Common Council - Regular Meeting

Okay, it is 5:00. We will go ahead and call the uh November meeting of the board of works and public safety to order. November 10th, 2025 here in the council room. Uh, as a matter of housekeeping, we are live streaming. So, our YouTube channel is uh Salem City Hall at Salem City Hall. So, please, if you're so inclined to watch and we will start our agenda tonight with roll call, please. Dan Dan Lipkkey, board of public works and safety. Jake Vissing, city attorney. Justin Green, mayor. Sah Hadabo, city clerk treasurer. Warren Jones, Board of Public Works and Safety.

Okay. Uh for the minutes, we're all here, present, and accounted for. Uh so we do meet a quorum. Uh we'll proceed with the agenda. Uh please, board, if you'll look at the minutes of October 14th. They're on pages one and two. I will make a motion to accept the minutes of October 14th, 2025. Dan makes the motion to approve minutes as presented. I'll second. Mr. Jones second. All in favor say I. I.

I. Oppose. Same sign. Okay. Please. Uh we will uh move to the mayor's uh comments. Few things to share with you. Um certainly uh it is uh November 10th today. Tomorrow is our uh November 11th Veterans Day recognition. So, please uh thank a veteran, remember uh those men and women that have helped our country be shaped to what we are today. And we have several here in Washington County and Salem alike. And so, um, there are some activities tomorrow, uh, as well as, uh, the Chamber of Commerce did get their first round of hometown hero banners printed and so those are hanging around the, uh, downtown square on the polls. So, uh, get a chance, look at those and remember those, uh, folks. Uh, some of them are still with us. And so a very u appropriate project the chamber of commerce took up and hopefully that'll expand and we'll have more up next year uh to decorate each quadrant with more banners. So an important day for us certainly. Uh a couple other things I'd like to share with you. Uh board was invited to St. Vincent Ascension 75 year uh celebration last week. Uh so we've had a local hospital in our community. A lot of folks we know have been through there. Gosh, a lot of us uh were born there and know the facility quite well. So they had a milestone of 75 years. So kudos to the hospital, the staff, the crew, uh all the health care workers there in that building and all the good work that they do. Nice, nice little celebration. A couple things as far as construction um want to talk about uh with you board. Uh weather is changing and tonight is uh an obvious sign of that. So depending on how the rest of the year holds up and how much more progress some of these

individual uh individual projects get uh our future CCMG community crossing matching grant uh is awarded for Kimble Boulevard. um do think we're still have a ch a shot a chance yet to get that in this year. Um so as long as we uh keep some 50s and 60s rolling in that that should still be on the radar. Uh but as far as the current one there on Popular Street board, I apologize. I don't want to be a broken record and to our crowd. Uh that one is taking longer than anticipated. Um the hangup is our uh utility relocation with some sub um uh subcontra subcontractors and the work that they've got to do. So it's not our own utility, it's it's the other utilities within the area. Uh that's progressing. We have got some curb poured now and some crews this week are going to do uh a little bit more work shaping that up. So um anyway uh that that is ongoing and will continue uh and uh by design would be finished up yet this year. So uh that is the plan for that. Um phase two South Main I do want to chat about that board. Uh the federal highway job federal highway project uh that has been touted for a long time. Uh some clarification for you. Uh, I know some folks have said, "Well, why did you uh tear up the trenches and and patch uh Main Street and walk away from it?" No, no, goodness. That that was not the idea. Never was. Um, there was a phased approach to that corridor. And so, uh, water and wastewater conflicts uh certainly had to be addressed first and get them uh rectified before actually the road bed project uh was to ensue. So now uh INDOT has uh gave us the green light notice to proceed is November 17th

of this month. November being now obviously. So uh look for some more activity. U it will be part and parcel to the weather again. Uh so there is some storm great work, some relocation and alignment that needs to happen first. That's kind of their main mo if you will is to work on that. Um there's a lot of ADA compliance that goes into this project as well. So, uh there'll be some curb and gutter realignments before the actual new concrete comes into play. Uh but nonetheless, um look forward. This is a mirrored project, if you will, to phase one. So from the north gate to the stoplight of uh Hackberry and uh Main Street will have the same look effect and feel there going out of the south gate. That that's the uh concept. That's the uh uh important piece of this u like I said uh curb gutter uh sidewalk uh obviously the street bed and uh the ADA compliance. all those things coming uh to play as well as the streetscape uh the new benches, the new street lights, etc. So, uh anyways, that's good news. We're getting that off uh and running and so I end uh gave us that start date. So, appreciate all their help and and getting this to us and uh uh it is a good project to have. Uh lastly, I will close with uh the next on the bricks uh that is going to be uh scheduled. Uh unless by a miracle we can do something in November quicker. I don't know that we can. But I want to go ahead and tease the December 5th Christmas Magic on the bricks. Uh gang, we won't be here until after December 5th. So I want to go ahead and tell you about it tonight. Uh this is our third annual Christmas magic in Salem. Uh we've kind of merged it with On the Bricks. So, uh, it now is is larger than

what we had done in the last two years in the sense of we'll have the rides for the kiddos on the wagons. Uh, we certainly have, uh, Santa Claus in the vicinity, uh, walking around, Mrs. Claus telling stories, u, hot chocolate and cookies, uh, 30 vendors, that's a big uptick from last year, and the vendors right now, weather permitting, will be on the bricks under the lights. So, uh, pretty cool. 6:00 to 9 on a Friday, uh, December 5th. So, Christmas magic on the bricks. So, uh, stay tuned and please bring your family. That'll be a good night. Okay. Uh, please board, let's go ahead and proceed. Uh, next on the agenda is the wastewater plant uh, report. It is attached in your packet from Brandon uh, board. Brandon had other business tonight. Um, do you have any questions that I can relate to him? Okay. Hearing none. Uh, next you have your water utility report. Uh likewise, um Jennifer is on assignment tonight and so her report is thorough and all included. I'll ask the same. Do you have any questions that I can relate to her? Okay. Board, if you would. Your utility adjustments are on pages three and four.

I'll make a motion to accept the utility adjustment. Mr. Jones makes the motion to approve the utility adjustments. I'll second that motion. Dan second. All in favor say I. I. I. Post. Same sign. Uh board. I don't have any unfinished business. Uh Sally, do you have any we might have omitted? No. Board, do you have anything? I have nothing. Jake, nothing.

Okay. New business is kind of part and parcel. I gave that update in the mayor's remarks. So, uh Main Street phase two is your big one. Uh and I do mean big. That's that's a nice project. And so, I'm certainly glad to see that get started. Okay. uh if you will uh your utility payable vouchers page 5-1 17 for claims Make a motion to approve the utility payable voucher register of claims.

Dan makes a motion to approve. A second. Truck second. All in favor say I. I. I. Post. Same sign. Uh miscellaneous business. Um not knowing any uh no other schedule conflicts. So, uh, back in here, uh, December on the normal date and time. Sally, do you have anything pending that we do don't have on the agenda? Nothing. Jake, anything for the better of the board of works and public safety? Nothing for me. Okay. Uh, we had no comments tonight. So, uh, that brings us to the end of the agenda. Uh, we seek motion to adjurnn. I'll make a motion we adjourn. I'll second

to 513. Uh, common council will rec not reconvene. I said that again. We'll convene at 5:30. Danny,

how are you? Good.

Just just talk.

Do you have my Thank you.

Okay, you good,

Dan? Okay, it is 5:30. We will call the meeting of the common council to order here on uh November 10th, 2025 in the council chambers here at city hall tonight. Uh as item of housekeeping. We are live streaming. Uh so please join us on YouTube. Uh Salem City Hall at Salem City Hall is our channel. Uh subscribe uh view it and be part of our uh business at hand and watch and how we proceed. So um we will start tonight please with our invocation and pledge. Dear Lord, as we rise and meet each new day, please let us be filled with your spirit. Wherever we go, let us spread love, joy, peace, goodness, and faithfulness. Let us desire to be more like you and to worship you in all we do. Lord, we ask that you direct our thoughts, our words, and our actions. Show us the path that aligns your will and give us the discernment to know what is right. We know that without you, we can do nothing. So we humbly rely on your guidance in every decision we make. Lord, we ask that you be with all those it is our duty to pray for. And Lord, we ask that you forgive us of all of our many unforgiven sins and save us in the end. These favors and all others we ask in Christ's name. Amen.

Please face the flag. I pledge allegiance 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. Thank you, Dan. Thank you, Roger. Appreciate you getting us started. [snorts] Um, please we'll move on to roll call. Dan, start us, please. Dan Lipkkey, District 1. Dylan Moore, District 2. Jake Vissing, city attorney. Justin Green, mayor. Sally had city clerk treasurer. Randy Lee, District 4. Roger Pennington at large.

Okay. Uh, absent tonight is Diana Armstrong. Uh, but otherwise we have four of five. So, we do meet at quorum. Uh, so we will proceed with our business at hand. Uh, council. Uh, as advertised, Sally has published a public hearing uh, regarding an RFPQ request for proposals/qualifications uh, on a project that I want to give a little context to and clarification all at the same time, please. This is uh another item of business that the city council uh has the next step in, if you will, procedurally in a project that the Salem Redevelopment Commission uh was asked to start and guide uh some questions from the state of Indiana, the Indiana Economic Development Corporation, uh as we so often abbreviate, IEDC. Uh we have a ready to project again in our midst that um the IDC has came back uh through the RDA, the regional development authority uh the southern Indiana RDA, our southern RDA to be exact, in making some procedural edits to how they want to fund a high density housing project. In that change request, uh we had uh been asked uh by the uh petitioner uh who is a grantee of ready funds [snorts] uh would the RDC, the Salem Redevelopment Commission, pardon me for all the abbreviations, the Salem Redevelopment Commission, would they entertain uh the city of Salem being the applicant and the pass through of said project.

The redevelopment commission uh with attorneys in tow uh worked out the questions back and forth from the Indiana Economic Development Corporation, the IDC um to propose just that. And in doing so, they ask us to legally publish post requests for public uh proposals qualifications for sale on the high density housing. Uh a project here within the city limits. Uh a project that uh does meet our housing study needs. Matter of fact, all three of our housing studies in succession uh outline and make this very request for single family dwelling uh additions within our corporate boundaries. to get there. We've got some procedures to do. And so, um, Sally, uh, kept minutes from the redevelopment commission, uh, and their board saying, "Yes, uh, we would like to proceed and be the assistant, uh, to this project in the terms of being an admin." Admin in the sense of um, your clerk treasurer being very thorough with her documentation, her binders, her um, data collection. uh and we would be basically the pass through for ready 2.0 uh the state's uh economic development award under Governor Hulcom. So, um that is pardon me uh how we got here tonight. But what we did in preparing preparing for tonight uh is that uh that was advertised uh notice is hereby given that the Salem Redevelopment Commission uh and instrumentality of the city of Salem will receive sealed requests for proposals, qualification proposals and offers for a public private agreement related to the potential designing, constructing, operating, transferring

and developing of new road and utility infrastructure pursuant to the applicable provisions in Indiana code, including but not limited to Indiana code section 523. The city will receive sealed RFPQ proposals by mail or other courier service or in person to the city of Salem attention clerk treasur and our address until 2:00 p.m. local time October 15th. And it does address in here uh upon that where we go with that. And so, uh, I will tell you and look, uh, for Sally, uh, we had several phone calls inquiring a hard copy of the RFPQ and spelling out what they needed to do. Right. [clears throat]

And so those phone calls, those requests were vetted uh, as the uh, posting uh, states that was advertised in uh, the newspaper. And so uh, moving forward, we had one one only. And so, um, our attorneys, uh, Jake, please. Um, you chime in here. U, having only received one by the 2 PM deadline, uh, it was your, um, satisfaction that if the RFPQ received met the benchmark, uh, that I was authorized on city letterhead to make that recommendation for this evening.

Correct. So, a as an administrative process, Jake, tell us what I left out. Um, this this is part and parcel. Uh, one board approving, one board recommending, one board uh directing an advertisement, and then this board vetting that. Uh, tell me what I've left out.

You have it summed up perfectly. So tonight what we'll have is a public hearing on the um the BOT recommendation that you presented with the uh the response that was received to the RFPQ. Um and then we would ask for a resolution of the council approving the award. So before I excuse [clears throat] me, uh before I start and open the public hearing, um is there anybody here tonight representing the um actual RFPQ and the project? Please, Miss Stingle, would you take the podium? Good evening,

please. Uh, good evening. Thank you. Um, Key Stingle, you represent uh in what capacity this project? Um, helping with the project lead on the project.

Okay. And this was authored um by your assistance to the uh our southern RDA when applications were open and to present uh the need that we've understood from IDC that ready 2 was supposed to address. One of those buckets, one of those uh categories matter of factly uh was housing or the lack thereof. And so, uh, your proposal was one of many, uh, actually this board, this council last month, uh, heard a similar but, but a different request, different need, different, u process, uh, but another housing project that we are a benefactor of in our community. So yours similar checking that box with IDC's um ready to provisions. Uh your proposal did advance and did see uh the nod from IDC. Tell us what your project entails though checking that box.

Sure. So, um, as some of you may recall, when the RDA was notified that the IEDC, which is the Indiana Economic Development Corporation, was going to be doing a second round of the ready project or the ready funds, which is referred to now as ready 2.0. There was a call for projects and at this time developers were an eligible applicant of the project or of the program and housing was an identified need in particular housing infrastructure to make sure that when what that does is it reduces the risk of a developer coming into a community to build the homes. Um perhaps in an untested market or a particular area where there's a high amount of need but maybe not as many um developers responding to the market. So with that being said, there was a call for projects that took place and um this project was identified along with several other projects based on the need as mayor mentioned in the housing studies that was put together from ROI and I believe you've been through several of those at this point and they've been updated.

So that was really the basis of identifying a development within the city of Salem that could help address the regional housing need. Those funds, the Ready 2.0 program. Those funds from IEDC were awarded to the regional development authority called R Southern Indiana, which you as the body have worked with on other projects like the Lake Celinda project and I believe even the Shelby Street housing project, which was a ready one project. Um, so the the RDA is that pass through of those funds and so they were awarded I believe $45 million this recent time. So there was a call for projects and this project was identified and submitted in there and in addition to that there was an actual application afterwards once projects were kind of vetted and making sure that it met the regional need. So this project in particular is for workforce housing. So it's identified. So the price points and what is what's offered is for people living and working within the city of Salem as well working within the region. And so housing was a big need and identified by the our southern Indiana RDA as projects that are worthwhile in supporting. This project has up to 50 single family unit development or single family units as well as some um highdensity houses as well. I want to believe I think those are about eight units.

And so this project is to support the infrastructure to make these lots developable for this housing project. and your award, I say your collectively, the award that was given for this project is just that. It is to get um pad ready, get the backbone in, have these sites ready to go, um address quickly, if you will, by definition. Uh that makes that lot accessible. Uh you can start uh your foundations, your your framing, etc., etc. uh because uh again a 50 unit plus your eight uh so let's just round you know somewhere around 60 units this is the catalyst to get that started and that's where the grant lies uh to get it started and get it going

and there were several other uh mayor if I may there were several other projects throughout our region where similar scope was identified like in city of Scottsburg there's Maple Run there's several other places city of Austin so we are seeing this in several other um communities as well in the our southern Indiana. That's a good point. Um council, not to interrupt, Miss Stingle, we we have a fivecount RDA and um you're right. I believe each five each of the five did receive housing dollars from IDC. So this is happening in our other four neighbors. Yes.

Um so uh give us um crystal ball moment. uh you get your finals from IDC. Um this is November 1, of course, 1st of November. Uh on a on a time schedule, is this a project that um as you see start to finish, we would have BR groundbreaking and um site prep uh first quarter 26.

That would be ideal. uh there has been a change in administration at the state level from the time the award was announced to at this point now. So some there are some administrative things that we're working through with the IEDC. Now they are going through and approving these projects. So in terms of timeline, it will also be determined, you know, depending upon the IEDC when they're able to get those approval letters out, assuming those come out relatively soon, those will um that could support a Q1 groundbreaking, which we would be ecstatic for.

Okay. So tell us about ownership. Um there's maybe a question or two lingering. So, uh, the RDC, our, pardon me, I I'll slow down. The Salem Redevelopment Commission, um, agreed to, uh, vet this process, um, as a change of administrative duty

to the clerk treasur and the city of Salem. Uh, but this, for lack of better word, almost becomes a pass through. So, these are not um funds that we're going to have to come up with. These are not funds that we're going to have to do appropriations for. It's merely uh the IDC wanting this body uh to do the ins and the outs of the fund of the grant received.

Yeah, this is a public private partnership. So in in doing so, the state in giving out ready 2.0 you know funds has to make sure that these funds are appropriately used and procured accordingly too. So they have to follow state and local procurement guidelines. So the build operate transfer procurement guideline falls within that. It's an allowable procurement method through the city of Salem as well as the state of Indiana and has given has been given the green light from the IEDC. So with that being said, yes, that is what we expect to take place as in terms of um funds being held and passed through in that regard following the proper documentation

and IDC will do the the auditing of said process. And so yes, um that's one of those things they'll release funds when they are satisfied this is what they want. Yes, it is a reimburseable program. Okay. Uh, mayor, if I may, there was uh, one thing I thought might be helpful. Uh, this project is done alongside in partnership with the city of Salem. Any of the infrastructure that's put in is going to make sure it meets the city guidelines. Roads are going to be built to county and city specs so that everything um, continues to support the development and the vision within the city of Salem.

Uh, well said. And it it is um those extensions, those um necessary permits, those necessary um um uh site requirements, you know, all that has to be under city code and vetted. Uh so there is no change there, but to your point, that that is part of the partnership. Uh making sure that's right. Uh Jake, anything you would like to ask of Keley to uh further discuss? I I don't believe so. Okay, I'll let you sit for the moment. Okay, we'll proceed then. Um,

I will also just add we are so excited about this project. As you have noted, there is clear documentation for the need of housing in the community and I know a lot of our residents in the area are feeling it, you know, with the housing market and so I I'm so excited and I know that the community is looking forward to having this need met. So, we're excited to be part of the solution. Absolutely. And and uh thank you for sharing that again. Uh thank you.

We have three housing studies uh council uh that are are fairly current, fairly relevant. One from Purdue, two from uh regional opportunity initiative, our partners to the north u and they all say a very similar thing. U the the lack thereof u we're void in many categories. Single family single family housing just being one multi-unit uh independent living the whole gamut. Um So this this definitely u shows uh you're checking some of that that need. Okay, we are um 12 minutes in. So pardon me. Uh wanted to get some uh knowledge out there certainly before we start. We have a public hearing advertised at 5:30 p.m. as I indicated. The publications were uh October 1st and October 8th uh notifying uh of this RFPQ process that was advertised. Uh so uh I will start. Is there anybody in the audience tonight to speak on behalf of the RFPQ the BO build operate transfer one more acronym build operate transfer procedure uh that has been advertised and proposed uh through the ready 2.0 once twice three times. Okay. Is there anybody in the audience tonight uh to speak against the public hearing uh for the RFPQ the build operate transfer uh as advertised once twice calling three. Okay. Uh hearing none council would seek motion to close public hearing.

I'll make a motion and close public hearing. D makes a motion. I'll second it. Dan second. All in favor say I. I. post same sign. Okay. Uh Sally has got your agenda laid out uh in a couple of facets here. So your bot recommendation, Jake, uh on page two. Uh so tell us what that is actually saying uh under this uh recommendation.

Um so this is essentially saying that we posted the RFPQ. um only one proposal was received. It's been reviewed and it's believed that it satisfies the scope that was requested in the RFPQ and based on that uh it is recommended for approval by the council. Jake, can you say one more time? I I don't want this lost in translation. Um, this is a uh Indiana Economic Development Corporation approved process for said award to let this project proceed. Correct.

Okay. And so Indiana code uh is cited 5-23 showing what uh that looks like. Okay. Um council, if you don't mind, so our minds are all in succession. Um, your uh new business has what Jake referred to earlier in conversation, resolution 2025-03. Uh, council, please uh ask Jake any questions you have. Uh, this is where the actual proposal was put in your packet. Um, but the resolution giving that authority. uh I don't want to uh minimize anything but the bulk of it is uh hey if the resolution is satisfactory uh we will uh have action uh IDC will be notified uh Sally will become uh contact and uh disperse funds thereafter

that's correct yes um so again that there's a b agreement that will be in place which will govern you know how basically the project's progress and how funds are administered. Um, and the city will be acting really is the conduit for that. And Jake, [clears throat] just uh further this. So when uh the project is exhausted on our end, what the grant award was uh then we close our document, we close our binder. Um this is satisfied through the state. Uh this becomes a binder of past history, but it's not an active document once we exhaust funds. Is that correct?

Correct. And there in lies the T for transfer. Uh we're done. It's it's out of uh city's purview. Uh the clerk treasure has no longer interest in project. Correct. Okay. Please council um would ask uh your questions of Jake, myself uh or the representation here tonight. I've got one for you Jake. Um so as of now we know that ready 2.0 no funds have well possibly one project has been distributed funds for they they've signed a purchase agreement. Let's say that um hypothetically if ready 2.0 fails what is the city on the hook for during this process? Anything?

Nothing. it. The way that this is structured is that again the the city is the conduit to administer the funds that are provided through the ready program, but it's not a commitment by the city to provide funds to, you know, to again fund these public improvements. What was the what was the dollar amount for the original award? [clears throat] And that's the Temple and Temple. Is that correct? Is that who the applicant was?

Yes. Well, that that is the RFPQ uh response. And yes, that was the uh business name uh that they chose to submit under. Uh I'm going to have to call you back, Key. I I don't want to tell a wrong dollar amount. I think I know uh flirting with uh but I want to be accurate. The ready to award is $3 million for the infrastructure for the project flat. There was no three million. Okay. Thank you. Okay. So, I guess my question is just curious if they're the applicant and they got the award. Why would we be receiving those funds? Because it sounds like we're going to be the middleman,

which I'm not saying is good or bad, but it would appear in layman's terms that that's what's happening. So why would the funds not go directly to them and as they,

you know, progress through the project, they spend money as they see fit? You bet. And um I'll give my version, please. Uh Jake Keley, you you come next. There were um changes to ready two versus ready one on who could apply and uh in that provision in ready two that allowed contractors to submit um I don't think it was harm or foul but it was an aha moment the IDC didn't think the clear picture to the end of the application process who would be vetting the procurement And that aha moment come across the state. Um, and that might have been something I should have said when Keley was at the podium the first time. This aha moment has happened uh in the other 15 regions where there's 15 ready two regions. This has happened in all 15. Um, whoa, wait a minute. We didn't think about how you would look at procurement and the application at the same time. And so you're you're spot on, man. You are spot on. Uh, it's one and the same. Why why can't they do it? they're the applicant. And so ID said IEDC said, "Hey, let's work this if the redevelopment commission of said municipalities or whoever uh you know, maybe it's a main street community. Uh maybe it's um uh any number of other quasi government entities within that m municipality. Let's transfer the ownership of the application to them. Let the RFPQs be advertised and then see what comes to table. Uh to Sally's point, we did we had some actual interest. Uh we had uh Sally four phone calls

emails. Yes, four.

And so, uh the others did not produce any um bids, any other request other than their initial phone call. So, you're right. So, we are now the conduit to satisfy ID IEDC's hiccup. Uh, and I say that with due respect. It it it's something they didn't think through. Um, hey, I have no qualms with them allowing contractors to be in the ready to process. So, it's one of those things that wasn't really thought through. That's my two cents. Uh, that's not necessarily every case in the 15 regions, but uh, how did you receive that phone call and is that similar? I I think it's the execution of the funds and making sure the project can move forward in a a project um in a timeline that works best for the city as well so that we can meet the needs more quickly. uh with it being done in this way. No, I don't think I think there could have been some things maybe thought through um more intentionally with allowing particularly developers are the eligible applicant and I think um maybe in other communities or bigger parts of the state. There are a lot of developers that don't perform the work themselves. So you could have somebody in there developing a project. They hold the purse strings, but then they hire out somebody else to do the work. As you well know with Temple and Temple, they're very capable and qualified of doing the work themselves. So, laying the infrastructure, being able to pave the roads, those sorts of things. And in doing so, it creates more um to have those checks and balances because it is state funds going through procurement process because Temple and Temple was serving as both a developer and a contractor. Being able to go through an additional procurement process that followed local and state guidelines creates more protections on these funds to make sure that there are those checks and balances. Jake, would you

Yeah, I mean that that really is where I was going with it is, you know, essentially it's it's utilizing the municipal bodies that are already in place that routinely deal with these public public procurement methods, redevelopment projects. I mean, I I think of redevelopment commission specifically, you know, typically that's, you know, kind of the conduit for the city providing in various incentives to developers on projects. I I know I've seen with some of the ready projects that sometimes in terms of when a developer is looking at their capital stack on a project, a BO or or the pardon me, the ready award is a portion of maybe their overall incentive package that they're getting for a project. And you know, whenever they're looking at it, and I'm speaking generally, um, it allows the policing of the dollars and cents of incentives to go through, you know, one, you know, political subdivisions, you know, control and uh, you know, it's it's just a matter of policing and ensuring that the statutory provisions are complied with. So this body will approve claims for that project. Who will approve the claims for that project?

I you know I'm Roger. I don't know. Please I don't know if we do that. It it's it's not so much an approving of claims. Um, you know, there are various structures for how it's set up, but you know, the BO agreement itself will govern the redevelopment commission will basically be the administrator of that agreement between it and the developer and it will be advancing funds under the BO in accordance with that agreement. So, they won't necessarily show up on a city council claim docket. That's correct. Okay, good question. I I I wasn't sure, Roger. to talk about it.

Just for the sake of the conversation, this this portion of the project ends up being 3.3 million. City's not responsible for anything above 3 million.

No, that's the maximum amount that can be spent of those are. It's basically like setting up a grant fund. And so say you have a project in your community and there's a grant fund there, they can't spend outside of that grant fund. Whatever's in that fund is the maximum they can tap into. And that's the same thing with this project. Once once the claims have hit $3 million, even if there's additional costs in doing the development out, you know, say we hit hit rock, for example, um even if there are additional costs in doing that development, that is not on the city of Salem, that is, you know, once those funds are exhausted, that's that's it.

So, if that did happen, if you did hit rock, since you brought that up, yes. How will that affect the project? Will it put if the funds aren't there to pay for the additional expense, will that be something that you will you will cover or will the project stop at that point and seek another funding source to complete that? Uh, Roger, in particular, um, for build operate transfer, one thing as Jake had mentioned, there's a BOT agreement. You have to have a guaranteed maximum price after you do your scoping period, and that will be part of this project, and it can't exceed 3 million. And so, and in those examples, you build in the risk, you know, everything's everything's built into that number already. Whatever incurred expenses happen beyond that, the developer has to cover. And that's what that's really some of the advantages of doing a build to operate transfer procurement and project delivery method is that once you get that number from a developer, they're not going to give you a change order. And that's true on this project. That'd be true on other BOS. But when you have a guaranteed maximum price and you enter into an agreement as a municipality, you don't you don't pay anything above and beyond what that guaranteed maximum price is unless that community changes the scope. So for example, if you said by the way, we want you know X number of roads added in addition to on that project then that would be something else which is not which would not happen in this project. But for example, if the municipality changes the scope, that's the only time that there would be an increase in that guaranteed maximum price.

What if it only cost 2.5? [laughter] Oh, right. Right. That'd be nice. Keep the [clears throat] other 500,000. Uh Roger made a motion to keep the surplus. uh his mind is on no u uh IDC's pretty open to hey your reward is 3 million my experience Roger um if they it's never going to come in under it's well well [laughter] your point you're you know you're you're right on that but um then that allows some overage. Yeah. Uh if they can get it for 27 the water was still for three. Uh what else can they do in infrastructure and get it uh completely buttoned up? you know, maybe it uh allows in for more gutter to be poured.

And then finally, last thing, what happens if 2.0 falls flat on its face? No more money coming in. Where's the project stand at that point? Where does the project stand? It's probably not going to happen. I'm assuming this project is dependent upon the support of Ready Too. Yes. Okay. All right. Yes. Thank you. Anything else? Those are good questions. Thank you.

Okay. Um council, thank you for engaging. Um and uh my my closing thought is hey uh this is another avenue uh to address something that I have been working towards. Council, I appreciate uh you guys being uh open and understanding that yes uh we we need to check some boxes and housing is uh no different for Salem than it is any other community. We we've went many many years without uh addressing some of our inventory and uh as of late we've got two developers that are saying, "Hey, uh we're going to take a a swing at this. We've got a solid plan." Uh state of Indiana says yes, you do. Um so I think it's a win for Salem. I think it's a win for Washington County. Uh we are down again. We uh changed the lineup. So, we are down under resolution 2025-03 for approval. If there's no other question, the board uh council, I would ask uh for an approval of said resolution.

Make a motion to accept resolution 2025-03. Council, you have a motion on the floor to approve. Seek a second. I'll second it. Dylan seconds. All in favor say I. I. Oppose. same sign. Okay. Uh Jake, um will you uh button up anything loose here that needs documented and keep us in uh sequence for whatever the IDC needs uh as far as documentation? Absolutely. All right. Thank you. We are so excited about the project and really look forward to working with you on this.

Thank you for coming. Okay, council. Uh my glasses are correct. We need to go back up to minutes of October 14th, pages 3 through 5.

I'll make a motion to approve the minutes as stated. Dylan makes a motion to approve as presented. Second. Roger second. All in favor say I.

I. Same sign. Okay. Thank you. Uh mayor's comments. Uh I'm going to jump right in. We went through some of this um border works meeting uh prior meeting tonight. Hey, uh this is the 10th of November. Uh tomorrow is the 11th. Uh we have Veterans Day. Uh a very important day. Certainly, we need to recognize our veterans and we've got several events here in the community. Um if you're so engaged, great. Uh and have time, but don't forget to thank our veterans. Um we say that and we we we mean it. We need to and uh something very important to us here as Americans. So, uh let's not forget and uh want to comment uh on the banners uh that you have seen at the four gates. Chamber of Commerce took up a project last year and kudos to them for doing that. Um they had reached out and put out a uh request for loved ones who might want to sponsor a banner of u front and back photo and the branch of service that person served in. And so they had uh some folks who were interested uh and did take them up on that. And so uh as you see at the four gates, those are hanging. And uh hopefully I'd like to see that grow and the Chamber of Commerce get some more uh interest and folks saying yes, add me to next year's and we'll certainly support that and get those banners up as those come in. Uh but but a nice way of of doing that. And uh uh they're they're colorful, they look nice, and uh kudos to all of our servicemen and women. Uh hey uh this past week, Saint Vincent Ascension um celebrated 75 years of local hospital. I just want to give a shout out uh to the staff, the doctors, the nurses, uh gosh, all of our healthc care professionals. Uh 75 years is is a a nice nice uh celebration. And uh hey, I'm glad they're here and um we need our

hospital. We very supportive of all of our healthc care prof 75 years. Uh hey, couple construction project updates. Uh weather permitting. Uh you know, Kimble Boulevard is the next in line. Uh the community crossing matching grant, CCMG, guys, you've heard me talk about it last two months. Um so um actually think there may be time yet uh to get that done. uh this this 20 degree snap uh let's not think is going to be here very long. So we're going to keep working and that's a much reduced scope. Um and so that one should kick out pretty quick. Contrary to that, let's talk about the one going on right now. Uh and so uh I will say loosely translated my apologies that one is really taking much longer than any of us at the city wanted on Popular Street. Popler from Maine to water. Uh we're still fighting some utility relocates that are not ours. Uh we have some other uh vendors that are uh goodness uh navigating how they want to change the look. U so whether they are doing some boring, whether they're doing some new pole relocate uh or quite frankly uh energizing a different panel box. And so u hey u that is still endofear um close out. So, it's November 10th, so uh we're going to have to get a small army down there, but it'll happen. Uh so, we'll get Popler Street done. Uh the big one I want to comment on, and uh I've got a press release coming out, uh within a couple of days, uh basically going through the whole project, but hey, our federal highway project phase two uh is now time to start. Um you know, I've had a lot of people say, gosh, you know, you made some uh open trench cuts and patchwork uh up and down the South Main Corridor. I can't believe that's how you left it. Well, gosh, no, no, no, no, no. That that was never the intent. That that is the prep work for the big job. Uh we had water and wastewater conflicts

that were ahead of the federal highway grant. And so uh yes, there are a number of patches in the uh lane of traffic uh from the south gate of the square to the north abutment of Blue River Bridge. That's the project confides of phase two. And so uh INDOT was here Thursday. We had our preconstruction meeting uh very lengthy meeting because there's a lot to discuss, a lot of uh action in that uh corridor uh that has to take place. And so uh I want to give you a mirror image if you will uh please from the north gate to the stoplight at Hackberry. Uh that's phase one, if you will. And so uh flip it around. Uh you're going to have the same streetscape uh look, feel um of what, uh the first project was. And a big part of that's ADA compliance. Gosh, the sidewalks are are really going to be overhauled. Uh they have to meet uh the rise to run in the ADA compliance and several of them are not and as uh those regulations have changed over the years. Uh let alone uh making some overall improvements to the corridor uh curb gutter street uh street lights uh the greenscape uh the whole gamut. So uh November 17th uh that's the key date. Uh, INDOT has given us a start date of November 17th. So, I'm very excited. Uh, hey, the project has been on the books. Uh, that's not anything new. Gosh, talked about it. Uh, it is coming and it is here. So, uh, you'll start to see some ancillary work. It's not uh, rip the road up and uh, lane closure at all at this point. Uh, I don't want anybody to push panic button. We've got some storm great work to do first. And I believe the contractor uh in INDOT have said they're going to start at the south end first and work their way to the square. So you may see some intermittent um u employees, contractors, workers, but um the big work obviously will come

um post winter. So anyways, nice project. Um and if you've looked at the asphalt, the original asphalt, you'll know it's time. Um the old road bed is is ready for a makeover. So, uh, lastly, hey, uh, we don't meet again until after this date. So, I just want to share with you real quick. Uh, the next on the bricks, uh, is Christmas magic, and it's part of our third annual. We've actually expanded this. The last two years, we've done Christmas magic here in Salem, uh, along High Street beside City Hall. And so, we're expanding that this year to incorporate it as well as an on the brick series. So, uh, big night, December 5th is a Friday, 6:00 to 9. Uh we've got the same carriage rides that are going to happen uh for the kiddos and the families to go around uh the square as well as the uh hot chocolate cookies. Uh Santa Claus will be here and Mrs. Claus as well. So all that's uh being circulated as far as uh news releases and presses uh getting that out there. Uh but the big thing is we've added the uh vendors to the bricks. So, we're going to have 30 vendors uh selling their wares and they've uh agreed uh outdoor weather permitting. So, um hopefully we uh might have a dusting of snow that day. Uh there's always a backup plan if it's real inclement weather. We will uh get the vendors inside, but that's our plan. So, on the bricks December 5th, please uh hope hope to see you there. Okay. Uh gosh, let's get back. Uh reports from departments. Uh your financial statement uh is on page 6 through 12. Uh Sally, it's your turn. What do you have?

Uh nothing is pretty basic. Okay. Uh board, as you have reviewed, [clears throat] any questions of Sally? We seek motion to approve financial statement. Make a motion we approve the financial statement. Roger makes the motion. Second. Gentle second. All in favor say I.

I. I post same side. Uh next, your senior center report and calendar on 13 and 14. Spoke with Naomi this morning. Uh they have many many many uh Christmas activities booked and planned. Uh so they are hopping. Got a lot going on. Uh you're unfinished and old. Uh I pretty much gave the roundabout uh in the mayor's report. Sally, was there anything that I omitted? Nothing. Okay. Uh Jake, anything on your end? Nothing for me.

Okay. New business. Uh after the uh first item you have done. So we are now down to codification ordinance 2025-24. Sally, that's you again. That is our annual u updating of our code book. And uh this is something we have to do annually. And in saying that, I need all of your code books so we can get them updated for you. Okay. The ordinance just is that it puts all the prior ordinances of the year in it, right? And makes them official record. Right. Okay. I'll make a motion to approve ordinance 2025-24. Dylan makes the motion to approve.

Second. Randy second. All in favor say I. I. Post. Same sign. Uh, ordinance 2025-25 is a transfer ordinance on 69 and 70. Sally, what do we [snorts] got here? Again, it's just housekeeping moving funds from one line to another line. It's nothing. There's no new money or anything like that. It's just moving money to accommodate expenses. Okay. No new money. Um, ordinance 2025-25. Make a motion we approve ordinance 2020. Roger makes the motion. I'll second. D second. All in favor [clears throat] say I. I.

The same sign. Uh council want to have a discussion here [clears throat] on police and fire portable radio replacements. Uh now we've got a a placeholder here, but uh before we get to where we're going to fund it at, uh just want to speak briefly and and both chiefs are here tonight, but uh I may not need them because um the concept here is uh we have portable radios. So your your handheld uh units, if you will, um they are uh on that uh person uh all the time during their shift. And so these are uh Kinwood radios that have been uh well serviced uh done a good job. Gosh, Roger knows uh he carried one uh many, many times. And so anyways, they are breaking down. And what I mean by that uh like any other technology, they're about shock. Uh, I had the privilege of having business with Chief Mills in the PD last week. Um, and uh, Assistant Chief Webb had to call back to 88 dispatch twice because his radio would not receive traffic. Uh, Eric's did in that particular manner. Um, and so, uh, I said, "Is that the issue at hand?" And they both smiled. So, uh, either one, Chief Day, Chief Mills, tell us what what else. We've had these radios now we switched out everybody's battery dies or whatever we probably set for what 15 years we haven't

um nonetheless it it's time for an upgrade if um we are having problems uh if um Chief Mills had not been uh so handy and could let uh uh assistant chief web hear traffic. You know, [clears throat] it's one of those things uh we need to address and I I don't know uh both when you say common uh daily. Yes. Okay. Oh, pardon me, officer Moore. Uh you're experiencing it too. You experience

Yeah. We just we can't even when we're inside buildings of handhelds mics kind of going out the connections on the side of them are getting out so we've gotten uh some estimates uh some some uh upgraded similar models and uh and guys these are Kinwood replacements as well. Is that right? Um that's kind of the I guess industry standard. you you like the Kinwoods, they've served you well, and that's okay. Um, nevertheless, uh, if we were to move forward, um, we had put there as a placeholder, uh, some opioid funds, but Sally and I and Jake were chatting. Uh, I'm not sure that's where we want to even entertain that right now. Uh, we've got some other, um, possible expenses coming there. And, um, honestly, uh, this is again, November 10th, I've said it. This is my third time. We probably need to uh satisfy our quote and make sure we've got everything the PD needs as well as the firehouse. Uh but I think our quote was running around uh 30,000. Is that right?

It was 40. Pardon me. 40. I've looked at it twice. I should have known that. Nevertheless, we weren't taking action tonight. Th this was conversation council. um if if you are so inclined to pursue uh like I said I I'm starting to see their point. Not that I was discounting their point, but uh hey uh they couldn't receive traffic. Uh I think we need to move towards uh a thought process here. It's conceivable if you like this uh and and want to pursue uh we'll place our order in December. Uh guys, this this is a a January public safety expense in my mind. Um, council, please, you tell me what you think, what you want to do.

Do you need a motion on this? Is that what you uh Jake, I'll I'll I'll defer to you. How would you like them to have conversation to guide Sally and what she does when we get a final quote? Yeah, I mean, I think at this point, if we don't have a source identified, um, then we can leave it as being conversational. It doesn't seem that there's any real action to take. The quotes, uh, Officer Moore, please. that that was through the vendor you know and have used.

Yeah. So, we just bought new incar radios from them through a grant. Um I got that that's through ECS and then a another company that I got a quote from was BI and they were whole lot more but ECS is usually we use they program everything and break everything down and we're trading in I think 20 radios also. So, so you you satisfied, hey, that they are doing us the better price and service goes with it.

So, I guess I I may have said that in such a way to think that the quotes are pending, but no, we we do have numbers in front of us. This is my fault. I should have printed out for everybody, mayor. But I I have it here in front of me. I can pass my phone around if anybody wants to see this. We'll print it out for anybody who needs it. But it's a replacement for 30 Kinwood radios. Uh they're $1,193.20 a piece. um 30 uh rapid chargers. Uh they're $97.30 a piece, 30 lapel mics at $158.30 a piece and 20 tradeins at 150 totaling $3,000 for a grand total of $40,464 from ECS. That is programmed, delivered, ready to go. There's a definite need. I can speak to that from experience. I think it's long overdue that we do it. I just think we need to fund those out of public safety. I agree with you, Mr. Mayor.

Correct. So, if there's any action needs to be taken, I would be in support of that. Thank you, Jake. If if you're so inclined, I I I uh we can put it back on the December docket or uh seek motion to approve pending a invoice payable in the January uh budget. Yeah, we can we can definitely do that. We have a we have our number, we have our source, then we can do that. I'll make a motion to approve the quote from ECS Communications, I believe is what it is, uh, for the replacement of 30 Kinwood Radios payable January claim.

I would like to ask a question first. Does both [clears throat] chiefs feel safe with that until that time? Do you feel your radios or I mean any of your officers feeling any? We carry ours on scene inside a pouch within our gapel mic sometimes even if it's not you know we operate a little farther out

I'm not sure on this James you may know is that a net 30 in quote 30 30 days to pay on that do you know? I think they're closed for 30 days. Good for 30 days. You may find out on how they bill as well if they so if that's the case we can order them in December. So if they feel safe then I'll [clears throat] gladly second that motion. Okay council thank you for the discussion. Those were appropriate questions. Absolutely. Um Dylan makes the motion uh based on that parameter. Uh Danny seconds. All in favor?

I post same sign. Okay. Um, last under new business, uh, hey, uh, need your, uh, approval, uh, in motion form to Sally. We've got, oh gosh, 8, 10, 15 pieces of surplus equipment through various departments. Uh, Jake, Sally, and I chatted. Uh, hey, just just bless it if you will, as a formality. We don't need it. It's it's either uh stuff we can't use, don't use, won't use. uh we need to call some of our own inventory if you will. Um so please if you don't have a issue u those department heads have submitted lists to the park treasurer uh but she certainly then needs then uh to advertise and make notice. So as long as you're good with us uh advertising disposal of surplus property.

Will we see a list of this? Oh, sure. Yeah. She just she just need your blessing to go ahead and advertise it. Proceed. Proceed. Yes. Roger makes Roger makes a motion. I'll second. Dylan seconds. On fair, say I. I.

Oppos. Same sign. Uh, yes. Uh, Dylan, to your point, uh, Sally would like to get that done this week. Um, I would like them you uh to have that on your December docket and then we'll make those awards uh have checks payable and be done by the end of the year. Council, please. Uh, accounts payable voucher pages 71 through 98. I'll make a motion to accept the general accounts payable voucher register claims.

Council Dan makes a motion to approve claims as presented. Second. Roger second. All in favor say I.

I. Same sign. Okay. Uh miscellaneous. Uh nothing other than uh hey, watch your calendars. There's a lot of Christmas activities uh getting ready to uh be posted. So, we got a lot coming up for the holiday season. Uh extra hours for Santa. I want to make that point made. Uh so, we have at least and I underline underline that nine days at the Santa house this year. Uh and our uh partners I think uh at Walmart may have contacted Santa as well. So, we're going to have a good exposure. Mr. Claus is going to be busy. So uh anyways with that uh we had no comments tonight. Uh so please uh seek motion to adjurnn. Make a motion to adjourn. Gentle

makes the motion. I'll second at 6:26. Thank you. [clears throat]