r~cf, Chandler indiana Chandler Town council Meeting Minutes December 15, 2014 The Chandler Town Council meeting was called to order 7:00 p.m. at the Chandler Community Center. Roll Call: Present Lucas, Amos, Held, Johnson Absent - Irvin Pledge of Allegiance Motion was made by Lucas to approve minutes as posted, second by Amos. Vote 4 ayes. Comments from Citizens on the Agenda: Richard Mount, 614 N. Fifth Street came before the Council over a culvert length dispute. Mr. Mount informed the Council that his culvert had been replaced which he feels is now 4 Y, feet narrower than it was prior to replacement. Mr. Mount did call and speak to Grover Fisher about the culvert. Discussion took place between the board and Mr. Mount; Lucas informed Mr. Mount that they will speak with Grover Fisher to see what options are available. Town Attorney: Informed the Council that he has provided them a copy of the timeline for the Fisher Brothers Property project. Long reviewed the timeline with the Council and requested approval to move forward with the Fisher brothers project. Motion was made by Lucas to move forward with the timeline for the Fisher Brothers project, second by Johnson. Vote 4 ayes. long requested from the Council to give Brian Lucas approval to sign all of the letters to the environmental consultants soliciting proposals. Motion was made by Held to authorize Lucas to sign the consultant letters and allow Bennett to send out the RFP (Request for Proposal), second by Johnson. Vote 4 ayes. Copy of the time line is attached to minutes. long informed the Council that he will be in contact with Vectren about moving the electric pole on the Fisher property. Long informed the Council that a copy of the proposed contract for managing the Baseball and Softball league was emailed to the Council and Park Board. long presented to the Council the proposed contract between the Town of Chandler and Joe Ellsworth, which would allow him to communicate with the citizens of the Town about the Fisher Brothers property. Motion was made by Held to approve the Proposal of Services contract with Joe Ellsworth in the amount not to exceed $20,625.00, which is to be paid out of the bond fund money, second by Johnson. Vote 4 ayes. Motion was made by Held to approve an initial payment of $5,166.70 to Joe Ellsworth out of the bond fund, second by Amos. Vote 4 ayes.
Long read Salary Ordinance 2014-36 for year 2015 and 2016. Motion was made by Held to amend Salary Ordinance 2014-36 after first reading by adding School Crossing Guards to read comma excluding June and July, second by Johnson. Vote 4 ayes. Motion was made by Johnson to pass Salary Ordinance 2014-36 on first reading as amended, second by Amos. Vote 4 ayes. Motion was made by Lucas to suspend the rules to act on Salary Ordinance 2014-36 on the night of introduction, second by Johnson. Vote 4 ayes. Motion was made by Lucas to read Salary Ordinance 2014-36 on second and third reading by title and number only, second by Johnson. Vote 4 ayes. Long read Salary Ordinance 2014-36 for 2015 and 2016 by title and number only as amended. Motion by was made by Lucas to pass Salary Ordinance 2014-36 on second reading as amended, second by Amos. Vote 4 ayes. Long read Salary Ordinance 2014-36 for 2015 and 2016 by title and number only as amended. Motion was made by Lucas to pass Salary Ordinance 2014-36 on third and final reading by title and number only as amended, second by Johnson. Vote 4 ayes. Long informed the Council that he is working on the resolution for meters per building and a resolution for Employee reviews. Transfer of Funds Resolution 2014-39: Motion was made by Lucas to approve Resolution 2014-39 A Resolution providing for the transfer of funds of the Town of Chandler, Indiana, as requested by the Clerk Treasurer and forwarded to the Town Council for their action and passage, second by Amos. Vote 4 ayes. Resolution attached with the transfers listed. Long has prepared a letter to Newburgh regarding the meter readings that are provided to them. Chief of Police: Long informed the Council that the Salary Ordinance that has just been passed terminates the position qfthe police and fire administrative assistance. The person in that position is aware of this and the Town has agreed to pay that person the 501 hours that has been acclimated from personal and vacation and also pay the person to the end of the year as part of her severance pay and any less than positive elevation be sealed up for the period that they would be required and at that point they be destroyed. Council was in agreement to pay her providing that she is willing to show and assist the fire department and the person who will be helping with the reports. Motion was made by Johnson that the Town <lpprove the pay for the Administrative Assistance for Police and Fire for the 501 subject to signature on attorney paper work and in addition she be paid through the end of the year, second by Amos. Vote 4 ayes. Motion was made by Johnson to resend her motion on payment for Administrative Assistance, second by Amos. Vote 4ayes. Motion was made by Johnson to restate her motion on the Administrative Assistance that the Town pay the regular salary through the end of the year, on the January 2, 2015 payroll and at that time pay out the 501 hours of banked time to be pay on the January 2 d payroll subject to signing attorney documents and transition for the, fire department, second by Held. Vote 4 ayes. Pg.2 12/15/2014
Chief requested approval to start the process of interviewing for a 7th police officer. Council was in agreement to start the normal process of posting that position. Fire Chief: Chief was not aware of termination of the secretary for the fire department and made the Council aware that he would not be able to complete all the things this person did on his own and would need some type of assistance. Johnson wants to be sure that the Town assists the Fire Department in every way to be sure that the reports are being completed in a timely manner. Chief ask that he be made aware of who would be coming to assist them and when. Chief informed the Council that the Computer at the fire house that has been provided by the trustee is not working. Held feels that there is a computer at Town Hall that is not being used at this time and maybe it can be used at the fire house. Council was in agreement to have Robert Pace take a look at the computer and see if it can be used at the fire house. Lucas received a copy of the contract with the Ohio Township Trustee. Council was in agreement that before they sign the contract they set down with the incoming Trustee and review the contract. Chief will get in touch with incoming Trustee and schedule a meeting. Park Board: Park Board is reviewing the Baseball Softball Contract that has been prepared by Long. Director of Public Services: Ask the Council if the water and sewer needs to be disconnected at the Fisher property. Council was in agreement to have the services disconnected. Coghill informed the Council that Fire House Lane is a Town Street. Long stated at some point the Town may want to vacate that street. The new siren came into today and is at the maintenance garage. Coghill reported to the Council the cost to replace the heater at the old Fire House is about $950.00. Lucas will try and get a price on the heater through the company he works for. Coghill requested to move Kinder from Maintenance 1 to Maintenance 2 and Blair from Maintenance 2 to Maintenance 3 starting the first full pay in January. Motion was made by Lucas to move Kinder from Maintenance 1 to Maintenance 2 and Blair from Maintenance 2 to Maintenance 3 staring the first full pay in January, second by Johnson. Vote 4 ayes. Mrs. Castle owns a home at the end of the drive back by the old nursing home; she reported that the people who purchased the old nursing home have put up a fence. She reported that they want to put up a gate which she thinks is going to block access to the utilities. Long will get in touch with the home owner for more information. Coghill reported that he has just received the final bill for the Oak Grove & Libbert Road project. The project was estimated at $90,000.00, the bill came back more than that. Coghill requested to take the $90,000.00 and encumber it for 2015 and take the $30,000.00 that was set aside to purchase a truck and encumber it and transfer it from the transportation and equipment to the Oak Grove Road water relocation project. Motion was made by Lucas to approve Resolution 2014-40 Transfer of Funds from water transportation and equipment in the amount of $15,000.00 and sewer transportation and equipment in the amount of $15,000.00 to the Contractor Oak Grove Road project, second by Held. Vote 4 ayes. Environmental Manager: Reported that Healy's term on the Planning Commission expires December 31, 2014. Council stated that position needs to be posted. Kiawanis donated money to Lisa Bullock Bradshaw's dinner for the elderly. Pg. 3 1211s1201
Utility Clerk: Submitted to the Council a list of claims that have been paid out of operation and maintenance and could have been paid out of system development. The Utilities did take out a loan from sewer system development last year in the amount of $77,500.00. The claims totaling $95,454.16 of which $77,500.00 would be consider capital improvements which would satisfy the loan from system development. Motion was made by Held to approve Resolution 2014-41 that the monies paid to Wessler in the amount of $17,917.78 for the Lynch Road, Fuquay and Chio las be declared capital expenditures to be credited toward the loan by Sewer Operating from System Development. The remaining Wessler claims in the amount of $59,S82.22 shall be credited as payment on the loan from system development to sewer operating there by satisfying the claim in total, second by Amos. Vote 4 ayes. Motion was made by Held to pay $17,954.16 of the Heim Road project to be paid from the Heim Road Bond Fund to the Sewer Operating, second by Johnson. Vote 4 ayes. Motion was made by Johnson to approve the claim for the loan of $90,000.00 to pay from sewer operating to sewer consumer deposit, second by Held. Vote 4 ayes. Utility Clerk requested approval to hire Sharon Fisher Griese for the full time position in the Utility Office. Motion was made by Held to extend employment to Sharon Fisher Griese pending drug testing and back ground check, second by Johnson. Vote 3 ayes, 1 Abstain (Amos). Clerk Treasurer: Informed the Council that she will receive a check from Anthem for $3,000.00 which will go into the basic account. Motion was made by Lucas to join the Chamber of Commerce for $520.00 and take a full page advertisement in the amount of $795.00, second by Johnson. Vote 4 ayes. Clerk Treasurer asked that Council if they would like to take an advertisement out in the Newburgh magazine. Council took under advisement. Clerk Treasurer also discussed with the Council about a plaque to be placed on the siren on behalf of George Irvin. Clerk Treasurer would like to discuss with the Council at some time about the stipend for the cell phones and possibly getting a tablet for the president. Motion was made by Johnson to allow Great West Retirement Fund money be withdrawn electronically as long as payment is initiated by Clerk Treasurer not Great West second by Amos. Vote 4 ayes. Old Business: Alleys, Capital Purchases and Green Valley Drive drainage tabled. Held ask that the Council be supplied a list of employees time off schedule, monthly if possible. Motion was made by Held to remove the Ivy Trellis claim for $39.21, and approve claims in the amount of $276,012.35, second by Lucas. Vote 4 ayes. Pg. 12/15/2014
Motion was made by Lucas to recess meeting, second by Johnson. Vote 4 ayes. Brian Lucas, Council President d thirty four minutes./,u., ; >f<, - r- - -, 57\?vuv... 1 ' I Vnvnvnv.z,,./ Kathy Lemmons, Clerk Treasurer Pg.5 12/15/2014
TOWN OF CHANDLER RESOLUTION 2014-39 A RESOLUTION PROVIDING FOR THE TRANSFER OF FlJNDS OF THE TOWN OF CHANDLER, INDIANA, AS REQUESTED BY THE CLERK/TREASURER AND FORWARD ED TO THE TOWN COUNCIL FOR THEIR ACTION AND PASSAGE WHEREAS, certain extraordinary conditions have developed since the adoption of the existing annual budget for the year 2014 and it is now necessary to transfer appropriations into different categories than was appropriated in the annual budget for the various functions of the several departments to meet the emergencies. SECTION 1. BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF CHANDLER, INDIANA, that for the expenses of the Town Government, the following appropriations are hereby transferred and set apart of the funds hereinafter named for the purposes specified, subject to the laws governing the same, such sums herein transferred unless otherwise stipulated by law. SECTION 2. Where is has been shown that certain existing appropriations have unobligated balances which will be available for transferring as follows: FROM: CPD Liability 101200342.000 $3,000.00 TO: CVFD Liability 101210342.000 AND FROM: Clerk Health 204001351.000 $73.88 Council Health 101003135.000 $73.88 TO: Payroll Health 840000840.000 AND FROM: Clerk Health 101002135.000 $105.89 Council Health 101003135.000 $423.57 P&Z Health 101011135.000 $158.84 TO: Gen/Basic 101000999.000 2014. SECTION 3. Passed and adopted by the Town Council on the J..:i_ day of December,
TO,,, OF CHANDLE G. -');,{ TOWN COUNCIL v._..- Kennet!:( A Irvin, 1 I I,.,,,,.Ulffic Cheryl D. Amos, Member L; J.. [)_, Y-1.dd ~!U!Jlr~ :k.cisti D:, Held,. Member 11,. I '/I,/,A~VvJ fmfv~ Andrea Johnson, Me ber
The Town will procure the environmental contractor through the RFP (Request for Proposal) process. This process is as follows: 1. Advertise the environmental RFP in the newspaper one time only- December 25, 2014. 2. Mail the RFP via Certified Mail to known environmental consultant including 2 required minority contractors. The consultants will contact Brian Kleeman with questions and our office for a copy of the entire RFP Specifications for a cost of$50.00 made payable to the Town of Chandler. 3. Town receives RFPs by 4:00 PM at the Town Hall on Friday, January 9, 2015 (15 days following publication) 4. Open RFPs on January 20, 2015 at the Town Council Meeting - short list firms and schedule phone interview. 5. Interview shortlisted firms -January 22, 2015. Select consultant. 6. Forward release of funds (ROF) documentation to OCRA-proposed January 26, 2015 7. Town receives ROF and awards contract to environmental contractor-february 2, 2015 8. Environmental Contractor cleans site- February 3 - February 28, 2015 (complete) The Town Council will need to make a motion to adopt this schedule and allow Brian to sign all of the letter to environmental consultants soliciting proposals. That is provided the Council is agreeable to the dates and times. The Town will contract the demolition contractor through the IFP (Invitation for Bid) process. This process is as follows: 1. Advertise the IFB in the newspaper two times - 7 days apart - proposed January 8 and January 15, 2015 2. Pre Bid Held at Town Hall -January 22nd at 10:00 AM. 3. Receive IFB Bids Town Hall - 4:00 PM on February 2, 2015 4. Open IFB Bids at Council Meeting- 7:00 PM on February 2, 2015 (either take under advisement or award) 5. If bids taken under advisement award Bids-February 17, 2015 6. Pre-Construction (Demolition) Conference-February 19, 2015 7. Demolition contractor begins - March 2, 2015 (provided environmental contract is completed) 8. Demolition complete -April 1, 2015