January 10, 2019 Council Meeting Minutes
SHIPSHEWANA TOWN COUNCIL
JANUARY 10, 2019 6:00 P.M.
SHIPSHEWANA TOWN HALL
Roger D. Yoder Council Room
345 N. Morton Street
Shipshewana, IN 46565
PRESENT: C. Arlene Lazzaro, Elmer J. Mast, Tad T. Hite, Joshua A. Weimer, Zachary J. Stoltzfus. Staff; Tom M. Fitch II, Chad L. Miller, Kurt R. Bachman, Robert W. Shanahan, Ruth Ann Downey. Public; Adam Adamczyk, Mason Schlabach, Hunter McDonald, Austin Drew, Ashya Klopfenstein, Nick Reinsberger, Alayna Bates, Jensen Reynolds, Bill Connelly, Tobiace Wheeler, Jordan Miller, Brian Titus, Sam Kohlheim, Kurstin Young, Jaydon Payton.
Council President, E. Mast 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: C.A. Lazzaro gave the invocation and T. Hite led the pledge.
ELECTION OF OFFICERS: E. Mast asked Attorney, K. Bachman to explain the process for the Election of Officers and to move forward with the election of the President’s position. K. Bachman reported that nominations must be verbal, there are no secret ballots. You can nominate a slate for approval of President and Vice-President, or you can do each position individually.
- Bachman opened the floor for nominations.
MOTION: C.A. Lazzaro made a motion to nominate E. Mast for Council President. Motion died for lack of a second.
MOTION: J. Weimer made a motion to nominate T. Hite for Council President. Z. Stoltzfus seconded the motion. AYES: Joshua A. Weimer, Zachary J. Stoltzfus, Tad T. Hite. ABSTENTIONS: Elmer J. Mast. NAYS: C. Arlene Lazzaro. Motion Carried.
- Hite requested nominations for Council Vice-President.
MOTION: Z. Stoltzfus made a motion to nominate J. Weimer for Council Vice-President. Motion died for lack of a second.
MOTION: C.A. Lazzaro made a motion to nominate E. Mast for Council Vice-President. Motion died for lack of a second.
MOTION: E. Mast made a motion to nominate C.A. Lazzaro for Council Vice-President. Motion died for lack of a second.
Attorney, K. Bachman reported that you do not have to have a Vice-President.
Town Manager, B. Shanahan recommended that the Council carefully consider filling the position of Vice-President to avoid having to appoint someone each time the President is not available to preside over the meeting.
MOTION: E. Mast made a motion to nominate Z. Stoltzfus for Council Vice-President. J. Weimer seconded the motion. Motion carried.
Council President, T. Hite stepped down from the Council to present his Conflict of Interest Disclosure Statement to the Town Council. T. Hite is the owner of Hite Uniform Co. LLC. and he will be presenting quotes on uniforms to the Shipshewana Fire and Police Departments.
- Bachman pointed out that the Council will need to consider a motion to approve the submission of the Conflict of Interest Disclosure Statement. B. Shanahan pointed out that this form needs to be submitted annually.
Vice-President Z. Stoltzfus asked for a motion.
MOTION: C.A. Lazzaro made a motion to approve the Uniform Conflict of Interest Disclosure Statement as submitted by T. Hite. J. Weimer seconded the motion. Motion carried.
- Hite resumed his position on the Council.
SNOW PLOW PURCHASE FOR FIRE DEPARTMENT: B. Shanahan referred Council Members to their paperwork for three quotes for a snow plow and assembly for the Fire Department. B. Shanahan reported that during the Emergency Management meetings with the County lack of a plow for the Fire Department was pointed out as a deficiency. Should there be a snow event a plow would help ensure that the emergency vehicles could get out to assist. The Fire Department does have a truck that the plow can be placed on. The quotes came in as follows: Rigg’s Outdoor Power of Mishawaka, IN $6,450.00; KS Auto Service, Inc. of Sturgis, MI $7,348.68; and John Deere of Angola, IN at $7,226.00. Discussion followed. Fire Chief, C. Miller reported that the plow would be placed on the grass rig, this truck is not used in the winter, the truck is a 95 Dodge with 4-wheel drive. The plow presented is a V-plow that is not used for parking lots. The quotes include labor to mount the plow and have been reviewed by the Fire Department, we are good with the low bid. Discussion followed.
MOTION: E. Mast made a motion to approve the purchase of a snow plow and assembly for the Fire Department from Rigg’s Outdoor Power of Mishawaka, IN in the amount of $6,450.00. J. Weimer seconded the motion. Motion carried.
APPROVAL TO APPLY FOR PUMPKINVINE TRAIL GRANT: B. Shanahan reported that there is a Next Level – State Grant available for trails. The Town of Shipshewana has the Pumpkinvine Trail that currently ends at CR 850 by Edd’s Supply. The property to bring the trail into Town is not within the Town Corporate limits, but a portion of this property has been pledged to the Town. To bring the trail into Town it will need to be a collaborative effort of the Town and County. We will need to apply for the grant in conjunction with the County of LaGrange Park Department. Before we apply for the grant, I will need to approach the County for their support. Discussion followed.
MOTION: C.A. Lazzaro made a motion authorizing the Town Manager to approach the County for their support to bring the Pumpkinvine Trail into Town and to move forward with an application for a Next Level – State Grant for trails. E. Mast seconded the motion. Motion carried.
- Hite requested a motion to accept the agenda with flexibility.
MOTION: E. Mast made a motion to accept the agenda with flexibility. C.A. Lazzaro seconded the motion. Motion carried.
AT&T WATER TOWER LEASE AGREEMENT (Park Water Tower): B. Shanahan referred Council Members to their paperwork for the Fourth Amendment to Elevated Water Storage Tank Space Lease between the Town of Shipshewana and New Cingular Wireless PCS, LLC. The agreement will be signed by the manager for AT & T Mobility Corporation. B. Shanahan reported that the Park Water Town has been leased to AT & T and holds their equipment for internet and cell phone service. This lease will be in force for another 2 or 3 years. They are requesting permission to add more equipment to the Water Tower and do some structural upgrades. This agreement increases their lease payment by $200.00 per month and brings the monthly lease to $2,946.50. We have been in discussion with them over the last year, and Kurt’s office has been involved in review and discussion regarding this agreement. We are ready to accept the Fourth Amendment to this lease. Discussion followed.
MOTION: E. Mast made a motion to accept the Fourth Amendment To Elevated Water Storage Tank Space Lease as presented and authorized the Council President to sign the same. J. Weimer seconded the motion. Motion carried.
SR 5 SOUTH IMPROVEMENT PROJECT UPDATE: B. Shanahan referred Council Members to their paperwork for an e-mail from Casey Erwin of DLZ which covers a number of project updates. B. Shanahan reminded Council Members that the bids for the Public Restroom project came in higher than expected and have been taken under advisement for the next sixty days. If you choose to modify the project, it will have to be put out for bid again. The low bid was around $550,000.00, the Town had $300,000.00 set aside for the project. The crosswalk signal has been repaired at SR 5 & Farver Street. We still need some concrete and ditch work done in that area. The Town is holding the retainage on this project until all the items have been corrected. The bids for the SR 5 South Improvement Project were awarded to API at the last Council meeting. This project includes the water main extension to US 20 along SR 5, a lift station relocation and sidewalks along SR 5 going South from Berkshire Drive. We also have the 2019 Street Project which includes work on E. Middlebury Street to Talmadge Street and S. Morton Street from Middlebury Street to the Flea Market. This project is part of the Community Crossings Grant project and will be bid later this winter.
POLICE DEPARTMENT REPORT: Marshal, T. Fitch II reported that he had received approval at the December 27th Council Meeting to purchase a Dodge Pickup Truck and equipment. I found out that the EPA has put a hold on the manufacturing of these trucks and the Dodge Police Package Trucks will not be available for several months. I have been driving a Reserve Car and with the addition of the 6th Officer it is necessary to replace my vehicle. I have four quotes for Dodge Durango’s. The cost comes in approximately $650.00 more than the truck but I will be able to use some of the equipment from my old vehicle on this vehicle so the cost to equip the car will be less than the truck. Quotes are as follows: Community C-D-J-R Inc. of Bloomington, IN $29,325.25; Thomas Dodge of Orland Park, IL $28,997.00; Sorg Dodge of Goshen, IN $28,399.00; and Fletcher Dodge of Franklin, IN $28,795.50. The only dealership to have a car on the lot is Community C-D-J-R Inc. of Bloomington, IN. They are the highest quote but all the other dealerships said it would be 8 to 16 weeks before they would have a car ready for delivery. Discussion followed. E. Mast pointed out the importance of keeping a good rotation on Town vehicles. T. Fitch II noted that with the increase in the number of officers the use of the car increases, and it is longer before they are passed on to the Reserve Officers. Discussion followed.
MOTION: E. Mast made a motion approving the purchase of a 2019 Dodge Durango from Community C-D-J-R, Inc. of Bloomington in the amount of $29,325.25 in place of the purchase of a 2019 Dodge Ram Truck from Sorg Dodge of Goshen, IN. C.A. Lazzaro seconded the motion. Motion carried.
- Downey reported that the car purchase would not be considered a re-occuring bill and asked for a motion to authorize payment of this police vehicle between meetings.
MOTION: E. Mast made a motion authorizing the Clerk-Treasurer to pay for the purchase of the Police Vehicle between Council meetings. C.A. Lazzaro seconded the motion. Motion carried.
- Fitch II asked if anyone had any questions regarding the Police Department and reported that the department continues to work on the theft at the school bus garage and warned people about a quick-change scam that has been done at some gas stations in the area. The sixth officer has begun her training and our goal is to move toward 24-hour coverage. Discussion followed.
2019 BOARD/COMMISSION APPOINTMENTS: B. Shanahan reported that the 2019 Board/Commission Appointments had been made at the last meeting and referred Council Members to their paperwork. We had an error in the Council Liaison positions. Zachary Stoltzfus is the Park Board Liaison and Joshua Weimer will serve on the Technical Review Committee. Discussion followed.
MOTION: E. Mast made a motion to approve the changes in the Council Liaison positions on the 2019 Board/Commission Appointments as presented. C.A. Lazzaro seconded the motion. Motion carried.
TOWN MANAGER REPORT: B. Shanahan requested approval to gather information and bring a proposal to the Council for a new Town building to get some of the Town owned equipment under cover. There is property up around the Fire Station that may be a possibility. We currently have more equipment than storage space and need some options to help meet the needs of the Town. Discussion followed. B. Shanahan recommended the Technical Committee consider looking into devices for Council Members and to bring a recommendation back to the Council for consideration.
FINANCIAL REPORT: R. Downey reported that the 2019 Oath & Appointment forms had been prepared and requested that Council Members from 2018 sign the same. R. Downey reported that the 2019 Budget Order was received on December 31st with no changes to what the Town had requested. A motion to approve the Claims Registers would be appreciated, there are no Adjustment Journals.
MOTION: C.A. Lazzaro made a motion to approve the Claims Registers as submitted. E. Mast seconded the motion. Motion carried.
- Hite welcomed Westview High School Government Students, asked Council Members and staff to introduce themselves. Students were asked to introduce themselves. Introductions followed.
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.
Tad T. Hite, Council President Zachary J. Stoltzfus, Council Vice-President
Arlene Lazzaro, Council Member Elmer J. Mast, Council Member
Ruth Ann Downey, Clerk-Treasurer Joshua A. Weimer, Council Member