Town of Milan Monthly Meeting Minutes, November 11, 2024

On Monday, 11/11/2024 the Town Council meeting was called to order by Deb Shumate, Town Council President. Drew Olman, Vice President and Mark Marsee, Council Member was also present.

Everyone in attendance joined in giving the Pledge of Allegiance.

Meeting Minutes: After reviewing the minutes, from the October 7, 2024 regular meeting, a motion was made by Mark Marsee to approve the minutes. Deb Shumate seconded that motion. The motion was put to a vote and the motion carried with 3-0 vote.

Claims/Financials/Payroll: After review of the claims and payroll from October 8 — November 11 , a motion was made by Drew Olman to approve the claims & payroll. Mark Marsee seconded that motion. The motion was put to a vote and the motion carried with 3-0 vote.

Town Manager Report: The Town Report was presented & submitted by Doug Price.

Town Marshall Report: The Marshall's Report was presented & submitted by Phillip Wilson, Town Marshall.

Milan Park Board Report: Nothing submitted

Old/Continuing Business:

New Business:

Ordinance 11112024-1 to amend Chapter 110 Peddlers & Solicitors First Reading: A motion was made by Mark Marsee to approve the First Reading of Ordinance 11112024-1. Drew Olman seconded that motion. The motion was put to a vote and the motion carried with 3-0 vote.

McGuire Iron, Inc Invoice for $82,300.00 was presented for approval (Partial Pmt for value of materials stored, and work completed): A motion was made by Mark Marsee to approve the invoice. Drew Olman seconded that motion. The motion was put to a vote and the motion carried with 3-0 vote.

CSX Permit & Invoice for $3700.00 was presented for approval (Additional Casing install on 101): A motion was made by Drew Olman to approve the permit and invoice. Mark Marsee seconded that motion. The motion was put to a vote and the motion carried with 3-0 vote.

Melissa Teer appointed to Park Board was tabled while Lynn Fledderman, Town Attorney looks in to the Indiana statute of dual office holding.

Meter Reading Changes/Adjustments was tabled.

Public Items:

Julie Reatherford, Bill for water usage since October 2022 because of no account: Ms. Reatherford explained that she had come in to open an account 2022 and to do that she had to pay a past bill. She stated she paid the past bill and opened the account. She stated she never received a bill and had come in several times stating that, at which point she was told you're in the system and you should be receiving a bill. Then in Oct 2023 she received a statement with a small credit but nothing she owed. Now in October of 2024, she was notified they are being shut off for not having an account. She asked how she could have received the credit but not a bill. It was explained that when the town went to the new billing software, it sent a statement to everyone in the system that had any type of balance and the statement she received was the credit from an overpayment on a bill from 2019. But there had not been an account opened for their current service address. Deb Shumate, Town President stated the charges being asked to pay was only for their usage and no penalties or late fees had been included. She stated the board would take the statements provided under advisement.

Cathy Ertel, Samaritans Hope Chest: Ms. Ertel stated that the Samaritans Hope Chest had never paid a water bill and now they are and asked why. Deb Shumate, Council President explained that due to the amount of water loss Milan has had the town is trying to account for all water usage and to do that, all services address' must have an account so meters readings and consumption can be tracked. In addition, the Indiana Code does not allow for utility companies to operate in a deficit which means everyone must pay for their water. Ms. Ertel asked if someone could look into the condition of the building next to the Samaritans Hope Chest or even have them cover up the windows. Lynn Fledderman, Town Attorney stated for the town to get involved there would have to be an ordinance violation first.

Julie Reatherford asked when meters are read. The response was around the 28th of the month.

Comments on Agenda Items:

As there was no further business to be conducted by the Town Council, Mark Marsee made a motion to adjourn and Drew Olman seconded that motion. The motion was put to a vote and the motion carried. The next regular meeting of the Town Council is scheduled to be held December 9th, 2024, at 6:30 pm.


Town of Milan Town Council Memorandum of Executive Session

The Town Council of the Town of Milan, Ripley County, Indiana met in an executive session on the 11th day of November, 2024 at 6:00pm at the Town Hall located at 211 W. Carr St., Milan, IN 47031

An Executive Session was conducted for the following reason:
Where authorized by federal or state statute.

5-14-1.5-6.1 (b)(2) For discussion of strategy with respect to any of the following:
(A) Collective bargaining, which does not include a discussion or meeting under IC 2029-6-7.
(B) Initiation of litigation or litigation that is either pending or has been threatened specifically in writing. As used in this clause, "litigation" includes any judicial action or administrative law proceeding under federal or state law.
(C) The implementation of security systems.
(D) A real property transaction including:
     (i) a purchase;
     (ii) a lease as lessor;
     (iii) a lease as lessee;
     (iv) a transfer;
     (v) an exchange; or
     (vi) a sale; by the governing body up to the time a contract or option is executed by the parties. This clause does not affect a political subdivision's duty to comply with any other statute that governs the conduct of the real property transaction, including IC 36-1-10 or IC 36-1-11.
(E) School consolidation.

5-14-1.5-6.1 (b)(9) To discuss a job performance evaluation of individual employees. This subdivision does not apply to a discussion of the salary, compensation, or benefits of employees during a budget process.

We, the Milan Town Council, hereby certify that no decisions were made or subject matter discussed in the Executive Session other than the subject matter specified herein and in the posted notice of the actual session.


Emergency Meeting Minutes
Mon., Nov. 18, 2024, 5pm

Deb Shumate, Town Board President, called the meeting to order. She explained to the public in attendance, because this was the only evening in the next two weeks that the board was able to have a quorum, an Emergency Meeting had to be called, so a job could be posted by the end of the week and apologized for the short notice. She also explained that it was not a normal meeting and not have an agenda, Pledge of Allegiance nor open the floor for the public comment etc.

She started the meeting with a conversation with Mark Marsee, Board Member and Doug Price, Sewer Plant Manager regarding the positions needing filled. It was determined a part-time employee would be offered one of the two full-time positions, contingent upon a 30-day trial, for a permanent full-time position.

The board and Doug will be sent the first draft Employee Handbook from the Clerk Treasurer to look over and insert comments and suggestions on changes etc., on the current jobs' descriptions. Changes will be made via email for the Handbook.

The town will post a job opening for a full-time position, the listing would in part come from the job description, benefits offered, and looking at search engines (i.e. Indeed) as a template how similar jobs are posted. A search engine may be used to fill the position by getting a wider selection of candidates

Mark made a motion to approve Doug offering the full-time position to a current part-time employee and Deb seconded, all ayes.

Mark made a motion to adjourn the meeting, Deb seconded, all ayes.


Town of Milan Special Meeting Minutes 11/25/2024

On Monday, 11/25/2024 the Town Council Special meeting was called to order by Deb Shumate, Town Council President. Mark Marsee, Council Member was also present.

Special Meeting Items:

Insurance for Christmas Walk: Mark Marsee made a motion to have Hummel-Winters Insurance add a supplement policy to our current policy for the Christmas Walk Decorations and Equipment and pay the cost of $250. Deb Shumate seconded that motion. The motion was put to a vote and the motion carried with a 2-0 vote.

CSX Additional Cost $750 (Contract CSX 1001154, Tracking # 1068711), for the Right of Entry permit on 101 due to additional casing pipe needed to go under railroad: A motion was made by Mark Marsee to approve the invoice. Deb Shumate seconded that motion. The motion was put to a vote and the motion carried with a 2-0 vote.

As there was no further business to be conducted by the Town Council, Mark Marsee made a motion to adjourn and Deb Shumate seconded that motion. The motion was put to a vote and the motion carried. The next regular meeting of the Town Council is scheduled to be held December 9th, 2024, at 6:30 pm.