City Council

TOWN OF CICERO TOWN COUNCIL MEETING MINUTES Tuesday, December 19, 2017 At 7:00 PM Call to Order: President Chad Amos called the meeting to order and led the Pledge of Allegiance. Mr. Foster said the prayer. Mr. Amos called for the roll call. The members of the Town Council were present or absent as follows: Present: Chad Amos Absent: Brett Foster Chris Lutz Rusty Miller Craig Penwell Mr. Amos declared a quorum present. Others Present: Jan Unger, Clerk Treasurer Charlie Cambre, Park Superintendent Pat Comer, Street & Utilities Director Dave Hildebrand, Police Chief Lance Overholser, Fire Chief C. J. Taylor, Cicero/Jackson Township Plan Commission Director Aaron Culp, Town Attorney Dan Strong, Cicero/Jackson Township Plan Commission President Paul Utterback, Storm Water Management Board President Approval of Agenda: Mr. Miller added under New Business for Council To approve awarding a contract for the drainage of the baseball fields. Mr. Lutz made a motion to approve the agenda as amended. Mr. Foster seconded, motion passed. SPS Presentation To Council On Municipal Buildings Study. Brett Dodd with SPS introduced himself and distributed an Executive Summary Report of the Municipal Buildings Master Plan. He reviewed the Scope of the Study including the departments involved, options available and the location of the buildings. SPS conducted workshops in October and November with the staff and stakeholders. A public hearing was held on November 30th and tonight is the presentation to the Council which is the final step. Mr. Dodd discussed the population projections for the Town, in 20 years they project the population of Cicero to be 12,138 and 30 years at 14,041. SPS also looked that the staffing projections in 30 years which is estimated to be around 106. SPS looked at all aspects of the projections as well as what the downtown buildings should look like. Mr. Dodd stated that there was a strong feeling from those involved that the municipal build should be downtown. SPS evaluated the existing space, projected some modeling, reviewed staff and architectural space and discussed visioning. On the final page, recommendations were given which included renovation for the 1  current Town Hall to make it accessible and reviewed the options for a new Town Hall. He discussed the options for and need for new facilities for police and fire in the future. He discussed the option of combining fire and police and the advantages along with the possibility of combining the parks and street departments to include the reuse of existing buildings such as the fire department. Mr. Dodd also discussed the need for the Council consider expanding to the west which would include: annexation, utilities, and parks in the expansion. The next steps will be to define a project and location, selection of professional design team, decide on appropriate deliver system and determine best financing method. A copy of the complete study and the executive summary can be found in the Clerk Treasurer’s office. Mr. Dodd asked if there were any questions. Mr. Foster commented that they did a fantastic job, very in-depth. Mr. Lutz stated that the study was eye opening to him. Mr. Penwell stated that he thought the process of using the space boxes was very beneficial. The amount of parking space was certainly eye opening. Mr. Amos thanked Mr. Dodd for the time and effort on this project. Approval of Prior Minutes: Town Council Executive Session Memorandum December 5, 2017 @ 6:00 PM – Town Council Meeting Minutes from December 5, 2017 @ 7:00 PM – Mr. Foster made a motion to approve the Executive Session Memorandum from December 5, 2017 and the Town Council Minutes for December 5, 2017. Mr. Penwell seconded, motion passed. Approval of Claims: Mr. Lutz inquired about claim for Parks for moving trees. Mr. Cambre explained it was for moving trees and tree service. Mr. Foster made a motion to approve the claims. Mr. Penwell seconded, motion passed. Petitions by Citizens: There were none. President’s Report 1. President Amos called Mr. Paul Utterback forward and presented him with the Red Bridge Award for his service on the Stormwater Utility Management Board. He has served on the Board since 2004 when it was first established to present and served as President from 2007 through 2017. Council Committee Reports: 1. EDC – Mr. Foster asked Mr. Lutz if they have discussed the commission member yet and if they know who is staying and who isn’t. Mr. Lutz stated that they were working on this. Mr. Joe Cox has been elected as the 2018 president and has taken on the On-Ramp project. Mr. Amos asked Mr. Foster if they had a cost as to what the boxes they wanted the town to purchase would cost. Mr. Foster stated that he will check on this. 2. OTC – Mr. Miller stated that the Christmas Festival went well. Closing Jackson between Washington Avenue and Byron Street was a good move. The movie went over well. The need to work on the location of the games. The winners of the Light Fight were 1st place 2401 Stringtown Pike and 2nd place 610 Morse Landing Drive. OTC is working with Matt Hall for next year’s Dine on the Causeway. The 3rd Thursdays are going well, so keep supporting them. 2 Legal Counsel Report- Aaron Culp: 1. Mr. Culp informed the Council that he plans to be at the police conference room on the 2nd and 4th Tuesdays each month. He will not be there next week unless someone needs him. He plans to work with each department on their operation and processes. Currently he has been at the fire department. Mr. Culp stated that the best way to contact him if it is an emergency is to text him. Otherwise, phone or e-mail will work. He will try to get back within 24 hours. Ms. Unger inquired about Mr. Culps contract and the Council asked for it to be put on the January 16th, 2018 meeting agenda. Cicero/Jackson Township Plan Commission Report – C.J. Taylor/Dan Strong: 1. Mr. Miller inquired about MI. Mr. Strong stated that the project was moving forward. The principle plat was approved with the amended street width and turning radius. Mr. Penwell inquired if Mr. Bryant had gone over the requests and Mr. Strong stated that it was still in Mr. Bryant’s hands. Currently it is a conditional approval. Mr. Culp stated that there is utility extension discussion. Mr. Culp is working with MI’s attorney and currently it is in their court. Mr. Strong stated that Cicero was not holding up the project. Town Engineer Report-Mr. Keith Bryant: 1. Mr. Bryant was not available. Sent a report stating there were no updates. Old Business: Council To Consider 2018 ALS Interlocal Agreement With White River Township. Mr. Amos stated that there were concerns with the White River contract or interlocal agreement. When Cicero Fire Department had a run to White River it left the Town of Cicero out of service for ALS and fire events resulting in Noblesville or Jackson Township having to come to Cicero. In addition, it takes 15 to 20 minutes to get to the northeast corner of White River. The result can be up to three hours of Cicero being out of service. Mr. Miller stated the following: Mr. Miller read the definition from Wikipedia 2010 for White River Township, Hamilton, Indiana. Least Developed Township in the County 55.6 Square Miles Population in 2010 was 2,486 Housing unites 1028 Only unincorporated towns Koteewi Park 750 Acres Aerial Adventure (zip lines) Tubing Facility Archery Range Building a 19 Acre Lake Major Highways Indiana State Road 13 Indiana State Road 37 Indiana State Road 213 Town of Cicero 2.12 Square Miles 3  Population 4812 in 2010 Housing Unites 1952 Major Highway Indiana State Road 19 Cicero Fire Department covers all White River Township via an “ALS” Contract. This area is bounded from: 216th Street on the South 296th Street on the North Cumberland Road on the West State Road 13 on the East The amount of revenue received from White River is $113,549. Less than 10 percent of the cost and 25% of the calls go to White River. Mr. Miller stated that he apologized but Cicero could no longer afford to continue with the Interlocal Agreement/Contract with White River Township. Mr. Foster stated that he agreed. Mr. Lutz stated that he also agreed. Fire Chief Overholser stated that Cicero would work with White River to have a smooth transition. Mr. Penwell stated that he has put a lot of thought into the situation. His main principle is that he wants to make sure that Cicero residents are taken care of first. This can not happen if it takes up to three hours for a run to White River Township. Mr. Penwell believes it is time for White River to find other service for their ASL needs. Mr. Penwell made a motion to renew the Interlocal Agreement/Contract with White River Township for ALS service. Mr. Lutz seconded, motion passed 0-5. Mr. Culp then stated that the agreement renews automatically and that there is a 180-day termination notice that needs be addressed and signed by the president. Mr. Miller made a motion to terminate the existing agreement with White River effective January 1, 2018. Mr. Foster seconded, motion passed. Council To Approve President To Sign The CreatINg Places Project Assistance Agreement. Mr. Amos inquired if there were any questions concerning the CreatINg Places Project Assistance Agreement and there were none. Mr. Lutz made a motion to approve the agreement and allow President Amos to sign. Mr. Penwell seconded, motion passed. Council To Consider Local Roads And Bridges Matching Grant Agreement And Give Mr. Amos Permission To Sign. Mr. Amos inquired if there were any questions concerning the Local Roads and Bridges Matching Grant Agreement and there were none. Mr. Miller made a motion to approve the agreement and allow President Amos to sign. New Business Council To Consider Encumbering Funds From 2017 To 2018. Ms. Unger explained that this was just notification to the Council that these monies were to be encumbered and inquired if there were any questions and there were none. Council To Consider Resolution 12-19-2017-1 Transfer For Fire And Plan. Ms. Unger explained that there were additions to the original Transfer list that were presented in their packet. The transfers include Fire, Plan, Police, Trash and Stormwater 4  for the Town. Water and Wastewater transfers are being made also. Mr. Foster made a motion to Resolution 12-19-2017-1. Mr. Lutz seconded, motion passed. Council To Consider Ordinance 12-19-2017-2 Additional Appropriation For Wastewater. Ms. Unger explained that the additional appropriation for Wastewater did not have to be approved by the State since Water and Wastewater budgets are not by the State. Ms. Unger stated that this was due to an additional $12,000 be transferred from Cash Operating to the Wastewater Improvement fund since there was extra cash available to do this. Mr. Lutz made a motion to approve the Additional Appropriation for Wastewater. Mr. Miller seconded, motion passed. Council To Elect 2018 Town Council President. Mr. Amos called for nomination for the Council President for 2018. Mr. Penwell nominated Chad Amos. Mr. Lutz nominated Rusty Miller. There were no further nominations. Mr. Amos called for a vote: Mr. Penwell and Mr. Amos voted for Mr. Amos. Mr. Foster, Mr. Lutz and Mr. Miller voted for Mr. Miller The 2018 Council President will be Mr. Miller. Council To Elect 2018 Town Council Vice-President. Mr. Amos called for nomination for Council Vice-president. Mr. Miller nominated Mr. Lutz. There were no further nominations. Mr. Amos called for a vote, 5-0 for Mr. Lutz. Mr. Lutz will serve as the Town Council Vice-president. Council To Consider Quotes For Drainage Project At The Baseball Park. Mr. Miller stated that Mr. Cambre asked three companies to quote the drainage project. Two of the companies could not fulfill completing the project in the requested time frame. Extreme Excavating presented a quote for $39,730 and could finish the project by March 1st, 2018. There was a discussion about completing the project in that time frame if weather did not permit. Mr. Miller inquired if that date could be extended if necessary. Mr. Culp stated that it could. Mr. Culp will prepare the contract. Ms. Unger stated to be complete Extreme Excavating need to submit e-verify documents along with the estimate, insurance and contract. Mr. Miller stated that the Redevelopment Commission approved spending up $50,000 out of the Southeast TIF district just in case there were unforeseen things that arose. Mr. Miller made a motion to approve the quote from Extreme Excavating for $39,000 contingent on receiving the e-verify documents, insurance and contract. Mr. Lutz seconded, motion passed 5-0. Miscellaneous 1. Mr. Lutz stated that that some things were done this year, and some were not but over all he thought the Council functioned well together. Mr. Lutz thought the Town was a better place. The staff did a good job. He asked the Town employees to go to the employee luncheon tomorrow and spread the word to those who were not here. 5 Comments By Citizens 1. Mr. Feltner – addressed the Council concerning the SPS presentation on the Municipal Building study. He said that he approved of the process. Mr. Feltner stated that when planning to build bigger. In the future there will be a mayor, deputy mayor and other employees and departments added that need to be included. He stated that he was employed by Houston when they experienced huge growth and they were not ready for the growth. They could not keep up and were disorganized. He liked the idea of having the utilities and offices at the NRG site. He thought that location was still centrally located. He did not feel that the fire department was adequately housed in a pole barn. Mr. Feltner stated that he would pay the taxes and to think and build large. 2. Mr. Foster thanked Mr. Amos for a good job. He credited the Council for working together as a body and thought this was a good group to work with. Signatures on Official Documents! Motion To Adjourn: Mr. Miller made a motion to adjourn. Mr. Penwell seconded, motion passed. Signatures of Cicero Town Council __________________________ Robert J. Miller, President __________________________ Christopher J. Lutz, Vice President __________________________ Chad B. Amos __________________________ Brett S. Foster _______________________ Craig S. Penwell Attested: __________________________ Jan Unger, Clerk Treasurer The next Cicero Town Council Meeting will be on January 2, 2018, at 7:00 PM at the Cicero Town Hall. 6