Monday, February 23, 2015

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.


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