Mr. Brandgard: Plainfield Town Council meeting for Monday July 23, 2012 is now in session.
PLEDGE OF ALLEGIANCE
Mr. Brandgard: We have a Boy Scout with us this evening and he is working on a couple of merit badges and the normal custom we ask the scouts to lead us in the pledge. Would you all rise.
CONSENT AGENDA
Mr. Brandgard: We have everybody here we have a full quorum. For the consent agenda we have a few items.
1. Approval of minutes of the regularly scheduled Town Council meeting of July 9, 2012.
2. Approval of the Fire Chiefs report dated July 19, 2012; the Town Engineer's and Park and Recreation Director's reports dated July 20, 2012; the I T Directors report and Transportation Directors reports dated July 21, 2012 and the Human Resource Directors and Town Manager's reports dated July 23, 2012.
3. Approval of the June monthly report for the Plainfield Fire Territory.
4. Approval of a settlement agreement between Paden Engineering Company, Inc, and the Town of Plainfield, Indiana per the Town Managers report dated July 23, 2012.
5. Approval of a partial release of retain age in the amount of $27,610.13 to John Hall Construction for work associated with the South Hills Phase 2 storm drainage project, per the Town Engineer's report dated July 20, 2012.
6. Approval for a limited notice to proceed under the contract with Terra Site Development Inc. dated March 8, 2010, providing for inspection services and construction management during the trash relocation and compaction phase of the Shouse landfill project with a cost not to exceed $90,000, with funding to come from the allocated SRF loan, per the Town Engineers report dated July 20, 2012.
7. Approval to proceed with planning and design of a new parking lot north of the Plainfield Recreation Center on a portion of the former Shouse landfill with a cost not to exceed budget of $36,000, with funding to come from the park impact fee fund, per the Town Engineers report dated July 20, 2012.
8. Approval of the DOG PARK AND OFF-LEASH PLAY AREA WAIVER, RELEASE AND INDEMNITY AGREEMENT per the Parks and Recreation Directors report dated July 20, 2012.
9. Approval of TKO SIGNS Permission for Photography/Video Recording of Property Release Form per the Parks and Recreation Directors report dated July 20, 2012.
Mr. Brandgard: Are there any amendments or changes?
Mr. Kirchoff: Do we know who item 7 is with?
Mr. Belcher: That was with Terra Site Development same company that designed the landfill.
Mr. Kirchoff: I would move we approve it as amended.
Mr. McPhail: Second.
Mr. Brandgard: We have a motion and a second to approve the consent agenda as amended and the amendment was adding the planning and design work on item 7 to be done by Terra Site Development Incorporated. If there is no further discussion roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Mr. McPhail- yes
Ms. Whicker- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for July 23, 2012 is adopted as amended.
Mr. Brandgard: Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Do we have any business from the floor this evening? Business from the floor, seeing none, do we have a Town Managers report?
TOWN MANAGER'S REPORT
Mr. Carlucci: No report.
STAFF REPORTS
Mr. Brandgard: We will go to staff reports, Chief Mitny? Chief Russell?
Mr. Russell: I thought I would bring you up to date, we had a rough 20 hour period on Friday into Saturday where we had, we are already down one truck and we had three go down in the matter of 20 hours. Two of those have been fixed, we've got one more that will be fixed hopefully tomorrow so we won't be in full strength but we will be good. I want to publicly thank the Fire Department of Liberty Township, they are loaning us a fire engine at the moment and as soon ladder 123 is repaired we will be sending that truck back, so I just wanted to let you guys know that.
Ms. Whicker: Thanks for keeping us updated.
Mr. Brandgard: Clay; Parks?
Mr. Chafin: Good evening. In my report there is a handful of different pieces of information, I wanted to touch briefly on a couple of those if I could. One was as you read in the consent agenda we are moving forward with the waiver and release for the dog park so we are starting to get all of those things rolling and meeting with the contractors and getting everything squared away and coordinated, one of the things that we have to do is 1 name it and 2. Price it out. In my report was a tier pricing that is already set up similar to what is at the Recreation Aquatics Center as far as member pricing and then resident non-resident. I just wanted to see if you had any thoughts on the pricing that was recommended in there? I think what would be the best thing to do in my opinion would be to go with this rate, after a year come back, evaluate it and see what we have invested in it and if we need to make any adjustments from there we could, but go with a rate that is the report and we will use that on all of our registration forms as we start putting this together.
Mr. McPhail: It seems reasonable to me.
Mr. Chafin: Word is starting to get out that we are going to build a dog park, the buzz is out there. Renea's been getting phone calls I've got a couple of people that are wanting to donate or be a part of the project, so that may end up coming back and either reducing some of our costs or helping to add to some of the site amenities that we want to have out there, so I think that is the positive so we need to get things coordinated and I will keep you posted on what we are doing out there and as far as that goes.
Mr. Brandgard: Very good. As far as the price, do we have consent to move forward? Consent.
Mr. Chafin: The other thing is the draft or the final draft or updated master plan was in the documentation that was presented and I thought it incorporated all of the suggestions that we had at the work session, did you see any in there that we missed that we need to touch on or are you comfortable with moving forward with approving that?
Mr. McPhail: I couldn't download it.
Mr. Brandgard: I think we need more time to digest it.
Mr. Chafin: Hardcopy? Ok.
Ms. Whicker: From what I looked at it looked like it did address and made changes where they were recommended.
Mr. Chafin: Then secondly, Brenda I need your help, the week of August 13th we are doing our annual closure, we are going to be doing a bunch of different things inside the Recreation Aquatics Center, even though we have signs up and Tony is helping us get the word out on Facebook and through the other electronic mediums, we still need to make sure that week of August 13th we are going to be closed down, we are going to be doing a lot of internal items, the pool will be closed down for 3-4 weeks because we are going to do a lot of work in there, roof, pool plaster, we are completely redoing the filter, just wanted to make sure that you are aware of that because the next time we meet we will have already started.
Mr. McPhail: That is the indoor pool.
Mr. Chafin: Yes, indoor pool only, the outdoor pool will, we will be moving a lot of the Aquatic activities to the outdoor pool or Clarks Creek.
Mr. Brandgard: Tony would you work with Clay on putting a press release out? Thank you.
Mr. Kirchoff: What is your game plan for picking a name for the dog park?
Mr. Chafin: We can do one of two things, we can be as savvy as paw at the Plainfield Dog Park or we can use our Facebook and our website and narrow it down to two or three options and have folks vote and that would be our selection. If you have any suggestions what you would like for it to, you know we started out calling it a Bark Park, we could do that or call it Plainfield Dog Park or we could come up with another clever name.
Ms. Whicker: In our voting I know a lot of people did refer to it as a bark park. When we in the past, it might see if we do get any recommendations if people want a chance to have input.
Mr. Brandgard: Put the Bark Park at Plainfield or something like that.
Mr. Chafin: Looking at it as a timing standpoint as I have talked to the contractor and look at getting the logistics worked out on a handful of different levels, I think we are probably looking at sometime after Labor Day, mid September, early October that way I want to make sure everything is completely ready to go and we've got our electronic connections between the park and how we are going to administer that and Mr. Castetter is working on that with me. That will give us time to promote it, we also could use then that time to finalize the name, I will still need a few weeks to have a sign made, but we can at least get a basic design and pricing done. Alright we will work on that and maybe we can get Brenda to help with that too. If you don't have anything else, that is all I have.
Mr. Brandgard: Thank you. Lois do you have anything from billing?
Ms. Burgner: Last week the Town employees put together over 100 sack lunches for the lunch bunch program and I wanted to thank the people that have responded by request, Brian Haggard with Banning Engineering, Tim Meyer with Butler, Fairman, and Siefert and my friend Chet from Ontario, Canada that put me in touch with the right person at Niagra here and they donated bottled water to go with the lunches. I just wanted to thank them.
Mr. Brandgard: Thank you, good report.
Mr. Bennett: Mr. President I'd like to add to that, we also had the folks from B shift at the Fire Territory come over and help us, we had several people from the staff of the Town that helped put it together. Frito Lay also donated as well as the local Subway. It was a good team effort and I believe Lois is this the fifth year that we've done this?
Ms. Burgner: I believe.
Mr. Bennett: Thanks to everybody.
Mr. Brandgard: Jason public works. We had a real (inaudible cough) at Swinford Park, maybe you can bring us up to speed a little bit on that.
Mr. J. Castetter: I have a couple of reports, one is on a personal note and I will touch up on that last. Last week we experienced a water main break, I guess this leads to how strong our system is as far as the water distribution system, but we had a water main break last Sunday during the heat in the dry spell and everything faired very well, we were able to get that main break corrected. Wednesday night you may recall we had a late lightening storm that came through and Swinford Water Plant got hit by lightening either at the plant or near the plant which caused some damage to the Swinford Water Plant, it caused it to shut down actually Wednesday night and most of the day Thursday. Our system responded very well with the other plants in our distribution system and even later that night on Thursday night we were actually able to gain on the towers. So the thunderstorm that happened caused some problems but the rain itself in other areas. We are meeting production demand and we still have room for more water uses if you will, one thing we are monitoring closely is our well levels, we monitor those Thursday last week, we are in good shape, we still have plenty of water, because of the lightening we felt failed to do the draw downs today, the schedule will be done first thing tomorrow and if we continue to do those draw downs twice a week to see where our water levels are. For right now, things could change real quick in this world, but right now the Plainfield water system is in good shape. On a second note, it is more of a personal note, some of you may or not know that I coach 15 year old All Star Babe Ruth Baseball team, I'm honored to coach a group of 15 year olds that have a lot of power and we expect to go far. Coaching this team we went to New Castle so with all of the events of the water stuff I made 5 trips to New Castle last week to coach this team and we were able to do well and we finished Central Indiana State Champions that was 15 year olds. So after the game we pulled everyone in and now we go to Henderson, Kentucky and Wednesday we have to report to a mandatory coach player meeting, so you may remember in our budget work sessions that Wednesday is utility budget and we may have to move that down the road a little bit. This is important to me, I am fortunate to coach my son on the team and just an outstanding group of kids that have played baseball for many many years and it is great to see them finally get awarded for their efforts and I'm looking forward to going down to Kentucky, if we do well and win Kentucky then it is on the way to Arkansas and the Babe Ruth World Series. I put a message board out there by Dairy Queen, you may not see it, I need to get it out closer to 40, but the message board says Central Indiana State Champions.
Mr. Kirchoff: How close are we to being able to use the sign at Barker Complex for those kinds of messages?
Mr. J. Castetter: Clay and I had that conversation, I think that involves dad in getting his wireless provider here as well and get something up on that message board, I can't answer that question.
Mr. B. Castetter: We were able to on Thursday of last week to actually talk to that sign, we are talking to it wirelessly from the sign down to the Town garage, so as you look from the garage in that direction there is about four things that we have to maneuver around, so we are able to talk to it and make an activity to it, so now maybe tomorrow or the next day we can get some time to design something to put up there. I would hope to put maybe the time and the temperature or maybe the date up there first so we can get something going and then design what we are going to flash. We are talking to it; we just haven't shown our efforts yet.
Mr. Brandgard: Jason congratulations.
Mr. J. Castetter: Thank you that is all I have.
Mr. Bennett: When Jason came to my office to tell me the bad news, I was terribly disappointed about the lack of us not being able to do the utility budget, but I was certainly excited to hear about Jason's success and his teams success, but we will go forward with that work session, we will have a few things, we will certainly be a condensed version of what we would have, and Jason and I have already talked about rescheduling and so forth, so we are certainly excited for Jason and his team and so forth, so we will get past what we are going to do on Wednesday.
Mr. Kirchoff: Any chance we could get done with everything on Wednesday?
Mr. Brandgard: I thought it was Thursday.
Ms. Whicker: Wednesday.
Mr. McPhail: Wednesday, I'm not going to be there.
Mr. Bennett: Wednesday at 1:00.
Mr. Brandgard: I have it down for some reason on Thursday.
Mr. Kirchoff: We have two, one on Wednesday and one on Thursday.
Mr. Bennett: No, just Wednesday at 1:00.
Ms. Whicker: Would it be possible that we would want to put DPW on August 2nd?
Mr. Brandgard: Wait and see where he is going to be.
Mr. Bennett: We will have three or four of the funds, TIFF funds, EDIT funds, CCI funds and we should get those done in about an hour and a half.
Mr. McPhail: We don't have anything Thursday right?
Mr. Bennett: No, nothing Thursday.
Mr. Brandgard: Bill; anything from IT? Ron; anything from HR? Tim; Engineering? Don; Transportation.
Mr. McGillem: Well as of today we're still on schedule to have Smith Road and Township Line Road roundabout open by next Tuesday provided we don't get any rain, I don't think that is anticipated hold up, but we are scheduled to put final surface down on Thursday and Friday of this week. Pavement marking next Monday and hopefully open on Tuesday.
Mr. Kirchoff: That is only so far, that is not the whole way?
Mr. McGillem: That is the north south Smith Road and the east connection down to 40. West leg will still be closed until we get the rest of that roadway finished up.
Mr. Brandgard: Did I miss anybody from the staff? If nothing we will go to old business.
OLD BUSINESS
Mr. McPhail: Mr. President I just have one item. Joe isn't here tonight but we did get a redraft of the, we changed the general business license I guess to registration; we got that a couple of weeks ago. Has everyone seen a copy of that draft?
Mr. Daniel: I don't think that is finished yet.
Mr. McPhail: I will talk to Joe, I got a copy, I'd like to get that back on the agenda one of these days. I will talk to Joe, maybe he just sent it to me to review or my comments, I don't know.
Mr. Brandgard: Anything else.
Mr. Kirchoff: I guess I can cover this under old business. You may remember I think it was earlier this year we had conversations with CIRTA about having about a bus connector that will connect to the Indy Go. I got an email today that they open bids this morning I took those bids under advisement and we expect to make a bid award late August, which means we ought to be operational this fall. I just thought I would bring you up to speed on that.
Mr. Brandgard: I had heard that last week.
Mr. Kirchoff: I think we had 5 bidders today and quite a range of bids and so they will review that and we actually have, I think our next CIRTA board meeting is the 22nd of August and we expect to award bids that day. So I hope there soon after we can get going. That is all I have.
Mr. Brandgard: Thank you.
NEW BUSINESS
Mr. Brandgard: Any new business?
ORDINANCES
Mr. Brandgard: We have one ordinance for a first reading, it is Ordinance No. 12-2012: An Ordinance Providing for Conservation and Rationing of Water, and I believe that is a re-write of an ordinance from 1988.
Mr. Daniel: That is correct, in fact that was interesting Rich sent me, when he asked if we could take another look at that and I think Jason was involved with some of that and sent me four or five copies of other communities have done and brag on Plainfield for a minute, but they pulled out ours and ours was substantially more complete and took into account a lot of their activities, but there are some things in there that needs to be revised, especially since we sell contract water, so that puts us, we have water contracts on our system but most systems do not have, so when we start doing anything with rashing or restricting water we have to take into account our contract water customers. So it has been revised and Tim sent some really good comments, we got those incorporated and got it revised and out again before it went out to the Council, so what you have now I think is a final draft but if you have any thoughts or suggestions we can still have a couple more readings we can do. But I think it is fairly complete as is it is.
Mr. McPhail: I certainly didn't see anything wrong with it, so I move we approve the first reading of ordinance no. 12-2012.
Ms. Whicker: Second.
Mr. Brandgard: The motion is second to approve the first reading of ordinance no. 2-2012; and ordinance providing for conservation and rationing of water.
Mr. Kirchoff: We are not ready to implement this, this is just, and we are not doing this because they are getting ready to rations is my point.
Mr. Brandgard: This is just an ordinance so that if it need be, we can do it.
Mr. Daniel: We are in a position to act if we need too.
Mr. Kirchoff: Just so that the media doesn't take this is as this is a merging thing and we are getting ready to do something, we are simply updating our ordinance.
Mr. Daniel: That is correct.
Mr. Brandgard: So at such time we need it we have it. Any further discussion, if not a roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Mr. McPhail- yes
Ms. Whicker- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
First reading of Plainfield Town Council ordinance 12-2012 is approved.
COUNCIL COMMENTS
Mr. Brandgard: Is there anything else to come before the Council this evening? Seeing nothing I will entertain a motion to sign the documents to be signed and adjourn.
Mr. McPhail: So move.
Ms. Whicker: Second.
Mr. Brandgard: All those in favor signify by aye, opposed, motion carried, and thank you.
