PORTER COUNTY BOARD OF COMMISSIONERSREGULAR MEETING
TUESDAY, OCTOBER 1, 2002

The regular meeting of the Porter County Board of Commissioners convened at 10:00 a.m. on Tuesday, October 1, 2002 in the Commissioners' Chambers of the Administration Center.

Those present: Commissioners David Burrus, Larry Sheets, John Evans and Attorney Gwenn Rinkenberger.

President David Burrus called the meeting to order with the Pledge of Allegiance.

APPROVAL OF PAYROLL

Com Sheets moved to approve the payroll of September 23, 2002, Com. Evans seconded, motion carried.

APPROVAL OF CLAIMS

Com. Evans moved to approve the claims of October 1, 2002, Com. Sheets seconded, motion carried.

APPROVAL OF MINUTES

Com. Evans moved to approve the minutes of September 17, 2002, Com. Sheets seconded, motion carried.

ORDINANCE NO. 02-19, AN AMENDMENT TO ORD. 02-18-ESTABLISH FUND FOR THE RECEIPT OF MONEY FROM PORTER COUNTY "BAIL OUT" LOAN-1ST READING
Attorney David Hollenbeck

Atty. Hollenbeck, "At your last meeting, you adopted Ordinance No. 02-18 which created the Porter County Bail Out Loan Fund and the monies have arrived and have been deposited in the fund you created. After further deliberation with the State Board of Accounts, unfortunately, I am advised that we need to amend that ordinance already. The reason for that is because we failed to contemplate the option of doing a transfer out of those funds. As you will recall, the concept of your original ordinance was that we would do an additional appropriation and spend this bail out money out of that fund. That would be a somewhat cumbersome and time consuming process and also unnecessary because we already have appropriations, we don't have the money with which to spend them. I prepared Ordinance No. 02-19 for your consideration this morning which amends Ordinance 02-18, changing the Use of Revenue category to contemplate that upon your request and the County Council's acquiescence, monies can be transferred to the county general fund, the CCD fund, and the county health fund, i.e. those funds that are supported by real estate property taxes in order to do what the loan was intended to do and that was to replace lost revenue from Bethlehem Steel. We don't need to replace appropriations, we have them; we need to replace the money so we can spend the appropriations. With that in mind, I can answer questions you might have and I ask you to consider the adoption of Ordinance 02-19, amending Ordinance 02-18 to allow for transfers. The language has been approved by the State Board of Accounts. I would also ask that you do this at one sitting today."

Com. Sheets moved to suspend the rules for the purpose of adopting the ordinance under one reading, Com. Evans seconded, motion carried.

Com. Sheets moved to approve Ordinance No. 02-19, amending Ordinance 02-18 on first
reading, Com. Evans seconded, motion carried.



ORDINANCE NO 02-19
AMENDMENT TO ORDINANCE 02-18
PORTER COUNTY BOARD OF COMMISSIONERS
AN ORDINANCE TO ESTABLISH A FUND FOR THE
RECEIPT OF MONEY FROM PORTER COUNTY "BAIL OUT" LOAN
____
WHEREAS, the Porter County Board of Commissioners adopted the Porter County Municipal Code on Tuesday, December 2, 1997 pursuant to Ordinance No. 97-38; and
WHEREAS, Ordinance No. 02-18, an ordinance establishing a fund for the receipt of money from Porter County "Bail Out" Loan was adopted by the Porter County Board of Commissioners on September 17, 2002 for inclusion in said Code; and
WHEREAS, Section 3.42.020-use of Revenues, is in need of amendment.
NOW THEREFORE, BE IT AND IT IS HEREBY ORDAINED THAT:
1.Ordinance No. 02-18 found in Section 3.42.020 entitled "Use of Revenues" should be and the same is hereby amended to read as follows:
3.42.020 Use of Revenues – The proceeds received from the Porter County Bail Out Loan Agreements and deposited in the Porter County Bail Out Loan Fund shall be available for transfer to the Porter County General Fund, Porter County Cumulative Capital Development Fund and the Porter County Health Fund so as to provide funding for previously approved appropriations in each of those funds. The aforementioned proceeds shall also be available for appropriation to fund new expenditures from each or any of the above identified funds. Both the transfer and appropriation procedure shall proceed only upon Porter County Council approval.
This ordinance passed and adopted this 1st day of October, 2002.
BOARD OF COUNTY COMMISSIONERS
S/David L. Burrus
S/Larry D. Sheets
S/John A. Evans
attest:s/Sandra K. Vuko, Auditor

Atty. Hollenbeck, "Another thing I need to bring to your attention is the Bethlehem Steel bankruptcy created almost an instantaneous financial problem in the general fund that we had to scramble in the first part of the year to alleviate with the personal loan from the Department of Commerce and then the tax anticipation warrants that we sold. I guess in that regard, I would like to use this opportunity to give you the good news that we have only had to access $750,000.00 of that bail out loan. The first $5 million we had to use to pay back the first tax anticipation warrants that we issued. Of the new money, we have only had to access $750,000.00 to the state which is indicative of the efforts you have made and the County Council has made to revert to a bare bones expenditure situation. We did have the general fund financial shortfall that impacted on us almost immediately. The other funds that are funded through property taxes are now falling victim to some of those same cash flow problems, albeit later in the year. I have had discussions with Commissioner Burrus about the fact that the CCD fund is one of those funds that is experiencing a significant shortfall on a cash flow basis. This is why the bail out monies were secured and with that background, I think David has some comments for me to take to the County Council tonight about the cash flow situation."

Com. Burrus, "Yes, I think that within the last few weeks it has come to our attention that the CCD fund, which was budgeted for this year in the amount of approximately $1.25 million is currently well within its budgetary constraints. We are right on track of where we should be for this time of year. However, the revenue coming in as Dave suggested, has not been up to what was anticipated when the budget was created. Therefore, the cash flow problem in the CCD. We don't know what kind of revenue we will be getting as a result of the November installment, but for the present time we have a shortfall that we need to cover and I think it is appropriate that we can draw on the fund that has been established. We have taken into consideration for the next month our October obligations from the CCD, any current maintenance bills and other concerns that need to be taken care of in the October time frame as well as some currently outstanding claims from the Highway Department. The total of these come in at $150,000.00 so I think we need to initiate to request that you go back to the Council to request authorization to draw on this loan fund in the amount of $150,000.00 to be transferred to the CCD fund."

Atty. Hollenbeck, "And the Council meets tonight so our timing is good. I can take this request to the Council tonight for their consideration. I would also make the observation that in the concept of the transfer from cash flow would be in December when the real estate property taxes are distributed to the CCD fund, the $150,000.00 would then revert back."

Com. Burrus, "I can understand the reverting back to the extent that the December distribution completely funds our budget."

Atty. Rinkenberger, "To the extent that it doesn't, we can address that issue in December."

Com. Sheets moved to request authorization from the County Council that $150,000.00 be transferred to the CCD fund, Com. Evans seconded, motion carried.

Atty. Hollenbeck, "I will take this to the Council tonight. I would also like to tell you we have
received two of the three installments now on the Bail Out Loan. The state kept what we owed the Department of Commerce which netted out to us about $1.5 million that is currently in the Bail Out Loan fund that you created. The decision on accessing the third component of the loan, approximately $1.8 million would be the third component, needs to be made rather expeditiously. I talked to the State Budget Agency yesterday and the last meeting currently scheduled for the State Board of Finance is the third Monday of November, which I believe is the 19th of November. We need to be on their agenda ten days ahead of time. The County Council is going to have a meeting on October 27th and I am going to tell them tonight they are going to need to decide at that meeting whether we need to access and to what extent we will need to access. I think we will need to access at least part of that third component of the bail out loan. Thank you."

Com. Sheets, "At our NIRPC meeting the other day there was some concern about Porter County not paying their portion and I think at the previous meeting you were supposed to check with the Auditor's to see if that check had been sent."

Atty. Hollenbeck, "We haven't paid?"

Com. Sheets, "It was not part of our budget."

Atty. Hollenbeck, "That is not true. As to this year's payment, I know we resolved that and I thought payment was made. There was a slight problem with next years' budget, not from us but from the state who was trying to say that the NIRPC contribution had to be cut to reflect the decline in revenue. The problem with that is the NIRPC contribution is a statutory amount created on a per-capita basis. We don't have the opportunity to cut that."

Com. Sheets, "It was clearly in this years' budget."

Atty. Hollenbeck, "I will check with the Auditor's office immediately. I will let you know."

PORTER COUNTY VISITOR'S BROCHURES
Lorelei Weimer, Laurie Franke-Polz, and John Leander

Com. Burrus, "This next item will be a discussion that was initiated several months ago by a publisher who had requested the Commissioners grant approval for him to produce a Porter County brochure. At that time, we indicated we wanted him to coordinate with the Tourism office to make sure that any concerns or issues they might have or ideas they may want to contribute, were addressed. I think as that contact evolved, Lorelei took it back to the Chamber of Commerce representatives. The conclusion is that we could possibly do this locally by tailoring it more to our own likes and needs and also thereby keeping the work in the county. We have been waiting for a response from you as to what your conclusion was."

Ms. Weimer, "What I did do is, when I talked to Commissioner Burrus, the piece was definitely a good piece. It was more of a relocation guide for people that were coming into the community as well as for the local residents. One of the key distribution sites would have been the Chamber of Commerce. So I talked to them to get their feed back on it. I think they recognized it was a good guide but they felt we could take it to another level and they felt that they are the organizations to do that. With me today, I have president Deb Butterfield from the Valparaiso Chamber of Commerce. I also have John Leander, who is the executive director of the Portage Chamber and then Laurie Franke-Polz from the Duneland Chamber of Commerce. I am going to turn this over to Deb to let you know they have spoken and they are ready to give a commitment today to this project."

Ms. Butterfield, "We have some examples of some of the publications that we have used within our Chamber organizations. They are specific to the Chamber territories that each of us serve, but I think it gives you a good indication of the quality and how they represent our communities. The Chamber Coalition, over the years has been very active and cooperating together on a number of projects and this is probably one we would have gotten around to. This is an opportunity to look at it in this context. We do events together quite often, and I want to invite you to Chamber Network Night which is coming up at the Expo Center on October 24. We participate in the Reality Store and this is another opportunity for us to create something we think is a little more tailored to Porter County. The pieces that we looked at from the gentleman that made the proposal, are quality pieces, but if you look at them, they all look pretty much the same. You can see from our publications that we try to be reflective of our communities and of our county and this is something we really want to do. We want to produce it locally, we want to get input from you certainly. We are going to need some help from some of the smaller community data and make sure it has the kind of information you need. We think it is something that we can definitely put together on behalf of the Commissioners. We would be happy to have a welcome letter in the book just like the sample the gentleman gave to you. We would be happy to distribute it. We have talked to the Kouts and Hebron Chamber and they are on board with wanting to be included in the publication. We think it is a great opportunity and we would appreciate it if you would give us consideration."

Com. Burrus, "If I can speak for the Board, we were impressed with the presentation and the publication. Of particular interest, there was a one stop source for a lot of contact phone numbers. While everybody has a little bit of opportunity for error, he was adamant that he was about as accurate as you can get on these. That is one feature of the book that would be an advantage to us, and we would certainly support the idea that we could do this locally as well. The thing we need to do as a board is respond to this gentlemen with either a yes or no. If we say no to him, then we want to make sure that there is a commitment, that you folks will go through with this on at least a tentative time table that we can look forward to seeing a product coming back."

Com. Evans, "Absolutely. I think our feeling all along was that it was a nice pamphlet if you will, but it was pretty generic and that was a means that man used to make some money for himself and went from community to community to sell it. We knew that it could be done better and I think that you have jumped right on the wagon and we appreciate that."

Ms. Butterfield, "As far as the time frame goes, we talked about what we think is realistic since we are coming up towards the end of the year and we do have some other projects going on, but we think we can get the job done probably by the end of February or early March."

Com. Burrus, "I will speak from my own viewpoint here, but I think the only concern we have on the timetable is that we did have a target out there that we were shooting for and that we didn't let it slide. So if we can get something the mid part of next year, I would be satisfied with that."

Ms. Butterfield, "Yes, we originally talked about April but were concerned that the other commitment was for the first part of the year and that you might want it sooner. We don't want to put it off, this is something we want to get moving on. We want to try and actually work it into the sales of our other publications either through a discount on this publication so that it fits into the schedule."

Com. Burrus, "Does the season this pamphlet becomes available have any particular advantage? Spring versus summer or winter?"

Ms. Butterfield, "Through the spring and the through the summer months. There is not a big hurry to get it done in the winter."

Com. Burrus, "Hearing what you are saying then, I think the Chambers of Commerce have indicated a commitment and time line that we asked for so if that is accurate from your point of view then we need to act on that."

Com. Sheets moved to approve the pamphlet to be published by the Chamber of Commerce, Com. Evans seconded with the addition of having a commitment to have it reviewed every 1 ½ to 2 years,

Ms. Butterfield, "We didn't really talk about how often it should come out. I think we need to judge on how it is used, and where it is distributed and give us ample opportunity to make that decision."

Ms. Franke-Polz, "Every time you are starting a new piece like this, we would need some input from all of you and possibility a contact that we can go to so we can make sure the direction of the piece is what you really want it because we could go in a lot of different directions with this. As we were looking at this, this was very replicate of what we consider a re-location piece for someone moving into the County. We want to make sure that what you goals are as Commissioners are reflected in that book. It could go a lot of different directions so it would be a brainstorming meeting at least with a contact from the Commissioners so that we know we are heading in the right direction and the information in the book is what we collectively feel is important to the County."

Com. Burrus, "Any one want to volunteer for that role?"

Com. Evans, "I'll take it."

Com. Burrus, "Thank you. With that commitment, I guess that would become part of our motion, then that there will be a liaison from the Commissioners' office and that it would be John Evans. Does that complete our motion then?"

Com. Sheets, "It does."

Motion carried.

OFFICE HOLDERS/DEPARTMENT HEADS
John Scott, Portage Township Assessor

Mr. Scott, "We had pre-empted this by sending a contract that we felt was correct to the County Attorney and we are hoping it meets the obligation between the two parties. The state in their eminent wisdom, keeps putting burdens on the assessors after the fact. Whether they don't know what they are doing or if they feel that in order to meet the regulations and rules that the courts are demanding from them, they keep coming up with new processes. Fortunately, we were smart enough to get ahead of the responsibilities to do a re-assessment. We felt that houses didn't need to be re-measured many times so the amount of money that we would have set aside to do that particular process, we had our people go out on a lesser amount of money to see if we could save the county something. Now the state is demanding that every neighborhood that we have selected have every house, garage, shed, or any structures that are put on there, like barns, that they have to be conditioned and there has to be a condition done to them. We could do a sloppy job but we don't want to because the next reassessment is going to be just a rollover on a percentage basis rather than everyone going out and doing a reassessments. Figuring we would get the new information and then whatever we had would roll over. There shouldn't be any changes because of the strictness of the rules of assessing now. Consequently we now have to send somebody out and I did not want to send out a group of people to do it because then I would have conflict within sight of those groups. I figured I would hire one person to do it, and he has already studied the manual and the rules and regulations that the state has set down for us to follow and I figure if he does it along with my supervision, it will be done correctly. Consequently when we sent the contract to the county attorney, we forgot that we didn't put anything in the contract for mileage. We figure we should make it $32,000.00 for mileage and that is the only correction we would have. It was brought to our attention by the person. If you have to go there and use your own vehicle, then you should get reimbursed. I think that is what we are here for unless we have the other contract for the maintenance agreement for the copy machine."

Atty. Rinkenberger, "The contract was very simple, just a basic contract. With the $32,000.00 ceiling for the fee and the $10,000.00 immediately due so I am assuming you have the funds."

Mr. Scott, "Yes. The reason we are doing it this way rather than try to get it all done under reassessment money for this year because reassessment ends in January. We know this job cannot be completed starting from the time we will get the money to send somebody out to do that particular job until January. The only way we can do it is to contract and we know that is the only way you can encumber any kind of money is to have an actual contract. I don't know all the laws about encumbering, but I am learning."

Com. Burrus, "What is the background or expertise of this individual?"

Mr. Scott, "His wife works in my office, and she is the one that does the zoning for all of the neighborhoods which he will be going out and doing plus he has worked from the very beginning on the reassessment of homes."

Com. Burrus, "What is the source of this money again, John?"

Mr. Scott, "It is from reassessment. We have it there. We didn't go out and put $3.00 per parcel and that allowed us to have 1/3 of the all the money that was given to us. We will return some of the money, we won't be able to use all the money."

Com. Evans, "Is there is a change from the initial payment? The payment takes the entire $2,000.00?"

Mr. Scott, "It would be figured into it. The mileage would be on a different sheet. When you do the mileage, I don't think you pay it out in that way."

Com. Evans, "My only problem is you are giving him a third of the money up front before he does anything."

Mr. Scott, "We can discuss that with him; tell him he has to do 1/3 of the work before he receives the money."

Com. Evans, "Well, that is the customary practice."

Mr. Scott, "It is a very good idea."

Atty. Rinkenberger, "We would have a hard time getting the money back if he doesn't perform the work."

Mr. Scott, "We are pretty positive he is not going to mess us around."

Atty. Rinkenberger, "The revision could probably read a retainer of $10,000.00 due and payable upon a percentage of completion of the work. So if you wanted to say a retainer of $10,000.00 is due and payable to the consultant upon completion of ½ of the parcels. You have it broken into quarters, so it will have to be upon completion of 1/4 of the parcels or ½."

Com. Evans, "This is based on three parcels, right? Odgen Dunes, the City of Portage and Portage Township? Why don't you make it a condition of completion of which ever one of the parcels he wants to start on first?"

Mr. Scott, "If it were equal, it would be easy, John, but Ogden Dunes has 700 parcels, Portage Township has about 1/3 and then the rest is contained within the city."

Com. Evans, "I think it is only a good faith item anyway, so which ever one you want to use is fine."

Mr. Scott, "If the County Attorney would submit those things she feels needs to be written in the contract, we can take that change and. . . ."

Atty. Rinkenberger, "I need to know which one of those you want to make it conditional upon because it really is not a legal issue. It is a discretionary issue with you, for which one you would like to make a retainer payable based upon what."

Com. Burrus, "Why don't we do this, why don't we approve this contract subject to working out the payment schedule?"

Mr. Scott, "Can that be an addendum?"

Atty. Rinkenberger, "Just stay till this meeting is over and we can sit down and hammer out the language and you can take it and retype it."

Com. Sheets moved to approve the contract contingent upon working out the details concerning the payment and parcels, Com. Evans seconded, motion carried.

Shorewood Forest new culvert
Jack Jarnecke, Porter County Highway Superintendent

Mr. Jarnecke, "I am here this morning to talk to you about a collapsed pipe we have out in Shorewood Forest. We have taken quotes from 2 different ones that Dave Schelling got. One from Midwest Mole for $33,600.00 and one from Woodruff & Sons for $32,565.00. About every utility in the subdivision runs over the top of this culvert, including fire hydrants, and everything else. It is just about an impossible job and the county is forced to do this job. The two quotes we got are looking at going inside this large culvert and putting in a smaller one. This is about 140 foot pipe being put into that existing culvert to take care of the problem. I would like to request the Commissioners consider giving us $33,600.00 out of the cable funds which has sufficient money in it."

Com. Sheets, "We met with the Highway Department yesterday and this is in my district. This is money above and beyond the $100,000.00 we appropriated to each district and we don't have to take it out of the pool funds and that is why I asked Jack to be here. This is something that has to be done. It is unfortunate we have all the utilities going over it but we have a good company coming in and we think it is a good bid. I am asking for the approval of this board to make that appropriation of $33,600.00 out of the cable funds and approve the contract."

Com. Evans, "I had a conversation with Jack this morning and I certainly agree the cable funds are for the benefit of all the county and I appreciate your effort on the Calumet Trial so by all means I support you in this."

Com. Sheets moved to approve the contract for $33,600.00 for Midwest and that the Commissioners appropriate the funds out of the cable funds for this project, Com. Evans seconded, motion carried.

New employee in Data Processing, contract for allowance of enhanced access with Bertholet, and cancel agreement with Standard Register
Sharon Lippens, Data Processing Director

Ms. Lippens, "I just wanted to bring up our new employee, Don Darnett. He was selected to fill the position that the Council waived the hiring freeze for us. He has been here for about 3 weeks and doing very well. We have gotten some good comments from users that he has worked with already. I wanted to introduce him to all of you."

Com. Sheets, "Now your department was reduced by a couple of employees, one permanent?"

Ms. Lippens, "Correct. One was permanent and then one employee left on their own January 1st and we just filled that right now. Also today I have two contracts. The first one is a standard contract that we had drawn up which allows outside entities to have enhanced access under the Indiana Code to taxing information, court case management information that is deemed public. We have five title companies that are connected now and we added a mortgage firm and now Bertholet Bonds has come out as another agency. They pay a monthly fee and it goes into a special fund for enhanced access which is to be used to maintain the equipment. That is used to provide that access to them. This is an additional subscriber. The second contract is actually a cancellation of an agreement. It is with Standard Register. We have some laser printers in the County that we were paying maintenance on every year. It was about $1,500.00 every year and we had found that we had that contract in place for two years and never had a service call. In trying to look at the budget we felt that we might be money ahead canceling that contract and taking our chances and paying for service calls if and when we need it done. They had requested that we sign the contract stating we are canceling it."

Com. Burrus, "Has the County Attorney had a chance to review these and is she satisfied?"

Atty. Rinkenberger, "Yes, I have and I am."

Com. Burrus, "We will take the Bertholet contract first."

Com. Sheets moved to approve the contract with Bertholet, Com. Evans seconded, motion carried.

Com. Sheets moved to cancel the contract on the laser printer,

Com. Evans, "How many laser printers do we have under this contract?"

Ms. Lippens, "Three. And those are the three printers that are used to print payroll checks, expense checks, remote expense checks, receipts and direct deposits. Two of them are in my office and one is in the Auditor's Office."

Com. Evans, "Are they networked to anything else?"

Ms. Lippens, "Yes, they are networked but they are used exclusively for the purpose of printing those forms I mentioned."

Com. Evans seconded,

Com. Burrus, "I would like to comment before we vote. Sharon, you have been one of the
more pro-active department heads with respect to trying to review each one of these individual issues and the savings realized in a department with your size budget is appreciated."

Motion carried.

Com. Evans, "Sharon, have you had any requests for the election people for new equipment?"

Ms. Lippens, "Yes, I have. In fact later this afternoon you should be getting a letter outlining what changes we have made and what testing has been done last week."

Com. Sheets, "John Whitcomb and I are talking about paper ballots. That is what they use in Germany. No other comments necessary."

Ms. Lippens, "We had a request from the election board to update the existing equipment. The software that runs on that equipment does not require any large amounts of computing power or memory. In fact, the vendor told me yesterday that you could run it on a 286; it doesn't require anything else. So we found two systems that we had removed from production that had significantly newer equipment in them than the one that was originally used and we made up two duplicate systems and they are identical in every way. We did a pretest with the Voter's Registration staff and we loaded the software on each machine and ran some test precincts through and simulated some events that could occur election night similar to what occurred in the last election. We simulated what procedures we would take to allow us to continue voting by switching out from one sheet to the other if that machine was still working but we could back the data up and put it on another if a printer failed or the card reader failed, how we would manipulate the equipment to work correctly. In that we did testings and print outs to verify that the counts were the same as if we had to switch from one machine to the other and we transferred the data over and the data was exactly as it was when we did the transfer. I outlined that in a letter to the Election Board and I copied you as well. It outlined what kind of tests we simulated and what we did to correct it and I feel that we touched on nearly everything that could happen by having two systems in place. Obviously we couldn't control if boxes didn't come in or the power went out. I think anything that could occur that night, we have a procedure in place to handle it. The equipment will be there and both systems will be tested at the public test so they will both be certified. Hopefully that should clear up any issues. It is not going to speed up the process any because the speed issues are usually where the precinct boxes come in and they may not be signed property and that slows things down. Usually it is not the speed of the equipment. I don't see that increasing the results being generated any faster."

Com. Evans, "You will have two systems available and only one will be in service unless the other fails?"

Ms. Lippens, "Exactly. We classified them as main and alternate. So we will have a main system but they will be identical systems and they will both be tested so they are duplicates of each other. The main system will only be used if there is a problem. We will switch to the alternate. If it is a printer problem or carburetor problem, we can switch. But if the system itself has a problem as it did the last election, we can switch to the other machine and have a very low chance of having to restart even if it was the last precinct. We would be doing back ups regularly so we could only repeat a few precincts at the end and not have to start over."

Com. Evans, "And the glitch before that glitch was with the counter for the cards themselves?"

Ms. Lippens, "It was with the hard drive. We couldn't write to the hard drive. We could read from it but we couldn't write to it. Every time you read ballots in, it writes that information to the hard drive."

Com. Evans, "But the election before that had a problem with the actual cards that had the stylus holes in them?"

Ms. Lippens, "We had an overheating problem. One of the problems was at 4:30 the air conditioning gets turned up or off in the building so it gets warmer when no one is here so that election we had a problem with too many people in the room and all the equipment generating heat and very, very large amounts of ballots in that presidential election. We had a very large quantity as well so the equipment was really getting worked. This last election we worked with Johnson Controls to insure the air conditioning would stay on and be at its lowest point to keep that room as cool as possible. We will try to keep the people in the room to a minimum so we won't have that problem."

Com. Burrus, "Okay, we can sign that. Now we will go on to the Emergency Management with Phil Griffith."

Porter County Master Emergency Plan
Phil Griffith, Emergency Management Director

Com. Burrus, "This is a long awaited item. Approximately a year ago we were concerned that our Emergency Management Plan was or was not current, we did not know. Phil had begun to update our original produced plan here on site and as he approached the completion of that, he had to come up with a new plan based on a new state required format. That required some additional time and at this point, I believe he is ready to propose that we adopt the finished state oriented plan. Is that correct?"

Mr. Griffith, "Yes. Originally they had called it an Emergency Operations Plan. Probably two third's of the way through, the state decided to go from the Emergency Operations Plan to a Comprehensive Emergency Plan which required an entirely new format. So we were right back to square one. The state had a contract with somebody who came in and did the terrorists element originally and then we had to follow the terrorist element on to the comprehensive emergency management plan. I gave each one of you a copy and I have a fourth here. The remainder of these are in the Print Shop. As you will see, originally, we had annexes and now we have what they call ESF, which is the Emergency Support Functions. In the Plan, if you would go to transportation, it will tell you who the co-ordinating agency would be and who the responsible assisting agency would be in the event we had a transportation type of emergency or their role in an emergency, right down to the fire fighting, public works engineer. I have had 38 people from around the county involved in the initial concept of writing this and now we are in the process of going to each agency with a copy of this. They will sign for a copy of this if they want multiple copies. I burned them on a CD so they can make their own copies. As we have disaster drills, if we find a portion of the plan that is not quite tweaked the way it should be, that portion will be pulled out and rewritten and then everybody who signs for a copy will get an updated part of that with the date it was revised."

Com. Burrus, "One thing I would request you to do would be to periodically publish a list of additions."

Mr. Griffith, "We would like to do that. Our intention was to do it on a semi-annual basis. Inside the front cover, we will put revisions made, and a list of them and you can turn to that page and you can see the date of the revision. So as things grow and change, we can put that in there."

Com. Evans, "Does the state have a requirement for the frequency of the revisions?"

Mr. Griffith, "Annually. I think that is okay, but I would rather do it on a semi-annual basis to make sure we are up to date. I will be working with each of the communities and they will develop a plan from this document to coincide with this document. Obviously, if it is inside the City of Valparaiso, they won't have to implement our plan unless it exceeds their capabilities. Then they would bring the County's plan in place. This is a complete and total document."

Com. Burrus, "This is the kind of thing you don't want to be responsible for not having on the shelf if something happens. Hopefully we won't ever have to use it."

Com. Evans moved to adopt the Porter County Emergency Plan as submitted, Com. Sheets seconded, motion carried.

CORRESPONDENCE

Weights & Measures monthly report for September, 2002 is on file.

Appointment to Workforce Development Board

Com. Sheets moved to appoint Linda Friedrich, of the Portage Adult Education Director, to the Workforce Development Board for the term of September 19, 2002 until June 30, 2004, Com. Evans seconded, motion carried.

Valparaiso University Habitat for Humanity request for courthouse lawn, fund-raiser

Com. Sheets moved to approve the request of the Valparaiso University Habitat for Humanity to use the courthouse lawn for their event called Shack City on November 8 and 9, 2002,
Com. Evans seconded, motion carried.

Request for transfer of funds-Highway Department

Fund 02$150.00from acct. 3130Training
into acct. 3520Water

Funds needed to pay monthly utility bills through December, 2002.

Com. Evans moved to approve, Com. Sheets seconded, motion carried.

Request for transfer of funds-Commissioners

Fund 01.30$780.00from acct 2110Office Supplies
Into acct 3120Consultants

Fund 01.30$ 10.04from acct 2110Office Supplies
Into acct 3973Change of Venue

To pay Human Resource contract for remainder of year. Transferred out earlier to pay unemployment costs.

To pay change of venue fees. Also necessary because funds were transferred out earlier to pay workmen's comp.

Com. Sheets moved to approve, Com. Evans seconded, motion carried.

COMMISSIONERS' REPORTS


Com. Evans, "I don't have anything in my district but I will do the Official Bond and Oath
from Western Surety Company for David W. Schelling, County Engineer."

Com. Evans moved to approve, Com. Sheets seconded, motion carried.

Com. Evans, "One other thing is Resolution No. 02-06 that we need to formally act upon.
That is the Commissioner Commendation we did for David Schelling for the Calumet Trail Project."

RESOLUTION NO. 02-06
COMMISSIONER COMMENDATION FOR
DAVID W. SCHELLING, PORTER COUNTY HIGHWAY ENGINEER
____
WHEREAS, David W. Schelling is currently employed by the Porter County Board of Commissioners as Porter County Highway Engineer and has been employed in that capacity for approximately fifteen (15) years; and
WHEREAS, beginning in 1997, the Porter County Board of Commissioners committed to a project titled the "Calumet Trail Project"; and
WHEREAS, the Calumet Trail is a trail 9.1 miles in length, extending from Mineral Springs Road east to U.S. 12 at the Porter-LaPorte county line; and
WHEREAS, the Calumet Trail Project was a complicated and expensive project which required widening of the trail; improving the surface of the trail; replacing drainage structures; and adding directional signs and parking; and
WHEREAS, Porter County Highway Engineer, David W. Schelling, proved to be an invaluable asset to the Porter County Board of Commissioners in the economical completion of the Calumet Trail Project; and
WHEREAS, David W. Schelling is to be commended for his dedication, hard work and perseverance in working with the Porter County Board of Commissioners and all entities to assure a successful completion of the Calumet Trail Project; and
WHEREAS, IT IS HEREBY RESOLVED THAT:
The Porter County Board of Commissioners do hereby issue this Commissioner Commendation to David W. Schelling for his participation in the successful completion of the Calumet Trial Project.
Resolved this ______ day of _______________________, 2002.
PORTER COUNTY BOARD OF COMMISSIONERS
S/David L. Burrus
S/Larry D. Sheets
S/John A. Evans
Attest:s/Sandra K. Vuko

Com. Evans moved to approve Resolution No. 02-06, Com. Sheets seconded, motion carried.

South District: David Burrus

1. Utility Agreement for NIPSCO to set a pole at 758 West 900 south. Recommend
Approval.

Com. Burrus moved to approve, Com. Evans seconded, motion carried.

2. Performance Letter of Credit #405 from DeMotte State Bank for Fieldstone Manor, Phase I, in the amount of $74,000.00. Expiration date is October 23, 2003. Recommend approval.

Com. Burrus moved to approve, Com. Evans seconded, motion carried.

3. Performance Letter of Credit #406 from DeMotte State Bank for Fieldstone Manor, Phase II, in the amount of $18,750.00. Expiration date is October 23, 2003. Recommend approval.

Com. Burrus moved to approve, Com. Evans seconded, motion carried.

Report from Committee to study Porter County Historical Buildings

Com. Burrus, "Several months ago, probably in the late spring, I had formed a committee to study the historical properties that are a part of the Porter County inventory. The committee was a five member committee and consisted of Jim Jorgensen, Bruce Berner, Spiro Valavanis, Bill Vaughn and Bill Wellman. The committee met, deliberated, studied and reviewed the properties, and then prepared a report. We have it here for the press if you want it. I would like to thank the group that did the work on this. They were thorough, dedicated and they performed as requested. I know the Commissioners are appreciative of this information. We will probably keep this on file for any decisions that we have to make regarding historical property. That will conclude the comments on this report. Is there any business at all from the audience or anyone else? If not I will entertain a motion to recess."

Com. Sheets moved to recess, Com. Evans seconded, motion carried.

With no further business to conduct, the meeting was recessed.

BOARD OF COMMISSIONERS
PORTER COUNTY, INDIANA

David L. Burrus
Larry D. Sheets
John A. Evans

Attest: Sandra K. Vuko, Auditor