21 May 2013 Dearborn
County Commissioners Meeting Notes
Present: Shane McHenry, President, Art Little, and Kevin
Lynch
Also present: Teresa Randall, County Administrator, and Andy
Baudendistel, Attorney.
ABSENT: Gayle Pennington, Auditor. Connie Fromhold covered
the meeting.
OLD BUSINESS:
Region 9 Workforce Board Representative- TABLED
NEW BUSINESS:
Emergency Management-
Bill Black- signatures for County Emergency Plan Management that he had
previously sent to Commissioners to review. A new assessment of hazards in the
plan will be added as an amendment when that it finished being revised. Fire,
EMS, utilities, and the cities and towns will also be asked to sign off on
this. This is also necessary to get reimbursements for the staff wages. St Leon
was the site of a recent exercise they held. The plan is basically the one they
have had all along- just updated. Commissioners
signed the Plan and the amendment.
Bill Black said they do have about 60 weather radios in
their office available to anyone who needs one.
ADMINISTRATOR:
Teresa Randall:
Votaw /Shumway project- The buildings are down. The low
bidder on the project is $5189 over the estimates. O’Mara is the low bidder at
$141,933. They will also need some extra materials, testing, and construction
observation. She estimates about $13,000 extra needed of the additional $40,000
she is requesting to finish the project. They did not advertise in time so the
project will be held up. There are some bad soil issues and a concrete pad
under the ground. [NOTE: Didn’t they do
soil testing and sampling before?] Randall was approved by Commissioners to go
to Council to request an additional $40,000 for the project.
Jail Project- Brad
Rullman and Jeff Lyness of Maxwell Construction updated
14 bid packages – and 66 bids received. They showed a slide
of the low bidders. Bruns Gutzwiller was the low bidder on items 1 and 4. There
were several other bidders for electrical, kitchen, etc. They did contractor
interviews and discussed value engineering items for potential future savings.
There are a few items to discuss to bring back to Terri Randall. These could
bring some savings.
Base bid total- $10,790,969 +$712, 480- alternate plus 64
beds = $11,503,449 [NOTE: This is well
above what Council approved for the budget. And it is quite close to the $12million
cap that was to require going to a vote of the people.]
$292,000 for security was already done in 2012. Council
expected that to be deducted from the total allotted to the jail project. The
$292,000 is in addition to the $11,503,449 above per Randall.
Have to go to Council for additional $356,798 for the base
bid of 144 beds. She is asking permission to go to Council for this.
Kevin Lynch wanted to comment that he
spent some time at Maxwell’s office and is confident in their abilities to
leave no stone unturned to shore up or reduce costs on the project. He is confident they selected the correct
construction manager for the project. Randall and Jeff Lyness talked about what
to cut. Lyness said that some of the bidders were 20% lower than others. They
said if they don’t move forward that the bidders later will be higher perhaps.
He said that they couldn’t cut items without reducing the efficiencies in the
jail. Losing some of the low bids would mean they probably would have to factor
in $800,000- $1 million to cover the losses of the lower bidders. Lynch motioned to allow Randall to approach
council for an additional $356,798 for the base bid of 144 beds. Little
seconded. Approved.
Randall discussed
the alternate bids and how long the 144 beds would last for the county jail
population. 2020-2025 we will be full at the base project rate with 144
additional beds. About 2028 would be when the additional 64 beds would be full.
This was Integrus’s study using Kelly School of Business population estimates.
She said it could last longer if we fixed some of the drug problems. Randall
spent some time justifying moving ahead now- as it would cost more later.
Randall asked if they wanted to recommend accepting the 64
bed additional at $712,480. This is a hard number per Randall. She said to note
that the construction manager is not charging any additional fees for that
work. Lynch motioned to accept the additional
64 bed alternate for the project and Little seconded. Commissioners approved.
Randall asked to tentatively schedule an additional meeting
with Commissioners next week if Council decides to fund this. They will meet
Tuesday May 28th at 8 AM. Lyness said the notice to proceed usually
precedes the contract in response to Baudendistel’s question. He has a hearing
at 8 AM that day. He will review it in advance. They moved the meeting to 8:30
AM to accommodate the attorney.
AUDITOR: Connie
Fromhold gave out the contract for EMS for Manchester for $20,000.
Commissioners approved it. Minutes and claims approved.
ATTORNEY: Andy
Baudendistel- Ordinances that deal with Investment of County funds from Phil
Weaver’s research. This updates ones we did before per state laws. These give
greater options of where they can invest them. Umbaugh and Associates provided
these. This investment policy is good for not more than four years. The other
two ordinances allow us to be more competitive with our investments. These will
be passed by Commissioners and Council. IC 5-13-9-5 allows us to use CDs in
more banks than before. IC 5-13-9-5.7 allows the county to invest for 2 but not
more than 5 years now. They cannot be more than 25% of the county’s total
portfolio. This expires four years from now. All approved by commissioners. [N OTE: This step is being taken to also
cover the riverboat savings money being spent on the jail project to get as
much interest as they can while keeping it liquid.]
COMMISSIONER COMMENTS-
Art Little- wants us all to thank our veterans this weekend. Lynch wanted
people to keep the Oklahoma folks in our thoughts after the tornado this week.
Parade and services at the cemetery for Memorial day and He wanted to reiterate
all the efforts Maxwell’s have put into the jail project.
LATE ARRIVAL
INFORMATION- none
PUBLIC COMMENT- none
Meeting adjourned at 6:34 PM
Christine Brauer Mueller
Lawrenceburg Township
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