PLAINFIELD TOWN COUNCIL
February 28, 2011
Mr. Brandgard: Plainfield Town Council meeting for Monday, February 28, 2011 is now in session.
PLEDGE OF ALLEGIANCE
Mr. Brandgard: I would like to ask everyone to rise for the 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 February 14, 2011.
2. Third Reading and Adoption of Ordinance No. 01-2011: Plainfield Extraterritorial Limits Water Resources.
3. Second Reading of Ordinance No. 02-2011: Town Center Façade Improvement Program.
4. Approval of Parks and Recreation Director's and Town Engineer's reports dated February 25, 2011, Transportation Director's and IT Director's reports dated February 26, 2011 and HR Director's report dated February 28, 2011.
5. Approval of January 2011 monthly reports for Department of Planning and Zoning, Plainfield Fire Territory and Utility Billing.
6. Approval of 70,000 gallons per day of water and sewer capacity for the Canyon Club project located on the corner of Metropolis Parkway and Airtech Blvd, per the Town Engineer's report dated February 25, 2011.
7. Approval of an easement encroachment agreement between Indianapolis Power and Light (IPL) covering the extension of Metropolis Parkway between Perry Road and Airtech Blvd, subject to legal review by the town attorney, per the Town Engineer's report dated February 25, 2011.
8. Approval of the Vectren Energy City/County Utility Relocation Agreement on the NE Perimeter Parkway Phase I project per the Transportation Director's report dated February 26, 2011.
9. Approval of Change Order #1: to the Williams Tree Company contract on the NE Perimeter Parkway Phase I for additional work in the amount of $1,200 per the Transportation Director's report dated February 26, 2011.
Mr. Brandgard: Do we have any additions or corrections to the consent agenda?
Mr. Kirchoff: I move we approve as read.
Mr. McPhail: Second.
Mr. Brandgard: The motion is second to approve the consent agenda as read. Roll call vote please.
Plainfield Town Council consent agenda for February 28, 2011 is adopted.
Mr. Brandgard: Thank you. Mr. Carlucci, I believe he has a surprise guest.
Mr. Carlucci: Thank you Mr. President tonight I have as our guest Janet Haley who is ahead of the Hendricks County Community Foundation. I believe she has a big check she wants to present to the Town Council.
Ms. Haley: Thank you for having me at your meeting tonight. I saw Rich the other night and he said you got to come tonight. We have a fund at the Community Foundation called the Harold Schooler and Virginia Schooler Morrison Memorial Fund. Most of you in this room probably know who the Schooler's were, they owned a flower shop here in town for many, many years, and I know my brother Charlie delivered flowers for them for years. They created a fund and the purpose of it is for beautification efforts for the Town of Plainfield and Guilford Township, and because of their ties with the flower shop Virginia's sister is still alive, her name is Margaret Clift and she lives up on the north side of Indy and I was telling her last year about the improvements that they are doing downtown with the flower and planter boxes or what are all along US 40 and suggested that we make a grant from the fund to pay for flowers or whatever it is. So I have a check for $9,411.00 to go towards that effort.
Mr. Brandgard: Janet before you leave, if you have to leave, I just wanted to say this couldn't come at a more appropriate time. When you look at where the weather is at and we hope spring is here and we are getting ready to fill those planting boxes, so it is
Ms. Haley: I told Mrs. Clift, Deedee Daniel, the former Director at the Community Foundation and I will be going to go get her sometime this spring or early summer and cruise down Main Street and show her the flowers so she can see what the grant went for.
Mr. Brandgard: Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Is there any business from the floor this evening? Nobody coming forward we will go to the Town Manager's report.
TOWN MANAGER'S REPORT
Mr. Carlucci: Thank you Mr. President; before I get started I would like to recognize Derieth Sutton from,
Mr. Brandgard: She works for Niagra and when you say she is coming from somewhere she travels a lot so you never know where she is coming from. So it is good to have you here.
Mr. Carlucci: I did include in my report to the Town Council a proposed; it is in the form of a memo or contract at the same time. This has to do with training of department heads and their main assistants and this is from IUPUI and it is Professor Hartzer, is the one that put this project together and what it involves in is training in several categories which were listed on the proposal. There are six training blocks and how this would work is that they would schedule those hopefully a six month period, we m ay not always be able to get all of them in at the same time, depending on vacations and things like that. The idea is to do one a month and it would be an all day training session for the employees in those specific categories. I might add that a group of employees from each department met with Mr. Hartzer and they gave him their input and these were not necessarily just department heads, they gave their input on what kind of training they would like to see, and those are listed here. Now for each month, the training will be $165.00 per employee and we are looking at each one training 16 individuals from the different departments. So for example each month if we were up to the total amount of 16, that would be $15,840.00 and that would be split amongst each department's budget. We like the idea of having the one day programs, an all day gives us a chance to get the different departments together on those days and interact more with each other, other than some of the meetings that we have here are only department head meetings. Just looking at this to see if this is something we aught to do, I think there is some very good training in there and I don't know if Ron if you want to add onto anything.
Mr. Lydick: I do want to confirm on what Mr. Carlucci is saying. The department heads did have the opportunity to provide their input and I've requested from Dr. Hartzer that he do not give them any ideas to them ahead of time but to let them have their ideas first and then he also gave some ideas along with that and as a result has developed this program.
Mr. Brandgard: At this point, I'd like to thank Ron and Rich for their efforts in doing this. This is something I've wanted to see for a long time and Craig Hartzer, I've known him for many, many years and I can't think of a better person to put that on for us, and I think the staff will benefit a lot by going through this. This is something that we have not really done a very good job of; making sure everybody is trained in doing the job they are doing. They do a good job, but I think when you get into what I call the soft side of it, we haven't done a very good job of giving them the knowledge and the tools they need to do it. So I think again I am for this program, I know Craig was in here one day and I got to chat with him. He is really enthusiastic about it.
Mr. Carlucci: We often get a flyers that come across our desk for training like this and it is typically a lot more than $165.00 per person, plus the fact that you are also going to be in a room with a lot more people than what we have in the room each time these people are trained on that monthly basis. So I think it is more personalized, and of course that is what Dr. Hartzer does at IUPUI and we got a better deal there, they understand local government because that is what they are involved in on a day to day basis. Of course Mr. Hartzer has a long background in local government and Robin and I have known him for quite a while. I would be glad to answer any other questions.
Ms. Whicker: When are we thinking about or looking about, if approved, when would we start implementing this?
Mr. Carlucci: I would like to do this as soon as possible if we could possibly, I don't know if we can still get this going in March but I think we probably could if we can arrange the date. It also depends on just the time of year when some of this takes place because we are going to lose, we are going to have a lot of 12 months to get this in, to get everybody there to make sure they are getting the continuity of training and that we are not having several holes when we are trying when people are going on vacation. It is a matter of scheduling and if you give us the go ahead we will sit down with Dr. Hartzer and put a schedule together.
Mr. Kirchoff: I just have a couple of questions Rich, generally I thought the content and the outline looked excellent, you say 16 people, I was trying to figure out who those 16 people were, can you give me a sense of who?
Mr. Carlucci: It would be all of the department heads, so if you add all those up, I think maybe there is 9 department heads. Then I would have to go through each one, then the second in command, but it does not necessarily have to be if they think it is not going to be what their troubled to do it.
Mr. Kirchoff: Then the only topic that caught my eye that I wasn't sure that I understood the just of it, was managing media relations. I didn't know how much, I'm trying to figure out the 16 people and how many of them needed or that we actually encourage them to deal with the media.
Mr. Carlucci: I'm wondering if it is more than just standing in front of a camera.
Ms. Whicker: During a crisis.
Mr. Brandgard: I look at it as a standpoint of today you never know when somebody is going to show up for the media, so how do you handle it who handles it and how do you conduct yourselves with that person. I think it is important, I know we've had some Saturday sessions we've had the PR people come in and go over it and I think it is something that needs to be reinforced but basically you should have one point person.
Mr. Kirchoff: That was what I was, after they go through that I think that we need to have a conversation as to who that should be, who should make those contacts so that we have some sense of structure I guess would be the word I use, as to who should be dealing with the media relations and again that brought up in my mind, do we need to send all 16 people through that?
Mr. Carlucci: We do have the Police Department and the Fire Departments already have PIO's already. Again, I don't know how many each department has and if it is with training some additional training in case something does come up because a lot of them are off duty or may be out of town. One thing I did notice, when you watch Indianapolis their PIO's are apparently out there a lot and when you watch them it always seems to be the same woman for the Fire Department and the same man for typically for the Police Department, they try to funnel that information to that person.
Mr. Brandgard: I think the other half of that is making sure the other people understand questions they are supposed to be funneled to, that person.
Mr. Kirchoff: That is where the how to, I guess I think you should take a look at that and make sure it is worth our while to train 16 people at $165.00 a day for that. Then again, I think that we aught to have some conversations so we can get some sense of structure to department heads of what to do with media contacts. Other than that it looks great.
Mr. Carlucci: We will take a look at and maybe one thing is to cut down the number on the media contact.
Mr. McPhail: It certainly looks like to me a customized program and so you can tweak it here and there and get what really we are looking for overall.
Mr. Bennett: Being a part of that conversation with Dr. Hartzer, one of the other aspects is the media is not only if the camera stuck in your face, but the media outlets, facebook, twitter, by all accounts holds a lot of requests of the department heads for how to get our message out and this would also be entailed as part of that module as well, is how do we get our message out through the media other than just through newspaper and television.
Mr. Carlucci: We will move forward, I think we will do is at the next Council meeting we will fine tune this and talk to Dr. Hartzer and bring it back for approval. I will have Mel take a look at it. It is a pretty basic contract, we will have Mel take a look at it very briefly and we will go forward. That is all I have.
Mr. McPhail: We are going to take some action this evening and get this thing rolling.
Mr. Kirchoff: I think we are just saying we approve it in concept and come back with a formal contract (inaudible).
Mr. Carlucci: I think it is important to go back and talk to Dr. Hartzer, specifically about what was raised here tonight about the contact with the media. Thank you.
Mr. Brandgard: Ron do you have anything from HR? Chief Anderson do you have anything from the Fire Department? Bill do you have anything from IT? Jason do you have anything from Public Works?
Mr. J. Castetter: I have a few things tonight; I will try to get through them as fast as I can. My first item I would like to talk to you about has to deal with water. I got an email approximately about a month ago and I haven't been able to bring it to you. It is a great email I thought and I went to share it with Robin earlier. A few years back when we built the southwest water treatment plant Natgun Corporation is the company that provided the water tower for that facility. I got an email from him a couple of weeks ago and it has been several years since I have seen him. The email said, “While I was in Charleston, West Virginia picking up some bottled water, the purpose of convenience with tap water being my concur, I read the label of the bottle, the bottle was a Great Value Walmart purified plastic bottle that noted the water source being Plainfield Department of Public Works in Plainfield, Indiana.” I thought that was pretty neat.
Mr. Brandgard: Jason shared that with me and I said well bring it into the next meeting and well guess when the next meeting was, the midst of the snow storm.
Mr. J. Castetter: I've been rather busy in the last few weeks, but specifically last week. Last Tuesday started off with an emergency repair, I think some of you may not know, we had a manhole sewer failure in this particular manhole, as you can see there is two plastic pipes and those are actually forced mains and what you see there is sewer gas, hydras sulfide that has ate the concrete manhole. Hydras sulfide and concrete don't go well together, this is above the outgoing pipe of the manhole structure and what you see here is gravel blacktop that has fallen in from outside of the manhole. But basically under the street is what is there. I will try to click through these real quick if I could and show you some of the efforts, we have a bypass pump two manholes, we had fifteen residents that we were trying to keep from sewer backups taking place and those were mainly along US 40 and one block back. So we had to bypass pump those for a couple of days in order to keep those backups from taking place. We decided the best thing to do is to remove the existing manhole and place a new manhole in just south of there; the manhole basically was not worth saving. I hired a contractor to perform this work, this was beyond our capabilities it was 12-15” deep and we don't have a shore box quite that deep, there is the new manhole going in, you can see the holes drilled out for the mains to be reattached and actually we placed this manhole outside the pavement area, we shouldn't have this problem again, but if we do, we won't be digging up the street and here if it shows up good. That is actually when we dug up to the manhole structure; you can see the void that is underneath the street. It is probably a six foot void that has sunken into the sewer main that we don't really know. School bus, trash trucks travel over the roadway, we were unfortunate for it to happen but fortunate to catch it when we did and able to get it repaired. That happened Tuesday, actually Monday night when we found out about it, Tuesday the bypassing took place, and Wednesday the connection was made just before the rain, ice, snowfall. As we mentioned the Sewer Department was busy on Tuesday and Wednesday, the snow and ice came in, then our Street Department was active Thursday and Friday and so then last nights rain event, we got the Storm Water Department ready to go and they were busy today. Then we finished off today with the water main break to get the Water Department busy so we had an eventful week, actually the last couple of weeks. I just wanted to give you all a little bit of information.
Mr. Brandgard: Just to remind everybody that the sanitary sewer that Jason is talking about it is in Belleville, and it is part of the system that we inherited when we purchased that and I guess a question I have is, if the gases and the concrete don't mix how do we keep that from happening?
Mr. J. Castetter: One thing we are going to look at is there is a lining you can buy per foot and you can have those manholes lined in order to keep the corrosive gas from attaching the concrete. This was an emergency contract, it was unbudgeted same as going in and trying to get this protective coating, actually we are probably going to do two manholes, the one downstream from this is showing some signs of corrosion as well. The other item I have is talking about the DPW phase two, if you recall last year Council gave me consent of I believe phase one and phase two and phase one is the expansion of the back storage building which now complete and operational and then we couldn't have picked a better year to do that, we've been pretty active in there. Again I hesitated on starting phase two until we got the water, sewer, and utility budgets prepared, they are prepared and I have budgeted the money for starting phase two and if you recall that is for the improvements of the existing building on the employees facilities office space and conference rooms. So I think everybody got that confirmation maybe a couple of weeks ago, but the estimate was about $180,000.00, so with the Council's consent again I would like to move forward in starting that project.
Mr. Brandgard: We got your budget tonight for Thursday's review.
Mr. J. Castetter: That is why I wanted to come to you tonight.
Mr. Gaddie: Jason, I got back in town and somebody was talking about the sewer problem you were having there in Belleville, they said you guys did a good job.
Mr. J. Castetter: You met Dennis, he is my Sewer Department operator/ crew leader, at the last Council meeting and he is very precise on how he does things and he is very efficient and so he was able to get out there and get that job done.
Mr. McPhail: Do we need any action for…
Mr. Brandgard: I would think at this time we would, if it is within the budget we can give consent based on budget approval.
Mr. Bennett: That was exactly what my suggestion was going to be.
Mr. Kirchoff: Will you bring in final bids or how will that work?
Mr. J. Castetter: This is a project we are going to do mostly in house and actually I had this prepared to come to you at the beginning of the year because I didn't know when the budgets were going to get approved so if it is a week away I can actually wait until then. With the winter and things we've had going on I haven't had really a good chance to start on it.
Mr. Brandgard: Do we have consent to move forward on that basis?
Mr. J. Castetter: I have a young gentleman here Devin Koloditz, he is here to give a power point presentation and hope to move forward with an Eagle Scout project, and so Devin if you would like to come up. If you would allow him a few moments to do that and he will tell you about his project.
Mr. Koloditz: My name is Devin Koloditz; I've been a resident here for about, since I was three years old. Some of you may have seen me a Chick-Fil-A; I've been working there for about a year. I am a senior at PHS and I have just got some sense knocked into me about my Eagle project and I am thinking about putting reflectors on the fire hydrants so they are able to be seen at night and I've got a power point presentation for you guys real quick.
Mr. Brandgard: Ok, very good.
Mr. Koloditz: My Eagle Scout project is requiring about 80 hours of community service with the help of my friends and family which will be soon. My project is called Fire Hydrant Elimination and this is a picture of one of the fire hydrants on Center and Main Street which you cannot see very well and this is the reflective tape that we will be putting on the fire hydrants. We have three types of tape that we were thinking about doing and the first two, they are good but they weren't as good as the charismatic tape which can be seen about a thousand feet. We did an experiment on Main Street and Vine Street of the tape and this is not charismatic tape, this is just a sample, so the charismatic tape will be about 200 times brighter than this. We have a contact tape that we are going to put on the fire hydrants, about one inch under the collar and then the actual charismatic tape on top of that so it will stay there. Then as you can see the bottom with that reflective tape is seen from a distance, you cannot see it very well, the top one is for near and the top right is for distance and you can see it very well with reflective tape. That was the slide show of the project and I would just like to thank you for taking the time to listen to this and to thank Jason for listening to this as well and I will turn it back to Jason.
Mr. Brandgard: Devin, thank you that is a good presentation, I got another project for your Eagle Scout if you want it. Teach everybody how to make those slide shows work. You did a good job, thank you.
Question, working for you but is the Fire Department comfortable with the reflective tape. The reason I am asking is they put colors on signify the pressures and such.
Mr. J. Castetter: I believe Byron does support this, and I think Devin went to him first actually.
Mr. Koloditz: Actually I talked to a few people at the Fire Department, I go there every Saturday night and a lot of them like the idea and they said it would help them a lot, and I'm sorry, I talked to you first about it, but I did talk with a few of the firemen there and they really like the idea.
Mr. Brandgard: I think it is a good idea.
Mr. J. Castetter: I'm in support of this project, this is something I thought about doing for sometime and this is a good way for us to get someone an Eagle Scout badge and get something accomplished that we have wanted to get done. With Council's consent I would like to support Devin in 50% of the cost of the material which is about $350.00.
Mr. Kirchoff: How often do you repaint the hydrants?
Mr. J. Castetter: It kind of depends, but it is probably about every five years we repaint fire hydrants.
Mr. Kirchoff: What is the life expectancy on your tape?
Mr. Koloditz: Five to seven years.
Mr. J. Castetter: Just for a footnote, this charismatic tape is the same material as we use for the high intensity charismatic street sign replacement program. They say those signs can go from 7, 10 to even 12 years depending on how they are facing. To go back to your comment about the color code, we do color code the fire hydrants depending on gallons per minute the tape that he will be using will be a light charismatic tape so it won't conflict with the color coding of that.
Ms. Whicker: I have a question, if this is 350-400 hydrants would it be possible that in the future Eagle Scouts possibly wanting to do a project may continue with more hydrants?
Mr. J. Castetter: I'm hoping so, but I'm not sure how the Eagle Scouts work if it has to be a new idea or under someone else, I'm not real sure.
Mr. Koloditz: (inaudible)
Ms. Whicker: It we do this I think that would be nice to continue.
Mr. J. Castetter: I would also like to make the comment that we were going to start on the fire hydrants in the downtown area on the streetscape and work our way out. So I will be getting with Devin and getting a map together and working with him on that, so I will have him downtown first.
Mr. Brandgard: Consent? Clay do you have anything for Parks? Chief Mitny do you have anything for the Police Department? Joe do you have anything for Planning and Zoning?
Mr. James: Good evening, in my report I touched on several topics and the topic that is of most importance tonight is the Town Center Façade District, façade sign, improvement program, you have the second reading on that ordinance tonight but I would like to request that we suspend the rules and go ahead and have the second and third reading tonight.
Mr. McPhail: Joe, can we make a note when we get to that part of the meeting to ask for you that so I will just make sure I make a motion at the appropriate time that we do that.
Mr. James: I guess before we do that I wanted to see if I had any questions about the program or anything.
Mr. Brandgard: I think we already did the second reading so all we need is the third reading and adoption.
Mr. James: Is there any questions about the program or anything?
Mr. McPhail: It is a pretty detailed report Joe.
Mr. James: I have a power point too if anybody wants to take a look at that.
Ms. Whicker: Are individual property owners will be funding grants to the Council? And then those we will just review monthly?
Mr. James: As they come in we will schedule them for design review committee review and then once they get through the DRC we will bring them to Town Council for approval.
Ms. Whicker: Then the maximum in the fund is?
Mr. James: $2,000.00
Ms. Whicker: Per participant?
Mr. James: Yes, correct.
Ms. Whicker: Now even though they are doing it individually, if a number of them are looking at awnings or looking at the same service are we able to help possibly group or possibly help them out, do we have specific vendors in mind that might work with them on this project to help coordinate if there was more than one property owner wanting to do the same service, and maybe looking at that as an entire cost instead of three separate costs?
Mr. James: Yes, that is possible, we could do that, I've already had someone ask me who one of the vendors was for the program we just completed so yes.
Ms. Whicker: Then that way possibly they would be able to do more with the money given to them if they could get it at a discount.
Mr. James: Economies of skill. In my report I touched on some other topics, the diner relocation, the Hobbs Tollhouse grant and the South Mill Street parking lot. The Hobbs Tollhouse grant, we can delegate it but before we do that, I gave Robin a letter tonight to sign, it is a letter requesting FHWA take a look at maybe transferring the Hobbs Tollhouse grant to the diner project. We will go ahead and submit that letter as a request and see what kind of response we get from them. It doesn't obligate the Town to do anything; it is just a request to take a look at it. Do you have any questions on any of the other topics?
Ms. Whicker: I'd look at Mill Street parking options. I guess one is to leave it gravel for a maximum of six months unless we get a variance from the BZA?
Mr. James: That is correct.
Ms. Whicker: And then we look at the paving with the required standards, lighting, landscaping basics since we don't have a plan for that area, I guess my question is I personally will be more comfortable with gravel at this point until we get a plan for that area but I don't know how the other members feel.
Mr. Brandgard: We can't leave it gravel. We don't allow gravel parking lots in the Town so I don't think it is proper the Town should get a variance to have a gravel parking lot when we don't let anyone else do it. That in my mind is kind of off the board.
Ms. Whicker: We also have the option of returning it to the grass.
Mr. Brandgard: Right, but the other half I think of getting it paved is…
Mr. McPhail: Didn't Tim have a report on that?
Mr. Belcher: I do have some more information to present on that and I was waiting on my turn to come up. Joe had offered to look at the zoning and stuff for us and that was very helpful and if you decide to go forward we have some zoning approvals we'd have to obtain regardless of what we end up doing, one of them being, deciding on whether we pave or not or variances to rezoning related to being a residential area, that was Joe's piece of that and I got some more stuff to show you either now if you'd like if Joe is done or whenever you want me to present that.
Mr. McPhail: I think that is a positive move on the Hobbs Tollhouse grant but I really don't believe that that project has merit left to it and certainly if we can get those dollars shifted so it would have some merit it certainly would be worth the effort.
Mr. James: I will submit the letter tomorrow to the Indiana National Road Association; they also provided a letter supporting our request. Thank you.
Mr. Brandgard: Thank you. Tim do you have anything from Engineering Department?
Mr. Belcher: I will just start with that topic. I'm going to present a very basic concept plan which is where we left off last time; we thought you requested that so we got a basic plan put together to talk about. On this report sometime ago we had a consultant, you might recall from Chicago that did a downtown study. Part of that plan was to look at our parking situation downtown. I thought it was good to go back and look at this briefly and let that report show this, again Traffic Engineering Incorporated Jett Sorokin was a consultant that worked as a sub to this other planning group that we had. I won't go through the whole thing but to get some of the key graphics on the back here. What they were trying to do was essentially find out how many parking spaces we have downtown, how many are public and how many are private and then, they tried to determine what the turnover was. Just to find out if there is a parking problem downtown. I think what the result was that they didn't think that we did at the time, we didn't have a lot of times where people couldn't find a place to park and that is essentially where I think this came out of.
Ms. Whicker: This was done in 2002?
Mr. Belcher: I think it was about then, yes. Just to give you a feel for what this is showing which I thought it will tell us probably the most telling in terms of what we are talking about. These purple spots are public parking at the time and the spaces available. This I think some of it has been expanded, we bought a house and added more public parking, we purchased a lot over here I believe so these are all on the north side of US 40 and at the time we had some options of parking on 40 which we don't have anymore, so those decisions have changed since we initially did this study but essentially what I found interesting about this is, this is the only public parking on the south side. The old Fire Station that we tore down we created a parking spot there that is 14 spaces. Now that doesn't mean that is full or it is having any problems but those are the ones on the south side as you can see the public parking is really concentrated of all of the public parking downtown is essentially on the north side of 40. I only bring that up because I thought it was important in your deliberations of whether you want to think about this lot that we are talking about here which would be down around here is where we are talking about with this concept plan if we go forward with it. That is the area they used for this stone that the contractor has placed stone and used for a staging location. Again these blue lines are showing parking that is public but it is a long street. So generally that is the residents that live there and you know those might be utilized for people who are living at the house or visiting a house but not a lot of public parking for an event or something like that. There has been a lot of changes downtown, so I thought that was a pretty important thing to consider. That is the one before we cleaned it up. So again this is a very basic concept what it is showing approximately 30 spaces could be developed in trying to save some of the existing trees over there, this is the stone, it is almost all in stone, it is not necessarily graded right to be paved so there would be some work but if you decide to allow us to try and negotiate with the contractor, that is what we will try to end up with. Question would be the zoning matters, that house are no longer there because we purchased that. Essentially we are trying to stay away from this street, Jason has already got some cable barriers that he has put in to keep people from driving off the road there and those would stay in place and they would be behind those. Just to show you what it is today, this is south of Mill Street, looking south from the center, the alley from behind Dairy Queen. So you can see this alley has already been widened for part of the project and we have a much better scenario back there in the alley than before when there was a home on the corner and we ended up purchasing that and tearing it down, there is a lot more ability to get through there now. You can see the cable barriers that Jason has put in there to keep people from driving on the lot. About the middle of this lot we do not own so we have a local landowner that was wiling to allow the contractor to utilize this just as we allowed the contractor to utilize our property for this project. But if you again decide to go forward this would be a purchase that would have to be made, a 60 by 120 lot that exists along Mill Street that has never as far as I know had a house on it and it doesn't now, but I would imagine $20 to $25,000 I don't know for sure, if we decided to go forward and get an appraisal and that kind of thing. Again our proposal really tonight is to ask a question, do you want to continue to pursue the concept of negotiating this with the contractor, because our goal would be to negotiate keeping the stone and making it flat enough to be used as a parking lot and go as far as we possibly can compared to the cost of removing all of that stone and putting in grass which is required to what we can get in terms of pavement, how far along that road to getting a lot we can get a lot of things still involved there and one including the zoning matter that has to be taken care of before we can build it but essentially the goal now is to decide are we even to a point that we want to start down this path or not? If we do, we can take another step go to the contractor and ask for a proposal come back again and if we are not going to close the gap if we need additional money to do it then we certainly would come back as we have tried to make the impression here that we are going to try to do this as little cost as possible and possibly no cost to the Town but we can't guarantee that until we really sit down and talk to the contractor and to get his sense of what it is going to take to do what we are showing you.
Mr. Carlucci: This is still subject to the Board of Zoning Appeals, which wouldn't happen because we don't have a meeting in March. That would push that to the meeting in April, BZA which is usually the third Monday. Would the contractor be willing to wait that long until the Town makes a decision?
Mr. Belcher: That is something we will need to talk to the contractor about, I think he is going to be around till May just because of the planning and that would be part of his decision making on cost. If he has to remobilize we would not be able to get him back to do that. I'm sure that will be one of the first things he will ask is when will you let me do this?
Mr. Brandgard: I think the key on it is to make a decision we need to know whether what we are talking about is viable or not. Where I am at is number one is he willing to make a parking lot out of it for no cost? You need to know that and you need to know some guess in what that lot would cost.
Mr. Belcher: Until we had this consult planned, like last week we didn't even know what it looked like or how many spaces we would get out of it and now we are thinking about thirty and this is the configuration of it. So again, confirming whether we want to go forward because we already have quite frankly the very easiest thing to do is to let them put it back in grass because we know that will cost us nothing, this is essentially if you want us to do, we will pursue it as far as we can and as long as we can and if it is not viable then we will let you know.
Mr. Kirchoff: I think I asked this question last week. There are no curbs on that street now. Would we have to curb that?
Mr. Belcher: No. The zoning ordinance doesn't require a curbs and I think for drainage purposes we would probably not want too, we would actually want the drains to continue across that area like it does now so the lot might go down just a tad to allow that drainage to continue.
Mr. Carlucci: I was kind of curious, I should have asked this earlier and I apologize for that, the area where people park now it is kind of around that big sycamore there. Would that parking be eliminated and maybe put back in the grass? Is that the type of situation if you had that parking lot there you could go down and take a right and go on towards 40 or you can go back out to 40 off of Mill Street.
Mr. Belcher: That circle was a problem, people was parking on it so much last summer that it got to be where people were in the way. So keeping the circle may still be a value to us in terms of somebody turning around and going back out onto 40, but if you have a parking lot being proposed here you can probably more easily manage people getting off the circle instead of parking down there on it, it could go away.
Mr. Kirchoff: Didn't we put any parking signs on it?
Mr. Belcher: I think we did, we tried several things and tried to keep people from parking on that circle, because it really wasn't established as a parking area but it was being used that way.
Mr. Brandgard: Same way on the road.
Mr. Belcher: Right. Whether or not this lot would serve for that purpose but it certainly would be convenient though if you go through the drive thru at Dairy Queen and move around somewhere to enjoy you ice cream that would serve for a good purpose for that. We felt like for the last meeting we were didn't even know if you wanted to pursue it any further, but if you think you still want to pursue it and he says no he can't do it for next extra cost, so then the next question is how much, and we will come back and ask. It really comes down to, is it worth the investment in that area.
Mr. Gaddie: Are you talking about asphalting there?
Mr. Belcher: We will need to asphalt it, and again. We think what might happen we will move some of that stone base around to get it to the shape we want, so leave it along the alley it would cut back because we don't want a twelve foot shoulder in there, we might take that stone and move it and reuse it without having to haul it away. These other costs will be putting in a truck and haul it away. So we are trying to capture those funds and putting them in as much as we can, even the paving if we can get it. This contractor we have a good working relationship with them, but again it is going to come down to what he can afford and what he's got already in the job.
Mr. Brandgard: Well to me it is all about dollars, what the Town would have to spend to do it. So until we find that out, we can't make a decision one way or another.
Mr. McPhail: You know I think the biggest issue in my mind, because I think we are going to get pretty close to a wash when they dig it out and replace it and bring it back. But we need to purchase that one lot and I think we need to purchase it anyway and without that lot you are not going to get that site to do be developed anyway. I think I looked at the assessment on it and it is assessed at like $15,000.00 or something like that.
Mr. Belcher: I only know that there are lots that are now selling for $25,000.00, that is probably the upper end that are 60X20 lots that have been for sale for a while that are around $25,000.00. It is certainly less than the homes we have bought with lots under them so far on that street.
Mr. Kirchoff: I say lets see some numbers.
Mr. Belcher: Ok, we will be meeting with them soon, I think the contract is getting ready to start up Don is that correct or getting ready to come into Town, the sooner the better on these.
Mr. McGillem: The first status meeting with them Wednesday for going over startup what is left to do. One of the items that I have indicated I wanted to discuss with them was this conversion to parking for this staging area versus them restoring it. I hope they will have some idea at least as to what their attitude is towards this.
Mr. Kirchoff: Was that a specific cost item in the original bidding process?
Mr. McGillem: On this lot? This staging area has nothing to do with the contract. This is all outside the Town's contract and including the contractor of the owner of the lot and the Town, agreeing that they can use this area for the staging and use of it they have to restore it back to the original condition.
Mr. Kirchoff: Alright, thank you.
Mr. Belcher: We will explore it some more with them in terms of the perimeters I hear is we don't spend anymore money and even still not completely sure till we hear that to go forward and we will go as far as we can and get back to you as quick as we can. The next item I will add. The Niagra Water, request for additional capacity. I think this is a good story since the terms of everything that has happened thus far with Niagra. When they first came to Town or considering Plainfield, we made certain commitments to them about water capacity, obviously a big water provider, they need to know that we could supply them and they are scheduled initially, their intent was to wrap up the 600 gallons a minute in three years and they are actually have done very well here and they actually have a forth bottling line in their facility which came within the first year since they finished their construction of their first bottling line about the end of the year approximately. They would like to use that forth line as much as possible next year. One of the things to do that when they, our water like a lot of water systems with well, water has certain hardness and a certain iron level to it and we meet all of our requirements of our permits and things for delivering water. But when you are trying to place it into a bottle that they do more treatment on it, they have certain issues that they've had to deal with and we have had discussions with them about it with their technical folks, so they would like to upgrade a system within their building to allow and essentially higher bottling capacity in their current bottling lines and also do additional treatment on their side of the meter that will allow them to bottle more water and that would allow them to get the 850 gallons a minute. So instead of being at 600 gallons a minute in three years, this is a peak goal, they'd like it to be at 850 gallons a minute in year two. So they are essentially being very successful in Plainfield and again that in terms of our water utility, we sell water for business so I think that is good for Plainfield too. Especially since we've worked very hard over the last twenty years to get our utility in good shape, now since we can supply and provide this kind of water to big customers. We first looked at that with IWC, we had a contract to provide them up to 2 and a half million gallons a day should they get a position to take that and so they are asking. That rate is even higher than what they are looking at tonight. Essentially their request comes down to, and I can support that is a request to get from 600 gallons a minute peak flow to 850 gallons per minute in a daily peak flow, the average daily flow, this is on the water side, would be in the range of 828 thousand gallons per day and that is important because our capacity fees are based more on average than peak. It is a little bit like any business in town, Mike's Car Wash, or restaurants, there is days when they are very, very busy, and then there are days when they are not. The water bottling industry is somewhat the same I understand, is that there are some parts that are very busy and we've seen that in our records of flow from their facility, and when they are not very busy. But the idea is to get the capacity paid for as they go. This is being reviewed though as throughout the year. The 828,000 can be reviewed continually every quarter to make sure we are hitting that capacity target on that and that we are not over charging the fees or undercharging the fees, that's what we do with everybody, this is just a very unique customer and that their size is so large. If you do approve this request their next payment, they have already paid us several connection fees for those sewer and water, would be a total of $970,000.00 in connection fees. This is new fees that they would pay, and that is broken down between water, its more water than sewer obviously. They are asking for capacity, they are willing to pay for capacity at the share that any other person in Town would pay coming in with the incentives that were offered to them and those kinds of things. So with all those things in mind, I would recommend approval of this request, again the peak flow of 850 gallons per minute with the expected average of 828,000 gallons per day and the sewer capacity is 141,000 gallons per day average that they are asking for. So it is a little complicated and it was worth talking about and getting your input or your comments on it, but they certainly are a large customer and becoming a large customer of our utility and would be one of the largest if this were approved.
Mr. Gaddie: Tim, on the water they use, what percent goes back to the sewer?
Mr. Belcher: It's about 17-20%, that is what we tracked and they actually have devices within their facility that we can read and they report to us so we can verify that, but what is going out in the bottle is X and what is coming back in the sewer is Y and those are reported into our billing department and they get billed on that amount.
Mr. Belcher: It's crossed my mind, it is going to be high in the different minerals, the minerals that is in our wells and things, they are just putting it back in after they take it out of the reverse osmosis system so it is not a really difficult thing to treat in our sewage plant, but it is a large volume so we still have to treat it. The thought of what can we do with that has crossed my mind to try to intercept that but I haven't come up with the idea yet. A lot of times we are going to that as blessed as we are with a good water supply that they are actually recycling with the waste water side and using it for a separate irrigation system throughout the Town, where they have high needs for irrigation and the dry climates. We are not quite there yet and last summer I was thinking about a lot more but it sort of reminded me this winter how much water we do get around here.
Ms. Whicker: Our community garden, it would be great after it has gone through the reverse osmosis.
Mr. Belcher: That's for sure, yes.
Mr. Brandgard: Well anything you do will lower the cost for everybody so everybody wins, when you find a way to use it.
Mr. Kirchoff: There is no way to be working with the local golf courses?
Mr. Belcher: No question, it is all about the distribution or the getting it there so the closest golf course…
Mr. Kirchoff: Do you do that in any of your communities?
Ms. Sutton: Good evening, Derieth Sutton, with Niagra Bottling. We do have a community where we do truck water back and it is refunded back at a golf course. But that is kind of an unusual situation because it is very costly to truck waters so it just depends on the circumstances but it certainly will be something that I think we probably could entertain.
Mr. Brandgard: I guess we would entertain a motion to approve the 828,000 gallons per day water and 141,000 gallons a day of sewage capacity.
Mr. Belcher: If you wouldn't mind, because I think they need this to be in a letter that they would like for me to write. Exactly what you said but also the 850 gallons per minute peak flow, that is the highest water flow and that is not as important on the sewer side of the water but I know that is probably something they need for their financing of the different devices they are going to purchase and that we are going to support that.
Mr. McPhail: I think it would be to say in addition to the water and sewage usage, this company has far exceeded our expectations in terms of capital investment and jobs they created in our community. They have been a very positive influence in our community in terms of investments of jobs.
Mr. Brandgard: And they are a good corporate citizen because they are involved within the community with various things.
Mr. Kirchoff: So we are appropriately authorize our Town Engineer to respond in writing to Niagra in positive sense for their request for capacity for water and sewer.
Mr. Belcher: That will be fine, it is a well intended as a letter requesting from me with you authority I can write that.
Mr. Kirchoff: I so move that we allow the Town Engineer to respond to Niagra's request for additional capacity for water and sewer.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and a second to have the Town Engineer respond to Niagra Water request for additional water and sewer capacity and also peak gallon capacity as presented to us this evening. If there is no further discussion, all those in favor signify by aye, opposed, motion carried. Thank you.
Mr. Belcher: Thank you very much.
Ms. Sutton: I just wanted to make one comment if I could just to say thank you so much to the Town. I know that this request comes a lot faster than we originally anticipated but it is all due to our relationship with this Town. We never hesitate in all of our expansion surges and even in our existing communities to talk about the relationship with the Town of Plainfield, and it is because of that relationship and receptiveness the business understanding, I don't even refer to it as being a business friendly community, but a business understanding community that has allowed us to continue to make investment here. We have plans to make additional investments and to continue to grow and so I think you will see some numbers that are, like I said very surprising but we have ramped up a lot sooner than we would have anticipated here and we just really appreciate all of your efforts, that is just really due to the commitment that you all have made to us that has allowed us to do that so I wanted to say thank you.
Mr. Brandgard: I appreciate your comments and likewise, you have made a major commitment to the Town of Plainfield in purchasing the building and your equipment inside and working with us on various projects and we really appreciate it.
Ms. Sutton: I think we are at about 56 million dollars in capital investment and we originally had said about 35, so we continue to invest.
Mr. Brandgard: Thank you. Don do you have anything from Transportation?
Mr. McGillem: Well I guess the main thing I want to discuss with you as you heard from Jason earlier, he is pretty busy out there without even getting into some of the problem areas that we've gotten our roads after this winter. I submitted to each of you earlier last week trying to get it out in front of you the problems that we are currently having on County Road 200. Not that County Road 200 is the only one that we are having any kind of problems this year but it is creating some significant problems because with the Ronald Reagan Parkway completed up to just north of 200, County Road 200 across from Dan Jones Road has become a pretty major connection to the Ronald Reagan Parkway and I think as you all know we had commitments on expanding County Road 200 to the full three lane section similar to what we've got around the Ronald Reagan Parkway area. At such time, the All Points would expand into areas further west requiring the expansion or reconstruction of County Road 200. That does not look like it is going to happen anytime soon. Jason, Tim, and I kind of thought until that happened we could keep 200 patched up and keep it open. But with what we are getting out there, and the problems of (inaudible) and the fact that we obviously have any sub base capability of maintaining that road. With the numbers and things I've submitted to you, it is going to be a major headache every year trying to keep this thing open. Essentially what I provided to you and submitted for your consideration, I think what we would like to do is take a look and further get into seeing if we could pursue what we referred to as a full depth reclamation, (inaudible) and basically that is nothing more than taking large rotor tiller, rotor tilling and turning up everything that is out there, the asphalt, any elements on there, even the clay underneath. Taking and designing a percentage of cement ratio, then mix that and compact it and then put an overlay or an asphalt section on top of that. We feel by doing this that we can create a stage of construction that can still be utilized at the time that we go to a three lane section. In addition to doing this, we also need to do some drainage improvements out there, because this is part of the problems that we've got. Jason and I have looked at it and we feel that we can pretty well cut a new ditch along the north side that gets to the creek and cut water in from the south side with minimal effort in order to get the drainage that we need. Essentially this would be an opportunity that we could go in get this done, it is a quick response that we can get in and do it, which is another reason we feel needing to do something fairly quickly on this section because when we closed down Township Line Road east of Dan Jones Road, down sometime middle to the end of June, to start that project for eighteen months, this is one of the major alternative routes getting across. So I guess where we are at right now and the reason for advancing the information rather than waiting for the work session which we would have normally done on this project north of Township Line Road, we're asking the Council if we could get consent at least at this point to go ahead and identify the engineering, which we feel is minimal in order to put together a proposal for this type of project, till we can get a better handle on the cost associated with it and ideally we would like to be able to move forward with the project. If we can move forward with the project, our intent would be able to get to get in, get it advertised, get it done, and have it open before we close down Township Line Road in June, which is a pretty face paced project. Cost wise, Tim and I have looked at it from a standpoint of what we know elsewhere and the information we've been able to get and we think we are talking about probably $600,000.00 to do the project. It is a lot of money but it is a lot less than it would take to do the ultimate three lane section that we really don't particularly need right now. We also did not want to spend this kind of money that could not be used also in the future section. What we are doing out there right now is a band aid, everything we spend out there is essentially thrown away each year and we are going to have to look at it again next year.
Mr. Brandgard: We knew this is a comment number one, the video you sent out was very interesting, I'd like to see that section of road they did a year later to see how it did.
Mr. McGillem: One of the things we've been sitting back looking at this, and we've been talking to Avon, the section of roadway that Avon had done on County Road 200 from Dan Jones to their east corporate across from the Settlement was basically done the same way. Also the one that I've been keeping an eye on was the section of County Road 100 South from 267 to Dan Jones Road which was done about three years ago I think it was around three years ago. It was done through this same method and it seems to be holding up pretty good.
Mr. Kirchoff: You just answered my first question. There are contractors in the area that have the expertise to do this.
Mr. McGillem: There are contractors, in fact Jason and I went up this last summer to the Meijer store in Avon, they completely tore out their parking lot redone through this method, also just this last summer, last fall the warehouse distribution building at the southwest corner of Airtech and Ronald Reagan, which is not that old, they were having problems with the foundation pavement on it and they completely tore out and done this on it and there are firms that are doing this and they've got the equipment, and it is really nothing much more than a normal lime stabilization type of project. Which is pretty much the same kind of equipment, then by grinding up the asphalt and grinding up the stone, lime will not react with those products mixed rather than line with the cement it can be in dry form or a liquid form and it reacts and creates your stabilization.
Mr. Kirchoff: I don't know how many you've taken the drive 900 E and 200 South; I think it would be well to buy stock in a front end alignment around here. That area out there is just terrible.
Mr. Brandgard: I was going to make the same observation. Jason keeps building material out there in those holes and there must be a bottomless pit as fast as he put it in there, it disappears, and 900 out there is the same way and again I think closing Township Line is going to reduce traffic on both of those and the most important ones 200 I think and 900 is going to get the impact.
Mr. Kirchoff: That will be on the east end of the project anyway won't it?
Mr. Brandgard: I guess you don't do this often and I don't like doing it, but when you look at where we are at right now to where we need to get this done, I think this is a project we declared an emergency on we will do it. You wouldn't have to take the three month bidding process. I don't like not doing it that way. I think again when you look at trying to provide ways for the citizens to get around Town we've always done a pretty good job of it and that road is going to go back to what it started out as, is a dirt trail. I don't like to say this too much but I've been around here long enough to remember those roads when they just barely the county barely had gravel on them and then they finally added some blacktop, what you got is what we got to use. You got water underneath there.
Ms. Whicker: If that is the alternate route under the construction, it can't be damaged and it can't have it under construction at the same time.
Mr. Kirchoff: Is there some way for us to encourage people, if we can get to 200 South to some level, encourage people to stay on 200 South all the way around Ronald Reagan?
Mr. McGillem: Rather than utilize 900?
Mr. Kirchoff: Ronald Reagan to me is the answer if we can get them over there.
Mr. McGillem: 200 as you indicated 900 is the same way. Jason and I have talked, 200 we feel is a priority, and it is the one that is really picking up the traffic and carrying the most. We are still getting some cut through on 900.
Mr. Kirchoff: I met several cars on there today when I drove it.
Mr. McGillem: Probably the barricades were still up on 900 or are they down?
Mr. Kirchoff: No, they are gone.
Mr. McGillem: Essentially we could keep 900 closed down as far as I'm concerned to local traffic only if we had too. We can get it through the spring here, get it patched up and keep it isolated to local traffic only and half split barricade. That won't keep all the traffic off of it, but it will discourage some traffic of getting on the thing.
Mr. Kirchoff: I think we should consider that as part of the project.
Mr. McGillem: The 200, one of the reasons for kind of emphases 200 also is well known also the bridge to 36 down to 100 on Ronald Reagan is scheduled to be completed I think it is the end of 2012 early 13. Once that bridge is open we still are going to have the gap between 100 and 200 the way it is set up, so we're still, even after the bridge gets done down from Rockville Road, we are still going to have a good amount of traffic on the section of 200 across there. So I think we need to be emphasizing more than just a patch job.
Mr. Kirchoff: I agree. Some of the emails I read too, with all of our funding opportunities.
Mr. Carlucci: We have the EDIT fund that we could use for that. They have an Accumulative Capital Improvement Fund also that can be used for that, we do still receive money still from the gambling boat money that might be there. The only thing I am concerned about, not necessarily about this project, is that the State is now claiming they over paid us in some of our income tax money, and it is kind of interesting, they didn't say that when they were under paying us for all of these years, but we don't know how that is going to work out here either. Those funds right now are these that have money to do that road with.
Mr. McPhail: Well I think whatever advantage we have if we are able to do this and use this process and we are successful with it, in the future we've got lots of these types of roadways that we've inherited over the years that are going to have to be rebuilt because they begin to deteriorate and that type of thing. This will be a good test case I think if we'll have for the type of traffic that we are looking for. We don't want to build this type of thing for truck traffic but we want to build it for automobile traffic. But we have a lot of residential areas that the roadways are going to get bad and have to be rebuilt over the years and it seems to me that with this process will be a lot more economical than what we would typically do to take it out and build a new road there and that type of thing. So I think there is some value in having a test case.
Mr. Brandgard: I do too and with the traffic out there to be a real test case.
Mr. Carlucci: Is the portion of 900 East you are talking about north of 200 South?
Mr. Kirchoff: That T's into 200 South.
Mr. Carlucci: But on 900, I can go north on 200 up to 100 and it T's into 100.
Mr. Kirchoff: I went all the way over to 100 and came all the way down.
Mr. McPhail: Its worse north of 200 than it is south of 200.
Mr. Carlucci: It is much worse north than it is south. I'm on south two or three times a week and I don't bother going north.
Mr. Kirchoff: I go the whole stretch because Jason said if I was going up there to be sure I hit 900.
Mr. McGillem: The thing Jason likes to do is try to patch those up there, we were putting concrete in rather than an asphalt patch right now they have been told to put concrete in but when we got the barricades up they moved the barricades at night and run through the concrete before we get it cured so it is hard to keep it maintained, the guys are up there working even though we got the barricades up there it is getting pretty hectic for them also.
Mr. Kirchoff: So what is the logical way to approach this?
Mr. McGillem: I think if we got your consent our next step is to go ahead and sit down with engineering, we had a talk with engineering that has the experience in doing this already. We got a couple of entities' that does this kind of work that has already looked at this roadway and has given us some input on the process and where we need to go and I think our next step will be to go ahead with your consent and start getting more details where we can determine a better cost while we are into it…
Mr. Kirchoff: I would say concurrently then have Rich and Wes look funding possibilities.
Mr. McGillem: I've been copying Wes on everything too that I am sending out and we have had some conversations with Wes on some funding alternatives pretty much along the lines of what Rich indicated so I think we have identified there is some funding out there it is just a matter of where we elect to take it from.
Mr. Brandgard: I was going to wait until the probably old business or new business but since we brought up the issue of people driving around and moving barricades and such, in the rain event we had last evening on Township Line Road, barricades were put up, people still drive through and get stuck in the water down there where it was over the road. They pay for having the vehicles towed out, I'm on the opinion based on the consistence of that and in other areas where we put barricades, and people who ignore the barricades that get them in trouble, and they need to be ticketed. Not only do they need to pay to get the vehicles out of trouble, we need to ticket them to try and make a point that you are violating the law by going around; they are up there for a reason.
Mr. Kirchoff: I believe that got done today on South Center Street.
Mr. Brandgard: Good, but my thinking is, you see it on TV more than we have seen it here, but people drive through they get themselves in very difficult situations, you got to call out the Fire Department, and the Police Department to go out and rescue them and that is a big expense for stupidity. We have got to find some way to stop it or at least get paid for it, but if we are ticketing, good.
Mr. McGillem: That is all I have.
Mr. Brandgard: You've got consent to move forward.
Mr. Brandgard: Old business.
Mr. Kirchoff: Mr. President, I just have one quick old business item, if you remember several months ago we approved to put a check valve in a drainage line from Broadway to the creek, and II'm pleased to report that it worked today and I saw Tim and Jason both, and I did call the Edie family late this afternoon and that they were very happy and pleased, they got no backup and so the project worked, and sometimes we do something's right. But that project is working and we have got some happy residents on Broadway.
Mr. Daniel: I think this is old business, some of us have been working on this for it seems like a long time, you had information in your materials about essentially going to be the McDonald's project on the southeast corner of Vestal Road and Main Street, and in your materials was an easement agreement and an agreement that dealing with a deed gap that was determined while some survey work was down out there and a quick claim deed issue. There is only one issue left on the easement agreement when it was prepared by the developer, they left out the word invitee as far as the identities concerned and that is rather important person by the Town if they get hurt out there, that is the only change in those documents that were sent out on Friday, but the developer now after spending months on that got these back to us on Friday and said they would like to close early this week of course, so if you are ready to move forward.
Mr. Carlucci: I just want to make one comment; this was one of the most painful projects I've waited through.
Mr. Daniel: So we will need approval to approve the easement, the agreement to resolve the deed cap and a quick claim deed, and one Council member to sign those documents.
Mr. McPhail: You are going to have to help me make a motion. I would move that we approve the easement agreement with 972 Associates, LLC for the McDonald project and an agreement to solve the deed gap and a quick claim deed and that our Council President sign on behalf of the Council.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion and a second to approve the easement agreement between the Town of Plainfield and the 972 Associates, LLC. Need to approve the easement agreement to resolve the deed gap and the quick claim deed. If there are no further comments or questions all those in favor signify by aye, opposed, motion carried. Thank you.
Anyone else have any old business?
Mr. Brandgard: New business.
Mr. Daniel: One item, I would like the Council if we could to set an executive session for pending litigation to give us a chance to bring the Council up to date on a couple of matters. Since there are three Council members on the Plan Commission next Monday I wondered if would…
Mr. Carlucci: There is not a meeting next Monday.
Mr. Kirchoff: Will you be at the work session Thursday.
Mr. Daniel: I wouldn't need to be but if you would want to set an executive session I will be there.
Mr. Kirchoff: We could do that right before hand couldn't we?
Ms. Whicker: It starts at 5:30.
Mr. Kirchoff: The work session is at 6:00 and the executive session is at 5:30, will that work?
Mr. Gaddie: Is that the 3rd?
Mr. Kirchoff: Yes that saves us another night.
Mr. Brandgard: This Thursday is the utilities budget review work session, scheduled for 5:30.
Mr. Kirchoff: Has it been noticed?
Mr. Carlucci: You've been noticed but we still have to put out the notice which we have time to do that.
Mr. Daniel: So 5:30 for the executive session. Thank you and that is all I have.
Mr. Brandgard: We need to suspend the rules to allow the third reading and adoption of ordinance no. 2-2011, the Town Center Façade Improvement Program.
Mr. McPhail: So move.
Mr. Kirchoff: Second.
Mr. Brandgard: We have a motion is second to suspend the rules to allow the third meeting and adoption of ordinance no. 2-2011. If there is no further discussion roll call vote please.
Five ayes, none opposed, motion carries.
Mr. Brandgard: Now I entertain a motion to approve the third reading and adoption.
Mr. McPhail: So move.
Ms. Whicker: Second.
Mr. Brandgard: Motion is second to approve the third reading and adoption of ordinance no. 2-2011, the Town Center Façade Improvement Program. Again if there is no further discussion, roll call votes please.
Five ayes, none opposed, motion is approved.
Mr. Brandgard: Just a quick comment, I want to welcome Mr. Gaddie back from his vacation from Australia and New Zealand and I was really pleased to know he got out of New Zealand before it fell down, and I hope you had a good time.
Mr. Brandgard: If there is nothing else to come before the Council, I will 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 carries.