COMMISSIONERS REGULAR MEETING October 15, 2013 Commissioner Brian Baird called the October 15, 2013 Commissioners regular meeting to order at 3:00 p.m. with Board members Tom Kite and Ron West present. This meeting was held in the Auditorium of the Courthouse Annex at 86 West Court Street in Franklin, Indiana. PLEDGE: Sheriff Doug Cox led the pledge of allegiance. INVOCATION: Ron West led the invocation. ADMINISTRATIVE FUNCTION AS TO DEPARTMENT HEADS: Johnson County Sheriff- Request Approval of an Agreement for COPLINK NODE between the City of Indianapolis, Department of Public Safety, on behalf of the Indianapolis Metropolitan Police Department and the Johnson County Sheriff s Office: Sheriff Doug Cox presented to the Board for approval an agreement with COPLINK NODE which is between the City of Indianapolis, Department of Public Safety on behalf of the Indianapolis Metropolitan Police Department and the Johnson County Sheriff s Office. Sheriff Cox this agreement will allow the IMPD and the Sheriff s Department to be able to share information between the agencies about suspects. Sheriff Cox stated they have not been able to do this prior to this agreement. Sheriff Cox stated there is an annual fee of $2,856.28 of which the City of Greenwood and the Sheriff have agreed to split the cost. Tom Kite made a motion to approve the agreement as presented. Ron West seconded the motion and the motion Johnson County Sheriff- Request Approval and Signature on the Advanced Correctional Healthcare Agreement for Inmates: Sheriff Cox also presented to the Board for approval the Advanced Correctional Healthcare Agreement for inmates at the jail. Sheriff Cox stated Johnson Memorial Hospital advised the County they would no longer be able to provide correctional healthcare to the inmates at the jail. Sheriff Cox stated Advanced Correctional would be able to begin their agreement at the jail as early as December 1 st. Kathleen Hash, County Attorney, stated the dates for the term of the agreement need to be filled in and the E-Verify and Iranian Certificate will be provided by Bill Barrett, Litigation Attorney. Brian Baird, Commissioner, stated he believes moving forward with this company and type of service provided should have been something that was done years back and already been in place. Mr. Baird stated the Sheriff s Office is not in the business of healthcare. Ron West, Commissioner, stated having this type of professional service at the jail for the inmates in place is a benefit for the County in helping to prevent lawsuits. - 1 -
Tom Kite made a motion to approve as presented. Ron West seconded the motion and the motion Johnson County Museum- Approval to Approach County Council for an Additional Appropriation for Utilities: Brenna Cundiff, Director, presented to the Board for approval a request to approach County Council to ask for an additional appropriation for her utilities line item. Ms. Cundiff stated there is an overage in utility costs of $3,000.00. Johnson County Assessor- Approval of Contract for Services for Postage for Notice of Assessment Changes: Mark Alexander, Assessor, presented to the Board for approval a contract with Worrell for postage for Notice of Assessment Changes. Mr. Alexander stated due to tighter mandates the County has to send out Form-11 s and this contract is for that service. Mr. Alexander stated he is asking the Commissioners to pay the postage in the amount of $18,977.80 based on the amount of 48,167 pieces mailed. Mr. Alexander stated this count is the max it would be. Mr. Alexander stated the assessments that do not change and possibly the assessments that went down may not end up being mailed and may be available on the County website. Mr. Alexander stated he would need to do more research on that to verify. Ron West made a motion to approve as presented. Tom Kite seconded the motion and the motion Johnson County Planning & Zoning Department- An Ordinance Amending the Stormwater Permit Fee Schedule for the Johnson County Department of Planning & Zoning- Ordinance No. 2013-14, Second Reading: David Hittle, Director, presented to the Board for approval of the Stormwater Permit Fee Schedule Ordinance (Ordinance # 2013-14). Mr. Hittle stated this is the second reading. Ron West made a motion to approve. Tom Kite seconded the motion and the motion Johnson County 911 Executive Director- Amendment No. 1 to JT Packard Service Agreement: Mike Watkins, Director, presented to the Board for approval Amendment No.1 to the JT Packard Service Agreement. Ron West made a motion to approve. Tom Kite seconded the motion and the motion Johnson County Highway Department- Request Approval and Execution of the LPA/Consultant Engineering Design Contract for the Center Grove Community School Corporation Crosswalk Improvement Project: Luke Mastin, Director, presented to the Board for approval the LPA/Consultant Engineering Design Contract for the Center Grove Community School Corporation Crosswalk Improvement Project. Mr. - 2 -
Mastin stated this project was estimated to cost $20,000.00 and the contract is in the amount of $19,800.00. Mr. Mastin stated approving this contract will start the design phase and the project is scheduled for a letting in May of 2014. Ron West made a motion to approve. Tom Kite seconded the motion and the motion Brian Baird, Commissioner, stated he would like to see the design engineer firms be held accountable for the engineering services they do. Mr. Baird stated costing the County extra money is not fair to the County or the tax payers. Mr. Mastin stated they will continue to watch the work that is being done and will monitor those projects as needed. Johnson County Highway Department- Request Approval and Execution of the INDOT/LPA Coordination Contract for the Center Grove Community School Corporation Crosswalk Improvement Project: Mr. Mastin also presented to the Board for approval the INDOT/LPA Coordination Contract for the Center Grove Community School Corporation Crosswalk Improvement Project. Mr. Mastin stated this contract is related to the first agenda item. Mr. Mastin stated contract is between the County and INDOT. Johnson County Highway Department- Request Approval and Execution of Change Order No. 3 for Whiteland Road Improvements Project between S.R. 135 and C.R. 144: Mr. Mastin also presented for approval Change Order No. 3 for Whiteland Road Improvements Project between S.R. 135 and C.R. 144. Mr. Mastin stated this Change Order is an increase in the amount of $38,723.07. Mr. Mastin stated this increase is less than what they participated it to be. The Change Order is due to various contract items completed i.e. sanitary sewer lateral, extension of three pipes, connections for five structures that did not have blockouts for connections, additional manhole structure, work to correct a flawed drainage design, relocation of an installed inlet, addition of a structure to stop drainage topping the curb and flooding the street, yard drains, replacement of items for signalized crosswalk at school and cement used in lieu of lime kiln dust as a chemical medication process needed to the subgrade stabilization. Johnson County Highway Department- Request Approval and Execution of the Level II Design Exception of Guardrail for the Replacement of Bridge No. 96 on C.R. 440 East (Franklin Road) & C.R. 100 North (Watson Road) in Clark Township: Mr. Mastin also presented for approval the Level II Design Exception of Guardrail for the Replacement of Bridge No. 96 on C.R. 440 East (Franklin Road) & C.R. 100 North (Watson Road) in Clark Township. Mr. Mastin stated this design exception is a request to INDOT to approve the guardrail offset of four (4) feet instead of - 3 -
the five and a half (5 ½) feet that is required. Mr. Mastin stated a speed limit reduction could be considered if INDOT does not approve the reduction of feet in guardrail. Mr. Mastin stated they have been approved for design exceptions before from INDOT. Tom Kite made a motion to approve the request as presented. Ron West seconded the motion and the motion Johnson County Highway Department- Request Approval and Execution of a Contract for the 2013 Preservative and Rejuvenation Sealing Program: Mr. Mastin also presented to the Board for approval the contract for the 2013 Asphalt Rejuvenation & Sealing Program. Mr. Mastin stated this is a new concept to the County. Mr. Mastin stated the City of Carmel has used this process for the last ten (10) years and the City of Franklin just recently signed a contract as well. Mr. Mastin stated the contractor does still need to provide a few more documents. Mr. Mastin asked if approval is given he would ask that it be contingent upon receiving the additional documents from the contractor. Mr. Mastin stated this process does not really change the appearance of the road that much. The Board stated they would ask Mr. Mastin to make documentations and keep pictures of this project to have comparisons from what is currently in place. Tom Kite made a motion to approve as presented with the contingency. Ron West seconded the motion and the motion Johnson County Commissioners- MOU between the Johnson County Board of Commissioners and the White River Township Fire Protection District regarding operating the District s Dispatch at the Johnson County Dispatch Facility: Ron West made a motion to approve. Tom Kite seconded the motion and the motion carried Chief Jeremy Pell, White River Township Fire, stated the Sheriff, Grant Black and Mike Watkins have been wonderful to work with through this process. Johnson County Commissioners- Barnes & Thornburg, LLP- Bond Counsel Services- Johnson County General Obligation Bonds, Series 2013 A: Tom Kite made a motion to approve. Ron West seconded the motion and the motion carried Johnson County Commissioners- 2013 Trick or Treating Hours for Unincorporated Johnson County: Trick or Treating hours for the unincorporated areas of Johnson County are set for Thursday, October 31 st, 6:00 9:00 p.m. - 4 -
Johnson County Commissioners- 2014 Holiday Schedule: Brian Baird, Commissioner, stated he would suggest eliminating Primary Election Day and Columbus Day from the holiday schedule. Ron West, Commissioner, stated General Election Day could even be considered to be removed as well. Mr. Baird stated he understands this may seem a little harsh to employees but he would like to see the money saved on that holiday pay maybe divided among all employees. Mr. Baird stated in the private sector the max allowed holidays are usually eight (8). Mr. Baird stated there are fifteen (15) on the proposed 2014 list. Tom Kite, Commissioner, stated he had always had the presumption that the election days were given because of the Clerk s Office having a hard time finding help to work the polls on election day. Mr. Kite stated making the election days a paid holiday the County employees could then in turn work at the poll sites/election. Mr. Kite stated those times have since changed along with the election laws. Mr. Kite also stated had being a long time municipal employee there are about four (4) to five (5) days on the County list that he never received as a municipal employee. Mr. Kite also stated the County salaries compared to municipal salaries are a lot less. Mr. Baird stated he understands the presumption that County employees are not paid enough so holidays were usually approved as an incentive. Mr. Baird stated he doesn t understand the thought process behind that. Mr. Baird stated with eliminating at least two (2) holidays about $283,000.00 could be put back into the Counties funds that could be disbursed among all employees. Mr. Baird stated the employees would get a better benefit out of this process. Mr. Baird also stated the County would receive production from employees on those days too. Mr. Baird also stated he fears that the money saved may not go to the employees and that would not be the ideal situation. Mr. Baird stated he would like this item tabled to give more time to do more research to be able to make the best decision possible for the employees and the County offices. Tom Kite made a motion to table this item until the November 12 th meeting to allow more time for research. Ron West seconded the motion and the motion carried Johnson County Commissioners- 2014 Commissioners Meeting Schedule: Tom Kite made a motion to approve. Ron West seconded the motion and the motion carried Johnson County Commissioners- Fairgrounds Lease Discussion: Brian Baird, Commissioner, stated they are looking at what is in the current Fairgrounds Lease and what also what was in the previous leases. Mr. Baird stated they are also looking at making some improvements to the lease. The Board stated the lease is a pretty basic lease at this point in time. Tom Kite, Commissioner, stated as this moves forward the Board would need to consider how much input and control would the Board want to be involved in. Mr. Kite stated the - 5 -
fairgrounds is a huge asset that belongs to each and every tax payer. Mr. Kite stated there are a couple of things that he would want to talk about if the lease is changed. Mr. Kite stated there are some processes in place that would need to be reviewed/updated. Mr. Baird stated he would like to work with the County Attorney on implementing some ideas into the lease and come up with a draft to present at a meeting. Johnson County Commissioners- Shooting Range Construction- Progress Payment Request and Approval of Change Order: Brian Baird, Commissioner, stated he has received a request from Presnell Excavating for a progress payment and approval of Change Order #1. Mr. Baird stated this project is currently in process and well within the range of 50% complete. Mr. Baird stated the Change Order is due to a retaining wall that needs to be built around the guy-wire stations. Mr. Baird stated this was missed though engineering issues and the measurement was missed. Mr. Baird stated the Change Order is in the amount of $4,800.00. Mr. Baird stated an amendment to the contract will need to be done to allow for the progress payment. Mr. Baird stated he would also ask the Board approve he be allowed to sign the Change Order and the addendum to the contract. Ron West made a motion to approve as presented with Commissioner Baird allowed to sign the Change Order and the addendum to the contract. Tom Kite seconded the motion and the motion NEW AND OLD BUSINESS: Commissioner s Regular Session Minutes 9-23-13-Approval Requested: Ron West made a motion to approve. Tom Kite seconded the motion and the motion carried Commissioner s Special Meeting Minutes 10-3-13- Approval Requested: Ron West made a motion to approve. Tom Kite seconded the motion and the motion carried Claims-Approval Requested: Tom Kite made a motion to approve. Ron West seconded the motion and the motion Williams Barrett & Wilkowski, LLP- $13,026.41- Approval Requested: Tom Kite made a motion to approve. Ron West seconded the motion and the motion carried Executive Session: Brian Baird, Commissioner, stated executive session would be held as follows: 3) Pursuant to IND. CODE 5-14-1.5-6.1 (b) (6), With respect to any individual over whom the governing body has jurisdiction: - 6 -
(A) to receive information concerning the individual s alleged misconduct; and (B) to discuss, before a determination, the individual s status as an employee, a student, or an independent contractor. Adjournment: Tom Kite made a motion to adjourn the meeting at 4:09 p.m. Ron West seconded the motion and the meeting was adjourned. Pursuant to I.C. 5-14-1.5-6.1, the Johnson County Board of Commissioners held their Executive Session @ 4:00 p.m. or immediately following the conclusion of the public meeting, whichever occurs later, to discuss personnel matters relative to the Board of Commissioners. It is hereby certified by the Johnson County Board of Commissioners that no subject matter was discussed in this executive session other than the subject matter specified in the public notice. Brian P. Baird Thomas A. Kite Ronald H. West ATTEST: Jan Richhart, Auditor - 7 -