Monday, September 14, 2015

Town Council meeting minutes August 19, 2015


Greentown Town Council Meeting

August 19, 2014 6:30 PM

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

Meeting was called to order by Mr. 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 August 1st – 19th were $27,488.08. Water Co. was $13,180.67 and the Wastewater Utilities totaled $13,286.34. Mr. Deyoe asked for a motion to accept. Motion was made by Mr. Everling. Motion seconded by Mr. Adams. Motion carried.

Items from Attorney: Mr. Peelle prepared an amended contract agreement between the Town of Greentown and Klein Enterprises, LLC. Mr. Peelle also drafted a resolution for adopting the Howard County Multi-Hazard Mitigation Plan.

Old Business: Police paper report for July was read due to Marshall Bennett’s vacation last meeting. Mr. Deyoe asked for a motion to accept the report. Motion was made by Mr. Everling. Motion seconded by Mr. Flick. Motion carried.

Greg Sheline, Executive Director of Kokomo-Howard County Plan Commission: Mr. Sheline’s office has spent the past year working on the Multi-Hazard Mitigation Plan. This plan has to be updated every 5 to 10 years to receive possible mitigation funds from FEMA. It will take up to 6 months for approval from FEMA once they receive the paper work. Mr. Deyoe stated the Town of Greentown has reviewed the Plan and affirms that the Plan will be updated no less than every ten years. The Town’s resolution reads as follows:

NOW, THEREFORE BE IT RESOLVED that the Town Council of the Town of Greentown, Howard County, Indiana, adopts the Howard County Multi-Hazard Mitigation Plan, and resolves to execute the action in the Plan.

Mr. Deyoe asked for a motion to accept. Motion was made by Mr. Everling. Motion was seconded by Mrs. Higginbottom. Motion carried.

2015 Budget Discussion: The Town Council approved public hearings on the 2015 Budget to be held on October 7th and 21st. The Town Of Greentown budget worksheet amounts for 2015 are the following: General Fund $209,313, Police Department $186,475, Landfill $164,150, Riverboat $6,000, MVH $197,275, Local Road & Streets $31,050, LEEF $9,600, Rainy Day $4,400, EDIT $9,000, CCI $9,000, and Cumulative Building Fund $1,900.

New Business: Mr. Flick brought attention to the board that the Police Department were having issues with the body cameras not working properly. For the past three weeks, Marshall Bennett has been wearing a new body camera to test for approval. The sound and picture quality is very good compared to the current cameras. Marshall Bennett received a quote for $1,620 that includes two body cameras and battery backup plus software. The Town Council would like to have Three Body cameras. The additional camera would bring the total to $2,415. Mr. Deyoe asked for a motion to accept. Motion was made by Mr. Flick. Motion was seconded by Mr. Everling. Motion carried. Body camera purchase will be funded by the LEEF Fund.

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

Town Council meeting minutes July 21, 2015


Greentown Town Council Meeting
July 21, 2015 6:30 PM

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

Absent: 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 was seconded by Mr. Adams. Motion carried.

Approval of Dockets: General Fund total expenses for July 8th – July 21st were $30,648.79. Water Co. was $8,173.98. The Wastewater Utilities totaled $21,888.36. Mr. Deyoe asked for a motion to accept. Motion was made by Mr. Everling. Motion was seconded by Mr. Adams. Motion carried.

Approval of Utility Service Group Contract: Mr. Deyoe read the Water Tank Maintenance – 200,000 Gallon Elevated – North Tank contract between the Utility Service Co., Inc. and Greentown Municipal Water, Indiana. Contract Price/Annual Fees: The tank shall receive a mixing system installation, chemical clean washout and repairs prior to the end of Contract Year 1. The tank shall receive an exterior renovation prior to the end of Contract Year 2. The first five annual fees shall be $33,216.00 per Contract Year. The annual fee for Contract Year 6 and each subsequent annual fee shall be $13,794.00 per contract year; however, in Contract Year 9 and each third anniversary thereafter, the annual fee shall be adjusted to reflect the current cost of service. The adjustment of the annual fee shall be limited to a maximum of 5% per annum. All applicable taxes are the responsibility of the Owner and are in addition to the stated costs and fees in the Scope of Work No. 1. The entire contract is available for public review at the Greentown Utility Office. Mr. Deyoe asked for a motion to accept the Utility Service Group contract for the North Water Tank. Motion was made by Mr. Everling. Motion was seconded by Mr. Adams. Motion carried.

Mr. Deyoe read the Water Tank Maintenance – 300,000 Gallon Elevated – South Tank between Utility Service Co., Inc. and Greentown Municipal Water, Indiana. Contract Price/Annual Fees: The tank shall receive a mixing system installation, chemical clean washout and repairs prior to the end of Contract Year 1. The tank shall receive an exterior renovation and interior renovation prior to the end of Contract Year 3. The first five annual fees shall be $35,740.00 per Contract Year. The annual fee for Contract Year 6 and each subsequent annual fee shall be $16,698.00 per Contract Year; however, in Contract Year 9 and each third anniversary thereafter, the annual fee shall be adjusted to reflect the current cost of service. The adjustment of the annual fee shall be limited to a maximum of 5% per annum. All applicable taxes are the responsibility of the Owner and are in addition to the stated costs and fees in this Scope of Work No. 2. The entire contract is available for public review at the Greentown Utility Office. Mr. Deyoe asked for a motion to accept the Utility Service Group contract for the South Water Tank. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.

Old Business & Engineer Report: Ryan Brauen presented to the Town Council the Tabulation of Quotes for project # 132010.04.001 for the Meadows Lift Station Improvement Project.
  • Davidson Excavating quote - $158,000
  • Deichman Excavating quote - $163,800
  • F & K Construction, Inc. quote - $95,203.
Mr. Deyoe asked for motion to accept the quote from F & K Construction, Inc, to perform the work at the Meadows Lift Station. Motion was made by Mr. Everling. Motion was seconded by Mr. Adams. Motion carried.

F & K Construction, Inc. submitted and Wessler Engineering reviewed the Bond and Insurance and other items that were required by the quote package. Mr. Deyoe asked for a motion to accept the Bond and Insurance as presented by F & K Construction, Inc. Motion was made by Mr. Everling. Motion was seconded by Mr. Adams. Motion carried.

Mr. Deyoe read the Agreement with F & K Construction, Inc. on the Meadows Lift Station Rehabilitation Greentown, Indiana – Wessler Project No. 132010.04.001 for $95,203.00. Mr. Deyoe asked for a motion to accept the Agreement with F & K Construction, Inc. for the Meadows Lift Station Rehabilitation at the cost of $95,203.00. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.

Mr. Deyoe asked for a motion to accept the Notice to Proceed dated July 21, 2015 for F & K Construction, Inc. on the Meadows Lift Station Rehabilitation. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.

Mr. Deyoe asked for motion to submit a purchase order to BL Anderson for $37,110.00 for equipment to be used at the Meadows Lift Station Improvement Project. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.

Ryan Brauen discussed Project Memorandum – SR 213 Sanitary Sewer Extension. A sanitary sewer extension has been proposed to serve eight properties, located east of SR 213. To achieve this objective, four alternatives were considered. One of the four alternatives has been eliminated because of the constraints of the project.

Engineer’s Opinion of Probable Project Costs – Conceptual Cost Estimates

Alternative
Construction Costs
Non-Construction Costs
Total Costs
Gravity Sewer 01
$213,500
$115,000
$328,500
Low Pressure 03
$124,500
$84,000
$208,500
Low Pressure 04
$95,000
$65,000
$160,000

The operation and maintenance costs were not included in this cost estimate.

The Council discussed bringing these eight properties into town and offering them sewer service. The Town Council will have further discussions on this matter.


New Business: Mr. Deyoe read Jared Isaac’s letter of resignation from his position as a Water Department Manager dated July 16, 2015. The Town Council thanked Mr. Isaac for his service and wished him the best with his future employment as a firefighter in Charlotte, South Carolina. Mr. Isaac last day of employment will be July 31, 2015. Mr. Deyoe asked for a motion to accept Mr. Isaac’s resignation. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.

Re-adoption of Ordinance No. 2015-4: For the purposes of the Ordinance hearing, Mr. Jeremy Peelle, the attorney for the Town, was also present at the meeting.

Mr. Deyoe stated that on March 24, 2015, the Council introduced Ordinance No. 2015-4, a bond ordinance prepared by Bose, McKinney & Evans LLP in connection with the proposed issuance of waterworks refunding revenue bonds by the Town for the purpose of providing funds for the current refunding of the Town’s Waterworks Revenue Bonds of 2003, and adopted said Ordinance No. 2015-4 on unanimous vote of the Council members present.

Mr. Deyoe stated that at the March 24, 2015 meeting of the Council, only 3 of the 5 members of the Council were present at said meeting and that it is necessary for the Council to readopt Ordinance No. 2015-4 at this meeting thereby ratifying and confirming the adoption at the March 24, 2015 meeting.

Mr. Deyoe then stated that it would now be in order for the Council to finally consider said ordinance for adoption.

Said Ordinance having been read by title, Mr. Everling then moved that Ordinance No. 2015-4 be adopted, thereby ratifying and confirming the adoption at the March 24, 2015 meeting. This motion was seconded by Mr. Flick and on call of the roll was carried by the following vote: Mr. Deyoe, aye; Mr. Everling, aye; Mr. Flick, aye; and Mr. Adams, aye.

Mr. Deyoe announced that Ordinance No. 2015-4 had been duly passed and adopted.

Mr. Deyoe read Resolution 2015-2 Transfer: Whereas, by Indiana Statute 36-1-8-5, the Town of Greentown will transfer the unused appropriations from the General Fund to the Rainy Day Fund. The transfer amount of $80,356.00 will take place in January of 2016. Mr. Deyoe asked for a motion to accept Resolution 2015-2 Transfer. Motion was made by Mr. Everling. Motion was seconded by Mr. Adams. Motion carried.

Mr. Deyoe asked for a motion to authorize Clerk Treasurer Teresa Duke, to sign the Notice of Intent to Sell Bonds. Motion was made by Mr. Everling. Motion was seconded by Mr. Adams. Motion carried. Selling the bonds which the Greentown Water Co. holds will allow refinancing the bonds at a lower rate. The amount of the bonds is $1,140,000.00.

Mr. Deyoe read the Preliminary Official Statement Dated July 20, 2015. This statement allows offering the Greentown Water Co. bonds on the market. Payment due dates starting January 1, 2016 thru January 1, 2024 for a total of $1,140,000.00. Mr. Deyoe asked for a motion to accept the Preliminary Official Statement Dated July 20, 2015. Motion was made by Mr. Everling. Motion was seconded by Mr. Flick. Motion carried.

Mr. Deyoe asked Mr. Peelle to prepare a quit claim deed for the property that Indiana Wesleyan University is donating to the Town of Greentown. Indiana Wesleyan University representatives will be at the August 4th Town Council Meeting to finalize this transaction.

Mr. Deyoe announced that immediately following the Town Council Meeting on August 4th there will be an executive session to discuss personnel issues and staffing for the Town of Greentown. Mr. Deyoe asked all those in favor acknowledge aye. Mr. Everling, Mr. Adams and Mr. Flick said aye.

Guests: None.

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