President Abell: I’d like to call to order the June 27, 2007 meeting of the Vanderburgh County Council. I’d like to make note that due publication has been made and this will be our County Council meeting, not just the Personnel & Finance as next week is July the 4th, and the building will be closed and people will be on vacation, so we will be doing all of our business today and having no meeting next week. Attendance roll call please.

President Abell: Mr. Sutton, would you lead us in the Pledge of Allegiance?

(Pledge of Allegiance was given)

President Abell: I would entertain a motion for approval of the minutes of the June 6th, 2007 meeting.

Councilmember Leader: So moved.

Councilmember Sutton: Second.

President Abell: Roll call vote please.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

(Motion unanimously approved 5-0)

President Abell: And we will now turn the meeting over to our Finance Chairman, Mr. Raben.

CLERK

Councilmember Raben: Okay, first is the County Clerk. Is there anyone here from the County Clerk’s Office? Sorry about that, Susie, I didn’t see you sitting back there.

Susan Kirk: I’m Susan Kirk from the County Clerk’s Office.

Councilmember Raben: Okay, would you like to explain this request?

Susan Kirk: Yes, I had originally requested more in the budget that I turned in at the beginning of the year or last year, rather. What’s happened is, needless to say, we have more and more and more paperwork all the time. We did this year, or last year, rather, we had two of my staff members actually went through and we got rid of, with the destruction of records by statute, enough records that would probably fill this many square feet to give us a little bit more room. Also, we’re not permitted to send my staff members out any longer to pull files. We’re not permitted to have work release people out there, the judges said no work release people with court files, so that’s costing us a little bit more, also. So that’s pretty well why we need more money. We need more storage space, and just to pull records, transport them back and forth.

President Abell: Who said we couldn’t send our staff out there to file things away?

Susan Kirk: Kinder Moving and Storage. They don’t have any insurance to cover us and one of the staff members was out there on a ladder and fell 25 feet, and she has a permanent injury now from that. So that is why we do not send our staff out there anymore, shouldn’t have ever been, according to, like I said, their insurance doesn’t cover us out there. And they prefer people not just roaming around in their building, basically. We can’t have work release people anymore, so that would be one staff member that we could possibly send out there which couldn’t begin to get the work done. So that’s why.

President Abell: What are they charging us to do the filing for us, then?

Susan Kirk: Well, they’re giving us a pretty good break on it because they’re also now doing our scanning that we have to do, so I think its like fifteen cents, something like that. It’s a little bit lower than what the normal cost would be because they’re doing so many things for us now that we’re kind of getting breaks on everything, basically.

President Abell: Fifteen cents per document to file?

Susan Kirk: Uh-huh.

President Abell: Do you have a handle on how many documents you think they’re filing?

Susan Kirk: Not off the top of my head, no.

President Abell: Do we get an itemized statement from them?

Susan Kirk: We get a monthly statement, yes.

President Abell: Does it tell how many documents they –

Susan Kirk: It is itemized. I didn’t bring any.

President Abell: Is, does the Auditor have a copy of that?

Susan Kirk: Well, they may when we turn in a blue claim, but I can certainly get you copies of – well, we can go back many years, how ever many you want.

President Abell: Well, my big question is that I know there was a staff person that was paid an extra amount of money to be doing that, and if they’re not doing it anymore, I think we need to revisit that salary, and put that back into the general fund and use that to offset paying Kinder.

Susan Kirk: Well, that staff member is still the archivist in the fact that they are the ones that have to figure out where the file, you know, they have to look it all up, tell Kinder – we just don’t call out to Kinder and say hey, pull, you know, 82DO3 da-da-da-da-da, that would cost more money. So what this staff members does is, they are the ones that finds out what it is, gives the bar code to Kinder and then Kinder just pulls it. And the same thing with filing, this staff member is also the one who is going through and finding out, which was not done before, to its entirety, for the destruction of records. Because the more we can get out of there and get rid of, the less we have to pay in storage. So its up to this staff member who, like I said, ended up getting probably, it was huge the amount of boxes and paperwork that we got rid of, so the staff member is still the archivist, they just physically don’t go out there every day. They will go out once in a while if an attorney or a judge, you know, they’ve got to have a file right now, she’ll drive out there and they pick it up and she brings it back. So she does do that, so the position is still there, its just that they’re not standing out there one or two days a week filing, that’s the only difference.

President Abell: Was the contract altered to pay them this kind of money?

Susan Kirk: Was the contract altered?

President Abell: Well, I know when we first entered into an agreement with them, it was just that they were going to store, and not – I am just concerned that they are charging us to file documents away. I think that’s a big expense.

Susan Kirk: Well, beings that insurance isn’t going to cover us out there, I’m not going to send one of my staff members to be climbing up ladders. I don’t think that’s appropriate at all. One person cannot do the job. One person can’t. There is no way that one person is going to be able to pull files back and forth and back and forth, take them out, bring them back. That would be a full-time job in itself and I cannot spare anyone in the Clerk’s Office as a full-time position, as it was not a full-time position before when you were there.

Commissioner Leader: Good morning, Susan.

Susan Kirk: Good morning. How are you?

Councilmember Leader: I’m fine. How are you?

Susan Kirk: Doing great.

Councilmember Leader: Can you tell me how you plan to spend this $50,000? What’s the plan?

Susan Kirk: Well, it will be for record storage and it will be for retrieving files, you know, taking the files, putting them back again. That’s what it is. Most of it is storage. We have a huge warehouse out there of which when I asked in my original budget, basically, should cover – its 95% of it is storage.

Councilmember Leader: And this will be paid to Kinder Moving, the entire 50?

Susan Kirk: Yes.

Councilmember Leader: Thank you.

Councilmember Sutton: By chance, excuse me, hello, Susan.

Susan Kirk: Hi.

Councilmember Sutton: The contract that we have with Kinder, is that on a year to year basis, what is the length of that contract?

Susan Kirk: I don’t know that there is a contract that has like a yearly, you know, an annual thing. Marsha had them when I took office and we just have kept them. There isn’t anything that I sign yearly saying that we’re going to continue. I don’t think we really want to do that especially storage of records because whoever we find, we can’t obviously move those on a yearly basis, so to do bids on that would be – gosh, you know, if I did anything like that it would have to be for, I would think, at least ten years because, like I said, to move all that, you all really ought to go out there and see what I’m talking about. I was, when I went out there for the first time, I was awed at how big this warehouse is. And we have the whole thing.

Councilmember Sutton: Well, I asked that because I know at times when we enter into agreements with different vendors out there and especially those that are long-term in nature, it just seems to happen that just as that relationship becomes more comfortable, we get this price creep situation, and, you know, a little bit here, and then next year we’ve got something else, and then two years down the road we’re talking about – and the next thing we know, we look back and we see okay, was this contract in line with what we originally intended. And maybe this is the time for us to really look at that and our expense. And I know we’ve got a ton of records and maybe we’re not necessarily talking about moving all those records, maybe we are. But clearly its time to revisit that contract and Kinder may not be the only show in town that might be interested in that particular type of service that they’re providing for the county. So I would encourage us to go back and revisit that.

Susan Kirk: Oh, I say you just – I agree with you 150% because you’re going to find that Kinder is still going to come in low. This company, I’ve been so impressed with them, I really have been. They are very astute in everything that they do. They come in low every time as far as moving the voting equipment back and forth. They’re scanning -- all that they do has to be okayed and approved by the state because there is many guidelines on when you’re scanning documents or putting them on microfilm, disk, and stuff. They always come in good and you’re more than welcome to check with any other company and let us know, because I have the utmost confidence in them. I really do. I am so happy that we have Kinder. I don’t know how Marsha decided on them but that was a tremendously good decision on her part because they do not raise our prices. Our prices have gone up, basically, because we have more records and they are now pulling and refiling files. That’s why its gone up. But I will get you the paperwork so that Council can review that and make your decision.

Councilmember Sutton: The other thing, too, I know at one point in time there was a move to begin to move some of those records, more electronic version. I know some we cannot, I mean, they have to stay in their original form. How assertively or aggressively are we going about moving some of those records so that the storage space doesn’t continue to grow for those records that we don’t necessarily have to have a hard copy for?

Susan Kirk: Well, actually, last year, when I took office in 2005, we had an employee out there and that was one of the duties that I told her, its very, very important that you go through this because I know that we can get rid of some records here. I know we can. And she agreed. And for two years she turned in her report and it was basically the same things that had been turned in, in previous years. So I kind of switched the positions around and gave it to another employee who really got in there and last year was the first year that we actually got rid of a lot of records. Now according to statute, there’s many things that we can’t, you know, we get computers and you think, okay, no paper. No, now you have it on the computer and now you have it on paper and now you have it on microfilm, now you have to have it on disk. You have it everywhere. So, and some of that, too, with the state, they have, like I said, they kind of increased some of their guidelines to where you just have to have it everywhere. You know, a disk is only going to last ten years, so you do it on a disk now because its convenient, but you also have to have it on a microfilm because that’s going to last longer. So even though we can get rid of and we actively pursue destroying as much as we can according to the statute, even so, you can ask the judges, you can ask the Prosecutor’s Office, we get more cases and I can give you the numbers on that, too, every year we get more cases. It goes up every year. Number one, you can’t have an accident anymore, you get sued. You know, if I accidently step on Sandie’s toe, you know, she’s going to sue me because I did it on purpose or whatever. Anyway, its just a more litigious society and we just have more records and that’s going to get worse and worse every year. I don’t see that changing. So our bill is just going to be very large and its going to grow every year just because of more paperwork. But I will get you everything that I think will help you make your decision. Yes?

Councilmember Goebel: Good morning, Susan.

Susan Kirk: Good morning.

Councilmember Goebel: You’re then, if I understand it correctly, you’re modifying your request today based upon information you’re going to give us for the next meeting? Is that –

Susan Kirk: No, I’m not changing my request. I’m still, I mean, if you decide not to give us what I’ve asked for then I’ll just have to come back again because we’re going to have to have it. What I’m going to do is, I will get you past bills and let you just see how the increase has taken place. I will get you the statute from the destruction of records, things that we can destroy, things that we can’t, things that we’ve destroyed in the past compared to what we destroyed last year, so that you kind of have more of an idea. The square footage, that’s kind of interesting to see how many square feet of records we do have and then if Council wants to review it and then for the upcoming budget, you know, if you want to check around and see if there is another vendor or whatever you want to do, we’ll do it.

Councilmember Raben: Madam President, I would, I guess first I would encourage everybody who has not been out there to see exactly what they do, I know back when you first contracted with them, we had a field trip per se, and I was quite impressed with what was going on out there and how well maintained the records really were. So we might defer this today and allow everybody the opportunity to get all their questions answered. But maybe sometime between now and our late July meeting – well, I guess now it would be the first of August, won’t it?

Susan Kirk: As long as we can pay Kinder. I really don’t want to not pay them when money will be due.

Councilmember Raben: Okay, is there enough in your budget?

Susan Kirk: We may be able to make it another month and that’s going to be it.

Councilmember Raben: To get us through July?

Susan Kirk: Uh-huh.

Councilmember Raben: You know, one other thing you need to look at and I think Susie did make this point, that we’re taking more records out every day, so we are probably using more space today than we were eight years ago or nine years ago. And we did have an employee out there, and the value of that employee, while it may not be $50,000, I’ll bet it was at least half of that, if not more. So they’re taking on the responsibilities that a full-time employee would be out there doing.

Susan Kirk: And it would be more than one full-time employee, really, to do it right. You know, by the time you take drive time, back and forth, you’d have to pay them some kind of compensation for mileage – it is cheaper when you take an employee or having Kinder do it, its cheaper in the long run, but once I get you the paperwork

and you can review it and then you let me know. I don’t really know of other storage companies, particularly in the vicinity, but we can certainly check. But I think once you see when you go out there and see what it is, just the idea of moving that, you know, I don’t know how that would affect the bar coding that Kinder has whether you’d have to re-bar code, I don’t know. But I’ll try to get you some information so that you can make your decision.

President Abell: Mr. Raben, it looks like its costing about $9,100 a month, that’s just a guess of dividing up what you’ve already spent, and you’ve got $14,000, I think we ought to put in another $5,000 today to at least get her through two months. That will give us an opportunity to look at this whole thing, see what records she’s got available. I don’t mean your records, I mean Kinder’s bills, and get it back on our agenda because as we all know, it takes forever to get on this agenda. So if that would be okay and someone could put that in the form of a motion.

Councilmember Raben: Okay, I’ll do that. I’ll move 1010-3603 Record Storage be approved in the amount of $5,000.

Councilmember Leader: Second.

Susan Kirk: You know, we actually tease in the office, it would really save us a lot of trouble if somebody would accidentally just drop a match out there. And Donna, its very nice to see you on the Council. Thank you.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

CLERK                                                                   REQUESTED       APPROVED

(Motion unanimously approved 5-0)

SCOTT TOWNSHIP ASSESSOR

Councilmember Raben: Scott Township Assessor, we have a request for Accrued Payments with FICA and PERF in the amount of $9,613. Is there any – John?

John Habermel: I’m John Habermel, Scott Township Assessor. Do you want me to explain this or –

Councilmember Raben: Sure.

John Habermel: We’re a two person staff out there, Norma Miller is retiring, has been there for in excess of 30 years and we have someone hired to replace her and to get her started and to pay Norma her entitlements, we need the extra funds in that line.

Councilmember Raben: Are there any questions? Alright, I’ll move that we approve this request from the Scott Township Assessor in the amount of $9,613.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

SCOTT TWP. ASSESSOR                                    REQUESTED       APPROVED

(Motion unanimously approved 5-0)

John Habermel: Thank you. I’d also like to invite you all, the Councilmembers and the staff, if you have time Friday at 11:30 at the Kennel Club we’re having a little luncheon for Norma to send her on her way. So please come and be our guests, if possible. Thank you.

COOPERATIVE EXTENSION SERVICE

Councilmember Raben: Alright, Co-Op Extension Services, we have a request in the amount of $6,500. Is there anyone here from Co-Op? It doesn’t look like it. Everyone is probably aware, this is a grant that’s provided by St. Mary’s that’s for two part-time employees to work 20 hours a week through this fall semester. Since it is a grant and doesn’t count against the general fund, I’m going to move approval in the amount of $6,500.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

COOPERATIVE EXTENSION SERVICE               REQUESTED       APPROVED

(Motion unanimously approved 5-0)

COUNTY COMMISSIONERS

Councilmember Raben: Okay, County Commissioners 1300-3850 Building Commission in the amount of $13,625. Roger Lehman is here. Good morning, Roger.

Roger Lehman: Good morning. Roger Lehman, Building Commissioner. This request is to add a position in the Building Commission to finish out this year. This position will be carried over until next year. It will be a permanent position. I have spoken to most of you and I’m sure most of you are aware that one of the reasons we did this was because we were a little short handed and unfortunately, our electrical inspector passed away last week. So by the time we pay out his account, we’ll still need, we may be a couple of thousand over what we need totally by the end of the year. And, of course, if that happens, we just won’t spend it and it will revert back to, I mean, we won’t bill you for your half and so you’ll get to keep a couple thousand at the end. We’re not exactly sure yet what his payout is, but its going to be close. For the position that he was in, we will at budget time be discussing whether or not that’s an appropriate position to fill based on revenue and workload and that type of thing. So at budget hearing time we will be looking at the electrical inspector position to justify its remaining there. This position that we’re asking for the money for now is necessary to get us through the end of this year and that position will continue on next year regardless. So I’ll be glad to answer any questions.

Councilmember Goebel: Good morning, Roger. This position actually will pay for itself in revenues, is that correct?

Roger Lehman: The revenue generated last year – well, this position was part-time last year and the person in that position wrote $40,000 worth of citations and brought in between 18 and 25,000 in permit license revenue because he works nights and weekends and will continue to do that even though now he’s full-time. So I can’t guarantee you he will pay 100% of the cost of the position, but he will pay a good percentage of it, if not all. I think last year he paid more than what his position cost as part-time.

Councilmember Leader: Roger, good morning. What is the title of this position?

Roger Lehman: The title of this position is General/Enforcement Inspector.

Councilmember Sutton: And Roger, since we have the interlocal agreement, this is our split on this?

Roger Lehman: Right, this is 50%. And that’s actually hasn’t gone to City Council yet, but will be going in two weeks, I think.

Councilmember Sutton: So if we approve, you’ve got half of a salary.

Roger Lehman: We’re halfway home, yeah.

Councilmember Raben: Okay, Madam President, I’m going to move approval for 1300-3850 in the amount of $13,625.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

COUNTY COMMISSIONERS                                REQUESTED       APPROVED

(Motion unanimously approved 5-0)

Roger Lehman: Thank you all very much. Have a good day.

BURDETTE PARK

Councilmember Raben: Burdette Park, we have a request for Gas & Oil in the amount of $8,000 and Utilities for 20,000. Good morning.

Steve Craig: Good morning. Steve Craig, manager of Burdette Park.

Councilmember Raben: I think these requests are probably, everyone understands all too well possibly, but if you want to cover them, that would be great. And I would also be interested in hearing just how the park is running so far.

Steve Craig: Okay, I’ll go over, the Park, we’ve had an extremely good year. The aquatic center was having an exceptional year but the last four or five days has kind of put a damper on it. You always expect rain days. You want to keep them to a minimum. As of a week ago, we were at a minimum but now we’re right about average of what we have for rain days per month through June, July and August. Everything else is running really well. When it breaks, we fix it. That’s about all you can do in the summer. I haven’t had any major disasters yet and if we do, we’ll take care of them. On the Gas and the Utilities and that, we have been trying with the Utilities, we have, starting two and a half years ago, we started switching over to the energy efficient light bulbs in all of our buildings. I think they’re four to five times more efficient. We have a maintenance program where we change our air filters monthly. We have been trying to curb our utilities. Vectren sends out a troubleshooting sheet every year that tells you how to minimize your energy use and every year we do go through that with our buildings and my crew. Recently we were going to buy a new pickup truck and we opted to buy an RTV that gets 70 miles per gallon. Fuel is estimated, and we’ve been using that every day, the same as we would have used a pickup truck. So instead of 13 or 14 miles to a gallon of fuel, we’re getting 70. And we’ve also, some of the younger people that we hire during the summer, when they go to jobs, we have been taking several of them in a vehicle at a time, taking them to the job and picking them up instead of everybody driving a truck. We’ve tried several things and you don’t predict $3.20 gas, you know. You don’t predict a dollar. I don’t think we’re going to see the dollar anymore, but we have been trying in every way that we can to save money on the energy and the utilities.

Councilmember Raben: Any further questions? Hearing none? Okay, I move approval of Burdette Park in the amount of $28,000.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

BURDETTE PARK                                                 REQUESTED       APPROVED

(Motion unanimously approved 5-0)

Steve Craig: Thank you very much.

REASSESSMENT/COUNTY ASSESSOR

Councilmember Raben: Okay, County Assessor, Computers, 2490-1090-3370 in the amount of 64,496. I know we’ve had some discussion on this last month and some information is, I guess, coming to us today or is here, is that correct?

Jonathan Weaver: Well, we’re just – good morning, Jonathan Weaver, Vanderburgh County Assessor. We’re just here to put in our request again for computers. We are – we need computers. You’ve heard in the past how old they are and that they’re dying and whatever, and I would actually like to have you hear from each individual township assessor, their problems. So I’m going to call Glen Koob first and she’ll tell you what’s going on.

Councilmember Raben: Okay, real quick, before Glen steps to the podium, I think the question was asked, where is the breaking point on the discount? Was it 20 computers, 30, 40 or 50?

President Abell: Mr. Raben, I asked Mr. Arvay to come here. He’s got some things to tell us, too, so I don’t know where you want to put him in here, but he can add to this conversation.

Councilmember Raben: Okay. Well, if we could have Matt first, that would be great.

Matt Arvay: Good morning. Matt Arvay, Chief Information Officer. The information was put together by Scott Davis, that was requested by Council and just to start there to go over some of this information: they’ve listed by age, its sorted by age, the computers. They went around and did an actual walk-through. And if you look at the first two pages, its worked out to where 60 of the top 75 computers, the oldest computers in the county happen to be assessor machines. The majority of them were purchased in December 2001. At that time, they were purchased as a bulk purchase together. At that point, Scott went with his crew and went around the other county offices and they looked at approximately 239 computers in various departments that you’ll see listed on the cover page. This did not include the county courts because they were approved for their replacement computers, I believe it was a four-year lease. It was approximately 291 computers last year and those computers were four to four and a half years old when they were replaced. So if you look at the numbers, the current situation that, out of the 239 reviewed, 117 at the end of next year will be five years or older, which is about 48% of the machines, just to kind of give you a snapshot. And back to this particular request, again, 60 of the top 75 oldest machines in the county, out of the 239 reviewed are County Assessor and Township Assessor machines. As far as the pricing goes, they’re asking for the – basically, what we were able to achieve was a bulk volume and promotional discounts. Normally, companies like Dell, HP have a fiscal year that ends in July, so we were able to take advantage, and that’s why we were able to get below state QPA pricing on these particular bulk purchase requests. The difference between the monitors – I know that was kind of brought up at the last meeting, you’re looking at about $36 dollars difference between a 17 inch and 19 inch monitor. These machines are spec’d out to last five years – we’ll have a five year warranty on them, so if things break down, the parts will be replaced by Dell, working with our staff. And that’s pretty much where we stand at this point. You’re looking at, and then in comparison, Jim, with the state QPA pricing, if we had the standard pricing, on what they’re requesting on the 58 machines at 19 inch monitors, you’re saving about $6,404.94 off the total purchase. That’s the difference between buying it off state QPA and this volume discount pricing. So you’re saving $6,400 approximately.

President Abell: Mr. Arvay, would you explain to the Council what you explained to me about the support that’s no longer there as these machines get older.

Matt Arvay: One of the things that most of you are aware, we have an ITAC committee, its an Information Technology Advisory Council, its made up of business leaders, elected officials in the county, department heads of the city and county, and we meet once a month. And one of the things that I envision this group doing is creating subcommittees to look at issues just like this. And Monday or Tuesday I’m getting feedback, I want to start a subcommittee to look at a refresh plan for our computers. And historically, this has been the responsibility of the department. They, at budget time, submit a budget request that says we need X amount of computers. We, as computer services, help them get the lowest price available, try to spec out a computer that meets their individual needs. What I hope that comes out of this subcommittee is that with the review and the start of information like what was gathered by Scott’s group, that we can continue as new machines are purchased to add to this data base, so we can yearly plan on the amount of machines that are so old that you want to replace and it will be budget constraints, things of that nature, also operating system life. You have operating systems that come to end of life where Microsoft does not provide security patches, things of that nature. Also labor and support of those machines go up and its staff time and then we said, well, our staff is here anyway, that’s what we’re paying them to do. But when you’re supporting well over 1,500 machines, hundreds of servers, hundreds of networking devices as well as new project requests, time is important and we can’t get to everybody when we’re continuing to go back to the same machines basically because of age and degradation of performance. So those are the things that we want to look at in the subcommittee and come back with a plan. But as far as the Assessors’ request here, I can’t give you a good reason why not to do it other than they’re still running, but they are complaining as far as the degradation in performance and they are starting to break down. So with all those factors, I would recommend and with past approvals of bulk replacement of computers, that we move forward with this one.

Councilmember Raben: Okay, one last question, I guess, of the 54 or whatever the number is, how many of them are over five years old?

Matt Arvay: If you look at the first two pages, 60 of the top 75 machines in total are County Assessors, of the oldest machines, so if I counted, you know, that should cover all their machines. They requested like 54-58.

Councilmember Raben: So we have not replaced any machines in the last couple of years.

Matt Arvay: Well, there’s a few. That doesn’t give the total number of machines within that department.

Councilmember Raben: I would just hope that we’re not replacing equipment that we replaced last year.

Matt Arvay: Yeah. No, they only requested 58 and Scott has just refreshed my memory, because they’re five years or older. All the machines they’re requesting are five years or older and they’re actually five and a half years because they were purchased in December of ‘01.

Councilmember Raben: Okay. And can I ask one more question? While you’re up here, also, can you give us a little update on where we’re at with Weights & Measures on –

Matt Arvay: The contract was approved yesterday, so they will have connectivity to the Civic Center scheduled through AT & T.

Councilmember Raben: Okay, great. Thank you.

Councilmember Goebel: On the computers, Matt, are they identical computers across the board at every –

Matt Arvay: In this request, yes.

Councilmember Goebel: In every township. So you’re looking for 19 inch monitors for each?

Matt Arvay: That’s what they’re requesting, 19 inch monitors.

Councilmember Goebel: Are the computers we’re replacing all identical or are they just –

Matt Arvay: Yes, they were all purchased at the same time, also.

Councilmember Goebel: So they were all identical at every township assessors?

Matt Arvay: When they were purchased in ‘01, yes. Everything that needed to be replaced was replaced and everything in this request will be identical.

Scott Davis: Scott Davis, computer services. The base computer was all identical. But as you can see from the list, the rightmost column showed the size of the current monitors. There were differing sizes on the monitors that were purchased for those 58 machines: 17's, 19's and 21's.

Matt Arvay: So the components of the computer were the same, the monitors varied, I guess.

Councilmember Raben: Okay, now how many 21's are we talking about and what’s the difference in cost between that and a 17 inch?

Matt Arvay: I don’t have that, and unless Scott knows off the top of his head, the difference between a 19 inch and 17 was $36. That’s the difference there. We didn’t really spec out 21. We didn’t think that was looked upon very positively.

Councilmember Raben: Okay, but Scott just said you’re adding some 21's.

Matt Arvay: No, that’s what exists. Back in ‘01 some 21's were purchased.

Scott Davis: Yeah, no, this request, they’re asking for 19 inch monitors across the board.

Matt Arvay: Yeah.

Councilmember Goebel: I know its $36 a pop, but 58 times 36 – I don’t have my calculator. How much –

Councilmember Sutton: Its $2,088.

Matt Arvay: -- but if you buy it on this bulk discount, you’re saving $6,400, you’re still saving money in the long run if you look at it in that perspective.

Councilmember Goebel: That’s good. We’ll save all we can.

Councilmember Sutton: I mean, don’t you get the bulk discount whether you do 17 or 19?

Matt Arvay: Yes.

Councilmember Sutton: The ones that have the larger – did you say how many actually have the 21 inch?

Matt Arvay: No, I don’t. I’d have to count this up here. We could get that. You know, one thing that may be a recommendation is you approve a machine with a particular size monitor and, you know, we looked at their existing monitors, and the money is there to replace a monitor if it goes down, but its not purchased with the outright system, that’s another aspect.

Councilmember Sutton: Somebody said there’s seven at 21 inches.

Matt Arvay: And they may have had mapping, they do a lot of GIS mapping, so they probably have the mapping.

Councilmember Sutton: The other question I had, at this request, basically $65,000, does that include the software updates, the actual installation or is this strictly all the hardware, --

Matt Arvay: It would come with the operating system and those things.

Councilmember Sutton: So are we anticipating an additional request to actually get these units online?

Matt Arvay: No, we would work with existing staff and we’ll have a roll out plan.

Councilmember Sutton: I mean, do you anticipate any compatibility issues with the existing software that we’re using in all these units with the new hardware that you’re requesting here?

Scott Davis: No. The office, Microsoft Office, they currently are using Office 2000 Professional. On these machines, it will run on the new machines. They wanted to look at holding the costs on these replacements down by reusing the software licenses that they currently have –

President Abell: Mr. Davis, just a moment, we’re going to change the tape.

(Tape Changed)

Scott Davis: They’re looking, as I said, they’re looking at reusing the licenses for the Microsoft Office that they currently have to try and hold the cost down. Now at some point in the future, as other parts of the enterprise deploy newer versions of Microsoft Office, at some point they may have to look at upgrading. But at this particular time, they should not.

Councilmember Sutton: I meant to ask, does this include any other peripheral equipment, printers, or is this just strictly –

Scott Davis: This is just strictly the computer. It does not address printers at all.

Councilmember Sutton: Okay, thank you.

Councilmember Goebel: On the monitors that we have, I would think that there is a sense among the Assessors that they would like to keep the larger screens. Are any of those working that we don’t need to replace?

Matt Arvay: Yes.

Councilmember Goebel: Is that the plan? Are we funding monitors?

Matt Arvay: That’s why I kind of made mention just a minute ago that maybe that’s something we could look at, is you approve the full purchasing of it so the money is encumbered or there, and then if these larger monitors starting dying, one by one, we could purchase one by one replacement monitors. I mean, that’s another aspect you may want to look at.

Councilmember Raben: Matt, of the 64,000, how much is just monitors?

Matt Arvay: I’d have to do some quick math here, you’re looking at $210 if you bought a monitor, a 19 inch monitor alone. Without monitors, the computers would cost $897 versus $1,112 with a 19, $1,076 with a 17.

Councilmember Raben: Royce, do you have your calculator?

Councilmember Sutton: If you just bought just the monitors alone, you said –

Matt Arvay: If no monitors, it would be $52,026 based off of 58 machines.

Councilmember Sutton: Right, that’s what I’ve got.

Matt Arvay: With the 17 inch monitors, its $62,408; with 19 inch monitors, $64,496.

Councilmember Raben: 52,026 with just –

Matt Arvay: The computer alone.

Councilmember Raben: Would everybody be comfortable with giving them some money to replace some monitors if we set it at – in fact, I’ll make this in a motion. I’ll move that we approve under 2490-1090-3370 in the amount of $58,000.

Councilmember Leader: I’ll second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Raben: That would allow $6,000 to replace about half of the monitors.

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: I do have one question on the monitor issue. We will not be purchasing 21 inch monitors, period, is that correct?

Matt Arvay: Yeah, that’s fine. That’s the direction I’ve been hearing.

Councilmember Goebel: Okay, yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

COUNTY ASSESSOR                                           REQUESTED       APPROVED

(Motion unanimously approved 5-0)

Councilmember Raben: And, Madam President, I guess since we’ve been on this topic for two months, I’d like to make a motion that we serve notice today to Matt and his folks and everybody in Purchasing that the Council does not allow for 21 inch monitors. Do we need to vote on that? That’s a motion.

President Abell: There’s a motion, sure.

Councilmember Sutton: Second.

President Abell: Roll call vote.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

(Motion unanimously approved 5-0)

Councilmember Sutton: One other comment along this line. When we first received this request I guess last month or the month before, it would be extremely helpful for us, anytime we have any hardware or software requests, that there is some type of involvement with both of you guys’ areas along with the department that’s involved with it so that we can see the larger picture, not just a small incremental request. But we want to be able to see how it affects the whole and that’s why we’ve gotten the questions and we probably would have been able to move a little bit faster on this if we could have maybe gotten a better sense of your involvement with this and what it would take, so just food for thought if you can be involved with those future decisions. And we’re going to obviously get some requests come budget time, you need to be very much involved –

Matt Arvay: Hopefully, in the long run, we have a plan that could all be predetermined.

President Abell: I just have one comment: Mr. Arvay, do you think that your committee will be able to have this inventory plan ready for us by budget time?

Matt Arvay: When is it? Was it July 31st? Is that –

President Abell: That would be a good start. I mean, I think we’ve got a good start on the county side because of this inventory they just did, so we will do our best.

President Abell: I think it would help all of the Council to be able to have that before we go into budget hearings.

REASSESSMENT/PIGEON TOWNSHIP ASSESSOR

Councilmember Raben: Okay next, Pigeon Township Assessor, and we have Travel/Mileage, Printing and Office Supplies in the amount of $5,500. Good morning.

Judy Stricker: Good morning, Judy Stricker, Chief Deputy Pigeon Township Assessor’s Office. I could start off right now. Our office has no 21 inch monitors. I’d be happy with 17. I hit my shift key and the F key comes up. I don’t know what’s wrong, but they say they have a spare keyboard, so I’m hoping. And thank you, Council, for buying us a new computer because one of those was in dire need and I appreciate that, thank you very much. Now on to what we’re requesting now, the Travel/Mileage and the Printing is kind of to replace what I transferred out of there for Office Supplies. And I think I maybe added a little bit more for Printing. And we still need more money for Office Supplies. Also, why I asked for more in Printing, Mr. Hatfield is retiring. November 1st will be somebody else coming in and we’re going to have to have envelopes with somebody else’s name on it, more office supplies for our stamps to be corrected with somebody else’s name, so I was kind of looking to the future because hopefully, I won’t come back.

President Abell: I will say that I asked Judy and she provided for me an itemization of the money they’ve been spending and they’ve spent their budget and it has been for things that they –

Judy Stricker: Almost 2,000 of it came out for Data Mail for our Form 11's, and evidently, we’re going to have this every year now because I’m hoping there is some way, because the state says we have to send out Form 11's every year whenever there’s a change. And if we do trending every year like the state wants us to do, then we have to send out a Form 11, but maybe there is some way that we can include it with the tax bill.

President Abell: Maybe the state would like to send it out.

Judy Stricker: I heard some counties wasn’t sending out Form 11's but according to the law, we have to. So I’m hoping there’s some way we can redo this because that’s a big expense every year.

Councilmember Raben: Okay, I’m going to move approval in the amount of $5,500.

Councilmember Leader: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

PIGEON TWP. ASSESSOR                                  REQUESTED       APPROVED

(Motion unanimously approved 5-0)

President Abell: Thank you, Judy.

Judy Stricker: Thank you.

FAMILY & CHILDREN SERVICES

Councilmember Raben: Okay, next under Family & Children Services, 2042-30090 Child Welfare Services in the amount of $100,000, I move approval.

President Abell: Is there a second?

Councilmember Leader: Second.

President Abell: Discussion?

Councilmember Raben: I think they all understand.

President Abell: Okay, roll call vote.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

FAMILY & CHILDREN SERVICES                        REQUESTED       APPROVED

(Motion unanimously approved 5-0)

Councilmember Raben: Okay, that’s it for appropriations, we’ll move into transfers.

AUDITOR (TWO REQUESTS)

Councilmember Raben: Under County Auditor, we have a transfer in the amount of $750 and we have a transfer in the amount of $22. I’ll move approval.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

AUDITOR                                                               REQUESTED       APPROVED

AUDITOR                                                               REQUESTED       APPROVED

(Motion unanimously approved 5-0)

TREASURER

Councilmember Raben: County Treasurer, a request in the amount of $2,000, I’ll move approval.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

TREASURER                                                         REQUESTED       APPROVED

(Motion unanimously approved 5-0)

CORONER

Councilmember Raben: County Coroner, we have a request in the amount of $2,479, I’ll move approval.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

CORONER                                                             REQUESTED       APPROVED

(Motion unanimously approved 5-0)

PUBLIC DEFENDER

Councilmember Raben: Public Defender in the amount of 1,478, I’ll move approval.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

PUBLIC DEFENDER                                             REQUESTED       APPROVED

(Motion unanimously approved 5-0)

DRUG & ALCOHOL DEFERRAL

Councilmember Raben: Drug & Alcohol Deferral in the amount of $2,000, I’ll move approval..

Councilmember Sutton: Second.

President Abell: Excuse me, Mr. Raben, that’s been withdrawn.

Councilmember Raben: Oh, that’s correct, it has been withdrawn. I move that that be set in at zero.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

DRUG & ALCOHOL DEFERRAL                          REQUESTED       APPROVED

(Motion unanimously approved 5-0)

REASSESSMENT/CENTER TOWNSHIP ASSESSOR

Councilmember Raben: Center Township Assessor/Reassessment in the amount of $800, I’ll move approval.

Councilmember Leader: Second.

President Abell: Roll call.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

REASSESSMENT/CENTER ASSESSOR             REQUESTED       APPROVED

(Motion unanimously approved 5-0)

LOCAL ROADS & STREETS

Councilmember Raben: And last, Local Roads & Streets in the amount of $5,000, I’ll move approval.

Councilmember Sutton: Second.

President Abell: Roll call.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

LOCAL ROADS & STREETS                                REQUESTED       APPROVED

(Motion unanimously approved 5-0)

Councilmember Raben: The Amendments to the Salary Ordinance, first we have Scott Township Assessor, I move that we amend salary line 1160-1971 Accrued Payments as previously adopted. This is for the buy-out for an existing employee. Co-Op Extension Service, amend salary line 1230-1990 Extra Help as previously adopted. The funds are from a grant from St. Mary’s Hospital for Women and Children, permission to pay two employees 20 hours each per work at the rate of 9.50 per hour. The grant is not to exceed $13,000. County Auditor, salary line 1020-1390 TIF/Tax Sale Clerk as the transfer previously adopted. The current employee is a COMOT VI/Step 3 with an annual salary of $32,882. County Treasurer, amend salary line 1030-1990 Extra Help as previously approved. Public Defender, salary line 1303-1750 Secretary as previously approved. The current employee is a COMOT V/Step 1 with an annual salary of $28,482. Funds were previously transferred into Temporary Replacement due to FMLA. Under Sheriff, request to make a title position change in salary line 1050-0017, the existing position is a Sergeant. The new position would be Deputy, the annual salary is $40,938. And that’s it and I make that in the form of a motion.

Councilmember Sutton: Second.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

(Motion unanimously approved 5-0)

President Abell: Thank you, Mr. Raben.

President Abell: Under Old Business we have the ordinance before us and, Cheryl, already looked through it and read it, regarding the real estate purchase that the County Commissioners had approached us regarding several months ago. We need to act on this today and I would first like to entertain a motion to allow that we vote only once on this ordinance today rather and waive the second reading of this ordinance.

Councilmember Raben: Okay, so moved.

President Abell: Do I have a second?

Councilmember Leader: Second.

President Abell: Roll call vote please.

Madelyn Grayson: Councilmember Sutton?

Councilmember Sutton: Yes.

Madelyn Grayson: Councilmember Leader?

Councilmember Leader: Yes.

Madelyn Grayson: Councilmember Goebel?

Councilmember Goebel: Yes.

Madelyn Grayson: Councilmember Raben?

Councilmember Raben: Yes.

Madelyn Grayson: President Abell?

President Abell: Yes.

(Motion unanimously approved 5-0)

President Abell: I would now entertain a motion to accept the ordinance.

Councilmember Leader: So moved.

President Abell: Do I have a second?

Councilmember Raben: I’ll second.

President Abell: Is there any discussion? I noticed that the President of the Commissioners is here if anyone has any questions. Mr. Sutton?

Cheryl Musgrave: Thank you. Cheryl Musgrave, President of the Vanderburgh County Commission.

Councilmember Sutton: Good morning, Commissioner.

Cheryl Musgrave: Good morning, Sir.

Councilmember Sutton: On this particular tract of land, its just south of I-164, Veterans Parkway area, off of 41, that quadrant there, now it sits a little bit below, now I guess the last time we were here and you presented it, one of the questions that I had was the usage and how – can you kind of give some details on that because I guess in relation to my question I was wanting to know, in terms of what our role would be in relation to that usage, that land. So if you can talk about that?

Cheryl Musgrave: I have been working – first of all, I have been working closely with County Surveyor, Bill Jeffers to approach the issue of use of this property. As you know, it lies adjacent to an important drain for the county and he has interest in making sure that the drainage is improved as well as, perhaps, maintained. He and I have been approached by a gentleman who has just recently been with the Corps of Engineers and this gentleman has opened our eyes to a possibility for an economic development use for this land. And we’re having our county attorney check into it which we could not do until we actually acquire the property, that – to do a lot of deed research here. But it appears we will be able to set this area up as a wetland mitigation bank. There are no wetland mitigation banks any closer than Louisville, from what I understand. And the way this wor