February 1, 2021 at 1:32 a.m.
Town Council Meeting January 26th, 2021
Council President Jerry Bragg called the meeting to order with the reminder to silence mobile devices, followed by the opening prayer and the pledge of allegiance.
The first item on the agenda was the approval of minutes. Clyde Compton motioned to pass them. Ed Johnson seconded the motion. The motion passed 5 – 0.
Approval of claims was next. Clyde motioned to pass them as presented. John Walstad seconded the motion and it passed 5 – 0.
Council moved on to old business. The INDOT Community Crossing Matching Grant (CCMG) was up for discussion first. Tony Akles of Strand and Associates had paperwork for a grant received in December. It needed a signature as well at a motion and approval by February 8th. He suggested Ohmer Miller sign it since he was the council liaison. Ed made the motion and it was passed 5 – 0. Akles then brought up that an agreement between the town and the contractor was due before April 8th. The work must be closed out within eighteen months. Payment must be withing sixty days of completion. This year’s grant is mostly for milling and resurfacing on Aiken Street and Shafer Drive. There would be no handicap ramps and just a few storm drains. Since the work was simpler, he suggested a design contract with Strand and Associates not to exceed seventy-five hundred dollars be accepted so requests for paving proposals could be sent out. Ohmer asked how quickly they needed to get started. Pretty quickly was the answer. John asked about whether or not the price was set in stone. It was a not to exceed price. Clyde asked about sending out the project to a list of asphalters. Ed motioned to approve the design contract for the not to exceed cost of seventy-five hundred dollars. John seconded the motion. The motion passed 5 – 0.
Tony Akles then gave an update on the Downtown Revitalization Grant Project. They are only waiting on Indiana Custom Fab to finish up the brackets so Poole Group can install the wayfaring signs. All the drawings and paperwork needed to finish out the grant have been submitted, but they are not ready to submit the final pay application just yet.
Trena Carter of ARA then gave project updates. The Downtown Revitalization Grant was first. She has everything she needs for the labor standards application. The final pay application has to be submitted by the next council meeting to be eligible for the final grant draw.
She then moved on to COVID III funding. There was no response from the food pantry when Trena reached out to see if they were intersted in obtaining grant funding. Susan Thayer Fye had sent out information about the funding to local businesses, but only one expressed interest. Since the funding was for a minimum of ten thousand dollars the minimum threshold would not be met.
Susan and Trena have talked to local businesses about a different type of COVID funding. It would be for getting them on the web, increasing online retail presence, taking online orders, and taking online reservations.
Clyde Compton asked Trena about the grant offered in the past to help rehab homes, when that would be due. Trena remarked that program was removed last year when COVID came into prevalence. The Homeowner Occupied program might be taken over by OCRA in the future, but that is still an unknown. The funds for the Homeowner Occupied program were moved into the COVID response funds.
The town's lawyer Scott Andrews then presented the second reading of the fence ordinance, mainly consisting of maintenance and enforcement clauses. Clyde motioned to accept the ordinance; John seconded the motion. It passed 5 – 0.
Jerry Bragg then reviewed the picnic table placement recommendations from David Clouse. A map was handed out and reviewed. A total of six picnic tables was recommended, with two of them being handicapped. It was suggested the two larger handicap tables be placed on the flat brick pads, one on the north side of the shelter house and the other on the west side of the shelter house. Permission was asked to approve the layout and get started on the fabrication work for two ADA compliant and four regular rectangular benches. Clyde made the motion and John seconded it. It passed 5 – 0.
Council then reviewed a list of historic facts for engraving on the benches provided by Jessica Brown of the Yellow Trail Museum. The historic facts were taken directly form the timeline on the wall of the museum, with two added about Hope’s historic district and Main Street Community status. The council agreed to review them for the next meeting. The question was asked how long the facts on the benches could be.
2021 Boards and committees were reviewed. Mary Bragg would be staying on the Planning Commission for a total of five members. That leaves two positions to be filled. Ohmer asked if the members could be at large. Carl Lienhoop is the Hope liaison.
Pam May will be staying on the EDIT committee. Tabatha Tallent will be joining the EDIT committee. That leaves one position to be filled.
Nellie Meek is stepping down from the Police Oversight Committee. It was uncertain if John Baker would be staying on the committee. One new member would be needed to replace Nellie.
Clyde remarked he must come off of the Board of Zoning Appeals committee since he holds an elected office.
Jerry Bragg will try to take care of the blank spots before the next council meeting. He asked if his son could be considered for a position. Scott said he could as long as Jerry recused himself from the vote. Clyde suggested he be on the board of Building and Zoning Appeals.
Ohmer motioned to approve the new people who wanted to join committees. The motion passed 5 – 0. Jerry Bragg asked if the open positions could be placed on HSJ online.
Diane Burton then moved on to a retirement plan request change. The personnel committee has met with Brad Pollo the retirement plan advisor. He has moved from Wells Fargo and shared his reasons for moving with them. He feels Wells Fargo no longer has a focus on investment area banking, so he has switched to Stifel. They have been in investments since 1890. They will cover the cost of changing the plan over. Diane asked for permission to proceed with the change. Ohmer asked if there would be no cost. He asked about how big the company was. Ohmer motioned to give permission to start the transfer and Ed seconded the motion. It passed 5 – 0.
Diane then moved on to the 2021 Water/Sewer Budget. There would be minimal changes to the budget. Payroll would be the biggest change, with five percent being added with NVH, and three precent added for the across-the-board payroll raises. David Clouse felt water and sewer should not eat what NVH could not afford. He asked if storm water could help make up that cost. He also mentioned Parks and adding them to help with that cost. Total projected expenses were 663,496 with total projected revenue at 598,179. That number would put the town in the negative, but there is sufficient funds in reserve to cover that overage. This projected scenario was similar to last year, but in the end the town ended up 28,000 in the good instead of negative. Total sewer expensed are projected at 330,996 with total sewer revenue at 254,173 for another negative outcome. The total operating balance is 324,825. Sewer expenses are only up by eight hundred and twenty-four compared to last year. Ohmer asked if the town could still not shut off water due to COVID. Those provisions have expired. Diane stated about half of those in arrears have paid their six-month extension payment plans, while some have opted for twelve-month extension plans. Clyde motioned to pass the budget with Ed seconding the motion. It passed 5 – 0.
Council President Bragg then moved on to the issue of hiring a new town manager. He felt the position needs to be filled. Matt Tallent and Diane Burton deal with a lot of things that should not be their job. When the town had a manger it also drew more people and businesses into town. It would also ensure one point of contact instead of seeking out Clyde. Clyde motioned the town start accepting applications until February 28th. John seconded the motion. Ohmer commented he felt an executive assistant could do the job required without needing the higher salary of a town manager. Ed Johnson disliked that the expenses for a manger would be set before the revenue came in. He also remarked it was not right the position was advertised in the paper before it came before the town board for a vote, citing previous past hurts when council members conducted business in private and not before the whole council. He also felt if a town manager was hired, they would need to account for their time. Jerry felt someone was needed to meet with the businesses and go out into the community. Hiring a manager is an expense, but it is worth it when they bring in new businesses. He again stressed the need for a central contact point. Ed felt the job description needed to be revamped before the filled it. The votes were as follows on the issue of hiring a town manager. Ohmer Miller declined to vote on the matter. John Walstad voted yes. Ed Johnson voted no. Jerry Bragg voted yes. Clyde Compton voted yes. Scott Andrews remarked there was an Indiana statue on the regarding town managers he could send out for review. Council asked he send it. Jerry asked when the council members were available to go over the job description. Scott Andrews said such a meeting would fit the definition of an executive session. An executive session was scheduled for February fifth to discuss the matter further. Ohmer asked when the job would be posted.
Clyde then expressed to Matt Galbraith he thinks there are a series of people who are "using them" regarding the trash and junk car ordinance. Violators need to be charged more seriously and a three strikes and you’re out style policy needs implemented. Scott says the junk and abandoned car ordinance would have to be amended to change enforcement. Council members claimed every three months the same list of people seem to be in violation. Stronger fines and perhaps hauling off the offending property were discussed. Scott asked what fine amount would act as an inventive to avoid excess junk since some people would just pay the fines and keep the junk. The fine would have to be severe enough violators could be taken to court. Current fine amounts are under the threshold to qualify for small claims court. Ed suggested the town proceed with increasing the fine. Ohmer suggested the fine include court costs and attorney fees. Scott will pull the ordinances and see if he can come up with a workable plan.
The meeting was opened up for questions and comments and public comments. There were none so the meeting was adjourned.
