Deyoe asked for a motion to accept the report. Motion was made by Mr. Flick. Motion was seconded by Mr. Everling. Motion carried.


Park Advisory Board Report: No Report


Old Business: None


New Business from Council Members: Mr. Deyoe would like to suspend three readings for Ordinance Number 2015-2: RESTORING CONTROL OF THE TOWN OF GREENTOWN MUNICIPAL UTILITIES TO THE CLERK-TREASURER OF THE TOWN OF GREENTOWN since there would be no financial impact to the Town. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried. Mr. Deyoe read ORDINANCE NUMBER 2015-2. Mr. Deyoe asked for a motion to accept ORDINANCE NUMBER 2015-2. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.


Mr. Peelle has received and reviewed a letter of engagement from Bose McKinney & Evans LLP to be Greentown’s bond counsel for the Waterworks Refunding Revenue Bonds, Series 2015. Mr. Deyoe asked for a motion to accept this Scope of Engagement from Bose McKinney & Evans LLP. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.


Mr. Deyoe read a letter of Engagement from Therber, Brock & Associates, LLC, for Rate Consulting Service for Water and Stormwater. Mr. Deyoe asked for a motion to accept Therber, Brock & Associates, LLC letter of Engagement for Rate Consulting Service for Water & Stormwater. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.


Mr. Deyoe asked to suspend three readings on ORDINANCE 2015-3 since there would be no financial impact to the Town. Motion was made by Mr.Everling. Motion was seconded by Mr. Flick. Motion carried. Mr. Deyoe read ORDINANCE 2015-3: AN ORDINANCE AMENDING THE ORDINANCE REGULATING THE CONNECTION TO AND USE OF PUBLIC AND PRIVATE SEWERS AND DRAINS, INSTALLATION AND CONNECTION TO BUILDING SEWERS, AND THE DISCHARGE OF WATERS AND WASTES INTO THE PUBLIC SEWER SYSTEM OF THE TOWN OF GREENTOWN, INDIANA. Mr. Deyoe asked for a motion to accept ORDINANCE 2015-3. Motion was made by Mr. Flick. Motion was seconded by Mr. Everling. Motion carried.


Mr. Mark Hansen from Utility Service Group gave a presentation on their inspections of the North & South Water Tanks. Mr. Hansen gave the benefits of having a maintenance program with Utility Service Group:
  • Annual inspections w/reports
  • Every other year, wash-outs w/reports
  • Emergency service – No extra cost
  • Lifetime warranty on the paint coatings – Never pay for paint or labor again
  • Set annual budget figure, no “spikes” in budget
  • NO CHANGE ORDERS
  • Preventative maintenance is less expensive than crisis management
  • Hassle free tank maintenance – single point of contact
The council will be having on going discussions on having a maintenance program with USG.


Clerk/Treasurer and Council President: Mr. Deyoe announced that the Utilities Office will be closed on Mondays starting on February 9, 2015. The Utilities Office hours will be from 8:30-4:30 Tuesday thru Friday. Will be closed 1:00 to 2:00 for lunch.


Guests: None


Adjourn: Mr. Deyoe asked for a motion to adjourn. Motion was made by Mr. Flick. Motion was seconded by Mr. Everling. Motion carried.






Town Council Minutes January 20, 2015

Greentown Town Council Meeting


January 20, 2015 6:30 PM




Members Present: Scott Deyoe, Todd Everling, J. Scott Flick, Teresa Duke, Clerk. Absent: Dan Adams, Joyce Higginbottom.


Meeting was called to order by President Scott Deyoe.


Minutes of Previous Meeting: The minutes of the previous meeting were presented for additions or corrections. Mr. Deyoe asked for a motion to accept. Motion was made by Mr. Flick. Motion seconded by Mr. Everling. Motion carried.


Approval of Dockets: General Fund total expenses for January 7th – January 20th were $36,749.55. Water Co. was $11,667.31. The Wastewater Utilities totaled $12,149.96. Mr. Deyoe asked for a motion to accept. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.


Engineer Report: Mr. Brauen gave a report on Greentown’s Water Wells and their capacities. Wells #1 and #2 are located by the south water tower and are close together. Well #3 is on leased property owned by New Holland of Rochester. Well #4 was dug 10 plus years ago and is located north of the fairgrounds but has not been brought on line yet. Ortman Well Drilling does the Town maintenance on the wells and provided flow data in September of 2014 which was used to determine if well #3 was abandoned would the Town meet the State of Indiana’s requirement to provide water to the residents and it would not. The Town would need to bring on well #4. The State looks at your best producing well and if that well would happen to go out of service would the Town be able to meet the State’s requirements to the residents. Well #4 would have twice the flow rate of well #3.


Mr. Brauen presented four projects with probable costs: Project A – New Groundwater Well (Well #4) $230,000. Project B – Howard Street Water Main Replacement $73,000. Project C – S.R. 213 Water Main Replacement $93,000. Project D – Payton Street Water Main Extension $147,000. Total estimated cost for all projects is $678.750.


Steven Brock – Rate Study for Water Co.: Mr. Brock of Therber, Brock & Associates, Inc. has reviewed the 2013 water rates for the Greentown Water Utility and determined that the utility requires additional funding. Mr. Brock has not seen the rates for 2014. The Water Utilities are supposed to be self-supporting. Mr. Brock indicated that Greentown needs a water rate increase in order to make the utility fully funded. Mr. Brock will be in attendance at the public hearings to help explain to the community why Greentown needs a water rate increase. Mr. Brock recommends implementing a two phase rate increase. The first rate increase would involve looking at the Water Company’s current financial condition and establish rates that would get the Water Co. fully funded. The second rate increase would solely be used to get a matching grant for improvements. The purposes of the grant are described below. Preceding this way allows town residents to know and understand why the rate increases are required. Mr. Deyoe asked for a motion to do a Water rate study and to conduct it into two phases. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.


Greentown has the opportunity to refinance an SRF Loan that the Water Utility holds at 4.5% interest rate. The balance on the current loan is just over one million dollars. The Water Co. can save around $10,000 year by refinancing this loan to a 2.5% interest rate or lower. Mr. Deyoe asked for a motion to allow Therber, Brock & Associates, Inc. to work with the clerk treasurer and refinance the Water Utility’s SRF Loan of 4.5% interest rate to a rate of 2.5% or lower. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried. Mr. Deyoe authorized Mr. Peelle to designate a bond counselor which is required in the SRF loan refinance process.


Amy Miller – Discuss Grants for the Water Utility: Amy Miller, owner of Cornerstone Grants Management, Inc., informed the Town Council on the time schedule to pursue an Office of Community and Rural Affairs Grant (OCRA) for the Water Utility which would include all projects that Mr. Brauen presented. OCRA has only one funding period a year and the proposal is due on March 6, 2015 and final application deadline is May 29, 2015. The Town of Greentown will need to conduct a income survey as part of the requirement from OCRA. Mrs. Miller said the income survey can be done by mailings, over the phone or door to door. She recommends the door to door survey if the Town could provide sufficient resources for it. If not, then a mailed survey is the best alternative. Mr. Deyoe recommended doing the mailings for the income study. Income survey fee is $2,790. Mr. Deyoe asked for a motion to conduct an Income Study that Nannette L. Van De Voorde, owner of NV Grant Services, LLC, would perform. Motion was made by Mr. Everling. Motion seconded by Mr. Flick. Motion carried. The Income Survey will be funded out of Riverboat funds and will not exceed $4,000. Mr. Brock advised the Town Council to apply for an SRF Loan in case the OCRA Grant does not get approved. Mr. Brock will apply for the SRF at no charge to the Town. The Town does not have to accept the SRF if the OCRA is denied. Mr. Deyoe asked for a motion for Therber, Brock & Associates to apply for an SRF Loan on behalf of Greentown at no charge. Motion was made by Mr. Everling. Motion seconded by Mr. Flick. Motion carried.


Old Business: None


New Business from Council Members: None


Clerk/Treasurer and Council President: Mrs. Duke informed that the Utilities office will be terminating the postcard billings and use letter size for the billings starting on February 25, 2015. Savings to the Water and Wastewater Utilities will be $100. a month.


This is an election year for Town Council Members for Wards 1, 2, and 3, and is for a one year term. The Howard County Clerk’s office will run the election at no cost to Greentown.


Guests: None


Adjourn: Mr. Deyoe asked for a motion to adjourn. Motion was made by Mr. Flick. Motion seconded by Mr. Everling. Motion carried.


Town Council minutes January 6, 2015

Re-Organization Meeting of Town Council


January 6, 2015 6:30 PM




Members Present: Todd Everling, Dan Adams, J. Scott Flick, Teresa Duke, Clerk. Absent: Scott Deyoe and Joyce Higginbottom.


Clerk Teresa Duke called to order the Town Council Re-Organization meeting. Mrs. Duke asked for nominations for President. Mr. Everling nominated Scott Deyoe. The nomination was seconded by Dan Adams. Scott Flick moved nominations be closed. Both motions were approved. Scott Deyoe will be President for the year 2015. Mrs. Duke asked for nominations for Vice President. Scott Flick nominated Todd Everling. Dan Adams seconded the nomination. Both motions were approved. Todd Everling was elected Vice President for 2015.






Greentown Town Council Meeting


January 6, 2015 6:40 PM

Members Present: Todd Everling, Dan Adams, J. Scott Flick, Teresa Duke, Clerk. Absent: Scott Deyoe and Joyce Higginbottom.


Meeting was called to order by Mr. Everling.


Minutes of Previous Meeting: The minutes of the previous meeting were presented for additions or corrections. Mr. Everling asked for a motion to accept. Motion was made by Mr. Flick. Motion was seconded by Mr. Adams. Motion carried.


Approval of Dockets: General Fund total expenses for December 3rd 2014 – January 6th 2015 were $53,605.65. Water Co. was $158,676.81. The Wastewater Utilities totaled $123,119.32. Mr. Everling asked for a motion to accept. Motion was made by Mr. Adams. Motion was seconded by Mr. Flick. Motion carried.


Items from Attorney: Mr. Peelle has an amended ordinance for the Flood Hazard Areas for Greentown. The original Ordinance No. 2014-4 was sent to IDEM on November 19th 2014 for review. IDEM came back and said a section needed to be renumbered. Ordinance is due February 1, 2015. Mr. Everling asked for a motion to suspend the three readings on amended Ordinance for the Flood Hazard Areas for Greentown. Motion was made by Mr. Flick. Motion seconded by Mr. Adams. Motion carried. Mr. Everling asked for a motion to accept amended Ordinance. Motion was made by Mr. Flick. Motion seconded by Mr. Adams. Motion carried. The ordinance will now be Ordinance No. 2015–1.


Items from Engineer: Mr. Brauen was not in attendance. Mr. Brauen will be at the January 20th meeting to discuss an OCRA Grant for the Water Co.


Greentown Fire Department: Mr. Hendricks reported that in December they had 53 Runs: 45 EMS, 5 Rescue, and 3 Fire.


Police Report: Reading of Paper Report. Mr. Everling asked for a motion to accept the report. Motion was made by Mr. Flick. Motion seconded by Mr. Adams. Motion carried.


Water Report: Reading of Paper Report. Mr. Everling asked for a motion to accept the report. Motion was made by Mr. Adams. Motion seconded by Mr. Flick. Motion carried.


Street Report: Reading of Paper Report. Mr. Everling asked for a motion to accept the report. Motion was made by Mr. Flick. Motion seconded by Mr. Adams. Motion carried.


Wastewater Report: Reading of Paper Report. Mr. Everling asked for a motion to accept the report. Motion was made by Mr. Flick. Motion seconded by Mr. Adams. Motion carried.


Park Advisory Board: No Report.


Old Business: None.


Review Kokomo Humane Society Contract for 2015: Mr. Peelle reviewed contract and everything is the same including dollar amounts as last year. Marshal Bennett commented that the Humane Society’s service over the years have been good. Mr. Everling asked for a motion to accept the Kokomo Humane Society Contract for 2015. Motion was made by Mr. Flick. Motion seconded by Mr. Adams. Motion carried.


New Business from Council Members: None.


Clerk Treasurer and Council President: Mr. Everling made note that the Plan Commission and Board of Zoning Appeals will reorganize at the January 20th 2015 meeting.


Guests: None.


Adjourn: Mr. Everling asked for a motion to adjourn. Motion was made by Mr. Flick. Motion seconded by Mr. Adams. Motion carried.






















Clerk Attest: