March 9, 2017 Meeting Minutes
SHIPSHEWANA TOWN COUNCIL
MARCH 9, 2017 6:OO P.M.
SHIPSHEWANA TOWN HALL
345 N. MORTON STREET
SHIPSHEWANA, IN 46565
PRESENT: Council; C. Arlene Lazzaro, Elmer J. Mast, J. Mike Wilcher, Tad T. Hite, Lynn M. Bontrager. Staff; Mike Sutter, Kurt R. Bachman, Brandon Hooley, Ruth Ann Downey. Public: Robert Shanahan, Marvin Yoder, Al Yoder, Brian Lambright, Keith Lambright, Angela Handshoe, George Bachman, Guy Thompson.
Council President, C. Arlene Lazzaro called the meeting to order, noted that all Council Members were present, asked everyone to sign in, and noted that agendas were available.
INVOCATION & PLEDGE: J.M. Wilcher gave the invocation and L. Bontrager led the pledge.
C.A. Lazzaro asked for corrections or additions to the February 9th or the February 23rd Council meeting minutes.
MOTION: L. Bontrager made a motion to accept the February 9, 2017 and the February 23, 2017 minutes as written. T. Hite seconded the motion. Motion carried.
MOTION: E. Mast made a motion to accept the agenda with flexibility. L. Bontrager seconded the motion. Motion carried.
C.A. Lazzaro reported that item #1 Sounding Emergency Warning Sirens would be tabled since Arron Knisley from the County was not able to attend the meeting.
C.A. Lazzaro recognized, Bob Shanahan from the LaGrange County Planning and Zoning Department. B. Shanahan passed out a Beacon map which outlined a recent rezone of 47+ acres known as the Pletcher property located west of SR 5 just outside of the Town limits. This property has been zoned industrial since 1973 but has always been used as farmland. The rezone request has been made as part of the effort to bring the Pumpkinvine Trail from 850 into Town. If you follow the purple line on page three of the handout you will see where the proposed trail will go and cross SR 5 by North Street and come up into the Town Park. The property has been rezoned as agricultural and you will not want a hog barn or animal feeding operation located there. Willie Christner purchased the property and plans on putting his home on part of the property. Possibly the rest of the property will be sold as residential farmetts, or he may sub-divide the property further. Due to the location of this property as it develops they must connect to the Town Utilities and possibly at some point be annexed into the Town. Extending the trail into Town will be good, but crossing SR 5 will take some thought. M. Sutter reported that there had already been preliminary discussion with INDOT regarding this matter. B. Shanahan encouraged the Council to keep this property in mind as it develops it may need some deed or platting restrictions. B. Shanahan further reported that the MEC Center has pulled their first building permits for the foundation. They will not receive their occupancy permit until 200 N is developed from SR 5 to the east edge of their property. This road development will need the Town and the County’s approval. A letter of credit or bond for the building of the road will be required. Discussion followed.
Council Member, Tad Hite temporarily stepped down from his position as Town Council Member to present a Uniform Conflict of Interest Disclosure Statement as a business owner of Hite Uniform Company, LLC to the Town Council and explained that he would like to quote on products that may be used by the Police and Fire Departments. When I submit a quote, I will abstain from all discussion and vote regarding the product being considered. Discussion followed.
MOTION: L. Bontrager made a motion to approve the Uniform Conflict of Interest Disclosure Statement as submitted by Tad Hite and authorized the Council President to sign the same. The Clerk-Treasurer is to file copies of this statement with the SBOA and the Clerk-of the Circuit Court. J.M. Wilcher seconded the motion. Motion carried.
- Hite resumed his position on the Town Council.
YODER DAY’S DECLARATION: Al Yoder passed out a flier regarding the National Yoder Family Reunion which will be held at the Shipshewana Event Center on September 20 – 23, 2017. This is the 300th anniversary of the first Anabaptist Yoder coming to America. Al Yoder shared some of the Yoder history of the area and reported that Wednesday, September 20th would be the opening ceremony for the reunion. Should you choose to declare September 20 – 23, 2017 as Yoder Days here in Shipshewana if one or all the Council Members could attend the opening ceremony to present the Proclamation it would be appreciated. Discussion followed.
MOTION: E. Mast made a motion authorizing the Town Manager to draft a Resolution Proclaiming Yoder Days as September 20 – 23, 2017 here in Shipshewana. L. Bontrager seconded the motion. Motion carried.
Al Yoder thanked the Council. Discussion followed. Council Member, J. M. Wilcher excused himself and left for another engagement.
POLICE DEPARTMENT REPORT: Deputy Marshal, B. Hooley referred Council Members to their paperwork for three quotes for a Molle Carrier Vest Purchase. B. Hooley reported that this vest would take things off our belts and distributes the weight to the vest. We recently held a combat medic class and it was pointed out that we rarely have a medic kit with us when we first get to the accident, with this vest you would have some medical equipment on you. This vest has a different style than a military vest but you still look professional. You can also slide plates in for an active shooter situation. We have received three quotes to purchase 15 of these vests. Quotes were as follows: Brateman’s of Ft. Wayne, IN $2,535.00, Galls of Illinois $2,797.65 and Hite Uniform at $3,555.00. Discussion followed.
MOTION: E. Mast made a motion to accept the quote from Brateman’s for 15 Vest for a total cost of $2,535.00 and to take $535.00 from training, $1,000.00 from police reserve supplies and $1,000.00 from the police clothing allowance. L. Bontrager seconded the motion. T. Hite abstained. Motion carried.
PARTNER WITH MOBILITIE FOR MOUNTING OF TOWN EMERGENCY WARNING SIREN: M. Sutter reported that items #3 & #4 on the agenda go together. APPROVAL TO LOCATE TELECOMMUNICATIONS POLE ON BERKSIRE DRIVE: M. Sutter reported we have been talking about a second emergency warning siren for the south end of Town and a location to put it. Mobilitie Telecommunication would like to install a 90’ pole in the right-of-way on Berkshire Drive. This would be a good location for our warning siren as well. Mobilitie is willing to allow the Town to mount a siren on their pole. The approximate cost for the siren will be between $17,000.00 and $20,000.00, there will be additional cost for electric service to the siren but we will not have to pay for a pole. Mobilitie has provided us with photos of what their pole will look like and drawings for the mount for the Town siren. They are still finalizing drawings; my recommendation is that the Council consider a partnership with Mobilitie contingent on entering an agreement with them that has been approved by legal counsel and to have the Town Engineer review the specifications for the siren mount so this project can move forward on Berkshire Drive. Discussion followed.
MOTION: E. Mast made a motion to partner with Mobilitie Telecommunications, allowing them to install a pole in the easement on Berkshire Drive which will have a mount on it to hold an Emergency Warning Siren for the Town subject to the review and approval of all agreements and specifications by the Town Engineer and Legal Counsel. L. Bontrager seconded the motion. Motion carried.
WATER DEPARTMENT PURCHASE (BACKFLOW DEVICES): M. Sutter referred Council Members to their paperwork for a quote from Pollardwater of New York for a backflow preventer, dechlorinator equipment, dechlorination tables, fire hose assemblies and a dual hitch. This equipment will be used for flushing hydrants. Pollardwater is a sole provider. Discussion followed.
MOTION: L. Bontrager made a motion to purchase the Dechlorinator, brackets, dual hitch and other items as quoted by Pollardwater at a total cost of $3,061.29. E. Mast seconded the motion. Motion carried.
SUMMER HELP (LAWN MAINTENANCE): M. Sutter requested approval to advertise and proceed with the hiring process of one lawn maintenance person for the Town for this summer at a wage of $8.50 to $9.00 per hour. Discussion followed.
MOTION: E. Mast made a motion authorizing the Town manager to advertise and hire summer help for lawn maintenance for the Town of Shipshewana at a pay rate of $8.50 to $9.00 per hour. T. Hite seconded the motion. Motion carried.
TOWN MANAGER REPORT: M. Sutter reported that last spring the Westview High School Agriculture class planted the flowers for Town at no cost to the Town as a class project. This year the class was not offered so we are looking for someone who would be willing to plant some flowers for the Town this spring. Once they are planted the Town will take over the watering and maintenance of the flower beds. Discussion followed.
HIRE ATTORNEY FOR MEC ANNEXATION: M. Sutter reported that due to a possible conflict of Interest Beers, Mallers, Backs, and Salin LLLP will not be able to represent the Town during the MEC annexation process. This will be a voluntary annexation by the MEC along with two other parcels, which we hope will be voluntary as well. In your paperwork is a letter from Barnes & Thornburg LLP who are willing to represent the Town for this annexation. With Council approval, Rich Deahl of Barnes & Thornburg LLP will be the lead counsel for the annexation. Legal cost will vary greatly depending on if it is a completely voluntary annexation. Discussion followed.
MOTION: T. Hite made a motion to accept Barnes & Thornburg LLP as legal counsel for the MEC annexation and authorized the Council President to sign the agreement. E. Mast seconded the motion. Motion carried.
KEY BUDGET/UTILITY BILLING ANNUAL SOFTWARE MAINTENANCE CONTRACT: R. Downey referred Council Members to their paperwork for a copy of the invoice and Maintenance Agreement from Boyce Systems for the Key-Billing, Key Budget and Key Device for a total license renewal cost of $4,530.00. R. Downey reported this is approximately a 4% increase over our cost for this service last year and it does include program upgrades for the software. Discussion followed.
MOTION: E. Mast made a motion to accept the License Renewal and Maintenance Agreement for the Key Budget, Key Billing and Key-Device programs for the Town of Shipshewana as submitted by A.E. Boyce Company, Inc. in the total amount of $4,530.00. L. Bontrager seconded the motion. Motion carried.
FINANCIAL REPORT: R. Downey referred Council Members to their paperwork for the February Fund report and requested a motion to approve the Claims Registers, Adjustment Journals and February Bank Reconciliation as submitted. Discussion followed.
MOTION: E. Mast made a motion to approve the Claims Registers, Adjustment Journals and February Bank Reconciliation as submitted. L. Bontrager seconded the motion. Motion carried.
- A. Lazzaro ask Council Members if they had anything further to report.
- Bontrager reported that the Carriage Committee met earlier this week and we have some recommendations for the Council’s consideration. We would like the $200.00 annual registration fee to include the first 5 carriages and the fee for additional carriages to be $50.00 each with no limit on the number of additional carriages. We also recommend that the Pedi-cabs be required to have a tall flag for visibility. Discussion followed.
MOTION: T. Hite made a motion to Amend the Carriage for Hire Ordinance per the recommendations of the Carriage Committee as follows: There will be no limit on the number of additional carriages, the $200.00 annual registration fee will include the first 5 carriages and the fee for each additional carriage will be $50.00 each. Pedi-cabs will be required to have a tall flag for visibility. E. Mast seconded the motion. Motion carried.
ATTORNEY REPORT: K. Bachman had nothing further to report.
- A. Lazzaro pointed out that there was one Westview High School government class student present. A. Handshoe introduced herself and C.A. Lazzaro introduced the Town Council and Staff.
MOTION: L. Bontrager made a motion to suspend the rules for any second readings of Ordinances or Resolutions. E. Mast seconded the motion. Motion carried.
There being no further business to come before the Council C.A. Lazzaro requested a motion to adjourn.
MOTION: T. Hite made a motion to adjourn. L. Bontrager seconded the motion. Motion carried.