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Commissioners address document storage issue

Tuesday, February 5, 2013

It's not a new problem, but some county offices continue to look for storage space and the Greene County Commissioners are hoping to help out.

County Treasurer Kelly Zimmerly addressed the commissioners Tuesday morning and wondered about a semi trailer load of records from her office that are stored near the Greene County Highway Department, located between Switz City and Linton.

"I thought maybe being the new treasurer, I thought I should find out where the records are," Zimmerly inquired.

Zimmerly was told that some treasurer's records - mainly tax duplicate receipts ---- have stored outside the courthouse in the trailer since about 1992.

By statute, some of the records in the trailer have to be kept ---- either in print, microfilm, or electronic media, according to commissioner's attorney Marilyn Hartman.

She said the commissioners looked into microfilming some records several years ago and found the cost to be prohibitive at that time.

Zimmerly and the commissioners agreed that there is no adequate storage space available in the courthouse building.

"This is a problem in the whole courthouse," Commissioner Nathan Abrams stated.

Abrams said he knows finding records space for the clerk's and recorder's offices is also a growing problem.

Abrams did report that the records stored in the locked truck trailer are in what he called 'pretty good shape'.

Commissioner's President Rick Graves agreed some immediate action needs taken to find some suitable storage space.

"I think we're going to have to find some off-site storage," he concluded.

The commissioners also approved a request from Zimmerly to contract with Master's Touch to outsource the printing and mailing for property tax statements for annual fee of $5,200.

She pointed out that the price includes postage for the approximate 27,000 statements. and is significantly cheaper than the $11,000 the county paid last year with Performa Company.

Commissioner Graves was happy with the savings.

"If it (the quotes) saves $5,000 then I think we should listen to the treasurer," Graves stated.

Commissioner Abrams agreed and said, "If you can find any more $5,000 savings along the line go for it."

In other matters, the commissioners gave the go ahead to Greene County Community Corrections Director Lynn Wininger to apply for the annual grant from the Indiana Department of Correction.

The proposed contract for the 2013-14 fiscal year is up to $467,237.

Wininger explained that $441,674 is guaranteed and another $25,563 is possible depending on the number of DOC inmates who enter the community transition program.

The county receives a per day rate for those inmates and the exact number submitted in the budget request is an estimate, she pointed out.

Wininger explained she will appear before DOC officials on April 17 in Indianapolis to review the proposed contract. She expects to have a contract for the commissioners to sign at its late April or first meeting in May.

The commissioners gave Greene County Emergency Ambulance Service Director David Doane permission to send out invitations to ambulance manufacturers for the purchase of a new box-style ambulance that will be housed at the new Taylor Township Fire Department Ambulance Station at the WestGate Tech Park near Scotland.

Doane said the department will be trading a 2008 Chevrolet ambulance with about 180,000 miles on it.

"The funding for the new ambulance would come from our Capital Outlays Fund, which was approved in our budget. This fund has $110,000 in the account for ambulance and $6,000 for radios," Doane said.

Doane is wanting to buy a 2012 or a 2013 Type III Diesel 350 chassis.

Quotes will be received until 4 p.m. on March 1.

The commissioners also:

* Approved the appointment of Tom Pafford, of Linton, and Steve Mitchell, of Bloomfield, to the Greene County Building Corporation. Current members Bill Sipes, of Linton, and Jerry Beard, of Bloomfield, did not want to be reappointed, according to commissioner Graves.

* Reappointed Jim Wadsworth, of Linton, as the Weights and Measures Supervisor.

* Named Bob Kirk, of Bloomfield, to the Greene County Community Corrections Board of Directors. He replaces commissioner Ed Michael.

The commissioners scheduled an executive session for 9:30 a.m. on Tuesday, Feb. 12 in the commissioner's room on the third floor of the Greene County Courthouse in Bloomfield.

Among several personnel items, the commissioners are expected to interview for the courthouse maintenance position.

Commissioner Graves said four applications have been received.

In January, the commissioners tabled the annual appointment and decided to post the position to receive applicants.

Current Courthouse Maintenance Director Tim Carpenter remains in the position, pending final action by the commissioners.

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