PLAINFIELD PLAN COMMISSION MARCH 6, :00 p.m.

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1 PLAINFIELD PLAN COMMISSION MARCH 6, :00 p.m. CALL TO ORDER Mr. Smith: It is 7:00 and time for the Plainfield Plan Commission. Welcome everyone. ROLL CALL/DETERMINATION OF QUORUM Mr. Smith: I d ask the Secretary to the Commission to call the roll? Mr. Klinger: Mr. Philip- here Mr. McPhail- here Mr. Brandgard- here Mr. Smith- here Mr. Kirchoff Mr. Bahr- here Mr. Slavens- here We have a quorum, we have one member absent, Mr. Kirchoff is on vacation. PLEDGE OF ALLEGIANCE Mr. Smith: Everyone stand for the Pledge of Allegiance. APPROVAL OF MINTUES Mr. Smith: The minutes from last month was 32 pages and so I know we just received them a little while ago. Do we want to approve them now or do we want to wait until next month. Mr. McPhail: I have not read them. Mr. Brandgard: I think it would be a good idea to postpone. Mr. Smith: We have a consensus to postpone the approval of the minutes until next month. PUBLIC HEARINGS OATH OF TESTIMONY Mr. Daniel conducted the Oath of Testimony. Mr. Smith reviewed the Guidelines Governing the Conduct of Public Hearings. CONTINUED TO APRIL MEETING Mr. Smith: Joe for our first item. Plainfield Plan Commission

2 Mr. James: Good evening Mr. President and members of the Plan Commission. First item that we need to take care of is we need to continue the DP to the April meeting. Mr. Brandgard: that? Before I continue that, how many times have we continued Mr. James: Several times but we finally got them to submit a site plan that we can work with so we feel pretty confident that we will hear it in April. Mr. Brandgard: 30 days or would we be better off 60 days. We ve already exceeded it a number of times we would normally continue something. Mr. James: I think 30 days is enough? Mr. Brandgard: meeting. Well I would move that we continue DP to our April Mr. McPhail: Second. Mr. Smith: I have a motion and second to continue DP All in favor. Mr. Brandgard: Just an understanding I won t vote to continue it again. Mr. Smith: I might ask, do we have a number for a number or a policy on how many continuances allowed? Mr. James: No they can be continued at the board s discretion. PETITIONS FOR PUBLIC HEARING Mr. Smith: Petitions for a public hearing, first up will be DP That would be building 8 in the Allpoints. Mr. Berg: Good evening Commissioners. As the chair said this is DP , Allpoints 8 propose 708,230 square foot office/warehouse/distribution facility just under 72 acres zoned I-2. What they are here for is more development incentives for orientation of loading docks. Just too kind of give you an idea of where we are at, we have 100, All Points, and then through there, Reagan and you can see just a little bit of 40, Smith right there. It is surrounded by Plainfield I-2 except for County line right here and office industrial park I-4 in Avon zoning district. This is the structure here, you can see the darker areas here that is going to construct with the initial development ingress/egress, we have off of Allpoints and 2 off of Smith Road. They are showing a potential future entrance over in this area over here and then one off 100. Loading docks are on the east side and the west side, since these face Smith Road, they will require development incentive for the orientation of loading docks, we will discuss the landscaping (inaudible). There is a connection it is a little hard to see on here. It comes across the parking area and then over here to the intersection of Smith Road and Allpoints. So they do have a pedestrian connection. They are showing several different locations for signs here on Allpoints, corner of Allpoints and Smith, various directional signs at the entrances. Parking they are using the land bank option which allows them to put fewer parking spots in with the understanding that there are areas such as here and over here as well that could be utilized should they future parking needs. With that option they could bring that requirement down to Plainfield Plan Commission

3 166 which they have, they are required to have 6 ADA spaces which they have as well. Landscaping plan, they do have required (inaudible) trees, they have screened the parking lot from the roads. The foundation you probably remember there was some requests from our landscape architect to increase the number of evergreens which they have done. They also requested more around the sign but will take care of that with the sign permit. Perimeter lot screening, the south east and west side they have a level 1, they do comply they are using some resisting vegetation over on this area to help comply with that. Level 5 where there is not a building the loading docks are going to have a level 1 which does comply and in front of the loading docks they are required to have a level 5. They have an average height berm of 6, with that and the increased landscaping they are complying with a level 5. When this building expands they do have docks here they will be required to up that landscaping there as well to a level 5. Photometric plan, it does comply, it is hard to read from here obviously, but they are using the slice LSI slice light both in the lot and on the building. It is properly shielded and does comply. Elevations are in compliance as well, the majority of elevations is this colonial gray then the next is the foggy gray. I will show you on a different slide the rock candy because it is just that little slice right there. But on each of the elevations it is pretty much the same story as far as the hierarchy of what they are using and that also is in compliance. Here on the south side again, I can show you a little bit better the rock candy there, it is being used kind of an entry accent color along with the foggy gray and the colonial gray making it the (inaudible) spaces. Line sight with these buildings that is always a concern. We do not want to see the rooftop mechanicals and this is in compliance from Allpoints, Smith, and also from 100. DRC at their meeting had asked to add more evergreens to the foundation, which they have done at the entrance and for the ground sign which will be taken care of. You have heard this question so many times from us, we can probably all say it together, are there enough design elements to break up the mass of the structure? Also another question or comment that we have is that is there an external trash enclosure or any type of structure that is in the ILP. When the new building, or the addition of the building is brought before you it will require a line of sight analysis and I believe this was the Walmart building 7, if Avon does their road project and requires a sidewalk then a connection will be required. I know the applicant is here if there are no questions for me I shall sit down and let them (inaudible). Mr. Smith: Thank you. Is there anything you want to add to Mr. Berg s presentation? This is a public hearing so let me ask if there is anyone here to speak in favor of this proposal. Is there anyone here to speak against this proposal? Mr. Haycraft: My name is Jim Haycraft, I live in Lexington Woods subdivision which is just to the west 1 corn field over from where they are building this thing. I am just concerned about all of the loading docks being east and west instead of north and south where there is no houses. Why do we have them the trucks going east and west where we will hear the trucks backing in? Just the noise from the place. I guess that is my concern is we are not happy with the east and west, the people that live over there in the subdivision. Primarily other people follow that too because they sent us a letter to come and listen to this hearing and look at the plans. I am just voicing the concern about that, if you would take that into consideration when you are approving this project, I understand they have plans in order but nothing has been done except they have plowed the fields so far. Plainfield Plan Commission

4 Mr. Smith: We will ask the developer to respond. Is there anyone else for or against this proposal? If there is no one else I will close the public hearing portion and I will ask if the developer has any response to the questions there. I guess the question is, the orientation of the loading docks on the east side and west side. The north side I assume that is where you are going to add onto the building potentially so you wouldn t have loading docks there. South side? Mr. Hebert: Terry Hebert with Browning Investments, 6100 W. 96 th Street, Indianapolis, Indiana. The reason for the orientation is just the way that the building fits on the property, it kind of runs more north south as far as the length of the property and the width is not very large. So from a dock perspective it is the way of optimizing the amount of dock doors on the building and that is what they use for a distribution perspective. The reason for the berm and the extra landscaping is kind of for that reason is to help kind of keep the sound down and then there is existing trees that are kept in place to help with that sound and the light and everything else that would come from it. So I think we are trying to do as much as we can to try to minimize the impact I guess if you would call it that. Mr. Smith: I did drive by there today again and had a chance to look at it and it appears that there are some houses to the south. Looks like you have done some work on the field already creating berms and so forth. Do you know how tall those berms are? They looked pretty large. Mr. Hebert: They are, I think at a minimum they will be 6, we actually tried to get them as tall as we could. It is just the amount of room that is there to keep where we can actually mow them. They can get as high as 8 to 10 in certain areas. Mr. Smith: Discussion from the Commission members? I think the only thing that kind of came up with the Design Review Committee, in terms of the appearance is whether gray on gray really breaks up the appearance. I think it also kind of, in our discussion with the Design Review Committee a couple members are inclined to be glad if these large buildings kind of disappear, personally, I kind of feel as if a developer who has spent 10 s of millions maybe a 100 million dollars in one of his projects might like to be proud of it and show it off a little bit, so a little design creativity is worthwhile. So one of the thoughts of the Design Review Committee was that when you have a tenant you might consider another color band around the top. If your tenant has a corporate color they d like to show you could put that around the top of the building and staff could review it. Mr. Hebert: The reason for it is because if it is a Spec building we don t know what the tenants are going to be. So to try to keep it is a basic of a concept if you want to call it. Once we have tenants we can come back to Joe and his staff and we can discuss options of colors is acceptable. Mr. Smith: If the opportunity comes up, sure. Any further discussion or are we ready for a motion? Mr. Brandgard: Chairman if you are ready. Mr. Smith: I am ready. Mr. Brandgard: I move that the Plan Commission approve DP as filed by Browning Investments requesting Architectural and Site Design approval for a Plainfield Plan Commission

5 708,230 square foot flex/warehouse/distribution center on a acre parcel zoned I-2 utilizing the Orientation of Loading Dock development incentive finding: 1. The required Front Yard is effectively screened with a Plant Unit Value which exceeds the standard for such Yard by adding a Plant Unit Value of 4.0 to the total Plant Unit Value otherwise required by this ordinance or other Development Incentive. 2. The proposed development is appropriate to the site and its surroundings, 3. The proposed development is consistent with the intent and purpose of the Plainfield Zoning Ordinance. And that such approval shall be subject to the following conditions: 1. Substantial compliance with the site plan, building elevations, photometric plan, and landscape plan, and the line of sight illustration dated February 21, An external trash enclosure or compactor, if needed, shall be reviewed with an Improvement Location Permit (ILP). 3. If the Town of Avon requires a sidewalk or adds one with a future road project on CR 100 S, a connection shall be made. Mr. McPhail: Second. Mr. Smith: I have a motion and a second to approve DP Would you call the roll please? Mr. Klinger: Mr. Philip- yes Mr. McPhail- yes Mr. Brandgard- yes Mr. Smith- yes Mr. Bahr- yes Mr. Slavens- yes DP is approved 6-0. OLD BUSINESS/NEW BUSINESS Mr. Smith: Moving onto old business/new business, Mr. James. Mr. James: This is an old business item. January of last year the BZA approved a special exception to allow the Carmike Theatre to serve alcoholic beverages after the Metropolis PUD was amended by the Plan Commission at the end of 2015, allowing them to seek a special exception. A condition of approval of this special exception was that after 1 year they were to report back to the BZA and to the Plan Commission and provide a compliance report and report that they complied with the alcohol control plan that was approved, it has been over a year and Shane Cooper is a General Manager of the AMC Carmike 18 Theatre and Mary Solada is here also, they would like to give you some information about the report. Ms. Solada: Good evening members of the Plan Commission my name is Mary Solada and I am an attorney and with me is Shane Cooper who is the General Manager of the theatre here in Plainfield. First let me boast a little bit because I think Shane has done a terrific job and your file should contain a letter where he outlines that fact that there have been several independent audits and as well as internal audits to confirm compliance with the alcohol control plan. Additionally the Indiana Alcohol Tobacco Commission did unanimously vote in October to approve the license renewal. So in sum, what these audits have determined is that strict compliance with the plan has been Plainfield Plan Commission

6 achieved and not many complaints where for customers wanting to not go with what the plan requires, so I think that is interesting. So where we are, and I think the other reason we are here at the suggestion of Mr. James is to sort of explain for a moment sort of the transition between Carmike and AMC Theatres. AMC is the largest theatre chain, it may be in the world, I know it is the United States. It acquired the stock of Carmike so the Alcohol Tobacco Commission did not do that as a transfer of the license so this is relevant to the alcohol control plan because I think that plan says it is not transferable. But because the ownership of the company is the same in the sense of who the applicant is and the owner is, it is just who owns is different, and I know that is kind of a legal distinction but the ATC determined it was appropriate and from a branding standpoint the letterhead now shows both entities, over time it will be AMC but wanted to mention that Shane again is here to answer how that worked but again it was stock transfer not an asset transfer. So I am happy to answer your questions appreciate your indulgence, again what we would like to do is suggest that we could certainly keep you updated in a few years but we would like to kind of avoid coming back frequently unless there is a violation which the case we will be here, but we are pretty confident that we won t have one. Thank you very much, appreciate your attention. Mr. Brandgard: I would say we asked them to come back in a year to let us know how it was going and I think it looks like it is going quite well. I am wondering if they sent a letter in every year telling us what the conditions is of that there is no reason for them to have to come back in unless as they said, unless there is something out of whack. Mr. Smith: You need to refresh my memory was there a term or an automatic continuance or an automatic renewal? Ms. Solada: Well the approval is indefinite, it is simply that there was a condition of the approval to come back in a year, and I neglected by the way to mention that we did appear and I know there is a couple of common members before the BZA about 10 days ago to report to them as well. So both bodies have received this report. I have no problem a year from now we can write a letter to submit if we might to Joe, maybe copy Andrew and hopefully it will just continue to be a very good report and again if there are any issues we would be happy to come back. Mr. Smith: Would you like to make a motion? Mr. Brandgard: I don t know if we need a motion for that. Mr. Smith: Just a consent? Mr. Daniel: I was going to say the fact that they made a record that they have complied with the condition and I think that is all that is required. Mr. Smith: Good enough for now. And we will look for your letter in a year. Ms. Solada: Thank you so much, appreciate it. Mr. James: Next item is Franklin Park renovation master plan. The concept plan has been done for the proposed changes to the park. It does not include an expansion of the park so a master plan is not required so any of the changes that are proposed with the renovation can be approved with an Improvement Location Permit administratively, but we thought it best to get Plainfield Plan Commission

7 this before you and sort of vet this to the Plan Commission on the concept plan and see if they provided enough detail so that I can approve this as an ILP. So our Parks Director is here, Mr. Clay Chafin and he will be glad to answer any questions you might have. Mr. Chafin: Thanks Joe. Just as we are preparing to update Franklin Park we ve been going through various public input meeting sessions, online surveys, information gathering sessions at the Rec Center to get to this point, what you have in front of you is the plan to do so. This is the overall masterplan that we created with Layman and Layman Associates, which basically our intent is in long term is to turn Franklin Park back into a park and try to relocate some of the athletic fields to other locations within the town. The only mainstay would be the big teenage diamond. As you look at this plan the phase I part is up on the top right and that is the area that we are going to focus on this year and tonight with the discussion. The next slide basically phase I what it says there is were looking to update this park so that it is in more design compliance, well I guess not really compliance but design standards that are more in line with what is happening with today s industry back when the park was designed, there was playground equipment basically scattered throughout the park. Today s design is to centralize it more and that gives parents the chance to sit in one location and keep eye on their children. If you look at the phase I rendering there that is exactly what we are doing. All of the playground equipment that is throughout the park, we are going to either relocate it or replace it with new equipment. Some of the equipment is so old and if we move it then we are not in compliance anymore with our playground safety standards so we will have to recycle it. This design here shows you some striping that we are going to do on that north parking lot area. Right now which is on North Street, right now that parking is just kind of hap hazard, if someone rents that shelter there is no real definition is to where to park or how to park. The neighbors there on North Street I think use it as overflow parking a little bit. What we are also going to try to do is enhance the walkways throughout this section of the park and make it ADA accessible. Right now if you rented a shelter and you wanted to go to the restroom down here you got to go off road and go around. So we are going to make sure that we are in compliance and we get a hard surface that will go all the way down to the restroom. Same thing it will connect over to the tennis courts, the other parking lot, and up to the shelter area there. In some of the areas there on the sides and the bottom we are going to add some shade structures and some additional seating, so like I say to give those folks that have children plenty of a chance to sit and congregate and keep an eye on their kids while they are playing. The playground equipment right now in that area this playground is designed for children 2-5 years old and there is a playground designed for 5-12 but they are close enough together, we are going to add some other side to make it just as attractive. One of the other things that we are going to do is add some trees, if you ve been out to that park the last year or two we ve had trees that have either died or we had to take down because of the Ash Tree s, so we are going to start replacing trees. I think there are trees in there that will be placed in the park. Then the last thing that we are going to do is we are going to replace the perimeter fence that goes along Lincoln Street, up Mill Street and down around North Street. It is kind of the brief overview, the next slide is just a reference for you to kind of a google earth type shot to show you what it would look like in some of the drawings on a satellite type view. That is the same layout that shows you basically what we end up doing with the perimeter walkways coming around from the shelter to connect down to the restroom out to the front and then potentially then over here to the tennis courts and the Plainfield Plan Commission

8 parking lot here to the east right off of Mill Street. I am going a little fast so if you have any questions please stop me or ask. With the new additions of the Pickle ball Courts in Swinford Park it will be interesting to see if everybody flocks over there or if we still have the same amount of usage in Franklin. Kind of a rough diagram if you will of the playground area is what this slide is what this slide is and kind of list some components there for you to see. It s basically playground equipment that we found to be more popular in some of our other parks and in discussion in some of our playground manufacturers and other Parks Departments. The intent of this slide was kind of just to show you how we are consolidating all of the equipment. You see we have an existing playground right here, which is the existing playground right here which is the 5-12 and the other 2-5 right here. This is an existing swing set that will stay, those are the 3 main pieces that will stay in this area and then we are going to be adding some of the other amenities as you see right there it is kind of hard to see. Basically different types, it is kind of hard to see but basically different types of climbers, spinners, and things that will make the kids dizzy and wear them out so that they can fall asleep in the car on the ride home and the parents can sit and watch them and enjoy or play with them if they so choose. Do you have any questions about that particular slide? The next slide, Will asked me to put there where we thought the new trees were going to go. This is the current, the trees in this area there is a couple over here that have died and we are trying to replace. These over here there is a row of shrubs that these 2 trees will take the place of both sides there and try to clean up the look of the park and sight lines of the park. So right now that is currently the anticipated location unless we run into some other issues where we have utility lines or something that we may need to slightly adjust, they are 2 ½ caliber trees to begin with. Mr. Klinger: I noticed that at some point someone had gone out and actually staked the locations of the trees. You re well aware that the kids have since gone out and pulled them out and moved them around all over the place, right? Mr. Chafin: We just wanted the kids to have some swords. Mr. Klinger: I would not trust those locations anymore. Mr. Chafin: The next slide phase I, this is just some pictures of the park just for reference we threw the pumpkin in there. This just kind of shows you from the corner over there of Mill and Lincoln and another view from down Lincoln Street. The restroom would be here if you were standing on Lincoln Street it would be right here on your left kind of looking back at the shelter over there. It is just kind of giving you a little bit of a visual perspective with that same layout that we showed you earlier and then these were some of the components that you saw, or that are on that previous page, spinners, spring riders, some of the shade structures that we are going to put up, I can t remember the name of that piece. What we want to do is we want to try and make this project and move forward to another project upgrade some of the site amenities such as trash cans and benches. You ve seen in the past we have been fairly thrifty and we ve taken old acid barrels from the swimming pool and knocked the top off and put a trash bag in it and that is our trash can. So in an effort to maybe spruce it up a little bit and make it look nicer we are going to try to basically put a better trash can and a better seat bench out there and hopefully that will add to the statics of the park. The next page is just some additional playground components, as I told you we are trying to make this more ADA accessible and compliant so Plainfield Plan Commission

9 you will see that we have ADA swings in here, ADA accessible picnic tables, different climbers, spinners and those kind of components that will be going into that central area. Brent Bangle on our staff is certified by the Safety Playground Institute so he s went through and made sure that all of these components comply so that you have appropriate fall zones and that everything is spaced as it should be. Mr. Smith: Do you use mulch or rubber? What are you using? Mr. Chafin: It is called a soft deck, it is a playground safety surface, it kind of looks like mulch but it is a wood fiber. We thought about going to either a kind of a rubber surface that is diced up if you will, or it looks like mulch and we have also talked about going to a pour it in place type surface, well like you see at Hummel Park. Those are significantly more expensive and we have found. We may consider that when we do the next consolidation piece of trying to budget and include a pour it in place, I am not a real fan of the kind of the small rubber pieces. I don t think it is a good product for the kids to carry home their shoes or their clothes. Mr. Brandgard: Actually it doesn t. I put it down part of my shrubs and it hasn t moved in 5 years. Mr. Smith: Are you thinking of putting the pumpkin in the park? Mr. Chafin: It is an option, we have yet to finalize. It looks pretty good in front of the Rec Center so there is some discussion about that so we haven t really come to a final decision on that. I think we are still up in the air. There is some costs associated with that in which we will have to stipe it down and repaint it and powder coat it so that the paint will actually last outside and it wouldn t just be bare and steel structure in 18 months. So there are some costs associated with that so we have to weigh that to see if that is the direction we want to go with it or not. Mr. Smith: It does seem a little fragile to sit out in the weather. Mr. Chafin: These are some of the trees that we had planned to go out there. There is a total of 10 hardwood trees, so you get hardwood they are going to grow slow but they are going to last for a long time. We didn t want the soft trees and stay away from the Ash Trees obviously because we can t get them. The perimeter fence, right now there is a chain link fence on Lincoln Street as you enter the park. On the rest of the park is kind of a split rail and we can t find those anymore, so a couple of years ago we bought 4 dozen down in Greenwood and that is about the only place we could find them and it was a guess that was made and said if we are going to replace the fence why don t we do it like we have the fence along some of the other park properties and some of the other trails because it is sturdy and it lasts and it looks really nice. So that is the route that we are going to go on that perimeter fence around the park. Mr. Smith: Do you have to paint that trail fence or stain it? Mr. Chafin: Stain it. You treat the lumber then stain it. Mr. Smith: That will standardize your look. Mr. Chafin: Yes, thank you. That is kind of the quick synopses of the update we want to make to Franklin Park here in this phase I. As we continue Plainfield Plan Commission

10 down the overall masterplan here, I can go over it if you have any questions but the intent is to on the south side of Lincoln Street, right now there is 2 ball fields and a concession stand that a stiff wind might take down. We are going to turn that back into more greenspace and maybe put some natural paths in there relocate that basketball court over to that area and add a shelter over there at the top left. One of the things that we talked about before was that area is really close to White Lick Creek and it sets kind of in a bowl and when it rains this is the first field to get rained out. It might be a great place to put a little nursery of some sort, you know we are talking about trees and trying to become a tree city and trying to create a program such as that so that, so that is one of the considerations, it hasn t been finalized yet but something that could provide us and the whole town including Department of Public Works with some type of tree replacement program that we could at least start down there. So that is the overall plan. Mr. Smith: You got a mountain bike trail indicated down there, I guess that is the southwest corner. When will that be? How long is the phasing I guess? Mr. Chafin: It all dependent upon how much funding I can finesse. Right now we are using some Park Impact Fee Funds to do this first phase, actually Food and Beverage for this first phase and Park Impact Funds maybe in the future or combine it with a couple other projects to see if we can t put it all together. What I would like to do is the next phase would be down in here and try and get all of this done where we would relocate the basketball court, redo this parking lot, and enhance this area which would all be in conjunction with the relocation of those 3 fields and so that is the bigger of the expense is the relocation of those fields. Once those fields are relocated then we will be able to put a more definite timeframe on when we can do this. Like I said with the intent, most of the feedback we got was hey this is our neighborhood park, let s keep it a park. Let s make sure that we don t bulldoze it down and put more fields, keep as many trees as we can and make it as inviting as we can to come over there. Mr. Smith: I don t know if it would be a little ambitious but if somebody like that mountain bike area could be built up to a standard where you could have events bringing in out of town folks. I don t know what they do but I am sure it is a sport of some sort. Mr. Chafin: That was kind of one of those having something unique that would make it a destination park. Mr. Bahr: I m a visual type of person and having not seen it I am have a hard time, I am fully supportive of the initiative but at the same point knowing the industry that I am in, it is sort of like if we could end up and have a meeting and make sure that we don t have to go out there, and when I say we, Duke Energy, trim trees in 6 years and make them in a V shape. Again I don t know what all is out there and I apologize for that, okay. Totally supportive but I would like to just have some additional follow up with the utilities as far as making sure as far as the location and things of that so that we don t have to go out there and you don t have to replace or relocate anything or any easements. I don t know the utilities that are out there. Mr. Brandgard: That is a good question. I don t think there is any out there. Plainfield Plan Commission

11 Mr. Bahr: I don t know. Mr. Chafin: Most of that area is void of anything. Mr. Bahr: Is it, okay. Mr. Slavens: Existing lights are the light poles for the big diamond and once you get away from the big diamond, there is not much. Mr. Brandgard: I think the other thing, part of what we are trying to do here is get away from all of the traffic down there that goes into the diamonds and the total lack of them having enough parking. So having the fence is a good idea but there is no place to park and we are right back into what we are trying to get away from. It is a good thought and idea. Mr. Smith: Safety call box, did you put those in the parks? Mr. Chafin: We have not. Up to this point we have had that discussion on multiple occasions and it always comes back to 8 out of 10 people have a cell phone. But it kind of the route that we have gone to this point, it is not to say that we can t add, we ve talked about it in different areas in town or other amenities that we have in the parks system, but we haven t yet gotten AT&T here. The last thing I looked at Bruce was a solar powered phone that it only would call 911. That would be something to put a little more research into and get with Steve Cook, Communications Department and find out if he s heard of any good success stories with those types of things. Mr. Chafin: We are actually ready to go. So if the Plan Commission is comfortable. Last year we had the ability to reuse some millings that the DPW had stored and we were able to cut some of those preliminary paths and put the millings down as a base and save us quite a few thousands of dollars in base in terms of the asphalt that would go on top of that, so that was a big help. Things are ready to be ordered and pull the trigger so once spring hits, it would be our goal to try to get as much as we can done prior to the start of the Pee Wee T Ball season. I don t know how possible that is, but as Robin mentioned it gets very congested over there, so I don t want to make changes and take away any access in or out or negatively affect parking. So if we are not done before that starts, which I know probably starts here in the next few weeks anyway, we will make sure we are dancing around then and we are not limiting access in or out and we are making sure that all of our contractors are aware that they need to be out of there at a certain time so these kids getting in and out of there playing. Mr. James: So if you think there is enough detail in these plans I can approve it with an ILP. Mr. Brandgard: I think you are good to go. Mr. Smith: I think so too. Next up. Mr. James: If you recall last year I brought this fee update report to you and this analysis. (Inaudible) cost of service analysis, Comparison analysis. So I thought the new fees should reflect the cost of services, what it costs the Town to review these fees. I looked at administrative costs, employee costs, benefit cost, and to include any cost analysis. I did a comparison analysis Avon, Greenwood, Brownsburg and compared those to what we charge. Now I will go over the results real quickly. 75% of our current fees were Plainfield Plan Commission

12 below cost that means they are what it costs us to review those fees. Overall they were 16.23% below cost. After the fee increases only 9.7% of the fees were below the cost. Overall the fee increases were above cost. 38.5% of the new fees were below cost and the total of the new fees are actually only 1% above cost, so that was very much in line with what the costs are. Combining the fee increases with the new fees, the fees were 11.17% above cost. Inflation analysis I adjusted fees for 2 ½ percent over 10 years, that was almost a 30% increase over 10 years. 31 proposed fee increases 35.5% of the fees were still less than the adjusted fee as the adjusted for inflation. Overall the fee increases were just 6.2% more than the total adjusted fee. The comparison analysis 8.32% of the existing fees were less than the community averages. After fee increases 75% of fees were above the average, overall it is only a 3 ½ % increase over the average and 63% of the new fees were more than the average, they were 21%. So I am proposing 13 new fees that we don t have any more and those include the fence permit. I didn t have time to get that memo in the report, we went over that last year and the consensus was we weren t ready for a fence permit yet so I am bringing that back to you and I will bring that memo back to you in April if you wish. Hopefully I ve got these fees better in line with what the costs are and also taken in account inflation and then comparing them to the surrounding communities. I d like your feedback and what you think about the fees and where more adjustments may need to be made. Mr. Slavens: Effective this year, next year, immediately? Mr. James: Yes, immediately. I ve got the process should be for new fees and I don t think it requires a public hearing maybe just a motion. Mr. Daniel: Well we probably should publish them though, that is a public notice anyways. Mr. Smith: Do we need a new fee for the roof signs? For on top of the industrial buildings? Mr. James: Yes, we ve already approved that, $ Mr. Slavens: (inaudible) history here but it seems fair to me. Mr. McPhail: Well Joe, I was on vacation and I haven t had time to go through them but if I have any comments I will get them to you before the next meeting. Mr. Brandgard: We need to have the opportunity for Bill to go through them too. Save them for the next meeting and we can have some good comments one way or the other. Mr. James: Do you want to do a public hearing at the next meeting? Mr. Brandgard: We weren t going to do a public hearing. Mr. James: Or a public notice? Mr. Daniel: Wait until after the next meeting. Mr. Brandgard: changes. Yes wait until the next meeting and make sure there is no Plainfield Plan Commission

13 Mr. James: Okay, sounds like a plan. Last item, Greg Miller resigned from the Design Review Committee at the end of last year. Greg is an architect and so he provided a lot of valuable input to the committee as far as building design and also building materials. So we need to appoint a new member and I did have one nominee that has been provided, Leonard Stringer, Steve Craney s brother in law. Steve said he has several years of extensive construction experience and he is also the acting HOA for Meadowlark Villas. I guess the questions this raises is do you have more nominees and what should be the vetting process for the nominees? Would you like an interview or how should we do this? Mr. Brandgard: Question is was Greg Miller more or less the appointment from the architectural side? Mr. James: Yes. Mr. Brandgard: We need somebody from the architectural world not construction then. I think we need to put something out on our website and social media and let them know we are looking for someone with architectural background to be on our design review committee and see what we get from resumes or whatever they send back in and sit down and talk to them. Mr. Smith: Do you know Joe, do they actually have terms? It just seems like it is just rolling along with no change. I didn t know if that committee has designated terms. Mr. Brandgard: I don t think it does. Mr. Smith: While you are looking at that there is one other policy type situation. There is at least one other member (inaudible) frequently goes to Florida for long periods and I don t know if there is a limitation on attendance. Mr. Brandgard: Well if that is the case we need to look at that. I mean if they are not going to be there to serve when the committee meets then we need to get somebody who is. Mr. Smith: I don t have a vote and it is hard to get a quorum. Mr. Brandgard: I didn t know you were a non-voting member. Mr. Smith: That is what I have been advised. Mr. Brandgard: I don t remember setting anything up like that. Mr. Smith: I don t know I ve been told that. Mr. James: Bruce is the ex-officio non-voting member. They do have terms, 2 members for a period of 1 year, 2 members for a period of 2 years and 1 member for a period of 3 years. Mr. Brandgard: Then what does it go to? That was the initial start so is probably goes it probably goes to a 3 year term. Mr. James: It says a member shall serve 3 year terms. Mr. McPhail: How many members, 5? Plainfield Plan Commission

14 Mr. James: 5 voting members 1 ex-officio. Mr. McPhail: Do you have 4 right now? Mr. James: Yes but Mike has been in Florida the last couple of meetings. Mr. McPhail: He will be gone a couple more I imagine. Mr. Smith: Do we have a record of when the current members started their 3 year terms. Mr. James: I think so. Mr. Klinger: It is on our appointment list, so we should have that. Mr. Smith: We probably need to tidy up a list so we can figure out where we are and what we need and when we need for other replacements. Mr. James: Or we could have an alternate member, maybe go to 7 members and an alternate. Mr. Klinger: This is all ordinance based right? Is there a statute that governs? Mr. James: It is just based on the zoning ordinance. Mr. Daniel: We d have to amend it. Mr. Smith: So where do we stand, we have one candidate proposed there. Continue that suggestion? Mr. Brandgard: No I think we need to go out and advertise it. This is an architect spot so we need someone with architect background. Mr. McPhail: I think we need to increase it with a couple more members. Mr. Daniel: meetings. Especially if you have members that are missing a lot of Mr. Klinger: We have an Ordinance Review Committee that is going through (inaudible) so we can just add that to the list of items. Maybe expand the membership and if you require a certain number of meetings be attended. Mr. Brandgard: With the amount of work that is going through there we need everybody there if possible. Mr. Smith: Take all of these steps and discuss it next month. I have one other small thing. Mel has (inaudible) Mr. Daniel: A week from Saturday Joe and I are going to do a training session for the Board and Zoning Appeals and Plan Commission. It will start probably 8:30 or 9 and be finished by noon and hopefully, help especially new members and give them an idea of how all of this works and how one relates to another, responsibilities of the members of both the Commission and the Board and have everybody a chance to ask questions. Mr. Smith: Do you extend that to any other? Plainfield Plan Commission

15 Mr. Daniel: We have in the past and we ended up with 40 people in here I think. Everything from Bloomington to Hendricks County. PLAN COMMISSION INVITEES- NONE ADJOURNMENT Mr. Brandgard: I move to adjourn. Mr. Bahr: Second. Mr. Smith: We are adjourned. Plainfield Plan Commission