Council Meeting Minutes/Memoranda April 23rd, 2020 @ 6:00 P.M.

Shipshewana Council Meeting

April 23rd, 2020 @ 6:00 P.M.
WOLFE COMMUNITY BUILDING
345 N. Morton Street
Shipshewana, IN 46565


COUNCIL MEMBERS PRESENT:  C. Arlene Lazzaro, Joshua A. Weimer, Tad T. Hite.

COUNCIL MEMBERS ABSENT:  Elmer J. Mast, Zachary J. Stoltzfus.

MOTION:  A motion passed to accept the agenda with flexibility.

POLICE REPORT:  The Town Marshal presented a quote to Council from J & K Communications, Inc.  Radio replacement is part of the 2020 Budget, this request is for four radios at $1,656.50 each, with accessories.  These radio’s meet the department’s needs and have a three-year warranty.  Discussion followed.

MOTION:  A motion passed approving the purchase of four (4) VP5000Series portable radios with accessories for the Police Department at a cost of $1,656.50 each from J & K Communication, Inc. of Columbia City, IN.

The Police Department continues to practice Social Distancing, but we are out patrolling, making our presence known.  Complaints continue regarding big booms.  Someone is setting off tannerite explosives just outside of Town.  The explosives are activated by rifles, but our Ordinance regarding discharge of a firearms only covers the Town Corporate limits.  Tannerite has been an issue for years.  Discussion followed.

COMMONWEALTH ENGINEERING SEWER PLANT REVIEW:  Results from the Wastewater Utility Improvements Preliminary Engineers Report dated March 2020 were shared with the Council, see attached.  The Town received a Grant from the USDA to have this report completed.    The Town match for this grant is $10,000.00 with $30,000.00 being paid by the USDA grant.  A request to adopt the report so that the report can be sent to the USDA to release the funds to the Town along with a request for consideration of the proposed improvements was presented to the Council.  It was reported that the proposed improvements were reviewed by the Wastewater Plant Operator, the Town Manager, and several engineers at Commonwealth Engineering.  It was pointed out that there is the possibility of grant money for the proposed improvements along with low interest loans as low as 1.375%.   A number of improvement options were presented to the Council with Figure 6-1 being the preferred project to move forward at a projected cost around $7,000,000.00.  Discussion followed. 

RESOLUTION:  The Town Council unanimously passed A RESOLUTION APPROVING DOCUMENTS AND PRELIMINARY ENGINEERING WORK FOR USDA WASTEWATER INFRASTRUCTURE FUNDING APPLICATION.

OLD BUSINESS:  STORM WATER RATES:  Tabled – the report is 45 days out. 

PROPOSAL TO UPGRADE PHONE LINES:  A third quote from AT & T was never received.  A recommendation to go with Teledata to upgrade the phone lines was presented to the Council.

MOTION:  A motion passed approving upgrade of the Town phone lines by Teledata of Goshen, IN. 

TRANSFER ORDINANCE:  The Town Council unanimously passed AN ORDINANCE TRANSFERRING CERTAIN MONEYS NOW EXISTING IN THE TOWN TIF FUND TO THE TOWN STATE GRANT/COMMUNITY CROSSINGS FUND IN ORDER TO FINANCE THE TOWN MATCH FOR THE 2019 COMMUNITY CROSSINGS GRANT IN THE TOWN OF SHIPSHEWANA, INDIANA. 

EMPLOYEE REVIEW:  As of May 2nd, the IT Director will have been with the Town for 90 days and he has received a positive review.  Discussion followed. 

MOTION:  A motion passed accepting the positive review for the IT Director which allows for a wage increase as set forth in the Wage & Salary Ordinance. 

TEMPORARY & SUMMER HELP WAGES:  Per the Wage & Salary Ordinance temporary & summer help wages are to be set by a motion from the Council.

MOTION:  A motion passed setting the temporary help wage at $17.00 per hour, returning summer help at $14.50 per hour, and new summer help at $14.00 per hour. 

JOB DESCRIPTION APPROVAL:  The Administrative Assistant job description has been reviewed by the Town Attorney and was presented for Council’s consideration.

MOTION:  A motion passed approving the Administrative Assistant job description dated April 16, 2020 as presented. 

WAGE & SALARY ORDINANCE AMENDMENT:  The Town Council unanimously passed AN ORDINANCE AMENDING WAGE AND SALARY ORDINANCE NO. II-F-1-d(2) FOR TOWN EMPLOYEES FOR THE CALENDAR YEAR 2020.

NIBLOCK NOTICE TO PROCEED (2020 STREET IMPROVEMENT PROJECT):  This project is for the 2019 Community Crossings Grant which is for E. Middlebury St. from Talmadge St. to the east Town Corporate limits.  Substantial Completion is to be October 1st with Final Completion on October 15th. 

MOTION:  A motion passed approving the Notice to Proceed for Niblock Excavating for the 2020 Street Improvements project.

HARBORING OF FERAL CATS AND DANGEROUS ANIMALS ORDINANCE:   The Town Council unanimously passed AN ORDINANCE UPDATING THE TOWN CODE TO ESTABLISH THE REGULATIONS GOVERNING THE HARBORING OF FERAL CATS AND DANGEROUS ANIMALS WITHIN THE TOWN OF SHIPSHEWANA. 

TOWN MANAGER REPORT:  The Council considered a request to make the Good Friday holiday a full day for 2020.

MOTION:  A motion passed to retro-actively approve a full day off for Town Employees for the 2020 Good Friday holiday. 

FULL IT SERVICE TERMINATION:  The Town Council considered termination for Full IT Services and consideration for change of IT services with Maple Tronics Computers, Inc. of Goshen, IN.  Discussion followed.

MOTION:  A motion passed approving a Notice of Termination of Contract letter to be sent to Maple Tronics Computers, Inc. of Goshen, IN for Full IT Service giving them a 30-day notice for contract termination effective May 31, 2020, along with an allowance for change of services with Maple Tronics. 

FINANCIAL REPORT:  The Town Spring Clean-up will take place on May 15th & 16th.  Your Town Utility bill must be presented as proof of residency for the Spring Clean-up.  Council Members received the March Fund Report with their Council packets.  A request to approve the March Bank Reconciliation and Claims Registers was presented to the Council.

MOTION:  A motion passed approving the March Bank Reconciliation along with the April 9th and April 23rd Claims Registers as submitted. 

TOWN MANAGER REPORT:  There will be a controlled entry point for the Spring Clean-up, social distancing will be used, and notice regarding this event has been posted online.  Due to COVID-19 we are not sure if we will have the trailer from the NEISWMD for electronics this year.  Discussion followed. 

MOTION:  A motion passed suspending the rules for a second reading of all Resolution and Ordinances. 

IT DIRECTOR REPORT:  The new Town website is live, and I will continue adding photos.