Meeting Report · Ellettsville Town Council
Council awards $541,363 bid for Heritage Trail pedestrian bridge.
The bridge will cross Jacks Defeat Creek at McNeely Street, part of a Next Level Trails Grant.
This summary was built from the meeting video and the official documents.
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Key Highlights
- 01Council awards $541,363 bid for Heritage Trail pedestrian bridge.
- 02Council approves increasing water hook-on fees for new services.
- 03Council tables agreement for new fire station with Richland Township.
- 04Council tables bids for a new Fire Department roof.
- 05Council adds $100,000 to the general fund.
- 06Council moves $250,000 to a new Old National Bank account.
Written for residents
Summary
The bridge will cross Jacks Defeat Creek at McNeely Street, part of a Next Level Trails Grant.
Council awarded a $541,363 bid to Fox Construction Inc. for the Heritage Trail pedestrian bridge. Town Manager Michael Farmer asked to hold off on proceeding due to a stop work order from the Department of Natural Resources. Town Attorney Darla Brown advised awarding the bid but delaying the order to proceed. The council voted unanimously to approve the bid with the condition to hold off on proceeding for a couple of weeks.
The council approved a contract with Baker Tilly to begin a 30-day filing process to increase water hook-on fees. Michael Farmer, Town Manager, explained that fees have not been raised for a long time and need to increase due to inflation and the cost of materials. The Indiana Utility Regulatory Commission (IURC), the state utility regulator, requires fees to break even, so new service costs should be borne by the person hooking on. Current prices for new service with town excavation will increase from $1,510 to $2,225. For a bore, the fee will rise from $1,960 to $3,425, and water-only meters for irrigation will increase from $600 to $1,100. Darla Brown will draft an ordinance to include these and other updated fees.
The council tabled a proposed memorandum of understanding (MOU) regarding a new fire station with Richland Township. The Town needs to replace its Curry Pike fire station, and Richland Township Trustee Marty Stephens is willing to finance a new building. The MOU involved four parties, including North American Minerals and the Rogers Group, who would sublease a four-acre parcel to the Township for 99 years at $1 per year for the new station. Council member William Ellis expressed concern about trading town-owned property for a building on land neither the Town nor the Township would own. Council President Scott Oldham asked for language to ensure the property would revert to the Town if the Township ceased to exist.
The council tabled bids for a new roof for the Fire Department. Three bids were received, ranging from $93,500 to $209,563.79. Fire Chief Kevin Patton explained that the original 21-year-old building used half-inch plywood that is delaminating, causing roof failures. The town's structural engineer recommended a complete shingle tear-off, re-decking, and a metal roof. Council President Scott Oldham requested tabling for further review due to the significant price differences and to evaluate guarantees.
The council added $100,000 to the general fund. Town Manager Michael Farmer explained $50,000 is for professional services, including $25,000 for engineering and design for the trail in Stewart Park. Another $25,000 is for additional Town Hall costs, such as rent, electricity, and telephone, which the IURC determined could no longer be fully paid from water funds. The remaining $25,000 is for various professional services related to tax-increment financing (TIF) districts, SB1 state legislation, and fire issues. The council approved the appropriation unanimously.
The council added $24,500 to the Parks Fund. Michael Farmer explained that $3,500 is for sand, timbers, and upgrades to the flutter garden. Another $6,000 is for furnishings and office equipment for the Heritage Center. The remaining $15,000 is for outside landscaping and outdoor furnishings like benches. The council approved the appropriation unanimously.
The council approved moving $250,000 from the General Fund at Peoples State Bank to a new checking account at Old National Bank. Clerk Treasurer Noelle Conyer stated the current interest rate at Peoples State Bank is 2.96%, while Old National offers an introductory rate of 3.75%. Council President Scott Oldham voted no, but the motion passed 2-1.
The council transferred funds from the Motor Vehicle Highway (MVH) Restricted line to the Local Road & Bridge Matching Grant. Street Commissioner Kip Headdy explained this transfer is for the town's 25% match to pay E&B Paving for work wrapping up under the Community Crossings grant, a state matching grant for local roads. The council approved the transfer unanimously.
The council approved a conditional offer of full-time employment to Cody Mauder for the Fire Department. The offer is pending a positive PERF physical, the physical the state police and fire pension fund requires. Fire Chief Kevin Patton confirmed it is a budgeted position. The council voted unanimously.
A resident suggested an edit to the town's website, noting it incorrectly stated "Town Council is permanently closed."
Michael Farmer, Town Manager, informed the council that EMS and Red Cross evaluated the Town Hall for use as a shelter during emergencies. They will present a plan to the board. He also reminded everyone about an August 25 work session at 5:00 p.m. to discuss the budget and navigate new financial workings under SB1 state legislation.
Council member William Ellis thanked Kip Headdy and the Highway Department for resolving conflicting lane issues during a state bridge project.
Check the sources
Where the video and the documents differ
The meeting video and the official documents state different things on the points below. The summary uses the documents' figure, except where a point says the documents' figure could not be read.
Second motion to award Heritage Trail Pedestrian Bridge bid
The documents say: Dan Swafford so moved. Pamela Samples seconded. Roll call vote: Pamela Samples — yes; Trevor Sager — yes; Dan Swafford — yes; Scott Oldham — yes. Motion carries.
The video says: No mention of a second motion or vote for the Heritage Trail Pedestrian Bridge bid after the first one passed.
The Receipts
Fiscal Decisions
Award bid to Fox Construction Inc. for Heritage Trail pedestrian bridge crossing Jacks Defeat Creek
Awarded the bid to Fox Construction Inc. for the pedestrian bridge at McNeely Street, part of the Next Level Trails Grant, with a condition to hold off on proceeding for a couple of weeks due to a stop work order from the Department of Natural Resources.
Pay Accounts Payable Vouchers and Payroll
Motion to approve payment of accounts payable vouchers and payroll.
Resolution 18-2025 Additional Appropriation General Fund
Additional appropriation of $100,000.00 from the general fund. This includes $50,000.00 for a professional service line, $25,000.00 for additional Town Hall costs (rent, electricity, telephone due to water rate case), and $25,000.00 for professional services for engineering and design for the trail in Stewart Park (VS Engineering and Bynum Fanyo Associates).
Resolution 19-2025 Additional Appropriation Parks Fund
Additional appropriation of $24,500.00 from the Parks Fund. This includes $3,500.00 for sand, timbers, and flutter garden upgrades, $6,000.00 for furnishings and office equipment for the Heritage Center, and $15,000.00 for outside landscaping and ancillary outdoor furnishings such as benches.
Resolution 20-2025 Transfer of Funds MVH Restricted to Local Road & Bridge Matching Grant
Transfer of funds from the MVH Restricted line into the matching grant for the local bridge and road to pay E&B Paving for their work on the Community Crossings grant, representing the 25% match.
Resolution 23-2025 Authorization to Open a New Checking Account
Authorization to open a new checking account at Old National Bank and move $250,000.00 from the General Fund at Peoples State Bank to Old National to secure a higher introductory interest rate (3.75% vs 2.96%).
Approve contract between Baker Tilly and Utilities 30 Day Filing
Approval of a contract with Baker Tilly to initiate a 30-day filing to increase water hook-on fees due to inflation and material costs, aiming for a break-even cost for new services.
MOU Richland Township Fire Station
Motion to table the Memorandum of Understanding (MOU) between Richland Township, the Town, North American Minerals, and Rogers Group regarding the financing and construction of a new fire station. The MOU involves a 99-year lease of a 4-acre parcel for $1 a year and the Town conveying its old fire station to the Township. Tabled for further review and language amendment regarding the property ownership if the Township ceases to exist.
New Roof for Fire Department
Motion to table the decision on bids for a new fire department roof for further review due to substantial differences in prices and guarantees. Bids received were $93,500.00 (AMI Bloomington), $116,589.15 (Integrity Exteriors), and $192,823.29 or $209,563.79 (RCV Roofing). Financing options were discussed, including an additional appropriation from the Cumulative Building Equipment fund or an internal loan for the lower bids, or external financing for the highest bid.
Also discussed
Budget Discussions (No Vote Taken)
New Roof for Fire Department
Estimated: $209,564?
Three bids were presented for a new metal roof for the Fire Department: AMI Bloomington at $93,500.00, Integrity Exteriors at $116,589.15, and RCV Roofing at $192,823.29 for ribbed metal or $209,563.79 for textured ribbed metal. The Fire Chief explained the need for a complete tear-off and re-decking due to delaminating plywood. The item was tabled for further review due to substantial price differences and to evaluate guarantees and financing options. The Chief noted that the first two bids could be partially paid from the Cumulative Building Equipment fund with an internal loan for the balance, while the third bid would require full financing.