December 30, 2019 Council Meeting Minutes

SHIPSHEWANA TOWN COUNCIL

DECEMBER 30, 2019,  6:00 P.M.

SHIPSHEWANA TOWN HALL

Roger D. Yoder Council Room

345 N. Morton Street

Shipshewana, IN  46565

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

COUNCIL MEMBERS ABSENT:  Zachary J. Stoltzfus.

A motion passed to accept the agenda with flexibility.

POLICE DEPARTMENT REPORT:  The Marshal presented quotes as follows and requested approval for the purchase of two (2) trucks for the Police Department.  All quotes are for a 2020 Ram SSV 1500 Police package.   Sorg Dodge of Goshen $27,923.00; Shepherd’s Dodge of Auburn $28,782.00; LaGrange Country Dodge of LaGrange – no quote; Glenbrook Dodge of Ft. Wayne $29,007.00; and Community Chrysler, Inc. $28,242.00.

MOTION:  A motion passed approving the purchase of two 2020 Ram SSV 1500 Police package Trucks from Sorg Dodge of Goshen, IN at $27,923.00 each. 

OLD BUSINESS:  Storm Water Rates:  A preliminary report has been submitted to the Council; a review of each individual parcel may be necessary. 

SAHS Building Maintenance Request:  We will need a new agreement prior to addressing the building maintenance request.

NEW BUSINESS:  RFP’S Financial & Engineering:  RFP’S for Engineering were submitted by; (JPR) Jones Petrie Rafinski Corporation, DLZ Engineering, ER Engineering, and Triad Associates, Inc.  Financial Consultant RFP’s were submitted by Baker-Tilly and Financial Solutions Group, Inc.  All proposals have been reviewed by legal counsel and recommendations shared with the Council. 

MOTION:  A motion passed to stay with the current Town Engineering Firm of DLZ and to stay with the current Financial Consultant, Financial Solutions Group, Inc.  and to enter into annual contracts for services with both.

2020 SHIPSHEWANA FIRE SERVICE AGREEMENT – SIGNATURE:  Van Buren Township signed the 2020 Fire Service Agreement on December 3, 2019 and Newbury Township signed the Fire Agreement on December 16, 2019.

MOTION:  A motion passed to approve and sign the 2020 Shipshewana Fire Service Agreement as presented and further authorized Council Vice-President Zachary J. Stoltzfus to sign the agreement outside of the Council meeting.

API PAY REQUEST & WORK ALLOWANCE APPROVALS:  Work Allowance Authorization #2 in the amount of $11,581.06 will address several items including a spare pump, drainage, erosion, and sprinkler repair.  Pay Request #5 in the amount of $97,217.30 and Pay Request #6 in the amount of $23,118.32 along with Work Allowance #2 were submitted for the Council’s consideration.

MOTION:  A motion passed approving API pay Request #5 in the amount of $97, 217.30, pay Request #6 in the amount of $23,118.32 and Work Allowance #2 in the amount of $11,581.06 and authorizing the Council President to sign the same.

VACATION CARRY OVER REQUESTS:  Vacation Carry Over Requests were submitted for the Council’s consideration.  Deputy Brandon Hooley 30 hours; Town Marshal Tom M. Fitch II 64 hours to be used during the first quarter of 2020; and Wastewater Superintendent Sean Neeley 8 hours to be used in January or February of 2020.

MOTION:  A motion passed approving the three Vacation Carry Over Requests as submitted. 

EMPLOYEE HANDBOOK AMENDMENT:  An Ordinance was submitted to address the change in the Police Department Schedule for some police officers going to a 12-hour shift.

ORDINANCE: The Town Council unanimously passed AN ORDINANCE REVISING THE PERSONNEL POLICY HANDBOOK FOR THE TOWN OF SHIPSHEWANA, INDIANA.

APPROPRIATION TRANSFER ORDINANCE:  The Town Council unanimously passed AN ORDINANCE TRANSERRING MONIES IN THE GENERAL, CEDIT, MVH, PARK, PUBLIC SAFETY LOIT, FOOD & BEVERAGE TAX, CUM FIRE, AND FIRE FUNDS.

2019 ENCUMBRANCES:  MOTION:  A motion passed Encumbering Funds from 2019 for the SR 5 South Infrastructure Improvements for $39,997.46 in the General Fund for sidewalks; 2019 Street Improvements for $33,171.00 in the TIF Fund and $25,686.00 in the MVH Fund and $305,765.08 in the Community Crossings Fund; $128,745.28 in the General Fund for the Public Restroom project for total Encumbrances of $533,364.82.

SNOWPLOW QUOTES:  Following are three quotes with wiring for a snowplow for the Street Department all are Boss plows.  KS Auto Service, Inc. of Sturgis, MI $7,851.96; W.A. Jones of Columbia City, IN $7,720.00 and Gardners Outdoor Power Equipment of Goshen, IN $7,359.00. 

MOTION:  A motion passed approving the purchase of a Boss Plow for the Street Department from Gardners Outdoor Power Equipment of Goshen for $7,359.00.

SHIPSHEWANA CCMG 2019-2, 1902539 SUPPLEMENTAL SIGNATURE PAGE:  This supplemental Signature Page must be signed in blue ink and is a requirement for the Community Crossings Grant.

MOTION:  A motion passed approving the signature of the Supplemental Signature Page for the Community Crossings Grant and authorization was given for Council Vice-President Zachary J. Stoltzfus to sign this page outside of the Council meeting.

ANNUAL ELECTED OFFICIAL CERTIFICATIONS:  Each Council Member received a Compliance Certification Form regarding Contracts and Nepotism that were signed and submitted to the Council President.  The Clerk-Treasurer received a Nepotism Compliance Certification to be signed and submitted to the Council President.  MOTION:  A motion passed authorizing the Council Vice President to sign his certifications outside of the Council meeting. 

2020 REGION 3-A APPOINTMENT:  A letter requesting an appointment to the Region 3-A Board of Directors for 2020 was submitted for consideration.

MOTION:  A motion passed approving the appointment of Town Manager, Robert W. Shanahan to the Region 3-A Board of Directors for 2020 and authorized the Council President to sign the same.

FINANCIAL REPORT:  Reminders were given that the office would be closed on January 1st and for Council Members to consider nominees for the 2019 Quality of Life Award.  The 2020 Budget Order was received on December 27th and the Town has received our Fall Distribution from the County.  A motion to approve the November Bank Reconciliation, the December 12th Memoranda and the December 30, 2019 Claims Register was requested by the Clerk-Treasurer 

MOTION:  A motion passed approving the December 30th Claims Register, December 12th Memoranda and the November Bank Reconciliation as submitted. 

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

Council President, T. Hite read a letter of recognition addressed to Town Marshal Tom M. Fitch II for 20 Years of Service with the Town of Shipshewana.

MOTION:  A motion passed to adjourn the meeting.

______________________________________                 _______________________________________

Tad T. Hite, Council President                                                   Elmer J. Mast, Council Member

______________________________________                 _______________________________________

C. Arlene Lazzaro, Council Member                                      Joshua A. Weimer, Council Member

ATTEST:

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Ruth Ann Downey, Clerk-Treasurer