November 14, 2019 Council Meeting Minutes

MEMORANDA

SHIPSHEWANA TOWN COUNCIL

NOVEMBER 14, 2019  6:00 P.M.

SHIPSHEWANA TOWN HALL

Roger D. Yoder Council Room

345 N. Morton Street

Shipshewana, IN  46565

COUNCIL MEMBERS PRESENT:  Joshua A. Weimer, C. Arlene Lazzaro, Zachary J. Stoltzfus, Tad T. Hite.

COUNCIL MEMBERS PRESENT:  Elmer J. Mast.

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

THE COVE EVENT REPORT:  R. Merrifield of the county’s Juvenile Detention Alternative Initiative (JDAI) reported that the recent program at the Cove was a success thanks in part to the huge support of the Shipshewana Police Department.  The purpose of the event is to open-up communication between the kids and law enforcement.  We had 362 kids show up and 41 police officers at this event, with all kinds of food and activities.  Shipshewana Police Officers were in attendance and the Department provided some great door prizes.  I am here to say you should be proud of your Department. 

POLICE DEPARTMENT REPORT:  The light parade went well.  Traffic back-up were not due to lack of manpower just a lack of roads.  We had 54 officers out for this event, 25 were from the State Police.  More signage may help improve traffic flow.  A RAD class is being hosted by the Shipshewana Police Department this week in the Wolfe Building.   This class is open to the public.   

OLD BUSINESS:

MULTI-HAZARD MITIGATION PLAN:  The review of the plan is complete. 

MOTION:  A motion passed approving A RESOLUTION OF THE TOWN OF SHIPSHEWANA, INDIANA ADOPTING THE LAGRANGE COUNTY MULTI-HAZARD MITIGATION PLAN.

A motion passed suspending the rules for a second reading of all Resolutions.

PICNIC TABLES FOR NEW PARK PAVILION:  Quotes for 10 picnic tables were as follows:  Raber Patio Enclosures & Furniture, LLC of Shipshewana $10,000.00 for regular finish and $12,000.00 for natural finish.  Eash Sales of Shipshewana $8,122.00.  B & L Woodcrafts, LLC of Shipshewana $7,050.00 for weathered wood/Tudor brown or $7,750.00 for Mahogany wood grain/Tudor brown.

MOTION:  A motion passed approving the purchase of 10 6’ Mahogany wood grain/Tudor brown picnic tables from B & L Woodcrafts, LLC. For a total cost of $7,750.00.

STORM WATER RATES:  A Rate Review dated October 31, 2019 from Financial Solutions Group Inc. has been submitted to Council Members for review.  The report provides several possibilities and at some point, the Council will need to determine how they want to move forward. 

PUBLIC HEARING ADDITIONAL APPROPRIATIONS

There was a public hearing and discussion regarding Additional Appropriations.

ADDITIONAL APPROPRIATION ORDINANCE:  The Town Council unanimously passed AN ORDINANCE APPROPRIATING ADDITIONAL FUNDS.

TRANSFER RESOLUTION FROM GENERAL FUND TO STORM WATER DEBT FUND:  MOTION:  The Town Council unanimously passed A RESOLUTION TRANSFERRING CERTAIN MONEYS NOW EXISTING IN THE TOWN GENERAL FUND TO THE TOWN STORM WATER DEBT FUND IN ORDER TO FINANCE THE STORM WATER DEBT OBLIGATION FOR THE 2020 STORM WATER DEBT BUDGET AND REDUCE THE TAX RATE IN THE TOWN OF SHIPSHEWANA, INDIANA. 

APPROPRIATION TRANSFER ORDINANCE:  MOTION:  The Town Council unanimously passed AN ORDINANCE TRANSFERRING MONIES IN THE GENERAL, MVH, CCD, AND FIRE FUNDS.

MOTION:  A motion passed suspending the rules for a second reading of all Ordinances and Resolutions.

PAY REQUEST APPROVALS:  MOTION:  A motion passed approving Niblock Excavating Pay Request #5 in the amount of $422,781.68 for 2019 Street Improvements and authorized the Council President to sign the same.

MOTION: A motion passed approving The Robert Henry Corporation Pay Request #3 in the amount of $125,927.96 for the Public Restroom Project and authorized the Council President to sign the same.

ALLOWANCE ADJUSTMENT:  A motion passed approving Allowance Adjustment #1-02 for The Robert Henry Corporation in the amount of $7,148.00 and authorized the Council President to sign the same.

WORK ALLOWANCE APPROVAL (LIFT STATION PUMP):  MOTION:  A motion passed approving the purchase of a back-up pump from CEM Supply, Inc. of Coldwater, MI in the amount of $8,061.27 for the relocated SR 5 South Lift Station.  

HEALTH INSURANCE RENEWAL:  Due to a 16.53% increase in premiums with the Town’s current insurance provider Anthem Blue Cross a recommendation to change insurance carriers to PHP was presented to the Council.  PHP would decrease total out-of-pocket and would be an 8.1% increase.

MOTION:  A motion passed approving the change of insurance carriers to PHP Silver HSA P1 plan effective January 1, 2020 for Town Employees.  

LEAF VAC PURCHASE:  The current leaf vac is old, and we can no longer get parts for it.  We have rented a reconditioned 2006 Giant Leaf Vac with a 30 cubic yard debris hopper from Brown Equipment Company for leaf pick-up this fall and request approval to purchase this piece of equipment.  The $8,000.00 monthly rental fee will be subtracted from the total cost of $32,000.00.  Discussion followed.

MOTION:  A motion passed approving the purchase of an ALC-30 2006 Giant Leaf Vac with a 30 cubic yard debris hopper from Brown Equipment Company of Evansville IN with $8,000.00 to be paid from the MVH Fund and $24,000.00 from the CCD Fund. 

MEETING DATE FOR 2ND MEETING IN DECEMBER:  MOTION:  A motion passed moving the second Town Council meeting in December from December 26th to December 30th at 6:00 p.m. 

EMPLOYEE BONUSES:  MOTION:  A motion passed approving a net bonus of $250.00 for full time employees and a net bonus of $100.00 for part time employees.

HOLIDAY GIFT CERTIFICATE APPROVAL & HOLIDAY PARTY:  Council set the date for the Employee Holiday Party to immediately following the last Council meeting of the year on December 30th.  MOTION:  A motion passed approving the 2019 Before Christmas Gift-Certificate list as submitted for Police Reserve Officers, the Custodian, and Crossing Guard.

CONSTRUCTION PROJECT UPDATES:  We have substantial completion of the Middlebury and Morton Street project; we still have the punch list to do and we know there are some issues that need to be addressed.  The grant for the Pumpkinvine Trail has been submitted.   The public restrooms continue to move forward as expected, and we are working on the electrical service for the new Park Pavilion.   We have preliminary plans for SR 5 sidewalks from the Blue Gate Inn going north.  The 2019 Community Crossings Grant will complete E. Middlebury Street to the Town Corporate limits in 2020. 

2020 SHIPSHEWANA FIRE SERVICE AGREEMENT:  MOTION:  A motion passed approving the 2020 Shipshewana Fire Service Agreement as submitted and authorization was given to the Town Manager to send the agreement to Newbury and Van Buren Townships for signatures.

FIREFIGHTER WAGE INCREASES:  MOTION:  A motion passed approving the Firefighter Wage increases as presented.

TOWN MANAGER REPORT:  The County Housing Summit effort is moving forward and there is the possibility of residential development for the Town of Shipshewana.  The port-a-pots on the Pumpkinvine trail will be removed at the end of this week and the parking lot on 850 will be closed for the season.  Does the Council want to pursue the RFP for Financial Advisors and Engineering yet this year?  The Council President instructed the Town Manager to pursue the RFP’s this year.

FINANCIAL REPORT:  A reminder was given that there is no scheduled second meeting in November due to the Thanksgiving Holiday, the Town Office will be closed in the afternoon on November 27th and all-day November 28th and 29th.  The drop box is always available for Utility payments.  A request was made to approve payment of non-reoccurring invoices due before or right around the December 12th Council Meeting along with approval of the October 30th Claims Register and claims in the amount of $718,339.86 for November 14th.  

MOTION:  A motion passed authoring the Clerk-Treasurer to pay non-reoccurring invoices between Council meetings subject to the Town Manager’s review.

MOTION:  A motion passed approving the October 30th Claims Register as submitted and claims in the amount of $718,339.86 for November 14th.

Discussion followed regarding the Farver School building maintenance, street sign height, and the lack of electric service for the streetlight at the south end of Berkshire Drive.

MOTION:  A motion passed adjourning the meeting.

_______________________________________                _______________________________________

Tad T. Hite, Council President                                                 Zachary J. Stoltzfus, Council Vice-President

_______________________________________                _______________________________________

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

ATTEST:

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Ruth Ann Downey, Clerk-Treasurer