OCTOBER 13, 2015 at 5:00 PM

MONROE COUNTY COUNCIL AGENDA Cheryl Munson, President Shelli Yoder, Vice-President REGULAR SESSION Ryan Cobine Rick Dietz Nat U Hill III Meeting Room Marty Hawk Monroe County Courthouse Lee Jones 100 W Kirkwood Avenue Geoff McKim Bloomington, IN 47404 R. Michael Flory, Council Attorney

1. CALL TO ORDER

2. PLEDGE OF ALLEGIANCE

3. PUBLIC COMMENT

4. DEPARTMENT UPDATES

5. VETERANS’ AFFAIRS OFFICE, Larry Catt A. Request Approval of Job Description for the Veterans’ Service Officer/Director (awaiting WIS classification response).

<><><><><>

B. Request for Approval to move the Veterans’ Service Officer/Director for the 2016 Salary Ordinance from Part-Time to Full-Time FUND 1000-012, General FROM: 10.0001 20 hrs PAT II MIDPOINT $21,024.50

TO: 10.0001 40 hrs PAT II MIDPOINT $42,049.00

(See Fiscal Impact – Exhibit A) ______

6. COMMISSIONER’S OFFICE, Angie Purdie A. Request for Creation of New Fund with Budget Lines and Simultaneous Additional Appropriations FUND 1000-0070, General – Energy Challenge 20.0001 Administration Fee $ 574.51 30.0001 Supplies $23,300.39 30.0002 Training $ 2,500.00 30.0003 Food Service $ 660.00 TOTAL $27,034.90 1

<><><><><>

B. Request for Approval for Additional Appropriation FUND 2502-000, Cable Franchise 30.0005 Telephone Ser/Data Processing $50,000.00

<><><><><>

C. Request for Approval for the 2015 GO Bond Ordinance of Appropriation of $2,000,000.00 for a number of public improvement projects that benefit the community.

______

7. CORONER’S OFFICE, Nicole Meyer Request for Approval for Additional Appropriations FUND 1000-007, General 11.8201 PERF $ 4,150.00 30.0005 Autopsies $60,000.00 TOTAL $64,150.00 ______

8. PROBATION OFFICE, Linda Brady A. Request for Creation of New Fund with Budget Line and Simultaneous Additional Appropriation FUND 8110-001, Juvenile Accountability Block Grant (JABG) 30.0001 Travel/Training $16,635.00

<><><><><>

B. Request for Creation of New Fund with Budget Lines and Simultaneous Additional Appropriations FUND 8110-002, Juvenile Accountability Block Grant (JABG) 30.0001 Contractual $104,300.09 30.0002 Computer Maintenance / Software $ 9,090.91 TOTAL $113,391.00 ______

9. YOUTH SERVICES BUREAU, Kim Meyer A. Request for Creation of New Budget Lines and Simultaneous Additional Appropriations FUND 8120-003, Runaway & Homeless Youth Grant (RHY) 10.0001 Counselor $ 42,817.00 10.0002 Safe Place Coordinator $ 36,793.00 11.7601 Longevity $ 800.00 11.8001 FT Health/Dental/Life $ 16,718.00 11.8003 FT Unemployment $ -0- 11.8101 FICA $ 6,152.00 11.8201 PERF $ 11,305.00 20.0001 Safe Place Office Supplies $ 300.00 20.0002 Safe Place Materials $ 6,000.00 2

30.0001 Professional Services $ 29,177.00 30.0011 Mileage $ 1,100.00 30.0013 Staff Training $ 9,478.00 TOTAL $160,640.00 <><><><><>

B. Request for Creation of New Budget Line and Simultaneous Additional Appropriation FUND 9111-003, 1503 YSB Grant 12.7801 Hourly $757.00 ______

10. AVIATION OFFICE, Bruce Payton Request for Creation of New Fund with Budget line and Simultaneous Additional Appropriations FUND 4801-331, Construction 40.0022 Perimeter Fence Skirting Phase 1 $450,000.00 ______

11. PLANNING DEPARTMENT, Larry Wilson A. Request to Hire Senior Planner at the Midpoint 1000-079-10.0008 Senior Planner PAT IV 40 hrs MID $46,041.00

<><><><><>

B. Request for Approval to Amend 2015 Salary Ordinance FUND 1000-079, General FROM: 10.0006 Planner 1 35 hrs $36,232.00 10.0007 Planner/GIS 35 hrs $36,232.00 10.0013 Planner/GIS 35 hrs $36,232.00

TO: 10.0006 Planner 1 40 hrs $41,408.00 10.0007 Planner/GIS 40 hrs $41,408.00 10.0013 Planner/GIS 40 hrs $41,408.00

(See Fiscal Impact – Exhibit B)

<><><><><>

C. Request for Approval to Transfer Funds FUND 1000-079, General FROM: 12.7801 Hourly/Work Study $10,008.00

TO: 30.0007 Consultant Fees/Legal Expenses $10,008.00

<><><><><> 3

D. Request for Creation of New Fund with Budget Lines FUND 9127-000, Limestone Heritage Project 30.0012 Website Design/Development 30.0013 Domain Name/Maintenance 30.0014 Annual Site Maintenance/Hosting 30.0015 Software Licensing 30.0016 Printing/Supplies/Miscellaneous (Request for additional appropriations was received after the deadline, will submit for approval at the October 27 Session.)

<><><><>

E. Request for Creation of New Fund with Budget Lines FUND 9128-000, Indiana Landmarks/Indiana Humanities Educational Outreach Program 30.0017 Project Consultant 30.0018 Travel/PerDiem 30.0019 Supplies/Equipment 30.0020 Printing/Postage (Request for additional appropriations was received after the deadline, will submit for approval at the October 27 Session.) ______

12. AUDITOR’S OFFICE, Steve Saulter A. Request for Approval to Transfer Funds FUND 1216-000, Auditors Ineligible Deductions FROM: 20.0001 Office Printing and Supply $500.00

TO: 30.0012 Legal Notices $500.00

<><><><><>

B. Request for Approval to Amend 2015 Salary Ordinance FUND 1121-002, General COIT FROM: 12.7801 Part-Time Hourly Range: $10.00 - $15.00

TO: 12.7801 Part-Time Hourly Range: $10.00 - $19.25 (Auditor requests that this be retro to April 1, 2015)

<><><><><>

C. Request to Approve Revised Job Description FUND 1121-002, General COIT 10.0004 Payroll Financial Representative

<><><><><>

D. Request for Approval to Amend 2015 Salary Ordinance FUND 1121-002, General COIT FROM: 10.0004 Payroll Financial Rep COMOT V 35 hrs 1 Year $32,995.00

TO: 10.0004 Payroll Financial Rep PAT IV 35 hrs 1 Year $38,375.00

(See Fiscal Impact – Exhibit C)

______

13. TREASURER’S OFFICE, Cathy Smith A. Request Approval of Revised Job Description for Financial Cash Manager, 10.0003 FUND 1121-003, General COIT

<><><><><>

B. Request for Approval to Amend 2015 Salary Ordinance FUND 1121-003, General COIT FROM: 10.0003 Financial/Cash Book 35hrs PAT II MIDPOINT $35,793.00

TO: 10.0001 Financial Cash Manager 40 hrs PAT IV MIDPOINT $40,286.00

(See Fiscal Impact – Exhibit D)

<><><><><>

C. Request for Approval to Reinstate Position FUND 1121-003, General COIT 10.0004 Deputy/Judgments COMOT III 35 hrs $29,575.00 ______

14. RECORDER’S OFFICE, Eric Schmitz Request for Approval for Creation of New Budget Line and Simultaneous Additional Appropriations FUND 1000-004, General 30.0008 Records Management Contractual $10,000.00

(This is a housekeeping issue that will be handled by Mr. Flory) ______

15. 2016 BUDGET

A. 2016 Budget Adoption

B. Petition to Appeal for an Increase Above the Maximum Levy and Council Resolution

C. Approval of the 2016 Salary Ordinance ______

16. APPROVAL OF MINUTES FOR: -August 11, 2015 Regular Session -August 25, 2015 Work Session -September 8, 2015 Regular Session ______

17. OTHER COUNCIL BUSINESS A. Resolutions of Appreciation -Alex Tanford: Alcoholic Beverage Commission -Terry Robbins: EQUAS

<><><><><>

B. Recommendation for Appointment (from Council Appointments Committee) -Katherine (Kitty) Liell – Alcoholic Beverage Commission -Andrew Guenther, Jr. – EQUAS

<><><><><>

C. Council Comments

______

18. Adjournment

POSITION DESCRIPTION COUNTY OF MONROE, INDIANA

POSITION: Veterans’ Service Officer/Director DEPARTMENT: Monroe County Veterans' Affairs WORK SCHEDULE: As Assigned JOB CATEGORY: PAT II (Professional, Administrative, Technological)

DATE WRITTEN: January, 2007 STATUS: Part-time Full Time REVISED September 2015 FLSA STATUS: Exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Monroe County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application proves or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Veterans' Service Officer/Director for Monroe County, responsible for providing information and assistance to veterans, their dependents, and survivor(s) on benefit programs and entitlement criteria.

DUTIES:

Provides veterans’ benefits information to veterans, their dependents and survivors, local government agencies, and the media by responding to inquiries in person, by mail, by telephone, and email. Provides benefit information through newspaper articles, web page, local television and radio, and public speaking engagements.

Researches medical conditions and obtain necessary medical records and statements from physicians to support the claims(s).

Assists eligible veterans and dependents in procurement and proper completion of initial federal veterans' benefit application forms for available local, state, and federal veterans’ benefits; reopen existing claims for local or state benefits or federal compensation (service-connected disabilities) or pension (non service connected disability); researches and determines applicable laws, precedent cases, eligibility requirements; and monitors claim status, as necessary.

Assists clients’ designated veterans’ organization representative or, if none designated, independently provides representation during appeal hearings.

Assist survivors of a deceased veteran in obtaining death benefits such as burial in a national cemetery, burial allowances, government grave marker, government life insurance proceeds and survivor benefits.

Ensure that all timelines are met so the veteran does not lose any potential benefits.

Communicate with the VA Officials and the veteran’s Power of Attorney (POA) concerning the

Veteran Services – Veteran’s Service Officer, Pg. 1 status of individual claims.

Conduct outreach to ensure that the veterans and dependents in Indiana are aware of their local, state, and federal benefits.

Serves as a liaison to the veterans’ organizations to brief members on current information on veterans’ benefits.

Speaks to other community organizations at their request when relevant to assisting veterans.

Maintains communication with the Director of Training and Service at IDVA.

Immediately upon hire initiates communications with IDVA and provides contact information to the Director of Training and Service (i.e., office phone, email or county issued mobile number).

Attends a new service officer orientation conducted by IDVA with 30 days of hire.

Makes visits to veterans’, dependents’, and survivors’ residences, medical providers’ offices, nursing homes, and VA Outpatient Clinic, gathering and providing information, interpreting VA correspondence, and assisting with completion of forms and statements.

Supervises the daily activities of department employees, including describing positions and recruiting.

Submits monthly activity reports to Indiana Department of Veterans' Affairs (IDVA) and County Commissioners. Submits annual department budget request and administers budget upon approval.

Attends and actively participates in Veterans Service Officers’ meetings and training seminars, team communications and coordination with, and as required by, IDVA

Initiates, participates in, and provides administrative support to quarterly meetings of the Monroe County Veterans Advisory Council in accordance with County Code.

Participates in the keeping of office records, including file generation, privacy provisions, and retention policy and standards.

Maintains confidential veteran claims and document records in accordance with all the requirements of the data privacy laws and HIPAA.

Maintains record retention according to written policy for the State of Indiana.

Performs other duties as needed to assist veterans and their families.

Performs related duties as assigned.

Veteran Services – Veteran’s Service Officer, Pg. 2 I. JOB REQUIREMENTS:

Must achieve and maintain US Department of Veterans Affairs Accreditation as a Veterans Service Office within 1 year of hire date.

Proficiency with Microsoft Office including Word, Excel, PowerPoint, and Outlook. Capable of learning interoffice databases and other tools and claims management systems(s) currently in use at IDVA.

Familiarity with local, state and federal forms and applications. Ability to compose letters, communications, and proposals.

Thorough knowledge of federal, state, and county veterans' benefits, eligibility criteria, and application procedures.

Ability to foster and maintain working relations with local, state, and federal agencies and local, state and federal Veteran Service organizations.

Must possess good organizational skills.

Should have above average research skills and be able to use internet and other computer assets to conduct research.

Ability to effectively counsel potential clients from a wide range of ethnic and economic backgrounds, age groups, educational levels, disabilities, and wartime or peacetime backgrounds, and to deal with veterans and their families in a sincere and helpful manner.

Experience as a veteran resulting in at least six months of active federal service (Per IC 10-17-1) in the United States Armed Services Forces with an honorable discharge, citizen of the State of Indiana, and resident of state for five years preceding appointment.

Ability to accurately research benefit issues, interpret sources such as federal and private web pages and gauge reliability, and apply case law regarding county, state, and federal veterans’ programs’ intent, legislative history, eligibility criteria, application and appeal procedures.

Knowledge of military documents, acronyms, and order formats, medical terminology, and categories of active and reserve duty. Knowledge of military retirement pay and medical benefits.

Ability to effectively communicate orally and in writing in a courteous and tactful manner. Stated below

Ability to effectively summarize the legal bases for claims and appeals, identify cause and effect relationships, identify and resolve gaps in information, and compose related documents.

Maintains US Department of Veterans Affairs Accreditation as a Veterans Service Officer.

Veteran Services – Veteran’s Service Officer, Pg. 3 Ability to attend and successfully complete mandatory County Service Officer training schools, and to retain certification annually by successfully completing Veterans Service Officers test.

Ability to maintain accurate records, prepare necessary activity reports, and administer department budget.

Ability to facilitate meetings and mediate between parties holding differing views.

Ability to effectively supervise the work of others, including describing positions and recruiting.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to effectively communicate orally and in writing with co-workers, other County departments and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

II. DIFFICULTY OF WORK:

Incumbent performs duties according to practices and guidelines established by the Department of Veterans Affairs, using independent judgment in interpretation and selection of most pertinent guidelines to fit individual facts and conditions. Work requires the consideration of relevant variables in judgment of applicable benefits and application procedures.

III. RESPONSIBILITY:

Incumbent is responsible for the efficient operation of the department, determining priorities and accomplishing duties in accordance with local needs. The department's work makes a substantial contribution to the well being of veterans, their dependents, and their survivors with local decision making guided by policies and established practices which may be discussed with superiors, County Legal or Auditor departments, and/or state and federal veterans affairs offices as the incumbent deems necessary.

Attends IDVA coordinated training events to maintain education requirements for accreditation.

Veteran Services – Veteran’s Service Officer, Pg. 4 IV. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with County officials, other county veterans service officers and their staff, representatives of the U.S. Department of Veterans Affairs regional office, veterans, their dependents and survivors, federal and state Department of Veterans Affairs and other federal and state agencies and departments, all local, state, and federal Veteran Service Organization members, representatives from the media, financial aid offices of post-secondary schools, hospitals, funeral homes, and cemeteries for a variety of purposes including obtaining information, offering counseling and assistance in obtaining of benefits, explanation of procedures and eligibility regulations, submission of activity reports and budget requests, and completion of ongoing in- service training.

Incumbent reports to the Director of Indiana Department of Veterans Affairs (IDVA).

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Veterans' Service Officer/Director for the Monroe County Veterans' Services Department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions. Is there anything that would keep you from meeting the job duties and requirements as outlined?

Yes______No______

______Applicant/Employee signature Date

______Type or Print name

Veteran Services – Veteran’s Service Officer, Pg. 5 VETERAN AFFAIRS Larry Catt PAT II – 20 Part Time

VA Assistant COMOT II - 35

MCG Organizational Charts updated July 2015

MONROE COUNTY COUNCIL AGENDA REQUEST

Department: Board of Commissioners

[Note: in 2013 this request will be heard on the second Tuesday of the month. The fourth Tuesday will be a Work Session, unless otherwise advertised.]

Month you wish this Item to be considered: October

Title of Item as it is to appear on Agenda: Creation and appropriation of a new fund

Contact Person for further Information (include phone number and email address):

Angela Purdie

Please give a thorough narrative explanation of your agenda request; what action are you asking the Council to take, and what is the purpose? This narrative should be restated (cut and paste) on any additional forms regarding this request. NOTE: Council has instructed Staff not to accept requests that lack sufficient narrative explanation.

The County desires to assist the Community Foundation of Bloomington and the Monroe County Energy Challenge- Community Group in the fiscal operation of a Community Project of training made possible by the Joyce Foundation grant via the Georgetown University Energy Prize Competition. The project will involve the training of “energy champions” (Teachers) in each participating school, providing the necessary equipment for the hands on training as well as supplies to take back to the classroom. The county will provide for the payment of supplies and will be reimbursed by the grant.

Requested by (electronic signature suffices) Date:

Please use only this form to place an item on the County Council’s Agenda. If the matter is complex, you may wish to consult with a Councilor or the Council Office.

Contact the Council Office at 349-7312 if you have any questions. Rev: 1-13

C:\Users\cokshell\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\YM32H7TG\Agenda Joyce Foundation Grant.doc REQUEST FOR COUNCIL APPROVAL FOR CREATION OF NEW FUND WITH BUDGET LINES (Rev. 05-04)

Department: Board of Commissioners 9/21/15

County General: 1000-070- Energy Challenge New Budget Line Number New Budget Line Name 20.0001 Administration Fee 30.0001 Supplies 30.0002 Training 30.0003 Food Service

Reason for request (include a complete description of why a new fund and budget lines are needed and how the money in that line will be used)

This request is so the County may facilitate the upfront payment of expenses directly related to a teacher training opportunity sponsored by the Monroe County Energy Challenge- Community Group and made possible by the Joyce Foundation grant via the Georgetown University Energy Prize Competition.

The project will involve the training of “energy champions” (Teachers) in each participating school, providing the necessary equipment for the hands on training as well as supplies to take back to the classroom. The county has no direct involvement with the grant other than the advancement of money for the Project and receiving reimbursements from the Grant fund managed by the Community Foundation.

Additional requested: $27,034.90

Department Head Angela Purdie 9/21/15

Email completed form to the Council Attorney and County Council Administrative

Assistant in the County Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda. REQUEST FOR ADDITIONAL APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Board of Commissioners 9/21/15

From Fund Name/Number: County General / Energy Challenge 1000-070: Budget Line Number Budget Line Name Amount 20.0001 Administration Fee $574.51 30.0001 Supplies $23,300.39 30.0002 Training $2,500.00 30.0003 Food Service $660.00

Total: $27, 034.90 Reason for request (include a complete description of why appropriation is needed and how the money will be used) Funds to be reimbursed to the County when expended by the Joyce Foundation Grant. Reimbursement will come from the manager of the grant- the Community Foundation of Bloomington and Monroe County.

Department Head Angela Purdie 9/21/15

Email completed form to the Council Attorney and County Council Administrative

Assistant in the Council Office prior to the appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda.

MONROE COUNTY COUNCIL AGENDA REQUEST

Department: Board of Commissioners

[Note: in 2013 this request will be heard on the second Tuesday of the month. The fourth Tuesday will be a Work Session, unless otherwise advertised.]

Month you wish this Item to be considered: September

Title of Item as it is to appear on Agenda: Additional Request Cable Franchise

What is the purpose of your request, chosen from the following categories? (1) Additional Appropriation; (2) Creation of New Fund; (3) Amend Salary Ordinance; (4) Creation of New Budget Line(s); (5) Appropriation of newly received funds (e.g., grant); (6)Transfer of Funds; (7) Other. Type the Relevant Category Below:

(1)

Contact Person for further Information (include phone number and email address):

Angela Purdie

Due to increased costs for IT Circuits in the Sheriff’s Department of $1,672.00/month over last year and the purchase of new phones totaling $39,865.32, this line is in need of an additional appropriation.

Requested by Angela Purdie Date: 8/31/15

Please use only this form to place an item on the County Council’s Agenda. If the matter is complex, you may wish to consult with a Councilor or the Council Office.

Please fill this form out as a Word document (not in PDF format) and send it as an e-mail attachment. Iif you submit this as an e-mail attachment, there is no need to submit a paper form. Please e-mail to [email protected] and to [email protected]. C:\Users\cokshell\AppData\Local\Microso ft\Windows\Temporary Internet Files\Content.Outlook\YM32H7TG\Agenda RequestContact Cable the Franchise.doc Council Office at 349-7312 if you have any questions. Rev: 1-13 REQUEST FOR ADDITIONAL APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Board of Commissioners 8/31/15

From Fund Name/Number: Cable Franchise/2502 Budget Line Number Budget Line Name Amount 000-30-0005 Telephone Ser/Data Processing $50,000.00

Total: Reason for request (include a complete description of why appropriation is needed and how the money will be used)

Due to increased expenses associated with required IT equipment in the Sheriff’s Department (circuits) at a rate of $1672.00/ month = $20,064.00/year and the purchase of new phones ($39,865.32) this line is running short.

Department Head Angela Purdie 8/31/15

Email completed form to the Council Attorney and County Council Administrative

Assistant in the Council Office prior to the appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda.

MONROE COUNTY COUNCIL AGENDA REQUEST

Department: Board of Commissioners

[Note: in 2013 this request will be heard on the second Tuesday of the month. The fourth Tuesday will be a Work Session, unless otherwise advertised.]

Month you wish this Item to be considered: October

Title of Item as it is to appear on Agenda: 2015 GO bond

What is the purpose of your request, chosen from the following categories?

Request Council approve the 2015 GO Bond Ordinance of Appropriation

Contact Person for further Information (include phone number and email address):

Jeff Cockerill, Legal Department

The Monroe County Board of Commissioners have identified a number of public improvement projects that benefit the interests of the citizens of our community. These projects will provide vehicles for public safety officers, care of our historical buildings exterior and interior, protection of our historical documents, and the provision of safe, reliable, and energy conserving vehicles to those departments that require transportation. The Council as part of the process must prior to the issuance of the Bonds adopt an ordinance approving the issuance of such bonds.

Requested by Angela Purdie for Jeff Cockerill Date: 10/8/15

Please use only this form to place an item on the County Council’s Agenda. If the matter is complex, you may wish to consult with a Councilor or the Council Office.

Contact the Council Office at 349-7312 if you have any questions. Rev: 1-13

C:\Users\cokshell\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\YM32H7TG\County_Council_Agenda_Request_2013 (4).doc EXHIBIT A

Description of Projects

The projects include the following:

 Two (2) new 4x4 vehicles for the sheriff’s department;  Justice Center Direct Digital Controls (DDC) Upgrade;  Justice Center Cooling Tower Replacement & DDC Controls;  Showers Building Document Storage Room Improvements (Archive space)  Showers & Health Buildings Interior Storm Windows;  Cameras in/on Buildings and related computer/network equipment;  Health Building – Tuck Pointing; Hole Repair/Improvements;  Interior and exterior Remodeling/Renovation of Health and Showers Buildings; and  New County Vehicles

2816284v1

A-1

ORDINANCE NO. 2015-25

APPROPRIATION ORDINANCE MONROE COUNTY, INDIANA

WHEREAS, the County Council of Monroe County, Indiana (the “County”), has determined to construct and acquire certain public improvement projects located in the County (collectively, the “Projects”), all as described in an ordinance adopted by the County Council of the County (the “Council”) on August 11, 2015; and

WHEREAS, the Council has determined that the estimated cost of the Projects, and the incidental expenses necessary to be incurred in connection with the Projects and with the issuance of bonds and, if necessary, bond anticipation notes (the “BANs”), to finance the Projects, will be in an amount not to exceed Two Million Dollars ($2,000,000); and

WHEREAS, the Council has determined to issue bonds and, if necessary, BANs, to fund the costs of the Projects in an aggregate amount not to exceed Two Million Dollars ($2,000,000); and

WHEREAS, there has been published a notice of a public hearing on the appropriation of the proceeds of the bonds and, if necessary, BANs, to be held on this date; the hearing has been held and the Council has considered the evidence presented at the hearing; and

WHEREAS, the Council now finds that the County does not have sufficient funds available or provided for in the existing budget and tax levy to fund the cost of the Projects;

NOW, THEREFORE, BE IT ORDAINED BY THE COUNTY COUNCIL OF MONROE COUNTY, INDIANA, THAT:

Section 1. The Council finds that all proceedings required before appropriation of the proceeds of the bonds and, if necessary, BANs, have been accomplished and completed.

Section 2. For the purpose of paying the costs of the Projects, and incidental expenses necessary to be incurred with the Projects and the bonds and, if necessary, BANs, an amount not to exceed Two Million Dollars ($2,000,000) shall be appropriated from the proceeds of the bonds and, if necessary, BANs.

Section 3. The Auditor is directed to submit and certify this ordinance and the related proceedings to the Department of Local Government Finance in accordance with Indiana Code 6-1.1-18-5.

Section 4. This ordinance shall be in full force and effect from and after its passage.

Adopted this 13th day of October, 2015.

COUNTY COUNCIL OF MONROE COUNTY, INDIANA

Monroe County Council

Aye Nay

______Cheryl Munson, President Cheryl Munson, President

______Shelli Yoder, Vice‐President Shelli Yoder, Vice‐President

______Ryan Cobine, Member Ryan Cobine, Member

______Rick Dietz, Member Rick Dietz, Member

______Marty Hawk, Member Marty Hawk, Member

______Lee Jones, Member Lee Jones, Member

______Geoff McKim, Member Geoff McKim, Member

(SEAL)

ATTEST:

______Steve Saulter, Auditor Monroe County, Indiana

2 2816283v1 REQUEST FOR ADDITIONAL APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Coroner Date: 09/14/2015

From Fund Name/Number: County General Fund Name / Number: Budget Line Number Budget Line Name Amount 1000-007-30.0005 Autopsies $60,000.00

Total: 60,000.00 Reason for request (include a complete description of why appropriation is needed and how the money will be used) There is an increase in coroner cases in Monroe County. Because of this , there is an increased need for autopsies as well as an increase in costs. Money will be used to pay for autopsies and associated costs.

Department Head Nicole Meyer Date: 8/22/2012

Email completed form to the County Council Administrative Assistant in the Council

Office prior to the appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda.

MONROE COUNTY COUNCIL AGENDA REQUEST

Department: Probation

Month you wish this Item to be considered: October 6, 2015

Title of Item as it is to appear on Agenda:

2015 Juvenile Accountability Block Grant (JABG) Grant Fund Creation and Appropriation (Grant #1)

What is the purpose of your request, chosen from the following categories?

Creation of New Fund; Appropriation of newly received funds

Contact Person for further Information (include phone number and email address):

Christine McAfee – 812-349-2000; [email protected] Linda Brady – 812-349-2645; [email protected]

The Monroe Circuit Court Probation Department received grant funding to support our juvenile probation staff in becoming evidence based practitioners. Grant funds will be used to send juvenile probation officers to a three-day out-of-state training hosted by the Joyfields Institute for Evidence Based Professionals and Organizations. Joyfields Institute focuses on the development of using evidence based principles and strength centered approaches with probation clients to produce desired outcomes.

This grant requires a 10% match which will be paid from existing budget appropriations in the Juvenile Probation User Fee fund and/or the JCOIT fund.

Requested by: Linda Brady Date: September 23, 2015

Please use only this form to place an item on the County Council’s Agenda. If the matter is complex, you may wish to consult with a Councilor or the Council Office.

Contact the Council Office at 349-7312 if you have any questions. Rev: 1-13

C:\Users\cokshell\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\YM32H7TG\2015 JABG Grant 8110-001 Fund Creation and Appropriation Grant 1.docx REQUEST FOR COUNCIL APPROVAL FOR CREATION OF NEW FUND WITH BUDGET LINES (Rev. 05-04)

Department: Probation Date: October 6, 2015

Fund Name / Number: Juvenile Accountability Block Grant (JABG) / 8110-001 New Budget Line Number New Budget Line Name 30.0001 Travel / Training

Reason for request (include a complete description of why a new fund and budget lines are needed and how the money in that line will be used) The Monroe Circuit Court Probation Department received grant funding to support our juvenile probation staff in becoming evidence based practitioners. Grant funds will be used to send juvenile probation officers to a three-day out-of-state training hosted by the Joyfields Institute for Evidence Based Professionals and Organizations. Joyfields Institute focuses on the development of using evidence based principles and strength centered approaches with probation clients to produce desired outcomes.

This grant requires a 10% match which will be paid from existing budget appropriations in the Juvenile Probation User Fee fund and/or the JCOIT fund.

Department Head: Linda Brady Date: September 23, 2015

Email completed form to the Council Attorney and County Council Administrative

Assistant in the County Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda. REQUEST FOR ADDITIONAL APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Probation Date: October 6, 2015

Fund Name / Number: Juvenile Accountability Block Grant (JABG) / 8110-001 Budget Line Number Budget Line Name Amount 30.0001 Travel / Training $16,635.00

Total: $16,635.00 Reason for request (include a complete description of why appropriation is needed and how the money will be used) The Monroe Circuit Court Probation Department received grant funding to support our juvenile probation staff in becoming evidence based practitioners. Grant funds will be used to send juvenile probation officers to a three-day out-of-state training hosted by the Joyfields Institute for Evidence Based Professionals and Organizations. Joyfields Institute focuses on the development of using evidence based principles and strength centered approaches with probation clients to produce desired outcomes.

This grant requires a 10% match which will be paid from existing budget appropriations in the Juvenile Probation User Fee fund and/or the JCOIT fund.

Department Head: Linda Brady Date: September 23, 2015

Email completed form to the Council Attorney and County Council Administrative

Assistant in the Council Office prior to the appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda.

MONROE COUNTY COUNCIL AGENDA REQUEST

Department: Probation

Month you wish this Item to be considered: October 6, 2015

Title of Item as it is to appear on Agenda:

2015-2016 Juvenile Accountability Block Grant (JABG) Grant Fund Creation and Appropriation (Grant #2)

What is the purpose of your request, chosen from the following categories?

Creation of New Fund; Appropriation of newly received funds

Contact Person for further Information (include phone number and email address):

Christine McAfee – 812-349-2000; [email protected] Linda Brady – 812-349-2645; [email protected]

The Monroe Circuit Court Probation Department received grant funding to support our probation staff in making changes, from the way our case management system is utilized for case planning to more formally structured client interactions. Staff will be trained by Core Correctional Solutions (CCS) and then given the support necessary to develop, practice, and model specific skills with clients through the implementation of Effective Practices in Correctional Settings II (EPICS II). EPICS II is a targeted interaction with clients to specifically address risk factors associated with re-offending. Proper and appropriate use of these skills provide probation officers the opportunity to support clients in making behavioral changes. Grant funds will also be utilized for on-going quality assurance and training to support long-term sustainability in using these skills. In all, CCS will be on-site providing 24 days of training and instruction.

This grant requires a 10% match which will be paid from existing budget appropriations in the Juvenile Probation User Fee fund and/or the JCOIT fund as funding is available during the 2015 and 2016 budget years.

Requested by: Linda Brady Date: September 23, 2015

Please use only this form to place an item on the County Council’s Agenda. If the matter is complex, you may wish to consult with a Councilor or the Council Office.

Contact the Council Office at 349-7312 if you have any questions. Rev: 1-13 C:\Users\cokshell\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\YM32H7TG\2015-2016 JABG Grant 8110-002 Fund Creation and Appropriation Grant 2.docx REQUEST FOR COUNCIL APPROVAL FOR CREATION OF NEW FUND WITH BUDGET LINES (Rev. 05-04)

Department: Probation Date: October 6, 2015

Fund Name / Number: Juvenile Accountability Block Grant (JABG) / 8110-002 New Budget Line Number New Budget Line Name 30.0001 Contractual 30.0002 Computer Maintenance / Software

Reason for request (include a complete description of why a new fund and budget lines are needed and how the money in that line will be used) The Monroe Circuit Court Probation Department received grant funding to support our probation staff in making changes, from the way our case management system is utilized for case planning to more formally structured client interactions. Staff will be trained by Core Correctional Solutions (CCS) and then given the support necessary to develop, practice, and model specific skills with clients through the implementation of Effective Practices in Correctional Settings II (EPICS II). EPICS II is a targeted interaction with clients to specifically address risk factors associated with re-offending. Proper and appropriate use of these skills provide probation officers the opportunity to support clients in making behavioral changes. Grant funds will also be utilized for on-going quality assurance and training to support long- term sustainability in using these skills. In all, CCS will be on-site providing 24 days of training and instruction.

Department Head: Linda Brady Date: September 23, 2015

Email completed form to the Council Attorney and County Council Administrative

Assistant in the County Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda. REQUEST FOR ADDITIONAL APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Probation Date: October 6, 2015

Fund Name / Number: Juvenile Accountability Block Grant (JABG) / 8110-002 Budget Line Number Budget Line Name Amount 30.0001 Contractual $104,300.09 30.0002 Computer Maintenance / Software $9,090.91

Total: $113,391.00 Reason for request (include a complete description of why appropriation is needed and how the money will be used) The Monroe Circuit Court Probation Department received grant funding to support our probation staff in making changes, from the way our case management system is utilized for case planning to more formally structured client interactions. Staff will be trained by Core Correctional Solutions (CCS) and then given the support necessary to develop, practice, and model specific skills with clients through the implementation of Effective Practices in Correctional Settings II (EPICS II). EPICS II is a targeted interaction with clients to specifically address risk factors associated with re-offending. Proper and appropriate use of these skills provide probation officers the opportunity to support clients in making behavioral changes. Grant funds will also be utilized for on-going quality assurance and training to support long- term sustainability in using these skills. In all, CCS will be on-site providing 24 days of training and instruction.

Department Head: Linda Brady Date: September 23, 2015

Email completed form to the Council Attorney and County Council Administrative

Assistant in the Council Office prior to the appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda.

MONROE COUNTY COUNCIL AGENDA REQUEST

Department: Youth Services Bureau

[Note: in 2013 this request will be heard on the second Tuesday of the month. The fourth Tuesday will be a Work Session, unless otherwise advertised.]

Month you wish this Item to be considered: October 2015

Title of Item as it is to appear on Agenda: New budget lines and appropriation of Runaway & Homeless Youth Grant

4,5

Contact Person for further Information (include phone number and email address):

Kim Meyer- 349-2539 Please give a thorough narrative explanation of your agenda request; what action are you asking the Council to take, and what is the purpose? This narrative should be restated (cut and paste) on any additional forms regarding this request. NOTE: Council has instructed Staff not to accept requests that lack sufficient narrative explanation.

This request is to create new budget lines and appropriations for our newly awarded Runaway & Homeless Youth Grant. This grant fully funds two fulltime positions (Counselor and YSB Shelter Outreach/Safe Place Coordinator), all associated benefits, some travel and training costs, a stipend for office supplies and materials for Safe Place, and advertising/outreach costs for Safe Place. This is a three year grant, with the first year running from 9/30/15-9/29/2016.

Requested by (electronic signature suffices) Date: 9/22/2015

Please use only this form to place an item on the County Council’s Agenda. If the matter is complex, you may wish to consult with a Councilor or the Council Office.

Contact the Council Office at 349-7312 if you have any questions. Rev: 1-13

C:\Users\cokshell\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\YM32H7TG\RHY County Council Agenda Request.doc REQUEST FOR CREATION OF NEW BUDGET LINE APPROVAL FROM THE MONROE COUNTY COUNCIL (Rev. 05-04)

Department: YSB Date: 9/22/2015

Fund Name / Number: RHY Grant/8120 New Budget Line Number New Budget Line Name -003-10.0001 Counselor -003-10.0002 Safe Place Coordinator -003-11.7601 Longevity -003-11.8001 FT Health/Dental/Life -003-11.8003 FT Unemployment -003-11.8101 FICA -003-11.8201 PERF -003-20.0001 Safe Place Office Supplies -003-20.0002 Safe Place Materials -003-30.0001 Professional Services -003-30.0011 Mileage -003-30.0013 Staff Training

Reason for request (include a complete description of why a new budget line in this fund is needed and how the money in that line will be used) This request is to create new budget lines and appropriations for our newly awarded Runaway & Homeless Youth Grant. This grant fully funds two fulltime positions (Counselor and YSB Shelter Outreach/Safe Place Coordinator), all associated benefits, some travel and training costs, a stipend for office supplies and materials for Safe Place, and advertising/outreach costs for Safe Place. This is a three year grant, with the first year running from 9/30/15- 9/29/2016.

Department Head Kim Meyer Date: 9/22/2015

Email completed form to the Council Attorney and the County Council

Administrative Assistant in the Auditor’s Office prior to the additional appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates). Requests received after the deadline will placed on the following month’s agenda. REQUEST FOR APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: YSB Date: 9/22/2015

Fund Name / Number: RHY Grant/8120 Budget Line Number Budget Line Name Amount -003-10.0001 Counselor 42,817 -003-10.0002 Safe Place Coordinator 36,793 -003-11.7601 Longevity 800 -003-11.8001 FT Health/Dental/Life 16,718 -003-11.8003 FT Unemployment 0 -003-11.8101 FICA 6,152 -003-11.8201 PERF 11,305 -003-20.0001 Safe Place Office Supplies 300 -003-20.0002 Safe Place Materials 6,000 -003-30.0001 Professional Services 29,177 -003-30.0011 Mileage 1,100 -003-30.0013 Staff Training 9,478 Total: 160,640 Reason for request (include a complete description of why appropriation is needed and how the money will be used) This request is to create new budget lines and appropriations for our newly awarded Runaway & Homeless Youth Grant. This grant fully funds two fulltime positions (Counselor and YSB Shelter Outreach/Safe Place Coordinator), all associated benefits, some travel and training costs, a stipend for office supplies and materials for Safe Place, and advertising/outreach costs for Safe Place. This is a three year grant, with the first year running from 9/30/15- 9/29/2016.

Department Head Kim Meyer Date: 9/22/2015

Email completed form to the Council Attorney and County Council Administrative

Assistant in the Council Office prior to the appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda.

MONROE COUNTY COUNCIL AGENDA REQUEST

Department: Youth Services Bureau

[Note: in 2013 this request will be heard on the second Tuesday of the month. The fourth Tuesday will be a Work Session, unless otherwise advertised.]

Month you wish this Item to be considered: October 2015

Title of Item as it is to appear on Agenda: Appropriation of additional award money to 1503 YSB Grant

Contact Person for further Information (include phone number and email address):

Our agency was awarded a small additional dollar amount from the granting agency after the initial award letter was received. Please see the attached award letter for documentation to this effect. YSB would like to have this money appropriated to our hourly line, which goes to fund our part-time Case Manager. This line can also be used to supplement the Binkley House part-time staff if need arises.

Requested by (electronic signature suffices) Date: 9/14/2015

Please use only this form to place an item on the County Council’s Agenda. If the matter is complex, you may wish to consult with a Councilor or the Council Office.

C:\Users\cokshell\AppData\LoContact the Council Officecal\Microsoft\Windows\Temporary at 349-7312 if you have anyIntern questions.et Files\Content.Outlook\YM32H7TG\1503 Rev: 1-13 County Council Agenda Request.doc REQUEST FOR APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: YSB Date: 9/14/2015

Fund Name / Number: 1503 YSB Grant/9111 Budget Line Number Budget Line Name Amount -003-12.7801 Hourly 757.00

Total: 757.00 Reason for request (include a complete description of why appropriation is needed and how the money will be used) Our agency was awarded a small additional dollar amount from the granting agency after the initial award letter was received. Please see the attached award letter for documentation to this effect. YSB would like to have this money appropriated to our hourly line, which goes to fund our part-time Case Manager. This line can also be used to supplement the Binkley House part-time staff if need arises.

Department Head Kim Meyer Date: 9/14/15

Email completed form to the Council Attorney and County Council Administrative

Assistant in the Council Office prior to the appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda.

June 19, 2015

YSB of Monroe County Kim Meyer 615 S. Adams St., Bloomington, IN 47404

Dear Kim,

Indiana Youth Services Association is pleased to announce that there will be a slight increase in your 1503 Youth Service Bureau annual award from $38,770.00 for 2014- 2015 to $39,527.00 for 2015-2016.

Trying to stay close to the current service unit rates, your agency award will be reimbursed in the following way:

Units Unit Program(s) Funding Cost Difference Unit Served Price Measure Youth Services Bureau of Shelter Monroe County $39,527 39,525.20 1.80 #260 152.02 per diem

The unit number and rate have been adjusted to maximize the amount of the award available to you and revert the least amount possible at the end of the grant year. If you have any questions, please contact Robin Donaldson at [email protected] or 812- 369-5224.

Thank you for your service to Indiana youth and their families. We look forward to continued success in promoting healthy and successful young people in our state.

Sincerely yours,

David Westenberger Chief Executive Officer

Indiana Youth Services Association 445 N. Pennsylvania St., Suite 945 Indianapolis, IN 46204

MONROE COUNTY COUNCIL

REQUESTED AGENDA INFORMATION FOR COUNCIL MEETINGS

TITLE OF ITEM THAT APPEARS ON THE COUNCIL AGENDA:

Planning Department: Request to Fill Vacant Senior Planner Position (PAT IV) at midpoint salary.

DATE ITEM WILL APPEAR ON THE COUNCIL AGENDA: October 13, 2015

CONTACT PERSON: Larry J. Wilson, Director PHONE NUMBER: (812) 349-2561

Presenter at Council Meeting if other than Contact Person:

OFFICE/DEPARTMENT:

HAS THE MONROE COUNTY LEGAL DEPARTMENT REVIEWED ITEM? Yes No

EXECUTIVE SUMMARY: (Please write information for the Monroe County Council in ten sentences or less, relating how this agenda item will be used in the community.)

The Planning Department requests permission to fill the following position at the midpoint range: 101-079-10.0008 Senior Planner PAT IV – 40 Salary: $ 46,041.00 per year

Jackie Scanlan vacated this position on September 23, 2015. She was being paid at the midpoint: $46,041.00. We are requesting to hire Carly Petersen at the midpoint salary. This requires no change in either the 2015 or 2016 budget since the position was already funded at the midpoint.

Signed Date October 5, 2015

Larry J. Wilson REQUEST FOR APPROVAL FROM MONROE COUNTY COUNCIL TO AMEND 2015 SALARY ORDINANCE (Rev. 05-04)

Department: 079 Planning Department Date: 10-13-2015

Fund Name: 1000 County General

Position Number and Name Present Salary Requested Salary

079-10.0006 Planner I 36,232.00 41,408.00 079-10.0007 Planner/GIS 36,232.00 41,408.00 079-10.0013 Planner/GIS 36,232.00 41,408.00

If salary increase request where will the additional funds come from?

No additional appropriation will be needed.

079-10.0006 Planner I has sufficient funds since position was unfilled for 3 ½ months. 079-10.0007 Planner/GIS. To be funded by transfer within 100 Category. 079-10.0013 Planner/GIS. To be funded by transfer within 100 Category.

Reason for Request

These three positions are scheduled to move to 40 hours per week in the 2016 Salary Ordinance. Due to the need to fill a vacant position, the Planning Department will likely be understaffed by one planner position until the end of the year. Moving these positions to 40 hours immediately will help provide staff coverage until the 4th planner position is filled. No additional appropriation will be needed as adequate funds remain in the 100 Category. of the year

Department Head: Date:

Larry J. Wilson 10/07/2015

Send completed form to the Council Attorney and County Council Administrative Assistant in the Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates). Requests received after the deadline will be placed on the following month’s agenda. REQUEST FOR TRANSFER OF FUNDS APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: 079 Plan Commission Date: October 13, 2015

Fund Name / Number: County General Fund 1000 Transferring From: Budget Line Number Budget Line Name Amount 079-12.7801 Hourly/Work Study 10,008.00

Total: Transferring To: Budget Line Number Budget Line Name Amount 079-30.0007 Consultant Fees/Legal Expenses 10,008.00

Total:

Department Head: Larry J. Wilson Date: October 7, 2015

Email completed form to the Council Attorney and County Council Administrative Assistant in the Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda.

REQUEST FOR TRANSFER OF FUNDS APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Auditor Date: 10/7/15

Fund Name / Number: Auditors Ineligible Deductions 1216 Transferring From: Budget Line Number Budget Line Name Amount 20.001 Office Printing and Supply 500.00

Total: Transferring To: Budget Line Number Budget Line Name Amount 30.0012 Legal Notices 500.00

Total: 500.00

Department Head: Steve Saulter Date: 10/07/15

Email completed form to the County Council Administrative Assistant in the Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda.

REQUEST FOR APPROVAL FROM MONROE COUNTY COUNCIL TO AMEND 2015 SALARY ORDINANCE (Rev. 05-04)

Department: Auditor Date: 09/16/15

Fund Name: County General – Auditor 1121-002

Position Number and Name Present Salary Requested Salary

12.7801 Part-Time Hourly $10.00 - $15.00/hr. $10.00 – $19.25/hr.

If salary increase request where will the additional funds come from?

Sufficient amount is already appropriated in this Fund to cover for the remainder of the year.

Reason for Request

To make the hourly salary for part-time staff who is qualified and currently fulfilling the duties of a full-time position more in line with the proper pay for such duties. These duties were previously performed by a fulltime employee and are COMOT IV level work. Further, we request that the Council make this Salary Ordinance amendment retroactive to date of hire of April 21, 2015.

Department Head: Date:

Steve Saulter, Auditor 09/16/2015

POSITION DESCRIPTION COUNTY OF MONROE, INDIANA

POSITION: Payroll Administrator DEPARTMENT: Auditor WORK SCHEDULE: 8:00 a.m. – 4:00 p.m., M-F JOB CATEGORY: PAT (Professional, Administrative, Technological)

DATE WRITTEN: September 1991 STATUS: Full-time DATE REVISED: July 2015 FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The County of Monroe provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Payroll Administrator for the Monroe County Auditor's Office, responsible for administering the County payroll, conducting internal audits, preparing specialized taxes, and coordinating tax reporting.

DUTIES:

Oversees daily operations of all payroll activities, including preparing and distributing County payroll checks for all County employees, and training and supervising payroll employees.

Serves as internal payroll auditor for the County, auditing payroll for all County departments and employees. Plans, organizes, and conducts a variety of internal audits to evaluate payroll functions. Reviews and assesses payroll activities to ensure compliance with established laws, codes, regulations, policies and procedures. Ensures proper application of internal controls.

Identifies payroll discrepancies, documents audit findings, investigates issues, and works with department heads and Auditor to correct and resolve issues. Conducts follow-up audits to ensure issue is corrected.

Receives and responds to State Board of Accounts audit questions and concerns related to payroll and benefits and makes adjustments/changes as needed.

Implements garnishments as directed by court orders or other governmental agencies, such as student loans, child support, and judgments.

Configures and updates payroll ledger database, including posting bi-weekly payroll accounting from various funds, and balancing and reconciling funds for all County departments accordingly.

Auditor/PayrollAdmin Coordinates with County Treasurer for reconciliation of payroll accounts and electronic funds transfers.

Receives payroll vouchers and timesheets from all departments, reviews all timesheets for signature of elected official, department head or office managers. Balances all payroll per fund, departments and updates ledger interface in payroll for all new funds, departments and deductions. Verifies and reconciles assigned general ledger accounts. Adjusts payroll manually for off cycle pay periods to fix discrepancies and payroll adjustments for employees as needed. Creates direct deposit file and sends to Treasurer to submit to banks.

Processes longevity checks, plan commission, board members, uniform pay, transcript pay and all other special pays when applicable.

Prepares claim docket bi-weekly including all payroll expenditures for County Board of Commissioners.

Responds to employee inquiries regarding payroll, deductions, insurance expenses, taxes and various other questions/concerns as appropriate. Assists in providing information and explanation to employees for benefits, personnel policies and work rules. Assists in communicating Human Resource policies and ensuring compliance with County personnel policy. Provides training and instruction for county employees on payroll process and procedures. Distributes necessary documentation for payroll to employees. Communicates with Elected Officials, office managers, department heads and employees regarding inner office transfers, termination paperwork and final pays.

Creates payroll vouchers for Auditors Office staff to process payroll. Maintains Auditor’s staff employee service records tracking all sick, vacation and comp-time. Balances with timesheets for accuracy.

Accumulates employee service records for all other county employees for State Board of Accounts purposes.

Processes new hire paperwork in payroll ledger. Updates payroll ledger with when needed in salaries, job description and appropriation lines. Maintains all paper files securely for direct deposits and garnishment forms.

Prepares proper notification and advertisements to local newspapers as needed.

Creates paystubs via payroll module to upload into the employee portal. Serves as Administrator for county employee portal for new users, passwords and resetting accounts and enrollment.

Creates, runs and distributes payroll reports to officials and departments as needed.

Auditor/PayrollAdmin Verifies employment for all county employees and verifies wages in response to legal requests.

Assists and maintains creation of timesheets for all county employees. Helps departments, and employees with errors in formulas and questions for accuracy in benefit time.

Sends letters to county employees concerning delinquent property taxes provided by County Treasurer’s Office. Maintains the garnishments and ledger pertaining to the delinquent taxes and adjusts payroll deductions accordingly.

Pays all unemployment benefit claims.

Maintains employee and employer paid benefits including all insurance. Resolves all discrepancies with all carriers and employee deductions. Works closely with all insurance carriers to reconcile all deduction issues and makes proper changes to correct invoices and payroll deductions. Reconciles monthly billing from all providers, reviews for accuracy and pays via checks/websites. Terms employees/life events for benefits in PERF and all current agencies uploading files through proper validation and balancing. Adjusts pay and deductions for employees with FMLA leave and workers comp. Creates report in excel to upload and pay employees 957 plan and balances via website. Administers and maintains Sheriff retirement funds, reporting, balancing fund and remitting payments. Setup, administers and pays the Government Reassurance program for Affordable Care Act.

Balances payroll to fill out Federal 941 form for withholdings, prints report and completes the State UC-1 form for reporting quarterly wages.

Processes election workers/poll workers pay as required, balances according to special federal tax guidelines for poll workers.

Closes out payroll for current year to process W-2’s and reports to State and Federal Agencies, entering employer paid portion of employee benefits to comply, and rolling over into new year, sending files to be printed and uploaded to employee portal for electronic printing and viewing.

Processes year end procedures by balancing payroll, manually enters new enrollment deductions for all benefits for all employees.

Processes necessary documentation and ensures compliance with applicable laws, standards and government regulations.

Assists in auditing County pay claims, ensuring proper format, calculations, and compliance with legal requirements. Discusses suitability of purchases with County Auditor as needed, and communicates with County personnel regarding appropriate expenditures.

Auditor/PayrollAdmin Monitors fund balances for individual departments and communicates with all departments regarding their appropriations, budgets and fund status. Assists with the distribution of all fund status reports and responds to individual inquiries concerning funds as appropriate.

Maintains current knowledge of auditing methods, practices, and related laws, codes, regulations, policies and procedures.

Represents the Auditor and office in a customer service role by answering telephones/greeting customers in a welcoming and friendly manner, taking messages, and directing callers/visitors to appropriate individual or department.

Assists other department personnel with budgets, funds, postings and other duties as requested.

Performs related duties as assigned.

I. JOB REQUIREMENTS:

Associate Degree and/or equivalent combination of training and work experience required. Baccalaureate Degree in accounting, finance, or related field preferred.

Thorough knowledge of accounting systems and requirements of Monroe County and all regulating/auditing agencies, with ability to maintain complete and accurate accounting records and compile timely and accurate payroll and other financial reports.

Thorough knowledge of customary and prescribed practices of salary administration in the public sector, with basic knowledge and understanding of County budgets, tax distributions, and the general ledger, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Thorough knowledge of auditing standards and procedures, laws, rules and regulations.

Working knowledge of standard office procedures and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare various legal documents and detailed written reports as required.

Ability to maintain knowledge of all computer software programs used by Auditor's Office, proficiency in spreadsheet and database design, and ability to organize and interpret large amounts of data.

Ability to perform the statutory duties as prescribed for the County Auditor’s Office as authorized by the Auditor.

Auditor/PayrollAdmin Ability to properly operate standard office equipment, including computer, typewriter, calculator, telephone, copier, and fax machine.

Ability to effectively communicate orally and in writing with co-workers, other County departments, County employees, State Auditor’s Office, Government entities, benefits providers, all taxing units of Monroe County, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to understand, memorize, retain and follow oral and written instructions.

Ability to compare or observe similarities and differences between data, people, or things.

Ability to compute/perform arithmetic operations, such as determining salary/wage increases and benefits, calculating taxes, and processing allocations.

Ability to compile, analyze and evaluate data, make determinations, and present findings in oral or written form.

Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions and interruptions, and under pressure from formal schedules, deadlines, and high volume operations.

Ability to apply knowledge of people and locations, plan/layout assigned work projects, and read/interpret detailed prints, layouts, specifications and maps.

Ability to maintain current knowledge of applicable statutes and guidelines, adapt to changes in procedures accordingly, and solve problems under unusual circumstances.

Ability to occasionally work extended, evening and/or weekend hours, and occasionally travel out of town for training/conferences, but not overnight.

II. DIFFICULTY OF WORK

Incumbent performs duties within general guidelines where desired results are indicated. Incumbent is responsible for addressing unusual problems and/or circumstances and may discuss these with his/her supervisor. Incumbent’s decisions have a substantial impact on departmental operations.

Auditor/PayrollAdmin III. RESPONSIBILITY:

Incumbent’s work product is reviewed upon completion for attainment of desired results and conformity with departmental standards and policies. Errors in accuracy of work or decisions are not immediately detected by procedural safeguards or supervisory review of work and may lead to substantial loss of time in the department and have a negative impact on other department operations.

IV. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, County employees, State Auditor’s Office, Government entities, benefits providers, all taxing units of Monroe County, and the public for purposes of explaining procedures and regulations, verifying payroll information, and resolving problems.

Incumbent reports directly to the Chief Deputy Auditor.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting for long periods, keyboarding, lifting/carrying objects weighing 25 to 50 pounds, pushing/pulling objects, bending, reaching, close vision, speaking clearly, hearing sounds/communication, and handling/grasping and fingering objects. Incumbent occasionally works extended, evening and/or weekend hours, and occasionally travels out of town for training/conferences, but not overnight.

Auditor/PayrollAdmin APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Payroll Administrator for the Monroe County Auditor's Office describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined? Yes______No______

______Applicant/Employee signature Date

______Print or Type Name

Auditor/PayrollAdmin

Waggoner ● Irwin ● Scheele & Associates INC

MEMO

TO: Monroe County Personnel Administration Committee

FROM: Kent Irwin/Addie Rooker Waggoner, Irwin, Scheele & Associates, INC.

DATE: September 15, 2015

RE: Classification Review – Financial Cash Manager (Treasurer’s Office)

As requested, Waggoner, Irwin, Scheele, and Associates, reviewed the following position for the Treasurer’s Office.

1. Deputy/Accounting (Treasurer’s Office)

This is a classification review. This position was reviewed in May 2007; at that time it was recommended that the position be reclassified at PAT II. In May 2011, the position was revised and remained classified at PAT II. The job description has been revised and the position is re- titled Financial Cash Manager. The position is responsible for the formulation, implementation and administration of the county’s general and subsidiary ledgers, keeping the Official Monroe County Cashbook, and maintaining accurate records of all County funds received and disbursed on a daily basis.

Added duties include: Oversees daily operations of general ledger, both accounts payable and receivable; Receives and deposits all county accounts receivable payments; Prepares all investments of county funds and monthly reconciliations of all cash on hand and in various investment accounts; Sets up all new investments in Harris Financials and on Cashbook; Reports all treasurer’s account payable claims, ensuring proper format, calculations, and compliance with legal requirements; and Attends and participates in County Council work sessions, and Commissioners and department head meetings as required.

Deleted job duties include: Performs various clerical functions such as pulling/copying cancelled checks, operating check signer, organizing and administering automatic debit of taxpayer’s bank accounts, working with mortgage companies and tax services for payments by tape, processing credit card payments, performing daily computer backups, receiving monies and posting receipts from other County departments, and periodically placing stop payment orders and/or copying checks as required; and Maintains and updates office website, including adding information such as tax rates, due dates, personal property tax demand and judgment information, and methods of calculating taxes.

The job requirements for this position have been updated: Baccalaureate Degree in Business, Accounting, Mathematics, or related field with two years’ accounting experience or Associate Degree in Accounting with four years’ experience, with at least two in governmental accounting, or ten years of professional accounting experience, or a Certified Public Accountant certification.

In our view, the job requirements listed on the job description for this position are too broad. Overall, it is recommended that the County tighten the controls over the education and experience qualification requirements for such financial positions.

We have assessed this position respective of other positions in the PAT job category and re- factored the position using the Factor Evaluation System (FES) job classification point-factor guide charts for PAT positions.

Recommendation:

Contingent upon the position requiring a Baccalaureate Degree with two years of accounting experience or a Baccalaureate Degree with a Certified Public Accountant certification, we recommend the position be reclassified to PAT IV. We factored the Financial Cash Manager at 405 factor points based upon the above contingent requirements. It is also recommended that the position job title be changed from Deputy/Accounting to Financial Cash Manager.

2 REQUEST FOR CREATION OF NEW BUDGET LINE APPROVAL FROM THE MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Recorder Date: 9/8/2015

Fund Name / Number: GEN 1000-004 New Budget Line Number New Budget Line Name 1000-004-30.0008 Records Management Contractual

Reason for request (include a complete description of why a new budget line in this fund is needed and how the money in that line will be used)

The Monroe County Recorder would like to discuss plans for a comprehensive records management plan with the County Council. Since taking office in 2015 Recorder Schmitz has been working on the management of the county’s records by hiring a part time Archivist to finish the Cantol Wax project, began organizing the Jim Fielder Archives to become an accessible library for the public and county departments and setting quarterly meetings for the Monroe County Local Records Commission so public offices can responsibly destroy or move their records.

However, the amount of documents, software, equipment and processes vary so extensively from department to department we believe that a Certified Records Management Consultant is needed to do an assessment and make recommendations for the management of documents of all county offices. The Recorder is willing to provide staff to assist, the commissioners have provided space for the Jim Fielder Archives and continue to work towards climate controls and other safety measures.

This is truly a county wide effort to deal with a county wide problem. We would need an additional appropriation of $10,000 from the General fund, est. cost $6k-$8K. We have worked with legal to develop an RFP and if we have support we could begin addressing the plan in 2016. It is also the intention of the Recorders office to seek grant funding to implement aspects of the plan.

Department Head Eric Schmitz, Recorder Date: 8/6/2015

Email completed form to the Council Attorney and the County Council

Administrative Assistant in the Auditor’s Office prior to the additional appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates). Requests received after the deadline will placed on the following month’s agenda. REQUEST FOR ADDITIONAL APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Recorder Date: 9/8/2015

From Fund Name/Number: GEN 1000 Fund Name / Number: GEN 1000-004 Budget Line Number Budget Line Name Amount 1000-004-30.0008 Records Management Contractual 10,000

Total: 10,000 Reason for request (include a complete description of why appropriation is needed and how the money will be used) The Monroe County Recorder would like to discuss plans for a comprehensive records management plan with the County Council. Since taking office in 2015 Recorder Schmitz has been working on the management of the county’s records by hiring a part time Archivist to finish the Cantol Wax project, began organizing the Jim Fielder Archives to become an accessible library for the public and county departments and setting quarterly meetings for the Monroe County Local Records Commission so public offices can responsibly destroy or move their records.

Department Head Eric Schmitz Date: 8/6/2015

Email completed form to the Council Attorney and County Council Administrative

Assistant in the Council Office prior to the appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month’s agenda. Monroe County Recorder Certified Records Consultant

Consultant: Need (Academy of Certified Archivists) Rate: $6,000-$8,000 Deliverable: 10 yr. Records Management Plan for Monroe County Government

Timeline 2-3 months: Needs Assessment 3-4 months: Records Management Plan

Goal: The Monroe County Recorder would like to work with leadership to provide Monroe County Government with a long-term records management plan that will allow officials to better preserve, manage and enhance access to our public record inventory. The plan should be innovative, meet all state record management requirements, include best practices, provide a standardized road map for elected official and departments, and identify community resources that will be vested in the ongoing maintenance of the Monroe County Records Management Program and Archive.

Assessment should include:  Interviews with department heads and elected officials  Evaluation of departmental compliance with state retention schedules o Recommendation  Evaluation of current paper load (linear feet) o Recommendation  Evaluation of current storage space o Recommendation  Evaluation of software and technology capabilities o Recommendation  Evaluation of equipment o Recommendation  Evaluation of historic archives o Recommendation  Evaluation of training and education needs o Recommendation  Evaluation of intellectual control of materials o Recommendation  Evaluation of community resources o Recommendation

The recommendations would then be developed into a strategic long-term plan that will enable Monroe County Government to access and/or provide funding for implementation and ongoing maintenance.

Monroe County Records Management Plans should include:  Short term plan (1-3 yrs)  Mid term plan (4-6 yrs)  Long term plan (7-10 yrs.

ANDREW JOSEPH GUENTHER JR. 703 W. Gourley Pike, Apartment 74 Bloomington, Indiana (412) 515-6827 [email protected]

Monroe County Council 100 West Kirkwood Avenue Room 306 Bloomington, IN 47404-5140

To Whom It May Concern,

I am writing to express my interest in filling a vacancy on the Environmental Quality and Sustainability Commission. While I understand that there may be many others applying for this opening, I believe my passion, education, and experience make me an ideal candidate to fill a county commission position.

Since I was in high school, I worked hard to serve my community. I worked with a political caucus which strove to ensure that youth were active in local, state, and federal government. As an executive board member with the High School Democrats of America, I strove to ensure that issues of pollution, global warming, and resource protection/management were top priorities of the organization. I continued these efforts as a member of the executive board of the College Democrats of Indiana and as the Vice-Chair of my precinct for the Monroe County Democratic Party.

I am also experienced in the realm of public policy. I study with the School of Public & Environmental Affairs as a Law & Public Policy major. Here I am also in the process of becoming an honors and accelerated masters student. I hope to get my Masters in Public Administration by 2018. I have been an accomplished student, making the Executive Dean’s List three semesters consecutively and becoming President of the Mortar Board Honor Society.

Additionally, I worked in Washington D.C. with the Alliance for American Manufacturing as a Public Policy Fellow. With this advocacy organization, I analyzed national policies and proposed legislation, focusing on transportation, urban development, and environmentalism. I was given the opportunity to work with Members of the U.S. Congress, their staff, and lobbyists from across the nation.

I also currently work with the Greater Bloomington Chamber of Commerce as a Public Policy & Advocacy Intern. In this role, I analyze local, economic policies to determine their impact on businesses and local government. Part of this position involves following the activity of the County Council.

I thank you for the opportunity to express my interest in this open position. As I have stated, I have a deep passion for Monroe County. It has truly become my new home and a place where I want to live for years to come. Any opportunity to help improve my community is an opportunity that I am excited to undertake. I look forward to hearing from your office regarding this matter.

Sincerely,

Andrew J. Guenther Jr. Andrew J. Guenther Jr. ANDREW JOSEPH GUENTHER JR. 703 W. Gourley Pike, Apartment 74Bloomington, Indiana(412) 515-6827[email protected]

EDUCATION Indiana University Bloomington, IN School of Public & Environmental Affairs May 2017 Bachelor of Science in Public Affairs Major: Law & Public Policy Area Certificates: Political and Civic Engagement & Public Management Minor: Political Science

School of Public & Environmental Affairs, Summer Abroad Augsburg, Germany/Bergamo, Italy Topics Course: Globalization of Public & Private Sector Interaction May 2015

EXPERIENCE The Greater Bloomington Chamber of Commerce Bloomington, IN Public Policy & Advocacy Intern June 2015 - Present . Serve as an official representative from the Chamber to various governmental committees/councils. . Analyze proposed legislation and ordinances to determine their impact on local businesses. . Assist in the management of economic development efforts in the Bloomington area.

Indiana University, Division of Residential Programs and Services Bloomington, IN Hourly Support Staff, Office of Residence Hall Assignments September 2014 - Present . Follow federal confidentiality laws to provide a safe atmosphere for sensitive information. . Revamp and manage facilities management and record-keeping processes. . Actively display a mastery of university policies and procedures.

Alliance for American Manufacturing Washington, D.C. Public Policy Fellow June – August 2014 . Attended hearings and events on behalf of the organization and updated DC staff on the programs. . Worked closely with the legislative affairs team to lobby members of Congress on various issues. . Created legislative updates for DC staff to keep them knowledgeable on federal/state affairs. . Analyzed proposed legislation to determine its impact on the goals of the organization. . ACTIVITIES Monroe County Democratic Party Bloomington, IN Precinct Vice Chair April 2015 - Present . Collaborate with various stakeholders to ensure an environment conducive to Democratic policies. . Participate in voter registration to gain optimal participation in the democratic process. . Work alongside Democratic leadership to ensure the promotion of party goals.

Mortar Board Honor Society, Indiana University Chapter Bloomington, IN President April 2015 - Present . Actively pursue partnerships with other organizations to better the existence of Mortar Board. . Organize, run, and ensure effectiveness of all chapter meetings, programs, and conferences. . Work alongside the Dean of Students to ensure academic and service standards are upheld.

Bloomington Faculty Council Bloomington, IN Educational Policy Committee Member January 2015 - Present . Reexamine the effectiveness of various questionnaires in regards to accurate measurement. . Operate alongside faculty to suggest new policies to the Office of the Vice Provost. . Analyze university policy regarding evaluations of professors and courses.

MONROE COUNTY GOVERNMENT BOARDS AND COMMISSIONS APPLICATION

Date: Septerber 15, 2015

Katharine "Kittv" Liell Name:

4719 E. Moores Creek Rd. Bloomington, lN 47401 Address:

(812) Phone: (home) 333-0583 (work) (81 2) 333-5355 (cell) (812) 606-2816 (email) kliell@ liellmcneil.com

Are you a resident of Bloomington, Ellettsville or Stinesville, or of an unincorporated area of Monroe CountY? Yes

Perry Township Residence: occupattoniAttornev '

Board(s)/ Commission(s) for which you are applying: A laahal Tnhanna l^nmmiccinn

Why are you interested in applying for this position? As a practicing crirninal defense attorney, I have always haen inrerested in alcoholissues, inclucling its requlation, and how those issues imDact our communitv.

Please list your qualifications for this position I aln an atinrncy ihat has enmp familiarity with thc rpgr rlAtory schcme r rn.lcr whinh thc Commissinn nn6latoc

You may attach a resume, or additional sheets to expand on your answers above, if you would like to present additional information.

Please return this application to the Monroe County Commissioners'Olfice OR to the Monroe County Council Office: 1OO W. Kirkwood Avenue, Bloomington, lN 47404; Fax: 812-349-7320; Email: [email protected]; or [email protected] uS. To save paper, e-mail attachments are a preferred way to submit an application. All applications will be held for one year; as various openings come up you may be contacted to see if you are interested in serving. Katharine C. Liell 4719F,. Moores Creek Road Bloomington, Indiana 47 40I (812) 333-s3s5 kliell@liellmcneil. com

EMPLOYMENT

. Liell & McNeil AttorneYs P.C. Bloomington, Indiana. Attorney, Partner Practice emphasizes all aspects of criminal defense, from trial through appeal and post conviction relief.

. special Assistant to the state Public Defender (1993-present) Piovide contract legal defense services by appointment on case-by-case basis with the State Public Defender.

. Partner, Liell & McNeil (June 1993- April 1998) Wabash,Indiana

. Public Defender (July 1993-1996) Wabash CountY Circuit Court

. Sole Practitioner (June 1992-Jwrc 1993) Indianapolis, Indiana Primary concentration in criminal defense, both atlrial level and appellate level.

. Public Defender (June 1992-June 1993) Marion County Superior Court, Criminal Division, Room 1 Indianapolis, Indiana

. Associate Attorney, McCluren McClure & Kammen (January 1989-June 1992) Indianapolis, Indiana primary concentration in criminal defense and constitutional law in state court. Experience in trial and appellate practice.

PROFESSIONAL

Admitted to Bar as follows: Indiana (1989); Northern and Southern Federal Districts of Indiana (19S9); 7th Circuit Federal Court of Appeals (1991) Co-Author . "Survey of Recent Developments in Indiana Criminal Law and Procedure", 23 Indiana Law Review 303-327 (1990)

Board of Directors . Monroe County Public Defender (2007-2009) . Indiana Public Defender Council (1993-2005) Chairp erso n (20 0 0 -20 02) . Indiana University Alumni Association, School of Law, Indianapolis (1999-2003) . Indiana State Bar Association, Criminal Justice Section (2008-2011)

Faculty . Indiana Public Defender Council, "Cross Examining the Expert Toxicologist" (April20ts) . Southem Indiana Trial Skills, Indiana Public Defender Council (April2008) . Southern Indiana Trial Skills, Indiana Public Defender Council Q'Jovember 2006) . "6th Amendment Evidence", Indiana Continuing Legal Education Foundation (November 2006) . "6th Amendment Evidence", Indiana Public Defender Council (December 2006) . "Evidence", Indiana Public Defender Council (April 2005) . "Voir Dire and Four Defenses", Indiana Public Defender Council (April2003) . Southern Indiana Trial Skills, Indiana Public Defender Council (October 2002) . "The Three Defenses: Defenses in Rape and Child Molest Cases, the Alibi Defense and Defenses to Constructive Possession", Indiana Public Defender Council (April2002) . Indiana Trial Skills Institute (November 2001) . Indiana Trial Skills Institute (November 2000) . Indiana Trial Advocacy College (1998-present)

Lecturer . "Defending Child Molest Cases: Rule 404(b)" ICLEF (July 1997) . "Indiana Rules of Evidence, Article IV" ICLEF (December 1999)

Guest Lecturer . Mauer School of Law, Bloomington Indiana (2012,2013,2014)

Author . Various articles in The Defender, a publication of the Indiana Public Defender Council

Member . National Association of Criminal Defense Lawyers (1989-present) . Indiana Association for Criminal Defense Lawyers (1997-present) . Indiana Bar Association (1989-present) . Monroe County Bar Association (1998-present) . Indianapolis Bar Association (1989-1996) . Wabash County Bar Association (1993-1998)

"Super Lawyer" . Law and Politics publication. Voted by peers in State of Indiana every year since inception; voted top 25 female criminal defense attorneys in State of Indiana (1999-present)

EDUCATION

. National Criminal Defense College Mercer Law School, Macon, Georgia (1991)

. Indiana University School of Law Indianapolis, Indiana J.D. (December 1988) Executive Editor, Notes and Topics, Indiana Law Review, Volume 21 Recipient, George D. Banta Fellowship (1988) Dean's Tutorial Society (1 987- 1 988) Board of Directors, Student Bar Association (1987) Top Paper, Prof. William F. Harvey, Civil Procedure (1985) Co-Chairperson, Board of Directors, Client Counseling (1987-1988) First Place, Client Counseling (1987)

. Indiana University Bloomington, Indiana B.A., Political Science (1983)

. University of Kent Canterbury, England Diploma, Politics and International Relations (1982)

COMMUNITY

. Steering Committee Member, Democratic Women's Caucus (Cunent)

. Member and Volunteer, Montoe County YMCA (1998-present)

. Domestic Violence Task Force (2013-2014)

. Bloomington North Rotary Club (2000-2010)

. Wabash Rotary Club (1993-1998)

. President, Jackson Creek PTO (2007-2008)

. Board,Indiana Friends of Nyaka (2008-2012) Katharine "Kitty" Liell

Ms. Liell is a Partner in the Bloomington, Indiana firm Liell & McNeil Attorneys, P.C. Before relocating to Bloomington, Ms. Liell's hometown, in 1998, she practiced in both Northem and Central Indiana for several years. Ms. Liell's practice is devoted to all aspects of criminal defense, including trials, appeals and post conviction matters. Ms. Liell is a contributing author to the Indiana Defender and other legal publications, including the Indiana Law Review. In 1991, Katharine attended the National Criminal Defense College in Macon, Georgia. Ms. Liell was formerly the Chairperson of the Board of Directors of the Indiana Public Defender Council, where she was a board member from 1993 to 2005. Ms. Liell served on the Board of Directors of the Indiana University Alumni Association for the law school in Indianapolis, and serves the faculty of the Trial Practice Institute of behalf of the Indiana Public Defender Council. Ms. Liell has been named "Super Lawyer" as voted by her peers every year since the award was established. Recently Ms. Liell joined the Board of Directors of the Innocence Project at the Robert McKinney School of Law. Katharine has tried many high profile cases, and has appeared numerous times on CBS, NBC, ABC, 20120, and 48 Hours, most recently for being part of the legal team for David Camm, who was falsely imprisoned for 13 years and was recently exonerated. Ms. Liell received a Diploma in Politics and International Relations from the University of Kent, Canterbury, England in 1982 and a B.A. in Political Science from Indiana University in 1983. Ms. Liell graduated from Indiana University School of Law, Indianapolis in 1988, and was admitted to the Indiana Bar shortly thereafter. Besides Ms. Liell's private criminal defense practice, she also serves as Special Assistant to the State Public Defender, and continues her many pro bono and community based projects. Exhibit A: Fiscal Impact of moving VA Service Officer/Director to FT, PAT II

2016 Base 2016 Min 2016 1yr 2016 3yr Salary$ 21,024.50 $ 38,195.00 $ 40,123.00 $ 42,049.00 Fringe (21%)$ 8,020.95 $ 8,425.83 $ 8,830.29 PERF (14.2%)$ 5,423.69 $ 5,697.47 $ 5,970.96 FICA (7.65%)$ 1,608.37 $ 2,921.92 $ 3,069.41 $ 3,216.75 Total$ 22,632.87 $ 54,561.56 $ 57,315.71 $ 60,067.00 Fiscal Impact in 2016:$ 31,928.68 $ 34,682.83 $ 37,434.12

Exhibit B: Fiscal Impact of moving Planner 1 and Planner/GIS positions to 40 hrs (Estimated Based on 10 weeks remaining in 2015 and FY 2016)

2015 PAT III (350 hrs) PAT III (400 hrs) Salary: $19.91/hr$ 6,968.50 $ 7,964.00 Fringe (18%)$ 1,254.33 $ 1,433.52 PERF (14.2%)$ 989.53 $ 1,130.89 FICA (7.65%)$ 533.09 $ 609.25 Total$ 9,745.45 $ 11,137.65 Fiscal Impact in 2015:$ 1,392.21 x 3 positions =$ 4,176.63

2016 PAT III (3yr) 35hrs PAT III (3yr) 40 hrs Salary: $21.45/hr$ 39,030.00 $ 44,606.00 Fringe (21%)$ 8,196.30 $ 9,367.26 PERF (14.2%)$ 5,542.26 $ 6,334.05 FICA (7.65%)$ 2,985.80 $ 3,412.36 Total$ 55,754.36 $ 63,719.67 Fiscal Impact in 2016:$ 7,965.32 x 2 positions =$ 15,930.64

2016 PAT III (1yr) 35hrs PAT III (1yr) 40 hrs Salary: $20.46/hr$ 37,232.00 $ 42,551.00 Fringe (21%)$ 7,818.72 $ 8,935.71 PERF (14.2%)$ 5,286.94 $ 6,042.24 FICA (7.65%)$ 2,848.25 $ 3,255.15 Total$ 53,185.91 $ 60,784.10 Fiscal Impact in 2016:$ 7,598.19 x 1 position$ 7,598.19

Total Fiscal Impact in 2016 for all three positions: $ 23,528.83 Exhibit C: Fiscal Impact of moving Auditor's Office Payroll Admininstrator from COMOT V to PAT IV for the remaining 10 weeks in 2015 and FY 2016

COMOT V (350 hrs) PAT IV (350hrs) 2015 18.13/hr 21.09/hr Salary$ 6,345.50 $ 7,381.50 Fringe (18%)$ 1,142.19 $ 1,328.67 PERF (14.2%)$ 901.06 $ 1,048.17 FICA (7.65%)$ 485.43 $ 564.68 Total$ 8,874.18 $ 10,323.03 Fiscal Impact in 2015:$ 1,448.85

COMOT V PAT IV 2016 18.68/hr 21.63/hr Salary$ 33,995.00 $ 39,375.00 Fringe (21%)$ 7,138.95 $ 8,268.75 PERF (14.2%)$ 4,827.29 $ 5,591.25 FICA (7.65%)$ 2,600.62 $ 3,012.19 Total$ 48,561.86 $ 56,247.19 Fiscal Impact in 2016:$ 7,685.33

Exhibit D: Fiscal Impact of moving Treasurer's Office Financial/Cashbook Position from PAT II to PAT IV for the remaining 10 weeks in 2015 and FY 2016

PAT II (350 hrs) PAT IV (350hrs) 2015 19.67/hr 22.14/hr Salary$ 6,884.50 $ 7,749.00 Fringe (18%)$ 1,239.21 $ 1,394.82 PERF (14.2%)$ 977.60 $ 1,100.36 FICA (7.65%)$ 526.66 $ 592.80 Total$ 9,627.97 $ 10,836.98 Fiscal Impact in 2015:$ 1,209.00

PAT II PAT IV 2016 20.22/hr 22.68/hr Salary$ 36,793.00 $ 41,286.00 Fringe (21%)$ 7,726.53 $ 8,670.06 PERF (14.2%)$ 5,224.61 $ 5,862.61 FICA (7.65%)$ 2,814.66 $ 3,158.38 Total$ 52,558.80 $ 58,977.05 Fiscal Impact in 2016:$ 6,418.25

MINUTES MONROE COUNTY COUNCIL COURTHOUSE, NAT U. HILL MEETING ROOM SEPTEMBER 8, 2015

Pursuant to proper notice, a Regular Session of the Monroe County Council was called to order at 5:30 p.m. on September 8, 2015 at the Monroe County Courthouse, Nat U. Hill Meeting Room, Bloomington, Indiana 47404. The presiding officer was Cheryl Munson, President. A quorum was present, including:

Councilors Present: Cheryl Munson, President Shelli Yoder, Vice President Lee Jones Marty Hawk Ryan Cobine Rick Dietz Geoff McKim

Not Present:

Also Present: Michael Flory, County Council Attorney Steve Saulter, Auditor Marilyn Stonecipher, Deputy Auditor

I. CALL TO ORDER

The meeting was called to order by President Munson.

II. PLEDGE OF ALLEGIANCE

President Munson led the Pledge of Allegiance.

ANNOUNCMENT

(Munson) We will have this very brief regular session to handle a few items of business and then we’re going to take a break while CATS makes some technical changes to handle our budget session and after our break we will resume our budget hearings.

III. PUBLIC COMMENT

(Scott Wells) Good afternoon. I used to be a County Councilmen. You’ve got some major decisions to make on the budget. I just want to make a few comments on the process. As you know I haven’t been happy about the way the Commissioners came and tried to approve their budget increase for their salaries. To me it was the process by which they did that. Of course, you always want to announce your proposed budget and everything and if you’re a president of a stormwater management board you should have been informed otherwise it is kind of a closed‐door meeting and you have the document which I gave you already presented at the meeting and of course the president never even saw it so it is already agreed to that is not really the process you should be doing. So I’ve kind of – if I was going to vote on a salary increase that would be in my mind is we’ve got to have better process, that’s not the way to do it.

But I want to talk about what the paper wrote here regarding your September 1 meeting which is the first day. “Since data provided ahead of the hearing show that salaries of County Commissioners are below average and the County Council is above average when they compare with peer counties.” What I’ve provided you is from the Department of Local Government Finance. A good smattering if you’re doing statistics – and I’m not talking inferential statistics, I’m talking about descriptive statistics – you take maybe look at Monroe County I’m using the 2014 Census data there of 137,974 then I add 25,000 above and get some good smattering of counties and then I go 25,000 people below. So that’s what I have there between Hendrix and Clark Counties. Then if you look at the population and their budgets you’ll find that in fact your statement that is in the paper is not really correct. It could be argued that in some cases the Commissioners are being paid too much. For example, look at Hendrix County. You have 145,000 approximately and they have a budget of $65 million and then if you look at their 2014 commissioners’ salary it is $30,960. Johnson County’s got 2,000 more people than we have. They have a little bit lower budget of $46 million and their commissioners’ salary is $23,664. Of course Monroe County is listed there. The only aberration is Madison County. Yes, in that case if you look there they have about 6,000 people less than we have but they are paying them about $40,000 a year, each commissioner. But that’s the only one that shows an increase; all the others show a decrease. You look at Delaware it is $30,732; LaPorte, $31,000; Clark County only $22,504. So what I do and in any statistical thing usually you throw out the high score throw out the low score so you throw out Madison you throw out Clark and every one of those counties show a salary less than what the Monroe County Commissioners are being paid now. And that’s just from the Department of Local Government Finance. You can check those numbers yourself.

The last thing I’d like to say is when I was here Monday I thought it was kind of humorous when County Commissioner Julie Thomas said, “we’re full‐time employees.” I don’t know has that been reclassified because I don’t remember Commissioners being considered a full‐time employee. But I want you – that gave me a quandary, a bewilderment, and that’s this. I’m looking at Commissioner Pat Stoffers works from 8 to 5 over at the City of Bloomington Utilities and makes $60,000 a year so if he’s working as a full‐time employee here in the County he’s working from 8 am to 4 pm. The question I have is how can somebody work in two different locations at the very same time if they’re both full‐time employees. So that is the one I still can’t figure out and if someone can give me an answer to that question I’d certainly appreciate it.

But anyway I’d just like to thank you for your time. You’ve got some important issues to decide but I still would have trouble giving them a $500 raise because of the faulty process that they went to try to get the raise and by the way their salary that they were asking for was 22 times more if you’re going with the $11,000 in their budget, if you go with the $12,000 in the Stormwater budget it is 24 times more than the $500 you recommended for a cost‐of‐living increase. But anyway, the budget is not over til you finally adopt it and I think it is on the 22nd and I hope you can find the roughly $2 million because I know you have a deficit of I think it was $1.9 million you said on the first day and that’s a lot of money to start cutting and you know given salaries of that high a number in the starting block, I’m glad you made a smart decision there. Thank you.

IV. DEPARTMENT UPDATES

None.

V. RECORDER’S OFFICE Request for Approval for Creation of New Budget Line and Simultaneous Additional Appropriation Fund 1000‐004 County General‐Recorder 30.0008 Records Management Contractual $10,000.00

Yoder made a motion to approve the request for creation of new budget line and simultaneous additional appropriation. Jones seconded. September 8, 2015 Page 2

(Eric Schmitz, Recorder) Good evening. Thank you for having us here tonight. We are here in the joyous spirit of the budget season to request the approval for the creation of a new budget line in our General Fund and a simultaneous additional appropriation of $10,000. This will be used to pay for a professional records consultant who will work with County departments to formulate a short‐, medium‐, and long‐term plan for records management and preservation. We expect to use approximately $6,000 to $8,000 of this budget. My Chief Deputy has been working on this for roughly four years whereas I have only been involved for no more than my eight months in office. Therefore, so you that you can hear from the person with the most intimate knowledge of the subject, I’m going to let her get into the details with you this evening. I want you to know that I am fully in support of this effort because while written records may be as detailed and complete as they possibly can be, they really are only as valuable as they are accessible. And with that, please welcome my Chief Deputy, Ashley Cranor.

(Ashely Cranor, Chief Deputy Recorder) Good evening, Council. Tonight, as Eric mentioned, we wanted to discuss briefly the state of our County records. A quick overview. I know you have a lot to do tonight so we’re going to do a quick background on the current status and what a records management consultant would mean for our County.

Back in 2010 the Courthouse basement was inflicted with a bunch of water both through pipes and from water coming from the outside into the basement and that was where we were currently storing all of our books, all of our historic records. And so it was a huge move back then to a) find an off‐site location, because they felt like we needed an off‐site location in order to preserve and protect these books, it needed to be climate controlled, we did not own the Showers Building at that time. So Mr. Fielder, at that point in time, contracted to lease a basement over in the Cantol Wax Building which is just a block and a half east of us here which was closely located to the Courthouse in case departments needed to access their books. Well it was climate controlled, it was still a basement and inevitably the worst thing happened, we did have a pipe burst in 2011 and not only was it just water but it was sewage and it went undetected for a very, very long period of time because people just don’t access our records that often. It was during the heat of the summer and then the air conditioning went down and yes we had molds of many colors down there. It was not a good place to be. It was a really sad state to see our historic books down there.

Jim had come to me to ask if I could help whether it was writing grants, at the time I was working for the County Commissioner, or come up with any other additional resources. We got in touch with the IU Lily Library and Jim Canary helped us with the rehabilitation of Cantol Wax. I do want to note that the cost of moving and keeping our records in unsafe and unprotected environments has cost the Perpetuation Fund a lot of money over time – whether it has been for the treatment of the books or paying $1,300 a month for off‐site rentals. And I do want to note that the Perpetuation Fund was getting really knocked down which is one reason why we’re coming to you at this point in time because while Jim was paying for the $1,300 we were also paying for salaries and it was that point in time that the Auditor’s office stepped in to offer additional support in funding the safe keeping or the keeping of our records.

We started working on the mold treatment by freezing and cleaning these books back in 2011. We have approximately over 2,500 books. That project stopped when Jim passed and books remained moldy and untreated over in the Showers Building up until Eric took office this January and once we got into office we located the young man who has been helping us do the rehabilitation in the past and he came back and he’s finished the project. And that brings us up to today.

I really want the Council and the community to think about this as County‐wide. The archives hold all depart‐ ments. Recently, we just took over 500 boxes of permanent records for the Auditor’s office that were sitting in the basement down here at the Courthouse. And those too, with the humidity and the water, the boxes were getting moist and so we had our staff go down and identify what permanent records we needed to get out of there and put them in the archives for safekeeping. September 8, 2015 Page 3

So the archives is currently housing only permanent records which would be our books and some of the Auditor’s records at this point. We’ve completed all of the treatments and Jonathan is currently in the proce4ss of wrapping some of our most frail books that we have. The Commissioners are working with Honeywell and the engineers to work on climate controls. Right now it is still a vulnerable site. We do have sprinklers that could just go off at any time and effect our books. We’re working on the inventory that is in there – not just in the archival space but also in our Recorder space and the Clerk has done a lot of inventory which are combining everything into a large County‐wide catalog; that’s what we hope to get to at some point.

When it comes to records and management, like the boxes that I was talking about, we currently house them in five different County locations; whether it is here, the Health Department, Showers, or the Highway Garage and then count everybody’s office, we’ve got paper everywhere. We also have some of our older stuff at the Historical Society and we thank them, they take very good care of our records. We also understand that we have an unknown number of off‐site storage. A lot of our departments and Elected Officials over time have run out of space and so they’ve rented storage space in Fort Wayne, Indianapolis, Evansville, and here in Bloomington and that’s just kind of a few from me talking to departments that I’m aware of. As far as I know, the Recorder’s office is one of the only offices at this point in time that is doing front‐end scanning. We are not generating any more paper; we’re not generating any more books. It is time to bring a lot of our other departments on board with that, that includes software, equipment and changing of behaviors and things like that.

We have an immense amount of back scanning to do. The Highway Garage is full of permanent records that need to be microfilmed. The archives, all of it needs to be microfilmed. I think Clerk Robbins is probably the one who has the biggest advantage. She has been working on her scanning and microfilm for the last couple of years.

So the next slide actually will show you a picture of what our archives look like today. As you can see it is starting to feel and look more like a library. The books are cleaned and organized. The middle picture is the work station where John is taking some of our most‐frail books, kind of like the one like I have right here. This is a road book that I got from Bill Williams. This will be going into the archive space and it is dated from 1818 and he’s been taking really good care of it but the binding on this, if you can see that, is just crumbling apart. This book is actually in fairly‐decent shape in comparison to a lot of our records that we have in the archives. And just because we have a bicentennial coming up and this book came from Bill Williams, I thought I would read you a quick passage that I found just to kind of bring home and add some color as to why there books and records are important. This was a record from August 9, 1824, and I’m only going to read a part of it but the reason I was fascinated by it is it is talking about the development of roads and it has a lot of families that we’re familiar with here in Monroe County. It starts out with:

At this time was presented the following report to wit:

We, the undersigned, after being sworn according to law have proceeded agreeable to all order of the Board of Commissioners May 10, 1824, to view and mark out the way proposed for a public road commencing at the northeast corner of West Buskirk’s old place and ending at the northeast corner of Section 9 and are of the opinion that a tolerable good and useful road can be made on the following route to wit:

Beginning at the northeast corner of Buskirk’s old place and running with the stakes and blazes to Buskirk’s present farm then through Buskirk’s field leaving the corn on the left and the stable and the dwelling house on the right, passing the corner of Buskirk’s orchard fence then turning to the left with the blazes through Buskirk’s pastures until said blazes intersect the old roads opposite of St. Hurley’s field.

September 8, 2015 Page 4

We have the Buskirks, we have the Fleanors, and we have the Young family all mentioned in the development of one of our very first roads and it finishes with:

Thence with the old road straightening the necessary winds to the northeast corner of Section 9 in Township 9 north Range 1 east, given under our hands this 9th day of August 1824.

Road viewers: Joseph Percy, Granville Ward, and Joel Ferguson

This is the kind of stuff we need to keep. We also have a big road coming through Monroe County right now and that will soon be a very important part of our history, our children’s history, children who grew up in those farms that are no longer there and so when we talk about trying to preserve this book, these documents, all I can say is that we have a lot of wealth of information. A side note is that Bill Williams did mention that this is one of 12 books and we have somewhere around here the actual hand‐drawn road maps from 1818 and 1824. We just don’t know where they are.

So, as Eric said in our introduction, we are asking for $10,000 on the upwards amount to hire a certified records and archivist consultant to write a plan for Monroe County. This would be a comprehensive plan with short‐, mid‐, and long‐term goals. You know with our bicentennial coming up and the fact that I’ve been working and talking to departments and that I’ve worked with two Council members here on grants to the NEAH to try and get a $6,000 to $8,000 grant to have a planner come down and do this for us, we’ve tried twice, and Cheryl Munson and Geoff McKim both know how to write grants, I know how to write grants, and it takes a year. We could try again and it would take a lot of resources but it wouldn’t be until the end of next year that we may or may not get the grant. So with that we felt that this was too important and we’ve got momentum and we’ve got staff that we would come and ask for this request. I would really like for these records to be in better shape for our tri‐centennial when that one comes around.

Do you guys have any questions concerning what the records consultant would be doing?

(Cobine) Is this just for records under the purview of the Recorder’s office at this point? Because you did mention sort of a comprehensive plan that would entail a County‐wide change in behavior, I believe you referred to it as.

(Cranor) No, currently we only have the resources to take care of the Recorder’s items although we do have part‐time staff manning and working in the archives. This records management plan would be for all of the departments. So this individual would meet with the Highway Department and talk to them about [their needs and how they’re storing things and what type of software they use.] Like I had mentioned, Clerk Robbins has made a lot of progress and she has been utilizing best practices and has some software that we might very well be able to integrate fairly easily. The problem is that it is just too much. I tried to do it. We’ve met before and tried to figure it out from the inside and have departments work together and try and discuss software and equipment. It is a huge undertaking so it would be comprehensive and at the end of the day we would have a plan that would allow us to have a public catalog of what our items are and where you can find them and maybe even images too.

(Cobine) What about in terms of an ongoing – like you said, the Recorder’s office is the only one that has no new paper and is that part of this project as well?

(Cranor) That would be part of it. The records consultant – Kevin Dogan and I worked on the RFP together and in it we ensured that we followed kind of the scope of the NEH grant so that when we get a plan we can actually apply to NEH and NPRC and all these other avenues to fund the aspects of the plan. So yes, an evaluation of our equipment, our historic archives, our software and technology capabilities, current storage space, current paper

September 8, 2015 Page 5

load and linear fee; all of those things would be identified by department and then with those additional five storage facilities that we have. I’d be happy to take you on a tour sometime of all of our documents.

(Cobine) That would be interesting.

(Dietz) Can you describe the primary deliverable that you’re looking for here? I mean you mentioned that you want a master plan, what is in that? Does that outline projects with budgets and all of that? Can you just expand on that a little bit?

(Cranor) Yes, pretty much. I mean a lot of what I had mentioned to Ryan that this individual would come and interview every department head and every Elected Official and they would talk about – and do an evaluation, one part that’s in there is compliance with State retention schedules which is something that we’ve been working on a lot more this year. I think the Monroe County Local Records Commission is actually meeting a total of four times this year to help get our departments more in line with retention. Let’s get rid of the things that we don’t need but we’re saving. You probably understand more than anybody that not only do we have electronic copy, we got two electronic copies and we got five pieces of paper; we don’t really need all of that. There’s way to simply that and that is what this person would come down and help us do and they would take from individual like Planning, Building and Highway will have real similar equipment and software needs. They might even already have it; we don’t know. That is something that we can share licenses with. That is certainly the case with Docuware which is what Linda has currently in the Clerk’s office. So yes, it is an evaluation of all of those categories and then a recommendation and to kind of break out a timeline, what can you accomplish in one to three years, five to seven, and onward?

(Yoder) Good evening and thank you for your presentation. My question is along the lines of Councilman Cobine. I am the liaison for the Clerk and have been for the last two years and I know this comes up often. So if she came, what would the conversation be like as far as how this works together more as a holistic approach versus just addressing the Recorder’s office or are we waiting to hear back from the consultant saying this is how? Is that the role of the consultant to find out a big picture records management for the entire County? But it is going to be managed out of the Recorder’s office?

(Cranor) Well, we would have a records management plan, that would be at the end of the day. Now if depart‐ ments don’t want to participate, they don’t have to. Linda is very supportive of this, so is the Auditor, and the various other department heads that I’ve spoken with are all in dire need of some direction to deal with these towering piles of paper. To have an actual document in front of you that says, you can do this, this and this, here’s some steps. We don’t have that. It is too overwhelming and we’re too busy honestly. So this would pull it all together very similar to the energy plan that we had gotten when I wrote that. It broke down each building and said this building is this old and it generates this much energy and it needs this [etc.] kind of the same thing and at the end of the day, yes, the Recorder has offered to be the lead in terms of navigating with the certified records management guy to help him get around. All the departments have been very favorable; they’re like sure, of course we want to talk to somebody. What we can do when we get the plan? You know, we’ve got to see the plan. We really don’t know if we’re in great shape or if we’re in a mess, we really don’t know.

(Yoder) I think the idea of working together is fantastic. My only concern is what if a newly‐elected official or they get the plan and it is counter to what they want to do and how they think then the $10,000 or the antici‐ pated cost is perhaps could be beneficial for the Recorder’s office but it wouldn’t be that holistic, integrated approach that I hear you’re wishing to create for the County which is a wonderful idea but it would take every‐ body buying into it.

(Cranor) Not necessarily. I mean if Linda’s got a system that’s working well. What we may find out is that departments that do like type of activities, this Docuware might be a way for them to manage those activities. Well based on what we learn and get out of our plan we will find out that maybe the Assessor and the Auditor – I’m just making this stuff up – but that for very little amount of money or no money Docuware does this for us September 8, 2015 Page 6

and those three departments, kind of like e‐recording too, you know we’re moving into e‐recording but we’re moving in slowly, other departments are going to come along as it goes. But what the plan will allow us to do is once we get the plan then we can start talking about [what we want to hit first], what departments, what’s most important; and if it is equipment then we go out and look for grants. Like I said, the Recorder’s office has volun‐ teered my skills and I’ve been pretty handy about recruiting other experts to help write grants. So we’d be piecemealing it for a bigger picture. I mean we’re talking 10, 15 years out. I mean there’s just some really in‐ your‐face kind of things we need to deal with rather than getting all huge. But this would be just for the plan to say here’s what you’re doing right, here’s what you can be doing better, and here’s where you might want to go in the future.

(Yoder) And I applaud that; I think that’s wonderful. It will be just imperative that every department head says, yes, I’m in, I want to be a part of that to take full advantage of that holistic plan that this project is going to pay for.

(Cranor) The project pays for a plan. It is not going to get us new equipment or anything like that. It is going to help us as a County identify what our needs are.

(Yoder) That’s right.

(Cranor) And then that’s how we can start addressing our needs.

(Yoder) I totally agree. I’m just saying it is only as good as buy‐in that every other department is going to give to the plan.

(Cranor) Sure.

(Yoder) That’s my only concern is it would be good to hear from those other departments to hear them say, I’m in and this is what we’re going to do.

(Steve Saulter, Auditor) As County Auditor I fully endorse the plan and as long as I sit in that chair I will be behind it 100%.

(Yoder) And I know Linda is very supportive and I know the Planning Department is supportive and Bill at Highway. I haven’t talked much to the justice group, they’ve got a lot of their own – well I mean I dealt with the Clerk. But it is going to be baby steps. We don’t know what it is we even have to start discussing frankly. One department might want to tackle one aspect. I mean at least they’ll know; at least they’ll have an idea and Planning will say well I just think equipment is really our priority at the moment and we’re going to focus on that. Well okay, well we’re going to focus on Docuware. But once we start to build and then the buy‐in will, you know, you build it they will come.

(Hawk) Of course this would be handled with a contract and we know the County Commissioners sign all contracts so I would suggest that we not move forward with this until we have some kind of sign off from the different departments who wish to participate because this says they want to work leadership so I’m assuming we would start out with County Commissioners because without them we don’t get a contract signed and get every department head that would like to be a part of this and participate and have them decide at a depart‐ ment head meeting or call a special meeting for this before we start putting dollars toward something that maybe not everybody is on board with. And due to the lateness of the hour that we’re going to see later on I would like to wait for any other comments but then I hope that we will do whatever we have to do to just move on.

September 8, 2015 Page 7

(Cranor) I just want to state that when Eric and I met with the Commissioners they’re very much in favor and one of the reasons is real estate. We’ve got paper just taking up all kind of rental space, useable space. So it’s kind of a real estate issue too.

(McKim) I’ve been following this proposal for quite a while and it certainly makes sense to me and I fully support it. I think the idea here is to create the road map, kind of the master plan, which you can then take off chunks and be able to apply for grants to actually implement the plan. So this is essentially the precursor for being able to get those future grants. Is that my understanding?

(Cranor) [Yes.]

(Jones) As liaison to the Recorder’s office, I’ve been aware of this plan for a while and most certainly support it. It is so vital that we have better control over our County records. I’ve seen the huge problems that occur when records are missing, maybe destroyed, who knows what’s happened with them and it often really causes some big issues. I understand the desire for all departments to buy into this; in an ideal world that would be the most wonderful thing that could happen. The reality when a number of departments are headed up by Elected Officials and whatever, it just doesn’t always work out that well. So I think that it would really be good to move forward with this whether or not we have buy in and hope that as people see what comes of it that they will buy into it. Having said that, I think ultimately we’re going to have to see how much money we have; although as a contract this hopefully would be a good possibility.

(Munson) While I worked with Ashley previously on grant proposals, I did not know about this upcoming pro‐ posal that we’re considering tonight and I am very definitely a supporter of records management. But I wish I had known because there is a granting program that is available to apply for right now that could bring us step‐ by‐step into a management plan and then the application of that plan. So just from my own knowledge, I’m feeling this is premature and I wish I had been able to talk to you about this before. The grant program is from the Indiana Historical Society with special funding from the Eli Lily Foundation and it is their contribution to the bicentennial celebration. Their goal is to help local entities better manage their collections. I think this grant program was designed for us.

(Cranor) And you’re right. It is essentially what we wrote for the NEH grant twice and Schwab has one too. One of the reasons why we’re asking for Council support on this is because we’ve been working on this project since 2010 and I could try and write another grant. You’re right, I could try and do that and then we’ll wait another nine months because that is our turn around and they’re only awarding four to five communities the $60,000 and we thought well, you know, you guys are either going to help us move this along or maybe we’re going to have to try and write a grant. This would mean that we would have a plan in place by 2016 if we move forward now. If we don’t then yes I could try and write another grant and we’ll find out in the Fall of 2016 whether we get it or not and in that interim what are we going to be doing? This is kind of where we’re at in terms of what the Recorder’s office and what departments can handle at this point. Everything that is on the “with” would kind of get pushed down for another year. We’ve got Jonathan in the archives and as soon as he’s done wrapping our old books, we’re going to have him start on the Recorder’s inventory there. And then what? We either keep moving forward or we just have to pull Jonathan out and call it done because we can’t fund to do the inventory for the entire County. We’re willing, with leadership and with a plan, to continue moving forward. Otherwise, the Perpetuation Fund – if we could afford it, we would just do it; we really would. We would just do it because it is $6,000 to $8,000 and we would just continue this momentum that we’ve got going. So my fear is without the funding and us waiting for another year to get $6,000 to $8,000 maybe from a granting organization that we just won’t be able to get all that accomplished and, you know, that’s okay.

(Cobine) Since I’m not particularly familiar with this plan, what is unclear to me and what seems to be sort of lingering behind this is where is this $10,000 coming from?

(Munson) The General Fund. September 8, 2015 Page 8

(Cobine) Okay, but that is an appropriation for 2015, yes?

(Munson) Yes.

(Cranor) Based on what the average grants are set at, it will only be about $6,000 to $8,000.

(McKim) I know that we’ve been working on this for several years and it has been unfortunate that we didn’t receive the NEH grants in the past to do it. I think it is an important function and I think we just need to go forward.

(Yoder) We applied are weren’t awarded?

(Cranor) We applied twice, yes.

(Yoder) And this is a new grant?

(Cranor) This is different, [yes], which I’m aware of; I’m aware of that one.

(Hawk) How long would it take to find out if we have an opportunity to get this grant that you’re speaking of?

(Munson) Well Ms. Cranor already said she knows about this grant program, let’s ask her.

(Cranor) I think the turnaround is we’d know in about 9 months. I think the application is due in the first of October maybe?

(Munson) Yes, and then there is another aspect of it in December but I can’t tell you the details.

(Cranor) [Yes], I’m not familiar with the details of that one either. [Yes], so the award potentially could be – and, you know, they don’t have a lot of money, they’re going to fund three or four or five entities, which is good, you know. But I think one of the reasons we just decided to come up here and do the ask is because we’ve been working on it, it stopped. When Jim passed away, everything just stopped: the doors to the archives closed, the staff went away, nothing was getting taken care of, the books were sitting there moldy; and I’m afraid that’s what will happen again because we can’t continue to fund something over in the archives, we’ll just bring Jonathan to the Recorder’s office, you know. I mean if we know we’re working toward a plan and we’ve got the funding for that and we’re going to get a consultant then that makes much more sense for us to continue investing our staff into the archives and do a complete inventory and just keep moving forward and being part of the solution.

(Munson) You say with a management consultant you will have a comprehensive inventory.

(Cranor) So with, if we get the consultant we’re going to have a plan, that’s the whole thing is that at the end of the day what that person is going to bring us is a plan. So that is the end product, that is what the $6,000 to $8,000 is going to get us is a plan.

(Munson) That’s what I understood.

(Cranor) So yes, with a plan we can do these things.

(Munson) But the consultant is not going to achieve all the items listed under “with.”

September 8, 2015 Page 9

(Cranor) No we would have to do that. He or she will lay out the assessment, evaluation and recommendations. But with that plan we can certainly begin applying to various other entities to fund aspect of that whether it is preserving this book. I mean, you know, if I have a plan and I’ve had an expert tell me that you’ve got really great books and this section really needs some TLC and you need to get them to a conservationist, okay, it’s official. It’s not me saying it; it is a professional certified records management and archivist saying that. Then we can write a grant for $2,000 just to send out 14 of our oldest and best and favorite books to get taken care of and bound back together so that they last another hundred years.

(Dietz) One question about the grant: nothing we do here whether we fund this or not precludes pursuit of the grants that were mentioned or is that going to happen or not happen based on funding?

(Cranor) The specific grant that Councilor Munson mentioned?

(Dietz) [Yes.]

(Cranor) No because that grant is funding for this particular activity.

(Dietz) Funding for a strategic plan creation?

(Cranor) A plan.

(Dietz) Okay.

(Yoder) So the grant is for a plan and this additional appropriation is for a plan and we’re not applying because we haven’t been successful in the past?

(Cranor) Well no, I’m happy to apply; if you guys say no then of course I’m going to apply but like I said it is going to put us off for about another year. It is going to stop us for another year and that is no guarantee we will get the grant. I’m happy to try.

A call was made for public comment.

(Scott Wells) I think you need to pass this. You’ve got to protect the records; without the records you don’t have the history. Thank you.

Stonecipher called roll: Motion passed with a vote of 4‐3 [Hawk, Yoder, Munson].

(Cranor) Thank you, Council.

(Schmitz) I want to add my sincere thanks to the Council members as well. Every comment, every question helps make this a better process. It is valuable and I appreciate you very much. Thank you.

VI. COMMISSIONERS OFFICE Request for Approval of Transfer of Funds Fund 1000‐068 County General‐Commissioners From: 30.0017 Dues and Memberships $4,792.39 To: 11.8201 PERF $4,792.39

Yoder made a motion to approve the request to transfer funds. Jones seconded.

September 8, 2015 Page 10

(Angie Purdie, Commissioners’ Administrator) Council members, we’re making this request this evening. Earlier this year, I believe it was, that you had approved PERF being eligible to the Commissioners and we have one Commissioner who chose to take that advantage and we had not budgeted for it in the 2015 budget process.

(Hawk) Did I understand you to say this only covers one Commissioners? And why did they not all avail themselves? I mean this was certainly pushed that they deserved to have PERF. So only one thought they deserved to have PERF?

(Purdie) No, my understanding is that all three of the Commissioners felt that they should be eligible for the PERF benefit; two of them have elected not to partake of it. I can’t speak to their reasoning beyond that. I also think that in reference to your question about only one wanted it, I don’t believe that is accurate in that they were also looking at future Commissioners that would come into the office.

(Hawk) I didn’t think you had to sign up for it because I studied the thing and I thought it said it happened automatically if it wasn’t rejected or something of the sort. Had I known that it was going to be just the one that was being covered I certainly would have had our legal staff to remind us what that ruling is. I didn’t sign up nor down on this thing. I think it has something to do also if you’re covered by another taxing body that you only get from one. Now I’m just going by memory from months ago when we studied this.

(Flory) I will check on this but it is my recollection that we informed PERF when you passed the resolution making it retroactive for Council and Commissioners back to January 1st that we had taken that action and that they were putting things into their system that would take care of it. So I did check and I was told that there was no other work that you had to do. Now maybe if you didn’t want to take it there was a waiver to sign or something like that. But it is my understanding that you are all currently enrolled in PERF back to the starting date of January 1st of this year.

(Hawk) Obviously if it is almost $5,000 for one Commissioner – is that for the whole year?

(Purdie) Correct.

(Hawk) I think we should check to see because if that’s all we’re holding back and then the State says no you owe us for all three.

(McKim) I will say right here, this is on the PERF website, it says under who cannot participate in PERF:

Employees who occupy positions covered by your PERF resolution and at the same time occupy positions covered by another retirement or pension plan supported in whole or in part by either the State of Indiana or a participating local subdivision.

And we know that applies to at least one of the Commissioners; I don’t know about the other.

(Hawk) So it may be that we only have one County Commissioner who is even eligible for this in this case.

(McKim) Fourteen point two percent times the salary of the one Commission so it is straightforward.

(Hawk) That includes the raise for one year because remember they don’t have to pay a penny into this because several years ago the County determined that in lieu of a raise the County would pay the employees’ portion of PERF and when they leave remind us what happens. When you leave you can take a certain amount of cash?

(McKim) The 3% goes into their annuitized savings account. The other part is for the pension which they only get once they vest but the 3% goes right into your annuitized savings account. It is cash that they can either

September 8, 2015 Page 11

cash out with a 10% penalty or roll over into another qualified retirement plan when they either retire or leave. So it is about $1,000 cash is what it comes out to in the annuitized savings account portion.

(Dietz) I think this may require a little bit more research. I think there are certainly implications for me and for others that work for Indiana University that receive some type of PERF benefits as well. I’m just raising that as another facet of this that we might need to do some more research.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 7‐0.

VII. HIGHWAY DEPARTMENT Request for Creation of New Budget Lines Fund 1135‐460 Cumulative Bridge 30.0015 County Club Bridge #73 30.0016 Vernal Pike Bridge #26 30.0017 Ketcham Road Bridge #97

Yoder made a motion to approve the request for new budget lines. Jones seconded.

(Lisa Ridge, Interim Director of Public Works) This is actually just to create new budget lines for bridge rehabilitation projects. We will transfer some existing funds into [them] at this time to assist in getting the program started for each bridge and then in the Spring when we come back in for our Cumulative Bridge Program for 2016 we will ask for the additional funds at that time.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 7‐0.

VIII. APPROVAL OF MINUTES July 14, 2015 Regular Session July 28, 2015 Work Session

Yoder made a motion to approve the minutes. Jones seconded. Motion passed by voice vote.

IX. COUNCIL ITEMS

None.

X. ADJOURNMENT

The meeting was adjourned at 6:05 p.m.

September 8, 2015 Page 12

*** *** ***

The Minutes from the Regular Session of the Monroe County Council held on September 8, 2015, were approved on ______, 2015.

Monroe County Council

Aye Nay

______Cheryl Munson, President Cheryl Munson, President

______Shelli Yoder, Vice‐President Shelli Yoder, Vice‐President

______Ryan Cobine, Member Ryan Cobine, Member

______Rick Dietz, Member Rick Dietz, Member

______Marty Hawk, Member Marty Hawk, Member

______Lee Jones, Member Lee Jones, Member

______Geoff McKim, Member Geoff McKim, Member

Attest:

______Steve Saulter, Monroe County Auditor

September 8, 2015 Page 13

MINUTES MONROE COUNTY COUNCIL COURTHOUSE, NAT U. HILL MEETING ROOM AUGUST 25, 2015

Pursuant to proper notice, a Work Session of the Monroe County Council was called to order at 5:30 p.m. on August 25, 2015 at the Monroe County Courthouse, Nat U. Hill Meeting Room, Bloomington, Indiana 47404. The presiding officer was Cheryl Munson, President. A quorum was present, including:

Councilors Present: Cheryl Munson, President Shelli Yoder, Vice President Lee Jones Marty Hawk Ryan Cobine Rick Dietz Geoff McKim

Also Present: Michael Flory, County Council Attorney Steve Saulter, Auditor Marilyn Stonecipher, Deputy Auditor

1. CALL TO ORDER

The meeting was called to order by President Munson who led the Pledge of Allegiance.

(Munson) Good evening everyone and welcome. We have a full agenda of items for discussion and vote tonight and then after the session we will actually handle County business in a work session. We will adjourn our work meeting for CATS to wrap up their recording and following the Councilors will stay to undergo some training on the use of equipment for the upcoming budget meetings.

McKim made a motion to bring Item 3 Public Health Discussion and Item 6 YSB Request for Transfer of Funds to the beginning of the agenda. Jones seconded. Motion passed by voice vote.

3. PUBLIC HEALTH DISCUSSION: Health Department Plans for Syringe Exchange Program

Yoder made a motion to approve Resolution 2015‐31: A resolution regarding syringe exchange program. Jones seconded.

(Penny Caudill, Administrator, Health Dept.) Thank you for indulging me to go a little bit early. We have our final Community Health Assessment meeting that starts at 6:00 and actually kicks off at 6:15. So I appreciate you letting me go a little bit early. As you know, the Health Officer earlier this week sent a declaration to the County Commissioners per the new law that has to happen so I want to give you an update of how we got here.

As you know this past Winter Southern Indiana experienced an outbreak of Hepatitis C and HIV that was related to injection drug use. With that, the Governor made an emergency declaration for a syringe exchange program to help combat that problem. It has proved very successful in getting people in and getting them into treat. They found that they needed a whole host of services that they were able to make connections and linkages to. Following all of that and probably all of you have been reading about that in the paper and we’ve tried to keep you updated on that, in May the legislation, Senate Enrollment Act 461 was passed that enables local health departments to request syringe exchange programs and there is a process for that which is outlined in that law. So it does require declaration by the Health Officer, it does require the Commissioners to have a hearing in order to move that forward. If they vote to accept that declaration then it would go to the State Health Commissioner for approval as well. That would all have to happen before a program could go in place.

So we have spent the past several months gathering data, looking at data, and trying to figure out what really is going on in the community because, quite honestly, before this was an option you could look at the numbers but there were no other tools that you could use than what were already being used. So we’ve looked very carefully at the information, we’ve gathered information, the State Health Department put together a profile for counties, we’ve talked with Centerstone, Positive Link, and various other partners in the community to try to assess what the problem is and the magnitude of the problem. There are some estimates that you must make in order to look at the situation and we’ve done that. But after much research and analyzing of the data, it is clear to us that we have a Hepatitis C outbreak or epidemic, and I’ll give you that definition in just a moment, with over 50% increase in cases and it is trending up. So we’re not seeing it come down as we look at what is coming in for 2015.

Now an epidemic refers to an increase, often sudden, in the number of cases of a disease above what is normally expected in that population area. An outbreak carries the same definition but is more limited to a geographic area. So they essentially can be used interchangeably. It can be a scary word but essentially what it means is that we know that we have a rising problem and we have a new tool to help us deal with that.

Hepatitis C, according to the Center for Disease Control, 68% of all new cases are due to injection drug use. In talking with local partners, we know that the number of people that some of the agencies are seeing who have Hepatitis C are as much as 95%, in some cases, are reporting a history of injection drug use. So those are some of the information sets that we are using to make our determinations.

So with the option to add syringe exchange program to the existing resources, the possibility of reversing this increase seems possible to us. The intent is to reduce illness and the spread of disease, to link people to care – so this is not a standalone program, it is something that joins the array of services that we [already] have. So we want to help people get into treatment when they’re ready and they’re able, because even if somebody decided tomorrow that they wanted help, that doesn’t mean that treatment services are going to be accessible tomorrow. So we want to keep them safe; essentially, we want to save lives.

So that is why we’re moving this forward. We appreciate your considering support for that.

(McKim) Would you mind having the now therefore, be it resolved read out to the public so everybody knows what we’re actually discussing?

Now, therefore, be it resolved that the Monroe County Council support the efforts of our local Health Department to deal with the current health emergency that is effecting several Indiana counties by establishing a syringe exchange program in Monroe County.

(Cobine) Thanks for presenting and explaining about this. I’ll be supporting this. I think it is a good idea. It seems like, unfortunately, it is something that is happening across the State.

(Caudill) Across the State and across the nation.

(Dietz) How are you seeing this play out relative to our neighboring counties and Monroe; what differences are you seeing?

August 25, 2015 Page 2

(Caudill) What differences are we seeing in terms of numbers or in terms of interest in syringe exchange programs?

(Diet) Both.

(Caudill) Well, I have to admit that we focus primarily on our data as opposed to others. Certainly there is an increase in many of them and I’m going to have to say that I don’t have that particular data right in front of me but I’m happy to send that to you. For those watching, the State Health Department, as I mentioned earlier, put a set of profiles together for each county so those are available for anyone to see if they want to go on the State’s website and look at those profiles for the numbers from county‐to‐county. When we talk about Southern Indiana, it was not a situation solely limited. We had partners in other counties and those kinds of things as part of that contact tracing. So certainly we know that it is a bigger problem than that. There are counties surrounding us who I know are having talks and discussions and are in different stages of looking at syringe exchange programs. I believe that right now there are at least 20 who are seriously looking at it but what stage they are in I am not sure.

(Yoder) You probably mentioned this before but I think it would be good to consider. What are you thinking in terms of paying for the program? What are some different methods of actually putting this into play in Monroe County?

(Caudill) Right now State and Federal funds for needles, syringes, and by some definitions, are not allowable so there are certain things that may be allowable with some State funds given situations. So primarily, it is about looking for foundation money, local money, and donations that people are willing to do. In talking with local partners who are willing to work with us there are foundations and people who are willing to donate the syringes and even literature and those kinds of things and people willing to volunteer some of their time to help.

(Yoder) This may be in the weeds but in like counties what we’re seeing with our numbers, what are we talking in terms of budget? What do we need?

(Caudill) That is probably a really difficult question because depending on the program that you have – not just the need in a community, but how someone lines out the program – that could very drastically, we’re probably estimating that it could easily cost $40,000, $50,000 or more. Some communities are saying we may only spend $25,000 on that and because it is new to us we’re going to have to see how that plays out in our communities and what the cost is, how many people are using those services and what kinds of donations and grant oppor‐ tunities we are able to find in order to do that. So I think going forward we will be able to answer that question better. Right now I think it is very different for every county.

(Hawk) This touches throughout the County. So many people believe this is the people who are experiencing homelessness but it is more than that; it is our neighbors, some of the children who are now young adults that grew up with our children and how could we argue that we know more than the doctor who is over our Health Department. We don’t have medical degrees. I think we have no choice but to listen to the advice of those who believe they can make a difference and save lives and to stop the spread of disease that could go far beyond those who are using and on into the families who might not understand that they are at risk, it seems to me. Am I reading that wrong?

(Caudill) No it is not just about the poor. It is about anyone. Addictions touch everybody and it is a very important issue. Dr. Sharp has been the Health Officer here since 1976 so I think that he may be the health officer with the most seniority in the State. He looks at thing very carefully; he is conservative, he would not do this if he did not think it was important.

August 25, 2015 Page 3

(McKim) I’m glad that the General Assembly gave us the tools to address this problem this year and I particularly want to commend you, the Health Department, and the Health Board for being so proactive on this. I hope you are able to move forward with appropriate speed in getting this implemented.

(Jones) I also want to thank all of you for being so proactive and taking action as soon as you were able to. This is a tragic, tragic problem for not only the people experiencing it personally but for everyone who knows them. I also want to thank you for using it to link people to further services. I think that is something that is extremely important.

(Munson) So I’m curious about your coordination with adjacent counties. We all know county programs may stop at county lines but certainly the problem does not.

(Caudill) That’s true. The way the legislation is, we are bound by the program without our county lines but certainly we know that if we are helping someone who is sharing or using drugs with somebody in another county that saving that person’s life, teaching them to not share can also save lives in that other community and vice versa.

(Dietz) What are the next steps and how can we help?

(Caudill) The next steps are the Commissioners on September 4th, I believe have added a hearing to their agenda to take public comment and that is the next step. The Health Officer has to do a declaration followed then by the Health Commissioners doing a hearing and taking public comment, which is scheduled for September 4th during their regular meeting, and then if they then accept that declaration and approve that then we would finalize a report and a plan that goes to the State Health Commissioner for approval. The State Health Commissioners has ten days to review that, approve it or not approve it, they can ask for a ten‐day extension. So essentially it could take ten to 20 days to get approval and then you would have to take care of all the other fine details once that was approved before you could begin. But we have wonderful partners in this community and this is not something the Health Department has embraced or brought forward on our own. We couldn’t do it without the community partnerships that we have.

A call was made for public comment.

(Ashley Cranor, President, MC Board of Health) I really wanted to take this opportunity to thank you guys for supporting this initiative and doing it so quickly. This is certainly a public health urgency that we have in Monroe County and the Board really appreciates you guys embracing this and making a motion of support on it so quickly. So thank you all for your support tonight.

Stonecipher called roll: Motion passed with a vote of 7‐0.

6. YOUTH SERVICES BUREAU Request for Approval of Transfer of Funds Fund 8120‐002, RHY Grant From: 11.8001 FT Health/Dental/Life $3,500.00 To: 30.0013 Staff Training $3,500.00

Yoder made a motion to approve YSB’s request for transfer of funds. Jones seconded.

(Kim Meyer, Director, YSB) Good evening. This is purely administrative. We are in our third and final year of the current Runaway Homeless Youth Federal grant that funds the emergency youth shelter as well as Project Safe Place. As the grant is ending on September 28th, we are looking at our available funds and realize that since we August 25, 2015 Page 4

had a turnover in a Counselor early in the year we have an opportunity to transfer that unused funding from that personnel line down to our training line to ensure that we are not reverting any funds back federally. It is within the allowable range of transfer.

(Cobine) Thanks for watching out for these little bits that can be useful before it runs out.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 7‐0.

3. PUBLIC COMMENT ON ANY ITEM NOT ON THE AGENDA

(Munson) I know that many people are interested in our Sophia Travis Service Grants awards and I want to assure you that there will be opportunity for public comment when that agenda item is heard.

(Scott Wells) Good afternoon. I’m here to talk about the acronym NOT specifically regarding the budget, what the Commissioners are NOT doing. The acronym stands for no open transparency. Specifically, I want to talk about this $12,000 each of them requested just a couple of weeks ago. Stormwater Drainage Board, Mr. Enright called me up last Wednesday and discussed with me, he was very upset as President of the Stormwater Management Board, the Commissioners each 10.0007, 10.0008, 10.0009, each of them are requesting $12,000 total of $36,000 out of that particular budget. I was on the Council and I’m going to tell you something, you never raid someone else’s money and that is what is being done here. But this is not even really being reported. This was approved three to one and, of course, Mr. Enright was so upset he decided to take a couple of weeks off, he is out in Colorado now. Then I read a week later and listen to Marty Hawk on the radio WGCL talking about the Commissioners just then it looks like a double dip here on the salary increase even though you asked for a $500 maximum for a cost‐of‐living increase, July 1 they come in and submit a thousand dollars to Mr. Saulter then all of a sudden wingo last week they’re submitting now $11,000 times three for all three of them, each get $11,000. So when you do the math, their salary goes from $32,421 to $43,421 and that is about a 33% increase. Now if you add in the other Stormwater which has still been approved, of course you haven’t approved it, which is about 68%. That is not appropriate and I think when you’re talking about taxpayer money, first of all you have to earn it and I can see all of these meetings that a lot of them are being not open to the public, these staff meetings, they call staff time, at 2:00. This is not appropriate. I could talk about how the parking garage, people at the Chamber of Commerce were upset that was not allowed to be discussed and all of a sudden it is already approved. But this about the Stormwater, do you realize that is supposed to have been a notice advertised and if it is not done that is a closed‐door meeting. You violate the Open Door law and the Commissioners have done that. And Kevin Enright was so upset he said, “Scott I’ll be back in a couple of weeks.” But I just want to let you know if I was sitting up there, at the most I would give them what you’re going to give everybody else and actually I’d give them a few demerits because of what they’ve done behind closed doors, not being open with this and we need to have real open transparency living and breathing so the taxpayers can feel like you know what, that’s fair. But this what they’ve done is not fair and I hope when you guys make their increase in salary or if you do, I probably wouldn’t even give them a salary increase because what they’ve done is so blatant. You don’t violate the Open Door law. Thank you.

(Dana Carpender) I am a resident of Monroe County, have been since 1992. I have been a registered Democrat since I voted for Jimmy Carter two weeks after my 18th birthday. I too am, as are so many people here in town, shocked and appalled at this money grab going on by the Commissioners. It is shocking it the word. I read the H‐T every day and my jaw dropped. It is shocking in many ways. First of all, these are people who ran less than a year ago knowing what the salary for the job was. All of a sudden, they not only think they need and deserve a raise, they think they need and deserve a huge raise, a more than substantial raise. Not only that, they think they need and deserve a raise that is more than ten times what anybody else is going to get, even full‐time employees of the County. That is shocking and appalling. They also are already making what for some people is full‐time money although it is a part‐time job and I’d be willing to be there are people working part‐time jobs in August 25, 2015 Page 5

this town who are making $11,000 a year total. Those citizens are paying the taxes that would go for this raise. It is unconscionable.

The other thing though that occurs to me is that we have had too many scandals in this region, in this county, recently. It has been ugly and I don’t have to tell any of you that. We already have some serious black eyes. Monroe County Government has some serious black eyes and the thing that appalls me perhaps the most is that in the wake of those scandals and going into a vital election year, these people have seen fit to just slug their party in the eye again. They have seen fit to make their party and their government look worse than ever and this reflects badly not just on the Democratic Party and not just on Monroe County Government, it reflects badly on government in general. It undermines respect for the rule of law and for the whole notion of elected govern‐ ment and I urge you in the strongest possible sense to please just tell them no. Tell them no. This is shameful. Tell them that. Thank you.

(Larry Barker) Good evening Madam President and members of the Council. I’m going to bring a different topic to you this evening so you can get a chance to have a peaceful moment. But this topic is dear to me and that is allowing the taxpayers of Monroe County to have the option to voice their concerns about the upcoming budgets. And my request tonight is that you reconsider your policy of no public comment on the first round of the budget proceedings. I know you allow public comment on the second round but on the first round that is closed and I think that is where you’re going to get your most impact is you’re going to hear from the people as to what they have issues with or concerns with or you can readjust that budget instead of waiting until the last minute to try to readjust it. So that is my concern tonight. Thank you very much.

(William Ellis) I’m here to speak about the proposed $12,000 increase the Commissioners want. Right now, in my opinion and a lot of other people’s I think, we have a problem with Commissioners actually having the audacity to ask for that. County budgets are nowhere flush with money and to ask for a 38% increase when County employees are going to get $1,000 if all the chips fall down to me is such a lack of leadership, a lack of empathy for the people that work for them day in and day out. Right now it is a problem, to me a black eye, with the County Commissioners, especially the way this was done. Mr. Wells already addressed how the meetings were set up and I echo those comments but one thing I want to stress you guys, the County Council, it is up to you to stop this and I have faith that that is why we have the checks and balances because I think every one of you work extremely hard too and none of you that I know of have put in a request for a $12,000 raise. We all do extra work when we’re on boards but we also know that there are a lot of employees that work day in and day out that if we could give them a lot more and pay them a lot more we would, we just can’t. I would ask if anything, if you’re going to give any raises to the Commissioners, part time, that is how they’re classified, a $500 raise I think would be more than sufficient, more than fair based on what the County employees are getting. So thank you so much for your time.

(Andrew Rusche) This is about respect. This is about respect for our county and for our taxpayers and our community. This gentleman here, he is a Sheriff’s Deputy, and he puts his life on the line every day to keep us safe from rioters, murderers, any kind of heinous crimes we could talk about. Where is his raise? Where is this money for this raise for the Commissioners come from for a part‐time job, maybe ten to twenty hours a week at most, and then where’s his raise 40 plus hours a week? That’s my question. This is about respect for we the people and I trust that you guys will make the right decision and veto this. But seriously, who even came up with this idea? That’s my question.

4. SOPHIA TRAVIS COMMUNITY SERVICE 2015 GRANT AWARDS Resolution 2015‐30

(Munson) Before we move on to the Community Service Grants agenda item, I want to explain a little about our procedures both in generating and in reviewing applications and also the procedures that we need to follow August 25, 2015 Page 6

tonight at this meeting. We are all aware that this is a matter of deep personal concern for many of you here as it is for many on the Council. I want to thank you for keeping your signs low, those of you sitting in front, so that people watching this on CATS and people sitting in the back of the room can see and participate. Also there are empty seats up here in the front. If anybody would like to come take a seat up front please just walk up and do so at any time. There is no need for everybody to stand.

So first what we need to do to proceed is begin with a motion to bring forward this agenda item for our deliberation.

Yoder made a motion to approve Resolution 2015‐30: A resolution to award Sophia Travis Community Service Grants for 2015. Jones seconded.

(Munson) In the past we have entertained motions for separation of the question regarding Sophia Travis Grant awards with Council members asking for specific awards to be voted on separately. I will entertain such a motion at this point.

Hawk made a motion for separation of the Resolution into two separate parts with 2015‐30A containing all recommended awards with the exception of Planned Parenthood and 2015‐30B containing the recommendation for an award for Planned Parenthood. Jones seconded.

(Munson) Anyone on the Council can comment on this matter as they wish at this time. But I will note that Council has followed this practice in the past recognizing that some Council members have awards that they wish to support but also have awards on the list that they do not wish to support. Separation of the question allows Council members to publicly support certain projects but not others.

(Dietz) Are we going to read through the awards?

(Munson) After we decide on the separation, would that be okay, or do you want to have it now?

(Dietz) Either way would be fine but I think if there is a question about separation of certain awards then we should probably articulate what all of the awards are that we’re wanting to discuss and separate.

(Hawk) My motion is to separate those two; if you feel that you need to have a separate vote on each of them, is that what you’re saying?

(Dietz) No I was just asking for all of the awards to be read so that we know what was presented to the Council.

(Hawk) Absolutely but then separate it for the vote.

(Munson) We were going to do this afterwards but let’s do it now. Go ahead.

(Hawk) I would hate to say that I couldn’t support many of these very worthy requests and I would certainly appreciate my fellow Council members giving me the opportunity, or anyone else here on the Council, to support those without having deny each one. So thank you.

August 25, 2015 Page 7

Yoder read the grant proposals:

AGENCY AWARD

Amethyst House (food, gardening equipment and tree $3,300.00 removal) Area 10 Agency on Aging (volunteer guardianship, office $3,500.00 supplies, general operating expenses) Area 10 Agency on Aging (home‐bound meals, food) $4,500.00

Big Brothers Big Sisters (weekend retreats) $1,500.00

Bloomington Area Birth Services (nurse‐and‐chat $1,000.00

program) Bloomington Hospital Foundation (Alzheimer’s $2,000.00 Resource Service) Boys & Girls Club (transportation support) $5,500.00

Citizens for Community Justice (shoplifting and theft $400.00 education) Community Kitchen (food purchase) $7,400.00

Girls Inc. (transportation support) $3,500.00

Grace Center (food purchase) $5,000.00

Hoosier Hills Food Bank (food purchase) $10,000.00

Indiana Recovery Alliance (Harm Reduction Project) $2,500.00

Interfaith Winter Shelter, The First Presbyterian Church $2,000.00 (transportation expenses) Lotus Education & Arts (veterans outreach) $500.00

Middle Way House (space communication $7,500.00 improvements) Monroe County United Ministries (homelessness $6,300.00 prevention, rent, utilities) Mother Hubbard’s Cupboard (food pantry food $7,400.00 purchase) My Sister’s Closet (education and security, shelving, $1,500.00 laptops, equipment for program) New Hope Family Shelter (furnishings for children’s $2,500.00 program, bedrooms and office) New Leaf New Life (services to released inmates, cost of $2,500.00 providing services) Nurse‐Family Partnership Program ‐ Goodwill Industries $4,400.00 (traveling/training) Planned Parenthood (long‐acting, reversible $3,000.00 contraceptives) Shalom Community Center (floor stain and sealing) $1,000.00

August 25, 2015 Page 8

South Central Community Action Program (Growing $6,200.00 Opportunities Greenhouse concrete pad)

Stepping Stones (healthy eating food and class) $2,000.00

Susie’s Place (reducing child sexual abuse course $3,600.00 materials and supplies) Team First Book (books for children in need ages one to $2,000.00 five) United Way (community sheltering project) $5,500.00

WFHB Community Radio (tower maintenance, $2,000.00 inspection and surge protector)

TOTAL $110,000.00

(Munson) Thank you, Ms. Yoder. I would like to now turn to the Council for their comments or questions regarding the motion that we have before us on the separation of items on the agenda.

(McKim) I support the motion to separate.

Stonecipher called roll: Motion passed with a vote of 7‐0.

(Munson) Thank you. For the audience and for those listening at home, we will not consider Resolution 2015‐ 30A, this is all the recommended awards with the exception of Planned Parenthood and after that, we will move on to Planned Parenthood. But before we get into this I think it is important to give you some background regarding the Council’s procedures for reviewing and awarding grants from the Sophia Travis Fund. I would also like to explain the procedures we wish to follow for tonight’s discussion.

So first, it is important to acknowledge the hard work of all Committee members for the Sophia Travis Grants Fund and these are: Shelli Yoder, Jim Sims, Rick Dietz, and Pam Davidson. I also served on this Committee.

Second, there seems to be considerable concern about the Sophia Travis Grants schedule. We moved the process up in our previous schedule for several reasons. First of all, we have been talking about doing this for several years and last year we actually managed to move it up a little bit. Handling review of these applications during the last months of the year has proven quite burdensome; both on the agencies who see their needs expanding in October, November and December, and on Committee members who, like everyone, have greater demands on their time during the Holidays. We also wanted to wrap up the grant review and awards before we tackled budget hearings which start very soon.

Several agencies expressed the desire for earlier action. Commissioner Kiesling asked on several occasions when the Committee would begin its deliberations and she also expressed a strong desire in the not‐for‐profit community to get this process started earlier. The closing of Martha’s House, a former Sophia Travis Grant recipient, brought into focus many of the community needs for shelter, food, etc. That was further incentive to get moving on the grant program. The Grace Center, also a former recipient, had been forced to close down last year and was working hard to reopen once they found new space. So there was awareness among the Council of that group’s immediate need. Thus, two major providers of food and shelter in the county were especially strapped for funds and the Council wished to proceed quickly.

We sent emails to all past recipients of grants. Secondly, notice of open applications and schedules was posted on our County homepage when the schedule was set. It is still on our homepage as of today if you wish to check

August 25, 2015 Page 9

that out. We prepared and sent a press release to the media a day or two after the schedule was set up. In summary, there was no effort to keep any of this under the radar. Moving the process forward in the year was actually an example of the Council trying to meet specific needs rather than adhering to a past schedule that didn’t meet community needs very effectively.

So I would like to move on to our motion for Resolution 2015‐30A. So would you read that motion for us as “A”?

Resolution 2015‐30A

Yoder made a motion to deliberate on Resolution 2015‐30A containing all recommended awards with the exception of Planned Parenthood. Jones seconded.

(Munson) So everybody understands what we’re talking about now. Okay, Councilors you’ve heard all the agencies listed, their particular grant projects and the awards. Do you have any questions or comments at this time?

(Cobine) What is the total amount of all of these awards? Just to get that in our minds since we will be looking at the budget for this along with everything else in a few short weeks.

(Munson) The total amount for the entire grant program is a mere $110,000. That is all that is in the fund. There were proposed projects totaling over $245,000. So funding limited to $110,000 means we can only fund about 44% of what was requested.

(Yoder) Serving on the Committee, I was struck by the amount of requests for food security and sheltering and I think as a community we should be really aware of these needs in our hometown right here. It was just striking to see in a county such as ours such a great need. So I just wanted to point that out. I also wanted to point out one of the programs, the Nurse‐Family Partnership program that the County is having an opportunity to supply seed money to this program that is a program that pairs a registered nurse with a first‐time mother living at 150% below the poverty level before 28 weeks of pregnancy on through the first two years having a one‐on‐one relationship with this registered nurse. I think it is something we are saying we are getting behind this. This is a program that research and empirical data to support it. For every one dollar we invest, we will see five dollars in the kind of return. So I just want to thank my fellow Councilors for considering this program for our community and our county.

(Hawk) I did watch the presentation and was moved by the real need in this community when so many of us have so much. When I say so much it means that most of us here really don’t miss a meal unless we’re too busy to stop long enough to eat it or in a meeting that goes on forever. But when you see how much is going to food, you realize that there are so many people here in our community that do not have the blessings of regular meals. What I did think when I saw that that if there would be any way that they could maybe partner a little more together because there seems to be so many different groups that are asking for money for the food and I just hope that maybe there’s not some way that they could reduce their overhead and provide more of the dollars for the actual food. But that is a question for another day. I appreciate everyone who served on the Committee because it was a very long meeting and so I appreciate that.

(McKim) I support all the awards being recommended by the Committee. They truly represent the diversity of need I think we see in the community and I want to thank all of our members of the Committee that put in a lot of hours on this and particularly our two citizen members, Pam Davidson and Jim Sims, for their service. So thank you all for doing this and thank you to all of the non‐profits here in town that do so much work and put in so many hours on behalf of the needy in the community.

August 25, 2015 Page 10

(Jones) I also support everyone on this list. I do have a question for our Committee members. The Nurse‐ Family Partnership sounds like an amazingly wonderful program. I am a little curious why immediately after it says in parenthesis Goodwill Industries?

(Yoder) As I recall from the discussion that this is a program that is in existence. It is a program that exists in other parts of the U.S. and it came to Marion County and Goodwill decided it would take it on to do just as Councilor Hawk was talking about, to save on some of the overhead but to still be able to implement the program so they share all HR responsibilities and supply a space for the program to work out of. It has now grown, I believe, into Lake County and Monroe County. As I understand it, instead of reinventing the wheel, Goodwill has stepped up and said, this is just the kind of program that we believe in, so it is the umbrella non‐ profit that the program is run out of Goodwill but will be located here in Monroe County for Monroe County first‐time mothers.

(Jones) Thank you.

(Munson) Thank you. I would like to say again what I said last year and the year before. I’m very happy to have served on this Committee but it is the hardest committee and at the same time the most rewarding committee because it is a change to really learn about our community and its many needs and the many programs that are trying to meet those needs. So I would like to follow up on Councilor Hawk’s comment about organizations working together. You will note that the Hoosier Hills Food Bank was recommended for an award of $10,000 and this is because they serve other organizations by providing food to them at cost. But it is a very frightening thing to hear that Hoosier Hills Food Bank is needing food and we’ve heard this in great detail and I want Monroe County, all of you, to hear this.

(Dietz) I had the honor of serving on this Committee and I’ve been on there for a few years now and every year it strikes me the depth of need in the community and the fact that since we have this Committee we are able to address in a very small way some of those greater needs beyond what County Government normally takes care of similarly with what the City does with the John Hopkins Fund, it allows us to put some money to work as seed funds for new projects, as was just mentioned, that have value and others that address critical community needs whether it is in public health, shelter or food, some of the most fundamental needs that we have. So I have been proud to serve on that Committee. I want to just take one moment to thank all of my colleagues that served on that and also to mention the broader – and this goes back a couple of years when we renamed this fund after Sophia Travis who was one of the Council members who worked in establishing it and her record of support for broad community needs whether they be shelter, health, innovation in government and collaboration in the arts are recognized at this meeting. With that being said, I support all of the items and the recommendations of the Committee and I look forward to further discussion.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 7‐0.

Resolution 2015‐30B

Yoder made a motion to approve Resolution 2015‐30B to award Planned Parenthood $3,000 for long‐acting, reversible contraceptives, the testing of sexually‐transmitted diseases and colposcopies. Jones seconded.

(Cobine) So many members of the community have come out tonight to listen and perhaps to speak on this so I would like to reserve my comments until after the public comment period.

(Dietz) I’m fine with that.

August 25, 2015 Page 11

(Hawk) The only comment I would like to add right now is just in case some of the babies insist that their parents can’t hang around much longer, I want to remind people of the wonderful family planning clinic that the County supports that is our own County‐ran family planning clinic. It is called Futures and it is at the corner of Seventh and College and many people are not aware that is there. They really work hard to provide the service and I just want everyone to share that with their friends that if there is someone in need of family planning that service is available at Futures. You can call them for information. There will be much more to be said later but I just wanted to say that in case anyone would have to leave.

(McKim) I’m ready for public comment.

(Jones) Me too.

A call was made for public comment.

(Lindsey Schmid) This is my son, Everett. He is a little tired right now. I am in favor of this resolution for many reasons. I actually had the op ed piece in the Herald‐Times today voicing my support for Planned Parenthood. I’ve been going there for health care for 16 years and one of the happiest moments in my life came at Planned Parenthood when I found out this one was coming. They have been with me for health care, for anything I could possibly need, and that is what they do. They are there for you when you need them. One of the things that I love the most about them is they allowed me the opportunity to plan and choose and space when this little guy was coming so that I was ready to be the best mom that I could possibly be to him because he is my everything. I would also say in closing, if you knew Sophia Travis and you knew what families and children meant to her, you would absolutely approve this because this is exactly what she would want and it would honor her legacy tremendously. So I thank you for your time.

(Jared Cochran) I am a resident of Monroe County. I am a Christian who fears God and loves God. I am a husband and father of six children. I am assistant professor of Biochemistry at Indiana University and I am here to oppose this proposal for giving money to Planned Parenthood. This particular institution kills children and that is the truth. I thank you Miss Hawk for separating this particular item out from the rest of the grant appli‐ cations because as they were read it was very encouraging to hear that there was support of organizations that do good for our community and I can’t see how the slaughter of children is good for our city and good for our county. The community service grant mechanism has supplied almost $18,000 to this wicked organization over the past seven years. The Jack Hopkins Fund just gave $5,000 to this organization a few months ago. I don’t understand why this organization needs more of our taxpayer dollars. This really doesn’t amount to Sophia’s desire for where the money goes. It is our tax money; we are the taxpayers and it is our job to give the tax money for appropriate purposes. So I ask that you do not fund this $3,000 for Planned Parenthood. Thank you.

(Wanda Savala) I’m here speaking on behalf of my friend and colleague, Lizzy Barteld. She shared her story with me and she had class tonight because she is a wonderful student. To quote Lizzy:

As someone who talked about birth control a lot through my professional life as a health educator, I was woefully behind in taking care of my own sexual health. Every time I went to an OB‐Gyn, they would only suggest the birth control pill. The reasons were always different: these work best for you, they’re cheaper, we think they’re awesome, or most women like them. The reality was that I would often miss my pill and that I needed a different method. I kept asking providers about IUDs (intra‐uterine contraception or intra‐uterine device, IUD and IUC both are accepted terms) but providers would always say no. Their reasons varied: you haven’t been pregnant, they change your flow, they’re expensive, your insurance might not cover it, or I’m not good at putting them in. I was beyond frustrated. Why couldn’t I, who knew more than most, find someone to help me with my birth control options?

August 25, 2015 Page 12

Finally, I went to Bloomington’s Planned Parenthood and they were amazing. They helped me understand birth control was my choice. My insurance did cover my preferred method and the best way for after care. I am so grateful for the caring staff that provided phenomenal care, allowed birth control to be my choice, and were complete unbiased.

And to say a little bit more for the Council, if you do or do not know, IUDs are wonderfully effective in prevent conception. They are not an abortive facient, they only prevent conception. So thank you very much for your time. I am in full support of funding of Planned Parenthood and have a good evening.

(Scott Tibbs) I am a resident of the 4th County Council District and I am currently a write‐in candidate for an at‐ large seat on the Bloomington City Council. I speak to you today in opposition to a $3,000 handout to Planned Parenthood. I have been lobbying you not to fund Planned Parenthood since 2008, just as I have been imploring the City Council to not grant corporate welfare to this abortion mill since 1999. But first, I must address the timing of this vote. Normally this vote takes place in October or November with the process starting in August. That is not the case this year. I was shocked when I discovered that this vote would be taking place today in an off‐hand remark on Facebook. I certainly was not expecting this vote to be fast tracked. I have criticized the City Council many times over the last 16 years for their social services funding votes; but I will say something about the City Council that cannot be said about the County: the City’s process is predictable. The process starts at the same time every year and citizens always know when the vote will take place. You people, however, are not predictable at all. You have moved this vote all over the calendar, including holding this vote two days after Christmas and the day after a blizzard. While people were digging themselves out from under the snow, you were voting to give their tax money confiscated from them by force to an abortion mill. This is the eighth time you have distributed social services funds, a program you started in 2008. The learning curve is over. There is no reason that this process cannot be predictable by now. There is no excuse for this behavior. I am angry today. I am angry because the Democratic majority on the County Council is trying to hide from your constituents instead of conducting the process in a predictable manner. What you are doing today is dishonest, cowardly, shameful, dishonorable, dirty and underhanded. You have proven that you do not deserve the public’s trust. You should be ashamed of yourselves.

As to the grant itself, this corporate welfare comes as Planned Parenthood has been discovered to be selling the body parts of aborted babies. This comes as video evidence emergences of Planned Parenthood ripping open the face of a baby to get to the brain. It is horrifying and abominable, yet you people think that the local branch of this organization is worthy of corporate welfare. You have a family planning clinic operated by the County Health Department. There is no reason the supposed good Planned Parenthood does cannot be done by the Futures Clinic or other deserving organizations. This is a waste of the taxpayers’ money and an abuse of the authority All Mighty God has placed upon you. I urge you in the strongest possible terms to listen to the hundreds of people who have protested at Bloomington’s Planned Parenthood over the last month and vote no on this corporate welfare for this deplorable organization.

(Cathy Smith) You may wonderful why a 52‐year old grandmother who hasn’t had a period since she was 25 years old would get up here as a public official and say something in a room this crowded with opposition about Planned Parenthood. I may shed some tears but I’m going to tell you my story with Planned Parenthood. When I was 18 years old, my parents were dying and I was a good kid. Sheriff Swain can tell you that; he went to college with me when I was a teenager. I was a good kid. I met my husband, I wanted to have sex with my husband. Guess where we went? We went to Planned Parenthood on a date when we decided to get married. We went through their family planning sessions, we picked the contraceptives. When my parents died they left twins 14 years old that my husband and I raised when we were teenagers. I could not get pregnant. Planned Parenthood spent time with me. My mother was the daughter of a circuit ride Methodist minister. She didn’t teach me about sex and she certainly didn’t teach me about contraception, but Planned Parenthood did. They took the time with me and my husband. In Vincennes they walked us through every single different possibility that you could have for contraceptive in 1981 and explained it to us. To this day, that is the very best date I’ve ever been on. Had I not went there and started my work with Planned Parenthood which I kept until I had a August 25, 2015 Page 13

hysterectomy at 25, they diagnosed what was wrong with me, we would probably not have the child now that we have that is light of our life and also our grandchild. They found what was wrong with me. I had a disease I didn’t know about. They treated it, they helped me get medical treatment. When you’re 18 with dying parents and no insurance and you’re trying to put yourself through college, let me tell you something, as a Christian I will tell you Planned Parenthood was the answer to my prayer. It allowed me to get married. It allowed me to practice what I believe is God’s gift to married people. If you read your Bible, it says it right in there, it is God’s gift to married people: great sex. I’m stilled married 33 years later to a wonderful man and I thank Planned Parenthood because I probably would have said no when he asked me to marry him if I did not convince myself there was a way we could have exactly perfect family planning and got our questions answered and there was no place else to go to without insurance. Now I appreciate the County’s family planning clinic and I love it; I think the people there are wonderful. But you’ve got kids coming in here to go to college just like I did. Innocent little 18‐year olds that don’t want to get pregnant that may want to have sex. And let me tell you something, would you rather them go to college and be able to take care of themselves or would you rather them be pregnant and end up taking care of a child that is probably unwanted and they may not be stellar parents at that age? I don’t think so; I was a great parent but it was later in life.

(Eric Rasmusen) I live in Bloomington, have five children, and teach economics in the business school. Scott Tibbs talked about the snap snow meeting of a few years ago. As I was walking over here, my son, Benjamin, who is back there was saying, “Oh, isn’t that the meeting that they held in the snow?” So people have memories of that kind of a thing. But what I wanted to say today was that this isn’t really about birth control pills or IUDs or even abortion so much this year, that is the usual thing we’re talking about, it is symbolic and its symbols are very important. It is about whether you support selling babies’ body parts or not. Especially during the meeting right now, seems like it maybe was, I don’t know why it was done, but it presents itself as a referendum or a vote by you folks on that issue because that is what Planned Parenthood is known for now. Now if the local chapter were to abandon the name Planned Parenthood thinking too shameful then there would be another matter. Maybe they’ve condemned the sale of body parts rather than just saying that it is only recovering costs or it is misunderstood or something but I haven’t heard any of that and without that we have to think that this is a vote in favor of selling babies at so much an arm, so much an ear, so much an elbow. Thank you.

(Taylor Dean) I am here to support and encourage folks to fund Planned Parenthood with the grant. I am a former volunteer at Planned Parenthood. I was there for a little over a year. I was contacted by friends who were supporters of the health center and learned that Planned Parenthood was, at the time, struggling with funding and being able to maintain staff and that they were seeking more volunteers. I went in every week for a number of hours. During that time, there were hundreds of folks who came in at the health center for things like STI testing and pap smears, birth control, health screenings, all kinds of services and informational materials and reduced‐cost care and I really saw firsthand Planned Parenthood providing needed services and making them accessible to folks to whom they wouldn’t have been otherwise or they would have struggled to find those resources otherwise. Planned Parenthood was certainly worthy of my time; I would love to go back and I really hope that folks today will make the decision to support that space. Thank you.

(Andrew Rusche) Really we’ve been talking about Planned Parenthood and a lot of people have been saying that they do all this family planning stuff and there is also the opposition which believes that it is immoral. Let’s again get back to respect here. First off, a couple of facts on Planned Parenthood. There has been a mantra going on in our public about war on women. Now let’s understand Planned Parenthood being for the health of the woman. One of the leading causes of death of women is breast cancer and currently the best way to prevent breast cancer is through mammograms. How many mammogram facilities does Planned Parenthood run? Zero. Now if we want to help out the health of women, where do women go for those services? The Bloomington Hospital. Also let’s look at the location of Planned Parenthood. Anything that they can do, the Futures Family Clinic can do or the Monroe County Hospital can do with the exception of abortion, which I’m not sure if the hospital does or not. So what we come to is respect. The new videos on Planned Parenthood have really raised whole lot of new questions about the organization. Now I am a member of the National Rifle August 25, 2015 Page 14

Association. I am a proud gun owner. I have a carry permit in the State of Indiana. However, I do not seek the public to fund the NRA even though I think it is a great organization and they do a ton of stuff about education. The amount of education I received at the NRA as a child about gun safety and how to property use, that was great. But I’m not asking the public to support an organization that is controversial like the NRA. The NRA is known to be lobbying for gun rights and many of you in this room may not like that. That’s fine; I’m not asking for your money for the NRA. So I would like to ask you, the Commissioners [sic], be respectful of me; be respectful of all of us. We have certain things that we like but should not warrant public funding, Planned Parenthood is one of those. It has become known as an abortion mill, as selling fetal parts, and killing babies and there is a large portion of this county that doesn’t like it. So to be a good representative and to fulfill your office of representing our county, please vote against this.

(Carole Canfield) I am a lifelong resident of Bloomington and Monroe County. I’m going to go a little bit different route. I’m here to speak against Planned Parenthood receiving these funds. You may or may not be aware that Planned Parenthood was visited by the Indiana State Department of Health on December 18, 2014, for the purposes of conducting a licensure survey. In that survey, several serious violations were found. To name a few: patient records were stored improperly and not as required, they were to be in cabinets locked and not in file boxes on top of cabinets under sprinkler systems as was found; in addition, they were in an area accessible to anyone via two unlocked doors on the basement level and no restriction from the first‐floor clinical areas was observed. Is this considered good for women? Patients’ vital signs were indicated as being taken after the patient had been dismissed from the recovery room. How do you do that? Many patients had no vitals taken following the procedures. Is this considered good, safe health practice for women? Patients’ records were not complete. For instance, one patient had a surgical abortion and lacked history for: bleeding disorder, yes or no; diabetes, yes or no; breastfeeding, yes or no; heart disease, yes or no; hypertension, yes or no; kidney failure, yes or no. In addition, the record lacked documentation in the procedure portion of the chart for “discharge patient from recovery room per protocol.” This is only one of many such patients’ records cited. Required State forms for patients could not be found. Is this how Planned Parenthood gives exceptional care to women? Medications were open and not labeled with a date. Other medications were expired. Some were opened and dated and stored with locked meds but expired and should have been destroyed. Numerous violations occurred concerning the hiring practice of specific medical personnel. Proper credentials and docu‐ mentation for appointments and reappointments and privileges pertaining to them were missing. Required TB tests prior to the beginning work for PP of two staff members hired in 2014 did not happen. This is safe practice for women with whom they will be in contact? Medical histories and exams were not performed on eight of ten women who had medical abortions; 13 of 20 who had surgical abortions. By eliminating these procedures, it was impossible to identify any contra indications or special conditions for the patients such as allergies to equipment, solutions, and latex; not to mention any health conditions that would preempt those procedures. Required written care policies and post op procedures were not given to 20 of 20 patients who had surgical abortions. Hygiene instructions were not given. Infection‐control policies were not followed for staff. These are only some of the violations that were found. I do know that Planned Parenthood as of March indicated that some of these were corrected or would be by the end of March.

(Lorraine Merriman Farrell) I am here tonight to support the funds that you’re allocating for Planned Parenthood and I’m also happy to be here and see an upfront and personal example of living in a country where we can hold our own beliefs and express our own opinions publicly even though those opinions may be very diverse. We all tend to frame issues according to our own belief systems and our own life experiences. I simply wanted to read a statement today by a Catholic nun by the name of Sister Joan Shidister and this is excellent food for thought and this is her quote.

I do not believe that just because you’re opposed to abortion that that makes you pro‐life. In fact, I think in many cases your morality is deeply lacking if all you want is a child born but not a child fed, not a child educated, not a child housed. And why would I think you don’t? Because you don’t want any tax money to do there. That is not pro‐life; that’s pro‐birth. We need a much broader conversation on what the morality of pro‐life is. August 25, 2015 Page 15

Thank you very much for the work you’re doing.

(Tim Bailey) I sent you all an email last night and I want to explain that email a little bit to you. The job of a pastor, which is what I am, is a job of warning you that you’re going to face God’s judgment seat. And people laugh about it. It is not a laughing matter. The bell will toll for you soon. And when I was a child I grew up in a home where three of my siblings died at various times when I was little: hemophilia, leukemia and cystic fibrosis and it burns eternity into your eyeballs. It makes you realize that life is short. A number of years ago, an appellate judge you all know started coming to our church and he was a newly‐professing Christian and I began to think about what my obligations were with this judge. I realized that it was my obligation to warn him that God would judge him according to his opinions and his votes and I’m here tonight to warn you that you will face God for you decision. It is impossible for us to separate ourselves from our beliefs, if you want to refer to them as that. Hannah Arendt, when I was 10 years old, issued a book on Eichmann in Jerusalem and the subtitle, if you remember, it was on the banality of evil. And Planned Parenthood is just banal. It is just who cares? You know, I don’t care, you don’t care, nobody cares about Planned Parenthood, they kill babies and we think we’ve gotten off scot free. Scripture says, “It’s appointed unto man once to die and after that the judgment,” and God will judge us for our actions. So that the unique perspective that a pastor actually gets paid money to bring everywhere he goes. So I want to end by reading – you know you go to every funeral today and every single funeral they always say he or she is in a better place now. It doesn’t matter what the character of the person was, they’re in a better place now. Often what is quoted there is a text from Revelation where it says, “God himself will be among them and He will wipe away every tear from their eyes and there will be no longer any death. There will no longer be any mourning or crying or pain.” But what comes immediately after it is what I sent to you last night and I’m warning you about, “He who overcomes will inherit these things and I will be God and he will be my son but for the cowardly and unbelieving and abominable and murders,” and that’s what abortion is, it is a mother, a doctor, taking the life of an unborn child, “and sorcerers and idolaters and all liars, their part will be the lake that burns with fire.”

(Ashley Cranor) I’m up here to thank you all for you dedication and commitment to public health here in Monroe County. The Sophia Travis Community Service Grant Funds present an opportunity for the dedicated people working in our local non‐profit organizations to fulfill their missions. Hoosier Hills Food Bank, Planned Parenthood, Indiana Recovery Alliance, Amethyst House, Area 10, in fact every agency that you have considered for an award this evening are all dedicated to increasing the health outcomes here in our community whether it is through education, direct services, or both. A wonderful example of this is the potential syringe exchange program that the Council just supported. It is important to know that Planned Parenthood is one of only three clinics here in Monroe County that provide HIV testing and information and I want to keep it that way. The fact that Scott County in Southern Indiana had no testing facilities since 2011 because of defunding Planned Parent‐ hood is a glaring example of the kind of public health crisis that results when prevention and testing are left unfunded. Hopefully, that will not be the case here in Monroe County.

On a more personal lens, Planned Parenthood – Planned Parenthood – which is exactly what they did for me. When I was in my late teens I was diagnosed with pre‐cervical cancer. That meant a lot to me as a young girl: fear, denial, cost, embarrassment, potentially losing out on being a mother some day. I literally avoided dealing with that health issue and I got really close to losing my ability to have children. Thankfully at the time, Planned Parenthood had Dr. Kline on their staff and I had the opportunity to work with her and along with her and her staff and they persisted bugging this 19‐year old to come in and get treatment so that they could help me. Finally one day it actually worked and I did go in. The genuine care that they gave me still gives me chills to this day because I did wind up losing part of my cervix but the intervention and their absolute honest concern for my health and my ability to have children later in life led me to have two wonderful pregnancies and two healthy sons and I am forever indebted to Planned Parenthood.

Funding for disease prevention in women’s health is always, always the right thing to do and I ask the Monroe County Council to stand beside Planned Parenthood and vote in support for this. Thank you. August 25, 2015 Page 16

(Adam Spaetti) I am a local primary care physician who practices in Monroe County and I am a former Owen County Health Officer. I did residency training under Judy Monroe, former Health Commissioner for the State of Indiana and so I very much believe in women’s health care. I have several patients in this room, some of whom are women, and I spent all day today providing women’s health care to needy women. Yet I am here in opposition to Planned Parenthood’s murder of babies and government funding of Planned Parenthood. I should tell you that I am not a Republican, I’m not a Democrat, I’m a Christian and that is why I’m here speaking today. It has nothing to do with politics for me. I should also tell you that when I was in high school I dated a Planned Parenthood worker and I volunteered time on behalf of Planned Parenthood. I’ve been on both sides of this issue but I’ve repented. And while it is still today, I urge this Council to repent. I’m not a pastor but I am an officer in Christ Church and, just as the pastor did earlier, I want to plead with you to repent and to warn you that God’s wrath abides on Planned Parenthood. I want to close by saying something I’ve never said before, but you know we’ve appealed to you as doctors, we’ve appealed to you as nurses, we’ve appealed to you as attorneys, fathers, mothers, children and you don’t listen and there’s not much time left. So what I want to say today is not intended in a profane way; it is not intended in a vulgar way; it is said with complete self control in the most religious sense I can think of it: Goddamn Planned Parenthood and Goddamn any commission that supports it. Thank you.

(Brian Bailey) Good evening President Munson and members of the Council. I am a citizen of Monroe County, a year 2000 graduate of the IU Law School, I am also an officer in Christ Church and a Christian. I want to start by sharing with you what I shared with you last night in an email. On June 6, 2013, which happened to be the 69th anniversary of D‐Day, my wife delivered our son named Ezra. He had lived almost 20 weeks in the womb but had died of Hydrops Fetalis. I had the privilege to hold him and see that he is/was a human being. He wasn’t a human being because I wanted him to be or we wanted to keep him as a baby, he was human being because he was created in God’s image and he is not different from the human beings that Planned Parenthood murders by butchering them and poisoning them on a weekly basis. He is no different than the human beings that the Planned Parenthood enterprise jackals are picking apart for profit across our country and you want to support that? You will be judged. It may be by your constituents because you are flipping the rule of law on its head. You’re not defending the oppressed and you’re not listening to your constituents, the people who are your masters; you are our servants, you’re flipping that on its head.

One day when this is no longer fashionable, when abortion is no longer fashionable, and the truth is not deniable, the truth will out about this. Some {Latin phrases} of the abortion industry in our country and you, if you support this, are going to go down in history. But as Pastor Bailey and Dr. Spaetti mentioned, there is a far more important judgment than what historians are going to say about you. That is the judgement of Almighty God and he will judge whether you have stood for the oppressed, which is your duty as civil magistrates, as our servants, or whether you stood for the fiendish oppressor Planned Parenthood and its minions. It is your duty to vote no for funding Planned Parenthood. So vote no.

(Fr. Alan Maria Wharton) I am a Catholic Priest with the Franciscan Friars of the Immaculate at Mother of the Redeemer Retreat Center out on 48. I am here to also encourage you to do the morally‐right thing and to do what is in the interest of the common good. We heard several people speak in favor of giving money to Planned Parenthood based on their personal experience and while accidentally Planned Parenthood may help some people, what we have to keep in mind is the principles. Steven Coby wrote a book that many people involved in business and leadership have read, The Seven Habits of Highly‐Effective People, which I read maybe the first chapter but what I learned in that chapter has always stuck with me. He talked about principles and there is a principle here which goes to the very core of our being and which really underlies the welfare of all society which is that we have an inherent God‐given right to life. This is one of the first things recognized by the founders of our great nation and that principle is very much at risk. In fact, it has been denied. The Constitution – the Supreme Court – has denied that all people have a right and once you take the right to life away from some people, the right to life of all people is endangered. We’ve seen it in the 20th century with the slaughter of millions in Soviet Russia, we’ve seen it in Nazi German, in Maoist China, in Cambodia, and, unfortunately, we see August 25, 2015 Page 17

it on a mass scale here in the United States. One of the people who spoke in favor of Planned Parenthood was a young African American woman and I find it highly ironic that she would support an organization that began as a eugenics organization for the elimination of the African American population.

Now I have less than three minutes at this point to talk on the fundamental issue of our times but please keep in mind the principle, you can never support taking away the right to life and that is what Planned Parenthood stands for: taking away lives. And these videos, I encourage you, they’re horrible, horrible what they are telling us but it is the truth; Planned Parenthood is destroying children and their mothers. I’m a priest, I hear confessions and I can tell you many women come to me internally destroyed – not eternally because there is always hope and there is forgiveness – but internally, they may not show it on the outside but they carry with them a pain that they can never escape when they kill their own child. Please do not give money to people who do this. God bless you.

(Carol McCord) I didn’t plan to speak this evening so I don’t have any prepared remarks and I will be brief but after hearing some of the things that were shared I felt the need to speak. I used to work at Planned Parenthood as a social worker. I gave people feedback and results on pregnancy tests, wanted and unwanted; HIV tests, wanted and unwanted; and I watched people struggle with decisions, I watched us help people make hard decisions and get the support they needed for those decisions. One of the things I did in fact was help people who weren’t sure that they wanted to have an abortion go back home, talk to their priests, ministers, [and] families to be sure about their decision [and] come back for that procedure when they decided that. Every single person who came there would have the same need today whether we fund this service or not. If we don’t provide this funding, they won’t receive the service. Planned Parenthood does more to prevent unintended pregnancies and the need for people to have to make that decision and seek such services. I ask that you take that into consideration as you make the decision to support this. Thank you for all of your patience in listening to all of us this evening.

(Ann Cooper) Good evening. I am a resident of Monroe County and I also was not planning on speaking this evening so I apologize if my thoughts aren’t maybe in good order. I’m also a wife, mother of three beautiful girls who are with me this evening, I am a pharmacist and I am also a Christian and primarily, I’m a woman. There are a number of people who have spoken already this evening. I’d like to remind you of a couple of things that have been spoken. As a pharmacist, I find it appalling that they cannot follow basic procedures to get rid of expired medication. If I had expired medication on my shelf and dispensed that to a patient, I could, at minimum, lose my job or be put on suspension; I could lose my license for a period of up to seven years. That is not acceptable in the medical field. It is also not acceptable for the medical field other things Carol Canfield mentioned earlier and I’m sure that there are plenty more.

Another thing that was already mentioned earlier was about respect. These are our dollars that we worked hard for. Some of us have single‐income families and we struggle for every dollar that we have to properly and care‐ fully take care of our families. Please don’t squander how hard we have worked for that money and give it to an organization that is controversial. If they want to raise up money elsewhere, let them do it; but please don’t take our hard‐earned taxpayer dollars for those kinds of things. I fully support other things like food banks and things like that that are helping people in need. Any money that would be given to Planned Parenthood through this Council, even if it is not specifically for abortion services, would allow them to use other moneys for those kinds of things. So I ask you please do not go with this proposal. I ask you to oppose the moneys being given to Planned Parenthood. Thank you.

(Melinda Swenson) I am a retired faculty member of IU and I am a nurse practitioner. I have known about Planned Parenthood since my mother went door‐to‐door in the 50s to raise money for Planned Parenthood. She is a Christian woman, she is smart, and she still supports Planned Parenthood. I came to my appreciation for it partly through her and when it was my daughter’s turn to need birth control, that is where she went; that is where I suggested she go, that is where she went and she got excellent care. I just wanted to say there is more than one truth in the world. All of us are her because we believe so strongly in what we believe in. Belief August 25, 2015 Page 18

systems are belief systems; there is more than one truth in this room. Women’s health, men’s health, teen‐ ager’s health – this is not about fashion and I urge you to think that it is really about compassion. Thank you.

(Justin Davis) I appreciate the opportunity to speak tonight. I am a Christian and I am opposed to this funding and I plead on you guys’ behalf that you be opposed as well. Even though I am a Christian, I do believe in the separation of church and state and I don’t believe that government needs to follow one religious way. I don’t believe that Christianity and government should be necessarily intertwined at every point. But I do believe as a civilized society that we need to have some kind of morals and I guess that is what brings me here today is just that 40 years ago we crossed the threshold and abortion is put under women’s rights now but it didn’t historically really start like that. It started with a lot of powerful men: Rockefeller, the Ford Foundation, Procter & Gamble, Dixie of Dixie Cups, a lot of powerful men with a lot of money that were interested in population control to be honest and as the priest said eugenics as well; even Margaret Sanger and them were very focused on eugenics and everything. But it definitely had its roots in a lot more than women’s rights and then it obviously found a nest under that and has kind of snowballed from there. So I don’t know, when it boils down to it I just don’t think that life and ending life is worth a better economic system, I guess, or improved economics and that’s really what it boils down to. Forty years ago, yeah, we made that decision to try to improve economics by allowing this to go on and I don’t think that we should any more.

Also just a couple more points. A big argument for women’s rights is that a woman has a right to do with her body what she wants and obviously that is just honestly not the case. I mean if that was the case, drugs wouldn’t be illegal, prostitution wouldn’t be illegal. So yeah, men and women don’t have the right to do what‐ ever they want to do with their bodies and obviously when it comes down to it we’re not just talking about a woman’s life either, we’re talking about a human life that has already started and we’re choosing to end it. I know there is a lot of things that Planned Parenthood performs, helps with, other than abortion but, let’s be honest, that is what we’re talking about today and if you do pass this you are progressing that movement, you’re aiding in all that Planned Parenthood does so I just urge you to oppose that. Thank you very much.

(Jim Billingsley) I would just plead with you to – don’t put the blood of these babies’ murders on all of our hands by forcing us to use the money that we earn by the sweat of our brow to subsidize it. This whole discussion is all about a horribly tragic series of lies; lies that started in 1973. Norman McCorvey, the Roe in Roe vs. Wade, admits today it was a horrible, horrible lie. The lie continues today; you hear it said – in fact it was you, Lee Jones, that said a couple of years ago that abortion is only 3% of what Planned Parenthood does. It is over half of the money that they get is from the killing of babies. Fortunately, the ultrasound now shows the lie that happened in 1973; that is a life, it is a baby with its own DNA, its own genetic material and to force all of us to pay for that baby’s demise is tyranny. The lie just got exposed. Thank God for these videos. And have any of you seen the videos? I sent an email – actually a Facebook message – to Marty. If you haven’t seen them, I would request that you give us the chance to present these videos at the next meeting that you’re going to vote on this if this passes through here today.

The next lie is that Planned Parenthood is all about healthcare. Is that healthcare? That is the murder of a baby and you want to fund it with my tax money, with our tax money? That’s murder. Get a good look at that. That is what goes on right down here at our Planned Parenthood facility. Not with my tax dollars.

(Connor Stevens) I am a student at Indiana University. Last night I attempted to call each of you and I sent each of you an email regarding this topic. Two years ago today I would have told you that I was completely pro‐ abortion. I supported the issue. I argued with many of those who defended the lives of unborn children and looked down upon them for doing so. Today I stand before you completely against this. I am completely against abortion and I am begging you to please take no part in funding an organization that supports and profits off of the sale of baby parts. Please do not have any part in this. Last semester I gave a speech on the topic of abortion and I can tell you the history of the issue revolves around lies and deception and murder. This is not a topic about women’s health. There are plenty of places that women can go in this town and the next to get any kind of healthcare that they might need except for abortion. Planned Parenthood is standing out for one reason August 25, 2015 Page 19

and one reason alone and that is what this issue is about, the murder of children, and I beg you to reconsider giving them money and taking part in this. It is true what the men and women have told you today, you will be judged by God for your decision about this. It will happen whether you look at these pictures or not. There is a reason these photographs are difficult to look at and that is because it reminds us that we are all guilty of the same blood lust that this corporation supports. Well many of us are here to tell you that we are against this. I beg you to repent and I beg you to not give money to Planned Parenthood. Thank you.

(Doug Ummel) I am a Monroe County resident, small business owner, father of five, soon to be six, and an adoptive father as well. Again, I wasn’t planning on speaking tonight so please forgive my rambling. But, please do, if you haven’t seen the videos, go watch them. You owe yourself that and I know the spin is that they’ve been highly edited, yatta yatta, but all of the footage is available online, all of the unedited footage. If you think they’re edited, go watch it. Please do. In the last released video, a baby with a beating heart, a woman talked about cutting its face off so she could harvest the brain to send to for‐profit to send to a facility. If babies with beating hearts are being dismembered and sold for parts isn’t enough to cause you moral outrage I could stand here for 12 hours and talk but if babies with beating hearts are being dismembered and sold for parts isn’t enough then there is no hope. Either that fills you with complete righteous indignation or you’re lost. There is nothing more to say. Either you have a conscious or you don’t. Either you are a moral person or you are a complete monster. That alone should be enough to say wait if we haven’t looked at this let’s really look at it and not fund it with tax dollars. If you all want to write checks out of your own pocket, feel free; but please not with tax dollars. Thank you.

(Gladys Newsome) I’ve been in Bloomington since 1977; came to IU and stayed and I am a teacher. But I want to ask you everyone right now what is the age of reason? If you go to the Catholic Church I believe they say it is age seven; that’s when they do their confirmation. So I’m asking you and all Planned Parenthood supporters at age seven how do you explain abortion to your children? Actually I really believe that a lot of people don’t and can’t. So that is the real question. I think everyone else said enough. Thank you very much.

(Munson) Thank you. Council, now is our time to make our own comments.

(Cobine) I think I will have to assimilate that for just a minute.

(Dietz) I have a few quick comments based on comments from the audience. I want to talk a little bit about the schedule. There was no effort to push this through on a more‐rapid schedule as has been mentioned. In the past we actually felt this time would be more conducive to discussion in a public hearing and the entire process than the way we have done it in the past which has tended to be toward the end of the year. So I think this is actually an improvement and I think that the audience here attests that it wasn’t necessarily an untimely time to have this discussion.

One thing that I did not hear from all of the people that opposed this was an actual discussion about the grant proposal that was made which was for the provision of long‐acting contraception which is something that is done in a number of places including some of our own facilities. I fully support the grant as written and I think this is in keeping with both the history of this fund and the types of things that the namesake for this fund has supported and I will be supporting this motion.

(Yoder) I do appreciate the dialog that we’ve had this evening. I have valued the emails and the calls that I have received from some of you in this room as well as some who were not able to attend this evening. I have appre‐ ciated hearing the little voices for sure and I enjoy seeing and wish we would see more children and babies out and about. I do want to clarify that our own Governor Pence did call for an investigation for all of Indiana’s Planned Parenthoods to make certain that these illegal activities were not taking place and the report came back no illegal activities such as the ones that have been talked about this evening that were depicted in those videos are taking place in the State of Indiana and I want to reiterate what Councilor Dietz said that this is a proposal to fund long‐lasting, reversible contraception, tests for sexually‐transmitted diseases, as well as procedures to August 25, 2015 Page 20

catch cancer early. I am voting in favor of this because I think it is responsible family planning and I vote in favor of this grant to Planned Parenthood.

(Hawk) Many years ago, I think I was the only Council member that is sitting here now that was on the Council at the time, our Health Director came to us and said, “We desperately need a County‐ran family planning clinic because we have so many families and ladies who need special care and women’s healthcare that because of their religious background they will not go to Planned Parenthood for these services.” He asked us to allow him to apply for these grants so that we, the County, could open up our own family planning clinic. At the time he pledged that he would never ask for any of the County General money to help support that clinic because we were so short of funds and he knew that meant the County employees would really be the ones that were paying the price for it because we didn’t have the money to give the proper raises. Since that time, the Futures Clinic has grown and been more and more successful and the County does support that clinic in that we provide the space and we provided the remodeling of that space for them. But you know we made the commitment many years ago to move forward with that without spending local tax dollars for the operations and now I’m beginning to wonder if maybe we should take another look at that because this is in my opinion, if we’re going to spend your local tax dollars on family planning and if we really believe that this particular grant and what it is to be used for is a good thing we could supply that to our own family planning clinic or other methods to help them out. I just think it is wrong to spend local tax dollars on dollars for Planned Parenthood when there are so many that have such strong objection to it when if indeed this is all about providing women’s healthcare and family planning that is available at Futures Family Planning and it is also available, we have lots of health services available through our VIM clinic which we didn’t have many years ago. I myself have used the services at Planned Parenthood for gynecological care when I had no insurance and I went there, there was a little one on the West Side where it was not where they performed abortions because I couldn’t go to the downtown one but the one on the West Side I would go to, guess what, we didn’t have other choices then. This community has stepped forward and said we’re going to give these young ladies a choice, we’re going to give family members a choice and that is provided now through our Futures Family Clinic, through Volunteers in Medicine and many other places so it is not necessary to go to Planned Parenthood for family planning.

I would like to say that I appreciate very much that my fellow Council members who are allowing me this opportunity to be able to support the other organizations that have asked for assistance and not forcing me to say no to all of them. So I thank you all very much for allowing me to do that.

(McKim) I do want to echo Councilor Hawk’s support for Futures Family Planning Clinic; unfortunately they did not apply for a grant this year because of timing issues but I would definitely be open to considering some baseline funding for Futures in the future if that is what you’re interested in. This vote for Planned Parenthood is difficult but not because I doubt either the organization or the projects. We could spend hours addressing and rebutting many of the claims made tonight against Planned Parenthood but I don’t think that would be very productive. Councilors Dietz and Yoder have already done some of that. After much open‐minded consider‐ ation, I am very much convinced that Planned Parenthood provides vital services for women both here in the community and around the nation.

The project we’re funding here is for reversible, long‐term contraception; a project I very much support. For all of us who want to see fewer abortions there is no better way than supporting effective contraception. So what makes this difficult is that there are clearly so many of you that feel strongly and passionately about the issue who are petitioning your Elected Officials to do what you believe without doubt is the right thing. As somebody who is politically active, I understand the frustrations of having your Elected Officials vote contrary to your wishes. I value all the emails and phone calls I received on this topic on both sides of the issue and I particularly want to thank all of you for coming out today to express your thoughts in such a passionate yet respectfully manner but I will be voting in favor of the grant to Planned Parenthood.

(Jones) I endorse the comments made by Councilors Dietz, Yoder and McKim; I will be supporting this proposal.

August 25, 2015 Page 21

(Cobine) Sometimes if you wait until the end everybody else has said everything that you were going to say or you were thinking. I think this is one of those cases. I would just like to reiterate and ask for a little bit of patience for the people that have written to me. I will contact you in some fashion in the upcoming days and possibly weeks but depending on how much my inbox has grown since I last looked. I too value people’s input on this and on the one hand I’m very pleased to see people coming out to advocate for their positions but in this particular case I know that it is going to be one of these situations where I would say the majority of people that are out here are going to walk away disappointed tonight and I’m going to add to that because I support this motion as well. I think regardless of one’s moral principles and one’s views on abortion specifically, even though as Councilor Yoder aptly pointed out not something that we’re specifically dealing with tonight, I understand that symbolically and based on one’s view of the organization that is sort of beside the point. But regardless of those views that people might hold and however much distance we might have on those sorts of things, I think this is one of those situations where even though perhaps it is counterintuitive I think if people delve into this enough they will come to see that ultimately the way to reduce the number and frequency of abortions is to support an organization that provides these services. I think that is especially true in other countries around the world but it is definitely still true here. So with that I will leave it for tonight. Thanks.

(Munson) I want to thank my colleagues for making so many good points. I endorse most of their points including Councilor Hawk’s proposal to provide further support for the Futures Clinic. I would note for you all that the Futures Clinic has received support in the past from this grant program. I want to thank all of you who wrote to me, called me, or left voicemails. I wanted to be able tonight to say to you that I listened to every voicemail and read every email but that was simply impossible. I was getting voicemails as we were preparing for this meeting, as well as emails; over four pages in my email box so that is probably nearly 100 emails. I will acknowledge them though.

My comments have to do with the nature of the proposed project. It is a project proposed by Planned Parenthood’s Bloomington Healthcare Center. It is not Planned Parenthood Indiana‐Kentucky; it is not Planned Parenthood nationally; it is our very own healthcare center here in Bloomington. The proposal is to, as has been said, provide long‐term contraception that is reversible, STD testing and pre‐cancer screening and all are essential to women’s healthcare. The funds that are to be used have nothing to do with abortion [or] fetal tissue samples and the organization, Planned Parenthood Bloomington Healthcare Center, signs a contract as to how they will use their funds as they have done so in the past. I will be supporting this proposal and I want to reflect on a statement that one of the commenters made tonight about the common good. I’ve read both sides, I’ve listened to both sides, and so my thinking on the common good is to support women’s healthcare. Thank you.

Stonecipher called roll: Motion passed with a vote of 6‐1 [Hawk].

7. SHERIFF’S OFFICE Request to Amend 2015 Salary Ordinance A. County General – Sheriff Fund 1000‐300 From: 12.7801 Part‐Time Hourly $13.39/hr. To: 12.7801 Part‐Time Hourly $13.39 to $20.00/hr

B. Correction Center Misdemeant Fund 1175‐000 From: 12.7801 Part‐Time Hourly $8.44/hr. To: 12.7801 Part‐Time Hourly $8.44 to $20.00/hr.

Yoder made a motion to approve the Sheriff’s request to amend the 2015 Salary Ordinance as presented. Jones seconded.

August 25, 2015 Page 22

(Sam Crowe, Sheriff’s Office) Good evening Councilors. We are wanting to extend our part‐time salary wage for a couple of reasons. One to try to entice more qualified people to work into a full‐time position. We often have open positions for our full‐time staff because of the turnover rate just because of the nature of what we do. We try to have two weeks of training for the full‐ and part‐time staff before they actually start working the job. If we can get some of these part‐time people to transition into a full‐time position it will help us with our staffing levels. Then the second thing, our part‐time staff do the same jobs as our full‐time staff but they receive in, some instances, $8.44 an hour and it just seems unfair that the part‐time officer doing the same job doesn’t receive something close to what the full‐time officer would make.

(McKim) I think this makes sense.

(Jones) I would agree.

(Munson) I think this is a proposal that we are really happy to see come forward and I hope this helps with recruiting and with overtime so thank you for bringing this forward.

After a call for public comment, Stonecipher called roll: Motion passed unanimously with a vote of 7‐0; no need for second reading.

8. APPROVAL OF MINUTES June 9, 2015 Regular Session June 23, 2015 Work Session

Yoder made a motion to approve the minutes. Jones seconded. Motion passed by voice vote.

9. TREASURER’S OFFICE Report on the purchase of Low Software

(Munson) Council, we will now have a brief report added to the agenda by the Treasurer regarding possible purchase of the Low financial software at some point in the future.

(Cathy Smith, County Treasurer) Thank you, Council. In your packet you will find a software solution recommendation for a payroll/financial software. The reason I am recommending this software is a long time ago we used to have this Tech Services Board and if you were interested in changing software or making a change in hardware you went to this Board and it was discussed by the County department heads before it ever got to the County Council. Well that has been dissolved and so there is no place else to go to discuss interest in a new software. Nobody works in a vacuum; I am only one part of the equation. As the Treasurer, I am the person that collects and deposits the money so actually since I handle it, of course, I’m going to be the most worrisome about it being accurately accounted for. Also, obviously, my bond is tremendously more than every‐ body else’s and that is my savings and my future for retirement that they would be coming after if there are mistakes. So one thing that I would like to do is recommend that we seriously consider migrating to a system that is up‐to‐date. Now when I look at what we currently have which is called Harris Financials, it virtually is unchanged for the 13 years I’ve been here and the people who are working with us as consultants casually mention every once in a while their frustration with the system ‐ they’ve had all kinds of issues, of course – and basically comparing it to not as intuitive or not to have as much attributes as the first‐generation software like Quick Books 15 years ago or so. So basically is not windows‐based, I could go on and on about it but you’ve all experienced it. It is hard to budget. The payroll is there but there is no timekeeping and those kinds of things. If you need some help it is $1,000 minimum to get someone down here to help you. My term is just about up. I will be transitioning from being the Treasurer. I was four years Chief Deputy Auditor and this is toward the end of my second term as Treasurer. During this time I’ve been through two software migrations for taxation and several for assessing software but we’ve not changed or upgraded or even seriously considered anything on the financial side and to me that is our inherent weakness. There are multiple weaknesses with it but the most August 25, 2015 Page 23

being it is just not designed for a County this big. We are the actual biggest users of it. It used to be with the Manatron software; the same company owned them both years ago. As we’ve grown as a County, we have nine courts and a court administrator, so ten sets of courts, and it is unified; we’re just basically getting huge and we need to come up with something that is easier and more streamlined to use or we’re going to have to hire a bunch more people to do this as we continue to grow. I don’t feel like I get the information that I need out of it and I feel like the way we have things structured now we can absolutely never really truly achieve dual controls, correct internal controls because like right now I’m not administrator of the software, a person in the Auditor’s office is so that means they’re over my password and control my user abilities and frankly I don’t have what I need. But it is many different things, it is not this thing or this thing, it is just that we’ve grown, this software has not kept up, and we can’t pull EFTs over automatically. I know you guys are interested in going to all EFTs, we have to grow with a system that is easy to use for everyone’s sake. If we still had the Tech Services Board I would go to them and shop this around and ask them for input and ask for a presentation to be made. I don’t want to waste a lot of your time. I know you’ve talked to the Low people before. You know that we just recently purchased their software. When we purchase their software it comes with, believe it or not, a cash book which we have to use and because now we’re on the cash book for Low property software, we’re not on the financial part of Low, again it is a mismatch. So it just makes sense since we’ve already spent the larger amount of money to migrate software for the property taxation to go ahead and seriously look at and consider purchasing this software so that we are with one vendor, we’re seamless, we get real time information, it is windows based, and I can make reports when I want reports. I can’t do that with Harris, I have to go through Crystal. I’m probably the only one that has been in computers long enough to still understand Crystal reports. But what I’m saying is now days with the new software you don’t have to go through that many generations of additional softwares to get the reports you need. The Low software is a hierarchal database where you can pull up your information based on the attributes you want and create your own reports; the same accessibility you have when you use a third‐party software like Crystal reports which we still have to with the old software.

So what I would like to see happen, I’m not going to ask you to put it in this budget for the budget hearing and I’m not going to ask you for an additional appropriation. What I would like you guys to do is to realize since I’m going to be transitioning out and not going to be here and the new Treasurer will have to work with this when they come in, I would like to see some kind of financial task force – I’ve been asking for this for years – but I would like to see a few key financial people sit down and look at this that you feel would be who you would want information from to respond back to you on whether they recommend purchasing this or not purchasing this. Not so that I’m the only person because I’m telling you this is great, we’ve already switched over, we should go with this, but I am just one person. And you know it is not near as expensive as the other one which the Auditor’s office paid for to the tune of about a half million dollars; this over $100,000, but it also is what we truly need to come up with true internal controls, true payroll capability with input from timekeeping systems, up‐to‐date budgeting information, it is scalable. I could just go on and on about the differences but what I’m really asking for is for you guys to think about what you would want from me or how I could help you guys decide if this is what is best for the County because I believe it is and I am willing to open my books and open my office to whoever wants to come in and help us procure something that is very user‐friendly and workable and scalable for the future. Because Harris is not developing. If you remember three years ago I went to you and told you that they were developing a cash book. Well they did, but it is still not for our size county and now we’re on a cash book that is for Low anyway. So I just think this is the way we should go and maybe come up with some group so that you guys get a consensus whether or not this is good for us.

(Munson) Thank you.

(Hawk) It is your intention that you would want to wait until we’ve got the Hartman & Williams report back so that we can see the problems that they will tell us that we’ve had to work out before we would move on with anything further?

(Smith) Well, they’re wrapping it up now and I spent the last few days with them and I am understanding when they deliver it they’re not going to be able to use Harris, they had to everything by hand like I had to do. That is August 25, 2015 Page 24

unfortunate but it is the way it is so their recommendation to me is that we hire Harris to go in once they’re done and try to get the bad information that is in there out of there but to me that expense could be best served put on a new product. But that is up to you guys. It is what it is. They’re going to be very forthcoming with what the issues are and frankly they’ve had the same struggles that I’ve had. Nobody wants to spend money but I think we should look at where is our money best spent? I don’t think it is in cleaning up an archaic software; I think it is investing in the best tool for the future. So I don’t know what your timeframe is but that report is going to be out pretty quickly.

(Hawk) I think once that report is finished that they’ll most likely come and meet with the Council or in some way we will have some kind of interaction with them so that we will be able to determine what steps the County needs to take, what they suggest, and where we are and how much money – I mean at this point have we spent the whole $150,000 trying to get these books balanced? And it’s probably not even finished, we’ll probably get beyond that.

(Saulter) It is my understanding that Hartman & Williams has agreed to “eat” the additional cost; that they’re not coming back to the Commissioners and then to the Council asking for anything above that original $150,000. Now how much they’re going to have to “eat,” I don’t know that is their own professional judgment. But that is what they indicated to me.

(Hawk) Did they say when we might get an answer?

(Saulter) I was told about a week ago that they’re shooting for the end of the month; well the end of the month is Monday.

(Hawk) Does it look like as if we’re going to have to make a fairly‐substantial adjustment?

(Saulter) I don’t know simply because they have not shared that with anyone because it probably will be part of their report. It is my understanding is they will detail out as much as they can of what they saw and found. The question is are they going to balance down to the penny and that I really don’t know. They are professionals; they’re former State Board of Accounts people and in the course of an audit you do not divulge a lot of things. There are certain things you can divulge and other things you can’t. The items that are probably going to be of concern to the Council, Commissioners, and the County have not been divulged at this time.

(Smith) This is not an audit. What they’ve done is gone back and compared our paper records in our office to the general ledger – not the Treasurer’s module because the Treasurer’s module didn’t pull the general ledger information over correctly. There were a lot of issues and they’re going to list those issues out on why it didn’t pull them over correctly. But regardless of what is in that report, Harris still won’t do what we need it to do. That’s what I’m trying to say. For instance, it doesn’t pull over EFTs so therefore a hand piece of paper has to be walked from one office to another office and put back in. So if there are any mistake on handputting that office that piece of paper in on both sides, now think about it, there are thousands of EFTs. If we really to go all EFTs, can you imagine a County system that doesn’t pull the information over at all? I mean that is what we’re looking at. So yes, I know that you want to read that and I want you to read that and I want you to be very familiar with that and I am sure that will help you make your decision but what I’m asking for is not necessarily any different that I asked for two or three years ago. It is not really based on this issue. It is based on the issue that we should have migrated to this – this is what Pat Jeffries wanted to do four years before I got in this office, go to a windows‐based system; and it is still what is best for the County. Right now I have no confidence in Harris. If you have a Treasurer that has no confidence in their financial information, you guys should have a problem with that. If you guys remember, I have not changed my tune through the entire situation of this. I have zero confidence. Now when I invest my money, the first thing is safety, liquidity and interest. I feel like we have safety issues based with our financial information. There are multiple problems but I think we have a safety issues. But that is something I think is best served in a conversation outside of your public meeting where you’re exhausted after what you went through with so many people in the public showing up, which I appreciate that August 25, 2015 Page 25

they did. But that is why I’m thinking that it makes sense for you guys to look at some small subset of your group or a couple of key department heads for us to look at the different packages and not just this one. This is the one I like and I particularly like this one because I am familiar with it now and we have this for the property taxation. But I think that we need to really consider what is best. We don’t want in 10 years from now to keep talking about this and still be on Harris and still be unhappy with the product. I’ve never been happy with the product from day one. Even in budgeting, when we first started doing the spreadsheets in the budgeting, I actually made up, this was years ago, every one of those spreadsheets myself for every department by hand because the County Councilors could not get their information in real time. I don’t know if you remember that, Marty, so we went in there by hand and we put every line in an excel spreadsheet and made one for every person and we linked them all. I don’t know if you still do it. Is that how you’re doing it this year? Okay, sort of, kind of, no? What basically I’m saying is think of all the hours in the past for years of budgeting that that has taken up. You won’t have to do that if you get a software that has what if scenarios in it and then you can real‐ time change it as you go. There are so many reasons why Harris is not a good fit for this County anymore. It is not I don’t like them. They’re fine people. We’ve made it, we’ve done it but we’ve just outgrown them I believe.

(McKim) I like the idea that Ms. Smith suggested in forming some kind of financial task force to evaluate our options. I don’t think it is going to be very efficient for us – tonight we’re not going to, obviously, make any decisions. I’m sure this Council would not be interested in moving forward if the Auditor and Treasurer were not both in agreement as to this being the right financial solution for Monroe County. But I think the idea of putting the initial analysis in the hands of a financial task force is a great idea. You can document both the costs and the strengths of the existing system, you can evaluate what your requirements are, and you can evaluate those requirements against all of the possible alternatives: status quo, switching to Low, switching to something else; and figure out really in a more systematic way, a documented way, what is best for Monroe County. So I definitely support that approach going forward whether Low winds up being the right solution. I completely agree that Harris – I don’t know how it works for the Auditor and the Treasurer – I know from the perspective of the Council in analysis and reporting it is utterly unsatisfactory. There is no doubt about that.

(Smith) Like I said I’ve been on both sides; I was the financial director in the Auditor’s for four years, did all that work, input stuff in and while it is useable, it is just not adaptable to what we need to do and it is not growing with us and we’ve outgrown it. That is my opinion. So what I was really envisioning for this task force is having someone that has much more technical knowledge on it than myself; you know, someone like Rick, sorry to call you, that understands software and understands the acquisition of software – what to look for, how scalable is something, what is the future value of the technology attributes. I don’t know those things, I only know if things are easy to use and we can get what we want out of it. Because I worked very, very hard to do all of this before and frankly we just don’t have the time when something does go wrong to sort – we just don’t have the staff to do this and we’ve got to have something that ‐ what I envision is something that pulls over that list: here’s what happened in the Auditor’s today, and if what I have doesn’t match that then it has what falls out and then we investigate and this software does exactly that or a comparable software if we could find one cheaper that does the same thing.

(Cobine) This sounds to me like something that you could kind of go ahead and just do in terms of getting the people together that you want to and I would suggest if you haven’t already – my experience with Mr. Evans on the County’s website redesign demonstrates – that is a very different kind of software but similar in the sense of it is a large‐scale project and there are a lot of considerations that he has a lot of experience with so one of the first things you might do is consult with him about who else you might want to bring in and how you might want to do that. It seems like something that sounds like a good idea and you could just go ahead and do it.

(Dietz) I think in terms of starting the discussion and since we’re talking about tools that involve multiple departments, I think there was at least the beginning of a suggestion about some type of committee to look at and evaluate that and I think that would be a reasonable way to proceed but I think it probably warrants some additional discussion on who is going to be on that committee and what type of process and deliverables and August 25, 2015 Page 26

schedule that you want for the effort. Thanks for bringing it forward for discussion. I think that helps move this forward to the day when we will have an alternative in place that provides more functionality to all of the potential users. So thank you.

(Smith) The reason I brought it to this body – and I appreciate what Ryan mentioned – is that this is the fiscal body of the County and I feel like if it were a technical issue I would have went to the Commissioners but because this is a fiscal issue and I feel responsible to you guys to be able to – for me and anybody that works for me – provide really good information and I just don’t think we’re ever going to be able to. So that is one reason I did bring it to this body and I wanted you guys to understand that. I appreciate what you do. I know there are tough decisions, I know when you listen to like what you went through tonight, and it makes me love every one of you guys even more because I see what you go through. You’re certainly earning that part‐time paycheck that we talked so much about. But nobody exists in a vacuum and I do believe since you are the fiscal body that it really should have some link to your group.

(Yoder) I just wanted to add that we’ve had – I think with some of the discussions about the software we secured for the Dispatch, we had good discussion about best practices on how to go forward in securing software. It would be good as we as a County look to put together a group to look at this to go back through our notes and check what those are so we can make a good decision.

(Munson) And I think the web software review that was recently carried out seems to have been done to many people’s satisfaction because there were multiple parties involved and this particular endeavor would require people from all the financial departments in the County to participate, not just the Council and not just IT, but certainly the Treasurer’s and Auditor’s offices and there may be more. So I think is something that we should consider not at this meeting as to the composition of such a committee and whether we wish to go forward with it but to put it on an agenda for a future meeting.

(Rebecca Borden, 1st Financial Deputy, Auditor’s Office) As a County employee and as a taxpayer, I would like to address this in both ways. I do work in the Harris software. I have for – we brought it onboard I think in 2002 and I think I started in it in late 2003 as the bookkeeper’s backup in the Treasurer’s office and then when her husband won the lottery, I was put into the bookkeeper’s position. So I did all the books in the Treasurer’s office plus balanced the banks plus checked all the checks off that cleared the bank. So I know both sides. Harris is updated regularly. They update our payroll to make sure that we’re legally correct with everything that we have to do. They have updates for accounts payable module, general ledger module, the receipting module and for the Treasurer’s module. There are updates. Now there may be some parts of it that you don’t like and there may be some things that maybe we don’t know everything about and Cathy was talking about EFTs not being able to be pulled over; well there is a spot in there that says do we want to create when I do it when I pay those especially I pay out COIT every month and the other things, it asks do we want to create a bank file? And we were always told no that the Treasurer’s office wanted to do that themselves and whether we walk over a piece of paper or you pull it over it does the same thing with your check registers and your quietuses. We walk over a copy of every check register and the Treasurer’s office imports that into the Treasurer’s module and we also walk over a copy of every quietus and the other things that we do; things that they can import over. Now I spend 95 to 98% of my time in the Harris software and so do two other employees in our office: accounts payable and payroll. If you have problems, I’m always there, Steve is always asking me to take care of it if somebody needs something. If you’re needing a report that you don’t know how to pull and I don’t know how to pull I just email Harris and they call me and walk me though how to get your report. As far as bringing Harris down, we have had to bring Harris down just recently and any software that you have that you’re retaining those people are going to be there, Low has been there many times but that is part of their first year of being part of that software. But Harris if we bring them down yes it is $1,000 plus expenses a day and they have graciously came down when our payroll clerk walked out on us and if it hadn’t been for them and another employee in our office it would have been really hard to meet payroll and they have graciously stepped forward and done that for us. Also since the three of us in the Auditor’s office spend a lot of time in that software, on the other side in the Treasurer’s office, the financial deputy doesn’t spend as much time because she imports August 25, 2015 Page 27

over everything that payroll does, that accounts payable does, and everything that I do with receipts and it can also import over the new funds that I create. There are many things that can be imported over so that she doesn’t have to manually enter it herself and as far as that part of it, that’s Harris there and then you have the cash book which is completely separate from the Harris software and when Cathy is talking about her banks and having the safety in there, the money isn’t in Harris, the money and safety is in the banks, not in Harris. So you need to remember that you’ve got the entity of the banks and then you’ve got the cash book and then you’ve go the financial software. You have to – I worked both sides so I know how both sides work and the financial deputy, she doesn’t spend that much time in there, she spends time in her cash book as well. Now I don’t know exactly, when I was over there I did it all, I did everything. I don’t know how Cathy has it divided for the different people in her office but I know that she will have to enter in the bank deposits and the withdrawals. But I think before we spend $180,000 of my tax dollars plus on a software I think we need to look at it and say okay this software, are we not understanding everything that it can offer to us. I think we need to think about that. We’ve just spent $150,000 on an audit because the former person that was the financial deputy had posting errors and I’m almost sure I’ve only heard one of the errors that has come that was Harris that they looked into and what had happened but most of the audit, the money that, most of the problems that has been caused by the special people that has been looking over Cathy’s book is because of the cash book and the posting errors in the cash book, not in Harris, in the cash book. And there are different banks in there and if you don’t post it to the right bank account you can get all mixed up and I think that is part of the problem that there have been a lot of posting errors and not intentionally, I think that maybe they weren’t taught right. But I think we need to use our money more wisely. The County is wanting to build a garage and we’re wanting to do other things with our buildings and I would just like to see us think long and hard before we do this and if you’re going to create a board to look at it I think you should include us workers in it too because we know what needs to be done, you know we know this is good, oh no that’s not good, no I don’t want that; you know, include us in it too. Don’t disclude us because we’re the ones that have to work in it and we’re the ones that are really making everything work.

(Eric Evans, Director, Technical Services) Good evening, Council. I’m a citizen of Bloomington, a taxpayer, I’m also the Chief Technology Officer and I’m a Christian. I actually would like to come out in support of Cathy’s assertion that Harris really is pretty antiquated software. Now Becky has some excellent points. There probably is some functionality within Harris that we could open up and tweak and do some of the things, have some the protections that we’re need, but from a technical standpoint, that program is built around an antiquated kernel. I am old enough I have worked in Crystal Reports many times over the years. The fact that we would have to use Crystal Reports to manipulate the data that is held within Harris should be a warning sign in and of itself. From a technical support standpoint, every time I’ve had to interface with the Harris Tech support staff, they try to be helpful but at the end of the day the software itself is pretty antiquated. Now I’ve not been given the opportunity to look at the Low financial side so I can’t necessarily attest to whether it is the software that we need. I would say since we’re already using them for the property tax vendor I would think that they’ve got a pretty solid foot in the door as far as bringing them aboard for the financial side. But Steve and I have had many conversations over the last year about some of the security needs that we have; in particular, with our timesheets, timekeeping and the payroll. That is a process that is antiquated, that is a process that we really need to do something about. So yes I’m going to have to support Cathy that Harris’s time has passed and I hope that in the future we can get some other product, possibly Low, but some other product to replace that piece of software. Thank you.

(Munson) So thank you all for speaking to us about this.

(Smith) The safety that I was speaking of is the safety of our data. A lot of people don’t understand the safety of our data; there is an expense associated with that and that is what I was talking about, the safety of our financial data as well as obviously the safety of our cash money sitting in the bank. That is not what I meant, I meant actually our software.

August 25, 2015 Page 28

(Munson) Council we have still much on our agenda tonight and we’re going to be considering this again in the future so let’s move onto the work part of this so‐called work session that we’re having and that is our dry run of the budget process.

12. ADJOURNMENT

President Munson adjourned the meeting at 8:40 p.m.

*** *** ***

The Minutes from the Work Session of the Monroe County Council held on August 25, 2015, were approved on ______, 2015.

Monroe County Council

Aye Nay

______Cheryl Munson, President Cheryl Munson, President

______Shelli Yoder, Vice‐President Shelli Yoder, Vice‐President

______Ryan Cobine, Member Ryan Cobine, Member

______Rick Dietz, Member Rick Dietz, Member

______Marty Hawk, Member Marty Hawk, Member

______Lee Jones, Member Lee Jones, Member

______Geoff McKim, Member Geoff McKim, Member

Attest:

______Steve Saulter, Monroe County Auditor

August 25, 2015 Page 29

MINUTES MONROE COUNTY COUNCIL COURTHOUSE, NAT U. HILL MEETING ROOM AUGUST 11, 2015

Pursuant to proper notice, a Regular Session of the Monroe County Council was called to order at 5:30 p.m. on August 11, 2015 at the Monroe County Courthouse, Nat U. Hill Meeting Room, Bloomington, Indiana 47404. The presiding officer was Cheryl Munson, President. A quorum was present, including:

Councilors Present: Cheryl Munson, President Lee Jones Marty Hawk Ryan Cobine Rick Dietz Geoff McKim

Not Present: Shelli Yoder

Also Present: Michael Flory, County Council Attorney Steve Saulter, Auditor Marilyn Stonecipher, Deputy Auditor

I. CALL TO ORDER

The meeting was called to order by President Munson.

II. PLEDGE OF ALLEGIANCE

President Munson led the Pledge of Allegiance.

III. PUBLIC COMMENT

[None]

IV. DEPARTMENT UPATES

(Julie Thomas, President, Board of Commissioners) Thank you. I am here today on behalf of the Monroe County Commissioners. We are presenting to you the official 144 Request for Salary. Just so the public knows, this is for the non‐statutory salaries, we are asking for a $1,000 increase for 35‐hour a week employees; $1,143 for 40‐ hour week employees; and a 50₵ per hour increase for hourly employees. So I will present this to you. Thank you very much.

(Munson) I’m very happy to say that this fits closely with the Council’s advice to departments, so how nice for the Commissioners and Council to be discussing things together. So I will keep this for our department to file away.

V. COMMISSIONERS A. Request for Creation of New Fund with Budget Line and Simultaneous Additional Appropriations Fund 1120‐161, YSB – Special Legislation 40.0001 Building Expenses $10,000.00

McKim made a motion to approve the request for creation of new fund and budget line with simultaneous additional appropriation as presented.

(McKim) The purpose of this new fund and line and it utilize Juvenile COIT revenues for the purpose of building maintenance and upgrade at the Youth Services Bureau facility. Specifically in this instance, a fire alarm and protection system will be replaced at the YSB structure with a system that is in use in all other County buildings. There will be a dollar savings from the upgrade and improved efficiency for repairs and upkeep.

Jones seconded.

(Thomas) Mr. McKim has said most of it. What we have done throughout our County buildings outside of the YSB is we switched over to Koorsen Fire Protection because they come in and check every fire extinguisher and everything for us and it is great to have a contract with a company like that. They are local and they can maintain everything to the safest standards possible in all our buildings. So it is a great idea to go ahead and add the YSB to that list. But we do know that there will be some future repairs needed on the structure at YSB and so it is a good time to also go forward, create the fund and then as needed use Juvenile COIT money to affect those repairs and upgrades.

(Hawk) Geoff and I were just discussing, we need to always remember to honor Morris Binkley when we’re talking about the Binkley House.

(Thomas) Yes, you’re right; thank you so much for that.

(McKim) Just to remind everybody. This is the Juvenile COIT fund. There are three departments in there already: the YSB, Juvenile Courts, and Juvenile Probation. Each of those budgets are proposed by the Courts. What we’re essentially doing is creating a fourth department in the Juvenile COIT fund that would be managed not by the Courts but by the Commissioners and that is for buildings expenses that, of course, are at the purview of the Commissioners. So that way we will have four budgets within that fund instead of three.

(Jones) We’ve been talking for a couple of years about the need for repairs and upgrading at the Binkley House so I think this makes sense to get us on our way to there.

(Thomas) Definitely. Binkley is such an important part of the work that we do to help juveniles and to prevent future crime and so it is really an important part of County business so we must attend to it.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 6‐0.

B. Commissioners – CARES Board Request for Approval of Additional Appropriation Fund 1148‐000, County Drug‐Free Community 30.0001 Prevention $25,559.53 30.0002 Treatment 25,525.05 30.0003 Criminal Justice Services 25,530.00 30.0004 Council Designated 9,600.00 Total: $86,214.58

McKim made a motion to approve the request for additional appropriation as presented. Jones seconded.

(Munson) Mr. Steve Malone is here to explain the categories. He can provide additional information about the CARES grant.

(Steve Malone, Drug Court Coordinator) Good evening. I’m the CARES Board President for Monroe County. The CARES Board is a local coordinating council, or what is known as the LCC for Monroe County and Monroe County Commissioners. Each county in Indiana has an LCC. These councils were established by executive order under Governor Bayh as part of the Drug‐Free Indiana mission to support and promote local efforts to prevent and reduce harmful involvement with alcohol and other drugs. The primary responsibility of the Board is to distribute funds to justice, treatment, and prevention programs and initiatives throughout Monroe County. The process begins with a community assessment where we collect data and input on what is happening here in Monroe County. This assessment provides the framework for our community plan which lists objectives or steps that could be taken to reduce community drug and alcohol issues. The plan is then sent to the State for approval; once approved, the grant process proceeds forward. The Drug‐Free Communities Grant funds, which is according to I.C. 5‐2‐11‐5, come from alcohol countermeasure fees and drug interdiction fees. These fees are assessed by all judges in Monroe County. They are not always collected since some people are unable to pay these fees. The funds are allocated by making 25% of the total available to justice, treatment and prevention and then the other percentage is to go to the administrative cost for the running of the Board. The remaining costs are spread out through the categories. This year we have available $86,214.59 to allocate. Our operating costs for the Board are actually just 11% so we are able to give each category a little bit more than what we are require to give, which is 29%. Treatment will receive $25,525.05; justice will receive $25,530.00; and prevention will receive $25,559.53. I am happy to read off the recipients of the grants if you want me to and the amounts.

In the justice category we have:

The Monroe County Drug Treatment Court: $ 4,275.11 Ellettsville Police Department: $ 6,994.77 Sheriff’s Office: $10,645.45 Monroe County Probation Department through the Community Corrections Program: $ 1,015.08 The Stinesville Police Department: $ 2,599.60

In the treatment category:

Amethyst House, men’s program: $ 6,421.47 Amethyst House, women’s program: $ 6,410.70 Centerstone: $ 6,787.80 Shalom Center: $ 5,905.08

In the prevention category:

Big Brothers/Big Sisters of Monroe County: $ 4,856.48 Rhino’s Youth Center: $ 7,992.88 Stepping Stones: $12,710.17

Once again, the balance of $9,600 will be for operating costs for the Monroe County CARES Board. Again, total awards $86,214.59. I do believe letters have been sent to recipients so they know to come to the Commissioners’ meeting to receive their checks on August 21st. Thank you. I will be happy to answer more questions if you have [them].

(Hawk) I believe your in‐car cameras for our law enforcement is a big step in the right direction and I know that they will appreciate that as well. I’m glad that we see that it is happening for Ellettsville and Stinesville as well.

(Malone) Correct. Well I’ll just let you know that the Indiana Criminal Justice Institute last year was not real happy with the fact that we were doling out money for these in‐car cameras. They didn’t believe it fit with prevention, justice and treatment; however, we justified it and we are doing it again this year. So our hope is that they’re not going to question us this year.

(Hawk) And as a reminder, Stepping Stones is really rather new in the whole scheme of things – not been around as long as some of the non‐profits to aid young people. They started out just with a dream and the leadership at Binkley House worked with them and helped them learn how to apply for the grants. So this is, I believe, a real success story. Someone looked at a need and said let’s help fill that need.

(Malone) Correct.

(Munson) So, Mr. Malone, thank you very much.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 6‐0.

C. Commissioners – General Obligation Bond a. Ordinance 2015‐24 – Issuance of General Obligation Bonds

McKim made a motion to approve Ordinance 2015‐24, an ordinance covering the issuance of a General Obligation Bond in an amount not to exceed $2 million.

(McKim) This is an initial Council action and a lengthy process for bond issuance which will include action by the Commissioners at their August 21st meeting and an appropriation of funds by the County Council at its September 8th meeting. At present the Commissioner have set broad priorities for expenditures of funds and Commissioner Thomas is here to briefly address the broad priorities. At this point, however, specific dollar amounts for the various categories have not been obtained and actual prioritization of expenditures within the list have not been set.

Jones seconded.

(Thomas) There are a number of capital items that we are in need of purchasing and I will list some of those for you in a moment. Through the General Obligation Bond is a great way to do it. We are looking at the following items as part of our project list.

First of all a Justice Center direct digital controls upgrade which is basically your HVAC system working much more efficiently, and also a Justice Center cooling tower replacement and direct digital control upgrade. Both of 4

those things will improve our energy usage, our conservation. We are also going to upgrade and update the document storage room in the Showers Building because of problems with humidity still in that room. We are putting together a separate system for that room because those documents are so valuable, they really need special care, and we don’t have to have to maintain that kind of close humidity and temperature control throughout the whole building, we just want to do it in that room.

I know that many of you have noticed we put in these interior storm windows inside the Courthouse. We no longer hear the wind blowing through the Commissioners’ office, which is a great thing. Because you really could hear the wind blowing in one window and out the other. This is a big energy conservation measure and it has worked really well so far. I don’t have statistics yet but I believe it has just based on the lack of draftiness in our offices. So we would like to do the same kind of interior storm window in the Health Building and the Showers Building. Both of those are historic buildings and this is a great way that does not impede the façade in any way but it does provide some great insulation for the offices.

We also have a budget for security; interior‐exterior cameras in some locations. This is a risk management situation. We also have repairs to the exterior of the Health Building. I don’t know if you’ve ever stepped back in that parking lot behind the Health Building where there are ten or twelve spaces but there is big hole in the side of the building and also it needs tuck pointing. So we’d like to get that taken care of. Again, that is a historic building.

And lastly, in both the Health Building and the Showers Building we have offices that need some upgrades and updates. The Health Department needs updated carpeting, for example; potentially a little bit of a new layout for them. We also know that it would be useful to have a good conference room space for Building and Planning to talk to customers and clients where they can roll out their big plans and also to fix and finish the break area for employees.

So a lot of little things tied together, plus we also have vehicles on our list. We do need to replace some fleet vehicles and lastly we do have a $50,000 cost to proceed with the bond as well. That is the list. I can take questions.

(Dietz) It came out from the motion that there was a little bit of wiggle room – between now and then there is a fairly‐extensive process, some priorities might change. Are there some areas that you foresee being opportunities that may come forward or things that might come off the list?

(Thomas) Well one of the things that we’ve discovered today is that we need less money for the fleet vehicles than we initially thought but we had cut some of our planning for the Showers and Health Building upgrades so maybe we can put that money back toward that. So we really have to sort of sit back and rethink the allocation percentages a little bit based on need and quotes and estimates.

(Dietz) Are there some Plan B items that are waiting in the wings that may not be on this list that could move forward?

(Thomas) I don’t know of any. I know what we do have, and this will be future and hopefully we can use the Cumulative Capital Development Fund for a lot of this, we are going to be working with the Environmental Quality and Sustainability Commission for the County on coming up with that next step list on helping improve our energy footprint for the community for our County buildings especially. So those projects will come along as they come along but we don’t have a list from them yet. Thank you.

(Hawk) Just in general that when we look to using our Cum Cap money for long‐term payout of a parking garage then that means in order to maintain our buildings and provide other capital items I think we’re going to continue to have to do a $2 million bond every year rather than use the Cum Cap budget which that is what it was supposed to be for. So I have to at least voice my concern and I said that at the time that it was going on that that is what would happen. And while we didn’t have a choice about whether or not they would move 5

forward with the parking garage and pay for it with Cum Cap now it is presented to us that in order to take care of our buildings we will have to pass this extra $2 million bond every year. That being said, of course I don’t want to let any of our buildings fall in decay. It costs more to fix them if you leave them unattended. But would this be the proper time to discuss the bond document? Who prepared that?

(Thomas) Well, we have Mr. Dogan here from the Legal office to talk about the timeline if that is your concern.

(Flory) The bond document was prepared by bond counsel up in Indianapolis.

(Hawk) Okay, I thought it surely was not someone from here. I’d like to make certain that in every area where they discussed noticing the public that every time it says the Ellettsville News that would be changed to The Ellettsville Journal. I called Steve today and [asked] if we had a change of our local newspaper and said, “What are you talking about?” Surely, this can’t be correct. And it was more than one spot.

The other thing is, it seemed as though – I don’t recall the language being quite the same. I don’t recall us having it in the past where it sounded as if this could be paid off in five years rather than one year. Did I read that right? I’ll have to tell you I was trying to do three things at once today so I might have read it wrong.

(Thomas) You’re ahead of me on this because I have not seen the bond documents yet I think because Mr. Cockerill is out of the office.

(Flory) Yes, Jeff Cockerill has worked most closely with bond counsel on this and I have to say that bond documents are so convoluted and precise but in most cases you leave the actual preparation of the document to the bond counsel, they cost a lot of money and that is why they get it.

(Hawk) Except that they are people too and they could have done a copy and paste and pasted on something that’s not – so I just ask that our legal staff review that because it looks different this year than in the past.

(Flory) If you want to highlight the specific things that have jumped out to you I will be glad to work with Jeff and get back and get clarification on why there are any changes in what seems to be a prior standard format for them.

(Hawk) Right. That is what my question was going to be: what is in this document that is different from the last documents that we’ve had over the last few years? Maybe it all said the same thing before. You know they’re pretty lengthy, unless you just have a lot of time you really don’t have time to put them together and make sure they’re saying the same thing. So just do a review of them.

(Munson) So Mr. Flory, the Council will consider this on September 8th at our regular Council meeting?

(Flory) There will be a follow‐up document September 8th.

(Munson) But the packet for that will have all the information relative to the bonds, correct?

(Flory) Well, I’m not sure what you mean by all of the information.

(Thomas) Are you talking about the financial information?

(Munson) Yes.

(Thomas) And the estimates of how much is in each category?

(McKim) Because it will be an appropriation.

(Thomas) Right.

(Munson) It will be an appropriation, yes.

(McKim) It will be an appropriation request.

(Thomas) Right, you will have more information soon. I think we just are at that point where we are finalizing a few things and making them all fit.

(Munson) Okay, thank you.

(Flory) The Commissioners have to approve a resolution to issue the bonds at their next meeting and then it comes back to us in September for the actual appropriation of the bond funds.

(Munson) So we will be acting on this again, Marty.

(McKim) So one thing I noticed that isn’t on here that has been on our last couple of GO bonds is IT equipment. So are the Commissioners funding some IT equipment in Cum Cap this year?

(Thomas) We had a discussion with Eric Evans, the IT Director, and he did not have any items for the bond this year so we’re okay with that. We are happy with that. He is doing great work and he’s getting a lot done for us. So hopefully we can fend off a major investment for a few years.

(McKim) Thank you.

(Hawk) I find that highly unusual.

(Cobine) Councilor Hawk brought this up and I’m kind of interested in hearing what the Commissioners’ perspective on this is. It seems to me that the majority of the items that you have described generally here tonight – they seem like they are improvements or additions to – a new cooling tower, my understanding is the purpose of this is not necessarily because we have to get one right now it is because we want to improve the energy efficiency of that system. So not exactly standard routine maintenance. Whereas something like tuck pointing, well I guess you can throw that in when you need to because if you let it go, but that seems like a sort of standard type of maintenance. Do the Commissioners consider most of this to be more in that first category of improvements, kind of one‐time expenditures that may entail later maintenance, of course, everything does usually, or more of the ongoing routine maintenance kind of category?

(Thomas) These are big investments. If you think about security cameras and a system to capture images and be able to find them, that is not cheap. Especially for the cooling towers in the Justice Building, those are at their end of life so that is a related issue to you’ve got to do it sooner rather than later. So we have a number of those kinds of issues. There are things that are on sort of a long‐term wish list to ensure that we are doing everything that we can. We wanted to see how the storm windows worked, for example, before we went ahead and put them in other buildings. They’re great, we love them; we can tell they’re already working. So those are the kinds of things that we use the GO bond for.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 6‐0.

VI. LEGAL DEPARTMENT Approval of Ordinance 2015‐23 Interlocal Cooperation Agreement Between The City of Bloomington and Monroe County Regarding Central Dispatch

McKim made a motion to approve Ordinance 2015‐23.

(McKim) This agreement was approved by the Commissioners as their meeting of August 7th and will be taken to the City Council at an upcoming meeting. Essentially, the agreement continues the prior relationship between the City and County for joint operation of Dispatch in the county. This agreement does spell out a repayment schedule for the City to cover annual payments to the County in recognition of the County’s greater upfront investment. It also provides for review of this Dispatch Agreement should a public safety Local Option Income Tax be instituted to cover Dispatch expenses.

Jones seconded.

(McKim) I just wanted to mention one quick thing before we move on and that is that even if we were not to approve this Interlocal today, because the Commissioners have approved it, it would simply go up to the State Attorney General’s office for approval and come back down. So we’re simply considering it to expedite the process of getting it approved.

(Flory) I tried to work most of the basic information just in the motion and preliminary information. If you have any questions. This is the Dispatch Agreement that we discussed at great length in the past. It pretty much maintain the status quo of the relationship we’ve had with the City for many years. You may recall that in the past moneys came to us and a certain chunk of it was directed to the City and a certain amount to the County and they used it to pay Dispatch personnel and we used it for the same thing. Due to a statutory change, I think it was last year, all the money came to us but we took the step of just maintaining the status quo and still forwarding to the City the same share that they had gotten in the past for Dispatch support. So there is no change in that. Really the main change in this is it does recognize that the Dispatch Center has moved to a new physical location, the new structure that was built, and because we purchased a lot of personal property and equipment to outfit the building and they were responsible for the building and will be responsible for upkeep, we set out a mechanism whereby they are going to be paying us roughly $75,000 a year to equalize the different investments that [both entities] have made in it and then, of course, the simple statement that is if there is a change with Local Option Income Tax we will just revisit this agreement and see what changes we might like to make in recognition of those changes. I think there is also a statement that we will work with local volunteer fire departments and others who benefit from Dispatch and try to strengthen our dialog with them and see that problems that come up are solved more quickly, addressed in a better way, and just see how we can work together on providing these services for Monroe County citizens.

(Munson) Thank you very much. We’ve look at this multiple times in draft form.

(Hawk) I don’t intend to support this because I know the State is going to do it anyway but this is just my way of protesting the fact that the City is expecting us to up front the money and they will pay us back over time and so we were expected to come up with all the cash. Now you know, we’re pretty good guys but at some point in time they’ve got as much money and more and I just think that is asking a lot for the County to do, in addition to which there is a portion on there that says, it appears, that there is a commitment made to go to others, I’m assuming Trustees or something, to try to have them help us pay the bills. Now for those of us who understand the Trustees’ budgets, they’re not allowed to raise any more than a certain amount anyway; I think that is just a way to make certain that we don’t work well with any of the Township Trustees and that we cannot afford do to. We rely on them to do all the good work the Trustees do. So I’m just throwing that out. I understand the State is going to go ahead and approve this but there are things on this that I’m not a big fan of.

(McKim) Although I do support this agreement, I don’t support going after the Townships for money. Most of the Townships have absolutely no flexibility in their budget whatsoever for additional costs. Just to cover the 8

issue about us paying the money up front and recovering from the City, it is worth mentioning that we are collecting 2.5% interest annually on the money which is better than we’re getting in our County investments. So it is something.

(Hawk) Well, we don’t know that is what it will be down the road.

(Jones) I will just agree that I am a little concerned about seeking more money from Township Trustees but I do support the agreement.

(Munson) Well, I’ll just chime in and it will sound like a near unanimous chorus. I served for 16 years on the Indian Creek Township Board and there was never enough money all those years ago to handle fire protection adequately and there still isn’t today and the proportion available just keeps decreasing every year as other expenses increase. So the County may ask but when it is impossible to answer ‘yes’ I don’t want the public to be surprised that this is not going to work out. I believe that if the Townships were not providing fire protection there would be a County responsibility to provide fire protection. This can happen. So let’s thank our Townships for the steps that they take for public safety and hopefully everybody will work together in a realistic way. I will support this because, again, this has already been agreed to by the Commissioners and the Attorney General would approve it no matter what.

(McKim) This is just to bring to everybody’s attention, it was mentioned in the initial motion the possibility of a public safety local option income tax. This is because recent legislation makes it much easier to implement a public safety local option income tax that is entirely dedicated to 911 dispatch. There was a specific legislative change that made that possible but that decision in Monroe County is still entirely in the hands of the Bloomington City Council even though the tax, should it be implemented, would be a countywide tax. Because the approving body is actually the County Income Tax Council and the City and votes in that Council are allocated based on population, the City of Bloomington has a majority of the population in the county and so that tax would entirely be up to the City Council to pass if they should choose to do so. But at least now the Interlocal Agreement specifically calls for it to be renegotiated if such a tax is passed because obviously that would change the source of funds and probably the distribution so personnel.

(Hawk) What I would have liked to have seen in there, even though it says that it will renegotiated if the Income Tax Council should put in place an special income tax to cover operation of Central Dispatch, rather than saying it would be negotiated, although I appreciate that would be a portion of it, but it also should be very clear that the City still owes us the money that we forked up up front and I didn’t see that in there. I mean it should be spelled out very clearly regardless the City owes us the money whether we get a new tax or not.

(Munson) If there is a new tax the agreement is that the agreement would be renegotiated.

(Hawk) But we ought to have that up front.

(McKim) Well we would certainly not negotiate away our debt that is owed to us.

(Hawk) We should make it clear.

(Munson) I think it is time for a community discussion about taking care of some of the most important things that we can take care of and that is public safety and what benefits the County also benefits the City when it comes to Dispatch operations. So let’s talk not only with County officials but with City officials and start this conversation.

(Dietz) I think this is a reasonable agreement. I just want to dovetail with my colleagues and highlight that I think part of the challenge going forward after this agreement is to recognize that we have a very stratified public safety system which includes multiple levels of policing and fire protection and the funding is a routed in a way that isn’t terribly intuitive. I think if a public safety tax moves forward that might be an opportunity to 9

streamline things a little bit and I am supportive of that discussion moving forward and would look forward to participating in it.

A call was made for public comment.

(Ken Shafer) I have a couple of comments specifically about the agreement. Number one, it does not incorporate a Township firefighter on the Dispatch Policy Board which was something that I remember you requested Ms. Munson…

(Munson) Yes, I did.

(Shafer) …and attempted and I do think that continues to be a good idea. So that is an omission that I want to observe. Also there is language in the agreement that says, “Policy Board has duty to accept bids and award contracts for equipment purchase and maintenance,” but there is no mention specifically of software and I think that needs to be dealt with explicitly. I really don’t feel that software falls under the general category of equipment.

I would like to continue on largely in response to Mr. Flory’s observation at your meeting of April 14 where you approved the maintenance agreement prepaying the maintenance in advance where he remarked about the limited number of data points that I had when I was making a case that there continue to be defects in the software operation. I in the interim have made access to public records requests to Bloomington Town‐ship, Van Buren Township, Perry‐Clear Creek, Ellettsville, and the City of Bloomington. I did receive responses from everybody. I also made two on‐site visits to two fire departments to talk to them in person and to see some observation first hand. That is only two but I do want to point out that is two more than they said they got from any County representative, from any Dispatch Center representative, or from any vendor representative. Nobody has been out to the fire departments to see the client’s side of the software in operation.

The {inaudible} request to the City was most revealing for what did not show up. I won’t go down the entire list of nine bullet points of software artifacts that I asked for that are typically present in any good software acquisition and installation effort. The City was not able to provide me a single one, not one. The most egregious omissions were they couldn’t find any status document, any spreadsheet, regarding the tracking of the status of the defects and their resolution. They did echo back to me all the spreadsheets that the Townships had sent to them. So we know the problems exist but there is no written documentation showing that the problems have been resolved. There is [sic] only apparently oral reports. But in my participation in software projects involving mission‐critical systems in regulated environments that involved public safety, there is a saying, “if it is not documented and signed, it did not happen.”

The {inaudible} requests that I made at the Townships revealed ongoing problems through June which was after you approved the prepaid maintenance agreement. There is general agreement there have been some improvements but not everything is being addressed and there is increasing discouragement about continuing to track and report defects from the Townships because they don’t think their concerns are adequately being addressed, the problems are not being fixed and with absence of documentation showing that they had been fixed I can understand that.

One of my on‐site visits revealed, as I participated with one of the firefighters using the vendor web client software, within the first two or three minutes a very obvious defect showed up where the location of the fire hydrants appear, they flash, and then the disappear. Such an obvious defect that it calls into question the type of proverb that I heard in software which is software defects are like cockroaches, when you see one scurry across the floor of your kitchen you can be sure there is another hundred behind the walls. I also point out, and I can give you the reference, Dane County, Wisconsin, is presently involved in a wrongful death lawsuit due to a dispatching problem. To be fair, I do point out that the vendor involved in their organization is other than the one chosen by Monroe County.

So in conclusion, an independent verification validation is still needed. I refer you to additional comments that I made in Herald‐Times Online under the recent story just a couple of days ago about how this agreement was going to be before the Council. Again, I’m not really asking for anything in particular from the County Council here, I do observe I’ve got two more bites at the apple. I want you to be aware that I will appear before the City Council asking them to not pay you the full $655,000 but rather to deduct $150,000 to do an IV&V which the County should have done. The second bite at the apple will be to consult with the new Mayor and look for an administrative remedy to this situation.

Okay, wrapping up now. I will leave my email here. I think you already have it. If any of you want to contact me so that we can continue frank discussions, I’m certainly willing to do that. And Mr. McKim, regarding your request for the DVD of my public forum presentation on transparency in government late last April, there are a couple of fire departments that have copies, I encourage any or all of you to work through me and I really think if you’re going to view it you should view it at a fire department. I do have a couple of copies left, I’m going to see to it that the City gets those.

Mr. Dietz, I very much appreciated how at the end of the April 14th meeting you expressed curiosity about the raw material, the detailed information, that I acquired about the specifics of the defects and also along with that certain categories of information that should be collected as we track them. I’m certainly very willing to pass in consolidated form all of the information that I have. Your position is unique here because of the intersection of your duties here and your duties at the City so I will be glad to work with you in that. That’s all I have to say.

(Munson) Thank you very much.

(McKim) I probably shouldn’t even respond but there were several material misstatements made and I at least have to correct the one that I have absolute first‐hand knowledge about and that is that I know that multiple members of this Council have made site visits to fire departments to see the software in action including myself and I believe Councilor Hawk and perhaps others. So when we say zero, that is a material misstatement and so I wonder what other material misstatements there are.

(Cobine) I seem to recall when we saw a brief presentation, I believe it was by Van Buren Township, there was some discussion about the procedure for reporting issues with the software and my recollection of that is that is not something that necessarily lives in the City’s domain per se, I don’t know who exactly, but I think it was somebody involved, Mr. Schimmer…

(Munson) Yes.

(Cobine) … that has some sort of control over that so I don’t really know exactly where that means that system lives or what government entity maintains the server it runs on or something like that but the comment about there not being any sort of tracking of issues seems like there may not have been the complete information available to the speaker and I just wanted to see if people had some clarifications they could make on that point.

(McKim) And unfortunately, Mr. Schimmer was on vacation. I had encouraged him to come to this meeting just because I thought questions might come out that he would be able to answer.

(Dietz) I can answer that by saying that I know that there are at least two forums that are on the City’s – not in the City’s website because they are not really for submission from the general public but they exist for the submission of dispatch issues from any of the users of that system. One thing I can’t speak to is how that information is then synthesized. But there is a collection mechanism but I think the point that was made earlier is how that is being tracked after their being submitted for completion of issues.

(Munson) I will follow up to say that the Dispatch Policy Board is the primary contact for most issues and all citizens who have concerns should be approaching the Policy Board about their concerns and continuing problems with Dispatch are certainly one item and we don’t yet know how problems have been resolved but we 11

know that they are being reported. So that is the extent of that information. And I will say that you are correct, the agreement does not incorporate a Township firefighter representative on any of the Boards and we think that would have been helpful for integrating a large aspect of dispatched services. So that is something that the City and the County did not agree on so it stayed as it is and perhaps it will change at some point.

Stonecipher called roll: Motion passed with a vote of 5‐1 [Hawk]

VII. HEALTH DEPARTMENT Request for Creation of New Budget Line Fund 8126‐015, Futures Clinic 30.0012 Refund

McKim made a motion to approve the Health Department’s request for creation of new budget line and unanimous consent to amend the agenda to reflect that no new fund is being created, Futures Clinic has long been in existence.

(McKim) The new line will enable the Health Department to refund payments made by clients in instances when another source of funds or another agency is able to cover the expenses of services for which a client has already paid.

Jones seconded.

(Munson) I will just add that it something that we don’t do usually to create a line for refunds but the Health Department does have need to do this. They’ve experienced a few situations where double payments were received, one from insurerjhnj7s and one from clients, and this prompts the need for refunds. Ms. Caudill is unable to be here tonight but that is the simple and straightforward explanation.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 6‐0.

VIII. PROSECUTOR’S OFFICE A. Request for Approval to Amend 2015 Salary Ordinance Fund 8123‐015 STOP Grant From: 10.0001 SCDPA Assistant $32,548.00 To: 10.0001 SCDPA Assistant $37,946.00

McKim made a motion to approve the Prosecutor’s Office request to amend the 2015 Salary Ordinance as presented. Jones seconded.

(McKim) $37,946.00 is the three‐year bump level for this salary line and the incumbent is set to achieve the one‐year bump level this month.

(Beth Hamlin, Prosecutor’s Office) This was an error that I made last year when I requested you to establish the Salary Ordinance. I set it erroneously at the level of her salary at the time. I think that the Council normally sets it at the midpoint as a usual action and so I’m just asking to correct that Salary Ordinance.

(Hawk) It appears this is really not giving anyone any special consideration; this is just what it should have been to begin with, correct?

(Hamlin) Yes, and it will allow us to pay her at the one‐year bump and it will still be within the Salary Ordinance.

(Hawk) So it is strictly housekeeping? 12

(Hamlin) Correct.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 6‐0, no second reading necessary.

B. Request for Approval to Transfer Funds Fund 1000‐009 County General – Prosecutor From: 10.0010 Victim Assistance Director $10,000.00 10.0011 Victim Assistance Assistant 10,000.00 10.0047 Victim Assistance Assistant 10,000.00 Total: $30,000.00

To: 30.0001 Depositions $30,000.00

McKim made a motion to approve the request for transfer of funds as submitted. Jones seconded.

(Hamlin) This is just to keep us going to the end of the year in the 30s hopefully avoiding any additional appropriation request. We are going to move it within the 30s; we will just move it to Depositions and then move it within there.

After a call for public comment, Stonecipher called roll: Motion passed with a vote of 6‐0.

X. AUDITOR’S OFFICE Report on 2016 Budget Issues

(Steve Saulter, County Auditor) The gentleman to my left is Bob Purlee. He is a retired Field Rep for the DLGF. For the last several years we have used him as a consultant at budget times. I’ve known him for thirty plus years and respect his knowledge and abilities so that is the reason why he is on board here. Basically what we’re doing first of all – and before we jump into this in detail – we’re giving you each a Form 2 which is the more updated version of the Miscellaneous Revenue. What came out in your packet showed about $4.2 million. We’ve since looked through and there are three areas in particular that I will address real quick. Again, on these numbers that I’m going to give, these are the form numbers for Gateway and the DLGF. Line R913 which is Other Receipts we’ve added $75,000 to that. That is basically the agreement you were just talking about with the City for the 911. So that adds that. The next one is R502 which is Court Costs and Fees. I looked again at the Form 33A which is the report of projected revenues turned in by the Clerk’s office and the Clerk’s office felt they could reach that number so I added another $70,000 to it; we had originally thought $400,000 but now it is $470,000. The third one that we did something with was line R134 which is the Federal and State Grants and Distributions Other. I finally heard back from John Mallors from Maximus which is the company that does our indirect cost recovery report each year and he seemed to think that the $165,000 that we are due to receive this year is going to be a pretty adequate number for next year so I added that into the play also. Now I’m going to stop at this point because if you are up here or out there in the audience adding that up, it doesn’t add up to this number so I’m going to ask Mr. Purlee to jump in and we’re going to explain something else that has been done along that last line.

(Bob Purlee, Budget Consultant) As Steve said, we’ve gone over revenues the last couple of days. We feel like probably the Vehicle Excise Tax should be about $150,000 higher. The DLGF has a policy of basically budgeting 90% of the prior year’s Excise Tax. So if we raise that number $150,000 they’re just going to reduce it. So we have added an additional $150,000 to line R134. The DLGF won’t look at that and Steve and I are fairly certain that number is going to come in, or we think it will at least, so we would like to get the advantage of budgeting

that income. So the number is a little skewed on line R134 but it does include an additional $150,000 that should be on the Excise line, so that is the only funny number on that page.

(Saulter) If you look at line R414, it has $125,000 in it and that is basically made up of two components. One is the reimbursement for the Emergency Management salaries from the State, I was able to get the number from Mr. Comerford. The other one is a unique number. There is a line item called Felony Housing Reimbursements; it has been roughly $80,000 to $85,000. Unfortunately in going back and talking to the Jail and the Sheriff’s Department, none of this has been billed since 2013, nothing has been billed in 2014 or 2015 yet and they are in the process of trying to determine if they can back bill or at least they’re looking at the process of trying to move forward. So I bring it to your attention now simply because that number could very well change.

(Munson) When will we hear about this?

(Saulter) They are in the process of going to a class is what I’ve been told by the Sheriff’s Department to get an idea of how to bill properly and whether or not they can back bill.

(Munson) I hope so.

(Hawk) So the billing didn’t happen out of the Sheriff’s Office. It had to do with prisoners we’re keeping for some other entity?

(Saulter) Yes, it is called Felony Housing Cost Reimbursements from the DOC and nothing was done in 2014 and nothing has been done up until the middle of August in 2015 so far.

(Hawk) How is it we didn’t notice we didn’t have the revenue coming in?

(Saulter) Well this year for example I caught it when I was going back through looking for something else and saw it glaring at me. In 2014, I really don’t know at this time why it was never brought to anyone’s attention but, like I said, I noticed this trip through just trying to shore up numbers looking for more accurate numbers and so I contacted the Sheriff’s Department and talked to representatives there and they indicated that nothing has been billed since late 2013. So, therefore, if you see the $15,000 to $17,000 that came into Harris in 2014 that was really for 2013’s business. So they have not done anything in 2014 or 2015 to this point. I bring it to your attention now because these are just projections, estimates, but this is one that could easily get reduced or disappear simply because they don’t know if they can back bill or if they have to move forward at this point.

(McKim) So you’re saying because we definitely have been seeing revenue up to 2015, and I’m looking at the line right now for 2014, you’re saying that represents 2013’s revenue.

(Saulter) And I think that amount was $17,000 if I’m not mistaken.

(McKim) Yes, $17,780.

(Munson) And that was for 2013.

(Saulter) Yes, 2013; so no billing has been done for 2014 or 2015 at this point.

(Munson) But it posted 2014.

(Saulter) Yes.

(Hawk) And that employee is no longer with us, correct?

(Saulter) That is my understanding, yes, because there have been some changes over there in the Sheriff’s Office; a new Sheriff has come in, it has been brought to his attention and he is the one that has authorized them to go to the schooling at the State level to address the billing issues.

(Hawk) What do you think the average would be? Let’s say we’re not behind and we were just expecting a normal revenue stream coming in, what do you think that was in the past?

(Saulter) About $100,000 I would say because if you go into Harris and look you will see 2013, you will see a little over $83,000 and then the $17,000 in early 2014 that pertains to 2013, so that is about $100,000.

(Hawk) Wow. I also had another question. The County Treasurer Services you’re showing those equaling for all of next year the same as the last half of this year. Is there a reason why that is the same? Now I understand why we would do it for the gaming money, if that doesn’t come in until the last half then the last half is going to be exactly the same as the whole next year, but what about the Treasurer?

(Purlee) Well most of that income is based on Tax Sale costs and things of that nature and that income comes in in October this year; so that revenue normally comes in the last half of the year. That is primarily all of the Treasurer’s income.

(Hawk) When you reviewed the numbers with your Department heads, did they turn in the forms to you as they are required to do?

(Saulter) Yes, all the Departments did. Like I said, the Treasurer’s Office came in a little higher than we thought so I looked at it and it made sense so we went that way. Also too the Recorder was the only one at this point in time that indicated that they appeared to have a drop in revenue which was probably close to $50,000. Eric Schimtz, the Recorder, never indicated why but he said he would see a drop and he thought the numbers that we have projected here are pretty well going to be close.

(McKim) It wasn’t a drop in revenue it was that this last year’s projection was simply too high, it was unrealistic.

(Saulter) Right. And also too is both the Building and Planning Departments you will see the numbers have stayed pretty consistent and they feel comfortable that [those are] good number to base [estimates] on. So with the Clerk going up a little bit, the Recorder going down, the Building Department and the Planning Departments pretty much stayed the same.

(Hawk) So you entered the $580,000. What did you originally have in there? I don’t have that in front of me. You have the last half of this year is $300,000 and all of next year to be $580,000. Is that the numbers they turned in?

(Saulter) Yes.

(Hawk) And have you reviewed their revenue year‐to‐date to see if it looks like that is reasonable?

(Saulter) Anything that appears in Column A is based upon the Harris reports, what has been posted through June 30th.

(Hawk) So you’re just saying if they had originally said, we’ll use for instance, that the number for the entire year for 2015 was $600,000 and they’d only collected $300,000, your assumption is they still have another $300,000 to collect.

(Saulter) Right.

(Hawk) But, of course, I’m sure that you went back to see how much they actually had normally due by this time of the year.

(Saulter) That is where the $300,000 number comes into play.

(Hawk) Because that is the one that we’ve been in trouble with before.

(McKim) Yes, I know Planning is definitely on track. I’m trying to remember, it has been a little while since I’ve looked at Building.

(Hawk) I thought they were down a little.

(Jones) I imagine these fees get skewed between the two halves because of when construction actually happens.

(Hawk) I would think you would get more in the beginning of the year – the first half – because that is just the way construction normally works one would think.

(Jones) Yes.

(Saulter) If you have any more questions, please ask; if not I’m going to turn it over Mr. Purlee.

(Cobine) Just one, going back to the billing question with the Sheriff’s Felony Inmate. Who precisely is it that would be billed? That wasn’t quite clear to me.

(Saulter) It is prisoners that would normally go to State facilities that are brought in to Monroe County and held for a certain length of time as they await maybe bed space at the State level and therefore there is a reimburse‐ ment or billing process you can go through to be reimbursed for the cost.

(Cobine) So DOC is what is billed?

(Saulter) Yes, DOC.

(Hawk) It is only like $35 or $40 a day, right?

(Saulter) Yes, it is not extremely high but it can add up because in the past they’ve always collected [between] $90,000 and $100,000; so I don’t know how many prisoners that is but obviously it is $100,000.

(McKim) And I just kind of want to put these Miscellaneous Revenue numbers into context. I put together a little spreadsheet here that took what Steve’s Column B is which is essentially everything that is projected for 2016 as compared to what we used in our budgeting for 2015 for the same categories and that is almost exactly $100,000 more in projected revenues in 2016 from 2015. Now obviously the 2015 numbers are projected revenues. Those were what was submitted to Gateway and Steve has made modifications based on actuals but overall in terms of projections at least, the projections are $100,000 up from 2015.

(Munson) Okay, I’d like to ask about the bottom line on this relative to last year and you say $100,000 Geoff?

(McKim) Yes, $100,515.

(Munson) Okay, and when I was talking with Mr. Saulter he said it was about $876,000 more.

(Saulter) Right. If you take these numbers and if these numbers hold and you look at what we’re going to be talking about in a minute concerning possible tax levy and you add the two together and you take no other 16

factors into play and there are things like the circuit breaker that can come into play, so if everything holds true and you compare your projected revenues which would be $21,210,991, if you compare that to your budget that was approved by the DLGF for the General Fund, that was $20,334,669. What I told President Munson was if you look at it from that angle and everything holds true and compare it to projected revenue and what you budget was, you have $876,000 as an ability to add to the budget. Now everyone thinks, “Oh that’s grand.” That may be grand but there are some issues out there. One is the circuit breaker that comes into play. The circuit breaker numbers for 2016 are not available yet and won’t be until much later in the year per the DLGF so they recommended that you look at the circuit breaker numbers for 2015. For the General Fund alone that number is $120,000. So that is potential revenue that you could lose off of this. And then there will be some other factors that Bob will address too that could play into that. Like I said, if everything falls into place and the numbers hold and such the potential is there for the $876,000; however, there are issues out there that could be lowering that number. That would be your maximum.

(Hawk) You were throwing out numbers there and you were looking at something that we don’t have in front of us. You said $21 million something.

(Saulter) I apologize for not getting that to you sooner; $21,210,991.

(Hawk) And what does that represent?

(Saulter) That would represent the Miscellaneous Revenue plus what we’re going to discuss in a few minutes about a potential of what your tax levy could be. Okay, again, let us get into the potential tax levy so you will better understand.

(Hawk) But what did the twenty‐three‐three‐four‐three‐six‐nine….

(Saulter) Oh, I’m sorry, okay; that is the budget approved by the DLGF for 2015 for the General Fund.

(Purlee) I’d like to jump back and talk about the Planning and Building, the $580,000 estimate we have, a lot of times history is our best example and we look at history. In 2013, their actual collections were $585,000; in 2014, they were $608,000; so we think that number is a conservative number and in the ballpark. We try not to get too carried away with revenue. But understand, it is not an exact science; some can be high and some can be low, it is just the nature of the game.

And to get on with what Steve talked about with tax levies, your maximum levy growth factor this year is 2.6% and that is going to generate an additional $454,000 in round numbers. The levies that we have put together, and of course we haven’t submitted or advertised any of this, this is just a rough estimate, but the levies we have put together exceed our maximum levy by roughly $169,000. I left the Reassessment levy a little high and the General Fund levy a little high to give the Council flexibility in where you might want to make a possible cut. There is also an additional $250,000 built into that levy based on a shortfall appeal that we appealed for last year fo4 2013/2014. If you desire to pursue that appeal again this year, because shortfall appeals can be appealed from three prior years, we have that built in. There is no guarantee we will get it and based on the DLGF’s recommendation a year ago it doesn’t look promising that we would. So we can leave that in or we can take that out but just bear in mind that the total revenue Steve is talking about, the $20 million, is our proposed levies plus the Miscellaneous Revenue number of $4.7 million….

(Saulter) And it does not have the quarter million levy in it.

(Purlee) But in reality if we don’t pursue the appeal or if we don’t get the appeal and then the DLGF makes some reductions in the levy then the levies are overstated roughly $419,000. So instead of on paper it looks like, what did you say Steve?

(Saulter) $876,000. 17

(Purlee) $876,000; that number would be reduced by roughly $419,000 because that is the appeal built in that we don’t know we will get plus a little extra in the levy.

(Munson) $876,000 reduces to $419,000 without the appeal?

(Purlee) $419,000 less than the $876,000 which will be $457,000. That would be new money and that just happens to be roughly what the actual growth in the levy was $454,000.

(Munson) That is very close.

(Purlee) So that is basically your new money.

(Munson) Well do we need to be discussing as a Council tonight whether we’re going to move forward with an appeal? Is this something that is important for us to….?

(Purlee) You don’t have to make a decision. We can go ahead and include it in the advertising. If it is adver‐ tised then we’ve covered ourselves and then you have time to make that decision later on.

(Munson) But we have to get it into the advertising if we wish to consider it.

(Purlee) Yes, and we say advertising. Technically it is not advertised this year but it is submitted to the DLGF and that becomes the advertisement, so to speak.

(McKim) And we also just have to make sure that in our own planning and discussions that we don’t assume we’re going to get it; we do our planning assuming we’re not going to get it.

(Munson) Right, exactly.

(Purlee) Exactly, I would not budget an extra $250,000 based on that assumption because I don’t know that the possibilities are good. But if you desire, we will pursue it.

(Hawk) Also, with that levy growth, since that levy is included in County General for mental health issues, some of that levy growth will go to them. And that’s what seven‐hundred on one and eight?

(Purlee) It is and I built that into the adjustment to the maximum levy. I added the growth factor to this year’s appropriations on mental health and mental retardation and so that is an adjustment outside the levy so the County is not penalized for that growth.

(McKim) That only added about $36,000 to it.

(Hawk) You know, but that….

(McKim) Right, I just want to make sure you understand what the magnitude of that number is.

(Munson) So this is outside the growth quotient, right?

(Hawk) Because we had determined that we were going to give a levy growth to both, not just to one.

(Munson) Right.

(McKim) Plus the one that we’re required to give.

(Hawk) Right, all three.

(McKim) So essentially all three of those appropriations now get a levy growth.

(Hawk) When I say one I’m talking about the one that we split and then the other one.

(McKim) Is there a down side to going forward with the excess levy appeal?

(Purlee) No, you’re just going to pay me a little extra money; that is the only down side to be honest.

(Hawk) If you don’t ask for it, you don’t get it.

(Purlee) The DLGF is not going to penalize you or slap your hand in any way for filing the appeal again.

(McKim) Then it makes sense to me to try again.

(Hawk) And remember that if you do get the excess levy appeal, that doesn’t mean that people are going to be paying taxes they wouldn’t have otherwise paid for, they’re just paying for what didn’t work right the first time, that’s one. And two, for those units that did get an excess levy appeal approved, that is part of the qualifying levy that is used to determine the split of the income tax and so for those taxing units who got an excess levy appeal, they jumped out ahead of us on that split with the income tax.

(Dietz) Related to that, I was just wondering if it made sense to, or if it is at all necessary for the Council to authorize this to go forward or to indicate that we are supportive of moving that forward?

(Saulter) It probably wouldn’t hurt simply because it would be in a public meeting and give us a basis to make sure it is advertised.

(Flory) I think if we get a sense of the will of the Council tonight that is sufficient to move forward. I think it is very important that we do take this step because you will remember last year we actually had the Council take the step of passing a Resolution making the statement that they needed the excess levy moneys in order to perform their functions properly. That wasn’t sufficient to DLGF so I think we go back and actually work in some examples of requests that were made to the Council at budget time and other things where new positions weren’t filled and certain expenditures and things weren’t carried through with and try to build the case in that way if that is going to be helpful to them to say, “Because we didn’t have the money to do this, we didn’t,” and we can point to, I think, consequences that flowed from the inability to staff, for example, the Treasurer’s Department, maybe at a level that might have helped catch certain issues and problems and things like that. So try to flush out a statement that you needed the funds. I remind you, that was a unanimous statement that was bipartisan across the board that the Council really felt that they needed those revenues to do their job. So I would say we should do another Resolution and flush it out with additional examples.

(Munson) An even strong Resolution.

(Flory) We mean it this time.

(Hawk) Could you remind us again because this has been going on for so many years, which error was this that we are trying to correct? Because we’ve had more than one. Is this a combination of two?

(McKim) Definitely The Fields, right, wasn’t that one of them?

(Hawk) That was Fields, which was not really a mistake but there was another one, wasn’t there, where it was just an error?

(McKim) I thought there were two also.

(Hawk) Yes, I thought there was more than one.

(Purlee) In 2013 I think there were several different properties that were involved in a shortfall in 2013. In 2014 it was all one huge tax refund, I think. As I recall 2013 was several parcels. They had to do with tax refunds primarily. But this is just a shortfall of collections that we should have collected this money and we didn’t and the State has taken the position, I think, that because your operating balance is 26% of your budget they deem that to be an excess amount of money in their eyes to request an appeal. But the fact remains {inaudible} and you have and over collect some taxes and they pull that away from you as a levy excess and apply credit to the following year to taxpayers.

(Flory) I wonder if it actually may be beneficial that we spend down our cash by paying that software maintenance agreement so much up front. They were saying we had too much cash. I don’t know, who knows what is going to sway them but I think we are in a better position and we’ve learned some things through the past process that we can make an even stronger case this time. Most of the work is done.

(McKim) Or remember we can also transfer up to 10% of our budget to the Rainy Day Fund. Would it help our case?

(Purlee) Well no because in their appeal [denial] they referenced the money in the Rainy Day Fund also.

(McKim) They always say they would not take that {inaudible, everyone talking at once}.

(Hawk) Right, and they seem to be going back on that. Maybe they don’t understand. I had the question about are we tracking all of the refunds, not just those big ones but all combination of them to make sure that all of those refunds that we are capturing as much as we can in this appeal?

(Purlee) We are for 2013/2014, yes. Those are actual numbers; those are actual losses.

(McKim) Can we just go real quickly back to the property tax numbers projected for the General Fund? What numbers are you using right now for the levy?

(Purlee) $16,734,000.

(McKim) Does that include the $250,000?

(Saulter) Yes, it does.

(McKim) So it is about $16,500,000 approximately with the 2.6%.

(Saulter) Right.

(Munson) Council, if it is your pleasure we could consider a motion to move forward with advertising the levy appeal. Would anyone wish to make a motion?

Dietz made a motion to move forward with the excess levy appeal. McKim seconded.

Stonecipher called roll: Motion passed with a vote of 6‐0.

(Munson) Thanks, Mr. Purlee, it is always a pleasure to have you here?

(Saulter) We wanted to get this to you early enough because of the fact that the 20th is sort of the drop‐dead date it has to be in Gateway and the next time you would meet would be the 25th which is past the deadline. If you have any questions after this meeting e‐mail me and I will look at them and get them to Bob for his opinion too.

(Hawk) Every year I ask this question and every year I’m hoping to receive it. I would like to see some form of that 16‐line statement, the 4B, for our income tax funds so that we can track where their balance are, what they’re carrying forward, because we really rely on that and I think we should have that four our Juvenile COIT and the other huge COIT budget where we should be looking where the cash is. Just a very similar 4B. There are ways to do it, in Gateway you’re even required to.

(Saulter) Well the packet that you received a couple of days ago, the worksheet format that Bob has developed and things like that, it is possible that we could use that. It may have to be altered somewhat. It never dawned on me to try to use that format because that format is for tax rates with funds and things like that but Bob says there is a way to use that format so we could possibly then work to get Marty’s request.

(Hawk) On both of the COIT funds.

(Saulter) Both of them, yes.

(McKim) On the issue of COIT, as you probably are all aware, there are a couple of steps to us knowing exactly what we’re going to be receiving in COIT each year. First of all, the State Budget Agency gives an estimate of the total collections for the entire county and then after that and after the Homestead Credit is taken off then we receive a distribution amount based on essentially our share of the property tax plus our last year’s COIT plus the old County welfare money for counties that we used to get. The State Budget Agency numbers are in for Monroe County and essentially they showed between about 3% and 3.1% increase in COIT for the whole county which I consider to be very good news. That is a 3% income growth for the County. Steve had you done the calculations yet for the individual distributions?

(Saulter) No I have not at this time.

(Hawk) It really ought to not be that difficult. I mean it is a little time consuming but it is pretty simple to do it. The directions are right there and you’ve got all the numbers.

(Munson) I think the Council would be interested in knowing about when those numbers are likely to be available to us so we can be well prepared before our next work session.

(Saulter) The past history has been that you will see these numbers toward the end of August. The numbers that Geoff was talking about is the beginning of August and these breakdowns are usually toward the end of August. So hopefully we can either try to calculate something before your work session for you or maybe these things might already be developed at the State level.

(Hawk) I’m just hoping that we won’t wait for the State to give us the numbers when we know that the numbers they give us are going to be the final but we ought to be able to hit pretty close.

(Saulter) We can get very close to it, yes.

(Hawk) All we have to do is just look to see what their approved budgets were for 2015. It is not the approved budget for 2016; it is what all the taxing units get at distribution for 2015.

(McKim) All of that information is already known. Yes, we’re not waiting for any data.

(Hawk) So then all you have to do is figure out what the percentage is of what the total is. 21

(Saulter) And Monroe County gets something like 37 to 38% of the total. It is something that I will start working on that I can get to you.

(Munson) That will help us; good, thank you.

X. APPROVAL OF MINUTES: April 28, 2015 Work Session May 12, 2015 Regular Session May 26, 2015 Work Session

McKim made a motion to approve the Minutes as submitted. Jones seconded. Motion passed by voice vote.

XI. COUNCIL ITEMS

A. Discussion of Moving Budget Adoption to October 13, 2015 Regular Session

(Flory) When we went through times when we would do our budget hearings, we thought we were going to finish pretty much on Friday, September 11th. If we finish then there would be no problem. We did set aside Tuesday, September 15th, as a fallback date to clear things up. We set our budget adoption date for Tuesday, September 22nd. So actually under State statute you have to have a ten‐day period between your final closure of your budget hearings and your actual adoption date. So if you were to wrap it up on the 11th, there is no problem; if you go to the 15th then we would have to move it forward. So my suggestion would be we could just move it forward to October 11th which is our regularly‐scheduled Council meeting anyway so you know every‐ one plans to be here and you could handle it at that point in time and that will afford you the opportunity to hold the meeting on the 15th if necessary and if you run into additional problems even to continue that meeting.

(Munson) So Council it is a date we are going to be here in any case so your calendars do not need adjustment. Are we okay with moving forward with this? Do we have general consensus it is okay? Good.

(Dietz) I just want to understand. You’re saying that if we finish when we hope to finish then the original date wouldn’t be a problem but if we run over within that ten‐day window then….

(Flory) That’s correct. But because you have to advertise well in advance you can’t enter into this now and say – if you advertise for September 22nd then you would have to wrap it up on September 11th. We’ve already sent around to everybody the proposed timeframe for the days that we’ve set aside. It looks hopeful to me to set a lot of these budget hearings for 15 minutes or so. So as we get into the process we will see how much time it actually does take. I would just prefer to be conservative and say we will probably need to use that September 15th date for cleanup. At least we will know it is there without causing a problem with our actual adoption advertisement.

(Munson) Okay, so sounds good.

B. Discussion of August Work Session as “Dry Run” for Budget Hearings

(Munson) Another discussion item is our August work session in two weeks and that is about having a “dry run” of our budget hearings. Do you want to describe what the plan is?

(Flory) As you know, Lori and Kim have been working very hard on getting our budget workbooks in shape. Those have been sent out to all the Departments. I’ve heard nothing but a very positive response to what has gone out and what they’ve had to work with. Most of those have come back in. What I think is important to do is at our scheduled work session for Lori and Kim to come here and actually show you on the screens here what is going to be happening. A lot of people I know are not that happy with using you iPads to try to track the wide spreadsheets that you have in front of you. So if you have a laptop that has a wide enough screen that you 22

would like to use that, work with me and IT before the work session actually and get access into the system so you know you can call it up. I would like us to be able to sit down at that work session and just actually jump into a budget hearing to see what is going to be shown, how you are going to call it up on your screens, and how you’re going to work with it in that process. I think you’re going to be pleased with the work that they’ve put into this and the result.

(Munson) Well the Departments are already pleased so that is a major step.

(McKim) And my understand is at least we’re going to be able to see several of the budget worksheets in the next day or two for the General Fund and the COIT Fund and a couple of the big ones.

(Flory) Also Councilor McKim has a suggestion and idea on a way in which we can look at documents that are being changed in real time but also have the people making the changes kind of close those off so that the work isn’t being shown on screen and then once the work is complete you will have easy access to what is going on. So again, I would like us to, and I will work with Councilor McKim and see what we need in order to sign up for that and get that capability so that we aren’t spending time at the work session with that kind of administrative work. I really think it is important and possible for us to just jump in and start doing a budget hearing simile.

(Munson) So I wondered about that and how fast an updated file would sync into the drop box system that we use for access. Do you know, Geoff?

(McKim) Well the drop box syncs very quickly. But what I was actually thinking of in terms of budget sessions themselves was also for us to be using something like WebX where when Lori and Kim are updating the spread‐ sheets, rather than just seeing it on the screen there, we’d actually be able to see it on our screen as well. So as things are changing we’d be able to see it in real time which I think would get us out of the business of having to look like this to be able to see the screen and we are working with Tech Services to do that.

(Flory) Who is familiar with WebX already?

(McKim) Or Go to Meeting; I mean WebX is just one brand of it there are other shared web conferencing systems.

(Hawk) Is this something brand new that I have to learn how to do?

(McKim) Is it pretty easy but that is why we wanted to try it in a dry run so we’re not worrying about learning new things on the fly.

(Hawk) Okay.

(Flory) But we even want to try before the dry run in terms of getting everybody signed up for it and going through that kind of basic process with the IT Department. WebX seems to be the best choice so far.

(McKim) We did an experiment in the conference room the other day because there is actually WebX client for iPhone and iPads and Android and everything and so we were actually able to do work on the computer and have it instantly reflected on a screen on an iPhone.

(Flory) So you need passwords downloaded on the machine. We will work out a way to get that taken care of so that you’re set to go when you come in here for the work session.

(Cobine) This is very speculative so I’m going to accept everybody’s expectation that this is possible but I’m very curious to know if it would theoretically be possible, perhaps not in this session although maybe, but in the future to make that sort of thing available generally through a URL so that people watching the session could actually see on their computer what is on the workbooks? Because I think that is a problem that people have 23

identified in the past that as far as I know hasn’t ever really been surmounted into that somebody who is watching, even sitting this chamber looking up there, it used to be members of the public watching on the screen couldn’t see anything just like we couldn’t see anything. But if we’re able to have a view of this on our laptops well why couldn’t anybody?

(McKim) Well yeah, you’re right in theory. I know with both WebX and Go to Meeting they charge based on the number of participants in the conference. So there is like one tier that goes up to 25 people and then when you go beyond 25 there is another tier and you’re paying a lot more money.

(Cobine) Do we get a recording?

(McKim) I don’t remember if that tier has a recording; probably I think it does.

(Cobine) Because that would be another option; it could be posted later…

(McKim) That is a good point.

(Cobine) …and people could play it back and see it.

(Dietz) Another option would be to use the Apple TV so that basically it can mirror somebody’s machine that has that display to the TVs up here.

(McKim) Yes, we can do that. The TVs are great for Powerpoints and that sort of thing but when you’re talking about numbers you really have to blow it up so big for us to be able to see it that you almost can’t edit the spreadsheets then when they get blown up that big.

(Munson) I want to ask a question about the notes column that was available last year and the notes column is for those of us who want to study the budget worksheets before we come to hearings and make notes about our questions and we have to save those separately so we can refer to them and we don’t save them as the drop box file, we save them with our own file names on them and we can refer to them as we need to by opening a second worksheet. Does that sound right, Kim?

(Kim Shell) Lori and I will have the original files but you guys will get a copy of it and then you will be able to put your notes and stuff in your copies. But when we’re working we will have the originals and take care of that.

(Munson) So you’ll be making seven copies.

(Shell) Yes, whoever wants one. We can send a copy out to the Council so that you will each have one.

(Cobine) Are these Excel spreadsheets?

(Munson) Yes.

(Dietz) I like the idea of potentially the screen sharing and I commonly use Google Tools for that and it seems to work pretty well so that might be another option to think about for video calls or screen sharing and also the option to not just screen share but share a single application as the entire screen which might be something that helps with spreadsheets that if you just zoom in with you application to a relatively small screen size and then focus on that then we might be able to see things. But it seems like there are a lot of options and I think it is a good idea to try to explore it, so thanks for that.

(Shell) Some of Lori’s concern last year was that she was trying to work on something and it would be so large when she went to go make a correction then she would have to shrink it back down and then she was having to

enlarge it and this way we were hoping that everybody could see the screens because you would have it right there in front of you, she could make adjustments and then it would be instantaneous for all of you.

(Munson) Okay, thank you.

(Hawk) It sure beats carrying in huge piles of paper like we used to do for County budget hearings.

XII. ADJOURNMENT

President Munson adjourned the meeting at 7:25 p.m.

*** *** ***

The Minutes from the Regular Session of the Monroe County Council held on August 11, 2015, were approved on ______, 2015.

Monroe County Council

Aye Nay

______Cheryl Munson, President Cheryl Munson, President

______Shelli Yoder, Vice‐President Shelli Yoder, Vice‐President

______Ryan Cobine, Member Ryan Cobine, Member

______Rick Dietz, Member Rick Dietz, Member

______Marty Hawk, Member Marty Hawk, Member

______Lee Jones, Member Lee Jones, Member

______Geoff McKim, Member Geoff McKim, Member

Attest:

______Steve Saulter, Monroe County Auditor