[0:07] all right one second uh february 2nd special all in favor

[0:20] okay february 2nd 2021 special meet meeting minutes can i get a motion

[0:27] you can move

[0:37] all right claims and transfers

[0:48] this month was 94 275 dollars and 23 cents

[0:55] okay can i get a motion take it second

[1:03] all in favor all right

[1:08] from the water two hundred 44 sixty eight dollars and twenty three

[1:13] cents motion moved second

[1:19] second all in favor

[1:29] from the wastewater 38 634 dollars and 37 cents

[1:38] motion

[1:45] second all in favor all right what was

[2:00] okay and payroll 43 908.90 so moved second second

[2:09] all in favor all right

[2:13] all right communications town marshall good evening ladies and gentlemen uh

[2:19] first thing let's i want to introduce our new crew here

[2:23] let's see where they're all touched around the corner

[2:26] um first off i got virgil lanny which we already sworn him in our scoring man he

[2:31] actually took levi's place full time uh he is now 983 and we are actively

[2:36] shopping for a dog we think we've located a couple of good

[2:39] prospects uh we've been getting some great uh

[2:43] donations coming into the town so i think we're going to be in good shape on

[2:46] picking up the dog and say we'll tell a little bit about what you've seen

[2:50] so far yes we've got two that we're really looking at

[2:53] one is completely trained already i've got about 14 years of canine

[2:58] handler experience law enforcement wise so i'm not going to

[3:03] be away from the town like at a training academy and it's going to be

[3:06] one or two days to certify with that dog and then i'll be on the street

[3:10] the other dog we're looking at is still in the process of being trained so it

[3:13] needs to work but again

[3:28] and most of you may know berger was with the clinton county sheriff's department

[3:31] for many years at one point it was the acting sheriff

[3:35] but uh he left the state and his family moved out and came back

[3:38] and we're excited to have him on board on the team here and he's been doing

[3:42] great work for us already hitting the streets so

[3:47] dawn nichols over here recruited and she's got a very unique background

[3:51] coming here a martial artist extraordinaire can't wait to the first

[3:54] person really kind of decides because she'll surprise him i'm

[3:58] sure but we got her on board she went through

[4:01] a 40-hour pre-basic so and sam fogel's one of the local uh

[4:04] greencastle graduate uh interesting part is sam is a k-9

[4:09] trainer and actually we're looking at one dog he's trained

[4:11] the dogs he trained maggie and did a lot of stuff so we've got him

[4:16] on board and once we get him up to speed uh he may also be able to bring a second

[4:20] dog of his own into the mix that's so we got some great

[4:23] possibilities we're pretty excited but with this being said we're going to

[4:26] get them all sworn in so you've got the theos there unbelievable to me i found

[4:31] out virgil has never been had a ceremony to get someone in before

[4:34] so this is going to be first he's got his uh

[4:36] girls with him and man would you like you can come up too

[4:39] you want to bring him up

[4:50] get out of the way

[5:08] we'll support the

[5:21] discharge the duties

[5:26] for the town of florida for the challenge of putnam county

[5:30] state of indiana to the best of my ability to the best

[5:38] [Applause]

[5:50] congratulations

[5:55] there you go okay let's welcome to the town of

[6:08] logandale [Applause]

[6:17] we've already started off the year with 315 calls for service 42 agency assist

[6:25] and 82 police services so it's really started off for a busy

[6:29] year so far so we're in the middle of training officers

[6:33] and you know how to get working so we had 10 arrests this you'll look the

[6:37] back it's all on your tablets you know but yeah you've got the

[6:41] arrest photos on there so we're we're off to a interesting 2

[6:45] 20 21. so unless you have any questions that's all we've got

[6:51] any questions for the marshall thank you steve

[6:56] uh fire chief

[7:17] uh first of all i'd like to say thank you for giving me the opportunity to

[7:19] serve here in uh cloverdale it's exciting

[7:22] uh this is actually my fifth full day here so we're getting a lot of things

[7:26] going i do have a list of probably 30

[7:29] different things that i've been working on

[7:31] independently uh just a few that i really want to touch on

[7:35] that most of these things are things that we're going to be working on over

[7:38] the next several months maybe even years but two things that have come up that i

[7:42] really want to get moving on pretty quickly

[7:44] and i've talked to mr president about getting together to kind of get

[7:48] direction with how we need to do this i know the

[7:50] community crossings uh indot grant will be coming up soon if we

[7:54] do need to make applications for that we are going to need to get

[7:58] moving on that pretty quickly so i've got information about that i'm not

[8:02] going to bore you with all that tonight that's something we can talk about over

[8:04] the next few weeks and try to get organized to

[8:07] make a push but the community crossings obviously that's the grant that

[8:11] you all did in 2017 and 18 i believe it was

[8:16] to resurface streets so it's it's pretty pretty important that we get

[8:20] on that pretty quickly if we're going to do that

[8:23] also i did speak with okra which is the office of community and rural affairs

[8:28] about what grants you've received i know that was something you guys wanted to

[8:31] make a push for um you did the last

[8:36] grant that you received was in 2016 you you did a okra grant in 2013

[8:42] and two in 2016. so you did a public facility

[8:45] in 2013 which was your fire department or the

[8:48] emergency facility there uh then you did a planning grant for a comprehensive

[8:52] plan and a downtown revitalization in 2016. so you are eligible for an

[8:56] oprah grant and we could put forward push a project forward on that if that's

[9:01] something you're interested in i know an issue that we have is ini

[9:06] inflow infiltration into your sanitary sewer

[9:09] um i i guess that's kind of the direction i would be looking at

[9:13] you are eligible uh to apply because it's been

[9:16] uh six years so you are eligible to apply for that grant now there is

[9:20] typically a matching of 20 so that's something we're going to need to look at

[9:24] further kelly and i we've briefly talked about

[9:27] some of this stuff we've not gotten too in depth with discussing the

[9:32] finances yet but i'm sure we'll we'll get to that point soon

[9:35] um so the two things that i really want to

[9:38] start moving in that direction if that's something you guys want to do

[9:42] the other issue that we had arise this week and i just want your your

[9:45] approval on this if this is how you see fit

[9:48] we had a a lady at 149 west boone street uh she had a tree that

[9:56] it appears that was on the town right away within our right of way

[9:59] that fell under a property it did damage her fence it's a chain link fence

[10:04] um brad and i as brad's still here brad and i looked at it

[10:08] yesterday we think we can fix it ourselves

[10:11] uh the cost to repair it would be if it's 20 feet long i got an

[10:16] estimate of what it would cost and it's 74 90 74.90

[10:20] to replace the pipe now we could argue whether that's the town's responsibility

[10:24] or if it's the property owner's responsibility or if we're going to turn

[10:27] it over to insurance i think we've got some insurance agents that love claims

[10:30] uh for 74.90 and we do the the labor it's probably not worth an

[10:37] insurance claim now i guess the determination is whether

[10:41] it's actually a responsibility to do

[10:58] just fix it

[11:12] and as promotion that we uh you know pay 74.90 and move forward on

[11:19] that yeah assuming she'll assign the right

[11:22] assembly she seemed very receptive to the idea

[11:25] very pleasant to talk to well can i get a motion for an emotion we'll go ahead

[11:29] and get a second second all right all in

[11:33] favor all right okay well with that the i've got a list

[11:38] of things i've been working on what i'll probably

[11:39] do is just email that to you tomorrow so you can kind of see that what i've

[11:41] actually been doing so you'll have an idea but i just want

[11:44] to give you an idea of a couple of things that we need to

[11:46] start really thinking about if you're wanting to go that direction

[11:49] so the ini i guess we'll wait and see what the dollar amount is on the match

[11:54] right yeah you know you did a comprehensive plan i

[12:00] don't know if the ini was in that comprehensive plan i have not been

[12:03] it is so i don't know what projects are actually listed in there

[12:07] you know i'm guessing it's pretty substantial

[12:10] the okra can go up to a million dollars so if you do a million dollar project

[12:15] the state will pay eighty percent so your

[12:18] your local match would be two hundred and your projects don't have to be that

[12:21] high so honestly i don't know uh i have not

[12:25] even remotely gotten into the conference plane yet

[12:27] uh i've had a busy couple days obviously we've got the

[12:32] office back open did some i.t stuff your clock works now

[12:40] so we've had we've we've had some fun but we're getting there

[12:46] i don't know for sure who to present this to but i assume it would be you

[12:52] uh i noticed as i came in for the ramp stars or the entrance

[13:00] there's snow out there and some elderly people

[13:04] might slip

[13:24] any other questions for town manager all right clark treasurer

[13:31] um the first thing i want to talk to you about is the accumula

[13:34] cumulative capital development fund our cumulative capital development rate

[13:40] has deteriorated and i'm asking to re-establish it at this

[13:44] statutory maximum you'll note in your packets i gave you

[13:49] some information on what the current rate is and what the new tax rate would

[13:53] be essentially just boiling it down

[13:56] essentially it will raise the tax rate a half a penny

[13:59] on every hundred dollars of assessed value and this would bring

[14:03] bring the town revenue additional revenue of three thousand about three

[14:06] thousand three hundred dollars per year i have advertised this this public

[14:11] hearing twice in the newspaper for state law

[14:14] and this is the public hearing on that i'm introducing it and if the council

[14:19] chooses then the adoption hearing would be at our next regular meeting in month

[14:23] in march any further discussion on that

[14:33] okay so the next month

[14:36] i'll put on the agenda for next month and that will be that will be the

[14:42] adoption the near future some time ago

[14:49] we accumulated food and beverage tax that was supposed to go to

[14:57] cut our water bill down and take care of our dent

[15:00] upon the sewage plant

[15:05] with the attorney and the treasurer at that time they made up their mind

[15:10] that we didn't have to use that money for that we could use it for whatever we

[15:14] wanted is there any way that we can move back

[15:19] and put some of that food and beverage tax

[15:24] toward the dent on the sewage plant i don't know if we can use it for the

[15:29] debt on the sewage plant but i am using that um we have actually

[15:34] already started appropriating that money specifically for to alleviate pressure

[15:38] on the sewer fund we used it to purchase the last the

[15:42] first blower that we bought for the sewer plant and we used

[15:45] it this year that's what we're using to pay for the

[15:48] second blower that we've got and um yeah that that's my plan

[15:52] i knew that that was for the purpose of helping

[15:55] alleviate on the sewer and so that's my plan is to use that money to help with

[15:59] these major projects and the things that that come up to help fund those major

[16:04] issues so that we can use our regular money to

[16:08] pay off our debt

[16:14] the second thing i want to talk to you about is the fire contract

[16:18] i've also given you a copy in your packets of a contract between

[16:22] the town and the cloverdale trustee relating to fire protection services

[16:28] we are to review this contract annually and when we first entered into this

[16:32] agreement we agreed to pay ten thousand dollars for fire protection

[16:37] and also that we would provide some other benefits to the

[16:40] trustee to the volunteer fire department um the last several years we have i was

[16:47] looking back and it looks like we've paid

[16:49] 15 000 towards that contract instead of the 10.

[16:53] we've increased the rate a little bit we did budget 15

[16:56] 000 this year

[17:00] for that and it's not due right now i just want to introduce this

[17:04] for you to think about for next month next month is when i'll need a decision

[17:09] as to how much that you know we would want to give to the fire department

[17:12] per this contract and so i've given you that to look over

[17:16] so that we can see you can decide what you want me to to pay them for the

[17:20] contract this year and also going along with that is the next item on the agenda

[17:26] um public safety load fund we have a fund

[17:30] that is to be used specifically for public safety

[17:34] in our town this applies to two to two entities we have the police

[17:40] department and the fire department and this year we have budgeted seventy

[17:44] five thousand dollars of that money to be spent what we

[17:49] haven't done is is a breakdown as to how much we're

[17:53] going to allot to each department what i want to do tonight

[17:58] is just lay a foundation and this isn't about

[18:01] any one group being more important than the other

[18:05] we're all a part of this town and my hope is that we can all come together

[18:10] in the spirit of what is right and what is fair

[18:13] and all be willing to compromise and work together for the good of the town

[18:18] it's not about unlimited funds and wishes

[18:21] we don't have it i would love to have enough money to just

[18:24] you know be able to give the fire department everything that they need and

[18:27] want and give the police department everything that they need and want

[18:30] but the fact is we have a budget and that's all we have

[18:34] allotted to spend right now we have to live in our means

[18:40] so in the spirit of fairness we do need to divide up the money

[18:44] allocated in that fund not tonight but i am providing you with information

[18:49] to consider for the next meeting i have included in your packets a

[18:53] five-year history of how this fund has been divided

[18:56] up in the past and i would like to give you a few other things to consider this

[19:00] month as you're thinking things through this fund

[19:07] this is this fund is not specifically the only income for either department

[19:12] so they do have other they do get some more income

[19:16] that being said the police department budget

[19:20] all comes from us all the money that the police department gets minus donations

[19:25] is all funded from the town we are their only source of revenue

[19:29] while the fire department is not just serving cloverdale

[19:33] they also serve other areas so they do have additional sources of income

[19:37] besides the town we're not their sole source of income

[19:44] we do give in addition to this public safety money we do give the fire

[19:48] the fire department their fire contract money and that's above and beyond

[19:52] like i said we do give the police department some other money as well

[19:55] and we have given other money in the past to the fire department

[19:59] for different items in the police department

[20:03] we are under contract with the fire department to provide certain things and

[20:06] as you read through there you'll see that we're responsible for

[20:10] some repairs and things like that and so i think it prudent to make sure we're

[20:13] setting aside some money so when those needs come up

[20:15] we have it to take care of um i will also tell you there are three

[20:20] things that absolutely have to come out of this fund they've already been

[20:24] committed to one of them is the fire contract which i

[20:27] just mentioned the extra money for that the second one is a police department

[20:32] car that was purchased before right before i

[20:36] came on here so there's annual payments that

[20:39] need to be made from that um and also steve uh steve and i have

[20:44] we've talked and we've agreed that the police overtime

[20:48] comp time would come out of that fund as well because that's something extra that

[20:52] we run into every year we have an issue with

[20:54] and it's not in the regular budget and so we need to set aside some money

[20:58] allotted for that we didn't vote

[21:12] this is just planning ahead and setting aside for what we know

[21:16] in what we know is going to come we just need to be prepared for it and so

[21:21] so we have the money when the guys need to work it

[21:24] so next month i'll need you to tell me how you want this fund divided up what

[21:29] percentage of the police and what percentage to the fire

[21:32] um you can come see me anytime you all know my my door is always open i'd be

[21:36] happy to give you you know any information

[21:38] i have there's i believe on gateway you can

[21:42] get access there's a lot of public financial information on there you can

[21:45] get access to that to look things over i just i'd encourage

[21:50] you to reach out to the trustee and steve and hopefully we can come up

[21:53] with a fair way to share the limited funds that we have

[22:01] would you have a suggestion list for what you think would be fair

[22:10] i will i can try to come up with one yes but i i

[22:14] hope that we need to talk about well we did learn when kell and i we went

[22:19] over and looked at the budget and looked at the public safety lawyer

[22:22] we didn't realize you remember the first of last year i was asking about a budget

[22:26] and we didn't know and we had that set one thing that wasn't disclosed is the

[22:30] fact there's a public safety loyalty is one of the

[22:32] things that does roll over and we keep so basically like the police

[22:37] department we haven't spent over the years rolls over

[22:41] and so our stewardship without spending that money then we can use it for other

[22:45] projects that we can look at later like we wanna

[22:47] we look at one of the federal grants to be able to hire an officer where

[22:50] they have to be paid for for uh three years in the fourth year we have

[22:55] to pay for them or you could roll that in

[22:57] and that way you banked it and you get that money there that would help

[23:01] compensate so that was one of the things so when

[23:04] last year we were looking at that it was like thirty two five for the police

[23:07] department what we didn't know is we had an

[23:09] outstanding balance sitting over the head

[23:11] that had been rolling each right there there is

[23:15] a small amount and that fund still built up so there is a little bit extra in

[23:19] there as well as a cushion and um what and i think

[23:23] with the 75 000 what we've budgeted what i'm intending to do that public safety

[23:26] load money is not guaranteed every year that could go away at any time and it's

[23:30] only it's only come about actually very recently

[23:34] so what i'm what i'm hoping to do what i'm trying to do with this

[23:38] is that we use what we're using this year what we're spending this year is

[23:41] what we brought in last year so that and then this year what we bring

[23:44] in we'll budget that to spend next year and that way that gives us a year

[23:49] of a cushion so when that money goes away

[23:52] we're not all of a sudden caught in the lurch we have a year to come up with how

[23:55] we're going to pay for what we've been using it

[24:03] sounds for okay and the last thing i have are some utility write-offs

[24:20] um okay after all efforts have been exhausted there's still some money we

[24:24] were unable to collect from the utility office

[24:26] this is from 2019 and part of 2020. i'm asking council to write off these

[24:32] uncollectible debts so we can just we can remove the old accounts from our

[24:35] records and be done the total amount the total

[24:40] amount of the write-offs would be two thousand

[24:42] six hundred and thirty-two dollars and ninety cents

[24:50] any discussion folks

[24:55] i get a motion that we pay the 20 you know 26 32

[25:02] 32 90. second second all in favor aye

[25:26] a

[25:40] hello brad hello

[25:46] all righty so the only thing on the water department tonight

[25:49] is uh the security system uh last month's meeting you wanted me to dig in

[25:53] get some more info

[25:56] so i had to sit down with richard and tried to figure out the best i could

[26:03] off the bat the s5 security system or security solutions it's more money up

[26:08] front but within a year's time we're paying

[26:13] off that extra money because they have a lower monthly cost um they're a fairly

[26:18] local company they're out of green castle and

[26:20] and that was the direction richard was wanting to go but

[26:26] and that was just out of the two contracts we had last month

[26:32] we need to make a motion to pick one or um i think he'd like to

[26:39] and that's where the s5 yes and that would be the uh

[26:46] let's see here

[26:50] try to remember them all right so the upfront cost

[26:56] the upfront cost would be the 285 dollars and 58 cents

[27:01] and then a recurring monthly charge of 29.95

[27:07] uh can i get a motion that we go with the s5

[27:10] with the 285 dollars and 58 cents down for

[27:14] initial payment the 29.95 monthly almost

[27:29] all right sir all righty so the first thing on the sewer here

[27:33] is the elevated sewer replacement this has been pretty hot topic for us

[27:38] i'm just kind of touching base here it is in the end stages of the draw up

[27:44] period we're actually trying to turn it over to

[27:47] idem as far as a permit we're hoping tomorrow if not thursday

[27:52] i have a meeting with our engineering group

[27:56] thursday morning so which i actually have a couple of

[28:00] papers i need you to sign after the meeting rig just for that permit

[28:04] but we're hoping to get that all turned in and and get it started and then after

[28:08] that we're going to open it up as a listing a

[28:12] posting to advertise the job um me and richard

[28:17] talked right before the meeting and we're going to try to get it posted

[28:22] beginning next week and we're going to try to

[28:26] end the posting for the 5th so at that point you guys can review

[28:31] what bids we have before the meeting okay

[28:34] so i'll give you a business day before the meeting and then

[28:38] you guys could possibly make a motion on the next

[28:43] get it in the meeting on tuesday okay next tuesday and then give the

[28:49] contractors until the friday before our next meeting which would be

[28:53] like the fifth that's march 5th that sounds exciting yeah the next meeting's

[28:58] annoying yeah it's the same as this month

[28:59] and then that would give since it's not a crazy complicated job

[29:03] it would give the engineering company a day to review the bids

[29:08] and then we could approve at the night

[29:16] give the contractors three weeks to submit bids

[29:20] give curry a day to review the

[29:38] whatever information i can as soon as i can so

[29:42] we can review it before the meeting don't we have to open the bid before the

[29:47] contractor gets for curried or i mean for curry to look

[29:52] at them

[30:06] either have a special meeting the following week

[30:17] let me uh we'll talk and figure out the timeline and make sure

[30:21] because it sounds like we're going to have special needs yeah either open up

[30:24] and they'll take them under advisement and then go on the next meeting because

[30:27] after next month it's going to be five weeks before our next

[30:29] regular right yeah and i mean however we have to do it we're just trying to

[30:34] expedite it sure i would go on timeline and we'll get

[30:39] that straightened down okay all righty and then the second topic i

[30:43] had for the night was a uh we had a sensor go out at the sewer

[30:47] plant it's for the headworks screen and i was just asking for the money to

[30:53] purchase the new sensor the new sensor is 2275 dollars

[31:02] what the sensor does is it senses the water level

[31:06] of the screen coming in and as the screen catches debris the water level

[31:11] rises the sensor tells the screen to move and

[31:13] dump to allow it to lower the water level back down um

[31:18] it's kind of our first line of defense at the plant as far as

[31:22] getting out any foreign debris so we don't want to wait on next two weeks i

[31:27] mean this is something we need to get done pretty quick

[31:29] i'd like to get it done fairly quickly here's another question i'll bring up to

[31:32] the town if it's two thousand two hundred seventy

[31:37] five dollars right how often do they go out how many

[31:40] sensors are there this would be the first one since i've been here this went

[31:43] out as far as because this is the only

[31:46] sensor we have for this unit okay and this is the only time it's ever went

[31:50] out since i've been here okay and my thought was

[31:52] why don't we get two we have a backup but if it doesn't go out then maybe we

[31:56] just don't need to get to yeah all right well can i get a motion that

[32:03] we go ahead and uh get that sensor bought at 2 275

[32:07] dollars we'll go ahead and purchase the sensor

[32:10] okay hold second all in favor all right all right thank

[32:14] you thanks brad

[32:19] all right new business farm bid it's february again and we are going to

[32:27] let you know that uh the farm area that we have i guess it's what seven acres or

[32:32] something yeah and uh it's it's it'll be out for

[32:36] rent while we're announcing that it's going

[32:39] up a bit yeah as best i can tell if council would

[32:43] like me to i believe i have we need to put an

[32:45] ad in the newspaper and advertise it on the online

[32:50] um and it will be the sealed bids that we will open at the march meeting

[32:54] okay please

[32:58] all right down to see insurance agents who do we have here

[33:04] this evening i'm andrew o'hare okay

[33:10] uh hopefully most of you in this room know me um i've represented the town on

[33:15] your property and casually insurance for

[33:16] several years now i'm here tonight primarily to introduce

[33:20] noah adams we have never really discussed health

[33:25] insurance and benefits with the town we've just kind of handled the property

[33:29] and casualty and been happy with that left alone last year it came up and

[33:34] we pursued it a little bit um before i turn over to noah there are some new

[33:38] faces in here that i haven't met so um just a little bit about what we do

[33:42] on the property casually side things have changed

[33:44] in your structure over the past year for sure i've been able to talk to kelly

[33:49] have a couple of meetings with her and a few others

[33:53] we have a unique situation we became epic insurance midwest

[33:57] officially november of 19. we've been in a rebranding stage so we were hpg

[34:03] locally owned for since 19 1600 years um

[34:07] before that merger we were already a fairly large well-respected

[34:11] agency in the municipality market in our green castle office alone

[34:15] we handle either counties or cities or towns

[34:18] 10 different accounts just in green castle um

[34:21] i think we're up to six school corporations now just in our greencastle

[34:24] office um if you count water treatment plants

[34:28] and volunteer fire departments we're up around 50.

[34:30] so we've always had kind of a niche expertise in this area

[34:34] when we joined epic it kind of blew that out of the water

[34:38] they are very big in this sector so it's given us the opportunity to

[34:42] be that local agent but bring in kind of the clout and the power of

[34:47] having a little bit bigger partners a couple of things we have new um since

[34:51] the last time i was here um and i know kelly who i've primarily

[34:56] talked with but we do now can say that we do have

[35:00] in-house loss control services that we've

[35:02] we've not utilized a whole lot over the past few years

[35:05] um frank hunter is actually our loss control rep he has been with epic

[35:08] forever he actually lives on 42. um i didn't know that i've known frank

[35:12] for a long time and he actually lives around here so it's kind of nice he

[35:15] doesn't have to drive to the north side of india anymore it comes in a

[35:17] green castle um we also have in-house claims whenever we have a tough

[35:22] claim which we've had a few here recently that have

[35:25] been a little hairy but they've been smooth and we hadn't

[35:28] we didn't have to utilize him but we actually hired a few years ago

[35:32] he was the head of travelers insurance companies claims department for this day

[35:35] so he's an in-house claims guy we have that

[35:38] hopefully we never have to bring him out hopefully we never see you but what that

[35:41] does is give us you know a middle guy to work with the

[35:44] insurance company directly too right here locally so

[35:47] um one of the other expertise that we have now is health insurance

[35:51] one of the reasons i never really pursued the town's health insurance a

[35:54] whole lot is i don't know much about it to do it

[35:56] right i can quote it but there's a difference in doing it and

[35:59] being a professional and really doing a service to the town so

[36:02] that's why last year i you know i'd reached out to kelly and

[36:05] said hey we want to do this next year so with that being said this is noah adams

[36:09] he's uh from the crawfordsville area so this is what he does he uh he's one

[36:13] of the leaders on our health insurance team and does a great job so

[36:16] don't talk me up too much i do appreciate it

[36:19] appreciate the intro and appreciate let me be a part of the meeting uh congrats

[36:23] to the new town manager and the new officers uh thank you for your service

[36:26] um and uh yeah so health insurance is i'm an employee benefits advisor for

[36:31] epic insurance midwest um did bring a presentation with me i'm

[36:35] not going to go through it word for word um happy to uh and actually there's some

[36:40] uh some marketing materials and some kind of go to market materials towards

[36:43] the end that are active links to open enrollment and

[36:47] onboarding type things especially with the

[36:50] kind of the covered world that we live in and how we're kind of doing things a

[36:52] little bit more virtual and you know there are some towns that we work with

[36:56] municipalities that are having us do voice-over videos and having us you know

[36:59] get information out to people in different ways so

[37:02] um if i can receive email addresses anybody's interested in listening to

[37:05] those there are links that you know we can kind of go through how those work

[37:08] but you know we'll get into all those things so

[37:10] um that being said again thank you um i i i won't take

[37:16] a more important business than this so i'll uh you know

[37:20] keep it short but um who we are epic as a company as andrew alluded to

[37:24] a top 10 agency in the nation top 20 agency globally

[37:29] our headquarters is in san francisco california but our corporate office

[37:33] for epic midwest is in indianapolis and as andrew alluded to

[37:38] our local office just down the road in green castle so you know

[37:42] national support huge resource bank available to

[37:46] us and to you as a client if it so works that way

[37:51] and also the local support so not only myself andrew

[37:54] uh your account manager would sit there in green castle

[37:57] uh you know our our whole you know approach would be

[38:01] one of a local partner for you with the large

[38:05] vast resources available first few pages again you know i don't

[38:10] want to sit up here and brag about anything or talk

[38:13] you know ad nauseam to these points but you know insurance as a whole

[38:19] is not you know employee benefits is not really just the

[38:24] the entire scope of what we do anymore you know as an advisor what we call

[38:28] ourselves a lot of things fall outside of maybe

[38:31] even just health insurance you know so hr compliance benchmarking

[38:35] data how do we make sure that we're competitive with

[38:38] you know other townships and municipalities not only local but maybe

[38:41] you know state to state those type of things see all that information

[38:44] available through our teams our analysis of the plans things that we

[38:48] work with you not only in the beginning stages but

[38:51] also you know year to year make sure we put

[38:53] together a long-term effective strategy and how we mitigate

[38:56] costs and risk and you know put better you know consumerism inside of you know

[39:01] how we you know use our health plans things like that

[39:04] all those things fall under the umbrella of the advisor um

[39:08] you know it's a difficult thing for not only you know

[39:11] it's a moving target right every year you know it's uh especially over

[39:15] since you know february of last year it's been very very difficult to to

[39:19] navigate but our teams and resources have done a

[39:21] great job and provided really good resources for those available

[39:24] for those you know that work with us and and i think we're coming

[39:28] through uh you know really well uh and we've seen some really good renewals and

[39:31] really good uh strategies that have worked out for us so um

[39:36] sorry i'm jumping around here i see you're following along there but you

[39:38] know the the page the yellow page with the map we're kind

[39:41] of you know there so to speak i've kind of gone through this this thing here

[39:45] a little bit uh jumping around um talked about how the

[39:48] it's a little more complex we're not just brokers you know we don't just go

[39:51] out and find you know benefits anybody can do that as

[39:54] andrew had mentioned he'd done it in the past

[39:57] maybe didn't feel comfortable with that didn't feel like there was a lot of

[40:00] substance behind just you know putting out some numbers and this is what your

[40:03] rates are and this is you know what your your deductible is and you're out of

[40:06] pocket and all those things you know there's a lot more to it than

[40:09] that and we really you know put a put the strategies together for you

[40:13] um six core principles service compliance

[40:16] analysis education wellness and technology um

[40:20] again i won't read all these things and bore you to death but

[40:24] um all those things are there you know they're the behind the scenes they're

[40:28] they're myself they're your account manager

[40:30] uh they're your client service coordinator um

[40:33] you know making sure that no all your eyes are dotted t's are crossed

[40:38] things are the way that they should be and you're in the best situation

[40:41] possible is really kind of what this boils down to

[40:44] um having not only myself but an account manager for your service issues you have

[40:49] someone that's at the pharmacy having a hard

[40:52] time you know picking up a prescription or they're

[40:54] saying they don't have coverage or they're getting a deductible that's not

[40:57] you know those type of questions aren't going to

[40:59] fall on the town or we're going to fall on someone that you know

[41:02] internally that handles those those calls go directly to

[41:05] to epic to carrie mclean to to myself you know we handle those things we know

[41:09] your plans inside and out we make sure that those things get to get handled

[41:12] right not only there but the primary care physician at the hospital you know

[41:15] if something doesn't go right that's what we're here for okay

[41:21] just touching on service dedicated service team myself as your benefits

[41:24] advisor carrie mclean who also is in greencastle

[41:27] as your account manager an animatrist a client experience

[41:30] coordinator obviously backup resources you know

[41:34] there's there's more me's inside our organization there's

[41:37] more uh benefits consultants so we've got legal resources we have actuarial

[41:41] consultants that help with that benchmarking data to make sure we're

[41:44] competitive and we can um you know obtain you know the the best

[41:47] talent we can for the for the town uh we can you know keep

[41:51] people happy keep you know because i know this is very important to not only

[41:54] you but your families so um how we support you

[41:59] it's not a one-time thing it's a throughout the year thing okay we have

[42:02] the initial meeting you know we we obviously we worked

[42:05] together before that putting plans together doing

[42:07] you know all the the data that we're compiling the data and things that we

[42:10] need to to be competitive uh but we have the initial meeting the

[42:13] onboarding meeting education meeting one of the most important parts of it

[42:16] making sure people understand what they're paying for what you know how to

[42:19] use the plan how to be better consumers of the health care

[42:22] all those things kind of fall under that first meeting and then quarterly

[42:25] meetings throughout the year touch base make sure things are going

[42:29] well is there anything we can do better any suggestions that we may have and

[42:33] then the fourth quarter renewal meeting that is by fourth quarter or by

[42:39] two and a half three months prior to your renewal we're going to have we're

[42:42] going to have a really good idea what that renewal is going to look like we're

[42:44] going to have that buttoned up well ahead of time or if we get something

[42:47] that's unfavorable we're going to go look for better

[42:50] options you know being the size that we are we have access to all markets we

[42:53] have access to all carriers not only on your health but your

[42:55] ancillary coverage is your dental vision life things like that

[42:58] and we're well ahead of those things never push in a last-minute situation

[43:01] never be you know put you under the gun so to

[43:04] speak of of not having options at the last moment

[43:07] don't want that to happen at all

[43:11] again it's kind of a lot of these things are said multiple times i apologize to

[43:15] you know to to bore you again but um the compliance resources are there

[43:19] compliance dashboard you all have access to those uh those

[43:23] resources making sure that we're you know got

[43:25] form 5500 filed your risk documents are filed hipaa privacy officers or hipaa

[43:31] privacy officers are established so we can communicate on

[43:34] on some of the sensitive information you'll receive compliance updates via

[43:39] email to the town and whoever you deem you know necessary to see those things

[43:46] think hr again i'm kind of jumping around here guys think hr i feel is a

[43:49] big big thing big tool for small businesses

[43:53] municipalities towns a lot of times in a in a company or a

[43:58] township this size you don't necessarily have an hr department

[44:01] right you don't have someone that you can you know run a difficult situation

[44:06] but i don't know how to maybe handle a certain

[44:08] leave request or a tough termination or things like that

[44:13] you know as a client of epic we we actually

[44:16] pay for a a license for think hr that allows our clients to access this for

[44:21] free it's an online technology that you get

[44:25] sherm certified support hr professional either telephonically or

[44:29] through email to answer any of those tough questions

[44:33] it's an employee handbook builder job descriptions uh osha and safety

[44:38] trainings i mean all the way from your workplace

[44:41] harassment sexual harassment all the way through osha 300 type

[44:44] trainings available and trackable so if you want to you know put any initiatives

[44:48] out there that you know you want to put that into uh to

[44:51] existence so to speak um you know we have those resources

[44:54] available to you um and just you know again just there

[44:58] for the tough questions just to run it up the flagpole so to speak and say

[45:01] you know i'm not sure how to handle this how would maybe a sherm certified

[45:04] professional handle this again it's not legal advice it is hr

[45:08] advice you know so obviously having an attorney

[45:11] the town helps you know in those situations but

[45:13] we can't provide you the information from from the sherm

[45:17] certified perspective communicating with your employees client

[45:21] resource centers you had all kinds of the updates throughout the year that

[45:24] they need to need to know education communication maybe if it's a

[45:30] you know you're not familiar with an hsa plan or you're not familiar with

[45:33] you know whatever it may be throughout the year we provide those uh

[45:37] training sessions and and documentation um

[45:41] the benchmarking analysis uh you know naihar surveys uh

[45:45] just compiling data from other towns municipalities um

[45:49] you know are we competitive do we have a good benefit offering

[45:52] are we competing for the best talent and the best you know being able to retain

[45:55] our employees here in cloverdale you know that information is extremely

[46:00] extremely valuable uh for the benefit offering

[46:06] health and wellness uh we do have health and wellness director on staff

[46:10] um sheila bannister she's great at what she does you know

[46:13] kind of at hit and miss whether you know wellness

[46:17] that's kind of a 50 50 coin flip whether people feel like the return on

[46:20] investment is there for these type of services but

[46:23] um you know things that she can provide you know biometric screenings and

[46:27] walking you know challenges and things throughout the year to kind of keep

[46:30] people engaged to you know live healthier lifestyles

[46:34] um you know we have you know sheila on staff and she is a great resource for

[46:38] those people that are interested in doing some wellness

[46:42] could it be included a health clinic for all employees

[46:47] uh and uh i'm sorry would that be part of your offering no

[46:53] no i mean there are clinic um you know we could certainly look into

[46:56] being able to access a clinic but now she's a

[46:58] not a clinic but just a health fair certainly yeah we can certainly look

[47:03] into that absolutely yeah we can uh we can organize you know flu shots we can

[47:07] organize you know the biometric screening days we

[47:09] can do things like that if you want to you know uh compensate individuals for

[47:15] um you know certain levels of of health or

[47:18] you know their their screens you know the finger pricks and you get their

[47:21] their readouts and if they're in a certain range then

[47:24] you know we can certainly look into those as well we can yeah

[47:27] absolutely put a i don't know if a health fair or a clinic necessarily but

[47:32] she can help coordinate those things absolutely

[47:36] that answer your question i'm sorry if not yeah i just i i think those are

[47:42] uh are beneficial to the participants and their families yeah

[47:48] absolutely yeah especially if there's financial

[47:50] compensation behind you know you know maybe offset your your

[47:54] out-of-pocket uh you know premiums that you pay every month absolutely

[47:57] there is a a definite reward or benefit for that

[48:01] the care over the stick yeah exactly yeah

[48:05] as i said it um we we can certainly just you know discuss those offerings for

[48:09] sure um the the technologies there guy i mean

[48:14] the online enrollment uh capabilities uh wellness portals benefit elections

[48:18] you know that's all customizable at your size i

[48:23] don't know if we want to do you know an employee portal where they

[48:27] log in and do all their applications online and

[48:30] things like that or you know if you want to have

[48:32] self-service or if you just want to do applications and have

[48:35] you know send them to carrie or myself or help it's all customizable like i

[48:39] said but those pieces are there uh we we have you

[48:42] know all the bells and whistles of a large

[48:45] agency uh right down the road right um next is kind of getting into the

[48:50] marketing materials these voice over presentations for

[48:53] um you know some some municipalities we've done recently uh

[48:57] happy to send those links out so you can actually listen to those if you're

[48:59] interested um but anna our client our client

[49:03] engagement coordinator is the one that would put those together

[49:06] and do the voice over and put all your plan designs in and make sure that

[49:10] everybody can you know stay safe do things remotely

[49:12] but also get the information that they need

[49:17] marking materials it says city of covington here that's you know basically

[49:19] because that's who this particular benefit guide was for but

[49:22] we will customize benefit guides for you um put all your information in

[49:26] customized with pictures and all that you know make them as as

[49:29] pretty as as we can but uh i know that you know a lot of

[49:33] times people don't look at the information if it's not

[49:36] presented well uh so i want to you know make these um

[49:39] you know visibly appealing and i'm a graphic designer by trade so i

[49:42] i enjoy this part of it uh but you know we put these together for you uh all

[49:48] part of you know being a client of epic all the materials you know hey open

[49:52] enrollment's coming you know get ready for this or we're

[49:55] having a a health fair you know those type of things you know

[49:59] we'll all we'll communicate throughout the year and decide those timelines and

[50:04] put those things together so again guys this is

[50:07] completely customizable you know that was a lot of information i'm sorry i

[50:12] talked really fast and uh you know a little bit nervous you know but uh

[50:16] um happy to answer any questions after this if you have any or right now

[50:20] um but uh you know i look forward to the opportunity to working with you

[50:23] i think that uh you know we work with a lot of municipalities as andrew said

[50:27] um you know small ones large ones anywhere in between uh we do a great job

[50:33] uh with those and uh yeah i look forward to uh

[50:38] continuing the conversation thank you for your time

[50:41] okay thank you thank you andrew

[50:47] hey greg daniel chef

[50:51] my name is agent health insurance

[51:06] thank you for having me in this evening um

[51:10] once again as uh we know we don't need to sit here

[51:14] and read stuff to you so i'm not gonna spend much time as you can tell i uh

[51:18] recently was getting over the flu i'm not

[51:21] contagious anymore uh but my throat's still just a little bit uh scratchy so

[51:25] i'm not gonna do a whole lot of time uh talking here um a few things just to

[51:31] uh address i do know that you would like to

[51:34] accumulate things together we don't currently have

[51:38] like the life insurance and the aflac benefits we can bring those

[51:43] have a very strong working relationship with an aflac agent who is one of the

[51:47] best in the state and there won't be any problem with

[51:50] just integrating that into it i think really from the standpoint of

[51:56] listening to the prior presentation which is very very good

[52:00] i don't know that there's a lot of things

[52:04] that might be of particular value to the town that we couldn't necessarily

[52:09] bring to the table for you so i think that's a matter of of

[52:14] communication and going back and looking at

[52:17] what works best for you and for your employees

[52:21] i i do subscribe to the kiss method have for a long time and that is that

[52:27] when really the rubber hits the road it's a matter of is the city happy

[52:32] with what is being brought to them as far as services and are your

[52:38] employees happy because that's really where the rubber

[52:41] hits the road

[52:44] i um like i said i don't have anything else

[52:48] really in particular on this other than to again say thank you for

[52:55] uh the past and and uh do look forward to

[52:58] working with you in the future so are there any questions or anything that i

[53:01] can address quickly this evening

[53:08] thank you very much appreciate it thank

[53:12] you

[53:16] [Music]

[53:27] all right uh old business

[53:32] let's see

[53:35] this is about the server slash computer system with the eas

[53:40] contract

[53:52] okay so and i believe the updated agreement is in your package yeah

[53:56] okay so we need to make we need to vote on it right

[54:00] yeah yeah there yeah there are two things here one of them is the easy

[54:03] support proposal and this is basically like a year service contract

[54:07] in maintenance and this is the one that um they just updated the legal

[54:11] parts of it and that's packet and then also i added late um a club real

[54:15] infrastructure upgrade quote and this is actually the quote for the server

[54:19] and upgrade to our systems so it's two two separate yet they work together

[54:24] and um he did update the price um yeah because there was some overlapping

[54:29] and so he sent me an updated one i i think i just got it this morning so i

[54:33] just got to your packet this morning um but it does have the updated price in

[54:37] there and i've talked with steve and the police department is agreeable

[54:40] to go this route with the server as well

[54:45] there's yeah there's money set aside in the um in the riverboat fund

[54:48] that's what i intend to use for that and the police department will

[54:51] probably pay a small part towards it as well

[54:55] you want me to call the first woman

[54:58] um do they need to do them separate or can they just jump together

[55:03] one is easy support the proposal the easy support

[55:07] proposal can i get a motion

[55:13] second all in favor all right the other one's the upgrade

[55:20] yes the infrastructure upgrade that would be for the server and all the yeah

[55:24] okay can i get a uh motion for the upgrade

[55:30] second second all in favor all right

[55:36] okay any questions from our audience

[55:44] call this meeting adjourned thank you all for coming

Cloverdale Town Council Meeting February 9th 2021

Transcript