TOWN COUNCIL MEETING
OCTOBER 27, 2016 6:00 P.M.
SHIPSHEWANA TOWN HALL
345 N MORTON STREET
SHIPSHEWANA, IN 46565
PRESENT: Council; Roger D. Yoder, C. Arlene Lazzaro, Elmer J. Mast, Lynn M. Bontrager. Staff; Mike Sutter, Kurt R. Bachman, Ruth Ann Downey. Public; George Bachman, Willy Christner, Felicity Palmer, Krist Mishler, Glenda Mishler. ABSENT: Council; J. Mike Wilcher.
Council President R. Yoder welcomed everyone, noted that Council Member J. Mike Wilcher was absent, all other Council Members were present. R. Yoder pointed out that agendas were available and asked everyone to sign in.
INVOCATION & PLEDGE: C.A. Lazzaro gave the invocation and E. Mast led the pledge.
MOTION: E. Mast made a motion to approve the agenda with flexibility. L. Bontrager seconded the motion. Motion carried.
- Yoder asked for corrections or additions to the October 13, 2016 Council meeting minutes.
MOTION: E. Mast made a motion to approve the October 13, 2016 Council meeting minutes as presented. C.A. Lazzaro seconded the motion. Motion carried.
FIRE DEPARTMENT ELECTION SLATE APPROVAL: R. Yoder reported that the purposed slate of Fire Department Officers for 2017 had been made available to the Council. Positions up for election are the Fire Chief, Secretary and three Captains. All the Council does is approve the slate, the Fire Department does all the electing and the voting. C. Miller will report the results to the Council after their election. Discussion followed.
MOTION: C.A. Lazzaro made a motion to approve the 2017 Fire Department Slate of Officers as presented. E. Mast seconded the motion. Motion carried.
2017 FIRE CONTRACT APPROVAL – NEWBURY TOWNSHIP: R. Downey reported that the Town has received a signed Fire Service Agreement from Newbury Township for 2017 and asked the Council to approve the Agreement. Signed agreements are due back to the Town by November 30th. Discussion followed.
MOTION: E. Mast made a motion to approve the 2017 Shipshewana Fire Service Agreement with Newbury Township as presented and to sign the same. L. Bontrager seconded the motion. Motion carried.
SCHOOL CROSSING GUARD @ MIDDLEBURY STREET & SR 5 – HIRE: R. Yoder reported that he had been contacted by Barry Weldy regarding the school crossing guard position. The position is currently filled by his wife Nina Weldy but she would like to resign from the position. B. Weldy has expressed interest in filling the position. Discussion followed. R. Downey pointed out that the Town would need a resignation letter from Nina Weldy before anyone else could be hired for the position. Should the Council approve Barry Weldy as her replacement then we would need him to fill out paperwork for employment with the Town. Discussion followed.
MOTION: C.A. Lazzaro made a motion contingent on the receipt of a letter of resignation from current school crossing guard, Nina Weldy that the Town hire Barry Weldy as the new school crossing guard, and that B. Weldy fill out the appropriate paperwork for the position. E. Mast seconded the motion. Motion carried.
UTILITY CERTIFICATIONS – WAGE SCHEDULE APPROVAL: M. Sutter referred Council Members to their paperwork for proposed hourly increases for employees acquiring utility certifications and reported that Facilities Superintendent, Joshua Koontz recently received his DSS Water Distribution Certificate. J. Koontz is currently taking classes for testing and hopes to receive his Water Testing Certification before the end of this year. David West is ready to take the Water Distribution test. Sean Neeley will be taking the Wastewater Certification test once he has met all the requirements. These licenses are required to operate our Utility Facilities and they are not easy to get. You need experience, hands on time, and time for study to pass these tests. The wage increases were purposed as follows: Water Distribution 65 cents per hour, Water Testing $1.15 per hour, and Wastewater Treatment $2.20 per hour. M. Sutter recommend an annual review of this schedule. Discussion followed.
MOTION: E. Mast made a motion to approve the hourly increase for employees acquiring their Utility Certifications as follows: Water Distribution 65 cents per hour, Water Testing $1.15 per hour, Wastewater Treatment $2.20 per hour, and that these amounts be reviewed annually. C.A. Lazzaro seconded the motion. Motion carried.
WAGE & SALARY ORDINANCE AMENDMENT: R. Downey reported that this wage amendment is retro-active due to Joshua Koontz earning his DS certificate on October 4, 2016. Discussion followed.
President R. Yoder introduced AN ORDINANCE AMENDING WAGE AND SALARY ORDINANCE NO. II-F-1-d(2) FOR TOWN EMPLOYEES FOR THE CALENDAR YEAR 2016. Council Member L. Bontrager made a motion, seconded by Council Member E. Mast, that said Ordinance be numbered and placed on first reading, and that the same be read in full at this time. Motion carried.
Said Ordinance having been designated as “II-F-1-d(519)” and having been read in full, and the provisions of the same having been considered by the Council, Council Member L. Bontrager made a motion, seconded by Council Member C.A. Lazzaro, that any requirements for a second or third reading be waived and that all rules of the Council, which unless suspended, might prevent the final passage and adoption of “II-F-1-d(519)” at this meeting, be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-1-d(519)” having been read in full was then placed upon its final passage, and on call of the roll the vote for the adoption of said Ordinance was as follows:
AYES: Lynn M. Bontrager, Elmer J. Mast, C. Arlene Lazzaro, Roger D. Yoder.
NAYS: – 0 –
There being present at said meeting at least two-thirds of the members elect of the Town Council and “II-F-1-d(519)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.
EMPLOYEE DENTAL & LIFE INSURANCE RENEWAL APPROVAL: R. Downey referred Council Members to their paperwork for the Employee Life Insurance renewal and pointed out that for 2017 there would be no rate increase for the Town. We did not receive the information regarding the Dental renewal so I am asking that you table the Dental renewal until the next Council meeting. Discussion followed.
MOTION: L. Bontrager made a motion to approve the Life Insurance Renewal for Town Employees with Companion Life at no rate increase for 2017. E. Mast seconded the motion. Motion carried.
INTERNAL CONTROL REPORT: R. Downey referred Council Members to their paperwork for an Internal Controls Report dated October 27, 2016 along with an Internal Controls Questionnaire dated the same. Council Members should have received this report via e-mail earlier this week. The Town Council is the oversight body so I wanted you to have an update of where we are at and what written policies we already have in place. For your review we have proposed procedures for Payroll, Receipting and Disbursements. Without the help of the Administrative Assistant we would not be as far as we are. Kurt’s Office has put together a proposed Draft Resolution Establishing Policies and Procedures for Improving the Internal Control System of the Town of Shipshewana. This Resolution must be passed prior to the end of the year. This document will be an evergreen document that will be changed from time to time. We will continue working on putting control procedures in writing and would greatly appreciate input from the Town Council. Discussion followed.
FINANCIAL REPORT: R. Downey reported that the Town has received acknowledgement from the DLGF regarding the $85,000.00 Additional Appropriation for the Town Center Operating Fund. I have a few reminders: Halloween at the Museum will be held from noon to 2 p.m. this Saturday and Trick-or-Treat here in Town will be held on October 31st from 5:30 – 7:30 p.m. A motion to approve the October 13th and the October 27th Claims Registers and the Adjustment Journals would be appreciated.
MOTION: L. Bontrager made a motion to approve the Claims Registers and the Adjustment Journals as submitted. E. Mast seconded the motion. Motion carried.
- Yoder reported that the sewer bill adjustment request from the last meeting has been paid in full.
MILLER-KING DEVELOPMENT: M. Sutter referred Council Members to their paperwork for the Proposed Plat of the Miller-King Subdivision and pointed out that W. Christner is here because he has plans to develop Lot #2 for his Northern Nutrition Business. Tonight we are asking for approval from the Council in concept for this project so that a letter of support can be written to the LaGrange County Plan Commission. E. Mast asked W. Christner if he was going to move his business from the current location or have the business at both locations. W. Christner reported that his current location is too crowded and pointed out that they have also sold the Fabric Store across the road from the Northern Nutrition building. We decided to start over with a larger facility. The company that will own the land is Topeka Junction LLC., and the Northern Nutrition Business rents from them. Discussion followed.
MOTION: C.A. Lazzaro made a motion authorizing the Town Manager to write a letter of positive recommendation to the County in concept for the proposed Northern Nutrition building to be built on Lot #2 in the Miller-King Subdivision. E. Mast seconded the motion. Motion carried.
- Christner thanked the Town Council for their support and pointed out that the land owner is Topeka Junction, LLC. and the new building will also have the same name. Discussion followed.
TOWN MANAGER REPORT: M. Sutter referred Council Members to their paperwork for a copy of the 2015 Water Fluoridation Quality Award received by the Town from the Centers for Disease Control and Prevention. M. Sutter reported that the Main Street repaving project is substantially completed. We have found a few drainage issues that need to be addressed and the backfill along the curbs will need to be done next week. We also found some pitting in the asphalt that is a concern. Pulver Asphalt Paving will be back in the spring to do a seal coat and put on the stripes. Discussion followed. M. Sutter reported that Walsh & Kelly are working on the concrete at the Buildings & Grounds/Police garage and should be done with that project tomorrow. This is the final phase of the TIF Legacy Bond Projects.
ATTORNEY REPORT: K. Bachman had nothing further to report.
COUNTY COUNCIL REPORT: G. Bachman asked if the Town had heard anything regarding the relocation of the MEC Center. M. Sutter reported that they are making progress, they have approval on 80% of their funding through the banks and hope to get approval for the balance of the funding through a Regional Cities Grant. The MEC was discussed at the last Plan Commission meeting and they have changed their requirements regarding the road and the occupancy permit. Road improvements now have to be approved by the Town Engineer from SR 5 to the east side of the proposed development. Discussion followed. G. Bachman reported that the CR 200 project is now completed and a ribbon cutting ceremony will be held at 11 a.m. tomorrow at Pallet One. G. Bachman asked M. Sutter if he had received a follow-up email regarding the INDOT meeting that had been held at the Wolfe Building on October 13th and expressed concern that nothing was said about the 850 W intersection. M. Sutter confirmed receipt of a follow-up email from INDOT and pointed out that they are working at communicating better with local communities. Discussion followed.
- Yoder introduced the Town Council & Staff to the Westview Government class students and asked them to introduce themselves. Introduction followed.
There being nothing further to come before the Council, R. Yoder asked for a motion to adjourn.
MOTION: C.A. Lazzaro made a motion to adjourn. L. Bontrager seconded the motion. Motion carried.