TOWN COUNCIL MEETING
NOVEMBER 10, 2016 6:00 P.M.
SHIPSHEWANA TOWN HALL
345 N. MORTON STREET
SHIPSHEWANA, IN 46565
PRESENT: Council; Roger D. Yoder, Elmer J. Mast, C. Arlene Lazzaro, J. Mike Wilcher, Lynn M. Bontrager. Staff; Mike Sutter, Kurt R. Bachman, Ruth Ann Downey. Public; Guy Thompson, George Bachman, Christine A. Yoder, Marvin Yoder, Charles Wray, Heather Lewis, Jenarae Miller, Derek Miller, Madison Burton.
Council President R. Yoder called the meeting to order, noted that all Council Members were present, welcomed everyone and asked that they sign in. Agendas were available.
INVOCATION & PLEDGE: J.M. Wilcher gave the invocation and C.A. Lazzaro led the pledge.
MOTION: C.A. Lazzaro made a motion to accept the agenda with flexibility. E. Mast seconded the motion. Motion carried.
- Yoder asked for correction or additions to the October 27, 2016 Council minutes.
MOTION: E. Mast made a motion to approve the October 27, 2016 Council meeting minutes as submitted. L. Bontrager seconded the motion. Motion carried.
LIGHT PARADE: C. Wray of Riegsecker’s Inc. reported that they would like to have two light parades next year and would like to make the announcement at the Light Parade scheduled for Saturday, November 12th. We feel it could help reduce traffic issues and the size of the crowds. We would request that streets be closed on two consecutive weekends next year. R. Yoder asked if it would be the same parade each weekend. C. Wray reported that we are in the very early planning stages for this, it may be similar. L. Bontrager expressed concern about asking our local Police Department, especially our Reserve Officers who receive no pay to give up two weekends in a row. C.A. Lazzaro pointed out that there is only one Macy’s Thanksgiving Day Parade. E. Mast expressed concern about closing off the roads two weekends in a row. Discussion followed. C. Wray pointed out that for the parade this year we have extended the parade route and have more parking available at the Flea Market. E. Mast stated that he was not in favor of having a Light Parade on two consecutive weekends. M. Sutter recommended that no announcement be made regarding a second Light Parade for 2017, that discussion in 2017 take place regarding the possibility of a second parade in 2018. These parades put a tremendous strain on the Town’s resources. Discussion followed.
MOTION: E. Mast made a motion to turn down the request for a second Light Parade in 2017 until further discussion regarding the matter takes place. C. A. Lazzaro seconded motion. Motion carried.
- Yoder pointed out the importance of working together but needing more information before any decisions can be made.
TOWN MISSION STATEMENT APPROVAL: M. Sutter referred Council Members to their paperwork for a proposed Mission Statement for the Town and reported that in review of the records no official Mission Statement was found. M. Sutter reported that he had prepared a Mission Statement for the Councils’ consideration and read the proposed Mission Statement as follows: The Mission of the Town of Shipshewana is to preserve the heritage of the community while improving the physical, economic and social health of its citizens through wise and effective use of financial resources and the nurturing of public-private cooperation and community collaboration. Tonight I am seeking direction and approval from the Council. I would recommend that the Town Mission Statement be posted in the Lobby, Council meeting room, and on the Town Website. Discussion followed.
MOTION: C.A. Lazzaro made a motion to approve the Mission Statement for the Town of Shipshewana as presented and to have it posted in the Town Hall Lobby, Council Meeting Room, and on the Town Website. J.M. Wilcher seconded the motion. Motion carried.
PREVENTATIVE MAINTENANCE/HUBER FINE SCREEN @ WWTP: M. Sutter referred Council Members to their paperwork for a memo dated November 8th regarding WWTP Equipment Repair and Preventative Maintenance. M. Sutter reported that two quotes had been received for preventative maintenance of the Huber fine screen at the WWTP. One quote is from Huber Technology of Huntersville, NC in the amount of $3,933.00 and the second quote is from Gasvoda & Associates, Inc. of Calumet City, IL in the amount of $2,500.00. Discussion followed.
MOTION: E. Mast made a motion to have the periodic maintenance inspection for the Huber Screen equipment at the WWTP performed by Gasvoda & Associates, Inc. of IL for $2,500.00. L. Bontrager seconded the motion. Motion carried.
LIFT STATION #1 PUMP REPAIR: M. Sutter referred Council Members to the November 8th memo and a quote from CEM SUPPLY, INC. of Coldwater MI for a quote to repair the pump for Lift Station #1 in the amount of $2,241.38. We have used our backup pump to keep Lift Station #1 in operation. Now this pump needs to be repaired and kept as the backup pump for Lift #1. Discussion followed.
MOTION: L. Bontrager made a motion to approve the quote from CEM Supply, Inc. for repair of the Myers pump for Lift Station #1 in the amount of $2,241.38. J.M. Wilcher seconded the motion. Motion carried.
COMPUTER PURCHASE FOR AA & CT: R. Downey reported that the Town has been looking into updating the program that the Town uses for the Town books. Due to the age of our current computers they need to be updated. The Administrative Assistant has gathered three quotes for each computer and has been working with E. Mast who serves on the Tech committee to find what will best serve the needs of our office. E. Mast referred Council Members to quotes from Dell, HP, and Atlas IT for a desktop and monitor for the Administrative Assistant and for a laptop for the Clerk-Treasurer. E. Mast reported that we will get more memory and software by purchasing through Dell. Atlas is currently the Town Tech support company and they can do the installation for both computers at an estimated cost of $445. Quotes for the laptop for the Clerk’s Office are as follows: Dell $2,112.88, HP $1,906.72 and Atlas IT at $2,242.08. Quotes for the desktop and monitor for the Administrative Assistant are as follows: Dell $1,569.82, HP $1,643.15 and Atlas IT $1,689.01. Going with Dell which has more memory would be a total cost of $4,127.69 including installation at $445.00 for both computers. The $445.00 estimates two hours of installation for each computer. We will also be using Microsoft 365 which will be an additional estimated monthly fee of $21.00 for each computer. Discussion followed.
MOTION: E. Mast made a motion to purchase a laptop computer for the clerk’s office and a desktop computer and monitor for the administrative assistant from Dell at a cost of $3,682.69 and to have Atlas IT install the new computers at an estimated cost of $445.00 for a total cost of $4,127.69 for both computers. J.M. Wilcher seconded the motion. Motion carried.
2016 EMPLOYEE BONUSES: R. Downey referred Council Members to their paperwork for the proposed 2016 Employee Bonuses and reported that the amounts listed are the net amounts and they are the same for each position as they have been in the past with the exception of the Administrative Assistant position which will be receiving the same net amount as all the other full time positions. This position was added at the end of 2015 and was not paid a full bonus last year. Discussion followed.
MOTION: C.A. Lazzaro made a motion to approve the 2016 Town Employee Bonuses as presented. E. Mast seconded the motion. Motion carried.
2017 WAGE & SALARY ORDINACE: R. Downey reported that the 2017 Wage and Salary Ordinance has to be passed prior to the end of the year and reflects a 2% wage increase for Town Employees. There is no increase for Council Members, Attorney Retainers, Storm Water Board Members or Firefighters. Discussion followed.
President R. Yoder introduced AN ORDINANCE ESTABLISHING WAGES AND SALARIES FOR TOWN EMPLOYEES FOR THE CALENDAR YEAR 2017. 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(2)” 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 E. Mast, that any requirements for a second or third reading be waived and that all rules of the Council, which unless suspended, might be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-1-d(2)” 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, J. Mike Wilcher, 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(2)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.
EMPLOYEE DENTAL INSURANCE RENEWAL: R. Downey referred Council Members to their paperwork for a letter dated October 24, 2016 from Dental Health Options requesting action on option selection for Dental Insurance for 2017. Option #1 renews us as an in network plan only, which is what we currently have. Option #2 would allow for in and out of network plan. The current policy is $20.80 per month per employee, for 2017 it will be $22.90 per employee. For pricing on an alternative policy we would need to contact our agent. As far as I know everyone has been happy with Dental Health Options plan that we have, no one has complained. Discussion followed.
MOTION: E. Mast made a motion to renew with Dental Health Options for Town Employee Dental Insurance for 2017. C.A. Lazzaro seconded the motion. Motion carried.
MOVE SECOND COUNCIL MEETING IN DECEMBER: R. Downey requested that the Council consider moving the second meeting in December from December 22nd to December 29th. Discussion followed.
MOTION: L. Bontrager made a motion to move the second Council Meeting in December from December 22nd to December 29th. E. Mast seconded the motion. Motion carried.
APPROPRIATION TRANSFER ORDINANCE: R. Downey pointed out that this is just moving the right to spend money from one line item into another line item within the same fund.
President R. Yoder introduced AN ORDINANCE TRANSFERRING MONIES IN THE GENERAL, AND TOWN CENTER OPERATING FUNDS. Council Member E. Mast made a motion, seconded by Council Member C.A. Lazzaro, 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(520)” 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 E. Mast, 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(250)” at this meeting, be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-1-d(250)” 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: Elmer J. Mast, C. Arlene Lazzaro, Lynn M. Bontrager, J. Mike Wilcher, 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(250)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.
APPROVAL FOR CLAIMS DUE SECOND HALF OF NOVEMBER: R. Downey requested approval to pay non-reoccurring claims for the second half of November that have due dates prior to or close to the December 8th Council meeting only after the Town Manager approves payment. Discussion followed.
MOTION: C.A. Lazzaro made a motion authorizing the Clerk-Treasurer to pay non-reoccurring invoices for the second half of November with the Town Manager’s approval. E. Mast seconded the motion. Motion carried.
FINANCIAL REPORT: R. Downey reminded everyone that there will be no second Council meeting in November and referred Council Members to their paperwork for the October Fund Report. R. Downey reported the Fire Department Election Results as follows: Chief – Chad Miller, Assistant Chief - Lyle Wingard, Secretary – Arlin Yoder, and three Captains – Dave Hostetler, merle Yoder and Nate Hershberger. The Fire Department has also received a $2,000.00 grant to be used for the purchase of new helmets in April. Due to being out of the office for Keystone Budget & Utility training today the Claims Register is not ready for your signature. Claims have been written totaling $96,765.08 and are available for your review. Along with approval of the Claims and the Adjustment Journals I am requesting approval of the Bank Reconciliation for the month of October. The Bank Reconciliation is a new review procedure as a part of the Town Internal Control procedures. Discussion followed.
MOTION: E. Mast made a motion approving Claims totaling $96,765.08 along with the Adjustment Journals and the October Bank Reconciliation Register. C.A. Lazzaro seconded the motion. Motion carried.
TOWN MANAGER REPORT: M. Sutter referred Council Members to their paperwork for a quote from CEM Supply, Inc. to repair a Yeoman 3 HP sewer pump for the oxidation ditch. The cost to repair this pump is $2,012.19. A new pump will cost $4,500.00. Discussion followed.
MOTION: J.M. Wilcher made a motion to have CEM Supply, Inc. of Coldwater, MI repair the Yeoman 3 HP sewage pump at a cost of $2,012.19 to be used as a backup pump for the oxidation ditch. E. Mast seconded the motion. Motion carried.
- Sutter reported that J. Koontz is ready to take his test for Water Treatment, once he passes that test we will be able to end our contractual agreement with Chris Hunter of Cromwell who is currently acting as our certified operator for the Water Plant. The appraisal for the Hudson Cars should be completed soon. We will be provided two copies of each appraisal for each individual car. Simatos Automotive Appraisals is doing a very thorough job for us, this will insure that we have proper insurance coverage for the vehicles. Copies of the appraisals are available for Council’s review in my office.
ATTORNEY REPORT: K. Bachman had nothing further to report.
County Council Member, G. Bachman asked why the Police Reserve Officers are not paid for special events. When special events are held by the County a fee is charged and a stipend is paid to the Reserve Officers. Discussion followed.
Town Resident C. Yoder expressed gratitude for all the hard work Council Members do, thanked K. Bachman for keeping everyone out of trouble, and expressed her appreciation for this community.
- Yoder introduced the Town Council and staff to Westview Government Class Students and asked them to introduce themselves. Introductions followed.
There being no further business 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.