Clarksville Town Council Regular Meeting and Work Session - May 6, 2025

The Clarksville Town Council held its regular meeting and subsequent work session on May 6, 2025. The meeting began with the Pledge of Allegiance and an apology for technical difficulties displaying the agenda. Two public hearings were conducted, and the council considered seven new business items, including ordinances and resolutions, before moving into a work session addressing new leadership introductions and major capital purchases.

Consent Calendar

• Unanimously approved the consent agenda which included minutes from previous meetings, claims, and placement of minutes from various boards and commissions.

Public Hearings

• Annexation of 701 Potter's Lane (Tri-County Shriner Club): A public hearing was held for the annexation of a 7.14-acre tract contiguous by 535 feet (22% of perimeter, exceeding the 12.5% minimum). One member of the public, a neighboring property owner from Jeffersonville, inquired about whether the annexed property would be zoned for townhouses, expressing concern that townhouses are "just apartments with a different name." The council noted that the zoning classification would be determined in the annexation ordinance. No opposition was voiced. The hearing was closed, and the ordinance will be considered on May 20.
• Additional Appropriation for Motor Vehicle Highway Fund ($500,000): A public hearing was held for an additional appropriation due to under-budgeting (MVH budget submitted as $60,000 instead of $600,000). No public comments were made. The hearing was closed, and the ordinance was later approved.

Discussion Items

• Resolution 2025 R15 – Declaring Surplus Property: Approved unanimously to declare a 6'x12' utility trailer surplus and transfer it to Clarksville High School football team, as allowed under state code.
• Resolution 2025 R16 – Waiving Mobile Food Vendor Fees at Summer Concert Series: Approved unanimously after discussion. The council clarified the waiver applies only to food vendors, not alcohol vendors, who operate under separate retail licenses. Council members noted that waiving fees is appropriate since vendors are invited to the event, and future state law will restrict such fees beginning in 2027.
• Resolution 2025 R17 – Amending Cell Phone Allotment Policy: Approved unanimously to remove the requirement for monthly bill submissions, as the State Board of Accounts no longer requires them.
• Ordinance 2025 BUD02 – Additional Appropriation for MVH Fund: Passed on first and second reading unanimously. Clerk-Treasurer Stone Cypher clarified this was a clerical error that does not affect taxpayers or department budgets, as the MVH fund is separately funded by excise tax.
• Ordinance 2025 G14 – Amending Building and Zoning Fee Schedule: Passed on first reading with a vote of 6-1 (one opposition). The ordinance updates fees for permits and services, with no changes to local residential fees. It will return for a second reading at the next meeting.
• Ordinance 2025 G15 – Adopting Employee Handbook Amendments: Passed on first and second reading unanimously. Key changes include allowing PTO to be used in 15-minute increments (to avoid forcing employees to burn a full hour for short appointments) and other federal law/court-required updates.
• Ordinance 2025 B02 – Authorizing Taxable Economic Development Revenue Bonds (Denton Floyd/Hogan Properties): Passed on first reading with a vote of 6-1 (one opposition). The ordinance authorizes up to $7.5 million in bonds for a mixed-use development at 1401 Main Street, including 10,303 sq ft retail, 192 multifamily units (36 townhomes, 28 two-bedroom, 128 one-bedroom). Discussion clarified that $2.5 million (Series A) is for construction, and a conditional Series B bond (with zero interest) covers potential assessment appeals. Issuance costs are paid by the developer. The ordinance will return for a second reading.
• Clerk-Treasurer Report: Stone Cypher reported the State Board of Accounts audit is nearly complete with no major issues. A new deputy clerk, Sydney Colen, was hired to replace outgoing Melanie Brown (10 years of service). Telecom cost savings of nearly $15,000 per year were achieved, and the focus is now on IT/streaming services. Cypher thanked the council for lobbying on SB1, noting that property tax revenue reductions will be felt in 2027, and urged cost-saving planning.
• Council Comments: Council members thanked department heads, wished a happy Mother's Day, and highlighted efforts to combat unlicensed solicitors. Councilman McEwen praised the opening of a new police substation on Main Street.

Work Session Highlights

• Introduction of Amy Conrad Hill, Executive Director of Falls of the Ohio Foundation: Hill, a Clarksville resident, introduced herself and updated the council on the foundation's pavilion project (groundbreaking expected by end of year) and strategic plan. She invited council members to a leadership council meeting on May 15.
• Fire Apparatus Purchase Discussion: Fire Chief Skags presented the need to replace two aging fire engines (one 28 years old) with a total cost of approximately $2.6 million. Seagrave quotes are valid for 30 days, but build time is now 4–5 years. Funding options include the HELP program through Indiana Bond Bank or a 10-year note from the equipment replacement fund (annual levy of ~$360,000). The council expressed support for moving forward contingent on legal review of the contract. Discussion also covered mutual aid, EMS services, and liability.
• Employee Training Meal Reimbursement Policy: A draft policy was discussed to set guidelines for meal reimbursement during training. Concerns included the need for a minimum training duration (suggested 6 hours), a cap of $2,500 per department (not to exceed $5,000 annually), exclusion of online training, and prevention of overtime. The council agreed to gather data from department heads before finalizing the policy, tabling it to a future meeting.

Key Outcomes

• Approved consent agenda unanimously.
• Approved Resolutions 2025 R15, R16, R17 unanimously.
• Approved Ordinance 2025 BUD02 on first and second reading unanimously.
• Passed Ordinance 2025 G14 on first reading (6-1), pending second reading.
• Approved Ordinance 2025 G15 on first and second reading unanimously.
• Passed Ordinance 2025 B02 on first reading (6-1), pending second reading.
• Directed review of fire apparatus purchase contract and employee training meal reimbursement policy for future action.