December 28, 2017 Council Meeting Minutes
TOWN COUNCIL MEETING
DECEMBER 28, 2017 6:00 P.M.
SHIPSHEWANA TOWN HALL
ROGER D. YODER COUNCIL ROOM
345 N. MORTON STREET
SHIPSHEWANA, IN 46565
PRESENT: Council; Elmer J. Mast, J. Mike Wilcher, Tad T. Hite, Lynn M. Bontrager. Council Absent; C. Arlene Lazzaro. Staff Present; Bob Shanahan, Kurt R. Bachman, Ruth Ann Downey. Public Present; George R. Bachman, Guy Thompson, Amy Smith, Kent Koselke, Jeff Fought, Susan Garrels.
Council Vice-President; E. Mast called the meeting to order, noted the Council President C. Arlene Lazzaro was absent and all other Council Members were present. E. Mast welcomed everyone, asked that they sign in and pointed out that agendas were available.
INVOCATION & PLEDGE: L. Bontrager gave the invocation and T. Hite led the pledge.
MOTION: L. Bontrager made a motion to accept the agenda with flexibility. T. Hite seconded the motion. Motion carried.
- Mast asked if there were any written department reports, there being none he asked to move on to Old Business.
DEDICATION OF RIGHT-OF-WAY – FARVER STREET: B. Shanahan reported that we are not ready to move forward with the dedication of right-of-way for Farver Street and asked that it be tabled until the next meeting. Dedication of Right-of-Way – Farver Street was tabled.
CHANGE OF WATER TOWER FOR COUNTY COMMUNICATION EQUIPMENT: B. Shanahan reported that originally the Council had approved using the Park Tower for the new County Communication Equipment, they are requesting use of one of our other towers. The North Tower located on Taylor Drive will be the best tower available for the County Equipment. I have for the Council’s consideration a License To Place Communications Equipment Agreement between LaGrange County and the Town of Shipshewana for the Water Tower located on Taylor Drive. Discussion followed. T. Hite asked where the equipment would be mounted. A. Smith of ERS-OCI Wireless reported that some of the communication equipment will be on the railing and some on top of the water tower. T. Hite expressed concern regarding interference with current internet providers that have equipment on the tower. A. Smith reported that there should be no interference as they use a different frequency. Discussion followed.
MOTION: T. Hite made a motion to approve the License To Place Communications Equipment Agreement between the Board of Commissioners of LaGrange County and the Town Council of the Town of Shipshewana as presented and authorized the Council President to sign and the Clerk-Treasurer to attest the document outside of the Council meeting. J.M. Wilcher seconded the motion. Motion carried.
SET MEETING DATE FOR HUDSON MUSEUM BOARD: B. Shanahan reported that it had been six months since the last meeting of the Hudson Museum Board (Shipshewana Car Museum, Inc.). Information was delivered to the Council at the last meeting from the Friends of the Hudson Committee that will require further discussion by the Museum Board. Discussion followed.
MOTION: J.M. Wilcher made a motion to set a meeting for January 30, 2018 at 3:00 p.m. to be held at the Shipshewana Town Hall for the Shipshewana Car Museum, Inc. Board. T. Hite seconded the motion. Motion carried.
2018 BOARD/COMMITTEE APPOINTMENTS: B. Shanahan referred Council Members to their paperwork and pointed out that there are two vacancies on the Park Board, and two vacancies on the Redevelopment Commission. We have one interested person for the Park Board, but they do not currently live in Town but would be interested in serving once their house is built. Chris Yoder of the Storm Water Board has agreed to serve another 3-year term. JR Hostetler of the Car Museum Board is not sure if he wants to serve again. The Redevelopment Authority, the Shipshewana Building Corp and the Public Benefit Corp have no changes for 2018. Now is the time for Council Members to consider their liaison positions and if there are any changes you would like to make. Discussion followed.
- Mast reported that T. Hite has expressed interest in serving as Council Liaison for the Police and Fire. T. Hite reported that J.C. Jasso should be included as a Tech Committee member. Discussion followed.
MOTION: J.M. Wilcher made a motion to approve the Board and Commission Appointments for 2018 with the following changes: T. Hite will be the Police & Fire Town Council Liaison and J.C. Jasso will be added to the Technical Review Committee. T. Hite seconded the motion. Motion carried.
- Downey reported that Oath and Appointment Forms have been prepared for Redevelopment Commission Members and for Chris Yoder of the Storm Water Board and will require the Council Members signatures at the end of the Council meeting.
RATIFY BLUE STAR QUOTE AMENDED ON 12/18/17: R. Downey reported that the Council had approved a proposal from Blue Star dated November 30th at the December 14, 2017 Council Meeting and authorized the Council President to sign the same with a not to exceed amount of $24,716.91. There was some question whether all the equipment listed on this proposal was necessary and it was pointed that should the equipment be needed it could be added later. The signed proposal of November 30th was provided to Blue Star. On December 18th a Quote was received from Blue Star that removed some of the equipment from the Old Firehouse which is currently the Police and Buildings & Grounds Garage along with some equipment at the Water Plant. This reduced the quote by $1,192.00 and it was requested that the new quote be signed outside of the Council meeting by the Council President. After checking with legal counsel, the Council President signed the December 17, 2017 Quote on December 18th and the Clerk-Treasurer attested the same. I am asking for ratification of this action by the Town Council this evening per the advice of legal counsel. Discussion followed.
MOTION: L. Bontrager made a motion to ratify the Amended Blue Star Quote dated December 17, 2017 as presented. T. Hite seconded the motion. Motion carried.
TELEDATA QUOTE – FIBER CABLE FROM FARVER SCHOOL TO WATER PLANT & CABLING FOR WI-FI: E. Mast reported that we had discussed installation of fiber cable from the Farver School Building to the Water Plant but had never official approved their quote. R. Downey referred Council Members to their paperwork for a quote from TeleData, Inc. in the amount of $1,996.25 and reported that J. Koontz, Water & Grounds Superintendent had confirmed that the quote was still good and had contacted three other companies regarding this project but had not received a response. (see attached). T. Hite reported that he had been in contact with Blue Star regarding the cabling for the Wi-Fi and they have agreed to pay for the cable work for the wireless access points since this it was not made clear of the need for this in their original quote, TeleData will be doing the work. Discussion followed.
MOTION: T. Hite made a motion to approve the Quote from TeleData, Inc. in the amount of $1,966.25 to run fiber cable from the Farver School Building to the Water Plant Building. J.M. Wilcher seconded the motion. Motion carried.
2017 ENCUMBRANCES – SIREN & SERVER: B. Shanahan reported that the Warning Siren has been purchased and is in storage at our maintenance building. I have found a location for the installation of the South warning siren on a 15’ X 20’ piece of property by Raber Patio Enclosures, I am working with REMC on a pole to mount the siren. The hope is to have the warning siren installed by the end of January. R. Downey reported that the siren purchase had been made out of the CCD Fund and per the contract the balance due is $7,000.00 for installation. The first encumbrance request is for the remainder due for the warning siren installation in the amount of $7,000.00 to be paid from the CCD Fund. The second amount I am requesting for encumbrance is from the CCI Fund for the Server which is part of the Blue Star Quote in the amount of $15,000.00. Discussion followed.
MOTION: L. Bontrager made a motion to approve the 2017 Encumbrances as presented with $7,000.00 from the CCD Fund for the Warning Siren Installation and $15,000.00 for the Server. J.M. Wilcher seconded the motion. Motion carried.
COMMUNITY CROSSING GRANT CONTRACT: R. Downey reported that the Local Roads and Bridges Matching Grant Agreement from INDOT for the Community Crossing Grant monies for road improvements had been received and requires the Council President’s signature. This Grant will enable the State to award a grant to the Town representing 75% of the road project costs. Discussion followed.
MOTION: T. Hite made a motion to approve the Local Roads and Bridges Matching Grant Agreement from INDOT for 2018 road projects and authorized the Council President to sign and the Clerk-Treasurer attest the agreement for the Town of Shipshewana outside of the Council meeting. L. Bontrager seconded the motion. Motion carried.
APPROPRIATION TRANSFER ORDINANCE: R. Downey reported that this Appropriation Transfer Ordinance will be moving monies in the General, MVH, Park, Food & Beverage Tax and Town Center Operating Funds and includes an allowance authorizing the Clerk-Treasurer to make any necessary transfers before the end of the year so we will not leave any appropriation in the negative at the end of the year. Discussion followed.
Vice-President E. Mast introduced AN ORDINANCE TRANSFERRING MONIES IN THE GENERAL, MVH, PARK, FOOD & BEVERAGE TAX AND TOWN CENTER OPERATING FUNDS. Council Member J.M. Wilcher made a motion, seconded by Council Member L. Bontrager, 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(546)” 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 T. Hite, 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(546)” at this meeting, be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-1-d(546)” 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: J. Mike Wilcher, Lynn M. Bontrager, Tad T. Hite, Elmer J. Mast
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(546)” having been passed after unanimous suspension of the rules, the Vice-President thereupon declared said Ordinance to have duly passed and adopted.
VACATION CARRY-OVER REQUEST – MARSHAL & CLERK-TREASURER: R. Downey referred Council Members to their paperwork and passed out an updated request from the Town Marshal that includes carry over of one vacation day for Deputy Marshal, Brandon Hooley. R. Downey reported that the Council had already approved 3 vacation days for Town Marshal, Tom Fitch II at a prior meeting but he has had other officer’s taking time-off, so he would like to carry over 4 vacation days rather than 3. My carry over request is for 88 hours, so that I can assist my daughter after the delivery of her third child and knee surgery. Discussion followed.
MOTION: T. Hite made a motion to approve the Vacation Carry-Over requests as submitted by the Town Marshal for the Deputy Marshal, Brandon Hooley and himself and for the Clerk-Treasurer. J.M. Wilcher seconded the motion. Motion carried.
TRAFFIC FLOW ON FARVER STREET – MARCH 16, 2018: B. Shanahan reported that we have already seen some traffic flow issues when events are held at the MEC, the Event Center and Auction grounds simultaneously. There are certain events scheduled at the MEC that are expected to draw larger crowds next year, with one being held on March 17th, a comedian. In an effort to be pro-active the Police Department and I met with representatives from the MEC, the Blue Gate and the Shipshewana Auction to address possible traffic flow issues when special events are being held. To add to the issue there will be a lot of road construction taking place in Town in 2018 including at the intersection of SR 5 and Farver Street. One recommendation is to make Farver Street one way for big events two hours before the event and to direct traffic to parking areas. Vehicles from the north would be directed to park at the Auction/Flea market parking area and bused to the MEC. People coming from the south would be directed east onto Farver street and directed to one of the three MEC entrances for parking. Signage will be key. Traffic from the east will come in via the RV Service Center. At the end of the event traffic will be disbursed to the east so people can reach SR 9, US 20 or SR 120 by using the County roads. I will need to talk to the residents in this area and I am not asking for any decisions this evening. I wanted to inform the Town Council before taking this to the property owners and I would like the property owners to have the opportunity to speak at the next Council meeting. The MEC can hold up to 6,000 people but only have parking for up to 1,000 cars at the MEC. E. Mast pointed out that it is good to be pro-active. G. Bachman asked if the MEC will be charging people to park. J. Fought reported that the MEC will not be charging for parking. B. Shanahan reminded everyone that this is food for thought. Discussion followed. G. Bachman asked who will be paying for a Police presence. B. Shanahan reported that the MEC will be paying not the Town and the Town will not be at a disadvantage due to these events, other departments will be asked to assist with traffic control and payment of these officers will be the sole responsibility of the MEC. Discussion followed.
TOWN MANAGER REPORT: B. Shanahan referred Council Members to their paperwork for a quote from Hoosier Equipment, LLC. for a used Patchman Hotbox Patcher and reported that the current hotbox patcher that the Town has is not operating correctly and takes a long time to warm up the patch mix so that it can be used. The cost of the Used Patchman Hotbox Patcher is $2,200.00 and they give an allowance of $700.00 for the Town’s old unit so the cost to purchase this would be $1,500.00. We need something to patch pot holes during the colder months. Discussion followed.
MOTION: J.M. Wilcher made a motion to purchase the Used Patchman Hotbox Patcher from Hoosier Equipment, LLC. at a after trade-in price of $1,500.00. T. Hite seconded the motion. Motion carried.
- Mast asked Council Members if they had anything to report.
- Hite reported that the Networking equipment will be here soon but will have no Wi-Fi access until the 8th of January. The new server should be delivered the week of January 15th and migration from the old to the new server should take place the week of January 22nd. The Town web-site is scheduled to be shut off as Aurora Services is no longer hosting web sites. The Town had a quote from Digital Hill out of Goshen at a cost of $89.00 per month. We can host the website ourselves at GoDaddy for $120.00 per year. The Town domain has been transferred to Blue Star, but the web site will have to be migrated. G. Bachman recommended checking with AIT, Inc for an estimate on website hosting. Discussion followed.
POLICE DEPARTMENT REPORT: B. Hooley reported that T. Fitch II would like approval to purchase three sets of tires for the Dodge Charges out of this year’s budget at the state bid price of $581.00 a set for a total cost of $1,743.00. The tires are purchased through Shipshe Auto Service, Inc. Discussion followed.
MOTION: T. Hite made a motion to purchase 3 sets of tires at the state bid price of $581.00 per set for the Dodge Chargers at a total cost of $1,743.00 to be paid out of the 2017 Police Department Budget from Shipshe Auto Service, Inc. J.M. Wilcher seconded the motion. Motion carried.
FINANCIAL REPORT: R. Downey reported that the Town Hall Offices would be closed on Monday January 1st in observance of the New Year’s Holiday and asked for a motion to approve the Claims Register and Adjustment Journals as presented. Discussion followed.
MOTION: L. Bontrager made a motion to approve the Claims Register and Adjustment Journals as submitted. J.M. Wilcher seconded the motion. Motion carried.
COUNTY COUNCIL REPORT: G. Bachman reported that there will be a County Commissioner meeting tomorrow morning to further discuss the New County Criminal Justice Building and hopefully Encumber Funds for the project. Discussion followed.
- Mast asked for any further business to come before the Council. There being no further business to come before the Council E. Mast asked for a motion to adjourn.
MOTION: J.M. Wilcher made a motion to adjourn. L. Bontrager seconded the motion. Motion carried.