Millersburg Town Council Meeting

October 13th, 2004

The regular monthly meeting of the Millersburg Town Council was held on Wednesday October 13th, 2004 at 6:30 P.M. at the Millersburg Town Hall.

James Winkler called the regular meeting to order at 6:30 p.m.

A motion was made by James Winkler to approve the minutes for September 22nd, 2004.   The motion was seconded by Abe Beachy and carried by a unanimous voice vote.

• A public hearing was held for the additional appropriation of $1,050.00 from the Riverboat Wagering Fund to pay to cut down two trees in front of the Town Hall. As there were no comments or questions from the public James Winkler made the motion to accept the appropriation as written and Dean Hawkins seconded and the motion was carried by a unanimous voice vote.
• Craig Hodgson representing Roberts Environmental Services, LLC was present with a proposal to start an Environmental Site Assessment Phase I on the old feed mill property at 301 W. Washington Street. An assessment should be done before demolishing the old building to prevent future problems such as underground tanks or any other contaminates. This assessment would protect the Town against any violations by IDEM by informing the Town of any contaminates so they could be removed or cleaned up properly. The assessment would include historical research and site reconnaissance to determine if a threat of contamination may exist and what further activities may be necessary. Mr. Hodgson informed the Council that his company would help the Clerk/Treasurer write a grant that would pay the full cost of the assessment, which well be for $2,800.00. The grant would come from the Indiana Development Finance Authority and the deadline for this round is November 1st 2004.   Council President James Winkler asked Mr. Hodgson why we need an assessment. Mr. Hodgson replied that the Town could run a risk of contaminates and could incur fines by IDEM. Council member Dean Hawkins asked if there where underground tanks and were discovered during a site examine who would take care of the problem. Mr. Hodgson replied that the previous owner could be held liable. If the Town takes down the building and finds contaminates later and the assessment hadn’t been done then the Town would be held liable. Council member Dean Hawkins asked Mr. Hodgson if the Town could apply more than once a year for grants. Mr. Hodgson replied that the Town could apply four (4) times a year. After a long discussion Dean Hawkins made the motion to accept Mr. Hodgson proposal, contingent on the Town getting the grant. Abe Beachy seconded, and motion was carried by a unanimous voice vote.
• Resident Kurt Kritzman was present representing Cub Scout Pack 708 with a request for the Town Council. Mr. Kritzman informed the Council that the Scouts have had their district meeting at the First United Methodist Church on Mishawka Road for several years and they have not requested any help until now. The Church has thirty-seven trees that they want removed from the property. Mr. Kritzman was approached by a contractor who said he had equipment and could help if Mr. Kritzman could get some equipment also. Mr. Kritzman requested if he could use the Town’s chipper and trailer. The date the equipment is needed is Saturday October 30th, 2004. The Council approved the request with the stipulation that Matt King the Maintenance Director would be present and run the equipment. This would take care of the liability issue for the Town. Mr. King said he would volunteer his time and would run the equipment. Marshal Hathaway donated the gas for the equipment.
• John Rannells representing Holt Equipment was present with a quote for a John Deer backhoe at the cost of $53,000.00 after the trade in of the Town’s old backhoe. After much discussion it was decided that Matt and Jack should try out the backhoe and compare it with the Case backhoe that was quoted last meeting before any decision on which machine the Town should purchase. Director King noticed an omission of a 36” bucket from the quote. Mr. Rannells replied that it was cut off of the quote somehow and he would get a new one printed with the bucket included. Director King also asked if the quote could be changed from the foot controls to reflect the wobble controls. Mr. Rannells said he would work up a new quote with wobble controls.    Mr. Rannells said he would gladly bring a backhoe to the Maintenance building or the guys could visit the shop in South Bend and try out the machine. Director King said he would go to South Bend and check the machine out in the near future.

Park

Water Superintendent

• Monthly reports-See attached
• Wastewater Superintendent
• Monthly report-See attached
• Council President James Winkler asked Superintendent Eldridge when will the new NPDES permit become effective?  Superintendent Eldridge replied that the permit is effective on November 1st, 2004. President Winkler asked if we could ask for an extension on the E Coli requires of the NPDES permits and Superintendent Eldridge replied that he would find out and report back.
• Council member Abe Beachy asked if the storm sewers should be moved from the Utility Department to the Street Department. Utility Superintendent Eldridge informed the Council that IDEM requires permits and would the Street Department be able to handle the paperwork. President Winkler asked Director King if he felt he could handle the permits and Director King said he could if Superintendent Eldridge would show him what to do. The Council made the decision to move the storm sewer responsibility to Maintenance Director Matt King.
• Council President Winkler asked Superintendent Eldridge if he had gotten any other quotes for cleaning the storm drains. Superintendent Eldridge replied that Goshen will only let other towns use their equipment on an emergency basis; Abe Free Flow is another place that could clean storm drains at the cost of $1,000.00 plus so much per hour. Concord Septic charges $1,000.00 with no extra charge. The Council approved Superintendent Eldridge to use Concord Septic.

Maintenance Director

• Director King received a quote from Holt Equipment for $53,000.00 for a John Deer backhoe. Mr. Rannells was present to discuss the quote see above bulletin.
• Director King informed the Council that he would like to get rid of the old Huber grader and has someone interested in buying it. The machine is a 1961 model and does not get enough use to warrant paying insurance on. The new backhoe will be able to do any work that the old grader did in the past. The Council approved the sell of the grader.
• Council member Dean Hawkins asked Director King if the maintenance truck was still has a miss. Director King replied “yes” and he has talked to Brad who says the truck may need to be power flushed. Another problem may be that one injector may be stuck. Director King said he could get the truck in the shop on Friday and cost approximately $130.00 to $150.00. The Council approved having the truck fixed.
• Assistant Jack Lantz informed the Council that the chain that was put in front of the entrance at the Maintenance Department was too heavy. The department will be building a gate with scrap steel the department found in house. The gate will be 42 feet wide with 2 pieces so it can be opened easily.
• Council President James Winkler asked Directory King if the Town plows the Sandbrooke addition on S.R. 13. Director King replied “no” it’s outside the town limits.

Marshal

• Stats-See attached
• Clerk/Treasurer
• The Clerk/Treasurer will be attending the Fall District Meeting in Middlebury on October 20th, 2004.Classes will include Delegating workload and Charlie Pride will teach on End of Year duties.

Unfinished Business

New Business

• The Clerk/Treasurer informed the Council that she discovered that the dump truck was in the Water Utility fixed assets according to the State Board of Accounts. Superintendent Eldridge says he doesn’t use the dump truck and that the Maintenance Department could have the truck as they use it and all repairs and maintenance is done by the Street and Maintenance Department. Council President Winkler suggested that the truck be sold to the Maintenance Department for $1.00. All parties agreed and the Clerk/Treasurer was instructed to bill the Street Department for the $1.00 and the truck will belong to the Street Department.
• Council President James Winkler thanked all department heads for all their hard work!

James Winkler made the motion to pay bills. The motion was seconded by Abe Beachy and was carried by a voice vote.

Adjourn: Time:   7:45 p.m.                                Abe Beachy made the motion James Winkler seconded and motion carried by a unanimous voice vote.