PLAINFIELD TOWN COUNCIL
AGENDA FOR
February 8, 2010
7:00 p.m. PLEDGE OF ALLEGIANCE
Mr. Brandgard: I want to let you know, we appreciate you being here and your welcome to stay as long as you want, sometimes the meetings last long sometimes they are over early. People come and go so if we reach a time that you think you need to leave, just get up and leave. There is no protocol for that. We are glad to have you here.
CONSENT AGENDA
Mr. Brandgard: We have several items on the consent agenda this evening.
1. Approval of the regularly scheduled Town Council Meeting of Monday, January 25, 2010.
2. Approval of January 2010 monthly reports for Department of Planning and Zoning, Information Technology, Utility Billing and Plainfield Police Department.
3. Approval of Plainfield Police Chief's report dated February 4, 2010, Plainfield Fire Chief's and Parks and Recreation Director's reports dated February 5, 2010. Transportation Director's and Town Engineer's reports dated February 6, 2010 and HR Director's report dated February 8, 2010.
4. Approval to pay Centex 33,885 for water service connections in the Settlement project in accordance with the water service agreement dated March 23, 2005 per the Town Engineer's report dated February 6, 2010.
5. Approval to enter into the contract with Terra Site Development Inc. to provide engineering services necessary for development of the Talon Stream remediation project as described in their letter dated February 5, 2010 and to establish a budget for preconstruction engineering services in an amount not to exceed $266,420 per the Town Engineer's report dated February 6, 2010.
6. Approval to enter into a contract with Banning Engineering to provide engineering services necessary for development of final construction documents for the South Hills drainage project in an amount not to exceed $82,400 per the Town Engineer's report dated February 6, 2010.
7. Approval of additional engineering fees associated with the White Lick Creek bank restoration project in the amount of $5,500 for Banning Engineering per the Town Engineer's report dated February 6, 2010.
8. Approval to enter the contract with Butler, Fairman, and Seufert Inc to provide engineering services necessary for the design and construction of the Vac Truck Storage expansion in an amount not to exceed $60,000 per the Town Engineer's report dated February 6, 2010.
9. Approval of an agreement between Town of Plainfield and Hendricks County Town Council Water Quality Partnership for educational and related services and authorizing Town Council President, Robin G. Brandgard, to sign the agreement per the Town Manager's report dated February 8, 2010.
10. Approval to increase Patriot engineering's Agreement for Services in an amount not to exceed $10,000 for structural testing and inspection services for Plainfield Fire Territory Station # 123 per the Plainfield Fire Chief's report dated February 5, 2010.
11. Approval of the following Change Orders for Plainfield Fire Territory Station # 123 per Plainfield Fire Chief's report dated February 5, 2010:
● #003: Revised sanitary sewer design and installation of manholes resulting in an increase of 10,890.00.
● #004: Provide flush bolts for Door 131 resulting in an increase of $110.00.
● #005: Revised exhaust fan and supply circuiting resulting in an increase of $1,962.00
● #006: Revise mechanical room layout and add storm drainage piping resulting in an increase of $2,708.00.
Mr. McPhail: I move we approve the consent agenda as read.
Mr. Gaddie: Second.
Mr. Brandgard: Motion is second to approve the consent agenda as read, if there is no further discussion we'll call roll please.
Mr. Bennett:
Mr. Gaddie- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Mr. McPhail: I move we approve the consent agenda as read.
Mr. Gaddie: Second.
Mr. Brandgard: Motion is second to approve the consent agenda as read, if there is no further discussion we'll call roll please.
Mr. Bennett:
Mr. Gaddie- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Consent agenda for Plainfield Town Council meeting of February 8, 2010 is approved.
Mr. Brandgard: Thank you.
BID AWARD: Firefighter Turnout Gear
Mr. Brandgard: Do we have a recommendation for the firefighter turn out gear?
Chief Anderson: Mr. President the committee met to review the bids for the turnout gear, and the recommendation is to reward Municipal Emergency Services, Inc. MES the bid in the amount of $152,700.00. MES was the lowest bidder.
Mr. McPhail: Will you give me that number again?
Chief Anderson: $152,700.00
Mr. Brandgard: Thank you.
Mr. McPhail: I would move that we accept the recommendation of the bid committee and award the firefighter turnout gear to Municipal Emergency Services in the amount of $152,700.00.
Mr. Gaddie: Second.
Mr. Brandgard: And the motion is second to follow the recommendation of the bid review committee and award the bid for the Firefighter Turnout Gear to Municipal Emergency Services, Inc in the amount of $152,700.00, and if there is no further discussion, all those in favor signify by aye, opposed. Motion carried.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Is there any business from the floor this evening? If there is no business from the floor we will go the town managers report
TOWN MANAGER'S REPORT
Mr. Carlucci: …this is working out well. This is the water town on Ronald Reagan Parkway… (Inaudible) …this was last Friday getting ready for the big snow event, and if you just click through these it different, ok, it's going on it's own, that's' what we want. There are some pictures of the snow equipment getting ready to go out. And water tower on Ronald Reagan, again, I have seen this somewhere before but moving forward, they do a section at a time. Each one is called a lift, you can see where there's kind of a these window openings here and they do one lift at a time and I think Tim you said they have two more to go. And then on top of that, when they get to the final eleventh lift then they will at some point start the construction of the ball, which is made out if metal. Our two existing water towers at Carr Road and State Road 267 are all metal. By going to a concrete base, there will be fewer opportunities for us to have to completely repaint this kind of tower. Typically we would just paint the metal bowl that goes on top, so in the long run that we'll get some savings from that. I think at the first level where you see the windows, that can be used if there is a need to put a floor in there, we could put a floor in there and offices in there although I don't know who would be punishing by putting them out there, but we could probably find a few. So or it could be used for storage in the very bottom there is going to be high pressure pumps that will help the pressure in that part of town because as soon you go north of 40, we start to lose pressure, now we have that pretty much straightened out. The subdivisions north of Township Line Road but this area, the new facility and piping that we put in there will keep that pressure at a constant, matter of fact, I think those are, those bids are coming due at the next Council meeting. But why don't we go ahead and let's move into these. This crew that comes in here I think they work like 15 days straight on these and then they wait till the curing takes place, they move pretty quick here. Again this is on the west side of Ronald Reagan north of US 40. If you just want to put that first map up, Joe will come up and talk about that later. I'll try to do that and give people updates and we get questions about this all the time from residents. That's all I have for my report.
Mr. Brandgard: Thank you. It's good to review these pictures in the meeting and have them out on the website and maybe that get people interested in what's going on around town; the more we can do to let our people know the better.
STAFF REPORTS
Mr. Brandgard: Staff reports?
Mr. James: Good evening, I'll go ahead and talk about the map that Rich has up. In my report, I sent you a resolution (inaudible) we started this process back in August and sent surveys to 59 property owners asked them to tell us the issues that they thought they had about their neighborhood. We had three public meetings; the first meeting we provided the results of the survey. Second meeting, we prioritized issues that they thought that they were having with their neighborhood, and then the third meeting we finally drafted a neighborhood plan with a list of goals and objectives to address these issues. The plan was sent to the Plan Commission at the February meeting. They passed the resolution unanimously. This is the amendment to the comprehensive plan and it will be implemented (inaudible). Questions about the (inaudible)
(Inaudible)
Mr. Carlucci: …three members on the Council, it's up to the Council (inaudible) might be worth, I don't think if it waits two weeks to go it's one way or the other, but would like to put as many members as possible.
Mr. Brandgard: Good idea. Thank you. Chief Anderson? Chief Mitny?
Chief Mitny: (inaudible) solid estimate for the build out for the substation. (Inaudible)
Mr. Brandgard: …we are probably the first Town, City or municipal Government in the State to do this… (inaudible)
Mr. Belcher: Actually to build a tank with the steel part of it be built in the ground. Imagine that oval (inaudible) every time they jack it up one step tonight so that's how they have to jack it up hydraulically, so it will be impressive what they can do to it.
Mr. Brandgard: It will be a couple hours to get through.
Mr. Belcher: Another item, Council asked me at the last meeting to approve that proposal for (inaudible) building (inaudible) I don't recall so I want to make sure. I talked to Mel this afternoon and I think we need to approve this contract subject to Mel's final review that Council would do that. (Inaudible) seems as a proposal last time you approved this $472,500.00 and that was the guaranteed maximum price for the Vac truck storage. Essentially it's DPW facility so getting approved of the contract (inaudible).
Mr. Brandgard: I think we did approve to move forward on this so take a motion to rule this as a contract document to not to exceed $472,500.00 guaranteed price for the new Vac truck storage.
Mr. McPhail: I would move that we approve that contract with Bowen Engineering. And have our Council President sign the document after review and approval by legal Counsel.
Mr. Gaddie: Second.
Mr. Brandgard: There is a motion and a second to approve the contract document with Bowen Engineering not to exceed contract of $472,500.00 guaranteed maximum for the new Vac Truck storage building for Department of Public Works with myself as the signature on the documents. If there is no further discussion all those in favor signify by saying aye, opposed.
Motion carried. Thank you.
Mr. Belcher: I want to thank you for Jason too, I was down at the garage today and you almost couldn't get in the building because he was preparing for this so he does need the space.
Mr. Brandgard: Thanks for mentioning that, I sent him a message late on Saturday to tell him to express to him and all of his folks did a fine job again of getting roads cleaned up from the snow Friday because I don't think anyone had any trouble getting anywhere in town and I was amazed at how quick everything cleared off on Saturday, and a little while later he shot me a message telling me everything that went wrong, vehicles breaking down, and one broke down twice, and a water main break, and a power outages shut down the lift stations, and the water plants I mean it was not a very good one day occurrence out there, but he did manage to get everything fixed and up and running and I think he's ready. I called Rich earlier and say why don't you give Jason a call and tell him he doesn't have to be here tonight, let him get some sleep or be with the guys or whatever he wants to do because he's going to need it for the next few days. Again, DPW guys don't get enough call of praise and they deserve a lot, because they do a lot, you don't see them doing.
Mr. Carlucci: I mentioned it earlier but a quick count on that, there are sixteen (16) vehicles that we use for the snow removal and if we have to we can work on some, we have more vehicles than we have people to drive them, but that's ok because they break. So they were, he sent all those pictures Friday and his comment underneath was “bring it on”.
He was pretty excited.
Mr. Brandgard: I think the only good thing they are predicting now is it's not all going to come at once; it's going to be over two days. Again, that means the vehicles got to run longer, even though they are not pushing as much.
Mr. McPhail: That might be a little dryer too, it was a little colder, and maybe it won't be as heavy.
Mr. Brandgard: We'll let the experts take care of that. Don?
Mr. McGillem: A couple of additional items, one, in my report I had mentioned the change of all of the proposing to do is speed bumps around the high school. That comes about because I've been getting some report back from Chief Mitny and the school security that with the posted signing and so forth, for the new site speed limits around the high school and Reeves Road area, there's confusion and then enforcement at the (inaudible) level. As we started looking into it further, the reduction that went around the high school was primarily put in because we had it at the old high school on Stafford Road and at that time down at the high school we had the Kindergartner's in at the old high school so essentially what we decided rather than entering with a reduced speed limit of 25 M.P.H. on Reeves, and Red Pride Drive that we would establish the 30 M.P.H. permanent speed limit across there and this will eliminate a reduction in speed from school zone and the high school all older kids and so forth, we felt that of (inaudible) and should not be a problem and Rachel's had the opportunity to talk to the School Superintendent Mr. Olinger and he's agreed with this position we've run it by the school security and they had no problem with it and we'll try to maintain the enforcement around that. That's the reason we'll be getting started with everything, the changes of those signs if Council's in agreement with it, there's no ordinance required. The 30 M.P.H. posted speed is State statute for local streets. Again, unless there is any problem with Council, we will get with Jason and his people to make this happen. The only other thing I wanted to emphasize is Gradex is the contractor on Street Scape they indicated that in the report that the attempt was supposed to get started back next Monday, February 15th, weather permitting, hopefully the weekend get them back started the first things they will be starting on will be to continue with the walk around crossing and the four new locations at Carr Road, start working on those and they will be bringing in additional crews that would be working downtown and finishing up the remaining underground storm sewer once that's in, the schedule is to try to get the curbs in on the south side the last week in March in order to be prepared to start paving the first week in April when Reith Riley asphalt plant opens. Foundation completion on the south side is on schedule for the end of June. Switch over sometime around the first of July or shortly thereafter, starting the north side.
Mr. Brandgard: Good report, I have one question. Will the north side hold up that long? As I drive along the last couple of days I see some pretty big holes in the road and I see it beginning to collapse.
Mr. McGillem: With the weather we've been having and the freeze and thaw cycles as soon as some of this weather changes we are going to have to do a little patching on it. But I think we can patch it to make it last for as long as we need. For as if we weren't to replace it out there, I'm not sure it will last another year or two. What we got out there is nothing but dust
Mr. Brandgard: I asked the question because I was amazed at how quickly it's deteriorating and just wondered is the State going to be out there fixing that when it needs to be fixed. Glad to hear you say we are going to take care of it.
Mr. McGillem: It's our section right now for what we've got contracted.
Mr. Brandgard: Thank you. Did I miss any body? If not we will go to old business.
OLD BUSINESS
Mr. McPhail: Just you commented on how well the Department of Public Works got us through the last storm and would just like to acknowledge that. I did stop by the town garage about noon today and they were finishing their repairs so they would be ready to go tonight. They have done a great job and I appreciate that.
Mr. Brandgard: Although I did see where long term foreseen another one coming for next week.
Thank you.
Mr. Gaddie: The only comment I have about that is I was up at BP getting gas and there were 4 police officers in there pushing a pick up truck. See I wanted to go down to the Speedway they wouldn't push me down there. (Inaudible)
Mr. Brandgard: That reflects very well on our police. They do issue a lot of tickets, but they are out there helping. Thank you for bringing that up.
NEW BUSINESS
Mr. Brandgard: Kent, new business?
Mr. McPhail: None.
There was no other new business from the council.
RESOLUTIONS
Mr. Brandgard: We have one Resolution No. 2010-02: Carter's Neighborhood Plan. I suggest we table this resolution until we have full Council.
Mr. McPhail: So moved.
Mr. Gaddie: Second.
Mr. Brandgard: We have a motion and a second to table Resolution No. 2010-02: Carter's Neighborhood Plan, if there is no further discussion all of those in favor signify by saying aye, opposed.
Motion carried. Thank you.
COUNCIL COMMENTS
Mr. Castetter: I'm going to put one of them in this, I want to let everybody in town know (inaudible) putting one of these images up on the webpage. (Inaudible) daytime (inaudible) and one at night.
Mr. Brandgard: It's amazing how much that picks up in the dark.
Mr. Castetter: That is pretty well lit up, on this side. (inaudible)
Street line, it gets much more light on (inaudible) keep porch light on and…
PROCLAMATIONS
ORDINANCES
First Readings:
Ordinance No. 02-2010: Plainfield Building Ordinance
Mr. Brandgard: We have an ordnance number 02-2010: Plainfield Building Ordinance.
Mr. McPhail: Mr. President, I would move we approve the first reading of Ordinance 02-2010.
Mr. Gaddie: Inaudible
Mr. Brandgard: Ed, this is not the ordinance about the fees.
Mr. McPhail: Ed, I agree. I am not ready to discuss the fees either. This covers just the building codes that Ed Rudolphi presented at the last meeting. We need two more reading anyway.
Mr. Gaddie: Second.
Mr. Brandgard: We have a motion and a second to approve the first reading of Ordinance 02-2010. If there is no further discussion…
Mr. Gaddie: Inaudible
Mr. Carlucci: Inaudible… this
Mr. Brandgard: If there is not further discussion can we have a role call vote, please.
Mr. Bennett: Yes sir.
Mr. Gaddie - yes
Mr. McPhail - yes
Mr. Brandgard - yes
Mr. Brandgard: Thank you. Is there any additional business to come before the council?
Mr. Carlucci: I sent out an email to the council members and just found out the Plainfield Box Supper is the same night as the work session concerning the Plainfield Elks issue. I did here back from Councilor Whicker and she would like to keep the date the same. It makes it difficult to put this off.
Mr. Brandgard: I don't want to put this off any longer than we have to. Is there any objection to the 25th?
Mr. Gaddie: Inaudible
Mr. McPhail: I'm pretty open.
Mr. Brandgard: Do we want to stick with the 23rd? We have juggled things on the past and sometimes we can change and sometimes we can't.
Mr. Carlucci: Inaudible
Mr. Brandgard: We'll leave it there for now until we hear from Bill and then we can make a change if needed. I will entertain a motion and a second to sign the necessary documents and adjourn.
Mr. McPhail: So moved
Mr. Gaddie: Second
Mr. Brandgard: All those in favor? Meeting adjourned
