Mr. Brandgard: Plainfield Town Council meeting for Monday, May 23, 2011 is now in session. I would like to ask everyone to rise for the pledge of allegiance.
PLEDGE ALLEGIANCE
CONSENT AGENDA
Mr. Brandgard: We have a few items on the consent agenda this evening.
1. Approval of Minutes of the regularly scheduled Council meeting of Monday, May 9, 2011.
2. Second Reading of Ordinance No. 06-2011: Amendments to Plainfield Zoning Ordinance.
3. Approval Parks and Recreation Director's report dated May 19, 2011, Transportation Director's and Town Engineer's reports dated May 20, 2011 and HR Director's report dated May 23, 2011.
4. Approval of Change Order #3: to the contract between the Town and Rieth Riley Construction Company, Inc resulting in an increase of $27,462.00 for final quantity adjustments plus one added storm sewer inlet on the SE Perimeter Parkway (Perry Rd) project per the Transportation Director's report dated May 20, 2011.
Are there any changes or corrections?
Mr. Kirchoff: I move we approve as read.
Ms. Whicker: Second.
Mr. Brandgard: Motion is second to approve the consent agenda as read, if there is no further discussion, roll call vote please.
Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for May 23, 2011 is adopted.
Mr. Brandgard: Thank you.
BID OPENING: CR 200 South Pavement Reclamation
Mr. Brandgard: We have a bid opening scheduled for this evening for the County Road 200 South Pavement Reclamation. First bid is from Calumet Civil Contractors, Inc., Whitestown.
Mr. Daniel: Calumet's bid is in proper form.
Mr. Brandgard: Thank you, the total amount of the bid submitted by Calumet Civil Contractor's; Inc. is $275,000.00 again that is $275,000.00. Second bid is submitted by E&B paving Inc., Indianapolis.
Mr. Daniel: E&B bid is in proper form.
Mr. Brandgard: Thank you, the total amount of the bid submitted by E&B paving is $255,600.00 again that is $255,600.00. Third bid is submitted by Milestone Contractor's, Indianapolis.
Mr. Daniel: Milestone Contractor's bid is in proper form.
Mr. Brandgard: Thank you, the total amount of the bid submitted by Milestone Contractor's is $358,000.00 again that is $358,000.00. That was the last bid that was submitted, I would like to thank everybody that took the time to submit a bid. The engineer's estimate was $275,970.75 again that was $275,970.75. I would like to ask the bid review committee made up of Bill Kirchoff, Don McGillem, Tim Belcher, and Dennis Clark to review the bids and come back at the next meeting with a recommendation.
Mr. McGillem: Robin, could I get the Councils consideration for issuing the award based on the bid reviews committees recommendations, subject to Council at the next meeting? We are trying to get this started to where we can get the road finished and open to traffic before the fourth of July.
Mr. Brandgard: I think we can do that, we need a motion to do that.
Mr. McPhail: I move we allow the bid committee to move forward with a contractor who is a successful bidder, and to get the job started on County Road 200 South.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and second to allow the bid committee to go ahead and notify the successful bidder and give them a letter to proceed with that coming back to the Council at the next meeting for final approval. All those in favor signify by saying aye, opposed, motion carried. Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: We will move to business from the floor, and I think we have Dawn Horth from Duke Energy with us to speak with us this evening.
Ms. Horth: Good evening, I am here to proposal for Duke Energy to do a beautification landscaping project at the US 40 pedestrian park site. This would be a local service event that would be performed by Duke Energy and a variety of employees. The cost would be a totally borne by Duke Energy and what I have here is a possible rendering of what the site could potentially look like. What we wanted to do was actually try to keep the site at very low maintenance, but yet at the same time keep it very natural and native to the Indiana species that we would normally look at. So we would look at native plantings, we would be looking at annuals and perennials. The site would be designed to have color as much as possible all year long, we would have plantings that would appeal to sensories and we would invite people with disabilities, and those that have sensory needs, we would have plantings similar to like lambs ears, so you could actually feel and feel lambs for those with autism, we would have the scents of fragrant flowers. We wanted to also invite people with disabilities to enjoy a setting area so some of these sites that you will look at here have picnic tables that are ADA compliant, so you will see a missing side rail so individuals with wheelchairs could actually pull themselves up to and enjoy part of the picnic table along with other family members. We are also looking at making this a site where we would have a learning as well, so we wanted this to be a greenscape but also a green in that of sustainability's. We would like to try perhaps other type of products for instance, we would have the concrete pad poured for where the tables are, and then we would get them anchored down so we wouldn't have to worry about anyone accidently picking them up and throwing them into the waterway. Then the other site there could be pervious concrete, so you could have like a demonstrational project, where you would actually have the pervious concrete where you would hope that the water would go through the concrete and then those that are sitting on the concrete pad would see that there is still water pondings. So perhaps if schools are bringing their children over to the Dairy Queen afterwards for a treat, they would come over and visit this area. There could be some teachings at the same time and we would have placards describing what we are doing about the sensory, about the different concretes, about native plantings, products that actually take over invasive species, so it would really be a learning area. We would also like to incorporate a rain garden in this site too for the drainage from this site where the bridge is as a nice low so we would have some of the retention of the water so there could be some additional learning there as well. The sites, you can see where the green spaces are, we are looking at putting some raised beds, not exactly for sure what those raised beds would be at this point and time, if it would be some type of a limestone, concrete, wood or flagstone, but it would also provide a seating area for folks so they can actually sit and be able to enjoy the beauty of the landscaping. You can see where there are gaps; these are gaps where individuals if they are in a wheelchair they can pull up if they are in a wheelchair and make it as much wheelchair accessible as well. So what I am here tonight is to propose this to the Council and receive any type of recommendations and approval to proceed with this project and more than happy to answer any questions. One additional thing, we would like to put up bird houses and bat houses to help with some of the mosquitoes in that area. So overall I have a snapshot of what we are looking to do at that site.
Mr. Brandgard: I for one would like to commend you for taking that on, that is a beautiful site plan.
Ms. Horth: It is a very pretty location as well, it is.
Mr. Brandgard: Joe is there anything we have to do with approvals on this or can we just give approval from here and it is good to go?
Mr. Kirchoff: I assume maintenance would become our responsibility?
Ms. Horth: Well what we could do is we could look at that and see if that is the site that could possibly be adopted by Duke Energy and we could help maintain that and that could perhaps become an annual local service event, maybe it is something that could be done in conjunction with the Town, that would be my hope.
Ms. Whicker: That's great, we have talked about improving that area as construction has gone on with that transition from the park to the pedestrian path and right there is some need that could be potentially very becoming and very beautiful, so that is a great plan and thank you.
Ms. Horth: And I think some of the plantings also would prevent people from coming on further to the ledge where there could be some additional debris thrown over or whatever, because we are looking at about a 4' buffer too, so it would help really enclose that area.
Ms. Whicker: And this is at a level high enough that when the rains come and sometimes go over the path, it never reaches this site.
Mr. Brandgard: Do we have consent to go forward?
Mr. Kirchoff: What is your timeframe?
Ms. Horth: Well now that I have consent to move forward, I am going to start getting a list of the plantings and I want to work closely with Clay to look at some alternatives for the plantings and such, but our goal is to have our first day of work by the end of June and then the first week of July would be great to have complete construction, we just need to verify the floodway if we have a permit or not. JF new who we are working with and did the designs, she wants to make sure we do have a permit so there are no fines levied. So as soon as I find out if that is a go or not then we can proceed.
Mr. Brandgard: Very good, thank you much. Is there any other business from the floor this evening? If there is no further business from the floor, we will go to the Town Manager's report.
TOWN MANAGER'S REPORT
Mr. Carlucci: Thank you Mr. President, the only item I have for the Council is I have two signed copies of the agreement between the Town of Plainfield, Plainfield Community School Corporation for a Bark Park that would be located basically off of Swinford Park at the very east end of the property and it has already been signed by the school district on May 12th, and they presented that to us and I have two copies here to be signed and I will bring these up to the Council President.
Mr. Brandgard: Thank you.
Mr. Carlucci: You all have had that agreement in the materials that was sent to you over the weekend, last week basically, and we will also need the Council designate a person to sign the agreement for the Town Council. That is all I have.
Mr. Brandgard: Thank you, and if everybody is in agreement, I will entertain a motion.
Ms. Whicker: I motion that we approve the agreement between the Plainfield Community School Corporation and the Town for the construction of the Bark Park with Renea Whicker as signatory.
Mr. Kirchoff: Second.
Mr. Brandgard: The motion is second to approve the memorandum of understanding and lease of real estate agreement between the Town of Plainfield and Plainfield Community School Corporation to destruct, maintain, and operate a dog park, with Council member Renea Whicker as the signatory on the agreement. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
STAFF REPORTS
Mr. Brandgard: Staff reports, Joe have you got anything from Planning?
Mr. James: Good evening, I've got two announcements concerning planning staff. First one, I would like to introduce our new addition for this summer, Cory Mack is going to intern with us. Cory is from New Palestine and he is entering his senior year at Ball State. The second announcement concerns Jill, she took the ICP exam last week and she passed it, that is a prestigious honor, only 65% of the people that take it the first time pass it their first time and she studied a little bit and passed it, so the next time you see her congratulate her.
Mr. Brandgard: We will do that, also Cory, welcome to the group and I don't think you will want for anything to do because we have several things we would like to see looked at. Thank you.
Clay do you have anything from Parks and Recreation?
Mr. Chafin: I only have one thing and staying with the dog park theme, the barkforyourpark.com email that I blasted, I just wanted to go through it real quick and show everybody, this is kind of the contest overview. When you go to the website, we had a nice article in the Flyer here recently, anyways we are in stage one right now where you get everyone involved and have everyone go and tell why they think your community needs a dog park and if you go on the show your support tab as I scroll down through here, Kent and I were talking awhile ago you see this one right here with 101 and this one with 78 are one of the few ones that have more than we do which is if we finally make it down here you will see we have sixty comments already and we have only been at it for a week. So we are starting to get the word out, and we have put it on our facebook page which is also connected to Twitter and it is online, we've hit every email contact that we have and we are going to work with the Chamber to get the email out to their contacts and so I think the more we spread the word the better chance we have to be one of the fifteen finalists, which will then put us closer to get that $100,000.00. www.barkforyourpark.com
Mr. Bennett: I believe that your online article also had a link to that site as well.
Ms. Whicker: Is it the URL that you voted once from that computer, it is only one per day?
Mr. Chafin: I think you can go on daily and post your comments. I think basically what they are going to do is they are going to go through this who let the dogs out stage and see how many people are actually supporting initially by the community. So the more comments they have, when it goes onto stage two, which it says right here, that they are going to evaluate the community support, the availability of land, resources, and overall impact to the city to select the fifteen finalist and then July 13th they will post the video about the finalist cities. Then the online voting starts in earnest it looks like from July 13th through August 3rd, and so that is when I think that each person can go in daily and vote so we are kind of in that you got to go through step one, to get to the step two and then it kind of starts over again as far as the comments and feedback and voting. I just wanted to show you the website and go over it real quick and let you know we put the information out there and so if you have any questions about it or hear any buzz about it this was it.
Mr. Brangard: It is interesting. In fact if the voting has been going on since April 15th and we have just been on there a week and we have sixty that is a pretty good response I'd say.
Mr. Chafin: I think we can make it to the final fifteen, I think we have a good shot from there.
Mr. Bennett: Did I see a couple of other Indiana Cities or Towns? That's alright Clay; I thought I saw Carmel on there, Bloomington.
Mr. Chafin: We just need to publicize it and push it and we have contacted the Humane Society and they are trying to spread the word and working with the local animal clinics here to say hey get your clients to go visit and so forth. That is all I've got.
Mr. Brandgard: Thank you. Chief Mitny do you have anything from the Police Department? Chief Anderson do you have anything from the Fire Territory? Ron do you have anything for HR?
Mr. Lydick: Mr. President after I submitted my report on Friday, there was some changes that had been reported to me so I need to get those approved. I reported that Courtney Jones was going to be a lifeguard this summer; they have now promoted her to a lifeguard crew leader, so it changed her rate of pay to $10.00 an hour. Colin Carlucci I reported as going to be our lifeguard true leader and he is not going to be a true leader, he will be a lifeguard and so his rate of pay will be $9.25 an hour. I reported that Megan was going to be starting as a Police Officer on May 31st; instead, she is going to be here June 6th. Then Cori, I found out he showed up today and he will need to be included as the Planning Intern at the rate of $10.00 an hour beginning today for a maximum of 200 hours. So I request that these changes be approved.
Mr. Kirchoff: So move.
Ms. Whicker: Second.
Mr. Brandgard: The motion is second to approve the changes to the Human Resources Department report as it has been recorded and presented to us this evening. If no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
Tim do you have anything from Engineering?
Mr. Belcher: I mentioned this in my report, it is part of the program we are going through attempting to I guess work on the DOC sewers over there at Department of Corrections and in the Boys School area. What we have in this document is essentially a study that also has a proposal in it. I decided to keep those all together for you all in one place. But essentially in order to carry out this proposal contract that we are looking at under this particular section covering Indiana law, you have to have certain energy savings associated with a project and those energy savings can be in water sewer costs, or just power cost or other things like that. They have to be equal to or greater than the cost of the project you are going to do; it has to essentially have to pay for itself over a certain amount of time. I believe the law stipulates 20 years but in this particular case the cost of sewer is so high, it only took 15 years to more than double the cost of a project so it clearly would fit under the code section. I am going to step you through some of this so you can study this later, but essentially what this report shows is the current facility, some of the highlights, some of the problems and it gets into the costs of the energy that is essentially wasted by sending clear water through a leaky sewer system to the Town and the way it essentially has been worked out is under the last three or four years we've looked at the flows coming from the facility and our sewer rate is $4.03 per thousand gallons that we treat and in using that figure essentially which is a cost of treating it, we have come up with some costs of that and there is an estimated 400,000 gallons per day, again that is based on the year and the rainfall last year obviously was a little bit lower than previous years, but essentially using that number, there is over $500,000.00 of savings annually, not to mention there is a lift station out there, if we carry out this project, we will take that lift station out and that will no longer be maintained or have power or operational costs with that so it is more efficient, so those costs are rolled into this, so if you take what we have projected as energy savings in the water sewer savings for that facility in a repaired condition compared to where it is now over fifteen years is almost eight million dollars and it is roughly, on the forth page from the back, there is a calculation summarizing that, but 7.9 billion dollars of potential savings carrying out this project. So the next question is how much is it going to cost to actually do a project we are proposing, again we have been working with Bowen Engineering to prepare this document and these again are not similar to other projects where we design, bid, and then build. This is a project that is not fully designed yet, so the scope is to be worked out between ourselves and the proposed contractor and then they come up with a price that they are going to guarantee to the Town that they will complete the project for that price, so they take the risk of those unknowns that are out there, because it is not designed and it is a little bit different than a typical contract. On the third page from the back, which is sort of the key for tonight that I wanted to present to the Council is the guaranteed maximum possible proposal from this contractor, Bowen, is $4,260,000.00, and again that is their guaranteed maximum price and it shows the breakdown there of what the construction costs, the fixed fee and all how that is broken down. In all of our past contracts with Bowen of this type, any savings that were found during the construction are essentially the Town's, so if we are able to find a better way to do this while we are designing and building, and define those savings, those will come to the Town. So again that is the maximum cost that they are guaranteeing and they are taking that risk on themselves, if they find something that costs more then they still have to do it for the same price should you enter in a contract with them later. Exceptionally what is happening here should you enter in a contract with them later? Exceptionally that is what is happening here, they are guaranteeing based on their experience they have and how much they would charge to do this project, of course all of the funding is coming from the State for this, this is not coming from Town funds, that is the deal we are working on through the Department of Corrections is trying to obtain the funding through the State Revolving Loan Fund, and fix the problem that the Department of Correction has. In addition to the funding obviously as we spoke at the last meeting, there is certain pieces of land and other assets that they are going to transfer to the Town, the water plant, about 20 acres around the water plant, and some roadway rights of way and things like that that they are going to also, Department of Corrections is going to transfer to the Town. In order induce us to do this project, because essentially they came to us with the problem and we got to come up with the solution to fix the problem. They all are obviously benefits to the Town in relation that we don't want to treat clear water if we can avoid it, so that is also a long term benefit to us. This is in the contracting and the scope that you see in the last two pages essentially is how this project is currently priced and again for this evening I just wanted to deliver this report to you. We are about a month away from hopefully finishing this deal in a little less than a month, and we are staying positive the best we can to try to make sure that we can get this done because it is such a positive deal for everyone involved. This is a key part of it and I wanted to get this into the Council's hands for consideration.
Mr. Kirchoff: On page ten of what you are referring too; it might help Council understand that contingency aspect of this. Because we've dealt with contingency differently on different projects and that might be a….
Mr. Belcher: That is an interesting thing and as we've gone into these kinds of contracts, the guaranteed maximum contracts, I've learned a lot and contingency typically on a project, design it, bid, basically the dollars all the Towns from the start and in a contract like this, the contingency dollars are figured into the total of the guaranteed maximum because they are essentially owned by the project if you want to think of it that way. Because if there is an unknown that comes up that will be the first thing the contractor can go to pay for that unknown. Say he runs into some rock excavation that he didn't know was there, well if that costs $10,000.00 more dollars than he assumed, then he would go to that contingency and use that money to help pay for that problem. If he goes through the entire project and never finds an unknown like that, that contingency dollars still remains with the project, but it is a savings then and it comes back to the Town. So unlike the owners contingency where we would say you can or you can't use that money, this would be one essentially since it is in the project essentially until it is not used, and if it is not used it comes back to the Town.
Mr. Kirchoff: The reason I think that is important; this is a project that we still have a lot of unknowns out there.
Mr. Belcher: Yes highly, underground excavation as we have all had a lot of those things and we have a lot of projects around Plainfield and so the risk that they are taking on is a contractor is quite substantial here and this is the contingency that set us aside that is all in the job for it and if they were to actually find a problem on that side and have to fix it, they would take care of that and then they would have to go into their fee, and their fee would be reduced until the project is completed at this price. So it is a high risk kind of endeavor for a contractor and again, Bowen was the only, of the three vendors that we interviewed, the only vendor willing to provide all of the savings back to the community. Most of them wanted to split that savings. If they came up with an idea or they saved money somehow they would say we will split that 50/50. They actually said no, it is your money and it all goes back to the Community, they also were the only vendor to offer open book pricing, so they actually during the project show us their labor costs and their subcontract cost and material cost throughout the entire project that is tracked, and so based on that we know what was spent on the projects. So it has been interesting and again we have had I think this will be three successful projects, the north plant which was really two projects if you think about it. Deer Path and the north plant were done together with this method and then the back truck storage building and now Swinford which is quite well along and appears to be very successful, so it is a really great method of delivering projects of this type and in the context of what we are doing here with this negotiation, I don't know that there is any other way of doing this project, because it didn't make any sense with the Town to go out and design a very expensive design and then have this deal fall through because the DOC or somebody decided at some late date that they didn't want to do it, so we couldn't do that and this is obviously the best way to go about through the community for us and it is why we chose this as a method to deliver the project. This again is a key of how we are doing our financing, having the guaranteed maximum price that we can now plug into our financing and just to give you an idea, we have done an estimate prior to getting this price from Bowen, our engineering estimate was 4.75, their price is 4.260, so they were lower than our engineer's estimate of what we thought it would take to do this project. So we are going along with that and have built up a lot of confidence in the contractor and we think they can accomplish this and are just getting down to getting the powers of the DOC and Department Administration to help us along with the agreement, so that is where we are at and I think at this point we don't need any approval but we just want to take this under advisement and if everything else comes together we would form a contract and bring that back to the Council for further consideration on it at a future meeting.
Mr. Carlucci: One item that we want to make sure that everybody is clearer on this is that it is not going to have any impact on our water rates at all. It will have no impact on our sewer rates whatsoever. Our residents are not going to have to pay higher sewer rate or a higher water rate because of this project.
Mr. Belcher: And that has been in the key, I'm glad you mentioned that, that's been the key for the entire thing, the State has gotten very creative to the extent of the loan fund in the department there and assisting with this project, and without their assistance, we would not get done. So we are trying to get this thing going to actually accomplish it without any impact on our rate payers.
Mr. Gaddie: On the Department of Correction, roughly what have they been paying on their served water? Is there a flat rate?
Mr. Belcher: Well they pay on their sewer bill, they are only a sewer customer now, and they pay four or three thousand but like today they would have paid a lot more than yesterday because of the rain we got today. But I can't think of what their monthly bill is off hand but I can provide that to you.
Mr. Kirchoff: Tim I think you indicated the rates fluctuated and I am thinking there is some months that are as high as $175,000.00.
Mr. Belcher: Yes $175,000.00 is their peak and I think…
Mr. Bennett: Typically they are right around $110,000.00 when that facility is at capacity out there; they are between $90,000.00 and $120,000.00 per month for just…
Mr. Belcher: Probably should be around 40, I think about what they are actually, the water plant puts about what the water plant actually puts about 400 thousand gallons a month, when they are fully occupied.
Mr. Gaddie: I was going to consider what we are investing and what the payback time was. You can state what we save, which I understand that but I just wondered what the payback would take, isn't it the Town of Plainfield Department of Corrections?
Mr. Belcher: Yes, the payback if it is true, because the system flow fluctuates so much when it rains one year and it doesn't rain the next that the fifteen years payback for a 4 million dollar project, we've doubled savings in fifteen years and again the money wasn't, it was provided to us so there really is no cause for…
Mr. Brandgard: This is kind of a unique thing I think within the State. When you've got a State institution coming to the local community and asking the community to fix their problem and they are paying for the whole thing. We've constructed like Tim and Rich said to not impact the rate payers.
Mr. McPhail: Another real value is if we stopped the inflow of clear water we are going to gain capacity in the future to add more customers without additional investment.
Mr. Belcher: So that is all I have on this, there is a resolution later on in the meeting and I guess I will talk about it then or if you would rather me to now, it is whatever you would like for me to do, it relates to this project.
Mr. Brandgard: It is up to you, you can talk about it now.
Mr. Belcher: I will do it now because it is quick. The resolution no. 2011-11 is regarding a preliminary engineering report, a PER which is required as part of this approval process in the financing. We conducted a public hearing this evening and advertised for that and as we have had in the past no one came to make comments on that but the period will stay on that for five more days and anyone can still comment on that but essentially no significant comments have come up and therefore resolution would allow that to go forward to the Council.
Mr. Brandgard: Thank you. Don is there anything from Transportation this evening?
Mr. McGillem: One item to supplement the report that I gave you. Over on the staging area on Mill Street where we have been put back leaving it stone and taking advantage of what we put in. A while back we discussed but if we were going to do this there is one parcel in there that is owned by Bob Church and we would probably be able to do something with that. Bob Church did come in and talked to me last week. Kent had talked to him earlier on at the time we had previous discussions as to if he was interested in selling that lot. I think it has been the intent of the Town all along to eventually buy that lot because it is right in the middle of everything that we bought up along Mill Street or south of the alley there. When Bob come in, he indicated to ask us if we are going to proceed with that and if we were not going to proceed with that, he would like for us to at least put it back in grass once the contract is finished. So I guess what I wanted to kind of get some feedback from Council and whether Council is interested in us proceeding with that, and if we are then we need to have approvals to go ahead and enter into appraisals to move forward on that.
Mr. McPhail: I think as my memory serves me best in talking to Don, we approved the concept of trying to develop that area through there and using those two properties and one we have another problem with, but I don't think we approved having that property appraised, unless somebody can remember us doing that, but I don't think we did.
Mr. Brandgard: I don't believe we did.
Mr. McPhail: So we need to have authority to have the appraisers come in and appraise it and decide if we want to move forward on that or not.
Mr. Brandgard: I was going to say we need to find out what the value is before we make a decision on what we are going to do.
Mr. McPhail: So we have to get a resolution prepared? Town Manager can probably get that done by the next meeting.
Mr. Carlucci: Basically it is just a description of the lot and general location and the two appraisals.
Mr. McPhail: Very good.
Mr. Brandgard: Don, thank you. I don't believe I missed any of the staff.
OLD BUSINESS
Mr. Brandgard: Old business?
NEW BUSINESS
Mr. Brandgard: New business?
Mr. McPhail: Mr. President I would like to bring up for discussion, we've talked a few months of the possibility of making a one time bonus pay to our employees, in lieu of we haven't been able to give them any increase for the last couple of years and I think our Clerk Treasurer sent us a spreadsheet recently with some suggested numbers in there and I certainly would like to see us be able to do something for our employees and I think the two percent spread over and not hitting the general funds so hard that we are able to spread that throughout the different accounts that I would certainly support that two percent payment to our employees.
Mr. Kirchoff: I have a question to Ron, how much lead time would you need to do that? Is July 1 a reasonable date or June 1 or some pay period?
Mr. Lydick: The end of July we will already have a longevity paying in there and I would love to see it in the months other than that because it causes to be hidden in the longevity pay. I suppose it could be possible to do it maybe in the second pay period in June.
Mr. Kirchoff: What is that timeframe?
Mr. Bennett: That is a month from now.
Mr. Lydick: It will be four weeks from last Friday.
Mr. Kirchoff: It will be the 17th?
Mr. Lydick: There is three pay periods in July.
Mr. Kirchoff: June 17th, is that doable if we do it that?
Ms. Whicker: I can support that giving some payment after last year holding on not doing that and waiting to see the approval, but I think now being in a position to award our hard working employees who are working but yet who are also helping us cut our costs in other ways so we can award that.
Mr. Kirchoff: Is there anything we should be aware of Ron, are we safe to say a two percent across the board a one time lump payment?
Mr. Lydick: Yes.
Mr. Brandgard: I will accept a motion.
Mr. McPhail: I will so move.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and a second to give the Town employees a two percent lump sum payment effective 17th of June. If there is no further discussion, all those in favor signify by aye, opposed, motion carried thank you.
Mr. Kirchoff: I received an email it is dated last Saturday from a local citizen which I wanted to share with the Council and particularly with our Fire Chief. It says: Hi Bill, I want to pass along how impressed I am with our Fire and Police Departments. A week ago today, which would have been Saturday the 14th of May, I happened upon an accident at Hummel Park involving a bicycle rider and an automobile. The three folks have already gathered around the scene and they had already called for help and were generally helpful and considerate. There was no need for me to do anything but because I am a cyclist and because a cyclist was involved and because of my long term love of cycling I stopped and was proliferate involved. The Plainfield emergency folks Fire and Police were among the scene within seconds of my arrival. (Inaudible) was amazing from my point of view. The professionalism, knowledge, the thoroughness and the health in this, exhibited were worthy of recognition. I have no doubt that these folks exhibit these qualities over and over again but usually out of site unless you happen to be there. I can not imagine any emergency room Doctor more calm and professional and knowledgeable than our EMT folks. The police were entirely thorough and professional tending to all of the details and finally when the ambulance had left, both Police and Fire personnel checked again and again to make sure the accident victims wife was entirely cared for including transport. This is likely repeated everyday in Plainfield, because I do imagine it is largely unobserved except by the people directly served, Plainfield Public Service need to be appreciated. Fred and Susan Griffin.
I just thought that was…if you would pass on, I would be happy to forward this email to the two of you if you would like, but give them our accommodations. I don't know if either of you know anything about the accident yourself, but this is a citizen who is totally unsolicited. So I responded to him and said I would be sharing it in the Town Council meeting tonight so kudos.
Mr. Brandgard: Thank you.
Mr. Gaddie: I've got one thing here, a guy approached me today, I think he is a President of a Home Owners Association there at Glen Haven, the back of that property that banks up to the Police Academy. They wanted to know if there was something there they could do about the tall grass and weeds growing back there on the hillside on the Police Academy's side of the fence. I don't know what the status is on that but he wanted to know if they needed to mow or what?
Mr. Carlucci: Do you know if that (inaudible) was put in by the Police Academy?
Mr. Gaddie: It says Police Academy, I went back there it is a fence there I think about (inaudible).
Mr. Brandgard: On their side of the fence.
Mr. Gaddie: Yes, he was asking about it and so I said I will check on it.
Mr. Brandgard: I think all we can do is make a contact.
Mr. Gaddie: I figured who ever is over the Police Academy there could let us know if they can or whether they were leaving that for wildlife.
Mr. McPhail: Was that on the south end?
Mr. Gaddie: Yes, on the south end of the Police Academy, it backs right up to the Glen Haven.
Mr. Brandgard: We will take a look at it and see what kind of a response we can get.
RESOLUTIONS
Mr. Brandgard: We have two resolutions this evening. This is resolution No. 2011-10, Hendricks County Communication Center, transfer of a appropriation.
Mr. Bennett: Mr. President and members of the Council, this has been requested by the Hendricks County Communication Center and it is just a transfer of already appropriated budget to purchase equipment.
Mr. Kirchoff: I move we approve resolution no. 2011-10.
Mr. McPhail: Second.
Mr. Brandgard: The motion is second to approve resolution no. 2011-10, Hendricks County Communications transfer of appropriation. Can I have a roll call vote please?
Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council resolution no. 2011-10 is adopted.
Mr. Brandgard: Thank you.
Mr. Brandgard: Then we also have resolution no. 2011-11 the SRF loan program for the preliminary engineering report acceptance resolution.
Mr. Kirchoff: SO move.
Mr. McPhail: Second.
Mr. Brandgard: We have a motion and a second to approve resolution no. 2011-11, the SRF loan program preliminary engineering report and acceptance resolution. Again if there is no further discussion roll call vote please.
Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council resolution 2011-11 is adopted.
Mr. Brandgard: Thank you.
ORDINANCES
Mr. Brandgard: We have one ordinance for its first reading, ordinance no. 07-2011 an ordinance amending ordinance no. 19-2010 certain stage
Mr. Daniel: Mr. President I believe for the Council to know is all that is an amendment, the ordinance no. 19-2010 obviously is from last year and the attorney for the Estate Revolving Fund asked that that ordinance be amended to clarify that the storm water revenues are included in the net revenues that are referred to in that bottom, they actually are, but he wasn't satisfied that that was as clear as it should be so the amendment clarifies that, and it also changes the appeal date of July 1 to January 1 because a clerical error it does not change the terms on the ordinance at all, it just clarifies two existing facts is what it is and it clarifies it for everybody's benefit.
Mr. McPhail: I move we approve ordinance no. 07-2011.
Mr. Kirchoff: Second.
Mr. Brandgard: I have a motion and a second to approve ordinance no. 07-2011, ordinance amending ordinance number 19-2010
If there is no further discussion roll call vote please.
Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
First reading of Plainfield Town Council ordinance no. 07-2011 is approved.
Mr. Brandgard: Thank you.
Mr. McPhail: Do we need to move that forward or at the next meeting?
Mr. Daniel: That will be a three reading amendment. Thanks Kent.
ADJOURNMENT
Mr. Brandgard: If there is nothing further to come before the Council I will 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 saying aye, opposed, motion carried. Thank you.
