PLAINFIELD TOWN COUNCIL. May 29, 2003

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1 PLAINFIELD TOWN COUNCIL May 29, 2003 The Plainfield Town Council met on Thursday, May 29, In attendance were Mr. Brandgard, Mr. Young, Mr. McPhail, Mr. Ward and Mr. Kirchoff. PLEDGE OF ALLEGIANCE CONSENT AGENDA 1. Approval of the minutes of the Town Council meeting of Monday, May 12, Third Reading and Adoption of Ordinance No : Ordinance to Amend Plainfield Zoning Ordinance in Regards to Minimum Residential Floor Areas. 3. Second Reading of Ordinance No : An Ordinance Rezoning Real Estate from AG Agricultural to R-2 Low- Density Residential for Avalon Estates. 4. Approval of the April 2003 monthly report for the Department of Public Works. 5. Approval to release CD # in the amount of $7, for construction of a pedestrian trail for the Augusta Woods Subdivision per the Town Engineer s Report dated May 27, Approval of the Consent Agenda items as indicated in the Human Resources Director s Report dated May 29, Mr. Kirchoff said on page 2 and on page 5 it should reflect Mr. Ron Monts instead of Mr. Ron Knots. Mr. Kirchoff made a motion to approve the Consent Agenda as amended. Second by Mr. Ward. Roll call vote called. Mr. Ward yes Mr. McPhail yes Mr. Kirchoff yes Mr. Young yes Mr. Brandgard yes 5-ayes, 0-opposed, 0-absent. Motion carried. BUSINESS FROM THE FLOOR Mr. Don Roby said I m representing the Plainfield Friends Church on behalf of the 24 th Annual Quaker Day Parade. It will be Saturday, September 6. Everything will be the same. It will begin at Cinergy for the line up at 10:00. The parade starts at 10:00 and it is the same thing that it has been for the last 23 years. Mr. Brandgard asked, is there consent? Consent given. Ms. Vonnie Kenney at 768 Hillside Ct., Plainfield said I read recently that six parts per billion is the amount of mercury in a pregant woman s blood that endangers a fetal brain in development. The chances that young women have a blood mercury level above six per billion is one in twelve. I bring this to your attention because these are fluorescent bulbs that every household in Plainfield has. In order to properly dispose of them they should be handled like hazardous waste. They should be taken to Danville, I think it is two times a month, and turned in. I think it is through Waste Management. I don t think I m going to go to Danville twice a month to drop this off and I wish there was a way where we could have a drop off here. At Vine Street we have a recycling for waste that is from Waste Management. They have an empty building there if we could use that to collect these because this is definitely a hazard and a clear and present danger and I am concerned about it. Because after doing some substitute teaching here in Plainfield a lot of kids need help and we don t know the cause of it. If this is a part of it, then I am concerned. Mr. Brandgard said we will see how we can accommodate that. TOWN MANAGER S REPORT Mr. Carlucci said I have a Plan Commission certification that I will go ahead and read. I, Richard A. Carlucci, in my capacity as! 1

2 Secretary of the Plainfield Plan Commission hereby certify that a public hearing was held by the Plainfield Plan Commission on Monday, May 5, 2003 on the application of Bentwood Development, LLC to rezone 6.06 acres from AG Agricultural to R-4 medium-density single-family residential. The Plainfield Plan Commission voted seven to zero to make a favorable recommendation to the Plainfield Town Council subject to the attached zoning commitments. I have dated it the 27 th day of May I would have brought this in at the first meeting accept we require that they actually have the commitments signed and notarized before we do all of this. Bentwood Development is on the west side of Raceway Road north of CR200S. This 6.06 acres was actually left out of the development because they apparently must have acquired it later because it had to be annexed in, which the Council did. So, they went back to the Plan Commission. They went through the rezoning hearing and got their primary plat approved. They are ready to go subject to the rezoning being approved. But I think there are only 14 lots on that 6.06 acres. It is part of a larger development. The commitments were consistent with the previous commitments that the Council had already approved for that development. So, the Plan Commission has made that recommendation to the Town Council and if you decide to accept that recommendation, there is an ordinance for the rezoning on the agenda tonight. Mr. Young made a motion to accept the Plan Commission s recommendation to rezone 6.06 acres from AG Agricultural to R-4 mediumdensity single-family residential. Second by Mr. Ward. Motion carried. Mr. Carlucci said I have one other item and I placed on the desk prior to the meeting. It is the one with the warning sign on it. The lady who sent the was Sharon Stone. Her home address is 7680 Andrew Turn in the Hawthorn Subdivision. Because of difficulties printing her out I have retyped her but what she is requesting is a sign because she has three autistic children. The oldest one is getting out a lot. She said this autistic child does not have fear so he will go out in the middle of the street. So, she would like a warning sign like we have for blind children or a deaf child in the area. She would like a sign that says autistic child in the area. The sign that is pictured here is from somewhere in Michigan and she is asking to have these posted on her street in Hawthorne Ridge. It probably ought to be done but we may get the requests someday that we have someone with Alzheimer disease in the neighborhood. My concern is, and I tried to express this to Mrs. Stone, you have trouble keeping the kids corralled but just posting these signs does not mean that they are safe by any stretch of the imagination. It may warn some people but the tendency of people is to see signs, see blinking lights over by Van Buren School at the cross walk, see the blinking lights on Vestal Road, but after the first two or three times they don t see them anymore. We have people driving with cell phones, eating and combing their hair and putting on makeup. So, I encouraged her that you are going to have to really work on keeping them in because this does not make it any safer for those kids. It is not a sign that you will find in the INDOT book of signs but there are some precedent in some other communities that these signs have been put up. Mr. Brandgard said I think Mr. Carlucci is right in what he is saying but at the same time we have done this before and again the concern is the sign is effective maybe once or twice and then it doesn t do much good. The parents still have to be responsible in looking out for the kids. I guess we ought to do this but my other concern is you can end up with a Town full of signs too and then it doesn t mean anything for anybody. Mr. Carlucci said these are special needs children. The reason that I typed this out was to give you an idea of what she has tried to do just in her own house with locks and trying to protect the children. As a matter of fact, there was a follow-up that I could not find from her saying that Noah had gotten out again. Her husband was not at home and she basically had to leave two younger children there to go find him. With three children with the same condition she has her hands full. Mr. Brandgard asked, is there consent? Consent given. Mr. McPhail asked, where do you put them?! 2

3 Mr. Carlucci said we usually put them on the entrance to that lot. If there are cross streets, we just put them on either end because you can t put them all over the neighborhood because that wouldn t be effective. REPORTS Mr. Ward said I made a tour through the interurban building the other day. Mr. Brandgard asked, do you know what the expected completion date is? Mr. Carlucci said no. I think for one they are waiting for the doors and they are excited about those doors because they will really set that building off. They have done an outstanding job. There is a problem right now with the concrete floor that is in there where the substation used to be because they poured that floor in there on top of another floor. All the floors in there were overlaid. They are concerned because there are some voids in there so they are trying to find a practical way to put the tile down where we can still have the warranty so we are working on that. There are a couple of minor change orders that we are looking at. One is on the chimney that is up there. That is not the original chimney but that chimney has been there for as long as anybody can remember. It is not being used anymore but it does need to be re-bricked, which means we would just build a fake chimney so that we wouldn t lose the appearance of the building. But other than that it is going along pretty well. We placed an order for plaques for the building so that will dictate when we have the ribboncutting open house on that. Mr. Kirchoff said on Mr. Belcher s monthly report that we got do we have any sense where we are on our total bids and total costs on the recreation center? Mr. McPhail said we had a progress meeting today and I have asked they provide that for me within the next week. Mr. Daniel said a week from today we have a closing on the Ron s TV property. Mr. Young said I would like to report on the proceedings of May 19. The Plainfield Police Commissioners had a fairly active agenda. The chief reported to the commissioners that we had actively rejoined the United Drug Task Force to be immediately emersed in a $200, drug bust and Zane, our dog has already been involved. So, that is good police work and we were pleased that we are effectively reducing the amount of drugs flowing through our immediate area. As reported in previous meetings here, the next promotion was Corporal Cutshaw who was promoted to Sergeant. With staff realignment there had been a real excellent talent pool reported who had passed the written test to become uniform patrolmen for our community. The success rate and the pass rate was considerably higher than we normally have from the statistical basis and it is a good group. So, the commissioners will be involved in the personnel work of interview and prioritization. So, that we can backfill all of the empty positions that are created by a number of different factors, not the least of which, is the reorganization of the department that has occurred in the first half of I saved the best for last because I continuously am surprised by the generosity of the people in our community. A private individual came to our former chief and indicated that they would like to raise private funds to get a second canine dog. Chief Miller at the time said that he wanted Council consent to proceed to collect private funds because we are the community and consent was given. They said how much money would you need for a dog so Chief Brinker set a number that would give him some time to get his feet on the ground before he had to face an expanded canine force. This community has given enough money that we can just about buy two dogs now. When there is a need, the community pours its love and kindness and support in ways that are amazing. Chief Brinker said to fully outfit it let s set it for $20, So, they went out and got close to $40, so they are not quite there yet. I just think no matter how you feel about the canine force or the police and how they react that the community does support us and supports us in ways, which are truly amazing, and I think that is worthy of report.! 3

4 Chief Anderson said during the budget process last year we budgeted for the replacement of three vehicles. For replacement of an ambulance, one of the pumpers and the older ladder truck at Station 2. So, I budgeted for the first year payment this year for those three vehicles. We put our specs together and we are ready to go out for bid so I m requesting permission to advertise for bids for those three vehicles. Mr. Brandgard asked, is there consent? Consent given. Mr. Lydick said about a month ago I came to the Council with Anthems proposal for our health insurance for the 2003/2004 plan year. The rate of increase was 9.47%. The Council instructed me to find out what the rate would be if we would go from a $10.00 office co-pay to a $15.00 office co-pay. Anthem provided us with that rate. They only provided on the PPO. They didn t provide that rate on the HMO. The rate increase was about 6.86% so it saved almost three percent by going from a $10.00 office co-pay to a $15.00 office co-pay. In the meantime they gave us those figures on the day of the last Council meeting so we were not able to discuss it. Anthem got the idea that maybe we were trying to cut costs so they came back with a second alternative to changing the office co-pay from $10.00 to $ One of the things that Anthem has talked about for the last three years is our HMO policy. The HMO has about 20 participants, which is actually up a little bit from what it was back in They are giving me the indication that they would prefer to do away with HMO s. So, they came back with an alternate plan for a HMO but there are some tradeoffs. The new HMO has the same benefits with two exceptions. One is the lifetime maximum. Currently our PPO has a one million-dollar lifetime maximum and our HMO has a five million-dollar lifetime maximum. If they do away with the HMO and go to this enhanced PPO, they will scale that five million-dollar back to one million dollars. So, I think this is their real agenda is to get rid of the five million-dollar liability for the HMO. But if we are willing to give up that five million-dollar lifetime maximum, they are going to open up the network on the HMO to be equivalent to the PPO network. So, that means that the people who are currently on the HMO, of course they already have their doctors, but if some of the other people on the PPO would want to convert to the new PPO, they would be able to do so because the networks are going to be exactly the same. There are some advantages to being on the HMO or the new PPO. As you will notice on my sheet, the PPO has a $ dollar deductible. The HMO does not have any or the enhanced PPO will not have any deductible. The out of pocket maximum for the PPO is $ The alternate PPO will be $1, The office co-pays are the same. Co-insurance under the PPO is 10% of the first $5, Under the new PPO there is no co-insurance. So, the benefits are going to be a lot richer under the new PPO so I can see that there might be some people move from the old PPO to the new one. The costs of eliminating the five million-dollar lifetime maximum to one million and then opening up the network, the overall increase for our policy, would only be 4.75% as compared to the original 9.47% increase. Then we also have received a bid from CIGNA Health Insurance. They are offering both a point of service, which is a little bit different than the PPO and an HMO. Their rates are considerably less. One of the major differences in the CIGNA plan is in the prescription card. Our prescription card is current at $5.00 for generic; $12.00 for a brand name and $22.00 for non-formulary. CIGNA is $10.00/$20.00/$ So, that is significantly more. The mail program that we currently have you get a 60-day supply for the cost of 30 days. So, if you just mail in your prescription, you get twice as many pills for the same price. With CIGNA you get three times as many pills but it will cost you twice as much. So, the CIGNA s mail in program is $20.00/$40.00/$80.00 for a 60-day supply, which is more expensive than the 60-day quantity for the 30-day price. I would be glad to entertain any questions that you may have. Mr. Carlucci said we have to be rate conscious with this because our costs have been going up so dramatically. But our current PPO has 300 more doctors available for people to go to than CIGNA would have. So, you are going to drop people off right there. The battle has always been over these prescription cards. With going with CIGNA if the employees are paying 33%, that percentage drop for them will be eaten up substantially by your out of pocket for the prescription card right off the top. I don t think we have a real answer on this one but Anthem does have good claims processing and I m not sure what their history is yet. And then I have seen that they drop it 15% now and then it will boomerang right back the other way after the first year.! 4

5 So, my feeling is, and I take it from the prospective of being a consumer of these services and also as the Town Manager, is this really a good deal for the employees if you have less doctors available under the same program? Any savings that the employee would see on the total rate would be eaten up out of pocket and that will go pretty quickly too. So, those were my concerns when I went through the numbers and talked to Mr. Lydick. I don t know if Mr. Lydick got any more information on CIGNA s claim processing. Mr. Lydick said I checked with four references for CIGNA. Unfortunately, three of them are just recent customers to CIGNA. Two of the three are recent customers and did drop Anthem for CIGNA. So, basically the people that just entered the program in January the only thing that they could say is that the enrollment process went relatively smooth. CIGNA was very responsive to whenever there were problems and most of the problems were with CIGNA s computer system with getting the information entered correctly. As far as claim processing went none of the four references mentioned any problems with claim processing. Only one of them could give me much information on prior renewals. One company went with them in the year 2000 and they are getting ready to renegotiate their contract now but last year it was a 16% increase and the year before that was a 10% increase. Mr. Carlucci said it is hard to compare apples to apples because it is based on their loses. Mr. Lydick said right. I also tried to find out the claims experience that those companies had. In other words what was their ratio of claims to premiums and the people that I was talking to was not high enough up on the ladder to have access to that information. So, I was not able to obtain what their claim to premium ratio was. So, if they had a seventy-percent claim to premium ratio, ten-percent may not be very good. But if they had an eighty-five percent claim to premium ratio like we do, the ten-percent rate increase is a good rate increase. Basically that is what we had this time. We had about an eighty-five percent claim to premium ratio and our projected increase was 9.47%. Mr. Brandgard said really when you look at this I guess I want to see a new guy on the block fifteen-percent under what we were paying or essentially a twenty-five percent spread between what our new premium is going to be verses the new guy. This guy is probably buying toward the end and look out the next time. Mr. Lydick said that is a possibility. Mr. McPhail said I think one significant difference too is the out of pocket maximum. Mr. Lydick said under the alternate the PPO will stay the same. The only difference in the second one would be the $15.00 office pay and the third one will be exactly the same as the first one on the PPO. Now the HMO currently has a $1,000.00/$2, and you will notice if you compare the Anthem HMO to the Anthem alternate PPO, everything is the same or better. For example, under the HMO you cannot have any out of network. Under the new PPO they can have a $ deductible under out of the network. The office co-pay under the HMO you cannot go out of network. You don t get any benefits. With the new one you only pay 30% of the cost. So, the alternate PPO is equal to or better in every area as the HMO except for the lifetime maximum. Mr. McPhail said I think we ought to go with the $15.00 co-pay. Mr. Lydick said ours is one of the richer policies that is around as far as benefits go. Mr. McPhail said I would rather go with a $15.00 co-pay than to go that prescription card. Mr. Young said if it is attractive to Anthem for us to forgive the lifetime maximum and reduce it significantly, 20% of what it is now, I know we have some very large claimants in our pool. That is one of the reasons that this has been very expensive is because we have a small pool and we have some large claimants. If we reduce it from five million to one million in just raw numbers about how many people would be adversely effected by that? Would it be one, three, five?! 5

6 Mr. Lydick said by law you can t get exact numbers anymore but as far as I know nobody has reached the one million dollars yet. Mr. Young said so we wouldn t be excluding someone from our plan? Mr. Lydick said no. Mr. Young said I concur with my colleagues on getting a quotation for the $15.00 co-pay, the alternate PPO. Like our Council President said we have all seen the switch in bait and when I saw that, of course, there was the lure and it was like are you going to bite? I didn t see enough in here to see the fish hooks but they are there too. Mr. Lydick said if this is the desire of the Council, we need to do something for the month of June. Mr. Young said we have a precedent in that where we carried month to month until we did it right. Mr. Lydick said but it will be at the 9.74% increase. Mr. Kirchoff said we have no choice. Mr. Young said and negotiate that back. point. That is a negotiating Mr. Lydick said on another issue Council member Young mentioned about Chris Cutshaw being promoted from a Corporal to a Sergeant. There will need to be a pay increase for that. I did not find out about this until today so that is the reason that it was not on the Consent Agenda to raise his salary to $1, bi-weekly. So, if we could have the Council s approval to raise his pay effective May 26, Mr. McPhail made a motion to approve the pay raise for Chris Cutshaw to $1, bi-weekly effective May 26, Second by Mr. Young. Motion carried. Chief Brinker said we have two more for next month so now you know ahead of time that one will be coming. Also, I presented you with an advance sheet from the phone calls that I made the other day. If you have any questions, I can answer those. Mr. Prince said at the last meeting we introduced you to the first three positions that we intend to hire for the community recreation aquatic center. I ask you to look over those and be prepared to approve those at this meeting. In the mean time I met with Councilman Ward and Councilman Kirchoff joined us and fine-tuned those a little bit. In essence nothing has changed other than I think we have used some better vocabulary in them. We have changed the name of one position, the Administrative Assistant position, which I think we were all uncomfortable with that name from the start. I had mentioned that position by three different names in other documents. We have agreed on Administrative Services Coordinator. We think that reflects better what the person is going to do for us. I know you have read through the job descriptions so you see all of the duties that this person is going to have. But tonight I want to entertain any questions that you might have and you might ask Councilman Ward and Councilman Kirchoff as well. Mr. Lydick obviously has put in a lot of time on this as well. We would entertain any questions that you might have and I would ask the Council to go ahead and approve these positions tonight if they feel that it is time. Mr. Kirchoff said I still have a couple of changes on that one but I will get with you. Mr. Ward said I feel comfortable with what you have done so far. I think you have done a good job with the descriptions. What about the salary ranges? Mr. Prince said obviously Mr. Lydick has been busy with some other important projects. We had hoped to give you the salary ranges tonight. In your packets last week we gave you what I proposed. Councilman Ward and Councilman Kirchoff asked him to do his own research and Mr. Lydick and I met yesterday and he said that they looked pretty good to him. We did not get that to you in a written format so we were not going to ask you to approve that tonight. We were hoping to that information to you in the next few days and! 6

7 let you look at that and ask for your approval on that at the next meeting. Mr. Brandgard asked, but at the moment you want to approve the job descriptions to start the search? Mr. Prince said I think I had included in the last meeting a schedule for bringing the people on board. That included on June 15 putting these on the street with them ultimately coming on board in October. Mr. Ward asked, what is our schedule for the recreation center? The first of the year still? Mr. Prince said I might add that we have tried to anticipate that day and nobody knows that right now. We still have time that we can adjust that. Of course, once we interview and find a candidate we have locked ourselves into a time frame. They are going to expect to leave a job or whatever their life situation is and accept our job. Our critical events that are going to come up is that we are buying a very expensive facility management software. Along with that comes with the training. What our plans are right now is to start selling memberships and announcing the pricing in October. Well October 1 is when our new employees start and in negotiations with our computer equipment is going to be set up in the Town Hall for a few months and we are going to start selling memberships here at the Town Hall. When we can occupy the recreation center, it is being moved out there. Mr. Brandgard said there is a table or desk down there with a window in front of it that can be utilized for that. Mr. Prince said so at any rate there comes a point and time where we have to go ahead and carry through with the plan. Obviously, by October there is going to be a lot of equipment to be set up and move into this building. We will keep these people busy there is no doubt about that. We don t want to start hiring the part-time staff until these people are on board because they are going to report to these people. So, they are going to have an extremely busy first year. I don t think that is going to be bringing them on too early. Mr. McPhail asked, are you indicating you are going to want to start a search around July 1? Mr. Prince said we wanted to advertise a full month from June 15. That would put us to July 15 and I have given us a month and a half to interview. I think these are pretty important people and I think it will take us that long to interview them. The time line included an offer that gave them a month to get their affairs in order and come to the Town to work for us. Mr. Kirchoff asked, is that consistent with your training schedule needs? Mr. Prince said yes. I haven t formulized it but I communicate with the software people and the computer people and the phone people and say this is when we are getting ready. And everybody is aware of that big October date that is when we are going to go live with the computer system. Mr. McPhail said it seems to me that we ought to amend our Salary Ordinance and plug those positions in. So, we need to get that information to look at. Mr. Carlucci said you could wait until the next meeting because you can bring the amendment to the Salary Ordinance and do the job descriptions and the pay at the same time. You can approve the job descriptions now but you still have to approve the pay and amend the ordinance anyway. Mr. Ward asked, do you have the revised job descriptions out there? Mr. Prince said I have a copy here and we can those if you want to see them again. Mr. Brandgard said the next meeting is in 10 days.! 7

8 Mr. Prince said so you would like to see the job descriptions again and get the salary recommendations. Mr. McPhail said I would like to look at it all in one package. Mr. Kirchoff said if you don t have your old Salary Ordinance, Mr. Lydick provided me a copy of that. I sat down today and tried to do some comparisons of what they proposed verses some of our positions. Our counsel to Mr. Prince was by creating new positions we don t want to create problems with existing positions. We have been through that so we spent some time trying to talk through that. And that is when we talked about some market analysis and I think Mr. Lydick has done that. When we go to budget time, I just recall that so and so is out of sync so we raised here and then you raise here. So, what we are trying to say is let s not do that on the front end and create more problems to start with. So, I had done some analysis and I only had one question about that and we don t need to take time to do that tonight so other than that they looked pretty reasonable. Ms. Mitchell asked, PERF has that been addressed with Mr. Lydick? Mr. Carlucci said I think Ms. Mitchell s issue is there will be PERF employees but it does take time to get those people, those classifications sent in and approved by PERF. Mr. Ward asked, what time period are you talking about? months, six months or what? Three Ms. Mitchell said not six but I m not sure now. Mr. Lydick said they did it on July 1 st and January 1 st. Mr. Brandgard said if we do things right, we can approve the job descriptions and the pay rates for those positions. Following that we can come in with a revised Salary Ordinance the same night with that on there. Because once we approve it we can approve the Salary Ordinance with those positions in it. Ms. Mitchell said and then he has to do the addendum to the PERF Resolution. Mr. Brandgard said we can do that the same night also. If we plan all of that together, we can do that the first meeting of the month. That way it gives us three weeks to get it down to PERF. Ms. Mitchell asked, are you active July 1 st or do you have to wait until January? Mr. Lydick said I ve only done this once and it was back when I came on. Ms. Mitchell said I think you have a six-month lap that you have to wait until January 1 to be eligible. Mr. Brandgard said it is better to get it in for July if we are going to hire somebody between July and the end of the year so at the first of the year they start. Mr. Prince said we will have a full package ready for the next meeting. In that first mailing I resent the staffing plan for this facility in rough numbers in where we are going. If you wouldn t mind, take a close look at that and make sure you don t have any questions about that. That is the roadmap that I m going to be following for the future in the next coming years to get us up where we need to be. I would just like to know that the Council reviewed that and approves of our roadmap. Other than that I don t have anything else tonight. Mr. Castetter said I would like to go back to the comments Mr. Carlucci made about the signs going up. Mr. McGillem and Mr. Rudolphi and I were talking about them. It is just as important that those people notify us if they move, the blind signs, the deaf child signs and now maybe the autistic signs. If they are to relocate, the signs are ours and we need to get those back. The lady that we put the blind sign up on Kentucky called the other day and said my mother may sell this house by the end of the year is that my sign and I said absolutely not.! 8

9 Other than that I have a contract from Sam Hutchins for the auction of June 7 that I need Mr. Brandgard to sign. Mr. McPhail asked, what do we have in the auction? Mr. Castetter said I have a couple of tractors and a pickup truck and miscellaneous items. I was just informed that Avon is having an auction June 7 as well. Mr. Higbee said one thing that I want to do in a minute is show you some of our new phone equipment. And then I also need to let you know that I extended an offer to a summer intern today, a planning student out of Ball State. He is excited to come and work for us. Mr. Lydick still has to do a background check on him. I wanted to mention it to you tonight because I got a late start on this. We have had a lot of projects this year and I wasn t able to get started as early as usual to interview these people. So, I got him hired kind of late. We are going to want to get him started as soon as possible so what I would like to do is get your permission to go ahead and start him subject to Mr. Lydick s background check. I have already called some references, professors at Ball State. They gave him unusually glowing strong references. I was surprised how strong this guy really is and I was able to find him this late. So, with your permission subject to Mr. Lydick s checking on him I would like to go ahead and get him started as soon as possible. Mr. Brandgard asked, is there consent? Consent given. Mr. Higbee said what I have here is what we have been calling this conference phone. We have two of these. One for up here and one for downstairs so we will be able to do evenings a little more effectively. Mr. Brandgard said those work quite well. Mr. Higbee said yes we were testing it out today for this demo because we also have phones on all of the desktops and most of the installation of the phone system is for testing and demonstrating to you. We don t have all of the employees set up on it yet. We don t have our employee directory set up. There are a couple of other things that are not quite done but we are ready to go if you approve of it. (Mr. Higbee further reviews the new phone system at this time). If that works for you, we can finish the employee s setup and have this thing up and running by the end of next week. Mr. Brandgard said let s go with it and see how it works. Mr. Kirchoff said I would suggest giving a little bit more information in the voice mail messages, the full name and department. Mr. Higbee said these phones all have caller ID on them. They have program buttons so I just want to thank you for authorizing this. It is a better system for all of us. Mr. McPhail asked, what does a standard phone look like? Mr. Higbee said I will get one out of the back room because we have already put one back there. Mr. Brandgard asked, how many days training are you going to get to learn to use that? Mr. Higbee said there is going to be one day with three different sessions. You can come to whichever one fits you. That is all that I have thank you. Mr. Belcher said in reference to the land acquisition on Dan Jones Road we have come to somewhat of a point where we can t go any further on buying a single parcel. There are about 10 out of 30 that we haven t come to an agreement on. Maybe Mr. Daniel can negotiate some settlements with some of those folks but there is a point where our buyers can only so far and we can only go so far. We just have to turn those over and write the letters that need to be written. There are about a third of them, which is a little bit disappointing. We thought the offers were fair and maybe there are just a few things that we need to resolve but we have gone as far as we can. So, I wanted to report that some are going to the next step and hopefully not all of those will end up in court. We will see if we can avoid that but that! 9

10 is where they are headed. In each of these steps, because of the way the State s projects are set up, we can t do anything about construction until we have cleared every bit of the right-of-way. Another thing that I wanted to at least bring up, and since it wasn t in our report, is about Clover Drive. There are two policy matters that I wanted to see if you had any input, on two issues that people will eventually come in and ask. I thought they might be here tonight. They ask me on the phone quite a bit on putting a sewer down that street there are a lot of people with bad septic systems down there. The reports on that neighborhood explain that it smells like raw sewage at certain times and obviously that is not acceptable. Which of those folks have failed systems I m not sure. I couldn t tell you that right now but as a policy matter, the question is going to be is the Council going to require connection of everyone or only the ones that have systems that are failed or can t prove that they work? It is something between us and the health department trying to require people to prove that they work or something like that. Certainly if you have one that is failed, there is no choice. They have to hook onto the sewer. There are all kinds of ordinances and laws that we wouldn t want to avoid that. But that is one issue that I wanted to hear or if there was anything new or if you had any thoughts on that. That will be a policy matter for us to relay to them, if you have any thoughts on how we might handle that. Mr. Brandgard said I think in the past the policy has always been that barring a health problem we haven t required anybody to hook on. Mr. Belcher said that is exactly right. Mr. Kirchoff asked, can we legally? Mr. Daniel said yes. Mr. Belcher said the only times that we have varied from that that I m aware of is when there was a whole different system where it actually required bonding that everyone connected and the Council has done that but this is not that project. Mr. McPhail said when we put water up that road, we received a very poor response to it and most of them need the water. I think we ought to have the County Health Department go out and inspect everyone of those septic systems to see whether they need to be hooked up or not. Mr. Brandgard said if there is sewage or the smell of it in the drainage ditches, the County ought to be out there looking to see where it is coming from. On the other hand when you find out, you have to have an alternative for it and that is what we are going to be providing. So, I think they kind of go hand in hand. Mr. Young said we have precedent for doing exactly what Councilman McPhail suggested with Wincher Heights. We did exactly the same thing. The County went around and found out where the raw materials were originating and then required those homes to connect to our sanitary system and the problem went away. Again, it was another annexation of a County project just like Clover Drive is. Mr. Belcher said I would be glad to call the County Health Department and say where do you know there are already problems. I m sure they have a record of many complaints and documented things that are already out there. We could start there and inform them within 90 days the system is going to be done and there will be an option and their input would be desired at this point. Mr. Young said it would be to the advantage of the property owners to take advantage of the economic inducement because the substantial portion of this project is being underwritten by nonresidents. Mr. McPhail said we are putting laterals in. Mr. Belcher said which again is an unusual extra expense that normally a developer would not have to pay for and he is. We just said you are going to have to do it because we are not going to tear the street up twice. The street will be repaved and those kind of things. There will be a lot of good improvements done. We are also trying right now to get some drainage even though it is not part of the developer s! 10

11 issue right now. But if we can do something now when things are tore up, the same things that we have done in other areas when we had the opportunity, we will try to do something to improve drainage. We are not sure about that just yet. I thought that would be your discussion but I wanted to confirm that because it will be coming in. The second item was the payment plan. We have offered those. We still have some in place. Payment plans are difficult. As Mr. Carlucci mentioned tonight, the rates are so low I just don t know if it wouldn t be better for someone to go to a bank and find out about a loan. There are many types of loans out there right now. They are giving away money almost so for us to get into that business again is awful difficult for billing people and it cost time with our attorney and everything else. But I want to know if that is the way that you are thinking. Ms. Mitchell said if that person that commits goes bankrupt, we have a problem. Mr. Daniel said when they sell the property, it sometimes can be an ongoing problem. Issues come up, somebody taking over that contract, and how it was represented, when it was sold, etc. Mr. Belcher said if we say no, we are not offering a payment plan that would really make things simpler. This is not a simple project to get this down there. We have worked hard to get it there and it will be the least expensive way that we could have ever gotten there. I can guarantee you that. We maybe never could have done it any other way. At least if they have to borrow money, it would be the least they would have to borrow. Mr. Carlucci said compared to what Wincher Heights had to pay. When the water line went down there, not because the people were demanding water, it was because of the fire protection and that long half mile basically one lane street down to the end shuttling water down. There was one gentleman at the end that you got the easement off of that did get onto the water because he did have a water problem. But they didn t have to have the water and you can t force them onto the water. When you get septic systems that are leaking, it is a health hazard. It effects everybody. Kids are not going to wear their shoes and the yards in most of the lots down there are very small. The septic and wells are very close together and to go on a payment program for such small amounts seems to be incredibly costly for the Town to manage that. Mr. Brandgard said the big difference here is we are not going in there and forcing people to hook on. If you are, there is some sense in offering a payment plan. Like you say the rates today are so low that there is no advantage to us for doing it. Mr. Belcher said one thing that will be interesting is as the new sewer plant bond issue is done, we will be adjusting our flat rate. So, anybody who is not on water there will be a little higher monthly sewer bill than if they got on water and were measured service. So, there will be an additional incentive possibly if they get on water too because that would be the best of all worlds if everyone there was on water and sewer. Ms. Mitchell said even if we didn t make them connect, they still paid the flat amount each month to come up to the amount of the tap so they were paying X amount of money. It was eleven dollars and something way back when and it is $13.80 now. If you are within 300 feet, you pay that even though you chose not to connect. That has to be tracked the way that they did it before and then when you hit the amount that the tap would be, they would already pay for it. So, I don t know if that is the way that this is going to work. Mr. Belcher said that is a good thought. Mr. Carlucci said it is just a bunch of clerical work that takes time. We are not forcing them on and they can come on at their leisure. The tap is not as big of a problem as some of the other fees involved. Ms. Mitchell said I m just saying what it was before. to pay no matter what. They had! 11

12 Mr. Belcher said that was under the grant program. EPA made everyone in the Town basically come under that rate base. They didn t give you a choice whether you were physically connected or not. I don t think we have taken that position necessarily on the projects that we have done where somebody just happens to be next to a sewer that they have to pay. Mr. Brandgard said I think there was something like that 20 years ago but I don t think we have done it. Ms. Mitchell said while I have been here I have done it. Mr. Carlucci said there is a new sewer rate ordinance, there is a draft being circulated and we need to check that because I m trying to reduce the amount of burden on the Clerk/Treasurer. At some point they are going to come on. We can never convince these people on Clover Drive because they seem to have their emotions on their sleeves about a lot of things. The fact that the water is there has made their property more valuable. The fact that the sewer is there will make their property more valuable. Right now I don t know how they can sell a lot down there on most of these. Mr. Belcher said believe or not there was one gentleman who came in and saw that we were going in and he owns a lot down there. He said I can t build on it. I ve owned it for years and I couldn t do anything with it and I said well now you can. It has value and he was thrilled that we were going down the street so maybe there will be some new investment. It may not be the largest home in the world but it will be a nice new investment in the neighborhood. I appreciate your input thank you. Mr. Castetter said Mr. Carlucci mentioned to me a couple of weeks ago about going to mosquito training in Hendricks County. Since we are discussing Clover Drive they are down at the dead end with mosquito nets and checking that out. Since we are talking about septics they are checking for mosquito, etc. They do know of some failed septics. OLD BUSINESS Mr. Kirchoff said I guess I would turn to Mr. Young regarding the old business of BZA and Economic Development appointments. Mr. Young said there was discussion that we had a vacancy to fill from the passing of a long-standing community servant Mr. Churchel Swarn. At this point and time I would like to tender the name of Mr. Greg Monnett, a local resident and neighbor of mine, as a candidate for filling that Board of Zoning Appeals position. He is employed by Hall Baker here in Town and is a resident in my neighborhood. Mr. Kirchoff asked, is he interested and willing? Mr. Young said yes. He would be a Republican. Mr. Carlucci said it doesn t matter for the BZA. Mr. Brandgard asked, is that a motion? Mr. Young said yes it is. Second by Mr. Kirchoff. Motion carried. Mr. Kirchoff asked, do we want to talk about Economic Development? Mr. Carlucci said this was discussed at the last Council meeting and I ran into Paul Hardin who I talked to afterwards. He is on the County Council and he said whatever name we would bring that he would be glad to carry that to the County Council for us. The County Council has an appointment to our Economic Development Commission. One name that came up was Don Musilli. He is a businessman. He lives in Plainfield on Sundown on Vestal Road. Mr. Kirchoff made a motion to recommend to the County Council Don Musilli be named as their representative to the Plainfield Economic Development Commission subject to his acceptance. Second by Mr. McPhail. Motion carried.! 12

13 Mr. Brandgard said the article on roundabouts in the paper was very good. Bruce did a good job of talking and getting information from you. It was a very good article. Mr. Kirchoff said I just hope our roundabout is not as expensive as the one estimated to the north of us. NEW BUSINESS None. ORDINANCES Mr. Young made a motion to approve Ordinance No on its first reading. An ordinance for the rezoning from AG Agricultural to R-4 Low Density Residential for the Bentwood park Development. Second by Mr. Kirchoff. Roll call vote called. Mr. Ward yes Mr. Kirchoff yes Mr. Brandgard yes Mr. McPhail yes Mr. Young yes 5-ayes, 0-opposed, 0-absent. Motion carried. COUNCIL COMMENTS Mr. Brandgard said the dedication for the family values statute at Friendship Gardens is Saturday morning, June 7 at 10:00 a.m. We invite everybody. Mr. Young said thanks to Councilman McPhail we had visitors at our police commissioner s meeting, which was a Boy Scouts group from the Christian Church. They saw a side of government and left with more materials so when they get their government badge, they will have earned it. These are bright young men and they asked probing questions and the commissioners were very thoughtful and helped them in the proceedings. It was a very positive thing but I wanted to thank you personally. Mr. Kirchoff said next Wednesday night will be the north/south corridor update meeting. They rescheduled it at 6:30 on Wednesday the 4 th. ADJOURNMENT Mr. McPhail made a motion to sign the necessary documents and adjourn. Second by Mr. Young. Motion carried. Meeting adjourned. Robin G. Brandgard, President! 13

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