TOWN COUNCIL MEETING
NOVEMBER 24, 2015 5:00 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. Staff; Casey Erwin, Mike Sutter, Ruth Ann Downey. Public; Niblock Representative did not sign in, and Guy Thompson.
ABSENT: Council; J. Mike Wilcher.
Council President R. Yoder called the meeting to order noted that Council Member J.M. Wilcher was absent, welcomed everyone, and asked that they sign in. Agendas were available.
INVOCATION & PLEDGE: L. Bontrager gave the invocation and E. Mast led the pledge.
MOTION: C.A. Lazzaro made a motion to accept the agenda with flexibility. E. Mast seconded the motion. Motion carried.
R. Yoder reported that Council Members should have received minutes from the October 22nd and the November 12th Council meetings and asked for additions or corrections.
MOTION: C.A. Lazzaro made a motion to approve the October 22, 2015 and the November 12, 2015 Council meeting minutes as presented. E. Mast seconded the motion. Motion carried.
OPEN BIDS FOR WEST MIDDLEBURY STREET SEWER & WATER LINE EXTENSION: R. Downey reported that three bids had been received for the projects, and opened the bids. C. Erwin of DLZ read the bids as follows: Walsh & Kelly of South Bend, IN; Base bid $85,340.00, Alternate #1 $39,166.00, Total Bid: $124,506.00. Beer & Slabaugh Inc. of Nappanee, IN; Base Bid $31,244.00, Alternate#1 $22,742.00, Total Bid: $53,986.00. Niblock Excavating of Bristol, IN; Base Bid$59,189.00, Alternate#1 $25,983.00, Total Bid: $85,172.00. Discussion followed. C. Erwin reported that all bids had been read and requested time to review the bid paperwork before the Council proceeds with the Notice of Award. C. Erwin left the meeting to review the bid documents.
APPROPRIATION TRANSFER ORDINANCE: President R. Yoder introduced AN ORDINANCE TRANSFERRING MONIES IN THE GENERAL, PARK, AND TOWN CENTER OPERATING FUNDS. Council Member E. Mast 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(503)” 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(503)” at this meeting, be suspended and that said Ordinance be placed on its final passage. Motion carried.
“II-F-1-d(503)” 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: Elmer J. Mast, Lynn M. Bontrager, 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(503)” having been passed after unanimous suspension of the rules, the President thereupon declared said Ordinance to have duly passed and adopted.
FINANCIAL REPORT: R. Downey referred Council Members to their paperwork for Pay request #2 from Walsh & Kelly for the street portion of the TIF Legacy project. Discussion followed.
MOTION: L. Bontrager made a motion to approve pay request #2 for Walsh & Kelly as submitted in the amount of $373,104.36 for the period through October 2015. E. Mast seconded the motion. Motion carried.
R. Downey reported that you will see the advertisement in the paper for the Public Hearing on December 10th for the additional appropriations for the Fire and Town Center Operating Funds. A motion was requested to approve claims totaling $99,522.41 and the Adjustment Journals. Discussion followed.
MOTION: C. A. Lazzaro made a motion to approve claims totaling $99,522.41 and the Adjustment Journals as presented. E. Mast seconded the motion. Motion carried.
TOWN MANAGER REPORT: M. Sutter referred Council Members to the punch list for the TIF Legacy Projects and reported that most of the items on page 2 have been completed. There are a couple of items on this list that will not be done until the spring of 2016 including the warning siren for the south end of Town. M. Sutter reported that he had been in negotiations with AT & T regarding their request to put additional antenna equipment on the Park Water Tower, my hope was that the Town would receive an additional $200.00 per month in revenue but that fell through. Discussion followed.
M. Sutter referred Council Members to a summary of health insurance proposals provided by Darron Longenecker of Creative Benefits Solutions. The Town currently has PHP as their health insurance provider and pays $4,111.44 per month. For 2016 there will be a 17.52% increase to stay with PHP bringing the cost to $4,831.79 per month and under mandatory migration imposed under the Affordable Care Act the Employee out of pocket will increase by $500.00 for individual coverage and $1,000.00 for family coverage. D. Longenecker has looked at Anthem and United Healthcare as possibilities for the Town. United Healthcare would have the greatest out of pocket increase for the employee. The Town may want to consider adjusting the percentage that the Town pays for the employee’s health insurance. More information regarding the health insurance renewal will be available at the December 10th Staff meeting. Discussion followed.
BID AWARD: C. Erwin reported that he had reviewed the three bids for the West Middlebury Street Water & Sewer Line Extension and the bids appear to be in proper form. C. Erwin recommended that the Town award the bid to the low bidder, Beer & Slabaugh of Nappanee for a total cost of $53,986.00 which includes the Base Bid & Alternate #1 for this project. Discussion followed.
MOTION: C. A. Lazzaro made a motion to award the bid for the West Middlebury Street Sewer and Water Main Extension to Beer & Slabaugh, Inc. of Nappanee at a cost of $53,986.00. E. Mast seconded the motion. Motion carried.
C. Erwin reported that they would request bonds for the project from Beer & Slabaugh and presented the Notice of Award for the Council’s signature. C. Erwin asked that the Council consider a motion to sign the contract between meetings so that the project can move forward as soon as possible. Discussion followed.
MOTION: E. Mast made a motion to approve and sign the Notice of Award for the West Middlebury Street Sanitary Sewer and Water Main Extension project as presented. C.A. Lazzaro seconded the motion. Motion carried.
MOTION: L. Bontrager made a motion authorizing the signature of the contract and any other necessary documents between Council Meetings once the bonds and any other necessary documents have been returned to and reviewed by DLZ so that the W. Middlebury Street Sewer and Water Line extension project can move forward. E. Mast seconded the motion. Motion carried.
R. Yoder reminded everyone that the Town Offices would be closed on Thursday and Friday in observance of the Thanksgiving Holiday. R. Yoder wished everyone a Happy Thanksgiving and asked for a motion to adjourn.
MOTION: C.A. Lazzaro made a motion to adjourn. L. Bontrager seconded the motion. Motion carried.