Redevelopment Commission 05/24/2018

The Charlestown Redevelopment Commission met for a regularly scheduled meeting on Thursday, May 24, at 9:00 am. Following is a summary of the meeting with full audio (1:24 in duration) at the end:

  1. Call to Order – Pledge of Allegiance
  2. Determination of a Quorum and Roll Call – members present were John Spencer, Ted Little, Bob Hall, and Eric Vaughn. George Roberts was absent.
  3. The prior meeting’s minutes, current claims, and payroll, and a separate claim from Silver Creek Fencing for $11,000 for work performed at Springville Manor were combined into one motion for approval.
    • Motion to approve made by John Spencer
    • Seconded by Ted Little
    • No discussion
    • Unanimous approval
  4. Adjournment
    • Motion made by Eric Vaughn
    • Seconded by John Spencer
    • Unanimous approval

Full audio of the meeting (1:24) available here:

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Board of Public Works 05/21/2018

The Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, May 21, 2018 at 9:00 am. Following is a summary of the meeting with full audio available at the end:

  1. Call to Order/Pledge of Allegiance
  2. Determination of a Quorum and Roll Call – in attendance were Ted Little, Ben Ledbetter, Bob Hall, and Donna Coomer
  3. Approval of previous meeting’s minutes, Claims, and Payroll allowance from 05/06/2018 to 05/18/2018 combined into one motion
    • motion to approve made by Ben Ledbetter
    • seconded by Ted Little
    • No discussion
    • Unanimous approval
  4. Public Comment – Treva Hodges spoke on two issues affecting both properties she owns in town. The first concerns severe flooding on Oriole Drive. Previously, Daniel Brafford of Oriole Drive has addressed the board about insufficient drainage pipes causing water to pond on his property and flow over the road. This issue affects Mr. Brafford’s property more than others, but is a concern for all of Oriole Drive. Ms. Hodges asked the Board to follow up on the issue and make repairs. Second, Ms. Hodges asked the Board to address the vacant industrial building at the end of Madison Street. This building borders her property on Main and she has had to call the police five times in the previous year for theft and trespassing made easier by the abandoned and dilapidated building. Additionally, graffiti and tagging (including phallic symbols) has accumulated on the building. The Board did not follow up or acknowledge these concerns.
  5. New Business
    • Onsite Health Solutions – Donna Coomer presented a contract that allows the Humana 365 program to do basic health screenings on June 5th. Mayor Hall asked that the work day not be interrupted beyond what is necessary.
      • motion to approve made by Ted Little
      • seconded by Ben Ledbetter
      • No discussion
      • unanimous approval
    • BMS – Premium Only Plan Renewal – Donna Coomer presented a contract to continue to withhold money to cover health benefits for employees. Though the rate has increased 13%, this is within the budget and no additional changes for employees will occur
      • motion to approve made by Ted Little
      • seconded by Ben Ledbetter
      • no discussion
      • unanimous approval
  6. Shane Spicer informed the board that he has inspected GreenValley Drive and that the project can proceed
  7. Adjournment
    • motion made by Ben Ledbetter
    • seconded by Ted Little
    • unanimous approval

Full audio (9:23) available here: 

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Redevelopment Commission Meeting 05/10/2018

The Charlestown Redevelopment Commission met for a regularly scheduled meeting this morning. Following is a summary with full audio available at the end:

  1. Call to Order/Pledge of Allegiance
  2. Determination of a Quorum and Roll Call – In attendance were: John Spencer, Ted Little, George Roberts, Eric Vaughn, Donna Coomer, Bob Hall, and Michael Gillenwater.
  3. Approval of previous meeting’s minutes, claims, and payroll allowance docket from 04/22/2018 to 05/05/2018 combined into one motion.
    • motion to approve made by Ted Little
    • seconded by John Spencer
    • No discussion
    • unanimous approval
  4. Items of Business:
    • Springville Manor – Questions have been raised about the sale documents and contracts having conflicting information. The discrepancies have been corrected and are under review by city attorney Michael Gillenwater. No changes have been made to interest rates or terms. Changes include language clarification only. Mr. Gillenwater is reviewing them and the revised documents, when approved, will be made available to all homeowners who have already closed on their properties. Mayor Hall entertained a motion to allow Mr. Gillenwater to correct and approve needed changes.
      • Motion to approve made by John Spencer
      • Seconded by Eric Vaughn
      • No discussion
      • unanimous approval
    • TIF Fund Update – The City provides a report of TIF use each year. The 2017 annual report notes all of the activities of the commission that relied on TIF money. In addition to this report, the City must provide notice of what will be done with residual TIF funds. The City can chose to return the captured funds to the County for normal distribution or it can keep the funds for City use. The City has decided to keep the funds in its own budget. Mayor Hall entertained a motion to approve the 2017 annual report and the notice to keep the funds. Current TIF residual balance is $145,364.80
      • Motion to approve made by John Spencer
      • Seconded by Eric Vaughn
      • No discussion
      • unanimous approval
  5. Adjournment
    • motion to adjourn made by Eric Vaughn
    • seconded by John Spencer
    • Unanimous approval

Full audio of meeting available here (6:50): 

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City Council Meeting 05/07/2018

The Charlestown city council met for a regularly scheduled meeting on Monday, May 7, 2018 at 6:30 pm. Following is a summary of the meeting with full audio available at the end.

  1. Call to Order/Pledge of Allegiance
  2. Invocation – David Flucke of Otisco Community Church
  3. Determination of a Quorum and Roll Call – In attendance were: Ted Little, Brian Hester, Mike Vaughn, Tina Barnes, John Cox, Donna Coomer, Bob Hall, and Michael Gillenwater
  4. Approval of Agenda – Mayor Hall asked that Cobblestone Hotel be added to the agenda under items of business rather than public comment.
    • Motion to change agenda made by Mike Vaughn
    • Seconded by Brian Hester
    • No Discussion
    • Unanimous Approval of agenda change
    • Motion to approve modified agenda made by Brian Hester
    • seconded by Mike Vaughn
    • No discussion
    • unanimous approval
  5. Approval of prior meeting’s minutes, current claims, and Payroll allowance from 03/25/2018 to 05/05/2018 combined into one motion for approval
    • motion to approve made by John Cox
    • seconded by Ted Little
    • No discussion
    • unanimous approval
  6. Items of business
    • Chris Coyle from Cobblestone Hotel spoke about the hotel’s tax abatement. Michael Gillenwater explained that in 2014 the City Council approved a five year tax abatement that would grant Cobblestone Hotel 100% abatement the first year, 80% the second year, 60% the third year, 40% the fourth year, and 20% the fifth year. In exchange, the hotel promised to provide $200,000 in yearly salaries for staff and to invest $1.8 million toward “improvements.” The hotel has failed to file the required statement of benefits for the previous years and the hotel administration asks that the Council agree to waive the non-compliance issue so that they can receive their tax abatement. Chris Coyle noted that the accounting firm that manages the Hotel’s accounts is stationed in Wisconsin and they neglected to file the proper paperwork. Mayor Hall entertained a motion to waive the noncompliance so that Cobblestone could receive their reduced tax rate rather than pay the full amount.
      • motion to approve waiver made by Brian Hester
      • seconded by Mike Vaughn
      • During discussion, Tina Barnes asked when Cobblestone would have the paperwork completed. Mr. Coyle said that the proper paperwork would be filed along with the waiver from the council if granted. Mr. Little asked if the hotel had was in compliance other than the failure to file paperwork and Mr. Coyle said that it is.
      • No further discussion
      • Unanimous approval
      • Following approval the Mayor asked for a brief report about the hotel. Mr. Coyle noted that the hotel has won numerous awards in recent years including Hotel of the Year in 2016, employee of the year this year, and has been in the top three for property and general manager. He said that the hotel regularly books at 90% and hosts private parties. There has been some conversation about an expansion but they’re waiting to see what happens with development along the I-265 corridor. Sixty percent of the hotel’s revenue comes from corporate relationships in River Ridge. They sold out this year for the Derby at $219 per night.
    • Ordinance No. 2018-OR-02 – Additional Appropriation for K-9 police officer. This K-9 will replace the current officer upon upcoming retirement. Funds will come from the LOIT fund ($17,000).
      • Motion to approve additional appropriate made by John Cox
      • Seconded by Brian Hester
      • During discussion Brian Hester confirmed that this K-9 replaces the current upon retirement
      • Unanimous approval
      • Mayor Hall called for a suspension of the rules so that this ordinance could be brought forward for a second and final reading.
      • motion to suspend made by Brian Hester
      • seconded by John Cox
      • No discussion
      • unanimous approval
      • Motion brought forward for second and final reading
      • motion to accept made by Ted little
      • Seconded by Mike Vaughn
      • No discussion
      • unanimous approval
    • Ordinance No. 2018-OR-09 – Additional appropriation for the purchase of new police vehicles from the LOIT fund ($150,000).
      • Motion to approve additional appropriation made by Ted Little
      • seconded by Mike Vaughn
      • No Discussion
      • Unanimous approval
      • Mayor Hall called for a suspension of the rules so that this ordinance could be brought forward for a second and final reading.
      • motion to suspend made by Brian Hester
      • seconded by Ted Little
      • No discussion
      • unanimous approval
      • Motion brought forward for second and final reading
      • motion to accept made by Ted little
      • Seconded by Brian Hester
      • No discussion
      • unanimous approval
    • Resolution No. 2018-R-4 – establish an additional Economic Development Area for the hospital
      • Motion to approve made by Ted Little
      • seconded by John Cox
      • No discussion
      • Unanimous approval
  7. Approval of Contracts
    • Interlocal Agreement – Clark County – Mayor Hall explained that the County Commissioners have agreed to offer paving services for Charlestown’s Dog Park at a reduced rate ($43 per ton). Total cost of this project estimated at $32,594. Mayor Hall entertained a motion to approve the interlocal agreement
      • motion to approve made by John Cox
      • seconded by Mike Vaughn
      • No discussion
      • unanimous approval
  8. Mayor Hall provided images of the proposed police station and announced that the Wheatley Group has been awarded the contract. They hope to break ground in June of this year.
  9. Adjournment
    • motion made by Ted Little
    • Seconded by John Cox
    • Unanimous approval

Full audio of the meeting can be found here (23:13):

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Board of Public Works 05/07/2018

The Charlestown Board of Public Works held a regularly scheduled meeting on Monday, May 7, 2018 at 9:00am. Following is a summary of the meeting with full audio available at the end.

  1. Call to order pledge of Allegiance
  2. Determination of Quorum and Roll Call: In attendance were – Ted Little, Ben Ledbetter, Bob Hall, Michael Gillenwater, and Donna Coomer
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 04/08/2018 to 05/05/2018 combined into one motion.
    • motion to approve made by Ben Ledbetter
    • seconded by Ted Little
    • No Discussion
    • Unanimous Approval
  4. Approval of Contracts:
    • The Wheatley Group – Police Station Contract – Shane Spicer presented the contract and explained that the proposal has approval and meets legal requirements. He explained that no decision was immediately required, he wanted to show that the proposal had been reviewed under Indiana code. The Wheatley Group has adjusted their price from the initial proposal and is now the lowest of the two bids. Mayor Hall noted that this group will also handle “soft costs” as a part of their proposal. Mayor Hall entertained a motion to approve the Wheatley Group Contract.
      • Ted Little asked for clarification on two issues:
        • Question #1 – Initially the aesthetic design of the building face did not meet with approval. He asked what had been done about this issue – Mayor Hall explained that the Wheatley Group had revised their design to align better with the Renaissance Project and the City’s goal to have all buildings resemble building from the 1800s.
        • Question #2 – Referencing the engineer’s inspection and numerical scores given to the proposal, Mr. Little asked what the numbers mean – This question went unaddressed and unanswered.
      • Motion to approve Wheatley Contract made by Ted Little
      • seconded by Ben Ledbetter
      • No additional discussion
      • Unanimous Approval
      • Following approval, Paul Wheatley spoke to the board and thanked them for the opportunity to do the work on this project.
    • MAMCO – Shane Spicer presented a contract for milling on Monroe Street with a total cost of $19,941.25. Mayor Hall noted that this project will need to be performed in conjunction with Eric Vaughn and the County work to be done for the Dog Park. He explained that the Interlocal Agreement with the County for the Dog Park work will be approved at tonight’s City Council meeting.
      • Motion to approve MAMCO contract made by Ted Little
      • seconded by Ben Ledbetter
      • No Discussion
      • Unanimous Approval
    • Custom Computer Consultants – Technical Services – This item was on the printed agenda but was not addressed during the meeting. 
  5. New Business:
    • Heather Schrimp – Hepatitis A Clinic – Heather has coordinated with the local Walgreens (formally Rite Aid) pharmacy to offer a vaccination clinic for City employees. All employees with insurance will have the cost of the vaccine billed to their insurance but Ms. Schrimp asked that the City fund the vaccines for those who do not have insurance. This would include two part-time city maintenance workers and possibly a few reserve police officers. Chief Keith McDonald has expressed an interest in having all officers including reserve officers vaccinated. Cost of the vaccine is $105 per round (two rounds required). Mayor Hall expressed concern over requiring people to get the vaccine if they did not want it. Attorney Michael Gillenwater said it would be in their best interests and could avoid a Worker’s Compensation claim should a city employee contract the illness on the job. Heather Schrimp explained that many of the officers have expressed an interest and didn’t think it would be a problem.
      • Motion to approve made by Ben Ledbetter
      • seconded by Ted Little
      • No additional discussion
      • Unanimous approval
    • Tony Jackson – John Obermeier – Driveway access approval – Mr. Jackson explained that Mr. Obermeier at 7126 Co Rd 403 would like to install a new driveway off of Bethany road on property that he owns so that his family will not have to stop on 403 to turn into their residence. Mr. Obermeier is concerned about their safety on this busy road. Mr. Obermeier has offered to sign a letter stating that he will not use the property for business or commercial use. Ben Ledbetter asked if the letter could be received prior to approval. Attorney Gillenwater said he will draft the letter. Mayor Hall entertained a motion to approve the new driveway access contingent upon the letter.
      • Motion made by Ben Ledbetter
      • Seconded by Ted Little
      • No additional discussion
      • unanimous approval
  6. Update from the Clerk Treasurer – Donna Coomer
    • A group (Steelhorse Amusement?) has offered a contract to provide carnival rides at this year’s Founders’ Day festivities. Donna will call the references today. Tony Jackson has met with the owner and they propose using the lot where the Renaissance Project will be. Ted Little asked to make sure they provide copies of their liability insurance. Donna Coomer explained that she already has the verification of insurance. The City will receive 50% of concession proceeds and 20% of ticket sales for Friday and Saturday night.
      • Motion to approve contract made by Ted Little
      • Seconded by Ben Ledbetter
      • No additional discussion
      • Unanimous approval
    • Donna asked that everyone remember that the Circus will be in town on May 23 and will have two shows at 5:30 and 7:30.
    • Donna noted that the Leader and all its sister publications are closing. The owner, Mr. Green, is ill and will no longer be able to run the paper. She noted that the City will need to rely more on social media to promote events.
  7. Closing thoughts – Mayor Hall noted that construction in the Green Valley subdivision has reached 80% and asked Shane Spicer to inspect and report back at the next meeting. Shane mentioned that he had already been out there but would follow up.
  8. Adjournment
    • motion made by Ben Ledbetter
    • seconded by Ted Little
    • Unanimous approval

Full audio available here (24:05): 

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Board of Public Works – Special Meeting 04/27/2018

The Charlestown Board of Public Works held a special meeting on Friday, April 27, 2018 at 9:00am. A summary of the meeting follows with full audio available at the end.

(Recorder began after Opening of meeting, pledge of Allegiance, and determination of a quorum)

Items of business

  1. Approval of items for City Surplus Auction to be held the following day.
    • Motion to approve list of items made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous Approval
  2. Purchasing policy limits (details not made available)
    • Motion to approve made by Ted Little
    • Seconded by Ben Ledbetter
    • No Discussion
    • Unanimous Approval
  3. Motion to adjourn
    • Motion made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous approval

Full audio (1:33) available here: 

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Redevelopment Commission Meeting 04/26/2018

The Charlestown Redevelopment Commission met for a regularly scheduled meeting on Thursday, April 26 at 9:00 AM. Following is a summary of that meeting. Full audio is available at the end.

  1. Call to order/Pledge of Allegiance
  2. Determination of a Quorum and Roll Call – In attendance were John Spencer, Ted Little, George Roberts, Eric Vaughn, Bob Hall, Michael Gillenwater, and Donna Coomer.
  3. Approval of previous meeting Minutes, Claims, and Payroll Allowance Docket 04/08/2018 to 04/21/2018 combined into one motion.
    • Motion to approve all made by John Spencer
    • Seconded by Eric Vaughn
    • No Discussion
    • Unanimous Approval
  4. Public Comment – None
  5. Items of Business
    • Update on Renaissance Project – Bob Hall stated that appraisals on the remaining properties needed for the project (an apartment building and house) came in at $100,000 and $34,500 and asked for a motion to approve the purchase of these structures.
      • Motion made by Ted Little
      • Seconded by George Roberts
      • No Discussion
      • Unanimous Approval
    • Second update on Renaissance Project – Bob Hall said that Requests for Proposals went out one week ago and there are two definite and one additional company possibly interested in the project. Proposals are due May 15th before the next Commission meeting. Ted Little complemented the Mayor on his negotiation of the property purchases for the Project.
    • Springville Manor update – Johnathan (last name not announced) provided an update on the second step of the first major building phase on the project. Sidewalk bids ($30,500) and landscape bids ($14,375) were discussed. Fencing bid came in at $25,202.60. Bob Hall entertained a motion to accept these bids.
      • Motion to accept bids made by John Spencer
      • Seconded by Eric Vaughn
      • No Discussion
      • Unanimous approval
      • Johnathan was instructed to give a copy of the bids to Donna Coomer in the Clerk Treasurer’s Office.
  6. Closing Remarks – Michael Gillenwater mentioned he drove by and the sod looks good. Mayor Hall noted that Tony Jackson’s mother is pleased with the fencing. Bob Hall noted that 8-9 people have moved in and there are 19 others committed. Mid-July will mark the year anniversary of the project. Michael Gillenwater noted that this is impressive progress.
  7. Adjournment
    • Motion made by Eric Vaughn
    • Seconded by John Spencer
    • No Discussion
    • Unanimous approval

Full audio available here (8:01):

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