PLAINFIELD TOWN COUNCIL
AGENDA FOR
September 27, 2010
7:00 p.m.
Mr. Brandgard: The Plainfield Town Council meeting for Monday September 27, 2010 is now in session. I would like to ask everyone to rise for the pledge of allegiance.
PLEDGE OF ALLEGIANCE
Mr. Brandgard: Thank you. We have several items on the consent agenda this evening.
CONSENT AGENDA
1. Approval of the minutes of the regularly scheduled Town Council meeting of September 13, 2010.
2. Third Reading and Adoption of Ordinance No. 11-2010: Prescribing the Length of Term for Members of the Plainfield Town Council.
3. Approval of August 2010 report for the Plainfield Town Court.
4. Approval of Parks and Recreation Director's, Transportation Director's, town Engineer's, and Plainfield Police Chief's reports dated September 24, 2010, IT Director's Report dated September 25, 2010 and HR Director's and Planning and Zoning Director's reports dated September 27, 2010.
5. Approval of Change Order #3 with JDH Construction for work at the Plainfield Youth Athletic Complex Phase 2A & 3 resulting in a net decrease of $30,517.81 to the contract per Parks and Recreation Director's report dated September 24, 2010.
6. Approval to reduce the speed limit within the Providence Estates subdivision from 30 mph to 25 mph per the Transportation Director's report dated September 24, 2010.
7. Approval of Change Order #1 resulting in a $1,505.38 decrease to the contract with Gradex Inc. associated with the Metropolis Parkway Phase II extension project per the Transportation Director's report dated September 24, 2010.
8. Approval to purchase advertisement in the Plainfield High School Yearbook in the amount of $250.00 from the Promotion Fund line item per Chief Mitny's report dated September 24, 2010.
9. Approval of a professional services agreement in the amount of $55,000 between the Town and Butler, Fairman, and Seufert Engineers providing for professional engineering services associated with the Department of Corrections water and sewer system study per the Town Engineer's report dated September 24, 2010.
10. Approval of Change Order #1 in the amount of $18,977.00 for nine proposals for the Town Center Façade Improvement Program per the Planning and Zoning Director's report dated September 27, 2010.
Mr. Brandgard: Are there any changes or amendments to the consent agenda?
Mr. Gaddie: I have a question on 10. The amount on there $18,977.00 is that the Town's expense or is that…
Mr. Carlucci: That is the Town of Plainfield's expense.
Mr. Kirchoff: I have a question for Tim if you could help us understand a little on item 9. Will we be studying their system or will we be studying how we would integrate our system?
Mr. Belcher: A little bit of both, but we will be studying their systems, the ones that we could potentially could be taking some over if the deal would work out initially to be an advantage for the Town. This is a water facility, an asset that we might end up taking if it is to our advantage. So part of the study will be looking at that asset looking at that plant to see what condition it is in and satisfy ourselves. It's almost like do diligence of not only what is there and what is the condition, but what would be the solution potentially to the problems that those facilities have. So essentially the State, the Department of Corrections knows that there are problems within those facilities, we need to leave that within the heart of this deal that we could find those problems and fix them better than they could. They've been over there for years and there is problems going on, we think we could assess those and find out what those are to eventually the benefit of our system and our rate payers, that is what the entire program would be about. Without knowing what we have their, for sure it would be hard to bring this Council a proposal for entering in with agreed with the State so that is what this would be about.
Mr. Kirchoff: Therefore it should be 100% our ticket?
Mr. Belcher: Well again, the Town could request that the State pay this amount, my thinking is that we would make this back within the deal that we are going to make. There is one thing that Rich and I talked about, how do we know we are going to do that, we are essentially going on based on our experience on the last several years of them being our customer and then there standing how much rain water is getting into their system that they are paying for, are those savings that we think we can gain out of that if we were to fix that system it would pay for not only this contract but the future assets we'd take over. We'd essentially get our money back on the savings of those different facilities. Our north plant for example we just spent $5 million dollars upgrading and if we don't have clear water coming into that, that is an asset back to the Town's rate payers too. So those things would be essentially the finances would come back to our side and pay for this and other things we need to do.
Mr. Kirchoff: If they decide not to go forward, do we have any provision for recouping any of the costs?
Mr. Belcher: That is the very one issue that we thought, again, I mentioned it to Rich on Friday and how to deal with that. If you were to approve this tonight we could attempt to get some form of letter from the State before we went forward, and if they decide to walk away for some reason and two months from now could we have started this work. That gave me the only concern, I had no guarantee that they won't do that but I would think we could secure that before we went forward and spent this money. But essentially we know that we need to do this work, that to make some kind of deal would be to our advantage, but if you want to take a week here and try to get that kind of agreement out of them before we move forward, I certainly would understand that.
Mr. Kirchoff: Not knowing, when I read it, it seemed to be one sided, we are spending all of the money they are going to get…help me understand, we are potentially going to get some benefit, but we have no guarantee. We spend $55,000.00 and then…
Mr. Brandgard: I am going to say this on it. We have, I say we as the Town, I've been involved in Tim's been involved and Rich has been involved. We are trying to work with the Department of Corrections out there on their water system and the sewer system for many years. This time they came to us pretty serious about trying to fix their problems out there because they know they are paying a premium for us screening quarter water when it leaks into the sewer system and they also came with, correct me if I'm wrong, somewhat of a funding solution to doing this with the State providing a loan to us, essentially interest free and forgivable. So it is one of those things, if they have done that much and got that back there, it sounds like they are serious this time.
Mr. Carlucci: The thing to do, since my name has been brought into this, maybe we could do instead, we could set benchmarks for them and if we reach certain benchmarks, we keep going, but at a certain benchmark where they stop it then they have to reimburse, or something along that line.
Mr. Kirchoff: I'm not trying to be difficult, but do you know where I am coming from?
Mr. Brandgard: Yes, I know as we sat down and went over that that was a point of concern.
Mr. Kirchoff: I'm all for the study it just seemed to me there is someway for us to be protected.
Mr. Carlucci: We will go forward with the Department of Corrections but we will bring this up and at the point we are ready to sit down with them we'll say, you've got to agree on some benchmarks that the State will reimburse us, of course once you get each step, each level so that we are not caught just spending money and spinning wheels.
Mr. Kirchoff: It seemed to be well thought out and I understand what you are saying. Beneficially yes if we can do this it is going to save our rate payers money as well. But it seems to me that they are going to be saving money and yet we are doing all of the upfront work, taking all of the risks, and are there some way for us to mediate.
Mr. Belcher: I think it is a very good point.
Mr. Carlucci: Even a better example if we go forward and make the deal, it's forgivable, they don't have to pay anything because it would have of course already struck the deal and…
Mr. Kirchoff: I don't want to be one sided either way, but that is just as I read it.
Mr. Brandgard: The other half, if we did go ahead with the study and they stopped, we'd have a study that we could use to try and force them in to fixing the system. Because the way it is now, it costs us money in trying to keep trying to adding capacity to the plant that they care the inflow that they've got.
Mr. Kirchoff: So can we go ahead and refer this as is with some understanding that we'll have…
Mr. Belcher: If the Council were willing to approve that we wouldn't have to issue notice to pursue on this contract until obtain what Rich talked of certain benchmarks with the State before we issue. So that certainly as a matter of fact I almost wrote that email and we talked about these types of things might come up and there was no time to get an agreement from him so I thought I will see how this goes tonight and if the Council does bring it up that gives me a perfect opportunity to get back with them and see if we can't work out something before we move forward into spending a lot of dollars.
Mr. Kirchoff: Thank you Tim. With that being said, I move we approve the consent agenda as read.
Ms. Whicker: If the minutes could reflect that I abstain from number 1 due to absence of the meeting.
Mr. McPhail: I second the motion.
Mr. Gaddie: I abstain also.
Mr. Brandgard: We have a motion and a second. To approve the consent agenda as read with Council member Gaddie, and Council member Whicker abstaining from item 1 because they were not here. If there is no further discussion, roll call votes please.
Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for September 27, 2010 is approved as amended.
Joint Meeting Plainfield Town Council and Guilford Township for Approval of Plainfield Fire Territory 2011 Budget
Mr. Brandgard: Thank you. At this point, we will have a joint meeting with the Plainfield Town Council and Guilford Township for approval of Plainfield Fire Territory 2011 budget.
Mr. Bennett: Mr. President and members of the Guilford Township Board and Town Council, I've got a few handouts here. Thanks for your patience and to welcome everyone that's here tonight. The two handouts that I gave you, the first one is a copy of the short presentation tonight and we have a couple of things on the menu for the Council in addition to the short presentation we will have here for the joint review for the 2011 Fire Territory budget. We will also have a public hearing shortly after this for the 2011 budget for the full Town so we have a couple of things going here. The second handout that I gave you is not part of my material but I got it today and at the last minute I realized that this is information that the Council likes to have and I'm sure the Township Board would like to have as well and I will go over that here in just a minute. Let me go head and proceed with my presentation in regards to the 2011 Fire Territory budget, or the proposed budget. Basically what we are going to show you here is some notable changes from 2010 to 2011 and the Fire Territory did submit a budget with a zero increase for salaries and wages as it is customary during the budget process. The fire budget for 2011 that is part of the material that I provided you did provide for additional staff of 9 which will be staffing the third station when it is open. That would bring the full staffing levels to the Fire Territory for 2011 to be 73 employees. The highlighted Fire Territory equipment replacement fund would be the addition of the budget for in fertilization monitors, ambulance, and a new ladder truck payment, that was part of the budget that was proposed by Byron as well. When you compare what we've done since 2009 vs. 2010, in 2009 we had just over 5.8 million dollars in actual expenditures for the Fire Territory. The 2010 approved budget by the DGLF was just over 6.1 million that is about 4.75% increase. The proposed for 2011 with the new hires and the equipment needed to provide for those new hires would be just under 6.8 million or just over a 10.5% increase. A little over 10¾ increase. So what we have done for the Fire Territory is just as we do with all of the departments within the Town is to budget and take the necessary steps to maintain a adequate cash reserve in addition to achieving a balanced budget for the Fire Territory the adequate reserves allows for us to fund at staffing levels that are necessary, in addition to giving us flexibility for reacting to emergencies and to plan rather than to react to emergencies and to make minor adjustments instead of sweeping changes that might occur to the budget. This also allows us to absorb negative events over time, such as the circuit breaker tax increased fuel cost and of course we are all familiar with the additional health insurance policy cost as well. That is the short and sweet part of it. I'd be glad to take any questions from both Boards and I would then ask at the appropriate time someone could make a motion to accept and we will move forward.
Mr. Kinnamon: Mr. Bennett, When is the third station expected to be open?
Mr. Bennett: That I can't answer. I am not part of those discussions and that would be a question either for Mr. Brandgard, Mr. Carlucci, or is Chief Anderson here tonight? He is hoping to be in there before the end of the year.
Mr. Kinnamon: Before the end of this calendar year?
Mr. Brandgard: The contractors say the building will be done by the end of the year. Then that is just the case of us moving the things we have
Mr. Kinnamon: When do you Chief expect it to be operational? Short of staff, when do you expect it to be operational?
Mr. Anderson: (inaudible not at mic)
Mr. Kinnamon: Ok, so you will have the equipment and everything else to make it operational within two to three weeks of that? Ok. Thank you.
Mr. Bennett: Let me touch on the second form that I handed out, the single page. These are comparisons of 2010 certified tax rates in relationship to what the 2011 proposed tax rates will be. As you can see from the fire down there at the next to the last two lines the Fire Territory operating tax rates are actually going to go down very, very slightly but they are going to go down. There is just a slight tick up in the equipment replacement fund for a negative effect for an effect of a reduction in a rate in the Fire Territory. The good news also is, is that there is combining those two rates with the other rates from the other funds through the Town, there will be just a one penny increase opposed in the tax rates. I will mention that one reason; the only reason that there was a very small increase in the rate is because of the slight increase in the lease rental revenue bond rate for the Rec Center. We were able to lower that rate last year because we have reserves being held by the trustee that enabled us to make half an annual payment, therefore we didn't have to have a rate for a full payment for last year, so we were able to lower the rate last year. That reserve is now gone and we have had to put that rate back to where it would normally be to make that bond payment. One other thing about the rates, again the other effect of our rates, we did have a pass thru of a hundred million dollars of Assessed Value from the six points TIF that came back to the Town, the Library, the Township, and the school system. That had a positive effect of increasing about 81 million dollars that we would have not had that pass thru if the Town didn't have the foresight to have that pass thru, we would have seen a drop in our totals in assessed value. So that was a very positive effect for all the tax points. I'd be glad to open up to any questions.
Mr. Kinnamon: I understand that there is multiple items for the Fire Territory and I am assuming you probably had a hand in helping develop the budget, at least I hope so.
Mr. Anderson: Yes.
Mr. Kinnamon: I guess my question starting off with is, we increase the budget by close to 900,000 in over a two year period with nine new firefighters and I know that you fire firefighters don't get paid $100,000 each even with benefits, where is the additional cost of that going and what other items are needed and it is just for more of an understanding for that large of an increase.
Mr. Anderson: Adding a firefighter is about $80-85,000.00 salary, benefits and the protective equipment we issue.
Mr. Kinnamon: The protective gear is a one time cost right?
Mr. Anderson: Yes. Eventually it has to be replaced but yes it's an estimated cost when you are adding new people. There are also fees that we are going to have to start paying to the communication center, which is $320,000.00 plus the insurance increase, and we are going to be operating out of a forth station also.
Mr. Kinnamon: That's probably my general questions, you explained $720,000 in additional cost for the firefighters and then about $300,000.00 in additional costs. That gets pretty close to a minimum. Thank you.
Mr. Bennett: If I could just expand for just a second on the communication center contribution. In the past that $850,000.00 or so that the Town contributed to the communications center originally came out of the administrative budget, that now has been shifted off of my budget and onto the fire and police where it should be. That is the reason why you will see a slight increase in the general fund budget because the police are now taking that on, and Fire Territories is taking that on too.
Mr. Kinnamon: You are saying communication center; I'm assuming that is the call…
Mr. Bennett: That is correct, E-911, the dispatch center in Hendricks County Communications.
Mr. Kinnamon: I thought you were talking about the same thing; I just wanted to make sure.
Mr. Brandgard: Is there any other questions?
Mr. Kinnamon: I have no further questions.
Mr. Brandgard: If there are no other comments or discussion, I entertain a motion to approve the budget as presented for the Plainfield Fire Territory for 2011.
Mr. Kinnamon: I move that the budget be accepted as presented.
Ms. Whicker: Second.
Mr. Brandgard: I got a motion and second to approve the 2011 Fire Territory budget as presented this evening. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
Public Hearing Preliminary Budget Approval for FY 2011 Budget
Mr. Brandgard: Do we have a public hearing for the preliminary budget approval for the FY of 2011 budget.
Mr. Bennett: Mr. President and members of the Council before we open this up to the public, again you will probably recognize a little bit of this presentation, but I do have a little bit additional (inaudible)
Mr. Brandgard: Do we have proof of publication?
Mr. Bennett: Yes sir I do and in fact I even included that as part of my report if I remember correctly.
Mr. Brandgard: You did but I just wanted to make a record.
Mr. Bennett: Yes sir, thank you. Again for the 2011 proposed budget for the Town the salaries at the present time are remaining the same as they have been for 2010. Again, we talked about the nine new hires to man the new station from the Fire Territory. Some other highlights in regards to 2011, the Parks Department salaries have been reduced about $10,000 due to some reallocation that we were able to do to the non- reverting fund, we are using the non-reverting for part time program salaries, so that tool has given us some flexibility in the Parks Department to help fund their budget and balance that budget. One of the highlights for MVH is Jason has been able to reduce his supplies expense by approximately $26,000.00. If you look at that salt barn down there, I think he's got enough salt for this winter. We are part of the bidding with the State so we are taking advantage of the State QPA on road salt and getting a pretty fair price compared to what you would get on our own on the open market, so Jason is to be commended for that. This is rather a small slide but it has a lot of information, but it also has a lot of good information. Basically the bottom line with this comparison which shows the comparison between 2009 to 2010 and 2011, it does highlight some increases in certain areas and decreases in others. The general fund from 2009-2010 went down as I mentioned a few minutes ago, the reallocation of the Hendricks County Communication contractual payments by the Fire Territory. In addition to the police vehicle lease payments decreased by about $110,000.00 and there are other reductions were due to cut each department within the general fund so we do have almost from 2009-2010, almost a 12% deduction in the general fund budget. We are going to take some of that back this year; we are proposing to take about 4½ percent of that back for this year for 2011. Then we are also looking at the increase for Hendricks County is due to the overhead reimbursement to the Town. So that when you look at the Hendricks County Communication line and see an increase there that is their contribution back to the Town for the services rendered, the HR, IT, and so forth. On the other the center has found some reductions in their operating expenses. They have reduced staffing, I believe by two positions. So overall they have a minimal increase of about 5.83 percent with the overhead, reimbursement and some additional costs due to elocution system. Moving down to the capital funds, you are looking at primarily the capital fund increases having to do with the Fire Territory equipment replacement, again I mentioned that earlier about the ambulance, ladder truck, and so forth. Then the operating funds slight increase because of staffing. Those are the highlights of this particular slide. The Fire Territory, I mentioned that the Hendricks County E-911, these are primarily both over the 5.4%, which is the County growth portion, and again, we have explained those. The Town is taking necessary steps to balance our budget and maintain cash reserves and to insure that we have a flexibility to plan rather than to react. I will take any questions at this time.
Ms. Whicker: Wes, local roads, obviously we see a big change there, was there a reason that in 09 it was inflated or we are going to be able to maintain roads with that budget or could you tell me how you figure…
Mr. Bennett: I will let Jason correct me if I'm wrong, we had some paving in '09 that we did not do in 2010 and I believe that he tries to do this on a bi-annual basis, is that correct Jason?
Mr. J. Castetter: We try and do an annual resurfacing contract. However last year in 2009, the asphalt prices were so good we did two years of paving last year. So we did our 2010 paving in 09 that is why you see that reduction. We will try to get through next year as well without resurfacing, so we depleted that fund pretty bad.
Ms. Whicker: We do have additional yardage or additional streets so you're comfortable with that being sufficient to maintain what we do have?
Mr. J. Castetter: Actually what is budgeted for 2011 is for striping the streets, there is nothing budgeted for resurfacing.
Mr. Gaddie: The question I have, the extension for 911, the communication center is over 3 million what departments in town (inaudible).
Mr. Bennett: About $800,200.00 Ed. We are the largest, the County would be the next at about $750,000.00, those amounts are in the process of being adjusted and I am glad you asked because right now we are paying that $800,210.00, that is due to go down over the next two years. In addition we are also being reimbursed our overhead expenses to the $200-250,000.00 and that will be adjusted year over year from inflation as well.
Mr. Brandgard: The other thing I will bring up relative that tomorrow morning I will go downtown and testify before ward of the study committees on 911 funding for communication center funding to try and get the funding mechanism in place to make it more equitable for everybody so we will keep trying.
Ms. Whicker: Those changes that are being proposed right now are not reflected in that budget, correct?
Mr. Bennett: No, those are changes that are coming over the next two years. We have developed a plan to help those communities that are not currently contributing to help them to start contribute and as their contribution increases then ours and a couple other communities that are contributing a little bit more than what we will start to come down. There is a two year plan that on that was endorsed not only by the governing board in which Mr. Brandgard is President and also the County Council. During the budget discussions that were held during the budget reviews that were held by the County Council just two weeks ago they endorsed that and have made their recommendations known to each of the taxing units that the Town and Townships that use that service across the County.
Ms. Whicker: So we might see that not until 2012 possibly or possibly going down in 2012.
Mr. Bennett: We will definitely see it going down by 2012.
Mr. Gaddie: All the employees out there right now they work for the Town of Plainfield?
Mr. Bennett: Yes, technically they are Town employees Mr. Gaddie.
Mr. Carlucci: For benefits, pay, vacation, PTO, all that, and insurance for Town employees.
Mr. Brandgard: The other half, the Governing Board controls how many there are out there and what they do.
Mr. Bennett: This body ultimately has the decision making authorities, but the Governing Board is the one that manages the day to day operations. If there is nothing else I will open it up and turn it back over to you Mr. President and allow you to open it up to the general public and at the appropriate time I'd ask that you would approve the first reading of the 2011 budget and at the next meeting I would ask that if it is ok to read the second and third readings and adopt at the next meeting. Thank you.
Mr. Brandgard: Again this is a public hearing, is there anybody in the audience who would like to address the Council regarding the proposed 2011 fiscal budget? Again, being this is a public hearing anybody in the audience who would like to address this regarding this issue? Nobody coming forward, the public hearing is closed. We will handle the approvals at the appropriate time. Good presentation Wes, thank you.
BID AWARD: Alley Paving South of US 40 East of Wabash to Carr Road
Mr. Brandgard: Do we have a recommendation for a bid award for the Alley paving South of US 40 east of Wabash to Carr Road?
Mr. McGillem: We do have a recommendation a bid review committee met and we are recommending the Council award the bid to Calumet Civil Contractors Inc. in the amount of $107,140.40. We would request that as soon as we get there notice as soon as we get there insurance and some bonding that Councilman Kirchoff would sign the contract.
Mr. Brandgard: Thank you.
Mr. McPhail: I move that we accept the recommendation of the committee and award the alley paving south of US 40 to Calumet in the amount of $107,140.40 and that Councilman Kirchoff would sign the documents on the behalf of the Council.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and a second to approve the bid reviews recommendation to award the alley paving south of US 40 east of Wabash to Carr Road to Calumet Civil Contractors in the amount of $107,140.40 and Council member Kirchoff signing documents regarding this on behalf of the Council. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Any business from the floor this evening?
Ms. Baker: Abigail Baker, 419 East Main Street, Plainfield. My alley is in the area that will be paved and I am wondering what is the procedure for having an additional parking space on our private property paved either at the same time or afterwards and if we are able to piggyback on the price that the Town is paying to have the same price for the work that we would like to have done?
Mr. Carlucci: Can I make a suggestion? This has happened before, we cannot force the contractor to give you the same price, but you can make your own side deal with them and as long as he's there you will probably get a better price. I don't think we can impose on the contractor to go onto private property and give you the same price.
Mr. Kirchoff: We can give her contact name and number.
Ms. Baker: Great, ok.
Mr. Brandgard: Don and Tim can you follow up and assist her where we can? Thank you. Is there any other business from the floor? If not, we will move to the Town Manager's report.
TOWN MANAGER'S REPORT
Mr. Carlucci: Thank you Mr. President, I have two items that were in my report to the Council, one of them had to do with the Ritter property on South Mill Street. As you know over several years the Town of Plainfield has acquired some run down lanes on Mill Street, this property is 138 South Mill, although it is in much better condition than most. As you know the Ritter's who lived out west of Town, they have both passed away and their son asked if we would be interested in that property. It is a 1 bedroom home; it is right next to 140 South Mill, which has been a problematic property for us, the house is vacant and typically we are mowing the yards and putting leans on that property. Just wanted to let you know that this opportunity came up and for us to decide if at this point on I'm asking for is to consider the resolution and if the resolution is approved we will have two appraisers going in to take a look at the property. Probably one bigger issue that, I talked to Ms. Whicker about it is really what is the overall plan for that property down there? You might want to speak to them a little bit more, but we have acquired a little more than 3 or 4 houses, there is a private lot that is owned separately by other people in town that is part of that. So really from the alley before you go down to the back way to the Dairy Queen, most of us have done that, down to almost down to Buchannan Street a few houses away we have the problems there. This really did come out of the blue within the last ten days.
Mr. McPhail: I guess to try to go back and bring up a little history we start acquiring properties there with the intent to have that section from White Lick Creek over to Mill Street and down south to a point that they have a redevelopment area there, a couple of abandoned buildings, and some property we already own along the creek going down to Buchannan so as time went by we were able acquire all but about three parcels there and in the meantime the economy went the wrong way, we at one time had a couple of pretty interesting developers that wanted to try to redevelop that area which was basically residential with some townhomes and that type of thing. We never really got a firm plan or vend for that based on the economy but 138, 140 Mill or right in the middle of that development area and very small lots, particularly 140 South Mill is actually an abandoned property, it's been in foreclosure and sheriff's sales, we just really had an unwilling mortgage holder to deal with us and we haven't approached them I guess for a while and trying to resurrect that. One of the problems is that problem has a mortgage of about $90,000.00 on it and it appraises at about $35,000.00. It is a real problem with those three, and there is one empty lot in there that belongs to the church family and then they have told me over the years that when we are ready to redevelop that then they will make that lot available to us to complete that whole thing. These two pieces of property would really complete that project and have it ready when the economy turns around to have a redevelopment property.
Ms. Whicker: My question was in reading the minutes from our last meeting, it was mentioned that Mills Street corridor project and that was something I was unfamiliar with and I just get concerned when we acquire property and we have the expense of the Town without the final plan. Just making sure that we are spending the money wisely and is it a plan that there is a need for, is there a demand for residential development, is it going to improve and be the best use of our money at the time? So I am glad you brought that up, I was going to bring that up in old business but this seems better time to ask those questions. Is there anything that you said in the history, has there been anything in writing or a master plan or anything developed that has been brought to the Council in the past Kent?
Mr. McPhail: We have approved for request for proposals that was sent out in and around that area. It has been probably six years ago. It's been a while back and at that point and time the economy started turning and went the wrong way.
Mr. Brandgard: I think the other part of that too is, in order to go out and get requests for a proposal you need to have all the property, and having one or two in there that you don't have that is part of the proposed area makes it difficult for anyone to come back with a reasonable proposal. It is one of those things that as a property becomes available for one reason or another you can purchase it, but for the intent of someday selling it to somebody to develop it…
Ms. Whicker: I know in the past too, I also heard of a park area or there had been different ideas proposed in the past with that land back there. But I just wasn't sure exactly where the history of that came. Thank you.
Mr. Carlucci: One other item I had on my report was a new State initiative called Stellar Communities and actually this was forwarded to us by Mr. Brandgard and we started to send that around. It is kind of an interesting idea by the State. Where several State agencies would get involved in funding a project on a larger basis for example it seems to be being led by OCRA which is the Office of Community and Rural Affairs but can involve several other State agencies including INDOT, Historic Preservation, and those types of agencies and they can also put more funds together combined where if you just go to OCRA you typically capped at a certain dollar amount and that is all you are going to get. OCRA is kind of the lead agency in this and we don't know right now whether anything that we would suggest would meet the criteria that they are asking. The staff has always done these kinds of things and what we are talking about is a letter of intent to be sent in describing what we would want to do and not to confuse and go back to Mill Street but when we were reviewing this we were looking at Mill Street south and north and a couple of other neighborhoods on the north side, a couple other streets on that side because that area, well one is prime redevelopment especially since we've been working on part of it on the north side but the south side is also important to the Town, you've got some good development down there, but you've also got some info structure weaknesses. So when I put Linda Fulford's email in there she was suggesting some different types of approaches that we could at least put in the letter of intent. Let me think, it is one of those people that, remember the old joke, that I heard a few years ago and it's the poor guy was down and out everybody in his life has left him, he's poor, he's broke. Every night he prayed to God that he would win the lottery. Finally God appeared to him and said the least you could do was buy the ticket. So that is what we are trying to do with the letter of intent is to try to at least send the ticket in and see what happens at least buy the ticket and go forward. At the end of the day we may not meet the criteria, they may be looking at more urban communities with a greater density's but we don't know because it is brand new, they've never done it before but I think this staff that we have discussed this together and seek your permission and at least spend the time and effort to put the letter of intent in and see what happens.
Mr. Brandgard: Do we have consent to keep moving?
Mr. Carlucci: That is all I have, thank you.
Mr. Brandgard: I just want to say something before I forget it, something about the Mill Street project or corridor; I think that has something to do with expanding the entrance more on West Street down there with that old house down there if I remember right.
Mr. McPhail: I might add had we not a few years ago started this redevelopment are we would not have been able to widen the street in the Dairy Queen on that side and we would not have had the property or the land to foot bridge across the creek and the whole thing. So we have done some things in that area but to have somebody to actually redevelop the area we have not had success doing that.
STAFF REPORTS
Mr. Brandgard: We will go to staff reports. Ron do you have anything from HR? Lois, do you have anything from billing? Clay do you have anything from Parks?
Mr. Chafin: Good evening, I have just one thing that when I was opening my mail on Friday after I wrote my report, I received a letter from the Hendricks County Solid Waste Management district last month we had submitted a grant application to them to help expand our recycling efforts in town and we had specifically targeted the application to add recycling stations at our parks or in our parks, Franklin Park, Swinford Park, and the new Youth Athletic Complex. The letter that I opened on Friday informed us that we had been awarded a grant in the amount of $5,000.00 to purchase recycling stations to go in our parks so I had forwarded that letter in an email today and Mel reviewed the agreement and there was some confusion in the agreement as far as when we could proceed or when we could get reimbursed on specific dates, so I had sent an email to the executive director of the Solid Waste Management District but have yet to receive a response before coming tonight, I was hoping to clarify that, but I guess my request tonight from you is to allow us to accept this grant to purchase these recycling stations in our parks pending clarification that Mel was requesting in the agreement.
Mr. Kirchoff: Define recycling stations.
Mr. Chafin: Specifically at Franklin and Swinford Parks in the concession stands where we have a lot of paper and a lot of plastic products, paper cups, plastic bottles, aluminum cans and those types of things that are essentially now just going into trash cans that is what we are looking for to recycle those types of materials that are…
Mr. Kirchoff: You're not going to set a bunch of those things we've been frustrated about in the parking lots.
Mr. Chafin: No, they are more like trash receptacles that would just be specifically for plastic bottles, paper cups, and those types of things that we could recycle along with all of the recycling material that we take in over at the Recreation and Aquatics Center.
Mr. McPhail: I certainly think we should take advantage of the grant if it helps clean up the environment and that is really what it is all about isn't it? The more we can separate and recycle the better it is going to be.
Ms. Whicker: Now that is not including a pick up is it?
Mr. Chafin: No our guys will be doing that whenever they are on their normal rounds to pick up trash. It would just be separating it. We have a recycle container on the north side of the Recreation Center that when they are taking it to the dumpster they would just make an additional stop on their route to get rid of it.
Mr. Kirchoff: With that being said I would move that we approve to receive the grant from Hendricks County Solid Waste in the amount of $5,000.00 subject to Council reviewing the conditions.
Mr. McPhail: Second.
Mr. Brandgard: We have a motion and a second to accept the grant from the Hendricks County Solid Waste District in the amount of $5,000.00 subject to the review by Council. If there is no further discussion all those in favor signify by aye, opposed, motion carried.
Mr. Daniel: Clay doesn't that require a signature by one of the Board members?
Mr. Chafin: Yes it does.
Mr. Kirchoff: I move that Council member Whicker since it is Parks.
Mr. McPhail: I will second that.
Mr. Brandgard: We have a motion and a second to have Council member Whicker to sign the documents waiting to that grant. If there is no further discussion those in favor signify by saying aye, opposed, motion carried.
Chief Anderson, do you have anything for this evening? Chief Mitny? Bill, do you have anything from the IT department? Jason, Public Works? Joe do you have anything for Planning and Zoning?
Mr. James: Good evening, I am going to see if you have any questions on the abandoned sign letter that I have prepared, if you've had a chance to look at that?
Mr. McPhail: It was a letter to the property owners having nonconforming signs that and giving them ninety days to take those down.
Mr. Kirchoff: Those eight that are abandoned.
Mr. James: Yes.
Ms. Whicker: If they are destroyed they can't be replaced.
Mr. Gaddie: Do they have time if they are sitting vacant now they have time to put the signs up there?
Mr. James: These are signs that haven't been used for over six months.
Mr. Brandgard: I didn't see anything wrong with the letter.
Mr. James: I just wanted to bring it to your attention to let you know I was getting ready to mail them out.
Mr. Brandgard: I think you were just letting us know what was going on. I think the Plan Commission needed consent or directions to do it.
Mr. James: Ok, that is all I have, thank you.
Mr. Brandgard: That is all I have. Thank you. Tim, do you have anything from Engineering?
Mr. Belcher: Just a little bit more detail on the tank raising that is supposed to be done tomorrow for the new million gallon water tank on Ronald Reagan Parkway just south of 200. They are planning on starting about 12:30 tomorrow and it will take 2 ½ hours if you want to stay and watch the whole thing. Probably if you are standing there it won't seem like it is going up very fast but if you come back an hour after it starts it will probably be interesting. Unless it gets windy or rains that is two things that could put it off. The crews said if it does get delayed it will be a week probably from that. We will have some video and some still photography if you can't make it, we will have that at the next Council meeting to show you. I just wanted to share the details on that.
Mr. Brandgard: Thank you. Don, do you have anything from Transportation?
Mr. McGillem: I have a couple of additional items, one I mentioned the old house down on West Street. Doctor Johnson came in on Friday and did execute the memorandum of understanding as approved by Council at the last meeting and so we are looking at taking that house and garage down and restoring that site for the exchange of the right of way within the next couple of weeks. Also, I've been getting a lot of questions; Bill just brought it up in the beginning of the meeting. INDOT is out on 40 just east of 267 and Creek, doing what they refer to as a micro surface on 40 all the way from the Clark's Creek Bridge to County Line and Raceway Road. So far as of in the last week and today, they had completed that on the left turn lane. They are doing the work at night, putting that on. Big question most of the people coming in is what they are seeing the final product, and unfortunately from what I am seeing it is. It's essentially a very thin layer of mixture of asphaltic mixture with sand and materials, it goes down to me it is like a very glorified pavement sealer that you would put down on your own asphalt driveway. It goes down with a squeegee system on the back of the truck and the mixture material coming out of the truck and it gives a little better skid resistance, it is a rougher texture. If you go out right now and you move over from center lane onto the left turn lanes you can see the kind of surface the drive, you will feel a little more roughness on it. Supposedly it is designed to extend the life of the pavement before you've got to do any overlays surface on it. This is the first time I've seen the product go down so far I'm saving my opinion until it all gets down and see what it actually does. If there are any questions coming up, they should be done probably by the end of this week, middle of next week. They will have to go back and do restriping and everything but that is what we are going to get.
Mr. Gaddie: What is that going to be there at Dr. Johnson's property there?
Mr. McGillem: We had a meeting with him last Friday and what he is intending to do where the actual house is setting, the front part of that lot his intent is to landscape that and make that an expanded front entry for his office and then the back part where the garage is line up with his current parking is to extend that parking all the way to West Street.
Mr. Gaddie: Ok, thank you Don.
Mr. Brandgard: Thank you. Did I miss anybody from the staff?
OLD BUSINESS
Mr. Brandgard: Old business.
Mr. McPhail: I covered mine earlier.
Mr. Kirchoff: I guess I would bring this up under old business. We had talked I guess earlier this summer that we need to be proactive and begin working on healthcare and health benefits for next year I just didn't want us to forget. Here it is almost October and we haven't done anything. Ron, how soon could you be ready for us to have some meaningful conversations because we don't want to wait until May and be back up against it again.
Mr. Lydick: I think we will be able to have that in November.
Mr. Kirchoff: I think we need to be working on it and I'd like to get something started before the end of the year.
Mr. Lydick: I will get with our consultant and see what the schedule is and we will go from there.
Mr. Kirchoff: Ok, is that for October?
Mr. Lydick: Yes.
Mr. Kirchoff: Can we shoot for the third one which will be the 21st? Just what should we be considering, what are our options out there as we try to defer and manage these costs as we go forward?
Ms. Whicker: Maybe that will be good timing and having some collaborative effort and results.
Mr. Lydick: I hope that the contract will be drafted by then. It should be.
Mr. Brandgard: Ed, anything on old business?
Mr. Gaddie: The only thing else, somebody was asking about the Whitmore Place up there, the signs are down, is it under new ownership?
Mr. Carlucci: I think someone bought that property, maybe Joe would know.
Mr. James: Whitmore Place? Yes, Beazer Homes bought them out.
Mr. Gaddie: Are they changing the lot size?
Mr. James: No, it is staying the same lot sizes and the same home designs.
Mr. Gaddie: The guy said they had been surveying it and everything. Ok, thank you Joe.
Mr. McPhail: I've been through there in the last week or so and I think they just identified the boundary lines of all of the lots in there and I think there are about 50 left in there.
Mr. Brandgard: Under old business we have the Plainfield Elk's dis-annexation. The last meeting they had asked the parties to get together and try to work out some kind of agreement based on questions and concerns we had so they came back and we talked some more.
Mr. Daniel: Glad to see John Moore is here. We did meet Bill, Renae, and myself representing the Town and Bill Eddy, Paul Hardin, and John Moore representing the Elks we had a couple of meetings and I think everybody worked hard getting prepared and we had an earlier proposed disannexation agreement and basically took that as a starting point and made some revisions to that and we passed that out to the Town Council materials, I assume everyone got a copy of it and I'd be happy to answer any questions you might have. At this point, this is the proposed agreement that we arrived at, and my understanding is that Renae and Bill are as satisfied with it as it stands and I think John has indicated that the two people from the Elk's are satisfied with it and so we submitted to the Town tonight for a action one way or another.
Mr. Gaddie: One question, looking through that notice when we was talking about when the development was going out there. The 20 foot easement was that from the center of the road or…
Mr. Daniel: That is from the center of the road.
Mr. Gaddie: 150-200 of trees there along that road that is what I am kind of curious of.
Mr. Daniel: It is from the center of the road.
Mr. McPhail: I'll ask Bill and Renae, are you recommending that we approve this?
Based on that I would like to thank Bill and Renae and the team from the Elks for working on this, it is a tough decision for us but I do believe the agreement addressed put all the issues we brought up at the last meeting and I think the issue that Ed just talked about I think protects the development of north property should they come in and I guess based on that I would move that we approve this agreement.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and a second to approve the Elk's dis-annexation agreement as been provided to us from the review and approval this evening. If there is no further discussion this evening all those in favor signify by saying aye, opposed, thank you.
Mr. Daniel: I know John is here if he wants to speak on behalf of the Elk's, he has provided me with a copy of the annexation agreement that has been approved and signed by the trustees of the Elks so we will get this signed tonight and move forward. Thank you, John.
Mr. Moore: Thank you very much, I know it's been a long process but we are very pleased we were able to reach an agreement with the Town and thank you for your efforts.
Mr. Brandgard: Thank you.
NEW BUSINESS
Mr. Brandgard: New business, Kent?
Mr. McPhail: Mr. President, I just have one item, I was approached a couple of weeks ago by a resident in Nottinghill Subdivision they were concerned about what they believe is a decrease in water pressure and volume. Over time I guess I have met with Tim and Jason and discussed that issue and if they would agree to do any kind of a study to see if there was an issue and I just wanted the Council to be aware of that. I guess the biggest issue, a couple of issues with property owners there had is that they had enough volume water pressure in case of fire and Tim assured me that that is not an issue. The other issue that they had, they have all noticed that the sprinkler systems were put in place and are no longer functioning properly. We believe it is probably just by volume and people adding on, but they've agreed to check the system and see if they can find anything and if we don't I suspect we will hear from the homeowners in the future. I just think you aught to know that we are trying to at least identify what's there.
I think Jason has gotten one phone call from Saratoga. Hopefully we will have a resolution and if not it may be an issue that we will have to address with those homeowners on a later date.
Mr. Brandgard: Thank you.
Ms. Whicker: Getting ready for our Quaker Day celebration this Saturday, Kent, can you let us know, due to construction on 40, the parade that begins at 10 from the middle school out of Longfellow then it normally comes up East Street, is there a change in the route due to the construction?
Mr. McPhail: It will be the same route that we had last year which would be East Street to Buchannan, east on Buchannan to Masten, south on Masten to Raymond then east on Raymond to Simmons, south on Simmons to Stafford and Stafford west back to the middle school. We really believe that that should be made a permanent route even after the construction is done. We think it's a good route, it is very difficult to close US 40 and with Buchannan and East Street rebuilt there is sidewalks all along there and there is lots of room with the churches and the library on Simmons and I think it was a good route last year and I just think we aught to make that the permanent route.
Mr. Kirchoff: I have two items, Jason; I had a question today from a property owner wanting to know when we are going to be getting leaf pick up? Because of the drought the leaves are falling earlier and normally it is October, but I thought I should check with you.
Mr. J. Castetter: Typically we start the beginning of October, I'm trying to hold off till October 11th this year, in the past, that first week we and a half of leaf season we are not picking up a whole lot. We might get a load in one week's time, so to save fuel cost and saving manpower trying to delay that till October 11th. We will be getting it on the website soon too.
Mr. Kirchoff: I will pass that on, thank you. Then Rich in your report I guess my question, do we need any action about the request for Niagra for healthcare?
Mr. Carlucci: No, that will be brought in at next Council meeting.
Mr. Kirchoff: Ok, that is all I have.
Mr. Brandgard: I'm glad you brought that up; you guys stole my thunder on the parade and the Niagra thing so that is good.
Mr. Gaddie: The only thing I had a guy was complaining about the sewer and water bill, probably the cost everybody thinks about each item in there is abbreviated, they was curious and some had to ask around to find out what it is and I think there is enough columns there to define more of what each of the cost is.
Mr. Carlucci: Is he getting his bill? Does he mail it in or?
Mr. Gaddie: I don't know just when he gets it an item he looks at it and somebody was discussing with him what it his item was and he didn't know.
Mr. Brandgard: Have you talked to Lois about that to see if it…
Mr. Gaddie: No I was just going to bring it up, I just noticed it.
Mr. Bennett: I will have Lois take a look at it. I assume it is a residential?
RESOLUTIONS
Mr. Brandgard: Under resolutions, we have two this evening. First is Resolution No. 2010-19: Amendment # 5 to Plainfield Comprehensive Plan.
Mr. McPhail: I move we approve 2010-19.
Mr. Kirchoff: I would second that but just as a word to Ed and Renae we had it last time for consideration and we deferred it so the two of you would have the chance to see it. It was on the last meeting. Joe, you might want to share it again. It is cleaning up an oversight, I asked for it to be deferred for when the two of you would be here to make sure you were comfortable with what we are cleaning up here.
Mr. James: We are amending the future land use map of the comprehensive plan. Back when the plan was updated in 2004. This is the area of homes south of Main Street between Lawndale and Buchannan. I think there are eleven homes on Main Street and nine homes on Buchannan. They were told that these homes to be given R-3 residential zoning and in the Comprehensive Plan they would be given medium density residential land use but for some reason this area was shown as community commercial on the future land use map, so this amendment changes the designation from community commercial to medium density residential.
Ms. Whicker: Thank you for that.
Mr. Brandgard: I think the other reason too why we really need to move it that back, I know sometime ago somebody came in wanted to sell their property for commercial development and the neighborhood came in and provided us with some information of the covenant that said that was made for residential. You don't force the covenant but if we know there is a covenant out there we respect them and don't do anything to go against it. That is the other part of it.
Ms. Whicker: Thank you.
Mr. Gaddie: Thank you.
Mr. Brandgard: We have a motion and a second to approve resolution no. 2010-19 the amendment # 5 the Plainfield Comprehensive Plan. 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 no. 2010-19 is adopted.
Mr. Brandgard: We also have resolution number 2010-21 confirming interest and purchasing Rudder property.
Mr. McPhail: I move that we approve.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and a second to approve resolution no. 2010-21 confirming interest and purchasing Rudder property. 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 no. 2010-21 is adopted.
Mr. Brandgard: Thank you.
ORDINANCES
Mr. Brandgard: We have two ordinances for their first reading. The first is Ordinance no. 12-2010: An ordinance adopting appropriations and tax rates.
Mr. Bennett: Mr. President this ordinance one page did not get into my report. It is the same ordinance that was passed last year and the responding documents will be attached to them on adoption. So it is essentially with the exception of the date it is exactly the same as what we adopted last year.
Mr. Brandgard: Are you going to get that out to us within the next week.
Mr. Bennett: I will get that out tomorrow so you can review it and it will certainly be in your emails and a hard copy on my next report.
Mr. Kirchoff: With that being said I move that we approve the first reading of ordinance no. 12-2010.
Ms. Whicker: Second.
Mr. Brandgard: The motion is second to approve the first reading of ordinance no. 12-2010 an ordinance adopting appropriations and tax rates, and 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 Town Council ordinance no. 12-2010 is approved.
Mr. Brandgard: Second ordinance for its first reading is ordinance no. 13-2010: Spice ordinance.
Mr. McPhail: I move we approve the first reading.
Ms. Whicker: Second.
Mr. Kirchoff: I would commend the Council for turning it around so quickly.
Mr. Brandgard: I have a motion and a second to approve ordinance no. 13-2010 the spice 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
Plainfield Town Council first reading ordinance no. 13-2010 is approved.
Mr. Kirchoff: Mr. President if I may I know Wes said that next week or next meeting he would like to have second and final reading on 12, and I ask the Council if maybe we should not do the same thing on that one next time. Not do all three tonight but go ahead and read that as well. If we can, I just think it will be appropriate to get this done.
Mr. Brandgard: I agree.
PROCLAMATIONS
COUNCIL COMMENTS
Mr. Brandgard: Thank you. Is there anything else to be discussed before the Council this evening? If not, a reminder that the Quaker Day parade is this Saturday and that wish everyone to have a good time
ADJOURNMENT
Mr. Brandgard: I would 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 aye, opposed, motion carried. Meeting adjourned.
