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BE IT REMEMBERED, that the White County Commissioners held a regular meeting on Monday, March 5, 2012, at the White County Building, 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 were White County Auditor Jill Guingrich and White County Attorney George Loy.

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 February 21, 2012, seconded by Commissioner Burton. Vote: Unanimous

PAYROLL

  • Commissioner Burton made a motion to approve the payroll as presented, 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

DOT SUBSTANCE ABUSE POLICY – HIGHWAY DEPARTMENT

White County Attorney George Loy said that there were some things in the policy that he would like to discuss with the Highway Superintendent before a decision is made. The commissioners tabled the discussion until the next meeting.

FIRE PUMP

Commissioner Diener said that Brenneco Fire Protection is finishing the installation of the new fire pump for the sprinkler system in the basement of the courthouse. An engineer with Brenneco recommended that we install an audio/visual alarm on the pump. The audio/visual alarm would be for the maintenance department to monitor the pump during the day and an alarm company could monitor the pump after hours. This would prevent a large maintenance issue if it would ever break down.

He explained that there are two pumps, one smaller one that maintains pressure within the system, and a larger pump that pumps the water through the building if there is ever a fire. The larger pump is the one that was replaced. The commissioners discussed looking to see if the monitoring could be done by the local Sheriff or Fire Department and if that wasn’t feasible to consider hiring an outside monitoring company. The cost to monitor something like this could be very minimal compared to the cost of having to purchase a new pump.

Commissioner Diener said that he will talk with the local fire department to see if this is something that they can do.

LAKEVIEW HOME – ESCROW ACCOUNT

White County Attorney George Loy updated the commissioners on the escrow account for Lakeview Home.

When Lakeview Home sold at the auction in 2010, there were some damages to the home prior to the closing with the new owner. The damages consisted of frozen pipes and a frozen water line in the boiler. All of this occurred in the middle of the winter and an estimate on repairs couldn’t be determined until spring of 2011. At that time, a decision was made by the commissioners to put money back ($30,000) into an escrow account to be used for repairs, not renovations. A claim was filed with the insurance company when the damage was done and documentation was written up that the money must be used on repairs before May 31, 2011. Estimates for the repairs were supposed to be sent to the county’s insurance company.

Commissioner Heimlich said that the owner did call sometime in December 2011 asking if we had received the invoice that he had emailed. The commissioners’ secretary told him that an email was never received, nor was any invoice. The owner said that he would resubmit the email with the invoice that following Monday. As of today, the commissioners still haven’t received any invoice, email, or even a phone call from the owner. The money is still sitting in the escrow account and he was surprised that we haven’t heard from the insurance company. He felt that if they were going to close it out that they should’ve called the county.

Attorney Loy suggested that we get in contact with Travelers Insurance and see what they know. He guesses that since the new owner didn’t follow through, a letter can be sent saying May 31 has come and gone and the escrow account will be closed out.

Commissioner Diener noticed that the document actually says, “If you have the work completed prior to May 31, 2011, then the claim will be submitted to the county”. If he still has invoices prior to May 31, the county may still have to pay.

Commissioner Heimlich said that he will contact the insurance company.

COUNCIL ON AGING

Council on Aging Director, Gale Spry, appeared before the commissioners saying that she has been approached by a company to put advertisements on the White County Public Transit vehicles for additional income. At one time, this company was a speaker at an INDOT meeting.

Director Spry said that most of the advertisements would be from hospitals, doctor offices, nursing homes and medical supply companies. They will not advertise churches, tobacco, or alcohol, etc. The company will be responsible for all of the phone calls, collections, and administrative duties. Council on Aging will receive a monthly check on half of the advertisement sales collected. There will be no cost to Council on Aging.

Clinton County recently signed a contract with the company and they are receiving a lot of advertisements to display on their vans. Cass County also signed a contract but advertisements are not going well.

Commissioner Burton asked if the company could come and make a presentation. Commissioner Diener suggested that a presentation be made at a time where the Council on Aging board and the commissioners could both be present or at least on the same day so the company wouldn’t have to come on two different days.

OFFICE EQUIPMENT/ COST ANALYSIS

Kris Smith, Copier’s Plus, and his business partner Erik Skadberg appeared before the commissioners with a completed assessment of the county’s office equipment. They have gone through the courthouse and taken inventory of all the copiers, ink-jet printers, laser printers and fax machines; along with taking a 60-day meter count to give them the cost per print for each machine except the ink-jet printers.

Their goal in doing this is to help the county understand how much money is being spent on each machine, try to consolidate the assets that the county’s IT, Eric Storm, has to manage and help the county manage the assets at a lower cost.

Mr. Skadberg presented a detailed map outlining each location of every printer, copier and fax machine in the courthouse. With each piece of equipment, he labeled it into one of three categories: equipment that needs to be eliminated, equipment that they could maintain with service agreements, and equipment that is newer and doesn’t need to be on a maintenance agreement.

Mr. Skadberg discussed one scenario where one department has nine pieces of equipment between printers, a copier and a fax and how they would consolidate it down to two machines. If the commissioners agree to move forward with their service, they will perform a walk through test on all of the equipment to determine that it is fit for service. This means that the toner and maintenance kits must be over 25%. If there is a printer that is not working, they will make the repair with no cost to the county but they will charge 15% over the cost for parts. All equipment must be networked also.

Commissioner Burton asked Mr. Skadberg if he would be able to come back sometime and give the same presentation to the judges. Mr. Skadberg said that he would.

The commissioners thanked everyone for putting together all of this information and giving them such a detailed discussion.

There being no further business to come before the board, their meeting was adjourned.

__________________________ _____________________________ _______________________

John C. Heimlich, President Steve Burton, Vice President David Diener, Member

ATTEST: _________________________

Jill Guingrich, Auditor