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BE IT REMEMBERED that a meeting of the White County Council was held at the White County Building in Monticello at 9:00 A.M. on September 16, 2019 for the purpose of discussing the additional appropriations and other business that might come before the membership.

Council President Butch Kramer called the Council meeting to order in joint session with the Commissioners. The following members were absent: Dennis E Carter

The following members were present:

 

James B Davis Kevin L Crabb Arthur A Anderson

Janet J Faker Raymond L Kramer Jr James G Annis

 

Also in attendance: Auditor Gayle Rogers, Council Secretary Barbara Nydegger, HR Director Leah Hull, Treasurer Jill Guingrich

For contents of joint session, see Commissioners’ minutes.

 

PLEDGE OF ALLEGIANCE

Council President Kramer opened the special Council meeting with the Council reciting the Pledge of Allegiance.

 

MINUTES

Councilor Anderson made a motion to accept the July 15, 2019 minutes. Councilor Davis seconded the motion. Vote: Unanimous

Councilor Annis made a motion to accept the August 19, 2019 minutes. Councilor Davis seconded the motion. Vote: Unanimous

Councilor Anderson made a motion to accept the August 5, 2019 budget hearing minutes. Councilor Crabb seconded the motion. Vote: Unanimous

ADDITIONAL APPROPRIATIONS

There were no additional appropriation requests.

TRANSFERS

The following transfers were received:

 

AMOUNT FROM TO

White Circuit Court $ 50.00 Computer Network Supplies

$ 500.00 Computer Network Law Books

$ 5,100.00 Bailiff Law Books

$ 150.00 Bailiff Bonds & Insurance

 

 

Councilor Annis made a motion to approve the above transfers. Councilor Crabb seconded the motion. Vote: Unanimous

HUMAN RESOURCES - JOB DESCRIPTIONS

HR Director Hull said she sent emails to the Councilors with the revisions to the Job Classification Maintenance Plan. These updates will make the procedure for changing, tweaking, or coming up with new job descriptions easier by having the HR Director and the Auditor (or Councilor/Councilor appointee), do the initial approval before bringing it to the Council for final approval. She said it has been difficult to have three Councilors available at the same time to make these decisions. If it is in the policy that this new Job Classification Committee (JCC) is made up of the HR Director and a Councilor or Council appointee (like the Auditor), it leaves more flexibility for Council to decide who should be part of the committee. Councilor Faker was concerned about changing it from three Councilors to possibly none. She also requested that HR Director Hull red-line the parts to be deleted.

Councilor Faker made a motion to accept the policy change for the White County Indiana Job Classification Maintenance Plan to have the Committee making job description changes be made up of the HR Director and a Council appointee. Councilor Davis seconded the motion. Vote: Unanimous

 

HR Director Hull recommends Auditor Rogers be appointed to the JCC since she is in the Courthouse and she knows what the Council wants. Councilor Annis would still like to have a Council member be represented for Director Hull and Auditor Rogers to bounce their ideas off of. Director Hull said they can copy their email correspondence to all (or specific) Councilors. Councilor Faker said she has confidence in Director Hull and Auditor Rogers to do the job.

Councilor Davis made a motion to have the Auditor be appointed to the Job Classification Committee, as the Council’s representative, along with the HR Director. Councilor Faker seconded the motion. Vote: Unanimous

HR Director Hull said she sent out job description changes to Council by email. The only change made to the Courthouse Security description was who they report to. The new Sheriff prefers they report to the Sheriff, rather than the Jail Commander.

The part-time Jail Custodian position did not have a job description, so she used examples from other counties and merged it with a description already in place for a custodian.

The HR Director and Assistant HR Director were not positions in the past so it has taken some time to do.

The job description for Corrections Officers states they must be 21, and the County has Corrections Officers who are younger, and has had in the past as well. The State requirement is 18, so that is the only change made to that description.

The Assistant Director for Area Plan job description was done in 2016, but never went through the final approval by Council.

In the future HR Director Hull will red-line things being taken out and highlight what is being added.

Councilor Davis made a motion to accept the changed descriptions for the Courthouse Security Officers, the part-time Jail Custodian, the HR Director, the HR Director Assistant, the Correction Officers, and the Area Plan Assistant Director. Councilor Annis seconded the motion. Vote: Unanimous

 

HR Director Hull said the Jail is having a hard time hiring part-time kitchen help. People either want more than 20 hours or full-time. The current full-time person is leaving for a better job. Director Hull suggested making one of the part-time positions an ACA position which is someone who works over 30 hours and must be offered health insurance (with no other benefits necessary). The Matron is down 3 people, so she and her other full-time cook are working over- time. She has two applicants who want full-time. There is $24,000 in the budget for part-time and to have two ACA people would be $22,000. Councilor Anderson pointed out that health insurance is the major cost of benefits and suggested we skip an ACA position and just bring on another full-time cook. Councilor Faker was concerned that we just had budget hearings, and this was not requested, and now we are adding a whole new full-time position. Councilor Annis said it was a new Sheriff putting together the budget for the first time. Council President Kramer said until the Council votes on the budget, it can still be changed.

Councilor Anderson made a motion to change one of the part-time jail kitchen positions to a full-time position with full benefits. Councilor Davis seconded the motion.

Vote: Aye: 5, Nay: Jan Faker

 

WHITE COUNTY TREASURER – MAILING OF TAX BILLS

White County Treasurer Guingrich researched the cost to print and mail tax bills in-house versus outsourcing. She said only 11 counties throughout Indiana do their own and they are small counties with the exception of one, Tippecanoe County.

Auditor Guingrich passed out cost estimates from 4 different companies. Three companies would supply the paper and the envelopes; the printing, folding, and stuffing then being done in-house. The fourth company would do everything and was the lowest of the quotes.

Last year there were 15,358 envelopes mailed, but she does not know how many would be mailed from in-house (although it will be more), because they will have to try to catch those who have multiple tax bills and put them together. She said Midwest Pre-Sort estimates they could save the County $1,643.20 for postage and supplies.

Treasurer Guingrich said she would need a new copier at the cost of $9,450 and a folding machine that costs from $15,000 to $20,000. She would also need two part-time employees.

In researching how the counties in Indiana do their tax bills, Treasurer Guingrich also asked about emailing bills. She said only a few do bills by email and they have 1% to 2% that want e-bills. One county has been doing it for ten years and are up to 7%. She said she was thinking about putting a note with the tax bills to see what kind of response she would get. Auditor Rogers said a news release would be free, and she could find out what kind of response she might get. Treasurer Guingrich said emails change more often than addresses which could be a potential problem.

Treasurer Guingrich said although $18,000 has been budgeted for years, it typically runs $14,000. She leaves $18,000 in the budget in case postage cost goes up or an unforeseen increase in products.

Councilor Faker said the tax bills are too important, and it seems safer and cost-effective to outsource. Council President Kramer suggested the $18,000 be put back into the Treasurer’s budget and take the $10,000 for postage out of the Commissioners’ budget.

Councilor Faker made a motion to continue to outsource the printing and mailing of tax bills. Councilor Annis seconded the motion. Vote: Unanimous

 

WHITE COUNTY CLERK – NEW ELECTION MACHINES

Auditor Rogers said Commissioners voted to use Micro Vote. She has put the funds into Solid Waste as discussed. Micro Vote has delivered the E-books for the 2019 general election.

WHITE COUNTY 2020 BUDGET & SALARY ADOPTION

Auditor Rogers said the election machines were added to the budget. The $18,000 will go back into the Treasurer’s budget and the $10,000 for postage will shift out of Commissioners’ budget and back to the miscellaneous line item. The Sheriff’s holiday pay was updated as voted on at the August 19, 2019 Council meeting. This will also include changing a jail cook position from part-time to full-time with benefits (as voted on in this meeting).

Councilor Anderson made a motion to adopt the White County 2020 Budget Ordinance/Resolution 2019-05. Councilor Davis seconded the motion. Vote: Unanimous

Councilor Anderson made a motion to approve the associated 2020 Salary Ordinance 2019-06. Councilor Davis seconded the motion. Vote: Unanimous

 

Councilor Annis made a motion to approve Resolution 2019-09-16-01 giving $240,000 to the White County Economic Development Organization. Councilor Davis seconded the motion.

Vote: Unanimous

 

CONGRESSIONAL SCHOOL PRINCIPLE & INTEREST - SURRENDER

Auditor Rogers said the County Congressional Township School Principle Fund, which has $46,000, was set up maybe a hundred years ago as a trust and cannot be used by the County. The County is required to pay the State semi-annually 2.5 % in interest. When interest rates were high, this was meant to be an earning opportunity for counties, however we no longer earn that much interest. A procedure exists in which we can surrender both the principle and interest to the State. Several counties have already done this. Auditor Rogers recommended White County follow suit. Council President Kramer said the County received $667 in interest the last year and paid the State $1,800.

Councilor Crabb made a motion to surrender the County Congressional Township School Principle Fund and the associated Interest Fund to the State. Councilor Annis seconded the motion. Vote: Unanimous

COUNCIL BOARD APPOINTMENTS

Council President Kramer said Wabash Valley, now known as Valley Oaks, has reorganized and put a 10-year cap on membership. Councilor Carter has been on it for 12 years and will need a replacement. Councilor Faker remembered Councilor Carter talking about how involved this committee is. She suggested we wait until next month when Councilor Carter can explain what is involved before making a new appointment.

Council President Kramer said the Greater Monticello Chamber of Commerce and White County Visitor’s Bureau wants to change their name to include White County instead of Monticello and to separate the Chamber from the Visitor’s Bureau. He said an ad hoc committee is being formed to address those issues and bring recommendations to County Government. They want a County Councilor to be appointed to that committee. Councilor Faker said she is on the Tourism Authority Board and it is confusing for the people working for those organizations which are in the same building. The Chamber plans to ask the County for money because they are not self-sufficient. She said the tourism boards are taxpayer based and must be politically balanced. Councilor Crabb said the Chamber is going to step out of the tourist side of things and focus on supporting local businesses. Councilor Davis asked if that meant there would be a better focus on including the businesses in other communities. Council President Kramer said the ad hoc committee will define the functions of these groups and make their recommendations. Councilor Annis said they need representation from the various townships (like White County Economic Development). Auditor Rogers said the Innkeepers Tax Commission has oversight of the Tourism Authority so they may have to run any changes through that board. Councilor Faker said a member of that Board will be on the ad hoc committee as well. President Kramer suggested Councilor Crabb be the Council’s representative to the ad hoc committee because of his involvement with WCEDO Board.

Secretary Nydegger said Dave Lucas has already been serving on the Tax Abatement Board as a replacement for Clark Gick, so it would be good to make it official.

Councilor Anderson made a motion to appoint Councilor Crabb to the Ad Hoc committee and Dave Lucas to the Tax Abatement Board. Councilor Faker seconded the motion.

Vote: Unanimous

BOARD MEETING REPORTS

White County Emergency Management Advisory Board (EMA): Councilor Faker said the Board wondered if they should have advertised the positions before switching the Director and the 1st Deputies positions. Auditor Rogers said advertising is not required, and, in fact, hiring from within is encouraged. That particular change was agreed to only if those two particular individuals stayed on.

 

COUNCIL PICTURES

Secretary Nydegger reminded the Council that their group picture will be taken at the next Council meeting on October 21, 2019.

 

ADJOURNMENT

There being no further business to bring before the Council, Councilor Annis made a motion to adjourn the 2020 Budget Regular County Council Session. Councilor Faker seconded the motion. Vote: Unanimous

 

 

 

__________(absent)__________ ___________________________ ___________________________

DENNIS E CARTER JAMES G ANNIS ART A ANDERSON

___________________________ ___________________________ ___________________________

JAMES B DAVIS KEVIN L CRABB RAYMOND L KRAMER JR

President

___________________________ Attest: ___________________________

JANET J FAKER GAYLE E ROGERS, AUDITOR