Council Meeting Minutes/Memoranda 04-09-2020

Shipshewana Council Meeting

April 9th, 2020 @ 6:00 P.M.
WOLFE COMMUNITY BUILDING
345 N. Morton Street
Shipshewana, IN 46565


COUNCIL MEMBERS PHYSICALLY PRESENT: Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite.
COUNCIL MEMBERS VIRTUALLY PRESENT: Elmer J. Mast

MOTION: A motion passed to accept the agenda with flexibility. Roll Call: AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazzaro, Joshua A. Weimer. NAYS – 0 – ABSTENTIONS: – 0 –

ORDINANCE: The Town Council unanimously passed AN ORDINANCE TEMPORARILY SUSPENDING WATER VOLUMETRIC AND SERIVICE CHARGES FOR CERTAIN UTILITY BILLING CYCLES. AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazzaro, Joshua A. Weimer. NAYS – 0 – ABSTENTIONS: – 0 –

FIRE DEPARTMENT REPORT: Given by the Town Manager. The CIP’s for the Fire Department have been provided to Financial Solutions Group.

OLD BUSINESS: STORM WATER RATES: Tabled, the report is still 60 days out.
PROPOSAL TO UPGRADE PHONE LINES: Tabled, waiting on a third quote.

CANCELLATION OF TOWN-WIDE GARAGE SALES: MOTION: A motion passed cancelling the Town-wide Garages Sales scheduled for May 7 – 9, 2020 due to the COVID-19 public health emergency. AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazzaro, Joshua A. Weimer. NAYS – 0 – ABSTENTIONS: – 0 –

WATER TURN OFF/ON FEES: Council Members considered cancelling the $25.00 Water On/Off fees for the month of April.

MOTION: A motion passed to cancel the Water On/Off fees for the month of April due to the COVID-19
virus. AYES: Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite, Elmer J. Mast. NAYS: – 0 – ABSTENTIONS: – 0 –

ADDITIONAL SICK HOUR APPROVAL: MOTION: A motion passed approving an addition of 18 ¾ sick hours for the 6th Police Officer due to time off required for COVID-19 quarantine before the date that was approved for additional time off due to COVID-19. AYES: Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite, Elmer J. Mast. NAYS: – 0 – ABSTENTIONS: – 0 –

ACKNOWLEDGEMENT OF RECEIPT OF 2020 TIF ANNUAL REPORT TO FISCAL BODY: The 2020 TIF Annual Report to Fiscal Body dated March 30, 2020 was sent to the Town of Shipshewana Redevelopment Commission by April 1st and out to the Town Council. Acknowledgment of receipt by the Town Council must be prior to April 15th. Discussion followed.

MOTION: A motion passed acknowledging receipt of the 2020 TIF Annual Report prepared by Financial Solutions Group Inc. to Fiscal Body dated March 30, 2020. AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazzaro, Joshua A. Weimer. NAYS: – 0 – ABSTENTIONS: – 0 –

API PAY REQUEST – PARTIAL RETAINAGE RELEASE: API Pay Request #7 Partial Retainage release for the SR 5 South Infrastructure Projects was presented for the Council’s Considerations. There are a few punch-list items that need to be addressed once the weather improves. Discussion followed.

MOTION: A motion passed approving Pay Request #7 partial retainage release for API Construction Corporation in the amount of $29,482.46. AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazzaro, Joshua A. Weimer. NAYS: – 0 – ABSTENTIONS: – 0 –

FIREARMS ORDINANCE: MOTION: The Town Council unanimously passed AN ORDINANCE ESTABLISHING THE RULES AND REGULATIONS GOVERNING THE DISCHARGE OF FIREARMS WITHIN THE TOWN. AYES: Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite, Elmer J. Mast. NAYS: – 0 – ABSTENTIONS: – 0 –

CLOSURE OF PUBLIC RESTROOMS, TOWN PARK, BALL DIAMONDS AND SOCCER FIELDS: Due to the Public Health Emergency and directives from the Governor the Public Restrooms, Town Park, Ball Diamonds and Soccer Fields were closed to the public on Monday April 6, 2020. Discussion followed.

MOTION: A motion passed retro-actively approving the closure of the Public Restrooms, Town Park, Ball Diamonds and Soccer Field Facilities effective April 6, 2020 due to the COVID-19 public health emergency. AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazzaro, Joshua A. Weimer. NAYS: – 0 – ABSTENTIONS: – 0 –

DEMOLITION OF OLD PUBLIC RESTROOMS: Three quotes for demolition of the old public restrooms were presented to the Council as follows: M. Miller Excavating of Shipshewana, IN $4,200.00; Bill Mains of LaGrange, IN $6,500.00 to $8,500.00; and Merritt Disposal of Angola, Indiana provided three options $5,300.00, $7,500.00 and $9,000.00. Discussion followed and after careful consideration the recommendation was made to go with Merritt Disposal for $9,000.00 which includes removal of all the debris and laying concrete and rebar to meet the existing parking area.

MOTION: A motion passed approving the quote from Merritt Disposal of Angola, IN in the amount of $9.000.00 to remove the existing restroom building and complete concrete work for the parking area; with payment for this project coming from the CCD Fund. AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazzaro, Joshua A. Weimer. NAYS: – 0 – ABSTENTIONS: – 0 –

VOID UNDER CONCRETE @ WWTP: A quote was presented for the Council’s consideration to fill in a void under a concrete slab at the WWTP. The void was created due to equipment vibrating, not a wash out. Discussion followed.

MOTION: A motion passed accepting the quote from A-1 Concrete Leveling of South Bend, IN in the amount of $8,500.00 to level and fill in the void under the concrete pad at the WWTP. AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazzaro, Joshua A. Weimer. NAYS: – 0 – ABSTENTIONS: – 0 –

ELECTRONIC EQUIPMENT PURCHASE REQUEST: A request to purchase electronic equipment from several different vendors to improve electronic meeting transmission was submitted for the Council’s consideration. Discussion followed.

MOTION: A motion passed approving the purchase of electronic equipment from various vendors in the amount of $8,701.77 to be paid from the CCI Fund. AYES: Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite, Elmer J. Mast. NAYS: – 0 – ABSTENTIONS: – 0 –

TOWN MANAGER REPORT: The 2020 Census is now in progress and 56% of the citizens from Shipshewana have responded to the questionnaire.

FINANCIAL REPORT: Due to the Covid-19 health emergency we are not shutting people off due to non-payment. Does the Council want some-kind of notification sent to customers regarding past due balances? Discussion followed. Council Members requested that a letter be drafted and sent for their review before letters are sent out to Utility Customers. The State Board of Accounts has completed their audit of the Town of Shipshewana for the period of January 1, 2017 to December 31, 2018 and we received a good report. The report will be available for public review on the Gateway website sometime next week. The Council needs to consider whether the Wolfe Building will be open for rental during the month of May so we can notify individuals who have reserved the building. Discussion followed.

MOTION: A motion passed to close the Wolfe Community Building for the month of May and to refund any deposits that were made if the event is not rescheduled. AYES: Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite, Elmer J. Mast. NAYS: – 0 – ABSTENTIONS: – 0 –

A request to approve the March 26th Memoranda along with the March 31st Claims Register and Claims totaling $132,874.40 with an investment of $4,927,00.00 was extended to the Council.

MOTION: A motion passed approving the March 26, 2020 Memoranda as presented. AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazzaro, Joshua A. Weimer. NAYS: – 0 – ABSTENTIONS: – 0 –

MOTION: A motion passed approving the March 3, 2020 Claims Register and Claims totaling $132,874.40 with an investment of $4,927,000.00. AYES: Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite, Elmer J. Mast. NAYS: – 0 – ABSTENTIONS: – 0 –

Discussion followed regarding street sweeping and it not being essential work and how the COVID-19 virus may affect road work. The 2020 Street Improvement project on E. Middlebury Street will move forward.

MOTION: A motion passed to suspend the rules for a second reading of all Ordinances. AYES: Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus, C. Arlene Lazaro, Joshua A. Weimer. NAYS: – 0 – ABSTENTIONS: – 0 –

Discussion followed regarding potholes and the condition of Berkshire Drive along with the possibility of putting a hot-spot connection outside of the Wolfe Building. It was point out that Westview does not do online learning and concern was expressed regarding social distancing should a hot spot be offered.

Encouragement to the Community to practice proper social distancing during this time was made.

MOTION: A motion passed to adjourn the meeting. AYES: Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite, Elmer J. Mast. NAYS: – 0 – ABSTENTIONS: – 0 –