June 14, 2018 Council Meeting Minutes

SHIPSHEWANA TOWN COUNCIL

JUNE 14, 2018  6:00 P.M.

SHIPSHEWANA TOWN HALL

Roger D. Yoder Council Room

345 N. Morton Street

Shipshewana, IN  46565

 

PRESENT:  Council; C. Arlene Lazzaro, Elmer J. Mast, Lynn M. Bontrager, J. Mike Wilcher.  ABSENT:

Council; Tad T. Hite.  PRESENT:  Staff; Robert W. Shanahan, Kurt R. Bachman, Tom M. Fitch II, Ruth Ann Downey.  Public; Leanna Martin, Laurie Sherck, Nate Jones, Lyle Miller, Marvin Yoder, Zac Stoltzfus, Guy Thompson.

 

Council President, E. Mast called the meeting to order, noted that Council Member Tad T. Hite was absent, welcomed everyone, and asked that they sign in.  Agendas were available.

 

INVOCATION & PLEDGE:  J.M. Wilcher gave the invocation and L. Bontrager led the pledge.

 

PUBLIC HEARING REGARDING ADDITIONAL APPROPRIATIONS

 

  1. Mast opened the public hearing portion of the meeting and asked the Clerk-Treasurer to report on the Additional Appropriations requested. Clerk-Treasurer R. Downey referred Council Members to their paperwork for the Notice to Taxpayers of Proposed Additional Appropriations and reported the Additional Appropriations Requests as follows: General Fund $35,360.00 for wages for Police Department Clerical Staff and $20,000.00 for Tech Services and Jet Packs for the Police Department for a General Fund total of $55,360.00.  In the Food & Beverage Tax Fund the request is for $10,000.00 for the drainage pipe repair on the Pumpkinvine Trail.  The community Crossing Grant Fund request is for $743,558.00 which includes the Grant money and the Town match for the 2018 Street projects.  LOIT – Public Safety is for $30,000.00 for equipment for the new pumper truck for the Fire Department.  E. Mast asked for input from the public.  There being no public input E. Mast closed the Public Hearing portion of the meeting.

 

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

 

OLD BUSINESS: 

PUBLIC RESTROOM PROJECT:  B. Shanahan reported that two options for the location of the Town Public Restrooms had been presented at the last Council meeting for the Council’s consideration.   One option is the current location and the second option would be in the Town Park.  Our current restrooms are old and starting to nickel and dime us with repair costs.  The question is stay at the existing location or move to the new location, taking into consideration the overall growth of the Town, a trailhead for the Pumpkinvine Trail, and the fact that there is little cost difference for the project no matter which location is chosen.  A third option was suggested and that would be using a portion of the Wolfe Community Building for restrooms.  B. Shanahan referred Council Members and the public to his power point presentation and pointed out the proposed placement of the restrooms if they are built in the park –  figure #1, or leaving them at their current location, figure #2.  The cost is a wash whether we leave them where they are and rebuild on the old site or build them in the park.  One could consider it a benefit to build them in the park because the old restrooms would remain in operation during their construction.  A cross walk will be needed whether the restrooms remain at their current location or are moved to the park.  Conceptual design floor and elevation plans were reviewed; Option #1  has a men’s and women’s room, and Option #2 has a men’s, women’s and family room.  B. Shanahan pointed out that the size of the building will remain the same with Option #1 or #2 only the size of the storage area will change.  The third option has not been reviewed by DLZ, but the proposal is to use the coat room of the Wolfe Building.  This could end up being more of a problem than a solution because you would have to find another place for 100+ people to hang their coats, which would reduce the space in the main room.  Discussion followed.  L. Martin Park Board President presented Council Members with the results from a survey done by the Shipshewana Parks Department via their Face Book page where 64% of the respondents would like to see the new restrooms built in the Town Park.  L. Martin reported that having the Public Restrooms in the Park is also the recommendation from the Park Board or possibly having them attached to the Wolfe Building if that could save on the cost of the project.  E. Mast pointed out that the Town has the money appropriated for the project this year and only part of the Wolfe Building has a basement under it, the rest is on a slab which could make running water and sewer lines difficult.  L. Martin reported that the Park Board preferred the option with family restrooms.  Discussion followed.

 

MOTION:  J.M. Wilcher made a motion to move forward with finalization of the plans and advertisement for bids for new Public Restrooms to be located in the Town Park and to go with floor plan Option #2 which includes the family restroom.  L. Bontrager seconded the motion.  AYES: J.M. Wilcher, L. Bontrager, E. Mast.  NAYS: – 0 – ABSTENTIONS:  C.A. Lazzaro.  Motion carried.

 

SRMA FLOWER PROPOSAL:  N. Jones Service Committee Member of the SRMA (Shipshewana Retail Merchants Association) handed out a Flower Fund Proposal to Council Members and reported that historically the flower baskets around Town are bought by the Town Merchants along with the hangers and the pots.  We are hoping that by working cooperatively with the Town we could save money and manpower.  Our total annual cost for spring and fall flowers and the labor to water those flowers comes to $3,944.00.  The Town of Middlebury has a Flower Fund where individuals or businesses can donate to purchase flowers, the Town pays for the labor through their Park Department to water the flowers.  If a Shipshewana Town Flower Fund is created and the money is run through the Shipshewana Public Benefit Corporation contributions to the Flower Fund can be tax deductible.  We have found that the hardest part is finding the labor to water the flowers.  Next year we need to re-furbish the hangers and brackets that hang from the light poles and that cost is estimated at $952.00.  Discussion followed.  B. Shanahan reported that this year the Town has spent $1,340.00 on flowers, and $210.00 for mulch.  We hired two students to help water and maintain the flower beds and grounds which brings the Town cost to $11,150.00 for beautification.  The Town cost also includes trash pick-up, and summer mowing.  L. Bontrager pointed out it would be good if we had some volunteers, but we have not seen much volunteer interest in the past.  Middlebury has a group called Friends of the Parks that helps with their fund-raising events.  C.A. Lazzaro expressed positive interest in the idea of having a Flower Fund.  N. Jones pointed out the importance of having the money flow through the Public Benefit Corp. for tax purposes.  L. Bontrager suggested having something set up at the Fall Crafters Fair and Mayfest to seek donations and promote the community.  Discussion followed.  J.M. Wilcher recommended that the SRMA work with the Park Department and bring back a recommendation to the Town .  E. Mast recommended that the Park Department consider putting something out on Facebook and see what kind of a response they get.  L. Bontrager pointed out that the next scheduled Park Board meeting is in August.  B. Shanahan reported that he planned on calling an additional Park Board meeting to discuss the 2019 Budget and possible capital park expenditures.  E. Mast thanked N. Jones for coming and encouraged him to work with the Park Board and bring back a recommendation to the Council.

 

BID NOTICE FOR THE SR 5/FARVER STREET IMPROVEMENT PROJECT:  B. Shanahan reported that the Shipshewana Redevelopment Commission had met earlier this evening and approved TIF Funding for the Farver Street/SR 5 Improvement Project.  The Town Council will need to hold a special meeting on July 10th at 2 p.m. to open the bids and take them under advisement so that Award of the Project can be made at the July 12th Council meeting.  This project will include a turn lane on SR 5, signal installation for crosswalks across SR 5 along with sidewalks and paving from SR 5 to the MEC.  This evening a motion to advertise for bids is needed to move this project forward.  Discussion followed.

 

MOTION:  C.A. Lazzaro made a motion authorizing advertisement for bids for the SR 5 & Farver Street Lane Improvements Project.  L. Bontrager seconded the motion.  Motion carried.

 

ADDITIONAL APPROPRIATION ORDINANCE:  R. Downey reported that this Ordinance officially approves the Additional Appropriations that were presented earlier during the Public Hearing portion of the meeting.

 

President E. Mast introduced AN ORDINANCE APPROPRIATING ADDITIONAL FUNDS.  Council member L. Bontrager 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(557)” 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 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(557)” at this meeting, be suspended and that said Ordinance be placed on its final passage.  Motion carried.

 

“II-F-1-d(557)” 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:  Lynn M. Bontrager, C. Arlene Lazzaro, J. Mike Wilcher, 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(557)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.

 

APPROPRIATION TRANSFER ORDINANCE:  R. Downey reported that this Ordinance just moves the money from one appropriation to another so that no appropriation is left in the negative.

 

President E. Mast introduced AN ORDINANCE TRANSFERRING MONIES IN THE GENERAL, TIF, LOIT SPECIAL DISTRIBUTION, AND CCD FUNDS.  Council Member L. Bontrager 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(558)” 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 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(558)” at this meeting, be suspended and that said Ordinance be placed on its final passage.  Motion carried.

 

“II-F-1-d(558)” 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:  Lynn M. Bontrager, C. Arlene Lazzaro, J. Mike Wilcher, 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(558)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.

 

HARRISON STREET – ONE WAY:   B. Shanahan reported that work on the Harrison Street project continues and referred Council Members to their paperwork which shows proposed parking and making the street one way going north.  New wider sidewalks have been installed which reduces the travel portion of the road.    The map in front of you does not go all the way to Main Street, but the recommendation from our engineer, DLZ, is that Harrison Street be one way from Middlebury Street to Main Street with parallel parking on the east side and angle parking on the west side.  This proposal reduces the number of parking spaces from 46 to 42, but there is just not enough room to have angle parking on both sides of the street.   I let the businesses on Harrison Street know there would be discussion at the meeting and that an Ordinance would be considered at the next Council Meeting.  E. Mast asked for discussion and comments on the Harrison Street proposal.  Marshal T. Fitch II agreed that the wider sidewalks will shrink the travel portion of the road and pointed out that reducing the size of the islands at the intersection of Middlebury and Harrison should help reduce the number of accidents.  N. Jones asked if the section of Harrison Street going south from Main Street to the alley could remain two-way  for easier access to the parking lot for the Davis Mercantile.  B. Shanahan reported that leaving that section two-way would only invite disaster, we have been talking to Alvin Miller and Zack Stoltzfus about the need to make this road one way and Zack is here this evening.  Zack responded that we will watch the traffic flow and we have options to reconfigure the parking lot if necessary.  B. Shanahan reminded Council Members that the decision regarding making Harrison Street one-way will be made at the next Council meeting.  Discussion followed.

 

COMMUNITY CROSSINGS GRANT PROJECTS UPDATE:  B. Shanahan reported that June 29th is the expected completion date for Harrison Street, the work at the end of Harrison Street by the Davis Mercantile will not be done next week due to the Quilt Festival.  The hope is to have Harrison Street open on the first Monday in July.  So far, we have had no change orders for the Community Crossings Grant Projects.  ARI has been doing a good job.  L. Sherck reported that she has received numerous compliments from the merchants regarding how well B. Shanahan had done at keeping them informed and that the API crew has done a good job as well.  Discussion followed.

 

POLICE DEPARTMENT REPORT:  T. Fitch referred Council Members to their paperwork for the March, April and May Monthly Reports.  We finally have the jet packs up and running, this is a wireless internet point for the MDT’s in the police cars.  Discussion followed.

 

  1. Mast asked for corrections or additions to the May 24, 2018 Council meeting minutes.

 

MOTION:  C.A. Lazzaro made a motion to approve the May 24, 2018 Council meeting minutes as presented.   L. Bontrager seconded the motion.  Motion carried.

 

TOWN MANAGER REPORT:  B. Shanahan referred Council Members to their paperwork for a quote from D-Bar-D to bring back the Vac-truck from Florida, you also have the actual invoice from D-Bar-D.  The truck was secured by the Police Department through the military surplus program to be used by the Police Department and can be borrowed by the Town.  You approved a quote of $3,500.00 to bring the vac truck from Cape Canaveral, Florida to Shipshewana.  The truck broke down two times on the way here, so we have repair and towing costs that were not anticipated.  The invoice  reflects the actual cost to get the truck here in the amount of $6,298.57.  Discussion followed.

 

MOTION:  C.A. Lazzaro made a motion to approve the invoice in the amount of $6,298.57 from D-Bar-D, LLC. for bringing the vac truck to Shipshewana from Florida.  L. Bontrager seconded the motion.  Motion carried.

 

FINANCIAL REPORT:  R. Downey referred Council Members to their paperwork for the May Fund Report and reported that she had been contacted by Elsie Miller asking if she could plant and maintain the flowers in the walking alley between Edward Jones and the Pumpkinvine Restaurant.  Discussion followed.  Council Members had no objections to E. Miller planting and maintaining flowers in the walking alley between Morton and Harrison Street.  R. Downey reported that 2019 Budget time is right around the corner.  Financial Consultant, Greg Guerrettaz will be here on Thursday, July 19th to work on a first draft of the budget and I have a meeting with the DLGF for their review of our proposed budget on August 14th.  R. Downey requested that Council Members check their calendars for a date and time that would work to hold the Council Budget Workshop between July 19th and August 14th so that the Council Budget Workshop date can be set at the next Council meeting.  A motion to approve the Claims Registers and the May Bank Statement Reconciliations would be appreciated.  Discussion followed.

 

MOTION:   C.A. Lazzaro made a motion to approve the May 31st and the June 14th Claims Registers along with  the May Bank Statement Reconciliations as presented.  L. Bontrager seconded the motion.  Motion carried.

 

  1. Mast asked if there was any further business to come before the Council, there being none he asked for a motion to adjourn.

 

MOTION:  C.A. Lazzaro made a motion to adjourn.  L. Bontrager seconded the motion.  Motion carried.