Whitestown council approves engineering contracts, equipment purchases and several resolutions; $1.41 million design contract among actions

The Town of Whitestown Town Council on March 12 voted to approve multiple contracts, equipment purchases and resolutions covering public works, police equipment, park facilities and procurement. Most motions passed unanimously by voice vote (recorded as 4‑0 in the meeting record).

Key items approved at the meeting included two contracts related to a sewer reroute project, annual equipment and supplies, and multiple resolutions authorizing administrative actions:

- Design and bidding for Legacy Core LS Force Main reroute: council approved an expenditure not to exceed $141,968 for design and bidding services. Jason Forsyth, public works director, said the reroute is necessary because the Walker Farms lift station is at near capacity and the force main needs to be routed to the Main Street lift station. “We’re gonna need to reroute that around to the Main Street Lift Station,” Forsyth said. The council approved the design contract by voice vote (carries 4‑0).

- Construction inspection for Legacy Core LS Force Main reroute: council approved an expenditure not to exceed $178,630 for construction services and construction observation; the construction contract itself will be bid later if the project proceeds (vote carries 4‑0).

- Axon Enterprise body‑camera equipment: the council approved up to $32,822 for the department’s annual Axon enterprise invoice, including periodic hardware replacements (vote carries 4‑0).

- Prefabricated restroom for Jackson Run Park: the council approved up to $72,000 for a prefabricated ADA‑accessible single‑stall restroom with maintenance room; staff said delivery lead time is 12–16 weeks and the unit will be craned onto prepared utilities and slab (vote carries 4‑0).

- Cargill salt preorder: council approved preordering 700 tons of rock salt for $65,947 through the statewide INDOT coordinated purchase program; staff explained the town preorders to participate in the negotiated pricing and that exact unit prices are set later by the program (vote carries 4‑0).

- Client Property Management 2025 mowing contract: council awarded the 2025 mowing contract to Client Property Management for $126,187 after a competitive bid; staff noted only three responsive bids were received and that the town currently performs some mowing in‑house for certain large parcels (vote carries 4‑0).

- Kirby Risk credit application: council approved authorizing a credit application with distributor Kirby Risk for electrical equipment purchases. Daniel Hallkert, wastewater superintendent, said the credit arrangement facilitates purchase of PLCs and large VFDs from the local distributor. Town counsel said the town negotiated certain contract provisions, including capping delinquency fees to align with state law and agreeing that collection actions would be filed in Boone County if needed; the agreement does include a clause about collection costs and attorney fees (vote carries 4‑0).

- NDOT LPA agreement for CCMG projects: council approved the local public agency agreement tied to Community Crossings Matching Grant projects from INDOT (the CCMG program) for which the town is a grantee; staff confirmed the matching total is roughly the same as the awarded amount of about $1.4 million (vote carries 4‑0).

- Resolutions and surplus property actions: council adopted Resolution 2025‑08 authorizing the town manager to explore expanded educational opportunities (exploratory only, no commitment to a specific school), approved Resolution 2025‑06 to transfer a surplus 2017 Tahoe to the Town of Advance (sale price reported in the meeting packet as $8,000), and approved Resolution 2025‑04 to declare multiple items surplus and use Indianapolis Car Exchange as auctioneer. Council also adopted Resolution 2025‑07 authorizing the clerk‑treasurer to approve and execute vendor payments related to town vehicle repairs and insurance proceeds, intended to speed repairs and return vehicles to service between council meetings (vote carries 4‑0 on each).

- Informational item: staff reported that a supplemental reserve fund agreement tied to the Bridal Oaks development was terminated by State Bank and, per the original agreement, $1.5 million in reserve funds will revert to the town’s RDC fund and the corresponding mortgage on the Bridal Oaks property will be released; no council action was required tonight.

Votes at a glance

- Approve consent agenda (minutes and claims): carries 4‑0. - Ordinance 2025‑05 (Bridal Estates) — first reading only: no vote for adoption; first reading conducted. - Design and bidding, Legacy Core LS Force Main reroute — $141,968: approved 4‑0 (construction to be bid separately). - Construction inspection, Legacy Core LS Force Main reroute — $178,630: approved 4‑0. - Axon Enterprise body‑camera equipment — up to $32,822: approved 4‑0. - Prefabricated restroom, Jackson Run Park — up to $72,000: approved 4‑0 (12–16 week lead time). - Cargill salt preorder (700 tons) — $65,947: approved 4‑0 (price set later by INDOT pool process). - Client Property Management mowing contract (2025) — $126,187: approved 4‑0. - Kirby Risk credit application (credit agreement authorization): approved 4‑0 (terms discussed; jurisdiction for disputes Boone County; delinquency fees negotiated to align with state law). - NDOT LPA agreement (2024‑2 CCMG projects — Community Crossings Matching Grant): approved 4‑0 (match amounts referenced in packet). - Resolution 2025‑08 (investigate educational opportunities): approved 4‑0 (exploratory only; manager to provide monthly updates). - Resolution 2025‑06 (surplus vehicle transfer to Town of Advance — sale of 2017 Tahoe): approved 4‑0 (sale price shown in packet: $8,000). - Resolution 2025‑04 (declare surplus and auction via Indianapolis Car Exchange): approved 4‑0. - Resolution 2025‑07 (clerk‑treasurer authority for vehicle repair payments/insurance): approved 4‑0.

What council asked staff to follow up on

Council asked staff for additional information in several areas: cost estimates or caps for the Kirby Risk credit line and APR; likely construction costs for the force main (not yet known); and a future staffing/equipment cost comparison for whether the town should perform more mowing in‑house. Staff agreed to provide monthly updates on the educational‑opportunities resolution and to return with details when construction bidding for the force main occurs.

Provenance: meeting transcript and packet materials presented at the March 12, 2025 meeting of the Town of Whitestown Town Council.