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BE IT REMEMBERED, that the White County Commissioners held a regular meeting on Monday, December 5, 2016.  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 White County Auditor Gayle Rogers, White County Attorney George Loy and the Commissioners’ Executive Assistant Donya Tirpak.

Commissioner Heimlich called the meeting to order.

MINUTES

  • Commissioner Diener made a motion to approve the minutes from the regular meeting held on November 21, 2016, and the minutes from the Executive Session held on November 21, 2016, seconded by Commissioner Burton. Vote:  Unanimous

PAYROLL

  • Commissioner Burton made a motion to approve payroll for December 5, 2016, seconded by Commissioner Diener. Vote:  Unanimous

CLAIMS

  • Commissioner Diener made a motion to approve and pay the claims as presented, seconded by Commissioner Burton. Vote:  Unanimous

FARM CASH RENT FUND

Auditor Rogers presented an ordinance to put the farm cash rent into its own fund.  This will give the commissioners a better view of the money paid on the farm ground and the funds that are paid.  The county is currently leasing out 78.6 acres in Monticello and 49 acres in Wolcott.

  • Commissioner Diener made a motion to suspend the rules to address Ordinance No. 16-12-05-01 on the first reading, seconded by Commissioner Burton. Vote:  Unanimous

  • Commissioner Diener made a motion to adopt Ordinance No. 16-12-05-01 on the first reading as presented, seconded by Commissioner Burton. Vote:  Unanimous

ORDINANCE NO. 16-12-05-01

ORDINANCE ESTABLISHING A FARM CASH RENT FUND

BE IT HEREBY ORDAINED, by the White County Board of Commissioners as follows:

Section 1:  That the Farm Cash Rent Fund shall be hereby established pursuant to IC 36-1-3, Home Rule.

Section 2:  That the fund shall consist of fees collected from the rental of County-owned farm property.

Section 3:  That the fund shall be administered by the White County Commissioners.

Section 4:  That the fund shall require appropriation by the White County Council, and that the initial appropriations shall be established at the time of passage of this ordinance.

Section 5:  That available funds shall be disbursed as deemed necessary by the White County Commissioners.

Section 6:  That the funds shall not revert to the General Fund, but remain in the Cash Rent Fund.

Section 7:  That should the Board of Commissioners choose to terminate the fund at a future date, any balance remaining in the fund upon termination shall revert to the General Fund.

Section 8:  That this ordinance shall be in full force and effect from and after its passage and adoption.

LOAN – SHELL BUILDING

Commissioner Diener explained that a checking account was established with Alliance Bank to pay the bills for the construction of the Shell Building.  Since the project is completed, he suggested the checking account be closed, return the funds to the Auditor and use the funds to pay off the loan from Alliance Bank and the Bank of Wolcott so there won’t be any more reoccurring interest.

  • Commissioner Diener made a motion to pay off the two loans, close the checking account and return the balance of the funds to the Auditor, seconded by Commissioner Burton. Vote:  Unanimous

INDIANA’S BICENTENNIAL

Commissioner Heimlich presented the following Proclamation announcing December 11, 2016, as Indiana Statehood Day and Bicentennial for White County.

  • Commissioner Burton made a motion to adopt the Proclamation for December 11, 2016, as presented, seconded by Commissioner Diener. Vote:  Unanimous

State of Indiana

County of White

PROCLAMATION

To All To Whom These Presents May Come, Greetings:

WHEREAS, Sunday, December 11, 2016, marks the 200th anniversary of the day President James Madison signed the act admitting Indiana as the 19th state of the Union; and

WHEREAS, on the occasion of Indiana’s 200th birthday, we honor the culmination of the Bicentennial year in Indiana – a year of celebrating history, nature, and community and igniting the future for generations to follow; and

WHEREAS, we take this opportunity today to recognize the many community leaders and volunteers who played vital roles in creating the legacies of this year that we will long treasure and the stories that will be told for years to come, and

WHEREAS, one year ago we celebrated the promise of the Bicentennial year for residents and visitors, today we pause to remember the Hoosier values and pride we saw on display, and make a promise to continue in the spirit of the Bicentennial and create a brighter future for our children;

NOW, THEREFORE, WE, County Commissioners of White do hereby proclaim December 11, 2016, as

Indiana Statehood Day and Bicentennial

And invite all citizens to duly note this occasion.

MATERIALITY POLICIES & PROCEDURES

Auditor Rogers presented an ordinance that will approve implementation of Materiality Policies and Procedures for White County for reporting material losses.  This is something that is required through internal control by the State Board of Accounts.

  • Commissioner Diener made a motion to approve the first reading of Ordinance No. 16-12-05-02 and to consider adopting on the second reading at the next commissioners’ meeting, seconded by Commissioner Burton. Vote:  Unanimous

ORDINANCE NO. 16-12-05-02

AN ORDINANCE APPROVING IMPLEMENTATION OF MATERIALITY POLICIES AND PROCEDURES FOR WHITE COUNTY FOR REPORTING MATERIAL LOSSES

WHEREAS, I.C. §5-11-1-27(j) requires that erroneous or irregular material variance, losses, shortages, or thefts of political subdivision funds or property, shall be reported immediately to the State Board of Accounts; and

WHEREAS, State Board of Accounts Examiner Directive 2015-06 directs each political subdivision to determine its own policy on materiality; and

WHEREAS, the White County Commissioners do not condone any erroneous or irregular material variances, losses, shortages, or thefts of County funds or property but recognize that relatively small items may not justify the cost of the involvement of the State Board of Accounts; however, if such an incident occurs, it is the County’s policy for the Auditor and Treasurer or such other elected official or county employee upon becoming aware of any variance, loss, shortage or theft to immediately report the same to the White County Commissioners and Auditor, to be placed on the agenda for resolution at the next White County Commissioners’ meeting.

NOW, THEREFORE, BE IT HEREBY ORDAINED, by the Commissioners of White County, as follows:

Section 1. White County hereby establishes the materiality threshold at which point the County shall report incidents of material variances, losses, or shortages to the State Board of Accounts to be a $100,000.00 or more one-time cash loss, or a value of $50,000.00 or more for a one-time loss of assets.

Section 2. Any County public official, department head or employee with actual knowledge or reasonable cause to believe that there has been a misappropriation of public funds or assets shall immediately send written notice of such misappropriation to the White County Commissioners and the White County Prosecuting Attorney, regardless of the amount or value.

HIGHWAY BIDS

White County Attorney George Loy announced that the time has expired for the submission of the 2017 County Highway Bids.  Bids were received from the following:

ITEM 1:  UNLEADED GASOLINE

1.  Co-Alliance, Frankfort, IN Bid Bond

ITEM 2:  DIESEL FUEL #1, #2, & PREMIUM

No bids received.

ITEM 3:  TIRES & TUBES

1.  Pomp’s Tire, Monticello, IN  No Bid Bond

ITEM 4:  CRUSHED LIMESTONE, ROAD GRAVEL, CEMENT GRAVEL, & ICE SAND

1.  Hanson Material Service, Monon, IN Bid Bond

2.  U.S.  Aggregates, Indianapolis, IN Bid Bond

3.  Engineering Aggregates Corp., Logansport, IN Bid Bond

4.  Segal’s Delta Trucking, Reynolds, IN Cashier’s Check

ITEM 5.  A.E. GRADES IF BITUMINOUS MATERIALS

1.  Asphalt Materials, Inc., Indianapolis, IN  Bid Bond

2.  Bit-Mat Products of Indiana, Ashley, IN Bid Bond

ITEM 6.  COLD MIX PATCHING MATERIAL

1.  Central Paving, Inc., Logansport, IN Bid Bond

2.  Rieth-Riley Construction Co., Inc., Lafayette, IN Bid Bond

3.  Milestone Contractors, Lafayette, IN Bid Bond

ITEM 7.  BITUMINOUS COATED PAVING MATERIAL

1.  Rieth-Riley Construction Co., Inc., Lafayette, IN Bid Bond

2.  Central Paving, Inc., Logansport, IN Bid Bond

3.  Milestone Contractors, Lafayette, IN  Bid Bond

4.  E & B Paving, Inc., Rochester, IN Bid Bond

ITEM 8.  RENTAL OF EQUIPMENT

1.  Milestone Contractors, Lafayette, IN Bid Bond

2.  Central Paving, Inc., Logansport, IN  Bid Bond

Commissioner Heimlich said that the bids will be taken under advisement for review and awarded at the next meeting.

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