Mr. Brandgard: The Plainfield Town Council meeting for Monday, June 11, 2012 is now in session.
PLEDGE OF ALLEGIANCE
Mr. Brandgard: I would like to ask everyone to please rise for the Pledge of Allegiance.
CONSENT AGENDA
Mr. Brandgard: Let the record show we have a quorum for conducting business and one Council member absent, Renea Whicker and everyone else is here. We have a short consent agenda this evening.
1. Approval of minutes of the regularly scheduled Town Council meeting of May 29, 2012.
2. Second Reading of Ordinance No. 07-2012: Amendments to Plainfield Zoning Ordinance.
3. Approval of May 2012 Monthly reports for Utility Billing, Department of Public Works, Department of Planning and Zoning, Plainfield Police Department, Town Engineer's and Plainfield Fire Territory.
4. Approval of Plainfield Fire Chief's report dated June 5, 2012, Town Engineer's report dated June 7, 2012 and HR Director's report dated June 11, 2012.
Any changes or amendments, if not I will entertain a motion to approve.
Mr. McPhail: So move.
Mr. Kirchoff: Second.
Mr. Brandgard: The motion is second to approve the consent agenda as read, if there is no further discussion roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Mr. McPhail- I need to abstain on item 1, yes on the balance of the agenda.
Mr. Kirchoff- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for June 11, 2012 is adopted as amended.
Mr. Brandgard: Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Business from the floor, we have Judge Spencer.
Mr. Spencer: Good evening and thanks for including me on the agenda here his evening. The item I have should not take much time. I did send a letter to all of the Council members regarding my request, and also to Rich, Wes, and to Ron. So I can cover any questions you have or I can briefly review that, I don't know how you would like for me to proceed. Bottom line is I would like to add a part time clerk to address some of the older cases that we have. Some of the cases that we have been pending for a few years and we are still carrying on our books and need to carry on our books, those are failure to appears and failure to pays. Those are cases we are working with a collection agency Capital Recovery, Inc. and we have had good success, it is just that the issue is those cases have to be looked at individually, information obtained then pass that over to the collection agency company so that they can proceed and track down the folks and get their fines and court cost which would come back in. The one thing about this and I highlighted that in my letter, I'm not asking for any additional funds to do that, we do have dedicated funds that I note in the monthly reports that I get to the Council, the dedicated fund that I mentioned, the fund 120 would allow us to use those funds from that dedicated fund for this part time position. Really I am looking at 20 hours a week, I said up to 1 year and then I want to review it, maybe suspend it depending on what kind of progress and success we've had, and then resume that at some point in the future if necessary. So that is my request and I would be happy to entertain any questions.
Mr. Brandgard: If we approve this, what do we have to do relative to. Will we have to create another position?
Mr. Lydick: We will not have to create a position but we would need to advertise for the position that is available and give the people an opportunity to apply for that position.
Mr. McPhail: I just have one comment, I'm amazed at the number of cases that are still pending that are out there and the volume that we have going through the court, so if we could clean some of those up I think it is certainly worth an effort to clean that up.
Mr. Spencer: And what it does with those court costs too, and good point, is that with those court costs coming in and the portion that comes to the Town and to our dedicated funds that will be certainly additional things that will be coming into us, then also cleaning up the file space. I look back over the 23 years that I have been doing this and in terms of the total number of cases we have handled through there, I'm thinking anywhere from 125,000 to a 150,000 cases over that period of time, so these failure to appears, failure to pays are just folks that have just dropped out of site, don't want to show up and again those are failures to pay, with misdemeanors for people that fail to appear for a specified hearing, then that is when warrants are issued, that is a different situation that would not apply under this collection process.
Mr. Kirchoff: I would move that we approve the Judge's request for a part time clerk for up to twelve months.
Mr. McPhail: Second.
Mr. Brandgard: The motion is second to approve Judge Spencer's request for a part time court clerk for the time period of twelve months for a time to review and see where we are at, if there is no further discussion all those in favor signify by aye, opposed, motion carried.
Mr. Spencer: And what I would like to do Robin is come back after that twelve month period and give you a follow up report and just kind of say ok this is where we have been, this is what we have been able to accomplish, this is what we still have pending at that point, kind of give you a little follow up on that as well.
Mr. Brandgard: Ok, that will be good.
Mr. Spencer: Ok, great. Any other questions that you have on this or any other topic?
Mr. Brandgard: Well since you are here, you probably heard this before, when we put the court together our prime goal was for the convenience for citizens, and also to reduce overtime for our Police Department. One request that I hear, a request or a complaint, at lunch hour nobody can come in and pay their fines, so if you can please find someway to stager lunch hours or whatever you need to do to keep that window open so people can come in on their lunch hour to pay what they need to pay.
Mr. Spencer: Ok, any other questions or comments? Thank you.
Mr. Brandgard: Is there any other business from the floor?
TOWN MANAGER'S REPORT
Mr. Brandgard: Seeing none we will go to Town Manager's report.
Mr. Carlucci: I have no additional report Mr. President.
STAFF REPORTS
Mr. Brandgard: Staff reports, we will start with Ron.
Mr. Lydick: Just a reminder that the work session on Friday the 15th starting at 9:00, and Jeff Fox will be there with the health insurance renewal and I would also like to share, in fact I will be sending you a copy of the survey you received on our medical clinic and then we can discuss that also on Friday.
Mr. Kirchoff: Any other prep Ron that we should be working on before Friday?
Mr. Lydick: This is of course of in the middle of our plan year and so as far as the benefits go, they will stay the same for the rest of the year. The purpose of this is for our reinsurance, in other words it covers our fixed cost and our reinsurance program. Then from that we will determine what share the Town will have to set aside to make sure that they can pay all of the claims.
Mr. Kirchoff: Would you be in a position to give us a status report of claims and help us understand those charts you send? I know I ask you every time, but I think it might be good to have a sense of claims versus payouts and all that in the spreadsheet that you give us.
Mr. Lydick: Claims versus paid out?
Mr. Kirchoff: No, you know what I am talking about. You do a financial analysis of the charges against the plan each year.
Mr. Lydick: Ok.
Mr. McPhail: Maybe it would be good to walk us through that report again when we are reading and we understand what we are reading, sometimes I get confused.
Mr. Kirchoff: I do too.
Mr. Lydick: Yes we can do that.
Mr. Kirchoff: That would be great.
Mr. McPhail: I know it is all there, but sometimes up here it is not there.
Mr. Lydick: Thank you.
Mr. Brandgard: Chief Russell? Lois, anything from Utility? Chief Mitny, Police? Clay, Parks and Recreation?
Mr. Chafin: Good evening members of the Council, I wanted to apologize for not getting my report to you a little earlier than what you received it, so I made an error so I would like to apologize for that. With that on our agenda tonight is the first reading of the updated Park Impact Fee ordinance and I just wanted to give you a brief overview prior to getting to that and then discuss a couple other things as they pertain to impact fees. As you know the current impact fee ordinance expires at the end of this year, the current impact fee is $850.00 as part of the process we use to update that, we also did our master plan or a master plan for the department. As you can see from the report that was submitted and that was presented last week to the Plan Commission, there is a new Park Impact Fee ordinance that goes into effect January of next year. The new ordinance will set the single family home fee at $730.00 so this drops from $850.00 to $730.00. The initial fee that was done, it could have been higher if you recall based on the calculations that we had, but we decided to set it at the time at $850.00 with all of the improvements and updates and continuous progress that we made with the department. Our new impact fee schedule as I said would be $730.00 for a single family home, the duplex would go to %526.00 and the per unit apartment fee would go to $497.00. We are going to do the first reading this evening, at the next Council meeting we will need to do the second and the third readings so that we can have the ordinance implemented by July, which will meet our six month requirement to wait prior to implementation in January. So with that brief run down, I will entertain any questions you might have on this ordinance that we are getting ready to look at the first reading coming up. Staying on the Park Impact Fee, the spreadsheet on the screen is 2008-2012, this is the original Park Impact Fee allocation that was done with the current impact fee, as you can see there were different items listed 2008 through 2012 in the estimated cost associated with them. On the right I added some notes that we, I guess during this process if you will, the way the Park Impact Fees are set up, you have to spend the monies acquired during the Park Impact Fee period, you have to spend it during that period, so the monies that were obtained 2008 to 2012 have to be spent between 2008 and 2012 and on items that are specifically new construction for the department cannot be used for maintenance or operations or things like that. As you can see from this list we had, this happened right about the time I was coming on board and there is a list of items there that you can see that were projected needs, and those were projected needs based on dollar figures that were coming in from that housing market at that time. Well a lot of those things changed and so we put on hold a handful of these things, so what I would like for you to look at. Down at the bottom of this sheet, recommendations for 2012, we have a balance of $443,000.00 currently in the Park Impact Fee Fund. The list that you see at the top is consolidated down at the bottom in the items recommendations for this year. The first item is the dog park, the second item you see is the Franklin Park Playground, originally we had that playground scheduled into our 2000 for our operating budget, but what I would like to do is reallocate that money from Park Impact Fee so we can put that money back into our operating budget, and then if we need to as the year progresses reallocate that somewhere else, we will come back to Council and express that need to you. The third item on the list is a shelter down at White Lick Creek. This is the trail head right over here across the street where we have the parks maintenance buildings, we built that parking lot down below, we have a big green open space down there, one of the items that was listed as a deficiency on our master plan was the need for a smaller type shelter. We already have parking established down there, electric and water is not too far away so we need to look at adding some rest rooms or something along those lines with a small shelter down in that area, but with a pond down there it might be a nice area to connect to the trail and also have a shelter down in that area. Then the fourth item on the list is a Swinford Park restrooms, that was one item that we just completed and we had allocated funds from the food and beverage, so similarly to what we proposed there at the Franklin Park playground, we would just reallocate those funds back to food and beverage to Park Impact Fee and that would put money back in the food and beverage line item.
Mr. Kirchoff: Can we do renovations out of this fund or does it have to be new projects.
Mr. Bennett: I don't know.
Mr. Chafin: We would completely change the inside of that building, we gutted it and redid it, so I will talk with Matt and we will go over the specifics of that project and if it doesn't qualify then we will come back and maybe look at something else, but we did basically did gut that whole building and yes we are still waiting on the sinks and toilets to come in. The last item on that list is a splash pad at Swinford Park, that was one of the items that I think was up there in 2012, it was initially recommended, the area we were looking at, we recently took out the tennis courts that were in major need of re-haul and repair and with all of the tennis courts we have available in the Town through the schools and other park locations we removed those. So we looked at adding a splash pad as an option, we already have parking established at that park and there are some lighting fixtures up there that if we wanted to light the splash pad we could, but we already have the shelter there that would make that shelter a lot more attractive to rentals as well. Those are just five options that we looked at that also fit some of the needs that were in the master plan draft that you had.
Mr. Brandgard: Just a quick comment on the splash pad, I know at least one person that would be very happy to have that.
Mr. Chafin: There are a lot of really neat designs out there; you could go basic all the way up to multi million dollar elaborate, so it could be something we install initially with the ability to expand if it is as popular as we think it might be.
Mr. Kirchoff: I know we have it underway, extension for the trail from the Barker Complex west, is that covered somewhere else?
Mr. Chafin: Trail bond. There was money left over in the Trail Bond, we used $25,000 of Park Impact Fee that covered the last little bit of that whole project, we got such good pricing from all of the other trail projects in previous years, we had money left over so that made that project and the one going up to Westmere if possible.
Mr. Kirchoff: If we have a trail that needs to be replaced would that be considered?
Mr. Ackerly: I am Matt Ackerly from Umbaugh Financial Advisor on this project if you are widening the trail and you are adding capacity as a result of increased needs from new residents by the Parks Department, the Engineer's.
Mr. Kirchoff: But if we have trails that are simply needing to be resurfaced or something.
Mr. Ackerly: That I would say is more of a maintenance cost that would not qualify.
Mr. Carlucci: Clay I have a question about the splash pad in Swinford Park. I think there is only one shelter down there? Would it make sense to be a part of that $140,000.00 it may not be enough, I don't know, to put another shelter in that park?
Mr. Chafin: I think so but I think if we did that we would probably want to consider some parking too. I know right now whenever there is a softball game that grass is filled up all the way down and around the corner. It is something we can look at, wouldn't necessarily have to make a decision tonight, I just wanted to present this to you and say hey this is something, if there is something yes that you want to go forward with, we can do that, otherwise it was kind of my initial presentation to get the ball rolling and the thought process going too.
Mr. Kirchoff: I know the attachment has a dog park, are you ready to move forward on that?
Mr. Chafin: Yes, the budget that was attached, if you are comfortable with the budget that is attached, I will move forward with getting that. We have the property from the school. I have a meeting set up Friday for everybody who in the last six years has contacted me asking me for a dog park, I have invited them to come and provide me with some input on everything from rules and regulation to layout and operation and things like that that I'll bring to the Council before implementing.
Mr. Kirchoff: Because if you start next month it is going to be fall before it gets used isn't it?
Mr. Chafin: It could go pretty quick depending upon the fence and the concrete, it is just a matter of getting on a contractors.
Mr. Kirchoff: We've talked about it for a long time and honestly we had the funds available, I say get it done.
Mr. Bennett: I recall that dog park had an original budget of somewhere around $40,000.00.
Mr. Chafin: Yes, I mean with the funds available though we added, if you look at the itemized budget, one of the things that we added was the fiber to the park that really upped the fee and that will do two things, one that will tie a card reader type system into the parks so somebody can buy a membership, and you can use the same membership card that we have over at the Rec Center and that will allow you to scan your card and then allow us to charge a fee and offset the some of the maintenance costs over there.
Mr. Bennett: The contingency at $10,000.00 that seems a bit high on a $72,000.00 project.
Mr. Chafin: I haven't had my meeting yet on Friday, so that is why I am waiting to see that maybe I missed and somebody may say hey I've seen this in a park that really works out great, and if we don't need it, it is there.
Mr. Bennett: What is this going to add to your annual operating cost spendature wise?
Mr. Chafin: It will be minimal as far as that goes, what I am hoping to get out of it with the group is that also some of them will help volunteer to help with bi-annual maintenance if you will, or to help with cleanup or to help with special projects if we have anything out there to create a volunteer base also for that park. We already have dog waste stations throughout the trail system so it is just a matter of handful of buying a handful more of cases of trash bags.
Mr. Bennett: Have we done a revenue and expense analysis on what revenue it will generate compared to expenses.
Mr. Chafin: No, because I really don't know the amount of the volume of the people that will generate as far as the revenue goes. I don't think the hit will be that large that we can't absorb it.
Mr. Bennett: Now the Franklin Park Playground is already in place is it not?
Mr. Chafin: Yes.
Mr. Bennett: Ok. One other thing, speaking of Swinford Park restrooms, was there a plan to put a second restroom in, I know that we have had parents come down and ask for a…
Mr. Chafin: No, we renovated that restroom and we wanted to use the same fixtures that we used in the one we did at Franklin Park, and when we did the sports complex, and they don't have those things sitting readily on the shelf is what I am finding out, and they make them put them in the order that they get them. They have been shipped.
Mr. Bennett: So as far as the restroom capacity, it is going to stay the same at Swinford Park.
Mr. Chafin: Right, at one time we talked about different things on the southwest corner of that park, down by Stanley Road.
Mr. Bennett: Would you expect if we put a splash pad in, would you expect to increase traffic?
Mr. Chafin: Yes I would think maybe a little bit, during the day, during those non peak times at night, I think the kids that would use it at night would be the siblings of the kids playing in the softball fields, it would give them another outlet, something to do on Saturdays when people have shelters rented, something additional that would draw them to the shelter to rent to the park. My hope would be that it would draw folks there 11-4 or 11-5 during that peak time of the day if they didn't want to go to the water park and just have little kids that just want to go out and splash or get wet.
Mr. Carlucci: If the Council members if they want to look at this Splash Pad's, Washington Township Park has a whole building full of them, they are kind of interesting. Scary thing for me is going down there, it just drops down towards the bridge, but they've got several splash pads there and they will kind of give you an idea of what they look like and how they operate.
Mr. Chafin: So based on that I will move forward on the dog park and also between now and the next meeting you have a draft of the departmental master plan, if you have any questions, suggestions, concerns, please let me know and we will see if we need to make any changes or updates with that as well.
Mr. Kirchoff: Do you have that on a hard copy?
Mr. Chafin: If you want a hard copy I can get you a hard copy. If there is no more questions, that is all I have.
Mr. Brandgard: Joe, anything from Planning and Zoning?
Mr. James: Good evening, this wasn't in my report, a couple of weeks ago I attended a ceremony about Indiana Landmarks Association and they gave us another award for our Town Center Renovation project. This is a Historic Preservation Award for outstanding restoration, this is because we restored some historical buildings with our Façade Improvement Program, so I will show this to you and present it to you and maybe Tony will take my picture and put it in the Waterline.
Mr. Brandgard: Thank you. Bill anything from IT? Jason? Tim, Engineering?
Mr. Belcher: Thank you. First item I would like to ask you permission or get your concurrence on an award of a contract, it was a quote we received probably a month or so ago, but we have been holding off on bringing it to you for other reasons associated with some of the contractor or low contractor on this project. We got all of that cleared up, and we'd like to make a recommendation, this is the last piece of water main along Ronald Parkway, parallel to Ronald Reagan Parkway, this actually is about a few hundred feet to the east of where Six Points Road is at, where old Six Points Road where Fred Welts' gas station was. We are bringing a water main under US 40 right at that location to connect the north side to the south side and several things have happened in terms of taking so much time to get this done, when it was convincing the State to allow us to use a poly as a directional drill kind of method on this which we don't do a lot and the State highway doesn't use a lot under their highways because it is a lot less expensive than putting a steel casing and those kinds of things, so we tried a couple different methods that didn't come back anywhere near these numbers, they were double this and so we finally came back and I think got a good number and a CSU Incorporated which is a local business here in Plainfield happened to be the low company quoting, and their quote was $66,240.00 and we would like to recommend approval of that, the funding would come from the SRF loan that had already been acquired sometime ago, these funds would come from that balance that is still remaining on that.
Mr. McPhail: So move.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and second to approve the contract putting a water line under US 40 at Six Points Road, to CSU Incorporated in the amount of $66,240.00. If there is no further discussion, all those in favor signify by aye, opposed, motion carried.
Mr. Belcher: The next item concerns an ongoing project or one that we were right at the doorstep of beginning, and I would like to ask you permission to add some work to it. I will add some cost, but I think it is worth doing. This involves the pavement management system that we're embarking on the first time ever in Plainfield, and if you remember we talked about it March at the work session, the ideas that we've become a large enough community with 150 miles of streets that you can no longer sort of shoot from the hip on what road you are going to pave next year or even five or ten years out, you really have to have a plan of how you are going to address the management of all of these pavements and so this program was set up so that we would have somebody go out and actually log and rate the condition of all of our streets in Town, the pavement condition, the curbing, so that we could project the lifetime of those pavements and therefore project when we might have to actually resurface them. Then also allow us to maybe choose other methods short of resurfacing at less expensive to extend those lives, maybe 10 or 15 years so we don't have to go to the big of the expense to keep the road in good shape and what we like to have in Plainfield, which are excellent streets. So the idea, we have already started that project and in the course of that work going on two things came up, one is relatively simple, and I think easy first decision and that involves the trails and I first stirred the conversations about looking at the trail pavements when I was in the work session on the comprehensive plan for Parks. It came up in conversation and we talked about it and we went back and thought now is the time if we are going to rate our pavements on our road we should rate our pavements on the trails, it is an asset in our community and it has become very attached too, it is one of the highest valued assets we have in our trail system so we want to do the same thing with it. That is not as large as 150 miles, but it is growing. What would you say it is Rich, 20 miles, so it is growing. I think again as a tool for folks like Clay and Jason who have to project that budget, knowing how much you have, how wide it is and what condition it is, is key to knowing what you are going to have to spend in future budget years to manage the assets we have and the resources we have. The company who is doing our street pavement evaluation, for a reasonable price of $2,600.00 to a contract that we already had in place with them, which was $82,300.00 they can add all of the trails to that and give us a rating of those trails so we will have the number of miles and the rating of the trails, so keep that item in mind, but that is the first item I would like to ask you to add to the contract. The second item on the same contract, and this is a little bit different, it is new technology, certainly new to me and I'm no expert in this, but I've learned enough about it to believe that it is a good investment for the Town, but something that is called a LDR, I believe that is short for light detection and ranging, essentially it is a surveying method, the LDR is not brand new, but mobile LDR is relatively new, some of us that is familiar with Google street view where you have a truck that drives down the road and takes pictures at a place in the world at a certain time, and that is one type of a survey, this is a device that is truck or vehicle mounted that you drives down the street at a typical highway speeds and actually collects data on the entire physical world that it sees as it goes down the road. So if you could imagine getting an elevation, a distance, an elevation as in terms of sea level, you know it is attracting satellites at the same time it is driving down the road and collecting all the information on everything it visually can see in a very large window quite frankly, several hundred feet from the vehicle. All that is captured in what they call a point cloud. All this data, whether it be a street light pull, a fire hydrant, a curb, a crack on the street that is why it came up in this program, a front of a structure, the roof of a structure, a tree, a sign, just anything that you can imagine that is in that area that we see everyday driving down the street is now located for us in an actual location relative to the real world. Two advantages I think to doing that now, 1. We can implement it with our pavement which is sort of a way to gain any kind of scale. If we were to do this kind of mapping on our own, the estimate would be about $60,000.00. We think if we decide to do it now, we would save about $20,000.00 just by doing it at the same time we are doing the other project, so we found and our consultant is able to negotiate with some folks that are working in Indianapolis with a vehicle like this, that working there they could bring them out here and do our work at the same time and we are getting some economies just from having him close. These vehicles apparently stay pretty busy, they are very expensive, so we have some advantages to doing it now, that is the first thing right off the bat and what this won't do is give us a map of everything, for example we talked about street lighting a lot of times in our work sessions for roads that the Town has talked about should we try to get in the street lighting business, we don't know that yet, one reason we don't know is we don't know how many lights are out there, we don't know all the things about the lights that are here, and whether it would be an advantage to the Town to do that, well this would collect that information in one swoop of about 150 miles of our road, how many lights are out there. Management of the utilities within our rights of way has become an extremely high expense for us. Every road project we do, every utility project we do that is near a road is impacting gas, phone, power, a myriad of fiber companies is out there and we I think are the stewards of the public right of way, we don't own it, we have I think the responsibility to manage it and it is very difficult to manage if you don't know who is out there and where they are at. The big advantage for taking this expense on now is we would be able to then map this information into our own system and create a way to better manage our public rights of way. I thought of some other things that could be good for like zoning, would have a signage, simply a snapshot of Town of all of the signage in Town knowing where it is at and what size it is and those kinds of things, which could be good for future zoning needs. Tree survey's, we've never done one, but quite frankly in the world of storm water and things like that they are finding the value of trees in terms of urban environments is really important, so just knowing what we have and where it is at and those kind of things are things this survey would give us that we could use in the future, possibly project or projects. What I would like to do is go forward with this, we believe the funding would be available, we could use the road funds that we are already into, but that's hitting us a certain fund for about $82,300.00. We talked internally maybe EDIT would be another source of funds to maybe supplement those road funds, but either fund we believe could afford it. The total increase if we added the trail component and also the light onto our mobile mapping to this project would be a total of $46,300.00 to the already existing contract of $82,300.00. So it is a healthy increase to that contract, but I think getting us the information that could be very valuable for future needs of the Town, future projects we might want to do. I intend to make sure this data is owned by the Town, make sure Mel looks at this contract before we do it so that could be used by any consultant that we have, not just the one who is gathering it and that kind of thing. So that it would in a format that could be utilized by many people that we work with and those kinds of things, so it is not an exclusive proprietary kind of information gathering, we don't want to get locked into something like that.
Mr. Kirchoff: We talked about how can we talk to GIS?
Mr. Belcher: That is actually part of formatting and the people that I've talked to that said that you want to make sure it is on a certain grid system that our GIS that is what will happen so that essentially it could only almost immediately be tied to our GIS at the same time that it is done. So that is what so odd, it is really amazing how these things are such real time. I guess the processors have gotten so much different from just a few years ago, that they can even collect this much data at one time. So I don't know if you were able to follow any of the links I have sent you in my report, but just conceptualizing the fact that somebody is literally is driving down the road at 30 or 40 miles an hour gathering information on a building that is 50' tall plus all the sidewalks and it is just sort of hard to grasp, and they can create literally 3 dimensional envelopes if you wanted to create like we are going to do on 267, and try to explain to the public what we are doing with a project you can do the same thing with say a road project you are wanting to do in a neighborhood if you want to show folks before you go and tear up the neighborhood. I see a lot of really valuable benefits to this information and probably the only thing that we can all say about information like this is it is only going to get less expensive in the future, but when do you get in? I think right now we have enough advantages with the truck being close and the $20,000.00 to justify that and the other project going on to leverage those monies.
Mr. Brandgard: The other part of that is we need the information.
Mr. Belcher: Right, I think in the future it will be more like we do aerial photography every so many years that we will hire one of these trucks at a very low cost that will come through and we will have it more often and who knows it will be real time at some point. But I would again, do this now if the Council is willing and I think it would be a value to the Town in the future and believe we would get our money back many times over in future projects. The ultimate bottom line here is an additional $46,300 to add to the VS Engineering contract. The total number would be $128,600.00 after the increase.
Mr. Bennett: Is that coming from EDIT now Tim?
Mr. Belcher: No, it is coming from the GIL Tax Fund, the Capital, and the Wheel Tax, that is where it was coming from, and we believe that fund is still capable of doing that but it would be nice to spread that load if we could.
Mr. Kirchoff: Did we talk about part of that coming from utilities as well because Jason will be getting benefits.
Mr. Belcher: We did but this would only be mapping in the Town right now, so that the street pavement that was in the Town, we have utilities outside of the Town and so we wouldn't be getting all of our utilities necessarily, but there are a lot of utilities being utilized and you could use even more funds to split that cost if you wanted too.
Mr. Kirchoff: Would there be value where we have major assets outside the Town to include it?
Mr. Belcher: We could look at it, I don't think it is a tremendous amount more that we would have to be looking at adding, but I can talk to them about that and see. We do have some mapping of our utilities outside of the Town, so part of it is we knew we were already doing the streets in the Town and we had part of our own utility mapping outside of Town. We are not responsible for the utility management of the other utilities outside of Town so we weren't as high priority on that, as getting our right of ways mapped and knowing in the Town and our rights of way being managed was important.
Mr. McPhail: As I was viewing Tim's report earlier today, it just seemed to me that we should be able to recoup the cost of this in a very short period of time with future projects. We don't have this information now and every project we do we have to go gather that information, so at least this will give us a baseline of what is there today and just being able to know where those street lights are is would be a lot of value to us and maybe recoup some of funds that we are paying Duke for non burning lights.
Mr. Belcher: I don't even know if we know all that data will have to us, but we know we will be valuable.
Mr. Brandgard: As you said, I think it would work just like about every thing else that you have data and find out how valuable it is to other things.
Mr. Belcher: You wonder how you did anything before had it, like GIS now has become almost a daily thing.
Mr. Brandgard: Motion to approve an additional $46,300.00.
Mr. Bennett: I would suggest that the Council consider using the same funding source as the first contract.
Mr. Kirchoff: I would move that we approve the Town Engineer's request to increase the contract for our road mapping project an additional $46,300.00 which also includes the trails.
Mr. McPhail: I would second that motion.
Mr. Brandgard: The motion is second to approve the Town Engineer's request to add an additional $46,300.00 of Engineering services for VS Engineering contract so we can assess the trails and the global mapping as described, using the same funding sources.
Mr. Kirchoff: Before I bring this up at a budget workshop, but as Tim and I, and Don had the conversation, I think we are getting closer and closer as we have more and more data in our GIS, to probably needing staffing to manage that. I'm not sure how to get our arms around that but it is becoming more and more critical and I think having somebody in house to maintain and manage that, I think we are getting awfully close.
Mr. Brandgard: I agree.
Mr. Kirchoff: I have to question then does it fall under IT, or where does it fit? I'm curious it is getting more and more critical to us and there is more and more out there and you've got to keep it current. Food for thought when we head to staffing discussions for our budgets.
Mr. Brandgard: If there is no further discussion all in favor signify by aye, opposed, motion carried.
Mr. Belcher: Thank you very much.
Mr. Brandgard: Don anything from Transportation?
Mr. McGillem: Nothing more than what I put in the report unless you've got some questions.
OLD BUSINESS
Mr. Brandgard: Let's go to old business.
Mr. McPhail: Mr. President I just have one item, in reviewing the minutes of the last meeting, we apparently had some very good dialog on our proposed business license approach and I see Brenda isn't here tonight but the meeting prior to that we had requested that she get us an article out so we would get some public input and I thought it was very positive in terms of some of the comments, but I wasn't able to figure out if we have a game plan to move forward to refine that and continue to work on it?
Mr. Daniel: Joe was going to head that up unless I was mistaken. I think he was going to talk with some of those people, like Bill mentioned even have them provide some input to the Town so we could…
Mr. McPhail: Well I felt they had some very good questions and again I want to thank the flyer for their help because had that article not been there, we wouldn't have gotten those people here and gotten the public input that we needed to help us move forward.
Mr. James: I did receive some comments from one of the citizens that was at the meeting that night, so we haven't established a committee yet, so that is probably our next step is to establish a committee and get some comments from the committee.
NEW BUSINESS
Mr. Brandgard: New business.
Mr. Kirchoff: The only thing I had, and I failed to print it out. I want to get with Ron, my recollection Ron is that we have gotten a proposal from flashpoint to do a limited market update this year and I don't know that that proposal has been brought to the Council, has it? Didn't Kristi, when we were with her before she had given us a proposal to do a limited market analysis just to touch base to see where we are with relationship to market.
Mr. Lydick: We ended up postponing that, because of the fact that we have gone the two years without any raises that we felt it might be better to wait till 2013.
Mr. Kirchoff: Ok, I couldn't remember. I was going through some emails and I saw it and thought where did we go on that. Ok. Thank you.
ORDINANCES
Mr. Brandgard: We have two ordinances for their first reading. This is ordinance no. 08-2012: Adopting an Anti-Nepotism and Conflict of Interest Policy.
Mr. Daniel: That is completely driven by the Legislature, the State Law and the biggest issue was getting it prepared and getting it before the Council so it could be adopted by July 1st and I'm sure there are going to be sometime sorting out what some of that means, but that is what the State Law says we have to do right now.
Mr. McPhail: Based on that I move approve the first reading of ordinance 08-2012.
Mr. Carlucci: Second.
Mr. Brandgard: The motion is second to approve the first reading of ordinance no. 08-2012; Adopting an Anti-Nepotism and Conflict of Interest Policy. If there is no further discussion, roll call votes please.
Mr. Bennett: Mr. Gaddie- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
First reading of Plainfield Ordinance No. 08-2012 is approved.
Mr. Brandgard: Second ordinance is 09-2012; An Ordinance Adopting a Park Impact Fee upon New Development of the Town of Plainfield, Indiana.
Mr. Kirchoff: So move.
Mr. McPhail: Second.
Mr. Brandgard: The motion is second to approve the first reading of ordinance no. 09-2012; An Ordinance adopting a Park Impact Fee upon new development in the Town of Plainfield, Indiana. If there is no further discussion, roll call votes please.
Mr. Bennett: Mr. Gaddie- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
First reading of Plainfield ordinance no. 09-2012 is approved.
Mr. Brandgard: Thank you.
COUNCIL COMMENTS
Mr. Brandgard: Is there anything else to come before the Council this evening? If not 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 aye, opposed, motion carried. Thank you.
