February 14, 2019 Council Meeting Minutes

SHIPSHEWANA TOWN COUNCIL

FEBRUARY 14, 2019  6:00 P.M.

SHIPSHEWANA TOWN HALL

Roger D. Yoder Council Room

345 N. Morton Street

Shipshewana, IN  46565

 

PRESENT:  Council;  C. Arlene Lazzaro, Joshua A. Weimer, Elmer J. Mast, Tad T. Hite, Zachary J. Stoltzfus.  Staff; Tony Manns, Robert W. Shanahan, Tom M. Fitch II, Chad L. Miller, Ruth Ann Downey.  Public; George Bachman, Monty Glick, Shelbi Smith, Madison Kresse, Grace Miller, Tyler Mullett, Paola Ramirez, Zachary Chastain, Lacey Kruhn, Taylor McNamara, Brian Lambright, Chris Schlabach.

 

Council President, T. Hite 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. Weimer led the pledge and Z. Stoltzfus gave the invocation.

 

MOTION:  C.A. Lazzaro made a motion to accept the agenda with flexibility.  E. Mast seconded the motion.  Motion carried.

 

OLD BUSINESS: 

SEWER PLANT PLANNING GRANT:  Town Manager, B. Shanahan requested that discussion regarding the  Sewer Plant Planning Grant as proposed by Commonwealth Engineering be postponed to the February 28th Town Council meeting.  The Sewer Plant Planning Grant discussion was tabled.

 

  1. Shanahan requested that item #12 on the Agenda Sewer Bill Adjustment Request be considered next.

 

SEWER BILL ADJUSTMENT:  B. Shanahan referred Council Members to their paperwork for a printout of Shipshewana Auction Account #133-275-14 and pointed out that there has been no usage for the months of November, December and January.  The auction has a number of accounts shut off for the winter months and this is one that is normally shut off.  They have received a minimum water and sewer bill on this account for the past three months that totals $1,407.78 and are requesting that an adjustment be made.  Brian Lambright noted that he had forgot to call and request that this account be shut off.  Discussion followed.

 

MOTION:  C.A. Lazzaro made a motion to approve an adjustment on Shipshewana Auction Account #133-275-14 in the amount of $1,407.78 for water and sewer charges billed in November and December 2018  and January 2019 as a credit to this account.  E. Mast seconded the motion.  Motion carried.

 

  1. Shanahan requested approval to bring up an item not on the agenda.

 

RABER PATIO ADDITIONAL BUILDING:  B Shanahan referred Council Members to their paperwork for a map showing the Raber Patio property and a Site Plan showing where a proposed building for an Ice Cream Shop would be located.  The building will only be 10’ X 20’.   The proposal needs to come before the Council this evening because they go before the County BZA on Tuesday.  The BZA will want input from the Town with a favorable or negative response to this proposal.   I will attend the BZA meeting on behalf on the Town Council with your response.  C. Schlabach from Raber Patio Enclosures reported that they hope to open by the last weekend in April and noted that the business will be open each evening until dark which will be unique from other businesses in Town.  C.A. Lazzaro asked if people would have to drive onto the property to make a purchase.  C. Raber responded yes.   Discussion Followed.

 

MOTION:  Z. Stoltzfus made a motion to send a positive recommendation from the Town Council to the LaGrange County BZA regarding the proposed Ice Cream Shop to be located on the Raber Patio property.  C.A. Lazzaro seconded the motion.  Motion carried.

 

SR 5 SOUTH INFRASTRUCTURE IMPROVEMENTS/OWNER-CONTRACTOR AGREEMENT:  B. Shanahan requested that the SR 5 Infrastructure Improvements be tabled, some new conditions were brought to my attention and more information is needed before moving forward with this project.  I should have this information by the February 28th Council meeting.  The SR 5 South Infrastructure Improvements/ Owner-Contractor Agreement was tabled.

 

SHIPSHEWANA CAR MUSEUM INC. BY-LAW AMENDMENT:  B. Shanahan reported that the Car Museum Inc. Board voted to reduce the number of members on the board from 4 to 3 at their December 2018 meeting and J. Mike Wilcher volunteered to step down.  According to the Shipshewana Car Museum Inc. By-laws any amendments to their By-laws must be approved by the Town Council, therefore an Ordinance has been prepared for the Council’s Consideration to reduce the number of Board Members on the Shipshewana Car Museum Inc. Board from 4 to 3 members.  Discussion followed.

 

President T. Hite introduced AN ORDINANCE OF THE TOWN COUNCIL REGARDING THE WRITTEN APPROVAL OF THE TOWN COUNCIL OF THE TOWN OF SHIPSHEWANA, INDIANA TO A PROPOSED AMENDMENT TO THE CODE OF BY-LAWS OF THE SHIPSHEWANA CAR MUSEUM, INC.  Council Member E. Mast made a motion, seconded by Council Member J. Weimer, 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(574)” and having been read in full, and the provisions of the same having been considered by the Council, Council Member E. Mast made a motion, seconded by Council Member C.A. Lazzaro, 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(574)”  at this meeting, be suspended and that said Ordinance be placed on its final passage.  Motion carried.

 

“II-F-1-d(574)” 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, Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite

NAYS:  – 0 –

 

There being present at said meeting at least two-thirds of the member elect of the Town Council and “II-F-1-d(574)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.

 

PUBLIC RESTROOM BID REVIEW:  B. Shanahan referred Council Members to their paperwork for the bid tabulation provided by DLZ from the December 21, 2018 Bid Opening for the public restrooms and read the bids as follows:  The Robert Henry Corporation $544,500.00, D&S Builders $615,500.00, and  R. Yoder Construction $636,500.00.    B. Shanahan noted that when the bids were opened, they were taken under advisement to allow for review of the bids for 60 days.  This also allowed the Town time to review funding mechanisms for this project since bids came in higher than anticipated.   The 60 – day period expires next Monday.  DLZ reviewed all of the bids and all bidders met the specifications.  DLZ has prepared a Notice of Award for the lowest bidder, The Robert Henry Corporation should the Council decide to move forward with this project.  Discussion followed regarding the cost of the Public Restroom project, project priorities, and funding sources.

 

MOTION:  E. Mast made a motion to accept the bid for the Public Restroom Project submitted by The Robert Henry Corporation in the amount of $544,500.00.  C.A. Lazzaro seconded the motion.  Motion carried.

 

MOTION:  C.A. Lazzaro made a motion to approve the Notice of Award for the Public Restroom Project at a contract Price of $544,500.00 with The Robert Henry Corporation and to sign the same.  E. Mast seconded the motion.  Motion carried.

 

DISCUSSION REGARDING ESTABLISHMENT OF A FIRE TERRITORY:  B. Shanahan reported that a meeting had been held last week with the new Van Buren Township Trustee, the Newbury Township Trustee, the Fire Chief, and Assistant Chief, along with the Clerk-Treasurer, J. Weimer, and myself to hold a discussion to bring the new Van Buren Township Trustee up-to-date on the Fire Territory discussion, and to see if they may be interested in participating in a Fire Territory so we know how to move forward.  We have received two quotes for a feasibility study to establish a Fire Territory.  All three entities would be involved in the decision on the award of the project and the percentage each unit will pay for the study.  We have reached a point where it may be necessary to establish a Fire Territory so the best fire service can be provided to the community.  Currently we have a Fire Agreement with the Townships, and volunteer firefighters.  Should a Fire Territory be established we would have some full-time firefighters and everyone participating in the territory pays the same tax rate.  A fire territory would provide a greater fund base for the taxes necessary to meet the Fire Department’s needs.  Full-time EMS Service is also being considered.  Currently we have a volunteer department so when a call comes in the first thing that has to be done is have the firefighters get to the station.  With some full-time firefighters on staff we would have a better response time.  Discussion followed.  Fire Chief C. Miller reported that the Department is excited because having some full-time firefighters will relieve the burden on the volunteers and reduce response time.  We get copies of building permits from LaGrange County because the burn time is quicker in newer buildings due to the materials that are used.  A Fire Territory would benefit a lot of people.  Discussion followed.  C.A. Lazzaro asked about having EMS service too.  B. Shanahan responded having EMS is part of the conversation, but it is not a done deal.

 

EMPLOYEE REVIEW/SERVICE & SUPPORT EMPLOYEE:  B. Shanahan reported that Service and Support Employee Xane Moore has completed his first six months with the Town and has received a positive employee review.  Our Wage & Salary Ordinance allows for a 50 cent per hour raise with a positive review and this would be retroactive to February 1.  Discussion followed.

 

MOTION:  E. Mast made a motion to approve the 50 cent per hour raise due to the positive employee review for Service and Support Employee Xane Moore, retroactive to February 1, 2019.  J. Weimer seconded the motion.  Motion carried.

 

REVIEW OF TOWN OF SHIPSHEWANA PURCHASING POLICY:  B. Shanahan referred Council Members to their paperwork for a copy of the Town’s most recent Purchasing Policy.  J. Weimer pointed out that it has been 10 years since this policy was established.  B. Shanahan noted that it is probably time to review the policy.  J. Weimer expressed concern about spending limits set for Department heads and wondered if they should be raised.  Discussion followed.  J. Weimer recommended that Council Members review the current Town Purchasing Policy and bring back recommendations regarding possible amendments for further discussion at the February 28, 2019 Council meeting.

 

SET DATE FOR PUBLIC HEARING TO RE-ESTABLISH CUM FUNDS & ADDITIONAL APPROPRIATIONS:  Clerk-Treasurer, R. Downey requested that a Public Hearing be set for March 14th with the first hearing set for the Re-establishment of the Cum Funds at 6:00 p.m. and the Public Hearing for Additional Appropriations at 6:15 p.m.    We need to re-establish our Cum Funds every couple of years so that the Town can collect the maximum amount of tax revenue available.  The maximum tax rate for the CCD Fund is .0500 and our rate for 2019 is .0420.  The maximum tax rate for the Cum Fire Fund is .3333 and currently our rate is .0280.   The Cum Fire Fund is used for the Fire Truck Lease and Fire Equipment.  The CCD Fund can be used for building repairs & general improvements.   This year there is money in the CCD Fund for a salt barn, police equipment, and a generator for the Town Hall.  There is a need to do Additional Appropriations for the Public Restroom project and professional services.   Originally our hope was to bid and award this project before the end of the year so we could encumber funds but award for this project was not made until earlier this evening.  We also need to do an additional appropriation for the Community Crossings Grant project.  Discussion followed.

 

MOTION:  E. Mast made a motion to set the Public Hearing for Re-establishment of the Cum Funds for 6:00 p.m. and the Public Hearing for the Additional Appropriations at 6:15 p.m. with both Public Hearings being set for March 14, 2019.  C.A. Lazzaro seconded the motion.  Motion carried.

 

FIRE DEPARTMENT REPORT:  Fire Chief, C. Miller referred Council Members to their paperwork for a quote from Hoosier Fire Equipment, Inc. and reported that he was requesting approval to purchase 30 pair of Structural Firefighting gloves and 30 pair of Hex Armor Rescue/Extrication gloves.  Currently we have no spare structural fire gloves and you can go through two pair of gloves at a long fire.  The extrication gloves are designed to protect hands from sharp objects and would be used during a vehicle or machinery extrication.  Currently we do not have any extrication gloves, by adding them it would help keep our firefighters safe and should help reduce damage to our firefighting gloves.  The Structural Firefighting gloves are $69.96 per pair for a total cost of $2,098.80 and the Rescue Extrication gloves are $48.00 per pair for a total cost of $1,440.00 bringing the total cost for both gloves to $3,538.80.  Discussion followed.

 

MOTION:  E. Mast made a motion to approve the purchase of the Structural Firefighting gloves and the Hex Armor Rescue/Extrication gloves from Hoosier Fire Equipment, Inc. in the amount of $3,538.80.  Z. Stoltzfus seconded the motion.  Motion carried.

 

  1. Miller reported that while performing our weekly truck checks our ladder truck experienced an electric motor short that caused a fire in one of the truck compartments which caused damage to the wiring of the ladder truck. We are not sure if the wiring can be repaired or if it has to be replaced. This truck is currently out of service.  E. Mast asked if the cause of the fire was known.  C. Miller reported that there was a circuit board malfunction, it was not operator error.  This truck is a 1990.  The cost to repair is not known at this time.  Discussion followed.

 

  1. Miller reported that 9 new firefighters have been added to the department and they are all enrolled for training which should be completed in June or July of this year. This brings the total number of firefighters on the department to 30. C. Miller further reported that the ISO rating for the Fire Department has gone from a 5 to a 4.  The new rating should take affect in April or May and businesses should see a drop in their insurance rate due to the drop in the ISO rating.  When they determine your ISO rating, they take into consideration your Water supply, Fire Equipment and the County Dispatch.  Discussion followed.

 

POLICE DEPARTMENT REPORT:  B. Shanahan reported that Willie Nelson will be in concert on Tuesday April second and they are expecting large crowds.  T. Fitch reported we are currently down on the number of Reserve Officers we have and one of our Officers will be on vacation the week of the Willie Nelson concert.  The MEC has not asked us to do anything.  B. Shanahan reported that he had called the Blue Gate to try to open up the discussion regarding traffic control.  T. Fitch noted when Larry the Cable Guy was here, they filled the MEC parking lot and they expect this event to be larger where they will have to use the Flea Market parking for overflow.  Discussion followed.

 

  1. Fitch provided Council Members with the January monthly report and reported that he is trying to recruit college students who might be interested in serving as a Reserve Officers. We currently have two active Reserve Officers but have four or five currently on the department. We continue to work on the school bus garage break-in case, and you can see that accidents have been up due to snow and ice.  Our new hire is doing excellent.  Discussion followed.  T. Hite asked if the new police vehicle was on the road.  T. Fitch reported that his new car is expected to be up and running tomorrow.  I was able to use most of the equipment from my old car to equip the new car.  My old car will need between $5,500.00 to $6,000.00   to repair, it needs a new motor.   I would like to use my old car for training at the firing range and then just scrap it out.  The car is a 2012 with 84,000 miles on it.  We could try to sell it AS-IS, but someone would have to put a lot of money into repairs.  Discussion followed.  T. Fitch reported that we have been working with Omni Source for training vehicles, they bring one out to us and we use is to shoot around and in the car.

 

Further discussion followed regarding traffic control for the MEC Concert.  G. Bachman asked who pays for the traffic control expenses.  B. Shanahan reported that we have only had this one time before and the Town covered the expense.  G. Bachman asked why the Town should carry the expense.  T. Fitch reported it is a public road.  G. Bachman noted the MEC is a private business and this is their event, they are making money from this event.  T. Hite pointed out that he sees it like G. Bachman.  Discussion followed.  B. Shanahan reported that at one time the Council had considered passing an Event Ordinance, there is no easy solution to this situation.  The inbound traffic is not so bad but when the concert ends the issue is issue getting people out of Town.  Discussion followed.  G. Bachman noted that it is not right putting that expense on the taxpayer.  Discussion followed regarding who can and who cannot direct traffic on a public road.  J. Weimer asked if additional signage would help.  T. Fitch reported that we have a number of portable signs and we use them.  The issue is that all intersections need an officer at these events.  Discussion followed.  T. Fitch pointed out that traffic control is one of the least liked duties of an officer, they would rather patrol.  G. Bachman pointed out that he thought that the MEC would be willing to step up.  T. Fitch noted that the Police Office position was created to help us find officers who would be willing to help with traffic control events.  Discussion followed regarding not being able to pay Police Reserve Officers.

 

ORDINANCE REDUCING APPROPRIATIONS:  R. Downey reported that it is necessary to reduce the appropriations in the Town Center Operating Fund for 2019.  When we were working on the budget last year, we had not sold the cars and were still using the Museum space.  Therefore, an appropriation was put in the budget for 2019 that is not necessary because the cars and museum have been sold.

 

President T. Hite introduced AN ORDINANCE REDUCING APPROPRIATIONS IN THE TOWN CENTER OPERATING FUND FOR THE CALENDAR YEAR 2019.  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(571)” and having been read in full, and the provisions of the same having been considered by the Council, Council Member E. Mast made a motion, seconded by Council Member C.A. Lazzaro, 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(571)” at this meeting, be suspended and that said Ordinance be placed on its final passage.  Motion carried.

 

“II-F-1-d(571)” 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, Joshua A. Weimer, Zachary J. Stoltzfus, Tad T. Hite.

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(571)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.

 

DORMANT FUND TRANSFER ORDINANCE:  R. Downey reported that there are two Dormant Fund Transfer Ordinances for the Council’s consideration.  One Dormant Fund Ordinance for the Council’s consideration is for the Town Center Debt Fund.  The Town Center Bonds have been defeased, so the bank is holding all the money for the bonds to be paid off, there was a clause in the bond paperwork that does not allow us to pay them off at this time.  The Town Center Debt Fund was established to set aside money as a back-up should we not have enough money to make a bond payment, since all the money is at the bank this fund is no longer necessary.  The money to fund the Town Center Debt Fund came from TIF Revenue so the balance in the account of $234,000.00 will be placed back into the Town’s TIF Fund #110.  The other Dormant Fund Ordinance is for the Town Center Operating Fund #270.  This fund was used for the operation of the Car Museum.  Since all the cars have been sold and we no longer have the museum space this Ordinance moves the balance of $701,515.41 to the General Fund.

 

President T. Hite introduced AN ORDINANCE TO TRANSFER THE DORMANT FUND BALANCE IN THE TOWN CENTER OPERATING FUND TO THE TOWN GENERAL FUND.  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(573)” and having been read in full, and the provisions of the same having been considered by the Council, Council Member E. Mast made a motion, seconded by Council Member C.A. Lazzaro, 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(573)” at this meeting, be suspended and that said Ordinance be placed on its final passage.  Motion carried.

 

“II-F-1-d(573)” 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, Zachary J. Stoltzfus, Joshua A. Weimer, Tad T. Hite.

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(573)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.

 

President Tad T. Hite introduced AN ORDINANCE TO TRANSFER THE DORMANT FUND BALANCE IN THE TOWN CENTER DEBT FUND TO THE TOWN TIF FUND.  Council Member Z. Stoltzfus 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(572)” and having been read in full, and the provisions of the same having been considered by the Council, Council Member E. Mast made a motion, seconded by Council Member C.A. Lazzaro, 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(572)” at this meeting, be suspended and that said ordinance be placed on its final passage.  Motion carried.

 

“II-F-1-d(572)” 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:  Zachary J. Stoltzfus, Elmer J. Mast, C. Arlene Lazzaro, Joshua A. Weimer, Tad T. Hite.

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(572)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.

 

CANCELLATION OF OUTSTANDING WARRANTS:  R. Downey referred Council Members to their paperwork for a list of Outstanding Warrants and reported that per Indiana Code all checks that are outstanding and unpaid for a period of two years as of December 31 of each year are void.  Not later than March 1 of each year a list of all outstanding checks for two or more years as of December 31 must be prepared and filed with the Town Council.  The amounts listed are receipted back into the fund upon which they were originally drawn.  I am requesting approval of the list as presented.   Discussion followed.

 

MOTION:  C.A. Lazzaro made a motion to approve the Cancellation of Outstanding Warrants dated February 14, 2019 as presented.  E. Mast seconded the motion.  Motion carried.

 

SEWER BILL ADJUSTMENT REQUEST:  R. Downey referred Council Members to their paperwork for a letter and printout of the Karen Yoder account located on Summey Street.  Karen had a water line burst as a result of the last cold spell, and the water just went into the ground because the line burst over a crawl space.  The water to this area has been shut off and they are waiting for warmer weather to do the repair.  K. Yoder’s average usage is 4,300 gallons and her usage on the February bill was 9,200 gallons.  Since the water went onto the ground an adjustment in the amount of $25.29 for the sewer portion of the bill could be made if the Council chooses.  Discussion followed.

 

MOTION:  E. Mast made a motion to approve the sewer bill adjustment in the amount of $25.29 for Karen Yoder of Summey Street as requested.  C.A. Lazzaro seconded the motion.  Motion carried.

 

EMPLOYEE HANDBOOK UPDATE:  B. Shanahan referred Council Members to their paperwork for two quotes for updating the Town Employee Handbook.  Our current handbook has not been updated for 5 years and with the laws changing it is important to keep this document updated.  One quote is from HR Unlimited Resources of Arcadia, IN in the amount of $6,500.00 and the second quote is from New Focus HR of Indianapolis, IN in the amount of $4,000.00.  I am asking the Council to review these quotes for final consideration at the next Council meeting.   Discussion followed.

 

TOWN MANAGER REPORT:  B. Shanahan reported that he had received the Advertisement For Bids for the 2019 Street Improvement Projects from DLZ.  These projects include E. Middlebury Street and S. Morton Street and are part of the 2018 Community Crossings Grant.  Tonight, I am requesting approval to Advertise, then a Special Town Council meeting will be held on Tuesday March 12th at 2 p.m. to Open the Bids and take them under advisement.  Review of the bids should be completed by the regular March 14th Council meeting where Award of the Bid can be made.  Discussion followed.

 

MOTION:  C.A. Lazzaro made a motion approving the Advertisement For Bids for the Town of Shipshewana 2019 Street Improvement Project as submitted.  E. Mast seconded the motion.  Motion carried.

 

  1. Shanahan reported that the Town has been contacted regarding the Park Water Tower antenna space lease. We currently have an agreement with AT & T, and we receive monthly payments from them. This company is proposing upfront money and then they take over our lease.  E. Mast reported that we have been approached about this before and it was a bad deal for the Town.  Discussion followed.  B. Shanahan pointed out that the Park Water Tower is no longer in service and asked Council Members to review the information that was distributed, and this item will be re-visited at the next Council meeting.

 

TECH COMMITTEE REPORT:    T. Hite reported that we are still getting quotes around for devices for Council Members.  We are looking at business class tablets for the Council, not top of the line but something that will last.  This evening I am asking the Council to approve the purchase of five devices one for each Council Member at a not to exceed amount of $750.00 per device.  Discussion followed.

 

MOTION:  C. A. Lazzaro made a motion to go with the lowest quote for the purchase of 5 tablets for Council Members not to exceed $750.00 per tablet.  E. Mast seconded the motion.  Motion carried.

 

Discussion followed regarding Council Member use of the tablets, public records and the Open-Door law.

 

  1. Hite reported that the Tech Committee had received a quote from another IT Service provider, Perry Pro-Tech. Their quote is higher than what we are currently paying but it includes equipment replacement. The committee feels we are paying enough for IT Service now but in the future the Town may want to consider an IT employee.  We will continue to investigate the Town’s needs.  The Tech committee feels that the Town website needs some work and that we may want to explore the use of social media to better communicate with Town residents.  Discussion followed.  B. Shanahan reported that he serves on the County Library Board and they found someone that specializes in IT services for Libraries.  Maybe there is someone out there who specializes in Local Government that may be more cost effective.  We are happy with what we have found for the Library.  Discussion followed.

 

SERVICE AWARD:  C.A. Lazzaro presented R. Downey with a 30-year Public Service Award noting that R. Downey began serving as the Clerk-Treasurer for the Town of Shipshewana in January of 1989.

 

ATTORNEY REPORT:  T. Manns had nothing further to report.

 

FINANCIAL REPORT:  R. Downey reported that Council Members should have received the January 24, 2019 Council Meeting minutes and requested a motion regarding the same.  Discussion followed.

 

MOTION:  E. Mast made a motion to approve the January 24, 2019 Council meeting minutes as presented.  C.A. Lazzaro seconded the motion.  Motion carried.

 

  1. Downey reported that per the SBOA, State Examiner Directive 2018-2 a Sub-Fund #203 MVH Restricted has been established and is reflected on the January 31st Fund Report in your paperwork. One half of our MVH distributions are to be placed into the sub-fund and they are to be used for construction, reconstruction and preservation purposes. In the notice from SBOA it states that an Ordinance is not required because a “fund” is not being created, but I wanted to be sure the Council was aware of the creation of this sub-fund.  Along with the January 31 Fund Report is an Appropriation and Revenue Report for the new year.  A motion to approve the January 31 and the February 14 Claims Register along with the Adjustment Journals and the January Bank Reconciliation would be appreciated.

Discussion followed.

 

MOTION:  Z. Stoltzfus made a motion to approve the January 31, and February 14 Claims Registers along with the January Bank Reconciliation and the Adjustment Journals as submitted.  E. Mast seconded the motion.  Motion carried.

 

There being no further business to come before the Council T. Hite asked for a motion to adjourn.

 

MOTION:  C.A. Lazzaro made a motion to adjourn.  E. Mast seconded the motion.  Motion carried.