Common Council

City of Portage Common Council Meeting Minutes March 04,2025 The Common Council of the City of Portage met on Tuesday, March 04, 2025, at 6:30 P.M. at City Hall, 6070 Central Ave., Portage, Indiana. Mayor Bonta called the meeting to order with the Pledge of Allegiance at 6:30 P.M Members present were Councilpersons Ferdinand Alvarez, Melissa Weidenbach, Gina Giese-Hurst, Bob Parnell, Victoria Vasquez, Collin Czilli and Mayor Austin Bonta. Also present was Clerk-Treasurer Elizabeth Modesto and Attomey Scott McClure. Approval of Minutes Councilperson Czilli made a motion to approve the minutes for February 04,2025. Councilperson Alvarez seconded the motion. Motion passed. 6 yes-0 nays. Communications, Correspondence Announcements from the Mayor Mayor Bonta swore in the new Lieutenant of the Fire Department, Jordan Bucy and the new Engineer Aaron Wirtz. He also reported that the blood drive City Hall hosted on March 3'd was very successful and there will be another one held on May 2d. Clerk-Treasurer's Report Clerk Treasurer Modesto wanted to address some concerns to the residents'about the new utility billing vendor. The Clerk-Treasurers Office switched to a new billing system in October of 2024, there seems to still be some confusion as to what that involved. Notifications were put on the bills starting in August and continued through October, in addition to that it was on the City's website, placed on the doors and the counter at City Hall. It was also on the Portage Facebook pages where the Mayor discussed it at length. In addition, for those on autopay after September 28'h there was no money debited from their accounts. Many have asked why the autopay information was not transferred to the new site, we are unable to do this for 2 main reasons, l. Authorization was given to one payer to debit money from accounts it was not given to the new payer, 2. If any information is transferred incorrectly the City would become liable for any charges incurred due to lack of funds or compromised information. Reasons for the change: The old system did not have the abiliry to send out mass emails or have paperless billing. The new Vendor Invoice Cloud offers auto-pay, paperless billing, online pay, pay by text and recurring payment options, along with the ability for residents to view and print their monthly invoices. Prior to switching systems, the city was absorbing the fee charged for ACH payments, since the switch the City no longer absorbs these Fees. The City has been cited by the State Board of Accounts in multiple audits. It is illegal for a Govemment Body to use taxpayer funds to pay for customers convenience fee. The City has always charged a Fee for Credit Card Processing. The city does not receive any ofthese fees, they are paid to a third-parry processor. There is a long-standing policy in place in this office as to the removal of late fees and the fee for returned check payments. We are only able to waive one set of late fees on the accounts, anything greater than this would have to have the approval of the Storm, Sanitary and Board of Works. As for returned checks or ACH payments there is a 20.00 fee assessed if it is returned for any reason, and this fee is unable to be waived. We sent Late Notice/Pre Lien letters out to all residents in March who had a past due balance greater than 150.00. With this we realize many residents were still unaware of the switch and we will not be proceeding with the liens at this time to give residents a chance to make payment arrangements if they need to. The payment arrangement is as follows; they will need to sign an agreement to make a double payment each month until the bill is current. If you have any questions or need clarification on any of this, please do not hesitate to get in touch with my Office Staffor me. Clerk Treasurer Modesto also reported that February was a remarkably busy month. Our biggest accomplishment for the month; was being able to have the annual financial report submitted on-time and without assistance from the financial advisors. The 2025 Budget was entered into the accounting software from Form 1s that were approved by the Department of Local Government Finance or DLGF and by the Departments which were based on the spreadsheets Council Meeting Regular Meeting Minutes March 04,2025 Page2 that were provided. These were reviewed by another staff member for accuracy based on the information provided. This was rolled over and is now available for use. We have implemented new internal control procedures to ensure that all claims are being reviewed prior to the creation ofthe dockets. Budgeting is important because it helps to ensure financial stabiliry distributes resources based on priorities, and to be transparent in the spending habits of the Departments and therefore the City. We are going to be diligently reviewing the monthly expenditures of the Departments and will be in discussions if they are getting close on exceeding their expectations. The budget process for the year is based on anticipated revenues from the prior year; therefore, just because a department is generating money does not mean that these funds can be put "back into the appropriations" as they are already included in the current budget in the Form 2s that were submitted which allows our budget to be approved by the DLGF. Going forward all Departments who apply for a gratt will need to provide the grant packet submitted, to the Clerk- Treasurer's office; after being awarded the grant, a copy of the award letter must also be submitted to the Clerk- Treasurer's ofiice. All grants that are received by any Department of the City must be recorded on a Grant spreadsheet and all federal dollars awarded must be recorded on the City's Schedule of Expenditures of Federal Awards (SEFA). Some grants that are believed to be from the State or other sources are actually a pass-through for federal dollars. In March, the focus is being shifted to implementing new internal controls to safeguard the City by minimizing risks, protecting assets, ensuring the accuracy ofrecords, promoting efiiciency and encouraging adherence to these policies to comply with the rules, regulations and laws. Unfinished Business Ordinance #24-35 An Ordinance Establishing a Designated Outdoor Refreshment Area (DORA) that was previously read on the Council meetings dated November 12, 2024, and December 3, 2024. After clarifying questions and discussion were completed Councilperson Vasque z made a motion to amend section 5: Dates and Hours of Operation to read as Monday - Thursdays 4PM-l lPM. The motion was not seconded. Councilperson Czilli made a motion to adopt ordinance as written. Councilperson Giese-Hurst seconded the motion. 2 yes-4 nays (Alvarez, Weidenbach, Parnell and Vasquez.) 2nd Reading of Ordinances Ordinance #25-16 Amending Chapter 90, Article V of the Ciry of Portage Municipal Code Entitled "ZoningMap," changing the zoning from R2 to R3 was previously read at the Council meeting dated February 4, 2025. Lennar did a power point presentation on the Swanson Trails Subdivision Concept Plan. Councilperson Czilli made a motion to adopt; Councilperson Vasquez seconded the motion. 4 yes-2 nays (Alvarez and Weidenbach.) Ordinance #25-17 Amending Chapter 90, Article V of the City of Portage Municipal Code entitled "Zoning Map," changing the zoning from R3 to PD-R was previously read at the Council meeting dated February 4, 2025. Councilperson Czllli made a motion to adopt. Councilperson Vasquez seconded the motion. 4 yes-2 nays (Alvarez and Weidenbach.) Ordinance #25-18 Amending Chapter 90, Article VII of the City of Portage Municipal Code Entitled "Zoning Districts and Map" Creating a Plarured Development Overlay for the Below Described Property Pursuant to Article IX. Councilperson Czilli made a motion to adopt. Councilperson Vasquez seconded the motion. 4 yes-2 nays (Alvarez and Weidenbach.) Ordinance #25-19 Amending Certain Sections of Chapter 18 of the City of Portage Municipal Code Regulating the Business of Building Construction in the City of Portage, Porter County, Indiana, previously read at the Council meeting dated February 4,2025. Mayor Bonta invited Jerry Czamecki, Executive Director of the Greater Portage Chamber of Commerce, to the stand to explain what changes are being presented to amend. City of Portage Director of Planning and Community Development, Tom Cherry, also offered an explanation as to why these amendments are being requested and answered all questions from the Council members. Councilperson Czilli made a motion to adopt. Councilperson Giese-Hurst seconded the motion. 6 yes-O nays. Ordinance #25-20 An Ordinance of the Common Council of the City of Portage, Porter County, Indiana Amending Certain Development Requirements in Article VI Chapter 90-6.23, previously read at the Council meeting dated February 4, 2025. Mayor Bonta and Director of Planning and Community Development Tom Cherry explained that this is an attempt to clarify the code on materials used for driveways and sidewalks. Councilperson Alvarez made a motion to adopt. Councilperson Weidenbach seconded the motion. 6 yes-0 nays. Council Meeting Regular Meeting Minutes March 04,2025 Page 3 Ordinance #25-21 Establishing a Vendor List and Process for Reference Purposes Following a Fire Incident Under Section 90-6.23 of Article II, Division I of Chapter 46 of the Code of Ordinances for the City of Portage, previously read at the Council meeting dated February 4,2025. Mayor Bonta explained that this ordinance will establish a rotating vendor list to be given to dispatch when a vendor needs to be called out for emergency board up services. Mayor Bonta asked that the effective date of the ordinance be amended to March 25,2025, the next Board of Works meeting, giving Fire Chief Crail time to propose the ordinance. Councilperson Czilli made a motion to amend Section One (C) to reflect an effective date no later than March 25,2025; Councilperson Giese-Hurst seconded the motion. 6 yes-0 nays. Councilperson Czilli made a motion to adopt. Councilperson Vasquez seconded the motion. 6 yes-O nays. Mayor Bonta asked the Council to table Ordinance #25-22 Amending and Supplementing Section 54-10 of Article I of Chapter 54 (Governing Use of Consumer Fireworks) of the Code of Ordinances for the City of Portage due to concerns with the ordinance. Mayor Bonta has had time to review and discuss with legal counsel and Fire Chief Crail. Attorney McClure explained that tabling the ordinance will give them time to meet with the ordinance committee to amend the ordinance to better outline the guidelines on how the department will enforce the ordinance. Councilperson Czilli made a motion to table the ordinance. Councilperson Vasquez seconded the motion. 6 yes-0 nays. Reports From City Officials Police Chief Candiano commended his depanment on the quick action of administering of first aid on a shooting victim before the Fire Department could make it to the scene. He also was proud to report that the suspect was found and arrested within 24 hours of a shooting. Fire Chief Crail reported that there had been 2 fatal fires in February and the department will be hosting a fire education and safety program at Jones School in April. On February l2th an ambulance was involved in a head on collision and three firefighters were injured but they were treated and released. However, one firefighter is still off duty with minor injuries from the accident. Chief Crail wanted to give thanks to Trevor Cherechinski, the City of Portage's IT systems Administrator. Fire Depufy Chief Himan and Lieutenant Bucy for all their hard work with the switch to the new dispatch system. Petitions, Remonstrances and Public Input United Way will be holding a frst-time home buyer fair on March 8d at NEO School from l0AM-lPM and invites the community out to take advantage of the program. Also, resident of Savanah Heights Dale Campbell asked about an appeal he filed on a letter he received about grass cutting. Director of Planning and Community Development, Tom Cherry explained to Mr. Campbell that he is aware of the siruation and is working on it. Adjournment There being no further business to come before the Council, Mayor Bonta entertained a motion to adjourn. Councilperson Vasquez made a motion to adjourn. Councilperson Czilli seconded the motion. Motion carried. 6 yes-0 nays. Mayor Bonta adjourned the meeting at 8:19 P.M ATTEST fuhh>, ft.n- Modesto Austin Bonta Clerk-Treasurer Mayor