WINONA LAKE - A former clerk-treasurer for Winona Lake will serve as a consultant for the town as it works through bookkeeping issues that have developed in the clerk-treasurer’s office over about the last year.
The town also is transitioning from one clerk-treasurer to the next and is trying to prepare for the 2024 budget.
Town Council President Rick Swaim said the consultant agreement is with Retha Hicks for her to provide the town with financial duties and reporting requirements.
Councilman Jim Lancaster asked if someone from the subcommittee could speak a little more about the work that is ongoing and what they’ve been working on.
Austin Reynolds, councilman, said that while he wasn’t at the last meeting, at their first meeting Hicks met with him and Councilwoman Heather James and Hicks offered some of her services at a rate they felt was very reasonable.
“She feels like she can help Heather and I in a timely manner get caught up to speed on some things that are lagging behind right now. We feel like this is going to be very helpful,” Reynolds stated.
James said Hicks has already provided services just on her own “and because we are starting to lean on her more, it’s time to make it official with a contract for her, especially helping with the transition and the budget coming up for 2024.”
In the May primary, incumbent Clerk-Treasurer Laurie Renier lost the Republican election for clerk-treasurer to James. Renier had been elected by a Republican caucus to serve as clerk-treasurer after Kent Adams died Dec. 19, 2021. Renier was not physically or remotely present at Tuesday’s meeting.
Swaim said Tuesday that Hicks has been generous with her time already.
Councilwoman Ashley McGinnis said Hicks was meeting with her, James and Town Manager Craig Allebach and offering up some advice as they try to navigate the 2024 budget and how they may be able to try to address some issues.
“Her information was very helpful, and I think made us all feel better about the situation. So I think having her being able to consult with us is very, very helpful,” McGinnis stated.
Lancaster asked if Hicks would then be a financial consultant to the town council, with respect to the clerk-treasurer’s office. Swaim said that was correct.
The contract with Hicks was unanimously approved.
Later, during “Floor Topics,” resident Jerry Nelson asked for some clarification on the contract. In response to his questions, Swaim verified that Hicks will assist the town and that they attempted to establish a working relationship between Hicks and Renier but “it has not worked.” The agreement is to help with the transition of the clerk’s office.
Swaim said there was a $5,000 limit on the agreement as he recalled. Hicks is being paid $40 an hour. McGinnis said Hicks will bill the town monthly so the council will see the monthly expense.
Nelson asked where the money was going to come from, and Swaim said the money is budgeted for a consultant every year. The last question Nelson asked about was insurance coverage for Hicks. Swaim’s answer was Hicks was providing advice and it was not policy, the council decides policy.
Earlier in the meeting, when the claims were up for approval, McGinnis said she didn’t mind approving them and didn’t want to hold payment up for them, but she did have questions.
After the claims were approved, McGinnis commented she was confused as to why the Miller Sunset Pavilion fund has not been used yet. “Because I thought when we set up the ordinance it was for both functions, to receive and to disperse out of that fund, but I’m getting information that we need a dispersement fund so that we can start actually cleaning things up and using it properly.” She asked if the town had received the information yet on how to set the fund up.
Allebach said not on the distribution fund.
“I thought that when we approved the - initially did the additional appropriation and all of that, I think back in March or April, that that would be OK, and then the next month we found out we needed to actually establish the funds and then we established the funds,” he said. He asked town attorney Adam Turner if he had an addendum to that.
Turner said he didn’t have it printed out but basically it was an amendment. He said he didn’t know where the “number got wrong or whatever” but the ordinance should be sufficient for a home rule fund, and that includes the ins and outs of those accounts, and follows the State Board of Accounts’ statute for establishing a home rule fund, but the number was wrong. He said the council can look at the ordinance amendment he submitted at their meeting next month for that when they have their other questions maybe answered.
McGinnis wondered where the dispersement fund came from if it is for ins and outs.
“I think this all needs to be clarified,” Turner stated.
Turner also was the person who presented the trash contract bidding proposal to the council.
He said every so many years, the council looks at the renewal of the town’s trash contract and take it out for bid. In 2020, the bid was awarded to Advanced Waste, whose name has changed since then to Waste Management, with a three-year commitment with a three-year gradual increase on the rate. They have been the contractor for the town since at least 2013, he said. The 2020 contract also provides that the town could renew the contract for an additional three years or some lesser number. The current contract expires Oct. 31.
Turner presented a six-month extension on that contract so there will be plenty of time for a fair and complete bidding process for the town’s trash removal. The extension will take the contract through the end of April, but around January the open bidding process for a new trash contract will begin. Turner said the town could end up with a new provider, or they might end up keeping the same one.
Allebach said property taxes pay for half of the trash contract with the other half coming from user fees.
The council unanimously approved the six-month contract extension.
In other business, the council:
• Approved a park fundraiser as presented by Park Board President Kristie Maiers. The fundraiser is The Great Pumpkin Race, which is in conjunction with and on the same day as the Trick Or Treat on the Trail. Their goal is to raise $4,000 to go toward finishing the Limitless Park.
She said she and Park Director Holly Hummitch met with the State Board of Accounts and the SBA asked that some procedures be put into place, including any fundraisers be approved by the town council.
Swaim said going forward, any department that wants to do a fundraiser has to bring it to the council for approval. He acknowledged that’s not the way they’ve done it in the past but that’s what the SBA wants.
Fire Chief Kevin Gelbaugh later asked if that included the fire department and Swaim said yes.
• Heard from Gelbaugh that he was approached by one homeowner, and he’s filled out paperwork for them and provided a new tour of the water system.
“If you live within 1,000 feet of a fire hydrant, it’ll cut down on your insurance. So I filled out a document for her and mailed it back to her, and she sent back and said she got her deduction,” he said.
He said the insurance rate goes by the ISO rating and may vary from one insurance provider to the next.
Allebach named several housing additions that may benefit from being near fire hydrants. Gelbaugh said he would verify the 1,000 feet distance. Allebach said the town could then verify what homeowners would benefit and send out a notice to them.
• Heard complaints from Don Townsend, 1301 Wooster Road, about his neighbor’s property that looks like they’re conducting a scrap business. They’re also burning stuff that looks and smells bad. He said he would like to see it stopped.
Winona Lake Police Officer Joe Bumbaugh said it’s being worked on and there’s town ordinances to deal with the problem.
• Heard about the Winona happenings.
The annual Canal Days is 10 a.m. to 5 p.m. Aug. 26 in The Village At Winona. It includes the seventh annual cardboard regatta, which is a fundraiser for Fellowship Missions. There also will be arts and crafts vendors.
The Britts Tribe Memorial 5K is at 8:30 a.m. Sept. 2 at the Winona Lake Limitless Park, while a pickleball tournament is in the park Sept. 9 and 10 from 8 a.m. to 8 p.m.
On Sept. 9, the family of Anje Anglin is leading an attempt to set a world record for the longest chain of floating inflatables on Winona Lake. They’re trying to get over a half mile long and people are needed to sign up. They’re attempting to raise awareness of ALS and there’s no charge to participate, according to Nick Hauk, The Village at Winona managing director.