Mr. Brandgard: The Plainfield Town Council meeting for April 9, 2012 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: Let the record show everybody is in attendance. I didn't think we had that much time in between the last meeting and this one, but we have a lot of items on the consent agenda.
Mr. Carlucci: It was actually more, but I doubled up on four of them.
Mr. Brandgard:
1. Approval of minutes of the regularly scheduled Town Council meeting of March 26, 2012.
2. Third reading of Ordinance No. 002-2012; Hendricks County Communication Center Probationary Employee Pay Policy.
3. Approval to release to Poindexter Excavating Inc. all remaining escrowed retain age funds, $3,311.56 plus any accrued interest, associated with the Shady Lane North project per the Transportation Director's report dated April 5, 2012.
4. Approval of the agreement for Construction Inspection services in accordance with INDOT & FHWA procedures in an amount not to exceed $208,400.00 with Butler, Fairman and Seufert, Inc for the Hadley Road (CR600S) and CR700E intersection project through the Transportation Director's report dated April 5, 2012.
5. Approval of the agreement for engineering and project management services in an amount not to exceed $90,000.00 with VX Engineering, Inc. associated with the development of a Comprehensive Roadway Maintenance & Improvement Plan (MIP) per the Transportation Director's report dated April 5, 2012.
6. Approval of the agreement for engineering design and contract document development services in an amount not to exceed $205,153.00 with Infrastructure Engineering, Inc. for the extension of Metropolis Parkway from Airtech to Ronald Reagan Parkway per the Transportation Director's report dated April 5, 2012
7. Approval to reduce Performance Bond No. 5034676 in the amount of $23,335.00 with the new bond amount being $11,725.00 for sidewalks (Building Lots) for Sugar Grove Farms LLC, per the Town Engineer's report dated April 5, 2012.
8. Approval to reduce Performance Bond No. 5036383 in the amount of $53,710.00 with the new bond amount being $6,200.00 for Sidewalks (Building Lots) in Forest Creek Section 3, for Sugar Grove Farms LLC, per the Town Engineer's report dated April 5, 2012.
9. Approval to release Performance Bond No. 5036382 for Sidewalks (Common Area) in Forest Creek Section 3, in the amount of $16,650.00, For Sugar Grove Farms LLC, per the Town Engineer's report dated April 5, 2012.
10. Approval of March 2012 monthly reports for Department of Public Works, Plainfield Town Court, Plainfield Police Department, and Utility Billing.
11. Approval of Town Engineer's Transportation Director's Plainfield Fire Chief's reports dated April 5, 2012, and HR Director's reports dated April 9, 2012.
12. Approval for a limited notice to proceed under the contract with Terra Site Development Inc dated March 8, 2010, providing for preparation quote documents, inspection services and construction management during tree removal, debris removal and surface preparation at the Shouse landfill project with a cost not to exceed $44,800, per the Town Engineer's report dated April 5, 2012.
13. Consent to request quotes for Phase 2 of the landfill project involving surface debris removal and surface preparation, per the Town Engineer's report dated April 5, 2012.
Do we have any additions or corrections on the consent agenda?
Mr. Kirchoff: I just want to verify the date on item 12, is March 8, 2010.
Mr. Belcher: Yes that is correct, that is the original design contract when we started design but that included inspection within it.
Ms. Whicker: I make a motion to approve the consent agenda as read.
Mr. McPhail: Second.
Mr. Brandgard: We have a motion and a second to approve the consent agenda as read, if there is no further discussion roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for April 9, 2012 is adopted.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Do we have any business from the floor this evening? Seeing none, Town Manager's report.
TOWN MANAGER'S REPORT
Mr. Carlucci: I just one quick report included on the agenda is resolution for Browning/Duke. Browning/Duke is proposing to build a new warehouse distribution center. The value of that construction will be approximately 10 million dollars. It is located on County Road 200 South and Ronald Reagan Parkway. So if you are on Ronald Reagan Parkway and 200 South, you would go west approximately three quarters of a mile and that would be the location on the south side of the road. That is the only report I have this evening and there is a resolution to be considered at the appropriate time later in the agenda.
Mr. Brandgard: Thank you.
STAFF REPORTS
Mr. Brandgard: We will go to staff reports, Chief Russell, Chief Mitny, Bill anything from IT? Joe, anything from Planning? Clay, Parks and Rec? Tim, anything from Engineering.
Mr. Belcher: I wanted to report on an ongoing project the Police Department roof replacement project a couple months ago I think I asked your permission to go forward and look at using Guaranteed Savings Contracting method as a way to deliver that project. The project will fit that Indiana code section in terms of what we would be doing in the project as far as the current conditions of the station and all of that. We sent out what is called a request for qualifications, that is the first part of that process, at least the way we have been doing, it is a qualifications base selection of the vendor. That was advertised twice in two papers in over a months period of time essentially, and I received today it was the last day to submit qualifications for that and I have docs here that was submitted, only one firm Bowen Engineering submitted on the project as an interest in doing the project and obviously we have a lot of experience with Bowen as a company so we know they are very qualified. But what would happen typically, the last time we did something like this we had three vendors submit, we conducted reviews of the proposals then we conducted interviews and then we selected based on qualifications of the vendors that were proposing. At this stage the Council can do several things, they can completely go another way and go to bidding like a typical design bid bill which would be one way to deliver the project that we have done a lot of. We could continue on this process in the next step in that would be to get with Bowen and begin the scoping phase which we have done enough scope on what we want to do with this project to get people to find out if they are interested, but now we would be scoping to the point that they can put a price proposal together and when we get to that point we can bring that price proposal back to the Council. So it is actually a design portion within that pricing proposal and we would involve the Council in that design portion because there are some things about the building that I want to show you and see if you want to do it or not, for example the eyebrows on top of the roof, we think that we might want to propose to take those off, but I want to show you what that will look like for maintenance reasons, we wanted to take those off in terms of the roof, there are some ventilation impacts and some pricing I would like to find out before I come back to you with a recommendation, so that would be sort of a design bill process we would begin, you would be involved in that, the Police Department would be involved with that, but essentially what we would hope to occur at the end of that is that we would have a price proposal with this vendor since they were the only one that submitted it, we could then move forward with the contracting phase if again at that time you are comfortable with the proposal. At anytime along this process the Council is not comfortable with what they are seeing in the contract or the pricing they can go another direction, so that is where we are at and again I am very confident in this vendor, I have had two or three projects with them on this type of work and they have done an excellent job, they have the advantage of already being working in Town on the DOC project, so that overhead in Town and they know that they don't have to recreate that overhead to do the Police Station project, that savings would come to the Town and every contract that we have done with them so far has been through open book pricing with a maximum price and they essentially show us what they are spending and then any savings comes back 100% to the Town, so that protects the public in my view in terms of the pricing we are getting, I am getting the best quality project, this is obviously a very critical building and how we handle the roofing and what is going on inside that building 24/7, we cannot interrupt that operation so that is key of how we conduct this and do this project, and that is one reason we have selected this method because we have more control of that as to do a low bid project and maybe run into problems with a 9-1-1 facility we don't want to have problems with, so a lot of phases, I would like your permission to go forward with the next step to begin to scope this project and come back with some design questions and things for you to look at, at the next meeting and hopefully have some pricing very soon to get going on this.
Mr. Brandgard: Consent to move forward?
Mr. Belcher: Thank you very much that is what we will do and I will hope to see you soon on it.
Mr. McPhail: I might comment that this is not a roofing job, this is a rebuild job because of what we have discovered to be some design errors in a reasonable part of the building and it is not a simple tear off and re-roof the thing, so I would be very uncomfortable going with a low bid roofer on a job like this.
Mr. Belcher: I think it is critical, thank you for mentioning that, there is a lot of ventilation issues involved with this in terms of mechanical systems in the building that we have to be very careful about the power systems and again primarily making sure there is no interruption to anything going on in that facility in any way, so it is very, very critical, especially in the spring and the tough weather kind of thing, we cannot have a bad situation happen, we just can't, so thank you very much, I will get back to you soon.
Mr. Brandgard: Thank you. Don do you have anything from Transportation? The bridge the new bridge we done in the middle of June?
Mr. McGillem: Well the west bridge is right now, we will probably complete the bridge itself in about the next two to three weeks, they are pouring tomorrow the bridge railings and the biggest item is now essentially finishing out the grading and the paving of the roadway on each side of the bridge in order to open that bridge up.
Mr. Brandgard: Great, thank you. Ron anything from HR? Lois anything from Billing? Anyone else that I might have missed?
Mr. Carlucci: Mr. Brandgard I do have something I want to report on, I did receive a letter from Robert Murphy; he would like to annex in approximately 80 acres of land into the Town of Plainfield. It is located at the corner of County Road 350 South and County Road 475 East, I do not at this point have an idea what they plan to do with the property, but they do want to annex it into the Town, and so I will need your consent to move forward with the annexation process.
Mr. Brandgard: Consent.
Mr. Carlucci: Thank you.
OLD BUSINESS
Mr. Brandgard: Kent any old business?
Mr. McPhail: Just a quick comment with the lack of too many staff reports, I think in a staff enjoyed a good spring break and I think we are going to be busy the next meeting catching up.
Ms. Whicker: Just a question with Lois, I know now that we have extended the sewer dates and have the later times, have you seen an increase in people signing up for it? Or I just wonder if that has affected your numbers because they would have to sign up by this week correct, by the 15th?
Ms. Burgner: We extended that day a month, so the 15th is the deadline, I should have looked at the numbers today and I didn't. We are about right on where we normally would be at this time, but everybody seems really pleased that it has been extended and later in the summer, but so far it is about the same as normal.
Ms. Whicker: Thank you, that is all.
Mr. Daniel: It might be worth commenting on just for a moment in your materials there is a document called procedures for approval of new phases of development in the PUD marketplace plan unit development. It has been a while some of you may not recall Marketplace is Metropolis. When originally approved there was a substantial piece of ordinances attached to that conditions, the original time expired on that, it went to Town Council and has now extended that period of time for ten years, anybody that has property within the original PUD, we thought it was worth while since it has been such a long time to put together a short memo of procedures, so anybody who owns property within that PUD and wants to know what it is they have to do and go forward with the property to the extent they want to do something there, this memo will answer that question. We provided that to Joe earlier and so I think the Town is ready to go with the properties out there as soon as anybody wants to do something. That is all I have, thank you.
NEW BUSINESS
Mr. Brandgard: New business.
Mr. Kirchoff: The only one I have, I know Mel sent us an email and we saw in the paper about the second computer error that the Indiana Department of Revenue do we any idea what kind of money we are talking about that might be coming back to the Town?
Mr. Bennett: We don't, but we will by the end of this week. There had been some miscommunication that the County was supposed to have received it, but come to find out the County has not received it but the DLGF will be notifying them tomorrow or the next day, by Wednesday as to how the distribution will be handled.
Mr. Kirchoff: Thank you that is all I have.
Mr. Brandgard: New business we have the interlocal between the Town of Plainfield, Indiana and the Town of Clayton, Indiana, Plainfield Town Court.
Mr. Carlucci: I will go ahead; this was prepared by Judge Spencer, the Plainfield Town Court. He has provided us copies of the agreement, I am not an attorney, but Judge Spencer is, so I will assume that he did an outstanding job of putting this together and if the Council so desires they can approve that tonight and once your signatures is put on it we will forward that to Judge Spencer.
Ms. Whicker: I know we talk about the hours and the Court is a busy place, I don't know how much workload this puts on the employees that are there.
Mr. Kirchoff: I think one place in his documents he indicated maybe 30 cases a year.
Mr. McPhail: Really pretty minimal, but it does allow the Town of Clayton to have a court to use to enforce their ordinances.
Mr. Kirchoff: Then we get some of that revenue.
Mr. McPhail: I would move that we approve the interlocal agreement between the Town of Plainfield and the Town of Clayton.
Mr. Kirchoff: Second.
Mr. Brandgard: The motion is second to approve the interlocal agreement between the Town of Plainfield, Indiana and the Town of Clayton, Indiana to use the Town of Plainfield Town Court. Do we have any questions, roll call on that.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
The interlocal agreement between The Town of Plainfield, Indiana and The Town of Clayton, Indiana per the Plainfield Town Court is adopted.
Mr. Brandgard: Thank you. We have a consulting contract between the Town of Plainfield and the International City Managers Association.
Mr. Carlucci: You all have copies of that contract, Mel has revised the contract, and the total cost of this project is $42,000.00. It is going to take a review of the Plainfield Fire Territory and see if we can provide services in a more efficient way and look in all aspects of the department and make recommendations back to the Town of Plainfield.
Mr. Kirchoff: I will move that we approve the consulting contract between Town of Plainfield and International City Managers Association.
Mr. McPhail: Second.
Mr. Brandgard: We have a motion is second to approve the consulting contract between the Town of Plainfield and International City Managers Association, if there is no further questions roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
Consulting contract between the Town of Plainfield and ICMA is adopted.
Mr. Brandgard: Thank you.
RESOLUTIONS
Mr. Brandgard: We have one resolution no. 2012-10: Browning/Duke, LLC, Real Property Tax Abatement.
Mr. McPhail: So move.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion is second to approve resolution no. 2012-10, the Browning/Duke, LLC Real Property Tax Abatement, if there is no further
questions, roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
Plainfield Town Council resolution 2012-10 is adopted.
Mr. Brandgard: Thank you.
ORDINANCES
Mr. Brandgard: We have one ordinance for its first reading; it is ordinance number 03-2012: Prohibiting Use of Compression Breaks within Corporate Limits of Plainfield.
Mr. Kirchoff: I believe I want to change the spelling of Breaks to Brakes. I move that we approve the first reading of ordinance number 03-2012.
Ms. Whicker: Second.
Mr. Brandgard: The motion is second to approve the first reading of ordinance number 03-2012; prohibiting use of compression brakes within corporate limits of Plainfield, again if there is no further discussion roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
First reading of Plainfield Town Council Ordinance No. 03-2012 is approved.
Mr. Brandgard: Thank you.
Mr. Carlucci: Can I make a request that you have a signatory to the agreement with the International City Managers Association. It only requires one
signature and a liaison.
COUNCIL COMMENTS
Mr. Brandgard: Is there anything else to come before the Council this evening? I will entertain a motion to sign the documents requiring signature and adjourn.
Mr. Kirchoff: So move.
Mr. McPhail: Second.
Mr. Brandgard: All those in favor signify by aye, opposed, motion carried.
