PLAINFIELD TOWN COUNCIL
AGENDA FOR
September 13, 2010
7:00 p.m.
Mr. Brandgard: I would like to call to order the Plainfield Town Council meeting for Monday September 13, 2010 is now in session. I would like to ask everyone to rise for the pledge of allegiance.
PLEDGE OF ALLEGIANCE
CONSENT OF AGENDA
Mr. Brandgard: Thank you. The consent agenda this evening we have many items.
1. Approval of the minutes of the regularly scheduled Town Council meeting of August 23, 2010.
2. Third Reading and Adoption of Ordinance No. 11-2010: Prescribing the Length of Term for Members of the Plainfield Town Council.
Mr. Brandgard: I would suggest we take this one off until we have a full Council. So we will strike that one from the consent agenda.
3. Approval of August 2010 monthly reports for the Plainfield Police Department, Plainfield Fire Territory, Department of Public Works, Department of Planning and Zoning and Utility Billing.
4. Approval of Town Engineer's, Parks and Recreation Director's and Transportation Director's reports dated September 10, 2010 and HR Director's report dated September 13, 2010,
Mr. Brandgard: Except for the PTO policy review, we will have further discussion on that.
5. Approval of an agreement in the amount of $32,707 between the Town and Traffic Engineering, Inc to provide traffic data collection at 46 locations per the Transportation Director's report dated September 10, 2010.
6. Approval of Change Order 2 in the amount of $50,284.24 to the contract with Reith Riley Construction Company, Inc associated with the Southeast Perimeter Pkwy (Perry Road) added lanes per the Transportation Director's report dated September 10, 2010.
7. Approval of Change Order 4 in the amount of $1,371.60 to the contract with Ferguson Waterworks providing for additional fittings associated with the Ronald Reagan Parkway water main project per the Town Engineer's report dated September 10, 2010.
8. Approval to advertise a request for proposals in accordance with Indiana Code 36-1.5, also known as the Guaranteed Energy Savings Contracts, for vendors interested in providing the necessary expertise to make improvements to the municipal water system including those envisioned at the Swinford Water Plant per the Town Engineer's report dated September 10, 2010.
9. Approval to issue a single or multiple Purchase orders not to exceed $20,000 in total to the selected supplier or suppliers of filter and aeration equipment proposed to be used at the Swinford Water Plant renovation project per the Town Engineer's report dated September 10, 2010.
10. Approval of a professional services agreement in the amount of $251,000 between the Town and Butler, Fairman and Seufert Engineers providing for design services associated with the Swinford Water Plant renovation project per the Town Engineer's report dated September 10, 2010.
11. Approval of an additional $18,500 to the inspection services contract with Banning Engineering for construction inspection of the Plainfield Youth Athletic Complex Phase 2A and 3 per Plainfield Parks and Recreation Director's report dated September 10, 2010.
12. Approval to accept resignation of Anthony T. Carlucci as Assistant Aquatics Manager effective September 5, 2010 per the request of the HR Director.
13. Approval to designate Saturday, October 30, 2010 between the hours of 6:00 and 9:00 pm as Halloween night.
14. Approval of the Plainfield Fire Territory Station No. 123 change order number 013 with a decrease of $10,762.00 for downsizing water line casing from 24” to 16” diameter for Chief Anderson's report dated September 10, 2010.
15. Approval of Plainfield Fire Territory Station No. 123 change order number 014. Is an increase of $6,419 for electric power to the air compressor for Chief Anderson's report dated September 10, 2010.
Mr. Brandgard: Are there any other corrections or changes to the consent agenda?
Mr. Kirchoff: Item 11 Clay, I would assume that is a cap and if things get turned around we don't need to spend those dollars you won't.
Mr. Chafin: Right.
Mr. Kirchoff: With that being said I would move we approve the consent agenda as modified and read.
Mr. McPhail: Second.
Mr. Brandgard: We have a motion and a second to approve the consent agenda as modified and read, modified to delete the reading of item 2 until the next Council meeting or till we have a full Council and also to accept the PTO policy revision from the HR Director's report. If there is no further discussion roll call vote please.
Mr. Bennett: Mr. President, let the record show that Mr. Gaddie and Ms. Whicker are absent tonight.
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for September 13, 2010 is approved as amended.
Mr. Brandgard: Thank you.
BID AWARD: Clarks Creek Trail Extension and South Center Street Trail Widening
Mr. Brandgard: Do we have a bid award for the Clarks Creek Trail Extension and South Center Street Trail Widening?
Mr. Chafin: Good evening, the bid review committee met on the 2010 Trail improvements and recommends that a contract be awarded to John Hall Construction in the amount of $213,297.40, that is $213,297.40 and if we want to designate Council member Whicker as signatory upon her return or if you would prefer to designate somebody else.
Mr. Brandgard: Would somebody care to explain to me, I mean this was not a…I'd just like to know how we settle on the bids the way they came in. One had a full and an alternate one and the rest all had just a full bid on it.
Mr. Chafin: I will try to explain it, Dave if I screw it up you bail me out. There was a base bid or a contract A an alternate and a contract B. Essentially the alternate in contract B were the same project, we were trying to bid it in a way that if the way the bids came in we could either have one or two contractors which ever way the numbers that came in that would allow us to do both projects for the least amount of dollars. So that is why there were some companies that bid alternate number one and not B or vise versa. That was for the base bid and alternate bid number one.
Mr. Brandgard: The only reason I was asking the question, we were going through there and I was having trouble finding everything. So we have a recommendation and a motion.
Mr. McPhail: I move we approve recommendation of the bid committee and award the contract to Hall Construction in the amount of $213,297.40. Do you need it signed in the next day or two?
Mr. Chafin: That would be preferable so that we could get going.
Mr. McPhail: I would indicate that our Council President, sign the documents in Ms. Whicker's absence.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and a second to approve the bid committee recommendation to award the bid for the Clarks Creek Trail Extension and South Center Street Trail Widening to John Hall Construction in the amount of $213,297.40. As the President, I, myself being the signatory since Renae Whicker is not available right now. If there is no further discussion all those in favor signify by aye, opposed, motion carried.
BID OPENING: Alley Paving South of US 40 East of Wabash Carr to Road
Mr. Brandgard: We do have a bid opening advertised this evening for the Alley Paving South of US 40 east of Wabash to Carr Road. Do we have proper notification?
Mr. Chapman: We do Mr. President.
Mr. Brandgard: Thank you. First bid is from Calumet Contractors, Inc. Whitestown, Indiana.
Mr. Chapman: This bid complies.
Mr. Brandgard: Thank you. The total amount of the bid submitted by Calumet Civil Contractors, Inc. is $107,140.40 again that is $107,140.40. Second bid is submitted by E&B Paving Incorporated, Indianapolis.
Mr. Chapman: This bid complies as well.
Mr. Brandgard: The total amount of the bid submitted by E&B Paving Incorporated is $134,547.00 again that is $134,547.00. Third bid is submitted by Grady Brothers Incorporated, Indianapolis.
Mr. Chapman: This bid complies.
Mr. Brandgard: The total amount of the bid submitted by Grady Brothers $142,775.00 again that is $142,775.00. Fourth bid is submitted by Milestone Contractors, Indianapolis.
Mr. Chapman: This bid complies.
Mr. Brandgard: Thank you. The total amount of the bid submitted by Milestone Contractors is $131,800.00 again that is $131,800.00. Fifth and last bid is submitted by Reith Riley Construction Incorporated, Indianapolis.
Mr. Chapman: This bid complies.
Mr. Brandgard: Thank you. The total amount of the bid submitted by Reith Riley Construction is $120,721.50 again that is $120,721.50. I'd like to thank everybody that took the opportunity to submit a bid. The engineer's estimate was $140,000.00 again that is $140,000.00. I'd like to ask the bid review committee made up of Council member Kirchoff, Tim Belcher, Don McGillem and Dave Lehey to review the bids and come back with a recommendation at our next meeting. Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Is there any business from the floor this evening? Being none, we will go to Town Manager's report.
TOWN MANAGER'S REPORT
Mr. Carlucci: Good evening Mr. President just briefly a short report on the Plan Commission meeting on September 9th. The Plan Commission the one item that needs to be brought to the Council is on your agenda tonight and it is resolution number 2010-19, is the amendment to the Plainfield Comprehensive Plan. It was a noticed hearing; there were no public comments at that meeting. The Plan Commission approved it, approved the amendment. It had to do with the land use plan in a certain area of the Town that was inadvertently had a designation on that (inaudible) on it. These amendments can be approved by resolution and that resolution number is 2010-19 and that will be on your agenda later this evening.
Mr. Brandgard: Thank you.
STAFF REPORTS
Mr. Brandgard: Staff reports. Joe is there anything from Zoning? Rose is there anything from billing? Chief Mitny do you have anything from the Police Department? Chief Anderson do you have anything from the Fire Department? Jason is there anything from Public Works? Bill do you have anything from IT? Clay do you have anything from Parks and Recreation?
Mr. Chafin: We had an event that took our department to the dogs this weekend and I wanted to show you just a couple of quick pictures. We had 276 dogs come to our Puppy pool party this weekend. Which it essentially raised $1,583.00 for the Beneficent fund, so we took that money in and Steve our Treasurer will put that in the Beneficent fund. This is a dog going down the slide. Blake Deckerd from the Animal Clinic of Plainfield donated quite a few things as well as Specks pet supply and the Hendricks County Humane Society. (Inaudible) that is playing follow the leader I think. There were a handful of big dogs and little dogs, that dog got out there and he just kind of hung out for a while. Then that was one of my favorites of the no diving. Despite the rain on Saturday and the Colts game on Sunday attendance was down just a little bit from last year but it was still a fun time by all and I just wanted to make sure those sponsors who donated time, staff and materials were recognized. That is all I have.
Mr. Brandgard: That was well worth bringing in Clay, thank you.
Mr. Chafin: We probably took 200 plus pictures.
Mr. Brandgard: Ron, anything from HR?
Mr. Lydick: I assume since you pulled the PTO policy off the consent agenda, do you have any questions on that policy?
Mr. Kirchoff: Can you just walk us through what you are doing and why or what you are recommending.
Mr. Lydick: When we first came up with the PTO policy, under our former policy we did not provide any vacation time during the first year. The only thing that we provided for was sick leave. So with the new PTO policy we wanted to provide some vacation time during the first year of employment. So what we did was we gave the employees the cost of 17 hours of vacation or PTO time each month beginning after ninety days. Then at the end of the first year on their anniversary date we awarded then their annual allotment for the year. So that was at the beginning of the year. So for example that was 204 hours of PTO to be awarded on the first anniversary. Well we had some employees that worked one year and one month or some of them one year and two weeks. They thought they should have got all of 204 hours because the amount had been awarded on their first anniversary and even though it was planned that they took that 204 hours during that second year even though they only worked one week beyond the anniversary date they expected to be paid for all 204 hours. That was not the intent of the policy when we wrote it and we consulted the Council and they said that the way it was worded it could be interpreted that they would receive all 204 hours of PTO upon termination or any hours that they have not used. We came up with an alternative; it was the consensus of the department heads that it was too much PTO time for the first year employee and so we came up with a policy of giving monthly PTO for a period of two years and it turns out that the total amount for the two years was equal to the amount for one year. In other words under the old policy, 204 hours for that second year of employment, well now it is going to be 204 hours for the first two years of employment. So during the first 90 days until the first year anniversary date it would be accumulated at 8 hours a month. Then beginning at the anniversary date through the 23rd month they would receive 11 hours per month. Then any hours that were left over at the end of that 24 month period or on their anniversary date would be rolled over into the sick bank and then for the third year or upon their second anniversary they would be awarded 204 hours again to be used during the start of that third year of employment.
Mr. Kirchoff: Those numbers aren't jiving with the table that you gave us.
Mr. Lydick: That was class one and class two employees and I just gave the numbers for the class one employees.
Mr. Kirchoff: Ok, I'm looking at two.
Mr. Lydick: The class two employees started out with 24 hours a month after ninety days and then received 280 hours at the end of the first year. Under the new revision they will have received twelve hours for the first year per month and then during the second year they will receive fifteen hours a month and again that would be a total of 288 hours
Mr. Kirchoff: Then your wording changes you took out the word of and added in worked by, what do you mean by that?
Mr. Lydick: There was some confusion as to when they were expected to have their PTO scheduled by. For example, we have Fire Fighters that only work every three days; we have Police Officers that are on two off two on three and so on. What we want them to do is, we want them to seek permission to take PTO day by no later than the last day they worked before the PTO day. So for example if a Police Officer has Friday, Saturday, and Sunday off and they are scheduled off Friday, Saturday, Sunday, and they want to take Monday off which is a regular work day then we don't want them calling up at 5:00 on Sunday night saying I want a PTO day for the next day. We want them to ask for that PTO before the last shift worked. So because it didn't say shift worked by the employee they thought it was just a shift before, not a shift worked. Then there is also some confusion with the employees as to how often they could tap into the sick bank. The intention all along was that they would be able to do that once per lifetime. While they were working for the Town of Plainfield they would be able to tap into the sick bank to donated sick bank one time. Now the employees thought, well we said a maximum of 1,040 hours minus the number of hours they have already accumulated. So if the person has 1,040 hours and they have already used 240 of it then they could potentially have 800 hours donated to them. They said well I can go to the well one time to get my 800 hours then I have to use those 800 hours anytime the rest of my career. That was not the intent. So then again we had Council to try to trade some wording that would eliminate that use of interpretation. The idea is it is only for one illness and it is designed for claustrophobic illnesses, in other words we don't really encourage employees to tap into it for one week or two weeks, this would be when they anticipate being off several weeks without pay.
Mr. Kirchoff: Thank you.
Mr. Lydick: Does anybody else have any questions?
Mr. Kirchoff: How urgent is it? Can it wait till the full Council is here?
Mr. Lydick: I don't know, I guess obviously it can wait but there are going to be new employees hired in the near future and will this policy be in effect for these new employees or will they still be receiving the previous allotments?
Mr. Kirchoff: How soon is their start date?
Mr. Lydick: The 20th. I don't know if Council can give us any advise on the fact that can it applies to all people even though they were previously hired before the policy was passed?
Mr. : It would be preferable if this policy was in place at the time of hire. That resolves any doubt.
Mr. Kirchoff: I'm comfortable with it, this helped me Ron.
Mr. McPhail: I got it confused when you sent it all trying to read through all that. I'm certainly comfortable with the changes. The intent has been there all along and obviously if they have been gray enough and somebody's misinterpreted we need to get it in black and white font as soon as possible.
Mr. Lydick: I think we have support of most the department heads. We did have one department head think that seven times of unscheduled PTO is not justifiable for termination.
Mr. Kirchoff: I don't know if we can be that specific.
Mr. Brandgard: I think if you are going to say you over use it to set the termination has to be defined otherwise it will come back
Mr. Chapman: And that makes it easier to enforce.
Mr. Kirchoff: With that being said, I move that we approve the proposed revisions to the PTO policy submitted by HR.
Mr. McPhail: Second.
Mr. Brandgard: Motion is second to approve the policy changes to the PTO policy submitted by the HR director discussed this evening. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
Mr. Lydick: Also in your report you read about the fact that the board of directors for the Central Indiana School employees insurance trust did vote on September 3rd, and they said that the insurance trust will permit the Town of Plainfield to share there facilities at the Plainfield School Corporation. The facility is actually located in the old kindergarten area of the middle school. They gave some terms, I don't know if these terms are necessarily in concrete or not but they are saying basically that the amount that they have spent on the build out and the equipment for the clinic should be shared on a probated basis and there was a number of employees covered under their health insurance plan compared to the number of employees covered under our health insurance plan and that seems to be pretty close to the same number of people when it comes down to it we will figure out exactly how many people that is. Also the School Corporation I think is very reasonable in there charges for the actual use of the building. Mr. Wolf was suggesting that there would probably be about an hours worth of custodial time each day plus utilities and so he came up with his figure for the annual expenses for doing that. We have still not been able to get the hours the way I really preferred them. We did compromise and say that each day of the week that the Town can have a certain number of hours and the School Corporation will have a certain number of hours but they will be specific hours. If the clinic is open for 4 hours then we will have 8-10, 10-12 or something like that. Ben Cole for the Insurance Trust felt like it was a little bit easier to track that way.
Mr. Kirchoff: I'm assuming then if there is an emergency each part will cooperate and say come on in, that type of thing?
Mr. Lydick: (inaudible) does belong to the Insurance Trust. It would all depend on if there was a (inaudible).
Mr. Brandgard: I would think if there was an emergency you would take the emergency room rather than a clinic. It's a good thought.
Mr. Lydick: Another point that I want to talk to the Insurance Trust about and that is, they think we should have our separate prescription cabinet. I don't necessarily think that would be necessary because the physician writes a prescription, Novia can track that because they know how much they charge and so I would hate for the School Corporation to have a thousand pills of this certain drug and we have a thousand, and it expires before one of us gets it used up. So I am going to try to convince them that we may need to increase the levels because there will be more employees participating, but not necessarily have separate cabinets. Hopefully we will be able to get that done. The cost would be the same whether we have a separate cabinet or not. Novia will actually be developing a contract between or how all of this is going to work with the Insurance Trust and the Town of Plainfield. So what I am seeking now is, if you have the desire to continue in this process? So the next step is to get the actual contract written and then of course that contract would be presented to both parties and be reviewed by legal counsel and then be presented to the Board of Directors for the Insurance Trust and also to the Town Council for approval. Then once that is done then they can start recruiting additional positions and so on.
Mr. Brandgard: I think we should consent to keep moving on this. Obviously there are some questions we have or areas that we may not like but I don't think they are so far out of line not to go ahead with it.
Mr. Kirchoff: Good work.
Mr. Brandgard: Tim do you have anything from engineering? Don, do you have anything from transportation?
Mr. McGillem: Yes, one additional item. In my last report I furnished you all a copy of a draft memorandum of understanding with Mr. Reed Johnson's dental office associated with the conveyance of the right a way subject to the Town taking down the house garage area there. That draft report was subject to Mel's legal review. I received Mel's comments the MOU that I submitted to you in my report this time is with legal input and I guess I would follow subject Council approval and if Council sees fit would like that approval to where we go forward. We are ready as soon as Mr. Johnson signs the agreement also to then develop the conveyance documents and then we are ready to take the house and garage down.
Mr. Brandgard: I'm comfortable with it.
Mr. McPhail: I would move that we approve the MOU with Dr. Reed Johnson for the right a way and the demolition of his buildings per the Town Engineer's report.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and second to approve the Memorandum of understanding between the Town and Dr. Reed Johnson related to the right a way acquisition and the demolition of the buildings on his property as discussed and presented this evening. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
Mr. McGillem: That is all I have.
OLD BUSINESS
Mr. Brandgard: Old business.
Mr. McPhail: Mr. President, I guess I will consider this old business. I think everybody is aware that the Chamber of Commerce and the Kiwanis Club has scheduled the Quaker Day parade for October 2nd. We just checked our files recently and found out that we had not gotten approval from the Council to do that. We have met with the Police Chief and Jason and got everything under control except final approval from the Council to do that and we would request that we are able to move forward with the Quaker Day parade on October 2nd.
Mr. Brandgard: Consent is granted.
Mr. Kirchoff: Under old business, I have an item that Rich had indicated I believe in his report about some of the contacts that he has had from residents on Brookside Lane. Would you like to elaborate on that?
Mr. Carlucci: The neighborhoods that I have live in Jonathon Drive well they all connect to Brookside Lane so I'm on Brookside Lane a lot and when I go on the trails, especially to get to the east trail on Dan Jones Road, I always go on Brookside Lane so I am pretty familiar with the area and I drive down the there a lot. We sent the letters out and we got calls back everybody was really nice about their concerns and they were very understanding. One thing I have learned over the years if you are standing on a sidewalk and watching cars go by, there is no way you can tell how fast they are going. There is one way to do that so some people think they look faster, depending on your prospective. I have had some interesting comments out there. The signs are up by the way. One comment that they made is that they are concerned about the speed of the traffic that will go through there and they tied that into what if our cars are parked on both sides it tends to be kind of trap calming. Bill says it is traffic calming until you need a big fire truck through there and it is not so calming. But on a whole they were concerned about the speed of traffic there. They were concerned that this was not discussed with them prior to the (inaudible). Again they are by putting them all on one side of the street, that east side of the street they said well then you are really inconveniencing the people on the east side of the street. So you got all of those issues that echo. But I will tell you on the other hand, we have done this in other places in Town, at least two that I am aware of since I have been here. The idea is to get the people through there. I would certainly think we should ask Chief Mitny if not to at least check the speeds out there to see what they are doing down that roadway. I don't know when the busiest time is out there. But anyone who has been down there from Section Street to Buchannan on Brookside, the streets are already narrow through there and it is also pretty dark. They have trees that are overgrown and typically one car garages and they cannot help if they park in the driveway to be over the sidewalk. But most people on bikes do not use the sidewalks, runners will use sidewalks typically but there are walkers who walk there. I don't see that many of them that do that. I just want to make you aware of these comments and that everyone last one of them that contacted me was very polite, very understanding and maybe we can do this and see how it works and if there has to be an adjustment then we can certainly bring that back to the Town Council.
Mr. Kirchoff: I tend to think we should give ourselves six to nine months or something to monitor it and see what the speed limits look like and look at emergency vehicles getting through there and just monitor it and then review it and if we need to make modification we do it.
Mr. Brandgard: Yes, I think when we have a narrow street and then you have people parking on both sides and from the Fire Department standpoint it is hard to get the engines through there sometimes. Opening it up for that and you can't increase the speed but I think if there is nothing coming towards you they are moving fast anyways.
Mr. Kirchoff: Well we have ways to slow traffic down so we can monitor that as well.
Mr. Carlucci: Let me give you a good example, if you are going north on Brookside there is that one house on Buchannan Street if you go north on the left hand side. They have so little parking there, it's a little Jeep Wrangler type thing parks off the curb between the sidewalk and the curb on the wrong side of the street, he is facing north on the west side of the street he should be on the other side. This is just the problems they have in that area right there. Now all these years I've been here I have never seen anyone park like that there. I think that may be something because the area is really between the curb and sidewalks for the right of way. I don't think it is helpful coming around that curb and see it there.
Mr. Kirchoff: Is there a way for us to kind of just close the loop with the people and that we've had this discussion and we are going to go ahead with it for now but monitor it and if they have any... and see somebody will remind us in six to nine months that we do follow up. I just wanted Council to hear what Rich has heard.
Mr. Brandgard: Thank you for bringing this up under old business. But I think in 2008 we had John Swift and his brother were in here talking about the issues he was having with his property because there is a old County bridge that is very narrow and in the process of disintegrating and it is impacting his ability to sell his property. The other thing is the land around that bridge is now controlled by Fish and Wildlife and those compounds. The issue of trying to get anything done out there so we have researched it and we have had several meetings with the airport to see if we can get them to help with it because they are the ones that gave the land to Fish and Wildlife and see how we can get this resolved and also with the County. He had sent a letter last November for whatever reason we did not respond too. He sent another letter so we need to respond to him and let him know what we are doing and that we haven't forgot him. Trying to deal with the Fish and Wildlife is difficult at best. So we have got an issue there, although he has a big issue too so we are going to continue to work to see what we can get done. Like I said it is difficult to work with Fish and Wildlife.
Mr. Kirchoff: I had down to bring up later. My only concern is I got the letter and I thought I was the only one and then I found out Kent got one, so apparently all did. Reason why I appreciate you bringing it up is that we will respond as a Council and that we should not individually respond to Mr. Swift, we can communicate that to the absent Council members that will be helpful.
Mr. McPhail: I would like to make one comment. We've obviously spent a lot of effort trying to work with the Airport Authority and the Fish and Wildlife to do something about that area. But the fact remains is that they are unable to sell the property for industrial development. That is probably not true if they were to try to sell it as farm ground which it has been all these years. Their frustration is they can't sell it for what I and I agree with them it is probably the highest and best use.
Mr. Brandgard: Especially since there is so many out there wanting to buy it for that.
Mr. McPhail: But the fact is it does not impede for the current use, they continue to farm. I agree with them that is not the highest and best use and future use of the property but there are some major hurdles. I think we need to continue but I think we need to respond officially from the Council.
Mr. Carlucci: Recently Mr. Brandgard we had a meeting that was arranged by Mr. Bennett to talk about land use issues and that issue came up again and we have another meeting this week on the 16th which is a regular Land Use Advisory Committee meeting. One thing I have noticed is that what I am trying to push is that they have farmland that they own, matter of fact you can see it going down Ronald Reagan Parkway, they've got land there that they aught to help try to fix this problem. They are going to farm that land but I doubt they are going to put that much on it in terms of structure. They've got land available places that they can help correct this problem.
Mr. Bennett: When you say they are you talking about the Airport Authority?
Mr. Carlucci: Yes, the Airport Authority.
Mr. Brandgard: That was a long discussion in that meeting over that subject.
Mr. Carlucci: Other good news is that my understanding is the Airport Directors going to stay so we don't have to start this discussion with a new one and have to start at square one again we don't want to do that. I will somehow find out how to bring that up Thursday. We will go from there and then I will try in a separate meeting with Mr. Bennett and John Clark and discuss some ideas I have for that land, because they only seem interested in getting this resolved and I want to keep pushing that issue.
Mr. Brandgard: It might be a good idea to share the letter with them.
Mr. Carlucci: That is all I have, thank you.
NEW BUSINESS
Mr. Brandgard: New business.
Mr. McPhail: I do have a little new business, the Chamber and the Kiwanis you know took over the parade two or three years ago and it had been operated for a number of years through the Quaker Church and in the first year we tried to expand that and have an all day festival type thing in the Downtown area and we weren't very successful in that first year but we didn't expect to be and then we got into the construction. So in the future we would like to see this grow into a Quaker Day festival and a weekend program. Maybe Friday, Saturday, and Sunday afternoon and as part of that program we've looked at bringing in a quality carnival in the Town to entertain the teenagers and that kind of thing. The desire to keep all of these functions in the Downtown area, and there are not too many places we can do that so I've had discussions with our parks director and whether it is a possibility to use the P.Y.A.C. to have a carnival. Clay and I have discussed that and he's investigated with his irrigation people and that type of thing and we believe that we can probably use the center area where those soccer fields are without too much damage for that. But I don't want to proceed with any perceived approval or anything like that unless the Council doesn't approve it and that we may not get it done for next year but now is the time to contract those people if we want to do that. It is interesting that two years ago we or actually last year we thought about doing that at Metropolis as a temporary basis. The carnival people did not want to go to go into their mall to do that. They wanted it to be near residential neighborhoods and away from other activities. That was a little bit surprising to me but that certainly was their last choice of a place to do it. I guess we would like to know what you think, whether we should pursue them or not. It is not urgent that we get a decision tonight but it is something I like…
Mr. Brandgard: I agree with you that we need to start planning for next year. The North Salem festival was a three day festival and they have rides up there along with the booth and stuff. Interesting enough they closed 236 down at 6:00 on Friday night and don't open it again until sometime Sunday night. I don't think we can get away with that on 40, but... but I think it does draw a lot of people and it is something to start working on. The biggest issue is the insurance issues which…
Mr. Kirchoff: What other plats did you consider?
Mr. McPhail: I couldn't think of anywhere else to keep it in the Downtown area. Thinking about the pass system and a flea market or maybe some areas like that and set some craft booths up and between P.Y.A.C. the Quaker Church trying to keeping it in, we have to have plenty of parking. How many parking spots do we have Downtown Joe? Didn't we just talk about that?
Mr. Kirchoff: 528 or something like that.
Mr. McPhail: Over 500 in the Downtown area so the whole theory is to try to keep this function in the Downtown area. I've not had any experience in how damaging those things are...
Mr. Kirchoff: Recalling the one County Fair and all of the compassion of the ground and all the foot traction around the rides and that sort of thing that would be my only concern would be damage to the soccer fields Clay.
Mr. Chafin: (inaudible, not speaking in mic)
Mr. Kirchoff: I'm not thinking so much of that as much as I am thinking of…you know if you've been to a County Fair and you see what happens with the foot traffic, it can really compact the ground and I would be concerned to what that would do to the soccer fields.
Mr. Brandgard: I think it is something you need to look at.
Mr. Kirchoff: I do too; I like the concept of it, just trying to think of location.
Mr. Brandgard: I'm going to jump in on another subject since you answered a question I wanted to hear, 530 parking spaces Downtown. There is a business that is located in another town that I talked to about expanding here and their concern about not coming here is lack of parking Downtown.
Mr. Kirchoff: Did you get the study that was in your Plan Commission packet.
Mr. Brandgard: You brought it back up in my mind that is something we need to let people know where the parking is at and how much there is as we go forward with the Downtown revitalization piece. Thank you.
Mr. Kirchoff: Again, back to, I don't know if it was Rich's report or an email from him. But I also read the article in the paper about communities passing the ordinances on the spice. Do we simply want to ask Council to draft something?
Mr. Brandgard: We have the model ordinance from Boone County.
Mr. Carlucci: That is what Hendricks County drafted but it is not adopted.
Mr. Kirchoff: Should we ask Council to draft something?
Mr. Brandgard: I think so, I think it is important. I don't know if we have a problem, but if we do I want to be ready for it.
RESOLUTIONS
Mr. Brandgard: Under ordinances we have Resolution No. 2010-18 The Ballou Annexation.
Mr. Kirchoff: Any comments on that for us Rich?
Mr. Carlucci: Yes, it is approximately 7.7 acres and it is located on directly north of the cul-de-sac on Whitmore Estates and it would be east of 267.
Mr. Kirchoff: Does it join 267?
Mr. Carlucci: I don't think it goes all the way to 267. I'm pretty positive it doesn't. As far as I know we were going to recommend this is just the first step to get the process going. There will be an annexation ordinance at some future date; we've got to get the public hearing done. But we would suggest that it be R-2 which is single family which is exactly what Whitmore Estate is right now.
Mr. Kirchoff: I move to approve Resolution No. 2010-18.
Mr. McPhail: Second.
Mr. Brandgard: We have a motion and a second to approve Resolution No. 2010-18 the Ballou Annexation, if there is no further discussion roll call vote please.
Mr. Bennett: Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Town Council Resolution 2010-18 is adopted.
Mr. Brandgard: Thank you. We also have a Resolution No. 2010-19 the amendment #5 to Plainfield Comprehensive Plan.
Mr. Kirchoff: The only question I have, I know it is just cleaning up something we've overlooked. Is it appropriate for us to do that with only three of us here tonight?
Mr. Brandgard: We can hold off.
Mr. Kirchoff: They are non Plan Commission members that did not hear Joe's explanation of that anyway so.
Mr. James: Holding off is not going to affect anything or anything coming up.
Mr. McPhail: I move we delay the action on Resolution No. 2010-19 until the next meeting.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and second to delay action on Resolution No. 2010-19 until our next meeting. If there is no further discussion all those in favor signify by aye, motion carried.
Is there anything else to come before the Council this evening?
Mr. Kirchoff: Kudos to the Parks department, well done.
ADJOURNMENT
Mr. Brandgard: If there is nothing else I 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.
