Mr. Brandgard: We have a few items on the consent agenda.
1. Approval of Minutes of the regularly scheduled Council meetings of Monday, February 28, 2011 and Monday, March 14, 2011.
2. Approval of Minutes of the Monday, March 14, 2011 Executive Session.
3. Second Reading of Ordinance No. 03-2011: Sewer Operating Budget 2011, Ordinance No. 04-2011: Stormwater Operating Budget 2011 and Ordinance No. 05-2011: Water Operating Budget 2011.
4. Approval Parks and Recreation Director's, and Town Engineer's reports dated March 25, 2011, IT Director's and Transportation Director's reports dated March 26, 2011 and HR Director's report dated March 28, 2011.
5. Approval of December 2010 and February 2011 monthly reports for the Plainfield Town Court.
6. Approval of February 2011 monthly report for the Plainfield Fire Territory.
7. Approval of additional aerial photography and mapping by Williams Aerial Mapping totaling $4,450.00 per the Town Engineer's report dated March 25, 2011.
8. Approval of a proposal from Banning Engineering in an amount not to exceed $53,220.00 for engineering services associated with phase 2 of the South Hills drainage project per the Town Engineer's report dated March 25, 2011.
Are there any changes or corrections to the consent agenda?
Mr. McPhail: I move to be approved as read.
Mr. Gaddie: Second.
Mr. Brandgard: The motion is second to approve the consent agenda as read. If there is no further discussion roll call vote please.
Mr. Bennett: Ms. Whicker and Mr. Kirchoff are absent tonight.
Mr. Gaddie- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for March 28, 2011 is adopted.
Mr. Brandgard: Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Do we have any business from the floor this evening? Is there any business from the floor? Being none coming forward we will move onto the Town Manager's report.
TOWN MANAGER'S REPORT
Mr. Carlucci: Just a very short report, with the efforts of Mr. Lydick and the Town Attorney, Mel, we now have all of the clinic agreements, the three clinic agreements between all of the parties, so we are ready to go.
Mr. Brandgard: Very good.
Mr. Carlucci: That is all I have.
Mr. Brandgard: And the good part, we have started the informational meetings for the employees.
STAFF REPORTS
Mr. Brandgard: Staff reports? Do we have anything from Parks and Recreation?
Mr. Thorne: Just one item tonight. On our report, we talked a little bit about the challenges we were having with trying to get quotes with trying to get some of the slide maintenance. I consulted with Mr. Daniel today to try to get some guidance for how to proceed with the limited quotes that have come back for that work and it is getting to be crunch time, we needed to get some direction. We do have one other possibility for a quote coming out of Atlanta, so no matter what we are kind of at the mercy of the folks that do this type of specialty work. We did ask a local contractors and most of them were not in a position where they wanted to take on that work.
Mr. Daniel: When Nate and I talked earlier, they have requested quotes as required by the statute and at that time he just received one quote back, but at that point like I told him is all the statute requires is that the request be made and the fact that you don't get three back doesn't mean that the Town can't go forward with one, and like I've told him in the past when we've even taken bids sometimes and we just got one bid back, Council then makes the decision either to accept that one or to go through the quote procedure again or go through it here instead of a bid procedure. So the Town Council can make a decision to accept the one he's got or to ask him to go get more quotes.
Mr. McPhail: Is the one bid have within your estimated budget?
Mr. Thorne: It actually exceeds the budget, and I've talked to Mr. Bennett and he's assured us that we have options as far as to be able to cover some costs. This is much like other things with our facilities that starts to show some wear and tears on things that we weren't really aware of until you have the slide experts there to tell us. But according to Mr. Bennett, we do have the financing to be able to do the work. Now some of the work that is quoted, we think we can do in house so the number would come down quite a bit but we need to get moving towards what we can get done first.
Mr. Bennett: As I understand Nate, the quote is not an amount that is not exceedingly higher than what was budgeted but it is a little bit higher.
Mr. Thorne: Right and now we have some other options as far as funding.
Mr. Daniel: I might say too, and Nate has already explained this but for the benefit of anybody that does the type of work on these slides, it shouldn't surprise anyone that there are very few companies that does that sort of work. These are not your run of the mill playground slides or something and so I would be surprised if there were a lot of people that did this type of work, I think that is kind of limited to a group of people who work on these.
Mr. McPhail: I certainly think it is important that we get that facility ready to open on time and if there is a limited number of suppliers, and the vendor that we have is a qualified supplier, and we don't think it is out of line, I think we aught to move forward.
Mr. Brandgard: I tend to agree with you, we are getting up on the season and so we need to get on whomever we decide to go with, get on their calendar quick and the other part is getting them in here getting it done before the season opening which is coming pretty quick.
Mr. Thorne: I'd like to say that this vendor is the manufacturer of our slides so it's somebody that obviously has a familiarity there, and that is one of the reasons why other folks don't work on their slides when that comes to play.
Mr. McPhail: Do we need some kind of a motion?
Mr. Daniel: Yes.
Mr. Brandgard: It looks like the total is $71,000.00.
Mr. Thorne: We think we can do it much less than that, I would recommend that there would be not to exceed $40,000.00 maximum.
Mr. McPhail: And who is the supplier?
Mr. Thorne: Splashtackular
Mr. McPhail: I move that we contract with Splashtackular and not to exceed $40,000.00 to repair the slides for the Aquatics Center slides.
Mr. Gaddie: Second.
Mr. Brandgard: We have a motion is second to approve Splashtacular and not to exceed $40,000.00 to repair the slides at Splash Island and also the indoor Aquatics Center. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
Brian, do you have anything from the Fire Territory? Bill, do you have anything from IT?
Mr. B. Castetter: I'm supposed to offer any questions about the piece in my report that talked about the upgrading of the skills set of the part time opening that we had. I'll try to detail in there if anyone has any questions about that. I'll be glad to answer them.
Mr. Brandgard: I only have one question, I'm in an agreement with it, but the skill requirement there will we have problems hiring somebody not so much what you are requirements are as but to do that and then do the clerk work there.
Mr. B. Castetter: That is going to be quite a task; we are going to take a look at that. It will be somebody with a pretty high level set and then also somebody that does some mundane things if you will. We want to take a look at that if we don't find that person then we can't fill it, but we think we can find somebody that can do all of those things. Otherwise we will have to take another run at it differently. I understand what you are saying, we have thought about that.
Mr. Gaddie: Look at the summertime for summer help, it will be hard to find somebody that could solve the problems but for two or three months a college student or something. Maybe somebody that is in that field and going to school.
Mr. B. Castetter: We might be able find someone that could sit in there and go back to school. But we will need your consent to move forward, and I really wanted to specifically wanted to make sure you understood that is not a shared position with DPW now, it is a shared position between IT and Engineering, so Jason is on his own.
Mr. Belcher: One particular thing we thought of with this particular person, we might be able to automate some of those mundane tasks that right now we are doing manually.
Mr. McPhail: I certainly approve the concept if they can find the person. So I think that we aught to move forward with the search anyways.
Mr. Brandgard: We give consent for the search. Thank you.
Lois, do you have anything from billing? Steve, do you have anything from Communication Center? Chief Lees, do you have anything from the Police Department? Tim, do you have anything for Engineering?
Mr. Belcher: I just have the one item I would like to talk to you about, the Main Street drainage project, or the sewer separation project. Just to give you a real brief refresher where that was at because back in the summer when we last talked about it. It is a project north of US 40 east of State Road 267 or Avon Avenue. It essentially goes about a block or so deep, maybe a little bit further than a block north of US 40, and it is an area that we don't have a separated sewers in that area so this would separate a bunch of sewers and repair a bunch of drainage and the problems we have in that area and go back and repave the alleys that are in pretty bad shape when we are done. We did a job back in December with six bidders, John Hall Construction was a low bidder, their bid amount was $906,117.47, the Council allowed us to give a tentative award to that company based on that low bid but we didn't go forward because of the financing package that we were trying to combine with the Department of Corrections utility arrangement we are trying to work out with them. But that arrangement and that agreement has taken a lot longer than expected. The bid hold on this project is about to run out, we have about two to three weeks to make this decision or else the contractor has the right to get out of his bid. This was an estimated cost of about 1.3 million dollars compared to the $906,000 and certainly we don't know if we bid it again, we wouldn't have that fortunate of a bid, so I'm asking for permission from the Council to allow us to go through with that and fund that with our funds on hand, using Wes's creative financing and find some funds that we have available to fund that project in hopes that if we do close the loan later that we can refund those accounts but there is no guarantee of that so if we go forward we would have to have the funds available and soon that we wouldn't get those funds but I really do believe that will go through it is just a matter of when we are trying to go through on that. So I can answer any questions you might have and again, this is not the last time to make this decision if you are not ready, we have one more Council meeting but the day after next Council meeting is the last day we have to decide, so I thought I would bring it up tonight with hopes that you are comfortable to move forward and if you are not, we still have some time.
Mr. Brandgard: I would like to see us move forward with this, I hope that number one that the price is right, and if we have the funds we can allocate to that, while we are waiting for the other set of funding to come along, we aught to move forward for something that has to be done and if we wait too long we will lose the price and the season again.
Mr. Belcher: That is a good point with the neighborhood there would probably have to put up with two seasons of constructions opposed to one. That alone is what people in this area has already had put up with in that area.
Mr. McPhail: I just think it is extremely important that we get it done in this construction season and everyday we lose right now could cost us, and we are just about finished with this. The folks in that area deserve to get that drainage fixed and get those alleys fixed and the window or opportunity is open, and if we go through the bidding process again it is going to delay us several months and we've got a local contractor that we know is going to do a good job and we got a good price and I just think we need to move forward and fund it as best we can and if we go down the road, we can always repay those funds out of storm water fees if that is the worse shape we get in.
Mr. Bennett: Mr. President, we do have the funding available for that and it will not have any negative impact on the rate payers, in fact it will be a positive impact because of the reasons just mentioned by Mr. McPhail, so we do have the cash on hand. I hate to, not that I hate, it is a little scary when Tim says creative, but it is legitimately creative financing. We are in good financial shape and what we have done over the last four or five years has put us in a position to be able to move forward and have a positive impact on the rate payers.
Mr. Brandgard: I don't think that delaying the decision two weeks is going to change whether we get the SRF funding or not, even if they did approve it, you wouldn't have time to get it.
Mr. Carlucci: When you say US 40, it affects fear for those people that the road is going to be closed down again but really most of this is off of 40.
Mr. Belcher: All of it is.
Mr. Carlucci: It is in the neighborhood on the north side so we are not going to, unless for some tie in or something, but basically the work is not on 40 and 40 will be basically still ok.
Mr. Belcher: That is correct.
Mr. McPhail: I would certainly move that the Town Engineer move forward with and award the bid and get the project moving, with local funding.
Mr. Gaddie: Second.
Mr. Brandgard: We have a motion and a second to allow the Town Engineer to move forward with the north of US 40 projects with local funding until such time we can obtain SRF or other methods of funding. If there is no further discussion, all those in favor signify by aye, opposed, motion carried. Thank you. Don, do you have anything from Transportation?
Mr. McGillem: Not a whole lot other than what was in the report. I'm sure that you have all started to see a few isolated areas on 40, contractor started to get out and finish it up little bits and pieces. We are putting on some remaining skirts on the lighting standards a few signs up and working on repairing the sidewalk, the remaining sidewalks that are remaining to be put in. So we are starting to see a few activities starting to spin out. The current bid pretty much has everything done on 40 by the end of April, first part of May. As I have indicated before, probably the item that is going to hold up as much as anything until we finish is some of the remaining sod. We just don't know when are going to get in the sod fields and start cutting the sod being available. It won't take anytime to get it put down it is just a matter of getting it out of the fields and having it available.
Mr. Brandgard: When you said sod it made me think of some of the sod they put down last fall, it looked like some of it is collapsing underneath.
Mr. McGillem: They have to go back, we haven't accepted any of the sod or any of the work that is on the project so all of that will be looked at and anything like that will be replaced.
Mr. Gaddie: Don, on some of the entry ways to the side street is it going to get dropped down an inch or two, is that in the makings?
Mr. McGillem: The brick on the south side pavers on the crosswalks, a little bit of a change in the comp active effort that we've done on the north side and now the south side is going to have to be redone on those crosswalks.
Mr. Brandgard: I think I got everybody from staff?
OLD BUSINESS
Mr. Brandgard: Kent, old business.
Mr. McPhail: Mr. President, I just have one item and I may have missed something in reviewing the minutes, the past meetings we authorized the Town Manager and the HR Director to move forward and put our program together for department head training. Did we get that done or where are we at on that?
Mr. Carlucci: Ron has been gone off and on last week or so, but he did send out an email to tie down the dates for the department heads, but we are ready to go.
Mr. McPhail: We got the program put together?
Mr. Carlucci: Yes, it is all put together, and all we are waiting on is making sure when Ron gets back he figures out what day works for the most department heads and their assistants and then we start that and do one a month for so many months and then we may have to look at when we will have to go on some of these because if we do one of these a month it is a one day all day training on a specific item. Different times of year where it is just hard to get anybody. So we have to make that adjustment, but we are in for what we said we will do and we will get it done. I may be into next year, but that is where we are at.
Mr. McPhail: I couldn't tell in the detail of the minutes whether we had the program finalized so that was my question and you told us what is going on and you are going to have trouble scheduling it, and with that many folks you will have trouble but that is good. That is all I had. Thank you.
NEW BUSINESS
Mr. McPhail: Go Bulldogs.
Mr. Gaddie: I've got one item here, I read my email before I came back and it was talking about sports and said this Bob somebody was giving a memory to (inaudible) sports or something and I said Bob Lovell and they said yes, and I said I thought that name sounded familiar. He is going to be here for the grand opening and I think it would be an honor to him; the field up there was named after his brother. They say you call it Lovell Field, and he he'd say Tim Lovell. But Bob has been around and coached and now he does a lot of radio shows and stuff so he is going to be there and it would be nice if we could say something to the Lovell family. I've talked to John Reel about this and John didn't know, he said it would be nice, I was surprised he didn't come down and make some noise.
Mr. Carlucci: He did. He has a set time every month that he comes in to yell at me for something.
Mr. Brandgard: Instead of talking to John Reel you need to talk to Clay.
Mr. Gaddie: I was going to talk to Clay tonight but he is gone, and I'm leaving tomorrow. That is all I have.
Mr. Bennett: I think Clay is aware of him being here and so is Mr. Carlucci so I'm sure they will come up with something appropriate.
Mr. Brandgard: Yes, it is going to be a big deal in two weeks.
RESOLUTIONS
Mr. Brandgard: Doesn't look like we have any resolutions.
ORDINANCES
Mr. Brandgard: Any ordinances tonight?
PROCLAMATIONS
COUNCIL COMMENTS
Mr. Brandgard: Is there any other comments to come before the Council?
Mr. Bennett: I guess I would Mr. President; Senator Lugar is going to be in town on that same morning, I believe I passed that along to everyone, but Senator Lugar will be in town at the Rec Center at 8:30, Saturday morning on the 9th, and that is open to the public. I guess I shouldn't say it is open to the public; it is open to the public for $20.00 cost. It is a fundraiser. Thought it should be noted that the Senator will be in town.
ADJOURNMENT
Mr. Brandgard: If there is nothing else I will entertain a motion to sign the documents requiring signature and adjourn.
Mr. McPhail: So move.
Mr. Gaddie: Second.
Mr. Brandgard: All those in favor signify by aye, opposed, motion carried. Thank you.
