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
June 16th, and the Executive Session held on
IN THE MATTER OF SPECIAL COMMISSIONER REMARKS AND RECOGNITIONS:
1. Resolution No. 2003-BCC-11 – an Emergency Proclamation: (See page 9, attached, “In the Matter of Miscellaneous Commissioner Issues, Item 7, for related discussion) Beginning July 4th, Howard County was plummeted with a severe thunderstorm leaving 10 inches of rainfall in its wake. Additional showers and thunderstorms were expected to continue over the next several days. Numerous homes are flooded, citizens evacuated and damages to the infrastructure have occurred. The Commissioners met in an Emergency Session to discuss declaring an emergency situation. State and Federal Funds are needed to facilitate the reconstruction and reimbursement activity related to the storm. The Mayor of Kokomo will be generating a similar proclamation. Emergency Management Director Larry Smith will forward the City and County proclamations onto the State. Mr. Smith encouraged all departments within the County to keep track of accrued overtime hours, rental equipment, equipment use, or damages resulting from the storm.
Mr. Harbaugh made a motion to approve Emergency Proclamation Resolution No. 2003-BCC-11. Mr. Raver seconded the motion, which carried.
Mr. Raver made a motion to authorize President Bagwell to sign any necessary documents on behalf of the Commissioners with reference to the Emergency Proclamation. Mr. Harbaugh seconded the motion, and it carried.
2. The Commissioners recognized and commended the Highway Department, Sheriff’s Department and all those who helped rescue citizens from flooded residential areas and waterways.
IN THE MATTER OF HIGHWAY ISSUES:
Mr. Ted Cain, Howard County Highway Engineer/Superintendent presented the following issues for Commissioner information and approval:
1. Paving the County Roads: The paving project is near completion. This season’s chip and seal program will begin once the roads are cleaned up from the recent storms. Due to the current economy, more roads will need to be chip and sealed. In addition, many of the roads that were paved five years ago need to be chip and sealed in order to protect them.
2. Storm Damage Assessment: Several bridges and culverts were washed out during the storm. Mr. Cain proposes to hire a contractor to repair the bridge at 594 West and 260 South that is washed out. The cost estimate for the bridge work is approximately $250,000. The following bridges and culverts were closed:
200 East @ 275 South Mohr Construction to repair the bridge.
250 South @ 725 West Scheduled to open today.
680 West @ 350 South Scheduled to open soon.
50 East @ 500 North Should be open today.
594 West @ 250 South Remove concrete structure & replace with metal
560 West @ 100 South Approach is damaged. While there will do
needed concrete work &
820 West @100 South Closed.
80 South Near 560 West Closed.
Sycamore Road @ 1150 West Closed.
3. Placing Tile in 600 North Right-of-way: (See page 7, June 16th minutes, “In the Matter of Commissioner Issues”, Item 2, for related discussion) A request was received from Allen I. Wiggington, 2123 West 600 North, to install a drainage tile in the right-of-way on the Howard County side of 600 North to drain water away from his septic system. The Commissioners referred the request to Highway Superintendent Ted Cain for evaluation and a recommendation. Mr. Cain stated he does not have a problem with placing the tile in the right-of-way as long as the property owner maintains the tile.
IN THE MATTER OF SHERIFF DEPARTMENT ISSUES:
Sheriff Marshall Talbert presented the following issues for Commissioner information and approval:
1. The new generator purchased from MacAllister Engine Power functioned well at the Criminal Justice Center during a power outage due to the recent storms. The generator supplied power to the radios and necessary electrical systems. Last week, representatives from MacAllister conducted a training session for the Maintenance Department, Sheriff’s Department Maintenance Employee Art Frost, and Shift Commanders.
The new generator has a self-contained fuel tank, several hundred gallons in size. The fuel tank has a heater to prevent the diesel fuel from thickening during the winter. The former generator used fuel from an underground storage tank that is no longer in service. The remaining diesel fuel will be pumped out. Art Frost is going to have the fuel tested to find out if it is still usable.
3. Sheriff Talbert commended Maintenance Superintendent Tom Harrison’s staff. The storm caused a power outage. An electrical surge blew the fuses in the air conditioning system. The dispatchers were handling numerous emergencies, working in 86-degree heat. Mr. Harrison’s maintenance personnel quickly responded to help restore the air conditioning.
4. Sheriff Department’s Automobile Mechanic Larry Huffer has retired. Due to Mr. Huffer’s amount of accrued vacation and leave time, the position cannot be filled until September 2003. Currently the Sheriff’s Department has three vehicles out of operation due to getting wet from the high water. Due to the mechanical needs of the department, Sheriff Talbert is considering using part-time money to pay a mechanic until one can be hired full time in September.
5. Storm Weather Damages:
a. Sheriff Talbert was interested in obtaining further information regarding eligibility of Federal funds to pay for the needed repairs to the three vehicles out of service due to storm related damage.
Problem with Access to the Jail: Street access to the Criminal Justice Center
was blocked by high water after the storm.
Take Home Cars: Two deputies that live in
Mr. Bagwell commented that take-home cars serve as a
deterrent and provide quick response time within
This issue was tabled until the next meeting to provide an opportunity to research whether there were any previous local, written policies establishing perimeters for the cars.
7. Purchase of New Cars: (See page 2, June 16th minutes, “In the Matter of Sheriff Department Issues”, Item 4, for related discussion)
a. Quotes from two automobile dealerships have been received by the response date of July 7th. Because a specific time was not set Sheriff Talbert said some quotes could be delivered by mail later in the day. A decision was made to hold off presentation of the quotes until the next meeting.
Neil Munsey, Sales Representative from Erics Chevrolet,
extended an offer for the Sheriff’s Department to borrow three demonstration
cars as needed, however they would need portable radios for communication. Sheriff Talbert felt only one loaner car
would be necessary. Technically, a
simple loan of a vehicle is not a good idea.
This type of arrangement would require a lease to safeguard both Eric’s
and the County. To expedite the purchase
of the new vehicles, a motion was made by Mr. Harbaugh to hold a Special
8. 2003 Annual Sheriff’s Auction: (See page 7, attached, “In the Matter of Claims and Reports”, Item 5, for related discussion) Auctioneer Cartwright Ellis has requested to meet with Mr. Raver and Mr. Harrison to discuss items in the upcoming Sheriff’s auction. Sheriff Talbert mentioned the department has an old bus and step van to place in the auction.
IN THE MATTER OF PLAN COMMISSION ISSUES AND PROPERTIES FOR APPROVAL:
Assistant Plan Commission Director, James R. Hunter, presented the following issues for information and approval:
1. Case 11-CP-03 – one (1) lot in
2. Case 20-CP-03 – one (1) lot in Kim’s Subdivision located at 419 South 1100 East was approved on a motion made by Mr. Raver, seconded by Mr. Harbaugh, and carried.
3. Case 63-CP-02 – three (3) lots in
4. Case 23-CP-03 – one (1) lot in Woods View Subdivision located at 6720 West 90 South was approved on a motion made by Mr. Harbaugh. The motion was seconded by Mr. Raver and carried to approve Case 23-CP-03.
Mr. Bagwell called a five-minute recess at
The meeting reconvened at
IN THE MATTER OF MAINTENANCE DEPARTMENT ISSUES:
Maintenance Superintendent Thomas Harrison presented the following issues for Commissioner information and approval:
1. Remodel Restrooms for
Place tile on the floor and ½ way up the walls $ 1,900 to $2,000
and wallpaper the remaining ½ to the ceiling.
Tile the floor and cover the walls entirely $400 to $1,200
Cover the floor and walls entirely with tile. $3,119
Following a brief discussion of the options and costs, Mr. Raver made a motion to authorize Mr. Harrison to proceed with having the restrooms remodeled using ceramic tile on the floor ½ way up the walls and wallpaper the other ½ of the walls, to be paid out of the Courthouse Renovation Fund. Mr. Harbaugh seconded the motion, which carried.
2. Leak Issue at Courthouse: The southeast corner of the basement survived the 10-inch rainfall with minimum leakage. Mr. Harrison said a normal amount of rainfall might not cause leaks. Mr. Raver commented that some of the moisture in the basement might be alleviated when repairs to the sidewalk at the south entrance are finished. The canopy drains directly onto the ground next to the building’s foundation.
3. The basement in the
The Commissioners, by consensus, authorized Mr. Harrison to obtain cost estimates for the vinyl floor covering and use the Inmate Work crew to help remove the carpet.
IN THE MATTER OF COURTHOUSE RENOVATIONS:
Mr. William Bassett of William Bassett and Associates was unable to attend the meeting. Maintenance Superintendent Thomas Harrison presented the following issues for Commissioner information:
· The renovation work at the Courthouse is close to completion. The contractor had set July 1st for the final paperwork and signing most of the construction releases.
· There are a few locks and doors to be changed in different areas of the building.
· Some woodwork and touch-up painting needs to be completed.
· The air conditioner in the new information systems room is installed and the ductwork is hoped to be completed this week.
· Air conditioning problems are being experienced in Superior Court II. Approximately 20 feet of old original ductwork will be replaced. Most of the main ductwork in the attic of the building was not replaced during the remodeling.
* * * * * * * * * * *
Outdoor electrical boxes: The Taste of Kokomo is scheduled on
IN THE MATTER OF PERSONNEL ADMINISTRATOR ISSUES:
Personnel Director Wanda McKillip was unable to attend the meeting due to her vacation schedule. There were no issues to be presented.
IN THE MATTER OF INFORMATION SYSTEMS MANAGER ISSUES:
Mr. Terry Tribby, Information Systems Manager, presented the following issues for Commissioner information:
1. Storm Damage Assessment:
Considering the magnitude of storms
experienced in our area, Information Systems faired well. Employees worked on the weekend to make sure
the systems were up and running. There
were no major issues. Connection was
temporarily lost between the Courthouse and
b. Building Accessibility: Some power outage issues necessitated access into various facilities. Mr. Tribby would like to discuss how to get into these facilities after work hours.
c. The E-911 Dispatch Center computer system (not phone system) went down after the first storm for approximately 30 minutes. Assistant E-911 Director Steve Kline received help by telephone and the system was running again in a short time. Information Systems plans to study and complete a full evaluation of the problem cause.
2. Honorable Circuit Court Judge Lynn Murray has a large trial set for July 21st. A Judge Pro Tem will be handling Judge Murray’s extra workload in the new courtroom. All of the computers and recording equipment are ready for use. The new courtroom will be set up by the first part of next week. Juvenile Court will move back upstairs because their court is ready.
3. The Wireless duress systems will be installed in thee county facilities within the next two weeks.
4. Recorder’s Computer Issues: (See page 6, June 16th, 2003 minutes, “In the Matter of the Recorder’s Office”, Item 3, for related discussion) The Commissioners will be provided with further information on this issue after Mr. Tribby and Recorder Linda Koontz interview a another software vendor.
IN THE MATTER OF ROAD 400 NORTH PROJECT – PURCHASE OF PARCELS:
(See pages 4-5,
Mr. James Hamilton from Butler, Fairman and Seufert, submitted three (3) right-of-way parcels designated to be purchased for the 400 North Project. Mr. Hamilton requested authorization to proceed with purchasing Parcel Numbers 9, 10, and 13.
There being no further discussion, Mr. Raver made a motion to approve the purchase of Parcel Numbers 9, 10, and 13, and authorize the President to sign on behalf of the Board. Mr. Harbaugh seconded the motion, and it carried.
IN THE MATTER OF HOWARD HAVEN COUNTY HOME:
(See page 5,
Superintendent Kim Krieg submitted a proposal and marketing plan for adult day care services based on five (5) clients. Five day care clients will generate $57,200 annually. However, two part-time people will be needed at a cost of $20,280 per year, bringing the annual net income down to $36,920 as follows:
5 - Day Care Clients $5.50/hr. @ 8 hr. per day $57,200
2 - Part-time Employees $6.50/hr. @ 6.5 hrs. per day - $20,280
Annual Net Income $36,920
Discussion was held about increasing the number of day care clients. Ms. Krieg advised that the maximum ratio of staff workers to clients is 1 to 8 for Level 1 care. The current proposal would accommodate a total of eight clients. Extra clients would necessitate hiring additional part-time workers.
Ms. Krieg said her budget does not include funds for marketing and advertising. She suggested that the $3,000 appropriation in Furniture and Fixtures could be transferred into an account for advertising.
The Commissioners questioned whether miscellaneous needs such as insurance liability, medical care, nutrition requirements, activities, and schedules have been taken into consideration.
Currently there are six (6) full time residents; two (2) residents are self-pay at the rate of $33.62 per day and four (4) are funded by the ARCH Program at $27.00 per day. Ms. Krieg anticipates an increase in residents when the freeze placed on the Assistance to Residents in County Homes (ARCH) is hopefully lifted sometime in July, 2003. Ms. Krieg stated she would also like to advertise for self-pay residents.
Mr. Bagwell said an operation plan, client requirements, and cost of insurance coverage must be reviewed before advertising and marketing can be done. In addition, the basic question should be addressed whether there is a need for this type of service in our community. Mr. Bagwell made a suggestion to Ms. Krieg to contact other facilities and find out if their adult day care services are operating at capacity. If those facilities have continual openings for new clients, perhaps there is not a great demand for this type of service in our community. If eight day care clients cannot be found for Howard Haven, the Commissioners will not be able to justify keeping the facility open. The funding situation for the year-2004 is not good. Even if the Commissioners decide to keep the facility open, the County Council will need to be convinced if it is going to be feasible plan, especially since the proposal necessitates hiring new part-time employees.
Mr. Raver stated the deadline for
the 2004 Budget is nearly here and a decision needs to be made as soon as
* * * Public Comments and Discussion * * *
Rev. Ruth Lawson, Director of the Salvation Army Coordinated Assistance Ministries, advised that her mother is afflicted with Alzheimer’s disease and resides in her home. Rev. Lawson needed adult day care service for her mother in order to go to her job. The adult day care service at the nursing home treats clients the same as being a full time resident in the facility. Rev. Lawson felt the community would be very interested in adult day care service at Howard Haven.
Rev. Lawson submitted a letter stating that former Howard County Home Client, Earl Dain, who was placed into Clinton County’s Parkview Home paying $628.00 per month. In addition, the letter requested an extension of one month before closing Howard Haven to further research possibilities for filling and funding the home.
Ms. Charlene Bolton said she talked
with the ARCH Director in
Ms. Barbara McGimpsey said she works as a caregiver for elderly people. In March 2003, she gave Ms. Krieg a list of prospective residents who need information about Howard Haven, but there has been no follow-up. In addition, Ms. McGimpsey only inadvertently discovered an open house was held at the Howard Haven Home on June 14th. Ms. McGimpsey works with a representative from the Area 5 Agency who is still waiting on some requested information about the home. Ms. McGimpsey suggested ways to cut costs at the facility such as clipping grocery coupons and watching for sale advertisements in the newspaper.
William R. Grady has a sister who has resided at Howard Haven for approximately 20 years. He complemented the facility but said it is not well promoted. He felt more people need to be aware of the facility.
Mr. Bagwell thanked the citizens in the audience
for attending the meeting.
The proposal submitted by Ms. Krieg did not include cost estimates for all other expenses associated with adult day care service. The Commissioners asked for a revised proposal showing the revenue, level of care, and all costs associated with eight day care clients (instead of five). The Commissioners want to know exactly what is going to be done to meet the financial needs in order to keep the facility open.
This issue was tabled, by
consensus, until the next regular meeting scheduled on
IN THE MATTER OF NEW
Grant Administrator Tina Mendenhall Henderson presented the following issues for Commissioner information and approval:
1. New London Conservancy District: (See page 7,
2. Honey Creek Township Fire Department Grant: (See pages 5-6, May 5th, 2003 minutes, “In the Matter of Honey Creek Township Fire Department Grant” for related discussion) Honey Creek Township applied for a $150,000 grant to purchase a new pumper truck for the Honey Creek Volunteer Fire Department.
A standard Sub-Recipient Agreement was presented for
b. Two copies of the Grant Agreement must be signed and mailed to the Indiana Department of Commerce for signatures from the state. The state will take at least four weeks to sign their portion of the grant agreement before sending it back.
The truck will be sent out for bids in the next two
weeks. It is a standard that fire truck
companies want 50% up front and 50% at the end.
Ms. Henderson will present the first claim within the next five months
and then an eight to ten month waiting period will follow while the truck is
Commissioners asked if it makes any difference which Commissioner signs the
grant documents when the President changes each year. Ms. Mendenhall said from this point on, once
the claims have been approved by the Commissioners,
Mr. Raver made
a motion to approve Grant Agreement CF-00-138 for
Mr. Raver made
a motion to authorize the
Mr. Raver made
a motion to take the Honey Creek Township Sub-Recipient Agreement under
advisement for the
Mr. Harbaugh made a motion to approve the “Agreement Between Owner and Administrator” for Ms. Tina Mendenhall Henderson to serve as the Grant Administrator for the Honey Creek Volunteer Fire Department and authorize the President to sign on behalf of the Board. Mr. Raver seconded the motion, and it carried.
3. Taylor Township Regional Sewer
District: Taylor Township RSD
Regency Mobile Home Park has committed $150,000 to connect to the system. Taylor Township RSD is in the process of
securing a State Revolving Loan for the matching portion of this grant in the
amount of $2,580,270. The proposal is
A few documents need be completed such as I.D.E.M.’s approval of the preliminary engineering report. Also the State Revolving Loan must be secured and a public hearing held before September. The District might not be able to meet the September 5th round; therefore they would have to go into the first round of January 2004. With all of this in mind, Ms. Henderson recommended that the Commissioners approve the grant to go into the September 2003 round and the first round of 2004.
Attorney Murrell asked if the County had any liability concerning this grant. Ms. Mendenhall explained the State Revolving Loan is setup directly to the Sub-Recipient, Taylor Township RSD, and the County is not responsible for the project. Mr. Bagwell asked what would happen if the RSD defaulted? Ms. Mendenhall was unable to answer this question because the Taylor Township RSD was established prior to her involvement with the project. She suggested that it would be in the best interest of the Commissioners’ to review how the Regional Sewer District is set up.
Mr. Harbaugh made a motion to authorize the President to sign on behalf of the Board, all documents associated with the request for a grant from the Indiana Department of Commerce regarding the Taylor Township Regional Sewer District. Mr. Raver seconded the motion, and it carried.
IN THE MATTER OF VACATION OF UTILITY EASEMENT:
Mr. Tom Harrold, owner of real
Mr. Raver made a motion to accept
the Petition For Vacation of Easement and set the hearing date for Monday,
August 4, 2003 at 9:30 a.m. Hearing Room No. 338 of the
IN THE MATTER OF
Director Jan Weaver presented the following issue for Commissioner information:
Many other detention facilities
offer transportation to take juveniles to and from court. Ms. Weaver feels that the
IN THE MATTER OF COMMUNITY CORRECTIONS:
Community Corrections Director Steve Maus presented a previously approved grant for Commissioners’ signatures.
Veteran’s Service Officer William Allen Polsgrove Jr. presented the following issue for Commissioner information and approval:
Indiana Code 10-5-3-1 Section 1 (a) authorizes
Ordinance No. BCC-2003-25, an Ordinance Fixing Veterans’ Burial Allowances was approved on a motion made by Mr. Raver, seconded by Mr. Harbaugh, and carried.
IN THE MATTER OF CLAIMS AND REPORTS:
Operating claims payable on
Commissioner’s Salary Claims for
hourly, salary, and overtime payable for July 11th and
3. The Howard County Treasurer’s Report for the month of May 2003 was accepted on a motion made by Mr. Harbaugh, seconded by Mr. Raver, and it carried.
4. The Howard County Council on Aging sent a letter thanking the Commissioners for sponsoring the flu shot program.
IN THE MATTER OF COUNTY ATTORNEY ISSUES:
DISCUSSION REGARDING THE PROPOSED BOARD OF COMMISSIONERS GENERAL FUND OPERATING BUDGET FOR 2004:
The Board members carefully examined each line item, and addressed the anticipated cost increases. The Board reached an agreement on line item needs and proposed requests.
Salaries and Wages: The salaries for Commissioners, Council,
b. Contractual Services: There was discussion that fees for MS4 Contractual Services is an economic development issue and EDIT funds may be used. The amount depends on how the County pursues plans for the future. Surveyor Beryl Grimme included a staff person for $30,000.00 when he prepared his budget for 2004 in hopes that the Council will transfer a portion of the money out of Soil and Water Budget. The Commissioners hope that the individual assigned to the position is a local resident that can start performing all of the duties assigned to MS4 including writing the meeting minutes. The Commissioners decided to take $26,000.00 out of the proposed General Fund Line Item 3120.02 Other Services and Charges and place in the EDIT Budget under the same line item number.
c. Travel Expenses: The amount of travel expenses was calculated on a basis that only $41.28 used thus far in 2003. The Commissioners decided to not make any changes to this amount.
Health: There is a very large
increase for the 2004-year.
There being no further
questions, Mr. Raver made a motion to approve the
DISCUSSION REGARDING THE PROPOSED ECONOMICAL DEVELOPMENT INCOME TAX FUND (EDIT) FOR 2004:
a. Under Item 3, add Line Item 3120.02 MS4 Contractual Services in the amount of $26,000.00.
b. US 31 Coalition: Discussion was held that by contributing to the Coalition, the Commissioners would have more input as well as a seat on the Board.
c. Computer Equipment: There was a question whether computer equipment can be purchased out of the EDIT Fund. Attorney Murrell advised that anything that can be purchased out of the Cumulative Capital Development Fund (CCD) may be purchased out of the EDIT Fund.
Mr. Raver made a motion to approve the 2004 Budget Request from the Economical Development Income Tax Fund with the addition of Line Item 3120.02 MS4 Contractual Services in the amount of $26,000.00. Mr. Harbaugh seconded the motion, which carried.
DISCUSSION REGARDING THE PROPOSED E-911 FUND FOR 2004:
a. The E-911 Proposed 2004 Budget will subsidize dispatcher salaries for both the City and the County.
The County General Fund should receive $100,000 and $180,000
is planned to go to the City General Fund
Mr. Raver recently attended the monthly meeting of Fire
c. expressed a strong interest in having one dispatcher dedicated strictly to fire dispatch. Mr. Raver informed them there is no chance that this would occur in 2004. Mr. Raver advised the Fire Chiefs that before a request could be considered, statistics would need to be composed to show there is a need for a separate fire dispatcher.
required to go before the Council. In order to keep the request separate during budget time, the
Commissioners decided to review for approval the E-911 Budget at the first meeting in January 2004.
Mr. Harbaugh made a motion to approve the request only for the E-911 Budget for the year-2004. Mr. Raver seconded the motion, and it carried.
IN THE MATTER OF MISCELLANEOUS COMMISSIONER ISSUES:
1. Mr. Bill Canady sent a letter to the Commissioners stating that he is available to assist the County in meeting any building and grounds maintenance, repairs or construction projects. The Commissioners were in agreement to forward the letter onto Mr. Tom Harrison, Howard County Maintenance Superintendent.
2. Assignment of MS4 Operator: (See page 7,
3. Rededication of the Courthouse: A Rededication ceremony and recognition of all those who were involved with the Courthouse Renovation Project was scheduled at the end of the regular meeting on Monday, August 4, 2003 at 11:30 a.m., by consensus.
4. Don Travis requested to be on the next Commissioners’ meeting agenda to present a Kokomo Center School Grant.
6. Greentown Volunteer Fire Department is in the process of applying for a grant to purchase a new truck and requested a letter of support from the Commissioners. Mr. Bagwell said he would generate the letter to the Greentown Volunteer Fire Department.
Emergency Situation: Emergency Management Director Larry Smith
returned to the meeting and advised the Mayor of Kokomo signed a proclamation
declaring a city wide emergency situation.
The City and County proclamation together with a cover letter signed by
Commissioner Bagwell and Mayor Trobaugh, will be sent to the Governor
requesting a State of
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