Board of Public Works 10/21/2019

image1-27The Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, October 21, 2019 at 9:00 am. Following is a summary of the meeting with full audio (14:40):

  1. Call to order/Pledge of Allegiance led by Eric Vaughn
  2. Determination of a Quorum and Roll Call: Members in attendance were Ted Little, Ben Ledbetter, and Mayor Bob Hall. Also in attendance were Deputy Clerk Treasurer Nancy Rogers and City attorney Michael Gillenwater.
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 10/07/2019 to 10/10/2019 combined into one motion for approval
    • Motion to approve made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous approval
  4. Public Comment
    • David Reed – His comments concerned the Luckett & Farley design contract approved by this board in June. He said there was no discussion at that meeting about what the contract entailed. He said the contract has a completion date of August 2019 and based on public documents available the contract is not complete as of today. The only thing he has seen is renderings of the proposed sports park. He wanted to know who is administering this contract. He said the contract lists other deliverables but none have been made public by the city. He’s concerned that we will spend or have spent $36,000 for pictures only. He said it appears the contract is in default because deliverables have not been received in the timeline listed in the contract and no contract changes have been publicly approved. Mr. Reed was cut off by the City Attorney who told him his three minute allotment ended.
    • Mayor Hall commented and said the city continues to meet with Luckett & Farley and that this is an open contract and Kristen Cox is in charge of the meetings. He said this is not a simple project. They did deliver renderings which he said have been received well by the community. He mentioned that River Ridge gave the city 120 acres, which helps with this project. He said he has been contacted about it by national and regional organizations. He said there is a lot of design work that still needs to be done.
    • Mr. Reed asked if he could add comment following the Mayor’s statement and Mayor Hall said no.
  5. Saegesser Engineering Claim Approval 
    • Taylor Friesz presented change order/pay order #4 to Wingham Paving which included an increase of $17,504.50 in the contracted amount for additional roads being paved. He said with this change order they remain under the original estimated total project cost. The current pay order is $160,295.09
    • Ted Little expressed satisfaction with the paving project.
    • Motion to approve change order and payment made by Ted Little
    • Seconded by Ben Ledbetter
    • No Discussion
    • Unanimous Approval
  6. Eric Vaughn, Economic Development Director, Claim Approval
    • Presented the final draw on the construction of the police station in the amount of $177,761.98
    • Motion to approve payment made by Ben Ledbetter
    • Seconded by Ted Little
    • No additional discussion
    • Unanimous Approval
  7. Mayor Hall made a comment about discussion in public meetings. He said that board members receive their information packets several days before the meetings and have time to review them and ask questions. He said the board makes decisions and they have the information. If they have discussion, particularly in the City Council, they will say so. He said the lack of discussion does not mean that they don’t understand what they’re voting on because they’ve had their packets before the meeting to be able to review them. On public comment he said the policy is that people have three minutes to say what they want to say and that it’s not a question and answer session but they try to respond but not get into it, particularly in a campaign season when this happens more.
  8. Approval of Contracts
    • BMS Contract
      • Heather Mick presented this contract. BMS has a high deductible plan so this contract allows them to cost-share. She said that although Clark Memorial is a participating in-network hospital, the emergency room doctors are not. She said that Humana is billing employees for the difference in treatment. They’ve asked for an addition to the BMS contract to help cover this gap. The employees would go through an appeal process first but failing success there would be reimbursed up to $2,250 of uncovered medical expenses. BMS has agreed to post-date their contract to June 1st.
      • Motion to approve made by Ben Ledbetter
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
  9.  Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous approval

Redevelopment Commission 10/08/2019

Redevelopment Agenda 10.08.2019The Charlestown Redevelopment Commission met for a regularly scheduled meeting (they now meet on Tuesdays instead of Thursdays) on Tuesday, October 8th at 9:00am. Following is a summary of the meeting with full audio available at the end. 

  1. Call to Order/Pledge of Allegiance led by Ted Little
  2. Determination of a Quorum and Roll Call – Members present were Mayor Bob Hall, Ted Little, Pat Glotzbach, Eric Vaughn, and George Roberts. Also in attendance were city attorney Michael Gillenwater and Deputy Clerk Treasurer Nancy Rogers
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 09/07/2019 to 10/06/2019 combined into one motion for consideration.
    • Motion to approve made by Ted Little
    • Seconded by George Roberts
    • No Discussion
    • Unanimous approval
  4. Request for Proposals for the 62 Renaissance Project – Paul Wheatley
    • Mr. Wheatley explained that they have drafted a Request for Proposals (RFP) that will combine the properties previously owned by LM Bag Company, Nickles, and MacDaddy. They would like to get this RFP out as quickly as possible. They are still waiting for a survey from the city engineer and a revised appraisal. They want to have this out by the end of the month. They would like to recommend mixed-use. This RFP will allow the city to accept responses from potential developers. This puts no obligation on the city to accept what is offered. Mr. Wheatley asked for approval of the RFP once the survey and appraisals are offered.
    • Ted Little asked about the prior appraisals that they already ordered on the properties. Michael Gillenwater said by law they must get updated appraisals. Mayor Hall said the new appraisals will likely decrease based on purchase price.
    • Motion to approve RFP under condition that survey and appraisals are finished made by Eric Vaughn
    • Seconded by George Roberts
    • No additional discussion
    • Unanimous approval
  5. Paul Wheatley introduced Jill Saegesser who has joined their staff. He said that she will bring good experience to Charlestown’s projects. Ms. Saegesser said she has worked with Charlestown before and is happy to be a part of development here again.
  6. Mayor Hall update – he told the board that the City Council approved the annexation for the proposed Skippers Ridge subdivision last night.
  7. Adjournment
    • Motion to adjourn made by Eric Vaughn
    • Seconded by George Roberts
    • Unanimous approval

Audio here:

Common Council Meeting 10/07/2019

City-NEws-e1455073509249The Charlestown Common Council met for a regularly scheduled meeting on Monday, October 7 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 – led by CHS Girls Cross Country Team, who have won several championships this year.
  2. Invocation – led by Daniel Tucker from Charlestown First United Methodist Church
  3. Determination of a Quorum and Roll Call: Members present were Michael Vaughn (District 1), Tina Barnes (District 2), Ted Little (District 3), Brian Hester (District 4), and JT Cox (At Large). Also in attendance were Mayor Bob Hall, city attorney Michael Gillenwater, and Deputy Clerk Treasurer Heather Mick
  4. Approval of Agenda
    • Motion to approve made by Brian Hester
    • Seconded by JT Cox
    • No Discussion
    • Unanimous approval
  5. Approval of prior meeting’s Minutes, current claims and payroll allowance docket from 09/15/2019 to 10/06/2019 combined into one motion for consideration
    • Motion to approve made by Ted Little
    • Seconded by Brian Hester
    • No Discussion
    • Unanimous approval                               
  6. Ordinances and Resolutions:
    • Resolution No. 2019-R-16 – A Resolution Approving Statement of Benefits and Waiving Non-Compliance with Filing of Notice of Compliance for Real Estate Tax Abatement (3M Properties LLC)
      • Michael Gillenwater explained that last year the council approved a statement of benefits so that 3M Properties, LLC would qualify for a tax abatement. The owners did not file a compliance form. This resolution allows the compliance statement to be filed late so that the owners will qualify for a tax abatement. Ted Little asked if anyone from the company was in attendance and Mr. Gillenwater said they were not but that he has spoken to a representative about the issue. He said he did not tell them they needed to be in attendance.
      • Motion to approve made by Ted Little, who further recommended that there might be an effort to follow up on future abatements within 90 days of approval.
      • Seconded by Brian Hester
      • No Discussion
      • Unanimous approval
    • Resolution No. 2019-R-17 – A Resolution Amending the Fiscal Plan Prior to Annexing 271 Acres Contiguous with the City of Charlestown
      • Mr. Gillenwater said that he passed out a map to the council tonight. He said they are discussing the Mongold annexation on Highway 62. He said the council has previously passed an ordinance on this annexation on first reading. Following that approval representatives from Indiana DNR expressed concern about the amount of the state park included in the proposed annexation. The map distributed tonight represents a modified annexation plan with less land of the park included. He said that DNR does not wish to stop the annexation but would like to minimize its effects. He said the resolution amends the already approved fiscal plan. He said this does not equate to a major change but since the amount of territory is changing they wanted the fiscal plan to be in agreement with the annexation ordinance. Mayor Hall explained that DNR was worried about maintenance and drainage fees.
      • Motion to approve made by Ted Little
      • Seconded by Michael Vaughn.
      • During discussion Brian Hester asked if DNR approves of the modification. Mr. Gillenwater said that they seemed appreciative in an email.
      • Unanimous approval
    • Ordinance No. 2019-OR-7  –  An Ordinance Annexing Territory Contiguous to the City of Charlestown 
      • Mr. Gillenwater said that this legal description has been changed from the original annexation plan to reflect the reduction of impact on the state park
      • Motion to approve made by JT Cox
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
  7. New Business: 2020 Budget Adoption Ordinance 2019-OR-12
    • Motion to approve made by Mike Vaughn
    • Seconded by Ted Little
    • No Discussion
    • Unanimous approval
  8. Mayor Hall said the next scheduled meeting is on Monday, November 4th. He proposed moving the date to the Monday following, on November 11th.
    • Motion to approve made by Mike Vaughn
    • Seconded by Ted Little
    • No Discussion
    • Unanimous approval
  9.  Adjournment:
    • Motion to adjourn made by JT Cox
    • Seconded by Ted Little
    • Unanimous approval

Audio:

 

Board of Public Works 10/07/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, October 7, 2019 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 led by Major Tim Wolff
  2. Determination of a Quorum and Roll Call: Members present were Ted Little and Mayor Bob Hall. Ben Ledbetter was absent. Also in attendance were Deputy Clerk Treasurer Nancy Rogers and City Attorney Michael Gillenwater
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 09/15/2019 to 10/06/2019 combined into one motion for approval
    • Motion to approve made by Ted Little
    • Seconded by Bob Hall
    • No Discussion
    • Unanimous approval
  4. New Business
    • Major Tim Wolff
      • Swearing in New Officer – Alex Billings
        • Motion to approve the hiring of Alex Billings made by Ted Little
        • Seconded by Bob Hall
        • No Discussion
        • Unanimous approval
      • Equipment
        • In reference to bullet resistance vests, they have a lifespan of about five years and were last purchased in 2014, so they need replacements. They received a grant from the Criminal Justice Institute for $7,382.22 and total replacement cost is $26,104 (difference of $18,715.78). They are requesting the board approve purchase of the new vests.
          • Ted Little asked who sought the grant and Major Wolff said he did and he credited Officers B. Lyons and C. Dickerson for finding the grant opportunity and working with him.
          • Motion to approve purchase made by Ted Little
          • Seconded by Bob Hall
          • No discussion
          • Unanimous approval
  5. Mayor Hall asked the city engineer for an update on paving and was told it should be finished in the next few weeks.
  6. Approval of Contracts – 
    • BMS Contract *Item was on the agenda – not discussed in the meeting*
  7. Adjournment
    • Motion to adjourn made by Ted Little
    • Seconded by Bob Hall
    • Unanimous approval 

Audio:

 

 

Common Council Meeting 09/16/2019

City-NEws-e1455073509249The Charlestown Common Council met for a regularly scheduled meeting on Monday, September 16 at 6:30 PM. Following is a summary and full audio of the meeting: 

  1. Call to Order/Pledge of Allegiance: led by Brian Hester
  2. Invocation – led by David Fluke from Otisco Community Church
  3. Determination of a quorum and roll call: Members present were Mike Vaughn (District 1), Tina Barnes (District 2), Ted Little (District 3), Brian Hester (District 4), and JT Cox (District 5). Also in attendance were Mayor Bob Hall, Clerk Treasurer Donna Coomer, and city attorney Michael Gillenwater
  4. Approval of Agenda
    • Motion to approve made by Brian Hester
    • Seconded by JT Cox
    • No Discussion
    • Unanimous Approval
  5. Approval of Prior Meeting’s minutes, current claims, and payroll allowance docket from 09/01/2019 to 09/14/2019 combined into one motion:
    • Motion to approve made by Ted Little
    • Seconded by (unclear)
    • No Discussion
    • Unanimous Approval
  6. Ordinances and Resolutions
    • Ordinance 2019-OR-13 – An Ordinance of the Charlestown City Council Increasing the Maximum Allowable Compensation of all City Employee Positions
      • Motion to approve made by Brian Hester
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
      • Mayor Hall Entertained motion to suspend the rules in anticipation of adopting the ordinance on second reading
        • Motion made by JT Cox
        • Seconded by Mike Vaughn
        • No Discussion
        • Unanimous approval
      • Mayor Hall entertained a motion to adopt the ordinance on a second and final reading
        • Motion made by Ted Little
        • Seconded by JT Cox
        • No Discussion
        • Unanimous approval
    • Ordinance 2019-OR-14 – An Ordinance Establishing Salaries for Elected Officials of the City of Charlestown, Indiana for the Year 2020.
      • Motion to approve made by Mike Vaughn
      • Seconded by Brian Hester
      • No Discussion
      • Unanimous approval
      • Mayor Hall entertained a motion to suspend the rules in anticipation of adopting the ordinance on second reading
        • Motion made by Brian Hester
        • Seconded by JT Cox
        • No Discussion
        • Unanimous approval
      • Mayor Hall entertained a motion to adopt the ordinance on second and final reading
        • Motion made by JT Cox
        • Seconded by Mike Vaughn
        • No Discussion
        • Unanimous approval
  7. Mayor’s announcement – The River Ridge Board has voted unanimously to donate 106 acres of land to the city.
  8. Adjournment
    • Motion to adjourn made by JT Cox
    • Seconded by Brian Hester
    • Unanimous approval

Audio here:

Board of Public Works Meeting – 09/16/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, September 16 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 led by Ben Ledbetter
  2. Determination of a quorum and roll call: Members present were Ted Little, Ben Ledbetter, and Mayor Bob Hall. Also in attendance were Clerk Treasurer Donna Coomer and city attorney Michael Gillenwater
  3. Prior Meeting’s minutes, current claims, and payroll allowance docket from 09/01/2019 to 09/14/2019 combined into one motion for approval.
    • Motion to approve made by Ted Little
    • Seconded by Ben Ledbetter
    • No Discussion
    • Unanimous approval
  4. New Business
    • Chief Keith McDonald
      • Swearing in of New Officer – Martin Lee Baker, III has been serving as a reserve officer. He was submitted to the board for a full-time position.
        • Motion to approve made by Ben Ledbetter
        • Seconded by Ted Little
        • No Discussion
        • Unanimous Approval
      • Chief McDonald presented to the board a request for a replacement vehicle for K9 Franko and his new handler, Officer Josh Hammond. He has been using a 2011 Chevy Tahoe, but that vehicle has aged. Chief McDonald has asked for bids on a new Tahoe: three bids were received from Bachman, Coyle, and John Jones. He is asking the board to approve the purchase of a vehicle with the addition of the K9 insert which was priced at $4,429.00, and a cargo box priced at just over $6,800. Mayor Hall confirmed that they received $30,000 from the wrecked K9 unit. Ben Ledbetter asked if he wanted approval for bid #2. Chief McDonald asked for approval for bid #3 with John Jones due to timeline and overhead costs. Mayor Hall asked if John Jones will do upgrades on a car purchased from another source. Chief McDonald said that he will do that, but he will have to get a bid on that cost. John Jones has police vehicles in stock while the others do not, and that can result in an 8-10 week order delay. Mayor Hall suggested that Chief McDonald needs to get additional upgrade information for the package cost and delivery dates on the two competing bids, Coyle and Jones.
        • Motion to approve purchase based on final approval by the attorney made by Ted Little
        • Seconded by Ben Ledbetter
        • Unanimous approval
    • Taylor Friesz – Saegesser Engineering
      • Presented a request for change order #3 to Wingham Paving for a decrease in contract price in the amount of $12,739.70, making the pay out $309,035.56 from a combination of city funds and Community Crossings grant funds.
        • Motion to approve payment made by Ben Ledbetter
        • Seconded by Ted Little
        • No Discussion
        • Unanimous Approval
  5. Adjournment
    • Motion to adjourn made by Ted Little
    • Seconded by Ben Ledbetter
    • Unanimous Approval

Audio Here:

Redevelopment Commission Meeting 09/12/2019

City-NEws-e1455073509249The Charlestown Redevelopment Commission met for a regularly scheduled meeting on Thursday, September 12 at 9:00 am. Following is a summary and full audio of the meeting:

  1. Call to order/Pledge of Allegiance led by Ben Ledbetter
  2. Determination of a quorum and roll call: Members present were Ted Little, George Roberts, Eric Vaughn, and Mayor Bob Hall. Pat Glotzbach was absent. Also in attendance were Clerk Treasurer Donna Coomer and city attorney Michael Gillenwater.
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 08/04/2019 to 09/06/2019 combined into one motion for approval.
    • Motion to approve made by George Roberts
    • Seconded by Eric Vaughn
    • No Discussion
    • Unanimous approval
  4. Resolution No. 2019-R-8 A Resolution Accepting Transfer of Real Estate (IC 36-1-11-8)
    • This is a transfer of property which is part of the Renaissance project that had been put in the name of the city instead of the Redevelopment Commission
    • Motion to accept transfer made by Ted Little
    • Seconded by George Roberts
    • No Discussion
    • Unanimous Approval
  5. Approval of Contracts
    • Quit Claim Deed (for Lot 2 for the Renaissance Project)
    • ARC – Renaissance Project (Lot 2, Phase II Project Plans)
      • Jason Sams spoke on behalf of ARC.
      • He gave an update on the current project. They’ve begun the dirt work, are building the pad, and working on infrastructure. They are fully permitted through the city and the state. The building drawings have been submitted to the Dept. of Homeland Security for approval. They hope to be “under roof” by January.
      • Regarding Lot 2, Phase II, Mr. Sams presented a proposal to the Commission. ARC exercised an option to purchase lot 2 in March 2019. He is appearing before the commission to finalize project presentation for Lot 2.
        • He is requesting approval for project plans for Lot 2 with his presentation today.
        • Lot 2 encompasses the corner of Market and High Streets, divided from Lot 1 by Green Ally.
        • Consists of two 2,000 sq ft buildings and one 4,000 sq ft building intended for commercial/retail and/or restaurant. He is currently in discussions with companies but cannot disclose the names right now. These will be single story buildings.
        • ARC is bringing a $4 million investment to the city with this two-phase development
        • Sams offered to answer questions and requested approval for the plan
        • Mayor Hall asked for clarification from the city attorney about the two items on the agenda (Quit Claim Deed and approval of the Project II plan). Mr. Gillenwater explained that the deed and the project are two separate items, and then said that they can both be combined into one motion for approval.
          • Motion to approve both the quit claim deed and the project approval made by Eric Vaughn
          • Seconded by George Roberts
          • No Discussion
          • Unanimous approval
        • After passing the motion Mr. Sams said he hopes to break ground on lot 2 in March of 2020.
  6. New Business
    • Partial Release of Mortgage in Springville Manor – Lot #28
      • Motion to approve release made by Ted Little
      • Seconded by George Roberts
      • No Discussion
      • Unanimous Approval
    • Added to agenda during meeting
      • Mayor Hall mentioned that Pat Glotzbach has conflicts with this meeting schedule and proposed moving the meetings to the second and fourth Tuesdays of the month at 9:00am.
        • Motion to approve schedule change made by Eric Vaughn
        • Seconded by George Roberts
        • No Discussion
        • Unanimous approval
      • Eric Vaughn, Economic Development Director asked to add a claim for payment regarding the parks but Mayor Hall told him that claim is to be approved by another board so the item was not addressed.
  7.  Adjournment
    • Motion to adjourn made by Eric Vaughn
    • Seconded by George Roberts.
    • Unanimous approval

Audio Available here: