City Council

4 TOWN OF CICERO TOWN COUNCIL MEETING MINUTES Tuesday, March 5, 2019 At 7:00 PM Call To Order: President Lutz called the meeting to order, led the Pledge of Allegiance and Mr. Taylor gave the prayer. President Lutz called for the roll call and the members of the Town Council were present or absent as follows: Present: Chad Amos Absent: Chris Lutz Craig Penwell Jack Russell Dan Strong Declare a quorum present. Others Present: Jan Unger, Clerk Treasurer Charlie Cambre, Park Superintendent Terry Cooper, Street & Utilities Director Jim Hunter, Police Chief Lance Overholser, Fire Chief Keith Bryant, Town Engineer Doug Mehlan, Storm Water Management Board Member Approval of Agenda: Mr. Strong asked to add the Utility Connections to Mr. Stuery’s property under Old Business. Mr. Lutz added a discussion about E-911 to Miscellaneous. Mr. Amos made a motion to approve the amended Agenda. Mr. Penwell seconded, motion passed. Approval of Prior Minutes: Town Council Meeting Minutes, February 19, 2019, 7:00 PM – Mr. Amos made a motion to approve the Town Council Minutes for February 19, 2019. Mr. Strong seconded, motion passed. Approval of Claims: 1. Claims for March 5, 2019 – Mr. Amos made a motion to approve the claims for March 5, 2019. Mr. Russell seconded, motion passed. Petitions by Citizens: 1. Emily Pearson addressed the Council stating that INDOT will host a public open house regarding the U.S. 31 at 236th Street interchange study in Hamilton County on Wednesday March 27th. The open house will be at Red Bridge Community Building in Cicero 5:30 pm to 7:00 pm. She distributed a flyer with the event information. President’s Report: 1. Council to set a Retreat Date to Meet with Department Heads individually. After a discussion, the Council decided to meet on March 14th at the regular scheduled Department Head meeting, 6:00 pm Police, Jim Hunter; 6:45 pm Water, Wastewater, Street, Terry Cooper and Keith Bryant; 7:30 pm Plan, C.J. Taylor; 8:15 pm Parks, Charlie Cambre. March 19th - 6:00 pm prior to Council Meeting, Council to meet with Fire, 1  Lance Overholser. April 11th at the Department Head Meeting, 6:30 pm with Community Development Specialist, Shae Kmicikewycz; 7:00 pm and then continue with the department head meeting with C.J. Taylor’s presentation on illegal storm water discharge. 2. Presidential Appointments To Cicero Economic Development Commission. Ms. Unger stated that she did a little research and found that the two appointments that are open for the EDC are actual Council appointments. She stated that Mr. Joe Cox, president of the EDC, believes that he will be ready to make recommendations at the next Council Meeting. Council To Open Bids The East Jackson Street Project. The Council had four bids to open. 1. Mr. Penwell opened the bid from Millenium Contractors LLC: a. Base Bid, $1,510,000 b. Mandatory Alternate No. 1: -$13,000 2. Mr. Russell opened the bid from Morphey Construction, Inc. a. Base Bid, $1,657,000 b. Mandatory Alternate No. 1: -$16,000 3. Mr. Amos opened the bid from Schutt-Lookabill Co., Inc. a. Base Bid, $1,488,529.84 b. Mandatory Alternate No. 1: -$14,601 4. Mr. Strong opened the bid from Dorsey Enterprises a. Mr. Strong stated that the bid was incomplete and could not be accepted. Mr. Strong made a motion to take the bids under advisement. Mr. Amos seconded, motion passed. Council Committee Reports: 1. OTC – Mr. Russell stated that OTC is looking to add a couple of board members and they are starting to work on the Dine on the Causeway. 2. EDC – Mr. Lutz stated he has nothing other than what was discussed above. 3. SWU Management Board Report – Mr. Mehlan reported that a couple of board members attended the Hamilton County Storm Water meeting and will also be attending the State meeting. Legal Counsel Report- Aaron Culp: 1. Mr. Culp stated he didn’t have anything at this time. Cicero/Jackson Township Plan Commission Report-Mr. Strong. 1. Mr. Taylor distributed a copy of the February Director’s Report: Director's Report, March 2019 Permit Revenue: February 2019 = $1,377 YTD: $4,365 February 2018 = $2,862.00 YTD: $6,819 Difference: Month = $1,485 / 52% YTD: $2,454 / 36% We have issued a total of 5 building permits for February 2019. 3 inside the corporate limits (of which 1 is a new home). 2 in Jackson Township (of which 0 are new homes). 2. Mr. Taylor stated that the Plan Commission is looking at the plans from MI Homes and providing an architectural review. 2 Town Engineer Report-Mr. Keith Bryant – 1. MI Homes – Mr. Bryant stated that MI is proceeding and United is checking in once a week. Mr. Bryant stated that United has not had a response to their Phase 2 review comments. 2. MLD & HB Lift Stations – Mr. Bryant stated that Watson Excavating has the contract and they should be getting it back to United soon. Afterward, United should get the submittals and have a pre-construction meeting. 3. I & I Project – Working on proceeding with the plans and utility locates. Old Business: Brent Mather To Give Council Update On Façade Project. Ms. Kmicikewycz addressed the Council stating that she had spoken with Mr. Mather and Ms. Henderson and they were not quite ready to give their update. They are going to present updated information on 30 West but they have not spoken with the owner yet. The structural engineer has reviewed the building and they are waiting to get a design and engineering cost back. Ms. Kmicikewycz stated that Ms. Henderson will be here on March 19th to discuss further. At this point, there are no more funds available. Ms. Henderson may go back to the Historic Restoration group and see if they can add any more dollars. Mr. Amos inquired if there is a possibility that any of the other building may have additional unforeseen issues. Ms. Kmicikewycz said that at this point in the project she would have thought they would have been found. Mr. Strong inquired if Ms. Henderson has contacted Mr. Taylor about the aesthetics and Ms. Kmicikewycz stated that she would make sure that Ms. Henderson contacted Mr. Taylor. Council To Discuss Illegal Discharge of Storm Water Onto Town Streets. (Tabled – we may not be ready to discuss this.) Council To Discuss Purchase Of VAC Truck. Mr. Cooper addressed the Council. He informed them that the tank on VAC truck imploded. Mr. Cooper stated that the truck is 20 years old and to replace the tank would cost $40,500 and it would cost $10,000 to repair. Mr. Cooper stated that in 2018 there was a repair made that cost $15,000. Mr. Cooper stated that the truck is near the end of its useful life. Mr. Cooper has researched the cost of a new truck and it would be between $350,000 and $370,000. He believes we can get $20,000 on trade making it around $330,000. Mr. Cooper stated the we have put it out for bid and the bids will be opened on March 19th. Ms. Unger informed the Council that after Mr. Cooper started researching the trucks Mr. Culp informed them that they would need to bid it out. Ms. Unger said that she went a head and put the advertisement in the paper and if the Council is okay with her doing that, they could ratify that action this evening. If not, we could just reject any bids that came in. Ms. Unger stated that she had inquired with the Indiana Bond Bank about financing and they had quoted her a rate of rate of 3.36% for a 7-year term. Ms. Unger stated that the payments would be within what could be afforded. Mr. Amos addressed Chief Overholser who stated that there is a Houston Buyers group that has all kind of equipment available and suggested Mr. Cooper may find a VAC truck through them for less. Mr. Cooper stated that he would get with Chief Overholser. Mr. Cooper 3  stated that he has specs on the needs of the new truck. Mr. Penwell made a motion to ratify advertising for a new VAC truck. Mr. Strong seconded, motion passed. Council To Open Cicero Sports Complex Fence Proposals For fields #6 & #7. Mr. Amos opened a quote from Quality Fence: Field 7 $4,976 Field 6 $6,696 Mr. Strong opened the quote from Glidden Fence: Field 6 $8,365 Field 7 $5,191 Mr. Lutz opened the quote from North Indy: Field 6 $19,000 Field 7 $14,000 Mr. Russell inquired if the quotes are detailed asked Mr. Culp to review. Mr. Amos made a motion to approve the quote from Quality Fence contingent on Mr. Culps review for $11,772. Mr. Penwell seconded, motion passed. Mr. Lutz asked Mr. Culp to have the agreement ready by Friday, March 8th. Mr. Strong Asked For Mr. Stuery’s Request To Be Connected To Town Utilities Continued On The Agenda Until Resolved. New Business Council To Consider Approving The Engagement Letter With Umbaugh As The Town’s Dissemination Agent For Handling Required Filing On The Town’s Bonds. Mr. Strong inquired if the rates have changed since the consolidation. Ms. Unger stated that she was sorry but has not checked the previous agreement. Mr. Amos made a motion to approve the Engagement Letter with Umbaugh and allow Mr. Lutz to sign. Mr. Penwell seconded, motion passed. Council to Consider Ordinance 03-05-2019-1 An Ordinance Amending Ordinance 09-03- 2002 Creating a Separate Fund For Baseball Park Donations. Mr. Amos made a motion to approve Ordinance 03-05-2019-1 An Ordinance Amending Ordinance 09-03-2002 Creating a Separate Fund For Baseball Park Donations. Mr. Penwell seconded, motion passed. Council To Consider Ordinance No. 03-05-2019-2 Amending Ordinance 10-07-2008-2 Authorizing the Acquisition of Credit Cards for the Town of Cicero. Ms. Unger stated that the previous requirements was $5,000 for the Town and $1,000 per Department card. She stated that the cards are used more now and for more expensive materials and products, such as pumps, computers, etc. Since we are in the process of changing credit cards, she thought this would be a good time to change the requirements. She is recommending $15,000 for the Town and $2,000 per Department. Mr. Penwell made a motion to approve Council To Consider Investment Policy For The Town. Ms. Unger stated that she is working on the Internal Controls and this needs to be completed as part of that process. Mr. Strong made a motion to approve the Investment Policy. Mr. Russell seconded, motion passed. 4 Miscellaneous 1. Mr. Lutz stated that there is an E 911 meeting on March 11th at 8:00 am. He stated that the Council should decide if they want a representative at each of the E 911 meetings. Additionally, the northern communities are allowed one representative. Mr. Lutz stated that it has been discussed that he be the representative but that he would not be able to go to all the meetings. Mr. Russell stated that he thinks that all 5 communities should get together to collaborate on the E 911 and other projects for these communities. Mr. Strong agreed. Mr. Russell said that we should be acting as a region. Someone will try to go to the meeting. 2. Mr. Cambre introduced Mr. Adam Decker and Michael Podzielinski co-owners of Ultimate Tournament Series. Comments By Citizens There were none. Motion To Adjourn: Mr. Strong made a motion to adjourn. Mr. Penwell seconded, motion passed. Signatures on Official Documents! __________________________ Christopher J. Lutz, President __________________________ Chad B. Amos __________________________ Craig S. Penwell __________________________ Richard J. Russell V _______________________ Dan Strong Attested: __________________________ Jan Unger, Clerk Treasurer The Next Cicero Town Council Meeting will be on March 19, 2019, at 7:00 PM at the Cicero Town Hall. 5