Mr. Brandgard: The Plainfield Town Council meeting for Monday July 11, 2011 is now in session.
PLEDGE OF ALLEGIANCE
Mr. Brandgard: I would like to ask everyone to rise for the Pledge of Allegiance.
CONSENT AGENDA
Mr. Brandgard: On the consent agenda for this evening.
1. Approval of minutes of the regularly scheduled Town Council meeting of Monday June 13, 2011 and Monday June 27, 2011.
2. Approval of June 2011 monthly reports for Plainfield Police Department, Department of Public Works, Department of Planning and Zoning, Plainfield Fire Territory and Utility Billing.
3. Approval of Town Engineer's and Transportation Director's reports dated July 8, 2011, Parks and Recreation Director's report dated July 9, 2011 and HR Director's report dated July 11, 2011.
4. Approval of an agreement between the Town and Butler, Fairman and Seufert Inc in an amount not to exceed $550,000 for engineering design, project administration and inspection services associated with the Plainfield Correctional Complex Sanitary Sewer improvement project per the Town Engineer's report dated July 8, 2011.
In item 4, the approval is conditional on the Council review of the document. Is there any additions or corrections?
Mr. Kirchoff: I move we approve as read.
Mr. McPhail: Mr. President I found a couple of errors in the minutes, on page 4 of the Monday June 13th minutes, Mark Beal was referring to me and my name is misspelled there, and then on page 3 of the Monday June 27th Mack McNaught's name is misspelled a couple of times.
Mr. Kirchoff: I would move we approve it as amended.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and second to approve the consent agenda as amended. If there is no further discussion roll call vote please.
Mr. Bennett: Ms. Whicker- yes, but let the record show that
I abstain for approval of minutes on June 27th due to absence.
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes and I also abstain on June 27th.
Mr. Brandgard- yes
Plainfield Town Council consent agenda for July 11, 2011 as amended is adopted.
BID OPENING: Plainfield Lazy River
Mr. Brandgard: Do we have a report on the bid opening this afternoon for Plainfield Lazy River?
Mr. Chafin: Good evening, yes today at 3:00 we received another bid opening for the new Lazy River project so for the record I will read those off to you.
•Patterson-Horth had a base bid of $3,650,000.00
•J.C. Ripberger Construction- the bid was rejected for failure to comply with specifications.
•Gibraltar Construction- the bid was rejected for failure to comply with specifications.
•RL Turner Construction had a base bid of $4,079,000.00
•Edwards-Rigdon Construction had a base bid of $3,627,000.00
•Myers Construction had a base bid of $3,760,000.00
•Engineer's estimate was $3,750,000.00
Mr. Brandgard: Thank you, I would like to ask your bid review committee made up of Renea Whicker, Clay Chafin, Tim Belcher, and Steve Craney to review the bids and come back with a recommendation at our next meeting. Thank you.
Mr. Chafin: Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: We will go to business from the floor, and I believe Tony Perona and Sean Donelson have something to present.
Mr. Chafin: While Tony and Sean are coming up, they were the two leads on our dog park video. The presentation and submission for the bark for your park contest, they did a great job and I think you will be very pleased with what you see here. We will get it rolling and then you can ask them any questions but I wanted to make sure they came and the video turned out great. So as you know the goal of this is, 50% of it is based on the showing of community supports the dog park, so at the end we really wanted to show that by having a lot of people show up, and we were really grateful that so many people showed up for that final scene. We think that will really carry it, the other two parts of it have to do with showing that you have a community that supports parks and that you can take care of a dog park, and so we were highlighting how beautiful our parks are and how many we have so that people at PetSafe will recognize that we are a community that is going to take care of the park, and we really wanted to present Plainfield as a place where they would want to have their park, they would say that is a community we would like to have our park at. So that is what we did, Rob, Sean, and I all did it together, we really did from writing, directing, producing, and everything, we just did it all together and two minutes, it came in at 1 minute and 59 seconds.
Mr. Perona: There was a lot of content put in there and so we used every last second that we could, and I think the project turned out great and if we aren't selected I will be shocked, because I think it really shows our community in a good light and I think a community like this we should definitely be rewarded for sure.
Mr. Brandgard: I want to thank both of you for being able to put this together in such a short time, you've done a terrific job and I think you sold me, very good job and I have to say that night down at the park, I was amazed at how many dogs there were down there and I think it was a good turnout.
Mr. Chafin: We find out Wednesday the 13th if we made the finals.
Mr. Kirchoff: That is when the voting online starts?
Mr. Chafin: The committee looks at, they selected 25, and there were 25 video submissions and so from that the review committee at PetSafe will narrow that down to 15, and then that is when the online voting begins. Bill has it and so we will try to get that up on our website with a link once we are selected to the 15 finalist with a link there to let people there so they can go ahead and vote and try to get the word out that way.
Mr. Brandgard: Thank you. Clay, good effort with keeping us posted and letting us know what is going on so the critical time is coming. Is there any other business from the floor?
Mr. Chandler: My name is Rod Chandler; my address is 751 Sycamore Court, Plainfield. That is the neighborhood that is directly north of Plainfield Middle School, across Stafford Road and our issue or concern is we now have if I counted right thirteen students in that neighborhood and possibly more growing that will be attending the middle school. Plainfield School Systems does not provide transportation for that age group from that neighborhood, because it is across the street. The issue or the concern we have is our students crossing that street at 7:00 to 7:15 in the morning, I guess our issue is what can we do about that to prevent the danger that is there? I don't know how many of you have driven through or been in that area at that time of morning, but it is crazy. I know I get out of there and try to go to work and it is crazy, I can't imagine my 12 year old daughter trying to cross that street every morning in the dark with impatient drivers and cars turning in and out of there and so forth. That was our concern; the Kerseys are also here to share that concern that had a 6th grade daughter this year doing that.
Ms. Kersey: My name is Tia Kersey, my husband Bob; I actually have two of them going to the middle school next year. My daughter Holly was in 6th grade last year and she will be in 7th grade this year and then my younger daughter, Emma will be in 6th grade. We've lived there for 13 years, and it was the high school before, I guess I didn't realize how many middle school parents actually drop their kids off that don't ride the bus. This is amazing to me if you don't get, our house sits on Stafford Road if you look out our picture window you are looking into the practice football field, so we are literally across the street from the school. If you don't get backed out of my driveway by 7:00, you are not getting out of there for like until 7:20-7:25, that is a steady traffic and my daughter did walk last year and there were actually mornings that we took her to school, during the ice storm, it was dark. The best I can describe it we were playing Frogger trying to get across the street and there were several instances where busses actually stopped to allow her across the street, and I know they are not really supposed to do that. We did try to address our issue with the school and the school says it's the Town and the Town says it's the school, so then we thought somebody has to take responsibility. We are not asking for there to be a crossing guard for their for a whole half an hour, but like a bus stop, if they could say at a certain time there will be someone out there with a stop sign to let them, like 7:15 this is when you will cross, we will be for that. We are just looking for some type of solution to help us get our children safely across the street that is all I wanted to say, thank you.
Mr. Kersey: I'm Bob Kersey, right now there is no crosswalk on our side of the street, there is no sidewalk till you go east or west and then even across Teakwood, you can cross there but to go across Stafford, the school doesn't have any ramps or cross walk going that way. Since we live on the east end of the school that is where all of the students have to go, and that is where all of the cars go and that is where they have to go in, so even if there is a sidewalk to go here, you still got to walk all the way back down and go around, which my wife touched on, we've talked to the school, same with the winter, when the winter gets here, I'm usually the one, and I think Rod helps on his side, to clear the snow from the corners because that is where the school wants to bring their snow and I get on them and I put them on the grass and not the corners and then the Town when they go through there, I tell them don't put it on the corner, this is a school bus stop and so depending on if I get over there in time, they have to walk over the snow and then go across the street. So we are asking for something to help. They have the school, they are providing a person for all of the cars, which they provide a lady that stands out there and all she does is wave the cars so they just go up and pull in far enough so everybody to try to get the traffic off of the street, which everyone has seen, they go both directions, and that is kind of what my wife touched on, just to get someone that fifteen, or five minutes, something and possibly that cross walk, because there is nothing there if they would do something, it is just a solid curb, so provide something and the signs, I think they put a new one up this year west of the school that says crosswalk, but the east end there is nothing telling anybody to slow down, and we all know they don't slow down, school zone or not they are trying to get through traffic to get to work themselves, people that drive through there, so I am just trying to make you aware that we have a concern there getting them across the street. And the address is 774 Stafford Road.
Mr. Brandgard: I have to agree when that changed to the middle school; I was amazed, there was much more traffic down there then when it was a high school. It is kind of amazing relivation of what we are doing to move our kids around. Don, Chief Mitny, can we work out some type of solution. You know we have talked about trying to identify a crosswalk down there but with the way the breaks are and there are no sidewalks on the school side it is hard to define where you would put a crosswalk and all the kids would reasonably go to and try to cross that because I know if they have to walk ten feet they will go straight across instead of walking ten feet to a crosswalk. I don't know, what comes to mind is if there is some way of coming up with a solution and maybe working with the school and their police down there having an officer there at a certain time for five minutes.
Ms. Whicker: I believe officer Bruce Felix reports to that location at 7:00 and was there until 7:20, at the entrance of Teakwood but on the middle school side, and he comes from Center Street, he is usually there also monitoring the speed in the entrance of the traffic, but I have never them help with the crossing.
Mr. Brandgard: He is probably there dealing with traffic and speeding, not the other.
Ms. Whicker: Right.
Mr. Kirchoff: Mrs. Chandler called me at home the other night and I suggested they come in and express their concerns, and I know we have talked about sidewalk and a crosswalk, we've talked about it in a work session, and I had to admit that I wasn't sure the status of it so that is why I suggested they come in and share their concerns.
Mr. Brandgard: Bonnie Kenney has spoke to me a couple of times about that it down there.
Mr. McGillem: We have been looking at it, we have been out there also with our sidewalk study that we got, and we've been taking a special look at Stafford Road area through the middle school, there is some unique problems there, the problems coming straight across Teakwood is that you are in the busiest traffic section of the entire area at that time of the morning. Just putting a crosswalk in, we don't feel is going to resolve the problem of that because you are throwing the kids right into the traffic and if you look at that traffic down there as Robin indicated, I think there is more concentrated traffic right there with the middle school than there was with the high school. So we are looking at it, I think we will be coming up with some recommendations. I think the idea of having a fixed time and possibly having somebody there to assist them crossing is probably going to be probably the direction we go, I just don't think from looking at the traffic, looking at the time of the day when it is dark and what you've got coming in there just to shoot the kids off. A crosswalk is a false safety, they are not going to pay any attention to it, and so I think we need something more than just…
Mr. Kirchoff: Rod, are you just primarily concerned about the morning; the afternoon is not the issue?
Mr. Chandler: The afternoons are not as busy, but I have been home at times about the same time they get out of school and that is still where everyone goes to pick up their kids and my daughter has to wait, she doesn't go to the corner, the old kindergarten door, that is where the sidewalk is and then she will go across there. During the winter the school doesn't even plow that until like the very last, they have to walk through the snow and whatever the street plows go over, they have to traipse over that, and then get across. It is not as hectic, but they usually have to wait for all of the buses, the cars aren't as bad, but if they get out there too late then the buses are all leaving down that road and they have to wait. Every now and then one would stop, and like we've been told they are not supposed to stop at all.
Mr. Kirchoff: Do you all have a Home Owner's Association or do you have someone we could, Rob would you be willing to serve as the contact for us to work with the neighborhood? I think that would probably be helpful.
Mr. McPhail: Not having any children school age for a number of years, I do know we have crossing guards in some areas of Town, is the Town responsible for those guards or is the school?
Mr. Carlucci: The Town by State laws is responsible; we went through this about a decade ago.
Mr. McPhail: I know we have one done for the elementary crossing Main Street.
Mr. Brandgard: We will work to come up with a solution for you. Thank you. Is there any other business from the floor?
TOWN MANAGER'S REPORT
Mr. Brandgard: Town Manager's report.
Mr. Carlucci: Thank you Mr. President, in your materials is a pack of information that is about a project that is on CR 200 South, originally it was sent to you May 2nd, and this project has been floating around with the Board of Zoning Appeals that is why it has taken so long to get back to you. The projects at CR 200 South, it is owned by the Wyatt's and as a matter of fact they have asked for annexation for quite awhile, but with this project, it makes no sense, they are going to go from Plan Commission, to Board of Zoning Appeals, and back to the Plan Commission. It took it's time to get through there and then you start working on the annexation, you don't know if it is going to go through or not, and that's happened. If you were to go up Ronald Reagan Parkway to where it terminates at 200 South, and then you take a left and you go all the way down to the last house on the south side of the road that is where that property is located. They would like to run a business out of there, a business where if one of their trucks has a problem, they will bring it over there and they repair the truck. There is also a substantial amount of commitments put in that the Plan Commission requested that they put in there and what I wanted to have you, just briefly I will have Joe come up here and talk a little bit more about it and if you have any questions, again this project has taken quite a while and it is critical at this point, the Council needs to make a decision to go forward with this or not and let us know so that we can move one way or another. Again the commitments were in there and they were signed, that was another thing that delayed it two weeks, I only bring this up to the Plan Commission when they provide the information they are supposed to provide and we finally got the written commitments, so I will let Joe if you have anything more that you want to add to this or answer any questions.
Mr. James: Good evening. The property is 6.7 acres, it is about 150' wide but it is very deep, it goes almost all the way to the Adesa Auto Auction property and it abuts the I-2 property to the west and then to the south you've got the commercial industrial property so it is surrounded by I-2 in commercial industrial and then the comprehensive plan recommends this area go flex office space, this whole area between this property and Ronald Reagan Parkway. So this area someday will no longer be residential, it will be commercial industrial use. They did commit to some zoning commitments. They committed to the Gateway Corridor development standards, they committed to a 50' setback and buffer yard. Next to the residential to the east they committed to a six foot privacy fence along that east property line, they also committed to a level 3 perimeter landscaping. On the east property line they committed that there would be no more than 20 tractor trailers on the property at one time during the day. They committed to the maintenance building would have at least a 300' setback from County Road 200 South, and then they also committed to dedicate 30' of right of way on the west property line because that is where in our transportation plan we have a collector propose that would down to Adesa. Hook up with Adesa and make use of that traffic signal. Also they had to get a special exception for the truck maintenance facility because it allowed in the I-2, but with the special exception and the BZA approved that with some more conditions, the conditions are that there will be no outdoor storage, junk, trash, or debris on the site and that the empty trailers cannot be used for storage on the site. They also said that the refrigerated units would not be running if they were on the site. So the special exception was passed with these conditions and then they also proposed these zoning commitments.
Mr. Brandgard: Again those were all subject to annexation, or the annexation is all subject to that?
Mr. James: Yes, that is correct.
Ms. Whicker: What are the landscape commitments to that ordinance?
Mr. James: They have to comply with the gateway corridor landscaping requirements and then on that east property line which abuts the existing residential which is in Hendricks County not in Plainfield they committed to a level three perimeter landscaping on that east property line also with a 6' tall privacy fence.
Ms. Whicker: Not a burm but a fence with landscaping?
Mr. James: Yes.
Ms. Whicker: Have the residents that abut the property come to any of the hearings.
Mr. James: They were at the Plan Commission hearing and it got continued in May to June because the neighbors had some concerns that the Plan Commission thought we should address and deal with so we came up with these commitments and they were also present at the June meeting when the favorable recommendation was made.
Mr. McPhail: You might add one comment during the Plan Commission meeting we realized that our ordinance as it is currently written does not protect the piece of property that is outside of the Town limits as well as it does inside the Town limits, so we asked Joe to review that and bring some recommendations to change that. The commitments they made are as good or better as if the property is in Town as far as the buffer and those types of things.
Mr. James: That is correct.
Mr. Brandgard: Thank you Joe.
Mr. Carlucci: Typically what we would do is ask the Council their consent to move forward with a rezoning ordinance on that property. Again that will take time because the annexations take time. We can do the first readings of two annexations tonight, but there is either a 30 or 45 day period before you can hold a public hearing, and do a second hearing, so there is time built in and at this point we just need to know in terms of the Board of Zoning Appeals and the commitments that have been made by the property owners at that are sufficient if the Town Council would want to move forward with a zoning ordinance.
Mr. Brandgard: Consent.
Mr. Carlucci: I've been on the Plan Commission as a secretary since I have been here in Plainfield and one thing I've known about the Town Council and the Plan Commission members, this goes to something that Kent said earlier, the Town always takes into consideration people's feelings whether they are in Town or out, but maybe at this point we should strengthen that with a little more consideration, but again we've always held that approach and treated the people whether they were for it or against it with respect and dignity when they came in. I just thought I would mention that. The Council at a previous meeting gave the permission to have the vacant lot at 126 S. Mill Street appraised, I have provided to the Council the appraisals for the property, the average of the two was $21,000.00, there is nothing on this property right now and it is up to the Town Council to decide if they will accept the appraisal and move forward with the acquisition on the property.
Mr. Kirchoff: What did we ever do about restoring it or did it get restored? Is this one in the same?
Mr. McGillem: It's in the middle, I've talked with Bob Church about it and told him we would be looking and going forward with this. Where we left it, it would stay as is if Council elects to move forward of course it will stay as is if not then we will push the rock back and put top soil in and plant grass.
Ms. Whicker: Current condition it is gravel?
Mr. McGillem: Current condition is stone gravel yes.
Ms. Whicker: But it has been leveled?
Mr. McGillem: It has been grated.
Mr. Kirchoff: Can we leave it that way? Is there any reason we have to do anything, if we purchase the property are there any requirements of anything we have to do with it Rich?
Mr. Carlucci: No.
Mr. Kirchoff: Ok, because I wouldn't want to spend money twice.
Mr. McGillem: Because the parcels on both sides are in gravel and stone right now also.
Mr. Carlucci: So I guess I will ask the Council permission to go forward on the closing of the property if that is the appropriate way to go forward.
Ms. Whicker: One time it was mentioned though that that would have to be addressed and either it would be the cost of asphalting or moving or moving the rock and I think the time frame had been given that would have to be done within six months according to our ordinance, is that correct?
Mr. Kirchoff: That is what I am asking.
Mr. Brandgard: If you use it as a parking lot it would have to be.
Mr. Kirchoff: If it just sits vacant we don't have to do anything.
Ms. Whicker: Ok, that is what I just wanted to verify.
Mr. McPhail: Mr. President, I move that we move forward and make an offer to purchase the property at 126 S. Mill Street at the appraised price of $21,000.00.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and a second to move forward with the purchase of the property at 126 S. Mill Street at the appraised value of $21,000.00. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
Mr. Carlucci: One last item that I didn't put on the agenda, Clay and I have been working, for what it seems like a long time on finding funding for the Miracle Field. I won't tell you who we at this point who we met with, but we have one of the big industrial investor developers out there is sharing a meeting of three other developers and I think the number is 32, they are going to make contacts with 32 different developers, they are going to ask them based on the size of their business either to donate $10,000.00 or $5,000.00 and we met with them late last week, July 6th and we had one idea how to do it, and when we went in there, they came up with a much better way to do it, which is great. We were there to listen and try to get the Miracle Field done; their goal is to try to get to a total of $250,000.00. So we are going to keep working on that, we are going to divide up the people that each of these gentlemen know and work on them and it also may require that we meet with them in small groups and bring some of the people who would benefit from the Miracle Field, bring them out to tell them how much it would mean to them and what it would mean if they were able to use a facility like that and feel more like they are more of a part of the community. I feel pretty optimistic about it, that we can certainly, this group is real active in this, one especially is very involved, they are involved with children's issues and so as we move forward we hope that by the end of the summer here we can bring some good news back to the Council and give the idea of a date when we can get started. So keep your fingers crossed and it may require that we borrow a Council member once or twice to sit in on these meetings and we are probably more optimistic now than we have in a long time and we kept after them about the meetings and trust me, they are all busy, they have things to do in their home life and their business life and they were nice to host us for a luncheon last week and we've already given them the information that they wanted. I happened to mention to one of them to take off the list because they have already donated $10,000.00 and I don't want them to be bothered again, but it is a great project and it is something that is sorely needed, we spent a lot of time with everybody, we have programs over at the Rec Center for handicap children and we just wanted to expand that to the point where they feel more part of the community and in the athletic activities and the joy they get out of that. That is all I have tonight, thank you very much.
Mr. Brandgard: Rich, thank you very much, that is a fine report.
STAFF REPORT
Mr. Brandgard: Joe, is there anything from Planning and Zoning?
Mr. James: In my report I provided a copy of the sign easement that INDOT wants to execute for the National Road Interpretive Panel over here, the Town's lot next to the Dairy Queen. Mel's looked through it and he's ok with it, so with your approval we will get that executed.
Mr. Kirchoff: I guess I slept, what is that?
Mr. James: INRA, Indiana National Road Association partnered with INDOT and they are installing fifteen of these sign panels across the National Road throughout Indiana and it was originally supposed to be out at the existing diner site out east on 40, but after hearing that it is possible that we can move the diner down here to this site, Joe Jarzen is the Executive Director of INRA and INDOT, we met on site and they liked this site better because it can get more exposure with the trails and then still be seen from Main Street, so it is a panel that gives a history about Diners, and how they got started on National Road.
Mr. Kirchoff: Will they install it even if we don't put the diner there?
Mr. James: No, because we put the panel there doesn't mean we are still going to put the diner there.
Mr. Kirchoff: No, what I am saying will we put the sign there even if we don't put the diner there?
Mr. James: Yes.
Mr. Carlucci: Bill, it is a generic…
Mr. James: It is not specifically for that diner, it is just for Diners in general on National Road.
Ms. Whicker: What is the size of that sign?
Mr. James: It is probably about 6' tall and maybe 3-4' in width.
Mr. Brandgard: Does it fit our sign ordinance?
Mr. James: Yes.
Mr. Kirchoff: So it would be adjacent to the little park area that Duke Energy is going to do for us?
Mr. James: Yes in that general area.
Mr. McPhail: I know if we can go back in history a little bit, when we were talking about the Toll House and maybe relocating it, a similar type of sign package was part of that project too where it was not just the Diner but it tells more about the National Road I assume doesn't it Joe?
Mr. James: Yes, it is two sided, one part tells about the diners, and how they got started on National Road and then the other side tells about the National Road in general.
Mr. McPhail: Do we need consent or a motion?
Ms. Whicker: They don't have a prototype of what it is going to look like, a picture or what it is going to say?
Mr. James: I had provided one back in January or February when I first presented this.
Mr. Carlucci: I can if you want; I know where I can get the copies real quick if you want me to go.
Ms. Whicker: I'd kind of like to have a layout like where it is going to go or how far off of the road it is going to go or by the pedestrian bridge, if I could have that visual, are you including that park area over there and they are investing in that. Is it angled towards those in the park, those on the street, or what is the setback?
Mr. James: It is going to be just off of the end of the pedestrian bridge on the east side.
Mr. Brandgard: You are going down the path, where I have concerns is, I want to make sure of what they want to put up there works with everything else we are doing down there. Yes, I would like to see that. Duke wants to put their park in and now they want to put this sign up over there and how are this going to interact? I want to make sure it doesn't take away from the other.
Mr. James: Yes, I can have something for you in two weeks or sooner.
Ms. Whicker: And I think if it is close to the Duke area or within that line of vision or site I think we should kind of include them too, or possibly…
Mr. Bennett: Joe is that the one that had the burger Chef sign on it? Drive Inn Theatre, and the road that built the Nations, is that the one you are referring too?
Mr. James: Yes.
Mr. Bennett: That was from your material in Council reports on January 10th.
Ms. Whicker: Thank you for that date, I can pull that up.
Mr. Bennett: Size is 42”X 60”.
Mr. Kirchoff: Two weeks is not going to hurt anything for you to do anything?
Mr. James: No.
Mr. Brandgard: I think it is probably a good thing to have there I think you just want to make sure it gets positioned where it works with what we want to do, not necessarily what they want to do.
Mr. James: Yes, I will have a presentation for you in two weeks.
Mr. Brandgard: Great, thank you. Chief Anderson do you have anything from the Fire Station?
Mr. Anderson: Mr. President and Council members, I had several requests tonight in my report; however I am only going to bring up one tonight. During the work session we talked about the need to replace our hydraulic extrication tools, this is a budgeted purchase from the Equipment Replacement Fund, we got four quotes from three vendors and I listed those in my report. The request is to make the purchase from the low bidder which is bid number 2, from Five Alarm Fire and Safety Equipment in the amount of $69,420.05.
Ms. Whicker: These were budgeted items and you got the four quotes?
Mr. Anderson: Yes.
Mr. Brandgard: I think it is the case the equipment we have is seven years old and it does wear out with use is under a considerable amount of pressure when they are using it. We will need a motion for approval if that is the Council's desire.
Ms. Whicker: I'd like to make a motion that per the Fire Chief to purchase hydraulic extrication equipment to the lowest bidder which is Five Alarm Fire and Safety Equipment bid number 2, in the amount of $69,420.05.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and a second to approve the Fire Chiefs request to purchase new hydraulic extrication equipment from the low bidder, which is Five Alarm Fire and Safety Equipment, Inc. bid number 2, in the amount of $69,420.05, if there is no further discussion all those in favor…
Mr. McPhail: Mr. President, I am sorry I missed the work session, I just have a question, the old equipment are you trading that in or is there any value to resell that.
Mr. Anderson: We will try to sell it at surplus equipment; it is sixteen years old and at the end of its lifecycle. There could be a smaller department that could use some of those components if they have similar stuff.
Mr. Brandgard: Any other discussion, if not, all those in favor signify by aye, opposed, motion carried.
Mr. Anderson: One other item, we got good news last week. Our secretary who has been off for almost three months after being involved in a very bad car accident will be returning to work Thursday, and we will be glad to have her back.
Mr. Brandgard: Great, it will be good to see her back.
Mr. Anderson: I don't have anything else unless you have any other questions for me.
Mr. Kirchoff: It's been a couple meetings ago when you brought us a quote for some tornado sirens. Where are we on that?
Mr. McPhail: Trying to revive my memory a little bit, it seems to me, weren't we going to get some kind of recommendation from the Communication Center on another method or something?
Mr. Brandgard: I think as I recall, Chief you are going to have to help me, but there was a recommendation from locations of those sirens because they cover a mile circle and I thought we were going to check and see where the ones we have are, and how they fit versus putting another one up.
Mr. Anderson: I have a new coverage map made, possible location the gaps that we have. The Communication Director Steve Cook, I think where he was going was in addition to that, there are some systems out there that I am not familiar with them, but I know they exist of getting that information out to other through cell phones, through emails.
Mr. McPhail: I would think that would be something supplemental to the siren.
Mr. Anderson: Right.
Mr. McPhail: I think the misconception of maybe some of our residents is that those are designed to be heard outside not inside. But we do have gaps if you go to the map, and I really feel like if we have gaps we need to get those covered. But I wasn't aware, but I knew Steve had some kind of recommendation but I didn't know what that was, if it supplemental, and I think that would be supplemental to the sirens.
Mr. Kirchoff: Just didn't want it to fall through the cracks.
Mr. Brandgard: Next meeting bring back a recommendation of where we need to fill the gaps in.
Mr. Anderson: Ok, I can do that that is all I have.
Mr. Carlucci: Should we also include the cost?
Mr. Brandgard: Yes, certainly.
Mr. Kirchoff: We already had an estimate.
Mr. Brandgard: Yes but bring back the cost again, thank you. Chief Mitny do you have anything from the Police Department? Bill do you have anything from IT? Jason do you have anything from Public Works? Lois do you have anything from Utility? Clay do you have anything from Parks and Recreation?
Mr. Chafin: All the talks about the Diner and the location made me remember today I had a meeting with Dawn Horth with Duke Energy. They have started the construction of the garden area that was presented at a previous meeting, and I just wanted to make you aware of that, and also when we were meeting she said she wanted to somewhere in the design maybe put a stone and etch in there, this was donated by Duke Energy, but she also wanted to know what the name of the garden was. I told her I would bring that to you to if you wanted to name that specific garden so we could have it on a stone that would be part of the landscape, part of the design of the project. You don't have to make a decision tonight, but she asked me and I said that wasn't my call and that I would bring it to you this evening and if you want to ponder it for a couple of weeks and then let me know at the next Council meeting or you can send me your ideas and I will put it out to everybody so they can vote, however you want to do it.
Mr. Brandgard: I thought they had some kind of a name attached in what she presented.
Mr. Chafin: I think she called it more of an enabling garden which we have one of those in Friendship Gardens which it has different sensory types of designs where if you can't hear there is a waterfall that you can hear the waterfall. If you can't see you can touch and feel and do those types of things. It has three handicap accessible picnic tables that are going to go in it, it has the pervious concrete where the water will drain down in it and so there is a natural filter, but she didn't really have a specific name that she was referring it as, and so that is just when she asked if the Council would want to give it a name. Other than that, that is all I have.
Mr. Brandgard: Tim, do you have anything from Engineering? Don, do you have anything from Transportation?
Mr. McGillem: The only thing just to follow up in my report, County Road 200 South, pulled up reclamation including the added work we did on 900 has been completed, it was striped Saturday, and I think Tim was out there today. I did not get out there; I don't know whether they got all the barricades pulled back yet, but it is finished, I think Tim, Jason, and I are pleased with the outcome of the project. If you all get a chance to get out, your thoughts will be appreciated, because I think we already looking at a few other locations that we think that can be applied also. For the price and what we got the real test is going to come are when we get through a winter. It is not a truck route so we still got to fight the elements of keeping the trucks off; it is not at this time an industrial pavement strength section. That's not what we went out for there at this point and time. We will still try to do something there to keep those off. I think the project did come out real well, so hopefully we won't have the problems associated with maintenance that Jason's been continuing to fight each winter and spring.
Mr. Brandgard: Great, I'm waiting for the applause from Jason back there. Don Thank you. Ron, do you have anything from HR?
OLD BUSINESS
Mr. Brandgard: Kent any old business?
Mr. McPhail: Mr. President, I just have a couple of quick items. The fact that I missed the last meeting and we had on the agenda tonight that the agreement with DOC, I just again want to thank Rich, the staff, you, Bill, and Mel for all you had done on that project, I just really believe that this is one of the most win win situations I've ever been involved with not only with the Town of Plainfield, but with the State of Indiana and the tax payers. I think it is an example of intergovernmental cooperation that needs to be highlighted in the future, I just really think it has been a lot of hard work but it really I'm sure, the tax payers are going to benefit by all of that work. The second item that I have, you know I was on vacation for a couple of weeks there and I had a little delay getting out of the Indianapolis Airport and during that delay I happened to meet a young man from Brownsburg who spent about ten minutes telling me how well he thought of the Plainfield community and the things we do and the Parks Department and especially our transportation, he is an Air Traffic Controller and he travels through our Town a lot and he was very very complimentary, I just wanted to pass that along.
Mr. Brandgard: Thank you for both comments.
Ms. Whicker: I had a question; this might be directed towards maybe Joe, or Don. I know the new signs went up for the Plainfield Town Center, I think there is one on the south side of the road at the west side and then there is one at the east side in front of Sal's. I just noticed that some of the flowerbeds are manicured, planted, some of the homeowners have done, whether it is the local businesses, or part of the project I just didn't know if maybe get an update, is that flowerbed in front of Sal's something our subcontractor is going to go back and help there, or is that something that the local businesses are in charge of?
Mr. Brandgard: The one in front of Sal's?
Ms. Whicker: Yes.
Mr. Brandgard: He mowed that yesterday.
Ms. Whicker: So it is grass.
Mr. Brandgard: I think so.
Mr. Carlucci: It was grass.
Mr. Brandgard: He was running the lawn mower out there and having a difficult time getting through it.
Ms. Whicker: Well some of them are I believe owner initiated and some of them are Town initiated and I just didn't know, the sign goes there and then I just wasn't sure if they were flowers or something that our contractor didn't go back and complete.
Mr. James: I will let Don talk about the landscaping and the two signs were part of the road project. They did consult with me about our way finding signs program and those signs were in our way finding sign program.
Ms. Whicker: Ok, and those locations that is just where we officially start the Town Center?
Mr. James: Yes.
Ms. Whicker: And then the landscaping part I just wasn't sure of.
Mr. McGillem: As far as landscaping, there is very little landscaping that the project put in east of Avon Avenue. There is the landscaping around the Marathon there at Avon Avenue and everything else east is pretty much sod or grass in front of Sal's, since Rich and Sal's are very good buddies, I asked Rich to stop in and ask Sal if he would mow the section between the sidewalk and the curb, which I guess he did get that accomplished. There is on the south side one home owner down that is just east of Shaw Street that had requested when we were laying down the sod between the sidewalk and the curb, if you look at his entire yard it is made up of more flowers and he had requested that he be able to continue that out between the curb and sidewalk which we agreed for him to do. He takes care of that and it is not the Town. There was also some additional landscaping that was put in on the north side where we put the wall in, due to the height of the wall and the grass coming right down, rather than putting a railing or fence in, we worked with the property owner and we had put some shrubbery and some landscaping in along the top side of that wall, but that is about the only landscaping that we had put in east of Avon Avenue.
Ms. Whicker: The project completed with seeding or sod?
Mr. McGillem: There was a combination of both, but most of the areas between the sidewalk through the residential areas and then anything behind and right up against the sidewalk that is sod that was put in. Where Sal's is, that was sod to start with.
Ms. Whicker: Ok, thank you for answering that.
Mr. James: To answer your question about maintenance, the grass between the sidewalk and the curb, Tim, Don, and I have talked about this. Especially along 267, some companies will go ahead and maintain that all the way out to the right of way, and some won't, but we've kicked around the idea that maybe we can come up with something to get maybe better participation of voluntary maintenance of those areas.
Ms. Whicker: Ok, thanks Joe.
Mr. Kirchoff: I will ask Rich to help me with this next item. At the last meeting I reported to you that we are going to be having a meeting with some of the staff, actually both staff members from CIRTA, and that is C-I-R-T-A instead of C-E-R-T-A as in the minutes last time. But we did meet, they came out and then Larry Hesson from County Council and he is also a CIRTA Board Member, and also Roscoe Brown from IndyGo and we discussed this CMAQ grant request that has been submitted to actually connect, I believe was that Stop Number Eight out at Bridgeport Road, do you remember the number?
Mr. Carlucci: I believe that is correct.
Mr. Kirchoff: But basically to have a connector from the Bridgeport area to our Warehouse District. Tim was very helpful in getting into our GIS and so I think that grant request has been submitted, and Rich you have something to hand out, and is there anything else you want to add?
Mr. Carlucci: This is a summary that I received, what is interesting is over the years when we were looking at bus transportation, the last time we looked at it we were looking at it up in Avon at the old food store that was up there and they were going to run it out of there. Well as it turns out the whole thing really just fell apart and we never really got going. Fishers I know still has a bus runs downtown, and the reason these CMAQ really is congestion management that is why these grants are available, more people you can put in a bus and less knozone action days I guess we will have, the key is to try to get out in the Industrial Park and talk to the businesses because our Industrial Park runs from I-70 almost to 200 S., so you have to make sure you have an internal route that you can pick up the most people to transport them both outbound and inbound, so I think that is kind of where they are at and I know the CIRTA staff put on a full-court press to get this done in a timely manor because there was deadlines, I think they were doing this right before the Forth of July and they got it done, and now the final approval will come back to the Town Council for final approval on this, and if you look on that, they've plugged in $30,000.00 from the Town to help support this project.
Mr. Kirchoff: That would only be what the fares don't cover.
Mr. Carlucci: That is correct.
Mr. Kirchoff: There was an interesting thing that came out, since we have 26 plus million square feet of distribution space out there and the thing that we wanted to do, Kent you would relate to this, was we wanted to pick the largest employer concentrated areas, and so we thought maybe Cinda was going to help, I know they were going to contact Cinda to see if we could get employment numbers for the different locations and target maybe Foxconn or some place like that and so that is what we want to use our GIS system for.
Mr. McPhail: I have those numbers every year; we could help you with that when you need it.
Mr. Kirchoff: They needed help with it before you got back. They really needed…
Mr. McPhail: I can give you year old numbers but me certainly we can try to update them.
Mr. Belcher: To add a little bit to that, because the GIS became part of the discussion. Cory the summer hire you allowed me to keep, he's got some skills in that. So we came to see you today Kent to try to get those employment numbers because he's already created a map now for the buildings that we have because we have a list of all the buildings where the employment centers are, I think this is great support for the Council to have as in terms of where are the employees and how many possible pick ups will there be on a certain route and that is essentially what the GSI is designed to do once you get the information fed into it. So we will come and see you tomorrow then about this employment numbers, we were sort of generalizing today but I think we can get a model that if you can take a certain route like Rich was saying in any particular direction, how many potential riders would you have which is what this is all driven by obviously, how many people…
Mr. Kirchoff: Where we are going to get started is with traffic that's moved on Ronald Reagan we thought that would be a great way to go but Roscoe and his background with IndyGo is saying the more direct route would be to come down and hit Perry head straight down Perry pass the mall and then whatever, and again it depends on what our larger numbers are. Anyways that is kind of the early stages of what we are saying because when we showed them, we went downstairs and stole a big map, but we showed them we got AllPoints all the way up here, we are talking about a loop and then we begin to say no we need to start small, have a focused route and then go from there and so that is kind of where we are.
Mr. Carlucci: It is so spread out, you know how many miles that is from north to south and depending on when they start their shifts is another issue too and so if you think you can catch everybody in the right shift and they are going from basically Stafford Road north or south, you have a lot of people that are going to be late for work because it is just so stretched out.
Mr. McPhail: You know the number of those employers out there stagger their shifts just by a few minutes to try to help the traffic control.
Mr. Kirchoff: Anyways I just wanted to let you know the meeting did happen, the grant request has been submitted on schedule and we will keep you posted as we go forward.
Mr. Brandgard: I am very glad to hear that.
Mr. McPhail: I think the employers will be glad to hear that.
Mr. Brandgard: I've been asked every time I see a transportation thing coming out of Indianapolis; I'd say what about the 15,000 people we got coming out here to work everyday.
Mr. Kirchoff: The other thing we may be adding onto this, we maybe wanting to contact Link and we may get it to a point in the day to…
Mr. Brandgard: Have some internal shuttles.
Mr. Kirchoff: That is kind of what, when we work with CIRTA on projects like that, it is amazing to find out what the other communities have done, you know we are a nine County area and Boone County and some of those others have really done a nice job of making the connectivity happen, so that is kind of where we are.
Mr. Brandgard: Great.
Mr. Carlucci: Under old business we were talking about the Department of Corrections project and I clearly want to thank one of the persons who kept us calm until he wasn't calm anymore himself, was Tim Belcher. He really lived and died with this project. A lot of times my job was to walk into his office and he would have his head down and I said just think of what we are getting and how this is going to be a positive to the Town. We did have a meeting last Friday with a couple of members, Department of Corrections and their PIO, Public Information Officer and we are putting together a press release on this, or he is going to put it together, he does that for a living, far more than we do. They are also going to put together a board, showing the benefits to the project, because as we go to the different community groups, we can show them what we are doing, and here is what we are going to get in return, and by any stretch of the imagination it is one of the better deals I've been involved in since I've been in Plainfield. But it took, Tim and I have tried to wangle that water plant out of the Department of Corrections, almost from the fifth year I was here, and we kept getting rebuffed and rebuffed and finally they came to us and we closed the deal, but everyone was on that team including Mel, Wes, and it really came together and I am real happy for it, now that the implementation part is starting and that is a whole other version but I think once we get this information out in a way then that we can go to different communities, because we are always invited to community groups anyway, so it would be a good idea to go ahead and do that. Now whether we try to get other than the Flyer and the Star involved in this and it goes further, it is up to them if they want to pick it up or not. If they are interested they will come to us. I just wanted to add my two cents about Tim's effort there.
Mr. Brandgard: Thank you. Before we leave old business and we are talking about signs and such, I'd like to have Joe and Jason kind of take a look at some of our signage. The sign on the corner of Elm and Stafford, the street name sign, It has the street name on the top, and then there is three other informational signs down below it that are huge, each one is huge in itself, and those signs, I mean the bottom edge is very low. I guess where I am going is those information signs are driven by the schools, I suppose the schools provide those to us, but that is not relevant where I am going, in a situation like that it would appear to be better if we use our informational signage model somewhere along there to do that rather than to hanging them on the street sign pole. Just kind of take a look at that, I'm sure there are other places in Town where it is stacked up the same way, but it would appear to me there is a better way to do that. Thank you.
Ms. Whicker: I noticed, speaking of signs Robin, if you don't mind me jumping in, the new reflectivity signs that you have put out that are larger in surface, if you catch it just right with the sun, you can't see it at all, so they may be good at night when your lights are on it, but I've noticed during the day there are times that you see the rainbow glare but you can't read what the sign says.
Mr. Brandgard: I have, talking about reflectivity off of a small area on that big sign that just about blinds you if the sun is hitting it right, but it is doing what it is supposed to do, reflect, unintended consequences.
NEW BUSINESS
Mr. Brandgard: New business.
Mr. Kirchoff: The only one I have is, I meant to ask Clay this when he was at the podium, you sent us the proposed changes for the park policy, was that the pricing guide or the policy guide, it is only 108 pages long, is there anyway you can just give us one that has the changes?
Mr. Daniel: One item Mr. President, I was off four days last week so I should have said something about this earlier. I think it would be good if we could set an executive session to bring the Council up to date on a couple of litigation items, I thought we usually do it before Town Council meeting, and I thought two weeks might be good, but we've got one matter that I think we might have more information on if we go to August 8th, but that all depends on the Council's schedule.
Ms. Whicker: August 8th would be good.
Mr. Daniel: 6:00.
Mr. Daniel: That is all I have, thank you.
Mr. Carlucci: I have a bit of new business, I put into the information to the Town Council a non-binding resolution from the Airport Authority, and highlighted non-binding by the way a couple of times. As you know they went through more than a year and a half process on what the Airport Authority calls Airtropolis. I know several of us were involved in that, the aspects of it. I met with the new attorney for the Airport Authority, he gave me the resolution and the idea is, the people that were involved in the process, you can tell if you looked at the names that were on there and communities and he said that this is the starting point to look at, where do we go from here type of thing, now that we went through the whole process, where does everybody want to go? It was pretty monotonous there is not much there, and they kept telling me this is non-binding, I said I understand that. I didn't think it was necessary; I didn't put it on the agenda for tonight to do this. We've got the time; we can just wait until the next Council meeting.
RESOLUTIONS
Mr. Brandgard: We have three resolutions this evening. First resolution is 2011-14: Parks Fund Transfer of Appropriation.
Mr. Kirchoff: Since both resolution 2011-14 and 15 are financial, I would like to make one motion to cover both at the same time.
Mr. Brandgard: Very good.
Mr. Kirchoff: I move that we approve resolution no. 2011-14 and 2011-15.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and a second to approve resolution no. 2011-14, Parks Fund Transfer of Appropriation and resolution no. 2011-15: Hendricks County Communications Transfer of Appropriation. If there is no further discussion roll call vote please.
Mr. Bennett: Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council resolutions 2011-14 and 15 are adopted.
Mr. Brandgard: Thank you. We also have resolution no. 2011-16: Confirming Interest in Purchase of Drainage and Utility Easements for Public Purposes.
Mr. McPhail: I move that we approve resolution no. 2011-16.
Mr. Kirchoff: Is this the Baptist Church?
Mr. Belcher: Yes, this is the five properties to the west that we need to cross to get to the neighborhoods.
Mr. Kirchoff: Second.
Mr. Brandgard: I have a motion and a second to approve resolution no. 2011-16: Confirming Interest in Purchase of Drainage and Utility Easements for Public Purposes. Again if there is no further discussion roll call votes please.
Mr. Bennett: Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council resolutions 2011-16 adopted.
Mr. Brandgard: Thank you.
ORDINANCES
Mr. Brandgard: We have two ordinances for their first readings. First is 08-2011: Denison SW SR 267/I-70 Annexation.
Mr. Kirchoff: So move.
Mr. McPhail: Second.
Mr. Brandgard: We have a motion and a second to approve ordinance no. 08-2011: Denison SW SR 267/I-70 Annexation. If there is no further discussion, roll call votes please.
Mr. Bennett: Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
First reading of Plainfield Town Council ordinance 08-2011 is approved.
Mr. Brandgard: Thank you. We also have ordinance no. 09-2011: Wyatt Annexation.
Mr. McPhail: I would move we approve the first reading.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and a second to approve first reading of ordinance 09-2011, Wyatt Annexation, if there are no further discussion roll call votes please.
Mr. Bennett: Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
First reading of Plainfield Town Council ordinance 09-2011 is approved.
Mr. Brandgard: Thank you. Is there anything else that needs to come before the Council this evening?
COUNCIL COMMENTS
Mr. Bennett: Mr. President I just remind Council members of the two work sessions Wednesday and Thursday afternoon beginning at 1:00 here for budget work sessions.
Mr. Brandgard: If there is nothing else, I entertain a motion to sign the documents requiring signature and adjourn.
Mr. McPhail: So move.
Mr. Kirchoff: Second.
Mr. Brandgard: All those in favor signify by aye, opposed, motion carried.
