Board of Public Works and Safety and Common Council - Regular Meeting

You know, I don't know. Okay, I'm ready. You ready? Good deal. So, we got Okay. All right. Here we go. You guys ready? Yep. I call to order the January 12, 2026 Board of Public Works and Safety meeting. Roll call, please. Mayor Lenberger, here. Paul, here.

Echer, absent. He uh is trying to get to the second meeting trying to get to a place he's traveling. So here tomorrow here. Thank you. Um I'll entertain motions to approve the minutes from our last meeting. So moved. Second. Have a motion in a second. Any further discussion? Hearing none. All in favor say I. I. Those opposed? Nay. Thank you. Anything from the board members this evening?

All right, let's just jump right into our utility. Donnie, anything this evening?

Thank you, your honor. uh was part of the 2026 budget for the utilities, we have uh identified a replacement of a 1993 Ford uh dump truck. Um we would like to uh request permission to solicit quotes for that replacement. So moved. Second. Okay, we have a motion and a second. Any further questions or discussion? Hearing none, all in favor say I. I do. That's it. Yep. Okay. Thanks, Donnie. Dan, anything this evening? I did not have anything tonight. Dennis, I know you do.

You weren't here last meeting, were you? We got a break from you. Yes. And it get sick and come down with I don't know what I had. So, yeah. Open them.

You can open them. All right. We'll get something. Okay, these are quotes for specialist remediation for the point apartments. Are there any more? Third one is from Environmental Services Incorporated out of North Liberty. Uh $80,534. 80. Say that again. $80,534.

One. Uh, Spley Systems of South Bend, $199,900. And optional an additional $28,150. The what optional removal of a speesus containing floral Last one is from EMS incorporated environmental management specialties. Uh ceiling is $99,8920. Flooring is $29,613.72. At this time I would like to take these under review that motion but the first one for the envirro is what is a minute to go through According

to this, it does remove the tile and mast. All right, we have a motion in a second to have Dennis take them under advisement and look them over closer. Um, any further discussion? Uh, those of favor will say I. I. Do we need roll call since Do we need a roll call? Don's not online. So you can Yeah. Okay. Yeah. All right. Those opposed say nay. Okay.

Plus, in my 26 budget, I have to replace the 2012 Dodge truck and I would like to get board's permission to be able to solicit quotes for a new truck. So move. Second. Okay. We have a motion and a second. Any further discussion? All in favor say I. I.

Those opposed, nay. Hi to thank you. Good evening. Uh first off, I want to talk about the ambulance. Um um we had decided to look over uh think about different ways we might be uh getting rid of the ambulance versus the bidding process we did last meeting. Um while I was um over the last couple weeks, Chief Weir came to me uh wanting to look at that ambulance and saying about doing an inter departmental transfer with that that they would like to uh take that asset over and uh I'm fine with doing that. Uh we have done the paperwork with the clerk on that. So I'm looking for permission to go ahead and transfer the ambulance over. And if you have any questions for what they want it for, uh you can ask him because that's above me.

Any ideas what you want to do with it? We're going to utilize it for an evidence vehicle and a command type vehicle. I think it'll be a multi-purpose type vehicle. Good move. That's great. Yeah, it's awesome. Okay, I'll make a motion that we allow the trans between the fire department and the police department of the ambulance. Second. Okay, motion and a second. Any further discussion?

None. Before you vote on that, um whether you add it to your motion or make it a separate one, um I'd like you to formally reject the one bid that was received. Uh the reservations in the bid advertisement does allow you to reject any and all bids. So I would request you formally you want to add that to your I will add to my motion that we will formally object to the bid that was submitted rejected. We reject second that we still have a second. Okay. Now we do

any further discussion hearing none. All in favor say I. Those opposed nay. Very good.

All right. next time and have bids to open for the fire department vehicle that we put out for co. Are there any more? Uh, the first bid is from Oliver Ford, a 2026 Ford Expedition SSV utility vehicle. Um, their price $51,724 uh minus $2,500 on a trade in for our current two 2013 Ford Explorer for a net price of $49,224.

You don't plan on trading that in though, J. Are you trading that one in the the Explorer that we're currently Oh, the Explorer. Yeah, not the Expedition. The Explorer. Okay. Yeah.

And then uh the next one is from Rochester Ford. They have it at 59 $59,995. uh municipal discount 7,311 for a sale price of 52,684 uh tradein value on the same Ford Explorer of $3,000 which brings it to $49,684 the same as 26.

Yes, I'm sorry. Yeah. 2026 Ford Expedition SS building. What is the SSV? Is that the special service vehicle? It's or it's the government fleet vehicles that can be converted to emergency response vehicles. Does that have like a better brake solution? Mhm. That's like with the same way we went with the current vehicle that we have. It's that same style. So, um I would like to take you on their advisement, make sure that they have everything listed that we needed and uh make the decision next two weeks.

I'll make that while I was reading something to you. Do you have a motion? I have a motion. Do we have a second? Second. Two seconds and All right. Uh any further discussion hearing? None. All in favor say I. I. Those oppos. Very good. Thank you. Chief uh Weir.

All right. Um I sent out an email with our 25's uh department's activity. Anybody have any questions on that? Seems like the activity took a huge bump from prior two years. Yes. It's just keeps growing.

Is that because of of management and you're being more proactive with um I believe that's part of it. We're full staffed and um then this is growing. So combination of everything I think so which is good in a sense but not so good when you look at some of the things. So but they're doing their jobs. So yeah, good job. Thank you.

And then I wanted to get permission for to uh get quotes for three new squads that are in my budget. move. Second. We have a motion and a second. Any further discussion? Hearing none. All in favor will say I. I. Those opposed? Nay. Very good. Thank you, John. Right. Shoot. Street Nor.

A couple items also. Um, first one is we get through all the leaf piles, everything that was around town. We did work on that between snow storms or light snows. So, as long as people would not keep breaking on a nice day and just bag them or something, but otherwise we got through those. And then the other thing is I'd like to be like everybody else and ask spend a little money tonight and work on um my two capital expenditures which is a four 4500 series dump truck and a lawn mower that's in our budget. So I'd like to start working on that to look. So just want to get that going and

make a motion to get Okay. Thank you very much. Second. Got a motion and second. Uh any further discussion? Hearing none. All in favor say I. I. Those opposed? Nay. I got a question in regards to the leaves. Have you gotten all the way through the city from the from the fall schedule and picked up everybody?

We started and we almost we made it through basically two more times on picking up what piles were there, what we could pick up out of the streets. Um, like I said, still once again, you put a timeline on even in the fall and no one can get it done by then. Um, I'm just wondering if we shouldn't put out some kind of statement that they the only way they're going to be picked up is if they're back, right? And and we can do that through social media with Laura. And yeah,

we do put out a that flyer every year, too. And that gets about half the people even though it's sent out on every water bill. But yes, we'll work on that and then we'll go from there.

Okay. Thank you. Thanks, Jim. Mike Collins. I have nothing tonight. Thank you, Mike Height. Nothing tonight, your honor. Bill. No, it's here.

We are um opening bids tomorrow night in the board of aviation meeting for uh logging our north woods. Um, with the taxiway being complete now, we're looking at our property to the north to be able to develop and add um, more hangers and buildings for the airport. One of the things in our eventual plan is to hopefully purchase the property to the east end of the airport that owns. It's a 25 acre field and our woods goes right up to the end of that. So part of what we're doing in logging the woods is we'd like to log the property line between that property and the airport's property. And there's uh some pretty valuable trees right on the line. So we have an agreement that Jeff drew up with um ITM Pope to um split the proceeds of the lumber that's on that property line so that we can get it all cleared completely. They've already agreed to it. We have not signed it yet because we wanted to present it here and get your approval for making the agreement with them. Um once we open our bids, we'll go back to whoever we award the bid to and get a number from them for how much that value is on that property line and then split it with IT code.

Do do you Jeeoff, you need that approved or it's just something you're going to do? Yeah, because uh the the airport property is owned by the city, not by the airport specifically. So, as the administrative body of the city, we'd ask for your approval for that agreement so that they can go forward and to log those boundary trees. Yeah. I'll make a motion that the boundary tree agreement between ITMCO and the city of Plymouth or the part or the a city of Plymouth City of Plymouth be approved. Second. Okay, we have a motion and a second. Any further discussion hearing? None. All in favor will say I. I. And those opposed, nay. Very good, Bill. Thank you.

Thank you. Okay. City attorneys.

So, you do have a resolution number 1226-1188, a resolution of the city of Plymouth to amend the complete streets policy. Um this is mostly procedural because we now have a full-time plan director who's taken over um uh chairing the complete streets committee. Um we've been looking at things that uh can be streamlined and also there's been a lot of work done both within complete streets and within the zoning ordinance to try to make sure that they um they they don't contradict one another. So this really streamlines that process. However, um I am going to request that uh you not only pass this tonight, but that you amend it before passing it. In paragraph C, that is in bold. That's a new paragraph. It states that um temporary waiverss may be approved by the plan commission. However, the plan commission has recommended an amendment to the zoning ordinance that would move waiverss to the board of zoning appeals. So again, to make sure these aren't contradicting each other, u assuming that the city council approves that uh zoning ordinance update at the next meeting, I would request that you amend this resolution to replace plan commission with board of zoning appeals. Why is it important that the plan commission take that over or don't they have a board for that? Just ask for well waiverss. Um so the the reason for the amendment that particular amendment to

the zoning ordinance is according to statute and normal procedure the zoning ordinance sets out all of the development standards all the rules that that have to be followed for development in the city and according to statute anytime you want to vary from those standards the procedure is to apply to the board of zoning appeals for a variance from those standards. We had an anomaly in our zoning ordinance where um the requirement to install sidewalks for some reason was placed with the plan commission and not the board of zoning appeals. It creates uh confusion first of all, but also it doesn't comply with the normal statutory procedure. So, at the plan commission meeting last week, we recommended that uh an amendment to the zoning ordinance to remove that from the plan commission and put it under the authority of the board of zoning appeals, which we think is where it should be. And they did send that with a favorable recommendation. And this would when when I drafted this from uh Tai's notes, I wasn't thinking about that and I put it in as plan commission because that's where the waiver was at the time. But making that change to the zoning ordinance, we should really make it in this red.

When you hold him, you have the sweetest book on your so that everything is serious. I love that streamlined. But the the ordinances that I'm reading tonight pretty much put the plan director in charge of about all of it.

No. And and I'll let Ty address that when you get to those amendments in the council meeting. A lot of it is just streamlining the procedure. There are some steps that um don't require a full plan commission review, especially the preliminary steps, but uh again, I think Tai can better answer that question when that comes before the city council later. Okay. This is really just to uh simplify the process for the complete streets policy and to make sure it aligns with the plan commission or the uh zoning ordinance. So, what I would ask for is first a motion and second to approve the resolution and then before it's voted on, I would request that uh you amend the resolution to make that change.

I'll make a motion to approve resolution number 2026- 1188. Okay, we have a motion. Do I have a second? Second. A motion and a second. Uh, any further discussion? Now, would you like to No, I'd request a motion to amend. Do we have to vote on this one first and then amend it? You'll have to vote on the amendment first and then vote on the ordinance or the resolution. So, the amendment would read BZA versus plan commission is really what, right? It's to replace plan commission in paragraph C with board of zoning appeals.

All right. Do I need to withdraw my first motion? Okay. No, because the the resolutions on the table now you're voting you're making a motion to amend it. I move that we amend resolution number 2026 1188 to read under part C instead of uh the plane commission the voting the board of uh of appeals BCA. Okay. Now we're going to have to vote on his amendment. Need a second. Oh, we need a second. I'm sorry. Now we vote on that amendment. Now you' vote on the amendment.

So um I apologize for making this confusing. I did. Okay. We have a motion second on the amendment. Uh any further discussion? I just got one quick question. Putting it this way, the way we're putting it, um, I understand that Tai would be in charge of it. What's that do to the board? Does it keep everything the same? He's just going to bring the information or can he make those changes without the board's approval? Not our board, the board that comes in. That that guess that's my question before I decide what I want to do.

Okay. So, and Ty, I'll let you speak to it also, but uh it allows the plan director to approve exceptions that uh follow the procedures of the zoning ordinance. So just like any decision made by under the building department essentially because plan commissioner falls under the building department. Any decision that either Dennis or Tai can make is under the authority of the zoning ordinance and can be appealed through the board of zoning appeals.

So the difference in what's operating currently? Yes. is that right now if there was to be a waiver for the sidewalks themselves, sure, it would technically have to come before this board before any other action could occur. Okay. And in order to streamline that process and make it faster in order for developers to be able to move forward or get answers, it's bringing it before the board of zoning appeals without having the extra step of coming before the board of public works as it's reading currently. So I would review a request. Yes.

And indicate that they would need to apply before the board of zoning appeals assuming the amendments at this board and the next are approved. But isn't the zoning of appeals isn't there a board that you have a meeting with? Correct. Where are they following this? Are are you talking about the complete streets committee? I'm talking about this one here. Nope. Yes. The board of zoning appeals is its own board. Okay. But you still work with them. Correct. But you have the right and authority to make decisions without going through them.

If it meets the standards, so similar to a building permit, if it meets our standards, it's able to move forward. If it needs a variance to not meet what is requested under any of our ordinances, I still have to take it through the boards. I don't I do not have unilateral authority to give it the approval. That's what I would that still relies on a board. We're looking to consolidate that both with how the complete street policy reads and how the zoning ordinance reads. Currently, they're combative against each other. We're trying to put that all under one s simple process with references. Yeah, correct. Okay, that makes sense. Thank you.

Thank you. Okay, we have a motion and a second on the amendment, right? Yeah, that's where we're at. Um, any further discussion on that? Okay, hearing none. All in favor will say I. I. Those opposed, nay. Okay. That that passes. Now back to the Sorry. So now you have a motion and a second for the resolution resolution that has now been amended. We do have Yeah. So you can call that. Any further discussion on that? So that's basically going to be an R.

Yeah. Twice. I'll make a motion we pass resolution number 2026-1188R on second reading. First reading. It only requ

Didn't we already have a motion to second on that? Didn't No. Not on the R. Sure. Okay. I need a second. We got a second. Second. Got a second. Okay, we can move on now. Anybody Any further discussion on this? Hearing none. All in favor say I. I those opposed. Nay. Very good. Okay. But for you, that's the only thing I have. Good. That's how you learn. Uh Len, anything this evening?

All right. Um down to number eight, approval of claims. I I make a motion we approve the claims. Second. Have a motion and second. And any further discussion hearing? None. All in favor say I. I. Those opposed. Name. Acceptance of communications. I'll move to accept the communications in our packet. Got a motion. Have a second. Second. Got a motion in a second. Any further discussion? Hearing none. All in favor say I. I. Those opposed? Nay. And number 10. Motion to adjurnn. Very good. I move it. Okay. Order till 10. Yeah.

Is that a yes? What's that? Good evening and welcome to the January 12th, 2026 common council meeting. Councilwoman Star, would you lead us in prayer, please?

Pray with me, please. Our gracious and heavenly father, we come to you tonight with new things on our hearts and minds. We just ask that you be with us as we discuss things and go through the growing pains of this great city. We ask that you be with everyone here in special needs and for those who are grieving for the loss of loved ones or for those who need your special prayers for special touch for illnesses or things that they just don't quite know what to do. We ask that you especially give us wisdom and guide us in the decisions that we make here today. Please put a hedge of protection around all who serve in and for this community and keep them safe and keep us safe and our families for whatever we need. And we ask that you be with us again as we commit this time to you. In your name we ask these things. Amen.

Amen. You join me in the pledge of allegiance, please. I pledge to the city 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.

She's too short. Hold on. Oh god. All right. Go ahead if you would please. Roll call. Councilman call here. Brea here. Longer here. Wner here. Maro here. Star here. Okay. Would somebody like to make a motion to approve the minutes from our last meeting? I'll make a motion for the minutes. Not minutes. Okay, we have a motion. Second and a second. Okay.

Any further discussion? Hearing none. All in favor will say I. I. Those oppose? Nay. Thank you. Um All right. So, um anything from any of the council this evening? Nope. All right, we'll just jump on down to reports. We have Yeah. Did you got my email on that, right? Okay.

Took a while to find where you put it at, but I found them. Um, appointments for various boards and commissions. Mayoral mayoral appointment for historic preservation commission requires three appointments. The term will end December 31st of 2026. They are Mike Miley, Bob Garrison, and Kurt Gardner. The council appointment for the board of zoning appeals alternate Mark Reer. We need a motion. Motion just Those are your appointments.

We have one for council, but there was one for council. Was there one for council? Park record for um alternate BZA. Yeah. Then then yes, for council appointment. Yeah. Motion. I'll make a motion we approve the request. Okay, we got a motion. Do I have a second? Second. Motion second. Uh, any further discussion? All in favor say I. Those opposed? Nay. Thank you. Mr. City Attorney, I'm going to let Ty take first part. Okay.

Good evening. I put a PowerPoint presentation together for this just to make it a little bit more visual and easy to jump along through. So for case PC 2026-02, we have a four-part amendment going through articles 6 and 11. To break it down and make it much simpler, we did the amendments within red and the existing text within black. Um this first portion uh for those of you that were in attendance for the board of public works, this is that continuation and sistering amendment to the zoning ordinance section. Um where it goes through and indicates that for sidewalks under article 6, chapter 190, which is the public improvement standard section referring to sidewalks under section B, we are seeking to strike unless an exception is granted by the commission, meaning the planning commission itself. So that is going to continue to follow the BZA process for variance of development standard. Um any questions on this portion right here? No. Okay. So sections 2, three and four will follow through um for article 11 and the subsequent sections. These are in relationship to uh the difference between SHA and May in terms of inclusion of supplemental information for uh variance applications in this uh portion of the revision as well as the representation aspect. Currently um it reads petitioner and any representative but if any representative attended without the petitioner they would not be allowed to be heard that evening. So if you sent your survey or engineer or attorney of record to attend that meeting, unless the petitioner or the individual actually applying for that project, you wouldn't be able to move forward

with that. So we made that amendment to be petitioner or any representative. Likewise, the same thing for the special exception process under chapter uh 030. um same shall and may and an or being adjusted in accords same exact process. And then section four uh there's a couple different pieces to this one uh because of the zoning map amendment uh continuing uh and being consistent with the supportive information may be included not shall be included and within that striking the requirement for a site plan because site plans do not have anything to do with reszonings. They may be additional information but is not beholding to the individual that's going through reszoning process. And again continuing on with the TRC petitioner or any representative rather the petitioner and the second portion of section four because it didn't all fill on one slide. Um this follows and continues the public hearing process rather than just the TRC and um making the amendment to petitioner or any representative not petitioner and any representative. So through all that um giving you the brief on the analysis the updates split into a couple different sections where the section seeks to symbolically amend the variance procedure and proposed amendments to the complete street policy for sidewalks. Currently, the process is complicated and not proper and needs to be simplified. And then the following sections below that uh seek to amend the information that's required when submitted and make better sense of who's required to be in attendance at those meetings. So for council's determination this evening, uh the plan commission recommended approval with staff recommending approval before that, but it's your determination decision uh that makes that alteration. questions for staff.

Just clarify things. Yeah, that just pretty much administerial. That's the end of it. It was clear as mud when I read it. There's a lot to it. I'm just trying to streamline and set things up in a way that we're either doing it properly or trying to fix it to the way we have been operating and making the words follow that. Your explanation earlier really set me off in a big way. Change of one word makes a big difference sometimes.

Yes. I I have just a question as far as the representative and certainly understand uh uh a legal representation or an employee representing the company. But when you say representation, could that be anybody uh that would come in and say, "I'm that representative." Uh I know not just like that, but don't they have to be tied to the projects? Usually somebody's gonna be tied to that project. Uh, a random individual usually isn't going to be that.

I I didn't mean random, but it seems like we shouldn't be dealing with a a friend. I'm going to send my buddy. Uh, no. That um, we usually tie it back to the owner

or the uh developer of that project. It's typically going to be in association with that individual is there to provide supplemental information to provide clarity on that project. Uh very rarely will you have a representative of minimal decision-m capability uh attending otherwise that's a huge risk on the developer to attend or send an individual uh to that meeting that's not going to be able to make a final determination. We make that by the board. The same question was asked in the planning commission, too. Correct. Yeah. You're comfortable with it?

Yeah. I actually don't I had a little heartburn about giving up the sidewalks because I I feel like if we're going to have a rule, we should follow it. But it does get governed over the BCA. So, I did ultimately vote yes for this as well. Shiloh was on the she can speak for herself, but she's also on the plane page. All right. Thank you. You're I'd make a motion that we uh pass PC 20226-02. Second. We have a motion and a second. Any further discussion? Um you want to roll call about that. Don't need to. Okay. All in favor will say I. I. Those opposed? Nay.

Very good.

Excellent. Thank you. and then 2010 uh uh PCO3 uh for this project it's split into two pieces and this is all in relationship to the zoning subdivision ordinance. Um so for section one uh currently if you have two lots within a subdivision itself um you can only go through the administrative process if you're removing the lot line between your two properties. But if you want to adjust it to slide that lot line one direction or another to even up property or to um clarify an existing fence line or shed or whatever it may be, you have to go through a significantly longer process through the minor subdivision rather than not having to attend a meeting at all. And so we're seeking to amend that process where replat not requiring a hearing um have to meet certain requirements. One of those is currently interior lot line removal. We're seeking to make that uh internal lot line adjustment. So if you have two properties that are a sixth of an acre and 4/10en of an acre and you want to make them both halfacre lots, you could go through the replat process and get Dennis to sign off on that project. Whereas currently you cannot do that. You must come in front of the planning commission for that approval. Even though both of which would have to meet the minimum lot requirements as specified within the zoning ordinance, it would save uh time and money for the developer or the property owners that are seeking to make those amendments. Um and the additional uh comments on including or adjustment and no increases or or to further um accentuate that uh term definition from removal to adjustment.

Would the same hold true if you're just going to make it one large lot?

You could still remove the lot line itself. Um you' be creating one less lot within that subdivision. There's been no issue with that. It's u we've had a recent request to amend an existing lot line and the only way they would be able to do that is to go back through the surveyor, create a minor subdivision only to simply adjust that lot line itself and then come before the planning commission, which you could be talking a couple months at that point. Whereas if you work with the surveyor, the project is drafted and done. Dennis could sign off on it within probably 48 hours or less depending on his schedule and time frame provided. So trying to make it uh simpler and more business friendly. Second portion uh to the ordinance is uh again trying to make the process simpler where currently if you're doing a minor subdivision uh think four lots or less um could be a two lot could be four lots and currently it reads that it shall the plan the plan commission shall review a sketch plan a very basic drawing of what's your intention of uh going before the planning commission later before going out and hiring a surveyor which is a great service, but we could provide that in staff unless it's something a little more complicated or something that needs to go through TRC and get additional comments on that. This removes that process and allows the individual to be able to uh retain uh a surveying company or engineering company sooner to be able to push their process along a little faster rather than attending as a requirement. uh going to the plan commission even though there is no public hearing associated with that. So two uh relatively minor amendments that will have a big impact on those seeking to use that portion of the subdivision ordinance uh for simplicity.

Uh so through these two amendment sections, it'll create uh better clarity and reduce the amount of potential plan commission case work and reduce lead time on projects and develop uh while still addressing the intent of the ordinance itself. Uh so it's now up to your determination. uh with plan commission's recommendation of approval and staff recommendation of approval that came before that questions for staff mud. I make a motion we pass PC2026-3 second. We have a motion and a second. Any further discussion? Hearing none. All in favor say I.

I. Those opposed? Good. Excellent. Thank you very much. Thank you. Thank you. Anything? Lindy, do you have anything else?

Okay. You do have a couple of ordinances for first reading. Ordinance number 2026-2254, an ordinance to repeal and replace sections of the code of ordinances of the city of Plymouth concerning the commercial revitalization rebate program. Um, we don't always have discussion on first reading. I do want to give you a heads up that uh this is a result of a lot of work the last couple of years from a subcommittee of the um comprehensive plan committee and I've already had a uh recommended adjustment to it from the clerk treasurer. So the version that comes to you at your next meeting for second and third reading uh may have some minor changes to it. Love to hear feedback from anybody else. Um, I've not heard uh really any other recommendations from that committee. So, I think they're satisfied with it, but uh yeah, unless you have any questions. This is only for first reading, so it doesn't require any action.

It it does state in here, I I'm trying to find it, that um it said something about over the years that there's been a lot of money taken out of that. So, I think in the the preamble, the um purpose and intent section, which is really just kind of an explanation of of what this is about, um I believe what I said in that is that over a million dollars of private investment has been leveraged by this grant program. Who has paid that? We haven't spent a million dollars.

Well, I agree with that. Okay. Um we we also are looking at amending the fund agreement with a community foundation to uh realize better returns on that investment. So we should have continue to grow that fund and have more money available in the future hopefully. But but for the the grant program itself, city has not spent a million dollars. No. Okay. Um the other question I have is why the reduction down to 10,000.

So the the committee reviewing it um we looked historically at the uh projects and the rebate grants that have been awarded and uh traditionally most of them have been relatively small projects well under um that $10,000 threshold. And the idea was if they're going to be smaller projects and we're going to limit the amount of of money that's appropriated for this fund every year, then bringing it up to a 50% match can be a greater incentive while keeping the overall project size lower so that it doesn't get used up in one or two projects. So if the old pilot news building puts on a new roof alone be over 150,000 but the most they could get is 10,000

according to this proposed policy. Yes. I I would like to see it. I'm sorry. I would like to see it go a little bit more than 10,000 to be honest with you. I mean, see, what is it right now? Is it 25,000?

Right. Right now, it's uh limited to 20% of the project with the $25,000 cap. So, and like I said, the the committee felt that it would be more effective if it was a greater incentive, but kept it small enough that it could be spread out among many projects rather than the the larger projects that use up a lot of the budget to try to spread it out among more smaller projects around the city. That's our average annual um request. Like how many do we is there dozen requests a year or is it

I don't know if I can give you an average six or seven last year and and two of which were at 25,000 all the rest of them were under 10. Yeah. And then historically most of them have been smaller. We've had a couple of large ones recently and that was part of the consideration of that committee is we we don't this is not a large enough fund to be able to continue doing those large rebate grants to be effective to be most effective. It should be spread out among more smaller projects was the feeling of the committee.

Okay. Any other questions?

Okay. The other ordinance you have on first reading is number 2026-2255, an ordinance of the common council of the city of Plymouth, Indiana, implementing a fee for non-emergency responses and lift assistance at residential care facilities. Any questions on that? Okay. There is there is also one resolution, excuse me, resolution number 206-1189, a resolution of the common council of Plymouth, Indiana, adopting Indiana code section 523, authorizing the release of a request for qualifications and proposals under Indiana Indiana code section 523 and taking certain other actions related thereto. So what this is is, as you know, the city has been working on design, a preliminary design for a new fire station, police station, a a combined emergency services building. And we are looking at the possibility of using the build, operate, transfer method under Indiana code or bot or bot. Um, it's it's a purchasing program the city of Plymouth has not utilized before, but the result is a guaranteed maximum price for the entire project uh in some way similar to the programs that have been used by the wastewater department in the past except that this would also incorporate the architectural the design work and and really any aspect of the project. The idea is that you have one final price that is competitive at the beginning and once you select the team that will work on it, you already know what that maximum final price will be even as you

make adjustments and have some flexibility throughout the design and construction process. In order to even consider that, the very first step is that the council has to adopt this resolution saying that you want to utilize that section of Indiana code. Uh if you approve this tonight, then our next step will be to put together an RFQ and RFP uh proposal that we will then send out to many of the partners that we've talked to that uh may want to bid on that project. So, this resolution just really authorizes the city to move ahead with considering this as an option for the project.

Uh, make a motion to pass resolution 2026-1189. Second. Okay, we have a motion and a second. Any further discussion or questions? Hearing none, all in favor say I. I. Those opposed? Nay. That's all I have for you. Thank you.

Next on your agenda, you have um Amy Nap, Senate Township Trustee, who would like to present an overview of her budget from last year and um for 2026. Amy, you want to come up? Amy,

I'm Amy Nap, center township trustee. Um, I thank you for having me tonight. And townships have three functions. Um, first is fire protection. Second is township assistance and third um can vary from township to township. It it can include um parks, recreation, community centers and um cemeteries. And so for myself, I have uh nine old cemeteries and a historic church that I take care of. But tonight um I want to mostly talk about um township assistants. And I brought in um a paper for you to look at. It's a screenshot um from my state board of accounts um approved Tom's Web, my software. I didn't have my annual financial report finished yet for 2025, but with housing being um talked about a lot and at your last meeting, I thought some of my numbers might be a missing piece of the puzzle that might help you all. Um and in my position, I spend a lot of my time, probably the vast majority of my time, um taking applications and assisting people with township assistance. In 2025, I had 102 requests. So, I'm extremely busy seeing people every day. That's what I really do spend the most time on. And I actually um financially assisted 88 either individuals or households with some financial assistance from one of my line items. Um my total budget in 2025 uh was 136,500 and I spent um on helping individuals and households $12,000 $264.16. And I thought it would be important just to help you all maybe make a decision looking at um how much is needed or how

much is spent. and and this money is taxpayer money. I think that's what's important. Also, townships are funded by property taxes and that's taxpayers money. So, um the paper that I have for you to look at, if you look kind of in the middle at like 2 A, um 2C is shelter. And so, for me, um shelter, the state considers hotel nights, homeless nights, or shelter nights. They don't consider that rent. And I spent a total of $21,640 on 689 homeless nights, hotel nights in 2025. And 167 people benefited or stayed in that hotel room for that amount of money. And then for 2D, right below shelter is rent housing. So the majority of that is rental assistance. Um, I did assist a few people with mortgages. Um, but the vast majority of that is rent. And in 2025, I assisted 98 households actually received a partial rent payment. Um, also I do a lot with utilities. Um so 2e um 115 households received utility assistance for actual disconnects and the amount I spent was $27,76146. Um so different other line items. Um we also help with burials and cremations. I did eight of those last year for $10,200. That's at the top at 180. Um I also help with food. um transportation. We have a contract with the Marshall County Council on the Aging and Center Township. All eight years I've been trusty, we've given $5,000 because we refer so many people um to

get rides through the Marshall County Council on the Aging. And the other contract um is with Bread of Life. We give $4,000 and I've done that every year for eight years also to help with food because we refer so many people for food and um neighborhood center. I don't have a contract with them, but I do assist um helping with food for their baskets for uh Christmas and sometimes Thanksgiving. And this year we did Thanksgiving. So when you look at all the help that we gave, um I have a lot of partners also that I think are great in Plymouth and Marshall County. Neighborhood Center, Link to Hope, Salvation Army, Sister Connie Bach, Catholic Charities, other churches in the area, and the Bread of Life is the main people that I collaborate with. And I feel like we really do help a lot of people that are needy and just do need a, you know, a helping hand up. Next year, I budgeted a little bit more each line item because there is such a need especially for uh the rents and utilities and housing. And I just I hope this helps you guys because it is taxpayer money and I just think maybe you didn't know individually how much the township did help and and and again taxpayer money. So if you have any questions for me, I'm happy to answer any questions.

Thank you for coming. I just hope that because I thought that maybe was missing when you guys talked about rent at the last meeting. A lot of money is spent with the town and I can handle emergencies, you know, and like with the point when that happened. I was the first one I think we talked on the phone a lot for that. the township did help pay for the first week myself about the townships before kind of being mayor. I didn't realize all that you guys do, but I've learned over the last couple years and it's a lot and uh yeah. Well, really appreciate this is good information. I mean,

um I'd have liked to seen this when I was a council person, too. So, yeah. And maybe I could comment the Emmy at the beginning of every year just to highlight how much that you know because it really is all Plymouth Center Township is Plymouth and what you do for our fire protection services too. That's a big help. So and I do have my numbers for that just um for the fire contract for this year. Um what was approved for my budget 220,772 and I always make two payments. So that'll be two payments of 100 or 110,386 each in uh June and December. And that's cent's portion. That's I don't know what west portion is because we center west and with city.

Yeah. Do you know what you did in 2024 or 2023 before the point and everything? Do you have those numbers?

Um I didn't bring them with me tonight, but I could provide them. I think every year it has steadily I've been spending more and more and I'm hoping that maybe for 2026 I budgeted more for every line item and it was approved for my budget with my board and with state board of accounts. I'm kind of hoping that hotel maybe will ease off since the red rock is closed and we only have one hotel. Um, but rents have gone up and it's extremely a lot of people I think are struggling because rents are so high and sometimes they're short just you know a few hundred dollars. Um, and then other people come in and they don't have any other rent. So it could be an illness, they missed work because they are sick or they're in between jobs, can't find a job. I mean there's a lot of different reasons that people ask for assistance, but I do think the numbers have steadily gone up. Is is is there a certain requirement that you know ask people?

So when they come in to fill out the township application, it's like seven, eight pages long. They have to first show me their ID, Indiana driver's license or ID and it has to be up to date and they have to be in center township for the them to get help in my office. Otherwise, I'll refer them to the appropriate township trustee in Marshall County or or elsewhere. And then um I look at income. So, it depends on how many people's in the household and I just follow the same guidelines like that energy assistance uses to see, you know, if they qualify or if they're over the income. And then, um, you know, I I I I kind of do an investigation. I listen to why they're in here. Why are you asking for help? Um, I do a lot of counseling. Sometimes I feel like try to send people different ways. Case management. Um, but I'm so busy I can't be everyone's case manager, but I do the best I can trying to make referrals to a lot of the other partners that I mention that really do help. Also, they're wonderful. I feel like we all work together pretty well. is yeah any of this like a long-term thing or do you

So township assistance is supposed to be short-term help and um what I've followed since I've been um trusty for eight years is they can people can come in two times in 6 months. So really you could ask for assistance four times in a year. Some people I see and I never see again. Other people I've seen the same families year after year the long-term poor which I think that is everywhere. So, but some people don't even want to ask for help. They're in and they're crying. I've never had to ask for help. They're embarrassed. Um, but it, you know, and I'm like, that's what the money's for. So, a lot of times I really maybe see people for one or two times and I may never see them again. That could be right. Thank you. You're welcome.

Thank you. Thank you. Appreciate it. Okay. Up next, I see that there are people, a couple folks here from the county safe housing response team. If we want to take that off the table. I'll make a motion that we take that off the table. Motion. Second. And a second. Any further discussion? Hearing none. All in favor will say I.

Those opposed? Nay. Very good. I think um I know they're here. Uh I see three at least. Uh if you have questions for them, otherwise um the request was 25,000. Um we tabled it uh when we got to the point of discussing what monies to use that for. And in general, you all supported it. And and I apologize one more time that I did not like I normally really have tried to do for the last two years as either Jeff or I will talk to Lynn about where these funds in my mind. We were going to use the opioid money. There's 45 46,000 roughly in there. Question came up on uh well, we were going to do a K-9 and we want to make sure we can do that still. And uh we've since uh Lynn and I have talked and John has received another quote on the dog and it's 17,000. So between we can do both requests. Um I think you'll probably have a,000 or $2,000 more in like muzzle or whatever gear jacket and whatever the dog needs, but it should still cover it. So that's where we left it when we tabled it last time is how I recall it. Does anybody have anything else to add to that?

I'd like to ask John a couple questions if I can. Yeah. John, just real quickly, installing the cages and stuff in the Are you going to use the same cage? It goes in the car with a car popper and all that. I mean, that's Yes. Because that car was put into play, I believe, as a 22 because I'm trying to work our squads on a five-year rotation. That's this year. I only get three squads, but technically I have three 2020. So, it worked out good this year that I took the reduction. But, so the 2022 should still have another two years to go on it. And it doesn't need repairs or anything in the car. The

most of the equipment's still good. The last I did an inspection last year, so everything was good at that point. Can I ask how you pay for the veterinarian bills and all that? got a K9 fund and over the general budget there's there's a K9 fund and then there's a line item in his budget for K9. Okay. Sheen started that $3,000 I believe two or $3,000 years ago. So 17 or 18,000 would take care of that dog in its entirety. 17,000 is for send new dog and a training of the officer.

And that's all you need. It'll be up ready to go. Yes, that makes sense. Okay. Thank you. How long did you have the other the previous dog? Still the K9 we still have. He came into play 2018. 2018 retired by Yes. Yeah. So he's Yeah, he's been here a while. Yeah, he's he's been getting a lot of vet bills lately, so he's he's he's getting up there. Well, thank you, John. I appreciate you answering that part about it, isn't it?

Okay. Does anybody have any other questions for that? I I would just like to add that, you know, going back to the original motion to approve the money. We've earmarked where it'll come from. Um, and I'm the one that made the motion uh at the last meeting. And I really do believe this program is beneficial uh for the city uh especially in in light of the fact that uh we've had people displaced unlike we have in the past. And it's very possible it it could happen in the future. and working along with uh uh county trustee or township trustee rather. Um I think we need to have a ready group of people committee to to help assist these folks. So I I still really would like to see if move forward with it.

Is that a motion? Well, we already have a motion on the table. Oh, that's right. You take it off table. We we did take it off. Yeah. Yeah. Yeah. Took it off the table. All you got to do I mean if there's other discussion but I just you call for the motion. So or for the vote maybe further I would like to talk to um Linda Linda Yoder. Hi Linda.

Hi. So after the meeting, I reached out to Lind Forski and asked her how much we've given to United Way and uh Marshall County Community Foundation in the last 5 years. And she presented to me just from 2023 um for Marshall County hope has been given $134,84 and 25 of the opioid restricted funds. United Way for their campaign was given $75,000 in 2024 of the ARPA funds and then Marshall County's Community Foundation Lifelong Learning was given 600,000 of ARPA money. And I know this is something completely different from those, but my question is the money that was already given of the opioid money and the campaign money, where has all of that money been went to?

Right. So, Marshall County Hope is uh still active and working with the primary function uh for them at the moment is peer recovery coaches because that's been proven to be the most effective way to change a story for those that have experienced substance use disorder. So that um that group uh consistently meets every Monday, sorry, every Wednesday, first Wednesday of every month at 9:00 at the community foundation and United Way offices. And you're welcome anytime to come to any of those meetings. Um they've got a lot going on in our our really active group. Not unusual at all for there to be 30 to 40 people around the table um talking about how they can best support families in Marshall County. Um the food assistance goes pretty fast. Um right now the increases have been steady year to year and um I think actually um our food pantries good news is our local food pantries in November and December had kind of recordbreaking um unusual gifts coming in. Uh so even with the uncertainty around SNAP and and all of that uh they were feeling pretty pretty confident through the holiday season. Um this morning we had a community table meeting and they were talking again about food assistance and even though the requests have been down a little bit in November and December um you know it is a year- round issue for them so rising prices and groceries etc. So that 75,000 was very much needed and very much appreciated. Um so so thank you for that. Um the community foundation is a holder of the fund for um the career innovation center and so that's why those funds came um to the community foundation. We were able to invest those and that added to the resources that they were available to apply toward that project. But if you haven't had a chance to tour it um it is

a great facility and they are already uh maxing out their programs. So much utilized. Um very glad to see that. Did I miss anything? Nope. I'm just wanting to know the positive stuff that's happening. Absolutely. Absolutely. Well, we'd be glad to again have you come to any of those meetings. Have you community table is the second Monday of every month at 10:00. Um you're more than welcome to attend those meetings. And I'm so glad Amy was here because there's so like Amy said, there's so much collaboration going on in this county. it it is um an opportunity for us to see once a month how people are working together to address the issues that are that are here.

Yeah, just just I think the program is an excellent program and I really appreciate what you guys are doing. Um, one of the questions I have is, and I'm trying to decide how to put it so it don't sound bad, but have you reached out to any of the other places yet? And yes, and are they willing to donate to?

Uh, so we have not gone before those councils yet, but we've made some preliminary outreach. Cobra in particular, we went through the county council. They were unanimous in support of it. We haven't gone back to the commissioners yet. Um, part of that's my mom just had her fifth surgery, so we're dealing with some personal things right now. So, I haven't had a chance to go back. U, but we started those conversations. Yes. And and it's not that if we give the 25,000, it's not just going to benefit the city of Plymouth residents, it's going to benefit all of Marshall County. Am I correct?

I I believe so. because um again go back to even the the in incidents that we're talking about Red Rock um the point maybe more so the Red Rock you've got people that are coming from other parts of the county that are there as well so we view it as a Marshall County issue absolutely you got people from outside the county coming down here you know it's interesting well that's one area that we've talked about we'd like to have more data behind that Right. Yeah. Yeah. Yeah. So, we've got to part of this process has been to put together an application form that captures more of that kind of information. Um Yeah.

But I definitely appreciate what all the groups that you guys you're involved in too that that do this. So, thank you. Thank you. Do we have an understanding why other people are coming from other counties to Marshall County? What's that? Do we have an understanding why other folks are coming to Marshall County? andor Plymouth.

So, I guess the one thing I would say is we've heard incidents like antidotes of one or two usually like the I'll just say the one rumor that we heard is that people were being dropped off at the hotels from other communities and we were only able to find one case um and but it was one where people were repeating that story. Um that's why we were saying we really want to have the information, the data behind it. So the surveys that we're doing now, we're asking more detail about that kind of thing so we have a better understanding of it as well, right? Um yeah, sometimes we've heard, you know, again, I I hate to individual stories and that's the one thing that I think the case managers, those volunteers that are working on this will tell you is that the stories are so broad. There are so many different reasons why people are there. Maybe they're disabled. Maybe they've had um a felony conviction. Maybe they've had an eviction before. So, they've got challenges, barriers, right, to finding housing. And sometimes it's just simply their options are limited. You know, they're struggling to make ends meet and just getting enough for deposits for for another rental unit are difficult. So there's so many different stories that are playing into this um that it's hard to hard to generalize. I really hate to, you know, keep pulling out individual stories because the tendency sometimes is to think do a broad brush with that and we want we want the data behind it. We're going to be doing the point in time count here at the end of the month, too. So it's another opportunity for us to kind of touch base and ask some of those questions. I think it helps the more clarity we have with everything that's going on, the better uh the information is and the better the decision. And the feeling is from people that uh in a community that

sometimes it's very they're very quick to criticize and u they don't know right because they don't.

Exactly. I think you know I don't know if you remember this um mayor but we were out there um one time actually it was Jamie's birthday party and we were distributing cookies and we had a chance to talk to one couple that's been at economy in for a while and they were from Argus. We specifically asked where are you from? You know what's what's your story? What brought you here? And um so again those are the kinds of that's the kind of information we'd like to be able to share with folks too. I remember that. Yep. Okay. Any more questions for discussion? Well, we have a motion in a second. So, are we ready to call for a vote?

Yep. All right. Um then we can roll call vote please. Councilman call. Yes. Ecker is absent. Present. I'm sorry. Present. Not for I'm not against. I'm present. So that would be an abstension. Okay. No. Miller, yes. Maro, yes. Star,

I'm going to say before I vote um that I have really been giving us a lot of a lot of thought and prayer and my heart says one thing in my head says something else. But I do know people uh that live there and I know they all have a story and that's my heart. My head says uh we're going to be setting a precedent and this is this is not my money. This is the taxpayers's money that we're talking about. This is your money. Um but in this instance, my heart has won out and I say yes. That's it.

Be four yes, one no, one abstain, one absent. It passes. Yep. Thank you very much. Up next, looks like we're at one Marshall County update. The only thing I have to tell you is that uh there will be another board meeting next week. So, I'll have more information. And like I indicated your last meeting, we're working on scheduling representatives of one Marshia County to come and address you in person. So hopefully we'll have that scheduled in the near future.

Hi. Anything with conferencing hearing? None. Acceptance of uh communications. So movement of communications second. Motion second. Any further discussion? Hearing none. All in favor say I. I. Those opposed? Nay. Motion to adjurnn. Very good, Randy. Thank you. Thank you everybody. Thank you. Yep. Yep.