Mr. Brandgard: Plainfield Town Council meeting for Monday, May 14, 2012 is now in session.
PLEDGE OF ALLEGIANCE
Mr. Brandgard: I would like to ask everyone to rise for the Pledge of Allegiance.
CONSENT AGENDA
Mr. Brandgard: We have a few items under the consent agenda this evening.
1. Approval of minutes of the regularly scheduled Town Council meeting of April 23, 2012.
2. Approval of a partial release of retainage to John Hall Construction for Main Street Drainage project reducing the retained balance from approximately $45,300 to $2,000, per the Town Engineer's report dated May 11, 2012.
3. Approval of Change Order Number 1 in the amount of $3,030.00 to the Talon Stream tree removal contract with Williams Tree Company for work associated with limited stump removal and addition of soil cover, per the Town Engineer's report dated May 11, 2012.
4. Approval to add water service lines and meter pits along the Township Line Road project at a cost not to exceed $65,000, per the town Engineer's report dated May 11. 2012.
5. Approval of change order #2 with Banning Engineering in an amount not to exceed $7,000 to complete the construction inspection services for the Leisure River project with Council member Renea Whicker as signatory per the Parks and Recreation Director's report dated May 11, 2012.
6. Approval of an agreement in the amount of $68,400.00 between the Town and Jacobi, Toombs & Lanz, Inc. for engineering design services to provide for additional modifications to the Stafford/Ronald Reagan Parkway intersection with Council member Kirchoff designated to sign the agreement per the Transportation Director's report dated May 12, 2012.
7. Approval to award a contract for stump removal at the Talon Stream redevelopment site to John Hall Construction based upon their quote of $84,990, with funding to come from the State Revolving fund loan, per the Town Engineer's report dated May 11, 2012.
8. Approval for Kim Harvey, Angel's & Doves to hold benefit concert on Saturday September 8, 2012.
9. Approval of April 2012 monthly reports for Plainfield Fire Territory, Plainfield Police Department, IT, Department of Engineering, Utility Billing, Department of Public Works, and Plainfield Town Court.
10. Approval of Plainfield Fire Chief's report dated May 10, 2012, Town Engineer's, Parks and Recreation Director's reports dated May 11, 2012, Transportation Director's reports dated May 12, 2012, and HR Director's report dated May 14, 2012.
11. Approval of Change Order #1 for changed for two Road Rescue vehicles in the amount of $4,700.00 per the Plainfield Fire Chief's report dated May 10, 2012.
Are there any additions or corrections to the consent agenda? If not, I entertain a motion to approve.
Ms. Whicker: I make a motion to approve the consent agenda as read.
Mr. McPhail: Second.
Mr. Brandgard: We have a motion is second to approve the consent agenda as read, can we have a roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for May 14, 2012 is adopted.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Thank you. Is there any business from the floor this evening? No one coming forward we will go to the Town Manager's report.
TOWN MANAGER'S REPORT
Mr. Carlucci: Thank you Mr. President, this resolution will come up later in the evening. Tonight we have Fagerdala Packaging, they are looking to locate a new facility in Plainfield, and as a matter of fact we thought we lost them for awhile, they had some issues to resolve and we are very happy that they decided to locate in Plainfield. They are going to be located at the distribution center located at the intersection of Airwest Blvd, Perry Road. They are planning to employee 80 employees, they will have a payroll of 2.3 million dollars annual payroll, and they will have manufactory improvements that they will have to put in this building at 2.7 million. Logistics and equipment of 1.8 million dollars and IT improvements with the cost of roughly 6,600.00. They have actually been in Plainfield for a while, they were making a search in the industrial park and there were some thing I think that was holding them up a little bit, but they are ready to go and be a part of the Plainfield industrial base that we have out there. I like the idea of having 80 employees that maybe people will find some jobs which will be good. We do have George Wiswall. I don't know if you want to go talk about the project.
Mr. Wiswall: Hello everyone, I am very happy to be here tonight and we are very excited to finally have the opportunity to be kind of the doorstep of starting our project here in Plainfield, as mentioned we've actually been looking in Plainfield for sometime now to start our project and kind of run into some issues of, it seems like the real estate market might be getting a little bit better, because it became more difficult to find a building all of a sudden. We started looking at about a year ago, and there were plenty of buildings, but then all of a sudden everything kind of tightened up and we couldn't find anything to suite our needs specifically, but we finally found something on Airwest Boulevard and we are quite pleased with it. We are a vertically integrated manufacturer of packaging foam to fabricate into cushion packaging. We are headquartered in Singapore and our company is called Fagerdala Singapore, Pte, Ltd. We have facilities in Singapore, Malaysia, Thailand, China, where we have 7 facilities we are getting ready to open another one there. Our first entry into North America was actually was actually in Mexico and then we have a like customer from Mexico as well as from China that is here in Plainfield and we were given the opportunity to start doing business with them, and we have actually been doing business with them here in Plainfield for the last couple of years, but only shipping the stuff from China, and so we finally found the opportunity to grow the business large enough to where we could make it in Plainfield, lets be five minutes away from that customer so we can give them the very best service and lets make the product here in Plainfield and let alone in United States, which for us is very exciting, it is also a big necessity because we make foam and foam ships like air, and so we need to be right next to the customer if we can. The opportunity became big enough that we could grow enough business and now we are ready to be in their parking lot and we essentially about five minutes away from them. Then of course the idea that we want to be able to grow our business outside of Plainfield into other areas of Indiana and take off with it. So we are quite excited to have the opportunity to be in Plainfield and to be able to grow jobs here and to bring our company, our company's culture, and to do business here.
Mr. Brandgard: We are certainly glad to hear you say you want to locate here and we welcome you and adding any jobs in these times, it's a big commitment on your part, so again I certainly want to say thank you, this is great.
Mr. McPhail: You do anticipate trying to pick up additional customers?
Mr. Wiswall: Absolutely, we started a business development outside the one customer that we do have probably within the last three months and we already found that there are companies, large companies five minutes away from us that we have talked to and they have genuine excitement about being able to look at exploring ways to work with us as a manufacturer for their products, and they are large customers that are buying a lot of what we make, only they are buying it from someone else at this point in Illinois actually. We have some very good potentials just right there and it is we are quite excited, but overall I'd say the State of Indiana has the like business for us that we feel we can do very well at.
Mr. McPhail: Very good.
Ms. Whicker: I have a question Mr. Wiswall, in filling your positions and I know as businesses do come to our area, I know there are a lot of time those workers come from outside of our County and what avenues will your company go to get new employees, where will it be advertised and just wanting to check and see if you will be making those advertisements known to local residents.
Mr. Wiswall: Oh absolutely, we have already started using the career builder.com here within Indiana. We have spoken with Cinda and we have also spoken with their contacts at the State of Indiana to gain access to where should we advertise, we need employees and we need to hire people, what are the best avenues for us to hire people in. We are open to any of those avenues because ideally we find people that live within the area.
Ms. Whicker: I know there are many people that do commute into locations around Airwest Park and different proposals are made for us to help those commutes and when I think of people unemployed locally I just would hope that the search for filling employment would be also be local.
Mr. Wiswall: Oh absolutely.
Mr. Brandgard: Thank you very much.
Mr. Carlucci: One of the things that has really helped out our search for employees is the hard work that Council member McPhail did to get Work One in Plainfield because that is right on US 40, so that is pretty helpful and I know in my heart we can't set preferences for employees because we are selecting their employees, and that may be a little more difficult, but the more we can employee in Plainfield, that would be all of our goals anyway.
Ms. Whicker: It would just be great for them to know the employment possibilities to be called upon.
Mr. Carlucci: I think they actually, the site you are looking at is the you looked at originally in that location and they are actually in the building where the International Recyclers are located, they are in that building, and they may be completely full, I'm not actually sure if they are completely full in that building, are they, that's good news, and that means there may be some other buildings on the way in the future. Thank you very much.
STAFF REPORTS
Mr. Brandgard: We will go to staff reports. Chief Mitny do you have anything from the Police Department?
Mr. Mitny: Good evening Mr. President and Council, just wanted to let the Council know earlier this month as usual we always had a good partnership with the Guilford Township Trustees and as usual they are very interested in us being able to maintain the bicycle patrol on the parks and the park system. We asked them again this year if they would be willing to purchase two bicycles for us to expand the bicycle patrol and keep our older bicycles to where we don't have to use them as much and they agreed to do that for us, so the Township Trustees bought two bicycles for the Police Department this year. I just wanted the Council to know that and publicly thank them.
Mr. Brandgard: Again we thank you for the information and the Town Council thanks the Township Board for doing that that is great news. Chief Russell do you have anything from the Fire Territory? Bill anything from IT? Clay Parks and Recreation? Lois anything from Billing? Joe anything from Planning? Jason from Public Works? Tim anything from Engineering?
Mr. Belcher: Two items I would like to talk to over with you, one is an ongoing project to replace the roof and the entire roof structure of the Plainfield Police Department, the Public Safety building, Bowing Engineering after we solicited proposals and qualifications for multiple firms, they were the only one that submitted to the Town the interest in doing this project, they then after we sat down with them about the scope of work what we wanted done out there and the type of facility we have and how it operates 24/7/365, we went through all of those kinds of things with then, they came up with a scope of work and a proposal which I have put in front of everybody there, I think you should have a copy of it. I wanted to read the price proposal and this is a guaranteed maximum price on the contracting that we are trying to deliver this project under they have to give us a guaranteed maximum price. The total price is $396,810.00, that obviously is broken down on the front of the proposal includes a contingency in that total. Anything that would be saved on that job would come back to the Town if we actually find more ways to do it more efficiently as we are building it. Essentially they are proposing a total replacement of not only the shingles but the roof decking itself, and as you might have noticed, I noted in the scope, we actually found a material that is a special kind of plywood that is made now that actually has an energy savings component to it, and we had some energy calculations done and the cost I believe was about $6,000 extra to add that, over regular plywood, but the payback was just a few years on it, so we thought that was a good thing to have in the scope of work and hope that you do too. Certainly we are going with the 40 year shingle, we are going with what they call ice and water shield over the entire roof which is not typical, but again this is not a typical building. This is a building that you don't ever want out of service for any reason and so we raised the bar there again just to try to make this certainly a long term roof structure for what the Town needs. I was trying to think if there is any other bigger items, it does include taking off the eyebrows on the front of the building, we talked about that at another meeting, and also the parapet walls, which we think will also improve the longevity of the roof without as many problems behind those parapet walls and potential for problems with the different things that was involved with the eyebrows, those were essentially two purposes they had an architectural need or use for them but they also had some ventilation associated, and that ventilation has been covered within the scope of work, they are going to reroute the ventilation to other roof vents that will be behind the structure on the backside of this structure, so the change on the architectural view based on the countless comments of the last meeting, Joe is helping me take that to DRC tomorrow and if that does change then we won't take those off if they don't like them or we will come back to you and talk about it. Right now we are anticipating that we believe the building looks good without it, again if they agree then that is what we will do, go forward with it as you guys saw it last. I wanted to again just be here to show the proposal, ultimately what I would like to get tonight if you are comfortable, we don't have to do it tonight since you just received this, but essentially the next step in the process if you are comfortable with the dollar amount and going forward with a G max contract, we would compare that contract and provide that to Mel. We have been using a standard form in our prior contracts, so we would use the same format get that to Mel between now and 29th meeting hopefully be ready for approval at that point. I think both Wes and Rich worked on the financing side of it and find that we do have funds available in a Capital Improvement Fund to do the work if you would like to go forth, so with that I will stop and if there is any questions I think John is here to answer any technical questions about he scope and would be happy to…
Mr. Kirchoff: You may have covered this last time, but how are you going to do it, basically you are taking the old roof off and putting a new roof on and keeping the building in operation.
Mr. Belcher: I will let my roofer answer that question.
Mr. Albertson: John Albertson, I'm with Albertson & Son, Inc., could you repeat the question sir?
Mr. Kirchoff: You are taking an old roof off completely down to the trusses and you are going to put a new roof on, but never shut the building down.
Mr. Albertson: The procedure will go similar to this, you will provide adequate manpower and starting early in the morning the crew will strip shingles and whole sheets of plywood will come up with shingles on them, we will zone the work so that we will do maybe 20 squares at a time, and when that is cleared and the nails are pulled they re-deck it, they do the interior modifications first down along the soffit which is the big problem then they will turn around and start decking, all the decking will get laid and then the ice and water shield will be placed. Prior to tearing the roof off, the gutters will be removed, because they are something that will have to get out of our way, all the parapet wall demolition will be done, the eyebrow will be done, so you get everything ready to go and then it is a matter of mayhem, they rip the roof off, they quickly re-deck it in the ice and water shield. Part of the reason we ice and water shield it is water tight, it is not like black paper, the next day they would shingle that section and then they would repeat the process again, deck removal, new deck, ice and water, and the only compromised area is where those two come together, there is a toothing action with plywood, so you don't have a continuous seam, so there is an element of waste because where they tooth that together the next day they will have to cut it out and proceed on.
Ms. Whicker: On bright sunny days.
Mr. Albertson: We spend more time watching the weather than anything else, there is an element of risk, but we only proceed on days that are only assured of.
Mr. Kirchoff: I'm sure there is certain areas of the building that have more productivity than others and so I would assume we are focusing on like the communication center would be critical from a….
Mr. Albertson: Absolutely, and that is part of the reason Tim and I work so close with Bowen is, we made it crystal clear to them there is no possibility of error and we've just stressed that just as hard as he can, so there will also be contingency plans incase of a freak storm, they will have ample tarpage, huge tarps that will immediately be pulled over the building and then work can proceed into the night if we had to and to pull the tarps get the deck down.
Mr. Kirchoff: When you get your schedule I'd like to watch that, that would be fascinating project.
Mr. Albertson: We are hoping to start in June.
Mr. Belcher: It's a kind of project again this delivery method being one of the two or three that we can use as a public agency and for this building certainly I think it fits very well because of the concern over its operation, also a lot of energy savings that is going to be involved in this because of the ventilation problems and the other things that we have found as we looked into this.
Mr. McPhail: Do we need a motion?
Mr. Daniel: I think right now you just need consent for them to go forward with preparing a contact to submit to the Council.
Mr. Brandgard: Consent.
Mr. Belcher: Thank you very much, we will bring that back hopefully at the next meeting and get it to Mel hopefully well before that. Another item I would like to cover tonight, Mr. Kirchoff asked if we could have an update on the DOC project right before the work session on sewer that didn't happen because the schedule got messed up a little bit, so I thought this is one thing I can bring to the Council meeting and go through it quickly and hopefully get you up to date on where we are at and I also provided in my report, and I hope you got the example of the very up to date open book pricing spreadsheet that I get, also a contingency spread sheet showing how the dots been tracked, so I have just a few things to go back through the history, you will remember most of this I think. When we started this over a year or two ago, the real problem with the DOC sewers, the DOC sewer was it was leaking. The sewers in that area, it is a very large area being served by sewers followed all by the State have not really been maintained very well and the sewer system was leaking heavily into the Town's system. That resulted in a couple of things because we had a meter that all that flow came through that the State paid a bill on which that was not necessarily a bad thing for Plainfield, we received a lot of revenue, but a lot of the revenue was based on clear water coming to our waste water plant. Every gallon of clear water has to be pumped and moved and that wears out our plant and things it takes capacity away so there was a negative for us, so we were facing old leaking sewers contributing to our plant and system. We also have an agreed order in our confined sewer system that we have to as a Town address and this was just contributing to our combined sewer problem. We had issues we had to deal with, the State was paying where all State taxpayers more than they should have on this and they couldn't find a way to fix this problem. There is three general areas that we are working over here, just to remind you, the names change a lot and the acronyms change a lot but we have what is called STOP, short term offenders program, that area is what we all think of as the old boys school. The Law Enforcement Academy is south on what is called Sugar Grove Road or 700, and that is also hooked into the same system, it has a pumping system by the way which we are going to eliminate as part of our project. Then there is the Plainfield Correctional Facility which is a group of buildings on the western side of the property that is a prison facility plus a lot of support buildings and all the things that go with it food preparation, laundry, a lot of water and sewer use over there. There is three basic things we are doing over there, we are replacing four miles of pipe to begin with, that is just to give you a scope of what is going on, there is four miles of piping between 6” to 18” sewer out there, so there is lot of pipe in the ground, some of it we are going to replace and have totally replaced so new mains, new manuals and new lateral pipes, but we have also implemented, which a lot of this is internal lining of the sewer, so you take the old sewer that is in the ground that is relatively good shape after you video tape inside of it with new cameras and things and then you actually put a new lining inside of that pipe and it creates a new pipe as good or better than the original , and without having to dig up the entire area to do that. It is not inexpensive itself, but what you save is paving replacement, and you save concrete and things above that that have to be replaced when you have to tear something up to a sewer in. So there are certain places that make a lot of sense and we are using a lot of that. We can also do the same with man holes, you can line those vertically and we have done some of that in this project, so we've used different technologies, again this delivery method has allowed since it is a design build to fit the right process to the right situation and that again, I can't say enough about how much this has worked and I don't know that there ever could have been a way to deliver this project other than this method, I really have tried to think about it and I don't know that there is a way because in the public realm if you would have tried to design this you would have spent years trying to design this and you never would have found the things we are finding as we are digging up in 100 year old areas and things, and then we are separating storm water, just storm sewers that end up connected to the sanitary sewer and that happens in our Town, it happens out there, so we are taking care of that. This is sort of the big picture but that is the Plainfield Correctional Facility, all this group of buildings over here, of course Law Enforcement Academy is down here, and then this is what we think of as the Boys School, which is now the STOP facility. There are also some miscellaneous but not inexpensive issues, you've got some homes that were part of the states ownership and they have employees who might live in those homes as a part of their compensation, we just recently realized we had forgotten about this one here, which I think might be the Superintendents house Wes?
Mr. Bennett: It used to be, I'm not sure if it is now, I think somebody is still living there.
Mr. Belcher: It is on a septic system and we are going to get that onto the sewer and that is just something that in these jobs these things come up and you just have to find a way to deal with them, and we've also found some piping that was essentially one building was built laterals built to that building, well then 20 years later another building was built and they just extended off of that lateral and they extended off of that lateral it is just construction that was easy to do but it wasn't the right thing to do, so we are going to correct that and it will come back to our system as clear water at some point so as we find these problems then we are going to correct them, so our goal is to leave the State with the facility that they, within their secure facility they are going to maintain it still, we are not going to take care of that, they have to take ownership of it, so we want to make sure it is in good shape and that they will have something that is easy to maintain. Major hurdles we talked about, how do we fund this, it is obviously not the Towns problem, and how do you design and construct in a secure facility like this. The forbid able loan that the State Revolving Loan Fund came up with for us, essentially I would call it a grant, they came up with a new term, essentially something we don't have to pay back, so the money was provided by the State to fix the problem and that was through very creative financing on the States part, and I give them a lot of credit for coming up with the way, because there was no way it was going to get repaired with out them doing that, and they were spending money they didn't need to of our State dollars. So they came up with a solution and then Guaranteed Performance Contracting a design and build delivery system within the public realm allowing us to do that has made this possible I think, it caps the cost of this Guaranteed Maximum Contract, so we as a public agency have a cap on our cost, we know it is not going to cost anymore than a certain amount, and then through the open book pricing we get to see the cost as they are spent, so the savings that are found we see that and it comes back to the Community or the project, so you have sort of protection on both ends, the contractor is guaranteed he won't go over price, and he's also said I will open my books to you so you can see what I am spending. It puts them on the hook for that and that is a good position I think for the pubic to be on. It tracks the costs of labor and materials and that is what we will look at that in a minute on that spreadsheet. There is really no formal change orders, but obviously our change is, if there is any construction project that you are digging in the ground you are going to have changes, you have to find something and deal with it, so when changes and problems occur, what happens is we as a team, that our engineer, contractor, and the State in this case when you have a secure facility, find out what the best solution is to that problem and then we address it and then the cost are the actual costs to solve that problem and we track those as the project goes on and it is the budget that we have to work with, those again job costs are tracked and the savings come back to the Town. Now again this is a forgivable loan, if the funds, if we get to the end of this job and we have money left over we really don't want to send it back so we can ask the State if we can use it on another Plainfield project that we are under certain guidelines through use for other sewer projects or other issues around Plainfield related to the sewers this money was loaned for that reason, we have to go back to them and ask permission, but if there is savings we would like to go ahead and spend that on some other project. If it was just a Town project like the Police Department project that money would go back to the where ever it came from. This was our Guaranteed Maximum price on this project was 4.26 million dollars, it is directed to save through the loss of infiltration and inflow 7.9 million dollars over 15 years, so that gives you a sense of how fast this is for all of us as owners essentially of that system and also we have beneficiaries because our waste water plant now can be used for waste water instead of clear water, so that is another benefit on top of that I believe that we seed to hopefully sell that to a new home or some other project that wants to come in Plainfield. We are also going to eliminate a similar lift station that doesn't need to be there, by building a sewer that doesn't need to be built. Here is where we are now, current status in the Law Enforcement Academy we are done over there except for a few laterals, there was lining done and those few laterals that we have to dig up and replace, but that is basically done. We found they didn't have a grease trap at all, again one of those problems you run into and they have a pretty big facility out there for food, so that was a problem we were receiving, grease coming into our system. They were probably having that problem too in their lines getting built up, so we put a grease trap in for them and they needed it, it was one of those things they really needed to have, they either didn't know it when they built the facility or they added the cafeteria later, but the bottom line it was necessary. The correctional facility, most of that is done, we have some service to that property on Moon Road I talked about which I think was the superintendents property or formally. Some laterals, it looks like we can dig some of these up cheaper than we can line them so we are right now trying to make that decision, but most of the sewers in the correctional facility were 50's era, so not nearly as bad of shape as some of the other ones in the STOP facility. So we saved the best for last, we are in the STOP facility now working and that is slow going that is tough in there because there is no mapping and there is just really very little to go on and the oldest buildings and you've got a lot of resdients in there to deal with and how they move around the facility, and all I can tell you is the folks over there are really working with us well in terms of the security people getting our folks in and out and that kind of thing which is huge, it is all about production and the cost of doing the work, so they are helping us out. That is the oldest part of the project so we are about half way done in that and things are going slow, but we are on schedule pretty much. July was the substantial completion projected date; October was a final completion projected date, so we are good shape schedule wise. I did put the continancy sheet and what they give me, sort of a spread sheet each month on the what they call the buyout sheet, this is what Bowen tracks and provides to us, it is awfully hard to read on here, but just to give you the green or essentially each fo those lines represents a task that needs to be done on a project, it could be a subcontractor that got prices for them to do, say dewatering and that is a good example you will see in the green line there is dewatering. Every green line there is savings that they have already realized, the project has realized that the Town has realized. Dewatering for example, when we cross the creek down there by Friendship Gardens bridge, the contractor anticipated having to dewater across that low area when we built a sewer deeper than the creek, pretty logical assumption, and there was I think 50 or 60,000.00 in dewatering cost built into the project, well we didn't spend that money, it wasn't necessary. They got there, they started digging, they are like this is still dry, the further they dug the better off it got and things were fine we got across that entire low area without hitting any water. Just back when PYAC was built, or the Al and Jan Barker Facility, there was water in the trenches there. So it is one of those things in construction that you never can tell, but essentially if this were a normal design, build, project, and a contractor got this job, that $50,000 would be in his pocket and that is good for him, if he got the job and had that assumption in there, that would be his additional profit on the job. In this case it is back into the fund of the project, so it doesn't mean they won't find water up in the stock facility and have to spend it, but essentially that is potentially going to happen, so myself and Dan Burnay the Project Manager for this, we are both sort of cautious about getting too far ahead with what we are saving because you just never know till you get out of the ground what you are going to hit, it could be a rock, we've hit pipes we didn't know were there and we had to deal with that kind of stuff so throughout the job you are trying to manage that risk and all the blue is something they assume they are going to save, they think they are going to see a savings on those lines, the yellow are things we didn't know were going to happen, so you can see the yellow is a lot more there, dollar wise we are still in good shape, but there are a lot of items that have happened, grease traps and things like that that we didn't know were going to happen that have happened and we had to deal with them so, but this is essentially a monthly to a bi-monthly report I get that shows where we are on the job. I think the numbers if I remember, this is just the contingency, sorry I'm getting too far ahead of myself, but the contingency started out on this job, was $385,000. So the yellow lines that you saw on the last page, most of them are contingency items that are coming off of that 385 every time we find one, so it is slowly being reduced, it is at $75,000.00, so the 385 has now come down to 75, however the savings within the rest of the project, it is projecting out right now to be well over $400,000, so on other items dewatering it hadn't had to be done. So overall, the project is potentially projecting as much as $500,000 to $600,000 in savings over that guaranteed maximum price. So we are really in a great shape from a financial report, from the progress standpoint and again just going back to why we went out there, we're accomplishing the goal and again we couldn't do it without, we got a good partner in Bowen and Butler Fairman, and the DOC folks, because somebody at the highest level at the DOC has said you guys are going to help them get this done, you are out there to fix this problem so you guys need to…we meet monthly with them, the department heads are out there working and they have really done a good job helping us with security and other things you have to do to run a project within a secured facility. One thing I will tell you about it, I almost hesitate to tell you but it is the reality of doing a project, any project, but going in a facility, tools are critical, making sure you have every tool accounted for, you do not lose a tool within a secured facility. Well apparently this has been about three weeks ago, at the end of the day one of Bowen's guys was short a hammer, and I mean they reported that because they had to shadow board every took, they had to paint a line over every tool that comes in and they paint a line on every tool that comes in that facility and when it goes out, well they couldn't find the hammer, so they spent 3 or 4 hours digging up the sewer they had just put in and they found that hammer in a 15' deep trench. So not a good day necessarily depending on how you look at it, but the bottom line we have to work within the rules we have there to work with and things happen on jobs like this, but they found it and they put it back up on the board and it is where it is supposed to be, so anyways those type of things occur on projects of this size, and so far they run a really good job out there, and I think the State is pleased and I know that I am pleased with how it is progressing. If you have any other questions about this project I will be glad to answer them for you.
Mr. Bennett: I have one thing Tim, one of the ancillary parts of this deal was the compost, the Superintendent Smith has approached me on two different occasions during my time out there for the Advisory Committee that I am on out there, and they said they are ready to move forward with that if the Town is ready to move forward, so they would like to talk to us about that.
Mr. Belcher: It will be a good time to get started, fall is coming. A few things were done as the trail was going through, which is also part of that because there was some drainage issues with that facility so I think we got that cleared up, so we will try to get started on that.
Mr. Brandgard: Tim, thank you. Don anything from Transportation.
Mr. McGillem: Not a whole lot, just to elaborate on the report. They are paving on the west end of the project from Dunkins out to 267. The bridge is totally complete I was out there this morning and they were lifting out there final false work from underneath the bridge. They said they had a few temporary bracket holes to fill. So within a couple of weeks we are hoping to have those folks, Dunkins and the others on that end coming out to Dan Jones Road and we will be blocking off starting the east bridge at that point and time. It is not to say there if anyone has been out there, I know Robin goes in and out there quite often, if anyone that goes in and out there, there is work going on from one end of the project to the other. Storm sewer, most of the underground piping is all in, storm sewer trunk line is probably about 40% in the ground. Of course the bridge contractor is wanting to jump over and get finished with that east bridge , but it is all going really well, I think we've had some real big contractors, we've got the people that is living in there that are experiencing discomfort, it is hard to build something like this and without it being a major disruption and to the people on the project, trying to keep the dust down as best they can, a hot day, the kind of equipment we have running up and down it doesn't take long to dry it out, dust flying again , but it has moved pretty well and I think we are going to be very comfortable in getting the project competed by the end of the year as we projected.
Mr. Brandgard: Thank you, just a quick comment, there are still people that drive around those barriers down into the construction area thinking they can get through there where they want to go.
Mr. McPhail: And it is a maze to do it.
Mr. Brandgard: It is just amazing that people can't read and understand signs. Thank you. Have I missed anyone in staff?
OLD BUSINESS
Mr. Brandgard: Old business.
Mr. Carlucci: I have one item under old business. The materials that I have distributed to you, there was an agreement in there for the Hendricks County Economic Development Partnership.
Mr. Kirchoff: We have that under new business.
Mr. Carlucci: Oh, I did have it under there? I'm sorry, I will wait.
NEW BUSINESS
Mr. Brandgard: Kent any new business?
Mr. McPhail: I will defer to Rich.
Mr. Carlucci: At the last Council meeting I distributed an agreement between the Town of Plainfield and the Hendricks County Economic Development Partnership. We have been using an agreement for many years and we requested the Council, Mel and I went over the agreement and put one together, and I think has had a couple take a look at that, if it is your desire to go forward, I would like to have the Council approve the agreement and have a and have Council President Brandgard sign it and forward it to the partnership for their review.
Mr. Brandgard: Any comments? I am ready to go with it.
Mr. McPhail: I am really pleased with the proposed contract and I think it has covered all the issues areas that we talked. I would make a motion hat we approve the contract and have President Robin Brandgard sign on behalf of the Town.
Ms. Whicker: Second.
Mr. Kirchoff: the only comment that I would make is I hope it is the first step in reducing funding, I would like to see the funding level be reduced even further because we are sending them money they don't need for another year or so, but with that said I know we can't get you where you want to be overnight, but I think they still have some work to about there funding level and the particular cash flow they have sitting there. I think it is a start and I hope next year we would propose to reduce it even further.
Mr. Brandgard: We have a motion and a second to approve the Hendricks County Economic Development Partnership Agreement what is before us, with myself as signatory for the Council, if there is no other comments or…
Mr. Kirchoff: I would hope that somehow we would communicate this to the other municipalities that are funding this as well and encourage them to take a look at their funding level as well, I don't want to be the Lone Ranger here Plainfield, but we certainly need to look at ways to reduce the tax fund. Rich would you do that or how are we going to get that done?
Mr. Carlucci: Actually I've already talked to a couple of the Manager's, obviously they can't commit anything, but they are in the same kind of discussions.
Mr. Kirchoff: Good, thank you.
Mr. Brandgard: All those in favor signify by aye, opposed, motion carried, and thank you.
RESOLUTIONS
Mr. Brandgard: We have two resolutions this evening. First is Resolution number, 2012-14: Authorizing Agent for Mediation.
Mr. Kirchoff: I would move that we approve Resolution Number 2012-14.
Ms. Whicker: Second.
Mr. Brandgard: The motion is second to approve Resolution number 2012-14 Authorizing Agent for Mediation.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council Resolution Number 2012-14 is adopted.
Mr. Kirchoff: I will also vote yes.
Mr. Bennett: I am sorry Mr. Kirchoff.
Mr. Brandgard: We also have Resolution Number 2012-15, Fagerdala Packaging Personal Property Tax Abatement.
Mr. McPhail: I move for approval.
Mr. Kirchoff: Second.
Mr. Brandgard: The motion is second to approve Resolution Number 2012-15 The Fagerdala Packaging Personal Property Tax Abatement, if there is no further discussion roll call vote please.
Mr. Bennett: Mr. Kirchoff- yes
Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council Resolution 2012-15 is adopted.
Mr. Brandgard: Thank you.
ORDINANCES
Mr. Brandgard: We already have one Ordinance for First Reading and adoption. Ordinance Number 03-2012. Use of Compression Brakes within Corporate Limits of the Town of Plainfield.
Mr. McPhail: I move we approve.
Ms. Whicker- Second.
Mr. Brandgard: I have a motion and a second to approve the second to approve the third reading and adoption of Ordinance Number 03-2012 the Use of Compression Brakes within Corporate Limits of the Town. If there is no further discussion roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
Plainfield Town Council ordinance 03-2012 is adopted.
Mr. Brandgard: So I have one ordinance for its first reading, it is Ordinance Number 04-2012 requiring a General Business license.
Mr. McPhail: I move we approve the first reading.
Mr. Kirchoff: Second.
Mr. Brandgard: The motion was second to approve the first reading of Ordinance Number 04-2012 Requiring a General Business License. If there is no further discussion roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Kirchoff- yes
Mr. Brandgard- yes
First reading of Plainfield Town Council ordinance number 04-202 is approved.
Mr. McPhail: Mr. President I think this new ordinance on requiring a business license I certainly see staff working with the local press and get an article out notifying the public we are working on that, it is a big change for us, but it is pretty simple and maybe Tony can get it in the Waterline and Brad with the Chamber.
Ms. Whicker: And the reason how it will help us provide the services for the Fire, Police, knowing the pros those business owners will get because of this.
Mr. McPhail: You know the very reasonable fee of $25.00 is really reasonable, it provides data and will be a plus for the Planning and Zoning Department, Police and Fire department, but we would be good if we could get some publicity.
Mr. Kirchoff: I would consider instead of a general business license, maybe it is a public safety registration.
Ms. Whicker: I think it is important because of the instances that we had getting the business owners and trying to locate them and having a hard them in order to get things done or safety or concern or ordinance related that you just have somewhere where we have that information on file to go to.
Mr. Brandgard: That is a good idea.
COUNCIL COMMENTS
Mr. Brandgard: Is there anything else to come before the Council at this time? If not I entertain a motion to sign the documents require
Mr. Kirchoff: Do we have any staff that is scheduling a work session anytime soon?
Ms. Whicker: Budget sessions, have we discussed any?
Mr. Bennett: We have not; I will bring some dates to the Council to the next meeting.
Mr. Kirchoff: Are you thinking June or July?
Mr. Bennett: July.
Ms. Whicker: At our next Council session we moved due to the holiday?
Mr. Kirchoff: Did we pick a time for that?
Mr. Bennett: June.
Mr. Kirchoff: 15th of June.
Mr. Belcher: Yes, for the sewer.
Ms. Whicker: Did we say the 15th of June at 10:00?
Mr. Kirchoff: June 15th at 10:00.
Ms. Whicker: Rec Center north parking lot is where we are meeting, right for our next meeting we are not meeting in the Council chambers for the work session.
Mr. Brandgard: That is our work session, are we talking about a work session?
Mr. Carlucci: Yes.
Ms. Whicker: What is our next meeting?
Mr. Kirchoff: Our next meeting is 29th instead of Monday.
Ms. Whicker: Ok, thank you.
Mr. Kirchoff: I move that we adjourn.
Mr. McPhail: Second.
Mr. Brandgard: All those in favor signify by aye adjourn.
