1 July 2014 Dearborn
County Commissioners Meeting Notes
Present: Shane McHenry, President, Art Little, and Kevin
Lynch
Also present: Gayle Pennington, Auditor, Teresa Randall, County
Administrator, and Andy Baudendistel, Attorney.
OLD BUSINESS:
Happy Hollow Road-Baudendistel
said that the surveyors were working on this and are agreeing where the ROW is.
Denny Kraus, Jr. said that he was hoping to have the surveys signed off on
before a court date. If they come to agreement on ROW and /or property lines that
would be good. Baudendistel said the commissioners can’t sign off on something
until the disagreement is settled. McHenry
agreed with Baudendistel that this can come off the agenda. McHenry will call
Engle’s and explain this to him.
SIRPC- (SE Indiana Regional
Planning Commission)-Jodi Comer and Mary McCarty- update on projects- they
passed out their brochure and ran down some of the projects they do now. The
CBDG- Community Development block Grant program used to have 3 cycles a year-
now there is only one a year as funding is going down. Master plans and updates
in towns are helped. Local economic development and housing repairs for elderly
and disabled are projects they do so they can stay in their homes. Brownfields
that they applied for were not accomplished and they will refile for the next
round. They learned a lot about how to approach this after the first round. They
also gave this report at Council in June.
NEW BUSINESS:
Assessor- Gary
Hensley- X-Soft- INcama Software- this request s to upgrade this software
so that he can eliminate the issues in the data exchange with the auditor’s
office over the last 7 ½ years. Cost of the upgrade is $206,400 and then
annually $34,000 for support. They currently use Pro Val which was here before
he came in to office. He said this upgrade can be accomplished with little
additional cost per year to the county. Because this software includes some
things we already use and pay additional money for now. The rep from XSoft was
available this morning for questions. Hensley believes they can save money in
the long run with this. He is beginning here to get their permission to go
forward in the process. The old company is an annual agreement. It ends in Dec.
He hopes to present this to Council for approval. Hensley said this software is
remarkable and Pennington saw the software too and Auditor has been on board
with it for over 2 years. She is hoping he upgrades. Hensley will send the old
contract and new one to Baudendistel to be sure they don’t have to give notice
of 30 or 90 days or something. Pennington says she thinks she has that old 2002
contract. Commissioners approved Hensley
moving forward to the Council for the upgrade funding.
Community
Corrections- Superior Court Probation- Steve Kelly- request to approach
Council- Pilot Program/Additional from Budgeted user fees. He said they are changing
how they do Community Corrections so they will see him more. They have been
chosen to do this pilot program for ankle bracelets and it is a full social
service program. They applied for grants- this is an additional $ 150,000 and
then another $150,000 for a $300,000 total of those grants and he wants this
line item separated so it ONLY is used for that pilot program.
He is also here for $62,400 item from budget that needs to
be increased. He needs $200,000 in this account. They never spent less than
$100,000 historically. Somehow the previous person in charge had only gotten the
$62,400 approved.
They are working with a new company Core Soft for the Pilot
project and all others on home detention. This has been signed off by everyone
on their end ( courthouse) and the company and has been reviewed by Shane and
Baudendistel. $6.50/day x 110 x 365 days=$189,300 -leads to more than $25,000
increase per year. The old company couldn’t prove if people were outside their
home. First year the pilot program will cover 53 of these people. With the
phone they get they sign an agreement that the community corrections has full
access to that phone. Some are on RF and some on GPS. This new program tracks
where they are and they can set up parameters around schools, parks, victims,
liquor stores, bars, etc. and there will be alerts when there person gets in
those areas. This will also give 24/7 coverage. They also are setting up
projects with employers that want felony tax credits to hire people from this
program. Commissioners ratified
McHenry’s signature on the contract with CoreSoft. Commissioners also approved going to Council
for the other money and Commissioners approved setting up a new fund for the
grants.
Baudendistel said BI
will allow us out of the lease with BI for $39,806.85 as this is an old 5
year lease that was signed under the previous head of corrections before
commissioners set up contracts that were only annual. It was actually $144,000
or so left to pay on the lease. Commissioners
approved the payoff of the lease once it is executed by them.
HIGHWAY DEPARTMENT:
Todd Listerman, Highway Engineer:
Tri-Township Water Relocation Agreement- relocation of the
water line on Stateline Rd for $286,722. The county does not have to purchase
new ROW for them -they are going to relocate in that new ROW. Little said the
old steel line in the 1960s needs to be improved anyway- and it would have been
under the new road. Approved by commissioners.
INDOT LPA Agreement- Small structure inspection and
inventory and INDOT LPA Agreement- Stateline Road at Georgetown Rd – tabled
will cover later when agreements are redone due OKI and INDOT changing funding
sources thru the MPO. Hope to be done by September.
Construction Inspection Contract- for the bridge rehab-
Certified Engineering was low bid at $18850. $34,560 and $39,200 were the other
bids. He checked out the work the low bidder has done in Rush County. They will
start work when he is on vacation. Commissioners approved the contract for
Listerman to sign.
Revised Design Contract for Bridge #138- Bonnell Bridge by
Burzelbach. There were issues with the railroad. Design is now finalized. There
will be some additional charges and an additional RR fee and more geotech work
and ROW acquisition. This is a not to exceed contract in case some items are
not needed. It is fully funded. Commissioners
approved amendment #2 on this contract for $174,391.
Bridge Rehab Contract Award- for box beams and Bridge 88-
three bidders- low was Paul Rohe Co- $639,955.70. $856,509.58 and $864,364.50
were the other bid amounts. Commissioners
signed the contract.
Listerman will be on
vacation from Jul 10-20 and will have his computer with him for email contact
should he be needed.
Convention Visitor
and Tourism Board Replacement- Hollywood Casino Rep- Tina Bojack- replaces
Debbie Walter from the casino. Randall said the board highly recommends her and
she meets the political balance criteria. Commissioners
approved.
Supplement Adopting
Ordinance-Pennington said this would be the ordinance adopting revisions to
our codes. American Legal Publishing of Cincinnati did the work. This makes the
code match up to the Indiana code. They consider this an emergency measure. [WHY emergency?] They only put in the
ordinances that were approved by the county in our regular open meetings per
Pennington. Commissioners signed the
ordinance.
2014 Tax Sale Work
Plan AND Tax Sale Support Services Addendum-Pennington said this is SRI and
is an annual agreement that we do. They have done this for many years and they
also do our sheriff’s sales. Commissioners
signed the agreement.
Emergency Management-
Bill Black Jr. – Grant Signatures for 2 grants. One is $15,000 for the
Local Mitigation Plan they already signed and they need the redone version
resigned. There was a change that said it all had to be adopted before the
final payment is made. Baudendistel said he reviewed as did a lot of others
before it got to us. The second grant is
a Performance Grant of $40,151.45 that
helps pay 3 salaries for EMA. Commissioners
signed both agreements.
ADMINISTRATOR: Teresa Randall-had Brad Rullman from
Maxwell Construction to update on the jail. Punch list on the addition on
August 1. Paving parking lots and the building is finishing. They will be
getting inspections and flooring and ceilings in. As always a walk-thru is
available anytime. They had a few unforeseen conditions but they are still OK
on their contingency set up. The time project for FULL project completion in
November. They will have move in time and renovate the existing building area
which proceeds a little slower as there are prisoners in the area they work
around. Baudendistel said the new law
says that eventually even if you have a year to do for a felony you will stay
local- not go to the Dept. of Corrections. Randall said that they are
reconciling the final budget on the jail and she is working with the auditor.
Randall is meeting to find a place for coroner and John Lee with IT also has a
problem so they are trying o work for them in the design. [NOTE: Why wasn’t this addressed before the spaces were set up in the
design?]
Randall said a small
team is going to meet in INDY to save money with DLZ on the annex project. [NOTE: Why is a small team going to INDY to
see DLZ out of the public eye? Who is on the small team? No discussion of that
in a public meeting.] Randall continued: They need to get a better line on
the financials. McHenry said they have to be more educated on where we are
financially before we head to Council. For
a not to exceed fee of $5,000 Umbaugh and Associates would gather info on the
project and analyze the county resources and lay the revenue stream going out
and come to the meeting to let us know what position we are putting Council in.
There is a page listing the scope of the work on this. Randall said she’d
gotten their price down and it was a good price for a firm of this size. Kevin
Lynch strongly supports this as does Art Little who said that he likes to see
expert advice when he doesn’t know something. Commissioners approved. [NOTE: Why can’t the auditor’s office get the
financial data requested? They have Frank Cummings as their consultant for
Council already. The revenue stream would
be an estimate and the past history will not be able to be used due to the new
casinos in the area. And lastly, why was a budget not discussed up front before
money and time was spent on the design? It seems like we keep rushing into
things and then backtracking and fixing mistakes or redoing things. Perhaps a
better mix of people including qualified citizens( taxpayers) in the original
planning stage would have prevented this. Just a thought…]
AUDITOR: Gayle
Pennington- claims and minutes signed.
ATTORNEY: Andy
Baudendistel- the public records request forms were mailed out to dept heads.
The clerk’s and recorder’s office jumped all over this. They have statute that
covers their requests and costs of copying. Coroner and 911 dispatch had
questions. Subpoenas don’t fall under this. There was discussion of getting
draft copies of minutes on the county website. They county website will be up
soon. They think this will be a good time to start the new forms and also get
draft copies of minutes etc up online faster. Randall thought they’d have a presentation to roll it out in 30 days or
so. Baudendistel answered my question about the length of the form 9 3 pages )
saying the last 2 pages were for the county officials to fill out in reply. I
also asked about the creation of a lot of paper and they were going to have the
form available online for digital submission. It was also discussed that
digital copies sent for the requests would save time and paper. Media will do
story on the form and get some public comment.
COMMISSIONER COMMENTS-
Lynch thanked Listerman for getting him into INDOT to help build those
relationships. He thanked Bill Black for meeting and discussing other
technologies in the area that we could check out. Also wished everyone a Happy
Independence Day and encouraged people to get out and remember what it stands
for. Little said the weatherman will cooperate with the holiday. And remember
the birth of a great republic. McHenry said that last week he met on 275 to
work with the state and tourism to have a better product as we enter the county
at that 275 /50 interchange and Belleview. It was a first meeting with a lot
more to do. This would help promote tourism. And be safe with the fireworks, he
warned.
LATE ARRIVAL
INFORMATION- none
PUBLIC COMMENT- none
Meeting adjourned at 10:16 AM
Christine Brauer Mueller
Lawrenceburg Township
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