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

Board of Public Works Meeting 09/03/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met on Tuesday, September 3 at 9:00 AM for a rescheduled meeting due to the Labor Day holiday. 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: Members present were Ted Little and Mayor Bob Hall. Ben Ledbetter 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 08/12/2019 to 08/31/2019 combined into one motion for approval.
    • Motion to approve made by Ted Little
    • Seconded by Bob Hall
    • No Discussion
    • Unanimous approval
  4. Resolutions
    • Resolution No. 2019-R-11 – A Resolution Changing Sanitation Billing from Quarterly to Monthly
      • Motion to approve made by Ted Little
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Resolution No. 2019-R-12 – A Resolution Applying Water Utility Deposits to Sanitary Sewer And/Or Sanitation Accounts
      • Motion to approve made by Ted Little
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Resolution No. 2019-R-15 – A Resolution authorizing Mayor Hall or Eric Vaughn to sign closing documents on a lot in Danbury Oaks for a park
      • Motion to approve made by Ted Little
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Approval of Contracts
      • Chuck Ledbetter – Certificate for Police Department
        • In regard to the construction of the new police station they’ve reached a point to get the completion certificate and transfer of property.
        • He suggested July 22 as the official date since they became operational and moved in on July 25.
        • He came to the board to execute the quit claim deed requiring a notarized signature by the Mayor
        • Motion to approve made by Mayor Hall
        • Seconded by Ted Little
        • No Discussion
        • Unanimous approval
  5. Saegesser Engineering Update – Taylor Friesz
    • Submitted a Request for Approval for change order number two for the paving. This will be a decrease in payment of $19,936.85 due to underages on the paving project. Requested claim payment of $534,049.53 as the total cost
      • Motion to approve claim payment made by Bob Hall
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
  6.  Adjournment
    • Motion to adjourn made by Ted Little
    • Seconded by Bob Hall
    • Unanimous Approval

Audio available here:

 

Board of Public Works Meeting 08/19/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, August 19, 2019 at 9:00 am. Following is a summary of the meeting with full audio at the end:

  1. Call to order/Pledge of Allegiance led by Shane Spicer
  2. Determination of a quorum and roll call: members present were Ben Ledbetter, and Mayor Bob Hall. Ted Little was absent. Also in attendance was city attorney Michael Gillenwater.
  3. Prior meeting’s minutes, current claims, and payroll allowance docket from 07/29/2019 to 08/11/2019 combined into one motion for approval.
    • Motion to approve made by Ben Ledbetter
    • Seconded by Bob Hall
    • No Discussion
    • Unanimous approval
  4. City Engineer
    • Presented a request for approval for a change order for the Community Crossing’s paving process. This change is for a decrease in contract amount of $16,741.70.
      • Motion to approve change order number one made by Ben Ledbetter
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Presented a request for approval of the pay application to Wingham Paving in the amount of $481,012.47.
      • Motion to approve payment made by Ben Ledbetter
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Director of Economic Development, Eric Vaughn.
      • Presented the fourth of five draw requests on the police station in the amount of $205,508.03
        • Motion to approve payment made by Ben Ledbetter
        • Seconded by Bob Hall
        • No Discussion
        • Unanimous approval
  5.  Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Bob Hall
    • Unanimous approval

Audio here:

 

Common Council Meeting 06/03/2019

City-NEws-e1455073509249The Charlestown Common Council met for a regularly scheduled meeting on Monday, June 3, 2019 at 6:30 pm. Following is a summary of the meeting with audio available at the end (6:13). 

  1. Call to Order/Pledge of Allegiance led by Chris Spencer, recent graduate of Purdue University.
  2. Invocation led by: LC McCawley of the Charlestown Church of God
  3. Determination of a Quorum and Roll Call: Members present were Ted Little, Brian Hester, Mike Vaughn, Tina Barnes, and JT Cox. Also in attendance were Mayor Bob Hall, Clerk Treasurer Donna Coomer, and city attorney Michael Gillenwater.
  4. Approval of the evening’s agenda, prior meeting’s minutes, current claims, and payroll allowance docket 05/12/2019 to 06/01/2019 combined into one motion for consideration.
    • Motion to approve made by Brian Hester
    • Seconded by JT Cox
    • No Discussion
    • Unanimous Approval *Initial vote repeated after an error on the first vote
  5. Mayor’s update
    • Police department should be turned over to the city at the end of the month and they are planning tours over the period of a week.
    • Founders Day is June 21-22
    • Parks in Heritage Place and Ashley Springs will be finished by the end of the month. They are still working on lots in Danbury Oaks and Woodford Farms.
    • Renaissance Project is set to close on Friday, June 7. They hope to break ground late July or early August.
    • At this point there is nothing planned for the second meeting of the month.
  6. Adjournment
    • Motion to adjourn made by JT Cox
    • Seconded by Brian Hester
    • Unanimous Approval

Audio available here:

Board of Public Works Meeting 06/03/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, June 3, 2019 at 9:00 am. Following is a summary of the meeting with full audio (5:19) available at the end: 

  1. Call to Order/Pledge of Allegiance led by Mayor Bob Hall
  2. Determination of a Quorum and Roll Call: Members present were Ted Little, Ben Ledbetter, and Mayor Bob Hall. Also in attendance was Clerk Treasurer Donna Coomer and city attorney Michael Gillenwater.
  3. Approval of prior meeting’s minutes, current claims, and the payroll allowance docket from 05/20/2019 to 06/01/2019 combined into one motion for approval.
    • Motion to approve made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous Approval *Note: On the audio Mayor Hall called the names of the people making and seconding the motion inaccurately. This summary reflects the correct order.
  4. Luckett & Farley Design Contract
    • Motion to approve by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion (Purpose of the contract not stated on agenda or in meeting.)
    • Unanimous Approval
  5. Mayor Hall update 
    • The police station should be turned over to the city by the end of the month. He anticipates having a week of open house meetings.
    • Pocket Parks in Heritage Place and Ashley Springs are in progress and should be completed by the end of the month.
    • Founders Day – Donna Coomer said that they have great bands (Juice Box Heroes, The Rumors, and other local talent) and good food lined up. The parade is being organized.
    • Movies in the park will begin soon.
    • Road paving will begin in July.
  6. Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous Approval

Audio available here: (5:19)

City Council Meeting 11/06/2017

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City Council Meeting 11/06/2017 

 

  • Call to Order/Pledge of Allegiance: Led by Sophia Adams from the Charlestown High School Varsity Cheerleaders – they competed and received 4th place in Indiana State competition
  • Invocation: led by Kate Muhlbaier of Frist United Methodist Church, Charlestown
  • Determination of a Quorum and Roll Call:
    • Ted Little – Present
    • Brian Hester – Present
    • Mike Vaughn – Present
    • Tina Barnes – Present
    • Eric Vaughn – Present
    • City attorney Mike Gillenwater not present
  • Approval of Agenda:
    • Add ordinance 2017-OR-15 for transfer of funds be added to agenda
    • Motion to approve made by Ted Little
    • Seconded by Eric Vaughn
    • No discussion
    • Motion passed unanimously
  • Approval of Minutes: 10/02/2017 meeting
    • Motion to approve made by Brian Hester
    • Second by Mike Vaughn
    • No Discussion
    • Motion Passed unanimously
  • Claims:
    • Motion to approve made by Eric Vaughn
    • Second by Brian Hester
    • No Discussion
    • Motion passed unanimously
  • Payroll Allowance Docket: 10/01/2017 to 11/04/2017
    • Motion to approve made by Ted Little
    • Second by Mike Vaughn
    • No Discussion
    • Motion passed unanimously
  • Public Comment: by Claude Rottet
    • Rottet asked for extra time and was denied.
    • Rottet confirmed that council members received a copy of a handout he prepared. He spoke directly to the council members about their lack of discussion or objection to any issue presented to the council. He stated that the city is entering into higher debt and raised questions about the possibility of a sports complex in town. He pointed out that complexes exist in Indianapolis and will be built soon in Louisville. He asked the council why they believe that Charlestown can support such a complex. He requested that tax payer funds not be used to fund such a project. He discussed the debt that the city of Louisville has used to pay for their facilities and asked the council not to make the same mistakes. He asked that the council consider the needs of the entire town. He pointed out the involvement of John Nease.
    • Mayor Hall response: He confirmed that all members of the council received the handout and asked if he needed to address the issue. He said that the information in the handout is incorrect. He confirmed that the city has taken out the $2.5 million for Springville Manor
    • Ted Little asked for Mayor for clarification on the proposed sports complex. Mayor Hall stated that Klipsch-Card is going to put the money up for construction and that they will pay for it. He was unsure if they were going to buy the land.
    • Ted Little asked for clarification on other properties that the city has purchased and they Mayor stated that those properties were purchased without debt, with available funds. He confirmed that they borrowed $2.5 million for Springville Manor and an $800,000 charge listed is a duplicate within that amount. He said that the city applied for a $2 million grant for the sports complex and were denied. He said that most of the charges were paid for in cash.
    • Ted Little remarked that he hopes most people want a police station and said that we will find a way to fund it. He said that the lack of discussion in the meetings is a matter of efficiency. He went on to say that, while the Mayor is not permitted by law to meet with more than two council members at a time in private, they have been meeting frequently in private in meetings that happen when the public are not aware of them. He pointed out that these issues are brought up in Board of Public Works and Redevelopment meetings. He said that these meetings occur in private so that the public Council Meetings will remain short and efficient. He said that council members receive meeting agendas and minutes days before the meetings and know what is going on as a way of justifying the lack of discussion in meetings. He thanked Mr. Rotett for his time.
  • Ordinances and Resolutions:
    • Rescind Resolution 2017-R-7 – originally gave permission for the Mayor to seek a $2.2 million loan from New Washington State Bank but the money was obtained through the $2.5 BAN in a separate resolution
      • Motion made by Eric Vaughn
      • Second by Ted Little
      • No Discussion
      • Motion Passed Unanimously
    • Approval of ordinance 2017-OR-15 to approve transfer appropriation for city departments
      • 1st reading Motion made by Ted Little
      • Second by Brian Hester
      • No Discussion
      • Motion Passed unanimously
      • Mayor proposed suspending rules to advance to second and final reading of this ordinance
        • Motion made by Eric Vaughn
        • Second by Mike Vaughn
        • No discussion
        • Motion passed unanimously
      • 2nd reading of 2017-OR-15
        • motion made by Brian Hester
        • second by Eric Vaughn
        • no discussion
        • Motion passed
      • New Business:
        • Tina Barnes made a motion that the City draft a letter to Pleasant Ridge Redevelopment, LLC to have all boarded up and vacant homes owned by the organization scheduled for demolition within 60 days of receipt of said letter according to number 5 of the letter agreement signed 11/11/2016.
          • Mayor said that comes from the Board of Public Works
          • Tina Barnes pointed out that in the letter it refers to “The City”
          • Mayor asked for a second – none made
          • In the absence of a second the motion failed
        • Adjournment:
          • Motion made by Eric Vaughn
          • Second by Ted Little
          • Motion passed unanimously

 

Meeting duration 18:35

Audio of meeting available here: