Notes -- Joint Council/Commissioners Meeting November 2011

Note: These are my personal notes from the council meeting. They are NOT the official minutes, nor should they be construed as an official record of any kind.

Boone County Council and Commissioners Joint Meeting – Zionsville Town Hall
11/16/2011

Present: All Council Members, All Commissioners, Commissioners Secretary Karen Maue

Commissioners President Jeff Wolfe and Council President Steve Jacob called the respective boards’ meetings to order. Wolfe led the boards and audience in the Pledge of Allegiance.

Wolfe thanked the Town of Zionsville and Town Manager Ed Mitro for hosting our meeting and providing the recording equipment as well.

Commissioner Wolfe asked County Auditor Melody Price to address the joint boards concerning her recommendation to change the county’s accounting software contract from Harris Financial to CYMA. Price and GUTS employee Gretchen Smith distributed information regarding the costs and benefits of the two programs, as well as the desirable features offered by CYMA which Harris does not offer. The annual cost differential between the two would be roughly $20,000 (beginning in 2013), though first-year costs with set-up would be more for CYMA (vs. adding the features desired which Harris does offer). Price also estimated that the manpower savings and related costs using the new software would be roughly $5,000 in the Auditor’s office alone, with the potential for additional savings in other offices as CYMA would dramatically increase the ease of communication between departments and reduce duplication of entries. Several council members asked questions of Price and Smith. Smith explained that GUTS has recently assisted Jasper in implementing the program with no serious issues, but with some useful learning that will be helpful should Boone County choose CYMA. County Treasurer Deanna Willhoite also spoke in favor of the CYMA program, highlighting the savings through efficiencies and elimination of duplication. Council member Gene Thompson asked about the timeline for a conversion to the new software and its impact on year-end accounting issues. The initial contract for the licensing through GUTS would be for three years. Commissioner Wolfe also spoke in favor of the CYMA package because of the additional features it offers. The Council approved a motion to support additional funding for the switch if needed through an additional appropriation at a later meeting. Commissioner Wolfe asked County Attorney Bob Clutter to make some additional clarifications to the GUTS/CYMA contract before the Commissioners take action at their next meeting.

Council President Jacob thanked Commissioners Secretary Karen Maue and Zionsville Fire Chief Van Gorder for setting up the room and equipment for our use. Jacob then asked Council member Marcia Wilhoite (who is our representative on the county Redevelopment Commission) to provide an update on the refinancing of the 96th Street TIF project. The project area concerns Zionsville as well. Wilhoite asked interim highway superintendent Rick Carney to summarize the project. Carney discussed the plans to alleviate drainage problems in the area, particularly coming off I-465 and I-865. The current plans call for installation of under-drains and a “chair-back” curbing within the existing right-of-way and on the existing surface area, without disturbance to the surrounding landscape or trees. Carney stated that the initial plan was to complete the project this past fall, but with the increased activity around Indianapolis a delay was deemed advisable. The current plan is to call for bids the first of the year and begin construction the first of June, with a timeline of 5-8 weeks for completion. Traffic will obviously be impacted, but the plans are designed to minimize that as much as possible.

Boone County Sheriff Ken Campbell addressed the boards and introduced Major Mike Nielsen, Chief Deputy, to address the FED-mandated narrow-banding of public safety radios. This is different from the re-banding to 800 MHz radios which has recently been completed, funded largely by Spring and Nextel. Major Nielsen reviewed these differences and clarified some of the highlights of the changeover. This project applies to the radio systems for the county jail and also to the highway department. The jail portion of the project is in place, with funding and contracts approved (see November Council Meeting notes), and implementation is underway. Major Nielsen and Rick Carney of the Highway Department discussed the highway portion of the contract. The original estimates for that changeover were $75,000; Major Nielsen, former Superintendent Tom Kouns, Carney and Wilhoite have reviewed options, combined duplicate functions and eliminated roughly 1/4th of the radio units originally requested, so that the current estimate for this portion is down to roughly $25,000, though some of the details of implementation are still under review. Jackie Ramsey of Ra-Comm also addressed the meeting regarding the savings effected by combining transmitters and abandoning plans to upgrade or replace the jail tower. Ramsey did assert that action would need to be taken by early 2012 in order to take advantage of a trade-in program which could net the county roughly $4000 for old equipment. Many questions followed from both boards. An additional appropriation request from the highway department will be on the Council’s agenda for its regular December meeting.

Sheriff Campbell and Major Nielsen also addressed the update to the county’s 911 contract with AT&T. The county had been operating on the assumption that the current contract expired at the end of 2012, but in reality the contract (which provides support for the 165,000 phone calls made to the sheriff’s office each year, not just the 27,000 911 calls) will expire at the end of this year. No funding for the contract was budgeted for 2012. Major Nielsen introduced Craig Bennett of AT&T to summarize the situation and the various options facing the county. Some of the options include joining a regional project involving neighboring counties surrounding Marion County, which might include $100,000 in grant money from the Urban Areas Security Initiative (UASI). Essentially, Major Nielsen has recommended an option which would combine some services with the other donut counties (including accessing that grant money), but implementation of that plan likely will not be feasible until mid-2012. In the meantime, in order to maintain service at the current level, the county will enter into a monthly extension, most likely funded by an additional appropriation from the Commissioners next month (through a fluke in state law, the Commissioners oversee landline 911 budgets, while the Council oversees wireless 911). From there, the Sheriff, Council and Commissioners will have to come up with a plan to fund a new contract by mid-year.

Auditor Melody Price presented a brief financial update on the county’s budget, including the ongoing appeal process regarding the Cumulative Bridge Fund and the pending state approval of the county’s 2012 budget. Those two issues are somewhat interdependent. Price also distributed a DLGF summary of the county’s property tax revenues and expenditures by the various government entities.

Wolfe and Jacob discussed the scheduling of the next joint meeting, with the desire to reset the quarterly schedule. They will get together to come up with a date in late January, hopefully in Jamestown, as the boards desire to continue to make our activities more accessible to all the county’s citizens.
Wolfe and Jacob asked for Other Business from the boards, but not was raised.
Wolfe asked for public comment. Mr. Bleakman (? Sorry, I couldn’t hear clearly.) of Zionsville raised concerns over two road issues on the former 334. Some confusion arose over which entity would be responsible for addressing one of the problems on the bridge just east of the eastern entrance to Stonegate subdivision.

MANY citizens spoke regarding the Ford Road Bridge project.
• Zionsville town council member-elect Elizabeth Hopper addressed the boards asking for clarification regarding the process of deciding to replace the Ford Road bridge north of 96th Street with a used steel truss bridge. Commissioner Marc Applegate gave a brief history of the project, including the petition some ten years ago which scuttled the original project design in an effort to preserve the “tunnel of trees” on 96th Street. The commissioners then contracted with Barker Engineering, which specializes in historic bridges, to explore options. Barker located the steel truss bridge in Shelby County, and presented a design incorporating it which was approved by the commissioners. Applegate stated that the plan was presented to the then-Zionsville Town Council and received unanimous approval. Hopper asked for further clarification on the petition process and the decision to use the two-lane steel bridge.
• Zionsville resident Debbie Unger also addressed the bridge issue, stating that she felt replacing the current narrow bridge with an equally-narrow bridge would not address the increasing safety concerns. Ms. Unger related that she has been involved in numerous “near misses” around the bridge, and is very concerned for the safety of her two teenage sons who have recently become licensed drivers.
• Zionsville resident Paul Watson likewise spoke to the bridge issue. Mr. Watson is a retired engineer, and stated his opinion that Ford Road and 96th Street have become major traffic thoroughfares due to the booming population of Zionsville. Watson mentioned the increased pressure on this roadway due to the traffic limitations of the Zionsville village to the east and the now-abandoned plans for an interstate interchange on Cooper Road to the west. Watson pointed out several problems with the overgrowth of trees in the area and the resulting encroachment on traffic lanes, poor lines of sight, flooding and freezing issues, etc.
• Zionsville resident Dave Firanze (?) spoke to the bridge issue, citing the increasing congestion on Ford Road as the only viable north-south entry to Zionsville. He encouraged the commissioners to look to the future and the need for multi-lane access into town for which a two-lane bridge would become a choke point. Zionsville Town Council Vice President Tim Haak addressed the boards, stating that the Town Council will shortly have three new members, and reiterating his suggestion that representatives of the county and the town meet to discuss the future of the bridge project. Council member Brent Wheat suggested that the Ford Road capacity is clearly impacted by the Cooper Road decision. Haak suggested that any discussions need not be limited to the Ford Road situation. Commissioner Applegate stated that the project was already very far along, and that stopping it now would mean 6-8 years before another bridge could be planned, and that the current bridge would likely not last that long.
• Zionsville Town Council member Steve Mundy spoke, echoing Haak’s statement asking for dialogue on any bridge project. He also asked for continuing communication on the various entities’ budgeting processes.
• Lebanon city council member Dick Robertson, former county highway superintendent, addressed the boards encouraging them to adopt the Wheel Tax (Local Option Highway User Tax) to supplement the county and municipality highway department funds. Council member Gene Thompson stated that he has volunteered to bring up the possibilities of exploring additional revenue streams, including a Wheel Tax, in the first quarter of 2012. Robertson also gave some history of the origins of the Ford Road Bridge project, which he stated began in 1995. Robertson said the comprehensive project would have addressed the issues raised by previous speakers, but never reached the public hearing stage before it was abandoned by the commissioners. He also stated additional options were drawn up in plans dating back to the 1980s which would have addressed many of the congestion concerns.
• Aaron Smith of Lebanon clarified that Robertson did not represent the views of the Lebanon City Council regarding the Wheel Tax. He also stated that he has opposed the Wheel Tax since it was proposed by then-superintendent Tom Kouns nearly 10 years ago. Smith stated that one of the original purposes of the County Option Income Tax was to supplement highway funding; he agreed with Robertson that the county should find ways to reinstate that funding without passage of a Wheel Tax, as it is regressive.
• Council member Gene Thompson read a letter from a Zionsville resident regarding the Ford Road bridge. The author (Daniel Clark) is a bridge design and rehabilitation engineer with INDOT who stated that he has dealt with repairs on three steel truss bridges in the past year. He listed various problems with the steel truss bridge proposal for Ford Road and strongly advised the county not to implement the current project. Thompson raised additional concerns that installing a steel truss bridge would mean it would be an historic bridge, which would create significant – and expensive – additional hurdles for future repairs or replacement.

Sheriff Ken Campbell addressed the boards with a courtesy call regarding the replacement of an assistant jail maintenance supervisor, in light of the recent passing of long-time employee Joe Osborne.

Commissioners president Wolfe made a motion to appoint a representative to discuss bridge issues with Zionsville. Applegate and Eaton did not second, instead suggesting they discuss it at their meeting Monday. Wolfe tabled the motion. The Commissioners then adjourned their meeting.

Council president Jacob asked the council for comments. I thanked the boards for holding this meeting and the audience for attendance. Wilhoite suggested that Wolfe and Jacob create a set schedule for these joint meetings for 2012 on a regular quarterly date (third Wednesday, for example). The Council then adjourned as well.

The meeting adjourned at approximately 9:00.

Agenda -- Joint Council/Commissioner Meeting, 11/16/2011

AGENDA FOR JOINT MEETING
BOONE COUNTY COMISSIONERS AND COUNCIL
WEDNESDAY, NOVEMBER 16, 2011 AT 6:00 P.M.
ZIONSVILLE TOWN HALL
BEV HARVES MEETING ROOM
1100 WEST OAK STREET
ZIONSVILLE, IN 46077
765-483-4492




1. Call Meeting to Order. Meeting Begins at 6:00 P.M.

2. Pledge of Allegiance

3. Discussion of Cyma Financial Contract With GUTS

4. 96th Street TIF Update

5. Withdrawn

6. Discussion of 2012 County Budget

7. Discussion of Next Joint Meeting Date

8. Other Business

9. Public Comment

10. Adjourn


All times are approximate. The public is encouraged to attend the monthly Council meetings and the monthly Commissioner Meetings as well as the Joint meetings.
This Agenda is subject to change.

Notes November 2011 Council Meeting

Note: These are my personal notes from the council meeting. They are NOT the official minutes, nor should they be construed as an official record of any kind.

Boone County Council
11/9/2011
Present: All Council Members present, Secretary Heather Barton.
The council approved the minutes of the October meeting.

RE-APPROPRIATIONS: All Approved.
Surveyor(Ken Hedge):
Requested $1200 from spray/clerical and $400 from photo/blueprint to travel to pay for fuel for the remainder of the year. The council, Surveyor Hedge and Auditor Price discussed the desirability of changing the name/coding of the travel line to more accurately reflect the standard use of the line for fuel expenditures.

Prosecutor(Tonya Thayer):
Requested $1500 from fugitive extradition to dues and $2000 from fugitive extradition to library. Those categories cover continuing education dues as well as subscriptions and research fees.

Superior I(No one present):
Requested $1000 from extradition -- $500 to library and $500 to med/psych evaluation, as well as $200 from office equipment -- $100 to library and $100 to other operating expenses. Several members discussed the propriety of the annual transfer of funds to library, dues and subscriptions from the judges’ and prosecutor’s offices and asked that more information be presented in future.

Superior II (No one present):
Requested $200 from dues/subscriptions to library.

Circuit Court (No one present):
Requested $1500 from juvenile counseling to library and $3000 from juvenile counseling to pauper attorney fees.

Highway (Rick Carney):
Requested $6000 moved from road maintenance to road striping.

ADDITIONAL APPROPRIATIONS:
Sheriff (No one present):
Requested roughly $2400 in various transfers for Inmate Medical and Postage reimbursements. Approved.

Coroner (No one present):
Requested $4480 for travel expenses and $1000 for cell phone to reimburse expenditures. The council has had an ongoing conversation with the coroner about the inadequacy of the budgeted lines for the increasing caseload of that office. Coroner Harris has largely been paying expenses as they arise. Approved.

Community Corrections (No one present):
Withdrawn as a duplicate submission.

County Corrections (Ken Campbell):
Requested $25,000 for the federally-mandated VHF radio upgrade in conjunction with the highway department. The council asked Sheriff Campbell and Mr. Carney several questions about the radio upgrade and the contracts from the highway and sheriff’s departments. This discussion had been inadvertently placed on the agenda for next week’s joint council/commissioners meeting (my fault!), but following today’s discussion it will be withdrawn. The sheriff’s department portion of the contract is covered by this additional, while the highway department’s will need to be on the agenda for the council’s December meeting. Approved.

Highway (Rick Carney):
Requested $133,000+ as reimbursement from INDOT grant money for the 146th Street extension project. Approved.

NEW BUSINESS:
Recorder Sam Baldwin addressed the council regarding her desire to hire a new part-time employee to cover absences in her office. This is a new employee, but not a new position. No additional funds will be budgeted.

County Attorney Bob Clutter addressed the council regarding a resolution authorizing transfer of $600,000 from the Rainy Day Fund to a newly-created fund housing monies for the I-65 West TIF re-development bond. This essentially serves as surety for the reissued bond for that development district, as proposed by the RDC board and discussed last month. Additional language in the resolution and the segregation of this money into its own fund it is hoped will prevent expenditure of this money on other projects as happened with the surety from the original bond issue. The council approved a motion adopting the resolution.

Auditor Melody Price presented the monthly financial update, including an estimate that the county’s general fund operating balance will be roughly $2M at year-end, with the prospect of additional unspent and unencumbered funds from the 2011 budget reverting to that fund January 1.

More importantly, Ms. Price took the council through a discussion of the state DLGF’s rejection of the council’s resolution to reset the Cumulative Bridge Fund rate to reflect the end of the county’s commitment of $500,000 from that fund’s annual revenue to the county 4-H building program. State statute requires such resolutions to be published as public notice in two newspapers in the county. As both the Lebanon Reporter and Zionsville Times-Sentinel are owned by the same company, the county submitted the information for publication to the single individual who then forwards the submission to both papers. In this instance, the Times-Sentinel failed to publish the notice. As a result, the fund rate will actually drop in an amount equivalent to roughly $500,000, and result in the Cum Bridge fund being underfunded. The fund does have sufficient balance to cover the budget despite the loss, but the council is uncomfortable with the lack of “cushion” which will be left. Several options for appeals were discussed, and Attorney Clutter, president Jacob and the commissioners will discuss options. In the face of this rejection, Auditor Price submitted an increased levy rate for the county’s general fund which would allow for roughly the same amount of revenue to be collected, just into a different fund. In the end the consensus was to proceed with the appeal currently underway and then to adapt to whatever the result. It was also agreed with the commissioners to propose a change to the statute language in the legislature through the Association of Indiana Counties.

Councilman Thompson asked a question about possible use of the Sheriff’s Pension Fund account to help offset the county’s portion of the sheriff’s pension plan. Auditor Price and Ms. Barton answered that they had just received clarification to outstanding questions on that issue and that it appeared next year the county could allocate a set amount from the fund to the budget for the pension plan.

OLD BUSINESS:
None.

PUBLIC COMMENT:
Council member Wilhoite asked Commissioner Wolfe for an update on the status of the county health insurance plan renewal. Wolfe stated that Commissioner Applegate is meeting with representatives of three companies this week and was expected to report back to the commissioners by month’s end.

Meeting adjourned at approximately 9:55.

Next regularly-scheduled council meeting will be Wednesday, November 16th, at 6:00 p.m. when the council and commissioners will conduct their “quarterly” joint meeting at the Zionsville Town Hall.

Council Agenda, November 9, 2011

Note that this month's meeting will be on WEDNESDAY the 9th, due to the election on the 8th.

BOONE COUNTY COUNCIL
BUSINESS AGENDA FOR NOVEMBER 9, 2011
LOCATION: CONNIE LAMAR MEETING ROOM, ROOM 105
116 W Washington St
Lebanon, IN 46052


Call meeting to order – 8:30 a.m.

Approval of October 2011 Minutes

Re-Appropriation Requests:
Prosecutor, Superior Court I, Circuit Court

Additional Requests:
Sheriff, Coroner, County Corrections, Community Corrections – PI, Highway

New Business:
Sam Baldwin, Recorder – PT Person
Dax Norton, Director Boone EDC - Update
Melody Price, Auditor - Financial Update

Old Business:

Public Comment:

Document Signing:
Re-Appropriations, Additionals, October 2011 Council Minutes

Adjournment

This agenda is subject to change.