Minutes of the February 06, 2018 Council Meeting2/7/2018
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TOWN OF WOLCOTT COUNCIL MEETING

 

The Council of the Town of Wolcott met Tuesday, February 6, 2018 in the Community Room of the Wolcott Town Hall for its regular stated meeting immediately following the Public Hearing on the proposed Town of Wolcott, White County, Indiana Ordinance No. 2018-04, An Ordinance Establishing Guidelines Relative to the Removal of an Unused Meter Pit Amending Ordinance No. 2017-05, An Ordinance to Establish a "Utility Ready Fee".   

 

Council Members Present

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

 

Others Present

Clerk-Treasurer, Tammy L. Seward; Water/Street Superintendent, Robert Thomas; Wastewater Superintendent, Chad Reynolds; Wolcott Town Marshal, James M. Herre; Wolcott Volunteer Fire Dept. Chief, Kenneth Burns; and Town Attorney, Jacob A. Ahler . Also present were Commonwealth Engineers, Inc. Project Engineer, Tracy Boehmer; KIRPC Grant Administrator, Shawn Cain; White County Building & Planning Executive Director, Colin Betts; White County Economic Development Representative, Karen Evans; Residents, Daryl Orns, Marsha Orns, Darwin Miller, and Janell Hofstetter.     

 

Council President, Christina M. Orns opened the meeting by asking all present to join in saying the Pledge of Allegiance.

 

Council President, Christina M. Orns read, by title, Town of Wolcott, White County, Indiana Ordinance No. 2018-04, An Ordinance Establishing Guidelines Relative to the Removal of an Unused Meter Pit Amending Ordinance No. 2017-05, An Ordinance to Establish a "Utility Ready Fee".  Council Member, Michael J. Johnson moved that the ordinance be adopted as read; Council Vice President, Michael A. Yelton seconded the motion to adopt the ordinance as read; and the motion passed 4-yeas and 0 nos. Yea - Michael A. Yelton, Fred A. Young, Michael J. Johnson and Stephen Schemerhorn.

 

White County Building & Planning Executive Director, Colin Betts presented the White County Building & Planning 2017 Annual Report to Council and those present.  Mr. Betts elaborated on the following points of interest from the report:

       Building Inspection

o   There were 383 permits issued with nearly $54,000 in fees collected.

o   The department received several inquiries relative to unsafe buildings, distressed and vacant properties.  Though blighted property currently falls under the purview of the White County Health Department; the White County Building & Planning department is reviewing the need to update the Nuisance Ordinance in 2018.

       Floodplain Management

o   The Indiana Department of Natural Resources (DNR) payed a mandated Assistance Visit and no significant deficiencies were noted during the inspection.  DNR is FEMA'S voice for managing the National Floodplain Insurance Program.

       Significant Accomplishments

o   The new White County Comprehensive Development Plan was approved.

o   A B-4 Zoning District was established for densely developed downtown center areas.

o   Area Plan completed a major subdivision, the primary plat of another, and three (3) more are expected in 2018 - one in Brookston, one in Monticello and one between Reynolds & Monticello.

o   The final commercial WECS system for the Meadow Lake V Wind Farm was completed.

o   There were three (3) new Meteorological (MET) Tower permits issued.

o   There were sixteen (16) zoning changes approved with the majority of the zoning changes stemming from the new B-4 Zoning District.

       Projects & Priorities

o   White County Building & Planning will be implementing new web-based software in 2018.

o   Ordinance Amendments pertaining to storage, shipping containers and temporary use, solar farming and wireless communications towers and small-cell facilities are expected in 2018.

o   Inventory housing stock, age and condition, vacancies & occupancy, production, and need based on demographics, population market segments and actual/ predicted growth by location.  

       Department Organization

o   White County Building & Planning Executive Director, Colin Betts proposed to add a new position to the department.  The proposed addition would be for an Office Administrator and Communications Coordinator to be filled in early 2019, if approved.

 

 

The White County Building & Planning 2017 Annual Report contains the following documents: 

       Departmental Administrative Processing Summary

       Building Department Processing Summary

       Summary of Budget Appropriations - Years Reported 2015-2018

       White County Building & Planning Department Staff Roster

       White County Area Plan Commission 2017 Roster

       Area Plan Commission 2017 Meeting Attendance Record

       Area Plan Commission 2017 Meeting Attendance Record - Tech Review Committee

       White County Area Board of Zoning Appeals Members - 2017

       Board of Zoning Appeals 2017 Meeting Attendance Record

       2018 APC/BZA Calendar of Meeting & Filing Dates

       White County Area Plan Commission 2018 Roster

       White County Area Board of Zoning Appeals Members - 2018

A copy of said report is on file in the Town of Wolcott's Clerk-Treasurer's Office.  Council President, Christina M. Orns thanked Mr. Betts for his presentation.

 

Commonwealth Engineers, Inc. Project Engineer, Tracy Boehmer provided an update relative to the Water System Improvements Project.  Tracy stated that approximately a month ago, Vince Sommers of Commonwealth Engineers, Inc. as well as Tracy met with Water/Street Superintendent, Robert Thomas, Wastewater Superintendent, Chad Reynolds and Council President, Christina M. Orns to review the Preliminary Plans of the Project to ensure the desires of the Town are being met.  Upon review of the Preliminary Plans a few minor modifications were made and the Project is now in the Final Design stage and ready to enter the permitting phase.  Tracy added that the two (2) required permits are the IDEM Construction Permit and the Erosion Control Permit.  With that being said, Tracy expressed Commonwealth Engineers, Inc. desire to meet with Water/Street Superintendent, Robert Thomas, Wastewater Superintendent, Chad Reynolds and any Council Member interested in attending, on Friday, February 16, 2018 to review the Final Plans.  Tracy also provided Council and those present with a Water System Improvement Project Budget update stating that the current Final Design overall construction cost estimate is just under 3.3 million which is down compared to the Preliminary Engineering Report cost of 3.7 million.  Tracy added that since the Final Design overall construction cost estimate is less than the Preliminary Engineering Report cost estimate; three (3) alternate bids to replace additional water lines (that weren't included in the original plans) on the west side of Town will be pursued.  In closing, Tracy stated that there are two (2) outstanding easements in which she will be working with Town Attorney, Jacob A. Ahler to resolve. 

Council President, Christina M. Orns entertained a motion to approve execution of the IDEM Application for Construction Permit for Public Water System and Erosion Control Permit relative to the Water System Improvements Project.  Council Vice President, Michael A. Yelton moved to approve Council President, Christina M. Orns execute the IDEM Application for Construction Permit for Public Water System and Erosion Control Permit.  Council Member, Stephen Schemerhorn seconded the motion; and the motion passed 4-0.

 

KIRPC Grant Administrator, Shawn Cain updated Council and those present on the 129 West Market Street Clearance Project.  Shawn stated that the Project is out for bid and that the bids will be publicly opened and read aloud at 10:00 a.m. on Thursday, February 15, 2018 during a Special Session which will be held at the Wolcott Town Hall; which at that point in time those bids will be taken under advisement.  Shawn added that following the opening of the bids, all the required documentation will be submitted to OCRA (Office of Community & Rural Affairs) and within 2-3 weeks a "Release of Funds" notice should be issued and razing of the building can be initiated.  Shawn also informed Council that three (3) prime contractors and one (1) sub-contractor attended the Pre-Bid Meeting that was held at 10:00 a.m. on February 1, 2018 at the Wolcott Town Hall.  Shawn added that she feels confident that since contractor attendance is not required at a Pre-Bid Meeting, there will be outside contractor interests as well.  In closing, Shawn stated that a "Bid Deadline Extension" requesting the bid deadline be extended from January 31, 2018 to February 28, 2018, was submitted to Eric Ogle, the Program Manager for OCRA.  Shawn added that the "Bid Deadline Extension" request was approved as justification submitted stated justifiable reasons for the delay and exhibited that the bid process was underway.

 

Commonwealth Engineers, Inc. Project Engineer, Tracy Boehmer and KIRPC Grant Administrator, Shawn Cain exited the meeting at this time.

 

Council President, Christina M. Orns asked if there were any questions or comments from the audience.

 

Resident, Darwin Miller inquired as to whether or not the Clerk-Treasurer was successful in contacting Jennifer Ferdinand,  regarding removal of the tree that fell in her front yard.  The Clerk-Treasurer stated that Jennifer's voice mailbox is full; so a message could not be left and that she did not call back.  Discussion relative to the removal of the fallen tree ensued.

 

Resident, Darwin Miller stated that he is overseeing the Wolcott Summer Festival Hog Roast on July 3rd and encouraged Council Members to volunteer their services.      

 

 

White County Economic Development Representative, Karen Evans provided Council and those present with a Mid-America Commerce Park update.  Karen stated that there are two (2) companies with an invested interest in Mid-America Commerce Park.  Karen added that it was communicated to those attending the White County Economic Development Board Meeting that Mid-America Commerce Park is an odor-free Commerce Park and that odor emitting companies are not being entertained as prospective industry to populate Mid-America Commerce Park.

 

Minutes/Memoranda

Council President, Christina M. Orns asked for a motion to approve the minutes and/or memoranda for the following meetings:

       Tuesday, January 2, 2018 Council Meeting

       Wednesday, January 17, 2018 Special Session - IHCDA Housing Bids

Council Vice President, Michael A. Yelton, moved to approve the aforementioned minutes and/or memoranda.  Council Member, Fred A. Young seconded the motion; and the motion passed 4-0.

 

Departmental Reports

 

Water/Street Superintendent, Robert Thomas reported that the Street Sweeper has been repaired; and the repair costs totaled approximately $1200.  Mr. Thomas added that the brushes had to be replaced and a couple rods were broken due to misuse.

 

Water/Street Superintendent, Robert Thomas reported that the quote to install hour meters on all 3 trucks is $900-$1,000.  Following some discussion, Council Members were in agreement to forgo installing hour meters and change the oil every 2000 to 2500 miles in the Ford F-250 and F-450; and on an annual basis in the Ford F-800.      

 

Wastewater Superintendent, Chad Reynolds inquired as to the status of the replacement of the Wastewater Treatment Plant roof.  Council Vice President, Michael A. Yelton stated that the weather is the determining factor as to when the roof will be replaced.

 

Wolcott Town Marshal, James M. Herre presented his department's activity report for the month of January 2018.     

 

Wolcott Town Marshal, James M. Herre opened discussion relative to selling the Jetter and Golf Cart.  Wastewater Superintendent, Chad Reynolds stated that there has been discussion in the past relative to selling the Jetter as it didn't work as anticipated; and to create more room to store other equipment and/or open a bay in the garage for the Main Street Committee to utilize. Mr. Reynolds added that the Golf Cart is in need of expensive repairs and maintenance - replace brakes, purchase six batteries, and replace four tires and expressed his opinion that it would be in the best interest of Town to salvage the golf cart purchase a more durable vehicle that can be used in town, in the industrial park easements (grass or field easements); and utilized by the Police Department.  Discussion occurred, and Council Members were in agreement to sell the Jetter.   

 

Council Member, Michael J. Johnson questioned Marshal Herre as to the protocol relative to the finding of a needle(s).  Marsha Herre stated that upon the finding of a needle(s); by no means should the needle be handled.  The White County Sherriff or Police Department should be notified, or call 911. 

 

Resident, Karen Evans expressed her displeasure with residents who are accessing the pond via the property of property owners who have not granted them permission to access the pond.  Mrs. Evans reiterated that the pond is not a public pond; it is a private pond and can only be accessed via the property of the property owner who granted the resident permission to access the pond.  Discussion ensued.  

 

Wolcott Volunteer Fire Dept. Chief, Kenneth Burns opened discussion relative to the Fire Station Hail Damage Claim.  Council President, Christina M. Orns reviewed the following estimates with Mr. Burns, Council and those present:

       FBi Buildings  

o   Remove and replace all steel roofing, ridge cap and gaskets, connection flashing and valley flash (new snow jacks included) - $30,580

o   Replacement of gutters and Downspouts - $3,300

o   Total Cost - $33,880

       Schuh Construction

o   Reroof Fire Department Building (No Gutters) - $21,497.64

o   Equipment Fee Rental - $500

o   Dumpster Fee - $160

o   Total Cost - $$22,157.64

Volunteer Fire Department Chief, Kenneth Burns questioned Council's position on replacing the Fire Station roof and gutters vs. accepting the "Actual Cash Value" of the claim submitted by the Adjuster in the amount of $40,018.34.  Council President, Christina M. Orns stated that Council values Mr. Burns' opinion relative to said matter and Council will make a decision based on Mr. Burns' input.  Discussion occurred relative to replacing the roof and gutters or accepting the "Actual Cash Value" with regard to whether or not the Town can profit from a claim. 

It was pointed out that the policy pays the "Actual Cash Value" of the damage as submitted by the Adjuster, regardless of whether or not the repairs/replacements are made.  If the work is done, and if more than the "Actual Cash Value" collected is spent; then the policy will pay the "Withheld Depreciation" up to the "Replacement Cost", or the amount spent - whichever is less.

The table below itemizes the "Replacement Cost", "Depreciation", and "Actual Cash Value" per location relative to the Hail Damage Claim submitted by the Adjuster:
 
 

LOCATION

REPLACEMENT COST

DEPRECIATION

ACTUAL CASH VALUE

 

 

 

 

 

 

Town Hall

$15,447.60

$2,471.81

$12,975.79

 

Water Works Office

$10,600.16

$3,824.99

$6,775.17

 

Reservoir

$9,430.03

$0.00

$9,430.03

 

Sewage Treatment Ofc

$5,149.46

$692.99

$4,456.47

*CLAIM SETTLED

Open Park Shelter

$2,910.08

$47.83

$2,862.25

 

Municipality Utility Bldg

$14,628.56

$1,074.72

$13,553.84

 

Fire Station/EMC

$46,847.76

$6,829.42

$40,018.34

 

 

 

 

 

 

TOTALS

$105,013.65

$14,941.76

$90,071.89

 

Less Deductible

 

 

$1,000.00

 

ACV PAYABLE

 

 

$89,071.89

 

 

 

 

 

 

 

Volunteer Fire Dept. Chief, Kenneth Burns stated that personally he doesn't see the need to replace the roof and gutters on the Fire Station; and if Council decides to accept the "Actual Cash Value" and not make the repairs/replacements, he wants the money earmarked for the Fire Station and not lost in the General Fund. Mr. Burns added that he would like the opportunity to obtain another quote before a decision is made.  Council President, Christina M. Orns stated another factor to consider is that if the Town accepts the "Actual Cash Value" and doesn't replace the roof and gutters; if and when another event occurs causing damage to the buildings, the policy won't pay for those damages since the repairs/replacements of this claim were not made.  Based on the following quotes

       Schuh Construction

o   Reroof 48' x 56' building at Water Tower Property - $8,546.59

o   Reroof 30' x 40' building at Water Plant - $4,772.13

o   Reroof Water Plant building #2 with metal over existing shingled roof - $12,875.64

o   Reroof Fire Department/EMS Building - $21,497.64

o   Reroof Town Hall - Includes Removing Existing Shingles & Replacing with Shingles - $14, 679.13

o   Equipment Rental Fee - Based on all Projects at once.  Price will vary if Projects are done over extended periods. - $2,500

o   Dumpster Fee - Based on all Projects at once.  Price will vary if Projects are done over extended periods. - $800

 

       FBi Buildings

Fire Station

o   Remove and replace all steel roofing, ridge cap and gaskets, connection flashing and valley flash (new snow jacks included) - $30,580

o   Replace gutters and downspouts - $3,300

 

Water Treatment Plant

o   Install 1X4' lumber over existing shingles and install max-rib steel roof panels, ridge cap and gaskets, and rake trims - $21,960

o   Replace gutters and downspouts - $1,300

 

Clear Water/Reservoir

o   Remove and replace all steel roofing, ridge cap and gaskets and end rake trim - $5,655

o   Replace gutters and downspouts - $962

 

Wolcott Municipal

o   Remove and replace all steel roofing, ridge cap and end rake trims - $7,950

o   Replace gutters and downspouts - $1,029

and following a lengthy discussion, Council Vice President, Michael A. Yelton moved to accept the hail claims based on the aforementioned detailed "Claim Settlement" the Adjuster provided and obtain additional quotes to enable a Council decision be made regarding making the repairs/replacements as determined by the Adjuster vs. accepting the "Actual Cash Value".  Council Member, Michael J. Johnson seconded the motion; and the motion passed 4-0.

 

Clerk-Treasurer, Tammy L. Seward stated that Ambulance Director, Steve Young, asks that residents be diligent in clearing driveways, sidewalks and entrances of snow, enabling emergency personnel to access the home if necessitated.

 

Clerk-Treasurer, Tammy L. Seward requested approval to transfer $23.85 from Riverboat/Transfer Out, Acct. #242001520.000 to IHCDA Home Rehabilitation/Transfer In, Acct. #230001920.000 to finance the IHCDA Housing Project Public Notice for Bids published December 21, 2017 and December 28, 2017 to The New Wolcott Enterprise.  Council Vice President, Michael A. Yelton moved to approve the transfer of $23.85 from Riverboat/Transfer Out, Acct. #242001520.000 to IHCDA Home Rehabilitation/Transfer In, Acct. #230001920.000 to finance the IHCDA Housing Project Public Notice for Bids published December 21, 2017 and December 28, 2017 to The New Wolcott Enterprise.  Council Member, Michael J. Johnson seconded the motion; and the motion passed 4-0.

 

Clerk-Treasurer, Tammy L. Seward requested approval to pay the White County Economic Development invoice in the amount of $3,200, per the White County Economic Development Memorandum of Agreement for Assistance in Planning and Implementing Economic Development Programs that was approved and executed during the January 2, 2018 Council Meeting.  Council Vice President, Michael A. Yelton moved to approve payment of the White County Economic Development invoice in the amount of $3,200, per the White County Economic Development Memorandum of Agreement for Assistance in Planning and Implementing Economic Development Programs that was approved and executed during the January 2, 2018 Council Meeting.  Council Member, Fred A. Young seconded the motion; and the motion passed 4-0.

 

Clerk-Treasurer, Tammy L. Seward requested approval to pay the 1st installment in the amount of $3,750 to Remington -Wolcott Community Development Corporation, per the Memorandum of Agreement for Assistance in Planning and Implementing Economic Development Programs that was approved and executed during the January 2, 2018 Council Meeting.  Council Member, Fred A. Young  moved to approve payment of the 1st installment in the amount of $3,750 to Remington -Wolcott Community Development Corporation, per the Memorandum of Agreement for Assistance in Planning and Implementing Economic Development Programs that was approved and executed during the January 2, 2018 Council Meeting.  Council Vice President, Michael A. Yelton seconded the motion; and the motion passed 4-0.

 

Clerk-Treasurer, Tammy L. Seward requested approval to have the Clerk-Treasurer's Office painted by Kelli Byrd.  The Clerk-Treasurer stated that the labor hours have been determined to be a maximum of 16 hours at $20 per hour, for a total maximum cost of $320.  Following a brief discussion, Council Member, Fred A. Young moved to approve Kelli Byrd painting the Clerk-Treasurer's Office for a total maximum cost of $320.  Council Member, Michael J. Johnson seconded the motion; and the motion passed 4-0.

 

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

       Theresa Oberlander will be utilized as a part-time Utility Clerk in the Clerk-Treasurer's Office on an as needed basis.

       Received the Wastewater Treatment Plant Hail Damage Claim check from EMC Insurance in the amount of $3,456.47:

o   Claim - $5,149.46 less Recoverable Depreciation of $692.99 and

$1,000 Deductible

       Received payment from the Town of Reynolds in the amount of $500 for November's Wastewater Testing Fee.

       Received payment from the Town of Reynolds in the amount of $500 for December's

            Wastewater Testing Fee.

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

       Issued check #23202 on January 28, 2018 in the amount of $1,500 to the Wolcott Main Street Committee for the annual contract payment.

       Received Bruce Furrer's Confined Feeding Operation Approval Renewal Documents from IDEM.  (APPEAL PROCEDURES DOCUMENT WAS NOT INCLUDED)

       Received Jason Getz's Confined Feeding Operation Approval Renewal Documents from IDEM, with a 15-day Appeal window.

 

OLD BUSINESS

 

Water System Improvements Project

Council President, Christina M. Orns read the Water System Improvements Project Bond Ordinance No. 2018-03 as follows:

  An Ordinance concerning the construction of additions and improvements to the waterworks of the Town of Wolcott, Indiana, the issuance of revenue bonds to provide the cost thereof, the collection, segregation and distribution of the revenues of said waterworks, the safeguarding of the interests of the owners of said revenue bonds, other matters connected therewith, including the issuance of notes in anticipation of bonds, and repealing ordinances inconsistent herewith

Council President, Christina M. Orns stated that at this time opportunity is given for the offering of amendments. No amendments were forthcoming. Council Member, Stephen Schemerhorn moved that the ordinance be adopted as read; Council Member, Fred A. Young seconded the motion to adopt the ordinance as read; and the motion passed 3-yeas, 0 no's and 1 abstain. Yea - Fred A. Young, Michael J. Johnson and Stephen Schemerhorn; with Council Vice President, Michael A. Yelton, abstaining.

 

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

Christina M. Orns entertained a motion to approve and execute Umbaugh' s Revised Financial Advisor Agreement between the Town of Wolcott and Umbaugh relative to the Water System Improvements Project. Said revision to the Agreement is due to the fact that USDA Rural Development, as part of their "Letter of Conditions", mandates that the Town refund the outstanding water bonds into the USDA Rural Development loan.  As such, Section IV Parity Report was replaced with Section IV Escrow Verification Report to account for the refunding, per the USDA Rural Development "Letter of Conditions".  Council Member, Michael J. Johnson moved for Council President, Christina M. Orns to execute the revised Umbaugh Financial Advisor Agreement between the Town of Wolcott and Umbaugh relative to the Water System Improvements Project.  Council Member, Fred A. Young seconded the motion; and the motion passed 4-0.

 

Clerk-Treasurer, Tammy L. Seward reported that $154,071.35 is due and payable to Commonwealth Engineers, Inc. for services rendered to date relative to the Water System Improvements Project. Following is a breakdown of said amount due and payable to Commonwealth Engineers, Inc.:

       93% of the $140,400 Preliminary Design Services Contracted Amount - $130,572.00

       Professional/Consultant Fees in the amount of $23,499.35

The Clerk-Treasurer added that the aforementioned fees will be financed through the Bond Anticipation Note (BAN).

 

IHCDA Housing Grant

Council President, Christina M. Orns stated the following relative to the IHCDA Housing Grant:

       A bid reject letter was sent to Summer Chase Construction relative to the bid amounts exceeding the IHCDA Housing Project Budget limit.

       Joyce McCarty of Star Development, Inc. informed the Clerk-Treasurer of the possibility of two (2) contractors bidding the Project.  

       There will be a Pre-Bid Conference on Wednesday, January 31, 2018 at 10:00 a.m. at the office of Star Development, Inc., 220 West Main Street, Cambridge City, IN  47327

       The Town of Wolcott will be accepting sealed bids for Two (2) homes until 3:30 p.m. on Tuesday, February 20, 2018.

       The sealed bids will be publicly opened and read aloud at 6:00 p.m. on Tuesday, February 20, 2018.

Council President, Christina M. Orns also stated that there are seven (7) homes in need of Lead Hazard Testing instead of six (6) as originally proposed.  Therefore, a Budget Modification request to move One Thousand Dollars ($1,000) from the Rehabilitation Budget Line to the Lead Hazard Testing Budget Line was submitted to IHCDA on January 26, 2018.  Mrs. Orns added that the Budget Modification request was approved by IHCDA on January 29, 2018. 

 

129 West Market Street Property Clearance Project

Clerk-Treasurer, Tammy L. Seward acknowledged receipt of the executed Agreement between ARKOR Architects & Engineers and the Town of Wolcott for Architectural & Engineering Design Services relative to the 129 West Market Street Clearance Project.

 

Council President, Christina M. Orns stated that a "Bid Deadline Extension" requesting the bid deadline be extended from January 31, 2018 to February 28, 2018, was submitted to Eric Ogle, the Program Manager for OCRA.  Mrs. Orns added that the "Bid Deadline Extension" request was approved by OCRA on January 29, 2018.


Council President, Christina M. Orns then read the following Bid Schedule relative to the Clearance Project:

       Pre-Bid Meeting was held at 10:00 A.M. on February 1, 2018 at the Wolcott Town Hall,

            101 W North Street, Wolcott, IN  47995

       Accepting Sealed Bids until 10:00 A.M. on Thursday, February 15, 2018

       Bids will be Publicly Opened and Read Aloud at 10:00 A.M. on Thursday, February 15, 2018 during a Special Session to be held at the Wolcott Town Hall, 101 W North Street, Wolcott, IN  47995

 

NEW BUSINESS

 

Council President, Christina M. Orns set the Special Session to open and read the 129 W. Market Street Clearance Project Bids for Thursday, February 15, 2018 at 10:00 a.m.  The Special Session will be held in the Community Room of the Wolcott Town Hall located at 101 W. North Street, Wolcott, IN 47995.

 

Council President, Christina M. Orns set the Special Session to open and read the IHCDA Housing Grant Project Bids for Tuesday, February 20, 2018 at 6:00 p.m.  The Special Session will be held in the Community Room of the Wolcott Town Hall located at 101 W. North Street, Wolcott, IN 47995.

 

Council President, Christina M. Orns opened discussion relative to outsourcing the Employee Handbook stating that in delving into revising the Employee Handbook many questions and concerns relating to the legal formality arose.  Mrs. Orns added that due to these questions and concerns, she directed the Clerk-Treasurer to obtain quotes for the Project.  The Clerk-Treasurer provided Council and Town Attorney, Jacob A. Ahler with the following Employee Handbook Proposals:

       New Focus HR - Kristen Deutsch - $3,800

o   Annual Update Service - $125 per year

       HR Unlimited Resources -Suzy Bass - $6,250

Upon review of the aforementioned Employee Handbook Proposals, Town Attorney, Jacob A. Ahler provided Legal Counsel stating that he agrees that this is an area that needs to be addressed as it is better to be proactive rather than reactive.  Mr. Ahler added that with regard to the terms of the New Focus HR Proposal, the one concern he has is someone who is not an Employment Attorney, providing legal advice pertaining to employment law.  Mr. Ahler stated that to safeguard against this concern, there needs to be a system in place where the Town Attorney can conduct research and provide an opinion should an employment issue arise.  Mr. Ahler also stated that if Council chooses to move forward with utilizing a consulting service to assist with the preparation of an Employee Handbook; there are some small language issues regarding the venue and breach of contract of the New Focus HR Proposal that he would pursue a revision of.   In closing, Town Attorney, Jacob A. Ahler suggested that if an employment issue arises, the Town would turn to the Employee Handbook as a starting point and then consult the Town Attorney for a written opinion as he has the resources to perform that research.  Following some discussion, Council Vice President, Michael A. Yelton moved to approve utilizing New Focus HR as a consulting service to provide the Town with an Employee Handbook; at a cost of $3,800 with an annual update service fee of $125.  Council Member, Michael J. Johnson seconded the motion; and the motion passed 4-0. 

 

Council President, Christina M. Orns inquired as to the status of the Building/Equipment Maintenance Logs and Inventory Ledgers.  Wastewater Superintendent, Chad Reynolds stated that they are completed as requested.

 

As provided by the Clerk-Treasurer, Council President, Christina M. Orns reviewed the following with Council and those present pertaining to the INDOT Community Crossing Grant:

       Received the Purchase Order from Marcia Blansett of INDOT

       Marcia Blansett of INDOT submitted an Electronic Transfer of Funds request to the Town, in the amount of $74,812.50.  Town should receive the funds within 3-4 weeks.

       Upon receipt of the Electronic Transfer of Funds a "Community Crossings Matching Grant Completion" letter and supporting documents must be submitted to Marcia Blansett of INDOT.

 

Council President, Christina M. Orns set the Local Road and Bridge Matching Grant Fund Additional Appropriation Public Hearing date for Tuesday, March 6, 2018 at 6:00 p.m. in the Community Room of the Wolcott Town Hall.

 

Council President, Christina M. Orns set the following Rainy Day Additional Appropriation of Funds Public Hearing date for the 129 West Market Street Clearance Project local match for Tuesday, March 6, 2018 following the Local Road and Bridge Matching Grant Fund Additional Appropriation Public Hearing, in the Community Room of the Wolcott Town Hall:

       2018 Budget - $10,000

       Local Funds/Match - $17,833

 

Council President, Christina M. Orns set the Ordinance Violations Bureau Ordinance amending the Schedule of Fines Public Hearing date for Tuesday, March 6, 2018 following the Rainy Day Additional Appropriation Public Hearing for the 129 West Market Street Clearance Project Local Match.

      

In closing, Council Member, Michael J. Johnson asked Marshal Herre if a meeting needs to be scheduled to discuss the Fourth of July Summer Festival.  Marshal Herre replied that he feels to ensure everyone is on the same page, prior to the Festival, a meeting should be scheduled.  The Clerk-Treasurer informed Council that Wolcott Summer Festival Committee meetings are held on the 3rd Thursday of each month, and all parties affiliated with the Fourth of July Summer Festival are welcome to attend. 

 

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

 

Accounts Payable

 

General Fund

 38,770.49

Motor Vehicle Highway Fund (MVH)

3,112.77

Park & Recreation

582.72

Riverboat Gaming

382.50

Cumulative Capital Improvements

413.45

CEDIT

1500.00

Water Operating Fund

19,430.81

Water Utility Meter Deposit

150.00

Wastewater Operating Fund

19,660.69

Stormwater

26.00

Ambulance

27,758.81

Payroll

13,924.45

Payroll Federal W/H

2,243.78

Payroll FICA/Medicare W/H

2,978.32

Payroll State/County W/H

867.88

Payroll Perf W/H

823.11

Payroll PERF Corp Share

2328.22

Payroll Health Savings Account

430.00

Payroll Medical

1262.19

Payroll Liberty National

507.84

 

 

GRAND TOTAL

$137,154.03

 

 

Payroll Docket

$11,280.79

     Payroll Ending 01/08/2018

 

 

 

Payroll Docket

$9,933.91

     Payroll Ending 01/22/2018

 

 

 

Utility Adjustments

-198.50

 

 

 

 

Council Member, Michael J. Johnson moved to adjourn the meeting; the motion was seconded by Council Vice President, Michael A. Yelton; and the motion passed 4-0.

 

 

 

 

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