December 10, 2015 Meeting Minutes
TOWN COUNCIL MEETING
DECEMBER 10, 2015 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, J. Mike Wilcher. Staff; Kevin Bruns, Mike Sutter, Ruth Ann Downey. Public; George Bachman, Billy Raley, Jennifer Hostetler.
Council President R. Yoder called the meeting to order, noted that all Council Members were present, asked everyone to sign in and pointed out that agendas were available.
INVOCATION & PLEDGE: J.M. Wilcher gave the invocation and C.A. Lazzaro led the pledge.
PUBLIC HEARING – ADDITIONAL APPROPRIATIONS
- Yoder opened the public hearing portion of the meeting and asked Clerk-Treasurer, R. Downey to explain where the additional appropriations were needed. R. Downey reported that we are requesting and additional $10,000 in the Fire Fund for truck repairs and an additional $45,000 in the Town Center Operating Fund just to be sure we can cover expenses through the end of the year. We have the cash in both funds it is just not appropriated. R. Yoder asked for input from the public. There being no public input R. Yoder closed the public hearing portion of the meeting.
MOTION: C.A. Lazzaro made a motion to accept the agenda with flexibility. E. Mast seconded the motion. Motion carried.
- Yoder asked for any corrections or additions to the October 8th and November 24th Town Council minutes. Discussion followed.
MOTION: E. Mast made a motion to approve the October 8th and the November 24th Council meeting minutes as presented. L. Bontrager seconded the motion. Motion carried.
ADDITIONAL APPROPRIATIONS ORDINANCE: President R. Yoder introduced AN ORDINANCE APPROPRIATING ADDITIONAL FUNDS. Council Member C.A. Lazzaro 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(504)” 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(504)” at this meeting, be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-1-d(504)” 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: C. Arlene Lazzaro, Elmer J. Mast, 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(504)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.
2016 EMPLOYEE HEALTH INSURANCE: M. Sutter referred Council Members to their paperwork for a comparison sheet of three Health Insurance Carriers for 2016. The Town currently uses PHP, I am recommending that that Town go with Anthem which will be a 5.2% increase compared to the 17 ½% increase that PHP would be. I am further recommending that the Council consider sharing some of the increased premium costs by picking up more of the employee premium. The Town currently pays 80% of the premium and the employee 20%, I am recommending that the Town increase their share to 85% and have the employee pay 15% this is for the employee only, spouse and child coverage is totally paid for by the employee. Discussion followed. M. Wilcher asked if the Town was allowed to insure the employee only so that those with families could go to the Marketplace and possibly save on the insurance costs for families. M. Sutter reported if it is something that the Town can do it would require a policy change. Discussion followed.
MOTION: E. Mast made a motion to change Health Insurance Carriers for 2016 to Anthem and to increase the Town portion of the insurance cost to 85% and reduce the employee portion to 15% effective January 1, 2016. J.M. Wilcher seconded the motion. Motion carried.
EMPLOYEE REVIEW & PAY INCREASE: M. Sutter reported that Utilities Superintendent in training, Sean Neeley has been with us a little over 90 days. Since his hire I am extremely pleased with the changes that have taken place at the WWTP. He did very well on his 90 day evaluation and I am recommending that we increase his wages to $18.50 per hour, retro-active to December 8th. Discussion followed.
MOTION: L. Bontrager made a motion to raise Utilities Superintendent, S. Neeley’s wages to $18.50 per hour retroactive to December 8th due to his positive employee review. E. Mast seconded the motion. Motion carried.
2015 EMPLOYEE BONUSES: R. Downey referred Council members to their paperwork for proposed bonuses for Town Employees and noted that the bonus amounts were the same as in previous years. Discussion followed.
MOTION: C.A. Lazzaro made a motion to approve the 2015 Bonuses as presented. E. Mast seconded the motion. Motion carried.
PAY REQUEST #3 WALSH & KELLY – TIF LEGACY BOND PROJECT: M. Sutter referred Council Members to their paperwork and noted that the request for payment had been reviewed and approved by DLZ. The work for this project is mostly completed, they have a few things to finish and the installation of the railings may not happen until next spring. They have done an excellent job. Discussion followed.
MOTION: L. Bontrager made a motion to approve pay application #3 from Walsh & Kelly for the TIF Legacy project in the amount of $20,317.84. C.A. Lazzaro seconded the motion. Motion carried.
SET MEETING DATES AND TIME FOR 2016: R. Yoder reported that we have met at 6 p.m. on the second and fourth Thursdays for quite some time, with the exception of having only one scheduled meeting in November due to the Thanksgiving Holiday. Discussion followed.
MOTION: L. Bontrager made a motion to keep the same meeting dates and time for 2016 as we have had in the past which is the second and fourth Thursday at 6 p.m. with the exception of November where we will only meet on the second Thursday due to the Thanksgiving Holiday. C.A. Lazzaro seconded the motion. Motion carried.
2016 HOLIDAY SCHEDULE: R. Downey referred Council Members to their paperwork for the proposed 2016 Holiday scheduled and requested a motion to approve the same. Discussion followed.
MOTION: C.A. Lazzaro made a motion to approve the 2016 Holiday Schedule as submitted. E. Mast seconded the motion. Motion carried.
2015 BEFORE CHRISTMAST GIFT CERTIFICATES: R. Downey referred Council Members to their paperwork for a list of the Before Christmas Gift Certificates. The majority of these gift certificates go to our Police Reserve Officers. Discussion followed.
MOTION: E. Mast made a motion to approve the 2015 Before Christmas Gift Certificates as presented. J.M. Wilcher seconded the motion. Motion carried.
2016 COMMITTEE & BOARD APPOINTMENTS: R. Downey referred Council Members to their paperwork for the proposed Board and Commission appointments for 2016. Those with an asterisk by them are ones that will need to be appointed or reappointed this year. M. Sutter reported that Park Board Member Leanna Martin has moved outside of the Town limits, the only way she can continue to serve is if the School Board appoints her as a member so the Park Board will still need to find another Town resident to serve. Discussion followed. R. Downey reported that official action on the Board & Commission Appointments will take place at the last meeting in December.
UTILITY BILL ADJUSTMENT AUCTION ACCOUNTS: R. Downey referred Council Members to a summary sheet reflecting the May and June utility billing for 6 different auction accounts. New meters were installed at the auction and an incorrect multiplier was used in the utility billing program which generated incorrect bills. When you look at the numbers at the bottom of the summary sheet the total adjustments come to $2,724.62 for all the accounts. These adjustments are credits on the water and sewer portion of the bills. Discussion followed.
MOTION: E. Mast made a motion to approve total water and sewer bill adjustments of $2,724.62 on the six Shipshewana Auction accounts as listed on the summary sheet presented by the Clerk-Treasurer. C.A. Lazzaro seconded the motion. Motion carried.
PROCLAMATION: R. Downey reported that the Town had received a letter from the Indiana Bicentennial Commission and a bicentennial flag. The Commission has requested that each community
read a Proclamation acknowledging Indiana’s Bicentennial and fly the Bicentennial flag. Discussion followed.
Council President R. Yoder read the attached Proclamation for Indiana’s Bicentennial in full.
COPIER LEASE/PURCHASE: R. Downey reported that there have been some issues with the main copier in the office. We depend on this machine because it copies, scans, faxes, prints, etc. Canon is running a special that ends December 18th where they will take our current OCE machine as a trade in and lease with the option to buy after 60 months for $1.00 a Canon C3325i. The $202.00 lease amount will include service & (CPC) charge per copy fees. We currently own the OCE and are paying an average of $127.00 per month for service and CPC. I also talked with someone from Phoenix Office Machines, they sell lightly used machines. The Town of LaGrange has purchased a machine from them and is very satisfied with them and their service. We would be on the very outside of their service area. In your paperwork you will also see some information on Xerox and HP machines but this information does not include any service agreements. Discussion followed.
MOTION: C. A. Lazzaro made a motion to lease with the option to buy a Canon C3325i from Canon Solutions America for $202.00 per month for 60 months with a $1.00 buyout. J.M. Wilcher seconded the motion. Motion carried.
INDIANA GOVERNMENT FLEET CARD PROGRAM: R. Downey referred Council Members to their paperwork for information on the Indiana Government Fleet Card program and reported that the Police Department has requested that the Town participate in this programs because these card are accepted at over 90% of fuel stations. We currently have credit cards at the Gas Stations here in Town and a B.P. card that the Police Department uses when they travel but sometimes it is hard to find a B.P. station. Discussion followed.
MOTION: J.M. Wilcher made a motion authorizing the Clerk-Treasurer to pursue participation in the Indiana Government Fleet Card Program for the Shipshewana Police Department. L. Bontrager seconded the motion. Motion carried.
FINANCIAL REPORT: R. Downey referred Council Members to an e-mail from Utility Billing Clerk, Shilo Flowers and reported that she has inquired whether the Town would help pay for some continuing education courses offered through Fred Pryor Seminars. For $299.00 you can attend unlimited classes for one year. Discussion followed.
MOTION: L. Bontrager made a motion to reimburse up to one half of the total cost of $299.00 for unlimited training through Fred Pryor Seminars for Utility Billing Clerk, Shilo Flowers subject to proof of completion of classes. E. Mast seconded the motion. Motion carried.
- Downey reminded Council Members that the last meeting of the year will be held on December 29th at 6 p.m. The Town Offices will be closed on December 24th and 25th in observance of the Christmas Holiday. The November Fund report is in your paperwork. A motion to approve the Claims Register and Adjustment Journals would be appreciated. Discussion followed.
MOTION: C.A. Lazzaro made a motion to approve the Claims Register and Adjustment Journals as submitted. E. Mast seconded the motion. Motion carried.
ATTORNEY REPORT: K. Bachman requested that the Council consider the Contract for Legal Services for 2016 and pointed out that there is a $5.00 per hour increase on the hourly rates all other terms remain the same. Discussion followed.
MOTION: L. Bontrager made a motion approving the Contract for Legal Services for 2016 as presented from Beers Mallers Backs and Salin, LLP. J.M. Wilcher seconded the motion. Motion carried.
TOWN MANAGER REPORT: M. Sutter reported that lease negotiations for the Event Center continue to move forward and we hope to have the lease in place effective January 1, 2016. M. Sutter noted that there is the potential for some industrial growth in the community in 2016. Discussion followed.
County Council Member, George Bachman reported that the County hopes to bid the CR 200 project early next spring with hopes that the project is completed before the end of 2016. Discussion followed.
- Yoder welcomed the Westview High School government class students and introduced the Council and staff and asked the students to introduce themselves. Discussion 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.
Roger D. Yoder, Council President C. Arlene Lazzaro, Council Vice-President
Lynn M. Bontrager, Council Member Elmer J. Mast, Council Member
Ruth Ann Downey, Clerk-Treasurer J.M. Wilcher, Council Member