Town Council minutes June 4, 2013

TOWN COUNCIL MEETING

JUNE 4, 2013          7:30 PM

 

PRESENT:  Council Members:  Dan Adams, Todd Everling, J. Scott Flick, and Joyce Higginbottom;

Terri  Sommers, Clerk-Treasurer;  Joyce Flick, Deputy Clerk;  Jeremy Peele, Town Attorney.

ABSENT:  Scott Deyoe

 

After prayer by Dan Adams, the Pledge of Allegiance was led by Guest Darrell Allen.  The meeting was then brought to order by Vice President Dan Adams.  Flick made the motion to accept minutes of the previous meeting, Higginbottom seconded. Motion passed.

 

JEREMY PEELE:  (1) He talked to Marshal Bennett about the order on a forfeiture of property in a criminal case which should be resolved. He will follow up on this tomorrow.  (2) He needs to spend time at the auditor’s office going through the road situation, as there are some roads in Greentown that are still owned by Howard County that needs to be sorted out in property records. He expects to get this worked out.  (3) He put a call in to Alan Wilson about the wellhead protection ordinance that Howard County needs to pass for the areas in our wellhead protection zone but outside of municipal limits. Ryan (Brauen) is going to check on that for, but there is no eminent time frame to worry about. Ryan will have the person who is handling that from his office email with update on deadlines.

 

RYAN BRAUEN, WESSLER ENGINEERING:  (1) Ryan presented amendment to wellhead protection plan agreement. He spoke of notification/requirement through IDEM for air quality control. It is a monitoring and recording procedure that is required for back-up emergency generators and other fume-emitting products the town has. We are not likely to be fined or audited because we are too small of a community, but we are still required to do some of this work. Kevin (Moss) has been working on this with people from Wessler Engineering office. Deadline to participate in this program, which could result in reduced violation fees, if incurred, is June 28.  An estimated fee of $2,500 for Engineering Services is included in the agreement. Ryan left the proposal with town council to be acted upon at a later date if approved.  This is a preventative measure, and will help in maintaining compliance with IDEM. 

(2)  Continuing to monitor construction at the WWTP. Clarifiers are pretty much on schedule, maybe a week behind. Figuring out how to handle ground water; there will be selections to make on paint colors. Progress meeting Thursday at 2:00 pm.

 

FIRE DEPARTMENT:  No report.

POLICE:  Report read. Higginbottom made motion to accept; Everling seconded. Motion passed.

WATER & STREET:  Report read.  (1) In new business, Kevin requested approval for some new t-shirts for water & sewage employees (approx. $8-$10 x 6 shirts). Higginbottom made motion to accept; seconded by Flick. Motion passed.  (2) Kevin also requested that Scott be allowed to work an extra two days a week with water & street departments, due to the vacancy left by Jared Isaac. It was decided that they need to work it out between them.  (3) Also mentioned in report that Kevin would like to see some of the main inceptor sewer cleaned and televised from the WWTP in some specific areas. We would be looking at a rough estimate of $15,000 - $20,000 for this project.  Most of these lines were last done in 2001/2004. He will get more accurate estimates if there is an interest in pursuing this. Joyce Higginbottom mentioned possible “matching funds” grant money available through the county that could be used for almost anything. We will look into this further.  (4) Flick made motion to accept the report; Everling seconded. Motion passed.

WASTEWATER:  Report read. Steve Rule addressed concerns about changes at the spillway/dam and its effect on the WWTP. He did say that Ryan (Wessler Eng.) does not feel it is a problem. Joyce Higginbottom said she will talk to Ryan about this. Motion to accept report by Flick; seconded by Higginbottom. Motion passed.

PARK ADVISORY:  No report.

 

NEW BUSINESS:  (1) Clerk Terri Sommers informed those present about the proposed establishment of a Cumulative Capital Development (CCD) Fund for the town. The process involves two (2) publications in the Kokomo Tribune (June 8 and 15), followed by a public hearing which will coincide with our next board meeting on June 18. Higginbottom made motion to proceed with publications and public hearing, Flick seconded. Motion passed.

 

MISCELLANEOUS BUSINESS:  (1) Dan Adams addressed the July 2 board meeting.  Being a holiday week when many people will be on vacation or unavailable, it was recommended that the July 2 meeting be cancelled, and the July 16 meeting be held as scheduled. Higginbottom made motion to accept, seconded by Flick. Motion passed.

 

GUESTS:  (1) Darrell Allen questioned why the fountain wasn’t running, and spoke his concern about the tornado siren not serving a purpose since there is only one police officer on duty, as sirens are activated from the police cars. Discussion followed.  It was brought up that due to today’s technology, the siren is not our only means of notification in case of severe weather.  Jeremy Peelle suggested EMA reverse 911 system and gave a brief explanation of this.  It was also suggested that the radio transmitter can be given to any responsible person(s), such as the Fire Dept. This will be looked into further. (2)  Gary Buckley, Chairman of Music at the Fountain, requested the closure of Meridian Street from the stoplight to the alley north of City Hall, on Thursday evenings starting July 25 through Sept. 12, from 6 to 9 pm. He also asked that barricades be available for blocking the street. Higginbottom made a motion to honor this request, seconded by Flick. Motion passed. Mr. Buckley asked if they could store their sound system in City Hall during this time as they have been allowed to do in the past. He was told that would be no problem.

 

Motion to adjourn by Flick, seconded by Everling.  Motion passed. Meeting adjourned at 8:17 pm.

Town Council Minutes May 7, 2013

TOWN COUNCIL MEETING

MAY 7, 2013          7:30 PM

 

PRESENT:  Council Members:  Scott Deyoe, Dan Adams, Todd Everling, J. Scott Flick, Joyce Higginbottom;

Terri  Sommers, Clerk-Treasurer;  Joyce Flick, Deputy Clerk; Jeremy Peele, Town Attorney.

SPECIAL GUESTS:  Mike Ward and Josh Cox, Indiana American Water.

 

After prayer by Dan Adams and the Pledge of Allegiance, the meeting was brought to order by President Scott Deyoe.  Flick made the motion to accept minutes of the previous meeting, Everling seconded. Motion passed.

 

JEREMY PEELE:  (1) He spoke with Marshal Bennett about property issue he believes they got resolved.

(2) He also talked to Alan Wilson, Asst. County Attorney, about county passing zoning ordinance in wellhead protection area that is outside town limits, who approved the language sent to him so he doesn’t expect that to be an issue. We will need to pass a corresponding ordinance for the property within the town limits. These ordinances would be in compliance with the wellhead protection plan.

(3) Mr. Peele addressed the question of liability of prior Clerk  Treasurer  for late fees that were incurred. He stated there is potential for personal liability anytime there is penalty or interest charges for late payments, and if the council wants him to proceed with that to let him know.

 

RYAN BRAUEN, WESSLER ENGINEERING:  (1) Ryan addressed Change Order #1 for the WWTP, recommended by Wessler, approved by TCI.  This involves seven (7) items classified as change to the project, resulting in a total net decrease in the construction cost of $30,925.00 (the bulk of which came from removing an Admixture from the concrete mix); and an increase of one (1) construction day. This change would bring the new contract amount to $5,115,075.00. Higginbottom made the motion to accept the change; Everling seconded. Motion passed.  (2) Ryan also presented a proposal (PCO #16) from Thieneman on costs for modifications to the plant to assist with future flood control. This involves seven detailed items as changes. If accepted, this change order would add $37,330 to the cost of the project for TCI, and an additional (approx.) $5,000 amendment to Wessler’s Construction Services agreement. There would also be a fifteen (15) day extension required. Higginbottom made a motion to accept this change; Everling seconded. Motion passed. Ryan will take care of paperwork to proceed.

 

FIRE DEPARTMENT:  Report read. 6 fires, 40 EMT runs, 12 rescue.

POLICE:  Report read. Everling made motion to accept; Adams seconded. Motion passed.

WATER & STREET:  Report read. Higginbottom made motion to accept; seconded by Flick. Motion passed.

WASTEWATER:  Report read. Motion to accept by Flick; seconded by Adams. Motion passed.

PARK ADVISORY:  (1) There are still a few spots to be adopted. (2) Community service day is May 11.    (3) Farmers Market starts May 11 and will run every Saturday through Sep. or Oct. It will be open from 9-1. (4) Community Garden will be planted as soon as possible after May 13. Jolene Rule, on behalf of Advisory Board, requested a $300 donation for the Community Garden. Adams made motion to grant request; Everling seconded. Motion passed.

 

UNFINISHED BUSINESS:  Landowner agreement read by President Deyoe. Adams made motion to accept; Higginbottom seconded. Motion passed. Letters will be sent to landowners notifying them of new agreement with request to come in to utility office, landowners and tenants, to sign new form.

 

NEW BUSINESS:  (1) Mr. Flick made a motion that the council meeting for May 21 be cancelled as there was no business to discuss. Motion seconded by Higginbottom; motion passed. Notice will be posted in City Hall window. (2) Clerk Terri Sommers presented fundraiser for Relay for Life, an event held in Greentown in June. Request was for a $45 donation to have our windows painted and signs to put in front of City Hall. Higginbottom made motion to accept; Everling seconded. Motion passed. (3) Deyoe addressed the issue of SRF (State Revolving Fund) payments. Higginbottom made the motion that the President be able to sign the necessary papers for payment to be made, with copies available in the project folder for review. Flick seconded the motion; motion passed. (4) President Deyoe announced Representative Susan Brooks would visit our town on Friday, May 31.

 

MISCELLANEOUS BUSINESS:  (1) Representatives from Indiana American Water gave a presentation regarding their interest in purchasing our water utility. Following some questions from council members and guests, they were thanked for their time. No action taken on this matter.  (2) Garry Hill addressed a request from Crave Crepes, a new downtown business, to put tables out on sidewalks. After some discussion regarding liability and ordinance, it was agreed that there would be no harm in this as long as the sidewalk was not blocked and there were no complaints.

 

GUESTS:  (1) Steve Cass spoke of his concern about the flooding that occurs on North Meridian Street when we get heavy rains. (2) Sammy Armstrong questioned if churches were excluded from being required to obtain a Peddler’s Permit. The answer was “No”… the only exception is for kids/fundraisers.

 

Motion to adjourn by everyone!  Motion passed. Meeting adjourned at 9:15.

Town Council Minutes April 16, 2013

Town Council Meeting April 16, 2013 7:30 PM

Present: Council members: Scott Deyoe, Todd Everling, J. Scott Flick, Joyce Higginbottom; Terri Sommers, Clerk-Treasurer; Joyce Flick, Deputy Clerk.

Absent: Dan Adams

After the Pledge of Allegiance, the meeting was brought to order by President Scott Deyoe. Joyce Higginbottom made the motion to accept minutes of the previous meeting.  Flick seconded. Motion passed.

Unfinished Business:  landowner agreement still under debate.  Guest Mark Bradford had several questions regarding the agreement.  A lengthy discussion followed.  Deyoe stated he would entertain a motion to delay action until May 7^th council meeting.  Everling made the motion; Flick seconded. Higginbottom made a motion that this matter be resolved at the next meeting with no further delays; Everling seconded. Motion passed.

New Business:  Clerk Terri Sommers presented the first application for SRF payment to TCI for work done to date on the WWTP, with a portion to be held in escrow at Centier Bank in Merrillville.  These forms were approved by Wessler Engineering.  Higginbottom made a motion to proceed with payment and escrow agreement; Everling seconded. Motion passed. President Deyoe signed the forms.

Deyoe announced that there would be a workshop for council members presented by Wessler Engineering Wednesday April 17^th at 7:00 PM regarding advantages and disadvantages of owning our town’s water utility.

Deyoe also informed council members that Jared Isaac, part-time laborer for the Town of Greentown, has accepted full-time employment elsewhere and will no longer be with us.

Guests: Members of a team from “Destination Imagination” from Eastern Middle School approached the Council requesting a donation for their upcoming competition. After placing first at Regional and then at State levels, they will be going to Globals on May 22 at Tennessee University.  Higginbottom made a motion to sponsor one child at a cost of $650; Flick seconded. Mr. Everling had to excuse himself from the vote because he has a child in D.I.  Motion passed.

Guest Ed Petty spoke up about concerns regarding the proposed windmill farms.  He asked if the town would help with this fight, even though it is a rural issue.  He was listened to respectfully, but President Deyoe had to express Council’s inability to be involved because it is outside of city limits.  Some discussion followed.

Motion to adjourn by Flick, seconded by Higginbottom. Motion passed. Meting adjourned at 8:20

Town Council Minutes April 2, 2013

Town Council Minutes April 2, 2013    7:30 PM

Present:  Scott Deyoe, Dan Adams, Todd Everling, J. Scott Flick, Joyce Higginbottom, Terri Sommers, Clerk- Treasurer; Joyce Flick, Deputy Clerk

Meeting was brought to order by President Scott Deyoe.  Dan Adams opened with prayer. Guest Mr. Mumaw led the Pledge of Allegiance. Dan Adams made the motion to accept the minutes of the March 19^th meeting, seconded by J. Scott Flick. Motion passed.

Attorney Jeremy Peele stated that Mr. Wilson, Assistant County Attorney, is still reviewing proposed zoning language for the wellhead protection area that is outside the town limits.  He is waiting to hear back from him to get Howard County’s cooperation in passing their zoning ordinance so we can do ours.

President Deyoe informed the council that TCI has no payment requests pending. Ryan Brauen (with Wessler Engineering) is coming Thursday for a meeting with TCI, so he did not come to meeting tonight. He talks with Ryan several times a day about our project. Area is a muddy mess.

Volunteer Fire Dept – Tom Hendricks reported runs for the month.

Police Report – Marshall Bennett provided copies of the police report for March.  He included attachment for Council Members regarding an abandoned property that needs dealt with.  Council took a few moments to look over; was not discussed at length.  President Deyoe read police report. Everling made motion to accept; Adams seconded. Motion passed.  Minimal discussion regarding abandoned property followed.  Deyoe said he would contact the Mayor’s office about getting an inspector out to look at it.

Wastewater Report – Deyoe read report for March.  Anyone (specifically council members) interested in detailed project report is welcome to be at meting on Thursday at 2:00.  Flick made motion to accept; Everling seconded. Motion passed.

Park Advisory Board – Jolene Rule reported that the two vacant positions mentioned at last meeting were in Wards 1 and 2.  She has been in contact with Eden’s Way about replacing a planter for the Adopt–A-Spot program.  Community Service Day is scheduled for May 11.  Will meet at the fountain at 9:00 AM and will finish before noon.  First day for Farmer’s Market will be May 11 and will run every Saturday through the end of October. Weather permitting from 9:00-1:00 at same location.  They will be doing Community Garden again this year; work days have yet to be chosen.  Jolene reported that the trees and bench have been moved away from the WWTP.  Trees were relocated at different places along the trail.

Utility Report – was handed out to Council Members. Nothing unusual to report or discuss.

Town Council Minutes March 5, 2013

Town Council Minutes March 5, 2013    7:30 PM

Present:  Scott Deyoe, Dan Adams, J. Scott Flick, Todd Everling, and 19 guests; Terri A. Sommers (New Clerk Treasurer) and Jeremy Peelle. ABSENT: Joyce Higginbottom

Dan Adams opened with prayer.  Jolene Rule led the Pledge of Allegiance.  Scott Deyoe introduced Terri Sommers and welcomed her as the new Clerk/Treasurer by a Republican Party Caucus at 6:30 PM.

Dan Adams made a motion to accept the minutes of February 5^th and February 19^th meetings, J. Scott Flick seconded.  Motion passed.

Jeremy Peelle, Town Attorney – had conversation with Asst. County Attorney on weld-head protection plan.  Foresees no problems at this time.  Zoning ordinance needed to be passed for outside town limits.  No action needed at this time.

Ryan Brauen, Wessler Engineering: TCI as Thieneman Construction, Inc. will start setting up in about 2 weeks weather permitting.  New recycling service is being looked at for when demolition starts.  FTM-Field Transmittal Memo minor changes.

Tom Hendricks – Greentown Fire Chief: 57 Total Runs: 41 EMS Runs; 13 Fire Runs; and 3 Rescue Runs in February.  Mr. Hendricks announced that February 1, 2013 a new EMT program became effective that runs from 6 AM to 6 PM daily (7 days a week), with a response time of less than one minute.  The question was asked, “How are they paid?” Tom replied their budget is for the service to the community of the Town of Greentown. Regular run from Kokomo Medic will stay the same.

Fire Department – The 2013 and 2014 contracts in the amount of $24,940 was signed by the Board and returned to Mr. Hendricks for the Fire Dept.  Board to sign and return by Friday.  Two installments, each $12,470 are to be made on June 1 and Dec 1 of each year.  Todd Everling made motion to accept. J. Scott Flick seconded.  Motion passed.  Regarding 2014 Fire Contract, J. Scott Flick made motion to accept, Dan Adams seconded.  Motion passed.  Lease agreement is presently in the hands of their legal counsel.

Police report – 305 hours worked; 9 traffic arrests; 21 traffic warnings; 8 cases investigated; 7 cases cleared; 1 case suspended; 5 criminal arrests; 183 calls for service; 3 accidents investigated; 27 agency assists; 1 holiday; 6 vacation days; 9 O.T. hours worked; 8 training hours; 1840.6 total miles; and 155 gallons of gas used.  Todd Everling made motion to accept.  J. Scott Flick seconded. Motion passed.

Jeff Bennett reported that he was having a tire issue.  Todd Everling suggested for him to go to Terrell’s Automotive to get the tire plugged.  Jeff also needed his petty cash fund replenished as he was down to $5.00 remaining.  The board asked Terri Sommers and Joyce Flick to look into finding his receipts in the clerk’s office and cutting him a check for petty cash.

Water & Street Report read by Scott Deyoe -Total water pumped 4,175,000; max. daily flow 222,000; min daily flow 116,000; average daily flow 149,000; miles 1212; gas 155 gallons.

M. E. Simpson pinpointed lead on 303 W. Grant St.

Repair leak in 6’ cast iron line at 303 W. Grant St.

Bontrager Welding repaired ’97 F-350 flatbed and salt spreader.

Repaired lead in ¾” copper at 222 Meadows Drive.

Installed 3 new vents on methane vent wells in SE corner of landfill.

All snowblades were serviced. Blades for ’00 F-250 were sandblasted and repainted.

Quarterly methane monitoring was done on Feb. 7 and no exceedances were noted.

Read meters, salted, plowed snow, washed and serviced equipment as needed.

J. Scott Flick made he motion to accept. Todd Everling seconded. Motion passed.

Wastewater Report read by Scott Deyoe – snowfall 2.0; Rainfall 1.6: Flow 9,151.000 gallons; daily average 326,821 gallons, Dan Adams made motion to accept, J. Scott Flick seconded. Motion passed.

Park Advisory Board – Jolene Rule met with Mr. Brad Wilson, EHS Athletic Director, and received approval to move the benches and trees from the WWTP. Jolene also advised the board that there are two openings available on the Park Advisory Board if anyone is interested.

Unfinished Business – Mr. Deyoe stated there is no update on land/ homeowner agreement regarding utilities at this time.  The Council is still looking into a solution as discussed in Caucus. Sample agreement from Kokomo Utility Co. has been obtained, and Board is committed to suspend enforcement until update is complete and approved by Town Attorney.

New Business – Mr. J. Scott Flick: Utility Office is having a problem with trash and storm water bills not being paid on time.  Mr. Flick made motion to send them to Jeremy Peelle every 3 months for a collection letter to be sent out.  Todd Everling seconded.  Motion passed.

Mr. Flick would like to take some of the March 19, 2013 council meeting time to honor the Eastern Girls Basketball Team with cake or cookies and punch and a plague-type award.  Send an invitation to come to the board meeting.  This will be funded by the council members not by the town.  Todd Everling seconded. Motion passed.

Mr. Todd Everling – No New Business

Mr. Dan Adams – No New Business

Ms. Terri Sommers – No New Business

Guests: Mr. Allen – Question on new vent at landfill. When and how long? Last year.

Mr. Buckley – Question on trash and storm water letter. Why 3 months?  Is this the same as water and sewage?  Mr. Deyoe explained that this was for the customers that have just trash and storm water only that are not paying.  The 3 months was so that it does not get out of hand and we are dealing with a small amount of money.

Town Council Meeting February 5, 2013

Town Council meeting February 5, 2013

Members present: Scott Deyoe, Dan Adams, Scott Flick, Carolyn Johnson and Jeremy Peelle. Members absent: Joyce Higginbottom and Todd Everling.

Dan Adams opened with prayer.  The pledge of allegiance was led by Clark Walker.

Reorganization of Plan Commission and Zoning Board of Appeals remain the same. Plan Commission administrator – Garry Hill. Plan Commission Chairman - Gary Lacy, Vice Chairman – Ray Mumaw, Secretary – Clark Walker, Member – Don Downs.

Board of Zoning Appeals: Chairman – Ray Mumaw, Vice Chairman – Don Downs, Secretary – Clark Walker, Member- Roger Wolfe.

Dan Adams made the motion to accept minutes of January 2013 meeting.  Scott Flick seconded. Motion passed.

Ryan Brauen – Engineer

1) Construction agreement between the Town and Thieneman Construction a. Agreement b. Insurance certificates, Performance Bond, Payment Bond. Dan Adams made the motion to approve with Scott Flick seconding. Motion passed.

2) Notice to proceed was made in a motion by Scott Flick and seconded by Dan Adams. Motion passed.

3) Wessler Amendment No. 5 a. Construction Administrative Services b. RPR (inspection services) c. WWTP Operation Support (during construction) d. Start-up Services and Operations & Maintenance Manuals e) Warranty Services.  Dan Adams made the motion to accept. Scott Flick seconded. Motion passed.

Tom Hendricks – Greentown Fire Department. 32 EMS Runs, 5 Fire runs and 1 Rescue Run in January. Lease agreement is presently in the hands of their legal council.

Water & Street Report -  Scott Flick made the motion to accept. Dan Adams seconded. Motion passed.

Wastewater Report – Scott Flick made the motion to accept.  Dan Adams seconded.  Motion passed.

Park Advisory Board – Jolene Rule had no report as they did not meet in January.

Jeremy Peelle, Attorney – Presented to the board a contract between the Town of Greentown and Attorney Jeremy Peelle for 2013.  Scott Flick made the motion to accept the contract.  Dan Adams seconded. Motion passed.

Guests: Don Downs, Merrill Swisher, Wayne Downs, Mark Bradford and Gary Etchison presented to the Town Council their displeasure concerning the letter they had received from Greentown Utilities about requiring all property owners to have the utilities bill for their properties put into their names so they are responsible for the bills.  President Scott Deyoe said he would check into this matter and re-evaluate the situation. Motion was made by Scott Flick to suspend the notice that all property owners are required to have the utilities bill for their properties put into their names until March 31, 2013.

Dan Adams made the motion to adjourn. Scott Flick seconded.

Town Council Meeting January 1, 2013

Present Scott Flick, Scott Deyoe, Todd Everling, Dan Adams, Carolyn Johnson and Jeremy Peelle. Joyce Higginbottom absent.

Re-organization of Town Council:

Todd Everling made a motion to nominate Scott Deyoe for President. Dan Adams seconded. Motion passed.  Scott Flick made the motion for Dan Adams to be nominated for Vice President. Todd Everling seconded. Motion passed.

President Scott Deyoe brought the meeting to order.  Dan Adams opened with prayer and Ray Mumaw led the pledge of allegiance.  Dan Adams made the motion to accept December 2012 minutes.  Scott Flick seconded. Motion passed.

Ryan Brauen – Engineer Notice of Award given to Thieneman Construction, Inc.  for $5,146,000.00 Project Wastewater Treatment Plant Improvements.  Dan Adams made the motion to approve. Scott Flick seconded. Motion passed.

Police Report – Dan Adams made the motion to accept with Todd Everling seconding.  Motion passed.

Water & Street Report – Scott Flick made the motion to accept with Dan Adams seconding.  Motion passed.

No business reports presented by the Greentown Fire Department, Wastewater or Park Advisory Board.

Unfinished business: Keystone Software – Disaster Recovery Agreement. Motion to pay $275.00 as the annual billing for protection of said software programs was made by Scott Flick and seconded by Dan Adams. Motion passed.

New business:  Motion made by Dan Adams seconded by Scott Flick to initiate two board meetings per month beginning February 2013.  Meet at 7:30 PM the first and third Tuesdays. Third Tuesday to be dominated by Wastewater Project.  Motion passed.

Scott Flick made the motion to adjourn. Dan Adams seconded.