TOWN COUNCIL MEETING
JULY 14, 2016 6:00 P.M.
SHIPSHEWANA TOWN HALL
345 N MORTON STREET
SHIPSHEWANA, IN 46565
PRESENT: Council; Roger D. Yoder, C. Arlene Lazzaro, Lynn M. Bontrager, Elmer J. Mast, J. Mike Wilcher. Staff; Mike Sutter, Kevin Bruns, Tom M. Fitch II, Gregory T. Guerrettaz, Ruth Ann Downey. Public; Marvin Yoder, Loralee Taylor, Tad Hite.
Council President R. Yoder called the meeting to order, noted that all Council Members were present, welcomed everyone, and asked that they sign in.
INVOCATION & PLEDGE: C.A. Lazzaro gave the Invocation, J.M. Wilcher led the pledge.
POLICE DEPARTMENT REPORT: Marshal, T. Fitch II reported that there has been a tremendous outpouring of support from the community since the police shootings in Dallas, TX. The Department has received donuts, pies, cookies and flowers, there was also a Police Appreciation Day held at Crossroads Baptist Church. We serve a great community who gives us great support. T. Fitch reported that it is time to replace batteries and pads for the AED’s and to restock the First Aid Kits that are kept in our cars. I received a quote from Gall’s which bundles the pads, batteries and other first aid supplies for a total cost of $3,031.15. Discussion followed.
MOTION: C.A. Lazzaro made a motion to approve the purchase of AED batteries and pads along with other First Aid Kit supplies for the Police Department at a total cost of $3,031.15 as quoted by Gall’s. J.M. Wilcher seconded the motion. Motion carried.
- Fitch requested approval for the Police Department to attend a Basic AR-15 Armorer Course to be held in Bremen, IN. This is a two day course where you build a variety of guns. The cost for the course is $2,500.00 and can be split between the Police Training line item, Police Gift and Local Law Funds. Discussion followed.
MOTION: L. Bontrager made a motion approving attendance of the Shipshewana Police Department at the Armorer Course training put on by Black Magic Armament (MBBC, LLC) in Bremen IN at a cost of $2,500.00. C.A. Lazzaro seconded the motion. Motion carried.
POLICE DEPARTMENT REPORT: T. Fitch reported that things have busy, and the new Police pick-up truck is working out well. All the police vehicles are now marked the same way. Discussion followed.
J.M. Wilcher reported that the new stop sign at Country Lane has done an amazing job slowing traffic down. T. Fitch agreed that this new stop sign has caught on quickly unlike the stop for the Morton Street extension that we still have issues with. Discussion followed.
PUBLIC HEARING REGARDING ADDITIONAL APPROPRIATIONS: R. Yoder opened the public hearing portion of the meeting. R. Downey reported that the Town is requesting an additional appropriation in the amount of $50,000.00 in the MVH Fund so we can repave a portion of Main Street from Morton Street East to Talmadge which includes the area in front of the post office. R. Yoder asked for input from the public. M. Yoder expressed support for the project and said he would like to see it get done. R. Yoder asked if there was any further public input. There being no further public input R. Yoder closed the Public Hearing portion of the meeting.
- Yoder asked for corrections or additions to the June 23rd Council meeting minutes. There being no corrections or additions R. Yoder asked for a motion.
MOTION: E. Mast made a motion to approve the June 23, 2016 Council meeting minutes as presented. C.A. Lazzaro seconded the motion. Motion carried.
SUSTAINABILITY ANALYSIS AND WATER/SEWER/STORM WATER RATE REVIEWS: G. Guerrettaz of Financial Solutions Group, Inc. reported that annually we evaluate the utility rates for the Town of Shipshewana. In the Water Utility you have paid off your Water Bonds and saved approximately $25,000.00 in interest. Your Water Utility is debt free and we are recommending no rate increase at this time. Your Wastewater Utility is also debt free your bonds were paid off earlier this year and that saved approximately $45,000.00 in interest. There has been a lot of concern regarding the growth outside of the Town limits of the Wastewater Utility. At some point you may want to consider a new base rate for the small industrial user, before this is done further analysis needs to be done. By next year you may be looking at a rate increase to be sure you are able to set aside enough money for necessary improvements. We have kept rate increases in the past to single digit increases and hope to do so in the future. With regard to the Storm Water Utility, the Storm Water Debt is not paid by revenue generated by the Storm Water Utility rather it is paid by property taxes. No rate increase is needed at this time. All of the utility reports have a 5 year capital improvement plan included. As long as you are able to stay with those plans no increases are needed at this time. The Sustainability Analysis serves as a road map to keep you out of trouble. Your fund balances are healthy. We need to continue to look ahead to meet the needs of the community. We began working on the 2017 Budget today and are recommending a 2% wage increase for 2017. Discussion followed.
ADDITIONAL APPROPRIATION ORDINANCE: President R. Yoder introduced AN ORDINANCE APPROPRIATING ADDITIONAL FUNDS. Council Member L. Bontrager made a motion, seconded by Council Member E. Mast, 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(511)” 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 E. Mast, 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(511)” at this meeting, be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-1-d(511)” 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, Elmer J. Mast, J. Mike Wilcher, C. Arlene Lazzaro, Roger D. Yoder
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(511)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.
APPROVE ADVERTISEMENT FOR BIDS MAIN STREET IMPROVEMENTS: M. Sutter reported that he had met with Casey Erwin and Todd Thurber from DLZ earlier in the day and we will be ready to advertise for the Main Street improvements in the near future. We may also consider the cost to come around the corner at Talmadge. The Main Street Improvements will go east from Morton Street to Talmadge Street. Discussion followed.
MOTION: J.M. Wilcher made a motion approving advertisement for bids for the Main Street Improvement project. E. Mast seconded the motion. Motion carried.
INTERNAL CONTROLS ORDINANCE: K. Bruns reported that passing the Internal Controls Ordinance is the first step of compliance to meet the SBOA Uniform Control Standards. This Ordinance directs the Clerk-Treasurer to review current policies and procedures with regard to the current internal control system of the Town and to present the findings to the Oversight Committee no later than October 1, 2016 regarding any deficiencies and to make recommendations with respect to advancing policies and procedures. Each Town is a little different therefore there is no uniform set of policies that work for every community. Discussion followed regarding policies already in place. G. Guerrettaz pointed out that each City, Town, Library District, Township, etc. has to adopt Internal Controls Standards. This is not saying that something is wrong and is not a negative reflection on your community. K. Bruns pointed out that you will not find everything and when the SBOA comes in they may find something that you will need to change. This is just the first step and it needs to be completed before the end of the year. Discussion followed.
President R. Yoder introduced AN ORDINANCE ADOPTING THE UNIFORM INTERNAL CONTROL STANDARDS FOR INDIANA POLITICAL SUBDIVISIONS AS SET BY THE SBOA. Council Member C.A. Lazzaro made a motion, seconded by Council Member J.M. Wilcher, 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-2-b(32)”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 E. Mast, 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-2-b(32)” at this meeting, be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-2-b(32)” 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: C. Arlene Lazzaro, J. Mike Wilcher, Lynn M. Bontrager, Elmer J. Mast, Roger D. Yoder
NAYS: – 0 –
There being present at said meeting at least two-thirds of the member elect of the Town Council and “II-F-2-b(32)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.
CHANGE ORDER #3 TIF LEGACY BOND PROJECT: M. Sutter reported that Change Order #3 for the TIF Legacy Bond Project is not ready for the Council’s consideration and asked that it be tabled. Council President, R. Yoder tabled Change Order #3 for the TIF Legacy Bond Project.
SET 2017 TOWN COUNCIL BUDGET WORKSHOP: R. Downey reported that she and Financial Consultant, G. Guerrettaz have put together draft #1 of the 2017 Budget for the Town. I have a Budget Workshop scheduled for August 11th at 2:30 p.m. with the DLGF. My hope is that the Council Workshop can be set so that I will have time before my August 11th meeting to incorporate any necessary changes. We will also have Internal Control Training for the Council at the Budget Workshop. Discussion followed.
MOTION: L. Bontrager made a motion to set the Town Council Budget Workshop for Tuesday, August 2nd at 3:00 p.m. to meet in the Town Hall meeting room. E. Mast seconded the motion. Motion carried.
FINANCIAL REPORT: R. Downey referred Council Members to their paperwork for the June Fund report and reported that the Truck Financing quotes are due to Financial Solutions Group by July 26th so we should be able to award the Truck Financing for the Mid-size Plow Truck at the July 28th Council meeting.
A motion approving the Claims Register and Adjustment Journals would be appreciated. Discussion followed.
MOTION: E. Mast made a motion to approve the Claims Register and Adjustment Journals as submitted. C.A. Lazzaro seconded the motion. Motion carried.
TOWN MANAGER REPORT: M. Sutter reported that we expect delivery of the Mid-Size Plow Truck about the middle of October. M. Sutter referred Council Members to their paperwork for a License Agreement regarding the Summer Soccer Shootout to be held July 22nd & 23rd at the Town Soccer Fields. I am requesting Council approval of the agreement and authorization for the Council President to sign the same. Discussion Followed. R. Yoder pointed out that this event brings a number of teams into Town which generate revenue for the businesses in the community. Discussion followed.
MOTION: E. Mast made a motion to approve the Summer Soccer Shootout License Agreement as presented and authorized the Council President to sign the same. C.A. Lazzaro seconded the motion. Motion carried.
- Sutter referred Council Members to their paperwork for a Beacon Map of Noah Millers’ property for his nursery and greenhouses. N. Miller would like to add another 55’ X 110’ greenhouse to his property. The County has requested a letter of approval from the Town for this project. Discussion followed.
MOTION: L. Bontrager made a motion authorizing the Town Manager to write a letter of approval to the County for a 55’ X 110’ new greenhouse on Noah Miller’s property located at 505 N. Morton Street, DBA Nature Lane Greenhouse. C.A. Lazzaro seconded the motion. Motion carried.
- Sutter referred Council Members to their paperwork for a second Beacon Map showing the Shipshewana Flea Market property and a sketch from Taylor Engineering reflecting the addition of 94 campsites to their current campgrounds. L. Taylor reported that there are a number of items going on at the Flea Market, the RV Service Center is well underway and there is no hurry for the temporary additional campsites. They currently have 70 campsites and are requesting approval for 94 additional campsites that will go right up to the RV Service Center. At one time they had talked about hundreds of temporary campsites, now they are just looking at adding the 94 sites that will all have their own water and sewer hook-ups. There will be no dump station. It will be similar to sewage that comes from your house with a gravity line to a lift station. There will also be a new entrance to the RV Park onto 200 N and they plan on closing one currant entrance and moving the driveway for an existing residence. In the future there are plans for a shower house. Discussion followed. M. Sutter requested that a motion be made with a positive recommendation for this project contingent upon the plans being reviewed and approved by the Town Engineers at DLZ. Discussion followed.
MOTION: E. Mast made a motion authorizing the Town Manager to write a letter of positive recommendation for the addition of 94 Campsites at the Shipshewana RV Park contingent on meeting all County requirements and receiving a positive Plan Review from the Town Engineers at DLZ. J.M. Wilcher seconded the motion. Motion carried.
ATTORNEY REPORT: K. Bruns reported that there have been some small changes made to the Event Center Lease paperwork and the lease paperwork should be in final form by next Monday.
- Sutter reported that you will start seeing some changes at the Event Center when the Blue Gate takes over the landscaping, etc. at the property. Discussion followed.
- Yoder asked Council if there was any further business to come before the Council. There being no further business R. Yoder asked for a motion to adjourn.
MOTION: C.A. Lazzaro made a motion to adjourn. L. Bontrager seconded the motion. Motion carried.