MINUTES OF TOWN OF NORTH SALEM COUNCIL MEETING JUNE 4, 2020

CALL MEETING TO ORDER: The June 4, 2020, Council Meeting was called to order by Council President Becky Fancher at 6:00 pm. 

ROLL CALL: Becky Fancher, President – Present, Jimmy Roberts, Vice President – Present, Mike Russell, Member – Present                       

MINUTES: Becky asked if there were any additions or corrections to the minutes of the BZA minutes of May 7^th.  There being none, the minutes were approved as written.  Becky then asked if there were any additions or corrections to the minutes of the May7th Board Meeting.  There being none, the minutes were approved as written.

OLD ITEMS: None

NEW ITEMS: 2019 Water Quality Report – Beth reported that this report will be mailed to all residents in this month’s water bills. 

Dollar General – Landscaping Variance – Joe Leonard and Todd Wallace were in attendance to explain the landscaping variance needed for the new Dollar General.  They presented plans to the Council.  We will advertise a BZA meeting for this variance to take place July 2^nd. 

Ray’s Trash – Calvin Davidson – Mr. Davidson was in attendance as our new Rep for Ray’s Trash.  He explained to the Council that during an internal audit, it was discovered that they have not increased our rate since 2000.   As a result, they will be increasing our rate and want to work with us on when to implement this.  Beth will email them tomorrow and request their proposal and Council will discuss next month at the July meeting.

REPORTS:  Mark –  let Council know that Doug Clodfelter’s wife passed away last week.  We will send an arrangement as soon as we know the details of her funeral

NSPD – None.

Council Members – None

Harold Blake – wanted to compliment the Council on their professionalism during these tough decisions that must be made. 

Beth –  None.

PUBLIC:Jay Thompson, Rep for the Hendricks County Communication Center Advisory Board, was in attendance to provide an update. 

 ADJOURNMENT: There being no further business, the meeting adjourned at 6::52 pm.  The next Council Meeting will be July 2nd at 6:00 pm.

Attest: Beth Russell, Clerk-Treasurer

MINUTES OF TOWN OF NORTH SALEM COUNCIL MEETING MAY 7, 2020 VIA ZOOM

CALL MEETING TO ORDER: The May 7, 2020, Council Meeting was called to order by Council President Becky Fancher at 6:19 pm. 

ROLL CALL: Becky Fancher, President – Present, Jimmy Roberts, Vice President – Present, Mike Russell, Member – Present                       

MINUTES: Becky asked if there were any additions or corrections to the minutes of the March, 2020 Board meeting.  There being none, the minutes were approved as written.

OLD ITEMS: Heavy Trash Pickup – This did not go very well this year.  In the past, Ray’s charged a flat fee and picked up everything.  This year they raised the price tremendously and picked up much less.  Mark drove around town and noted that there was far less heavy trash than in years past and that Ray’s chose not to pick it all up.  We will re-evaluate this service for next year.

NEW ITEMS:Ordinance 2020-2 – Rate Increase July, 2020 – In order to proceed with our Water Treatment/Water Tower project, and qualify for a Bond Anticipation Note and State Revolving Fund Loan, we have to increase our water rates.  Becky introduced Ordinance 2020-2 which will be discussed at a Public Hearing on May 21^st. 

Ordinance 2020-3 – Additional Rate Increase January, 2021.  Becky introduced Ordinance 2020-3 which will also be discussed at a Public Hearing on May 21^st.

Amendment 2020-1(A) – Bond Anticipation Note Amendment – Jimmy moved to adopt Ordinance on first reading, Mike seconded; motion passed unanimously.  Jimmy moved to suspend the rules and consider Ordinance for adoption; Mike seconded; motion passed unanimously.  Jimmy moved to adopt Ordinance on final reading; Mike seconded; motion passed unanimously.  Beth will let Bond Attorney, Kimberly Blanchett, know.

Awarding of Contract Bid for Water Project – Becky stated that after having reviewed the two bids submitted for the Drinking Water Systems Improvement Project as well as the recommendation of our Project Engineers, RQAW, I hereby move that the Town award the project contract to Graves Construction Services, Inc., with the understanding that this contract award is entirely contingent upon 1) the passage of the Phase One and Phase Two water rate increase ordinances, 2) securing the necessary North Salem State Bank ;loan, and 3) securing the release of funds anticipated from OCRA; Mike seconded; motion passed unanimously. 

Jimmy then made the motion that upon the satisfaction or completion of all three contingences note in the motion to award the contract, Council President Rebecca Fancher be then authorized to execute any and all documents necessary in order to effectuate the commencement of construction.  Mike seconded.  Motion passed unanimously.

REPORTS:  Mark –  let Council know that he will be replacing a sidewalk on North California Street as weather permits and also removing a tree in the alley behind L&F Heating and Cooling.

NSPD – None.

Council Members – None

Harold Blake – None

Beth – Farmer’s Market will begin May 21^st.

PUBLIC:None

ADJOURNMENT: There being no further business, the meeting adjourned at 6::45 pm.  The next Council Meeting will be June 4th at 6:00 pm.

Attest: Beth Russell, Clerk-Treasurer

MINUTES OF TOWN OF NORTH SALEM COUNCIL MEETING MARCH 5, 2020

CALL MEETING TO ORDER: The March 5, 2020, Council Meeting was called to order by Council President Becky Fancher at 6:00 pm.  Becky led the Pledge of Allegiance followed by a prayer from Jimmy Roberts.

ROLL CALL: Becky Fancher, President – Present, Jimmy Roberts, Vice President – Present, Mike Russell, Member – Present                       

MINUTES: Becky asked if there were any additions or corrections to the minutes of the February, 2020 Board meeting.  There being none, the minutes were approved as written.

OLD ITEMS: Filter Plant/Water Tower Projects Bids – Becky made the motion to reject the two bids received last month for this project and have the project re-bid; Jimmy seconded; motion passed unanimously.  RQAW will advertise the project for bids; pre-bid meeting is March 19^th in the Town Hall at 10:00 am; bids will be accepted until 4:00 pm on April 1^st; bids will be opened at 10:00 am on April 2^nd and discussed at the Town Board Meeting at 6:00 pm April 2^nd.

NEW ITEMS:  Heavy Trash Pickup – We have tentatively scheduled curbside heavy trash pickup for April 28^th

Property Clean Up Discussion – Marshal Kneeland submitted a list of properties in town that are in violation of certain ordinances.  Since we will have heavy trash pickup the end of April, we will send each home owner/renter a Notice to Abate and encouraging them to utilize heavy trash pickup in April.

REPORTS:  Mark –  has ongoing discussions with RQAW and the filter plant/tower project.  We definitely need MORE bids!!

NSPD – Marshal Kneeland reports that it’s been fairly quiet for the most part.  Jimmy asked him how we would go about lowering the speed limit through town.  Marshal Kneeland said we would have to go through the State since it’s a State Road.

Council Members – Jimmy asked about the progress of the possible Dollar General here in town at the old greenhouse property on Main Street.  Beth reported that she has sent them all the information on who they need to contact as far as notifying property owners about their plans; we could possibly have a BZA meeting April 2^nd before the regular Board Meeting.  Notices will go out in March water bills.

Harold Blake – None

Beth – None

PUBLIC:Bill Compton was in attendance and asked if the Revitalization Committee could put an insert in the March water bills.  Courtney Cole with Hamilton Center Inc. was in attendance to let Council know about a new opioid treatment center in Plainfield; she left a few handouts regarding their services.  Gary Harris was also in attendance to discuss issues with his neighbors and his dogs.  After much discussion, he was reminded again that this is a civil issue.

ADJOURNMENT: There being no further business, the meeting adjourned at 6::34 pm.  The next Council Meeting will be April 2^nd at 6:00 pm.

Attest: Beth Russell, Clerk-Treasurer

MINUTES OF TOWN OF NORTH SALEM COUNCIL MEETING FEBRUARY 6, 2020

CALL MEETING TO ORDER: The February 7, 2020, Council Meeting was called to order by Council President Becky Fancher at 6:00 pm.  Becky led the Pledge of Allegiance followed by a prayer from Jimmy Roberts.

ROLL CALL: Becky Fancher, President – Present, Jimmy Roberts, Vice President – Present, Mike Russell, Member – Present                       

MINUTES: Becky asked if there were any additions or corrections to the minutes of the January, 2020 Board meeting.  There being none, the minutes were approved as written.

ELECTION OF OFFICERS: Mike Russell made the motion that the officers remain the same; Jimmy seconded.  Motion passed unanimously.

OPENING OF SEALED BIDS: We received two bids.  Becky opened the first one from Eddco Construction with a bid price of just over two million dollars; the second one was from Graves Construction with a bid price of just over 1.8 million dollars.  Since both bids were over our estimated cost, Eric Wathen with RQAW suggested that they take the bid packets and review them then report back with their recommendations.  Becky made the motion to accept; Mike seconded.

OLD ITEMS: None. 

NEW ITEMS:Ordinance 2020-1 – Authorizing Acquisition, Construction and Installation of certain improvements to the waterworks system of the Town of North Salem, issuance of revenue bonds, etc.  Harold has reviewed the 36-page document and recommends that the Council adopt it.   Becky made the motion to adopt on first read; Mike seconded; motion passed unanimously.  Jimmy made the motion to suspend the rules and consider the Ordinance for adoption on the second read; Mike seconded; motion passed unanimously.  Mike then made the motion to adopt on third and final read; Jimmy seconded; motion passed unanimously. 

REPORTS:  Mark –  No Report, NSPD – No Report, Council Members – None, Harold Blake – No Report, Beth – presented Council with additional nepotism forms to be completed and signed.

PUBLIC:Greg Guerrettaz with Financial Solutions Group was in attendance as well as officers from the North Salem State Bank.  Greg reported that they had lunch with the officers of the bank and that they discussed the Bond Anticipation Note for the Town for this water project.

ADJOURNMENT: There being no further business, the meeting adjourned at 6:13 pm.  The next Council Meeting will be March 5^th at 6:00 pm.

Attest: Beth Russell, Clerk-Treasurer

MINUTES OF TOWN OF NORTH SALEM COUNCIL MEETING JANUARY 2, 2020

CALL MEETING TO ORDER: The January 2, 2020, Council Meeting was called to order by Council Vice President Jimmy Roberts at 6:00 pm.  Jimmy led the Pledge of Allegiance followed by a prayer from Harold.

ROLL CALL: Becky Fancher, President – Absent, Jimmy Roberts, Vice President – Present, Mike Russell, Member – Present                       

MINUTES: Jimmy asked if there were any additions or corrections to the minutes of the December, 2019 Board meeting.  There being none, the minutes were approved as written.

ELECTION OF OFFICERS: With Becky being absent, elections were tabled until February.

OLD ITEMS: Salary Ordinance Amendments – Beth presented Council with an Addendum to the 2019 Salary Ordinance stating that upon the hire of Ron Kneeland as Town Marshal that the Town would contribute 6.5% of his salary to a retirement fund.  Jimmy made a motion to accept; Mike seconded.  Beth then presented an Amended 2020 Salary Ordinance stating the same for Marshal Kneeland.  Jimmy made a motion to approve; Mike seconded. 

NEW ITEMS:   None

REPORTS:  Mark –  Mark reported that he did not pass the arsenic testing last quarter; also that he and Kevin removed all the Christmas decorations.  He also stated that we should send a thank you letter to the Town of Danville for the decorations they gave us; Jimmy said we should also send a thank you letter to the ladies at the Garden Gate for decorating the flower pots.

NSPD – Ron reported that all was quiet over the holidays.

Council Members – None

Harold Blake – reported that he and Beth and Becky will be meeting with a developer on Thursday, January 9^th about a possible Dollar General Store coming to North Salem.

Beth – presented Council with annual nepotism forms to be completed and signed; Harold also mentioned that there is another conflict of interest form that needs to be completed.  Beth will have for February meeting.  Beth also asked Council if she could lease a postage machine.  Mike made a motion to approve; Jimmy seconded.

PUBLIC:Bill Compton was in attendance but said his question was already addressed regarding a possible Dollar General.

 ADJOURNMENT: There being no further business, the meeting adjourned at 6:27 pm.  The next Council Meeting will be February 6^th at 6:00 pm.

Attest: Beth Russell, Clerk-Treasurer

MINUTES OF TOWN OF NORTH SALEM COUNCIL MEETING DECEMBER 5, 2019

CALL MEETING TO ORDER: The December 5, 2019, Council Meeting was called to order by Council President Becky Fancher at 6:00 pm.  Becky led the Pledge of Allegiance followed by a prayer from Jimmy.

ROLL CALL: Becky Fancher, President – Present, Jimmy Roberts, Vice President – Present, Mike Russell, Member – Present 

MINUTES: Becky asked if there were any additions or corrections to the minutes of the Public Hearing, November 7, 2019.  There being none, the minutes were approved as written.  Becky then asked if there were any additions or corrections to the minutes of the November 7, 2019 Board meeting.  There being none, the minutes were approved as written.

OLD ITEMS: Ordinance 2019-3 – Amending Schedule of Rates and Charges – North Salem Water Corporation – 3^rd and final Read – Becky made a motion to pass as written; Mike seconded. 

Ordinance 2019-5 – Adjusting Waste Water Disposal Fee – 3^rd and final Read – Becky made a motion to pass as written; Mike seconded. 

NEW ITEMS: 2020 Board Meeting Dates – Becky made a motion to accept; Jimmy seconded.

2020 Holiday Dates –Becky made a motion to accept; Jimmy seconded.

REPORTS:  Mark –  Mark reported that he is working on water testing now and dealing with high iron again this month.

NSPD – None    

Council Members – None

Harold Blake – None

Beth – let Council know that Eric Wathen and RQAW will be having a conference call with SRF and our Financial Consultants on December 16^th.

PUBLIC:Bill Compton spoke on behalf of North Salem Revitalization Committee and the upcoming Christmas festivities being held in the Community Building.

 ADJOURNMENT: There being no further business, the meeting adjourned at 6:10 pm.  The next Council Meeting will be January 2^nd at 6:00 pm.

Attest: Beth Russell, Clerk-Treasurer

MINUTES OF TOWN OF NORTH SALEM PUBLIC HEARING NOVEMBER 7, 2019

 CALL MEETING TO ORDER: The November 7, 2019 Public Hearing was called to order by Council President Becky Fancher at 6:00 pm.

ROLL CALL: Becky Fancher, President – Present, Jimmy Roberts, Vice President – Absent, Mike Russell, Member – Present                   

PLEDGE/PRAYER: Council President Becky Fancher led with the Pledge of Allegiance followed by a prayer

 ORDINANCE 2019-3The purpose of this Public Hearing was to discuss Ordinance 2019-3 – Amending the schedule of rates and charges to be collected by the Town of North Salem from owners of property served by the North Salem Water Corporation.  Becky began by stating that the reason for the amendments to the rates is due to our water project (new filter plant and water tower) and that in addition to the $700,000 OCRA grant we were awarded,  we also need to borrow $800,000 from the State Revolving Fund Loan program to complete the project.  However, SRF will not consider loaning money to us unless we increase our rates at least 25%.   We have hired a Financial Advisor who is working with us and SRF. 

PUBLICBecky then opened up the meeting for discussion from the public.  After a very brief discussion, Becky moved for adjournment.    

 ADJOURNMENT: There being no further comment, the meeting adjourned at 6:15 pm. 

Attest: Beth Russell, Clerk-Treasurer

MINUTES OF TOWN OF NORTH SALEM COUNCIL MEETING NOVEMBER 7, 2019

CALL MEETING TO ORDER: The November 7, 2019, Council Meeting was called to order by Council President Becky Fancher at 6:16 pm.

ROLL CALL: Becky Fancher, President – Present, Jimmy Roberts, Vice President – Absent, Mike Russell, Member – Present                   

MINUTES: Becky asked if there were any additions or corrections to the October minutes, there being none, the minutes were approved as written. 

OLD ITEMS: Ordinance 2019-3 – Amending Schedule of Rates and Charges – North Salem Water Corporation – 2^nd Read – Becky made a motion to pass as written; Mike seconded.  Third and final read will take place at the December Board Meeting.

Ordinance 2019-5 – Adjusting Waste Water Disposal Fee – 2^nd Read – Becky made a motion to pass as written; Mike seconded.  Third and final read will take place at the December Board Meeting.

 NEW ITEMS:Town Insurance Quote – Council was given copies of the two quotes we received.  One from Kevin Hill with NFP Insurance and one from our current carrier, Tokio Marine HCC (Agent is Dan Power).  After brief discussion, Mike made a motion to accept the quote from Tokio Marine HCC as the premium came in a little over $1,000 less than NFP.  Becky seconded.

REPORTS:  Mark –  Mark reported on the meeting held with RQAW and that now we are looking at a 50,000 gallon tank rather than a 75,000.  We will have another design meeting with RQAW next week.  He also reported that he is getting quotes on salt for winter. It was decided to move the new filter plant and water tower to the far east end of our property (machinery field).  Kevin also reported that he would be staying part time for 2020 and Mark will stay on full time through 2020.

NSPD – Marshal Kneeland reported that he had no issues on Halloween; he gave out about ½ of his glow sticks; weather was not great.    

Council Members – None

Harold Blake – let Council know that he will be attending a Municipal Lawyers conference at Barnes and Thornburg next week.

November 7, 2019 Board Meeting Minutes – Page 2

Beth – let Council know that Tammy has offered to host our Holiday Party at her house immediately following the December Board Meeting.  It will be a pitch in. 

PUBLIC:Bill Compton spoke on behalf of North Salem Revitalization Committee.  They would like to power wash and treat the picnic tables at the park and also refurbish the bathrooms at the park.  Everyone agreed that this was a wonderful project for the Town.  He also spoke about the upcoming festivities (tree decorating contest; ornament making for the kids, etc.)  taking place December 12, 13 and 14 in the Community Building.   Information is available at various locations around town including the Town Hall.  They are also still collecting plastic bottle caps in order to purchase one additional bench.

Beth also mentioned that the gals at the Garden Gate Gift and Flower Shop have graciously offered to decorate the flower pots for Christmas this year.

 ADJOURNMENT: There being no further business, the meeting adjourned at 6:58 pm.  The next Council Meeting will be December 5^th at 6:00 pm.

Attest: Beth Russell, Clerk-Treasurer

MINUTES OF TOWN OF NORTH SALEM COUNCIL MEETING OCTOBER 4, 2019

CALL MEETING TO ORDER: The October 4, 2019, Council Meeting was called to order by Council President Becky Fancher at 6:00 pm.

ROLL CALL: Becky Fancher, President – Present, Jimmy Roberts, Vice President – Present, Mike Russell, Member – Present                   

PLEDGE/PRAYER: Council President Becky Fancher led with the Pledge of Allegiance followed by a prayer from Jimmy.

MINUTES: Becky asked if there were any additions or corrections to the September minutes, there being none, the minutes were approved as written. 

PUBLIC HEARING – 2020 BUDGET ADOPTION – The proposed budget for 2020 was presented to Council for adoption.  After brief comments, Jimmy made a motion to adopt; Mike seconded.  Motion passed unanimously. 

OLD ITEMS: Old Fashion Days – Linda Miller was in attendance to hand out t-shirts and also thanked everyone for their assistance.  The Festival went well despite the rain.  Becky mentioned that she had heard some members of the Committee had treated some of the town employees disrespectfully and that this would not be tolerated going forward.  Bill Compton, President of Old Fashion Days, let Becky know that this situation had been addressed and taken care of.

NEW ITEMS: Kevin Hill – Town Insurance Quote – Kevin is with NFP Insurance and briefly went over his proposal for the Town’s insurance which is up for renewal in November.  A decision will be made at the November Board Meeting.

Ordinance 2019-3 – Amended Schedule of Rates & Charges for Water – In order to qualify for the State Revolving Fund Loan needed to complete our Water project, we must increase our rates on water at least 25% this first round.  Becky made the motion to pass as written on first read; Mike seconded.  We will set a Public Hearing for November 7, 2019 at 6:00 pm to be held in the Community Building for all residents to address any concerns.

Ordinance 2019-4 – Clarifying Schedule of Rates and Charges for Waste Water – Becky made a motion to pass as written on first read; Mike seconded.  Motion passed unanimously.  Beth will advertise next week.

Ordinance 2019-5 – Adjusting Waste Water Disposal Fee – Effective with the January 2020 billing, this fee will increase to $7.50 per customer.

October Board Meeting Minutes – page 2

North Salem Police Department – Quote for new rifle, et al – Ron submitted quotes from Nelson and Co. in Greencastle for a new rifle and scope along with a quote on a body armour vest.  Council unanimously approved both.  Ron will purchase next week.

REPORTS:  Mark –  Mark reported on the meeting held with RQAW and that it was decided to move the new filter plant and water tower to the far east end of our property (machinery field).  Kevin also reported that he would be staying part time for 2020 and Mark will stay on full time through 2020.

NSPD – Marshal Berry’s report for September was presented for the record; John is on vacation so did not attend the meeting.  Becky introduced Ron Kneeland as the new Town Marshal starting on October 7^th.   

Council Members – Becky let Council know that she (along with Beth and Tammy) would like to enter a decorated tree in the contest being held by the North Salem Revitalization Committee.  Inserts will be included in the water bills in October and November for this contest.

Harold Blake – stated that Beth would need to officially swear in Ron on October 7^th and that the minutes next month should reflect this. 

Beth – Trick or Treating will take place October 31^st from 6-8; Ron will order glow sticks or bracelets to hand out.  RQAW’s contract was presented – Mike made a motion to approve; Becky seconded.  A copy was given to Eric Wathen.  Beth also asked to transfer $8,000 from the Trash Fund to the Waste Water Fund to cover yet  additional expenses for pump and pump repair; Council approved unanimously.  Beth also reminded Council about the Round Table in Covington next Wednesday.

PUBLIC: Eric Wathen let everyone know that the County Tax increase took effect October 1^st.  Beth stated that she has received no notice regarding this.  Eric will check on this and let us know. 

ADJOURNMENT: There being no further business, the meeting adjourned at 6:48 pm.  The next Council Meeting will be November 7^th directly following the Public Hearing in the Community Building.

Attest: Beth Russell, Clerk-Treasurer

MINUTES OF TOWN OF NORTH SALEM COUNCIL MEETING SEPTEMBER 5, 2019

CALL MEETING TO ORDER: The September 5, 2019, Council Meeting was called to order by Council President Becky Fancher at 6:00 pm.

ROLL CALL: Becky Fancher, President – Present; Jimmy Roberts, Vice President – Present; Mike Russell, Member – Present

PLEDGE/PRAYER: Council President Becky Fancher led with the Pledge of Allegiance followed by a prayer.

MINUTES: Becky asked if there were any additions or corrections to the August minutes, there being none, the minutes were approved as written. 

PUBLIC HEARING – 2020 BUDGET – The proposed budget for 2020 was presented to Council.  After a very brief discussion, Jimmy made a motion to accept; Mike seconded.  Motion passed unanimously.  The budget will be adopted at next month’s meeting.

OLD ITEMS: Title VI/ADA Compliance – Mark and Kevin finished putting the self-evaluation plan together and we submitted to INDOT via email.  We received word today that it was accepted and we are now in full compliance with the State.

 NEW ITEMS:Old Fashion Days – no one from the committee was in attendance.

FSG Corp – Water Rate Report – Greg Guerrettaz was in attendance from FSG to go over their report.  Greg explained that in order for us to continue the process of obtaining an state revolving fund loan to complete our water filter and water tower project, we must increase our rates.  Our rates have not increased since 2009.  He told the Council that expenses of running a utility will NEVER decrease, but will ALWAYS increase.  He explained that an increase of at least 25% must be put into effect immediately.  After much discussion, the Council decided to set a workshop date for Sunday afternoon at 4:00 pm to discuss.

REPORTS:  Mark –  Absent    

NSPD – Marshal Berry’s report for August was presented for the record; John submitted his letter of resignation to the Council.  After some discussion, Becky accepted his resignation and also thanked him for his lifelong service to our Community.  He will stay on until January 1^st or until we find a replacement.

Council Members – none

Harold Blake – let the Council know that he will be out of town for the next two weeks but he will be accessible by phone or email.

Beth – discussed the RQAW contract; Council and Harold will peruse and we will discuss next month.  Beth also let Council and Harold know that there is an AIM Roundtable scheduled for October 9^th in Covington.  Beth will register Becky, Mike, Beth and Tammy.

PUBLIC:Former Attorney General Steve Carter was in attendance on behalf of Senator Mike Braun.  They wanted to reach out to us to let us know that if we ever have any questions or concerns, to feel free to contact them directly. 

 ADJOURNMENT: There being no further business, the meeting adjourned at 6:55 pm.  The next Council Meeting will be October 3 at 6:00 pm.

Attest: Beth Russell, Clerk-Treasurer