╨╧рб▒с>■  Z\■   Y                                                                                                                                                                                                                                                                                                                                                                                                                                                ье┴Y ┐9^bjbjєWєW "АС=С=9Z      ]╨╨╨╨╨ф4╨П╢,,,,,,,,TVVVVVV$E Ї9 Ъz,,,,,zL,,,LLL,,,8^r^,TL╨L,р╩;|чJ├╨╨B  FULTON COUNTY COMMISSIONERS MEETING July 7, 2003, 9:05 A.M, E.S.T., in Assembly Room of the Fulton County Office Building. Meeting Called To Order: President Richard A. Powell called this meeting to order at 9:05 a.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 stated he would start with Bridge #93 since Jeff Million with DLZ Engineering was with him. Scott informed Jeff there were things that have happened in the last month that caused some concerns. Scott had some photographs; it shows cracks in the sidewalks and in the walls. Scott felt there should be a meeting, at the construction site including the Commissioners, and DLZ Engineering to see what has happened; also, Scott stated that Jeff could meet yet this week, if the Commissioners could. The date was set for be Thursday, July 10, 2003, at 10:00 a.m., the meeting will published in УTown TalkФ. Jeff said that would be fine and he would bring Tom Stockton, if possible; also, Jeff said he has a form, that the State requires the Commissioners to accept this project, and they can sign Thursday after they see the project. There was further discussion regarding this project. Jeff said he would go back to the project today and take a closer look. Scott stated at the Boards request he did research on an УLake Bruce EasementФ. Mr. Gilbert Vallis, a resident of Lake Bruce was present. Scott reported after looking at a couple parcels it was more of an Ingress/Egress for the lot owners; North Lakeshore Drive and West Lakeshore Drive right on the curve is an easement that goes into Lake Bruce. Scott said, the reason for looking into this was for a water supply for the Fire Department, mainly in the winter when the road is covered with snow. The residences wanted the County to plow the road. Scott said he had spoken with Mr.Vallis; therefore, he feels the solution would be to have a meeting with the adjacent landowners and work out a solution. It was noted the present easement is just for the landowners and Scott said he felt it would be trespassing, thatТs why he feels a meeting is necessary with the landowners to solve this problem. Mr. Vallis spoke of the County having graveled the road, as well as, taking care of a washout near the lake; but, he did say that was seven years ago. The discussion continued. Attorney Heller said without the property ownersТ permission we would not be able to be on the road. Scott asked Mr. Vallis for a list of the property owners to contact; then Scott said a meeting could be setup. Attorney Heller said if he were notified, he would attend. Scott presented two Permits for the BoardsТ approval. Both Permits are for Verizon North Inc., Lafayette, IN., Permit #6-20 and Permit #6-21. Scott detailed each permit giving the locations; also, detailing the proposed work and recommending that the Board approve them. Roger Rose made a motion to approve Permit #6-20 and Permit #6-21 for Verizon North Inc. Leslie Walters seconded this motion. Motion passed 3-0. Scott said he wanted to discuss the Animal Drawn Vehicle Ordinance and recommended that, if the Commissioners are ready, to have the first reading of this Ordinance at the next Commissioners Meeting, July 21, 2003. Scott stated at that time, it would be possible to have two readings and the final reading at the August 4th Meeting. Scott felt with this scheduling, it could be in force by September 1, 2003. Scott felt it was necessary to see this through. Attorney Heller said the final discussion on the Ordinance would be at this meeting. This was thoroughly discussed. The consensus of the Board was that the Stickers would be available in the AuditorТs Office. The Board continued to review and finalize the Ordinance. The Board also decided the 1st reading will be July 21, 2003; also, it will be on the CouncilТs Agenda for their July 23rd Meeting. October 1, 2003, will be the effective date for this Ordinance. SheriffТs Department: Sheriff Roy Calvert presented his Monthly Report for review; also, reported 53 inmates this morning. The sheriff gave a brief review of the types of prisoners handled at the jail; also, presented his claims. Wayne Township Fire Truck Grant: Mr. Robert Murphy who held the Public Hearing stated that his office did the transcription of the minutes for this Hearing; so, he is asking the BoardsТ permission to sign the minutes of the meeting done by Robert Murphy. This was discussed. Roger Rose made a motion that the Commissioners hereby authorize Robert P. Murphy who prepared the minutes; to sign the minutes of the Public Hearing after the Auditor has reviewed them. Leslie Walters seconded this motion. Motion passed 3-0. City of Rochester: Carla Zartman, Clerk-Treasurer of Rochester City was present requesting the use of the Courthouse Square on August 1st and 2nd 2003, for the CityТs Sesquicentennial. The Board gave their approval by consensus. VeteranТs Service Officer: Service Officer, Richard Bair presented a request for an Additional Appropriation to cover expenses for Extra Help in the amount of $7500.00. Mr. Bair said they have had a high number of VeteranТs needing assistance. This was thoroughly discussed. Mr. Bair told of problems with the Van, but he stated the government is taking care of the repair expense. The Board will consider this appropriation. Probation Department: Andy Holland said his first appropriation is for, Electronic monitoring for $10,000.00. Andy informed the Board that in their stats that go to the State for three months, their supervisions that were running 450 are now over 500. Andy explained the Electronic monitoring system and said there remains only $400.00 in the account. Andy stated they charge people fifteen dollars per day on home detention and they pay this weekly; this is a user fee. Andy is also requesting an appropriation for Credit Card Machine Expense for $1,000.00. This is new as of July 1st whereby the Probation Department will be able to collect probation user fees from a Credit Card. This amount is a start up for the credit card machine and supplies associated with it. Recess called for short time, back in session 10:55 a.m. Baker Archives: Dewayne and Melody Barker came to present their record storage company. A brochure was passed out then. Dewayne Barker began by stating they are from Warsaw, IN., and just constructed a new archive facility, Barker Archives, Inc. He elaborated on the new steel building and its security systems stating what they store is business municipal vital records and do document scanning. He then described the scanning process and stated they can put sixteen thousand documents on to one CD; and explained all that could be used. Then he said the third part is document destruction. These are documents that must be kept for a certain period of time, and then destroyed in a very secure fashion. He illustrated their Barcode System, stating it is a high efficiency warehouse that can go as high as the rack is. From this they can pull records and deliver, if thatТs what is required. He further discussed scanning documents. Melody Barker, President of the Company, then told that the sixteen thousands documents are counted like one page, is one document; therefore a back/front document would be 2 pages, to get a better idea. They then described the charge for this service, as two parts. One is the charge for storage and the other the charge for services. This was described in detail. There was a discussion on off-site storage and the fact this facility is only one hour away. Attorney Heller raised the question as to who could obtain information/records from the storage. Melody Barker stated they are not a government office; they are only a vendor. Melody further stated there was no way they would just show anybody, anything, as they are not a government office. Rich explained that there is a RecordТs Committee, which, would know if the record was to be saved. The Board questioned this presentation and were informed, Barker Archives called and solicited it. The Auditor was thinking along the line of scanning that might be something, we could do ourselves and she went on to explain her idea. The Clerk explained the situation in her office. She was asked if there was a cost when a document is provided from the ClerkТs Office. Karen replied that cost is set, a dollar per page copy because it is a Court document; so, it is a dollar per page and a dollar for the certification, and that is standard and it is set by the State. Karen explained her situation. There was a discussion at this time among the Board, Auditor and Clerk. Rich said we need to determine what our needs are at the present. It was noted while it would fall under the Records Committee, they have no budget with which to work; they are more or less an overseeing agency. Attorney Heller stated perhaps the RecordsТ Committee should take the lead and determine the need for each office holder because of the various needs. These too was discussed, as well as, back to the scanning being done locally. To finalize this discussion, Roger said he would come up with a memo to all office holders to see if there is justification for further discussion. The Board took no further action, at this time. Barker Archives were put on standby. Emergency Management: Director Susan Griffith stated according to the State, the Commissioners need to appoint Steve Reese to the Emergency Management Board and the LEPC, to replace Rob Bryant. Roger Rose made a motion to appoint Steve Reese to the Emergency Management Board and the LEPC. Leslie Walters seconded this motion. Motion passed 3-0. Sue said she had given the Board copies of the new legislation for Mutual Aid Agreements. Sue explained the State has put together their own mutual agreement. She explained what it covers and she further explained, how through this, State aid could be obtained. Sue said it is a Statewide Mutual Aid Agreement, very general, and it has already passed and they are just asking the Counties to look at it. Attorney Heller asked if it was to be signed. Sue stated, no, she is just to make the Commissioners aware of it. Attorney Heller said he would review it. There will be more discussion at the next meeting of the Board. Recessed for lunch at 12:30 p.m. Board back in session 1:40 p.m. Nyona Lake Problem: Auditor Denise stated these folks just happened to come in. They have an issue at Nyona Lake they would like to talk about and seek some advice. Don and Beth Chapel 3105 SE Lakeshore Dr. live on Nyona Lake and Mr. Chapel proceeded to explain the situation. They have an alley that gives them access to the lake. There are neighbors that have put their house up for sale and sold it, but have placed gravel on the area that is the alley. Mr. Chapel showed pictures and further explained the problem. The Commissioners viewed the pictures and discussed the situation. Mr. Chapel said he has a boat and uses the alley as access to the Lake. He was asked what he would like to see done? Mr. Chapel said just returned back to the grassy area. Mr. Chapel said he would be glad to remove the gravel. The neighbor says she does not want the stone removed as the Commissioners have told her it was all right. Mr. Chapel discussed this with the Board. Roger said he felt they should be told to remove the gravel and there should be no parking on the alleyway. Attorney Heller said, if necessary, he would write a letter. Roger said he would be in the area on Thursday and try then to talk with them. Mr. Chapel gave Roger his telephone number, as well as, Roger gave his number to Mr. Chapel. County Clerk: Clerk Karen Miller asked the Board if they received a copy from the Secretary of the State, as they sent it, it is the УHelp America Vote ActФ. Karen explained that in her budget for next year, she would need new line items. Karen said that she and the Judges have been in conversation and decided that the technical support with the computer company should be put in the ClerkТs Budget. There is no line item in the ClerkТs budget for that now. She said the expense is in the Superior Court budget at this time. Karen said, as to the cost, she has a good quote on the cost for another year. Karen went on to bring the Board up as to what the computer company is doing, as advancements, to stay in the ballgame. Karen proceeded to explain. Karen said there are a lot of form changes that are going to be made in the election process. She said the changes she can hold off until next year, she will; therefore, she will probably have to increase her budget on some of the forms on register and purge. She said they are to be using the new forms, some of them, no later than December 2003, the remaining in 2004. Karen said the other line item she would have to request has to do with her banking. Karen said the way it was in the past there were always banks fees, whether hidden or not, but she has always been able to pay those fees out of the interest for that month. Karen said, this year, she went to the bank and told them she was going in debt, as she had no money to pay those bank fees. Karen said the bank has frozen her fees for the remainder of this year, and will not charge any more. However, she said there remains a bank fee that has accumulated around $2300.00 that has to be paid. For next year Karen said she requested to be taken out of everything, used in the past, which has a fee; and, put her on the simplest, with the least fee for the type of banking for her office. Karen said, what she will have is a set monthly fee of $200.00; $75.00 will be toward the support account and $125.00 for a trust account. Karen said as of now the first submission of the June Support Account is being electronically submitted to the State, for the Child Support Division. Karen continued to explain this to the Board one reason the banks are no longer local banks. Whenever she changes banks, it has to be approved by the State Board of Accounts. This was discussed. Karen said, her Deputy Registration Clerk is part-time and will continue to be just part-time. However, because of this УHelp America Vote ActФ it is going to take more time; therefore, there will be an increased request, in her 2004 Budget, but the position will still be part-time; its, because it is requiring more time. Regarding the elections, the company we have leased from, because we are moving toward the Statewide System on our Elections and Voter Registration; they have informed the Clerk, they will freeze the cost per election to $11,475.00 through 2008. Karen said that figure is just for the Election Process. It is not the ballots, pole workers or any other elections costs. This was discussed. Karen read to the Commissioners the УHelp America Vote ActФ. Changes to be made will take affect as follows: The State Wide System to be in place by January 2006; The Provisional Balloting will begin January 1, 2004; The Reading Committee will begin its processes in January 2004; The Training and Education will begin in December 2003. She continued to read and explain. CommissionersТ Minutes: The minutes of the CommissionersТ Meeting, June 2, 2003, were reviewed. Roger Rose made a motion to accept the Minutes of June 2, 2003, as written. Leslie Walters seconded this motion. Motion passed 3-0. Building Ordinance Update: Rich said that Gary Madlem called Denise and Rich was in her office, at the time, and heard the conservation. Regarding Sue Fair the storm blew down part of both buildings, which she had partly fixed, into the lake. Now they are in worse shape and Sue is out of money and the neighbors are upset. Gary stated he would try and get there this week and take pictures. Rich stated she has come to every meeting when asked and tried to get this resolved, but going nowhere. This was discussed. Attorney Heller told the Board that looking back to the original order issued to her that was removal of unsafe building. He said there are two options to this; look to enforce the original order and is to remove all or part of the unsafe building. Then if she does not comply with that then the county can do it, but you are getting into costs and getting into collecting on the costs; or find out what she intends to do now? Rich said he would call Gary today and tell him while he is there to get in touch Sue and see what her intentions are. The consensus was to have Sue Fair come to the Commissioners Meeting, August 4, 2003. Building Ordinance Agreement: Attorney, Heller said he deleted the portion, as requested, regarding the towns would be responsible for the cost of sending out notices; and that was the only change that he was told to do. It is ready for the CommissionersТ signatures and then it can be presented to Kewanna, and Fulton being the other town, he made up one using their town name. Attorney Heller suggested the Board sign this agreement and he can just change the name for the town its for. Roger Rose made a motion to approve the Interlocal Agreement For The Administration Of the Fulton County Unsafe Building Ordinance In The Behalf Of Local Subdivisions Within Fulton County More Specifically This Agreement would be with both the Town of Kewanna and the Town of Fulton approve this contract as drawn up by the County Attorney. Leslie Walters seconded this motion. In discussion, Attorney Heller suggested there be four original copies signed. Motion passed 3-0. The Commissioners and Auditor signed the Agreement. The Auditor will record the Original Agreement and file the document with other County Agreements. Appropriation Request: Veterans Service Office #0101-012-2000-10 Office Supply $ 200.00 #0101-012-1000-19 Extra Help $ 7500.00 Commissioners: #0101-068-3000-12 Legal Expense for (Council) $ 2000.00 Auditor: Transfer/Plat Book 0170-000-3000-00 Plat Transfer Book Repairs $ 1385.00 Sheriff: CAGIT Fund #0176-000-1000-10 Jailer $10750.00 #0176-000-1000-11 Jailer $10750.00 #0176-000-1000-15 Employee Benefits $12000.00 Probation Department: Adult Probation User Fees: #0504-247-3000-27 Credit Card Machine Expense $ 1000.00 #0504-247-3000-45 Electronic Monitoring $ 10000.00 Highway Department: MVH 0702 #0702-533-1000-23 Health Insurance $ 40280.00 County Council: Fulton Co Host Agreement: #1136-000-4000-01 Courthouse/Annex Lease Payments $636000.00 Host Revenue Fund: #1138-000-4000-01 Courthouse/Annex Bldg. Project $110287.31 The Board reviewed and approved the above Appropriation Requests. Transfer Request: E911 From #0101-303-1000.11 Extra Help Communication $ 2000.00 To #0101-303-1000.12 Overtime Communication $ 2000.00 Highway Department: From#0702-531-2000-25 Stone, Gravel & Aggregate $ 20000.00 To #0702-531-2000-27 Bituminous $ 20000.00 From#0702-530-3000-60 Repair Bldg & Equip $ 1,500.00 To #0702-530-3000-20 Telephone $ 1,500.00 Cumm Bridge: From #0702-196-3000-66 Bridge #66/Chippewanenick $ 520.00 To #0702-196-3000-66 Bridge #93/Nyona Lake $ 520.00 The Board reviewed and approved the above Transfer Requests. Claims and Payroll: All Claims and Payroll were reviewed and signed for payment. Monthly Reports: The Board reviewed the County Veteran Service Office Report for the month of June received from VeteranТs Service Officer, Richard P. Bair. The Board reviewed the Fulton County Animal Control Report for the month of June received from Animal Warden, Gene Baker. The Board reviewed the Weights and Measures Report for the month of June received from Inspector, Mike Early. Other Business: The Board reviewed the Contract for 2004, between the Indiana State Board of Animal Health (УBOAHФ) and the Commissioners of Fulton County, Indiana, (Уthe CountyФ). This contract is renewed annually, which is for Bovine Brucellosis and Tuberculosis eradication in Fulton County. This contract was discussed. The Commissioners and Auditor signed this contract. Low Associates, Inc. The Board discussed the Technical Service Agreement entered into by and between Low Associates, Inc., South Bend, IN and Fulton County, IN. The Auditor explained the Agreement is for changing the entire Taxing System, Software, Hardware, and the entire program, which when completed the total will be around $275,000.00. Attorney Heller said he had looked over the contract. He further explained this is for one year and automatically renews every year thereafter, unless you give six months written notice. The period of six months he questioned, seeming to be quite a long time; also, he asked Denise in regards to, default if not paid within thirty days, would that give her amply time to submit a claim after one is submitted. Denise said it should be fine as there are two claim pays per month and three in December; she said that is normal procedure to have a thirty days to pay. Leslie Walters made a motion to approve the Agreement for Software Maintenance for Application, Software Designed, All Technical Services, Authored and Licensed by Low and Associates. Roger Rose seconded this motion. Motion passed 3-0. Roger asked if any word had been received regarding a meeting/update on Mt. Zion Dam. Rich replied he had not heard from anyone, but would follow up on it, as it is their responsibility. That was the consensus of the Board. Roger informed the Board of a follow-up meeting in Akron Tuesday night, a subgroup off of FEDCO. Roger said there was a presentation a few weeks ago; he felt it was worthwhile, if the other commissionersТ could make it. The meeting will be at 7:00 p.m., the United Methodist church. Roger also asked about the Litter Control? Rich said that will be on the Agenda for July 21st Meeting. They asked Denise to redo dates, etc. which, she will do. Rich said he had been asked about the Septic Tank Disposal whether or not anything had been done. This was discussed; however, no follow-up has been done. It was the consensus that we are not interested in going with Nyona Lake on their project. Rich will notify them. The Board set August 18th Meeting, for more discussion on Septic Tank Disposal. This concluded all the business transacted and a motion to recess was made by Roger Rose. Leslie Walters seconded this motion. Motion passed 3-0. Meeting Recessed at 3:50 p.m. 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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