Council minutes: Nov. 2020 Hope Town Council meeting

The Town Council of the Town of Hope, Indiana held a called meeting at the Hope Town Hall at 5:30 p.m. on November 17, 2020.
A quorum was declared present based on the presence of council members Jerry Bragg (President), Clyde Compton (Vice-President), Nellie Meek (Remote) and Ed Johnson. Clerk Treasurer Diane Burton was also present. Ohmer Miller was absent.

The opening prayer and the Pledge of Allegiance led was led by Council member Jerry Bragg.

The meeting minutes from the previous Council meeting on October 14, 2020, were approved after Council member Compton made a motion for the approval, and Council member Johnson seconded. The motion carried 4/0. Council member Meek made a motion for the approval of the claims, and Council member Johnson seconded. The motion carried 4/0.

The first item of business was the Community Crossings Matching Grant 2019-2020 pay application. The final pay application from O’Mara is for the retainage in the amount of $11,352.00. Clerk Treasurer Burton recommended approval of the final pay application. Council member Johnson made a motion to pay the retainage, and Council member Meek seconded. The motion carried 3/1. As for the 2020-2021 grant, Strand Engineer Tony Akles stated that the submitted all of the information to INDOT. They did come back and said everything looks complete. Awards will be given sometime in December.

Next was the PASER (Asphalt) assessment and 5-year plan, and Tony Akles stated the assessment, which he said now must be performed annually, has been turned in to LTAP. Clerk Treasurer Burton gave the list to David Clouse to review, and he approved. The list is for the next five years of the roads that the town is reviewing to qualify for the Community Crossing Matching Grant. It must be submitted by December 1st. It was stated that County Road 775 East needs to be transferred to the Town’s inventory and the paperwork, along with some other documentation, needs to be submitted to Clerk Treasurer Burton. The thought at this time, is it will be called 775 East initially and the name can be changed in the inventory by the end of this year.

Tony Akles presented change order #2 for the Downtown Revitalization Grant Project. The change order is a deduction in the amount of $27,620.00 and is for the unnecessary light pole base around the outside of the square. Included as additions in the change order is a curb extension, sign brackets and sidewalk replacement. Tony stated the Poole Group has already signed off on it. Clerk Treasurer Burton wishes to extend their final completion date as stated in the change order to November 27th due of the sign brackets. Council member Johnson made a motion to approve the change order presented. Council member Compton seconded. The motion carried 4/0. Mr. Akles also presented Poole Group’s pay application #2 for approval in the amount of $207,088.60. Council member Compton made a motion to approve pay application #2. Council member Meek seconded. The motion carried 4/0.

The Council tabled discussion regarding the MainStreet and Fence Amendment agenda items.

Clerk Treasurer Burton stated that the Council had completed the first reading of Ordinance 2020-06 regarding 2021 salaries that called for a 2% change of the Utility Clerk’s range, making it the same as the Dispatch Supervisor and the Deputy Clerk Treasurer. The ordinance has been amended to show that change. Council member Johnson made a motion to approve Ordinance 2020-06, and Council member Compton seconded. The motion carried 4/0.

Hope Volunteer Fire Department member, Tom Barrett brought before the Council their proposed new budget, as well as the new contract. The department is asking for a small increase in the budget, as they are in the process of trying to replace outdated gear and pay for recently purchased apparatus. He stated that they have not been able to do their usual fund raisers and are asking for $86,000, an increase of a little over 2%. Council member Johnson made a motion to approve Ordinance 2020-06, and Council member Compton seconded. Mr. Compton stated withing the last two years, there has been a dramatic increase of the workability between the Town and the Fire Department and that he truly appreciated it. He also noticed a lot of the things the department has done to help improve the safety of the people in town and has come leaps and bounds in the last few years. Council member Bragg concurred, and Mr. Barrett thanked everyone. The motion carried 4/0.

Clerk Treasurer Burton brought up the Transfer of Funds Resolution 2020-07 to move funds for some equipment needed for the Ford Interceptor. The purchase of the equipment, requested by Town Marshal Matt Tallent, has already been approved. Resolution 2020-07 reads as follows: Be it ordained by the Council of the Town of Hope that the following transfer of funds be made: From 101002221 General Gasoline Police $1,000 to 101002361 General Police Maintenance $1,000. Diane stated that is for lights and a radio for the vehicle. Council member Johnson made a motion to approve Resolution 2020-07, and Council member Meek seconded. The motion carried 4/0.

Clerk Treasurer Burton stated that, after having discussions with members of the fire department as well as the police department, it was wise to cancel the employee Christmas party this year. Council member Compton noted that the Town has accumulated quite a few Visa rewards points and previously requested for Clerk Treasurer Burton to check with the State Board of Accounts to see what we can do. He originally wanted to suggest that every town employee, including the Council get a $50 gift card, utilizing Visa rewards first. All the State requires is an amendment to our salary ordinance stating this will be given. In conversation later with Council member Miller, he suggested a $100 gift card per employee. If the Council decided on the $100 gift card, the funds can be transferred from the Professional Conferences appropriation. This could be done without a resolution since they are in the same category. There was Council discussion, and Council member Johnson asked how many employees will receive the gift card. Clerk Treasurer Burton replied that there were about twenty, and if the Council wants to approve, the 2020 Salary Ordinance would need to be amended. The ordinance amendment is 2020-08 and would require a motion for approval. Council member Meek made a motion to approve a first reading for the salary ordinance amendment with a gift card for $100, and Council member Compton seconded. The motion carried 4/0.

Clyde Compton stated we have an individual who called in and is asking when they can come here with a metal detector and go through the square and dig holes which is “absolutely insane after we have spent all that money getting it landscaped”. There is a sign that states no metal detecting in the park, but it is not in the ordinance. He stated the need to amend the ordinance to include no metal detectors allowed in the parks. Council member Johnson made a motion to approve the ordinance with the amendments presented, and Council member Compton seconded. The motion carried 4/0.

A Police and Utilities report was given to the council prior to the meeting to review and will be kept on file at the Clerk Treasurer’s Office.

Utility Superintendent, David Clouse, requested approval on a quote for the final pallet of water meters. This will be the eighth year of this project, which will finish up the whole town to have radio reading meters. It is paid half water and half sewer. Council member Johnson made a motion to approve, and Council member Compton seconded. The motion carried 4/0.

Council member Compton asked Mr. Clouse for clarification on his report that states thirty-seven customers were shut off for non-payment over a two-day period last month. To date twenty-nine of the eighty-three have paid in full. Five are still off with the balance making the agreed payments. Council member Compton clarified we shut thirty-seven customers off and Mr. Clouse confirmed. He also confirmed that twenty-nine who were given the option of a payment plan chose to pay in full and that five evidently moved out of town.

Council member Johnson asked Mr. Clouse if the Hope Community Church had been connected to the new line, and he confirmed.

Matt Tallent asked if the Council is going to continue to keep the park closed down and Council member Bragg confirmed. Mr. Clouse asked with COVID spiking, do you want to keep the playground open, and it was consensus of the Council to shut the playground down for the rest of the year. Council member Johnson asked Matt to have this communicated through HSJ Online and The Republic.

Council member Meek asked to thank Council member Johnson for going out almost every day and helping to keep a check on the park project. Council member Johnson stated David Clouse’s crew has gone over and above what is expected on the park, spending hours blowing leaves. Council member Bragg added that Mr. Clouse and his team definitely take pride in their work, and it shows. Council member Johnson asked David Clouse about the slide at Norman Park, and he stated that it had been received. He stated that the swing had been put back up, but there is no mulch available, so there is not a big rush. It will be spring before it can be completed.

The meeting adjourned at 6:12 p.m.