Minutes of the July 18, 2017 Meeting7/18/2017
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TOWN OF WOLCOTT COUNCIL MEETING

 

The Council of the Town of Wolcott met Tuesday, July 18, 2017 immediately following the Public Hearings in the Community Room of the Wolcott Town Hall for its regular stated meeting. 

 

Council Members Present

Council President, Michael A. Yelton, Vice President, Fred A. Young and Members, Tina M. Orns and Michael J. Johnson

 

Others Present

Clerk-Treasurer, Tammy L. Seward; Water/Street Superintendent, Robert Thomas; Wastewater Superintendent, Chad Reynolds, Town Marshal, James M. Herre; and Wolcott Volunteer Fire Dept. Chief, Kenneth Burns (entered later).  Also present were White County Building & Planning Executive Director, Colin Betts; Vince Sommers of Commonwealth Engineering, Inc.; Marc Rape, Project Engineer of Strand Associates, Inc.; Shawn Cain, Kankakee-Iroquois Regional Planning Commission Grant Administrator; Mark McCarty, Star Development Inc. Grant Administrator; Princeton Township Trustee, Thomas Bajzatt; Residents, Robin Foley, Leroy Simon, Matt Orns, Daryl Orns, Darwin Miller, Billy Sallee, Janel Hofstetter; and Barbara Lawson of The New Wolcott Enterprise.

 

Absent

Council Member, Stephen Schemerhorn

 

Council President, Michael A. Yelton opened the meeting by asking all present to join in saying the Pledge of Allegiance.

 

Council President, Michael A. Yelton announced that the bidding process ended at 3:30 p.m., July 18, 2017 for the Indiana Housing and Community Development Authority Owner-Occupied Rehabilitation Project. Council President, Michael A. Yelton then announced that one bid was received; opened and read the bid.  All submitted documents are on file in the Clerk-Treasurer's office. Total bid information included:

1.    Aluminum Bros, LLC, Richmond IN; five (5) homes for a total of $130,448.00

Star Development, Inc. Grant Administrator, Mark McCarty stated that Star Development, Inc. will seek advisement from the State as to how to proceed with the bid process since only one (1) bid was received.  Mr. McCarty added that Star Development, Inc. will inform Council at the August 1, 2017 Council Meeting of the State?s advisement.  Following some discussion, Mark McCarty of Star Development encouraged Council and those present to bid on the Project themselves and/or reach out to local Contractor's to bid.  Mr. McCarty added that in order to bid on the Project, the Contractor must be Safe Lead Work Practice Certified.  The bid was tabled; no further action was taken.  Council President, Michael A. Yelton, thanked Mark McCarty for his advice and attendance.   

 

Star Development, Inc. Grant Administrator, Mark McCarty exited the meeting at this time.

 

Vince Sommers of Commonwealth Engineers, Inc. informed Council that he received word, today, that the Town will be receiving, within a week, a "Letter of Conditions" relative to the Water System Improvements Project funding. Mr. Sommers stated that a "Letter of Conditions" will state that the Town's loan/grant has been approved subject to certain conditions.  Mr. Sommers added that in conversing with David Hacker of Rural Development, Mr. Sommers feels confident that a concerted effort was made in acquiring the maximum amount of grant money that can be associated with this Project.  Mr. Sommers added that this signifies that the funding application will be approved soon.  Mr. Sommers stated that David Hacker of Rural Development will review the documents associated with the funding process of this Project with Council.  The documents will identify the amount of loan money and grant money associated with this Project.  Upon Council approval, Rural Development will issue a 1940-1 document, for Council approval and execution.  Mr. Sommers stated that the 1940-1 document basically puts the money in a Town of Wolcott account with Rural Development. In turn, the 1940-1 document will be used as collateral towards a 0% interest loan so the Town can move forward with the design phase of the Water System Improvements Project as funds are not accessible until you bid the Project; and you are not able to bid the Project until the design is complete.  Mr. Sommers stated that upon the Town closing on the loan with Rural Development, the 0% loan will be paid to the lender (White County Economic Development?).  Mr. Sommers expressed his appreciation of Council's patience relative to the length of time the funding process has taken.  Council Member, Tina M. Orns expressed her concern relative to the Town's last rate increase being in 2009 and inquired as to what impact moving forward with a rate increase at this time will have on the Town receiving grant money versus loan money relative to the Project.  Mr. Sommers stated that at this point-in-time a rate increase will not have an impact as grant money does not have an impact on rates.  Mr. Sommers added that the "Letter of Conditions" and the 1940-1 document will identify precisely how much grant and loan money the Town will be receiving, and the interest rate associated with the loan.  These factors are some of the rate components that will determine a rate that is adequate in maintaining and operating the water facility, paying the loan, allowing a reserve that encompasses the short-lived assets; yet remain competitive with surrounding communities.  In closing, Council Member, Tina M. Orns stated her understanding to be that Council should wait to propose a rate increase until the Water System Improvements Project funding is approved; and at that point-in-time determine a rate increment timetable.  

 

KIRPC Grant Administrator, Shawn Cain congratulated the Town on receiving the Blight Clearance Project Award.  Mrs. Cain stated explained that procurement is required when federal funds are expended on any portion of the Project, be it engineering, construction, Grant Administration expenses, etc.  Mrs. Cain stated that less than $500 of the Grant Administration expenses will be expended from the federal funds, therefore procurement of a Grant Administrator is required.  Upon KIRPC's procurement for a Grant Administrator for the Blight Clearance Project, the Clerk-Treasurer confirmed that the Town was in receipt of one (1) reply and that was from Kankakee-Iroquois Regional Planning Commission.  KIRPC Grant Administrator, Shawn Cain asked if Council is willing to work with Kankakee-Iroquois Regional Planning Commission (KIRPC) as the Grant Administrator throughout the remainder of the Blight Clearance Project; or if they have an alternative plan.  Council President, Michael A. Yelton inquired as to any other alternatives.  None were forthcoming.  Mrs. Cain stated that Council's approval is needed for the Council President, Michael A. Yelton to execute a letter stating that the Town has experience working with KIRPC and desires to enter into a relationship with KIRPC on the Blight Clearance Project, as only one (1) reply for a Grant Administrator was received.  Council President, Michael A. Yelton entertained a motion to appoint KIRPC as the Grant Administrator throughout the remainder of the Blight Clearance Project. Council Vice President, Fred A. Young moved to appoint Kankakee-Iroquois Regional Planning Commission (KIRPC) as the Grant Administrator throughout the remainder of the Blight Clearance Project Grant and to allow Council President, Michael A. Yelton to execute a letter stating such.  Council Member, Michael J. Johnson seconded the motion; and the motion passed 3-0.  KIRPC Grant Administrator, Shawn Cain stated that KIRPC will present Council with the Grant Administration contract upon KIRPC's receipt of the executed Grant/Agreement.

Upon the Clerk-Treasurer's inquiry, Mrs. Cain stated that in order for the Grant/Agreement to be signed electronically, Council President, Michael A. Yelton needs to register with "Bidder Registration".  Council President, Michael A. Yelton asked for a motion to allow the Council President, to electronically sign the Grant/Agreement and any other required documents relative to the Blight Clearance Project.  Council Vice President, Fred A. Young moved to authorize Council President, Michael A. Yelton to electronically sign the Grant/Agreement and any other required documents relative to the Blight Clearance Project Grant.  Council Member, Michael J. Johnson seconded the motion; and the motion passed 3-0.  Upon the Clerk-Treasurer expressing her concern relative to the Town not being registered with E-Verify, Mrs. Cain stated not worry about the E-Verify portion of the Grant/Agreement.  Mrs. Cain added she wasn't able to quote why exactly, but she would send that information to the Clerk-Treasurer.

 

KIRPC Grant Administrator, Shawn Cain exited the meeting at this time.

 

Council President, Michael A. Yelton asked if there were any questions or comments from the audience. 

 

Resident, Robin Foley appeared before Council explaining that due to a leak, the utility bill is twice the normal amount.  Ms. Foley proceeded to request a payment extension of the July 2017 utility bill until the evening of July 28, 2017 with the understanding that if Council approves the extension, a $25 late fee will be assessed.  Council granted Ms. Foley's payment extension request, informing Ms. Foley that if the account is not paid in full the evening of July 28, 2017

or before, services will be disconnected.

 

Residents, Robin Foley and Leroy Simon exited the meeting at this time.

 

White County Building & Planning Executive Director, Colin Betts inquired as to the reason the Public House Tap & Grill closed.  Council President, Michael A. Yelton stated that due to lack of profitability the Public House Tap & Grill had to close their doors.     

 

Resident, Darwin Miller stated that the sidewalk in front of the property located at 605 N. Range Street is cause for concern as it is uneven. 

 

Resident, Darwin Miller stated that Water/Street Superintendent, Robert Thomas was very cooperative in preparing the Bobcat with the Street Sweeper so Mr. Miller could sweep the streets; and opening the Wastewater Plant for the disposal of street/sidewalk debris.

  

Resident, Darwin Miller stated that Irvin Furrer donated the use of his backhoe to clean the ditch North of Town, located on the West side of the 614 N Range Street Parcel.  Mr. Miller added that in cleaning the ditch, an air well was located and cleaned.  Upon cleaning the air well, the ditch now drains as it should.  Some discussion followed pertaining to different ways in which to maintain the air well to keep debris from plugging it.

 

Resident, Darwin Miller exited the meeting at this time.

 

Minutes/Memoranda

Council President, Michael A. Yelton asked for a motion to approve the minutes and/or memoranda for the following meetings:

       Tuesday, June 20, 2017 Council Meeting 

Council Vice President, Fred A. Young, moved to approve the aforementioned minutes and/or memoranda.  Council Member, Michael J. Johnson seconded the motion; and the motion passed 3-0.

 

Departmental Reports

Water/Street Superintendent, Robert Thomas, presented Council with three sealed bids for the following 2017 street repairs:

       Streets

o   Sherry Lane/ CR 100 North: CR 900 West to US 24/231

o   N. Burke Street: E North Street to Sherry Lane/CR 100 North

o   E Lake Shore Drive: Homer Lane to Dead End

o   W. Anderson Street: US 24/Range Street to Dead End

o   E. South Street: US/24/Range Street to S. Burke Street

o   N Second Street Green Space

       Work Scope

o   Mill asphalt at tie in joints and as needed to provide clean vertical, smooth joints

o   Edge Roadways/Grass/Weeds

o   Sweep Clean Roadway Surface

o   Tack Coat Roadway Prior to Paving

o   Pave with Hot Mix Asphalt

o   Town to Provide a Dump Spot for Roadside Debris and Millings

o   Town to Supply Manhole and Valve Box Risers as Needed

Council President, Michael Yelton opened and read the bids.  The 2017 street repair bids are as follows:

       Town & Country Paving - $99,750

       Fox Paving -                     $113,900

       Milestone -                      $212,800

Council President, Michael A. Yelton entertained a motion to accept and award a bid to repair the aforementioned streets.  Council Vice President, Fred A. Young moved to accept and award the 2017 street repair bid to Town & Country Paving Inc. with a total bid of $99,750; contingent on the Town receiving the INDOT Community Crossings Matching Grant.  Council Member, Michael J. Johnson seconded the motion; and the motion passed 3-0.  The Clerk-Treasurer, Tammy L. Seward informed Council that $66,000 has been appropriated for street repairs in the 2017 Budget. Mrs. Seward added that if the Town is not awarded the INDOT Community Crossings Matching Grant, then the 2017 street repairs will have to be adjusted accordingly.  

 

Water/Street Superintendent, Robert Thomas reported that one of the water filters had to be patched as there were two separate leaks in one month's time.

 

Wolcott Town Marshal, James M. Herre presented his department's activity report for the month of June 2017.

 

Wolcott Volunteer Fire Dept. Chief, Kenneth Burns - nothing forthcoming.

 

Council President, Michael A. Yelton read with regret, a letter of resignation from Park Board Member, Carey Jordan.  Council Member, Michael A. Johnson moved to accept Park Board Member, Carey Jordan's resignation from the Wolcott Park Board.  Council Vice President, Fred A. Young seconded the motion; and the motion passed 3-0. 

 

Council President, Michael A. Yelton read with regret, a letter of resignation from Park Board Member, Robert Worley.  Council Member, Michael A. Johnson moved to accept Park Board Member, Robert Worley's resignation from the Wolcott Park Board.  Council Vice President, Fred A. Young seconded the motion; and the motion passed 3-0.

 

  

Council President, Michael A. Yelton opened discussion relative to Princeton Township leasing property to the Town by reading the Resolution of the Wolcott Town Board of Trustees to enter into a lease with Princeton Township in order that the Town may operate the land for park and recreational purposes.   Following some discussion, it was determined that Princeton Township leases a portion of said land to the Town, as well as the Wolcott House and grounds to the Anson Wolcott Historical Society.  In turn, the Anson Wolcott Historical Society subleases said property to the Town.   Following a lengthy discussion, Council Member, Tina M. Orns suggested investigating to see if the leases are recorded, thereby validating them. Mrs. Orns requested each entity to research their files for documentation pertaining to said leases and present said documentation to Council during a reconvened meeting involving all parties affiliated with Township property. Discussion was tabled.

 

Council President, Michael A. Yelton requested clarification as to who is responsible for appointing Park Board Members since the Ordinance establishing a Park Board states that the members of the Park Board shall be appointed by the President of the Board of Trustees of the Town of Wolcott.  Council Member, Tina M. Orns suggested amending the Ordinance to state that the members of the Park Board shall be appointed by the Council of the Town of Wolcott and existing members of the Park Board.  Council Members were in agreement to amend the Ordinance Establishing a Park Board.

 

Council President, Michael A. Yelton as to Council's suggestion on proceeding with the Park's Accessory Structure that is currently under construction; and the Electrical Project that is underway.  Council Member, Tina M. Orns suggested placing the projects on hold until the Park Board Member vacancies are filled; and at that point-in-time the decision will be that of the Park Board.  Council Members were in agreement.  Council President, Michael A. Yelton directed Water/Street Superintendent, Robert Thomas and Wastewater Superintendent, Chad Reynolds to barricade the construction area around the new Accessory Structure in the Park.

 

Council President, Michael A. Yelton directed the Clerk-Treasurer to advertise that the Wolcott Park Board will accept "Letters of Interest" for the Park Board seats vacated by the resignations of Carey Jordan an Robert Worley.

 

Wolcott Town Marshal, James M. Herre opened discussion relative to who controls the Park.  Following some discussion, Council President, Michael A. Yelton stated that for law enforcement purposes, currently the Town controls the Park, Wolcott House and grounds.

 

Clerk-Treasurer, Tammy L. Seward requested approval to write-off the following utility account balance from October 2007 as uncollectable:

       #221900.02 in the amount of $144.76 - Council Vice President, Fred A. Young to approve writing off utility account #221900.02 in the amount of $144.76 as uncollectable.  Council Member, Tina M. Orns seconded the motion; and the motion passed 3-0. 

 

Clerk-Treasurer, Tammy L. Seward requested approval to write-off the following utility account balance from October 1, 2014 thru April 16, 2015 as uncollectable:

       #326100.01 in the amount of $221.95 - Council Vice President, Fred A. Young to approve writing off utility account #326100.01 in the amount of $221.95 as uncollectable.  Council Member, Tina M. Orns seconded the motion; and the motion passed 3-0. 

 

Clerk-Treasurer, Tammy L. Seward requested approval to write-off the following utility account balance from July 8, 2015 thru November 17, 2015 as uncollectable:

       #335201.00 in the amount of $206.60 - Council Vice President, Fred A. Young to approve writing off utility account #335201.00 in the amount of $206.60 as uncollectable.  Council Member, Tina M. Orns seconded the motion; and the motion passed 3-0. 

 

Clerk-Treasurer, Tammy L. Seward presented the following correspondence not requiring action:

       The Town of Reynolds has been invoiced $500 for June's Wastewater Testing Fee.

       The 4th of July Celebration Contract between the Town of Wolcott and the Wolcott Summer Festival was signed by Council President, Michael A. Yelton on June 26, 2017

       A check was issued to Wolcott Summer Festival on June 29, 2017 in the amount of $2,500

       The Community Crossings Matching Road/Street Grant Application and supporting documents were submitted to INDOT on Tuesday, July 11, 2017.  Grant recipients will be notified by the end of August 2017.

 

OLD BUSINESS

 

Under the advisement of Town Attorney, Jacob A. Ahler, Council President,

Michael A. Yelton entertained a motion to approve and execute Umbaugh's Financial Advisor Agreement between the Town of Wolcott and Umbaugh relative to the Water System Improvements Project funding application.  Council Vice President, Fred A. Young moved for Council President, Michael A. Yelton to execute the Umbaugh Financial Advisor Agreement between the Town of Wolcott and Umbaugh relative to the Water System Improvements Project funding application with Rural Development. Council Member, Michael J. Johnson seconded the motion; and the motion passed 3-0.

 

As requested by Town Attorney, Jacob A. Ahler, Council President, Michael A. Yelton read and entertained a motion to approve and execute the USDA Legal Services Agreement between the Town of Wolcott and Town Attorney, Jacob A. Ahler, relative to the Water System Improvements Project funding application.  Council Vice President, Fred A. Young moved for Council to approve and execute the USDA Legal Services Agreement between the Town of Wolcott and Town Attorney, Jacob A. Ahler, relative to the Water System Improvements Project funding application with Rural Development.  Council Member, Tina M. Orns seconded the motion; and the motion passed 3-0.

 

Clerk-Treasurer, Tammy L. Seward provided an agenda listing the status of the following document Rural Development requested pertaining to the Water System Improvements Project funding application:

       Capital Improvement Plan Sent to Rural Development

 

129 West Market Street Clearance Project Grant

Prior to the closing of KIRPC Grant Administrator, Shawn Cain's presentation, Council Vice President, Fred A. Young moved to authorize Council President, Michael A. Yelton to electronically sign the Grant/Agreement and any other required documents relative to the Blight Clearance Project Grant.  Council Member, Michael J. Johnson seconded the motion; and the motion passed 3-0. 

 

Council President, Michael A. Yelton provided Council and those present with the replacement status of the two (2) dead trees along US 24.  Mr. Yelton stated that the dead tree south of the Railroad tracks along US 24 was replaced.  Mr. Yelton added that the removal of the stump of the dead tree north of the Railroad tracks along US 24 was not successful; and in the meantime, the replacement tree died. Council Members were in agreement to discontinue pursuing replacement of the dead tree north of the Railroad tracks along US 24 unless requested by the property owners.

 

Council President, Michael A. Yelton and Water/Street Superintendent, Robert Thomas was not able to provide an update concerning the sidewalk transition on the West side of the Library to and from US 24.

 

NEW BUSINESS

 

Council President, Michael A. Yelton scheduled an Executive Session to research salaries and evaluate personnel as per IC 5-14-1.5-6.1 (b) (9) for Wednesday, August 2, 2017 at 6:00 p.m. in the Community Room of the Wolcott Town Hall.   

 

Council President, Michael A. Yelton scheduled a Budget Work Session for Tuesday, August 8, 2017 at 6:00 p.m. in the Community Room of the Wolcott Town Hall.  The Clerk-Treasurer informed Council that the Health Insurance premium renewal notice reflects approximately a 10% increase and the individual deductible will increase from $3500 to $4000.  

 

Clerk-Treasurer, Tammy L. Seward opened discussion relative to the Town not being notified of volunteers providing services for the Town so they can be placed on the Volunteer Roster for insurance purposes.  The discussion led to volunteers using Town equipment and Council members expressed their concerns relative to liability issues that may arise.  Following some discussion, Council Member, Michael J. Johnson rescinded the motion that was approved during the May 16, 2017 Council Meeting allowing volunteers to sweep the streets with the Towns Street Sweeper, by moving to restrict the use of Town equipment to Town employees only; for Town business only. Council Member, Tina M. Orns seconded the motion; and the motion passed 2-0, with Council Vice-President, Fred A. Young abstaining.   

  

Council President, Michael A. Yelton read the email from White County Deputy Auditor, Stacy Selagy regarding White County Auditor, Gayle Rogers' invitation to participate in a Consolidated BAS (CBAS) Agreement with the County.  A Consolidated BAS (CBAS) Agreement authorizes the Auditor's Office to submit Annexation Boundary changes to the Census Bureau on behalf of the taxing unit.  Council Vice President, Fred A. Young moved to accept White County Auditor, Gayle Rogers' invitation to participate in a Consolidated BAS (CBAS) Agreement with the County.  Council Member, Michael J. Johnson seconded the motion; and the motion passed 3-0.

 

Council President, Michael A. Yelton informed Council and those present that there will be a Wolcott July 4th Summer Festival follow-up meeting with the Park Board, Fire Department, Police Department, Anson Wolcott Historical Society, Wolcott Volunteer Ambulance Service, Wolcott Town Council and anyone else interested in attending.  The meeting will be held at the Community Building on Thursday, July 27, 2017 at 7:00 p.m.  

 

There being no other business, the accounts payable register was approved and signed for the following amounts:

 

Accounts Payable

 

Park & Recreation Donation Fund

$   3,000.00

General Fund

 27,235.40

Motor Vehicle Highway Fund (MVH)

3,149.20

Park & Recreation

876.08

IHCDA Home Rehabilitation

23,075.00

Riverboat Gaming

280.86

Cumulative Capital Improvements

273.40

Water Operating Fund

15,538.41

Water Utility Depreciation

14,816.00

Water Utility Meter Deposit

150.00

Wastewater Operating Fund

14,555.24

Stormwater

19.49

Ambulance

1,787.53

Payroll

14,376.12

Payroll Federal W/H

2,246.20

Payroll FICA/Medicare W/H

3,048.54

Payroll State/County W/H

1,514.81

Payroll Perf W/H

784.61

Payroll PERF Corp Share

2,249.82

Payroll Health Savings Account

280.00

Payroll Liberty National

187.48

 

 

GRAND TOTAL

$129,444.19

 

 

Payroll Docket

$10,098.91

     Payroll Ending 06/26/2017

 

Payroll Docket

 

     Payroll Ending 07/10/2017

$10,926.41

 

 

Utility Adjustments

20.04

 

 

Council Member, Michael J. Johnson moved to adjourn the meeting; the motion was seconded by Council Member, Tina M. Orns; and the motion passed 3-0.

 

 

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