HOWARD
The Howard County Board of Commissioners met in
Regular Session on
The meeting was called to
order by Sheriff Marshall Talbert and conducted by Vice President John
Harbaugh.
vacate the chair when
necessary in order to carry out the business of the
County in the absence of
Commissioner President Bradley J. Bagwell.
The minutes from the last regular meeting held on
IN THE MATTER OF HIGHWAY ISSUES:
Mr. Ted Cain, Howard County Highway Engineer/Superintendent presented the following issues for Commissioner information and approval:
1. Commentary regarding Flood Mitigation Discussion: (See pages 1 – 3, January 21, 2003 minutes, “In the Matter of Flood Mitigation Plan Amendment – Public Discussion” for related discussion) Public comments were made that the 300 East Bridge restricts the flow of water, particularly when two 5-foot culverts were removed. There was also conversation about a significant difference in water level on either side of the bridge during flooding.
The
2. Vehicle Purchases: Mr. Cain requested permission to proceed with
the process to purchase a pick-up truck and single axel truck for a cost
between $25,000.00 and 75,000.00 and a backhoe for about $80,000.00. The quotes for the pick-up truck will be obtained
by summer. The quotes for the other
vehicles would be received toward the end of summer. The money is already allocated in the Highway
Department’s budget.
It is not necessary for the Commissioners to grant
permission to draw up specifications, therefore no action was taken on this
issue. Mr. Harbaugh commented that he
would appreciate future proposals in printed form.
3. Ordinance No. BCC-2003-05, An Ordinance
Establishing Procedures for Digging or Trenching in
Mr. Raver made a motion to approve Ordinance No. BCC-2003-05. Mr. Harbaugh seconded the motion, which carried.
4.
State Road 26 Project: The legal
notice has been published for the planned improvements at 200 West and State
Road 26. Responses are requested by
March. The plans are available at the
County Highway Department. Though it is
a State project, 200 West (
5.
400 North Project: (See page
1,
a. Purchase
of right-of-way: A letter was
received from
b. Funding: The total projected cost of the project is $1,985,528.00,
with the County portion being approximately $629,608.00. Currently, $420,000.00 has been appropriated
for the 400 North Project. Mr. Cain
suggested setting aside another $340,000.00 to allow for a cushion, since some
costs are of the reimbursement nature.
IN THE MATTER OF SHERIFF’S DEPARTMENT ISSUES
- Vehicle Acquisition Request:
Sheriff Marshall Talbert proposes to replace two (2) high mileage vehicles used by civil process servers. The six-year-old vehicles have mechanical problems and will be used as trade-ins. Sheriff Talbert and Major Steve Rogers have decided to scale down the 8-cylinder, full size cars the civil process people are using. Prices were obtained from Brad Howell Ford in Greentown. With a trade-in, a used 6-cylinder 2002 Ford Taurus can be purchased for $10,100.00. The vehicle only has 18,000 miles and with the 3-year/36,000 mile warranty, it will be under warranty until May 2005. The second vehicle will be approximately the same price. The total price for both vehicles will be approximately $20,000.00 to $21,000.00.
Mr. Harbaugh reiterated his request that any future proposals involving money or statistics should be presented in printed form. Mr. Raver made a motion to authorize Sheriff Talbert to purchase the two used vehicles from Brad Howell Ford as presented. Mr. Harbaugh seconded the motion and it carried.
IN THE
MATTER OF PLAN COMMISSION ISSUES AND PROPERTIES FOR APPROVAL:
Plan Commission Director, Glen Boise, presented the
following issues for information and approval:
1. Unsafe Building Issues: (See page 2,
Scheduled Public Hearing –
a. 5389 East 50 South: In December 2002, the Commissioners scheduled an unsafe building hearing on the property owned by Fred and Joann Johnson. There was no one present to represent the property owners at this time. Mr. Boise has talked with Mrs. Johnson’s daughter who has been trying to encourage her mother to sell the property.
Based on the fact the property owners were not present for the hearing, Mr. Raver made a motion to refer the case back to Mr. Glen Boise for further review. Mr. Harbaugh seconded the motion, which carried. (Joann Johnson and her daughter, Tosha StClair, arrived later during discussion of unsafe building issues. See Page 3)
Close Public Hearing –
b.
c.
7075 West 600 North: Several
registered letters were sent to the property owners, Brian Cheek and Carolyn
Humphrey, but the letters returned undelivered.
The property is in foreclosure at this time.
d. 2941 North 300: Negotiations to sell the property to the
e.
1803
North 850 East: The house is
properly sealed but the property owner has not responded to a letter from Mr.
Boise. Mr. Boise will attempt to contact
the owner again.
2. The Kokomo-Howard County Plan Commission
& Board of Zoning Appeals Annual Report for 2002 was presented the
Commissioners’ review.
3. Case 56-CP-02 - one (1)
lot in
4.
Case
59-CP-02 – one (lot) in Obenchain Acres Subdivision located at 3384 South
500 West was approved on a motion made by Mr. Raver. Mr. Harbaugh seconded the motion, which
carried.
5.
Case
60-CP-02 - one (lot) in Abney’s Playground Subdivision located at 1537 South
1030 East was approved on a motion made by Mr. Raver, seconded by Mr.
Harbaugh and it carried.
6.
Case
61-CP-02 - one (lot) in Hovermale Subdivision located at 10824 East 550
North was considered. Mr. Raver made
a motion to approve Case 61-CP-02. Mr.
Harbaugh seconded the motion, which carried.
7.
Status of
Mr. Raver made a motion to approve the Agreement Between Howard County and Ground Rules, Inc. for the Comprehensive Plan Preparation Services with Optional Zoning and Subdivision Control Ordinance Writing Services and authorize the Vice President to sign on behalf of the Commissioners. Mr. Harbaugh seconded the motion and it carried.
8.
Ordinance No. 2003-BCC-06, An Ordinance Amending the Flood Hazard
Mitigation Plan for Howard County: (See
Pages 2 – 3, January 21, 2003 minutes, “In the Matter of Flood Mitigation Plan
Amendment – Public Discussion” for related discussion) In accordance with the Commissioners’ request
at the previous meeting, modifications were made regarding the status of homes
on the “High-Risk” list (copies provided to the Commissioners). Mr. Raver made a motion to approve Ordinance
No. 2003-BCC-06. Mr. Harbaugh seconded
the motion, which carried.
IN THE MATTER OF JUVENILE COMMUNITY CORRECTIONS
GRANT APPLICATION:
Chief Juvenile Probation Officer Don Travis
presented the Department of Correction’s Community Corrections Grant
Application for approval. The grant in
the amount of $146,600.00 is for the Biennium year
Mr. Raver made a motion to authorize the Vice
President to sign the Howard County Community Corrections Juvenile Grant
Application. Mr. Harbaugh seconded the
motion, which carried.
* * * * * * * * * * * *
Reopen public hearing for
unsafe building -
5389 East 50 South
(Continued from page 2,
Item 1.a)
Joann Johnson and her daughter,
Tosha St Clair, arrived for the hearing that was scheduled for
Ms. St Clair and continue to investigate the case in the next two weeks.
Since the previous action was to refer the case back to Mr. Glen Boise for further review, the Commissioners did not take any further action on this issue.
The
Public hearing concluded at
IN THE
MATTER OF MAINTENANCE DEPARTMENT ISSUES:
Maintenance Superintendent Thomas Harrison presented the following issues for Commissioner information and approval:
1. Siemens Building Technologies Inc. Technical Support Program Proposal for 2003: (See page 4, January 21, 2003 minutes, “In the Matter of Maintenance Department Issues”, Item 3, for related discussion) Last year the Commissioners decided to approve the lease one (1) year at a time. Attorney Murrell corrected the signature page (Page 7) as follows:
Duration: This contract shall be for a term of one year
unless renewed by
Termination: This contract is subject to cancellation on thirty days notice by the Owner for non-performance. Either party may terminate the agreement prior to the expiration date by giving the other part 60 days written notice or the intent to terminate. The contract will automatically terminate at the end date indicated on the contract unless renewed.
Renewal: This contract will continue upon execution of
the annual renewal notice by
Charges:
Prices quoted in this proposal are firm for 30 days.
Siemens performs
preventative maintenance as well as helping solve other maintenance problems at
the Courthouse,
Mr. Raver
made a motion to approve Siemens Building Technologies Service Contract for the
Criminal Justice Center,
i. Change the name
ii. Change the words “and Annex” to
Mr. Harbaugh seconded the motion and it carried.
2. Cintas Unilease Service Agreement
Renewal: Each of the fourteen
maintenance employees is issued one jacket, six shirts and pants. The service agreement is for a term of three
years.
Mr. Raver made a motion to
approve the Cintas Unilease Service Agreement for Maintenance Department
uniforms as amended for a term of three (3) years and authorize the Vice
President to sign on behalf of the Commissioners. Mr. Harbaugh seconded the motion and the
motion carried.
3.
Mr. Raver made a motion to authorize $3,075.00 from the Cumulative Capital Development Fund for the above-described project. The motion was seconded by Mr. Harbaugh and it carried.
4. Emergency Management – Replace Six (6)
Heaters: (See page 3, January
21, 2003 minutes, “In the Matter of Maintenance Department Issues”, Item 1, for
related discussion) At the
previous meeting, the Commissioners approved $1,600.00 out of the Cumulative
Capital Development Fund for replacing the first two (2) heaters in the
Emergency Management Building located at the County Highway Garage. Tenbrook
Sales Inc. replaced the heaters and submitted a bill for $1,900.00. Mr. Harrison refused to pay the contractor
because the cost was $300.00 more than the original quote. The contractor produced a signature from a
member of Emergency Management for the $1,900.00.
True Cost to replace all 6 heaters 6 x $950ea. (not $800 ea.)= $ 5,700.00
Approved
by Commissioners on
Balance to be appropriated $ 4,100.00
Mr. Raver made a motion to authorize the request for
$4,100.00 to be paid out of the Cumulative Capital Development Fund to pay the
balance of the heating equipment at the Emergency Management building on
5.
IN THE MATTER OF PERSONNEL ADMINISTRATOR
ISSUES:
There were no issues presented for discussion.
IN THE MATTER OF INFORMATION SYSTEMS MANAGER
ISSUE – DOXPOP UPDATE (Court Record Internet Publishing):
(See page 5,
Mr. Terry Tribby, Information Systems Manager,
reported he made arrangements to roll out the new project to put records from
the courthouse judicial tracking system onto the internet. Meetings have been scheduled for
IN THE MATTER OF COURTHOUSE RENOVATIONS:
Mr. William Bassett of William Bassett and
Associates presented the following issues for Commissioner information:
· Work continues in the Probation Department and Drug and Alcohol areas in the basement.
·
The passenger elevator is anticipated to be back in operation in about
two weeks. Mr. Bassett received a
memorandum from the elevator contractor stating there are items outside of
their contract that need to be changed in the hoist way (the masonry enclosure
when the building was constructed). Mr.
Bassett asked Terstep for a request for proposals for the following items in
order to put the elevator shaft into code compliance (Proposal No. 22):
a.
The cab light and a pit light need to be placed on separate circuits.
b. The phone line for the elevator
and inmates need to be separate lines.
c.
Additional smoke detectors are needed.
d. Some exposed wires not
placed in conduit need replaced.
e.
Enclose the roof drains running through the hoist way.
·
Tie automatic recall buttons into the fire alarm system. Two (2) phone lines will be provided to the
fire alarm panel that is being setup.
Mr. Bassett recommends that the Courthouse be incorporated with an
outside fire alarm monitoring system.
(Proposal No. 8)
·
The area in Voter Registration was originally designed with a lobby
area and counter top. The Department
Heads want to revise the area and enlarge a storage room. Mr. Bassett requested a proposal from the
contractor to relocate a wall and a door to accommodate the design
revisions. (Proposal No. 23)
The Tabulation of the requests is as follows:
Item No. Description Amount
8 Tamper
& flow switch to fire alarm panel $
3,200.00
22 Power & security at passenger elevator $ 4,708.00
23 Room Changes to Voter Registration $ 652.00
TOTAL $ 8,560.00
Mr. Raver made a motion to
approve Change Order Numbers 8, 22 and 23 for a total of $8,560.00 as presented
by Mr. Bassett. Mr. Harbaugh seconded the motion and the motion carried.
·
The leak in the southeast wall of the
building continues. Maintenance Superintendent
Tom Harrison is working with a sewer contractor to insert a camera to identify breaks in the
perimeter drain system. Some of the tile
is broken, obstructed with roots and mud.
The south and east side will need to be excavated again in order to
replace the tile. Mr. Harrison will work
with Mr. Bassett to put together a plan to resolve the problem.
·
Plans for furniture are progressing.
The Commissioners anticipate authorizing the legal advertisement for the
purchase of furniture soon.
IN THE MATTER OF JULY 4th
CELEBRATION:
(See page 7,
Democratic Mayoral Candidate Susan Alexander was not
present to represent her proposal for an Independence Day Celebration. No action was taken on this issue.
IN THE MATTER OF VOTER REGISTRATION ISSUES:
Department Heads Darlene Elliott and Carol
Shallenberger presented the following issues for Commissioner information and
consideration:
1. City Precinct Numbering Change: (See page 6, December 2, 2002 minutes “In the Matter of County Clerk Issues”, Item 3, for related discussion) The Commissioners voted, at the December 2nd, 2002 meeting, to approve the precinct numbering changes that occurred in 2002. However, the State Election Division requires the approval to be in ordinance form. The Commissioners requested Ms. Elliott to research and find out what terminology the state requires. Also County Attorney Larry Murrell said he would review the state statute regarding the language in order to prepare a proper ordinance.
2.
Annexation of Precinct 6223: An order is required for the annexation of
Precinct 6223. Ms. Shallenberger
explained the order should have been passed before December 2002 in order for
it to be legal at the State level. The
people in the precinct still have the right to vote in this municipal election,
therefore it would be best to determine what precinct this annexation is going
into. Even though this annexation is
contiguous to the new precinct 15 (Clay Township/City of
Mr. Raver made a motion to add the newly annexed area into Center Township/City of Kokomo Precinct 12 and follow with a written ordinance. Mr. Harbaugh seconded the motion, which carried.
IN THE MATTER OF ADULT COMMUNITY CORRECTIONS
GRANT APPLICATION:
Adult Community Corrections Director Steve Maus
presented the following issues for Commissioner information and approval:
1.
Adult Community Corrections Grant Application: The bi-annual grant will be effective
2.
Amend
Mr. Raver made a motion to amend Section 3.2 of the Howard County Employee Handbook to include the provision as presented. Mr. Harbaugh seconded the motion and it carried.
IN THE MATTER OF MAPPING DEPARTMENT ISSUES:
(See page 6 - 7,
Jamie Shepherd, Mapping/Property Records &
Draftsman of the Howard County Auditor’s Office presented the following issues
for Commissioner information and approval:
1. GIS Professional Services
Agreement: An Authorization to
Proceed to create topology and new centroids for the Clay,
Mr. Raver made a motion to approve the Authorization to Proceed with The Schneider Corporation and authorize the Vice President to sign on behalf of the Commissioners. Mr. Harbaugh seconded the motion and it carried.
2. Fly New Aerial Maps:
a. Rescind Proposal: At the
January 21st meeting, the Commissioners accepted a proposal from
Aerocon Photogrammetric Services, Inc. subject to the
RESOLUTION CONCERNING AERIAL MAPPING QUOTES
Pursuant to I.C. 5-22-7-10(b), the Board hereby makes a written decision to rescind its acceptance on January 21, 2003 of the quote submitted by Aerocon Photogrammetric Services, Inc. for the following reasons:
1. The Board’s request for quotes specified Planimetrics as one of the tasks to be accomplished;
2.
In its action on
3. When Planimetrics is considered, Aerocon’s quote is not the lowest responsible and responsive quote; and
No written contract has been signed with Aerocon.
b. Accept proposal: Upon the recommendation of the Mapping
Department and after consideration of all bids submitted for the new Aerial
Maps Project, Mr. Raver made a motion to accept Williams Aerial to perform the
aerial photography, scanning, triangulation and planimetrics in the amount of
$70,630.00 subject to review of the contract by the
IN THE MATTER OF EXTENSION OFFICE – ANNUAL
REPORT:
There was no one present to make this report.
IN THE MATTER OF COUNTY CLERK ISSUES:
Mona Myers, Howard County Clerk and Secretary to the
Election Board, presented the following issues for Commissioner information and
approval:
1.
Polling Site List for 2003: The
polling site list for the 2003 election year was presented. Each polling site has a signed agreement with
the County Election Board to provide the site for the entire year. Mr. Raver made a motion to approve the list of
polling sites for 2003, as submitted.
Mr. Harbaugh seconded the motion, which carried.
2.
CSI Upgrade: Ms. Myers did not have all the
information necessary to make presentation at this time.
IN THE MATTER OF STREET LIGHTS IN INDIAN
HEIGHTS SUBDIVISION:
Mr. John Roberts,
Mr. Roberts described the subdivision as an older,
densely populated urban community with approximately 5000 residents in an area
less than a square mile. Maps showing
the current locations of the street lights were provided. Only twenty-one street lights serve seventy
intersections in the subdivision.
The Indian Heights Community Association (I.H.C.A.)
has a non-binding annual light assessment of five dollars for each home, but
only about 28% of the households pay the assessment. Payment is strictly voluntary; the I.H.C.A. does not have the authority to
force payments from the residents. Each
year the I.H.C.A sponsors fund raisers, sells advertisements and raffle tickets
to earn money to keep the current street lights on. Even with the fundraisers and volunteer
street light assessment, there is not enough money for adequate lighting.
Mr. Roberts spoke on the benefits of proper street
lighting. An important benefit would be
that emergency response vehicles would have a faster response time to their
destinations.
According to the provisions of I.C. 36-9-36-2, the
Barrett Law for funding does not include lighting. The
IN THE MATTER OF
Executive Director Kelly Thompson would like the
Commissioners to be aware that the
IN THE MATTER OF CLAIMS AND REPORTS:
1.
Operating claims payable on
2.
Commissioners’ Salary Claims for hourly, salary, and overtime payable for February 7th
and
3.
The
4.
The
5.
A claim from Miles and Finch in the
amount of $526,668.00 for the annual liability insurance premiums will be paid
on
6.
Grant Administrator Tina Mendenhall sent a
memorandum advising that IDOC
scheduled a site visit with the Honey Creek Volunteer Fire Department on
7.
The following statements
from
MS4
Coordination $ 1,796.62
400
North Right-of-Way Project $10,375.20
8.
Requests for additional
appropriations may be submitted to the Auditor’s Office by Friday, February 7th
2003 in time to be properly advertised.
9.
Pursuant to Indiana Law Code section 36-8-16-11(b), SBC Ameritech is required to provide a
surcharge collection delinquency report during January of each
year.
IN THE MATTER OF COUNTY ATTORNEY ISSUES:
1.
2. Attorney Murrell will be on vacation
from February 8th to
IN THE MATTER OF COMMISSIONER ISSUES:
1.
A letter was received from Mr. Paul Wood, President of the
2.
David Broman sent a letter thanking the Commissioners for their past cooperation
and use of the Courthouse for the Haynes Apperson Festival.
3.
Mr. Raver attended a meeting held at the Chamber of Commerce to discuss
ideas for a July 4th celebration in place of the Haynes Apperson
Festival that was cancelled for the year-2003. A group of people in
4.
Mr. Raver said the Commissioners should start thinking about whether
to continue the Howard Haven (County) Home facility before planning the
budget 2004. Kim Krieg’s term as Administrator of Howard Haven ends
5.
Darrough Chapel Sewer Situation Update:
(See page 6, December 16, 2002 minutes, “In the Matter of Darrough
Chapel Sewer Situation” for related discussion) The Commissioners requested Greg Lake from
the Howard County Department of Health to propose a testing plan with costs and
report back to the Commissioners. The
Commissioners requested Mr. Lake’s appearance at the next meeting on February 17th to report the status of his
research.
6.
Road 400 North Project: (Discussion continued from page 2, “In the
Matter of Highway Issues”, Item 5b)
A portion of the cost is reimbursable, however, the County must have
enough money to pay the initial cost. A
little more information needs to be studied in order to decide what amount to
request for the project. The
Commissioners decided to proceed with the legal advertising and discuss whether
to change the amount at their next meeting.
There being no further business
before the Board at this time, Mr. Raver made a motion to adjourn. Mr. Harbaugh seconded the motion and it
carried. The meeting closed at
THE
HOWARD
___________________________________________
BRADLEY
J. BAGWELL, PRESIDENT
___________________________________________
JOHN
B. HARBAUGH, VICE-PRESIDENT
___________________________________________
PAUL
J. RAVER, MEMBER
ATTEST:
__________________________________
Commissioner Minutes,