On Wednesday, 10/4/2023 the Town Council held a special meeting. The meeting was called to order by Deb Shumate, Town Council President. Drew Olman, Council Member was also present. All present joined in giving the Pledge of Allegiance.

Tracy Wyne presented some preliminary information on the rate study. Deb Shumate, then opened the floor to any questions from the public. There were several questions from the public.

Chris Janak introduced the Bond Ordinance for the First Reading. Drew Olman made a motion to pass the first reading. Deb Shumate seconded the motion. The motion was put to a vote and the motion carried.

Chris Janak introduced the Rate Ordinance for the First Reading. Drew Olman made a motion to pass the first reading. Deb Shumate seconded the motion. The motion was put to a vote and the motion carried.

A Public Hearing was scheduled for Thursday, October 19, 2023 at 6:30pm for the Water Rates & Charges

As there was no further business to be conducted by the Town Council, Drew Olman made a motion to adjourn the meeting. Seconded by Deb Shumate. The next regular meeting of the Town Council is scheduled to be held October 16, 2023 at 6:30 pm

On Monday, 10/16/2023 the Town Council meeting was called to order by Deb Shumate, Town Council President. Drew Olman and Mark Marsee, Town Council members, were also present. All present joined in giving the Pledge of Allegiance.

After reviewing the minutes, from the September 11, 2023 regular meeting and the October 4, 2023 Special meeting, a motion was made by Drew Olman to approve the minutes. Mark Marsee seconded that motion. The motion was put to a vote and motion carried.

Claims/Financials/Payroll: After review of the claims and payroll, a motion was made by Drew Olman to approve. Mark Marsee seconded that motion. The motion was put to a vote and motion carried.

Town Manager Report: Report for September was submitted and presented by Doug Price.

Town Marshall Report: Report for September was submitted by Phillip Wilson, Town Marshall.

Milan Park Board Report: Report for September was submitted by Derek Helton, Park Board President.

Old/Continuing Business:

The Christmas Walk Stage will be paid for by a sponsor but needing to be rented in the Town of Milan’s name. Sally Gosmeyer made a call and said all was good the town didn’t need to do anything at this point.

New Business:

The 2024 Budget Adoption was continued for Monday, 10/23/23.

Audit Findings for the Audit Period 1/1/2021-12/31/2022: The findings were talked about and it was explained to the bord that there were two Corrective Action plan items that needed to be done. One being Internal Controls over Financial Transactions and Reporting. The second being Bank Account Reconciliations. A Corrective Action Plan has been written and submitted to SBOA. One other audit item needing completed is an Asset Listing, as well as a minimum dollar amount set for the items that will be on the list. Drew Olman made a motion to set the minimum dollar amount per item to be $500. Mark Marsee seconded the motion. The motion was put to a vote and motion carried.

Ripley County Development 2024 Inter-Local Agreement: Drew Olman made a motion to sign the Inter-Local Agreement. Mark Marsee seconded the motion. The motion was put to a vote and motion carried.

Water Concerns: The board discussed past due business accounts and stated they need to follow ordinances as they are stated. The businesses would be shut off if they didn’t get current. It was also stated that any resident, business, or contractor that turns water on, unauthorized, will be fined per the ordinance.

Police Vehicle: Chief Wilson presented the board with an estimate for a Dodge Durango. A decision to purchase was tabled.

Public Items/Comments on Agenda Items:

David Steen Pike Lumber: David Steen of Pike Lumber asked the board to consider extending the date of the land purchasing option, that Pike Lumber and the Town of Milan currently have but set to expire soon. The Board said they would have to read over the current agreement and get back with him.

Solicitation Approval for Roadblock by the Milan Community Emergency Relief was presented to the board. A motion was made by Drew Olman to approve the solicitation request from the Milan Community Emergency Relief and to wave the fee if the high visibility vests are worn the whole time. Mark Marsee seconded that motion. The motion was put to a vote and motion carried.

As there was no further business to be conducted by the Town Council, Drew Olman made a motion to adjourn and Mark Marsee seconded that motion. The next regular meeting of the Town Council is scheduled to be held November 13, 2023, at 6:30 pm.

On Wednesday, 10/18/2023 there was a special meeting to open bids received from contractors, for the drinking water project and replacement of the water tower. Lori Young of Curry and Associates started by introducing everyone. Those in attendance were, Lori Young, Doug Price, Derek Helton, Melissa Teer, Jodi Comer and four contractors. After the bids were opened, Lori thanked everyone for coming and stated that she would put all the information down on paper for presentation to the board at 6:30 pm that evening.

No decisions were made.

The next meeting will be a Special Meeting on Wednesday, 10/18/2023 @ 6:30pm

On Wednesday, 10/16/2023 the Town Council meeting was called to order by Deb Shumate, Town Council President. Drew Olman and Mark Marsee, Town Council members, were also present.

Review of Bids: Lori Young presented the board with the bid results from earlier in the day along with some different options for the water project.

Contractors that submitted bids for the water mains were: Mike Holman, Lykins, Dave Omara, & Brackney Inc.

Contractors that submitted bids for the water tower were: McGuire, Mid-Atlantic, Caldwell Tank, & Phoenix.

No decisions were made.

The next meeting will be a Special Meeting on Thursday, 10/19/2023 @ 6:30pm

On Thursday, 10/19/2023 the Town Council held a special meeting. The meeting was called to order by Deb Shumate, Town Council President. Drew Olman, Council Member was also present.

Chris Janak, Bond Council with Bose McKinney & Evans LLP, informed the Town Board that SRF would grant Milan an additional $500,000, due to bids coming in a little high and interest rates increasing, to assist the town in moving forward with the project. This grant would allow Milan to move forward with priority projects without increasing rates above the previously planned limits.

Review of Bids: Lori Young of Curry and Associates presented to the board and the public, the bid tabulations based on the bids that were opened at the special meeting on 10/18/2023 @ 3:00pm. Based on those bid results she also presented options for the project and recommended Mike Holman Excavating for Division II Water mains and Maguire for the Division I Tank Project, both contingent upon completion of funding with SRF and OCRA.

Rate Ordinance & Bond Ordinance: Chris Janak, Bond Council with Bose McKinney & Evans LLP, presented the Rate Ordinance and the Bond Ordinance for the second reading. Tracy Wyne of Bose McKinney & Evans LLP presented, to the board, a copy of the Independent Accountant’s Report and Financial Forecast along with a copy of the Forecasted Schedule of Cash Flows and Revenue Requirements and Required Increase in Rate Changes. (New Rates will be posted at the Town Hall)

Public Hearing: The floor was opened up to the public for questions. The one resident at the meeting, Milton Teer, had several questions, one being, “Based on prior work done for the town, was Holman the right contractor for this project?”. It was clarified, that Mike Holman Excavating, is a different contractor than the Holman contractor previously used for town work. It was also mentioned that he has done great work for surrounding towns and comes highly recommended by Curry and Associates, the towns Engineering firm. Drew Olman made a motion to close the Public Hearing. Deb Shumate seconded the motion. The motion was put to a vote and the motion carried.

Rate Ordinance: Drew Olman made a motion to approve the Rate Ordinance. Deb Shumate seconded the motion.The motion was put to a vote and the motion carried.

Bond Ordinance: Drew Olman made a motion to approve the Bond Ordinance. Deb Shumate seconded the motion. The motion was put to a vote and the motion carried.

Drew Olman made a motion to accept the Mike Holman Excavating Bid, for the water mains and the Maguire Bid, for the water tower contingent upon funding. Deb Shumate seconded the motion. The motion was put to a vote and the motion carried. (Bids will be posted at the Town Hall)

Police Vehicle: This item was tabled for the next meeting.

ADJOURNMENT

As there was no further business to be conducted by the Town Council, Drew Olman made a motion to adjourn the meeting. Seconded by Deb Shumate.

The next meeting of the Town Council is a Special meeting scheduled to be held Monday, October 23, 2023 at 4:30pm

On Monday, 10/23/2023 the Town Council held a special meeting. The meeting was called to order by Deb Shumate, Town Council President. Drew Olman and Mark Marsee, Town Council members, were also present.

Budget Adoption: The proposed 2024 Budget was presented to the board for adoption. Drew Olman made a motion to adopt the 2024 budget. Mark Marsee seconded the motion. The motion was put to a vote and the motion carried.

Police Car: Due to the fact that the police truck purchase that was approved earlier in the year, could no longer be ordered, Mark Marsee made a motion to approve the purchase of the Dodge Durango. Drew Olman seconded the motion. The motion was put to a vote and the motion carried. $30,000 would come from the General Vehicle Appropriation and the remainder, $15309 would come from the EDIT Fund.

ADJOURNMENT

As there was no further business to be conducted by the Town Council, Drew Olman made a motion to adjourn the meeting. Seconded by Mark Marsee. The next regular meeting of the Town Council is scheduled to be held November 13, 2023 at 6:30 pm.