PLAINFIELD TOWN COUNCIL
April 26, 2010
7:00 p.m. Mr. Brandgard: Plainfield Town Council Meeting for April 26, 2010 is now in session. I'd like to ask everyone to rise for the Pledge of Allegiance.
PLEDGE OF ALLEGIANCE
Mr. Brandgard: We have several items on the consent agenda this evening.
1. Approval of the minutes of the regularly scheduled Town Council Meeting of April 12, 2010.
2. Approval of Second Reading of Ordinance 07-2010: Prohibiting Damage to Municipal Broadband System and Related Facilities.
3. Approval Transportation Director's, Plainfield Police Chief's, Parks and Recreation Director's, Town Engineer's, Plainfield Fire Chief's reports dated April 23, 2010 and HR Director's and Planning and Zoning Director's reports dated April 26, 2010.
4. Approval of a May 4, 2010 hire date for probationary firefighter/paramedic Nathan Poff per request of Chief Byron Anderson.
5. Approval of Change Order Number 010, in the amount of $896.00 for additional water pipe for the turnout gear washer/ extractor resulting in an increase to the MacDougall Pierce Construction, Inc., contract per Fire Chief's report dated April 23, 2010.
6. Approval of the Supplemental Agreement No. 2 between the Town and Butler, Fairman and Seufert, Inc. to develop detailed design and construction documents for the East and West extension from the proposed Hadley Road (CR600/CR700E) roundabout intersection at a cost of $122,500.00 per the Transportation Director's report dated April 23, 2010.
7. Approval of March 2010 monthly report for the Plainfield Fire Territory.
8. Approval to submit a grant application to the Indiana Criminal Justice Institute for personal recording devices grant in the amount of $10,000.00 and authorize the town manager, clerk-treasurer and police chief to sign grant application documents per Chief Mitny's report dated April 23, 2010.
9. Approval to donate $250.00 from the Plainfield Police Department Community Promotions fund to purchase an advertisement for Plainfield High School Yearbook per Chief Mitny's report dated April 23, 2010.
Were there any changes or corrections in the consent agenda?
Mr. Kirchoff: I move as read.
Ms. Whicker: Second.
Mr. Brandgard: motion is second to approve the consent agenda as read. 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 consent agenda for April 26, 2010 is adopted.
BID OPENING: Shady Lane North Street Project
Mr. Brandgard: We do have a bid opening this evening for the Shady Lane North Street Project. Do we have proof of documentation?
Mr. Daniel: Yes we do.
Mr. Brandgard: First bid is submitted by Calumet Civil Contractors, Whitestown, Indiana.
Mr. Daniel: Calumet bid is in proper form.
Mr. Brandgard: Thank you. Total amount submitted by Calumet Contractors is $1,241,870.76 that's $1, 241,870.76.
Second bid is submitted by Denny Excavating Corporation, Indianapolis.
Mr. Daniel: Mr. President, the bid bond that's been the company's bid has the information filled out that you would normally expect to be filled out and signed as the sealed surrey on it, but there is no amount on the bottom. The amount of this is blank, of course the bid specks require a bond amount of ten percent of the bid so that's the first time I've ever seen that. Would any of you like to take a look at this?
Mr. Brandgard: Is there anybody here that is representing Denny Excavating.
Mr. Orster: That would be me.
Mr. Bennett: Sir, could you please come up and please state your name.
Mr. Orster: Steve Orster, Denny Excavating.
Mr. Bennett: Thanks Steve.
Mr. Daniel: It's not you; it's the bonding company that hasn't put the amount in here. That's very unusual, we make a good record on these that's why we open these up in public because it literally is all the signatures the seals of both the merchants bonding company and Denny Excavating Company, and as the attorney arbitrary to perform a task it just has no amount. You can do two things, you can either reject it if it does not technically comply or you can accept it as subject to him providing the town with a proper bond for this project.
Mr. Kirchoff: Can they do that yet tonight?
Mr. McPhail: I look at this as a minor error because my experience with these bonding companies is there is no really fixed percentage, they won't issue the bond if they don't want to put bid amount. I would move the accepted bid subject to proper documentation if you're the low bidder.
Mr. Kirchoff: Second.
Mr. Brandgard: A Motion and a second to accept the bid subject to the proper documentation of the bid bond being provided to us if this happens to be the low best bid.
Mr. Daniel: I was going to say you might want to put a time limit in there.
Mr. McPhail: I would say forty-eight hours.
Mr. Kirchoff: Forty-eight hours of the day or...
Mr. McPhail: I would say forty-eight hours from today, from right now.
Mr. Bennett: Who would accept that? We're not open at 7:15 so is that something that we can change it to the end of business on Wednesday?
Mr. McPhail: Yes, 5:00 p.m. on Wednesday.
Mr. Brandgard: Bill do you still second?
Mr. Kirchoff: I agree with that.
Mr. Brandgard: Again that is for the time limit having to be provided to us by 5:00 p.m. on Wednesday. All those in favor signify by saying aye, opposed, motion carried. Thank you.
Mr. Brandgard: The total amount of the bid submitted by Denny Excavating is $1,164,678.77 that's $1,164,678.77.
Mr. Brandgard: Third bid is submitted by E & B Paving, Inc. Indianapolis.
Mr. Daniel: E & B Paving bid is in proper form.
Mr. Brandgard: The total amount of the bid submitted by E & B Paving is $1,111,000.00 that's $1,111,000.00.
Forth bid, Milestone Contractors, Indianapolis
Mr. Daniel: Milestone Contractor's bid is in proper form.
Mr. Brandgard: Thank you. The total amount of the bid submitted by Milestone Contractors is $1,223,000.00 that's $1,223,000.00
Fifth bid, Poindexter Excavating, Indianapolis, this is the last bid.
Mr. Daniel: Poindexter Excavating bid is in proper form.
Mr. Brandgard: Thank you. The total amount of the bid submitted by Poindexter Excavating is $1,085,400.20 that's $1,085,400.20.
I want to thank everybody that took the time to submit a bid. Engineer's estimate was $1,349,466.00 that's $1,349,466.00. I'd like to ask to have the bid review committee made up of Council member Bill Kirchoff, Don McGillem, Tim Belcher, and Matt Larrabe to come back to our next meeting with a recommendation if possible. Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Is there any business from the floor tonight? Being nobody coming forward we will go to the Town Managers report.
TOWN MANAGERS REPORT
Mr. Carlucci: Mr. President, first item I have is a letter that I received from Brain Peterson, he lives in the Forest Creek sub-division and they would like to hold on Memorial Day, May 31st a block party on Jutland Drive. As I indicated to Mr. Peterson we have to get the Town Council approval to do this. He is aware of that they can block the street but they have to allow room for emergency equipment to get through there and I will need Council's consent to move forward.
Mr. Brandgard: Have the Police and Fire Department looked at that?
Mr. Carlucci: I'm sure they will before the 31st.
Mr. Brandgard: I would ask for your consent based on Police and Fire Department reviewing it and accepting what they've done.
Mr. McPhail: Consent.
Mr. Brandgard: Yes Consent.
Mr. Carlucci: The next item I have is something that will be coming up later on the agenda is the fair and housing ordinance. I sent that to you over the weekend with some explanation. This goes back to the Façade Improvement Program. We received that money, Federal dollars half million dollars through OCRA and one of their requirements is that we have a fair housing ordinance. As indicated to the Council Members over the weekend that I sent, that ordinance really is just following State and Federal Law. It was 1963 or 1964 for our housing or rural regulations were passed at the Federal level. That ordinance that I provided to you all, that information is all from the Indiana code. I believe it is a little bit of over kill, I'm going to try and work it out and see if we can cut this down a little bit. For example, using code citations instead of what they did was type pages of stuff in there and no reason to do that. But it is the law of the land. I've been in Plainfield for twenty-two years and we've never had anybody complain in fair housing violation. In addition if we did have one, this ordinance does provide that we would send it to the Indiana Civil Rights Commission, which they are set up to do that. There is no reason for us to create anything at the local level. Again sometimes you have to adopt these ordinances, but again, it's already Federal and State law and there is nothing new here other than what I hope to do is bring that back to the next meeting and cut down the total number of verbiage in there. There's really no reason to put all that in there so we can cut that down and accomplish the same thing. But I just wanted to bring that to your attention tonight and basically confirm what I sent you over the weekend.
Mr. Brandgard: Just a comment when that first came up, the direction we wanted to have is if we have to have them we wanted one that pretty much posed the Town harmless, but we don't want to have to set up another department to manage it from that standpoint, and I think the way this has been written and the way it is, we don't have to do that. I think that's the key to the whole thing.
Mr. Carlucci: We will go ahead and try to shrink this a little bit before the next meeting for the second and third readings. The other thing I've been working on has to do with one of the trail bond issue from 2007. One of the projects that we had set our sites on and on that list as you recall, we did have a public hearing on this where people got to look at all the trails and sections and I don't want to read this back to 2006 and 2007, but we made it pretty clear that one of the trail connectors that we wanted to construct and actually that was one of the lists that was funded with that bond issue, was a connector along Midnight Pass south to the cul-de-sac and then to the high school we wanted to go straight through we would turn it south, then go east, and then south to connect up to the existing trail one of the reasons that we built that existing bridge over the creek was we needed to get people there safely but the other reason was that we did that so that we could get people to the passage into the high school property.
Now there are already if you've been down there, there are already young adults that are already going through there now. I don't think it's a lot. There is kind of a stigma attached to kids who ride bikes to school to the high school especially, so I don't know if it is a lot that go through there but we would come down a public street which is Midnight Pass connector. And the reason for this is you got a lot of neighborhoods in that area, Creekside Estates and all those other neighborhoods though there the apartment complex, you've got people on the other part of the sub-division just to the east of the passage that are really in that same boat. Your choice to get there quickly, and I've done this before, I've gone out to 267 driven down that way. It's pretty wide but then you know you always take a little bit of a risk doing that. The other way is to go all the way down Center Street go back on the trail system and then do something everybody wants to do, and that is go up that hill on Reeves Road to get back to the High School property. This trail does open up for those residents to get a safer and quicker way on a trail system to get to Hummel Park, Hadley Road, and the high school. So I think that has a substantial benefit, and also it gives residents in these areas a quicker way to get that close to the trails. The opposite way is to go under the tunnel or go to the other trails that we have to that. I sent a letter to all of the residents of the passage sub-division with an attached map and I've received four phone calls to not necessarily against it, two that were against it but not to the point of being, I'm going to come down there or anything like that. And they also had since that time a Home Owners Association meeting, so what I am here tonight to ask is to move forward with this trail connector and ask the Council to approve the contract with Butler Firm to begin design project. Now we will have to go to the school at some point to ask for them to donate the land or give us an easement to put that trail in. I've talked to the superintendent about this and indicated to him that before I came to the School Board that we would contact these residents and send them this letter, which of course we have done. So I'd be glad to answer any questions if you have any.
Mr. McPhail: We have all the right-a-ways except for the school?
Mr. Carlucci: Yes, those coming down the public street.
Mr. Kirchoff: Will they take a right of way at the end of that cul-de-sac?
Mr. Carlucci: I don't think so; the end of that cul-de-sac is the Town's. It's not the houses on either side.
Mr. Kirchoff: I was contacted yesterday from a resident that lives on that cul-de-sac, so his question is why didn't you pick the other street, there are two points we could access that subdivision, his question was why did you bring it all the way up to the west end instead of stopping at the east and saving the town some money and I frankly was caught off guard I didn't know we were pursuing this and I pleaded the fifth, I mean I didn't know, so it would have been nice to have a copy of the letter ahead of time. But I told him I would bring it up tonight and I did.
Mr. Carlucci: I'm just a little confused Bill so you are going to have to help me out here. I know there are two roads but you go in the one road to get in that goes to the east and one goes straight.
Mr. Kirchoff: It's a little less direct, I kind of got caught off guard at church and I didn't want to get into to many details with him but, it would be more direct to go in the way we are proposing, his question was why didn't we consider the other one and it might save us some money?
Mr. Carlucci: I don't know how it would save us some money. It would save us a little money on the trail.
Ms. Whicker: Like you said there is people going that way now and they are going through a field and they are muddy and then they are getting on those sidewalks.
Mr. Kirchoff: I drove down there today and the fence is passable now. People have made it passable and the grass is really getting worn. We've got enough people going through there that you know it's like colleges, they don't build sidewalks until they let the students decide what the routes are and I think they only told us what the route is here.
Mr. Brandgard: Yeah, the people have already found the route that's the...
Ms. Whicker: And that's where they are going.
Mr. Gaddie: You said you got a few letters back?
Mr. Carlucci: I got phone calls.
Mr. Gaddie: You got two for and two against it or something?
Mr. Carlucci: Yes, out of the entire sub-division.
Mr. Gaddie: Yeah, how many apartment units are out there?
Mr. Carlucci: I didn't count the total numbers, I got a couple back that was undeliverable so they may have been the people that have moved or there was nobody there. If I would guess I sent at least twenty-five or thirty letters out there.
Mr. Gaddie: That's mostly senior citizens out there.
Mr. Carlucci: Again it is a public street. We looked at this trail for quite a while. We waited longer than we probably should have. Again this does open up to a lot. This is something I tried to explain to some of residents out there, you know we are all residents of Plainfield and it is a public street, and I think they worry about things that they think might happen but really haven't had on our trail system. I don't expect this to be a very busy trail most of the time. I also think that if we want to get on a safe way and get these neighborhoods in there easier, I think this is certainly one of the easiest ways to do it.
Mr. Gaddie: Well you know I think it gives you a path out and you know what you have going through. You know I only had one call on it and he lives over in the housing and he asked me what his trail was. I guess he talked to people over here and I said what I see on the map it goes through Midnight and passing the drive and one going to the housing. You can't get to that unless you cross the creek. That's all, I only had person call me.
Mr. Carlucci: If history is any kind of indication when that opens up I bet there will be a lot of people from that neighborhood using that path.
Mr. Kirchoff: Rich looking at your diagram, my recollection when we talked about it earlier was that we would possibly have to build one or two bridges to cross the creek because it runs, but your staying on the west side of the creek the whole time. The other comment that was made to us was that there has been right over designated just east of the passage.
Mr. Carlucci: Yes, I understand that and that would require us to build a bridge.
Mr. Kirchoff: It does?
Mr. Carlucci: Yes. We'd have to jump the creek then to get to the other side.
Ms. Whicker: Is that tree line just passed the creek? Where you see that shrubbery?
Mr. Carlucci: Yes.
Ms. Whicker: Maybe it is just a little creek.
Mr. Carlucci: And that is also one of the reasons why we put that other bridge in there instead of having to build another bridge for another couple hundred thousand, more than that probably to go over that creek and all that expense when we had the direct route that we envisioned from the beginning.
Mr. Kirchoff: The Arial seems to indicate that the proposed path is completely on the west side of the creek.
Mr. Carlucci: That is correct.
Mr. Kirchoff: Even if you went to the right-a-way?
Mr. Carlucci: The right-a-way that we have is right across the creek.
Mr. Kirchoff: Well I've been mislead, they told me it was by that burn. Oh it's way down here.
Mr. Brandgard: It's on Providence Estates side of the creek.
Mr. Kirchoff: You're right, I'm incorrect; see I thought it was right here. Thank you for the clarification.
Ms. Whicker: I like the map that you have provided.
Mr. Brandgard: We need consent to move forward at this point I think.
Mr. Carlucci: With Butler Firm and study?
Ms. Whicker: Yes.
Mr. Daniel: Rich I haven't had a chance, is that the contract that came in the materials today?
Mr. Carlucci: Yes, if you will go ahead and look at them and make sure everything is okay then we will go forward.
Mr. Daniel: I will.
Mr. Carlucci: I appreciate it, the thoughtfulness on this I got to talk to some people that I never would have had to talk to before. Which is always good and one lady says well we go to church and when we get that new directory out look me up.
Mr. Brandgard: Come forward please.
Mr. Livengood: If I got it right this is the trail from like the high school north.
Mr. Brandgard: Yes.
Mr. Bennett: Excuse me sir, could we have your name for the record please.
Mr. Livengood: My name is Chuck Livengood, I live at 1280 Renee Dr. and this very subject is one that I am beat up about by my wife to get you all to do. That is one reason why I come to get this trail put in so I'm could tell her now. Thank you very much.
Mr. Brandgard: Thank you.
Mr. Carlucci: One last item and that is there is a letter there that I received from the Indianapolis International Airport. They are putting together a land use committee for the land; I think it is tied into other things. I suspect that Mr. Al Bennett suggested my name to the Airport Authority to be on this committee. I would agree to do that with your consent.
Mr. McPhail: Consent.
Mr. Kirchoff: You need to be at the table.
Mr. Brandgard: I think as you know you got everybody here supporting and backing you up for whatever you need to do.
Mr. Carlucci: I appreciate the fact what they're going to fore set meetings to our meetings coming up. But I wanted to get that to you so that I could respond back to Mr. Clark. Thank you very much.
Mr. Daniel: Rich did you want a motion to approve to move forward on that trail on that contract subject to my review and somebody to sign that?
Mr. Carlucci: If that is the Councils desire? That would be helpful.
Mr. McPhail: You need a motion?
Mr. Brandgard: We need to have a motion because we are going to have a contract.
Mr. McPhail: I move that we approve the Town Manager's request to move forward with the trail north of the high school to the passage and that we approve the contract with Butler Firm to do that design subject to Council review and Council Woman Renea Whicker to sign.
Ms. Whicker: Second.
Mr. Brandgard: I have a motion and a second to approve the Town Manager's request to move forward with the trail from the passage to the high school as discussed and also with the contract with Butler Firm for the design work of that trail system subject to review by Council with Council person Renea Whicker as a signatory on the document. If there is no further discussion all those in favor signify by aye, opposed, motion carried.
Mr. Carlucci: Thank you Mr. President.
Mr. Brandgard: Staff reports, Joe?
Mr. James: Good evening I've got three items for your consideration tonight that were in my report.
The first item is landscaping for the five gateway way finding signs that we did. I got an estimate to provide some landscaping for these signs but I think I sold Clay a little short on his green thumb. The day lilies that they planted last year did come up. So we might be to augment those with more grasses or something if the Council so wishes, so I'd like to reconsider it the first item on the landscaping estimate for the five signs.
The second item is getting the vacant lots around Metropolis mowed. I got an estimate for three different properties number one is the vacant lot behind the old Wal-Mart. It was owned by Premiere then Dominion Group had it and so now I'm not sure who's responsible for it now. I've gotten three estimates to get these lots mowed the first estimate the property number one was $850.00, second estimate was for all of this property $1,275.00, and the third estimate is for all of this area down here it was for $1,955.00 total amount is $4,080.00. Sent the notices out, I've only heard back from one group that's Lance Angle he is the manager of the mall and CB Richard Ellis they may get this area mowed, and this one mowed right here so that leaves this area and this area and this right here, this area right in here and I don't think we're going to get this one mowed. But what I would like tonight is your approval to move forward with getting this mowed and if they don't pay the mowing expense then we will put liens on the properties.
Mr. Carlucci: I would mention there is a specific State Statute about mowing. I think it was revised slightly this year and typically most of those go in effect July 1. But if we do this we need to send the notice and then if they don't respond then you can go mow it and put a lien on the property. I know that you can mow it and then send the notice.
Mr. James: I've already sent the notices.
Mr. Belcher: Were the dollar amounts for the whole year?
Mr. James: No that was just one time, to clean it up.
Mr. Kirchoff: Did you get multiple bids?
Mr. James: I didn't get bids; I just got the one estimate.
Ms. Kirchoff: I continue to be amazed at the folks that would be getting in residential. Pay $870.00 for that little thing and $1,200.00 for the big one.
Ms. Whicker: And those were all provided by the same service.
Mr. James: Yes, that is correct. They did do a good job of keeping this all maintained last year and the east side of Perry Road.
Mr. McPhail: What I just observed driving by, there's a lot of rocks and stuff out there. I wouldn't want to take my equipment in there but I don't have anything to mow that kind of stuff. It's going to be even that little lot up there it's really rocky and muddy. You got a drain through there.
Mr. Bennett: Are you talking about parcel two?
Mr. McPhail: I'm talking about Wal-Mart there, and two is bad. It seems to me the east part of three is a lot worse than the west part of it.
Mr. Brandgard: I think you'd probably want to go through there with a bush hog or something.
Mr. James: That might be why the estimates are a little high than what you'd expect.
Mr. McPhail: Well I think a couple of weeks is not going to kill us to make a decision and maybe we can get another bid or two before we go forward because we may have to justify that to the courts some day.
Mr. Brandgard: I think what you need here is estimates for the folks and you need to have several. They probably use Equipment like the State uses out there. I think you are on the right path here I think it's just...
Mr. McPhail: It's going to get a pretty good growth in the next couple of weeks with this rain that's coming.
Mr. Brandgard: Growing season started early.
Mr. James: The third item deals with the request for more funding for the Town Center Façade Improvement Program. At the April 12th meeting you did approve more funding for the alternate bids that were done by the Ratio the architect and also for the contractor to fund the full amount for the contractors bid and you also asked that we see if we can get more funding from OCRA our grant administrator, Linda Fulford with Banning Engineering did go back to OCRA and they said we've maximized the grant so no additional funding is available from OCRA, but we were able to adjust the approved budgets for the buildings and so we were able to reduce the original request by $20,000.00 and so with the additional funding that was approved at the last Council meeting now all we really need to fund the program is and additional $20,000.00 and this will come out of edit, this will be part of the Town's match. The reason why this funding request has increased is because we've agreed to add a building 116 West Main Street and then we also agreed to do the Center Street elevation for 124 West Main. So tonight all I'm asking for is an increase in the amount of $20,156.60.
Mr. Gaddie: So that is the side building here on Center Street the Strafford building what percentage is he paying on this?
Mr. James: Fifty percent, he agreed 50/50 instead of the 80/20.
Mr. McPhail: Now does this include the other buildings?
Mr. James: Yes, We'll fund eighty percent of the 116 west Main the front façade of that building.
Mr. McPhail: Any other buildings on the sides?
Mr. James: 102 West Main that would be on the Vine Street side. They agreed to go ahead and fund an alternate for that side, not the whole side but just about the first ten feet but they are going to pay for those themselves.
Mr. Kirchoff: Joe, are there any other buildings that some owner will come knocking on our door and want to join the program late?
Mr. James: Well we've got sixteen or seventeen buildings right now.
Mr. Kirchoff: So how big of a concern was it to do this and then we have another one and another one and all of a sudden we're in way too deep?
Mr. James: I think we've reached our limit.
Mr. Kirchoff: In more ways than one.
Mr. Brandgard: We need a motion.
Ms. Whicker: I make a motion that we approve the additional funding of $20,156.60 that is needed to completely fund the façade program given the additions that were discussed at the last Town Council Meeting and after the funding was reviewed by the planning zone.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and a second to approve an additional $20,156.60 to fully fund the façade program which includes all the buildings and projects that had been discussed in our last meeting. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
Joe, just one question going back to the landscaping for the gateway, the thing that pops up to me is a $125.00 for each walk watering. I think that we would be able to water that using the Town. Instead of hiring someone to water that if it needs watered.
Mr. James: I think that includes maintenance too but yeah, I agree I think if we could find the man power they could do that maintenance and water when needed.
Mr. Brandgard: Thank you. Lois? Chief Mitny? Jason?
Mr. J. Castetter: I have a couple items tonight I'd like to talk to you about. If you recall a few weeks ago I mentioned that we had a problem with well two that's Swinford Park Water Treatment Plant and I am pleased to say that it has been repaired and totally fixed. The unique thing about this we didn't drill a new well, we pulled the existing casing and screen out of the existing well and stuck a new one in its place. This is what is old and coming out, this casing and screen has been in the ground since 1964. Actually this piece here was actually welded on to this end here. This is part of the casing you can see right here as you can see that casing has holes in it and over just years just being with the water and the crestivity of the soils it created holes and we went through the expense had a pump failure, we put a new pump on it and we fired up that new pump and it hadn't seen that kind of draw in a long time. That is where the sand sucked into the casing. It has been restored in fact the 1,200 gallons per day. These have a shutter screen on them and if I had a close enough picture you could see that all those veins inside that shutter screen was full of sand and gravel from it being flooded. I think we had a problem at the booster station the day the new screen went in so the photo of the new screen is not there, but we did add five foot of screen to that well so we have more of the area to draw than what we had before. It went really well.
Mr. Brandgard: I still find that extremely interesting you are able to pull that old casing out and put the new one in without the hole collapsing on you.
Mr. J. Castetter: One thing that is unique about this back in 1964 casing the screen was actually smaller than the casing so when they stuck the new well in they actually had to bail from inside of the new casing screen in order to empty it out. It was a neat process I wish I could have spent more time over there watching him but I had other fires going on. The other thing I want to make mention you might see a contractor out there in east Simpson, if you recall in a work session a DPW work session we made a mention of doing a complete survey. They are in town actually; they weren't going to start until the second week of May. They were able to find time to actually get started last week so it's kind of unique I didn't expect them to start where they did. They picked Creekside of all places just to start and I found out the gentleman doing the survey actually lived in Creekside and he said they may as well start here. They happened to find a couple of small leaks nothing of significance. We are just getting started so the fact that they found a 3/4 inch line leaking to a residential home says something good about their survey.
Mr. Brandgard: That's good.
Mr. J. Castetter: The other items I had, on May 6th I just want to make everyone aware that All DWP employees are going to attend a OSHA ten hour safety training a construction general site certification it just makes everybody aware of the hazards and the construction equipment that's on site. Actually I believe there are five parks employees that are going to be there and possibly building engineer guys are going to be involved. But there's also going to be employees from other communities that are going to be there this is going to be held, Clay was generous enough to give us a room at the rec center so May 6th, I will have one secretary down at DPW answering phone calls, everybody else will be at the recreational center. I've moved up safety to the top priority for DPW and this is just one more step that we are going to go too.
Mr. Brandgard: Great.
Mr. J. Castetter: One other item, if you recall back in the work session as well I had mentioned a couple of items that I want to purchase down at the Water Department. One item was to replace two existing trucks that we have for DPW one of the ones that will be replaced is a 1995 Chevy which has a standard cab and bed and has 182,000 miles on it. The other is a 1997 Ford standard cab it has 156,500 miles on it. I'd like to replace both of those trucks with a new truck standard cab with utility bed. The utility bed gives us versatility to the Water Department to have multiple trucks to respond to certain needs such as water main breaks and leaks. Right now they are running standard trucks and beds with a tool box out of the back and it's hard to operate for the fitting and other things. So I'd like the Council's consent to move forward with proceeding for those trucks. These are budgeted items.
Mr. Brandgard: I would consent.
Mr. J. Castetter: I have one other item (inaudible) this unit down here is called Valve and Hydrant Maintenance System. It actually has a hydraulic valve turning unit on the back of them. It swivels 180 degrees where you could pull up to a valve actually drop the hex on the valve and operate the valve, it's hydraulically driven and set point so that you can operate that valve and feel pressure to where it backs itself off, it goes again opens up goes again. It keeps you from breaking valves as some of you know as I know with the Buchannan Street and the US 40 project, we spent time turning valves in order to make new tie ins and sometimes we break valves, one valve for every five we turn. And part of that is the abuse and not paying attention to it to operate these valves. This is a definite add to the large distribution system to operate these valves so that they are functional when we need them. And also the tank on the back, this little tank back here it also has a little suction vacuum system on it so a lot of our valve boxes through the winters is going to put sand on the streets, and those people travel and track mud and unfortunately other things down the road it gets inside these valve boxes and what we do to operate them, there is three foot of sand and stuff packed in those. So this is a way that you can back those valves boxes out to get to the bottom of it quicker rather than trying to dip it out with your hand or with claws to reach down there to get it. That is a little less expensive than having our expensive vac truck come up there and in fact the whole five seconds to do. This is a piece of equipment that again I would like your consent to move forward in getting those and to purchase this year.
Mr. Bennett: That was also budgeted.
Mr. Brandgard: Do they have consent?
Mr. J. Castetter: Ok, thank you, that is all I have.
Mr. Kirchoff: Jason, I guess I direct this towards you. I drive Moon Road occasionally and I was through it this afternoon and there are two jobsites there dropping a lot of dirt and mud on Moon Road. The senior citizen assisted living and then on down it must be Vectren or somebody at that gas...
Mr. J. Castetter: Oh that's Duke and Hendricks County Power substation there. Oh, you are talking on further south. Are they working there?
Mr. Kirchoff: They are and dumping dirt out on there too.
Mr. J. Castetter: We have made several contacts with the senior living folks to make sure, I'm sure with the rain that we had that probably stirred it up what you seen today. But we will make sure that we get in touch with them again tomorrow.
Mr. Kirchoff: They were a greater offender than the other one, but they both were tracking quite a bit out.
Mr. J. Castetter: That site was developed a little bit differently than others sites.
Mr. Kirchoff: I've driven up there and they've had their street sweeper out there. They still, it's pretty regularly that I go by and there's nothing going on there.
Mr. J. Castetter: They've been pretty responsible when we've asked them to freshen up their construction with stone. When they get stone on it they've been pretty responsible but there needs to be a point where they are not responsive and they are pro-active and it stops.
Mr. Kirchoff: Today was a mud day.
Mr. J. Castetter: We will address that first thing in the morning.
Mr. Castetter: Thanks Jason.
Mr. J. Castetter: Thank you.
Mr. Bennett: Jason I have one other thing too. I will say this in front of the Council. I had the opportunity to take advantage of your heavy trash day on Saturday and I appreciate that very much as a citizen of the Town. I want you to know that I was able to witness standing back a ways your guys did an excellent job with the public there. The time I was there helping people and I just wanted you to know that it was noticed that you have a good staff in there that did a nice job for us on Saturday and made a nice impression.
Mr. J. Castetter: Thank you very much I will pass that on. That's one impression that we don't make a whole lot because people come down there when they have trash to get rid of for free but appreciate it.
Mr. Bennett: It was nice of them to help people. They were very helpful and very professional and I wanted to let you know.
Mr. J. Castetter: I was going to touch base on that I was going to give that a couple meetings till Patty gets all of her information because we had the recycling people there as well to take the water heaters, the freezers, the refrigerators and things like that. So once she gathers those numbers of what they gathered to recycle as far as pounds and tonnage she will come and present that. Because last weekend was also the Hendricks County cleanup day as well so we had people up there cleaning up trash. To give you an idea, I think between the two weekends we had about eighteen thirty yard dumpsters rolled through.
Ms. Whicker: That was the same day they did the Adopt-a-Road Cleanups correct?
Mr. J. Castetter: That's what I was talking about, yes that was last Saturday. I had gone down to Hummel Park to watch a couple of the kids' baseball games and I had several people say that about ten o'clock they couldn't get through Center Street and Longfellow Intersection because we had traffic backed out trying to get into DPW to get rid of trash. So we may have to consider as this thing grows or as the Town grows we may want to look at a different location or in turn look at how we staged this to get the traffic off the road. It's a great thing for the community and I hear a lot of people say that.
Mr. Brandgard: As a comment when I went through there about 12:30-1:00 they are asking everybody for their I.D. and I think that's a good idea.
Mr. J. Castetter: That's for Plainfield citizens and for our community and it's well accepted and the guys do a good job checking those I.D.s.
Mr. Brandgard: One thing that you might want to add if you can is hazardous material drop off. I think that they happen around the county but they usually somewhere else we got to drive to get there so it's not something that you think of right away to go for this paint can or whatever fluids or whatever I have. If we had someplace here were we could collect it and get rid of it.
Mr. J. Castetter: Last year we coordinated with Hendricks County Solid Waste District. Their Tox-Away Day at the high school with our fall heavy trash day and that worked out really well, Longfellow and Center Street were busy there were a lot of cars down there but it worked out really well. They jump around the district, community to community. I don't know if they are allowed to participate at the spring one but that's something worth looking at oils, fuels, and things like that. That might be something we can set up internally for residents to bring too and dispose of.
Mr. Brandgard: The response you get down there with two weekends in the fall and two in the spring. I almost don't want to mention it, it maybe an idea that you have a dumpster down there for people to utilize for people to throw stuff out. I say it from a standpoint an awful lot of people piling stuff up waiting or piling up till they find somebody with a dumpster that nobody is watching and they go out and dump it in there so it's a good thing what we are doing down there. Obviously the amount of trash that you get continually with this is amazing. You'd think that people would run out of it but they don't.
Mr. J. Castetter: Thank you. Wes, thank a lot.
Mr. Brandgard: Bill? Clay?
Mr. Chafin: Good evening. In my report I had forwarded a letter to you from the Make a Wish Foundation. I don't know if you had a chance to read that letter, or you know that the Make a Wish Foundation is requesting our help in fulfilling a wish. There is a young boy that they've named in the letter that wants to have a party at the Indoor Aquatics Center and I'm coming tonight to ask your consent to make his wish come true if you will and provide him a room or an area in the indoor pool on May the 15th at no charge.
Ms. Whicker: I'm just curious is that his entered for Disney World will this be before his Disney World trip?
Mr. Chafin: I haven't found that out yet, I know Disney World is on his list but I think his list involves maybe a handful of different things, and because he lives in Plainfield one of those items on his list was to have a party at the indoor Aquatics Center. I talked to one of the representatives from Make a Wish this morning we were trying to sort out time frames and details and those types of things. I think they want to use that date if we have the space. I talked to some staff and we can make some space if you will allow us to do so.
Mr. Brandgard: I think that's a good thing, but that letter was a little confusing when I read it. I wasn't sure what it was they were really wanting.
Mr. Brandgard: Do we have consent?
Mr. Kirchoff: Yes.
Mr. Chafin: And that if you saw what was in the report. The community garden it's got, every possible resort I got a waiting list right now so if Joe can't find someone to mow that grass out there we can make it the second community garden.
Mr. Kirchoff: What about that church that you…
Mr. Chafin: Yeah we helped them lay that out so I told him as soon as I got enough people I'd get over to him and see if maybe get people that option if they want to help him out because they were going to bring water and do all that.
Ms. Whicker: Do you think that rain barrel is big enough for added plots or...
Mr. Chafin: We'll find out. We got it filled up the other day so I'm holding onto it and when it gets low we will just take the hose out there and pull it up. Right now that's our easiest and best resource for water the way we have it set up. Next year if it continues to grow and we get to the point we have a whole field of community gardens and be able to charge a phenomenal fee and can use that money to clean out properties to nearby well.
Mr. Kirchoff: When I read the numbers in there it just really pleases me. You talk about a low cost no cost type thing, it's a great community service and there are some people enjoying it so I think that's wonderful.
Mr. Chafin: A lot of parents are really looking forward to taking the kids out and showing their kids how to grow a garden and what it means to grow your own food. That's all I have.
Mr. McPhail: I have a question for you. I drove through the P.Y.A.C. this morning and I don't know what the concern about how well the grass is growing and germinating. I'm calling it the center area.
Mr. Chafin: It was re-seeded last year by a contractor and then late last week or early last week actually we put down some fertilizer with hyprosphorus content so hopefully with this rain we over the weekend and this upcoming week we probably, it's my hope with that if we are going to see that really take off. We have a fertilization plan to hit that about every five or six weeks this summer so when they start playing soccer in the fall that will be good.
Mr. McPhail: If it doesn't start growing better than it is now then you won't want to play soccer.
Mr. Chafin: We will make sure it is better by the time soccer season runs around. The baseball fields we've had some pretty blunt conversations with our contractor about deadlines that they agreed to so it's up to them to fulfill their obligation.
Ms. Whicker: And the soccer was phase two or it was phase one but the upcoming first use will be the baseball.
Mr. McPhail: Well this is taking a whole season to get that soccer...
Mr. Chafin: There was a struggle on getting grass to be established early last spring. And so it had to be basically redone last fall.
Mr. Bennett: Is there still some info structure underneath those soccer fields that needs to be put in place? It seems like when I drove down there last week there was some gravel or asphalt chips or something as you go down the hill and you start heading straight south off to your left, it seems like there was some...
Mr. Chafin: Yeah, that's the final phase of the football field's on the north end of the field north of the creek. We'll grate out the football fields and there will be a new restroom area that corner building there and then a parking lot on the north edge of the creek that gravel access right now is so they can get back and start getting fillers to the football building. But it will come out when they get it all done.
Mr. Bennett: So I'm speaking more of the football area than the soccer then.
Mr. Chafin: I haven't really focused too much on it just haven't done too much to it yet.
Mr. Carlucci: I have one last thing, if you would talk a little bit about the tour we gave Saturday.
Mr. Chafin: On Saturday morning the City of Brownsburg brought down members of their Council, Park Board, and Staff to take a tour and have a question and answer session with us as they are in the process of trying to put together a study to see if they want to build a facility similar to ours. We gave them a tour of the entire campus we spent quite a bit of time not only answering questions during the tour but also afterwards, everything from operational information to funding and staffing levels and those types of things. I think they were using an old school that relationship is no longer there so now they are doing a needs assessment in the community and see if they want to build a facility similar to ours. I think they also visited the Monon Center Saturday and so it will be interesting. I sent an email out to their director to see what he thought from an operations standpoint if he had any input for us. But there were probably ten people who came and visited.
Mr. Carlucci: When they came in they were given a packet of materials and there were two Council members there Saturday.
Mr. Chafin: We got a lot of positive feedback from them and some really good questions as well.
Mr. Brandgard: Thank you. Ron? Chief Anderson?
Mr. Anderson: Mr. President I had one item that was in my report that I wanted to seek consent or approval for. Brownsburg Police Department is looking for a used Crown Victoria police package vehicle. They became aware that we have a couple that we are going to send to auction soon and we talked about price and we searched to see what the resale range is, I guess I am asking for your approval to offer two of these vehicles at $3,000.00 each for Brownsburg Police Department. If they don't accept it they just go to the auction anyway.
Ms. Whicker: What is our reimbursement or we don't know ahead of time what our trade in or reimbursement is for that when it goes to auction.
Mr. Anderson: No we don't.
Mr. Whicker: I don't know what the value on that would be.
Mr. Brandgard: These vehicles are ten years old.
Mr. Bennett: How many miles on those Chief?
Mr. Anderson: Seventy-five thousand. And they are specifically looking for these types of vehicles.
Mr. Bennett: $3,000.00 is a fair price to both parties.
Mr. Anderson: That's in the range.
Mr. McPhail: We can do that?
Mr. Bennett: Yes, we can.
Mr. McPhail: Well I'd certainly rather a sister community get them at a fair price than to send them to auction. You know we got a dime more out of it I'd rather see some body in the county be able to use it. Do we need a motion?
Mr. McPhail: I move that we approve Fire Chief's request to offer the two Crown Victoria's to the Town of Brownsburg for the amount of $3,000.00 each.
Ms. Whicker: Second.
Mr. Brandgard: I have a motion and second to allow the Fire Chief's request to sell two of the Crown Victoria's to Brownsburg Police Department for $3,000.00 each. If there is no further discussion all those in favor signify by aye, opposed, motion carried.
Mr. Anderson: Thank you. That is all I had.
Mr. Brandgard: Don?
Mr. McGillem: Just to reiterate what we got out there from what I put in the report to you all. Hopefully we will see a deck paving this week on the bridge finally reinforcing going pretty well on going down on it so with a little luck we'll see some deck paving on that by the end of the week. Streetscape US 40 project, should be starting tomorrow stretching line for pavement side curb. We ran into another underground oil tank today in front of the laundry mat again only a few feet from the one we found the one there a couple of weeks ago so we are going to have to jerk it out. I told them to stop poking around and start paving. At the least we've got idea and agreeing with these oil tanks is not considered an incident even though the full method of closing out a tank was to fill them full of water and as long as we are going in and pumping out the tanks and getting rid of the liquid and removing the tanks and getting rid of those in an appropriate manner then all we've got to do is report it to IBM so that speeds things up so that is what we have been finding on these things. But it is kind of ironic I think it was PJ said that the laundry mat and the Dairyland and in that area used to be an old bus stop or at that point in there.
Mr. Brandgard: It used to be the old bus barn. Until they built TSC out there they had a garage in the back of there.
Mr. McGillem: That's what we when Jason was telling me that I thought that it might be.
Mr. Brandgard: How deep were those tanks?
Mr. McGillem: They're not that deep because where we are running into them is like as if we were digging for the under drains. Today they were digging for stone foundation for the sidewalk program that was going to go in at that location so I'm not sure exactly but I would say they are within 18 inches to a couple feet. That's what they are sticking out in the right-a-way and under the sidewalk and we're going back in the sidewalk. We have not much choice but to pull them out of there. We know that we got at least two more on the north side so far this will be all that we find on the south side. Anyway, we got that to jerk out but it should not affect the street side improving that we are getting ready to do and it's supposed to be again starting this week. The Water line is complete and the main water line all the way to the extent of the project. The storm sewer they probably put in today. That is pretty much all of our underground we'll have with water line the service line connections and the setting up the new meter pits for the new service connections on the south side. The curbing will start at the Avon Avenue we will also go from Avon Avenue to the west end of the project the bridge. They will go in real quick once they have it in then they will come back and start picking up the sidewalk curb and so fourth. The Perry Road project curbing pretty much is all finished on the Perry Road project. Probably if you were out there at the end of last week or today you didn't see much activity out there. What they have to do right now, the biggest activity out there is backfilling up pits and curb along the east side. They were making some pretty good headway on that. That's got to be done before they come back and start the additional paving. They are making pretty good headway I was just out there this morning, Perry Road. You should start seeing the paving going down again. And then once it goes down we will be shifting traffic to the other side. Shadylane south I keep forgetting that project is stuck way out there in the front. It is ready to start putting the curbing down should be putting the curbing down and start paving on it yet this week.
Mr. Gaddie: Did you put an estimated time to finish the street and everything?
Mr. McGillem: He told me this morning you've done that for me.
Mr. Gaddie: I told him to call you.
Mr. McGillem: I'm not putting anything out. I'm still going with our completion date at the end of this year.
Mr. Brandgard: In theory once they get on the other side they aught to go faster.
Mr. McGillem: They got underneath a lot of materials under there that they have pretty much cleaned out. The decks got to be poured right now and the indents got to poured and got to start back filling up against both the east and west indents once that is gone then they can pretty much start working on the agenda everything is pretty well complete and in pretty good shape at this time.
Mr. Brandgard: Maybe your timing is based upon when we will have the road completed.
Mr. McGillem: Right now to be honest with you I would just assume the bridge not get completed until where it's open until we are ready to shift our traffic on 40 to do it. It would work best for us, so if they didn't get ready till around the middle of June till the end of June it will work into better timing for us for the Streetscape project.
Mr. Brandgard: Thank you. I don't think I left anybody out.
Mr. Brandgard: Kent, old business?
Mr. McPhail: I would just like to make a quick comment following up on what Don and Jason's commented particularly on the Streetscape project. One of the benefits that we are getting now that is getting our water lines and other things upgraded and I know Jason's crew's spent a lot of time out there working on that stuff so this new machine so let's work those valves and do some things that will save that kind of hard work in the future. You've been there a lot longer than you've planned haven't you? Things are getting old.
Mr. Brandgard: I think if he had that machine he may not have had that leak down here that we had.
Mr. J. Castetter: You mention things may be getting older and to think if you had a photo that my grandfather had found when US 40 was built in 1941. The last valve that we replaced on Spring Street and US 40 just a couple of weeks ago, the water main was stint next to that valve from 1941. A valve that we took out of the ground was a double disk valve which was what they used in 1941 that was the original valve. Things are getting old but we made easy steps between Buchannan Street and US 40 in capturing what some of these old valves are like.
Mr. McPhail: And being able to identify them with all this GIF and all that. It doesn't make your job in the future easier.
Mr. McGillem: Might pass along to you too the libraries got right now a photo display of what Main Street was. I have not gotten down there to look at it but I was by someone down there sent a picture of the old café, Busy Bee Café at Vine and US 40 same guess where this was at. The old signal the signal original was at East Street it was at Vine Street originally it got shifted over to East Street, I'm not sure why but it had the old Busy Bee Café and Tim and I was looking at it today there is when the Busy Bee Café was there is some landscaping things of course the pavement was narrower at that time but it did have some landscaping some shrubs and things out there so we are going back and putting some of that back. But there is a display that is set up, I'm not sure how long it is going to be down at the library.
Mr. Brandgard: What's interesting is those pictures the ones where the road was about three feet below the sidewalk and you walk upstairs to the sidewalk.
Ms. Whicker: I just want to make a comment to our Police Officers, I know the day when the media came to Plainfield and there was the incident that there was a lot of communication and safety was the number one issue and with the schools that came at a very difficult time and a lot of traffic and a lot of the kids and I assured them that our police force was very fast and efficient and they would not be locked down and they wouldn't have to stay with me all day. I said don't you worry before the bell rang for the next class we got the all was clear sign and I said I told you they work hard. But it is nice to know that the communications in those types of incidents are in place that the information everybody is notified and everybody's extra security and extra alert and everybody is kept safe throughout those unforeseen events. Thank you.
Mr. Kirchoff: I wasn't sure who was going to check about the parking question on Brookside, if anyone's had a chance to look at it.
Mr. Carlucci: I've been down there again I go there two or three times a day. It runs hot and cold but it is parking and it makes it tough to get through there but it is at the very north end.
Mr. Kirchoff: My question is, is some staff going to look at this and come back with a...
Mr. Brandgard: Well they had thought to bring it to Chief Mitny and Chief Anderson to look at that from a safety standpoint or we may have to come back and no parking on one side like we've done in other areas but the important thing is emergency vehicles can get through these areas and if there is bottlenecks we've got to address it.
Mr. Kirchoff: That was a citizens concern. Thank you.
Mr. Gaddie: I have a couple items I've had people comment about the traffic they said the lights down there back up clear to Vestal Road in the mornings about a half (inaudible) maybe longer (inaudible) directing traffic or have to lights work in sequence I know one time I was heading west and I was there at Avon Avenue and a guy pulled out in front of me and I didn't have a place to go it's those lights you know and we don't have any way to control them but it, but several people requesting we put someone in there directing traffic to just speed it up. But that's the reason I come up from the south, how many people on Center Street turn left at 7:00 in the morning. So you know it's going to take us the rest of the year most of it will be solved. You know it's always like the police to sit down there and get thirty cars through instead of ten.
Mr. Brandgard: No offense to the Police Department, but every place I've always been with officers out patrolling the traffic in heavy traffic times it screws it up worse then the lights working. I look at the time of the day and decide what route I'm going to take which is the path of least existence. Your right we are fortunate that we have other alternatives and it goes back to a lot of good planning through these years to have these roads. I keep saying we have a little problem here now but wait till it is done and then you will forget about the problem.
Mr. Gaddie: I know one boy coming in on the west side going to work he says them guys get a half an hour earlier sometimes the kid is running a little late and said there isn't any place to go. You know he knows a lot of people are doing that leaving a half an hour sooner.
Mr. Kirchoff: The other thing is of an evening, rush hour on Hadley I see it backed almost to 700 to almost the round-a-bout.
Mr. McPhail: We see the same thing on Township Line Road.
Mr. Brandgard: Well Township Line gets boxed up at that light. Somebody trying to turn left there...
Mr. Gaddie: A lot of people live in Belleville come out 70 and they have to get off in Plainfield because 39 is closed.
Mr. McPhail: That's not helping anything either.
Mr. Carlucci: Isn't it Jeff or Byron seeing those reports for the County. Isn't that supposed to be opening back up here pretty soon on 39 opening back up?
Mr. Brandgard: I have a question and I should have brought it up earlier. On Perry Road, what are we putting in the ground in the grate pipe? Is that the fiber pipe?
Mr. McGillem: That's the fiber conduit; it's going in right now.
Mr. Brandgard: That is what I thought but I wanted to confirm that was what it was.
Mr. Carlucci: There is one on Reeves Road too.
Mr. Brandgard: Ordinance for the first reading and it is Ordinance 08-2010 Fair Housing Ordinance this is the one that Rich was explaining to us earlier.
Mr. Kirchoff: We approve the first reading and then we'll get a revised copy for. I move we would approve the first reading of Ordinance No. 08-2010.
Ms. Whicker: Second.
Mr. Brandgard: The motion was second to approve the first reading of Ordinance No. 08-2010 the Fair Housing Ordinance. 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
First reading of Plainfield Ordinance 08-2010 is approved.
Mr. Brandgard: Thank you.
Mr. Kirchoff: Don't forget the work session tomorrow.
Mr. Brandgard: We have a work session tomorrow night at 6:00. It should be a fairly quick work session.
Mr. Brandgard: If there is nothing else to come before us I entertain a motion to sign the documents requiring signature and adjourn.
Mr. McPhail: So move.
Ms. Whicker: Second.
Mr. Brandgard: All those in favor signify by saying aye, opposed, motion carried. Thank you.