PLAINFIELD TOWN COUNCIL
July 25, 2011
7:00 p.m.

Mr. Brandgard: Plainfield Town Council meeting for Monday July 25, 2011 is now in session.

PLEDGE OF ALLEGIANCE

Mr. Brandgard: I would like to ask everyone to rise for the Pledge of Allegiance.

CONSENT AGENDA

Mr. Brandgard: We have a few items on the consent agenda for this evening.

1. Approval of minutes of the regularly scheduled Town Council meetings of Monday, June 11, 2011.
2. Approval of Second Readings of Ordinance No. 08-2011 Denison SW SR 267/I-70 Annexation and Ordinance No. 09-2011: Wyatt Annexation.
3. Approval Planning and Zoning Director's, Plainfield Fire Chief's, Parks and Recreation Director's and Town Engineer's reports dated July 22, 2011, Transportation Director's report dated July 23, 2011 and IT and HR Director's reports dated July 25, 2011.
4. Approval of a 12 month extension of the agreement with Leonard Pence to temporarily store clay and topsoil at 3419 Vestal Road for use on the Talon Stream Brownfield redevelopment project at a rate of $500 per month, per the Town Engineer's report dated July 22, 2011.
5. Approval of the 2011 Revenue and Facilities Pricing Guide for the Plainfield Recreation and Aquatics Center per the Parks and Recreation Director's report dated July 22, 2011.
6. Approval of Amendment No. 3 to Engineering Agreement between the Town and Butler, Fairman and Seufert, Inc. dated January 12, 2009 at a total cost of $40,000.00 for the right of way acquisition services on the CR 600 S/ 700 E Roundabout project per the Transportation Director's report date July 23, 2011.
Are there any additions or corrections to the consent agenda?

Mr. Kirchoff: The HR Director's report was not on the flash drive and I have not read it.

Mr. McPhail: I saw it, it was late this afternoon.

Mr. Brandgard: With that, we will strike the HR Director's report from the approval on the consent agenda for this evening.

Mr. Kirchoff: With that being said I will move we approve the consent agenda as amended.

Mr. McPhail: Second.

Mr. Brandgard: We have a motion and a second to approve the consent agenda as amended. If there is no further discussion a roll call votes please.

Mr. Bennett: Ms. Whicker is absent tonight.
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda as amended for July 25, 2011 is adopted.

Mr. Brandgard: Thank you.

BID AWARD: Plainfield Lazy River

Mr. Brandgard: We have the bid opening for the Plainfield Lazy River

Mr. Chafin: Good evening Council members, tonight you see on the agenda there is a bid opening for the Plainfield Leisure River, I would like to take a moment to read to you the base bid alternate number 1, alternate number 2, and alternate number 3 for the bids that we received. The bids were originally posted to be received and they were gathered July 11th at 3:00 here in the Town Council meeting room present were myself, Ms. Whicker, and Mr. Daniel, and Mr. Steve Craney when we received and opened the bids. With that I will read each company that submitted a bid and their alternates and then make another quick statement.
The first bid was Patterson Horth which had a base bid of $3,650,000.00, their alternate number 1 bid was $142,000.00, their alternate number 2 was $212,000.00, their alternate number 3 was a deduct of $20,000.00.
The next bid was JC Ripberger Construction, they had a base bid of $3,748,000.00, and their alternate number 1 bid was $137,500.00, alternate number 2 bid was $204,000.00, and their alternate number 3 was an add of $7,900.00.
The next bid submitted was Gibralter Construction, they had a base bid of $3,539,000.00 with an alternate number 1 of $141,000.00, an alternate number 2 of $209,000.00, and an alternate number 3 deduct of $31,000.00.
The next bid was RL Turner Construction, with a base bid of $4,079,000.00, alternate number 1 bid $120,000.00, alternate number 2 $162,000.00, and alternate number 3 a deduct of 20,000.00.
The next bid was Edwards Rigdon Construction, they had a base bid of $3,627,000.00, alternate number 1 $141,380.00, alternate number 2, $203,790.00, and alternate number 3 a deduction of $23,880.00.
The final bid was Meyers Construction with a base bid of $3,760,000.00 and an alternate number 1 $138,000.00, an alternate number 2 $206,000.00, and an alternate number 3 add of $4,000.00.
Upon receiving the bids from JC Ripberger Construction and Gibralter Construction that the day the bids were received and opened it was noted that JC Ripberger Construction and Gibralter Construction did not supply the full contractor bid bond as required by the specifications.

Mr. Daniel: Just so the Council knows, this particular bid required a bid bond by the general contractor and because the pool part of this contract is a major part of the contract, it required a separate bid bond to be submitted by the pool contractor, and JC Ripberger and Gibralter did not submit the separate bid bond by the pool contractor.

Mr. McPhail: You know it has been the policy of this Council for a number of years without proper financial documentations we do not accept those bids and I move that they be rejected.

Mr. Kirchoff: I have a question; can we do both in one motion?

Mr. Daniel: I think you probably should do them separately.

Mr. McPhail: I would rephrase that to reject the bid of JC Ripberger for lack of proper bonding information at the time of bid.

Mr. Kirchoff: Second.

Mr. Brandgard: We have a motion and a second to reject the bid from JC Ripberger Construction Corporation due to lack of having the proper bid bond documents as specified by the advertising specifications. If there is no further discussion, all those in favor signify by aye, opposed, motion carried, and thank you.

Mr. McPhail: Mr. President I also move that we reject the bid from Gibralter Construction for the lack of proper bid bonds at the time of bid.

Mr. Kirchoff: Second.

Mr. Brandgard: We have a motion and a second to reject the bid from Gibralter Construction due to the lack of proper bid bond certificates for the advertising specifications. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.

Mr. Chafin: The next item is the bid award. The review committee met which consisted of Mr. Belcher, Ms. Whicker, Mr. Craney, and myself, and included in your report from me tonight was a letter of recommendation to award the contract to Edwards Rigdon Construction in the amount of $3,744,500.00, which includes the base bid, it includes alternate number 1, which is the Regenerative Media Filtration System for the indoor pool, and alternate number 3, which is using roller compacted concrete.

Mr. McPhail: What was the total net?

Mr. Chafin: $3,744,500.00, again $3,744,500.00.

Mr. Kirchoff: I would move that we approve the committee recommendation that recommends the construction contract for phase 2, the new lazy river project at the Plainfield Recreation and Aquatics Center to be awarded to Edwards Rigdon Construction Company Inc. The contract amount for this award is $3,744,500.00 which includes alternate bid number 1, which is an addition of $141,380.00 and alternate bid number 3 which is a deduction of $23,880.00.

Mr. McPhail: Second.

Mr. Brandgard: We have a motion and a second to approve the recommendation made by the bid review committee to award the bid for the Plainfield Recreation and Aquatics Center expansion phase 2, the new lazy river project to Edwards Rigdon Construction in the amount of $3,744,500.00 which includes $141,380.00 from alternate 1, and a deduct of $23,880.00 from alternate 3. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.

BUSINESS FROM THE FLOOR

Mr. Brandgard: Business from the floor this evening, come forward and give us your name and address and if you would sign in on the sheet that is provided there for the record.

Mr. King: My name is Dan King an attorney with the law firm at Frost Brown Todd, located in Indianapolis, Indiana located 201 North Illinois Street. I am here to represent Gibralter Construction for the Lazy River project as the Council has just previously voted to reject that bid as non responsive. I would like to take the opportunity to present Gibralter's position with regard to that and to save its rights to bring a public tax payer lawsuit against the Town of Plainfield in violation of the public bidding statutes. As the board determined that the bid bond for the pool contractor was not included in the bid documents for Gibralter for the time that they were opened and received on July 11th, the bid documents were amended by addendum number 1. Addendum number 1 states for the record which addendum number 1 became part of those bid requirements, states for the record specs section 13150,1.03,A1 and 2 asks for pool contractors to provide a separate bid bond and pool experience history in addition the bid bond the GC will provide with the bid, please verify if this is required since this the pool designer has listed approved pool contractors and this is a difficult to get a competitive bidding situation prior to bids being turned in stated, can these items be submitted post bid, response, yes, this is required per the specifications, it is Gibralter's interpretation of this addendum number 1 that the bid bond from the pool contractor could be submitted post bid, Gibralter submitted it's bid bond on the same day that these bids were opened, that was provided to the Town Council as a part of the Town Council's records. If the belief is that these pool contractor needs to be bonded for this project Gibralter has complied with that specification, their pool contractor would have been bonded, that is sufficient to comply with the specifications and the bid requirements and the Town Council has the opportunity to waive minor informalities that are not material, they could have waived any informality here at this point and time, and allowed Gibralter's bid to go forward, it would have saved the tax payers of Plainfield approximately $96,000 and if not more money, and this decision to do so is in violation of the public bidding laws against subjecting the Town to a public bid tax payer protest. At this time I would like for the Town Council to reflect that Gibralter has taken its action to lodge this protest and is exhausting its remedies in accordance to State Statute. I would be willing to entertain any questions you may have concerning Gibralter's bid or what I have said here today.

Mr. Daniel: Mr. King, do you know whether Gibralter had that bid bond available at the time the bids were submitted?

Mr. King: I believe that the bid bond was available and it was submitted shortly after the opening to the Town Council or to the dually appointed representative.

Mr. Daniel: But he had it available at the time that he submitted his original bid?

Mr. King: I believe that is correct.

Mr. Daniel: He elected not to submit it with his original bid?

Mr. King: I don't believe it was a matter of election.

Mr. Brandgard: Thank you for your statement. Is there any other business from the floor this evening? Seeing none we will go to the Town Manager's report.

TOWN MANAGER'S REPORT

Mr. Carlucci: Thank you Mr. President, at a previous Council meeting the Town Council asked us both Mr. Daniel and I to look into posting the agenda prior to the Council meeting. Mel has, I will leave legal issues up to Mel, but basically the law does allow us to post a draft agenda prior to the Council meeting, and if the Council decides that they would like to go this route, Mr. Daniel has recommended the following language and this will be placed on the bottom of the agenda. “This is our preliminary agenda for the meeting designated above and is subject to change up to and including the conclusion of the designated meeting”. The Council will have to make the decision as a Council to decide 1, if they want to post the agenda with that language on the bottom of the agenda and if there is going to be a day that we should target to post, I would like that day to be Thursday prior to the Monday Council meeting. So I will certainly leave it up to the board to decide which direction you would like to go.

Mr. Brandgard: I think that answers our major question, we just wanted to make sure we weren't going to get stuck in a position where somebody can say you didn't tell us, and I think those words will do that.

Mr. McPhail: I want to make sure we don't adopt a policy that puts anyone of our staff members in a position that they can't bring every issue to this Council at anytime.

Mr. Brandgard: I think this does that. I think it will take a motion to do that, a motion to post it on the Thursday prior to the next meeting.

Mr. McPhail: Mr. President, I move that we adopt the recommendation of the Town Manager and make every effort to post our agenda on the website on the Thursday prior to the meeting on Monday with the nomenclatures there that he just read.

Mr. Kirchoff: I would second that with it being that it is a draft agenda, preliminary agenda.

Mr. McPhail: I would accept that.

Mr. Brandgard: We have a motion and a second to follow the recommendations of the Town Manager to post our Town Council draft agenda to the website on Thursdays before the Monday meeting with the statement that this is a preliminary agenda for the meeting designated above and is subject to change up to and including the conclusion of the designated meeting. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.

Mr. Brandgard: Nothing personal Ed, but we have satisfied the one request we have had to do that.

Mr. Gaddie: Yes.

Mr. Carlucci: The next item I have is a request from the Chamber of Commerce, and this has to do with the Quaker Day Festival, they would like to use the parking area on the east side of the pedestrian bridge by the Dairy Queen, that empty lot there for activities that they might be using it for, And they would like to old Fire Station site across the street parking lot for use. That would require Town Council permission to allow them to use both of those lots. There may be more, which would be great, but that is further down the road and Town Council can approve them at that time.

Mr. Brandgard: Do we have consent, very good, consent.

Mr. Carlucci: One last item, I did put in my report about meeting on Monday August 29th at 7:00 PM, specifically just to approve two annexations. I kept looking at the calendar and by the time you, we try to move these along as quickly as we can, at the time we are doing this you have to get it done a specific date or it doesn't get published, then you have to have thirty days between the notice and the meeting, and what was happening is, if we don't do it on this date it will end up going on two more weeks after that. This we will have all the information and it should be a very brief meeting but if you would consider that special meeting and that would be the annexations at this point would be the only things on the agenda that night.

Mr. Kirchoff: Could we do it earlier than our normal time?

Mr. Carlucci: You can do it at anytime, I had to put something down so I put 7, but we can do it earlier, sure.

Mr. Brandgard: I will not be here for that.

Mr. McPhail: I'm available anytime.

Mr. Kirchoff: We will confirm that on the 8th when Renea is back, it wouldn't take that long and it saves you driving home.

Mr. McPhail: Right.

Mr. Carlucci: She's pretty electronically oriented, if I sent her an email I will probably get a response. That is all I have, thank you.

STAFF REPORTS

Mr. Brandgard: We will go to staff reports, Chief Anderson do you have anything from the Fire Territory?

Mr. Anderson: I have some updated information on the outdoor warning sirens.

Mr. Kirchoff: The cost went up a little bit.

Mr. Anderson: Yes I can explain that if you want me too. The original quote did not include the controller, the Motorola Controller, is what they use and the updated quote included that, so that is the difference in price, so the new quote is a complete installation minus us getting electric power and radio programming for the site, so the equipment is six to eight weeks from delivery, we have identified a couple of different sites at each general location.

Mr. Carlucci: Do you remember the amount?

Mr. Kirchoff: $56,000 something, it was less than $57,000.00. Are those our sirens or the HCC's?

Mr. Brandgard: They are ours. They are ours at the moment.

Mr. Anderson: The Town of Plainfield's system, it covers the Town of Plainfield.

Mr. Brandgard: But HCC controls that.

Mr. McPhail: I certainly think if we have funding we should get those installed as soon as possible.

Mr. Bennett: Chief did you propose a funding source?

Mr. Anderson: I have not proposed a funding source.

Mr. Bennett: I would suggest Equipment Replacement Fund.

Mr. Kirchoff: Should that come out fire? Is that what you are saying, or do we take it from somewhere else?

Mr. Bennett: We could take it out of CCI, we could take it out of EDIT, or we could take it out of general.

Mr. Kirchoff: Per our discussions of budget.

Mr. Brandgard: I suggest CCI.

Mr. Kirchoff: I would move that we authorize the Chief to proceed with installation of the two new additional outdoor warning sirens, not to exceed $57,000.00.

Mr. McPhail: Second.

Mr. Brandgard: We have a motion and a second to follow the recommendation of Chief Anderson to install two new outdoor warning sirens at a cost not to exceed $57,000.00, again that is for the plan designed he provided and funding from the CCI Fund. All those in favor signify by aye, opposed, motion carried, and thank you.

Mr. Anderson: Ok, I will get that started.

Mr. Brandgard: And while you are there and since we are talking about the outdoor weather sirens, at our last Communications Governing Board meeting we approved the new policy for the operations of those sirens and the policy will follow the Marion County scenario, they will only be tested once per month, the first Friday of the month and if the weather is such that you can't test it then it would be done on the second Friday of the month. Also there are only two reasons those sirens will go off and that is because if there is a tornado that has been sited or a warning, so they will go off much less often than they have in the past.

Mr. McPhail: We ought to get that publicized so that people are not calling us asking us why we are not testing them.

Mr. Brandgard: Yes, they are supposed to be sending a newsletter out. Thank you. I was going to report on that but since we were there that was a good time. Chief Mitny do you have anything from the Police Department? Lois do you have anything for us from Billing? Bill do you have anything from IT? We've got two gentlemen here that came in to grace their presence with us on their vacation. Jason do you have anything from Public Works and Kurt from the Water? I think they are going to let us know about some issues we've had.

Mr. J. Castetter: I just wanted to make you aware of the situation we had last week. Last week was a very hot week, high demand for water, Kurt was on vacation, Tim Belcher, Dave Lahey, and I met early last week to talk about ways that we could work the system and make sure we put out good quality water. All scenarios were put into play except one that we could not identify or could not even predict, but at the Anderson Water Treatment Plant we had condensation fall from the conduit onto for a lack of term, a mother board that gives information to our data system that reports any problems that we may have at the plant. So as you can realize, water hit that it shut the plant down and a call was never made to the on call phone. So Anderson Treatment Plant was down for 13 hours Wednesday night into Thursday morning. As you know Wednesday and it was a 100 degree day, very hot and a lot of people using water. Got up Wednesday morning with a phone call to me stating that for all attempts and purposes our water towers are practically empty. We had water in the standpipe of our water towers, which we are keeping pressure on our system but remind you, we don't have to have these towers operators systems we can run off the plants themselves. The towers are there for fire protection only, well not only, but for fire protection. It is pretty immediate, Scott Betzner was in charge at the plants, we increased all of the pumping at the plants that we possibly could, and it still wasn't getting on it. The decision at that point and time was to shut the vault off to IWC, at that time it was taken thirteen to fourteen gallons a minute and as soon as we shut that valve we started recovery. So the tower started climbing, by Friday morning, that happened all day Thursday, and by Friday morning I could say that we recovered from the event and the towers were full. We left the vault off through the weekend just trying to get things back to normal and when I talked to Scott today, the vault we still have not turned on because of some other things that are taking place at the Swinford Plant, but the plant is even shut down to rest over the weekend. I will tell you because of the towers were low Thursday we pumped 8.5 million gallons of water that day, so that is a large demand on our system. I know you may have heard of some calls come in of some discolored water complaints are due to the fact of that tower issue on Wednesday. When you take that pressure off of the system and then take the pressure off your mains you have a tendency to dislodge some things that may be on the main, and I think the proper term is tuberculation. As we came into the plant we boosted the plants back up which even caused more of it, so we are going to have some discolored water for a time here until we can get out here and get to this system and get it flushed. Currently, unfortunately some of the homeowners are seeing that water and they are flushing it out for us. We don't want them to see that water, we need to get out there and get it out. With the current heat and the current demand we just can't get out there and risk flushing fire hydrants. We were actually doing an annual system flush at the time, and we shut it down Monday night and said no more flushing out of the system because we needed the water as just a precautionary measure we made sure we get the towers full. I wanted to make you aware of that if you do have citizens' complaints of discolored water; we are doing what we can in order to solve the issues at the plant. We are doing some spot flushing when those calls come in to try to keep the water quality clean during the residents, by far is it a water supply issue, we've got the water, it is just we had some unfortunate issues at the plant that kept us from running the plants to their capacity. With that, that is all I have if you have any questions for Kurt and I we will be glad to answer them.

Mr. Wirth: I would just like to ask for your continued patience, believe me, I know you have been. It is not over and it is not going away until we can stabilize this system it is not going away and I just wanted to iterate that.

Mr. J. Castetter: I think Kurt made a good point, since November of last year when we shut down Swinford Water Treatment Plant to start the improvements we have tinkered with the system all the way through the system all the way through every month, we've raised or filled the main gallon tower, the new main gallon tower, we've dropped it down for finish and paint and we brought it back online. We took the 267 tower out of service to install an altitude valve. We took the Carr Road booster station out of service for improvements there, and we brought Swinford back online here just recently and we haven't been able to fine tune that plant because of the demand all of a sudden, we had to pump the water. It has been a challenge this year, and we knew it was going to be with all of the improvements we were going to make with the system and in the long haul, we are all better for it, but it is a trying time right now to get through and we are going to get it through and I think maybe in Tim's report from what I heard he will talk to you about possibly adding another chemical to the water treatment plant to try to better the quality of water, to try to lessen some of the iron output guck that comes from that plant. It is something that we've never done before, but it is just another addition to that plant to better the quality of water. I don't know if Tim is going to talk about that or if it is just in his report, but we are looking at that down the road here pretty quickly and we are going to have something for you to put into service pretty quick, another way of trying to reduce that issue.

Mr. Brandgard: I think the other thing is with IWC, if things go well tomorrow, we will turn that back on again Wednesday.

Mr. J. Castetter: Yes, let me tell the rest of the Council, when we shut that off Wednesday the idea was we were going to try to put it back online as soon as we could. Just knowing the situation the Town was in, trying to fill the towers back up and trying to get things stabilized we decided to keep it off through the weekend, and IWC really prefers that really too because they have what is called a free chlorine system, I'm sorry, they have a chlorine system, we have a free chlorine system intermixing those two don't work real well so shutting off, turning on, shutting off is not good fro IWC so they are fine with that, and so we were going to put it back online first thing today but after talking to Scott, we actually have to down the Swinford Plant Wednesday to hook up a brand new generator to the plant, so again not getting ourselves behind an eight ball on Wednesday, we decided to wait till Wednesday to turn the vault back on however it could happen tomorrow, as soon as Swinford's generators hooked up and running we will get that vault turned back on.

Mr. Brandgard: The biggest thing I want to make sure everybody down there understands that we appreciate the efforts that are going on the last few days, being able to do that while still meeting the demand that our citizens are placing on the systems, so to me that is quite a feat. So at the moment the towers are full, the plants are operating and there is no demand problem.

Mr. J. Castetter: It wasn't a demand issue as it was a heat issue. The heat was causing us more problems at the plant than actually the demand. The heat of the controls that were placed on them in certain areas of the plant, we had to make provisions indoors and turning on fans and things of that nature to keep things cool. The condensation issue that started it all, the plant water itself coming into the plant is 55 degrees and we keep the water plant cool; there is conduit that comes through the attic and that cool air going up to that conduit in the attic that is 130 to 140 degrees under roof that caused the condensation. I won't take anymore time but I did want to make sure you were aware of that situation if you have any questions tonight or tomorrow don't hesitate to give myself or Kurt a call and we will do our best to answer those.

Mr. Carlucci: Jason, as a matter of fact, we were all together last Wednesday because the Chamber had a breakfast meeting so we had a little impromptu meeting down there which was decided to call IWC and shut them down the water to them, but it was not a situation about a mother board going out, but I think didn't you also talk about having some people that when we get these heat waves checking these towers personally, checking the towers or doing what they can so that we are not relying totally on these computers that will go bad and get in that situation again.

Mr. J. Castetter: We learned a lot about our system, not only how it operates but what we need to respond too, and yes Thursday night into Friday we made sure the plants were checked on four six hour increments, they physically went out there and checked the plants as well as they the SCADA the SCADA is something that once you call and you get some footages of the towers and things, ok you feel comfortable with that, but now we've learned with the SCADA that you might want to wait five to ten minutes and call back and see if those numbers change. It is not as what it may seem. Also I have talked to our sewer guy and you may be aware we put all new parts on our lift stations to report any findings at our lift stations and we are looking at putting those individually on our water towers so that we have on the water tower away from the plants, separate SCADA system and have high and low level alarm at the towers themselves so if there is a problem at the towers it will report that issue as well separate from the plants. We are going to be redundant, but it is worth being redundant over after this past week's events.

Mr. Brandgard: Thank you. We appreciate you keeping on it even while you are on vacation, both of you. Clay do you have anything from Parks and Recreation? Ron do you have anything from HR?

Mr. Lydick: Mr. President and Town Council I apologize that you did not receive the HR report on a timely basis. But I do have a couple of things that I would like for you to be aware of and approve tonight. One of them has to do with our onsite medical clinic. It is becoming used more and more, and as a result blood draws they schedule every ten minutes and currently we only have a thirty minute allotted for blood draws. And so as of July 15th, it was August 29th before you could get blood drawn. So I would like to recommend to the Town Council that we add one hour of blood draw times, and that would be six more per week and at the current rate for the nurse is $33.00 a week in order to provide this service to our employees.

Mr. Kirchoff: I would move that we approve the HR Director's request to expand the time slots for the blood draws at the clinic, from a half hour to an hour.

Mr. Lydick: For an hour and a half.

Mr. Kirchoff: I'm sorry hour and a half; you wanted an additional hour, as requested.

Mr. McPhail: Second.

Mr. Brandgard: We have a motion is second to approve the Human Resource Director's request to add one hour per week for blood draws at the Town of Plainfield Medical Clinic, if there is no further discussion all those in favor signify by aye, opposed, motion carried.

Mr. Lydick: Ok, we've also had some resignations in the last two weeks, so I would like to report that there is a resignation for Eric Barker who is HCC Dispatcher, and one for Ryan Sexton who is Probationary Paramedic, and for Dakota Dell who is a Lifeguard. I would like to have approval of acceptance of these resignations.

Mr. McPhail: I would move that we approve the resignations for the HR Director's report.

Mr. Kirchoff: Second.

Mr. Brandgard: We have a motion is second to approve the resignations as described in the HR Director's report, if there is no further discussion all those in favor signify by aye, opposed, motion carried.

Mr. Lydick: Ok, then I also have an HCC employee who has successfully completed her probationary period and so is up for a promotion to a Second Class Telecommunicator, so I would like approval to promote her to the second class telecommunicator.

Mr. Kirchoff: So move.

Mr. McPhail: Second.

Mr. Brandgard: We have a motion and a second to approve the request to promote Suzanne Pankiewicz to second class Telecommunicator effective June 28, 2011, at the hourly rate of $16.97, as a result of successfully completing her probationary period, if there is no further discussion all those in favor signify by aye, opposed, motion carried.

Mr. Kirchoff: Is that June 28th?

Mr. Lydick: Yes, June 28th. The last item we will just wait until next Town Council to present that, and that is the job description for the Staff Accountant/Supervisor, so if you haven't seen the job description I wouldn't expect you to be able to vote on that this evening.

Mr. Gaddie: Did you email that out?

Mr. Lydick: Yes I did.

Mr. Gaddie: I didn't receive anything that I recall.

Mr. Kirchoff: What time of day did you?

Mr. Lydick: About 9:30.

Mr. Kirchoff: Today? I was on this afternoon.

Mr. Brandgard: I didn't receive it either; I got a copy when I came in.

Mr. Gaddie: Just put a copy in our files.

Mr. Lydick: Ok, I will.

Mr. Kirchoff: Ron, you might share just a brief overview of the luncheon meeting we had today with Flashpoint.

Mr. Lydick: Kent, Bill and I met with Krista Skidmore from Flashpoint today to talk about the situation with the salaries for the Town of Plainfield employees, and we reviewed with her our history for the last couple of years and what we have done and she was giving us some general information about what other communities are doing and so we are going to be providing her with some more information and she is going to come back with some specific recommendations for the Town.

Mr. Kirchoff: What she said to us we are close enough to our previous activity that a full blown study will not be money well spent. She also said that we had two or three positions that we might want to take a look at, I know there is some staff members that have expressed some concerns about market relativity for that and so Ron is going to be working on that with her. It was a worth while conversation, and we think with that we will give the Council a sense of what we ought to anticipate for budget, and plenty of time to include any budget hot dollars we had put in for 2012.

Mr. McPhail: Very productive meeting, they have done a really good job for us and they keep data and she is going to be able to get some of that in writing for us so we will have a report that we can all digest.

Mr. Brandgard: Very good, thank you. Joe do you have anything from Planning and Zoning?

Mr. James: Good evening, at the last Town Council meeting I presented the sign easement for the INRA Historical Panel and you wanted to make sure that the location of the sign didn't interfere with the new Duke Energy area just off the pedestrian bridge. I put together a little slide show for you. The sign panel will be a two sided, it is 8' tall by about 3 ½' wide. This is the front, it gives a history of Diners on the National Road, and then the back gives a history of the National Road itself. So here is the proposed location for the sign panel, right at the end of the pedestrian bridge and then here is the Duke Energy area is right off the pedestrian bridge right here. This is the actual sign easement that shows the location, it would be a 10 by 10 easement just off the pedestrian bridge. Here is he what it would look like coming off of the bridge.

Mr. Brandgard: How tall is the fence out there?

Mr. James: About 4'.

Mr. Brandgard: The reason why I was asking, I thought the height of the sign was 8', that doesn't look with the scale.

Mr. James: Yes, that is not the scale; it will actually be on the other side of the fence too. We would have to take this portion of the fence out and put it around the sign panel.

Mr. McPhail: It looks good to me.

Mr. James: Are you ok with it?

Mr. Kirchoff: I would move that we approve the easement request from the Indiana National Road Association.

Mr. McPhail: Second.

Mr. Brandgard: We have a motion is second to approve the easement requested by the Indiana National Road Association for placement of an informational sign. If there is no further discussion all those in favor signify by aye, opposed, motion carried. Thank you.

Mr. Carlucci: I was over there by the Duke Energy is building, and that is very nice. They've got the regular concrete and the porous concrete is already in. That is going to be a very nice area for people to sit and relax it has nice shade and everything. I'm really looking forward to that being open.

Mr. Brandgard: Tim, do you have anything from Engineering?

Mr. Belcher: Nothing that was in my report, but the discussion on water I wanted to go back tonight, and the Council's asked about it before, that it sort of got lost in the shuffle because of all of the excitement we've had here lately. The northwest side, Avalon Estates, Nottinghill, Rockingham, up north of 350, we've had some issues with pressure up in that area, and we've been working some different options, and one of the things from Jason and his guys that we've tried and it seems to be helping somewhat, not just those folks in the northwest but the west side. The southwest plant if you can imagine comes up Hall Road and it T's at Hadley Road, then the water goes both directions back towards the east to a major part of Town and goes west and around Moon Road, and up Moon Road to US 40 and Saratoga. So we shut a valve at Hall Road essentially near the vicinity of Center Ridge and that area that goes back to the east so that the southwest plant is to all the flow and pressure was moved to the west and northwest, and that did make a difference immediately I think we saw people got an increase in pressure and flow up there, which was something we were trying to attempt. Again those conversations was Jason and I talking and it was Jason's another idea that he had that we may come back to you with, but now that Carr Road Booster Station has been upgraded and made essentially made new, we have thought about possibly bringing that high pressure side at County Road 300 South and Avon Avenue or 267 North, bring a line south from that intersection which would be a high pressure line down to about what is Northfield Woods, that has the homes around the lake and connecting to that line, which would then allow the pressure to go west also down the railroad, we have some mains to connect in that area. But essentially that is the high pressure system we have been trying to build for sometime, north of the old railroad. But again, I think we've been working on that problem for sometime and I think we hadn't reported back to you on it but it has come up during the last couple of weeks and then it got distracted because of the other things going on, but it reminded me tonight and I thought you'd like an update.

Mr. Brandgard: Thank you. Don do you have anything from Transportation?

Mr. McGillem: The only additional item just as an update from the last Council meeting, we had a couple of individuals in last meeting requesting if we could do something with the crossing at Stafford Road to the Middle School. I've been trying since last Council meeting to get a meeting with Chief Mitny department, and Bruce Felix from the schools security officer finally got that meeting set up today and met this morning. Also Rod Chandler from the neighborhood was there meeting with us, we had some good discussion, and I think we got two or three alternatives, some good suggestions from Bruce, from the school and a couple of them, he is taking back, which we liked the best, which would be possibly a school bus stopping even though there is only four or five and it is not that far from Teakwood area down to the school, but stopping and picking up a west bound school bus that would then come in behind Longfellow and drop off at the school, which will eliminate any crossing Stafford Road itself. This would be the ideal situation and Bruce really felt pretty good about that, but he was going to try to meet with Steve and the school departments to see if that might be done. One of the things that we all agreed was most likely a school bus stops on Stafford Road and picks up the younger kids and take them of course to the grade schools, but when it was decided not necessary from the standpoint of Middle school there probably wasn't that much consideration given to the problems with crossing at that particular location. We are moving forward, and we feel very confident that there is something that we can do for this school year and at least see how it works and go along from there. So I will get back with you, hopefully at the next meeting and have something finalized and be able to report back to you. Mr. Chandler from the neighborhood felt very comfortable with that and so like I said I think we've got something in the works.

Mr. Brandgard: Great, thank you. Did I get all of the staff?

OLD BUSINESS

Mr. Brandgard: Old business.

Mr. Kirchoff: The only one I guess I would report on is, I had the opportunity this afternoon to, or actually this morning to drive 200 South to look at our project, it looks great. I'm curious to see how it holds up and all that but I really thought that turned out to be a good project and I'm optimistic that the durability is there.

NEW BUSINESS

Mr. Brandgard: Any new business?

Mr. Kirchoff: I have two, last weekend I had a grandson visiting from out of town and he was with three cousins who went to Clark's Creek for swim lessons, and I have not been over there and I was with the grandkids for a while and so I went over and watched the three Plainfield kids take swimming lessons, and what I was impressed, I was telling Ron and Kent about this at lunch, when the swimming lessons were over the lifeguards came over and met with the parents and in front of the kids told them how good of a job and what they accomplished and I tell you they were so professional and those kids to get stroked in front of their parents is amazing, and I have a 4 year old, 6 year old, and 9 year old, and that positive stroking was not only for the parent as but for the kids. So I commend you all for that. Very professional and just right on, so I wanted you to know it that I was very impressed.
Second thing I had is today, you may not have gotten it today but I did forward the Council and Rich an invitation, the Indianapolis Chamber of Commerce is going to have a reception I believe it is in August and there is going to be a gentleman from I believe Tampa, who is going to speak about how the Tampa community tackled mass transit. I don't know if you've gotten that yet or not but I did forward that to you and if you can make it I would certainly encourage you all to go down to that. We are continuing to work on Indy Connect and some kind of legislation to move forward and I thought that might be something you all might be interested in attending. That is all I had.

Mr. Brandgard: I did get that today.

Mr. Carlucci: I swim at Clarks Creek about three days a week and they do swim lessons all the time, now I can tell you the big difference between this year and last year is they have the new course in running with Emily Swenson, I think she does a fantastic job and of course when you are swimming in these lanes, you see the kids over there, I have to stop sometimes and they are just having fun and they know how to work that and it is just fun to watch. I think the big difference and maybe Clay would agree, have Emily down there and the change there; I think it has made all the difference. She does a great job.

Mr. Kirchoff: Like I said, I was impressed and so were the mother and the grandkids, so well done.

Mr. Gaddie: My son has people in from Tampa, Fl and they played Frisbee golf and they still ask where's the free Frisbee golf, there is one behind the church down there, but they go up to Avon to play. So that is something we ought to put into play, put them a couple of posts out there.

Mr. Carlucci: Tim would know this, that Frisbee golf behind the church there at Hummel Park, is that church property or is that Hummel Park property?

Mr. Kirchoff: It is on Hummel Park property. That was when Mick was still in, they agreed to let them do that so it is sort of a joint venture, but it is, I'm pretty sure it is on Hummel Park.

Mr. Chafin: It is an agreement that Hummel has with the church right there, I can't remember the name of the church. But they had a golf course right down there and it is really popular.

Mr. Kirchoff: It goes back in the woods; my son would use it…

Mr. Chafin: It starts out on church property and then Hummel gave them use of that 8 or 10 acre little track back in behind the church to expand the disk golf course so it kind of combines on both properties.

RESOLUTIONS
ORDINANCES
PROCLAMATIONS
COUNCIL COMMENTS

Mr. Brandgard: Thank you. We do not have any resolutions, ordinances, or proclamations tonight.

Mr. McPhail: I move we adjourn.

Mr. Kirchoff: Second that.

Mr. Brandgard: We have a motion is second to sign the documents requiring signatures and adjourn. All those in favor signify by aye, opposed, motion carried.