RIPLEY COUNTY COMMISSIONERS
Robert Reiners, President
10105 N Spades Rd
Sunman, IN 47041
608 Clearview Lane
Versailles, IN 47042
P.O. Box 66
Friendship, IN 47021
2012 Meeting Schedule
Meetings begin at 7:00am at the Highway Garage and at 8:00am in the Commissioner's meeting room located in the Annex Building
Commissioner's Meeting Minutes
Unofficial Minutes prepared by Bill Wagner, Ripley County Auditor
Commissioners meeting opened promptly at 7:00AM on Monday, April 2, 2012 at the Ripley County Highway Department, Osgood, Indiana.
Commissioners Robert Reiners and Gary Stutler were in attendance for the meeting. Commissioner Busching was absent.
The chipper box is nearing completion and should be delivered by the end of the month. The distributor truck retrofit or replacement will continue to be investigated in allowing it to be extended to 20 foot wide.
The front end loader was discussed and it was decided to pursue a used unit. Mr. Kissell will contact Mr. Bill Schmaltz on the loader he has for sale. The Highway department is in discussion with the Sheriff Department about belonging to the Federal Surplus Program but it will be a period of time to complete the paperwork to be eligible.
Mr. Patrick Rose appeared to request Ripley County pick up tires from the debris pile at Holton and recycle them. The commissioners agreed that if the tires were separated they would pick them up.
With no further discussion Commissioner Stutler moved to recess to the annex. Commissioner Reiners seconded and the motion passed.
Commissioner Stutler made the motion to reconvene while Commissioner Busching seconded. The motion passed. The meeting reconvened with the Pledge of Allegiance.
Commissioners Reiners, Stutler, and Busching were present as well as County Attorney Ertel and Auditor Wagner.
8:30:00—Veterans Service—Mr. Ken Hylton
Mr. Hylton requested permission for the county to act as fiscal agent for a $500.00 grant to Ripley County Community Foundation for the Vietnam Wall display this summer. The commissioners agreed. He also requested his website for the county be linked to the veteran’s website so information was available from the Ripley County web page. The commissioners also agreed to this request.
8:32:33—Mr. Johnnie Lohrum—Maintenance
Mr. Lohrum asked for approval of the bid to provide an electrical plug for the courthouse. Commissioner Busching moved to approve for the Prosecutor’s office only. Commissioner Stutler seconded and the motion passed. The bid is to be revised to only show the Prosecutor’s office and returned for signatures.
Mr. Lohrum advised the handicapped parking spot had been striped and the lawn had been rolled. There was still one area that needed attention and the commissioners decided to have it rolled again when it was wet before they had it tilled up and re-seeded.
8:38:00—EMA-Mr. Patrick Rose
Mr. Rose advised the contract for WTH & data exchange agreement was ready. Commissioner Busching moved to approve the contracts with a second from Commissioner Stutler. The motion passed unanimously.
8:44:15--Technology-Ms. Kelly Vollet
Ms. Vollet advised the motherboard of the server in the Assessor’s office failed and replacement was complete.
Also, the Assessor was looking at another vendor (X-Soft) for her office to eliminate the extra work and problems with rolling values to and from the Auditor’s office. There will be a demonstration on April 10 at 10:00am. Ms. Vollet stated that the majority of IT people she has contacted recommended X-Soft.
8:49:00—Mr. Jerry Smith
Mr. Smith appeared for a presentation of his qualifications a desire to be appointed to the Rising Sun Regional Foundation Board. After the interview Commissioner Busching moved to appoint Mr. Smith to the board with a second from Commissioner Stutler. The motion passed unanimously.
8:56:40—County Attorney Ertel presented the ATC proposal for checking asbestos in the buildings to be torn down, including the Bauer property, and the plan of remediation of contaminated soil. The total for the proposals is $4474.00.
Commissioner Busching moved to accept the proposals with a second from Commissioner Stutler and the motion passed unanimously.
9:12:45—Sheriff Department-Mr. Tom Grills—Clerk Department—Ms. Mary Ann McCoy—Surveyor-Mr. Jeff French
Commissioner Reiners began the session with a request that each person limit their time to 5 minutes and to eliminate the same questions and comments being repeated.
Sheriff Grills spoke first and stated he disagreed with the way the issue of vacation was being addressed. He stated the same way of administering the handbook in the Sheriff department has stayed the same for at least 17 years. He stated he felt the handbook should be followed but his employees were losing vacation time by doing this. He stated the policy should be determined by hours not days in the handbook. He requested this recommendation be considered.
Commissioners Reiners advised that the State Board of Accounts in the past had warned the county that vacation could not awarded until earned. This had prompted the change of the Employee Handbook in 2006 that stated that vacation could not be awarded until an employee’s anniversary date.
Sheriff Grills questioned if an email was sent to the employees of the change and was assured that all that had email accounts received the notice along with the department heads.
Commissioner Reiners stated that some departments began following the change at the time of notice in 2006.
Sheriff Grills then questioned why some people in his department received notice they did not have any vacation time available. He stated he had the list and time for the people and the notice showed they had no time available and would lose vacation time and stated he could supply the list if needed. Auditor Wagner was questioned by Commissioner Reiners and he stated that his office had been told everyone in the Sheriff department had used their hours before the end of 2011. Sheriff Grills then stated they had not. Auditor Wagner asked him if he had supplied the list of those that were not correct and he stated it was not his job to supply the list.
Discussion followed on how time was allotted and Auditor Wagner explained that various departments used different methods of allowing vacation. Auditor Wagner again asked for the list to review so they could be corrected if the pay records warranted. Other individuals from the Sheriff department and other offices spoke as to their specific situation. Sheriff Grills stated he would have changed the procedure if he had been the Sheriff in 2006. Sheriff Grills also stated that the deputies did not have to abide by the handbook of the county as they are merit rated.
Mr. Jeff French-Surveyor’s Office spoke and stated that he stated he felt the elected officials should interpret the rules and administer the handbook not the commissioners or auditor. He addressed issues of budgets and pay for the offices and that he felt the elected officials still had the autonomy for their respective offices.
He discussed the starting of his office and the transformation of it over the years. He stated he had contacted the AIC with his concerns but did not discuss answers he may have received from them except to say he had an informal answer that errors made over 3 years ago should be left alone.
Commissioner Stutler spoke and stated he has strived for everyone to be treated equally. Also he had request Auditor Wagner put the comp time, sick time, and vacation time on the pay stub every pay period. The intent has not been to take anything away from anyone but to get conformity in the administration of the handbook for everyone. He stated Auditor Wagner and he had discussed a few pay sheets and an employee that had no information for FMLA that was available for his surgery.
Also discussed was the fact that to determine the actual cost of running an office was almost impossible by looking at the budgets as they didn’t include every cost associated with the office.
He requested that each person that has a problem with the vacation issue to make an appointment with Auditor Wagner and a commissioner to review the pay sheets to correct any issues.
Commissioner Reiners spoke and advised the meeting needed to move on.
Sheriff Grills stated he wanted Ms. Toni Halcomb and the employees from the sheriff department to meet with Auditor Wagner and a commissioner to correct any pay issues.
Clerk-Ms. Mary Ann McCoy
Ms. McCoy presented the voting locations for the elections in 2012. Commissioner Busching moved to approve those presented with a second from Commissioner Stutler.
10:41:00—LWC-Mr. Sam Puterbaugh/Mr. Gary Turner
Mr. Puterbaugh presented the update for the Annex. He stated Bruns–Gutzwiller felt confident they will be able to still make the end of summer completion.
Mr. Turner presented the courthouse renovation plans, different options of office furniture and equipment, and the contract amount for the design and build for the renovation.
Contract amount of $20,000.00 would include:
1) Confirm existing conditions
2) Prepare a proposed layout and scope of work
3) Present to the commissioners for approval
4) Develop construction documents for bidding and state permits
5) Obtain State building release
6) Bid and award
7) Construction observation
Commissioner Busching moved to accept the bid with a second from Commissioner Stutler and the motion passed unanimously.
Mr. Jerry Gilpin—Gilpin Monuments
Mr. Gilpin presented the contract to order the monument and benches to the commissioners. They will be of granite and the benches will have the townships that make up the county engraved on the seat edges. Mr. Gilpin stated the county was getting close to his cost on the proposal for $12,800.00. Commissioner Busching moved to accept the bid with a second from Commissioner Stutler and the motion passed unanimously.
11:35:15--Perfection Group—Mr. Rick Anderson & Mr. Rob Vollrath
Mr. Anderson explained their group did energy audits to see where energy costs could be cut. The assessment would be no cost to the county. They were advised to contact the commissioners next year after the move to the new annex was complete and the old buildings were demolished.
11:45:17—MALCON—Mr. Charles Malinowski
Mr. Malinowski presented the commissioners with information on the Cost Allocation Plan for the County. From 2003-2010 the general fund has recovered $438,136.00 with a net cost for professional fees of $16,193.00 to his firm.
He presented the 2012-2014 contract from his firm to continue their services. Commissioner Busching moved to approve the contract with a second from Commissioner Stutler. The motion passed unanimously.
The commissioners, Attorney Ertel, and Auditor Wagner discussed the vacation issues brought before the meeting earlier. From the earlier discussion it was evident that at least two ways of administering the vacation policy was being employed by the Sheriff’s Department. After a lengthy discussion the decision of the commissioners was to stick with the Employee Handbook as written and have anyone employee that felt their vacation time was incorrect meet with a commissioner, auditor, and a representative of their department to go over the time sheets and correct any discrepancies. Also decided was that a memo would be sent to each employee with an e-mail account and each department head to distribute to employees notifying them of this decision.
The commissioners agreed it would be in the interest of the county to explore having a professional review and re-write the Employee Handbook.
Commissioner Busching moved to approve the minutes as written with a second from Commissioner Stutler. The motion passed unanimously.
The commissioners signed payroll sheets, claim vouchers, claims being paid from the commissioner’s budget, and the minutes of the March 19, 2012 meeting. Contracts from MALCON, Armstrong, WTH, the Data Exchange Agreement, Gilpin Monuments, LWC, and ATC were signed.
Being no further business, Commissioner Stutler moved to adjourn, with a second from Commissioner Busching. The motion passed.
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