Council Meeting Minutes/Memoranda – July 23rd, 2020
COUNCIL PRESENT: C. Arlene Lazzaro, Elmer J. Mast, Zachary J. Stoltzfus, Joshua A. Weimer.
COUNCIL ABSENT: Tad T. Hite
In the absence of Council President T. Hite, Vice-President Z. Stoltzfus called the meeting to order.
MOTION: A motion passed to accept the agenda with flexibility.
HIGHLAND RIDGE TAX ABATEMENT: Four representative from Jayco were present to discuss compliance concerns that had been raised by the Town Council regarding the projected number of employees, and other information on the Tax Abatement Compliance Forms. Council Member E. Mast abstained from the discussion and voting regarding the Highland Ridge Tax Abatement. B. Shanahan acknowledged receipt of the July 22, 2020 written response to the Town’s request for additional Information from Jayco regarding the Tax Abatement Agreement. Discussion followed regarding communication, industry trends, good paying jobs, Jayco’s investment in and commitment to the community. K. Bachman pointed out that it is the Council’s responsibility to make a finding whether Highland Ridge/Jayco are in substantial compliance or not.
MOTION: A motion passed finding JAYCO, Inc. – Highland Ridge RV, Inc. to be in substantial compliance
for their Tax Abatement. Ayes: C.A. Lazzaro, Z. Stoltzfus, J. Weimer. Abstention: E. Mast.
STORM WATER RATES: B. Shanahan reported after a sampling of proposed new rates was submitted to the Council a motion to move forward with an adjustment to the Storm Water Rates was made. This process involves a parcel by parcel review of every non-residential piece of property in Town. A Public Hearing will be held before the new rates go into effect.
FIRE DEPARTMENT LADDER TRUCK PURCHASE REQUEST: J. Weimer reported that he had been in discussion with FSG (Financial Solutions Group). For the Town to purchase a ladder truck without assistance from the Townships it would be a 20-cent tax to Shipshewana residents. The Town is currently paying on a Fire Truck and with so many unknowns is it a good idea to go into debt. The current CIP (Capital Improvement Plan) shows another fire truck purchase in two years. The CIP needs to be redone with attainable purchase projections. Hopefully, the current ladder truck will keep going for a couple more years until it is paid off. Discussion followed.
TANKER TRUCK SALE: B. Shanahan reported that no bids were received for the Sale of the Tanker Truck at the last Council meeting, but recently there has been some interest in the Truck. Permission was requested to advertise to receive Sealed Bids. Discussion followed.
MOTION: A motion passed approving advertisement for the sale of the tanker truck by sealed bids.
POLICE DEPARTMENT REPORT: T. Fitch had nothing to report.
NIBLOCK PAY REQUEST #1 (E. Middlebury Street): MOTION: A motion passed approving NIBLOCK Pay Request #1 for the E. Middlebury Street Project in the amount of $179,820.42 and authorized the Council Vice-President to sign the same.
STORM WATER DEBT: R. Downey reported that no tax rate was established for the 2020 Storm Water Debt. We are currently working on the 2021 Budget and need guidance from the Council whether to take money from the General Fund for the Storm Water Debt or to put a tax rate back on for 2021. Discussion followed.
MOTION: A. motion passed to implement a Storm Water Debt tax rate for 2021.
ORDINANCE REDUCING APPROPRIATIONS: R. Downey pointed out by reducing this appropriation it frees up the money for use in the 2021 Budget.
MOTION: A motion passed approving AN ORDINANCE REDUCTING APPROPRIATIONS IN THE LOCAL ROADS & STREETS FUND FOR THE CALENDAR YEAR 2020.
RESCHEDULE 2021 BUDGET WORKSHOP: R. Downey reported that a Council Budget Workshop was not held on July 21st and requested that the Workshop be rescheduled for the 3rd week in August.
MOTION: A motion passed scheduling the Town Council Budget Workshop for August 18th at 2:00 p.m.
NEW LIFT STATION CONTROL PANEL: A new lift station control panel is in the CIP for the Sewer Department annually. We have 18 lift stations, this year the new panel would go into the Lift Station in front of Yoder’s Department Store. Discussion followed.
MOTION: A motion passed accepting the quote from Middlebury Electric Inc. in the amount of $19,044.90 to build a new lift station control panel for the Yoder Lift Station.
REBUILD LIFT STATION CONTROL PANEL: Due to the relocation of the Lift Station on SR 5 South we have a control panel with life left in it, but it needs some upgrades. This control panel can be installed at Lift #1 on E. Middlebury Street. The cost to rebuild this panel is $7,460.00. Discussion followed.
MOTION: A. motion passed accepting the quote from Middlebury Electric to rebuild a control panel for Lift #1 on E Middlebury Street at a cost of $7,460.00.
2020 NEW CONTRUCTION PROJECTS: Two projects for possible construction in 2020 are the extension of the Pumpkinvine Trail from CR 850 up into Town and sidewalks along SR 5 South from the Blue Gate Garden Inn to Farver Street. Preliminary plans for both projects were reviewed with the Council by Town Engineer Casey Erwin. Discussion followed regarding creating a “safe trail crossing on SR 5”, the need for getting a new NIPSCO gas service line into Town, and the need to keep the SR 5 sidewalks out of INDOT’S right-of-way which will result in the need to acquire some easements. The SR 5 Sidewalks will be paid from TIF Funds at an estimated cost of $300,000.00 and the Pumpkinvine Trail Extension will be paid from the Unrestricted Gift Fund at an estimated cost of $1,150,000.00. Discussion followed.
MOTION: A motion passed authorizing DLZ to move forward with final Engineering Plans for the SR. 5 Sidewalk Project from the Bluegate Garden Inn to Farver Street and the Pumpkinvine Trail Extension into Town; and to move forward with acquiring easements for the SR 5 Sidewalk Project along with authorization to advertise for bids for both projects once all necessary documents are acquired.
It was pointed out that it would be the middle of September and possibly next spring before construction for these projects can move forward.
LIFT STATION #5 PUMP REPAIR: Two quotes were submitted as follows for Lift Station #5 pump repair.
American Pump Repair & Service, Inc. of New Palestine, IN $5,837.00 and Ferguson Waterworks of South Bend, IN $6,941.03. Discussion followed.
MOTION: A motion passed approving repair of the pump for Lift Station #5 by American Pump Repair & Service, Inc. of New Palestine, IN for $5,837.00.
WASTEWATER SERVICE TRUCK: Three quotes for a Wastewater Service Truck were received as follows:
Harold Chevrolet Buick, Inc. of Angola, IN $46,998.00 for a 2020 Chevrolet Silverado; Byers Chevrolet of Grove City, OH $41,925.00 for a 2020 Chevy Silverado; and Gates Chevy World of Mishawaka $36,881.00 for a 2019 Chevrolet Service Body Truck. Discussion followed.
MOTION: A motion passed approving the purchase of a 2019 Chevrolet Service Body Truck for the Wastewater Utility from Gates Chevy World of Mishawaka at $36,881.00.
WASTEWATER SERVICE TRUCK CRANE: Two quotes were submitted for the Wastewater Service Truck Crane as follows: Sto-away Power Cranes, Inc. of Crown Point, IN $5,851.29, and D & S Sales, Inc. of Fresno, CA $6,195.67. A crane is necessary to pull pumps at lift stations. Discussion followed.
MOTION: A motion passed approving the purchase of a crane for the Wastewater Service Truck from Sto-away Power Cranes, Inc. of Crown Point, IN for $5,851.29.
QUOTES FOR NEW LOCKS ON THE TOWN HALL, POLICE DEPARTMENT, WOLFE BUILDING AND WATER TREATMENT PLANT DOORS & A NEW POLICE DEPARTMENT DOOR: Two quotes for Commercial Access Control Systems were submitted as follows: M & M Fire Protection & Security Corp. of Goshen, IN $14,028.00 which comes with a one year parts & labor warranty and requires 50% down upon acceptance of proposal. Audio Video Systems, Inc. of Angola, IN $12,932.09 minus $2,977.00 for a phone quoted that is not needed bring the quote to $9,935.09. They have a one-year manufacturer warranty and require 30% upon acceptance, 30% prior to installation of in-wall speakers, 30% due 45 days prior to component installation and the 10% balance is due upon completion of the project. There is also an annual Cloud Service fee with Audio Video System, Inc. Discussion followed. It was pointed out that payment cannot be made until the product is received and services have been rendered. Payment for this project will be taken from the Water Utility, CCI, and CCD Funds.
MOTION: A motion passed approving the purchase of an Access Control System from M & M Fire Protection & Security of Goshen for $14,028.00 subject to them waiving the 50% down requirement.
Two quotes were presented for the Police Department entrance door. Lakeland Glass of LaGrange, IN quoted $3,700.00; and J.W. Werntz & Son Inc. of South Bend, IN quoted $3,540.00 plus and add of $405.00 for an exit device in lieu of standard duty bringing the total to $3,945.00. Discussion followed.
MOTION: A motion passed approving the purchase of a door for the Police Department entrance from Lakeland Glass of LaGrange, IN for $3,700.00.
TOWN MANAGER REPORT: The Main Street closure for Hubbard Mill from July 16th – 19th was extended through July 22nd due to the project taking longer than expected.
MOTION: A motion passed retroactively approving the extension of the Main Street closure for Hubbard Mill through July 22nd.
The concrete is in where the old public restroom building was at the corner of Main and Morton Street and will be ready for use as a parking lot next Friday.
According to the Governor’s Directive starting next Monday a mask must be worn in or out of a building when social distancing of at least 6’ is not possible. Currently not abiding by the Governor’s Directive could be a Class B Misdemeanor, enforcement maybe an issue. Discussion followed. K. Bachman is currently working on an addition to our Rental Agreements that anyone renting any of the Town facilities will be required to sign. It will state they take responsibility for meeting all necessary COVID requirements for their gatherings. Discussion followed.
FINANCIAL REPORT: A request for a sewer bill adjustment at 1230 E. Yorkshire has been submitted. Their average usage is 6,000 gallons per-month but they used 33,400 gallons last month due to watering their lawn. When I checked their account, I did find that a request to be on summer sewer rates was requested last fall, but it had not been applied to their account. By using the 6,000-gallon average usage the sewer portion of their bill will be reduced by $161.11. Discussion follows.
MOTION: A motion passed to reduce the sewer portion of the bill by $161.11 for 1230 E. Yorkshire Dr.
A request was made to approve the Claims Register.
MOTION: A motion passed approving the Claims Register as presented.
MOTION: A motion passed to suspend the rules for the second reading of all Ordinances or Resolutions.
Discussion followed regarding updating the Employee Handbook and addressing several issues such as policy regarding someone turning 65, PTO time, etc.
MOTION: A motion passed adjourning the meeting.
Zachary J. Stoltzfus, Council Vice-President C. Arlene Lazzaro, Council Member
Elmer J. Mast, Council Member Joshua A. Weimer, Council Member
Ruth Ann Downey, Clerk-Treasurer