Zionsville Town Council

Zionsville Town Council September 19, 2022 ADDENDUM TO THE ZIONSVILLE TOWN COUNCIL MEETING MINUTES FOR MONDAY, SEPTEMBER 19, 2022 AT 8:00 A.M. EST ONSITE MEETING 1100 West Oak Street This meeting was conducted onsite. All Councilors participated in person. Council Members Present: Jason Plunkett, President; Brad Burk, Vice-President; Alex Choi, Josh Garrett, Craig Melton, and Bryan Traylor Absent: Joe Culp Also Present: Heather Harris, Town Council Attorney; Mayor Emily Styron, Deputy Mayor Julie Johns-Cole; Tim Berry, Crowe LLP; Kellie Adams, Chief Financial Officer; Fire Chief James VanGorder, Amy Lacy, Municipal Relations Coordinator, and other Town Department Staff Due to technical difficulties the first 23 minutes of the September 19, 2022 Town Council meeting were not originally able to be transcribed and were only included in the minutes approved at the October 3, 2022 meeting as a summary. The transcribed minutes of the first 23 minutes of the September 19, 2022 Town Council meeting follow. OPENING A. Call meeting to order B. Pledge of Allegiance Plunkett Good morning. I’ll go ahead and call to order the meeting for Monday, September 19, 2022. If you would please stand and join me for the Pledge of Allegiance. All Pledge of Allegiance. APPROVAL OF THE MEMORANDUM OF THE SEPTEMBER 6, 2022 MEETING Plunkett Up first is the approval of the memorandum of the September 6, 2022 regular Town Council meeting. A copy has been posted. Are there any questions or comments from Councilors? Page 1 of 22 Zionsville Town Council September 19, 2022 Garrett I’ll make a motion to approve. Plunkett First by Councilor Garrett. Burk Second. Plunkett Second by Vice President Burk. All those in favor signify by saying aye. All Aye. Plunkett All those opposed same sign. [No response] Motion passes 6 in favor, 0 opposed. CLAIMS Plunkett Up next is the approval of the September 19, 2022 Claims. Are there any questions or comments from Councilors? Traylor I make a motion to approve. Plunkett First by Councilor Traylor. Melton Second. Plunkett Second by Councilor Melton. All those in favor signify by saying aye. All Aye. Plunkett All those opposed same sign. [No response] Motion passes 6 in favor, 0 opposed. REQUEST TO SPEAK ON AGENDA ITEM Plunkett Up next is a Request to Speak on Agenda Items. Amy, do we have any requests to speak? Lacy No we do not. MAYOR/ADMINISTRATION UPDATE Plunkett Very good. Up next would be Mayor and Administration Update. I see the Mayor is here. Good morning. Styron Good morning. This morning I am very pleased to report that we have hired a Community & Economic Development Director, Mike Dale. After an extensive search, we are thrilled to welcome Mike to our team. With more than 30 years of Page 2 of 22 Zionsville Town Council September 19, 2022 planning experience in municipal and county government, Mike is a highly accomplished Director. He will bring innovation and expertise to the department’s vision for our community while administering the wide variety of regulations that exist in the planning world. We are eager to get your feedback on the financial system RFP document that Kellie sent to you all via email last week. We are ready to solicit proposals for a new financial system. Given the consensus we share over the need to replace our current financial system, I hope we can agree to work diligently towards finding a, a replacement as quickly as possible. I am wondering when you will be ready to update our community on the Council’s redistricting process? As I’m sure you are aware, the Town Council districts must be reevaluated based on population growth before the end of 2022. This means that each Town Council district must be reviewed to, to determine if they are apportioned as equally as possible. Our team has reviewed Census data and determined that the resident population within each current Council district does not currently meet that threshold. While I’m sure Heather has brought you up to speed on the requirements and process involved with redistricting, I want to make sure our residents understand the process as well and have an opportunity to participate. If you have drafted a plan for when you will begin the engagement process with the community on this topic, please let us know. We would love to be able to share this information with our constituents. There are a few other items that need to be accomplished by the end of the year. An updated investment resolution and a surplus resolution. As you know, the town has an obligation to review and reauthorize the policy for investment of public funds. It is our understanding that Heather is preparing the town’s updated investment resolution. Our team will prepare and present an updated surplus resolution for your consideration before the end of this year. Now I have a really terrific closing. This is a letter or an email from several residents in our town. “Hello Emily. My wife and I are new residents of Zionsville. Thank you for the welcome card. We live in the Ravinia subdivision and everyone has been very friendly and welcoming. We moved from Avon to be closer to a daughter and family who live in Whitestown. There was a sinkhole in the front yard of our new residence. I called the city engineer’s office and received immediate attention. Within one day employees of the Stormwater and Wastewater Departments had the sinkhole repaired and our yard restored. Many thanks to Steve Parker, Stormwater Technician, Bobby Knox, Stormwater Technician and Danny Stogsdill, the Wastewater Division Supervisor, and the other workers who provide, who provided an outstanding service. They are all outstanding workers for our community.” So I hope you will join me in thanking these terrific employees for their great work and service every day. Thank you. Page 3 of 22 Zionsville Town Council September 19, 2022 Burk Absolutely. Thank you. Choi Thank you. Garrett Hey Mayor – I had a couple questions. You mentioned redistricting. We keep asking for an update from you on OpenGov. When will we get that? Styron I think that what we have talked about is discussing things in an executive session due to legal issues. Garrett I think every time you say that, our lawyer says that it doesn’t meet the standard for an executive session. Harris Yes. Styron I am not going to discuss something that is open, that is a current open legal issue in a public setting. Garrett So there is a current open legal issue? Styron I think that from the moment we involved attorneys in discussing how we move forward, it became a legal issue. Traylor You involve attorneys on everything. Styron So I don’t have a discussion for you with regard to OpenGov this morning Josh. Garrett Are, are you planning to have one? Styron No. I’m not planning to have one anytime soon. Garrett So – Styron We are looking forward to bringing forward a new provider for you all to approve. That is the next step. And that provider – Garrett So we’re just going to forget everything? Styron And that provider was the same provider we used in the past. Garrett (Inaudible) Styron No, we’re not going to forget everything. We’re doing everything we can to unwind the situation we’re in now and to get our finance team the system that they need to continue to move forward and I am sure that given your passion for this subject as well, you will not hinder moving forward with that next, that replacement of a financial system. Garrett I don’t know what’s going on right now because you won’t tell us because you won’t give us updates. Page 4 of 22 Zionsville Town Council September 19, 2022 Styron You’ve said, we’ve actually said to you that we have, that an RFP, we are in the process of that – Garrett No, no, no – I don’t – Styron We’re working on. Garrett (Inaudible) with the current system because you keep saying you want an executive session, we keep saying we can't have one and now at least you’re telling us you’re not going to provide us any update. So – Plunkett I would just say real quick – if we are, if there is pending litigation or a threat of litigation and you tell us right now I’ll call an executive session immediately. We just need to know that we’re, we’re going to sue them or they’re suing us. Styron I’m happy to speak with you, Jason, outside of a public meeting. Garrett Jason, after that could you perhaps update the Council and the public as to what’s going on if there’s no pending litigation the Mayor’s not - (inaudible) Styron I realize that this financial system is a really big draw for you all but right now what we’re working on doing is moving forward and that involves getting a new system and moving away from OpenGov. I, that is a very clear statement and the what’s, you know, what’s behind that I think we all can say what’s behind that is a failure to deliver reports period. And we are moving forward with a new system that will provide us with the reporting that we need and the confidence that we need in terms of our financial system. Garrett So you said – Styron And I’m sure you will not hold that up moving forward. Garrett So you said a failure to deliver reports. There was a State Board of Accounts report on WISH TV last week that President Plunkett did – Styron Yes – Garrett You didn’t respond to their to their interview request but you did give a statement that said “After implementation the town became aware that the software firm had not developed necessary Indiana regulatory and statutory reports.” Do you not feel that would be an important thing to tell the fiscal body that the financial system you chose can’t actually report back to the state we live in? Styron In a public setting? No I don’t feel like I needed to tell you that. Garrett Well then in a private setting. Page 5 of 22 Zionsville Town Council September 19, 2022 Styron I have reported on several occasions the frustration with reports. That isn’t a secret. Garrett So, you’re saying you have said – there’s a difference between a frustration over reports and an inability to actually deliver reports and I have not been a part of that conversation. Does anyone here have that conversation that we have not been able at all to deliver – Styron We can, we have reported – Garrett Regulatory reports? Styron We have provided reports. They are just not in the same format that we are accustomed to. Garrett No, that’s not what you said here. Styron Those are two different points. Garrett Indiana regulatory rep – that’s not a, it’s not like a formatting issue. Like we were unable, and the State Board of Accounts confirmed this – Styron Yes, yes. Garrett But you were, in your statement, clearly were aware of this and chose not to give us any information on that so I guess it just leads me to believe what are all the other things that you are not telling us because you just don’t seem to want to communicate with us including your statement today about what’s happened with OpenGov. It’s hard to have a relationship when you won’t communicate problems. Styron Yes, it is hard to have a relationship. Garrett Oh, I agree and I don’t think it’s going to get any better. Traylor We had over a year of not getting any financial reports and we couldn’t get an answer as to why. You could’ve said we can’t produce the reports because of OpenGov. You didn’t say that. The first time you mentioned that OpenGov was not going to work was after we had said hey, we’re going to have to do a financial audit and we took a vote up here to implement that or to ask the State Board of Accounts to do so. That was the trigger for you to actually tell us something. Styron I think that is your perspective. That is not mine and I appreciate you stating that in a public meeting. I don’t – Traylor We can go back and look at the, look at the – Styron You – Page 6 of 22 Zionsville Town Council September 19, 2022 Traylor Videos. I mean, these things are all recorded. Styron Yes. There are other conversations that take place outside of this public meeting. Plunkett All right, so I think there’s significant frustration from the Council, obviously, from the Mayor as well. I would say this – if the Mayor communicates with me today that we are initiating litigation or that they are initiating litigation against us, we’ll hold an executive session. Styron Thank you. I appreciate it. Garrett If not, I’m going to keep asking for this information. Styron If not, I get it. I just think that these questions are valid questions, valid concerns that we’ve all had for a long time and if we can call an executive session and qualify under the statute for executive session, we’ll call one and we’ll get information. Styron And in the meantime, are we all onboard that moving forward with a new system is a good idea? Melton Yes, I have a question about that – so we sent, you’re preparing to send out a request for proposal – Styron Yes – Melton But you kind of just insinuated that you already picked a financial system to go with – Styron We went through a process – Melton I’m confused by that, so – Styron We went through a process of evaluating – Melton Hence, the request for proposal, right? Styron Well, we went through – Melton That’s the process. Styron We went through a process that was not a formal RFP. What, what we did is we reached out to all of the Clerk/Treasurers and other financial people across the State of Indiana and went through AIM and asked them who do you use currently for your financial management system? And what, you know, are you pleased with them? We overwhelmingly received two vendors as their primary people that, the primary vendors that use, that provide financial services through reporting for cities and towns. Those two entities we brought them in and we asked them to share information about what they, we told them a little bit about our Page 7 of 22 Zionsville Town Council September 19, 2022 circumstances and how they would work with us and we went through a diligent process through that, through that effort. It was not a formal RFP. After we presented this information to several of you, not in a public meeting, we were told we needed to do an actual formal RFP so now we are going back and we’re doing that. And I expect that we will get – Melton So is that – Styron Proposals that – Melton For show? Because you’ve already picked one? I mean, you said two? Styron We are doing it based on the request by the Council to hold an, an actual RFP. It will get us, I think, it will yield the same participants as we did in our unofficial sort of process and at that point we will choose between the – Melton I hope one of those firms doesn’t even spend the time to do it because you’ve already said you’ve picked the one that we had previously. I mean, you just said that on the microphone just three minutes ago. So, it is a true RFP? Are we really requesting proposals from – Styron We are, we really are. Melton Multiple companies? Styron Yes, yep. Melton And they all have a similar chance to get that work? Styron They sure do. Garrett No they don’t. There’s zero chance. Styron Well – Garrett You just said who we’re going to. Styron It, when you do an – Garrett We’re going to our old vendor. Styron RFP if they come in and someone comes in lower, then that’s, that’s a process. That’s part of the process and it actually gets evaluated. Garrett So if it comes in lower – Styron We are – Garrett In what way, price wise? Page 8 of 22 Zionsville Town Council September 19, 2022 Styron If in the RFP, by doing an RFP the only advantage to moving forward with this RFP that you all have required after we told you we had gone through the process – Garrett The state requires it Mayor. Styron No it doesn’t. Garrett We’re not requiring it. Styron It does not require this for this particular piece. That is not a state requirement. You are wrong about that. Garrett Yes. Styron And, but if, the one advantage for us doing it at this point is we may end up with a better price. That’s the only advantage. Plunkett So Heather has the RFP that she’s been reviewing and been communicating with the Mayor’s legal team on what we would like as it relates to the specific details of the RFP. To your point, Councilor Melton, that way everybody’s on the same level playing field and I’m assuming that’s something that – Harris Yes, I shared with the Mayor this morning, so I was up early working on it so that Kellie could meet the deadline for publication today because I know we, you know, we’ve got the statutory requirements but then there’s also publication timelines that we have to deal with for the local newspapers and so originally when she tried this week before last and then we got it that morning on, I think, what the morning of Labor Day or the day after, I can't remember, but so we, we’re working and I’ve not commented on the substance I shared with the Mayor. I’ve shared that with Kellie and Amy Nooning as well because I don’t, you know, I don’t know the functionality that’s needed within the department to be able to deliver those reports and other necessary items and I know Tim Berry’s looked at it as well and kind of indicated that he feels comfortable with the deliverable language but just making sure we have the process correctly so I’ve shared and I can share with you all in writing as well but I’ve shared with Council leadership that we weren’t comfortable with the original process that was being used because there’s sort of different statutes in the procurement law. One deals with special purchasing that allows you to basically, you know, only solicit one vendor for certain software services and supports but there’s an underlying premise when you use that statute that basically states, you know, you have to be driving towards competition and if more than one software vendor or support vendor can – Garrett It’s a state statute? Harris Yes it is – Page 9 of 22 Zionsville Town Council September 19, 2022 Garrett Yes. Harris It’s in special purchasing – Garrett Yes. Harris 5-22-10, that if you have more than one then, you know, obviously you, you really shouldn’t use that statute. We know there’s more than one vendor. In talking with Tim and others, there appears to be about six or seven companies that really deal with financial systems and supports for municipal governments in Indiana so you’re dealing with a somewhat limited universe and one of those includes our current vendor so you knock that one out, you’ve probably got six or so solid, potential vendors that would provide these kinds of services to the town. The original process that the Mayor was talking about – there are special purchasing requirements that if you’re under certain thresholds you can use these alternative to an RFP process, although we didn’t feel comfortable that that was correctly being used or, you have to solicit three invitations or bids. One of them that was in that bucket was OpenGov which we don’t feel is appropriate. That’s not three, we’re not going to consider that one. So we went through that statute. We’re now working through an RFP process which delineates certain requirements and has certain timeframes and so I think, you know, Mayor, to your point our focus should be on getting the best vendor in and being able to transition that as quickly as possible so that is a priority, I know, for Council leadership as well and one that’s been given to me to be, you know, as helpful as possible on. So, and then there are other issues related to the current vendor and timelines and information known or not known but I think we’re working with Kellie and her team to try to shore up this new RFP and get that out the door as quickly as possible so that the responses can be reviewed and hopefully the Council can be part of that discussion. Melton So who’s going to review those? Do we have an idea? Styron It will be the Administration. Melton So not the Finance Committee that you put together? Styron We do intend to involve the Finance Committee absolutely. Melton That’s pretty important since that’s their role. Styron Yes. Well, it’s part of what the process is that we laid out, that we would take that to the Finance Committee. Melton And how often has the Finance Committee met? Styron Twice. Melton That’s all I have Jason. Page 10 of 22 Zionsville Town Council September 19, 2022 Styron Is that right or is it more than that? How many times? Adams (Inaudible off microphone) Styron So maybe I’ve only attended two of them. Melton How many have you attended Councilor Traylor? Traylor I think I’ve attended three in total. One last year and then or maybe it was early this year but three, three in total. Melton Either way, I’m on board. I really want to get somebody that knows what’s going on with our financials – Styron Yes. Melton In place so we can be as clear and concise with the public – Styron Great. Melton And how we move forward. So, thank you for all your help, Heather, on getting the RFP fine tuned so we can get it out. Hopefully we can get it out today. Is that (inaudible)? Harris Yes, that’s Kellie’s goal. They have a noon publication deadline and I’ve red-lined it so that she can go through quickly and decide what to accept or not accept so that they can get it out the door. I think that is everyone’s goal is to have it out today, ours included so. Choi If I can make a request regarding our prior vendor – I believe it’s Boyce, right? Styron Yes. Choi Kellie, is that Boyce that was our – Harris Yes. Choi Prior vendor. Harris For Keystone. Plunkett The first one. Keystone. Harris Yes, yes. Choi Keystone. Plunkett Keystone, now Boyce, yes. Page 11 of 22 Zionsville Town Council September 19, 2022 Choi So if the consideration is to go back to them, I think it would be good for Council to also know what are the improvements that they’ve made because we’re now going back to a system, as we stated before, and I think there was some loose explanation given on, on some of the improvement, that they’ve made improvements, have a new, new oversight umbrella organization but it would be good for all of us to know what are those improvements and maybe some of them we won’t understand but I think it’s – Styron I think it might be appropriate for us to give you a presentation by the company that we do choose and they’ll be able to lay all of that out for you, for everyone. Choi That would be great. Styron Yes, we’ll make sure – Choi Thank you very much. Styron That gets, we’ll, we’ll make sure that happens. Choi Thank you. Styron You bet. Plunkett Very good. Thank you. Styron Great. Thanks. TOWN COUNCIL UPDATE Plunkett Up next is the Town Council Update. Are there any updates from Councilors? I’ve got a couple of things to run through if nobody else does. Choi So the Public Safety Task Force and, thank you, Councilor Garrett and Councilor Burk have, and especially Councilor Garrett, have done a yeoman’s work on pushing that forward. I think we’re move, meeting with the last of the stakeholders here soon and so we will come back with a compilation of what we have found and the next steps after that would be any recommendations after looking at best practices around the other communities in the country that have done this similar kind of work. So that’s one thing. If I can make a request, Councilor Plunk, President Plunkett, Kellie, we, at the last presentation of the budget I had asked for a detailed report of the capital expenditures that would be, that’s on the budget that we might consider as to be one-time expenditures that we can apply, you know, as a justification for spending down the reserves. So, just a reminder again that – Page 12 of 22 Zionsville Town Council September 19, 2022 Respectfully Submitted, Amelia Anne Lacy, Municipal Relations Coordinator Town of Zionsville Page 13 of 22 Zionsville Town Council September 19, 2022 ZIONSVILLE TOWN COUNCIL MEETING MINUTES FOR MONDAY, SEPTEMBER 19, 2022 AT 8:00 A.M. EST ONSITE MEETING 1100 West Oak Street This meeting was conducted onsite. All Councilors participated in person. Council Members Present: Jason Plunkett, President; Brad Burk, Vice-President; Alex Choi, Josh Garrett, Craig Melton, and Bryan Traylor Absent: Joe Culp Also Present: Heather Harris, Town Council Attorney; Mayor Emily Styron, Deputy Mayor Julie Johns-Cole; Tim Berry, Crowe LLP; Kellie Adams, Chief Financial Officer; Fire Chief James VanGorder, Amy Lacy, Municipal Relations Coordinator, and other Town Department Staff Please note: Due to technical difficulties, the first portion of the meeting was not recorded or transcribed. Until recording/transcription was initiated what follows is a summary. OPENING A. Call meeting to order B. Pledge of Allegiance President Plunkett called the meeting to order and led Councilors and others in the Pledge of Allegiance. APPROVAL OF THE MEMORANDUM OF THE SEPTEMBER 6, 2022 MEETING Councilor Garrett moved to approve the Memorandum of the September 6, 2022 regular Town Council meeting. Vice-President Burk seconded the motion. The motion was approved by a vote of 6 in favor, 0 opposed. Page 14 of 22 Zionsville Town Council September 19, 2022 CLAIMS Councilor Traylor moved to approve the September 19, 2022 claims as presented. Councilor Melton seconded the motion. The September 19, 2022 claims were approved by a vote of 6 in favor, 0 opposed. REQUEST TO SPEAK ON AGENDA ITEM Municipal Relations Coordinator Amy Lacy stated that there were no requests to speak. MAYOR/ADMINISTRATION UPDATE Mayor Styron announced that Mike Dale had been hired as the new Director of Community and Economic Development and that he would start on October 3rd. She said that he has over 30 years of experience in municipal and county government, including most recently serving as the Executive Director for the Hancock County, Indiana Plan Commission and Board of Zoning Appeals. Mayor Styron discussed the Town Council redistricting requirement and stressed the importance of completing the project before year end. Mayor Styron read the following email recognizing the performance of Several Department of Public Works employees: My wife and I are new residents of Zionsville. Thank you for the welcome card. We live in the Ravinia subdivision and everyone has been very friendly and welcoming. We moved from Avon to be closer to a daughter and family who live in Whitestown. . There was a sink hole in the front yard of our new residence. I called the city engineers office and received immediate attention. Within one-day, employees of the stormwater and wastewater departments had the sink hole repaired and our yard restored. Many thanks to: Steve Parker – Stormwater Technician Bobby Knox – Stormwater Technician Danny Stogsdill – Wastewater Division Supervisor and the other workers who provided an outstanding service. They are all outstanding workers for the community. Many thanks to the city of Zionsville. Mayor Styron expressed her appreciation for the work of the employees. Page 15 of 22 Zionsville Town Council September 19, 2022 Mayor Styron also discussed the OpenGov financial software and the status of the current RFP process to replace OpenGov with another financial software vendor. Discussion followed. Councilors questioned Mayor Styron regarding the status of OpenGov and the potential new system. Mayor Styron said that when a new system was selected she would have the vendor provide a presentation at a Town Council meeting. Further discussion followed. TOWN COUNCIL UPDATE Councilor Choi said that he had asked for a list of capital projects for 2023 and had not yet received it. Transcription follows. Choi Just a reminder again that – Adams (Inaudible off microphone) Plunkett Kellie, I’m sorry, can you come up here? I know how much you love coming up here and talking. Adams Good morning. The list of the capital projects was actually in the document that I sent out. Councilor Traylor had asked a dozen or so questions about the budget and I sent the response out to the whole Council in hopes just to answer any questions that maybe others had had before our meeting on Thursday evening. So that list is in there. Choi Thank you very much. I missed that. Adams No, it’s okay. I didn’t – I should’ve specified but yes it’s in there. Choi Okay. Thank you. Plunkett And Kellie is there – are we going to be able to get an electronic version of this? Adams Oh yes and I’m talking to him about and I’m actually making one myself so I will have one to you here very quickly. Plunkett Cool. Thank you. Adams Yes. Plunkett Thank you very much. Traylor I just had a question and I don’t know if there’s an answer to it or not but with all of the findings in the State Board of Account audit, one was suggesting that we go further into an investigation. Is there any movement on that or – I know we, we can’t sign a contract so I don’t know how we move forward on that. Page 16 of 22 Zionsville Town Council September 19, 2022 Plunkett Yes, Heather and I have actually been in communication with some folks about what that looks like and, and how we may be able to lean into their recommendation for an investigation. So that’s certainly something that we’re – Traylor Okay. Plunkett We’re tracking down. Traylor Thank you. Plunkett Just briefly, I want to remind the public, obviously, as Kellie just mentioned, we have our budget meeting on September 22nd and that’s certainly something that I look forward to having the public engaged in. We have had discussions, Heather and I are in the process of, and Vice President Burk, specific to redistricting. That’s something that as a Town Council initiative that would have to be done by the end of the year and we are working on that. We’re obviously a little bit time crunched right now the next couple of months so – I wanted to announce on October 25th and obviously all Councilors are welcome to attend this – I’ll be hosting an ARPA meeting here in Town Council Chambers. Heather will be here to help talk about the legalities of what we can and can’t do with ARPA money. I think it's important as we’ve talked about in the past to make sure that we get input from the community. We’ve heard from the Chamber, we’ve heard from zWORKS, we’ve heard from other folks that have interest and there, there are some parameters associated with how we can spend that money as we’ve talked about when this first came out. We’re required to have an ARPA Plan for this spending and that currently doesn’t exist so I think it’s important to get this input from the community to make sure that we can put an ARPA Plan in place and figure out where these, where the taxpayers want their money to go. So, Amy, I would imagine we might have to post because the possibility of a quorum for that?– Lacy Right. Yes. Choi President Plunkett what – Plunkett Yes – Choi What was the date and time of that? Plunkett It’s going to be October 25th and I think we’re going to block out between 6 and 9. I mean that’s a long stretch, I don’t know how much participation we actually will receive but depending on what that response is, we may have a follow-up meeting for that as well just to make sure we can get everything in so – all right, anything else from Councilors? Page 17 of 22 Zionsville Town Council September 19, 2022 OLD BUSINESS Plunkett Up next is Old Business and there is no Old Business. NEW BUSINESS A. Consideration of Approval of Zionsville Volunteer Fire Department Final Assets Distribution Letter to the Town of Zionsville Plunkett Moving on to New Business – there’s one item, a Consideration of Approval of Zionsville Volunteer Fire Department Final Asset Distribution Letter to the Town of Zionsville. This is, and Heather I’m going to lean into you and I know Jeff’s in the back, I don’t know if he wants to come up and say anything but obviously this is something we’ve worked on for a few years just the asset transfer and that transition from the Volunteer Fire Department. We don’t have the account set up to accept the assets – that’s something we’ll do at the next meeting, however, this is, this is one of two final steps to approve the letter. Correct Heather? Harris Correct, yes. So you may recall the Mayor’s team and we also provided input back in October of 2021, worked on putting in place an agreement with the Zionsville Volunteer Fire Department about them winding down their services and then transferring their final assets to the Town of Zionsville. This is something that had already been signed and executed but there is a process by which they have to follow statutorily so all that’s being requested today is that the Town Council vest the authority in President Plunkett to sign that agreement. The Mayor will also have to sign that agreement and then as President Plunkett noted, we’ll be working with Kellie and the finance team because we’ll need to establish a fund that will be a specific fund in which those assets will be receipted so that’ll be something we’ll bring back but this is, we’re not, this is just vesting the authority in the Town Council President so that we can complete that piece and then start working on the fund transfer. And, again, the Mayor has to sign as well as President Plunkett as the Town Council President. Burk Heather, when can we do that? It seems like a pretty fairly simple – Harris Yes, it is – we’ll have the fund, I think, back at the next meeting so once that’s set up then they’ll just be signing the agreement and then start transferring the final assets once that fund is established. Burk So you – maybe the next meeting we pass that? Harris We should be able to complete it by the end of September or mid-October. I guess our next meeting is October 2nd? [the correct date is October 3rd] Page 18 of 22 Zionsville Town Council September 19, 2022 Plunkett Yes. Burk Okay. Melton Heather, how long will the Volunteer Fire Department continue to operate, I guess, at its location? Harris I would have to – yes – I see an assist, phone a friend – Melton And maybe the Chief could come up as well. I have a concurrent question for you as well. Beam Jeff Beam. I’m the Treasurer for the Volunteer Fire Department Corporation. To answer your, specifically to answer your question – the Volunteer Corporation no longer exists. Melton Okay. Beam It has not existed since February of ’21 if I remember correctly. All the years kind of flow together here after a while but since February of ’21 was actually our corporate dissolution so it has not functioned since then. Melton So the actual fire department over in Perry Township no longer functions? Beam No, this is the Zionsville Volunteer Fire Department – Melton The Volunteer – Beam The Perry Township Volunteer Fire Department which I think you’re alluding to still does, still functions. Melton Okay, great. Excuse me. I got those mixed up. I appreciate it and that was my follow-up question so I just wanted to make sure that the Perry residents continue to have fire service and enough fire service. VanGorder You were correct. Two separate organizations. Melton Thank you. Beam And, if I can just a moment – with relationship to this asset, final asset distribution, the assets of the Volunteer Fire Department have all been transferred to the Town of Zionsville. That was done in November of 2021. We are – the only thing that we are trying to do now is at that time with those assets were distributed, you’ve already received $600,000 that you receipted somewhere. Harris Oh, that’s good to know. Okay. Beam I don’t know – Harris So, just to be clear and I know Kellie is new to her position too just so we’re clear – are there any other financial assets being receipted or that’s it? Page 19 of 22 Zionsville Town Council September 19, 2022 Beam The final financial asset is this $135,000 – Harris Okay. Beam That is left that we’re, that we had held for a time to make sure that we did not have any other liabilities that came up as a part of the dissolution. We’re now trying to finalize and send off this final distribution and that’s what we’re trying to accomplish now. Plunkett So that should be easy to find. Just go back to the minutes from that meeting and look at the fund that was established and then can that fund accept these dollars as well? Beam I would say there was no, I would – I shouldn’t speak. Plunkett No? Harris So I think Kellie had something to say. She was giving us the hi sign back there. Adams So when preparing for this meeting, that’s exactly what I did and what we found was that it had been noted in the meeting that a fund needed to be established internally. In finance we established a fund but we didn’t do anything formally. So and we realized that too late for this meeting so that’s why we will have it at the next meeting but I’ve went through everything, everything looks good. It is in a separate fund so we just need to establish that formally in front of the Town Council at the next meeting. Plunkett So that money’s there. It’s not floating around anywhere? Adams No, no it’s all there. Plunkett So that’s there and to your point it just needed to be finalized specific to this. Adams Yes and we just did not realize that until – Plunkett Yes, perfect. Adams Late last week. Plunkett All right. Thank you. Choi Will there be some definition of what that fund is restricted to? Adams Yes. Choi Okay. Adams Yes. Page 20 of 22 Zionsville Town Council September 19, 2022 Harris And I believe it was also in the agreement that was signed by the parties back in October and we could probably find that agreement and re-circulate it to the Council just so it’s fresh in your mind. I know there also, I think it was also in the packet right, Amy? Because that was all included, I think, in that packet of documents now that I say that so – Lacy Yes, it was. Plunkett Cool. Thank you. Are there any other questions or anything for Councilors? Melton No, I just want to thank everybody that was involved in that organization because I think it brought some good opportunities to the Town of Zionsville and it’s Fire Department over the years so – thank you Jeff and everybody involved. Garrett Do we need to make a motion then to? Plunkett Yes, I think we probably just need to make – what type of motion? Harris Just a motion to vest the authority in President Plunkett to sign the final asset distribution letter on behalf of the Town Council. Garrett I’ll second Heather’s motion. I’ll make a motion to allow President Plunkett to have that authority to sign on behalf of the Town Council. Burk Second. Plunkett First by Councilor Garrett, second by Vice President Burk. All those in favor signify by saying aye. All Aye. Plunkett All those opposed same sign. [No response] Motion passes 6 in favor, 0 opposed. OTHER MATTERS Plunkett Up next is Other Matters. Are there any other matters from Councilors? Traylor Just to be clear so at the next meeting then we’ll formally establish that fund, is that – so you’ve got the authority to sign the letter we just don’t have the official fund to put it in? Plunkett Right. Traylor All right. That’s all. Page 21 of 22 Zionsville Town Council September 19, 2022 ADJOURN Plunkett Yes. And I will make a motion to adjourn. Garrett Second. Plunkett Second by Councilor Garrett. All those in favor signify by saying aye. All Aye. Plunkett All those opposed same sign. [No response] Motion passes 6 in favor, 0 opposed. The next regular Town Council meeting is scheduled for October 3, 2022 at 7 p.m. in the Zionsville Town Hall Council Chambers. Final Notice will be posted in compliance with the Indiana Open Door Law. Thanks so much. Respectively Submitted, Amelia Anne Lacy, Municipal Relations Coordinator Town of Zionsville Page 22 of 22