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Town of Osgood Minutes

Regular Meeting
Tuesday, July 19, 2016
7:00 P.M.

Present at the meeting were Tammy Wilhoit, Norman Kappes, DeDee Holliday, Holley Rose, John Ertel, Steve Wilhoit, Arlene Knudson, Jason Smith, Alex Brison, and Toby Church.

Pledge of Allegiance.

Roll Call - all present

Motion was made to waive the reading and adopt the pre-read minutes. DeDee 1st, Holley 2nd

3 - ayes

Old Business:

At last month’s meeting a resident came in and asked if anything could be done with the junk trailer in Fairview Village. A letter was sent May 13, 2016 requesting the owner’s voluntary cooperation in removing the trailer, since it was not being used for what it was manufactured for. The owner received the letter by certified mail on May 17, 2016. All the information was sent to the Town’s attorney on June 23rd for him to initiate a law suit.

John Ertel was asked what the status of 223 N. Elm is, after being deemed not fit for human habitation by Ripley County. He stated we will move forward with this starting next week.

On May 4, 2016, a letter was sent to Inter Community Medical Center with three names of individuals for one to be chosen to set on their board. We have never been notified of who they had chosen. John Ertel will check on this.

Rumpke’s quote was accepted and their contract is ready for signatures.

Motion was made for Norman to sign the contracts. Holley 1st, DeDee 2nd

3 - ayes

Street Department - (1) Steve Wilhoit stated he spoke with the resident at 415 Wilmer asking him to comply with the weed and rank vegetation ordinance. The resident told him that he could not maintain it and to do what we needed to do. An estimate was received from Negangard Enterprises for $2,000 to clean-up debris, haul off, cut involuntary trees and shrubs, mow yard and rake excess. An agreement has been prepared and is ready for signatures.

(2)The home that burnt at 223 N. Elm Street is being stripped of windows and other materials making it more unsightly than it already was. Neighbors are complaining that they are fed up and something needs to be done. John Ertel stated that the neighbors could file their own nuisance action in court. Also, the same owners of 223 N. Elm own the property at 206 N. Elm and there have been no utilities, but someone is living there. Steve feels there is a safety concern there with 2 very large trees that are dead and limbs are falling into the street. It was noted that and Order to Vacate Dwelling had been posted and it’s unsafe for human habitation. John Ertel stated that we can go after a Mandatory Injunction for them to clean up their properties. John will review several Indiana Codes as well as the Town Ordinances. Council would like John to get on this matter as soon as possible.

(3)Large household items are still being set out for trash pickup when Rumpke will not pick them up. If a renter moves, it is the responsibility of the owner and or the renter to make arrangements with Rumpke to pick up mattresses, furniture, etc. The Town only has two heavy trash pickups per year, one in April and one in October. If any large items are placed out for regular trash pickup they will not be taken. Under the new contract, Rumpke is requesting that no homemade barrels be used, due to safety and weight concerns. Trash has to be placed in bags and placed inside regular garbage containers. With the new contract, Rumpke is going by tonnage and these large items will go against the Town’s contract. The owners and renters will be responsible for paying for their own heavy trash removal, when it’s not on the Town’s scheduled days. (4)He is seeking grant funding for a new Salt Spreader through the Reynolds Foundation and signage for the Railroad Crossings through a State of Indiana Grant. (5)The following dates have been set for upcoming events: October 1st will be the 2nd Annual Bricktober Fest; October 31st will be Brick or Treat; December 16th will be Winter of the Bricks with the 4H Jr Leaders. Also, August 9th will be another Music on the Bricks event.

Gas Department - (1)Steve Wilhoit stated that a letter has been drafted to the Ripley County Planning and Zoning Commission requesting that all utilities sign off on any new building permits prior to them being issued or request an 811 Locate Ticket. There was a structure being built in Napoleon that was on top of a gas line. The letter is asking that this be a County wide rule, since for example the Town of Osgood has gas and water lines outside of the corporation lines.

(2)The gas lines have been moved at the Catholic Church in Napoleon and those issues have been resolved.

(3)The Federal and State regulations for the gas utility are making it almost impossible for small town’s to own their own gas utility. We may have to start contracting out some of our work. The larger gas companies have multiple employees to handle their tasks and we have 2. He is requesting the Council to consider writing letters to our State Representatives to address some of these regulations.

Sewer Department - employees pulled together and replaced 300 ft. of sewer line on Eckert Street last week. Monday they will begin to replace another 300 ft. on Eckert Street from the Community Homes alley to Sycamore Street. DeDee wanted to thank all the departments for coming together and getting it done. It saved the Town a lot of money by doing it in house and that is what the tools and equipment are used for. Toby Church with Commonwealth stated that with these two projects alone, the Town saved enough money that a brand new backhoe could be bought.

Fire Department - Alex Brison gave the monthly statistics: 11 first response runs, 11 fires, and 1 house struck by lightning. A UTV is being borrowed from District 9 for the Fire Department to maneuver through the Fairgrounds for fair week and they will be receiving some volunteers for additional help.

Jason Smith was present and stated that he read the minutes of people from last month’s meeting that were not nice. He wanted to say thank you to the Council and the employees for everything they do. On July 4th, his garbage was missed. An employee came out on a holiday, in the rain and picked up the garbage so they wouldn’t be bothered with it. Jason wanted them to know that it doesn’t go unnoticed.

Commonwealth Engineers - Toby Church presented Council with a revised Preliminary Engineering Report that gave 3 Options and some changes were made that reduced some of the pricing for the proposed Water Project. The current base water rate is $21.48, with the project the base rate would be $26.70, without the project it would be $27.98. That’s a $1.28 savings. The rate would be higher if we did not do the project. Implementing savings at the water plant is saving the customers money. In order to do the project, we would need an interim loan. With the historically low USDA rates at 1.75%, we could do a loan from the bank but would get charged interest and USDA will not reimburse interest or we could ask the Reynolds Foundation. Toby would like to have Council’s approval to submit to the Reynolds Foundation for the interim loan on July 26th.

Motion was made to approve the submittal of an Interim Loan request to the Reynolds Foundation.

Norman 1st, Holley 2nd

3 - ayes

Motion was made to have Commonwealth begin the design contingent to the interim loan. Holley 1st, DeDee 2nd

3 -ayes

Motion was made to approve Tammy Wilhoit to sign upcoming USDA Documentation to get it expedited quickly. Holley 1st, DeDee 2nd

3 - ayes

Tammy Wilhoit will need to activate a USDA account, which has been started, all that is left is to take driver’s license to a Local Registration Authority who will activate the account.

There will be extra funds left over from the PER. Toby is requesting that those funds be used for a Flood Plain Analysis on the Environmental Report, which is all that is needed due to the Water Plant being an existing site.

Motion was made to use the extra funds on the Environmental Report. DeDee d1st, Holley 2nd

3 - ayes

Storm Sewer Utility Easements were presented for Diane Macek and Steve/Carla Miller for the new S. Buckeye Sidewalk, Drainage, and Lighting Project.

Motion was made to approve the Storm Sewer Easements and sign. Holley 1st, DeDee 2nd

3 - ayes

Clerk-Treasurer would like to get Council approval to hire a part-time office helper. This person would work approximately 13 to 20 hours per week. The position would be to help with Clerk-Treasurer duties as well as cross train in the Utilities Office to fill in when vacation or sick time is used.

Motion was made to put an ad in the paper for a part-time officer helper. Holley 1st, DeDee 2nd

3 - ayes

Motion was made to approve wage increases for John Wagner and Brett Linville as per their Department Superintendent’s request. DeDee 1st, Holley 2nd

3 - ayes

Motion was made to approve the Knight of Columbus to be at the stoplight on August 20. Holley 1st, DeDee 2nd

3 - ayes

Final change order and pay application have been submitted for Paul H. Rohe Company on the Buckeye Street Sidewalk and Lighting Project. Change Order #1 is a decrease of $10,304 for quantity adjustments and Pay Estimate #2 is for $33,805.75. Commonwealth has reviewed the application for payments and finds them to be complete and accurate. Also, all punch list items have been completed and Paul Rohe Company is requesting a release of retainage in the amount of $16,848.25.

Motion was made to approve Change Order #1 and Pay Estimate #2 with the release of retainage in the total amount of $50,654. Holley 1st, DeDee 2nd

3 - ayes

The rough draft for the Personnel Policy has been completed and ready for review.

Claims signed

Meeting adjourned

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