The Howard County Board of
Commissioners met in Regular Session on
The meeting was called to order by Sheriff Marshall Talbert and conducted by President Bradley J. Bagwell.
The minutes from the last
regular meeting held on
On page 2, “In the Matter of Plan Commission Issues”, Item 5.b,
Change the name of the town from Phlox to Plevna.
Seconded by Mr. Harbaugh, the motion carried.
IN THE MATTER OF SPECIAL COMMISSIONER REMARKS AND RECOGNITIONS:
At the previous meeting Mr. Jerry Jenkins, Director of the City of
Firsts Automotive Heritage Museum requested a proclamation regarding the
“Great Race” event to be held on
The week of
IN THE MATTER OF HIGHWAY ISSUES:
Mr. Ted Cain, Howard County Highway Engineer/Superintendent was unable to attend the meeting due to his vacation schedule.
IN THE MATTER OF SHERIFF DEPARTMENT ISSUES:
Sheriff Marshall Talbert presented the following issues for Commissioner information and approval:
Jail Report: One prisoner was hospitalized
last week in
2. Emergency Generator: Buckeye Power Sales performed a load bank test on the Kohler generator at the Criminal Justice on Tuesday, June 10th. A cylinder seal is leaking antifreeze into the oil, which caused the generator to stop working. The emergency generator is necessary to supply power to the radio system, cell doors, control panels, and food storage equipment in the event of a power outage. In the meantime a portable generator has been rented from Buckeye Power Sales for $2,900.00 per week. The current 2-cycle generator is not E.P.A. compliant and no longer manufactured for the general public. Buckeye Power Sales can overhaul and service the existing generator for a cost of $10,518.00 or replace it in approximately one week for $66,300.00. The price can be reduced to $62,500.00 for a generator having a seven to eight week ordering time but the cost of the rental generator would exceed the discount. On the other hand, MacAllister Engine offered to waive their rental fee if their equipment is purchased.
Buckeye Power Sales MacAllister Engine Power
Repair Current Generator $10,518. $40,800.
Cost of New generator $66,300. (1-week order) or $63,290.
$62,500. (7-8 weeks)
Trade-In Value - $ 1,500. - $10,000.
Total * $64,800. (1-week order) or $53,290.
$64,000. (7-8 weeks)
* Plus Temporary Rental@ $ 2,900. per week $ 2,000. per week
(Not Applicable if purchase
proposal is accepted)
Talbert commented that purchasing a new generator could avoid future issues
regarding E.P.A. compliance.
Mr. Harbaugh made a motion finding that an emergency situation exists which is creating a possible threat to the public health, safety, and welfare of the community; and based on this emergency finding so authorizes the purchase of a new generator. Mr. Raver seconded the motion, which carried.
Mr. Raver made a motion to approve the purchase of the 500 kW generator from MacAllister Engine Power out of the Cumulative Capital Development (CCD) Fund in the amount of $53,290.00, which includes no charge for the temporary rental generator, and authorize the President to sign on behalf of the Commissioners. Mr. Harbaugh seconded the motion, which carried.
During this discussion it
was brought up that Emergency Management Agency purchased a 350 kW generator
last year but it remains in
3. Disposal of Departmental Vehicle: The new K-9 trucks are now in service. The Sheriff’s Department requests approval to dispose of the former K-9 truck, a 1998 Dodge Dakota with 101,000 miles. The lights, radios, emergency equipment, and Sheriff’s Department decals were successfully removed from the truck. McGonigal Buick appraised the truck on June 4th for $3,300.00.
Ms. Kristine Conyers,
Executive Director of the Health Department, had expressed an interest in
purchasing the truck.
Mr. Harbaugh made a motion to authorize the transfer of the red 1998 Dodge Dakota to the Department of Health for the amount of $2,300.00 pursuant to I.C. 5-22-22-10 Mr. Raver seconded the motion, and it carried.
4. Purchase of New Cars: Sheriff Talbert plans to replace three
high mileage patrol cars as they reach the mileage of 100,000. He plans to replace two Ford Crown
Sheriff Talbert submitted specifications for
administrative pursuit vehicles and said the department might also need to
purchase one Ford Crown
Mr. Raver made a motion to authorize the Sheriff to obtain quotes for the purchase of two administrative pursuit vehicles and one (road) pursuit vehicle. Mr. Harbaugh seconded the motion, and it carried.
5. Deputy/Lieutenant Don Howard is not well and remains absent due to health related issues. Sheriff’s Department personnel are working together to carry on Lt. Howard’s job responsibilities.
Parking on County Roads: Mr. Donald
Winger, an organizer of
Mr. Harbaugh made a motion
to defer this issue to the Howard County Traffic Commission for a
recommendation. Mr. Raver seconded the
motion, which carried. (The next
meeting of the
IN THE MATTER OF PLAN COMMISSION ISSUES AND PROPERTIES FOR APPROVAL:
Plan Commission Director, Glen Boise, presented the following issues for information and approval:
Case 12-CP-03 – one (1) lot in
2. Case 49-CP-02 – two (2) lots in Kenyon Acres Subdivision, located at 6594 East 100 South was approved on a motion made by Mr. Harbaugh. The motion was seconded by Mr. Raver, and it carried.
3. Unsafe Buildings:
a. 3904 South 350 West: The Waste Management Office checked with the State and discovered there us a contract to clean up the old tires on the Martin and Frieda Myers property.
Bagwell requested Mr. Boise to investigate a house on the south side of the
4. Vacation of Utility Easement: Mr. Tom Harrold was present to represent a request to vacate a utility easement. Mr. Boise advised that a paragraph in the State law states that the vacation of utility easements are handled the same as right-of-way vacations. A formal petition, approval letters from the utilities, and notification of the adjoining property owners are required in order for a hearing to be held. Mr. Harrold will return to the Board with a formal petition.
5. Flood Mitigation Issues: There was no new information to report.
IN THE MATTER OF MAINTENANCE DEPARTMENT ISSUES:
Maintenance Superintendent Thomas Harrison was not able to attend this meeting.
IN THE MATTER OF PERSONNEL ADMINISTRATOR ISSUES:
Personnel Director Wanda McKillip presented the following issues for Commissioner information and approval:
1. Employee Information Flyers: The following information was requested to be distributed to employees:
The Health Department’s brochure regarding West Nile Virus that is
spread by mosquitoes.
b. A flyer advertising the Great Race Event sponsored by the City of Firsts Automotive Heritage Museum, on June 21st through 22nd, 2003.
Mr. Raver made a motion to authorize the West Nile Virus and Great Race Event brochures to be distributed in quantity to each County Department. Mr. Harbaugh seconded the motion, which carried.
There is water standing in an area along
The virus is fatal to blue jays, crows, and raptors (birds of prey).
IN THE MATTER OF INFORMATION SYSTEMS MANAGER ISSUES:
Mr. Terry Tribby, Information Systems Manager, presented the following issues for Commissioner information:
1. E-911 Phase 2 Mapping Project: (See page 3,
Mr. Raver made a motion to approve the contract with WTH Engineering for the mapping services for the E-911 Phase 2 Cellular Project. Mr. Harbaugh seconded the motion, which carried.
2. Courthouse Security System: Best Access Company is installing the
security system in the Courthouse. Cards
will be created to activate certain doors for access into the Courthouse. The company requested the name of an
individual that would train the employees how to use the access. Mr. Tribby said that Ree Moon, Personnel
Administrator at the Sheriff’s Department, is experienced with using security
cards. However, Ms. Moon and Major Steve
Rogers voiced concerns about extra coordination of efforts involved to make
sure the system is up to date when there are changes in personnel. Since the Personnel Office maintains the
records regarding employee status, Mr. Tribby recommends moving the computer
server to the
Mr. Raver stated that earlier, it was his belief that special access to the Courthouse was to be given to only select people, and not everyone. Every employee does not have a key so most of them would not receive an access card. It would be very difficult to control access if everyone had a card. Mr. Bagwell recalled there was discussion about using the west door for employee access. Office holders and department heads could have access for 24-hours a day and other employees would have access during normal business hours. Mr. Tribby said these issues need to be defined.
Mr. William Bassett of William Bassett and Associates commented that as he remembered, the initial concept was that the Commissioners assigned Courthouse security to the Sheriff’s Department. The original plan was to use the Sheriff’s Department equipment to cut the cards. It was discussed that certain department heads and other personnel that need into the Courthouse after hours would be issued cards. The software records specific information as to the name, date and time an individual enters the building. Most of the employees would use the west door and the public would use the east door.
3. Last week the connectivity between E-911 Dispatch and the Kokomo Police Department was completed. The software is being tested to make sure it will function properly. The old ISDN lines will be dropped within 30 to 60 days. The DSL line costs about $220.00 per month will be a significant savings to the County compared to the $850 to $1,000 for the ISDN lines.
4. DSL Line Connectivity: Various types of connectivity throughout County departments and the internet are dependent on the DSL line. Mr. Tribby requested authorization to explore a wireless connection in order to take some of the load off of the DSL line and serve as a backup connection. The City is interested in installing wireless as their primary connection. Due to the budget issues, Mr. Bagwell commented that there needs to be a very good cost justification to install a wireless connection. Mr. Tribby will gather additional information regarding wireless connection.
5. Sell items on Internet: Discussion was held about disposing of an old optical jukebox by selling it on E-bay’s website. Attorney Murrell reminded the Board that any item less than $1000.00 in value may be disposed of at the discretion of the department head.
Mr. Raver made a motion to authorize Mr. Tribby to advertise the optical jukebox for sale on the E-bay website. Mr. Harbaugh seconded the motion, which carried.
IN THE MATTER OF COURTHOUSE RENOVATIONS:
Mr. William Bassett of William Bassett and Associates presented the following issues for Commissioner information:
· Subsurface Drainage/Footer Tile Project Update: Last week excavation was completed at the northeast corner of the building. There was no footer tile which had caused the leak in the boiler room area of the basement. The contractor is preparing to waterproof the exposed wall and installing a tile system that will drain to the north. The work should be completed by Wednesday, June 18th and then repairs will be made to the sidewalks.
· Completion of the security room will be dependent on installation of the air conditioning system in for the computer room. The air conditioning equipment has been shipped and is expected to arrive in approximately three weeks.
· Mr. Bassett plans to meet with the general contractor on Thursday to review a punch list. A substantial completion date will be determined at the next Commissioners’ meeting.
IN THE MATTER OF ROAD 400 NORTH PROJECT – PURCHASE OF PARCELS:
Mr. James Hamilton from Butler, Fairman and Seufert,
submitted four (4) right-of-way parcels designated to be purchased for the 400
North Project. Mr. Hamilton requested
authorization to proceed with purchasing Parcel Numbers 1, 4, 7, and 7.a. The appraiser entered into an agreement with
a local septic tank company to check on the leach fields associated with
properties that are adjacent to the road.
Three locations were found where there is an actual or potential
conflict in the right-of-way.
Mr. Harbaugh made a motion to approve the purchase of Parcel Numbers 1, 4, 7, and 7.a, and authorize the President to sign on behalf of the Board. Mr. Raver seconded the motion, and it carried.
IN THE MATTER OF HOWARD HAVEN COUNTY HOME:
(See page 6,
Superintendent Kim Krieg was unable to obtain information about adult day care service in time for this meeting. Ms. Krieg is waiting on an information packet from the Indiana Association of Adult Day Care Services. An open house was held on Saturday, June 14th to determine the amount of community interest in Adult Day Care Service. Approximately 20 people attended the event.
It is getting close to 2004 budget preparation time in
July/August and the Commissioners feel it is imperative to make a decision
about the future of the facility as soon as possible. Mr. Harbaugh made a motion to extend the
decision until the next meeting scheduled for
IN THE MATTER OF M/A-COM CONTRACT:
Mr. Bagwell explained that part of the overall plan is to continue getting additional channels on the IDAC System when available to correlate with the increase in radio use. This is the second time additional channels were needed because the system has grown much faster than anticipated.
Mr. Larry Sparks of Mobile Radio of Kokomo, Inc. presented a proposal to add two more channels on the IDAC System. Due to the volume of radios on the radio system at the tower, additional channels are needed. The recommended volume is 100 units per channel. The County has exceeded this number at 1200 units for 8 channels. After two years Mobile Radio was only able to obtain two additional channels. The electrical system on the tower has already been upgraded for the project. There will be an additional charge from Mobile Radio to program all of the radios on the system for the extra channels.
Mr. Sparks explained that once the license has been issued, the equipment must be constructed within one year or the County will loose the license. It will take approximately three months to order and install the equipment. Since it took such a long time to obtain additional channels, Mr. Sparks would like to start working toward getting another two channels for future use. Attorney Murrell asked if M/A-COM is the only vendor that can supply the equipment. Mr. Sparks confirmed that M/A-COM is the only supplier. The only other option would be to switch out the entire system.
On a related issue,
Mr. Harbaugh made a motion to take this issue under advisement until the next meeting to allow the Commissioners time to seek further information. Mr. Raver seconded the motion, and it carried.
IN THE MATTER OF
Director Larry Ives presented the following issues for Commissioner information and approval:
Traffic Count Reimbursement: The PL Supplement To The Agreement Between
Kokomo and Howard County Governmental Coordinating Council and
Renewal of Existing Lease of Real Estate. Mr. Raver made a motion to renew the
Kokomo-Howard County Coordinating Council office space in the
IN THE MATTER OF THE RECORDER’S OFFICE:
Howard County Recorder Linda Koontz presented the following issues for Commissioner information and approval:
Desk Corner Units: Corner units were not included when the
Mr. Raver made a motion to authorize the Recorder to purchase the corner units to modify the existing desks at a cost of not more than $4,900.00 out of the Recorder Perpetuation Fund. The motion was seconded by Mr. Harbaugh, which carried.
2. Imaging System Problems: A roll of film cannot be viewed unless it is manually rolled out. Information cannot be framed to print portions of documents and 11 x 17 scanned documents cannot be printed. Mrs. Koontz submitted a purchase agreement from Imaging Office Systems in the amount of $4,496.00 to correct these problems. She will check to see whether a service agreement is necessary for the equipment.
Mr. Raver made a motion to authorize the purchase of the equipment from Imaging Office Systems in the amount of $4,496.00 out of the Perpetuation Fund. Mr. Harbaugh seconded the motion, and it carried.
3. Problems with software vendor: The Recorder’s Office has been experiencing problems with the software from Low. Some of the problems are as follows: lost records; lock ups; downtime several times each week; slow vendor response time; and, the vendor not taking responsibility to correct the problems. Most of the software issues began about a year ago when the software was rewritten into a windows program. The Recorder’s Office maintains a log of the problems as they occur. Only one other county has the Low System and they are experiencing similar problems. Low has no plans to market or maintain their recorder package after ten years. Mrs. Koontz expressed an interest to consider different software vendors.
Mr. Raver made a motion to authorize the Recorder to work together with the Information Systems Department to evaluate additional suppliers of software and also further determine the situation with Low. Mr. Harbaugh seconded the motion, which carried.
IN THE MATTER OF JUVENILE PROBATION DEPARTMENT ISSUE:
Chief Juvenile Probation Officer Don Travis presented the following issues for Commissioner information and approval:
Approximately three years ago the department began upgrading software and purchased an AS 400 server. At this time the server is not working with the current software. The cost to upgrade the server is about $15,760.00. Mr. Travis had a proposal to purchase a new model 810-2466 sever from iSeries at a cost of $20,757.68. He stated that money is already appropriated in the Cumulative Capital Development Fund.
Mr. Harbaugh made a motion to authorize the purchase of the model 810-2466 sever from iSeries at a cost of $20,757.68 to be paid for with CCD Funds. Mr. Raver seconded the motion, which carried.
Mr. John Pyke, L.S., from Surveyor Wyatt Johnson’s Office presented the following issue for Commissioner information and approval:
The owner was unable to obtain a drainage easement
from the adjoining landowner for the development of Lawhead Estates Subdivision
Mr. Raver made a motion to authorize the placement of the drainage tile within the county right-of-way of 350 South to facilitate the development of Lawhead Estates Subdivision. Mr. Harbaugh seconded the motion, which carried.
IN THE MATTER OF
Community Corrections Director Steve Maus presented proposals to purchase two separate vehicles as follows:
Kokomo Auto World, Inc. Eriks Chevrolet, Inc.
2001 Ford Ranger 4WD Pickup Truck $18,000.00 2003 Chevrolet Impala – 4 door $23,806.00
Pre-owned - 13,285 miles Municipal Discount - $ 5,606.00
Less trade – 2000 Ford Taurus - $ 8,000.00 Less Trade – 2001 Ford Taurus - $ 5,700.00
Extended Warranty 5 years – 75,000 mi. $ 1,140.00 Extended Warranty 5 years – 75,000 mi. $ 1,135.00
Total Price $ 11,140.00 Total Price $ 13,635.00
Appropriated funds are available to purchase these vehicles. Mr. Harbaugh made a motion to approve the purchase of the 2001 Ford Ranger 4WD Pickup Truck from Kokomo Auto World, Inc. at a total price of $18,000 minus $8,000 trade-in, plus $1,140 for the extended warranty. Mr. Raver seconded the motion, and it carried.
A motion was made by Mr. Raver to authorize the purchase of the 2003 Chevrolet Impala from Eriks Chevrolet, Inc. at a price of $23,803, minus $5,606 municipal discount and $5,700 trade-in, plus $1,135 for the extended warranty. Mr. Harbaugh seconded the motion, which carried.
IN THE MATTER OF CLAIMS AND REPORTS:
Operating claims payable on
2. Commissioners’ Salary Claims for hourly, salary, and overtime payable for June 20th, June 27th, and July 4th (payable July 2nd), 2003 were approved on a motion made by Mr. Harbaugh. Mr. Raver seconded the motion, and it carried.
3. An Executive Session of the Board was scheduled for Tuesday, June 24th, 2003, at 9:00 a.m. in Room No. 220D (Second floor) of the Howard County Administration Center for an audit exit hearing with the State Board of Accounts on a motion made by Mr. Harbaugh. The motion was seconded by Mr. Raver, and it carried.
Policy Change - Grants Funds to pay FICA: The Auditor was seeking advice in regard to an
earlier discussion which was held with the Sheriff’s Department regarding who
pays FICA on a grant. In March 1998, a
policy was established that the County could pay FICA for grants less than
$10,000. and the grant funds are debited for any grant in excess of $10,000. (Refer to page 2, March 16th,
1998 minutes, “In the Matter of Salaries Paid From Grant Monies and Who Assumes
the Responsibility of Paying the FICA Match”) The grant in question exceeds $10,000;
therefore the grant will pay for FICA. The
number of grants is increasing. As a
result, the County ends up paying an unexpected and substantial amount of money
supporting these grant funds. A
discussion was held with the State Board of Accounts and
Mr. Raver made a motion to require that all grants, regardless of their amount, pay FICA and all other personnel/auxiliary costs associated with the grants. Mr. Harbaugh seconded the motion, and it carried.
5. A list composed by Grant Administer Tina Mendenhall Henderson naming various types Flood/Stormwater Programs and available grants was distributed to the Board.
6. The Commissioners received a Thank You card from Candace Ellison, Councilman Les Ellison’s wife.
IN THE MATTER OF ATTORNEY ISSUES:
IN THE MATTER OF COMMISSIONER ISSUES:
1. MS4 Advisory Committee Meeting Report: Mr. Raver advised that MS4 stands for Municipal Separate Storm Sewer Systems. The Advisory Committee finalized the Community Survey and assembled collection boxes at their meeting on Wednesday, June 11th. The MS4 Consultant composed a job description for a MS4 Operator. The Surveyor’s Office is willing to serve as the MS4 Operator.
2. Mr. Raver received a letter from Allen I. Wiggington, 2123 West 600 North, requesting permission to tie into a field tile in the county right-of-way on 600 North. Mr. Raver made a motion to refer this issue to Highway Superintendent Ted Cain for evaluation and a recommendation. Mr. Bagwell vacated the chair to second the motion, which carried.
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
BRADLEY J. BAGWELL, PRESIDENT
JOHN B. HARBAUGH, VICE PRESIDENT
PAUL J. RAVER, MEMBER