HOWARD COUNTY COUNCIL REGULAR MEETING NOVEMBER 26TH, 2002

 

The Howard County Council met, Tuesday, November 26th, 2002 at 7:00 p.m., in Room 338 of the Howard County Administration Center.  Those attending were Council President Richard Miller, Council Vice President James Papacek, and Council Members Dwight Singer, Jr., James Shearer, Stanley Ortman and Jeffrey Stout.  Also present were County Attorney Larry Murrell, Personnel Administrator Wanda McKillip, and Auditor Martha Lake.  Council Member Leslie Ellison was unable to attend this meeting.    

 

The meeting was called to order and conducted by President Richard Miller.  The minutes of the Regular Session on October 22nd, having been previously reviewed, were approved as presented on a motion made by Mr. Papacek, seconded by Mr. Shearer, and carried.

 

As per inquiry by President Miller, there were no specific comments to be made by Council Members at this time.  

 

IN THE MATTER OF ORDINANCE NO. 2002-HCC-54 ADDITIONAL APPROPRIATIONS

 

Ordinance No. 2002-HCC-54 was read in full for the first time by Auditor Martha Lake, and read in full for the second time by President Richard Miller.  Ordinance No. 2002-HCC-54 was presented and acted upon as follows:

 

REQUESTED:                      APPROVED:       

001         HOWARD COUNTY GENERAL FUND: 

005          HOWARD COUNTY SHERIFF’S DEPARTMENT:

3263        Medical & Hospital Services                                             $ 20,000.00                             $  20,000.00
3264        Meals for Prisoners                                                             $ 25,000.00                             $  25,000.00

Total Sheriff’s Department:                                                                $ 45,000.00                          $  45,000.00

 

There was no one present to represent the Sheriff’s Department.  The standard procedure is to table a request when no department representative is present.  However, the Council chose to not let the unpaid bills carry over into the 2003-year since there will be a new office holder at that time. 

 

Mr. Papacek made a motion to appropriate $20,000.00 in Line Item 3263 and $25,000.00 in Line Item 3264.  Mr. Stout seconded the motion and it carried.

 

009          HOWARD COUNTY CORONER’S OFFICE:
3121        Autopsy & Lab Fees                                                           $  8,000.00                              $    8,000.00

Total Coroner’s Office:                                                                       $  8,000.00                              $    8,000.00

 

Coroner Brad Bray explained it is not possible to determine how many autopsies will be necessary each year.  The fund seems to diminish quickly.  Approximately $4,000.00 will go toward unpaid bills and the remaining $4,000.00 should sustain the department through the end of 2002. 

 

Mr. Papacek made a motion to appropriate $8,000.00 to Line Item 3121.  Seconded by Mr. Ortman the motion carried.

 

Total General Fund:                                                                            $ 53,000.00                          $  53,000.00

 

 

108         HOWARD COUNTY PLAT BOOK FUND:

3263        Maintenance Fees                                                               $ 1,200.00                               $    1,200.00

4724        Equipment (Printer)                                                              $  2,500.00                              $    2,500.00
Total Plat Book Fund:                                                                        $  3,700.00                            $    3,700.00

 

Auditor Martha Lake said the plat book (property transfer) fees increased from $1.00 to $3.00 each, which brings in a little more revenue.  The request for maintenance fees will be used to service an old copy machine instead of replacing it.  The current printer which prints maps is being overworked; a new printer would help share the workload. 

 

Mr. Papacek made a motion to appropriate $1,200.00 to Line Item 3263, and $2,500.00 to Line Item 4724 in the Howard County Plat Book Fund.  Mr. Shearer seconded the motion, which carried.

 

106         HOWARD COUNTY HERITAGE MUSEUM/CONVENTION CENTER MORTGAGE

CLEARING FUND:

3595        Mortgage Payments                                                            $175,000.00                            $ 175,000.00
Total HM/CC Mortgage Clearing Fund:                                        $175,000.00                         $ 175,000.00

 

This is a housekeeping request directed by the State Board of Accounts to appropriate the income from the innkeepers tax to accommodate the mortgage payments for the Howard County Automotive Heritage Museum. 

 

Mr. Stout made a motion to appropriate $175,000.00 to Line Item 3595.  Mr. Ortman seconded the motion, and it carried.

 

109         HOWARD COUNTY INNKEEPERS’ TAX/CONVENTION AND VISITORS’ FUND:
3500        Innkeeper’s Tax Clearing Fund                                          $ 520,000.00                           $ 520,000.00

Total Innkeepers’ Tax Fund:                                                             $ 520,000.00                        $ 520,000.00

 

This request is also a State Board of Accounts directed housekeeping item.  All Innkeepers Tax is paid directly to the County.  60% is disbursed to the Convention and Visitors Commission to support their operation, and 40% goes to the fund listed above to pay the mortgage.

 

A motion was made by Mr. Papacek, seconded by Mr. Stout and carried to approve $520,000.00 to line item 3500 Innkeepers Tax Clearing Fund.

 

138         HOWARD COUNTY CASA PROGRAM FUND:
1523        Health Insurance                                                                  $    5,340.00                            $    5,340.00
Total CASA  Fund:                                                                              $    5,340.00                          $    5,340.00

 

Katina Murray, Director of Court Appointed Special Advocates (CASA), was unable to attend the meeting and submitted a letter regarding this request.

 

Mr. Shearer made a motion to approve $5,340.00 to Line Item 1523 Health Insurance.  Mr. Papacek seconded the motion and it carried.

 

186         HOWARD COUNTY PROSECUTOR’S PRETRIAL DIVERSION FUND:
1112-01   Part-time Secretary                                                               $    7,500.00                            $    7,500.00
Total Pretrial Diversion:                                                                   $    7,500.00                          $    7,500.00

Prosecutor James Fleming explained this money addressed in the above request comes out of the Discretionary Account and not the General Fund.  Mr. Ortman made a motion to appropriate $7,500.00 to Line Item 1112-01 as requested.  Mr. Papacek seconded the motion, which carried.

 

Doug Tate will be leaving the position of Deputy Prosecutor and Mr. Fleming plans to rehire Ron Byal to fill the position.  Mr. Fleming asked the Council to consider waiving the 90% initial salary rule for a new employee since Mr. Byal has worked for the County in the past.  The Council directed this request to the PAC Committee for a recommendation.

 

202         HOWARD COUNTY MEDICAL CARE INMATES FUND:
3263        Medical and Hospital Services                                          $    11,000.00                          $  11,000.00
Total Medical Care Inmates Fund:                                   $    11,000.00                       $  11,000.00

This fund is generated when inmates at the Criminal Justice Center have insurance or are able to pay for medical service from their trust fund.  Auditor Martha Lake reviewed the ordinance that stated this fund may be used for

medical and hospital services. 

 

Mr. Papacek made a motion to allow the appropriation of $11,000.00 in Line Item 3263.  Mr. Shearer seconded the motion and it carried. 

 

TOTAL ADDITIONAL APPROPRIATIONS

ALL FUNDS:                                                                                        $  775, 540.00                     $ 775,540.00

 

 

IN THE MATTER OF RESOLUTION NO. 2002-HCC-20-- TRANSFERS:

 

Resolution No. 2002-HCC-20 addressing requested transfers was presented and read in full for Council information and review.  The following actions were taken:

 

TRANSFERS:                                                                       AMOUNT:

FROM:                                   TO:                                                         REQUESTED:                       ALLOWED:

 

001         HOWARD COUNTY GENERAL FUND:

001          HOWARD COUNTY CLERK: 
2731        File Stamps                            3212        Postage                                  $    357.55                               $       357.55           

2371        Scanner Supplies                 3212        Postage                                  $  1,000.00                              $    1,000.00
2360        Office Supplies                     3212        Postage                                  $  2,500.00                              $    2,500.00

 

County Clerk Linda Koontz reported that postage has been expended at a fast rate due to a large increase in mailings.  Court reporters are flagging many documents for service pursuant to state statute and a large amount of certified mail is being sent out. 

 

Mr. Papacek made a motion to approve the transfers for the Howard County Clerk as submitted as well as the transfers for the Howard County Election Board as submitted.  Mr. Shearer seconded the motion and the motion carried.

 

005          HOWARD COUNTY SHERIFF’S DEPARTMENT:
1113        Deputies                                                1119-01   Civilians                 $ 17,500.00                             $  17,500.00

1119-06   Asst. Cook                            1115        Clerical Asst.                        $      708.05                             $       708.05
1119-06   Asst. Cook                            1123        Dispatchers                           $      200.00                             $       200.00           

1120-01   Part-time Civilian 1119-01   Civilians                 $ 15,000.00                             $  15,000.00
1119-10   Jail Sergeant                          1119-01   Civilians                 $ 13,500.00                             $  13,500.00

1120-00   Part-Time Cook                     1119-01   Civilians                 $   2,000.00                             $    2,000.00
1118-02   Corporal                                 1119-11   Jail Corporal                          $   2,760.00                             $    2,760.00           

1115-02   Clerical Part-time                  2335        Inst. & Med. Supplies         $   9,500.00                             $    9,500.00
1120        Part-time Cook                      2335        Inst. & Med. Supplies         $   2,000.00                             $    2,000.00

1118-02   Corporal                                 2335        Inst. & Med. Supplies         $      740.00                             $       740.00
1119-06   Asst. Cook                            2335        Inst. & Med. Supplies         $   1,291.95                             $    1,291.95
1130        Jail Staff Sergeant                2335        Inst. & Med. Supplies         $   7,500.00                             $    7,500.00

These figures were meticulously compiled by joint efforts of the Sheriff’s Department, Auditor Martha Lake and  Chief Deputy Laurie Roper to cover shortfalls with existing appropriated line items. 

 

Mr. Ortman made a motion to approve the transfers as requested by the Sheriff’s Department.  Mr. Papacek seconded the motion, which carried.

 

013          HOWARD COUNTY CIRCUIT COURT: 

1112-02 Part-time Jury Admin.           4722        Office Machines                   $    5,000.00                            $    5,000.00
3265        Computer Support               4723        Computer Equipment           $    1,356.00                            $    1,356.00

(Part 1)  Judge Lynn Murray explained that the Indiana Supreme Court mandated that all courts in Indiana are to comply with new jury rules beginning January 1, 2003.  In September 2002, an appropriation of $7,500.00 was approved by the Council to fund a jury administrator position.  Those plans changed when Information Systems Manager Terry Tribby and his staff offered to be a temporary jury administrator for Howard County for the first quarter of 2003-year.  In anticipation of tonight’s transfers, the money was used to purchase a special printer for new jury questionnaires for $2,035.00, an auto-folder for $905.00, software $1,604.00, and a lazar cartridge $128.00 for a total of $4,671.99.  With this new equipment, the first jury questionnaires were sent out to 2,500 residents.  The names were taken from a list compiled of voter registration names on record and the bureau of motor vehicle names on record.

 

Mr. Miller was asked if there was anything to avoid duplication of names or expense with the new jury selection method.  Judge Murray assured the Council that she would talk with the clerk and other judges to ensure that there is not any unnecessary duplication or expense involved.

 

Mr. Stout made a motion to approve the transfers in Account 013 Howard County Circuit Court as requested.  Mr. Papacek seconded the motion and the motion carried.

 

(Part 2)  Chief Juvenile Probation Officer Don Travis said the second part of the request is transferring computer support to computer equipment.  Due to the improved technology at the Kinsey Youth Center and Courthouse, equipment can now be purchased to use the internet to exchange information. 

 

The Council did not wish to make any amendments to the original motion approving the transfers in Account 013 and the approval carried on. 

 

 016         HOWARD COUNTY ELECTION BOARD:
1122        Election Board Assts.         3212        Postage                                  $    2,265.00                            $    2,265.00

1116        Precinct Officials                  3212        Postage                                  $    4,415.00                            $    4,415.00

1113        Absentee Officials               3212        Postage                                  $    2,216.25                            $    2,216.25

2371        Election Supplies                 3212        Postage                                  $    1,406.44                            $    1,406.44

2360        Office Supplies                     3212        Postage                                  $       122.00                            $       122.00

The above listed transfers for the Howard County Election Board were approved in conjunction with the transfers for the Howard County Clerk’s Office.  (See motions and approval under Howard County General Fund, Account 001 Howard County Clerk, on page 2)

 

018          HOWARD COUNTY MAINTENANCE DEPARTMENT:
3253        Parts & Equip.                      2333        Institutional Supplies          $     3,000.00                           $    3,000.00

 

Maintenance Superinendent Tom Harrison was unable to attend the meeting.  He provided a letter of explanation with his request.

 

Mr. Papacek made a motion to approve the transfer of $3,000.00 from Line Item 3253 to Line Item 2333 as submitted by the Howard County Maintenance Department.  Mr. Singer seconded the motion, which carried.

 

023          HOWARD COUNTY BOARD OF COMMISSIONERS:

1115        Exec. Asst./Pur. Agent        3571        Dues & Subscriptions         $         600.00                          $       600.00

1115        Exec. Asst. /Pur. Agent       3593        Exam. Of Records $      7,077.00                          $    7,077.00

1115        Exec. Asst./Pur. Agent        2360        Office Supplies                     $         420.00                          $       420.00

1115        Exec. Asst./Pur. Agent        3110        Rec. Outst. Fund Bal.          $      3,500.00                          $    3,500.00
1115        Exec. Asst./Pur. Agent        3242        Pub. Legal Notices               $      1,000.00                          $    1,000.00
1115        Exec. Asst./Pur. Agent        3547        Burial Servicemen                $      1,500.00                          $    1,500.00
1115        Exec. Asst./Pur. Agent        3615        Mental Health                       $         295.00                          $       295.00

1523        Group Ins.                             1521        FICA                                      $    40,000.00                          $  40,000.00
1523        Group Ins.                             1130        Return of Fug.                      $    20,000.00                          $  20,000.00

1523        Group Ins.                             3512        Ins. Bldg, etc.                        $    20,000.00                          $  20,000.00

3216        Telephone & Internet          1512.03   Unemp. Comp.                      $    19,429.47                          $  19,429.47

3546        Care of Inmates                    1512.03   Unemp. Comp.                      $      3,037.92                          $    3,037.92

3121.02   Cod. Of Ord.                          1512.03   Unemp. Comp.                      $         532.61                          $       532.61

3511        Official Bonds                       3615        Mental Health                       $      2,205.00                          $    2,205.00

3243        Copy Machine Supplies     3615        Mental Health                       $      3,500.00                          $    3,500.00

Auditor Martha Lake stated that there were two line items that the Council might want to take note of.  Line item 3615 Mental Health had an original appropriation of $430,000.00 for 2002, which fell approximately $6,000 short when coordinated back to the statute regulated .0133 tax rate.   The $6,000 is needed so the December installment can be paid to Howard Community Hospital for Mental Health Services.

 

Regarding Line Item 3110 Reconcile Outstanding Fund Balances -- when the State Board of Accounts conducted an audit last year, they found accounts that had consistently (amounts not changing) operated in the red for a number of years.  The Auditor’s Office has fixed everything that is possible.  In one instance an audit on the School to Work Grant, a reimbursement grant at the Kinsey Center in 1999 and 2000, two (2) payment applications from I.U.K. were not received and cannot be acquired at this time since the grant has expired, and no money is left at Indiana University to pay. 

 

In order to try to get a clean slate and not have funds in the red, a meeting was held with Rick Cole, District Supervisor with the State Board of Accounts.  He recommended establishing an appropriation to reconcile the balances in these few funds to “0”.  

 

Approximately $500.00 will be receipted into the General Fund from inactive funds that have continually maintained positive balances. 

 

Mr. Papacek made a motion to grant approval to transfers in Account 023 as submitted.  Mr. Singer seconded the motion, which carried.

 

011         HOWARD COUNTY REASSESSMENT FUND:
3230        Assessment Forms              2360        Office Supplies                     $      1,500.00                          $    1,500.00
3230        Assessment Forms              2370        Printer Supplies                    $      4,000.00                          $    4,000.00

County Assessor Ann Harrigan said the printing for reassessment is getting ready to begin.  County Treasurer Ann Wells has offered the use of her printers and assistance from her staff.  The above listed requests for transfers are for paper, toner and envelopes.

 

Mr. Papacek made a motion to approve the transfers as requested in the Reassessment Fund.  Mr. Shearer seconded the motion and it carried.


115         HOWARD COUNTY SHERIFF’S WORK PROGRAM:
4722        Capital Outlay                       2360        Supplies                                 $        300.00                           $       300.00           

 

This request will make accommodation for the Sheriff’s work program to purchase supplies through the end of 2002.

 

Mr. Papacek made a motion to approve the transfer of $300.00 from Line Item 4722 to Line Item 2360, seconded by Mr. Singer and it carried.

 

IN THE MATTER OF SALARY ORDINANCE NO. 2002-HCC-55 – AMENDING THE EXISTING SALARY ORDINANCE FOR 2002:

 

A motion was made by Mr. Papacek, seconded by Mr. Shearer and carried to approve Amended Salary Ordinance 2002-HCC-55 as read.  The amended salaries, any changed position titles and all other pertinent information is shown as follows:

# POSITIONS/                      REQUEST:             APPROVED:         YTD:

001         HOWARD COUNTY GENERAL FUND:

005          HOWARD COUNTY SHERIFF’S DEPARTMENT:

1113        Deputies                19@$36,549-$15,000=$679,431                          -$17,500.00             -$ 17,500.00            $ 661,931.00

1120-01   Part-time Civilians  $15,000+$20,000=$35,000  -$15,000.00             -$ 15,000.00            $  20,000.00
1119-10   Jail Sergeants 3@$27,234+$3,126to$28,279=$84,828-$13,500.00   -$ 13,500.00            $  71,328 .00          
1118-02   Corporal 6@$37,836=$224,316                                           -$  3,500.00             -$   3,500.00            $ 220,816.00   1119-06           Asst. Cook 2@$27,776=$55,552                                              -$  2,200.00             -$   2,200.00            $   53,352.00

1130        Jail Staff Sergeant 3@$28,276-$6,338.41=$78,489            -$  7,500.00             -$   7,500.00            $   70,989.00

1115-02   Clerical Part-time  $12,000                                                  -$  9,500.00             -$   9,500.00            $     2,500.00

1120        Part-time Cook      $7,126.57                                                -$  4,000.00             -$   4,000.00            $     3,126.57

 

1115        Clerical Asst.  7@$25,189=$176,323

                                    -$6,249.54=$170,073.46                    +$    708.05             +$      708.05           $  170,781.51

1123        Dispatchers  9@$27,822=$250,398                                    +$    200.00             +$      200.00           $  250,598.00

1119-01   Civilians 32@$27,321=$871,488-$50,000=$821,488          +$48,000.00            +$ 48,000.00           $  869,488.00

1119-11   Jail Corporals 6@$27,776=$166,656                   +$  2,760.00            +$   2,760.00           $  169,416.00                                                                                                                                                         

013         HOWARD COUNTY CIRCUIT COURT:
1112-02   Jury Administrator  $7,500                                  -$  5,000.00             -$   5,000.00            $     2,500.00

 

016         HOWARD COUNTY ELECTION  BOARD:
1122        Election Board Assists.   $  5,000                                      -$  2,265.00             -$   2,265.00            $     2,735.00
1116        Precinct Officials              $52,000                                       -$  4,415.00             -$   4,415.00            $   47,585.00

1113        Absentee Officials           $10,000                                       -$  2,216.25             -$   2,216.25            $     7,783.75

 

 

023         HOWARD COUNTY BOARD OF COMMISSIONERS:

1115        Exec. Asst./Pur. Agent   $$27,223-$12,000=$15,223        -$  14,392.00           -$ 14,392.00            $      831.00

 

IN THE MATTER OF MEETING DATES FOR 2003-YEAR:

 

The schedule of meeting dates for 2003 was presented to the Council for review.  The schedule will be finalized at the Tuesday, December 17th, 2002 meeting.

 

IN THE MATTER OF HOWARD COUNTY SOIL AND WATER DEPARTMENT (SWCD):

 

Scott Maple, Vice-Chairman of SWCD presented the following issue for Council information and approval:

 

205j Grant:  In November 4, 2002, Sarah Garrison and Scott Maple appeared before the County Commissioners to seek support of a grant application from the Department of Natural Resources.  Sara Garrison, Watershed Resource Technician, applied for a 205J Grant for Watershed Planning that provides funds for a part time position.  The grant is a two year grant in the amount of $52,314, and $29,600 is designated to pay personnel for two years.  This grant is for the development of watershed plans in the northwest corner of Howard County.  The County Council appropriated one part time position for 2003.  The two combined positions would make up one full time position.  The start time for the grant is anticipated to be February 1, 2003.

 

The employee’s position is initially paid by the County Auditor’s Office and then Rene’ Weaver, Office Manager of Soil and Water Conservation, processes the reimbursement from the State.  The grant pays FICA on the grant amount only.  The FICA for the County paid salary portion is paid from the County General Fund.  All of the PERF is paid by the grant, and also the Health Insurance, if needed.

Commissioner Paul Raver stated that reimbursable grants cause the Auditor’s books to continually operate in the red.  The Commissioners approved the administration of the grant with the contingency that the part time salary to be paid by Soil and Water Conservation be paid to the Auditor’s Office one month in advance, to avoid creating a negative balance.  This in turn creates a problem for Soil and Water due to the fact that they cannot, by statute, prepay claims.  Mrs. Lake is consulting with Rick Cole from the State Board of Accounts to discuss this issue.

It was the consensus of the Council to forward the issue to the PAC Committee for review. 

 

IN THE MATTER OF POLICY TO RETAIN RECORDED TAPES OF MEETINGS:

 

County Auditor Martha Lake advised the State Board of Accounts established a retention schedule requirement for recorded tapes of the public meetings.  Many administrative boards customarily keep tapes for at least sixty (60) days.  On November 4, 2002, the County Commissioners established a policy to retain recorded tapes of Commissioner meetings for a minimum of sixty (60) days.  The Council decided to discuss this issue further at the December 17th, 2002 meeting.

 

IN THE MATTER OF PERSONNEL ADMINISTRATOR ISSUES:

 

Personnel Director Wanda McKillip presented the following issues for Council information:

 

1.  Open enrollment meetings for Anthem Blue Cross renewal is scheduled for Tuesday, December 3rd and Wednesday, December 4th, 2002.  Information packets were provided to the Council members.  Any questions about changes to the health insurance may be answered during open enrollment.

2.  The Council Appointments and Reappointments for the Year-2003 will be considered at the December 17th 2002 meeting.

3.  The third annual Administration Center Cookie Exchange will be held on Friday, December 13,                           2002 in Room 338 from 10:00 a.m. to 2:00 p.m.

 

There being no further business to come before the Council, Mr. Papacek made a motion to adjourn, seconded by Mr. Shearer, which carried.  The meeting adjourned at 8:17 p.m.

 

                                                                                                                HOWARD COUNTY COUNCIL:

 

 

                                                                                                                _________________________________________

                                                                                                                Richard H. Miller, President

 

                                                                                                                _________________________________________

                                                                                                                James Papacek, Vice President

 

                                                                                                                _________________________________________

                                                                                                                James Shearer, Councilman

 

                                                                                                                _________________________________________

                                                                                                                Dwight Singer, Jr., Councilman

 

                                                                                                                _________________________________________

                                                                                                                Leslie Ellison, Councilman

 

                                                                                                                _________________________________________

                                                                                                                Stanley Ortman, Councilman

 

                                                                                                                _________________________________________

                                                                                                                Jeffrey Stout, Councilman

 

ATTEST:

 

 

__________________________

MARTHA J. LAKE, AUDITOR

County Council Minutes, November 26th, 2002