10-7-13
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BE IT REMEMBERED, that the White County Commissioners held a regular meeting on Monday, October 7, 2013. The meeting was held at the White County Building, 2nd floor, Commissioners’ Conference room beginning at 8:00 a.m.
Commissioners present were: President John C. Heimlich, Vice President Steve Burton, and Commissioner David Diener. Also present was the White County Auditor Gayle Rogers and the Commissioners’ Secretary, Donya Tirpak. Attorney Loy was absent.
Commissioner Heimlich called the meeting to order.
MINUTES
- Commissioner Diener made a motion to approve the minutes as presented for the regular meeting held on August 19, 2013, seconded by Commissioner Burton. Vote: Unanimous
PAYROLL
- Commissioner Diener made a motion to approve the payroll as presented, seconded by Commissioner Burton. Vote: Unanimous
CLAIMS
- Commissioner Diener made a motion to approve and pay the claims as presented, seconded by Commissioner Burton. Vote: Unanimous
ENVIRONMENTAL OFFICER
Jim Reynolds, Environmental Officer, proposed to replace the 2003 Ford F150 truck because of the age, mileage, and the repairs that are needed at this time. Mr. Raines presented three quotes from local businesses and also a state bid that the sheriff’s department used. Mr. Raines didn’t have a preference on where to purchase the vehicle.
Bids were received from the following:
Fletcher Chrysler Dodge Jeep Ram, Franklin, IN (State Bid) $22,952
2014 Ram CrewSpecial Service 4x4, 5.7L V8 Options extra $ 3,986
Trade-In - None
Gutwein Motor Co. Inc., Monon, IN $25,500
2013 F150 SuperCab STX 4x4 with a tonneau cover
Trade-In $ 5,000
Hubbard GM Center, Monticello, IN $27,345
2014 Chevrolet Silverado Truck/2 Year/24,000 mile maint.
Drive Train Warranty 5 years/100,000
Trade-In $ 5,000
Bartlett Ford, Brookston, IN $25,708
2013 Ford F150 STX 4x4 Extended Cab
Trade-In $ 5,250
Commissioner Diener asked Mr. Reynolds to find out about the drive train warranty on the other vehicles. At this time, the commissioners decided to take the bids under advisement until the next meeting.
ENGINEERING CONTRACT AMENDMENT AND EDA FUND AVAILABILITY UPDATE
Shawn Cain, K-IRPC Grant Administrator, presented “Amendment No. 3 to Owner-Engineer Agreement” for the Wolcott Corridor project.
The amendment made modification to terms and conditions of the agreement as follows:
Paragraph 4.02 of the agreement is revised by adding item E to read as follows:
E. The Owner, EDA, the Comptroller General of the United States, the Inspector General of the Department of Commerce, or any of their duly authorized representatives, shall have access to any documents, books, papers, and records of the Engineer (which are directly pertinent to a specific grant program) for the purpose of making an audit, examination, excerpts, and transcriptions. The Engineer shall maintain all required records for at least three years after the Owner makes final payment and all pending matters are closed.
Commissioner Heimlich said that this amendment is for the contract with American Structurepoint, Inc. This amendment puts language in the agreement that EDA will have access to all the engineer’s records for auditing purposes.
- Commissioner Burton made a motion to amend the existing contract with American Structurepoint, Inc., with Amendment No. 3 to Owner-Engineer Agreement to allow for EDA to audit the engineer’s records, seconded by Commissioner Diener. Vote: Unanimous
HIGHWAY DEPARTMENT
BJ Propes, Highway Superintendent, reported that they are going to put the next, and final, coat on 800 east.
Mr. Propes discussed removing all of the trees at the new recycle location. He has also called and is still waiting on a response from Mann Concrete and Reith Riley to do the concrete work for widening the entrance to the lot. He will discuss grades for the lot with Randall Miller.
AUDITOR
White County Auditor, Gayle Rogers, asked the commissioners if they would like to do the Commissioners’ Tax sale live or online. The commissioners’ agreed that they would like to do it online. She also asked where the minimum bid is going to be set. It does need to be at least $40 to cover the advertising cost.
The commissioners would like to talk this over with the attorney and discuss at the next meeting.
2014 SCHEDULE FOR HOLIDAY, CLAIMS, MEETINGS & PAYROLL
White County Auditor, Gayle Rogers, presented the 2014 schedules for the county’s holidays, claims, meetings, and payroll.
- Commissioner Diener made a motion to approve the 2014 schedule for the holidays, claims, commissioners’ and council meetings, and payroll as presented, seconded by Commissioner Burton. Vote: Unanimous
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PAYROLL SCHEDULE |
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FOR 2014 |
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Pay |
(261 working days in 2014) |
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Period |
Dates Worked |
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Turn in: |
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To be paid on: |
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Monday |
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1 |
Dec 23 to Jan 5 |
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Mon Jan 6,2014 |
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20-Jan |
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2 |
Jan 6 to Jan 19 |
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Jan 20th |
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3-Feb |
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3 |
Jan 20 to Feb 2 |
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Mon Feb 3th |
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17-Feb |
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4 |
Feb 2 to Feb 16 |
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Feb 17th |
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3-Mar |
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5 |
Feb 16 to Mar 2 |
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Mon Mar 3rd |
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17-Mar |
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6 |
Mar 3 to Mar 16 |
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Mon Mar 17th |
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31-Mar |
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7 |
Mar 17 to Mar 30 |
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Mon Mar 31st |
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14-Apr |
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8 |
Mar 31 to Apr 13 |
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Mon Apr 14th |
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28-Apr |
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9 |
Apr 14 to Apr 27 |
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Mon Apr 28th |
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12-May |
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10 |
Apr 28 to May 11 |
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Mon May 12th |
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26-May |
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11 |
May 12 to May 25 |
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May 26th |
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9-Jun |
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12 |
May 26 to Jun 8 |
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Mon Jun 9th |
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23-Jun |
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13 |
Jun 9 to Jun 22 |
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Mon Jun 23rd |
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7-Jul |
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14 |
Jun 23 to Jul 6 |
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Mon Jul 7th |
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21-Jul |
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15 |
Jul 7 to Jul 20 |
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Mon Jul 21st |
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4-Aug |
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16 |
Jul 21 to Aug 3 |
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Mon Aug 4th |
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18-Aug |
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17 |
Aug 4 to Aug 17 |
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Mon Aug 18th |
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1-Sep |
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18 |
Aug 18 to Aug 31 |
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Sept 1st |
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15-Sep |
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19 |
Sep 1 to Sep 14 |
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Mon Sep 15th |
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29-Sep |
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20 |
Sep 15 Sep 28 |
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Mon Sep 29th |
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13-Oct |
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21 |
Sep 29 to Oct 12 |
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Oct 13th |
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27-Oct |
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22 |
Oct 13 to Oct 26 |
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Mon Oct 27th |
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10-Nov |
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23 |
Oct 27 to Nov 9 |
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Tue Nov 10th |
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24-Nov |
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24 |
Nov 10 to Nov 23 |
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Mon Nov 24th |
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8-Dec |
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25 |
Nov 24 to Dec 7 |
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Mon Dec 8th |
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22-Dec |
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26 |
Dec 8 to Dec 21 |
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Mon Dec 22nd |
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5-Jan |
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27 |
Dec 22 to Jan 4 |
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Mon Jan 5 ,2015 |
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19-Jan |
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HOLIDAYS 2014 |
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Wed Jan 1st |
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NEW YEAR'S DAY |
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Mon Jan 20th |
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MARTIN LUTHER KING, JR DAY |
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Mon Feb 17th |
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PRESIDENTS DAY |
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Fri Apr 18th |
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GOOD FRIDAY |
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Mon May 26th |
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MEMORIAL DAY |
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Fri July 4th |
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INDEPENDENCE DAY |
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Mon Sept 1st |
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LABOR DAY |
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Mon Oct 13th |
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COLUMBUS DAY |
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Tues Nov 11th |
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VETERANS DAY |
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Thurs & Fri Nov 27th & 28th |
THANKSGIVING |
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Wed, Thurs & Fri Dec 24th, 25th & 26th |
CHRISTMAS |
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2014 CLAIMS |
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CLAIMS DUE: |
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TO BE PAID ON: |
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Jan 6th |
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Jan 21st |
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Jan 21st |
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Feb 3rd |
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Feb 3rd |
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Feb 18th |
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Feb 18th |
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Mar 3rd |
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Mar 3rd |
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Mar 17th |
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Mar 17th |
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Apr 7th |
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Apr 7th |
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Apr 21st |
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Apr 21st |
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May 5th |
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May 5th |
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May 19th |
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May 19th |
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Jun 2nd |
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Jun 2nd |
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Jun 16th |
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Jun 16th |
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Jul 7th |
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Jul 7th |
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Jul 21st |
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Jul 21st |
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Aug 4th |
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Aug 4th |
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Aug 18th |
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Aug 18th |
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Sep 2nd |
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Sep 2nd |
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Sep 15th |
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Sep 15th |
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Oct 6th |
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Oct 6th |
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Oct 20th |
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Oct 20th |
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Nov 3rd |
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Nov 3rd |
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Nov 17th |
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Nov 17th |
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Dec 1st |
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Dec 1st |
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Dec 15th |
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Dec 15th |
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Dec 29th |
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COMMISSIONERS ONLY |
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COMMISSIONERS & COUNCIL |
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Jan 6th |
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Jan 21st |
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Feb 3rd |
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Feb 18th |
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Mar 3rd |
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Mar 17th |
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Apr 7th |
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Apr 21st |
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May 5th |
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May 19th |
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Jun 2nd |
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Jun 16th |
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Jul 7th |
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Jul 21st |
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Aug 4th |
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Aug 18th |
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Sep 2nd |
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Sep 15th |
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Oct 6th |
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Oct 20th |
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Nov 3rd |
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Nov 17th |
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Dec 1st |
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Dec 15th |
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WHITE COUNTY BOARD OF HEALTH – APPOINTMENT
Commissioner Heimlich announced that James Kinnard has resigned from the White County Board of Health. The board has recommended Edward Gutwein to fill his term.
- Commissioner Diener made a motion to appoint Edward Gutwein to the White County Board of Health effective October 7, 2013, and ending December 31, 2016, seconded by Commissioner Burton. Vote: Unanimous
EMERGENCY MANAGEMENT ADVISORY COUNCIL BOARD – APPOINTMENT
Commissioner Heimlich said that Rose Brady has submitted her resignation to the Emergency Management Advisory Council Board.
- Commissioner Burton made a motion to appoint Nick Hendress, Reynolds, to the Emergency Management Advisory Council Board to fill the unexpired term of Rose Brady effective immediately and expiring on December 31, 2016, seconded by Commissioner Diener. Vote: Unanimous
COMMON CONSTRUCTION WAGE BOARD – REYNOLDS PROJECT
Commissioner Heimlich said that appointments are needed to the Common Construction Wage Board for the water and sewer project in Reynolds. The county is the awarding agency since we will be letting the bid. Two appointments are needed from the awarding agency and one appointment is needed from the legislative body.
- Commissioner Heimlich made a motion to appoint David Diener as the commissioners’ appointment to the Common Construction Wage Board for the Reynolds project, seconded by Commissioner Burton. Vote: 2 Yes 0 No 1 Abstain (Diener)
- Commissioner Diener made a motion to appoint Greg Vogel, SR., and Sid Holderly as the two tax payer’s to the Common Construction Wage Board for the Reynolds project, seconded by Commissioner Burton. Vote: Unanimous
FINANCIAL SOFTWARE – AUDITOR
White County Auditor, Gayle Rogers, said that a committee consisting of the Treasurer, Jill Guingrich; Human Resources Clerk, Leah Hull; Treasurer’s First Deputy, Jennifer Armstrong; and IT Director, Eric Storm demoed three financial software companies. She said that she did speak with Attorney Loy and he did say that she didn’t have to formally bid this out if the purchase amount is under $150,000. Auditor Rogers made the recommendation to purchase the software from Software Solutions.
Auditor Rogers said that quotes were received from Harris, Low Associates and Software Solutions.
Low Associates
Total Software License, Services $ 85,004
Annual Maintenance Fee $ 21,429
Software Solutions
Total Software License, Services $141,575
Annual Maintenance Fee $ 13,774
Harris
Total Software License, Services $ 50,320
Annual Maintenance Fee $ 3,222
- Commissioner Burton made a motion to recommend the purchase of Software Solutions to the County Council, seconded by Commissioner Diener. Vote: Unanimous
NIPSCO UPDATE
Commissioner Heimlich said that a conference call was held with NIPSCO representatives and they were going to discuss alternate routes. A continuation of the hearing will be held at the October 21st Commissioners’ meeting. At that time, Heimlich is hoping that they will present some alternate routes.
There being no further business to come before the commissioners, their meeting was adjourned.
__________________________ _____________________________ _______________________
John C. Heimlich, President Steve Burton, Vice President David Diener, Member
ATTEST: _________________________
Gayle Rogers, Auditor