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HomeMy WebLinkAbout11.18.24 CC Meeting Minutes 1 City of Carmel CARMEL COMMON COUNCIL MEETING MINUTES MONDAY, NOVEMBER 18, 2024 – 6:00 P.M. COUNCIL CHAMBERS/CITY HALL/ONE CIVIC SQUARE MEETING CALLED TO ORDER Council President Anthony Green, Council Members: Jeff Worrell, Rich Taylor, Adam Aasen, Teresa Ayers, Matthew Snyder, Anita Joshi, Shannon Minnaar, and Deputy Clerk Jessica Komp were present. Councilor Ryan Locke participated virtually. Council President Green called the meeting to order at 6:00 p.m. AGENDA APPROVAL The agenda was approved unanimously. INVOCATION Pastor Jessica Stevens of Carmel United Methodist Church delivered the invocation. Clay Middle School students Henry and Marshall Johnston led the Pledge of Allegiance. RECOGNITION OF CITY EMPLOYEES AND OUTSTANDING CITIZENS Carmel Police Chief Drake Sterling introduced new Carmel Police Officer, Travis Brady. Officer Brady was sworn in by Mayor Sue Finkam. RECOGNITION OF PERSONS WHO WISH TO ADDRESS THE COUNCIL Carmel resident Daniel Rexroth spoke to Council. Mr. Rexroth expressed his gratitude to Councilor Worell, and to the entire Council, for creating an Affiliate Review Committee to examine the non-profit organizations that Carmel is affiliated with. Mr. Rexroth stated that he has deep concerns with recent actions regarding the Christkindlmrkt and expressed his desire to see more transparency from the Mayor’s office. COUNCIL AND MAYORAL COMMENTS/OBSERVATIONS Clay Middle School Students Henry and Marshall Johnston gave the Mayor’s Report to Council. Henry is in 7th grade and Marshall is in 6th grade. Henry shared the good news that the City of Carmel received a AA Bond Rating from S&P Global Ratings. This is the best rating in the State for a city of our size. This rate allows us to borrow money at a lower rate than our peers, which in turn frees up more money for more quality projects. We also refinanced some capital leases, resulting in a savings of nearly $500,000.00. The Docusign Envelope ID: D5807BB8-4F20-4175-B59E-741F0F35C0BA 2 Mayor and the City Council are working closely together to ensure that our financial status remains strong. Marshall shared that the city recently announced that we are accepting applications for the 2025 Arts Grant program. Applicants can find more information on the city’s website, and winners will be announced in January of 2025. Thank you to the Mayor’s Advisory Commission on Veterans and Military Families for planning and putting on the 2024 Veterans’ Day ceremony. Congratulations to the Mayor’s Advisory Commission on Public Safety for hosting their first meeting. CONSENT AGENDA Councilor Minnaar moved to approve the consent agenda. Councilor Aasen seconded. There was no discussion. Council President Green called for the vote. The consent agenda was approved 9-0. a. Approval of Minutes 1. October 21, 2024 Regular Meeting 2. October 30, 2024 Special Meeting b. Claims 1. Payroll - $3,875,334.06 2. General Claims – $3,617,796.40 3. Retirement – $110,705.10 (October) and $110,705.10 (November) 4. Wire Transfers – $4,932,915.52 ACTION ON MAYORAL VETOES There were none. COMMITTEE REPORTS Councilor Worrell reported that the Finance, Utilities and Rules Committee will meet on Tuesday, December 10th to discuss the two items on its agenda, which are procedural ordinances. (The next meeting of the committee has since been changed to Monday, December 2nd, at 4:00 p.m.) Councilor Snyder reported that the Land Use and Special Studies Committee is still discussing the UDO and the Parks’ Interlocal Agreement. The next meeting will be Wednesday, November 20th at the Carmel Clay Public Library, and we will have a speaker who will talk about long-term finances. OTHER REPORTS – (at the first meeting of the month specified below): Michael Klitzing, Director of Carmel Clay Parks and Recreation, gave his report to Council. He thanked those who were able to attend last week’s joint meeting with the Township Board and the Park Board, where the new 5-year comprehensive master plan was discussed. Mr. Klitzing shared the newly revised layout of the White River Greenway North Extension. Hazel Landing Park has also received a new roadside entrance sign. There is a new trail between Hazel Dell Parkway and the new pedestrian bridge. Construction of the bridge will begin in January or February. At the Monon Community Center, a new indoor playground is being built in the space that was the Kids’ Zone. There will be a toddler play space, a LiteZilla installation, a large imagination playground with huge foam structures to climb and build with, and a lighted Luckey Climber. CCPR also celebrated receiving its accreditation through the Commission for Accreditation of Park and Recreation Agencies. Councilors Minnaar and Joshi both commended Director Klitzing on all that CCPR has achieved and stated that this new indoor playground will be incredible for the community. Docusign Envelope ID: D5807BB8-4F20-4175-B59E-741F0F35C0BA 3 Councilor Taylor asked Director Klitzing to explain the background of getting the pedestrian bridge built. Director Klitzing stated that the community has dreamed of this bridge for over 20 years. The Township Board, of which Councilor Snyder was a member, is to thank for the initial funding of the project. This project is a partnership between Clay Township, the Carmel Clay Board of Parks and Recreation, Hamilton County, Delaware Township, and the City of Fishers. Santosh Rajmane gave the Audit Committee’s report to Council. Audit Results were for Fiscal Year End December 31, 2023. The Auditor was Forvis Mazars, LLP. The Audit Exit Conference was held on June 20, 2024. Attendees were the State Board of Accounts, Forvis Mazars, LLP, Abby Parker (Coonrod), Ann Bingman and Dianne Walthall (City of Carmel) and the Audit Committee Members. The City received an unmodified opinion on its GAAP Basis Financial Statements and Single Audit, meaning that the auditor concluded that the financial statements are presented fairly in all material respects. For Fiscal Year End 2025, the City’s auditor will be the State Board of Accounts, and not Forvis Mazars, LLP. The Office of Management and Budget (OMB) has updated the Uniform Guidance on Single Audits for fiscal years on or after October 1, 2024. The federal single audit threshold will be increased from $750,000 to $1,000,000. Organizations receiving less that $1,000,000 in federal funding will no longer be subject to a Single Audit. As of today, the City does not expect a Single Audit for Fiscal Year End December 31, 2024. Councilor Aasen stated that last year, the head of the Audit Committee asked for the group to either be given more responsibility or to be dissolved. Councilor Aasen asked if the Audit Committee currently has enough to do. Zac Jackson, City of Carmel CFO and Controller, stated that the committee does not really have much to do beyond reviewing the audit performed by the State Board of Accounts. Sergey Grechukhin, City Attorney, stated that an Audit Committee is a required entity for the State, but not for a second-class city. Mr. Rajmane stated that his recommendation would be to keep the committee, and expand on the role they play, to offer more value. President Green stated that the Finance Committee will be assigned the task of evaluating the Audit Committee and making a recommendation on such to the Council. Further, Zac Jackson could provide input on what additional responsibilities could look like. OLD BUSINESS Council President Green announced the fifth reading of Ordinance D-2726-24; An Ordinance of the Common Council of the City of Carmel, Indiana, Approving and Adopting a Third Amendment to Interlocal Agreement; Sponsor(s): Councilor(s) Snyder and Taylor. This item remains in the Land Use and Special Studies Committee. Council President Green announced the third reading of Ordinance D-2740-24; An Ordinance of the Common Council of the City of Carmel, Indiana, Amending Chapter 2, Article 1, Sections 2-1, 2-3, 2-6, 2- 10, 2-12, 2-13 and 2-14 of the Carmel City Code; Sponsor(s): Councilor(s) Green and Aasen. This item remains in the Finance, Utilities and Rules Committee. Council President Green announced the third reading of Ordinance D-2741-24; An Ordinance of the Common Council of the City of Carmel, Indiana, Amending Chapter 2, Article 6, Sections 2-301, 2-302 and 2-303, of the Carmel City Code; Sponsor(s): Councilor(s) Green and Aasen. This item remains in the Finance, Utilities and Rules Committee. Council President Green announced Petition for Alley/Street Vacation or Order to Remove Obstructions; 40 East Main Street, Carmel, IN 46032; Carmel Library Associates, LLC, Property Owner. This item remains in the Land Use and Special Studies Committee. Docusign Envelope ID: D5807BB8-4F20-4175-B59E-741F0F35C0BA 4 PUBLIC HEARINGS Council President Green announced Resolution CC-11-18-24-06; A Confirmatory Resolution Designating an Economic Revitalization Area and Approving Tax Abatement for Qualifying Certain Personal Property – Alliance for Cooperative Energy Services Power Marketing, LLC; Sponsor(s): Councilor(s) Joshi and Worrell. Councilor Minnaar moved to introduce. Councilor Joshi seconded. Councilor Joshi presented the item to Council. Nick Weber, Executive Director for Economic Development, explained that this is a confirmatory resolution, which is the next step in the process of granting a tax abatement, after Council previously approved the declaratory resolution. Every taxing unit that has jurisdiction over this site has been notified, a public notice was placed in the newspaper to advertise tonight’s public hearing. We also have a signed Memorandum of Agreement with the company for this project. Council President Green then opened up the public hearing at 6:46 p.m. Seeing no one who wished to address the Council, President Green closed the public hearing at 6:47 p.m. Councilor Worrell stated that he is ready to vote on this tonight. There is a $6.5 million dollar investment, $4 million of which is eligible for abatement. This is 45 jobs at $118,000.00, they’re retaining 214 jobs at an average salary of $130,000.00. Councilor Aasen stated that he would like to go over the MOA if we’re going to vote tonight. Nick Weber stated that the MOA lays out the rules of the road from the beginning and defines what substantial compliance is to the commitments made by the company receiving the abatement. This MOA requires 95% compliance. Councilor Joshi moved to approve the resolution. Councilor Worrell seconded. Councilor Snyder stated that he did not have enough information on this subject to make an informed decision. Councilor Aasen stated that he agreed with Councilor Snyder, and again stated that he would like to go over the MOA. Mr. Weber did not have the MOU on hand to share with the Council. Councilor Aasen then stated that this has to go to committee. Councilor Joshi then rescinded her motion to approve, and moved that this be sent to the Finance Committee so that all Councilors could review the MOA. President Green sent Resolution CC-11-18-24-06 to the Finance, Utilities and Rules Committee. NEW BUSINESS Council President Green announced the first reading of Ordinance D-2747-24; An Ordinance of the Common Council of the City of Carmel, Indiana, Establishing Lake City Bank as the Financial Institution for Public Monies of the City; Sponsor(s): Councilor(s) Green and Taylor. Councilor Snyder moved to introduce the item into business. Councilor Taylor seconded. Councilor Taylor presented the item to Council. Zac Jackson explained that earlier this summer, the Finance Department, along with the help of Baker Tilly, put out an RFP for banking services for the city. We received responses from 22 bidders. We brought in 4 banks for in-person interviews, and ultimately selected Lake City Bank as our preferred vendor. They eliminated fees, and their interest rates would earn us about $400,000.00 more per year than we are currently earning. Those reasons, along with their customer service platform, made Lake City Bank the unanimous choice. Councilor Locke asked if this would make Lake City Bank our only depository. Mr. Jackson responded that it would be our only depository, however we currently have money at both United Fidelity and Fifth Third, and he does not know how quickly we will be moving dollars away from those institutions. This is because the checks that the Finance Department cuts can be cashed up to two years later. Councilor Locke then asked if we would ever add additional depositories so that we can seek competitive bids for investments as they come through. Mr. Jackson stated that the City’s daily cash balance is around $42 million, which is why we received the rates that we did. If we were to seek competitive bids in the future, we would need to put that back out for bid so that Lake City would know that they’re not going to house our entire daily cash balance. Councilor Taylor asked about lock box services for our utilities, and Mr. Jackson stated that those would not be moving to Lake City Bank, so as not to interrupt citizens’ ability to pay. Councilor Snyder moved to suspend the rules and vote on this tonight. Councilor Minnaar seconded the motion. There was no discussion. Council President Green called for the vote. Motion to suspend the rules approved 9-0. Councilor Minnaar moved to approve the ordinance. Councilor Aasen seconded. There was no discussion. Council President Green called for the vote. Ordinance D-2747-24 approved 9-0. Docusign Envelope ID: D5807BB8-4F20-4175-B59E-741F0F35C0BA 5 Council President Green announced Resolution CC-11-18-24-01; A Resolution of the Common Council of the City of Carmel, Indiana, Approving a Transfer of Funds within the General Administration Department Budget (Fund #1205); Sponsor(s): Councilor(s) Green and Taylor. Councilor Taylor moved to introduce the item into business. Councilor Snyder seconded. Councilor Taylor presented the item to Council. Zac Jackson explained that this is a transfer within the General Administration budget. It was determined that the funding for worker’s compensation was underfunded for the year by about $100,000.00. The remaining funds will cover the expenses of two new vehicles needed as the General Administration Department expands into facilities management roles outside of City Hall. Councilor Aasen moved to approve the ordinance. Councilor Taylor seconded. There was no discussion. Council President Green called for the vote. Resolution CC-11-18-24-01 approved, 9-0. Council President Green announced Resolution CC-11-18-24-03; A Resolution of the Common Council of the City of Carmel, Indiana, to Limit the Rate for Taxes Payable in 2024 and Certain Past Years and Authorize Necessary Temporary Borrowing Among City Funds; Sponsor: Councilor Taylor. Councilor Taylor moved to introduce the item into business. Councilor Minnaar seconded. Councilor Taylor presented the item to Council. Zac Jackson explained that this resolution comes before Council annually, essentially preserving our right to proceed with an excess levy appeal. We won’t know the details until we get closer to the end of the calendar year, but this gives us the flexibility that if we think we qualify, we can file that appeal. Councilor Taylor asked Mr. Jackson to explain to the citizens that we are not increasing the property tax rate. Mr. Jackson explained that this has to do with keeping rates flat, while bringing in the amount the city would be eligible for. This also allows us to loan funds between the General Fund and the Motor Vehicle Highway Fund throughout the year if needed, although we don’t anticipate that need. Councilor Taylor moved to approve the ordinance. Councilor Aasen seconded the motion. There was no discussion. Council President Green called for the vote. Resolution CC-11-18-24-03 approved, 8-0. (Councilor Locke abstained.) Council President Green announced Resolution CC-11-18-24-04; A Resolution of the Common Council of the City of Carmel, Indiana, Approving a Transfer of Funds within the Common Council Budget (#1401); Sponsor(s): Councilor(s) Aasen, Taylor, Green, Snyder and Minnaar. Councilor Aasen moved to introduce the item into business. Councilor Snyder seconded. Councilor Aasen presented the item to Council. He explained that there was a surplus in the budget, largely in the line item for health insurance. When this budget was created last year, prior to the election, the makeup of the 2024 City Council was still unknown. We budgeted for all nine members to join the city’s health insurance program, but four members did not elect to join. For that reason, we are now able to direct those unspent funds to charitable organizations. Councilor Snyder added that this is not a grant program, we do have some long-standing obligations that we will fulfill, and that the Council will decide collectively on where the remaining money is donated. Further, this surplus is not something to expect annually. Councilor Worrell asked if there was already a list of these potential donations. Councilor Snyder stated that an email was sent by Councilor Aasen with suggestions, but that everyone will be involved in the decision-making process. Councilor Minnaar stated that she has a suggested organization that she would like to be included amongst the others, as well. Councilor Aasen moved to approve the resolution. Councilor Minnaar seconded. Councilor Locke asked if this transfer tonight would spend the money, or if there would be further discussion. Councilor Taylor confirmed that this transfer only moves the money between budget line items, the money is not yet spent. There was no further discussion. Council President Green called for the vote. Resolution CC-11-18-24-04 approved, 9-0. Council President Green announced Resolution CC-11-18-24-05; A Resolution of the Common Council of the City of Carmel, Indiana, Creating an Affiliate Review Committee; Sponsor: Councilor Worrell. Councilor Worrell moved to introduce. Councilor Minnaar seconded. Councilor Worrell presented the item to Council. He explained that this committee will be tasked with assembling a comprehensive financial policy overview of the affiliated nonprofits and community benefit corporations that direct and expend public funds. Those groups include Christkindlmrkt, Inc., Promote Carmel, Inc., Carmel Midtown Docusign Envelope ID: D5807BB8-4F20-4175-B59E-741F0F35C0BA 6 Community Development Corporation, and 4CDC d/b/a Carmel City Center Community Development Corporation. This initiative will establish a new level of transparency and accountability in our government. This is not an effort to investigate or impugn any current or former City official or employee. The committee will ensure that taxpayer funds are being used effectively and transparently. Councilor Snyder asked about the makeup of the committee, and expressed his belief that the three Council appointees should actually be members of the Council. Councilors Aasen, Worrell, and Locke expressed their agreement. Councilor Locke also stated that he believes the Committee Chair should be a Council member. Councilor Aasen made a motion to amend the resolution to reflect these changes. Councilor Snyder seconded. There was no discussion. Council President Green called for the vote. Motion to amend the resolution approved, 9-0. Councilor Snyder moved to approve the amended resolution. Councilor Minnaar seconded. Mayor Finkam then stated that she is happy to support this resolution to create this committee. True to the transparency platform she ran on, there were reviews done of the Christkindlmrkt and Promote Carmel, which revealed operations where there was unnecessary risk, and opportunities for operational improvements. The All Things Carmel store was closed in August to limit further losses to protect taxpayers. We had been trying to get an updated agreement with the Christkindlmrkt to protect the city from liability and to reduce the market’s fiscal reliance on the city. Recently, changes were made to the Market’s Board to better align with the City’s goals. The members that were asked to serve again chose not to do so, but Mayor Finkam thanks them for their service in supporting our fantastic Carmel Christkindlmrkt. This resolution will provide an additional layer of accountability and transparency, and the Mayor appreciates the opportunity to do that alongside the Council. There was no further discussion. Council President Green then called for the vote. Resolution CC-11-18-24-05 approved as amended, 9-0. AGENDA ADD-ON ITEMS There were none. OTHER BUSINESS Council President Green announced the Approval of the 2025 Common Council Meeting Calendar and Deadlines. There were no suggested changes. Councilor Minnaar moved to approve. Councilor Joshi seconded. There was no discussion. Council President Green called for the vote. The 2025 Common Council Calendar and Deadlines was approved, 9-0. ANNOUNCEMENTS Councilor Snyder expressed his pride in serving with Mayor Finkam and Councilor Worrell and expressed his gratitude for how they found a way to work together on the matter of the Christkindlmrkt. Although All Things Carmel was closed, the new Carmel Clay Historical Society will serve as a welcoming center to visitors. Councilor Snyder thanked Mayor Finkam for supporting that. He also stated that he didn’t want anyone coming to Council proposing new apartments on any land that might be vacated around Gramercy. Councilor Taylor stated that the Mayor’s Advisory Commission on Senior Living will be meeting on Thursday, November 21st, at 6 p.m., in Community Room A of the Carmel Library. Councilor Minnaar announced that Sky Simpson, who was recognized at the last Council meeting, went to Iceland for the International Power Lifting Competition and won two gold medals and a silver medal. Docusign Envelope ID: D5807BB8-4F20-4175-B59E-741F0F35C0BA 7 ADJOURNMENT Council President Green adjourned the meeting at 7:27 p.m. Respectfully Submitted, _______________________________ Jacob Quinn, Clerk Approved, ATTEST: _______________________________ Anthony Green, Council President _______________________________ Jacob Quinn, Clerk Docusign Envelope ID: D5807BB8-4F20-4175-B59E-741F0F35C0BA