City Council

4 TOWN OF CICERO TOWN COUNCIL MEETING MINUTES April 15, 2014 At 7:00 PM Call To Order: Vice-president Kay Hartley called the meeting to order, led the Pledge of Allegiance and gave the prayer. Ms. Hartley called for the roll call and the members of the Town Council were present or absent as follows: Present: Jerry Cook Absent: Dennis Schrumpf Brett Foster Kay Hartley Eric Hayden President Schrumpf declared a quorum present. Others Present: Jan Unger, Clerk Treasurer Charlie Cambre, Park Superintendent Dave Hildebrand, Police Chief Paul Munoz, Cicero/Jackson Township Plan Commission Director Aaron Culp, Town Attorney Keith Bryant, Town Engineer Approval of Agenda: Mr. Foster made a motion to approve agenda as presented. Mr. Hayden seconded, motion passed Public Hearing: On Ordinance 04-15-2014-1 Additional Appropriations for Park and MVH. Mr. Hayden made a motion to open the Public Hearing on Ordinance 04-15-2014-1 Additional Appropriations for Park and MVH. Mr. Cook seconded, motion passed. Ms. Hartley stated that the additional appropriation of $17,000 for the Park was for maintenance and equipment and the $120,000 for MVH was for paving Jackson Street. Ms. Hartley inquired if there were any comments or questions and there were none. Mr. Cook made a motion to close the Public Hearing. Mr. Hayden seconded, motion passed. Council Consideration of Ordinance 04-15-2014-1 Additional Appropriations for Park and MVH. Ms. Hartley stated that if there was not further discussion she would entertain a motion on Ordinance 04-15-2014-1 Additional Appropriations for Park and MVH. Mr. Cook made a motion to approve Ordinance 04-15-2014-1 Additional Appropriations for Park and MVH. Mr. Foster seconded, motion passed. Public Hearing: On The OCRA Application For Hidden Bay Waterline Replacement. Mr. Hayden made a motion to open the Public Hearing on the OCRA Application for Hidden Bay Waterline Replacement. Mr. Foster seconded, motion passed. 1  Ms. Hartley introduced Ms. Tina Henderson the grant administrator. Ms. Henderson reviewed the OCRA grant process and distributed a sign in sheet. Ms. Henderson stated that they needed twelve more salary surveys and that they would need seven letters of support of which one could come from the Town Council and one from Pat Comer. Ms. Henderson stated that the application for the Grant would be for $400,000 and the local match would be $188,625. Mr. Bryant, town engineer, distributed diagrams of the current water lines that show the lines running under each of the 80 mobile homes. Mr. Bryant explained that these lines are old and beginning to deteriorate. This becomes a safety issue when staff has to get under the homes to make repairs and for the mobile home itself. Additionally, the main has to be shut off for a period of time which causes an issue with fire protection. Provided the grant is awarded in the fall of this year they can get the design and permit work done over the winter. They would start on construction in the spring of 2015. Mr. Bryant stated that the service lines for each mobile home will still need to be addressed as they are not included in the grant. It could be around $25,000 – 30,000 if one contract is contracted to do all of them. Mr. Comer reiterated that the safety issue to the Town employees was a major concern when a break happens. Mr. Comer also said there could be damage to the mobile home. Liability was an issue for the Town. Mr. Comer said that they have already repaired 6-7 lines under homes to date and they have one right now that has not been repaired due to weather and getting structures out of the way. Mr. Culp stated there was just too much danger and bad winter conditions to work on the leak previously. Mr. Bruce Freeman inquired as to how the service lines would be reconnected. Mr. Comer stated that they would use an open trench to the meter. Ms. Hartley inquired if there were any further questions and there were none. Mr. Cook made a motion to close the Public Hearing. Mr. Foster seconded, motion passed. Ms. Henderson stated that she has a Resolution authorizing the submission for the grant and Council approving the local match. She asked if the Council would pass this evening allowing President Schrumpf to sign. Mr. Hayden made a motion to approve the submission for the grant and allowing President Schrumpf to sign. Mr. Foster seconded, motion passed. Approval of Prior Minutes: Town Council Executive Session Memorandum, April 1, 2014, 6:00 PM – Mr. Hayden made a motion to approve the Memorandum for the Executive Session for April 1, 2014. Mr. Foster seconded, motion passed. Town Council Meeting Minutes, April 1, 2014, 7:00 PM – Mr. Hayden made a motion to approve the April 1, 2014 minutes as presented. Mr. Cook seconded, motion passed. Approval of Claims: Ms. Unger informed the Council that she would like to add a claim for Raito in the amount of $4,310 for codifying and updating the Plan Commission ordinances. Mr. Hayden made a motion to approve the claims including the addition. Mr. Foster seconded, motion passed. 2 Petitions by Citizens: There were none. President’s Report: Ms. Hartley stated that because of Election Day it had been discussed to not have a meeting on May 6th. However, we are accepting Bids for the Paving Project and will need to meet for accepting the bids and paying claims. After a brief discussion it was decided that the initial meeting would be in the Chamber office. Ms. Hartley also informed the Council that Hope Clinic has received a $5,000 grant from the Legacy Fund. She noted that they have installed a dental chair with volunteers and thought this helped with that grant. Ms. Hartley stated that the Cicero Parks Department also received $5,000 for playground equipment from the Mosbaugh Fund which is also a part of the Legacy Fund. Ms. Hartley reminded everyone of the 1:30 pm meeting tomorrow regarding the OCRA Grant application. Council Committee Reports: There were none. Legal Counsel Report-Aaron Culp: Mr. Culp reported that as directed at the last Council Meeting he has reviewed and revised the Trash Collection request for proposals and Ms. Unger has them. Cicero/Jackson Township Plan Commission Report-Mr. Munoz Mr. Munoz had nothing. Town Engineer Report-Mr. Keith Bryant – Mr. Bryant addressed the following: 1. Jackson Street Pedestrian Walkway - Mr. Bryant distributed the March report along with photographs of the work being completed to date. Mr. Bryant stated that a big concern was getting Duke to complete their work. Duke has subbed this out to Sun. Mr. Comer stated the locates for utilities have been called for and he is expecting them to begin the first of next week. Mr. Bryant stated that the Walkway should be open in June. Mr. Hayden inquired about the Duke utility poles as to who was removing them. Mr. Comer stated that Duke did not want to remove the poles until the new lines were ready in case there was an emergency and they needed to run a line. Duke will be removing them once the new lines are complete. Mr. Bryant stated that the GFI receptacles for the lights final cost will be $6,206 which is less than the $6,500 the Council approved on March 4th. Mr. Bryant stated that he needs two signatures on the document to be submitted to INDOT regarding the GFI receptacles even though they are not contributing any money. Mr. Hayden made a motion to approve Council signing the document. Mr. Foster seconded, motion passed. 2. Sewer I & I Project – Mr. Bryant stated that the contractor was back in town working. They should begin paving the areas they have complete shortly. Mr. Bryant stated that they have found additional sources of infiltration and the Council should be expecting a Change Order on those soon. Currently the Contractor has about 39% of the work completed, but it should move more quickly since the weather is better. Mr. Bryant stated that the Contractor is still trying to get the State to allow him to close SR 19 while doing work on SR 19. Mr. Bryant said that he thought the contractor 3  was going to have to work with a lane closure only as that is what the State has approved. . 3. Drainage problem to the southeast of Cicero – Mr. Bryant informed the Council that they have a meeting scheduled with Mark Heirbrandt, Mike Howard, and Kent Ward on April 23, 2014 at 11:00 AM. Mr. Bryant asked if a couple of Council members could attend and Mr. Cook and Ms. Hartley said they could. Meeting will be at the Government Center. Old Business: Council To Consider Mailbox Policy And Mailbox & Post Damage Notification Form. There was a discussion on the Mailbox Policy and the Notification Form. Mr. Foster stated that he thought as a resident the Town should replace the existing Mailbox at the cost the resident paid for it provided they had a receipt. Mr. Hayden thought that Mailboxes in additions where there are Homeowners Associations requirements should be replaced by the Town with the same mailbox that is required by the HOA. The Policy and Notification Form as written stated the Town will reimburse up to $75 depending on what the damage was; just mailbox, just post, or both. Mr. Cook made a motion to approve the Mailbox Policy and Mailbox & Post Damage Notification Form as submitted. Ms. Hartley seconded. Ms. Hartley and Mr. Cook voted yea; Mr. Foster and Mr. Hayden voted nay. With the absence of Mr. Schrumpf Ms. Unger was asked to vote, she voted yea. Motion passed 3-2. Open Proposals For HVAC Cleaning. The Council received four proposals for the HVAC annual cleaning: 1. Mr. Hayden opened the proposal from Caribbean Air Heating & Cooling. The proposed cost was $50 per unit per season; hanging units would cost $65. Additional conditions were stated. 2. Mr. Foster opened the proposal from McCrumbs Mechanical. The proposed cost was $39.99 per unit per season; hanging units would cost $49.00. Additional conditions were stated. 3. Mr. Cook opened the proposal from HeatPro Heating & Cooling, LLC. The proposed cost was $45 per unit per season; hanging units would cost $50. Additional conditions were stated. 4. Mr. Cook opened the proposal from Purkey’s Heating and Cooling Inc. The proposed cost was $69.95 per unit per season; hanging units would cost the same. Additional conditions were stated. Mr. Hayden made a motion to take the proposals under consideration. Mr. Foster seconded, motion passed. New Business Discussion On Farmer’s Market At The Waterfront Property. Ms. Hartley inquired if the Council has received the e-mails from Mr. Gregg Boyd concerning the Farmers’ Market on the Waterfront property he owns. The Council had. There was a brief discussion on waiving fees for the Market and access to the property. 4  Mr. Hayden made a motion to allow the Market to open; to waive fees for the Market; and that they are to be required to use only the Main Street access to the property. Mr. Foster seconded, motion passed. Miscellaneous 1. Ms. Hartley stated that she saw in the paper that there were funds available from FEMA for reimbursement of the snow removal this winter. Chief Peachey stated that the Town applied and were denied any funds. 2. Mr. Cook inquired if the lot next to the Pool business was still available for public parking. Ms. Unger stated that the business that was in the Turner building removed the Public Parking signs; they didn’t want public parking there. Ms. Unger was able to get the signs back. She also informed Mr. Brett Morrow of the situation as we were under the understanding that he had a lease on the lot. Ms. Unger said that she did not know if or when that lease expired. Comments from the Public There were none. Signatures on Official Documents! Mr. Cook made a motion to adjourn the Town Council Meeting. Mr. Foster seconded. Motion to adjourn passed. __________________________ Dennis D. Schrumpf – President __________________________ Sylvia Kay Hartley- Vice-President __________________________ Jerry G. Cook __________________________ Brett S. Foster _______________________ Eric C. Hayden Attested:__________________________ Jan Unger, Clerk Treasurer Note: The Next Cicero Town Council Meeting will be on Tuesday, May 6, 2014 @ 7:00 PM at the Cicero Town Hall. 5