Town Council - Regular Meeting

world stand to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible with liberty and justice for all. My apology I gathered a discussion there and let couple minutes go by. First item on agenda approval of the April one council minutes. Everyone had a chance to review those minutes. Any questions, comments? Entertain a motion to approve. Move to approve the 4126 council. Motion by Mr. Second. Second by Mr. Chad. All in favor? I opposed. Motion carries 4. Thank you. Uh Mr. Morgan, any public comments?

I've had no request to speak tonight. However, I do have a uh request for a change in the agenda. It uh is a minor change under section C or item C, the documents where we have the five items that HR will be talking about. We'd like to remove sick leave usage policy for tonight and take it up on another night. That will require that. I'll move to amend the agenda to remove the sick leave usage policy from item 5C. Motion members second. Second by Mr. D. All in favor I.

All opposed. Motion carry 4. Thank you. Thank you. Uh first up on the agenda if wishes to be heard from the library. Miss Dos. Good evening and uh thank you so much each of you for meeting with us ahead of time. So I'm not going to take too much of your time and go over every detail because we've had good conversations about this already. But we wanted to come tonight to request beginning with the process for a replacement bond for the library. Uh we have a variety of things we need to improve. We have a 124 year old library so it's got some aging on it. Um, and if you go into the next one, we're working to preserve that. Since I've been here seven months ago, we've been working really hard to conserve money and we have stay we have stayed by cancelling contracts. We've gotten it down just as tight as we can. We're fundraising as well. So, our new foundation has raised over $40,000 in the last seven months, which is, you know, drop in the bucket in some ways, but a big deal to us. So, we're trying really hard to do it on our end as well. and partner with this process. Um, we also wanted to include in our conversation tonight just how busy the library has been in the last seven months. Our door count's been up. Our programming attendance has been way up, especially teens. We're having a lot of teens coming into the library. Story time is always full, but we're really proud to say that this is a busy and active library doing good work for the community. Um, if you go to the next slide, we did a strategic planning survey. We're in the middle of that process right now. And I won't go through those, but I left you have them in front of you as well. But we got 309

uh responses, which is pretty good for our survey back. And 97% of those people say that they believe a public library is an important part of their community, which is not a surprise to us, but we just want to say that out loud that that matches with uh surveys done nationwide as well. People believe public libraries are important to their communities. So, you can read some of those comments. I'm going to go to the next one. So, we have a prioritized list of things we'd like to accomplish with this bond. Um, we have things like HVAC controls, a hydraulic a hydraulic pump replacement, some VAV work. Um, we have accessibility issues, lighting, drainage. We have water coming in front of the Carnegie building. We're trying to solve that problem. So, we have just a variety of things. We're trying to get the building to a low maintenance point because we know, just like you guys, we're going to be struggling in the next years because our revenue is down and different legislation has affected us. So, we're trying to get the building to a place where we're not going to have surprise maintenance projects. So, that's our big big ask. Um, can you go to the next one? I'm going fast because I know you guys have all heard this. Um, one of the hard things for us in the funding that's coming our way is that our revenues are going to be cut. They are being cut. We've lost 133,000 from our revenue this year and we know that's going to continue the next couple of years and depending what they do with the local income tax. We could be seeing an even greater loss in three years. So we hope none of that happens. We're but we're holding steady. We have a project from the past 2017 when we put on solar panels on the roof. Those are still there. They're still functioning. They do provide between six and $8,000 a month of electricity for us. So that's significant and we need them to keep

functioning and we're not changing our mind on that. But that loan is currently being paid out of our operating fund and we're asking to go ahead and put that with our request for the debt fund. So 3.4 plus that five would be about 3.9 million. and Baker Tilly is here tonight and they're going to talk the numbers with you and show you how that will impact our community or not. Um, but that's going to help us a lot by freeing up the operating fund so I can continue to pay my staff. That's my I have 15 people right now which is absolutely minimal. We at the last three weeks we probably had four times where we're like are we going to close tonight because somebody's sick and we just are that tight on staffing. I cannot reduce that expense anymore. So, this will help me in the next couple of years kind of get through this time of low low revenue. We're pleased tonight to have my assistant director Britney Britney Huar is set to be the director um after I am done here. So, she's here with me and we have three board of our board trustees, Sheree and Carrie and Tracy are here with us tonight to uh support us and then Baker Tilly has some um words for you as well with their spreadsheet. Do you have any questions on the library part of it? We already talked. So, and thank you so much by the way for being a panel that responds and comes and walks around the library with me. That's uh that's pretty awesome. Thank you.

Yeah. A couple of questions if I may. Yeah. Uh first of all, I appreciate it. You uh you offered to give all of us tours and I I I took the tour. I appreciate it. Very helpful. Uh you mentioned increase in teen use. That's that's interesting. Teams generally have some ability to influence their own action. So what are you doing to attract an increase in teen use? I think that's that's good.

It is fantastic. It is a staff person. So, our team librarian goes to the high school and does uh inservices there and does a book club and those kids that are in that book club are coming to the library then when they're out of school. We also have like this weekend we have homeschool events. So, we have a homeschool prom happening this Saturday and I think we have 21 people signed up for it. So we have teens from various places from the school from the local home schools both coming into the library and our I would say the main reason is our teen librarian. Great. Good. You mentioned revenue and loss. What what's the primary revenue loss that you've experienced to date?

Well, I don't know that I can parse it to all the causes, but the loss of property tax revenue is one. And then I think that worked together with the fire district and those kinds of things. But in the end, I don't think it was as much of a loss as we thought since we do have such a vibrant growing area. Um, but 133,000 was what the state board of counts um predicted we would lose this year and that was pretty close. Yeah. Thank you. Last question. What are your hours? We are open 9 to 7 Monday through Thursday and um 9 to5 on Saturday and Friday.

So that's just one shift that works all day every day. Um no, it's mixed up. We have part-time and full-time people. Okay. Thank you. I have no further questions. Thank you. Okay.

My name is Megan Gibson. I'm with Baker Tilly and we serve as the library's municipal advisor. Um, so we just wanted to go through some of the financial information bond issue that Cheryl just described. So currently payable from the library set sort of fund. We have one bond outstanding. Um, it has annual payments of around 230,000 and it's actually going to mature after this year. Um, so we anticipate the total authorization amount the library will ask for being around 2.9 million. And so that's about 476,000 that's remaining on the solar loan that Cheryl described. So moving that into debt service and then a bond issue for about 2.4 million um on the solar loan. So if everything gets approved, we anticipate those payments, we've moved to the debt service fund beginning in 2027 and then there's about 11 years of repayment left on that one. Um on the bond issue, so on that 2.4 million par amount, we're showing up estimated interests there of 1.6 million. That's based on a 5 and a half% interest rate, which is higher than your rates currently are. So there's hopefully some cushion built into that. Um and then we anticipate those would be issued later this year with again payments beginning in 2027. Um with both the solar loan and then those annual payments on the bond issue, we are right now estimating there would be an increase above that 230,000 that the library's annual payments are currently at. We're currently estimating that increase at $33,433. Um again that is based on that 5 and a half% interest rate. So there is a chance it would not be that high. Um that roughly $33,000 though based on the

library's 2026 assessed value that would be a tax rate impact of about 028. So a little over a quarter of a graph you can just see how limits are returning. And then you would have the solar loan payments there in green and the um estimated payment on the 2026 months there in purple layer. And then on the last page um we included some tax impact information. I'm not going to read through all these numbers but so this impact is based on that 0.0028 0028 um potential tax rate increase for the US census. The median home value in Dandel is 298,200. That would be an annual impact of $3.90. Um and the impact information on this slide does take into account um the deductions for pay 2027 that are in sea one that was passed last year. So the deductions um changed a little bit from prior years. So with that, are there any questions?

I just have one and probably just not up to speed on this. Was there something about a cooling off period with bonds that was passed last year and how does that work? Yes. So there was Sarah can Sarah's here with Miller. She's the attorney. So she can get into that in more detail, but the library doesn't fall into that. So, you had to meet certain criteria with the bonds uni for a certain amount of time. And um since we're looking at a 20-year repayment term and based on the repayment term for the 15 bonds, we'll be okay. Excellent. Thank you. Over to Sarah. She's going to talk a little bit about the process from here.

All right. Thank you. Um I'm Sarah Carell with Ice Miller. We serve as bond counsel to the library. Um and Megan's exactly correct. So, the legislaturator's target really was short-term borrowings. Um, these were both long-term bonds, so no issues for the library with the new restrictions. Um, as you know, library boards in Indiana are appointed rather than elected. And because of that, um, we need to talk to our fiscal bodies before we can issue any bonds. Um, we're here this evening really not asking for anything, but just trying to give an introduction at a public meeting of the project and what the library is considering. um with the intent that we would come back for an appropriation hearing and hopefully the approval of a resolution approving the bonds in May. Um do want to want to clarify that this is not a debt of the town nor does it count against your general obligation bond limit. Um we just have to have the approval of the fiscal body because of the appointed status of the board. I'm happy to answer any procedural questions that you may have.

I have none. Okay. Thank you. Anything else regarding the library?

Thank you. Thank you to all. Thank you. Uh that proclamation, Mr. Morgan. Come before you tonight with a proclamation recognizing April 24th, 2026 as Arbor Day. Whereas trees are a vital part of our environment, providing clean air, reducing pollution, conserving water, improving property values, and enhancing the beauty of our town. And whereas trees contribute to the well-being of our citizens by offering shade, reducing energy costs, supporting wildlife, and fostering a sense of community pride. And whereas Arbor Day is an annual observance that celebrates the importance of trees and promotes tree planting and care as an essential investment in our future. And whereas the town of Danville is committed to maintaining a healthy and sustainable environment for current and future generations by encouraging tree planting, preservation, and education. And whereas Arbor Day provides an opportunity for individuals, businesses, and organizations to participate in tree planting activities, helping to enhance our community's green spaces. Now therefore, the down of Danville or the Danville Town Council hereby proclaims April 24th, 2026 as Arbor Day in the town of Danville. And be it further resolved that the town of Danville or the town council encourages all citizens to celebrate Arbor Day by planting trees, caring for existing trees and supporting efforts to maintain a healthy, vibrant, and green Danville and witness whereof we have a hero to set our hands and cause the seal of the town of Danville to be affixed this 15th day of April, 2026.

Thank you, sir. Any questions, comments? Entertain a motion motion to be approved for Arbor Day. Motion by Mr. Chadam. Second by Mr. Herby both of you. All in favor? I motion carries 40. Thank you. Uh policy man.

Right. Good evening. I will just run down the list here. We'll start with the incident reporting policy. We will come back to sickly once we have a little bit of time to uh review it a little more. Um the incident reporting policy, this is already current practice. It's just writing out exactly what the steps are so that uh any employee can take a look at this and know what to do if an incident were to happen. Um the safety committee this year has been working to get everybody on the same page. So a lot of these policies are going to reflect that. Um we want consistency with reporting and documentation. Um, we want consistency with our OSHA log. So, this just outlines whose responsibilities are what from the supervisor to the employee to when documents are sent to myself. Um, if the click treasurer's office is involved and insurance is involved. So, this outlines all of that. It shows where to find all of the documents in Bamboo HR and uh when they need to be turned in by so that we don't find out about something weeks after it's happened. Um, yes. So, it explains what each form is as well. Um, for example, the medical authorization form, that's something that the employee completes. It gives them an explanation of why they're signing that form and why um it's necessary for iPad to have the access to their medical documents regarding that. So, that is our incident reporting policy. The next that we have is let's do the travel and expenses, please. Travel and expenses. This was in the 2009 handbook. Somehow it got left out of the 2024 update, so we've put it back in. Um Carrie has set the amount to be raised from $35 to $50, but all of this wording is exactly the same as what was in the 2009 handbook. Otherwise,

goes over vehicle lodging wheels. Again, this was exactly what was in the old handbook. Um, the next thing we have is going to be the fitness for duty policy. Um, again, this is going to align with the safety committee's goals of keeping everybody on the same page for helping to reduce the town's liability, making sure that if an employee is out from work for an extended period of time, that before they come back, we have verification that they're safe to do so. um and that if they're not if they need any kind of an accommodation or restriction that we can prepare for that ahead of time. So this explains the purpose of that. Um it explains how this coordinates with FMLA um as well as ADA and see um um the 21 days that is going to align with some curb 77 timelines I believe is where that specific day amount comes from. just thought that worth mentioning because it seems like a long time period, but um I believe there's language in the per 77. I'm looking at Carrie because she also works with perk a lot. Um but there's language in there about when um police and fire need fitness for duty return to work obligations. So that's where that number comes from. Um and then it goes over removable accommodations. Again, if an employee needs to come back and they can't lift overhead or they can't push or they, you know, need team lift or whatever it might be. Um, let's see. The next thing we have, um, this is just an update to FMLA language. Um, it's not a full new policy. Um, this is already Department of Labor practice. We already do this. It's just writing it out so the employees don't feel caught off guard if I hit them up in an email and say, "Hey, you've been out. You gotten an ankle surgery. Let's get you on FMLA." Um

because we are obligated as an employer to um sign employees up for FMLA if they meet the definition of a serious health condition or if there's a family member health condition, of course. So this just adds the wording that um as soon as we have sufficient information um or if I need to reach out and ask you know hey does you know do you meet these definition criteria um and how they'll receive the medical certification paperwork and then their job description as well so that they can take that to their doctor. Again, we want a doctor to be able to review their full job description and their essential functions and make sure that they are able to perform those functions or what types of restrictions are needed. So again, that's kind of in line with the fitness for duty and with the incident reporting. Um, the next thing we have in here is an update to bereavement lead. It's just a slight change in wording from consecutive days or shifts. just taking out the or shifts because we do have um some departments that are in um off day shifts like one every 24 hours every you know three days. So this removes the possible reading that someone could take five days off which for example for police or fire it could take them off for several weeks if their ships line up as such. Um the last thing that we have is an update to the dress code wording. Um, this is just giving a little bit of additional detail. Currently, it lists decorum. I wanted to spell that out a little bit more and just give a little bit of further clarification on that. Um, and the last thing that I've got, so um, anything that's approved, employees will be notified with new HR. This will be slightly updated, um, to include the attachments. won't just say attached but they'll have an overview of all the updates and then uh the handbook itself

will be recent so I can send signature requests in bamboo and I can send that to everybody and start with department heads and say hey make sure that your people have a chance to go in and review these and make sure they understand these policies if they have questions to reach out to me but that's how everyone will be notified questions I mean the only thing that I would potentially ask more like traveling expense uh you know kind of earmark 50 miles unless otherwise authorized by the town council I guess I would potentially suggest or maybe see if Mark could grant that approval as well and where I'm going with this is yes they come for us but our proximity to Indie for a lot of major conferences things like that it's unless you're going up north to Fort Wayne which obviously past miles down French Lake. Most of the other ones are probably going to be up around 50. And it just seems like the amount of especially if you're going up as a couple two or three from department, right? The uh bonding that can happen, I guess, after the actual conference and sessions, etc. The networking and discussions I think are invaluable. And so that'd be my only potential feedback or thought on that. I'm not sure if anybody's ever actually come before the council to ask for approval on that, but nothing I could think of.

Mr. Ly, my board actually had uh the group volunteer. If they were local, they had to volunteer for the conference to be able to be have the opportunity so to make them kind of work for the money. That that's all I got. I mean, just our proximity to to Indie and and a lot of the conference venues. I guess clearly not going to meet that. But I think there's a lot of benefit to being able to stay down to two or three day outside of that grant. Are you suggesting a change?

I would suggest if Mark is willing that we also put it in there that Mark has the authority to say grants approval on those exceptions. I mean I that aligns with a few of the changes. I know we made updates in the 2024 updates where um it was a little more flexibility so that Mark can take ownership of those things or car's office. So that does line up with a lot of the other changes that we made.

Make a motion with that change. Um, I would move to approve all the uh policy manual updates with the amended travel expense policy to include town manager being able to approve those exceptions uh within 50 miles. Second motion by Mr. Tob, second by Mr. Irby. All in favor? I oppose. Motion carries 40. Thank you. Thank you. Do I need to bring that updated policy back or does the amendment? You're good. Just good. Thank you. Thank you. Uh, next up is resolution 72026. Ambulance police is welcome.

Yes. This is um for a lease for an ambulance for the fire department that was originally started with center township trustee and with the formation of the territory that's now going to be part of the town's and I'm meeting to do a credit application and they need a resolution to go along with that question discussion on Have we resolved issues just on ownership and ensuring? I mean, I'm all in favor of moving forward, but we just they know there some questions on ownership and how it's going to be title and insurance, etc. Are those issues resolved or do we need to resolve them before approving this?

I believe we're all looking towards our attorney. My understanding is, and I think Mr. development would agree that the um this document would be filled out on behalf of the territory and so the title would be taken into the territory. Um, didn't get confirmation on the insurance, but that was where it left things. Chief Dun, would you come up please?

Yes sir. Given my discussion with you, can can the territory take title to assets or can it not? My understanding is it cannot have fire trucks or ambulances. That is my understanding because we're not the government unit. That's the reason why when we do things like this, it has to be done through the town. Um I didn't go to law school. I'm just reading what I read online. Uh so we'll figure it out. It'll be here next month. We'll definitely figure out one way or the other. So, I know we bought the we bought Italian truck and it's titled in the town and I pay the insurance. So, if that helps. I thank you. I I guess my suggestion would be that we probably approve this, but subject to resolution of ownership title and who's going to ensure it going forward.

Well, we're paying for it. So, that's I want to do on record and say that the town's not paying. Yeah, understood there. Yeah, thank you. Thank you. Excellent. Any other questions? Motion move to approve resolution 7 2026. Second. Motion by Mr. Herby. Second by Mr. Chadam. Any further discussion? All in favor? I. All opposed. Motion carry 4 Z. Thank you very much. All right. down to staff and council comments. Mr. Morgan, anything?

I've just got a couple things real quick. Um just a reminder that April 25th is community cleanup day and uh it'd be great if you've got time to come and I saw an article on the news this morning where they're turning clean up into a fitness like uh there's in Broadripple they they go out and they meet once a week or something like that with their little sticks and they walk and that's how they get their fitness in. So, I thought that was kind of interesting. Um, Will and I will be at an in municipal managers conference starting April 29th through May 1st. How many miles away is it?

A lot.

That's a lot. Yeah. Somewhere like the northern part of this northwestern part of the state. And then, um, all the departments, all the department heads, Madison, uh, are going through their, uh, web pages to start the process of a new um what am I trying to say Madison? A website or yeah a new website. So um so it's exciting. We get to rebuild something that was built I don't even know how long ago. So uh we all get a chance to kind of tweak it a little bit. So uh if you have anything you'd like me to put on the council page, let me know and we'll make those suggestions. That's all I have. Good. Mr. Young, um, one quick question for Barry, but the people that I'm putting in the fiber um, congesting all of our traffic, are they permitted to do that? Do they have to come to us and ask to block our roads? Should they come to us and block our roads? So to answer that question as best I can, they they have a right to be in the rideway by state session. If they do a full road closure there, they come being left to know and come in before the council and the public's not. If it's a moving um like stop, then they're just going to have flags to try to control the traffic best they can. 36 we don't own, so we don't have jurisdiction over that. I know just tonight I had to go through on Columbia Street and they were it was 6:30 and it's baseball and I'm like oh no this is not going to be good. So I will contact them and say you know we don't we don't have set hours in our ordinance and we really need to have them in the ordinance to be able to enforce it. Uh this is kind of new to us

at this, you know, at this level. Um so we're learning along the way. we've held their feet to the fire on se we've had several meetings talk about how we can do better. Um I will reach out to them and say hey let's get this in a time where they kind of try to do it outside our busy hours. Yeah. And then I noticed it was during busy hours. It's in during the middle of the day weren't busy. There was nothing. They they choose I and I don't know what their operations are. So I don't understand. But I did call and tell them after what happened on 36 and say, "Look, if you can start at 9:00 in the morning and work till 4, we will avoid a lot of problems." And they'll say they said they were doing that.

So we have two more coming through. So we're going to get a little bit more experience on it. And that that's the other thing that I want to make sure Mary didn't quite touch on that it's more than one company that's doing this. We're we're getting inundated with fiber companies right now. Everybody wants a piece of the pie.

Yeah. There's a race right now and that's fiber to the home and it's Spectrum Joint AT&T and Comcast. They're all at different levels, but two of those companies are trying to hit 4,000 homes. That's about every utility bill we have. It just seems like a hugely expensive undertaking for multiple companies to be doing it all at the same time. I I don't see how economically it makes sense, but not my money. But Mr. Do anything apologize for missing last meeting, but again appreciate y'all keeping the town running.

Mr. um just want to thank everybody for what they do. Also wanted to thank Chief Hilton. He had awards night for his officers the other night. We had some great awards given out. Just some very deserving officers. So you see those guys questioning about it. James Kina, I want to point out he's only been here how long, Chief? Three or four years?

Three or four years. Officer of the year. And that is appointed by his peers. So that that takes a lot to get there in the short time he's been here. Great officer. So just want to thank the chief for doing that for him and thank everybody else for what they do.

Thank you. All I have is just a add on to my comment uh at the last meeting. Thanks to Mr. Morgan for his continued pursuit of progress with INDOT. And since uh Senator Clark is here, I want to say thanks to he and uh Representative Ster Wall and Thompson for their support they've already provided on that endeavor and their commitment to continue to support us uh in in getting what we need from from INDOT. So, thank you. Uh that's it for the claim docket. Move to approve the claim docket in the amount of $669,6554. Motion by Mr. Irby. Second. Second. Mr. Chadam. All in favor? I. All

oppose. Motion carries 40. Payroll docket. Move to approve payroll docket. Motion by Mr. Irby. Second. Second. Mr. Dob. All in favor? I. All opposed. Motion carries 4. Motion to adjurnn. Motion to motion by Mr. Chadam. Second. Second. Mr. Dob. All in favor? I. All. Motion carries 4. Meeting is a journ. Thank you.