January 23, 2020 Council Meeting Minutes

MEMORANDA

SHIPSHEWANA TOWN COUNCIL

JANUARY 23, 2020  6:00 P.M.

SHIPSHEWANA TOWN HALL

Roger D. Yoder Council Room

345 N. Morton Street

Shipshewana, IN  46565

COUNCIL MEMBERS PRESENT:  Elmer J. Mast, C. Arlene Lazzaro, Joshua A. Weimer, Zachary J. Stoltzfus.

COUNCIL MEMBERS ABSENT:  Tad T. Hite.

MOTION:  A motion passed to accept the agenda with flexibility. 

OLD BUSINESS:  STORM WATER RATES:  The Town Manager reported that the Council met with the Financial Advisor yesterday and a parcel by parcel review will be a long process.

SAHS BUILDING MAINTENANCE REQUEST:  The maintenance request will not be addressed until a new agreement between the Town and the SAHS is in place.

NEW BUSINESS:  PUMP PURCHASE FOR K-Z LIFT STATION:  Council Members were referred to a quote from CEM Supply, Inc. of Coldwater, MI.  Due to standardizing our pumps for our lift stations this is the only quote for a 5 HP Grinder Pump for the K-Z lift station location.  Currently there is no back-up pump so the current pump will be sent in for repair and used as a back-up pump for this lift station. 

MOTION:  A motion passed approving the purchase of a 5 HP Grinder Pump for the K-Z lift station from CEM Supply, Inc. of Coldwater, MI in the amount of $9,307.80.

FIRE TRUCK PURCHASE:  An Ordinance has been prepared and the Contract from Spartan for the Fire Truck purchase has been reviewed by the Town Attorney.  The Town Attorney has expressed some concerns that should be addressed before the contract is approved.  There is a deadline which may result in a price increase for the vehicle.  MOTION:  A motion passed to table the Fire Truck Purchase.

NEW HIRE – IT DIRECTOR/COMMUNICATION SPECIALIST POSITION:  The Town Manager reported that interviews had been held and the Tech Committee has made a recommendation regarding filling the position and requested permission to extend an offer of employment.

MOTION:  A motion passed authorizing the Town Manager to work with the Town Attorney on an offer of employment letter for the IT Director/Communication Specialist Position. 

2020 STREET IMPROVEMENTS – SPECIAL MEETING:  Due to INDOT deadlines for this project a special meeting needs to be set to receive bids so that the project can be awarded at the February 13th Council meeting.  MOTION:  A motion passed setting a Special Town Council meeting on February 6th at 2 p.m. at the Shipshewana Town Hall to open bids for the 2020 Street Improvement project.

2020 CENSUS BRIEFING:  The Town Manager reported that Census information will be gathered electronically, by mail, through distribution centers, and people knocking on doors.  He stressed the importance of accuracy of the Census count as that affect’s financial distributions to the Town for the next 10 years.

ROBERT HENRY PAY APP #5 & WORK ALLOWANCE AUTHORIZATION:  Pay App #5 includes continued work on plumbing, HVAC, and electrical work at the Public Restrooms.  It also includes Work Allowance Adjustment #3 for Bronze Plaques, lighting fixture revisions and remediation on the parking lot subgrade.  MOTION:  A motion passed approving Pay App #5 in the amount of $42,135.82 to The Robert Henry Corp. for the Public Restroom project.  MOTION:  A motion passed to approve Allowance Adjustment Number 1-03 for The Robert Henry Corp. in the amount of $7,740.00.

STREET DEPARTMENT MAINTENANCE BUILDING HEATERS:  Three quotes were submitted for heating unit replacement at the Street Maintenance Building as follows:  Crystal Valley Comfort of Elkhart, IN submitted two options.  Option #1 $12,253.00 and Option #2 $11,979.00.  A Good Neighbor Heating & Cooling/Problem Solved of Middlebury, IN $11,649.00.  Home-Town Heating & Plumbing, LLC of Sturgis, MI $6,760.00.  Discussion followed.   MOTION:  A motion passed to have Home-Town Heating & Plumbing, LLC of Sturgis, MI replace the heating unit at the Street Maintenance Building for $6,760.00.

FINANCIAL REPORT:  The Clerk-Treasurer distributed the 2020 Board & Commission Appointment report to Council Members and reported that Ben Bennett is willing to serve as a Park Board Member with his term expiring December 31, 2021.  This still leaves one vacancy on the Park Board and one vacancy on the Redevelopment Commission for 2020.  MOTION:  A motion passed approving the Appointment & Oath Form for the appointment of Ben Bennet to the Shipshewana Park Board.     A request was made for approval of the Claims Register, December Bank Reconciliation and January 9, 2020 Memoranda.  MOTION:  A motion passed approving the Claims Register, December Bank Reconciliation and January 9, 2020 Memoranda as submitted. 

Discussion followed regarding a stop sign on Country Lane by the Dr. Office and Westview Government Class Student introductions followed.

MOTION:  A motion passed adjourning the meeting.

______________________________________                  _______________________________________

Zachary J. Stoltzfus, Council Vice-President                           Elmer J. Mast, Council Member

______________________________________                   ______________________________________

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

ATTEST:

______________________________________            

Ruth Ann Downey, Clerk-Treasurer