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Council Minutes

May 29, 2012 Special Town Council Meeting

May 29, 2012

The Santa Claus Town on Council met in Special Session on May 29, 2012.  The meeting was called to order by Ron Smith at 5:30 P.M.
Present:  Ron Smith, Kevin Burke and Elmer Dilger.
Absent:  Dennis Della Morta and Michael Johannes.

Also present were Utilities Superintendent, Russ Luthy; Deputy Clerk, Carol Severson;  and John Wetzel of Midwest Engineering.

Smith requested the bids be open regarding the improvements to Lift Station #22 which is by the high school.  Luthy and Wetzel proceeded to read the bids received as follows:

Burlington Civil, Inc. – Everything was in order with the bid of $158,118.00.
Graves Plumbing Co., Inc. – Everything was in order with the bid of $137,731.00.
Mitchell & Stark Construction Co., Inc. – Everything was in order with the bid of $261,000.00.
Peyronnin Construction Co. – Everything was in order with the bid of $173,225.00.
PPMI Construction Co. – Everything was in order with the bid of $289.950.00.
Quality Craft Const., Inc. – Everything was in order with the bid of $194,500.00.

Burke moved to have the lowest bid taken under advisement so the engineer and Luthy can be sure everything required is there and if so, to give authorization to Ron Smith as Council President, to  sign the contract before the next Town Council meeting in June.  Dilger seconded the motion.
Ayes:  Smith, Burke and Dilger
Nays:  None
Motion carried

Wetzel advised he will review the information tomorrow morning in his office.
The job needs to be done before school starts.

With no further business to come before the Council, Dilger moved to adjourn the meeting at 5:42 P.M.  Burke seconded the motion.
Ayes:  Smith, Burke and Dilger
Nays:  None
Motion carried

May 21, 2012 Special Town Council Meeting

May 21, 2012

The Santa Claus Town Council met in Special Session on May 21, 2012 at the Town Hall.  The meeting was called to order by Ron Smith at 5:30 P.M.
Present:  Ron Smith, Kevin Burke and Elmer Dilger
Absent:  Dennis Della Morta and Michael Johannes
Also present was Carol Severson, Deputy Clerk.

Indiana Office of Tourism Development Place Based Investment Grant Program Contract – the contract requires signatures.  Burke moved to have Ron Smith signed the two copies of the Office of Tourism Development Place Based Investment Grant Program Contract.  Dilger seconded the motion.
Ayes:  Smith, Burke and Dilger
Nays:  None
Motion carried

Place Based Investment Grant Program – the paperwork requires signatures for payment requests on behalf of the Town of Santa Claus.  Dilger moved to approve Kelly Greulich and Carol Severson sign as authorized persons for payment requests on behalf of the town for the Place Based Investment Grant Program paperwork.  Burke seconded the motion.
Ayes:  Smith, Burke and Dilger
Nays:  None
Motion carried

Police camera — at the last Town Council meeting, the council did an appropriation to pay for the police camera in the amount of $2,028.72 to come out of the Rainy Day account.  However, the actual balance for the camera is $3,028.72.  The town did receive $1,000.00 in grant money this week that has been deposited into the General Account, but the entire $3,028.72 camera cost needs to be appropriated.  Dilger moved to approve the $1,000.00 additional required to pay the entire $3,028.72 be taken out of the Rainy Day account.  Burke seconded the motion.
Ayes:  Smith, Burke and Dilger
Nays:  None
Motion carried

Training — Severson advised Greulich will be out of the office from June 24, 2012 to June 28, 2012 for budget training and state meetings.

Fire Station — the new fire station’s building permit cost of $465.76 needs approval to be paid.  Burke moved to approve payment of the $465.76 for the new fire department’s building permit to be paid out of the same fund as the other costs.  Dilger seconded the motion.
Ayes:  Smith, Burke and Dilger
Nays:  None
Motion carried

Community Center — Smith advised he and Dilger had discussed forming a committee of six people to meet with the YMCA regarding the Community Center.  Two people would be from the Town Board, two Park Board members and two senior citizens.  A formal invitation would be sent to the YMCA inquiring as to what programs they can bring to the table.  A meeting would follow.  Smith suggested a letter be sent to the YMCA now advising of the desired meeting.  Smith moved to approve a letter being sent to the YMCA.  Dilger seconded the motion.
Ayes:  Smith, Burke and Dilger
Nays:  None
Motion carried

Smith suggested naming committee members at the next Town Council meeting.  Smith will send a letter to the Park Board.

Trail Network gathering — Dilger brought up Johannes’s email regarding the June 1, 2012 meeting for the Trail Network Gathering in Indianapolis.  Discussion ensued as to whether the event was June 1st or June 2nd and determined to be June 2nd and as to who should attend.  Burke moved to approve Smith, as Town Council President, naming someone to attend the state tourism event on June 2, 2012 and that person’s expenses being covered by the town.  Dilger seconded the motion.
Ayes:  Smith, Burke and Dilger
Nays:  None
Motion carried

Kasper Gate — discussion ensued and Smith advised an additional 10 feet may be required from Tim Waninger.

With no additional business to come before the Council, Dilger moved to adjourn the meeting at 5:50 P.M.  Burke seconded the motion.
Ayes:  Smith, Burke and Dilger
Nays:  None
Motion carried

May 14, 2012 Regular Town Council Meeting

May 14, 2012

The Santa Claus Town Council met in regular session on May 14, 2012 at the Town Hall.  The meeting was called to order by Ron Smith at 5:30 P.M.

Present:  Ron Smith, Kevin Burke, Dennis Della Morta, and Michael Johannes.

Also present were Deputy Clerk, Carol Severson; Utilities Superintendent, Russ Luthy; and Town Deputy, Matt Keller.  Town Attorney, Kevin Patmore, came in at 5:40 P.M.

MINUTES:
Dilger moved to approve the April 9, 2012 Regular Meeting and May 3, 2012 Special Meeting minutes.  Johannes seconded the motion.
Ayes:  Smith, Burke, Della Morta and Johannes
Nays:  None
Motion carried

COMMENTS FROM THE FLOOR:
Kasper gate – The representative from Vectren was not present as was scheduled.

Santa Claus Community Center – a group of senior citizens were present inquiring about the future of the Community Center.  Conrad Higdon spoke first regarding their concern.  Discussion went on by Johannes and Smith; the costs are a concern and at this time, no decisions are being made.  Smith further advised that the Y Wee Care Day Care and the senior programs will remain.  Higdon went on to advise their concern is with the programs and expanding the programs to attract seniors to come into the area.  Higdon advised he is the contact person for the seniors.

PARKS & RECREATION/COMMUNITY CENTER:  Lisa O’Brien, P&R Director, was not present.

PLANNING & DEVELOPMENT: Phil Brown, Building Inspector, passed out and reviewed his monthly report.

POLICE DEPARTMENT:
Vehicle camera — Keller advised Chief Brown had recommended the $2,028.72 for the camera be taken out of the Rainy Day Fund; this has already been approved.  Dilger moved to approve payment of the $2,028.72 for the camera out of the Rainy Day Fund.  Johannes seconded the motion.
Ayes:  Smith, Burke, Della Morta, Dilger and Johannes
Nays:  None
Motion carried

Speed sign — Keller advised the sign is back in working condition and is currently located in Christmas Lake Village.

FIRE DEPARTMENT:
Fire Chief Ed Hagedorn was not present so the Fire Station permit cost of $465.76 was not addressed.

Seufert Construction & Supply Co. Pay Application No. 1 – Smith reviewed the $175,211.09 amount requested and the $25,000 extra for the sewer, rock and foundation.  Smith recommended payment of the requested $175,211.09.  Johannes and Burke moved to approve payment of the $175,211.09 on the May 14, 2012 billing.  Della Morta seconded the motion.
Ayes:  Smith, Burke, Della Morta, Dilger and Johannes
Nays:  None
Motion carried

STREET DEPARTMENT:

Has renewed his ERC certification for two more years.

Nothing new on the salt building.

WASTEWATER: Luthy presented his April reports.

WATER:

Luthy advised he had taken the WT3 exam and should have the results by the end of the month.

Luthy will have the engineering new water softener system quotes for the Waterworks Board’s meeting next month.

INDUSTRIAL PARK:   No business

TOWN ATTORNEY:

Ordinance 2012-02 reading #2 – Utilities Fees – already done.

Ordinance 2012-03 reading #2 – Fire Dept Charges – amended regarding additional charges.  Second reading and adopted.  Johannes moved to approve adoption of Ordinance 2012-03.  Della Morta seconded the motion.
Ayes:  Smith, Burke, Della Morta, Dilger and Johannes
Nays:  None
Motion carried

Ordinance 2012-05 reading #2 – Establishing Hearing Procedures for Disconnection of Water Service.  Patmore reviewed the ordinance.  Dilger moved to approve adoption of Ordinance 2012-05, Establishing Hearing Procedures for Disconnection of Water Service.  Della Morta seconded the motion.
Ayes:  Smith, Burke, Della Morta, Dilger and Johannes
Nays:  None
Motion carried
Ordinance 2012-06 Amending Municipal Code Concerning Travel and Expense Reimbursement – Patmore reviewed the first reading of Ordinance 2012-06; Paragraph 5 changed to “cumulative”.

Burke moved to table the ordinance; copy given to Russ Luthy to review.  Johannes seconded the motion.
Ayes:  Smith, Burke, Della Morta, Dilger and Johannes
Nays:  None
Motion carried

Kasper inspection – Smith passed it to Patmore to review.

Smith advised a letter had been received from Santa Claus Oath Foundation thanking everyone for the event at which there were 700 Santa Clauses and Mrs. Clauses; it was a big success.

CLERK TREASURER:

No business

MISCELLANEOUS:

No business

VOUCHERS & ADJOURNMENT:

With no further business to come before the Council, vouchers were signed and Johannes moved to adjourn the meeting at 6:06 P.M.  Burke and Della Morta seconded the motion.
Ayes:  Smith, Burke, Della Morta, Dilger and Johannes
Nays:  None
Motion carried.

May 3, 2012 Special Town Council Meeting

May 3, 2012

Town of Santa Claus
Town Council Special Meeting
May 3, 2012 5:30 pm

The Santa Claus Town Council met in special session on May 3, 2012 at the Town Hall.  The meeting was called to order by Council President Ron Smith at 5:30 P.M.

Present:  Ron Smith, Kevin Burke, Dennis, Michael Johannes, Elmer Dilger
Dennis DellaMorta (5:34 pm)
Also present were Town Attorney, Kevin Patmore; Park Director, Lisa O’Brien and Clerk-Treasurer, Kelly Greulich.

DISCUSSION:

KASPER DRIVE- “Regarding the recommendation of Midwestern Engineers, Inc. award of the Kasper Drive Extension, additional design engineering had been performed to address the high cost of utility relocation required. The road profile is to be shifted and raised to largely minimize and/or avoid utility relocation. As a result of the alternate design, additional fill cost will be required. The change order work will be negotiated with the contractor in the near future. However, the cost of fill is substantially less than the utility relocation work. Midwestern recommends the execution of the Notice of Award to Hughes Paving Co.
Johannes authorized Ron Smith, President of the Town Council to sign the contract with Hughes Paving for the Kasper Drive Extension. Dilger seconded the motion.
Ayes:  All
Nays: None
Motion carried
Lift Station # 22- located at North Spencer School Corporation property. John Wetzel from Midwestern spoke with Mr. Luthy about the project and a permit was sent off last week and will take up to sixty days for approval. A discussion followed. Burke made a motion to approve to advertise for bids for the Lift Station # 22. Johannes seconded the motion.

Ayes:  All
Nays: None
Motion carried

TOWN HALL- Smith stated that the council received emails from Greulich on the water issues we had here at the town hall the other night. The clock tower is leaking and the main beam is rotten. Smith stated he will get with Luthy to see if he can take the tower off and look into hiring a contractor to do the roofing repairs.

I-67– Johannes stated the late Bill Koch had been working on the US 231 Coalition for many years and Natchzer Bridge. We have the opportunity to get on board with I-67. Johannes passed out packets to the board members containing information on the Interstate 67 corridor. Johannes stated I think this could be good for our Industrial Park. Johannes made a motion asking the Town of Santa Claus to donate $ 5,000.00 to the coalition for the corridor of I-67 and the funds would come out of the Industrial Park. DellaMorta seconded the motion.

Ayes:  All
Nays: None
Motion carried

TOURSISM GRANT- Patmore stated to the council that INDOT funding projects (TE, Gp III, Gp IV, Local Bridges is due by May 11, 2012 to apply for the existing funding.  They limited it to one application, and if you had an existing federal funds project, you are limited to only requesting supplemental funding to complete that project, versus opening a new project. Russ will submit an application.

Patmore presented the council with the Gellersen deed of dedication. DellaMorta made the motion to approve the deed of dedication for Gellersen. Dilger seconded the motion.
Ayes:  All
Nays: None
Motion carried

Resolution 2012-03 Town Equipment Fees
Johannes made the motion for the second reading of the Resolution 2012-03. DellaMorta seconded the motion.
Ayes:  All
Nays: None
Motion carried

Ordinance 2012-04 Travel & Training
Burke made the motion to approve and adopt the Ordinance 2012-04 Amending Section 1.06.450 Of the Municipal Code of the Town of Santa Claus, Indiana Concerning Travel And Expense Reimbursement.  Johannes seconded the motion.
Ayes:  All
Nays: None
Motion carried

Ordinance 2012-05 Fire Dept. Chargers
Johannes made the motion to approve the first reading of Ordinance 2012-05 Establishing Hearing Procedure for Disconnection of Water Service. Dilger seconded the motion.
Ayes:  All
Nays: None
Motion carried

Patmore was asked by the county judge to dismiss a speeding ticket violation for an individual that had just returned from overseas deployment. Patmore stated to the judge that he cannot make that decision although he can bring it back to council. Discussion followed. The council was in agreement that the individual could have paid the ticket at a cost of $ 50.00 to the town but chose not to and therefore additional costs were incurred.

DellaMorta stated that he has been working with Patmore on an insurance draft and he will get the papers out to the department heads for their review.

O’Brien asked Patmore to explain the matching funds for the Tourism Grant of $50,000.00 for the side walk from the new fire station into town. Patmore stated we are already spending $65,000.00 of our own money for the Kasper Drive Extension plus the $ 26,000.00 spent at Yellig Park this year. That is more than enough to cover the matching funds.

Greulich asked if the contractors have been E-Verified. John Wetzel stated that Midwestern makes all their contractors be E-Verified that have been awarded the bids from the town. Patmore stated that all contractors working for the town must be E-Verified.

Smith stated that Vectren will attending our next council meeting on May 14, 2012.
Johannes made the motion to adjourn the meeting. Burke seconded the motion.

Ayes:  All
Nays: None
Motion carried

Adjourned 6:15 pm

2011 May 3, 2012. Town Of Santa

April 9, 2012 Regular Town Council Meeting

April 9, 2012

The Santa Claus Town Council met in regular session on April 9, 2012 at the Town Hall.  The meeting was called to order by Ron Smith at 5:30 P.M.
Present:  Ron Smith, Kevin Burke, Michael Johannes, & Elmer Dilger
Absent:     Dennis DellaMorta

Also present were Town Attorney, Kevin Patmore; Clerk-Treasurer, Kelly Greulich; Utilities Superintendent, Russ Luthy; Town Marshal, Joey Brown; Building Inspector, Phil Brown; and Parks & Recreation Director, Lisa O’Brien.

Meeting was recorded- technical difficulties for the first 40 minutes and the minutes were not recorded during that time.

CF-1’s Resolution #’s 2007-05 & 2007-08 Abatement:
Jason Hubert from Kimball was present with the resolutions and to answer any questions the council may have. Hubert stated we are six employees under but with this economy the way it is we feel very fortunate. Johannes made the motion to approve the signing by council President Smith for tax abatement for Kimball International. Dilger seconded the motion.
Ayes:  Smith, Johannes, Dilger
Abstain:  Burke
Nays: none
Motion carried

Health Insurance:
Danita Grosvenor with Amenity Business & Insurance Solutions presented the council with information on a wellness program for small groups. A discussion followed. Grosvenor asked the council if she could put a proposal together on details and cost. The council stated they would be interested in seeing what could be offered.

Mrs. Price with Liberty National Insurance presented the council with information on accidental, cancer, and death benefits. This would give the employee more options to choose from with their FLEX account. Mrs. Price was asked to come back this fall and present to the employees.

MINUTES:
Johannes moved to approve the March 12, 2012 regular session minutes and March 26, 2012 special session minutes. Dilger seconded the motion.
Ayes:  All
Nays:  None
Motion carried

SCEAS-
Johannes received information that the Spencer County Emergency Ambulance Service is interested in stationing an ambulance in Santa Claus during peak Holiday World times. They would like two of the bays that the present fire department uses after they have moved to their new location. One bay would house the ambulance vehicle and would only be used when population warrants. The other bay would be used 365 days a year by the Mass Causality Incident Trailer. Smith stated we know the Police Dept. and Clerk Treasurer Office need more room.  J. Brown stated the police department would like to have a training room and storage area. Greulich stated the office has 35 boxes that need to be moved into a locked storage area. The council asked Ed Hagedorn fire chief to work with SCEAS and see exactly how much room they would need. Patmore was instructed to look into the possibility of a free lease agreement with SCEAS.

6:00 PM Public Hearing Park & Recreation Dept. Additional Appropriations:
There were no comments on the public hearing. Dilger made the motion to approve the additional appropriations in the amount of $ 16,000.00 to further concrete the walking trail at Yellig Park. Johannes seconded the motion.
Ayes:  All
Nays:  None
Motion carried

COMMENTS FROM THE FLOOR:
Jeff Stillman from Christmas Lake Village asked the council about reducing the speed limit of 55 mph on 162 at the Kasper Drive entrance. Smith stated that is an INDOT issue not a town issue but I am sure they will look into it.

PARKS AND RECREATION/COMMUNITY CENTER:
Old Business- Do we have funding for the DNR grants (LWCF & RTP) O’Brien asked? O’Brien Park Board Director stated the board is still interested in hiring Regional 15 for the grants. O’Brien questioned if the grants are matching funds or land acquisitions. Patmore stated one is 80/20 and the other is 50/50. O’Brien asked if the engineering had been completed. A discussion followed about the timeline for the grants and Midwestern will proceed with the engineering at this time and the Park Board will seek the grants next year. The issue was tabled.
New Business- O’Brien stated we are very busy at the park. Burke asked if there were any tournaments scheduled. O’Brien stated softball and baseball leagues are going on every Monday through Saturday. We have two 5-K runs scheduled for 2012. The shelter house will be used for family gatherings. In August soccer and football will be going strong. Dilger asked if a meeting had been set up with YMCA about the Community Center. O’Brien stated that she has been in contact with YMCA director Roger Corley.  The YMCA has asked that the Park Board and Town Council meet and see if they can work out a proposal to present to YMCA.  O’Brien stated that the Park Board will meet in regular session on April 19th at 5:30 pm.  A discussion followed about meeting dates. A date of April 30th at 5:30 pm at the Town Hall was set for the Park Board and the Town Council. The meeting will be advertised and minutes will be taken.

PLANNING AND DEVELOPMENT:
Monthly Report – Phil Brown reviewed with the board his report he passed out. See file in minutes.

POLICE DEPARTMENT:
Old Business – J. Brown reviewed with the board his report. Brown brought the council up to speed on the Speed Sign. The company Decatur Electrics has sold out to a company in Texas. Greg Linne from Tell City believes that either a new antenna or radar needs to be installed. The cost would be between $ 600.00 – $ 1,000.00. Brown is waiting on a call back from MPH out of Owensboro. The sign cost us $ 4,000.00 and I think it should be fixed.  The cost to repair the sign would come out of equipment and repairs. I would like permission from the council to have the sign fixed. A discussion followed about the sign.

Camera Quotes- we did receive $ 1,000.00 from the Substance Abuse Council towards a camera and since we traded in the old police car we have about $ 3,000.00 left from monies encumbered for the new vehicle. Sealed quotes were opened.
MPH- basic system installed digital    $ 4,245.00
Advanced Radio Communications basic system installed digital $ 4,500.00
Advanced Radio Communications upgrade sound/video installed $ 5,400.00

A discussion followed about the cameras.

Johannes made the motion to accept the bid from MPH for the amount of $ 4, 245.00 to purchase and install the new camera and see if they will include taking out the old camera and installing it in the other police car. Dilger seconded the motion.
Ayes:  All
Nays:  None
Motion carried

J. Brown approached the council about hiring two part-time police officers and one reserve. Brown would like to recommend to the council Keith Rickleman for the reserve position. Keith is head of security at Holiday World. Brown stated that a reserve must work eight hours for the town before he can work Holiday World traffic. Dilger made the motion to hire Keith Rickleman as a reserve officer pending results of a drug test. Johannes seconded the motion.
Ayes:  All
Nays: None
Motion carried

Also as part-time paid employees I would like to recommend Jason Dunsworth and Robert Bone. Johannes made the motion to hire Dunsworth and Bone as part-time police officers. Burke stated that we need to honor the other place of employment if the employee is suspended or disciplined. Dilger stated that we need to honor what the merit board decides. The motion was withdrawn and the discussion was tabled.

FIRE DEPARTMENT:
Ed Hagedorn asked if the meeting room could be used for training dates April 21, 22, 28 & 29. Johannes made the motion to approve the use of the conference room for the above training dates. Dilger seconded the motion.
Ayes:  All
Nays: None
Motion carried

At this time Hagedorn turned over the meeting to John Wetzel from Midwestern Engineers to update the council on the fire station. Wetzel showed a drawing of the fire station and the changes that Midwestern recommends. We had a Geotechnical Engineer out to do test holes. This will be more labor intents and we recommend that the entire footers and peers be concreted. This would change the work order from 13 yards of concrete to 41 yards of concrete at a cost of $ 8,950.00. Wetzel stated we are at an increase of 3.36%. Wetzel also stated we need to be at hard pan all the way around the building. More discussion followed. Burke made the motion to approve that we get the building foundation corrected in the amount of $ 6, 370.00. Johannes seconded. Smith stated that a previous meeting we did a change order in the amount of $ 20,808.99 bringing the total to $ 27,178.99. See inserts from Seufert Construction for details in minutes.
Ayes:  All
Nays: None
Motion carried

STREET DEPARTMENT:
No report

WASTEWATER DEPARTMENT:
Unfinished Business- Fire Station tie ends will be done tomorrow. Tom Goldsberry is back to work.

WATER DEPARTMENT:
New Business- We are using our minimum with Patoka (400,000 gallons) and about 200,000 gallons at the water plant daily.

INDUSTRIAL PARK:
No report

TOWN ATTORNEY:
Unfinished Business-
2nd Reading:
Ordinance2012-01—amending ordinance 2011-14 concerning salaries of elected officials and employees of the Town of Santa Claus, Indiana. Burke made the motion to accept the amendment to Ordinance 2011-14 concerning salaries of elected officials and employees of the town of Santa Claus. Johannes seconded the motion.
Ayes:  All
Nays: None
Motion carried

New Business-
1st reading
Ordinance 2012-02—an ordinance permitting utilities and street superintendent to establish fees and charges for the use of town equipment and services. Johannes made the motion to pass the first reading of Ordinance 2012-02 and Dilger seconded the motion.
Ayes:  All
Nays: None
Motion carried

1st reading
Ordinance 2012-03—an ordinance of the town council of the Town of Santa Claus, Indiana, setting fees and charges for hazardous materials service charges. A discussion followed about adding a general response fee to the ordinance. Patmore was instructed to add the amendment to the ordinance. Johannes made the motion to pass the first reading of Ordinance 2012-03 with the amendment. Dilger seconded the motion.
Ayes:  All
Nays: None
Motion carried

1st reading
Ordinance 2012-04—an ordinance amending section 1.06.450 of the municipal code of the town of Santa Claus, Indiana concerning travel and expense reimbursement.  Dilger made the motion to pass the first reading of Ordinance 2012-04. Burke seconded the motion.
Ayes:  All
Nays: None
Motion carried

Tourism Grants- due on Friday, we should know by April 22, 2012 if we got it or not.

Kasper Drive-Smith stated Vectren has given me nothing. Patmore stated we don’t want to award the bid until we find out more from Vectren and their time frame. Patmore suggested this be tabled until next meeting.

J. Brown- I forgot I wanted to bring up the light bar from the old vehicle. Gentryville has expressed interest in it. Johannes suggested we give it to Gentryville if we can do that. Patmore will look into this. Johannes made the motion to either give the light bar or charge Gentryville $1 pending Patmore answer. Dilger seconded the motion.
Ayes:  All
Nays: None
Motion carried

CLERK-TREASURER:

Unfinished Business – Greulich stated that in last month’s meeting we discussed the debt report and paying for it would come out of the clerk treasurer funds. After reviewing April 9th minutes Greulich stated that the bonds are water and sewer only. A discussion followed. The report will be paid out of 2/3 sewer and 1/3 water.

Greulich informed the council once again that if they wanted town email addresses we could have 5 at no cost with the current service PSCI provides us. No action was taken

New Business – Greulich presented the council with a consulting proposal from HR Unlimited. We have used the company in the past to help with The Year End, W-2’s, 1099.  HR Unlimited charges $ 50.00 an hour. I checked with Unmbaugh and Keystone which are substantially higher. Council suggested that Patmore take a look at the proposal.

Invoices- Greulich stated she needed the invoices from the lawyer broken down more and itemized. She showed the council a present invoice that she is unable to pay Patmore because of the way the billing is. She stated, I want to pay you (Patmore) but I have to know what accounts I need to take these out of. A discussion and examples followed about the invoices. Johannes stated Patmore will itemize his billing.

Burke made the motion to adjourn the meeting 7:55 PM. Seconded by Johannes
Ayes:       All
Nays:  None
Motion carried

Adjourned 7:25 PM

March 26, 2012 Special Town Council Meeting

March 26, 2012

The Santa Claus Town Council met in special session on March 26, 2012 at the Town Hall.  The meeting was called to order by Council President Ron Smith at 5:00 P.M.

Present:  Ron Smith, Kevin Burke, Dennis DellaMorta, Michael Johannes
Also present were Town Attorney, Kevin Patmore; Utilities Superintendent, Russ Luthy; Park Director, Lisa O’Brien and Clerk-Treasurer, Kelly Greulich.

DISCUSSION:

KASPER DRIVE- Midwestern Engineers, Mike Mathias made a recommendation to the council to accept Hughes Paving from French Lick for Kasper Drive. Mathias also advised the council that they have up to 60 days to award the bid. Concrete was recommended for the extension of Kasper Drive and asphalt for the trail by Mathias. A discussion followed on the moving of utility lines. Burke asked the question about Vectren’s lines being above ground in the area. Patmore said that the lines should be underground. Johannes recommended we negotiate with the utilities. No action was taken by the council at this time pending more information on the moving of the utility lines. A bid award will take place at the April 9th regular council meeting.

Contractor                  Total Bid         Alt.No. 1     Alt. No. 2            Alt. No. 3
Hughes Paving Co.       260,660.00      12,915.50        49,560.00          3,500.00

FIRE STATION– Smith stated that we have some issue with the new fire station. The sewer line at this point is in the middle of where the fire station should be. The line will need to be moved. Smith stated he had two bids on moving the line one from Seufert Construction and the other from Shelton Excavating. Patmore informed the board that if they are going to bid this project out the council will need to follow proper procedures. Patmore stated Seufert is already the contractor for the fire station and if they do the work we would only have to do a “change order”. Michael Kluesner from Seufert Construction was in attendance and was asked by council President Smith if they could do the work for the same price that was submitted by Shelton Excavating in the amount of $ 8,548.99. Kluesner stated yes they would.

Smith stated that there are other issues soil samples were not taken at the building site and we have a mesh bed that will need to be backfilled. Additional crushed stone in the amount of $ 6,850.00 plus additional footer depth in the amount of $ 2,580.00. We will need storm water modification as well on the south side in the amount of $ 2,830.00. Luthy stated we will put two new valves in for the future use at the town’s expense roughly $ 1,200 each at the same time.

Johannes made the motion to accept the change order for the fire station in the amount of $ 20,808.99 for listed by Seufert Construction. Burke seconded the motion.
Ayes:  All
Nays: None
Motion carried
TOURSISM GRANT- Patmore stated he had estimates on trial projects for the town which have a 1:1 match. All projects costs include a 10% contingency and a 20% non-construction allowance. A discussion followed about four possible projects.

  1. Widen sidewalks along 162 from 4’ to 10 ‘($187,200.00, without lighting

($ 124,000.00)

  1. Widen or remove the sidewalk from LJK to the new fire station ($94,800, without lighting $ 59,000.00)
  2. Multiuse trail on the TE route between 162 and 245 on the east side of LJK additional property would be required. ($90,000.00 lighting already exists)
  3. Trail from LJK along north side of 245 to 162/245 intersections, using sidewalk at town hall. ( $ 138,000.00, without lighting $ 66,000.00)

Johannes asked Patmore how much it would cost him to write the grant. Patmore stated it would take 3 to 4 hours of his time. A discussion followed on the four proposals.  The council decided to have Patmore pursue the # 2 proposal.

Johannes made the motion to adjourn the meeting. Burke seconded the motion.

Ayes:  All
Nays: None
Motion carried

Adjourned 5:33 pm

March 12, 2012 Regular Town Council Meeting

March 12, 2012

The Santa Claus Town Council met in regular session on March 12, 2012 at the Town Hall.  The meeting was called to order by Ron Smith at 5:30 P.M.
Present:  Ron Smith, Kevin Burke, Dennis DellaMorta, Elmer Dilger
Absent:     Michael Johannes
Also present were Town Attorney, Kevin Patmore; Clerk-Treasurer, Kelly Greulich; Utilities Superintendent, Russ Luthy; Deputy, James Flaukenburg; Building Inspector, Phil Brown; and Parks & Recreation Director, Lisa O’Brien.

REDEVELOPMENT COMMISSION:
Public Hearing was conducted on the Amusement & Commercial Economic Development Area (TIF). There were no comments from the floor. Burke made the motion to adopt the amendment making Koch Development Corporation the designated taxpayer. Dilger seconded the motion.
Ayes:  All
Nays:  None
Motion carried
MINUTES:
Burke moved to approve the February 13, 2012 regular session minutes with corrections. Dilger seconded the motion.
Ayes:  All
Nays:  None
Motion carried

COMMENTS FROM THE FLOOR:
Tom Goldsberry an employee of the town questioned the board on the personnel policy that states an employee is responsible for their appropriate premium while on medical leave. A discussion followed. Smith stated the town council makes the final decision. DellaMorta offered to look into policies of other towns and businesses. Patmore advised the board if they make changes the ordinance needs to change as well. Dilger made a motion for the town to pay Goldsberry’s town portion of the premium for one month and that Goldsberry would be responsible for his portion of the insurance premium. DellMorta seconded the motion.
Ayes:  Smith, DellaMorta, Dilger
Nays:  Burke
Motion carried

OPEN BIDS FOR KASPER ROAD EXTENSION:
Public Hearing: Received 7 bid packages.
Bids were opened and read aloud:
Contractor                                               Total Bid                 Alt.No. 1                  Alt. No. 2                 Alt. No. 3
Blankenberger Bros.                           335,988.70              13,269.20                18,445.00                15,732.50
Deig Bros. Lumber & Const                 342,494.50              16,850.00                23,010.00                -5,475.00
Hughes Paving Co.                                               260,660.00              12,915.50                49,560.00                  3,500.00
J. H. Rudolph & Co.                                               348,271.12              10,722.80                16,660.00                21,090.00
Knies Construction                                              304,521.85              15,451.00                24,195.00                10,896.25
Lutgring Bros.                                        367,195.00              10,468.00                16,660.00                14,300.00
Ragle Inc. River Town Const                               369,993.88              9,740.00                  16,660.00                14,300.00
Engineers Estimates                               365,812.00              13,632.00                43,600.00                23,840.00
Dilger made a motion for Mike Mathias from Midwestern Engineers take the bids under advisement and look them over to make sure they are in order. DellMorta seconded the motion.
Ayes:  All
Nays:  None
Motion carried
Appointment to Solid Waste Board- Ron Smith & Kelly Greulich will serve on the board.

PARKS AND RECREATION/COMMUNITY CENTER:
New Business- O’Brien stated she had received an email from Patmore concerning the DNR trails. The park is interested in pursuing the grants but there is no money in our budget to do so. The Park Board has been in contact with Lisa Gehlhausen from Regional 15 and has a price for the grants in the amount of $ 3,000.00 each. If the grants are awarded it would be an additional $ 3,000.00 to administer each grant but this money would mostly likely be paid out of the grant itself. Smith instructed Greulich to look into where we can fund this from and we will address this at the public meeting next week.

PLANNING AND DEVELOPMENT:
Monthly Report – Phil Brown reviewed with the board the report he passed out.
A discussion followed about the trailer (mobile kitchen) and the variance for the location at 3 North Kringle Place. P. Brown mentioned that the Ruth Rice property is being cleaned up.
They have started on the fire station.

POLICE DEPARTMENT:
New Business – Faulkenburg filling in for Marshal J. Brown reviewed the Police report for February.
Faulkenburg informed the council that they had one quote for a new camera and that Brown was seeking additional ones. We wanted to let you know that it looks like it will cost between $ 4,500- $ 5,000. We did get
$ 1,000.00 grant from the Spencer County Substance Abuse Council to help with the cost.
Burke was contacted by J. Brown about the daily Travel & Training Expense Ordinance that states $ 35 a day for food. Burke suggested that we instruct Patmore to write an amendment to the current ordinance that would reflect carryover of money if the total amount was not used each day.
Faulkenburg informed the board that vandalism is once again an issue in the village and a discussion followed. Faulkenburg stated we have stepped up patrol. Cheryl Hurst offered to run the information in the “Leader”.
The Traffic Controller is in the shop not sure what is wrong with it, Dilger asked for a follow up.
Burke asked if the trailer hitch had been put on the new car, Fualkenburg said Stein’s will do the work.

STREET DEPARTMENT:
Luthy had nothing to report.

WASTEWATER DEPARTMENT:
Unfinished Business – Luthy wanted to discuss the prior business of Labor & Equipment rates compared to other towns since council member DellaMorta was present. Luthy stated we look at FEMA rate charges. DellaMorta stated we need to have an ordinance that would set the rates for equipment use here in town.

New Business- Luthy informed the council that digging at the site of the new fire station a sewer line was damaged. John Wetzel from Midwestern Engineers will be here in the morning at the site.  Luthy stated we don’t have the man power to do the work ourselves. Luthy was instructed to get quotes from private contractors.

Luthy recommended Kenny Hoosier for a raise. DellaMorta made the motion Kenny Hoosier receive his probationary raise retroactive to 2/29/2012. Dilger seconded the motion.

Ayes:  All
Nays: None
Motion carried
Luthy reminded the board he will be in Bloomington on Wednesday & Thursday of this week for classes and he is taking a vacation day on Friday of this week.

WATER DEPARTMENT:
Unfinished Business- Lift Station # 6 is being worked on and Locates have been out for lift station # 22 at the high school.

New Business- Holiday World contacted Luthy and they will start filling the tower and pools this week.

INDUSTRIAL PARK:
Luthy stated the Industrial Park is still shovel ready.

TOWN ATTORNEY:
Unfinished Business- Kasper Project-Patmore presented the board with Tim Waninger’s deed dedication. DellaMorta made a motion to accept Waninger’s deed and one free water tap and one free wastewater tap in on Waningers property. Dilger seconded the motion.
Ayes:  All
Nays: None
Motion carried
A check needs to be cut for Mrs. Gellersen in the amount of $5,000.00 for deed of dedication for the Kasper project.
Burke made the motion to accept the deed of dedication in the amount of $ 5,000.00 for Gellersen. DellaMorta seconded the motion.
Ayes:  All
Nays: None
Motion carried
Patmore read the first reading of the amendment to the salary ordinance 2012-03 concerning salaries of elected officials and employees of the town that are required to attend meetings. Dilger made the motion for hourly employees required to attend a meeting will receive the greater of either $ 38.50 per meeting or 1 ½ times the employee’s hourly rate. DellMorta seconded the motion.
Ayes:  All
Nays:  None
Motion carried

FIRE DEPARTMENT:
Ed Hagedorn stated construction on the fire station has started.

CLERK-TREASURER:
Unfinished Business – Greulich stated she had 4 prices for the fire proof safe.
All American Locksmith     $ 1,650.00 w delivery & set up
Misty Morning Safe Co.      $ 1,385.00 pick up only
Hoffman Office Supply       $ 1,795.00 w delivery & set up
Indoff Business Products  $ 1,395.00 w delivery & set up
Dilger made the motion to accept the price from Indoff Business Products for $ 1,395.00. Burke seconded the motion. It will be paid out of Clerk Treasurer Funds.
Ayes:  All
Nays:  None
Motion carried

Greulich brought up the call log sheet & the Conflict of Interest form that she presented at the February meeting. Burke & Dilger did ask for log sheets. Burke stated that we have been advised by Kevin Patmore not to do this at the last meeting. No action was taken by the board

New Business – Greulich advised the board that the Annual Report was submitted. A new report this year for all clerk treasurers is the Debt Report to DLGF. Greulich submitted a contract from Umbaugh for their services to prepare the report. Greulich informed the board that this information would be collected one time and any future bonds would need to added to the report each time. Greulich stated we have bonds that go back to 1971 that have been pulled into newer bonds but all original information would need to be in this debt report.  Burke made the motion to accept the contract from Umbaugh to administer the debt report and not to exceed $ 1,200.00.  Patmore was instructed to look over the contract. Dilger seconded the motion. This will be paid out of Clerk Treasurer outside services fund.
Ayes:       All
Nays:  None
Motion carried
Greulich informed the board that the State Board of accounts recommends that the town council use a town email address rather than personal email address. The council could be asked in the future to supply this information to the auditor if needed. A discussion followed and Greulich will check with PSC to see what the cost would be. Smith stated we will discuss this and the next meeting.

Greulich also informed the council that anyone who works for another government entity needs their hours logged from both places example (school teacher/park board member) this is to insure that a person is not overlapping their time and being paid for more than one job at one time.

A letter from Rita Howell with Memorial Hospital invited a town council member to a luncheon on March 14th or 15th to discuss the needs of Spencer County and town employees. Dilger said he would attend.
COMMENTS FROM THE FLOOR-
Mr. Powell asked when the lease is up for the boat storage area that is located in Christmas Lake Village that the town owns. Information was not attainable at the meeting, but Mr. Powell would be notified.

Johannes made the motion to adjourn the meeting. Seconded by Burke
Ayes:       All
Nays:  None
Motion carried

Adjourned 7:25 PM

February 13, 2012 Regular Town Council Meeting

February 13, 2012

The Santa Claus Town Council met in regular session on February 13, 2012 at the Town Hall.  The meeting was called to order by Ron Smith at 5:30 P.M.
Present:  Ron Smith, Kevin Burke and Michael Johannes
Absent:                  Dennis Della Morta and Elmer Dilger
Also present were Town Attorney, Kevin Patmore; Kelly Greulich, Clerk-Treasurer; Deputy Clerk, Carol Severson; Utilities Superintendent, Russ Luthy; Town Marshal, Joey Brown; Building Inspector, Phil Brown; and Parks & Recreation Director, Lisa O’Brien.
MINUTES:
Smith moved to approve the January 9, 2012 regular session minutes as submitted.  Johannes seconded the motion.
Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried
COMMENTS FROM THE FLOOR:
None
PARKS AND RECREATION/COMMUNITY CENTER:

Community Center:  Lisa O’Brien advised all is going well; nothing new to report.

Parks & Recreation:  O’Brien advised the Park is scheduled to open on April 1st, weather permitting.  The paving of the trail has started.

April Susnjara, a Park & Rec Board Member, reviewed her email sent previously to the Council and asked what the procedure was for appointing a new Park Board Member.  Smith reviewed the procedure and advised the Town Council has the final decision on who is nominated and who is appointed to the Park Board.  Susnjara asked what the procedure would be for the future and Johannes agreed with Smith; that it is up to the Town Council.  Susnjara wanted to confirm that the Town Council just picks who they want to be on the Park Board and went on to inquire how and when Mark Lautner inquired about being a Park Board member.    Smith stated that several board members had contact with Lautner several months prior to the appointment.

Additional appropriations – Smith called to order the Public Hearing regarding the $16,000 additional appropriations for the paving of the park trail.  No comments from the floor.  Smith closed the Public Hearing.
Johannes moved to approve the additional appropriations.  Burke seconded the motion.
Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried
Patmore explained the next step is to send the appropriation to the State.
PLANNING AND DEVELOPMENT:

Monthly Report — Phil Brown reviewed the report he had passed out.

Ruth Rice Property – Gordon King, the contractor Mrs. Rice had been using on the property was present.  Smith asked if Brown would approve the property as a safe building.  Patmore advised that the owner has taken care of the items and the town’s options now.  Smith asked King what he had been instructed to do by Mrs. Rice.  King reviewed the things he has done and further stated that her plans are to get the property up to date enough to put it up for sale this summer.  Patmore advised he has made Rice aware of the bids that are at tonight’s meeting for the tear down.  Patmore further reviewed the legal procedures the town can take to be reimbursed for costs.  Options at this time would be issue a Judgment or Demand Letter.

Johannes moved to approve proceeding with the collection for actual costs incurred by the town.  Burke seconded the motion.
Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried
POLICE DEPARTMENT:
Unfinished Business — Brown reminded the Council that he is going to training on February 26th and 27th and would be back on the 28th that they had approved at the December meeting.

New Business – Brown updated the Council on the new police vehicle that is supposed to be in within a few days.  Meantime, all the equipment has been taken off the other vehicle.

Brown presented his new uniform that he is trying out; there wasn’t any cost for this trial uniform.

Brown advised he is having the department’s SOP (Standard Operation Procedures) retyped; Burke requested a meeting upon Brown’s return from the upcoming training on the SOP’s.  Smith stated it was okay for Brown to retype them and they can then be changed if necessary.
STREET DEPARTMENT:
Luthy had nothing to report on the salt storage building tonight.
WASTEWATER DEPARTMENT:
Unfinished Business —

Proposed amendments to the Lateral Inspection Program – not pertinent.

Choosing engineering firm for Lift Station #22 – Luthy had sent out six solicitations and four were received:
Aigner Construction of Boonville = $13,400.00 – all requested paperwork included.
Lamar Engineering of Princeton = $8,340.00 – not all requested paperwork included.
Bernardin, Lochmueller of Evansville = $26,000.00 – all requested paperwork included.
Midwest Engineering of Loogootee = $5,000.00 – all requested paperwork included.

Burke moved to approve Midwest Engineering pending a review of the submitted information.  Johannes seconded the motion.
Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried

Labor/Equipment Rates – Luthy brought the information that had been requested by Della Morta, but won’t review as Della Morta isn’t present at the meeting.

New Business:

Luthy advised Tyler O’Brien had resigned from the Utilities Department, but would remain available for future work at the Parks & Recreation Department.

Luthy advised Tom Goldsberry is requesting sick leave from February 27, 2012 to return on April 2, 2012.  Smith stated that in the past an employee would be responsible for their insurance during the time they are not working which is what the Personnel Manual, which is an Ordinance, states.

Luthy stated that he and Goldsberry had reduced the required tests at the Water Plant which will save monies.

Luthy also advised that a $2,376 credit had been received from Patoka for last month’s break.
WATER DEPARTMENT:
Luthy explained the ERC training and that the expiration dates for two people will be staggered with Russ’s expiring in November.

Kasper Drive – Burke moved to approve bids be obtained for the Kasper gate.  Johannes seconded the motion.

Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried
FIRE DEPARTMENT:
Ed Hagedorn advised construction is still scheduled to start March 1st.  The colors for the building needs to be decided and approved.  Smith reviewed the colors and advised all the roofs will be the same color, but the building’s colors will vary.  Smith further stated that any changes or additional costs up to $500 can be approved by Luthy, Hagedorn or himself; otherwise the Town Council needs to approve anything over $500.

Burke moved to approve the $500 limit for any additional costs being approved by Luthy, Hagedorn or Smith or the majority of the three would prevail.  Johannes seconded the motion.
Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried
INDUSTRIAL PARK:
Luthy advised there is nothing to report.
TOWN ATTORNEY:

Patmore reviewed the $340,000 Sarbanes Grant Resolution, #2012-01.  Johannes moved to approve to do a filing with the Federal Transit Administration Office to open the grant.  Burke seconded the motion.
Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried

Smith inquired about the town setting up a committee – Patmore reviewed the project, but said it is early and we should wait on a committee.

Patmore advised the Redevelopment Committee needs to be set up at next month’s meeting regarding a public hearing.

Patmore reviewed the Highway 245 project and an email he had received stating that the State and Mr. Kloskowski will mediate after Mr. Kloskowski gets an attorney.

Patmore reviewed Resolution #2012-02 regarding the 245 project.  Johannes moved to approve Resolution #2012-02.  Burke seconded the motion.

Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried
CLERK-TREASURER:
Unfinished Business – Greulich reviewed the Form I-9 required of the Town Council/Board members and all employees.

New Business – Greulich advised the board that the 2012 Budget had been approved.

Greulich reviewed the Monthly Call Log Sheet and the reasons why they are required; they are to be done monthly by all department heads and town council members and returned to her office at the end of the month.

Greulich explained the meeting pay for the Deputy Clerk should be the stipend pay for the department head unless the meeting is longer than two hours at which time it should change to the 1.5  hourly rate.  Discussion ensued with the possibility of comp time within the pay period being another option which would not work when the Clerk-Treasurer is out of town for several days of the week.  Smith moved to amend the Salary Ordinance to pay the Deputy Clerk either 1.5 hourly rate or the stipend, whichever is greater for the person appearing at the meeting as the department head.  Johannes seconded the motion.
Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried

Fireproof file cabinet – Greulich advised the personnel files are not in a fireproof drawer as is required.  She has one quote for a fireproof file cabinet so far and will get other quotes and let the Town Council members know.

Conflict of Interest Forms were passed out to the Town Council and Greulich explained; they need to be signed and on file with the State of Indiana and our office.  Discussion ensued with Patmore advising the Town Council not to sign the form.  He stated he would never have his council sign them because it would be admitting to a felony.

With no further business to come before the Town Council, Johannes moved to adjourn the meeting at 7:12 P.M.  Burke seconded the motion.
Ayes:  Smith, Burke and Johannes
Nays:  None
Motion carried

January 9, 2012 Regular Town Council Meeting

January 9, 2012

The Santa Claus Town Council met in regular session on January 9, 2012 at the Town Hall.  The meeting was called to order by Ron Smith at 5:30 P.M.
Present:  Ron Smith, Kevin Burke, Dennis Della Morta, & Michael Johannes.
Absent:  Elmer Dilger
Also present were Town Attorney, Kevin Patmore; Deputy Clerk, Carol Severson; Utilities Superintendent Russ Luthy and Town Marshal, Joey Brown.

2012 OFFICERS:

Johannes nominated Ron Smith as Council President for 2012.  Della Morta seconded the motion.
Ayes:  Smith, Burke, Della Morta and Johannes.
Nays:  None
Motion carried.

Della Morta nominated Kevin Burke as Council Vice President for 2012.  Smith seconded the motion.
Ayes:  Smith, Burke, Della Morta and Johannes.
Nays:  None
Motion carried.

Dennis Della Morta was sworn in as Council Member by Deputy Clerk Severson.

MINUTES:

Burke reviewed his email to the Clerk-Treasurer regarding one word to be corrected on the December 28, 2011 Special Meeting Minutes.

Burke moved to approve the December 12, 2011 Regular Session Minutes and the December 28, 2011 Special Meeting Minutes with the one correction on the December 28, 2011 Special Meeting Miutes.
Ayes:  Smith, Burke, Della Morta and Johnannes.
Nays:  None
Motion carried.

COMMENTS FROM THE FLOOR:

Al Bauer, Property Manager of Christmas Lake Village, requested help on properties in Christmas Lake Village and provided paperwork and photographs of 486 W. Melchoir Dr South.  He explained it is a nuisance property and quoted the law regarding getting help in forcing improvements or raising the property.  Could the town help Christmas Lake Village in getting the property owner to bring the property into compliance, take it away from the owner or raising it?  Smith advised there are no funds for the town to do anything.  Patmore advised unsafe building codes exist, but the town does not have the “teeth” to do anything.  Phil Brown, the Building Inspector, was instructed to inspect the property again regarding any town ordinance violations and send a letter out regarding any building code violations.

Johannes moved to authorize Brown make the inspection report and send letters before the next meeting.  Della Morta seconded the motion.
Ayes:  Smith, Burke, Della Morta and Johannes
Nays:  None
Motion carried.

Smith added to the Motion the Pine Drive location as well.
Ayes:  Smith, Burke, Della Morta and Johannes
Nays:  None
Motion carried.

Amy Busler, President of Christmas Lake Village, inquired if the Police Department could come into Christmas Lake Village and enforce the speed limits.  Smith asked Town Marshall Brown if the speeding sign was working.  Brown will get the sign out and will patrol in Christmas Lake Village as well.

PARKS & RECREATION/COMMUNITY CENTER:

Lisa O’Brien requested additional appropriation for which O’Brien explained the paperwork she had provided to the Council.  $9,365.61 for paving the trail from the maintenance building to the little league and $16,000 to go from the maintenance building to the first bridge; 10 feet wide concrete.  Patmore inquired if a public meeting would be required for the additional appropriated; Smith advised they can approve this now.  Johannes moved to approve the additional appropriation.  Della Morta seconded the motion.
Ayes:     Smith, Burke, Della Morta and Johannes
With publishing meeting and State Board of Accounts approval.
Nays:     None
Motion carried.

PLANNING AND DEVELOPMENT:

Phil Brown passed out his report; three inspections, two sign permits and one commercial permit.

POLICE DEPARTMENT:

Chief Brown advised of the upcoming Indiana Association of Chiefs of Police Conference on January 25 & 26, 2012 and his desire to attend it.  There is money in his budget for the cost.  Johannes inquired as to the cost for membership versus just the conference; Brown will check into the cost.  Johannes moved to approve Brown attending the conference, but to check on the membership cost before signing up.  Della Morta seconded the motion.
Ayes:     Smith, Burke, Della Morta and Johannes
Nays:     None
Motion carried.

Chief Brown advised he had talked to Ubelhor about the 2006 Chevy and that the vehicle’s trade-in, stripped down, would be $3,500.  The equipment for a new car plus labor would be $7,100.  If the vehicle would be kept by the town, it would require a new transmission which would cost a couple thousand dollars.  Della Morta moved to trade the 2006 Chevy in for $3,500.  Johannes seconded the motion.
Ayes:     Smith, Burke, Della Morta and Johannes
Nays:     None
Motion carried.

FIRE DEPARTMENT:

Ed Hagedorn advised the contractors meeting was scheduled for Thursday, January 12, 2012 at 2 PM at the Town Hall.

STREET DEPARTMENT:

Russ Luthy advised the salt storage building could be deferred for Kelly‘s return.  Cost quotes for a 45 by 60 foot building – clear             under $50,000 quote now = $28,000 plus masonry and footings, but does not include electrical.  Smith will review information given to Kelly.

WASTEWATER:

Luthy advised there are two changes to the existing Lateral Inspection Program; a typo and flow meters for the Council’s review.  Flow meter “C” paragraph G has some discrepancies.  Ninety days to fix.

Ordinance 2012-01 – Johannes moved to approve the amendments to Ordinance 2012-01.  Della Morta seconded the motion.
Ayes:     Smith, Burke, Della Morta and Johannes
Nays:     None
Motion carried.

Lift Station #22 – Luthy asked for direction in choosing an engineering firm for the work; he recommends getting proposals from several firms; deferred to next month.

Labor and Equipment Rental Rates – Luthy passed out new pricing and requested the Council review.  These changes will require a public hearing at the next meeting.  Not necessary to be published before the meeting.

Al Purdue from Spencer County Emergency asked for approval of the Mitigation Plan, provided a disk and explained it.  Grants need updating every five years; need Resolution approving the plan.

Luthy inquired if we have a copy of the ’06 copies.  Al advised this is update.  Luthy stated is contingent on NIMS.  Al advised NIMS is separate; State and Federal grants will be hampered without a Resolution.  Johannes moved to adopt Resolution 2012-01.  Burke seconded the motion.
Ayes:     Smith, Burke, Della Morta and Johannes
Nays:     None
Motion carried.

Al thanked Joey for being on the board.

Luthy will get current rates versus new rates by the next meeting.

Christmas Lake Village easements – Russ advised he had gone to the Courthouse regarding the Christmas Lake Village (CLV) easements.  CLV gives easements to the Town of Santa Claus.  Should not build on top of existing utilities easements.  We need distinction between easements and utilities.  Building on top of an easement is one thing and over a utility is another.  Luthy wants to be clear what the Council wants, direction, what to do.  Smith stated every instance is a little different so Luthy was instructed to continue as have been doing.

WATER:

Luthy passed out and reviewed his December 2011 monthly performance report.  Also explained the Patoka water main break over the weekend and our Water Plant providing the necessary water for the town customers.

INDUSTRIAL PARK:

Luthy explained the lot clearing.

TOWN ATTORNEY:

Demolition of unsafe buildings – Patmore advised he tried to contact Mrs. Rice, but there was no response.  He has a quote from K & K for demolition.  This item to be tabled to determine where to get the funding from.

CLERK TREASURER:

No business.

MISCELLANEOUS:

No business.

VOUCHERS AND ADJOURNMENT:

With no further business to come before the Council, vouchers were signed and Johannes moved to adjourn the meeting at 6:40 P.M.  Burke seconded the motion.
Ayes:     Smith, Burke, Della Morta and Johannes
Nays:     None
Motion passed.

December 28, 2011 Special Council Meeting

December 28, 2011

The Santa Claus Town Council met in special session on December 28, 2011 at the Town Hall.  The meeting was called to order by Council President Ron Smith at 5:30 P.M.   Christensen announced that the meeting was being recorded.
Present:  Ron Smith, Kevin Burke, Dennis Della Morta, Elmer Dilger, Michael Johannes
Also present were Town Attorney, Kevin Patmore; Utilities Superintendent, Russ Luthy; Town Marshal, Joey Brown and Clerk-Treasurer, Kim Christensen.

CLERK-TREASURER

Ordinance 2011-14:  Christensen presented for second reading Ordinance 2011-14, an ordinance fixing salaries of elected officials and employees of the Town of Santa Claus, Indiana effective January 1, 2012.  Johannes moved to approve Ordinance 2011-14 as presented.  Della Morta seconded the motion.  Smith said that he felt that the Town Council, Waterworks Board and Park Board salaries should stay the same.  Johannes amended his motion to state that the Town Council, Waterworks Board and Park Board wages are to stay the same as 2011.  Burke said that he didn’t feel that the employees should be given a 3% raise plus 7% raise for the health insurance.  He felt that the insurance increase should be passed on to the employees.  Della Morta seconded the amendment that Johannes made to his motion.  Smith said that he wanted it noted that next year depending on what the insurance increases are the employees may not be so lucky.  Smith then called for vote on the motion on the table.
Ayes:  Smith, Della Morta, Dilger, Johannes
Nays:  Burke
Motion carried.

Christensen then presented the Council with the listing of pay for the individual employees, elected officials and boards.  Dilger moved to approve the listing, with the Town Council, Waterworks Board and Park Board salaries staying the same as 2011.  Johannes seconded the motion.
Ayes:  Unanimous
Motion carried

PARKS & RECREATION/COMMUNITY CENTER: 

Board Appointment:  O’Brien said the Park Board had one interested party that had submitted a letter of interest in the spot on the Park Board with Kirk Masterson’s term expiration.  Ben Sanford was at the meeting to answer any questions that the Council may have.  Johannes said that an email had been received today from Mark Lautner, who is also interested in the vacancy.  Burke moved to accept Sanford as the new park board member.  Motion died for lack of second.  Johannes moved to accept Mark Lautner as the new park board member.  Smith seconded the motion.
Ayes:  Smith, Della Morta, Dilger, Johannes
Nays:  Burke
Motion carried.

POLICE DEPARTMENT

Police Uniforms:  J. Brown said that he had revised the information in the SOPs concerning uniforms.  Burke said that there was other information that needed to be change and thought it should all be done at the same time.  J. Brown said that he would be attending a class in February regarding SOPs and was working with other departments to make revisions.  Burke moved that the issue be tabled and special meeting to address the SOPs be scheduled after the Town Marshal attends training in February.  Johannes seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried

STREETS

Luthy stated that the ditching and paving would be done next year.  He had spoken to Christensen about encumbering the money from this year to pay for the work.

INDUSTRIAL PARK

Luthy said that he has been trying to get the layout of the industrial park and wants to be versed in what the Town can offer.  There was discussion as to what would be the best course of action.

TOWN ATTORNEY 

Patmore presented the Council with a letter of proposal for his legal services for the year 2012.  The compensation and his work would be the same as it has been since he start at the Town’s attorney.  Dilger moved to approve the proposal for legal services for the year 2012 from Kevin Patmore.  Della Morta seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried

CLERK-TREASURER

Resolution 2011-10:  Christensen presented Resolution 2011-10, wastewater utility accounts to be written off.  She said that the previous owners are both deceased and the Town has been informed that there will not be an estate, so the money is not collectable.  Della Morta moved to approve Resolution 2011-10.  Johannes seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried

Resolution 2011-11:  Christensen presented Resolution 2011-11, transfer of funds within departments.  She explained that this would balance out the budgetary accounts and move money that could be encumbered to pay for 2011 expenses that had not been paid for yet.  Johannes moved to approve Resolution 2011-11.  Dilger seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried

Resolution 2011-12: Christesnen presented Resolution 2011-12, monies to be encumbered from 2011 budget.  She explained that this would be money from the 2011 budget that is encumbered over to next year for expenses that either an invoice or bid/proposal had been received and accepted, but had not been paid for yet.  The items covered would be the police vehicle (partially), community center sign, tape, candy for parade, travel & training, sidewalk, asphalt repair/street paving, ditching/diversion ditching, and the new fire station.  The money that is encumbered cannot be used for anything other than the items listed.  Johannes moved to approve Resolution 2011-12.  Dilger seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried

Contract Renewals:  Christensen presented the yearly contracts for Philip Brown as Building Commission and Zoning Administrator.  He has requested no changes to his contract.  Burke moved to approve the 2012 contract for Philip Brown as Building Commission and Zoning Administrator with no changes.  Johannes seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried

Board Appointments:

Waterworks Board:  This appointment was tabled until the January meeting.
Board of Zoning Appeals:  Christensen informed the Council that three of the members of the Board terms expired on December 31, 2011 – Eric Snow, John Chidester, Lynn Winkler.  Johannes moved to approve the three individual stay on for another term of four years.  Burke seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried.
Redevelopment Commission:  Christensen stated that the appointments for this commission have to be done every year.  Currently the Town Council members are the commission members.  Johannes moved that the Town Council members continue as the Redevelopment Commission members for 2012.  Della Morta seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried
Indiana 15 Regional Planning Commmission:  Christensen said that currently Ron Smith was the Town’s representative on the Commission.  Dilger moved to appoint Ron Smith as the 2012 representative for the Town.  Johannes seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried
Tourism Commission:  Christensen explained that, with the new census, Santa Claus was the largest municipality in Spencer County.  That entitles them to have a representative on the Tourism Commission.  Smith moved to appoint Julie Laswell as the Town’s representative.  Johannes seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried
Solid Waste Board:   Christensen said that this was also one of the Boards that the Town is able to have representatives on because of the census.  The Town is to have two representatives, one of them to be the president of the Town Council and the other an appointment by the Town Council.  Patmore said that there is a discussion as to when these appointments and the Tourism Commission appointment actually takes effect.  He believes it is April 1st because of when the census numbers are accepted by the Governor.  The Council tabled these appointments until the January meeting.

2012 meeting dates:  The Council set their monthly meeting dates for 2012 as the second Monday of each month at 5:30 p.m.

Police compensatory time:   Christensen said that per ordinance the Council needs to decide whether to roll over or pay (up to 28 hours) on the police compensatory time.  Burke moved to approve that the compensatory time roll over into 2012 and needs to be used by March 2, 2012.  Dilger seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried

Police Vehicle:  J. Brown said that he had received a quote on replacing the transmission on the 2006 – $2345.00.  Uebelhor has said that they could possibly give $4,000 as a trade in, but with the transmission issue probably would not get that amount.  J. Brown said that the benefits to the department for keeping the car would be having one vehicle in the summer for reserves and one for part time.  If the car is kept there would be the expense of replacing the transmission, insurance and purchasing the lights and equipment for the new car instead of using what is in the older vehicle.  He thought maybe the Town could reduce to liability insurance only on the 2004 and 2006 vehicles.  The Council instructed J. Brown to find out what the Town would get if the vehicle was traded, how much of a saving reducing to liability insurance and how much equipment for the new vehicle would be.

Patmore asked if the Council wanted to change the January meeting since the new clerk treasurer would be in training.  The Council agreed to keep the meeting date as is and that the deputy clerk could attend the meeting.  There was a question about swearing in of returning council members since the clerk treasurer would not be in attendance.  Christensen said that either the deputy clerk or town attorney could swear them in since they are both notaries.

Burke thanked Christensen for serving the Town, appreciate all of the hard work and all of the extra hours that she has been at Town Hall when no once was here.  Christensen thanked the Council for their support.

With no further business to come before the Council, Johannes moved to adjourn the meeting.  Dilger seconded the motion.
Ayes:  Unanimous
Nays:  None
Motion carried.