ࡱ> ac`7 uZbjbjUU &t7|7|uVl:::::::FHHHH TLFA%$$$$$$$$% ($:$::$"::$8$jr#T::$ @!{FH $$%0A%$z(($Nh::::FULTON COUNTY COMMISSIONERS MEETING August 16, 2004, 6:09 P.M., E.S.T., in the Assembly Room of the Fulton County Office Building. Meeting Called To Order: President Richard A. Powell called this Meeting to Order at 9:05 p.m., E.S.T. Present for this meeting were Commissioners Richard A. Powell, Roger D. Rose and Leslie R. Walters; also, Attorney Greg Heller and Auditor Denise J. Bonnell. Highway Department: Superintendent Scott Tilden introduced Pat Sullivan of Strand-Seico for the update on Bridge #2 at Leiters Ford. The contractor does not see any problem to complete the bridge yet this year. The only thing would be the asphalt and to put down the intermediate the temperature only needs to be thirty-two degrees and only forty-five degrees to put the surface down. He said that NIPSCO has completed their work and they are now waiting on Sprint. This was discussed. He stated the original schedule would hold unless they get real close, then they will request additional time because of the utilities, which he stated the State will give them some, how much he isnt sure. The discussion continued and he said they are now twenty-one working days behind, waiting on the utilities; he explained the process and what is done. He further stated once they start driving the piling it will go fast. Pat Sullivan said he would return next month with an update. Scott informed the Board that a County employee, Tim Sailors, has requested that he be placed on the Family Medical Leave Act due to his wife needing several major surgeries starting, tomorrow, 8-17-04 for two or three days to as much as two weeks, which he explained. Scott said this is without pay, which he explained to the Board. This was discussed. The Board by consensus gave Scott their approval. Scott said he wanted to discuss the purchased of a Tag Trailer (beaver-tailed trailer). He stated they have a 1992 Hudson Trailer that they use to pull the backhoe and this was purchased new in 1992. He explained the present condition of this trailer, as it is used over ninety-percent of the time. Scott said this would qualify and could be purchased with money from the Cum Bridge Fund, which he explained. Scott had requested quotations and the one he would like to get is $15,950.00 and with an approval by consensus from the Commissioners Scott would then go before the Council Tuesday night. He said with the rigging at Craigs Welding for the storage boxes, toolboxes, etc., it would be a total of eighteen thousand with the appropriation coming from the Bridge Fund and he said it is legal to do so. There was a discussion as to a trade-in, which Scott explained. Scott said he would like a consensus from the Board to approve this purchase as he has stated using the Cum Bridge Fund; then he would take it to the Council. Rich asked the other members, and then stated Scott has their consensus. The four quotes he received are as follows: Holt Equipment Company, South Bend, IN. $12,300.00 Air-lift jack $ 3,500.00 Light package $ 150.00 Total $15,950.00 Scott stated this is the one he recommends. W.A. Jones. Columbia City, IN. $14,194.00 w/o-air lift jack Deeds Equipment Co., Plymouth, IN. $14,196.00 w/o-air lift jack Southeastern Equipment Co. $12,700.00 w/o-air lift jack Scott told the Board after going over the specifications he knows that Holt Equipment Company is the best buy; also, he explained this would be a six-inch wider deck where the others are options, which would mean more money. Rich called for a motion. Roger Rose made a motion to go ahead pending the Councils approval. Scott said for the record he would need toolboxes put on the sides, which Craigs Welding could do, this would be additional. Scott stated he would like to request $18,000.00 from the Cum Bridge Fund to finish the trailer out. Roger amended his motion to include some additional work by Craig Welding for the total amount up to $18,000.00. Leslie Walters seconded the motion as amended. Motion carried 3-0. Scott reported he had received a call regarding guardrail at Nyona Lake. The location is Southeast Lakeshore Drive and Main Street, which is Nyona Lake Road, and the possibility of adding on a section of guardrail, because there was an accident and their house got hit. Scott explained this to the Board and stated there had been other accidents at this location. Scott said the situation at 550N and 250E Charlotte Samuelson, they wanted the hill cut down even farther. Scott said he had staked where he wanted the fence to be. He asked the Boards approval to comprise with them, which he explained to the Board. The Board was in agreement with Scott as discussed. Scott reported that Olson Road would be closed Wednesday 6:00 a.m., and possibly opened up Thursday 2 p.m., to replace a culvert, just west of Old 31. Scott said this would be published in the newspaper; also announced on the radio. This was discussed. Scott brought the Board up-to-date on the Chip and Seal Program; also the striping of roads. Scott said the one-ton truck had come in and the tandem was delivered to the truck dealer who in turn delivered it to the dump body dealer; he said in about a month they should have the new tandem. The single axle Sterling is not going to be built until September 24th. Rich said at 1100W and 150S the SW Corner he has had three complaints this week one being on Bill Donathens property about visibility there, not weeds but the hill. This was discussed and Scott said he would look at it. County Clerk: Karen Miller, Clerk had furnished the Commissioners with a 23-page Packet covering the Storm Damage and Insurance Claims to the present. This was storm damage on the nights of July 21st and 22nd; Karen said apparently the Courthouse took a direct lightening hit and she briefed them on the contents of the packet. She stated there would be maintenance bills from Joe and possibly more claims from the Prosecuting Attorneys Office, which she explained, stating what she has submitted is basically for the Clerks and the Courts and a little from the Prosecuting Attorneys Office; also, the Judge had some direct damage to his court recording system, Karen explained this. The Claim Number given to her from the insurance company is #0404568 and the total thus far is for $9,078.45. Sheriffs Department: Sheriff Roy Calvert said he would like the consensus from the Commissioners on the Animal Warden Truck, as to who would pick out and purchase the truck; they told him Gene Baker would do that with an amount of $18,000.00 or less. Sheriff asked if they could get started on the first locks? Attorney Heller stated this would be over a hundred thousand dollars and Sheriff said thats correct. Attorney Heller said this is a large expense of the taxpayers money; it needs to be advertised and bid on. This was thoroughly discussed. The Sheriff said he has received a proposal that is four hundred thousand dollars and one written proposal calls for two hundred and ten thousand dollars; the present proposal is one hundred and eighteen thousand dollars. The Sheriff asked how long does it takes to advertise as he said this is an emergency and the discussion continued. The Sheriff said this is a maintenance problem, that it is not anything brand new and now he is asking it to be declared an emergency, which he explained. Roger Rose said based on the Sheriffs recommendation, he would make a motion that the Commissioners declare his jailhouse situation an emergency and in need of the appropriate emergency procedures for addressing the problem. Leslie Walters seconded this motion. Attorney Heller asked for the names of the previous bidders and Sheriff stated, Pauly Jail Building Co., Lock-N-Load of Plymouth, which is a locksmith and Toby Seiler. This motion carried 3-0. Sheriff submitted his Monthly Activity Report for the month of July 2004. The Board reviewed this report. Leslie asked the Sheriff while it may be trivial, what kind of fine do the swimmers get for diving off the bridge at Nyona Lake? This was discussed. Board of Health: Dr. Michael Brubaker stated at budget time they talked with the Commissioners about raising the classification and salary of Harriet or whomever is in that position from Clerk to either 1st Deputy or 2nd Deputy. Dr. Brubaker said they were told at that time to look at the job description that it didnt really warrant changing the classification. He said he had not previously looked at the job description and neither had others and it was totally inadequate. He stated it certainly did not represent the job that is required of her or anyone in her position. He said this department has grown more and more new issues being handed down from the State, etc., and this job has changed dramatically since he has been involved. He stated he had drafted what he feels is a more accurate job description. He gave the Board a copy and then proceeded to point out what is relatively new and required in the last ten years and briefly reviewed this with the Board. He also, stated that they have just been notified in regards to terrorism, there maybe be another employee involved, which will be reimbursed by the State for Bio-Terrorism. Therefore the old job description that she was working under did not describe at all her job and could not have been used to advertise for a replacement. He asked the Commissioners if they read and looked this Job Description over; also, would they agree to adopt it for this position and change her from a Clerk or 1st/2nd Deputy Status because he feels that is what the job requires. This was discussed and it was noted that it is the County Council who determines the status of the position, however, the Commissioners can adopt it to amend the Personnel Policy. Dr. Brubaker said that is what they asking. This was discussed. Attorney Heller said his understanding if there is a change in classification that will have an effect on salary thats the Councils decision. This was discussed. Leslie Walters made a motion to amend the Health Clerk-Registrar Job Description. Roger Rose seconded this motion. Motion carried 3-0. County Assessor: Susan Carr, Assessor, had sent a letter to the Commissioners requesting that Viki Lawsons vacation time, that she accrued in the Auditors Office, be transferred with her when she becomes Deputy Assessor; also, that she not be considered a New Hire Employee. This was discussed. Roger Rose made a motion that based upon Susan Carrs recommendation that Viki Lawsons vacation time be transferred with her when she becomes Deputy Assessor (time she had accrued in the Auditors Office) and that she not be considered a New Hire Employee based upon her five years working for the County that her pay not receive the 8% reduction for the next six months. Leslie Walters seconded this motion. Motion passed 3-0. Amendment To The Fulton County Personnel Policies: Rich read Ordinance #081604E by title only. ORDINANCE #081604E Amendment to Ordinance #090500E Dated September 18,2000 AMENDMENT TO THE FULTON COUNTY PERSONNEL POLICIES The Fulton County Personnel Policies as adopted are hereby amended as follows: REIMBURSEMENT OF EMPLOYEE EXPENSES. In some cases a County Employee will incur expenses in the course of conducting County business or engaging in activities which are of benefit to the County. Legitimate expenses incurred by individuals which are required to conduct County Business well be reimbursed subject to approval and appropriate documentation being submitted. In these cases, the following provisions apply: Expense Must be Budgeted or Approved. In all cases, the expense for which an employee seeks reimbursement must have been budgeted or else specifically approved by the County Council. Expenses not budgeted or approved may not be reimbursed. Job Related Training. In cases where an employee receives Job-related training, and especially in cases where the training received is required for the performance of job duties, the County may provide either partial or full reimbursement for expenses incurred during the training. A request for reimbursement must be submitted to the Board of Commissioners for approval prior to the training. If granted, reimbursement generally will be withheld pending notice that the course of training was successfully completed. In order to protect its investment, the County may require continued employment as a condition of reimbursement when an employees education substantially increases the employees qualifications. Employee Travel. Out-of-State Travel. Reimbursement for out-of-state travel and subsistence other than that necessary as a part of the routine operation of a County Department must have prior approval from the Board of Commissioners. This requirement applies whether the anticipated expenses are budgeted or not. An example of an activity requiring prior approval would be a special out-of-state seminar or convention. An example of an activity not requiring prior approval would be a prisoner transfer or a brief investigating trip by the Sheriffs Department involving a neighboring state. State Called Meetings. (I.e., called by Statue or State Board of Accounts; does not include AIC or other association Meetings.) The County will reimburse for State called meetings for: Reasonable hotel/motel accommodations based on double occupancy where possible. State rate for mileage for using privately owned vehicle in lieu of public transportation. (Usually, one individual per office may claim mileage.) Forty Dollars ($40.00) paid per individual attending meetings. This Covers meals, parking, incidentals, gratuities, etc. Expenses exceeding $40.00 per day are not reimbursed. Receipts must be submitted. Other Necessary Meetings. An employee on authorized official County Business requiring overnight accommodations will be reimbursed for: Reasonable hotel/motel accommodations. Bus, taxi, and airport limousine transportation, including gratuity not to exceed 15%. Air, rail or bus tickets at lowest possible fare. State rate for mileage for using privately owned vehicle in lieu of public transportation. Per Diem of Forty Dollars ($40.00) for each full day of County Business in travel status. Per Diem covers meals, incidentals, gratuities, etc. Expenses exceeding $40.00 per day are not reimbursed. For periods of less than a full day an employee may claim $8.00 for breakfast, $12.00 for lunch and $20.00 for dinner if County Business requires the meal away from home in the performance of duties. Parking. Reasonable parking costs will be reimbursed with receipts. Overnight accommodation and per diem expenses are not allowed for meetings within 50 miles of Rochester unless authorized by the County Commissioners. (Excluding Statutorily Mandated expenses.) An employee on authorized official County Business attending a meeting not requiring overnight accommodations will be reimbursed for: Bus, taxi, and airport limousine transportation, including gratuity not to exceed 15%. Air, rail or bus tickets at lowest possible fare. State rate for mileage for using privately owned vehicle in lieu of public transportation. Necessary parking and storage fees. Actual meal expenses not to exceed $8.00 breakfast, $12.00 lunch, and $20.00 dinner plus gratuities not to exceed 15%. Documentation is required. Business related telephone calls. Documentation is required. Other necessary expenses with approval of County Commissioners. Meal expenses are not allowed for meals during normal duty hours for routine employee duties requiring travel. Mileage Rate. Employees who are reimbursed for mileage accumulated in the course of conducting County Business shall receive reimbursement at the rate determined by the Board of Commissioners or at a rate equivalent to that received by state employees. Other expenses. Other expenses incurred by County employees will be reimbursed only if approved by the Board of Commissioners. Employees should submit their requests within a reasonable time before the expense is incurred. Such requests will be dealt with on a case by case basis. Passed and adopted by the Board of Commissioners of the County of Fulton this ____, day of ____________, 2004. FULTON COUNTY BOARD OF COMMISSIONERS ________________________________ Richard A. Powell, President ________________________________ Roger D. Rose, Vice-President ________________________________ Leslie R. Walters ATTEST: ___________________________ FULTON COUNTY AUDITOR Leslie Walters made a motion to suspend the rules to the second reading by title only. Roger Rose seconded this motion. Motion passed 3-0. Richard Powell read Ordinance #081604E. The third and final reading of this ordinance will be on the Agenda for the Commissioners Meeting September 6, 2004. Tourism Board Appointment: Roger said he read a copy of the Ordinance that does spell out specifically the qualifications and criteria for the members of that Board and it is a Political; also you have to be engaged in that type of work tourism or hotel so that makes it kind of tough to maintain the balance we had. This person will have to be a democrat and engaged in some area of tourism industry in the county. This was discussed and the consensus was to ask this board for suggestions to fill this vacancy. This will on the Agenda for the Commissioners Meeting September 20, 2004. Commissioners Minutes: The Board reviewed the minutes of the Commissioners Meeting August 2, 2004. Leslie Walters made a motion to accept the minutes of August 2, 2004 as corrected. Roger Rose seconded this motion. Motion passed 3-0. Additional Request: Commissioners: Cum Cap Bridge #391.40001.000.391 Vehicle $18,000.00 The above Additional Request was reviewed, approved and signed by the Board. Transfer Request: Highway Department: MVH From 702.19000.000.531 Extra Help $ 1,883.00 702.33201.000.533 Workmans Comp $ 5,000.00 To 702.42100.000.533 Trucks & New Equipment $ 6,883.00 Health Department: From 807.12046.000.203 Fringe Health/Dental $ 1,971.00 807.12046.000.203 Fringe Health/Dental $ 1,108.00 To 807.11202.000.203 Social Security $ 3,079.00 Veterans Service Officer: From 101.36001. Repair Equipment $ 100.00 To 101.32000 Telephone $ 100.00 The Board reviewed and signed the above Transfer Requests. Claims and Payroll: The Commissioners reviewed, approved and signed the Claims and Payroll for payment. New Business: Leslie said he talked with Joe Morrow this morning and the main control computer that controls the air-conditioning and the heating that company has not sent back the estimates from the storm damage. Also, the gentleman with the crane called about fixing the courthouse roof. He has to get a bigger crane, because of the reach of his crane and the cost of a bigger crane is $8,000.00; however, there is another way it could be fixed. He could fix an access door to get out on the roof, which would cost $5,000.00. This was thoroughly discussed. The consensus of the Board was to go with a bigger crane. Leslie said he had been to Nyona Lake and was told they put that concrete post with the steel rod in it down four and half feet and its right under the bridge, this was picked up on a fish finder. The consensus of the Board was to call DLZ. Leslie said he checked the Citizens Cemetery and everything looks good and he had pictures to show. Rich discussed with the Board, the painting of the bench on the Courthouse Square, as it needs it now. Leslie said he would contact Joe. Rich suggested putting together a Commissioners File that could be accessible. They will work towards a common file that all can use. Rich said EMS Board it has been decided to change the board structure and include a person from the Council. The present four member Board, is made up of one commissioners, two hospital people and a medical doctor; make it a five member Board by adding one from the Council. This was a consensus of the Board. Rich stated that Animal Warden Gene Baker would like a letter/something giving him permission to purchase the truck. It was noted this might be in previous minutes and to just give him a copy of the minutes would take care of that. Old Business: Roger said he was to follow up with Starke County regarding some type of cooperative agreement for an Animal Shelter. Roger stated he talked with a Susie Crider and explained the Countys situation and she is to run this idea by her Board. Roger explained the situation between Starke and Pulaski. Roger said he would check it out with Marshall County. Leslie said he would talk with Cass County. This was discussed. There was a discussion on Centralized Purchasing, which had been previously discussed. The consensus was it is not a pressing problem at this time. Rich asked about the Telephone Survey if it was finalized. Denise said he called her last week when Carol was on vacation. He wanted to come and look at August phone bills, which Denise explained she would prefer not to do since all claims would already be filed away, and she explained why. She suggested to him to wait until September, which she explained and it was agreeable to him. Rich said there had been a previous discussion regarding the use of Time Clocks. This was discussed again. They asked the Auditor to E-mail other counties and get their replies. This concluded the business transacted. Roger Rose made a motion to recess this meeting. Leslie Walters seconded this motion. Motion passed 3-0. Meeting recessed. FULTON COUNTY BOARD OF COMMISSIONERS _____________________________ Richard A. Powell, President _____________________________ Roger D. Rose, Vice-President _____________________________ Leslie R. Walters, Member Attest: __________________________________ Denise J. 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