Bargersville Town Council Kenneth Zumstein Jim Beck Gayle Allard Bruce Morris Rowana Umbarger Clerk Treasurer Steve Longstreet Bargersville Town Council January 30, 2018 Minutes I. Call To Order The Bargersville Town Council met in its regular session on Tuesday, January 31, 2018 at 1:00 p.m. in the regular place, the Town of Bargersville Municipal Building at 24 N. Main Street, Bargersville, Indiana. The Council Vice President, Rowana Umbarger, presided and Clerk-Treasurer, Steve Longstreet, was present to memorialize the proceedings. II. Roll Call Present on the roll call were Council Members: Mrs. Gayle Allard, Mr. Jim Beck, Mrs. Rowana Umbarger, and Mr. Kenneth Zumstein. Mr. Bruce Morris was unable to attend. A quorum was obtained. III. Pledge of Allegiance IV. Council Business Kevin Shelley, Director of Engineering with REMC, provided council with the 2017 fourth quarter numbers and 2017 annual services numbers. Mr. Shelley also updated council on the Whiteland Road Rebuild Project's recent pre-bid meeting and stated the schedule bid opening will be held on the morning of February 8. V. Clerk-Treasurer Motion to approve the minutes from January 9, 2017 and January 24, 2017 made by Mrs. Allard. Seconded by Mr. Zumstein. Motion Carries. (4-0) Mrs. Kehl presented insurance policy quotes for the police drones. The current policy will be expiring on February 14. Motion to approve Berkley Aviation at $1,240.00 made by Mr. Zumstein. Seconded Mrs. Kehl presented council with a draft of the purchasing ordinance for review. Mrs. Kehl stated the internal purchasing policy would be revised based on possible council revisions. Page 1 of 5
VI. Director of Development Tulie Young Miss. Young stated Troy Ramey, the requestor for the application fee waiver, was not present. Motion to deny waiver fee request made by Mr. Zumstein. Seconded by Mr. Beck. Motion to Deny Waiver Passes. (4-0) Miss. Young shared a waiver request for proposed Morgantown Meadows Subdivision. She said the applicant is requesting relief from the requirement to install water line on 450 W and said the applicant plans to service the property with waterline on Morgantown Road. Eric Prime, with Van Valer Law Firm, addressed council on behalf of the petitioner. Mr. Prime shared the concerns of the petitioner regarding the requirements of additional lines. He indicated they would be willing to dedicate a right-of-way on 450 that would allow room to bring a line down if it is needed directly south in the future. There was discussion regarding the size of water lines which are 12' to the south and 8' going north and previous requirements approved by council. Motion to deny Morgantown Meadows waiver request made by Mr. Beck. Seconded by Mr. Zumstein. Motion to Deny Waiver Passed. (4-0) Miss. Young presented a Contract Amendment for Walnut Grove Elementary construction. Jacobi, Tooms & Lanz are reviewing the construction plans and request an increase. Motion to approve Amendment #1 for $1,350 made by Mr. Zumstein. Seconded Miss. Young presented a supplement to the Pedestrian Project IXOYE contract for geotechnical and pavement design services. Mr. Carlsgaard presented information regarding the state waiver and the geotech report as requested and required. Motion to approve LPA Consulting Contract Supplemental #4 for $12,300 made by Mr. Zumstein. Seconded by Mr. Beck. Motion Carries. (4-0) Miss. Young shared with council the procedures and required elements regarding the Traffic Study Guidelines. Motion to adopt Traffic Study Guidelines as presented made by Mr. Zumstein. Seconded Miss. Young provided council with an update on the agreement between the town and Fire District for the Signal Preemption. She indicated the agreement between the Town and Bargersville Community Fire Department for Signal Preemption project has been reviewed by legal counsel and two changes have been suggested. Miss Young indicated upon council approval the district would approve next week; we could hire the engineer and move ahead with the project. Motion to adopt Signal Preemption Agreement made by Mr. Zumstein. Seconded Page 2 of 5
Vll. Technology Coordinator Kevin Killinger Mr. Killinger presented council with updated information regarding Franchise Fees and Agreements with video service providers. Mr. Killinger stated that since 2006 service providers would work directly with the lurc; there is nothing to entertain regarding Verizon's request. VIII. Utilities Administrator Nicole Balish Mrs. Balish introduced Mr. Gerry Harstine with ServLine. Mr. Harstine presented a program for council to consider as an alternative to a leak adjustment policy. } Mrs. Balish provided council with an update on Strand, expansion at the treatment plant. Mac McCauley shared a presentation on the IDEM Compliance improvements project and schedule. Mrs. Balish addressed the Water Distribution Foreman position and asked councils consideration to open and advertise for position. She requested that the person they hire would have or quicldy acquire a Water Distribution License. Consensus to move forward was granted. Mrs. Balish requested to release SSI Water Main Maintenance Bond for Smokey Row and SR135. Motion to release bond #NlNio6o for $27,921.00 made by Mr. Zumstein. Seconded Mrs. Balish shared Verizon, represented by Colliers International's, interest in attaching an antenna to the Kinder Water Tower. Council requested a presentation from Colliers with town utilities input. Mrs. Balish presented for council consideration 2018 Task Orders with Strand. Jim McNulty, from Strand Associates, Inc. requested approval for task orders 18-01 Waste Water Utility Support, 18-02 Development Review for Waste Water, 18-03 Development Review for Water System Hydraulics, 18-04 SCADA improvements and updates to the Water and Waste Water software and systems, and 18-05 Wellhead Protection Program Assistance fees. Mrs. Umbarger questioned why some stated a fee not to exceed and an estimated fee. Mr. McNulty stated they can be made to state a fee not to exceed. Motion to approve for $85,000 and agreements made as corrected made by Mr. Zumstein. Seconded Page 3 of 5
Mrs. Balish requested council approval for Street Department Sldd Steer Tracks for street sweeping. Motion to approve $3,230.74 made by Mr. Zumstein. Seconded by Mrs. Allard. Motion Carries. (4-0) Mrs. Balish requested council approval for Utilities to purchase Neptune Annual Software Maintenance for Utility Supply. Motion to approve $1,500 contract made by Mrs. Allard. Seconded by Mr. Zumstein. Motion Carries. (4-0) Mrs. Balish requested council approval for the Street Department purchase of two skids of sealant for roads from Seal Master estimated cost of $2,880. Mrs. Balish stated she anticipates having to return to council to request more materials at a later date as we are taking on additional streets. Motion to approve made by Mrs. Allard. Seconded by Mr. Zumstein. Motion Carries. (4-0) Mrs. Balish requested approval on quote from Jack Doheny to perform repairs of V63-15 Vac Truck at $4232.85. Motion to approve $4,232.85 made by Mr. Zumstein. Seconded by Mrs. Allard. Motion Carries. (4-0) Mrs. Balish requested council to consider $31,603.79 line of credit from Utility Supply to replenish stock water meters and repair parts for main and service lines. Motion to approve made by Mrs. Allard. Seconded by Mr. Zumstein. Motion Carries. (4-0) Mrs. Balish requested approval for Milestone 2017 Paving Program. Roy Carlsgaard, IXOYE Engineer, shared details of program and change orders. Motion to approve Change Order #1 and #2 made by Mr. Zumstein. Seconded by Mrs. Allard. Motion Carries. (4-0) Mrs. Balish requested for the minutes to reflect that the Town of Bargersville has entered into a Sewer Service Agreement with the Aberdeen Subdivision and a 15 year Law Fee Agreement. These agreements have been executed by the council president and will be sent to the Recorder. Miscellaneous Business Todd Bertram, Assistant Police Chief, requested council approval for Axon purchase 13 Tasers with additional hardware on a 5 year payment plan for $17,088. Motion to approve made by Mr. Zumstein. Seconded Page 4 of 5
Mrs. Umbarger asked for clarification as to which fund unemployment benefits are being paid out of. Clerk-Treasurer Longstreet stated he would research and get back with council. Mrs. Umbarger asked if accounting could answer; it was stated it comes out of the General Ledger for Employee Pensions and Benefits which are allocated from the department the employee is coming from. Mr. Zumstein asked if it is tracked into the year-end number under Salaries and Wages. Accounting replied there is an additional line under Salaries and Wages. Mrs. Umbarger asked if we budget it in at the end of the year. Clerk-Treasurer Longstreet clarified yes, it is an estimated average and is included for each year. IX. Confirmation of Next Meeting The next regular meeting of the Town Council to be held February 13, 2018, at 7:00 p.m. X. Adjournment With no further business, motion to adjourn was made by Mrs. Allard. Seconded by Mr. Beck. (4-0) Brucei^orris, President D _ UiHA. /I. Rowana Umbarger, Vice President a i n Beck, Board Member dz/ Gayle Almrd, Board Member en th Member Attested by: Steve Longstreet, Clerk-Treasurer Page 5 of 5