Cloverdale Town Council – Regular Meeting Minutes – Tuesday, February 9, 2021

The Cloverdale Town Council met in Regular Session at 6:57 p.m. on Tuesday, February 9, 2021 in the Town Hall; 154 S. Main Street; Cloverdale, IN 46120.

CALL TO ORDER: President Rick Dearwester called the meeting to order at 6:57 pm.

PLEDGE TO THE FLAG: The Pledge of Allegiance was recited.

ROLL CALL: Present on Roll Call were Councilmembers Greg Jay, Gary Bennington, Cindy Holland, and Rick Dearwester. Also present were Town Marshal Steve Hibler, Town Manager Jason Hartman, Town Attorney Richard Shagley and Clerk Treasurer Kelly Maners.  

ADDITION OR DELETION TO AGENDA:  It was requested that Faye Ellerman be removed and the swearing in of Reserve Officers be added to the agenda.  Councilmember Holland motioned to approve. Councilmember Jay seconded.  The motion carried by unanimous vote.

APPROVAL OF MINUTES:

  1. Regular Meeting Minutes January 12, 2021

Councilmember Bennington motioned to approve. Councilmember Holland seconded.  The motion carried by unanimous vote. 

  •  Executive Session Memorandum January 19, 2021 

Councilmember Bennington motioned to approve. Councilmember Dearwester seconded.  There was no dissent.

  •  Executive Session Memorandum January 28, 2021 

Councilmember Bennington motioned to approve. Councilmember Dearwester seconded.  There was no dissent.

  •  Special Meeting Minutes February 2, 2021

Councilmember Bennington motioned to approve. Councilmember Dearwester seconded.  There was no dissent.

CLAIMS AND TRANSFERS:

            General: $94,275.23      Motion: Councilmember Holland            2nd: Councilmember Bennington

            Water: $44,268.23        Motion: Councilmember Bennington    2nd: Councilmember Jay

            Wastewater: $38,634.37 Motion: Councilmember Dearwester    2nd: Councilmember Holland

            Payroll: $43,908.90       Motion: Councilmember Bennington    2nd: Councilmember Holland

All motions were carried by unanimous vote.

TOWN MARSHAL:  Marshal Hibler gave a monthly report on the activities of the Police Department.  Dawn Nichols and Samuel Fogle were sworn in as Deputy Reserve Officers. 

FIRE CHIEF:  Not present

TOWN MANAGER:  Town Manager Hartman introduced some information about the Community Crossings Grant and OCRA Grants.  He also made the Council aware of a situation where a tree located on the Town right of way had fallen on a fence located at 149 W. Boone St.  The cost of repairs would be approximately $74.90.  Attorney Shagley stated that if the Town fixed the fence, the homeowner would also need to sign a release waiver.  Councilmember Jay said, “I’ll motion we go ahead and pay” to fix the fence.  It was seconded by Councilmember Holland.  The motion carried by unanimous vote. 

CLERK TREASURER:

  1. CUMULATIVE CAPITAL DEVELOPMENT REESTABLISHMENT:  This is the Public Hearing to Reestablish the CCD fund to $0.05 per $100 of assessed value.  This hearing had been advertised in the newspaper twice prior to this meeting per State law.  There was no discussion.  The Adoption Hearing will be at the March 9, 2021 Town Council Meeting.
    1. FIRE CONTRACT:  The Council was given a copy of a contract we are under with the Cloverdale Trustee for Fire Protection.  The contract gives a starting fee of $10,000 per year.  It was noted the last several years the Town has paid $15,000.  This was introduced for Councils consideration so next month a decision can be made.
    1. PUBLIC SAFETY LOIT FUND:  $75,000 was budgeted this year to be spent out of the Public Safety Fund.  Council will need to decide how to divide that money between the Fire Dept and the Police Dept.  Discussion ensued.  This topic was tabled until the March meeting.
    1. UTILITY WRITE OFFS:  Resolution 2021-1 Authorization to Write Off Bad Debt/Accounts Receivables was presented to Council.  The total write off balance was $2,632.90.  Councilmember Holland made a motion to approve and it was seconded by Councilmember Jay.  The motion carried by unanimous vote. 

PLANNING/BZA:  There were no BZA or Planning meetings this month.

PARK BOARD:  Not present

WATER DEPT:  Brad Fulk stood in for Richard Saucerman.

  1. SECURITY SYSTEM: Two quotes were presented to replace the security system at the water plant.  Discussion ensued. Councilmember Jay made a motion to go with the quote from S5 Security Solutions. It was seconded by Councilmember Holland.  The motion carried by unanimous vote. 

SEWER DEPT:  

  1. ELEVATED SEWER REPLACEMENT ON BLUE SIDE WAY: Brad Fulk gave an update.  It is being turned over to IDEM for permits.  We should be able to collect quotes for the work to be done soon.
  2. SENSOR FOR HEADWORKS: A sensor needs replaced at the sewer plant.  It will cost $2,275.  Discussion ensued.  “I’ll motion we go ahead and purchase the sensor,” said Councilmember Jay. It was seconded by Councilmember Bennington.  The motion carried by unanimous vote. 

NEW BUSINESS:

  1. FARM BIDS:  The Town will be taking bids to rent approx. 7 acres of farm ground located at 10844 South County Road 675 East.  An ad will be run in the newspaper and it will also be advertised online.  Bid packets may be picked up at the Town Hall during normal business hours and are also available on our website.  Sealed bids must be turned in to the Utility Office by noon on March 8, 2021.  Sealed bids will be opened at the Town Council Meeting on March 9, 2021.
  2. INSURANCE AGENTS: Renewal of the Town Employee’s Health Insurance benefit is coming up in a few months.  Insurance agents from two different companies, EPIC Insurance and Insurance Center Group, came to present what their companies had to offer to Council. 

OLD BUSINESS:

  1. SERVER/COMPUTER SERVER:  A motion to approve the Easy Support Proposal from EAS was made by Councilmember Jay and was seconded by Councilmember Holland.  The motion was carried by unanimous vote.  A motion to approve the Cloverdale Infrastructure Upgrade Quote to purchase a new server was made by Councilmember Jay and was seconded by Councilmember Holland.  The motion was carried by unanimous vote. 

ADJOURNMENT:  The meeting was adjourned by Council President Dearwester at 7:57 pm.

Rick Dearwester, Town Council President

Kelly Maners, Clerk Treasurer