March, 8, 2018 Council Meeting Minutes
SHIPSHEWANA TOWN COUNCIL
MARCH 8, 2018 6:00 P.M.
SHIPSHEWANA TOWN HALL
ROGER D. YODER COUNCIL ROOM
345 N. MORTON STREET
SHIPSHEWANA, IN 46565
PRESENT: Council; Elmer J. Mast, Lynn M. Bontrager, C. Arlene Lazzaro, J. Mike Wilcher. Staff; Robert W. Shanahan, Kurt R. Bachman, Casey Erwin, Charity R. Elliott, Tom M. Fitch II. ABSENT: Council; Tad T. Hite. Staff; Clerk-Treasurer Ruth Ann Downey. PUBLIC PRESENT: Guy Thompson, Summer Konkle, Ashley Miller, Alyvea Bender, George Bachman.
Council President, E. Mast called the meeting to order, noted that Council Member T. Hite and Clerk-Treasurer, R. Downey were absent, all other Council Members were present. E. Mast welcomed everyone and asked that they sign in. Agenda’s were available.
INVOCATION & PLEDGE: C.A. Lazzaro gave the invocation and J.M. Wilcher led the pledge.
MOTION: L. Bontrager made a motion to accept the agenda with flexibility. C.A. Lazzaro seconded the motion. Motion carried.
POSSIBLE CHANGE TO MEETING DATES: Council President, E. Mast tabled the possible change to meeting dates.
CONDITIONAL AWARD OF COMMUNITY CROSSINGS GRANT PROJECT: C. Erwin of DLZ reported that there would be a couple of action items for the Council to consider this evening. The apparent low bidder at the last Council Meeting was API and all their bid documents are in order, see attached bid tabulation sheet and Summary of Project Funding. Our formal recommendation is that API is the lowest most responsive bidder, so I would ask that the Council consider Preliminary Award of this project to API Construction Corp. which is contingent on the receipt of Community Crossing Grant Funding from INDOT. Next a motion to authorize sending a funding request to INDOT to release the grants funds in the amount of $557,699.43 and authorize signing of the Final Notice of Award, Form 96 and the Contract outside of a Council meeting subject to receipt of funding. Discussion followed.
MOTION: C.A. Lazzaro made a motion to authorize the Council Presenting to sign the Preliminary Notice of Award for the 2018 Street Improvements including if Ordered Work. L. Bontrager seconded the motion. Motion carried.
MOTION: L. Bontrager made a motion to authorize DLZ to work with the Town Manager and Administrative Assistant to proceed with the Release of Funding from INDOT for the Community Crossings Grant Funds. C.A. Lazzaro seconded the motion. Motion carried.
MOTION: L. Bontrager made a motion to authorize the signing of Contract Documents outside of a Council meeting once the grant funding is received. C.A. Lazzaro seconded the motion. Motion carried.
- Shanahan pointed out that the original INDOT Grant award amount for the Town was $690,000.00 since the bid amount came in lower we will be receiving only $557,668.43 can we request additional release of funds from INDOT for the difference. K. Bachman responded that the Council can authorize the Town Manager to work with DLZ to request additional funds.
MOTION: J. Mike Wilcher made a motion authorizing the Town Manager to work with DLZ to request additional grant funding up to the full award amount from INDOT since the bids came in lower than expected. C.A. Lazzaro seconded the motion. Motion carried.
SET DATES FOR TOWN WIDE CLEAN-UP/GARAGE SALES 2018: B. Shanahan requested that the Town-wide Garage Sales be set for the weekend after Mayfest which will be May 11th & 12th. For those who don’t get rid of everything at their sale we would like to set the Town-wide Cleanup for May 18th and 19th. A Utility Bill will be required as proof of residency, and a flier will be sent out in the April Utility Bills to notify the public that they will be able to dispose of unwanted items at the compost site on May 18th and 19th. Discussion followed.
MOTION: L. Bontrager made a motion to set the dates of May 11th and 12th for the Town-wide Garage Sales and May 18th and 19th for the Town-wide cleanup. C. A. Lazzaro seconded the motion. Motion carried.
KEYSTONE LICENSE RENEWAL: Administrative Assistant, C. Elliott referred Council Members to their paperwork for the annual software license renewal, the total cost has gone up $200.00 over last year. This is for our Utility Billing and the Town Books. Discussion followed.
MOTION: L. Bontrager made a motion to approve the Annual Software License Renewal for the Utility Billing and Town Books with A.E. Boyce Company/Keystone Systems at a total cost of $4,730.00 and authorized the Council President to sign the same. C.A. Lazzaro seconded the motion. Motion carried.
TECHNOLOGY UPDATE: B. Shanahan reported that T. Hite was going to give an update, but I would like to cover just a few things with regard to technology. We had talked last year about updating the phone system because our phone system was from 2003, the Council approved updating the phone system at the end of last year and the new phones will be installed this Friday. There were some variations from the contract that was approved with TeleData, Inc. it was decided to update the phones at the Fire Department as well, so I have a new quote for the project for a total of $3,850.00 which is approximately a $200.00 addition from the previous quote, which will provide two new phones and wiring at the Fire Station. Discussion followed.
MOTION: C.A. Lazzaro made a motion to approve the new quote from TeleData, Inc. in the amount of $3,850.00 which includes two new phones for the Fire Station and authorized the Council President to sign the same. J. Mike Wilcher seconded the motion. Motion carried.
BUILDING UPDATE, NEW OFFICE AREA: B. Shanahan reported that he had talked with the Council a couple of meetings ago regarding the need for additional office space due to new requirements for privacy. C. Elliott is our Human Resource Officer and currently has no place to privately meet with individuals. We are proposing petitioning an area off around C. Elliott’s desk and the work is something that we can do in house. We have two employees, Rodger Owsley, and Sean Neeley who have done contract work on their own time and they are willing to do this project during their normal working hours, this project will come second to their regular duties. By doing this in house it will save on the labor cost. You have an outline of what it is going to cost for materials for this office and for additional office space for the Police Reserve Officers. The police office will take some space from the foyer area and the labor will be provided by Town Employees. Discussion followed.
MOTION: C.A. Lazzaro made a motion to purchase the tools and materials necessary for the office areas as presented for the Police Department and for the Human Resource Officer in the amount of $3,748.53 and to use Town Employees for the projects. L. Bontrager seconded the motion. Motion carried.
ATTORNEY REPORT: K. Bachman had nothing further to report.
- Mast asked Council Members if they had anything further to bring before the Council. Council Members had nothing further to report.
FINANCIAL REPORT: C. Elliott reported that T. Fitch II completed the employee review for 5th Officer Katie Neidemire and gave her a positive review. With a positive review she is eligible for a 25 cent per hour raise which will be effective March 12, 2018. I have prepared a Wage and Salary Ordinance Amendment for the Council’s consideration. Discussion followed.
President E. Mast introduced AN ORDINANCE AMENDING WAGE AND SALARY ORDINANCE NO. II-F-1-d(2) FOR TOWN EMPLOYEES FOR THE CALENDAR YEAR 2018. Council Member J.M. Wilcher made a motion, seconded by Council Member L. Bontrager, 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(548)” 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 J. Mike Wilcher, 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(548)” at this meeting, be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-1-d(548)” 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: J. Mike Wilcher, Lynn M. Bontrager, C. Arlene Lazzaro, 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(548)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.
- Elliott requested a motion to approve the Claims Registers and Adjustment Journals along with the February Bank Reconciliation Statement as submitted. Discussion followed.
MOTION: L. Bontrager made a motion to approve all documents as presented. C.A. Lazzaro seconded the motion. Motion carried.
TOWN MANAGER REPORT: B. Shanahan reported that on the second of March the Shipshewana Car Museum Inc. Board held interviews with seven auctioneering firms. The Board was presented with a lot of information. No decision on an auctioneer for the sale of the Hudson Cars and memorabilia has been made by the Board but they have decided to allow more time to go over all the information thoroughly. We had auctioneers come from all over the country and everyone had good presentations. I am confident that a decision will be made prior to the next Council meeting and a recommendation will be made to the Council at that meeting. Discussion followed.
COUNTY COMMISSIONER REPORT: G. Bachman had nothing to report.
- Mast welcomed the Westview Government Class students and introduced the Town Council and Staff to them. E. Mast asked the students to introduce themselves and ask any questions they may have. Introductions followed.
- Shanahan gave an update on Clerk-Treasurer R. Downey and reported after she fell and fractured both her elbows she had two weeks where she was not to be at work. She returns to the Doctor next Monday and hopes to be able to return to work after that. C. Elliot has been doing an excellent job keeping R. Downey up-to date. Discussion followed.
POLICE DEPARTMENT REPORT: T. Fitch II requested approval to put on Terry Williams and Dalen Neff as Police Reserve Officers to fill two vacant positions, we currently have six Reserve Officers on the department with room for ten. Terry Williams is the plant manager at Lake Park Industries, he has passed all the physicals and the background check. Dalen Neff is the son of Keith Neff. Keith was a volunteer Firefighter over in LaGrange for many years. Dalen has also passed all the physicals and the background check. I believe they both are excellent candidates. T. Fitch II reported that with the addition of Terry and Dalen we still have two vacant Reserve positions to fill.
MOTION: L. Bontrager made a motion to approve the addition of Terry Williams and Dalen Neff as Shipshewana Police Reserve Officers to fill two vacant positions on the department. J.M. Wilcher seconded the motion. Motion carried.
There being no further business to come before the Council E. Mast asked for a motion to adjourn.
MOTION: C.A. Lazzaro made a motion to adjourn. L. Bontrager seconded the motion. Motion carried.