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
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
Commissioners meeting opened promptly at 7:00AM on Monday, April 15, 2013 at the Ripley County Highway Department, Osgood, Indiana.
Commissioners Robert Reiners, Mark Busching, Gary Stutler, and Auditor William Wagner were in attendance for the meeting.
Mr. Warren Bruns of the Parks Department was present to update the commissioners.
1) They had met with Mr. Patrick Rose of EMA on an emergency plan for the Park.
2) They were building an ADA ramp for the office building
3) The Farm Club was hosting a car show for 2013 in addition to the tractor show
4) They were applying for a grant to allow replacement of the Jr. Leader shelter rather than just replacing the roof.
5) Trees were to be trimmed with an additional tree cut.
He stated they were having trouble with Comcast in keeping the old phone number and would keep the commissioners advised.
Superintendent Heaton advised the commissioners that Fencecraft was to start the installation of the fence the week of 4-15-2013 and the actual price would be $7628.09. He also advised the Parks Department had requested the old truck body being used for storage. The commissioners agreed to place it at the Park.
Commissioner Busching reported a large pothole on Old Milan Road that needed repaired.
The position of Bridge Foreman was questioned and the commissioners advised they were not going to fill the position at this time. The crew would remain and work under the district foreman for the district they were working in.
Foreman Toops advised the bid specs for Bridge #14 over Laughrey Creek on Cave Hill Road were in the works and would be reviewed by Attorney Ertel.
With no further business to discuss Commissioner Busching moved to recess to the Annex meeting room. Commissioner Stutler seconded and the motion passed unanimously.
Commissioner Busching made the motion to reconvene while Commissioner Stutler seconded. The motion passed unanimously and the meeting reconvened with the Pledge to the Flag.
Commissioners Reiners, Stutler, and Busching were present as well as County Attorney Ertel and Auditor Wagner.
Maintenance-Ms. Becky Mullins 8:23:45
Ms. Mullins advised she had contacted several floor cleaning firms and had received two quotes to strip and was the courthouse terrazzo flooring. Ultra Clean quoted $3389.40 and Clean Right quoted $925.00. She is to get additional quotes and information.
Building and Planning—Mr. Tad Brinson 8:34:22
Mr. Brinson brought a re-zone request, Ordinance 2013-03, before the commissioners for 7331 E. State Road 46, Batesville, Indiana to general business. Commissioner Busching moved to approve with a second from Commissioner Stutler. The motion passed unanimously.
Mr. Brinson also advised he had received a request from REMC for an ordinance by the county that would require a structure that had been vacant for 3 months to be inspected before the electric would be turned back on. The consensus of the commissioners was they did not need an ordinance.
Technology—Ms. Kelly Vollet 8:42:15
Ms. Vollet reviewed the fiber optic phone line issue. She stated that the line would need to be replaced between the annex and Sheriff’s Department. Service is working on a temporary set up. The door system is not working properly as a control panel is out. There is no override to the system and it is locking and unlocking on its own. She has notified the ontractor. She also noted her office sink was broken.
The mail machine has proven to not be a workable solution for the annex as it is too slow and has problems with the volume. She suggested the larger machine be moved to the annex and the smaller one to the courthouse.
EMA—Mr. Patrick Rose 8:55:00
Mr. Rose requested signatures from the commissioners for a Memorandum of Understanding with Ripley County Parks. Commissioner Busching moved to approve with a second from Commissioner Stutler. The motion passed unanimously.
He also advised the Emergency Management Advisory meeting had been moved to 4-29-2013.
Health Department—Ms. Holley Rose and Mr. Tony Schneider 8:57:00
The bid for the electronic sign to be purchased from a grant from CDC for preparedness was presented with a proposed location and type of sign. The commissioners requested another quote with different options that might be available.
SE Indiana Solid Waste—Mr. Aaron Bell 9:08:27
Mr. Bell presented the annual report for Solid Waste with an update of the recycling. The recycling has increased tremendously with future drop off points planned. He also spoke as to the learning experience of the Holton Tornado disaster and advised they are now prepared to estimate the amount of debris that would be created in another disaster. This helps with FEMA programs etc.
All American Vending—Ms. Phyllis Knueven 9:17:27
Ms. Knueven addressed the vending machine stocking and repair issues that had been discussed at the last commissioners’ meeting. Mr. Bill McDonald, Jail Commander, spoke stating he wanted to clarify that he had not initiated a phone call to Commissioner Stutler about problems with the vending machines. Ms. Knueven produced a report that showed there was not much sales produced from the machines in the annex and courthouse. Commissioner Stutler responded that he had received numerous complaints that the machines were not stocked nor would work. Mr. Knueven stated the machines worked when they checked them. It was decided to continue for another month on a trial basis.
Ambulance Services—Mr. Jim Freeman
Mr. Dale Holbert spoke first addressing the issue the county fee for an EMT exceeded what the rescue units received from Insurance and Medicare. He requested the fee be waived. Mr. Charlie Cozar of Rescue 69 and Rescue 20 also confirmed the problem as well as the Batesville Rescue unit. Commissioner Reiners stated adjustments to the fee would be looked at for the next budget cycle (2014). Mr. Jim Corbin-EMS Director- spoke on other rescue units and how they were set up. Most other units were having the same issue with the fees.
Mr. Jim Freeman from the billing service spoke and stated that Medicare reimbursement did not cover the cost of the rescue unit call. He stated that the total calls in Ripley County for all units combined totaled 2138. Break even for all stand alone units are 4000 calls.
He also noted that the transfers for the inter-facility transports have been about 500 for 2013 as of this date.
Commissioner Reiners signed the form needed to allow reimbursement from Medicare for the billing service.
Probation—Mr. Shannon Schmaltz 10:35:20
Mr. Schmaltz presented the commissioners with an outline of the Substance Abuse Program for their review.
Attorney Ertel presented Ordinance 2013-02 to establish The Ripley County Substance Abuse Outpatient Program Fund. Commissioner Busching moved to approve with a second from Commissioner Stutler. The motion passed unanimously.
Mr. Schmaltz advised the commissioners on December 3, 2012 the computer providing receipts had failed to work and handwritten receipts were prepared. During that time there were two receipts for $30.00 and $86.50 respectively that were issued. Those receipts and funds were lost/stolen and have not been able to be located. He had contacted the State Board of Accounts and they advised the commissioners had two options: 1) Commissioners reimburse lost funds 2) call the police and report them stolen.
The commissioners advised they would take the matter under advisement.
Clerk—Ms. Mary Ann McCoy 10:54:00
Ms. McCoy appeared to object to her claim for an overnight stay in Madison, Indiana for a District meeting being denied. Auditor Wagner stated the denial was recommended by his office based on the State Guidelines used by the county that stated that any overnight stay that was not at a location more than 50 miles from Versailles is not eligible for reimbursement. He stated that the lunch expense had been approved and only the hotel and evening meal request had been denied. The commissioners stated the denial would stand.
Auditor Wagner presented the commissioners with the Certificate of Substantial Completion from Maxwell Construction Company for the Courthouse renovation. Commissioner Reiners signed the agreement after the discussion. Also was the Application for Payment for Maxwell Construction Company for Invoice #3971. He advised he had been informed by Mr. Sam Puterbaugh that he would NOT be reviewing any application for payment unless instructed by Mr. Gary Turner of LWC. Commissioner Busching moved to approve the application with a second from Commissioner Stutler. The motion passed unanimously.
11:45:21—Auditor Wagner read a letter from Sheriff Grills dated 4-15-2013 that $1155.00 had been receipted in the Sheriff’s Department to reimburse for the fuel cost of providing the escorts and lot security for Northern Clearing. Attorney Ertel reported that Northern Clearing’s Attorney had responded to his request with a list of the days and or shifts that Ripley County Deputies provided off-duty transport escorts or lot security between January 14, 2013 and March 2, 2013. It was not determined if this was the extent of all transport escorts. It appeared that off-duty deputies worked 93 shifts ranging from 4 hours of time up to 10.5 hours of time, generating a total of $23,949.00 in off-duty compensation. The Commissioners believed that the $1155.00 of receipted money to the Sheriff’s Department was insufficient to cover the fuel, insurance, and wear and tear on the vehicles for the 93 shifts that the cars were likely used. The Commissioners authorized Attorney Ertel to discuss and to seek reimbursement to Ripley County for the use of the County Sheriff’s Department cars used off-duty for transport escorts and security details on a per day basis.
Auditor Wagner read a second letter dated 4-15-2013 from Sheriff Grills stating per IC 5-14-3-3 (a) he was requesting a copy of all Ripley County Elected Officials reward points stemming from their credit card use.
Also stated in this letter dated 4-15-2013 per IC5-14-3-4 (b) (1) he would not be releasing the point redemption report requested by the commissioners as he believed that a criminal offense had occurred regarding his identity. He quoted IC35-43-5-3.5 that put that report as part of an investigatory record and could not be released. He went on to state the investigation for identity deception was for Auditor Wagner contacting the credit card company for the point redemption report. He also stated this attempt locked the account.
Auditor Wagner responded to the commissioners stating that he had contacted the credit card company approximately October 2012 attempting to obtain the point redemption report. He was unable to obtain the information from the automated system and then contacted customer service and was informed he was not an “authorized user” on the account and could not obtain the information. He then sent the request directly to Sheriff Grills stating he had requested the information from the credit card company and could not obtain the information as he was not an authorized user.
Auditor Wagner then requested an opinion from Attorney Ertel who stated there was a presumption that since payment for the credit card is made from county funds the rewards points were the property of the county as well. He questioned if the people the three cards issued to were approved by the commissioners. He also stated the interest or penalties charged to the card could fall to the individual. He stated the points must be used for government use as they are also county funds. Also the point redemption record request comes from authority through the State Board of Accounts as they are public/county funds.
He stated the Auditor has a responsibility to review the use of funds to make sure they are used for governmental purposes as prescribed as there has been no wrong doing in his request. As pertaining to IC 5-14-3-3 (a) the use of the point redemption report is not part a criminal investigation.
Commissioner Reiners questioned if anyone except the County Commissioners had the authority to ask for a credit card to spend tax dollars. Attorney Ertel stated only by the authorization of the Commissioners. Commissioner Reiners stated that the Commissioners were not aware of any authorized credit cards to any Department or Office in the county.
Attorney Ertel stated there was no specific Statute that applied but the Compliance Manual for the Auditor issued by the State Board of Accounts provided the authority to request the accounting of the redemption of credit card points earned. If the information was not provided voluntarily he felt the commissioners could ask the State Board of Accounts for an audit.
Attorney Ertel stated he did not believe there was any wrong doing in requesting the report. Auditor Wagner stated he had only called on the “generic” card as he was not even aware that there were two additional cards issued.
The commissioners then reviewed the claims and the claims for the two new cruisers for the Sheriff Department showed the titles would be issued to the Ripley County Sheriff. The commissioners advised Auditor Wagner to notify the Sheriff the request would not be signed until a correction was made to have them to the Commissioners.
The commissioners signed payroll sheets, claim vouchers, and claims being paid from the commissioners’ budget. They also signed the travel advisory designation and the letter to all departments for the time accounting starting 4-22-2013. Auditor Wagner advised the Ministerial Association had again request May 2, 2013 use of the courthouse lawn for the National Day of Prayer. Commissioner Busching moved to approve with a second from Commissioner Stutler. The motion passed unanimously.
Commissioner Busching moved to approve the minutes of the April 1, 2013 meeting as well as the claims as submitted with exception of the claim for the cruisers. Commissioner Stutler seconded and the motion passed unanimously.
Commissioner Busching moved to recess until 1:00 pm with a second from Commissioner Stutler. The motion passed unanimously.
12:09:00—Ms. Sheila McGuire came before the commissioners to request clarification of the status of Old Hopewell Road East of US 421. She was advised the road remains closed.
The commissioners discussed the need to walk through the courthouse and determine the amount of painting to be done by Maxwell Construction and to determine the evidence locker requested by Judge Carl Taul.
Commissioner Busching moved to recess the meeting until 1:00 pm and walk through the courthouse. Commissioner Stutler seconded and the motion passed unanimously.
1:34:00—Commissioner Busching moved to reconvene with a second from Commissioner Stutler. The motion passed unanimously.
APEX—Mr. John Gause and MS. Toni Stinson
Ms. Stinson spoke first reviewing the current year and prior year loss ratios. This is improving that allows for a smaller rate increase for the coming year. She then proposed the commissioners consider a change from HC-Gerber Life to HC-Companion Life to obtain a larger network that would allow for more negotiating power with renewals. Using this new network would allow a 9.4% rate increase for the June 2013/2014 period. Commissioner Busching moved to approve this with a second from Commissioner Stutler. The motion passed unanimously.
Also presented was the option to carve out transplants from the base policy that would take them out of the loss ratio allowing more favorable renewals if a transplant would occur. They would be covered by a specific coverage and allow the county to save approximately $15,000.00 in premium for the year. Commissioner Busching also moved to approve this with a second from Commissioner Stutler. This motion also passed unanimously.
The Cost Plus Program was reviewed and determined by the commissioners to not be of benefit to the employees at this time.
Commissioner Busching moved to renew the coverage for Vision, Voluntary Life Insurance with the current companies with a second from Commissioner Stutler. The motion passed unanimously.
Options for the Dental Insurance would be explored with some different companies.
2:21:45—Attorney Ertel discussed the Speed Limit and Maximum Weight Limit Ordinance with the commissioners that would amend Ordinance 2-82. County Roads speed limit would be set at 45 mph unless posted differently. The weight limit for vehicles traveling on county roads shall be the maximum weight limit/s as set forth by IC 9-20-4-1, or as amended hereafter.
Commissioner Busching moved to approve the Ordinance with a second from Commissioner Stutler. The motion passed unanimously.
The daily per diem rate to be submitted to Northern Clearing for the use of the county sheriff cars was discussed. Commissioner Busching moved to set the limit at $150.00 per day. Commissioner Stutler seconded and the motion passed unanimously.
Auditor Wagner advised the commissioners the Elevator Maintenance contracts expired at later dates and quotes would be obtained prior to those dates.With no further business to come before the commissioners a motion to adjourn was made by Commissioner Busching. Commissioner Stutler seconded and the motion passed unanimously.
Minutes prepared by Bill Wager, Ripley County Auditor Minutes are unofficial until approved at the next Commissioners Meeting.
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