Mr. Brandgard: Plainfield Town Council for April 25, 2011 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 on the consent agenda for this evening.
1. Approval of Minutes of the regularly scheduled council meeting of Monday April 11, 2011.
2. Approval of March 2011 monthly reports for the Plainfield Fire Territory and Department of Planning and Zoning.
3. Approval Parks and Recreation Director's report dated April 23, 2011, Town Engineer's report dated April 22, 2011, IZT Director's report dated April 23, 2011, and HR Director's report dated April 25, 2011.
4. Approval of an amendment to an agreement between American Healthways Services, LLC and Town of Plainfield designating Council Member Renea Whicker as signatory per Parks and Recreation Director's report dated April 21, 2011.
5. Approval of Change order #1 to the contract between the Town and Calumet Civil Contractors resulting in a credit of $3,166.22 for final quantity adjustments associated with the US 40 Streetscape alley restoration project per the Town Engineer's report dated April 22, 2011.
6. Approval of a General Services and Project Management Agreement between the Town of Plainfield and Albertson and Son Inc., dated April 12, 2011, authorizing Council President Robin G. Brandgard to sign the agreement after review of legal form of agreement by the Town attorney, per the Town Engineer's report dated April 22, 2011.
Do we have any changes, corrections, or additions to the consent agenda?
Ms. Whicker: I move that we approve as read.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and second to approve the consent agenda as read. Roll call vote please.
Mr. Gaddie- yes
Ms. Whicker- yes
Mr. McPhail- yes
Mr. Kirchoff-yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for April 25, 2011 is adopted.
Mr. Brandgard: Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: We will go to Business from the floor, and I think we have Plainfield Rotary Club that wants to say something, if you would come to the podium and give us your name and address please.
Mr. Miller: I am Mike Miller; I am with the Plainfield Rotary Club. The Plainfield Rotary Club is seeking to help pay for the access trail at Friendship Park down to the new Memorial Gardens. This Memorial Gardens has been there for a while, there is the three anchor trees that are in place now and I think he is ready to proceed with this garden and expand it and so we are going to present a check to for $1,800.00 to the Parks and Recreation to help pay for that access trail down there through to that garden.
Mr. Brandgard: We appreciate that, Clay would you say a few words about the Rotary donation and the access trail.
Mr. Chafin: We started this conversation over a year ago and we talked about doing this project on the southwest corner of Friendship Gardens and so they had discussed about ways to contribute to the Town other than doing the Teacher of the Year, which they continue to do. They applied for a grant and were successful, so yes, we are very pleased that they were awarded the monies and look forward to get something going this year and get that access down to that area.
Mr. Brandgard: Thank you. Again from the Council I would like to thank you for your donation and again, and when that gets done we should have a marker down there saying that the Rotary Club donated that. I certainly appreciate your efforts and I know Clay does and I'm sure the rest of the Town will when it is done. Thank you so much.
We have the Optimist Miracle Movers. They want to tell us a little bit about the Miracle Field.
Mr. Weaver: Good evening, Matthew Weaver, I live on 333 N. East Street here in Plainfield, Indiana. I have some pictures, your IT guy is trying to work that out so we have a small video of what we have, the Miracle Movers is Plainfield's newest Optimist Organization, we are dedicated to providing services for children of different abilities, we want to make sure that these children get to participate in organized sports and things that they wouldn't normally get to do. Right now we are currently in the Aquatics Center with a swim class on Wednesday night from 6:30 to 7:30. We've been out there for four years and this year Optimist, the Miracle Movers has taken that over. We have 28 children in that program right now, it's an awesome thing. We had an exhibition ball game at Hummel Park last summer, and we are very much looking forward to Miracle Field and being able to have the children on that. This summer we are going to continue with that and start a league and in the interim while we are waiting for this to be finished, Hummel Park has graciously allowed us to use the ball diamond out there. We also have planned a bowling, which we have a Brownsburg bowl has donated their facility for us, so when it is hot out, these children can't be out in the weather, they can go bowl. Then we also have Zumba coming up, there is a new business starting on Main Street that has allowed us to have their facility on Tuesday evenings so these kids can do dance and participate in those kinds of things. But we are not only in Plainfield, but it is Optimist Miracle Movers of West Central Indiana and we have families from Danville, Brownsburg, Indianapolis, and Martinsville. There is an organization in the State that caters to everybody; you all had an organization that caters to a specific illness or a specific child. We want to make sure that everybody gets an opportunity. Again, we are just looking forward to being able to use this field and get it going and it is just an awesome thing for the Town of Plainfield to be this forward and thinking this will be the only field like it in the state of Indiana. This Town is a leader in that kind of thing and it's just an awesome thing for us to be a participant of it and be able to see this throughout the entire community.
Mr. Brandgard: Appreciate what you have told us about it, I think all the information we get is very helpful. Sorry the electronic media didn't work. I keep hearing about this presentation you have with the video and how good it is. One of these days I'm going to get to see it.
Mr. Weaver: Your IT has a copy of the DVD, and he is trying to get it copied to a flash drive so we will leave it with you and then you guys are more than welcome to pass it around. You will need a box of kleenex's, we were able to shorten it down to three or four minutes, so you won't need the whole box, and I welcome any and all of you come out on Wednesday nights at the Aquatics Center and visit to see the experience and come out and see what we are doing with these kids, it is an awesome thing.
Ms. Whicker: Mr. Weaver, I did want to say that I know the kids and families that are participating in your programs are the direct recipients, but indirectly, there are so many volunteers that you have looked for in the community that have come out and worked with these children and we've always hoped that we were a community of values, but it is very touching to see our citizens and the kids out there working with these kids and giving their time, and I think they get out of it just as much if not more than the families, the families that are there for those opportunities so thank you for giving those opportunities too, to the kids to be able to help and get a greater appreciation too.
Mr. Weaver: Yes, a big kudos goes out to Plainfield High School and those children has come up and stepped up the ball team, the softball team, they've come out and volunteered and had a great time and it is a testament to our community that these kids are willing to come out and give up their time, and are upset when they schedule a practice at the same time they are supposed to be out there and they are distraught because we have practice and they get on the coaches and say now we have to be out here to swim or we have to be out here to do that, so it is really awesome to see these kids show up and have the community kindness that they have at such a young age.
Mr. Brandgard: I don't want to get any hopes up too much, but I know we are working to try to get some additional donations to the funds that we have already collected and set aside for the Miracle Field. I am hoping before long we can make a good announcement. Thank you for coming in. Is there any other business from the floor?
Mr. Zupan: Hello, my name is Dennis Zupan; I live at 1207 Reeves Road, in Plainfield. I just wanted to bring up a concern we've had for a number of years, we've lived there for 15, 16, 17 years now, and the last several years we've had trouble with dogs running through the neighborhood and we've called the police a few times and their resolution is to call Animal Control in Danville. The concern is that by the time Animal Control from Danville can get to Plainfield, we really don't have any resolution to the dog problem. Occasionally they get lucky and they pick the dogs up and then the next day they will be returned to the owner and they end up running around the next couple of days in the neighborhood. We are coming into spring again; we get outside a lot, spend a lot of time in the gardening and just spend most of our time at home. It is really difficult to keep your yard looking good when the neighbor's dogs just keep running through the flower gardens and sneaking up on you and scaring you when you aren't paying attention. They are about 85 pound dogs and they are different breeds, so I just wondered if there is a leash law in Town, can it be enforced, does it have to go to Animal Control or what can be done? That is my main concern; we don't seem to have much success in anything we've been trying.
Mr. Brandgard: First of all, we are glad you brought that in to us, and I can't tell you what we do have exactly.
Mr. Carlucci: Our ordinance since 1990 has been that dogs have to be on a leash and cats; any animal has to be on a leash. They cannot be running at large. There is a fine in there and the officers can write a ticket and send you to the Town Court. We have done that before, I think there was an issue up on North of Franklin Park in that neighborhood up there and a gentleman got multiple tickets and finally he understood to keep them in the yard. They don't have to be on a leash, they can be in a fenced in area, but they can issue a ticket for that and go to the Town Court and they can resolve that there.
Mr. Zupan: So you are saying we should be able to call the Police Department and have them come out and take a look at it when those dogs are out?
Mr. Carlucci: I think it is a matter of identifying the dog with the owner.
Mr. Zupan: That is pretty easy to do.
Mr. Carlucci: I know Chief Mitny is out there, I don't know if he wants to add any more to that.
Mr. Mitny: We have had animal control out several times, they've even picked them up and I know they have been cited a couple of times. It is a hard issue to keep a handle on, all I can say is to call us and we will come out and cite them and hopefully the judge will keep fining them and we will go from there. I know a couple of times we've had animal control pick them up, we were hoping that they wouldn't get them back. That hasn't been the outcome yet. Just call and we will come out.
Mr. Brandgard: Thank you. I hope we can resolve that, if not, come back and let us know. It doesn't sound to me like it is something we will get a handle on real quick but eventually we should get it taken care of.
Mr. Brandgard: Thank you for getting that up and running. The card you handed out earlier means more now that we have seen that video. At least it does for me. Thank you, you are doing a big service to the community, and when I say community, I mean the large community that we have, again thank you and we will continue to do our part and get that Miracle Field going. Thank you. Is there any other business from the floor?
TOWN MANAGER'S REPORT
Mr. Carlucci: Just quickly I know after seeing this video that there was a pancake breakfast Saturday at the Rec Center, Clay you want to talk about that a little bit.
Mr. Chafin: I had my fair share of pancakes and sausage. I got a report today that they had about 250 folks show up and after expenses were covered, they cleared about 700.00, so all of that will go toward the fund that we have created. It was a pretty good turnout, I think we had some competition that we didn't know about, but despite that and the weather it was a pretty good day.
Mr. Brandgard: I have to echo your sentence there, it was a good day. The players seen people come in and the other half of it is I got to go down and see my grandson and go to his swimming lessons at that time.
Mr. Chafin: The Kiwanis was the organization that helped put that on and got everything going for that.
Mr. Carlucci: This is a related item, Clay and I have been mining in the Industrial Parks looking for funds for the Miracle Field, and it is pretty tough right now with everybody holding onto their money. We have two pretty good prospects that I think will come through, and I assume they are not going to be able to fund all of what we would like to have out there in Miracle Field, because I think the estimate I got for the Miracle Field is around $330,000.00 and the reason it is so expensive is because you are actually putting Astroturf down so that not only can the child run, but the adult has to be with them, and some are in wheelchairs, so it is very expensive but we think we have a line on some dollars out there so then we can hope by that then we can sell other businesses out there to contribute. So we will keep after it, I report to the Council on this in my report and I think in my last report I sent you I talked about that a little bit, so we will see how it turns out.
Mr. Brandgard: Great.
STAFF REPORTS
Mr. Brandgard: Joe, do you have anything from Planning and Zoning?
Mr. James: Good evening, Chief Mitny doesn't know I am going to do this; I am going to catch him by surprise for a bit. I just wanted to thank Chief Mitny and Lt. Jill Lees, especially Officer Caleb Gibbons for helping me out with some situations out on Clover Drive. I had a complaint last week a bunch of inoperable vehicles and Officer Gibbons volunteered to go out there Friday and took it upon himself to tag a bunch of vehicles and work with the property owners to get this situation corrected. So I just want to make sure he gives Officer Gibbons a pat on the back for me.
Mr. Brandgard: Thank you. Chief Mitny, anything from the Police Department? Chief Anderson, anything from Fire Territory? Clay, do you have anything from Parks and Recreation?
Mr. Chafin: I wanted to follow up with you on what we had discussed at our work session last week. One of the items that we talked about there and I wanted to bring to you tonight for your consent and to move forward was the staffing that we talked about. The full time staffing that we talked about. One of the resolutions that you see towards the end or at the end of the agenda tonight deals specifically with that and moving the Recreation program or salary over to the Non-Reverting Fund for opening up the funds for us to hire an additional Assistant Facility Manager. So if you have any additional questions that I could answer or request that we get your consent to move forward with that.
Mr. Brandgard: I think I'm ok. We will handle that at the appropriate spot.
Mr. Chafin: Thank you that is all I have.
Mr. Brandgard: Bill, do you have anything from the IT world? Ron, do you have anything from HR?
Mr. Lydick: Good evening, the insurance team has been working over several meetings to come up with some alternatives for our health insurance program for 2011-2012. They have come up with some pretty significant changes and I feel that the employees should have as much notice about this as possible. We originally scheduled, after changing it several times, the work session for May 26th. If we don't have our work session until May 26th, which means that the Town Council cannot approve any changes in the insurance program until June 13th. I feel that is a little bit late for our employees to make a decision by July 1st. One of the plans is going to stay pretty much the same but there is going to be a significant change in the other plan. So some of the employees may want to change plans and so then therefore we will need to have some time to talk it over with their spouse with that decision. I am requesting that a work session be rescheduled and be rescheduled no later than May 11th, anytime between now and May 11th. The insurance team is not meeting anymore, we already had our ideas planned out, and our insurance consultant is prepared to make a presentation so it is just whenever it is convenient for the Town Council.
Mr. Brandgard: Would Thursday the 5th work?
Mr. McPhail: That works for me because I am going to be out of Town on the 12th through to the 18th, I am committed on the 11th.
Ms. Whicker: 6:00 p.m.?
Mr. Lydick: Yes.
Mr. Brandgard: Jason, do you have anything from Public Works?
Mr. J. Castetter: I have a couple of items tonight. One, you may recall last summer we did a leak survey, they found 60 leaks within our system. We have now repaired all of those leaks. So it is completed. If you recall, the estimated number based on these leaks from what we could determine was a little over 200,000 gallons a day we were losing due to leaks. So those have all now been repaired, I do have budgeted to do another leak study this year to see how far we've come and also detect some leaks that maybe we couldn't hear because of the these leaks. So after we do it this year, it is maybe something we can do every two or three years. One of the largest contributors was fire hydrants believe it or not. We had forty hydrants, some of them have been repaired and some of them have been replaced due to that. Now we are in the process of replacing the 02 bid fire hydrants. The leak is done and we are moving onto another step. The second item I have is, you may have noticed the 700 bridge, and some tracks down by the bridge at Friendship Garden, and we got that cleared off today. With the forecast of rain, possibly 2-4 inches over the next few days, we thought it would be best for our residents to go ahead and have that cleared off. The County's done an outstanding job staying on top of the heavy road bridge and try to get that bridge and a couple of logs and some debris on the Hadley Road bridge that they have been responding after every rain event to clean the logs off. They really need to wait for the water to recede in order to cut it up and get it out of there. But I felt it was the right thing to do is to get it off, so I went ahead and hired a contractor today to remove that, so the bridge is free and clear on 700 and 600 has a little bit, but I think we are going to be ok and the County will respond if need be.
Mr. Brandgard: Thank you. Tim, do you have anything from Engineering?
Mr. Belcher: Just one thing I would like to talk about is the discussion in my report about the part time hire; it is partially for Jason and partly for my department. Sometime ago we lost Ingrid who had been with us for 4˝ years and the Council had supported Jason and I sharing that part time position, we bumped up the number of hours she had as a part time employee and increased her pay, essentially we are going to have to work that out again with a person that knew our system and knew all the people, it was very easy to make that transition and it was working out pretty well. But going in now that we lost her, she found a full time position somewhere else, Jason and I talked about possibly, if it is ok with the Council to go forward looking for two part time people, one for DPW and one for my department. I think we could still fit it all within the budget that both of us have because my hours would be less than they were with Ingrid before we started sharing the time, and of course the wage would be less because it would be a person coming possibly off the street new and wouldn't have to pay the wage rate that we would have pay somebody 4˝ years. If you didn't want to go down that path we could talk to you and find out if that is reasonable, rather than trying to bring a new person in and train them for both departments and share that person just to get two part time. Jason's hours may be more than mine right now because the building is down quite a bit. But what we are getting backed up on now is basic clerical stuff, filing, billing and we don't have anyone if someone came in to receipt anybody who come in the building for building permits, it is the time of day when our guys are out and so that is getting a little bit tough as things start to wrap up here in the spring. So if that is ok, that is the direction we would like to head but I didn't want to go any further until we talked to you about that and if your wishes we go back and share another part time if that is what you want us to do, but I think within the budget both of us could start off with a part time person and still get the duties we need done.
Mr. Brandgard: I believe we have proved the merit of having a part time person in both locations. If you are able to do it with somebody who knew the Town and pick up what Jason had down there with half a day in each area. I still think where we can go with part time we are better off. I would consent to go that way.
Mr. Belcher: Just to close the loop up, on one discussion that came up before the Council maybe a month ago, Bill and I have talked about possibly bringing an IT person in and maybe a higher skill area and using them for some of the other tasks we have but it just doesn't work out within the pay structure, if you can imagine someone getting paid a skilled IT person gets paid doing just Monday in clerical stuff, that just wasn't going to workout so we had to abandon that concept. If that is the direction you are ok with we will head down that path, I will get with Ron and we may find someone, I don't know how we open this up to the internal town employees first on part time, take that step and then go outside once we found out there is not anyone within the Town's part time group that wants another part time job, I guess a different one.
Mr. Brandgard: Great thank you.
Mr. Kirchoff: Tim I have a question on that, maybe Renea can help us. Years ago there used to be a class or a club in the high school that looked for opportunities for people to come out and get some real work experience, does that still exist?
Ms. Whicker: I think those classes are now offered through Ben Davis, it is something I can question and ask, it doesn't mean that if the class is through Ben Davis they still wouldn't be able to work in our community, but I can inquire and if possible forward that information to you.
Mr. Kirchoff: I'm not sure what your skill level is, or how much but that might be something you would want to consider. I had a couple of questions from your report, actually it wasn't your report, and well the first one is not. You sent us a report on a rain event; can you share anymore on that?
Mr. Belcher: We did just get some of the information back from the flow meter, which is one of the things we did when we installed a flow meter in the line, the Buchanan Street line. The old sewer that was converted, the stormwater was taken out to convert a sanitary to sort of observe what it was doing during a rain event, oddly that one, I think it was that Monday and Tuesday event, I can't think of the days right now but we had a really heavy rain at lunchtime, it was a torrential downpour for about an hour, the issues we've been having basic backups didn't occur in that event, then later that night from about 11:00 until 3:00, we got two more inches and that is when we started to see the backups, during that the meter showed this tremendous jump, and I'm talking about the depth that is in this pipe, this is an eighteen inch pipe and you can imagine it going from eighteen inches to forty inches deep or being surcharged, and it did that in about a forty-five to fifty minute period, so it just all at once that happened, so that punched a certain indicators of some kind of a pond getting up and going into that open outlet or a creek coming up, something that we are hoping we can find and quickly repair or quickly fix and eliminate. But we don't know for sure, it took ten to twelve hours for that to go away once it got into the pipe. But again, preventing it from getting there is the issue, so we've been doing a lot of different investigations and trying to look at things. Essentially what we are going to have to do then is during the rain events is be out there pulling different manholes and trying to actually track down where this big flow may be coming from, and just hopeful that we can find it and eliminate it immediately.
Mr. Kirchoff: Was that east into Buchanan, is that where it was?
Mr. Belcher: Yes, the meter we installed, if you can imagine is right at Lawndale and Buchanan. So right along Buchanan which is up the hill and sort of on the flat ground and watching how that depth increased in the pipe, it was really sort of amazing to go up so high so quickly, and in a matter of a one ten minute period, and in that hour it jumped ten inches in depth. So that is an extreme amount, and it points to what we call inflow, inflow is different than inflowtration, inflowtration comes from cracked pipes and people have foundation drains around their houses and their laterals are not all that good in a lot of these older areas and that brings water and problems inside the public sewer. Those are usually slower to get there, but something like inflow is some kind of opening somewhere that goes straight in the system and it is not supposed to be there. There are different ways to try to track it down and you can do smoke testing where you put smoke into the pipe and you try to find the locations and it could be downspouts, the smoke will come up through these downspouts and you can locate it that way, but again these are all against the ordinances we already have in place and sometimes these things happen either unknowingly or knowingly because they have had a problem with drainage and they have opened up something that they probably shouldn't have. We have been doing a lot of searching since that rain event and are continuing to do that based on these meter readings we've seen and trying to tackle that problem.
Mr. Kirchoff: Mr. Rute stopped me at church yesterday and he was telling me that he had water in his basement and then the neighbor that you had alluded to, and I had not read your report yet and I told him I would come back and do that, so I just wanted a little more information from you on that.
Mr. Belcher: Mr. Rute is essentially just a bit further to the east of Lawndale, he's done some protective things, which every resident can do and everybody that has a basement and you have to do certain protective things and quite frankly I was out today on the roof taking stuff out of my downspouts because they were clogged, I had water in my basement last night, so every resident has to do a certain amount of things and Mr. Rute has done some things to protect his basement, so I am not exactly sure where the cross over problem is yet with what is going on there and every basement is just a little different too in terms of what is there and what might be the issue and so we've tried to take them individually and try to give everybody the help that we can give them to the extent that we are only responsible for public side and not the private side but we are trying to help our residents but also find anything that our system might have and needs to be repaired.
Mr. Kirchoff: Then in your report you talked about the Swinford Park, is it painting?
Mr. Belcher: We are painting at the water plant.
Mr. Kirchoff: Yes, how many more days of no rain are we going to wait?
Mr. Belcher: It is all indoor painting, so we are painting tonight. We will be painting the filters and the gallery where the piping inside the building and we will be starting this evening.
Mr. Kirchoff: I was concerned it was outdoors and might want to do some notification to the neighborhood but that is not the issue.
Mr. Belcher: It is all indoors and keeping it quiet is still an issue because they will be working in the evening hours.
Mr. Kirchoff: I misread the report. Thank you.
Mr. Brandgard: Thank you. Don do you have anything from the Transportation side?
Mr. McGillem: I didn't get you a report as you all know. The work going on, on Streetscape is continuing to a degree that we can, about the only thing that is out there we can continue to keep moving on as the plantings seems to be putting plants in whether it is wet or not, then we continue to get those coming in as they are coming out of the field, so they are making headway on that. The brick pavers were supposed to be back this week, they come in from Illinois with the weather report for pretty much this whole week, I would be surprised to see them. Those are probably the two biggest problems left to do out there with the brick pavers and planting. They are coming along pretty good with the plantings. Over on the North east of Perimeter Parkway, the gas company has two crews out there, they are trying to work when they can and AT&T has got their crew out there. Duke Energy is still looking at getting out there next week to get started on their relocation. We are still hanging out with the permit that we need on that, but I've been putting in your reports that we need (inaudible) sign executed by the core of engineers, Bill and I have had that meeting today, hopefully that gets in, supposedly that will be signed this week, it is one document that is out there and until we get that basically INDOT is not doing going forward with the scheduling of the bid dates, I will keep you posted on that, hopefully that will be taken care of this week.
Mr. Kirchoff: You might share that our start date will be delayed but we still anticipate about the same completion date next year.
Mr. McGillem: Right, our start date is effective of course of getting going on the bidding of this year but we have been able to reevaluate the schedule (inaudible), we still feel that we can get the project completed by the end of next year. The biggest thing it is going to do is it is pushing the completion of the round-a-bout at Township Line and Smith Road, further into the school year our original anticipation was to be able to get most of that done when we close down at Smith Road before or outside of the school year. I have had conversations with Steve Day at the Plainfield schools and we are working on what that might do, probably be a bigger impact to the Avon/Washington Township schools and we need to get with them on what we do know the final bid date and are scheduled for that.
Mr. Kirchoff: Another thing we talked about, once we get a bid and we get the contractor in here, we will be notifying the neighborhoods about how it is going to be phased and the access, in fact now we have Shadylane North is going to be a real plus. Give us a brief overview of how you think about phasing that, or can you at this point and time?
Mr. McGillem: Essentially the way we phased, we were going to work primarily on the west bridge first, just east of Dan Jones and also the second phase would have been the round-a-bout at Smith Road. Those two phases will be going on together. Phase two had to be completed essentially before and phase one before you can start phase three which would have been the second bridge over Clark's Creek just east of the Dunkin Donkey Farm and then once that bridge was completed we will section in between would have been completed. What we ended up doing and trying to double up on now is the phase one west bridge, will still go first, that would essentially be phase 1A, 1B would still be the round-a-bout, we would then go ahead and put in a intermediate completion date for the round-a-bout, once the round-a-bout gets completed we will let the contractor go ahead and move primarily on the section in between as long as they can keep the traffic flowing. We are also allowing them to go ahead and move on and work north of the existing roadway on Township Line Road as they are doing phase 1A and 1B, so basically they we are opening up more of the (inaudible) for the contractor to work in, rather than having essentially 1A and 1B completed first. So there is going to be while we are doing these phases under the current accelerated phasing, there is going to be more interruptions of traffic in between the west end of the project than in the east end. But the one thing we said in the contract is that they would have to have the west bridge done before they could start getting work done on the east bridge. Like I say I think we can by doing so it is going to cause a little more disturbance while it is going on, but we can do a whole completion date late fall of '12.
Mr. Kirchoff: Once we get a contractor in there we will confirm that and get that in everybody's hands because I know that is a heavily traveled road and we try to work real hard with keeping access through there.
Mr. McGillem: We indicated to Bill that we would like to get the contractor and get his scheduling in, because we can dictate certain things in the contract to happen but we can't really totally dictate the total construction method. Once we get that from the low bidder then we can go ahead and get with the property owners and get more detail out and so forth and work with the two school districts and get everything tied down.
Mr. Brandgard: Where are we at with 200?
Mr. McGillem: 200, we are looking at going to bid, I think it is the second Council meeting in May, which then we would hope to get from the Council once we have our review of the bid and we give the contractor the notice to proceed which will get him started First of June so that the work is primarily June when you have everything done.
Ms. Whicker: I have a quick question on the sidewalk and the landscaping and the planting, and I know the level of the dirt in the plantings, and in the drainage where the water is retained. The drain is high and I notice the dirt level in the planting is low and I know there is a reason behind that, but it looks like they left dirt out or they planted them too low, and I think it is supposed to be that way and I'm sure the plant there is supposed to withstand all of the moisture, but if you could explain that to me because it doesn't look right when you drive by it.
Mr. McGillem: My wife swears up and down we screwed up. The plantings that go in there, what kind of garden is it supposed to be? It is essentially a wetland that we create at each one of those, wetland planting. Water goes in, the water is designed in the plants that goes in designed to be water susceptible plants, and the water is allowed actually to fill up to the level of the inlet drains in there and kind of filter the stormwater run off through the wetland bed before it gets into our storm draining system. Once it gets up so high, then the inlets will take the water out which will prevent the thing from filling up and butting over into the street and those areas. But what you are seeing is what our landscapers indicated is supposed to be happening. Essentially that is my understanding why those are that way.
Ms. Whicker: So they are a type of an aquatic plant? But that water if it stays there but not at the inlet level it doesn't become stagnate.
Mr. McGillem: No, there is a drainage or filter bed under those so it allows it to then get down in the under drains. So it is not water that is going to sit there and be ponded in there for long periods of time.
Ms. Whicker: I remember the plant; it seems like so long ago when you saw those plans, but then when you see the dirt, the drain, and the plant…
Mr. Brandgard: Quick comment the issue we are having with the core, I mean can't Tim intercede with his invaluable background with the core?
Mr. McGillem: We've talked about that to see if he knows anyone down there that could help out on the thing.
Mr. Brandgard: I couldn't resist the comment.
Mr. McGillem: I will say too that that the fact that we've run into this and it came up late, all of the things that we discussed today, I guess happened that it created the problem that we are in is on the east bridge, the bridge over Clark's Creek, there was a small channel realignment that we were doing and the previous reviewers had indicated that this was not a channel change of significance that would have required the core permit, well late in the game we've got a new reviewer to come in as I did not agree with that and created us to have to file for a late (inaudible) which is what caught us up in the surprise that we got. We can't blame INDOT, we know INDOT procedures, and we know that it has to be in at a specific time, but it is one of those things that we got a new staff person in and they just didn't agree with the previous staff person and we ended up with what we got.
Mr. Kirchoff: It is negative impact on this project but based on our conversation today with Butler, Fairman, and I think we learned that we will stay on top of this in the future and anticipate those kinds of changes. Yes, it's frustrating. I know, Kent, sometimes we learn more from our failures than we do our successes and so I think it was a good healthy discussion today and we will be able to stay on top of it in the future projects even better I think. I don't like the delay but again we still expect the completion date to be pretty much where we planned it to be.
Mr. Brandgard: Great, thank you. Did I miss any of the staff?
OLD BUSINESS
Mr. Brandgard: Kent, old business?
Mr. McPhail: Not really, I just a couple of comments, I thought maybe it was a full moon but I think it has been all of the rain, I have received a few phone calls about drainage issues and that type of thing and I want to thank staff for responding to those. If we get a phone call, and staff will go out and investigate it and normally it will be handled in that manner without any problems and I just want to thank you guys responsible, you do a great job and I appreciate it, so thank you.
Mr. Gaddie: The only thing about the Miracle Field when I was in Florida, the Rotary was really involved in it, they said they had on their website they had the Miracle Field. All the clubs were involved but Rotary kind of geared it up. It might be something you look into.
NEW BUSINESS
Mr. Carlucci: I might be absent about three days this week. My oldest son is getting married, and my “to do” list grew tonight. It's a long time coming and I can't wait.
Mr. Brandgard: It's a big deal.
Mr. Kirchoff: So two world famous weddings this weekend.
RESOLUTIONS
Mr. Brandgard: Resolutions, we have two. The first resolution is 2011-05: Additional Appropriation Park, Non-Reverting Fund.
Ms. Whicker: I make a motion that we approve resolution 2011-05.
Mr. Kirchoff: Second.
Mr. Brandgard: A motion and a second to approve resolution 2011-05, the Additional Appropriation Park, Non-Reverting Fund. If there is no further discussion roll call vote please.
Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council resolution 2011-05 is adopted.
Mr. Brandgard: Thank you. We have resolution 2011-06: Interest by Town of Plainfield in the Purchase of Property.
Mr. Kirchoff: So move.
Ms. Whicker: Second.
Mr. Brandgard: A motion and a second to approve resolution 2011-06, Interest by Town of Plainfield in the Purchase of Property, again if there is no further discussion roll call vote please.
Mr. Bennett: Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council resolution 2011-06 is adopted.
Mr. Brandgard: Thank you.
ADJOURNMENT
Mr. Brandgard: If there is nothing else to come before the Council I entertain a motion to sign the documents requiring signature and adjourn.
Mr. Kirchoff: So move.
Mr. McPhail: Second.
Mr. Brandgard: All those in favor signify by aye, opposed, motion carried, and thank you.
