Zionsville Town Council

ZIONSVILLE TOWN COUNCIL MEETING MEMORANDA FOR MONDAY, DECEMBER 21, 2020 AT 7:30 A.M. ELECTRONIC MEETING This meeting was conducted pursuant to Governor Eric J. Holcomb’s Executive Orders 20-02, 20-04 and 20-08 and Governor Holcomb’s Exercise of his powers under Indiana’s Emergency Management and Disaster Law, Ind. Code 10-14-3, et seq. Additional information about this meeting was provided in the annex published with the Agenda 1. OPENING A. Call meeting to order President Garrett called the meeting to order at 7:30 a.m. B. Pledge of Allegiance C. Attendance Municipal Relations Coordinator Amy Lacy took Council attendance. Council Members Present: Josh Garrett, President; Bryan Traylor, Vice-President; Brad Burk, Alex Choi, Joe Culp, Craig Melton and Jason Plunkett Also Present: Heather Willey, Town Council Attorney, Amy Lacy, Municipal Relations Coordinator and Town Department Staff. 2. APPROVAL OF THE MEMORANDUM OF THE DECEMBER 7, 2020 REGULAR MEETING (copy posted) COUNCIL ACTION: Councilor Plunkett moved to approve the Memoranda of the December 7, 2020 Regular Town Council Meeting. Councilor Melton seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Unable to vote due to technical difficulties COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CULP Unable to vote due to technical difficulties COUNCILOR MELON Yea COUNCILOR PLUNKETT Yea The Memoranda of the December 7, 2020 meeting was approved by a vote of five in favor, zero opposed. (5/0) 3. REQUEST TO SPEAK Zionsville resident Craig Triscari spoke in opposition of the approved VanTrust project, stating that VanTrust had failed to run eight-inch water lines into Saratoga Springs and plant 8 foot trees as promised and was still in violation of the commitment letter. He expressed his disapproval of tax abatements granted to Van Trust, which he referred to as tax giveaways. Mr. Triscari expressed displeasure at what he felt to be the absence of services or funding provided by the Town of Zionsville in Perry Township and the rural community and the failure of leadership to follow the comprehensive plan. Mr. Triscari concluded by saying that homeowners in the area should request a reduction in property tax due to what he felt were the lack of services, lack of adherence to the comprehensive plan by the Town of Zionsville and reckless development in the area. Zionsville resident Justin Hendricks spoke in opposition to a proposed roundabout at the intersection of 800 and Oak Street. Saying that the roundabout would be directly in front of his property, he cited several concerns including pedestrian safety, reduced property values, loss of a portion of his land and elevation of the roundabout causing water damage and flooding of his property. He asked Councilors to look at the roundabout at 96th Street and Town Road and the vacant properties there. He concluded by imploring Councilors to investigate other solutions and not to rush the roundabout project at Oak Street and 800. Councilor Choi asked Mr. Hendricks to email him so he could make arrangements to visit the site with him and discuss the issue further. 4. MAYOR/ADMINISTRATION UPDATE CFO Tammy Havard said that Town intends to enter into an agreement with Association of Indiana Counties Tax Refund Exchange and Compliance System (TRECS). She explained that the program helps local government agencies collect outstanding debts owed to the Town in a timely, cost-effective manner. Debts of at least $25 dollars for individuals would be eligible to be submitted for setoff against pending state personal income tax refunds. CFO Havard answered questions from the Council. 5. OLD BUSINESS A. CONSIDERATION OF THE 2021 SALARY ORDINANCE FOR THE TOWN OF ZIONSVILLE (SECOND READING) Ordinance 2020-19 CFO Tammy Havard presented Ordinance 2020-19. She answered questions from the Council, confirming the changes made from the ordinance sent in original packets. COUNCIL ACTION: President Garrett moved to adopt Ordinance 2020-19 on final reading Councilor Burk seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Yea COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CULP Yea COUNCILOR MELON Yea COUNCILOR PLUNKETT Yea Ordinance #2020-19 was adopted on final reading by a vote of seven in favor, zero opposed. (7/0) At this point in the meeting, Vice-President Traylor stated that changes to documents in the original packets sent to Town Council prior to the meetings were occurring more and more frequently and that the resulting multiple emails from multiple sources containing updates and corrections were confusing. He said the Council expected the original packet to be correct and if the items were not correct, they should be removed from that agenda. President Garrett concurred. He stated that going forward, all items in their final form would be due to Ms. Lacy by close of business on the Monday prior to the meeting. Ms. Lacy would then submit the agenda and the items to the Town Council President and Town Council Attorney on Tuesday prior to the meeting for review and approval, and the finalized agenda and packet would be sent to the full Council on Wednesday. If something were to change, the item would be removed from the agenda and put on the next agenda after it had been modified. He explained an email detailing this process was sent over the weekend to the Council, Administration, and all department heads.  B. CONSIDERATION OF AN ORDINANCE ESTABLISHING THE BUDGET FOR NON- DLGF FUNDS (SECONG READING) Ordinance 2020-20 CFO Tammy Havard presented Ordinance 2020-20, stating she had no updates since its introduction. COUNCIL ACTION: Vice-President Traylor moved to adopt Ordinance 2020-20 on final reading. Councilor Choi seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Yea COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CULP Yea COUNCILOR MELON Yea COUNCILOR PLUNKETT Yea Ordinance #2020-20 was adopted on final reading by a vote of seven in favor, zero opposed. (7/0) 6. NEW BUSINESS A. CLIMATE ACTION PLAN REPORT Executive Assistant to the Mayor Carol Johnson introduced the presentation, explaining that since July of 2020 she had managed the Climate Action Plan program process, working closely with IU grad student and Resilience Cohort Extern Madeline Miller and the rest of the steering committee. Ms. Johnson introduced Madeline Miller. Ms. Miller gave an overview of the Action Plan. She explained that the Climate Action Plan (CAP) is a strategic plan containing policies and programs to help reduce greenhouse gas emissions and address climate vulnerabilities. She detailed Zionsville’s goals with the CAP, saying that Zionsville’s goal was to stabilize or decrease emissions as the town’s population grows, by reducing greenhouse gas emissions and promoting climate resilience. Ms. Miller highlighted benefits of a CAP, citing cost savings, increased equity, economic growth, improved public health, improved natural environment, and community engagement. She discussed Zionsville’s gas emissions sources and percentages and future emission forecast to end-of-year 2049. Ms. Miller concluded by detailing the next steps for the plan, including formal adoption by the Town Council of the Climate Action Plan, continuing to work with Indiana University’s Environmental Resilience Institute and the Zionsville community, continuing to share progress on the plan and updating the greenhouse gas reduction strategies and goals as needed. B. CONSIDERATION OF A RESOLUTION REGARDING THE USE OF CERTAIN FUNDS FOR THE TOWN OF ZIONSVILLE, INDIANA PARKS AND RECREATION DEPARTMENT Resolution 2020-18 CFO Tammy Havard presented Resolution 2020-18, explaining that in 2021 Park expenses would be paid from the General fund and that any Parks funds transferred to the General fund would be earmarked for capital expenses only. She stressed the importance of the flexibility and efficiency of collapsing the Parks and Fire funds into the General fund. CFO Havard answered questions from the Council regarding tracking and distribution of departments’ revenue, expenses and interest earned. More detail provided to the Council on these items was requested and discussed. COUNCIL ACTION: President Garrett moved to approve Resolution 2020-18. Councilor Choi seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Yea COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CULP Yea COUNCILOR MELTON Yea COUNCILOR PLUNKETT Nay Resolution 2020-18 was approved by a vote of six in favor, one opposed. (6/1) C. CONSIDERATION OF A RESOLUTION REGARDING THE USE OF CERTAIN FUNDS FOR THE TOWN OF ZIONSVILLE, INDIANA FIRE DEPARTMENT Resolution 2020-19 CFO Tammy Havard presented Resolution 2020-19, stating it was the same process as Resolution 2020-18 for the Parks funds, but instead pertained specifically to Fire funds. COUNCIL ACTION: Councilor Burk moved to approve Resolution 2020-19. Councilor Culp seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Yea COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CULP Yea COUNCILOR MELTON Yea COUNCILOR PLUNKETT Nay Resolution 2020-19 was approved by a vote of six in favor, one opposed. (6/1) D. CONSIDERATION OF A RESOLUTION ENCUMBERING FUNDS (CCD & MVH) Resolution 2020-20 CFO Tammy Havard presented Resolution 2020-20, explaining that the dollars specified in the resolution, previously appropriated in the 2020 budget, would be moved to the 2021 budget in order to give the departments the ability to finish projects that were originally anticipated to be completed in 2020. She answered questions from the Council and briefly explained the projects in question and confirmed that these dollars were already appropriated in the 2020 budget. COUNCIL ACTION: Councilor Melton moved to approve Resolution 2020-20. Councilor Burk seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Yea COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CULP Yea COUNCILOR MELTON Yea COUNCILOR PLUNKETT Yea Resolution 2020-20 was approved by a vote of seven in favor, zero opposed. (7/0) E. CONSIDERATION OF A RESOLUTION AUTHORIZING CERTAIN APPROPRIATION TRANSFERS FOR YEAR-END FISCAL ADMINISTRATION Resolution 2020-21 CFO Tammy Havard presented Resolution 2020-21, explaining it was an annual year-end process. Attorney Heather Willey confirmed that this had always been done in the past as well. COUNCIL ACTION: President Garrett moved to approve Resolution 2020-21. Councilor Burk seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Yea COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CULP Yea *COUNCILOR MELTON Yea COUNCILOR PLUNKETT Yea Resolution 2020-21 was approved by a vote of seven in favor, zero opposed. (7/0) *Due to technical difficulties, Councilor Melton’s vote was not able to be heard on the electronic meeting, but he later confirmed he had voted in favor.  F. CONSIDERATION OF AN ORDINANCE SETTING THE TOWN OF ZIONSVILLE, INDIANA FEE SCHEDULE (FIRST READING) Ordinance 2020-21 CFO Tammy Havard presented Ordinance 2020-21 explaining that the structure of this ordinance differed from those of the past in which fees appeared in separate ordinances. She explained that this was an effort to gather all of the fees into one document, set new fees and increase fees where deemed necessary by departments. CFO Havard answered questions from the Council. She explained that the fee information came from each department. Police Captain Marius Klykken answered questions regarding Police Department fees. Vice-President Traylor said that, due to of the volume of information presented and the lack of time Council had been given to review, he would like to make a motion to continue the introduction of the ordinance to the next meeting. Attorney Willey explained the Council’s options. Director of Parks and Recreation Jarod Logsdon answered questions regarding Parks fees. President Garrett said that he would like to hear from Mayor Styron regarding her support of the new fees and fee increases. Further discussion followed. COUNCIL ACTION: Vice-President Traylor moved to continue consideration of introduction of Ordinance 2020-21. Councilor Plunkett seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Yea COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CULP Yea COUNCILOR MELTON Nay COUNCILOR PLUNKETT Yea Ordinance 2020-21 was continued by a vote of six in favor, one opposed. (6/1) 7. OTHER MATTERS There were no other matters to discuss. 8. APPROVAL OF CLAIMS There was discussion regarding the claims and the lack of time for Council review. Councilor Plunkett questioned what appeared to be double payments, credit card payments and approval of claims that had already been paid. CFO Havard and questions and explained payment processes. She discussed the new financial system which was scheduled for an April 2021 implementation. COUNCIL ACTION: Vice-President Traylor moved to continue approval claims as presented. Councilor Plunkett seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Nay VICE-PRESIDENT TRAYLOR Yea COUNCILOR BURK Nay COUNCILOR CHOI Nay COUNCILOR CULP Nay COUNCILOR MELTON Yea COUNCILOR PLUNKETT Yea  Continuation of approval of claims was not approved by a vote of three in favor, four opposed. (3/4) COUNCIL ACTION: President Garrett moved to approve claims as presented. Councilor Culp seconded the motion. Ms. Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Nay COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CUL Yea COUNCILOR MELTON Nay COUNCILOR PLUNKETT Nay Claims were approved by a vote of four in favor, three opposed. (4/3) 9. ADJOURN COUNCIL ACTION: President Garrett moved to adjourn the meeting. Vice-President Traylor seconded the motion. Director Lacy took a roll call vote: ROLL CALL VOTE: PRESIDENT GARRETT Yea VICE-PRESIDENT TRAYLOR Yea COUNCILOR BURK Yea COUNCILOR CHOI Yea COUNCILOR CULP Yea COUNCILOR MELTON Yea COUNCILOR PLUNKETT Yea The motion was approved by a vote of seven in favor, zero opposed. (7-0) The next regular Town Council meeting is scheduled for Monday, January 4, 2021 at 7:00 p.m. Determination of the need for a solely electronic meeting will be evaluated prior to the meeting and final notice will be posted in compliance with the Indiana Open Door Law. Respectfully Submitted, Amelia Anne Lacy Municipal Relations Coordinator