Town Council - Regular Meeting

We are live just so you guys know. All right, it's six o'clock. Good evening. Before we get started, I'd like to remind everyone that this meeting is being recorded and your participation is your consent to be recorded and broadcast on the town of Akran's YouTube channel. Roll call. Jim Sain

here. Rich Solano. Tony Ramirez here. We'll stand and do the pledge of allegiance, please. 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.

Holds me to order. And our first order is the public hearing for the 2026 proposed budget. So for the 2026 budget, the budget estimate you guys have in front of you for each account, but the total budget is $1,158,019. So most of them are pretty much identical to what we had this year.

Yeah. Well, um that's an a public meeting. So, um anybody has any questions? Anybody in the audience? Tony, thanks. If there's no questions um or comments or comments, I'm sorry. Questions or comments? I'll go ahead and close the public hearing. Second. All in favor?

I. And next we have the uh African Town Council meeting minutes from August 18th of 2025 and also August 22nd of 2025. We have a motion to accept the minutes as presented.

All in favor? I All right. Next we have an adjustment request u Mike and Yaniano love. Um

so I have provided the adjustment request narrative along with the data logger report. Um I talked to the on on the phone when I was doing billing assessment. There was a significant increase in consumption to the normal amount for the Earl funeral home and when we ran the data logger there was an isolated situation. I have no idea maybe what occurred there but it resolved itself. Um based on their average bill uh the request is to adjust their account uh the water by 7124 the tax 499 and the wastewater 8867 because they did not have the summer sprinkling credit at the business. adjusted at 7 the water at 7124 water tax9 and adjust the waste water to 8867.

No, that's to the amount that's adjusted on the account. 88.67. Yeah. So out of the wastewater is right now 12951 deduct the$88.67. So their normal bill is $95 and I will tell you some change but it would basically go back to their minimum bill that they receive every month. All right. Which is um their minimum bill is No, that's they have a a one inch. So then 58 is that. So there's some different meters in different That's right. places one. So that is their minimum bill. Yes. That they're 95.

All right. Okay. So what's wrong? Have no idea. Oh, Mike was I know how to find it. Okay. Well, I'll make a motion that you know it uh since they've never had one before and um they've always been consistent. Uh so I'll make a motion that we adjust the uh total from 26052 down to $95. Have a second. I second it. All in favor? I Thank you. Thanks for showing up. We appreciate that. Thank you. Yep.

And I will get that. We got new software. So, um, everybody's in the office this week doing some training. So, I will get that applied to your account and I'll get a hold of you just to verify that the amount so you know when it's ready. Thank you. You guys have a good night. See you. Good luck. Okay. Um the Astra insurance renewal for 20 from 2025 to 2026.

Yes. So I didn't have anything in your packet um when it was given to you. I had an email out to insurance management group. Um I did get a response back today. Um, both of their renewals are back into them, but they are actively engaged with Astra's underwriting team to negotiate pricing. While the policies will be available well in advance of the 101 renewal date, the terms and conditions, including program design, are being considered as part of the town's total cost of risk, meaning the deductibles, limits, etc. So, they were hoping to maybe have a better update before the meeting today, but I did not receive one. So,

um, but we had completed everything on our end. Jake and I had met going over making sure everything was included for insurance coverage probably a month ago. So you guys are satisfied. So and that this is like more property casualty that type of insurance. So next one is a health insurance renewal. So,

Becky came um to talk about the different options for our health, our vision, dental, short-term, long-term life, and AD and D. Um because we all have October 1st renewal date. Um I called in all four of us that are on the insurance met with Becky. So, about a year ago or so, um we made a switch from Anthem to the Chamber group. If we remember at the chamber, we got a significant decrease in our premium but still had the same product. So, we made that switch. Well, this year, um, the chamber moved from Anthem to SIHO, um, which is, um, an insurance group that has more of a smaller network. And of her clients, only one of them had made the switch to hope. So, we all felt comfortable, at least at this point, not to do that risk and stick with an AM anthem product. Um, with that, there is an 18.91% increase to our premium, but where that seems like a lot, that is still less than what we were paying the 2024 premium when we were at the Anthem product. So, we're still under that. Um so we are going to go with health with our health insurance will be with Anthem. Our vision is going to HRI. Um it was the exact same u there was a reduction in co-pays and then um it was actually a cheaper um premium and then we did make contact with all the doctors that we currently see and all of them use HRI so employees would still be covered. Um, dental is renewing. Um, there is a little a 7% rate increase, but it's still very competitive with everything else. Um, and then short-term, long-term, and life remain

unchanged with our premium that we have. And then as long as we are, um, our workers comp is with IP. So, the accidentally accidental death and dismemberment, they still provide up to $10,000 um, per employee. And that even goes to town council, anybody that is a town employee. So that's just kind of an overview of our health insurance and everything for the next year. Thank you.

Uh the BF and S agreement, the CCMG project. Okay. So, um Jake Anthony and I have been working on the next proposed project for the CCMG. Um the grant application opens October 1st. Um it would include potentially the following streets. So, East Walnut, Mishawaka to Maple and Cherry, Rochester to Main Street, Central Mishawaka to Pine, Johnson Walnut to the School, North Street, State Road 19 to Maple, and North Street Adams to dead end. All of those streets have existing sidewalk and would be included in the project to be completely replaced. A lot of ramps um and such. The following additional streets are just for the road. um front and Pine Street. There's the concrete section that will be getting redone into asphalt potentially. Virgil water to the dead end which is down by the water plant. Um and then rule street all the way from 19 to 14 except for the school parking lot. So pretty large project. Um I do we have some estimates back that I could use for budgeting for the 2026 match. Um, based on that information, I budgeted enough that we could hopefully cover the majority of this.

Um, a few things. Um, we did speak with Scott Sturk, um, on Thursday because there was some trees in the area of the school that would need that are town trees that would need to come down before this project. He was completely fine. Um, what we had an idea on on how to connect a sidewalk down there, he had a better idea, which was great that we communicated that out. Um, so that's been taken care of. Um, I have talked to a representative at Pike Lumber Company about the area down there. Um, and I'm waiting to hear back for sure. And then we only had one resident that we wanted to get their opinion on. Um, Phil Allen down on Central Street. Um, he is in favor of the sidewalk as long as the street tree that belongs to us is removed. and I told him we would talk, but that didn't seem to be an issue because that was the only section. He did not I understand his concern completely, but how large the tree is, the sidewalk would literally be just feet from his house. So, um that was his only request. So with the scope of project um and honestly the agreement that's being presented by BFNS um it's a very re reasonable amount to engage their services for this project. Um they met Thursday with Anthony and I we went through all of this. They took notes on things that we kind of might have missed or um from our initial assessment. And so if we if the council approves the agreement, then they will consider get they'll work on getting the plans and everything together and help um with the submittal of the grant application. The reason I'm trying to include so much um this is going to be very competitive now where

they used to have two calls a year, they've gone down to one call a year and where people could get 1.5 million, they can only get a million. I mean, so there's several things to take into consideration here. Um, but that's what I have. So, if the guys have anything to add, I mean, I felt at least on our last project, they served us well. And I think starting from the get-go with them and going through the project, it'll be even smoother than maybe what we experienced when they came in halfway through. two ladies we met with the other day very oh phenomenally very good too they there's a lot that we didn't even think of that they

said that they can work within the scope of everything the other thing um tomorrow at noon there was a conversation at the last um CCMG project on virgin material and we made that switch over there's we're going to educate ourselves tomorrow at noon from noon to 1 there's a webinar that we're going to set in on um something about the base material with virgin material versus recycled and how it's actually holding up. Um so there's some component of it, right? And that changes specs or something. So we're going to learn more about it tomorrow. So not necessarily where we've been stuck on virgin material will be how we proceed with this next project

unless they make some changes to their product binder whatever maybe binder. Finder. I was like I just I'm like that's what I was

that was the word game. Um so anyway that's what I have. So you guys have questions well let us know. If not you can either and the total cost of their services was um $22,500. And that was what the application roadway resurface design contract documents bidding assistance and then engineering assistance during constructive. So and then um actually put on interment number two and three. So 46,600 unless modifications are made but 46,4600 sorry. That's what the engineers are are going to charge us, correct?

Yes.

Have we used these guys before? They've been around long before me. Okay. And they've done a great job. Wow. They just Yeah, they assisted. They're the ones that we hired and under contract with for the last CCNG project when we had changes and it was

a large project [Music] Right. We need a motion.

You choose to proceed that way. About what they charge last time about the same size as the project. Yeah. All right. I'll make a motion that we um accept this agreement between uh town of Akran and Butler Fairman and Cyford. Yes. Um for engineering services for the amount of $46,000 and $600. All

in favor? I and we have the employee handbook update.

Okay. So, annually there's always an update um that comes through from the focus HR. However, I had requested one section be revised. It's under the sick leave benefits policy. Um the way it read was a little confusing and it didn't match like vacation everything. So now it just the section reads after one year of employment because it was reading after one full calendar year but that's not what the other benefits stated. Everything was after one year of employment. So and we do everything January 1st. So anyway, it cleans up something that should have been done back last year um that was overlooked. And then um these other two um she's added a added a couple new policies. Governor Brun signed Senate Bill 409 into law which requires employers to provide employees with certain leave rights related to the educational activities of their children. The law went into effect July 1st. It is policy 606 under leaves of absence. And then also included is ghost employment policy that is required by Indiana code. It is policy 709 under employee conduct. So those two things just because of Indiana code were added to the employee handbook. So if you guys will just and I will have um these won't I'll get all the employees the current handbook and then they'll sign the back page. We'll put it in their employee files and we'll be good. But that way it stays current.

So maybe a motion to approve those changes. Right. I'll make a motion that we approve the changes in the employee handbook. um as stated during our meeting. Second it. All in favor?

I uh reports uh Justin incident report in front of me for last month. I attended two training sessions. one wall bash on sudden infant death scene investigation and then a suicide prevention at Rochester. Halloween safety will be the afternoon of October 31st at Akran Elementary. What day? Oh, the day of the 31st.

Halloween. Okay. October 31st that afternoon. Exactly what time yet, but they're working on that. And then how many for three hours will be 6 to8 Friday 31st?

Anything else? I'm sending out another round of ordinance violation letters uh before we get into um not so great weather. Okay. So, I think I got five or six I'm going to send out probably this week. Other than that, everything's going just for the record. You assisted us after we had sent multiple notices to people that are not registering their golf cart renewals and then you sent out specific from the police department. Um, I don't know, but one person that's made contact, and I know there's still individuals that are driving their golf carts. I mean, what do you suggest our next course of action?

I've not seen the two that I uh sent. There were one, two, three on the list that Dory gave me that I've not seen them on their golf carts in years. Okay. Well, but and that's fine if they're if they don't do they even have a golf cart anymore. They need to be removed from the list. Well, there was um I mean we can

one family that doesn't even has no ties here anymore. They were no less, but I didn't send them anything. And then there was another family that I think they've got two or three golf carts and I've not seen them on theirs in years. But the two that were definitely in question, yes, they got sent a letter, but I've not seen them on. Yeah. No, that's fine. I just It's one of those like we have it in place and hold people accountable. I mean, if

we if we catch them, we Thanks, Justin. Jake.

Um, yeah, I should have my report in front of you. Um, nothing major. Just kind of wait for the water tower guys to do their thing so we can move on in the next steps of that. Um on Thursday at 10:00, it's not on the report, but on Thursday at 10:00, we meet with the contractors that are doing the work at the water plant. Um just so they can get a a view of everything they're working with and and then locates have been called in for the water main. Uh so I think they're about serving forward with that soon. Um the other night when you called me that the water tower was overflowing. Yes,

that is the problem with the transducer here that I put in the report. Um, we're having to we tried running our plant automatically through the computer, letting it do its thing. Well, the transducer, which is what reads the level, was bouncing all over the place, and it would say that it was down to 110 ft, which is very unlikely. and it would kick both my service pumps on and fill the towers like that, drain the filter tank, yada yada yada. You probably have no idea what I'm saying, but you're right. I trust.

But we ended up flipping them over and running them manually. And the one day I just forgot to turn them off and they overflowed. And thankfully those ones didn't overflow for very long because when they were running on auto it overflowed so long it flooded out all the way over to Hoffman's. That was bad. There was guys working down there. Yeah. Instead of working. Yeah. The water tower crew was working down there. Just waiting through it. Slopping through it all. They said, "Has this been happening?" Yeah. Couple day. A couple day. Okay. A lot. A lot.

Um all in all, they seem to be doing they're really good work. So, we're happy with them. um the best communicators, but I mean I'd rather have not great communicators as really good work than really good communicators with really bad work. Um and then what else do I have? Oh, we completed our construction or combined sewer overload audit and wastewater audit on the 9th last week. Um, we already got the letter back. Did we already submit the Okay,

I have all the documentation, but the only thing that I mean, there's just a couple things they we got dinged on the um flow meters that USPS threw in an ocean somewhere for us. And I think there's just a couple of things, notes of they want this to be a little cleaner next time and whatnot. Oh, it wasn't bad. Um, but yeah, all in all, I thought it was a really good one. Yeah. Um, they were extremely pleased based on historical design. They were pleased with Well, they had to find something. Sure.

Oh, of course. Um, and then we start picking up leads on October 22ndish. I mean, if it gets really bad beforehand, we'll go out a week early or whatever. Um, or if it ain't bad, we'll wait a week after the 22nd. It just depends on what what the weather does and start piling up. Yeah. But other than that, that's all I've got. [Music] Um on here like with the AR tree service now coming the 24th. Have you checked to see if they could add some of those other trees? We didn't talk about it because I spaced.

No, it's okay. Yeah, but maybe those trees. Yeah, Bill's tree and then the trees at the school and then we could but the scum needs grind because that little island right there. Okay. Instead of so that way connects to the trail but also connects to the sidewalk around. Yeah, more than likely that'll be fine. If not, then we'll just schedule another date. That's all. Okay. But yeah, right. Yeah. I'm just trying to use what remaining funds we had for this year at all possible. Yeah. Yeah. Okay. Sorry.

That's it. That's it. Thanks, Jake. Thank you, Jeff. Andy, I do not have any Gosh. Wow. Have there been any payments made to Oh, I can check on that. I don't I I haven't got notice of any payments. I mean, I haven't either, but I just thought I would. Uh, and I think I I think I do have an upcoming hearing. We talked last time and I did file a motion.

I do not have to be present for that. Thank you. I've done my time. 22nd next week have a hearing on that. So that's a uh she's ordered to appear and explain why she hasn't paid at the hearing. So but I guess I do have I don't have to worry about memory or Rebecca or Yes. I just wanted that. Fair enough. After what I the hot seat. Yeah, I get it. I appreciate it.

I don't have it. Okay. Um I I do have one thing, Andy, and this is what I

emailed you about as far as the um depot. Did you talk with um Heather about it? Is there is there anything the town needs to do or can do or Yeah, I Yeah, I did email her uh say August 29th when we talk. Um and she said property is zoned downtown commercial. It does comply with zoning. Hopefully, whoever buys it, takes care of it, will continue to uh comply with zoning. No open permits on file. And yes, she agreed with me. The BCA issue had to do with the coffee shop meeting room at home and nothing to post. So, um no, there no open actions or permits or any anything expected from her. That was Friday the 29th. She backs.

Okay. I had two things to report on. I don't remember either one. Yeah. But yeah, I did email. Well, thank you for checking into that part. Appreciate it.

All right. Well, let's move on. Uh, ordinances and resolutions. Uh, resolution 09-15-2 2025, a transfer of appropriations, just standard trans or transfers. um my line items on some of the subscriptions and dues just uh increases of that. So I'm taking out of I have excess funds in my office miscellaneous and then on the public safety side there's a fire line. Uh there's had to be some repairs to engine 2. Um so I'm making a transfer from the equipment line to repairs and maintenance.

Okay. I make a motion that we accept resolution 09-15-225. Um, do do we need the total bount? Yeah. $1,500. Second. All in favor? I have and the dockets uh uh $168,76718 and payroll allowance dockets of $34,60825.

The dockets you'll see are a lot more pages this time with the change over and how it migrated in. Um, it won't be it'll still be as detailed, but it won't be as lengthy moving forward. That's just how it had to come across when converted.

Um, as you're looking through there, you will see that the easements have all been recorded, the auditor and um, reporter's office for the Wamine extension replacement. What are they doing there at Sonokco? What did they what did they replace there? They're getting ready to play replace their water. They put it in this weekend. Yeah, it's in. I watched them. Yeah, they dug it up and had it all. It was on Sunday. Saturday, but they did it Saturday and Sunday. They Saturday afternoon they put it in their water. Their little I guess it's Yeah, it's their little water man. Yeah, it's a it's our service line at their water.

Yeah, on it's in their drive. Okay. Um Oh, wait. I'll make a motion that we got the dockets of 168,76718 and the payroll allowance dockets at 34,60825. All in favor? Hi,

one last thing before um you got a call today from Mark Sullivan. Um he was on the fence of whether to come or not. Um just kind of give an update on the last meeting with the SRF and sewer project and things. Um I told him we didn't have a full board and the guy that's been working on stuff in his office is on vacation this week. So I told him um let's push it out probably that very last week of September first week of October to have a special meeting where we can all come back together and meet then. So hopefully in the next day or so I'll have a date and a time to provide to see if that works for everybody. So go ahead.

Um that's it. Anybody have anything else? those uh the New Yorker bill apartments, there's uh 14 of the 16 units we rented out though. The other two just aren't done yet on a remodel. So we went from four to 14 and most of them are from out of town really. Well, yeah, at least half of them out of town. Yeah. So maybe do more. They got a landscape. I've never seen on the inside, but the outside looks really nice. They're good. The drive looks nice.

They're good. And they're getting ready to I get estimates from Joe Dirt and another guy to do the landscaping around, too. They brought a new shed in down there. So, they're uh they're doing well and they should be filled probably those two units will be done by the end of next week. And I would say by the end of September they'll probably be filled because they and they're actually putting people in before I would like because they're there's still like a little a few things that need to be done but they want to get in there. But but yeah, 14 out of 16 units are that's honestly when we drove down there last Thursday just to see the vehicles and the people like it it's lively.

Yeah. Vehicle there's people sitting outside. There's Well, that's a change. Yeah. Yeah, it's pretty it's it's turned into a pretty decent little community. So, good. Yeah, that's good to hear. Okay, if nothing else, uh we'll join the meeting. for