October 11, 2018 Council Meeting Minutes
SHIPSHEWANA TOWN COUNCIL
OCTOBER 11, 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, J. Mike Wilcher, C. Arlene Lazzaro, Lynn M. Bontrager, Tad T. Hite. Staff: Robert W. Shanahan, Kurt R. Bachman, Ruth Ann Downey. Public; Jeremy VanErman, Albert C. Stong, William E. Bradley, Jr., Charles Wray, LeAnna Miller, Gabriella Gonzalez, Karis Bachman, Hailey McHenry, Liberty Yoder, Brandi Oesch, Gretchen Lewton, Jason Frye, Joseph Frye, Sedeq Alammari, Yousef Sawal, Yousef Algaradi, Shifadeen Alshuga, George Bachman.
Council President E. Mast called the meeting to order, noted that all Council Members were present, welcomed everyone, and asked them to sign in. Agendas were available.
INVOCATION & PLEDGE: J.M. Wilcher gave the invocation and T. Hite led the pledge.
LIGHT PARADE STREET CLOSURE REQUEST: R. Downey referred Council Members to their paperwork for a letter regarding the Light Parade. C. Wray of Riegsecker’s reported that the parade route will be the same as last year, the longer route worked well. We would like to close the streets for the parade route at 6:00 p.m. We would like to close Middlebury Street between Van Buren and Harrison Street earlier this year, beginning at noon so there is more time to set things up for the entertainment. We would also appreciate the use of the town bleachers. We have had some good meetings with the Town and have been working with the Police Department. This is a large event and we appreciate the cooperation. B. Shanahan reported that he would be attending the County Commissioner’s meeting on Monday to request approval of the detour route since we will be using CR 735 as part of the detour while SR 5 is closed for the parade, a permit will also be submitted to INDOT for the parade closure. I have already notified the Sherriff’s Department and County Highway Department regarding this closure and have received a positive response. C. Wray has been given a copy of the Authorization and Indemnification Agreement, it is the same as the one that was used last year. Once it is signed they send it back to the Town for the Council Presidents signature. Then they are responsible to see that everyone participating in the parade receives a copy of the agreement. This agreement addresses the issue of throwing candy from floats, etc. Discussion followed.
MOTION: T. Hite made a motion to approve the Street Closure request for the Light Parade to be held on November 10, 2018 as submitted, subject to the County and INDOT approval of the detour route and signature by Blue Gate Holdings, LLC of the Authorization and Indemnification Agreement, and authorized the Council President to sign and the Clerk-Treasurer to attest to the Agreement outside of a Council meeting. J.M. Wilcher seconded the motion. Motion carried.
LCEDC INTRODUCTION: R. Shanahan introduced new President/CEO Bill Bradley of the LCEDC to the Town Council and Staff and pointed out that he serves as the Town’s representative on the LCEDC Board. B. Bradley reported that he has been serving as the LaGrange County Economic Development Director (LCEDC) for the last 3 ½ months and I am happy to be here. B. Shanahan is an active member of our Board. B. Bradley shared his 32-year history of serving in the economic development area. He pointed out that one of his goals is to nurture what we have and to look at diversification. This area has a large manufacturing workforce, in fact we are listed as one of the top 100 manufacturing areas in the U.S. This area has a need for more housing developments that have middle range priced homes. I have found that I enjoy working more in the smaller communities and I look forward to working with you. Discussion followed. E. Mast thanked B. Bradley for coming.
COMMONWEALTH ENGINEERING FIRM PRESENTATION: B. Shanahan reported that he had visited with the Commonwealth Engineering representative about 6 weeks ago. They specialize in Water and Wastewater Engineering. They asked for the opportunity to make a presentation to the Council on what they may be able to do for the Town. J. VanErman noted that he is sales and works out of the Ft Wayne office and A. Stong is the Engineer and he works out of Indianapolis. J. VanErman presented the Town Council with a Town of Shipshewana Wastewater Utility Assessment that includes who they are, where they are located, what services they offer, and what communities they have worked with. They also reported that they had met with WWTPS, Sean Neeley and pointed out that the Town has a really good young man in charge of the WWTP. In their report they pointed out some shortfalls of our current system and presented some possible solutions. They noted that the Town is meeting all IDEM standards at this time, but we may not have the total flow capacity available that it looks like we have. J. VanErman reported that it looks like the Town is eligible for a 75% grant for the assembly of a Wastewater Utility Planning Document and there may be other grants available to help with actual construction costs. We have looked at your WWTP, but we do Water and Storm Water projects as well. Discussion followed. E. Mast thanked J. VanErman and A. Stong for their presentation.
2019 BUDGET ADOPTION: R. Downey referred Council Members to their paperwork for a copy of the proposed 2019 Budget Ordinance and reported that the Public Hearing was held at the last Council meeting and there was no public input at that meeting. The Ordinance before you is the same budget that was advertised.
President E. Mast introduced AN ORDINANCE FOR APPROPRIATIONS AND TAX RATES FOR THE 2019 BUDGET FOR THE TOWN OF SHIPSHEWANA. C.A. Lazzaro 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(566)” 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(566)” at this meeting, be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-1-d(566)” 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 –
ABSTENTIONS: Tad T. Hite.
There being present at said meeting at least two-thirds of the members elect of the Town Council and “II-F-1-d(566)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.
FALL LEAF PICK-UP SCHEDULE: B. Shanahan reported that a notice regarding leaf pick-up has been mailed to all residents with their October Utility Bill. Leaf pick-up will begin the week of October 15th and go through December 3rd. Scheduled pickup days will be Tuesdays and Thursdays weather permitting. We will be pickup up leaves only, not grass clippings, or sticks. Piles with grass clippings, branches, or other non-leaf material will be left and it will be the home-owners responsibility to take them out to the compost site. We do not have the staff or equipment necessary to cover the whole Town in one day, leaf pick-up will be done section by section. Discussion followed.
WORK ALLOWANCE AUTHORIZATION: B. Shanahan reported that the construction project at SR 5 and Farver Street will need a temporary traffic signal, the cost for this will be $7,167.00 and there will be an additional cost of $1,131.00 for a live tap of a fire hydrant that needs to be relocated. The total for this additional work is $8,298.00. This will not increase or decrease the contract amount for this project but will use a portion of the contingency allowance of $30,000.00. This project is time sensitive and I am requesting Council’s approval for these changes this evening. Discussion followed.
MOTION: T. Hite made a motion to approve the Work Allowance Authorization #1 as prepared by DLZ for the SR 5/Farver Street project as submitted for a hydrant relocation and temporary traffic signal at a cost of $8,298.00 and authorized the Council President to sign the same. J.M. Wilcher seconded the motion. Motion carried.
ATTORNEY REPORT: K. Bachman had nothing further to report.
- Mast asked for motion regarding the September 20, 2018 Special Town Council meeting minutes and the September 27, 2018 Regular Council meeting minutes. Discussion followed.
MOTION: L. Bontrager made a motion to approve the September 20, 2018 Special Town Council meeting minutes and the September 27, 2018 Regular Council meeting minutes as submitted. T. Hite seconded the motion. Motion carried.
FINANCIAL REPORT: R. Downey referred Council Members to their paperwork for the September Fund Report and information regarding the AIM Fall Roundtable meeting to be held on December 6th in Middlebury, IN. R. Downey asked Council Members interested in attending the Roundtable meeting to let her know and requested a motion to approve the Claims Register and September Bank Reconciliation as submitted. Discussion followed.
MOTION: C.A. Lazzaro made a motion to approve the Claims Register and the September Bank Reconciliation as submitted. J.M. Wilcher seconded the motion. Motion carried.
TOWN MANAGER REPORT: B. Shanahan reported that for the Community Crossings Grant projects drainage repair was done on Talmadge Street but there is still a drainage issue to correct on Harrison Street. This work is to be completed over the next two weeks then this year’s Community Crossings Grant will be complete, and the retainage can be released. We met the deadline for the 2018 Community Crossings Grant Application for projects to be completed in 2019. We have received acknowledgement that our application was received and hope to hear yet this year on what projects will be awarded to the Town.
J.M. Wilcher asked when we can move forward with Pumpkinvine Parking at CR 850. B. Shanahan reported that the property for the parking area must be deeded to the Town before this project can move forward. I hope to be able to present something regarding this at the next Council meeting.
COUNTY COUNCIL REPORT: G. Bachman reported that the County approved their 2019 Budget at Monday’s meeting and gave a brief history of the LCEDC. How they started in 1998 with the director position being a voluntary position, moved to a part time position, and finally into a full-time position. G. Bachman expressed appreciation for the last hire being a good hire with a lot of experience.
Council President E. Mast extended a special welcome to the Westview High School Government Students. Introduced the Town Council and staff, asked the students to introduce themselves, and ask any question they may have. Introductions followed.
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. T. Hite seconded the motion. Motion carried.
Elmer J. Mast, Council President Lynn M. Bontrager, Council Vice-President
Tad T. Hite, Council Member J.M. Wilcher, Council Member
Ruth Ann Downey, Clerk-Treasurer C. Arlene Lazzaro, Council Member