Mr. Brandgard: Plainfield Town Council meeting for Monday, June 27, 2011 is now in session.
PLEDGE OF ALLEGIANCE
Mr. Brandgard: I would like to ask everyone to rise for the pledge of allegiance.
Mr. Brandgard: We have a few items on the consent agenda. Item 1 approval of minutes of the regularly scheduled Council meeting of Monday June 13, 2011 has been stricken from the consent agenda since we did not get copies of that in time to read it.
1. Approval of Town Engineer's and Transportation Director's reports dated June 23, 2011, Park and Recreation Director's report dated June 24, 2011 and HR Director's report dated June 27, 2011.
2. Approval of a proposal from Butler, Fairman and Seufert Inc in an amount not to exceed $85,000 for engineering inspection services associated with the Clarks Creek Road per the Town Engineer's report dated June 23, 2011.
3. Approval to release retainage to Bowen Engineering Corporation in the amount of $3,625 plus any accrued interest for work associated with the Vac Truck Storage contract, per the Town Engineer's report dated June 23, 2011.
4. Approval of a proposal from Whitaker Engineering in an amount not to exceed $90,300 for engineering services associated with the Airport Basin Sewer Interceptor study per the Town Engineer's report dated June 23, 2011.
5. Approval of Change Order #1 to the contract between the Town and Millennium Contractors, LLC on the South Hills Storm Drainage project phase 1, resulting in an increase of $67,562.91 to add 6,453 cubic yards of common excavation at bid unit prices per the Town Engineer's report dated June 23, 2011.
Are there any changes or additions to the consent agenda?
Mr. Kirchoff: I would ask on new item number 2 of Tim and Don, will does that stay the same no matter who we chose as a contractor? Ok.
With that being the case I would move we approve the consent agenda as read.
Mr. Gaddie: Second.
Mr. Brandgard: We have a motion and second to approve the consent agenda as read. If there is no further discussion a roll call votes please.
Mr. Bennett: Ms. Whicker and Mr. McPhail are absent tonight.
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for June 27, 2011 is adopted as amended.
BID Approval: Clarks Creek Road Improvements
Mr. Brandgard: Bid approval for Clarks Creek road improvements.
Mr. McGillem: The review committee assigned by the Council did meet and reviewed the bids as received, low bid was from Millennium Contractors LLC in the amount of $835,358.00. Based on the review committee's review of that proposal, there are a couple of questions that are still hanging out there that we would like to get further resolved. We have a meeting with the contractors set up for Wednesday morning to do this. A couple of those are oriented towards subs as proposed to use, which we have not gotten much experience with and we want to get a little more information on them and a couple of items in the proposal. I guess our request based on the review committee will be conditional approval of the Council subject to those items being resolved, and if they are not resolved then we would come back to the Council at the next meeting with a proposal to reject the bid and go with the second low bidder.
Mr. Kirchoff: I would move that we approve the bid committee's recommendation to conditionally award the contract the award for the Clarks Creek road project to Millennium Contractor's LLC in the amount of $835,358.00.
Mr. Gaddie: Second.
Mr. Brandgard: We have a motion is second to conditionally award the Clarks Creek road improvements contract to Millennium Contractors LLC in the amount of $835,358.00 subject to a final review of the contract terms with the contractor. If the result is not acceptable to the Town then we will look at the next favorable low bid. If there is no further discussion, all those in favor signify by aye, opposed, motion carried, and thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: We will go to business from the floor, we have the Kiwanis Club, and Bob Milligan's going to make a presentation.
Mr. Milligan: Good evening, and thank you. It is my pleasure to present a check to the Town of Plainfield in the amount of $2,000.00 and the proceeds is to go to the Miracle Field for the development of that. The money is from the Kiwanis Foundation from the State of Indiana.
Mr. Brandgard: The Town wishes to express their extreme thanks to the local Kiwanis and the Kiwanis Foundation of Indiana for donating $2,000.00 to the Miracle Field and it is really appreciated, thank you much. I know a lot of effort goes into getting those funds together, and I think that is a noble cause. Thank you.
Is there any other business from the floor?
TOWN MANAGER'S REPORT
Mr. Carlucci: Thank you Mr. President, later on in the agenda we have a resolution for Osburn-Hessey Logistics for personal property tax abatement. Osburn-Hessey has been a large provider for the logistics services in our industrial property. Several buildings, several millions of square feet available to them and they continue like all the logistics that is going to be out there, they are working hard to get new business everyday. They are proposing to add 415 new jobs at an average hourly rate of $12.68. They have a contract pending with an apparel company to move their apparel. I will have Nathan Sanders come up here in a minute and tell you that aspect of his business better than I certainly can do it. The Town of Plainfield has offered them a personal property tax abatement on new equipment, and of course those decisions on what is abatable and what isn't, is in the statutes and also is something that the State looks at very closely to make sure that it is in compliance. So we have offered them 10 year personal property tax abatement for that or whichever is less. It could be less than 10 years, more than likely it will be more like 7 years. In addition we would like to help them out with their training over a 2 year period. The Town if approved by the Council would commit $128,500.00 over a 2 year period, in addition the way we have been doing it is, we require that they do the training upfront and at the end of each year they will be reimbursed for those dollar amounts, and then as soon as they open those doors and start their training that will start the clock on the year. I would also like to bring up here Nathan Sanders who has been here locally and worked hard on this project to keep it in Plainfield, I will have him come up, and he is the Senior Vice President, although he doesn't look to senior to me. He has worked hard on this project, there was actually a State that adjoins Indiana, and I will leave it at that, that was willing to offer them everything free basically, and they were able to keep it in Plainfield, and put Hoosiers to work which is always a good thing. So Nathan, do you want to come up and say a few things?
Mr. Sanders: My name is Nathan Sanders, Senior Vice President of Operations for OHL, Osburn-Hessey Logistics; we currently have 2 million square feet in the business park, and 500 employees and growing without this opportunity. This opportunity will take us eventually over 1,000 employees based on our current rate, and over 2.4 million square feet, so I am very happy for this to be in Indiana. I'm based here in Hendricks County, and I was telling Rich that I would much rather not live in a hotel for the next six months of my life and would much rather open it here and go home every night so we were able to make that happen. So I am very excited about the opportunity, and I appreciate the Town of Plainfield stepping up with the abatement and the training grant, because that certainly helped us win the business in terms of keeping it out of the adjoining State.
Mr. Brandgard: Thank you.
Mr. Kirchoff: Which building?
Mr. Sanders: This will be at 281 Airtech Parkway, right on Ronald Reagan and Airtech.
Mr. Kirchoff: Thank you.
Mr. Brandgard: Thank you.
Mr. Carlucci: That resolution is up later in the agenda so if there are any questions we can try to answer them now or at that point. The next item I have is a request for annexation for Denison Properties and Mack McNaught, they would like to annex in, I'm not really good at some of these directions but it is basically the southwest corner of the State Road 267 and I-70 interchange. Mr. McNaught already owns a piece of land on that side already, he has other land and I don't know if he has a project in mind, but he would like the Town to begin the process of annexing it into the Town of Plainfield and I will go ahead and present the request to the Council President.
Mr. Brandgard: Thank you. With that if there are no questions.
Mr. Gaddie: The only thing I have a question is there sewer and water already there?
Mr. Carlucci: There is water down there, and I believe there is sewer there too.
Mr. Gaddie: That is all I have for questions.
Mr. Brandgard: Do we have consent to move forward with the request?
Mr. Gaddie: Yes.
Mr. Brandgard: Thank you.
Mr. Carlucci: I sent you last week an article from the Indiana Associations of Cities and Towns, about Indiana Senate Bill 292 which directly has to do with firearms. The article was kind of diluted but I don't believe and Mel can confirm this, I think that all of our guidelines that we have on firearms are almost null and void, almost all of them.
Mr. Daniel: A lot of them are that is right Rich.
Mr. Carlucci: What I would like the Council to give permission is to have Mel draft a new ordinance to take into consideration of pre-substantial changes that were put forward, I won't say anything more than that, other than I am a little concerned about access to firearms in the Recreation Center. So we will take a close look at that, but I am not very hopeful on some of this because it was written in such away that if you don't do it correctly, there is legal fees and everything else involved in that, and I know Mel will do his best to draft an ordinance that will meet muster with this new bill, and if there is some things we can't do, we can't do.
Mr. Kirchoff: Rich, as I read the article, and I would agree with you, I was concerned about what message it sent and how it might tie our hands, so my question was, I saw IACT referred to in the article a number of times. Do you get a sense that IACT is going to respond to this and hope that in the next round that they would try to get that modified?
Mr. Carlucci: I saw the vote on both of those bills, it was pretty substantial majority of both the House and Senate, and my concern is and you know, this bill was actually if you can believe this was worse than it was, and we are in charge for the health and safety of the people who come in these facilities and we try to do the best we can to soften the blow a little bit and see what is available to us by law, but the problem is, if we draft something that we think may meet it, and we are wrong, then there is some penalties in there in terms of…
Mr. Kirchoff: The case that came to my mind was Clay when we had the fellow that was upset playing basketball and went out to the car and came back in, we have no control over that in the future?
Mr. Daniel: We are going to have to have some really hard lines drawn here, and we are going to have to really walk through this with facilities and that sort of thing where we can enforce this and where we can't, and I do think in response to your other question, I think over a period of time as the State and the Municipalities, the local Government gets some experience with this, I think there will be some modification, but I think it will take some experience before the Legislature will probably modify it.
Mr. Kirchoff: Alright, thanks.
Mr. Carlucci: There are a couple of exceptions in there but I am not sure you can use them everyday of the week, but we will see what Mel comes up with and go from there, but we need to start this process, because I am a little concerned that maybe some of our ordinances, you know I don't want the officers out there issuing tickets on something that maybe we shouldn't be ticking at this point because the ordinance may not be in compliance with State Law.
Mr. Brandgard: Do we have consent?
Mr. Gaddie: The only question I have on that, most people that has a permit it isn't that big of a problem as the people that don't have a permit that is carrying guns, they are doing it illegal, and there is a lot of guns out there with no permits.
Mr. Carlucci: This certainly isn't anti gun, because I'm not that way at all and I don't think probably most people in this room aren't either, but we also have a responsibility to the people that go there that should be safe and you are right, there are people who have permits to do guns and do it for their own protection and they have the right to do it. There is other people who have permits and I'm sure some of them have done some bad things, but if you put yourself in the Councils position or the department heads position and you have a lot of people, especially at that recreation center and we don't want to over burden anybody with the rules, but at the end of the day that is the case then that is what we will have to look at. I think we have probably exhausted that at this point until we can take a look at it, but you are right, there are a lot of people who conceal carry the trails now and we wouldn't know about it. We will see, we will live with it, and we will move on and see how it works. I did send you all a letter from Hendricks Power about the work they are going to do along the Vandalia Trail, do you have any problems about anything in that letter at all? It basically just says they are going to be out there, they are going to bury a power line next to the trail, basically from Saratoga Parkway going east and they will keep it off the side of the trail, they will bury it, I think they have to put one more box in. That is really needed for us because there is not only serving the Recreation and Aquatics Center, it also serves some neighborhoods out there and anytime they get a high wind and it blinks at the Recreation Center, everything is shutting down, then they have to boot everything back up again. So I give credit to Hendricks Power, they know they had a problem and they are trying to fix it.
Mr. Kirchoff: Did I read it correctly, not only are they going to bury it and put everything back to the normal, they said they would maintain that portion of the trail?
Mr. Carlucci: In terms of the mowing and stuff? I'm not sure what you meant by that.
Mr. Bennett: Reading from letter, “Hendricks Power Cooperative will maintain the pavement of the trail, and grassy areas after the installation of said electric line also during the maintenance and operation of said electrical line.”
Mr. Belcher: I can tell you what their intent is, if they do any damage to the trail installing it or thereafter they will repair it and fix the trail. They don't intend to plow it during the winter or anything.
Mr. Kirchoff: No I didn't think of plowing, but I read that they said that they would maintain that section of the trail.
Mr. Belcher: They may not have said it very well, but I know what they intended so if you would like for us to clarify it, maybe a letter back to them.
Mr. Kirchoff: That would be wonderful if they maintained that section of the trail for us. I was going to take that offer.
Mr. Brandgard: I agree with you, what it says, I know what they meant but that is not what it says.
Mr. Belcher: Ok, we will get back with them and make sure we are all on the same page.
Mr. Brandgard: I think with that clarification I think it is no problem.
Mr. Carlucci: I will ask them to clarify that. In Indiana you are allowed for a utility company that wants to go thru a pristene right of way like that is and that they are not already there like Indiana Gas, you are allowed to charge them so much per year based on how much you mow and maintain that right of way. We've never done that here and I certainly don't want to do this in this situation because we need the electrical down there, we need the security of that, and so do the residents of that area. So what little we would get out of it, in the comparison of the benefit they are trying to put in here, and there area people out in the trails a lot who, if it doesn't look right when they are done, we will hear about it. That is all I have, thank you.
Mr. Gaddie: The Waterline was talking about Hummel Park July 3rd for fireworks. I haven't seen a lot of advertisement.
Mr. Carlucci: Well the gentleman who does that is a Township Board member who prepares our Waterline I'm just hoping he knew the date when he said that was July 3rd.
Mr. Gaddie: I just didn't know I haven't seen a lot of advertisement.
Mr. Brandgard: Everything I have seen I know it is supposed to be on the 3rd. I agree I haven't seen much advertisement out for it.
Mr. Carlucci: Well we did our part.
Mr. Gaddie: We don't get the Waterline until…
Mr. Carlucci: It will be out this week. You got to get it in the right time, if it is too soon you forget it, if it is too late you don't go. I did not introduce Cinda Kelley, who helped us with the project with Ozburn-Hessey; I want to thank her for helping us with this project.
Mr. Brandgard: Staff reports are there anything from the Police Department?
Mr. Mitny: I did not have a report for the Council this week until I got a phone call today to do that. I have a request from Mrs. Walton, she lives on Mark Lane and on Saturday July 9th, from 4 p.m. to 11 p.m., her and her neighbors are requesting to block off Mark Lane to have a block party. I have spoke with Chief Anderson and that is a pretty small street she said all of neighbors are going to be invited. I told her that somebody would need to be able to man the barricades in case one of the neighbors would need to get in or out and she said that would not be a problem. So I am here tonight to ask the Council permission to give her a phone call tomorrow and tell her that will be ok.
Mr. Brandgard: Consent. Thank you.
Mr. Anderson: Chief Anderson do you have anything from the Fire Department? Clay do you have anything from Parks and Recreation?
Mr. Chafin: Good evening. We are getting quite a few phone calls about the 4th of July and so we are telling people it is on the 3rd. In my report I had a handful of things I wanted to come up and talk to you about and in a report or two ago that Rich had presented to Council, he talked about the trails, and the trail bond and doing some trail projects and the trail bond money that is left that we have to use this year. The first trail that we looked at that is on that list is some of the connectors out at the sports complex. Up here at the top is Main Street or 40, here is the football fields, soccer fields and the baseball fields, the red lines that you see there are the basic connectors and with the theory that we would let the complex get operational and see where have patterns started to occur and then start and then start filling in some of the gaps from there. This one from the north, this little cut there is from when the State did the bridge, they brought the sidewalk up to right about here and stopped, and this connector right here will take it to what was the old road entrance into the complex, this red line here, there was a big mound that was created for a couple drainage swells. We did that and put a bunch of stone up there with the intent of one day putting a trail, so that is basically prepared, we put a connector from the trail down by the US 40 pedestrian bridge all the way up so that people would have access up into here, there is a small sliver here where sidewalk when the Vestal Road portion was done that stopped right there that we will use to park into this parking lot and then the other three areas, this parking lot makes a U right here, there is a connector that we noticed people use to get in and out that will just add a little path right there. The other two down by the baseball fields, one is during baseball season the individuals that park over here from the baseball fields, right now they are walking down the center or in the middle of this road and there is traffic there and I think it is a safety issue, so I would like to add a little connector from the end of, basically where the fence of this field ends down to about the center of that parking lot area just to keep people from having to walk through this congestion and this traffic. Then the other is a nice little connector that would come between the fields down through the fence right here that would allow people coming from this direction to get into the baseball field area. With the intent that eventually if somebody wanted to walk a loop, once we get this done we will measure this and on the next slide I will show you another connector that will happen right in here but it will allow people to walk loops because I think that is when a lot of folks walk, they want to know how far they've walked and if they can walk in a loop and know how ok, a lap is such a specific distance then they can kind of cater their exercise to that.
Mr. Kirchoff: Are you going to put cuts in the fence?
Mr. Chafin: Yes, basically what I would do we would cut the wood fence and then flair it out, that way give people enough time to slow down, put maybe the cross arm gate there or something that might slow them down so I don't have a bicycle barreling out into the trail and plus it would give users going north and south a chance to see somebody who maybe coming onto the trail from there, so we would probably take out two panels, two eight foot panels and put that down right through there.
Mr. Bennett: Was there any discussion about opening it up down there by the Friendship Garden?
Mr. Chafin: Yes, Tim and I have talked about that maybe, and Rich in another phase if we were to take this this way with what is going on with the other deal that is happening on that one, that might be the prime time to take this on south as we go down here, but to bring it up to the fields, whenever we build the Miracle Field right here we will take a path that will basically go straight out to the Miracle Field and then around to it and the parking lot that will exist in this area, so that was just a nice straight connector, plus I didn't really in talking with both Tim and Rich, the idea of having this area kind of a transition point where people could be coming on and off a bridge or trying to make that turn or go straight, I thought this might be you're away from this making that sharp turn and it might be a little safer.
Mr. Kirchoff: Do you have a sense of how large that loop on the north end will be?
Mr. Chafin: I don't, but I can tell you the football field is here so I would say it is close to a mile would be my guess.
Mr. Kirchoff: The last time that you all reported about Relay for Life and what you did, that might be nice site to use.
Mr. Chafin: Yes this is a nice, easy grade as you come up this to get over here and then to make that loop, I agree with you that would be a really good idea. That was listed on the first trails listed from the trail bond in the bullet points of the report and I had gotten a price for that. The next trail I have listed on the report, I didn't throw a diagram in there, but when we did the Talon Stream remediation project, the overall plan on that had a trail that basically would extend off the trails from the Rec Center and do a loop around there. When I talked to Calvin, once he is able to get that going he estimated $100,000.00 for that one but that would be trail and maybe some benches and we may have some of the shade structures that was in there depending on how the cost came in and how we could fund from the trail. This is the Westmere Trail that Rich is working with Adesa on the property, we still have the one little piece to finalize between Township Line Road and the addition, but essentially it would bring connectivity down to the trail head that we have on the east side and BF&S put together the project, kind of a preliminary cost that was included in the report and so that was in there and it was also listed in the report. Do you have any questions on this particular piece? This is the White Lick Creek trail to Sugar Grove and when we did the trail and sidewalk master plan and we did the public input sessions, most of the public that provided input came from over here, so as we are continuing to look at the draft that has been provided, this is one that is based upon the funds that we can slide into this trail bond and do, basically what we are going to do is connect at White Lick Creek which the beginning of this trail will start in the Sports Complex and go between this waterway and the back of the curb of this parking lot, there is ample room that that allows people to walk and stay out of the parking lot and go basically from White Lick Creek and all the way to Vestal Road and when we get to Vestal Road in here we would have to put in a crossing and then do some type of a switchback of sorts to get up that hill. I think Tim and I looked today and there is about 18' difference between the bottom right here and the top of the hill, so similar to what we did on Depot Street, where we went up to the Vandalia East Trail from the Bob Ward park and did that trail up and kind of did that curve, either something like that or, a design that essentially would be ADA accessible and approved, but get up to the top of that hill. Then from there, it is going along, there is a power line right in here and the property that is in discussion with the DOC, and that would get us up behind the Police Station and then up to be able to cross Moon Road by the Police Station and then down to the Sugar Grove development. Another option that we are looking at is, both the church and Sugar Grove Senior Living, we have talked to them about being involved into the connectivity, Sugar Grove has a series of asphalt paths in their development, back in this part of the development there is a dead end that is shown right here in the green that is a lot that dead ends in that cul-de-sac, it is just common ground that a trail could come back through this development on this side of Sugar Grove and connect and either come up and either come up to Moon Road or Tim had talked with the church there, and they are interested in possibly letting us do kind of what we did out a Center Community Church and putting something along the exterior portion of their property that would get users off the road quicker, and so that is one of the things that I think we will look at, but preliminary design and cost were to start here and basically get down here to the entrance of Sugar Grove and on Moon Road. So those are the four trails that based on the funds that are left in that trail bond, we can fund and probably still have just a little bit left over, but with this being the last year of that bond, we have to get rolling on those and so I wanted to present those to you tonight and maybe answer any questions or get any input of other trails that maybe we should consider and if we need a motion or consent to move forward?
Mr. Kirchoff: I think this one and the Windermere are the two major areas that we really want to get connected and this will get a lot of use because that area is just growing.
Mr. Chafin: There are a handful of guys that live in the back of the addition that I know that are avid bike riders and so every time they see me outside they roll in and because they don't like to go out to 40, and ask when is it coming?
Mr. Kirchoff: I assume that will be far enough south behind the Police Station that we can get across Moon without major…
Mr. Chafin: Yes, I think that is something we are going to try to get to where the road is not at the five lanes like it is up there near the intersection. Just on this side of the sub station, between the sub station and the Police Station, there is a corridor down through there; it is kind of the old Interurban line essentially that ran down through there. If you remember right, we took that mound down that was the Interurban right through here when we built the complex.
Mr. Brandgard: I think we should move forward with these.
Mr. Carlucci: These are the last two neighborhoods with substantial amount of population in them, and they both come from the same situation that of being away from the other residential areas of the Town because there are different properties in between them.
Mr. Chafin: The other request that I had or dealt with, this building and access to where the football building is, there is still a little bit of money left in the Galyan's Fund that was burning a hole in my pocket, so we looked at a couple of things, one is bleachers for the football fields, Mr. Daniel is working on some memorandum of understandings that has been sent to the school for the bleachers that we described. To do that, there was a price in there basically to bring a concrete walk up to the building and then around and to both sets of bleachers one would be about 30' from the building and then the space to where it would give site lines to spectators to see the fields of play. That would start from here all the way up to there. I also included JDH Contracting and I got with them, they have the equipment and the manpower to go disassemble the bleachers lift them up in three sections, after I looked at them they can be moved in three sections and transported over after the pads are built and then install and anchor them down for us. So I thought that was a really good deal. Then the other two prices were for this building right here, they'd bring electricity to this building, basically we are going to bring electricity to this building enough that would supply power to this one, and future power to the large building down the road should we decide or if we are able to renovate it to make it usable space. Put up a roll up garage door here to allow us to take a mower or a UTV to haul diamond die, chalk, fertilizer, grass seed or other field maintenance type equipment in there. I want to do it but I am going to wait to see what the report is from Ratio before completely pulling the trigger on doing those to make sure everything if we were to do that is structurally sound and Ratio is supposed to be out this week on Wednesday to start their assessment. Then the last thing on there, there is a the master plan, it is not for approval tonight because I think that price is too high but I just wanted to show you one of the companies I was looking at, I still have some investigation to do but I still want to do that, we still have to park impact fee update, and we have to start that this year because the five years is up. So we will be moving forward with something but I just kind of wanted to give you an initial idea that we were talking to folks and that is the first one that came in and we are going to get a couple of others to look at it.
Mr. Kirchoff: You haven't given your Jolly Green Giant report lately from the Community Gardens what kind of usage have you had this year?
Mr. Chafin: Let's see, I've plowed 55 plots and I think 52 or three of them were reserved. Last year Jason was kind enough to put a water spigot out there for me and someone this year brought and donated a hose and hose reel so people could take the hose and water their gardens. So Tim can probably attest, some people do a better job than others of weeding their garden, some have more than just tomatoes, or corn, some are really neat and some are just ok, I think it just depends on the time the family has to dedicate to it, but at least early on interest was really, I was getting quite a few calls and we had I think 53 of the 55 reserved and a couple of folks when I think they realized someone didn't show up adopted another plot. I think it is being well used. Probably about another month we will start getting calls of folks that have vegetables that they have more than they can eat and they will want to donate them or take them to a food pantry or share them in some way.
Mr. Kirchoff: It's been very well received.
Mr. Chafin: Yes it has been very well received. The last thing I have is the dog park update. We are working on getting the video shot and most of that is going to happen Wednesday of this week. It is going to happen at a couple different locations in Town, the final location is going to be at the future site at 7:00 on Wednesday and at that site we are asking everybody who has a dog who that can play well with others to bring their dog down, so we are going to try to get a bunch of dogs in the field playing together as part of the video shoot. We are working with both Tony Perona and Shawn Donelson on the project to make it happen. It has to be in next week on the 6th of July. We met today and kind of went through a script and everything and we are ready to go.
Mr. Brandgard: Great, what do you need from us relative to the trails?
Mr. Chafin: I think just approval to move forward with getting the designs done on the White Lick Creek Trail that goes from White Lick Creek up to Sugar Grove and the one from the Westmere connection and then also these trails that are actually shown right here, we don't necessarily have a design, but it was more, I talked to a contractor, the location is there, he just has to come in, cut it, stone it, and pave it.
Mr. Brandgard: Do we have consent to move forward on those?
Mr. Kirchoff: Are they specific contracts we need to approve or you will come back with contracts?
Mr. Chafin: On the Westmere connection and the White Lick Creek to Sugar Grove connection, those will be contracts that we will bid out and we will come back but the other one is this one, I guess the smallest of size I guess you could say, I just quoted it out. I've got one quote here and I will get another quote as soon as I can, so once I get two more quotes based on the size I will get two more quotes, then I will come back with the low quote and get that going. And then consent to move to using the Galyan's Fund for the items listed as well.
Mr. Brandgard: You are good to go.
Mr. Chafin: Thank you.
Mr. Brandgard: Joe, do you have anything from Planning and Zoning? Ron, do you have anything from HR tonight? Tim, do you have anything from Engineering?
Mr. Belcher: One really quick thing, in my report I mentioned that I would try to have a resolution tonight for South Hills for acquisition of some easements that we need for that project, I wasn't able to get with Mel to get that done so it will be at the next meeting. Second item, I just wanted, I know two of you already know this, but Ed, I want to make sure you knew as well as the other Council member here tonight that this folder contains the documents for all of the signed documents for the Department of Corrections agreement that we had just worked essentially eight months to bring together a positive deal for Plainfield and quite frankly a good deal for the State, but I think if it was a football or something I would spike it right now, it was one of those kinds of things that just never seem to get over the hill until last week until last week it did finally make it's final progression, we do have a closing this week which would be the ultimately the final thing, the closing will fund the project, and the State essentially is funding the sewer repairs that are needed out there at the State facility and I will just go through the bullet points of what is in this as quickly as I can, we've done it before but I think it is worthy going through again. First and foremost we started out with this to have no impact on our water and sewer customers, that was absolutely a non starter if that was going to happen, we were going to do this deal, so that is in this deal, there is also, there was a need from the State and for us to know financially to be secure about how much income would be through this contract. The State is going to pay us approximately 1.2 million dollars a year in revenue to the water sewer utility. That will be essentially their flat rate that they will have unless they use over a certain amount of flow, so that is an income to the Town. They were already our sewer customer but they have never been a water customer of ours, so they will become a new water customer. As part of this agreement we will get transferred to us the Water Plant, wells, the area around the water plant and the wells which you see if you go across the Friendship Gardens bridge, the area around there, there is only two wells in there now and we believe it can be used for more wells for our community for our water customers in the future. Approximately 29 acres, probably including all that acreage back there, part of it is a tree on one side of the road as you go out the back entrance the other side is tilled and it is planted right now with corn I think, that is all part of this connector of Vestal Road that comes off of 40 down the hill, that is public right in and public right a way, now we will have a connection of public right away all the way out of the back of the facility, so the question we've had since we opened the Youth Complex of people driving through there, we will in a short amount of time be able to resolve that forever as in terms of having to go through there and having an issue with that and that was a very important part of our going forward with this, something our residents would benefit from in addition to the other things we are going to talk about here. Moon Road, Hadley Road, and County Road 700 East, that is the roads on each side of the State facility which is 800 some acres out there, the State is a big land owner out there, we have got them to transfer all of the rights of way that we need for the future road expansions for Moon, Hadley and County Road 700 all in one agreement here and we have those deeds within this document set I have here, so those have already been transferred to the Town for our future use. Clay mentioned the trail in the old Interurban line; we have an agreement, of a right of entry to go in there and build a trail that would go just like what Clay showed tonight from the White Lick Creek side over to Moon Road, that again knowing that we had a lot of residents on the west side that had expressed interest, and that we knew some way we needed to get out there and that is in this agreement. An agreement to have a future compost site together with the State, they ran a composting facility out there for a while and we believe it was run with the Hendricks County or maybe a multi-County agreement was at one point was in place there and it went away and now the facility is not being used and they would like to restart that, so that is a real benefit to both the Town and State in terms of lowering our costs of hauling leaves and things with a short distance, so that is a positive thing. Future Fire Station site, if we ever need a Fire Station on the west side of Town which we don't know that yet, but we think as the Town grows west there is a likelihood that could happen and so the State has agreed to work with the Town to when and if we need a site, and we don't know that yet, but we know that we have their agreement to have a site if we need it. The funding again to repair the sewers, which is one of the biggest issues out there and is essentially a very big positive to the community to Plainfield because the leaking sewers that are out there are now leak into our system, into our plants and we have to treat that water, clear water, so this project will essentially be a way to fix that problem, yes with the State but also for us, again the funding is coming from them. So that was a key part of this, they got creative and were able to find the dollars at no cost to our customers to allow that to happen. So I think I hit all the high points of this and again a very much a win, win and the Town is I think finally, I think I found a letter from 1990 from when we started talking to them about this arrangement and so it took a while to get here but very pleased to be here right now. I certainly wouldn't be here without the time that Robin and Bill put in on this, multiple meetings and Rich, and others I know Butler, Fairman did a tremendous job as did Mel's firm in supporting this whole thing, and people went above and beyond the call of duty to get this done, especially in the last week, between the time the Council approved at the last meeting to this meeting and we pretty much have said this is it, this is either going to go away or we are going to finish this and there was a lot happening and people went after hours and over the weekend and all kinds of things to make it happen and very pleased to be here standing here saying we are going to closing now and I think after that we get to the fun part getting the land transferred and the assets transferred to the Town.
Mr. Brandgard: Everything being equal that means after the first of the month we should be able to give Bowen a go ahead to go to work.
Mr. Belcher: Exactly, they are already gearing up and getting ready and as soon as the Town issue those to precede, which we obviously would after closing and we know we have the funds secured, then they are ready to start after the 4th of July as they can. It is about a 15 month schedule to complete the work from then on, the sooner the better.
Mr. Kirchoff: Hey Robin, I was here when Kevin brought some of the documents in the other day and I can tell you they are ready, Kevin is ready to go and we talked about it is going to be a joint project at the standpoint that we need to be working on together and you could tell he was excited, they are ready to get it done.
Mr. Brandgard: I saw Mike Lloyd, last Tuesday at a meeting over in Danville, he said this has been a long time coming; he said he spent a lot of money when he was over there for us to treat their water. So I think everyone is anxious of this to get going and the savings of this.
Mr. Belcher: Absolutely, I don't think anything can happen now, maybe I shouldn't say that, I may jinx myself, but there is not much left in the agreement that can go wrong, I guess the closing is the closing and we will see what happens and I think that most of that has already been pre-closed and I think every “t” has been crossed and “i” dotted. Friday morning everything should be done and onto the next phases.
Mr. Brandgard: Thank you, good report.
Mr. Belcher: I appreciate your help. The last item is concerning our summer intern, that you allowed Joe to hire at the beginning of the summer, Cory, I think he is back here, I am going to have to apologize and be a little embarrassed, I don't know Cory's last name, he's been sitting outside of my office for six weeks and I haven't even learned his last name, but I can tell you one thing about Cory, he is a very good worker, and he has adapted to being a planning person in the Engineering Department well so we are alright with that. He essentially understands when the a citizen comes in the door, no matter who you work for you help the citizen and I have heard that interaction and I'm very pleased to see that out of a young man and I would like to extend his time here if you would allow me at the same rate of pay, his intern time would end on the 1st of July, and his going back to school is about mid August, he would like to stay and I would like for him to stay for the 5th through the 5th, essentially July 5th to August 5th, I have funds still available from the position I haven't filled yet for the part time and we would still have to keep him under a certain number of hours to stay out of the full time issues, but what we are thinking is 28 hours a week for those weeks to be a total of a 140 additional hours at the $10.00 rate and he would just work 4 days is best how it would work out for our department and for him and if that is ok with you, I think we would like to use him and I know other people within the Town could use some of his skills, he's got some computer skills and some basic things that you help people come and get applications, it's been good to have somebody there. If it is ok with you I'd like to extend his time here.
Mr. Brandgard: I think it is a good move, but just a comment, he came in just shortly after I did this evening and sat back there and was, I am going to call it studying, he had a big book out he was looking through, so it is too big for casual reading so it had to be studying something over there. We need a motion to do that.
Mr. Kirchoff: I move that we approve the request from the Engineering Department to in essence transfer Cory from Planning Department to Engineering Department from July 5th through August 5th and not to exceed 28 hours a week.
Mr. Gaddie: Second.
Mr. Brandgard: We have a motion and a second to follow the recommendation from the Engineering Department to transfer Cory's work from the Planning and Zoning over to Engineering for a period of July 5th to August 5th with a requirement not to exceed 28 hours a week at the same rate of pay. If there is no further discussion all those in favor signify by aye, opposed, motion carried, and thank you.
Mr. McGillem: Just to further update on County Road 200 South, as you all know when we set out on that contract our intent was to get that done and open to traffic before the Fourth of July weekend and we did finish up the stabilization, the polarization of old road way last Friday, if the weather holds out the way it is predicted for the rest of the week we should be paving Wednesday morning getting it paved out and by the end the week the roadway back open to traffic, that is not only includes 200 section, but the 1400 feet added in to be done on County Road 900. There maybe a little bit of carry over after the Fourth of July but our intent is to have the roadway finished and open.
Mr. Gaddie: What was the base that you took up?
Mr. McGillem: Quarter of an inch to 3 or 4 inches in places.
Mr. Gaddie: I thought it was pretty thin in spots.
Mr. McGillem: In spots there was very little.
Mr. Gaddie: Another thing in your report you were talking about a meeting to go over StreetScape here with a contractor, is that tomorrow?
Mr. McGillem: There is a pre final inspection with INDOT and the contractor to walk the roadway and to make determination of anything that is still remaining to be done and add to the finish out.
Mr. Gaddie: I noticed after it rained like this morning there was a lot of water that was standing where it doesn't get to the drain it evaporates eventually, but there are cars splash it out several places.
Mr. McGillem: There is a couple of places that is a little bit bothersome, that is one of the things they are going to be looking at, there is some place there is some places where it takes a little longer to get out, probably the worse place we've got from my inspection is East Street, on the northeast corner there. We've added a drain and it will get out but it still ponds more than I particularly like, so we will see what INDOT says. The other area that is relatively flat and it still drains out is the northwest corner of Center Street. There at the ramp that you go in and there is an inlet right there at that location where the water would get to, but it takes a little time to get over there. There are some areas where initially during a rain it is going to pond before it gets out.
Mr. Gaddie: Well the other thing you don't have the StreetScape up there on Carr Road north of US 40, there is an area there that water stands for a good while, the road is kind of flat, and there is no curb up through there, the front entrance of Duke Energy.
Mr. McGillem: That was outside of our project.
Mr. Gaddie: That's what I mean, it's outside, but that is another area. A couple of people have asked me and I said that wasn't part of the StreetScape and maybe it is something down the road to look at.
Mr. McGillem: I'm hoping we will not too long, INDOT coming in and doing the remaining section, which is from Carr Road to 267, that pavement section in there is starting to need some tender loving care and with them having done the micro surface from the section from 267 east if we can get them to do the remaining section we will have 40 in good shape all the way through. Yes, there is some in hindsight, I would have liked to probably have taken our Streetscape to the east side of the Carr Road intersection and completely redone the Carr Road intersection that is probably what we should have done.
Mr. Gaddie: Thank you.
Mr. Brandgard: Thank you; did I miss any of the staff?
Mr. Kirchoff: Ron did you want to comment on this or was this just an FYI?
Mr. Lydick: This handout I gave you this evening was also the same one that was included in my report, but I just wanted to kind of wrap up the health insurance program. In previous meetings we had approved the benefits that were going to be done and then at the last meeting we approved the reinsurance carrier, so at this time, the purpose of this form was to show you what the importers funding was going to be required in order to fund this partially self funded insurance program. They edited July 2011 rates for the single, employee/children, employee/spouse and families, and then the portion that the employee pays per month, and then the column over on the right where it says total employer funding level, this is the amount that the employer will set aside to pay for claims for each employee based upon the census count. This funding level of the money from the employees in the amount of $536,922.00, plus the amount from the employer will give us total funds of $2,924,838.00 to fund all of our claims. This is claims plus the fixed cost. So this and our claims are based upon expected claims. This funding level will permit us to have the money to pay those claims; if we don't use it then we will have some money left over for next year.
Mr. Gaddie: Does the employee have anything like this; I know some of them are complaining of the cost, do they realize what it really costs?
Mr. Lydick: No they have not seen this.
Mr. Gaddie: Well something similar?
Mr. Lydick: Well we didn't know what the funding level was going to be until just last week, no, it has not been communicated to them. What I had planned to do, as soon as June 30th gets here and we have our claim year completed, I was going to show them the amount that they contributed for the last claim year and then the amount the Town paid and what the percentage it would be contributed by each party.
Mr. Brandgard: Thank you Ron.
Mr. Brandgard: Go to old business, Bill?
Mr. Kirchoff: I have two, the first one was very recently after our last Town Board meeting I ran into a Town Manager from a neighboring community who was not happy with some of my comments that he read whatever concerning partnership and their funding, so I just wondered if you had an opportunity to discuss it at the meeting at any degree and do we have any sense of direction, I told him I don't read the Flyer so I didn't read that article and apparently I was misquoted so I just wanted to make sure he understood what I was asking afterward he agreed that it was appropriate to have that kind of conversation and wasn't as upset with me as he had been when he had read the paper.
Mr. Brandgard: I had talked to him earlier and his comment was Danville is getting ready to expand and now we are wanting to cut the funding so they can't have the benefit, I said I don't know anybody who said anything about creating a situation where they wouldn't be able to expand or cut costs, but what we did ask is that we look from the partnership standpoint, we look at what we are collecting and how we are using and I think to answer your question at the Board meeting which is where we had that discussion which was 2 days after ours, I don't know what the Flyer said either, but we did set up a new fund or account to take some of the excess money that we thought was in there to put into an account that could be used to help fund additional parks or info structure as needed throughout the County, I think so the money is not sitting there idling doing nothing.
Mr. Kirchoff: Have you heard from him? I thought he had a good idea was to go back to some previous level of funding and we stay at that as we spend down some of the reserves. Is that a possibility it's on the table?
Mr. Brandgard: If you would.
Ms. Kelley: Cinda Kelley, Executive Director of the Hendricks County Economic Development Partnership. We have allocated some of our funds, it was in our agenda to go into the Development Fund which is a fund that was established in 2002 and we have actually proposed last year that we look at holding us at the 2009 level to assist Communities and the County as well and we will be revisiting that as well. Actually this year the EDIT Funds is at the 2009 level so it would really be holding it at that level for a period of time so we will be proposing that again to the County Council.
Mr. Kirchoff: I'm curious to see what it ends up being. We are all looking for dollars.
Ms. Kelley: Right and we are out there daily trying to get additional private funds to match the EDIT Funds and for your information today we had two successes in that and have raised over $8,000.00 today. We are hard at work doing that.
Mr. Kirchoff: I appreciate that, because again, my point was the opportunity with an open dialogue with all the communities in the County and talk about it and how we can perhaps free funding at some level and spend down some of that reserve. That is all I have under old.
Mr. Daniel: You have the Memorandum of Understanding of Vincennes. When I had come in Rich had shown me that memorandum went out and there was some provisions that need to be made, Rich has made some and I have looked a those and they are satisfactory as far as I am concerned as far as adding Guilford Township and the Plainfield employees on those discounts and that sort of thing. The only thing I did wonder about under paragraph 5 on page 3, I think when this was brought up the last time, I think Council member Kirchoff mentioned the fact that this provided the Clerk Treasurer would be approving bills to be reimbursed on this particular MOU and wondered whether or not the Town Manager wasn't more appropriate person, and I just call that to the attention of the Council because I don't recall any action to the decisions made one way or the other, so other than that I think the revisions are fine.
Mr. Kirchoff: I would still like to Rich review those and be the person to approve.
Mr. Carlucci: I don't have a problem with that.
Mr. Daniel: I don't see any reason Council couldn't go ahead and approve that with that modification and then just have this…
Mr. Carlucci: We do have James Dolan from Vincennes University, and one of his, was it Dave, I think he waited a little too long to get those changes to me and the last thing I remember I'm coming upstairs and I finally played my last voicemail and it says do you have it did you get those changes? So we were right at the very edge but what we were trying to get at is that if a Plainfield or Guilford Township resident wanted training at this facility that is unrelated to a company class, you know where a company is paying for some of their employees to be trained, they could walk in there and be trained and get a 25% discount over the normal rate and that is what we had intended all along and somehow didn't make that translation very well. Mel I saw that section and circled it about the Town Manager reviewing those. I might suggest that I get these cleaned up to Robin and that the Council will approve and Robin sign the agreement and get the three copies and send them out and have them sign and sent back to us. I do know that they do have a sight in the building; they have a lease I believe or a contract to lease part of that building for the new logistics.
Mr. Kirchoff: I move that we approve the Memorandum of Understanding between the Town and Vincennes University with the two modifications in paragraph 5 and our Council President be the signatory.
Mr. Gaddie: Second.
Mr. Brandgard: I have a motion and a second to approve the revised MOU between the Town of Plainfield and Vincennes University as revised and presented to us tonight with the addition of the Town Manager being the approver for the bills for payment in paragraph 5, if there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
Mr. Daniel: That is all the old business I have.
Mr. Brandgard: Ed, any old business?
Mr. Gaddie: No.
Mr. Brandgard: I'm going to take up one. Mrs. Daum sent an email to all of us this afternoon. Where are we at of putting the draft agenda onto the website?
Mr. Carlucci: I have to really get with Mel to find if there is a problem with putting a draft agenda, if you are stuck with that agenda at that point, so I need to talk to Mel about that.
Mr. Daniel: We've talked about that and I will take a look at that.
Mr. Brandgard: The other thing that Frances is talking about is some of the other Towns allow citizens to address the Council, and we have business from the floor at the beginning of the meeting and we have done that for a very long time, and we also allow comments throughout the meeting, so if the case were Brownsburg allows the citizens to address the Council at two different times during their agenda, we have one specific time, but we generally allow comment as we are discussing things. They say they also require three different readings of the ordinances, so do we, and we have as long as I have been on the Council and that has been one of the rules we operate too, so I mean, some of the things you are asking, we do here, so I am not sure where the confusion may be.
Mr. Bennett: Mrs. Daum, I'm sorry, I need to ask you to step up to the mic, thank you.
Ms. Daum: My name is Frances Daum, 1912 Crystal Bay East Drive, Plainfield, Indiana. Those comments were in answer to Mr. Carlucci's statements, I can't find the word I want to use right at the moment, but he was kind of giving reasons why he didn't think you should do it, and those reasons were that you gathered all of the agenda items to pass at one time, which other communities, and the one I am particularly referring to, Brownsburg, they do the same thing, they condense them so you can approve them in a timely basis. The second thing, I mentioned he brought up the fact that since you allow citizens to stand up and speak on items from the floor, but you didn't have to assign ahead of time stating what you are going to talk about, well other communities do that also, Brownsburg in fact has two times during their agenda when a citizen can stand up and speak from the floor, one time being in the agenda about like ours is here in Plainfield, the second time is more towards the end of the meeting, which is very nice because if there is something that has transpired that someone wants to comment on, it gives them a chance to comment on that. The third thing that he had mentioned was that he thought other communities only had ordinances and resolutions approved one time and that you read them three times before final approval, and I wanted to make the statement that yes other communities do the same thing, they read them three times before they have the final approval. I wasn't expecting to stand up and talk. I would like to recommend if you have not pulled up other Towns in Hendricks County, their Town website, it is very interesting and I think you will be amazed because I think Plainfield was always part of themselves I think and being a leader in Hendricks County, or at least that's been my feelings. I'm not sure when it comes to a Town website that we are leading the County, I think our website leaves a lot to be desired, lacking a lot of information that the citizens would like to know and I do realize that some of these communities like Brownsburg and Avon do hire an outside firm to manage their websites and I mentioned that in my email. I don't own any stock in that company, I don't even know anyone that works at that company, but I do know that their websites are managed by that company because it is listed at the end of the website. Even the Town of Clayton that size publishes their agenda and the minutes following the meeting so the citizens can read what has transpired at that meeting. The Town of Avon, the day following their meeting does have an abbreviated report of what actions were taken at the Council meeting the night before. And I think that is very nice for the citizens to read also. I would like to mention that Mr. Kirchoff made a statement that night when this was brought up that he had the feeling that maybe the citizens didn't trust you, if that feeling is in the community then it would behooved the Council to do everything in their power to change that perception and for that reason I think or I encourage you to have as much as information on the website and available to the public as possible. Thank you for giving me this opportunity.
Mr. Brandgard: Thank you Frances.
Mr. Kirchoff: I will respond I was not speaking about the citizens; I was speaking about the fellow candidates.
Mr. Brandgard: Again we are going to look at that, we originally set up the website we did have an outside firm doing that, they are expensive and they were less responsive than what we are to getting things done, so we pulled it in the house when we brought Bill Castetter in to manage the computer resources. Can we do it better? I would say we can always do it better and we will look to see how we can do it, but again it is a case of trying to do it and maintain costs and supply the information that is out there. We are concerned about putting things out there and people taking it when it may not be what it is and that may not be what it is, that is kind of like if we put the agenda out and no matter if you put draft over it, people don't read the draft, this is what it is and they come into the meeting and it is maybe expanded or shortened from the time it was put out there until the time you do it. So we just want to make sure we are not going to get tied up into something we don't want to be tied up in. We want to maintain the flexibility not only for the staff but also for the citizens to bring stuff in, so I think that is where that is. We tried to get the minutes out there as soon as we can but we have to have them here to approve before we put them out there. Again we don't want to get caught up into a situation where we transcribe it, we put it out there and then we come in and approve it and make changes, so again its one of those things we don't want to get tied up into a litigation fight somewhere over something we can avoid if we can, we will try and do better, I agree with you.
Mr. Brandgard: New business?
Mr. Kirchoff: Rich may be able to help me with this one. Last week we were contacted by staff from CERTA, they are in the process of pursuing the possibility of getting a CMAQ grant, CMAQ stands for Congestion Mitigation and Air Quality to get what I would call reversed commute buses out to our court house district, I think we have a meeting Thursday morning and they are going to come out and hopefully get some of the employers here involved as we talk about the possibility of applying for such a grant.
Mr. Brandgard: Great, I've only been asking them to recognize we have a lot of people coming out here for several years.
Mr. Kirchoff: I will try to keep you posted on that as we move forward.
Mr. Brandgard: Great, thank you.
Mr. Brandgard: Resolutions, we have one resolution tonight, Resolution No. 2011-13: Personal Property Tax Abatement Osburn-Hessey Logistics.
Mr. Kirchoff: I move we approve Resolution No. 2011-13.
Mr. Gaddie: Second.
Mr. Brandgard: I have a motion is second to approve resolution no. 2011-13: Personal Property Tax Abatement for Osburn-Hessey Logistics, if there no further discussion roll call votes please.
Mr. Bennett: Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
Town Council Resolution 2011-13 is adopted.
Mr. Brandgard: Thank you.
Mr. Brandgard: Is there anything additional to come before the Council this evening? If not, I entertain a motion to sign the documents requiring signature and adjourn.
Mr. Kirchoff: So move.
Mr. Gaddie: Second.
Mr. Brandgard: All those in favor signify by aye, opposed, motion carried, and thank you.