TOWN OF PLAINFIELD TOWN COUNCIL. September 11, 2006

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1 TOWN OF PLAINFIELD TOWN COUNCIL September 11, 2006 The Plainfield Town Council met on Monday, September 11, In attendance were Mr. Brandgard, Mr. Kirchoff, Mr. Fivecoat and Mr. McPhail. PLEDGE OF ALLEGIANCE Mr. Brandgard said in recognition of what this day means to those of us in the United States I would like to ask for a moment of silence. CONSENT AGENDA Mr. Brandgard said Mr. Carlucci has asked that we take item three off the Consent Agenda since we have not had the first reading of that yet. Ordinance No : Preconstruction stormwater run-off ordinance. 1. Approval of the minutes of the regular Town Council meeting of Monday, August 28, 2006 and minutes of the Executive Session of August 28, Third Reading and Adoption of Ordinance No : Anderson Rezoning from R-2, Low-Density Residential to AG, Agricultural. 3. Approval of Change Order No. 1 to the wood debris removal contract Sections 1-3 with John Hall Construction, Inc. in the amount of $33, for additional debris removal. 4. Approval of Change Order No. 1 to the wood debris removal contract Sections 4-6 with John Hall Construction, Inc. in the amount of $65, for additional debris removal. 5. Approval to release all retainage held at Lincoln Bank for John Hall Construction, Inc. for wood debris removal contracts Section 1-3 and 4-6 including any accrued interest. The approximate amount of retainage to be released is $25, Approval to pay John Hall Construction, Inc. $98, from the Capital Projects Development Fund for wood debris removal on the White Lick Creek Bank Restoration Project. 7. Approval of the July 2006 monthly report for the Department of Planning and Zoning. 8. Approval of the August 2006 monthly reports for the Plainfield Police Department; Plainfield Fire Department; Department of Public Works; Communications and Utility Billing Department. 9. Approval of the Clerk/Treasurer s; Town Engineer s Human Resources; Information Technology Reports dated September 11, 2006 and the Parks and Creation Director s Report Dated September 8, Mr. Kirchoff made a motion to approve the Consent Agenda as read. Second by Mr. Fivecoat. Roll call vote called. BID AWARD: Anderson Well No. 7 and Swinford Well No. 9 Mr. Brandgard asked, do we have a bid award recommendation for the Anderson Well No. 7 and Swinford Well No. 9? Mr. Castetter said the bid review committee has met and recommends Anderson Well No. 7 and Swinford Well No. 9 be awarded to National Water Services in the amount of $139, Mr. Kirchoff made a motion to approve the recommendation from the committee on Anderson Well No. 7 and Swinford Well No. 9 be awarded to National Water Services in the amount of $139, Second by Mr. McPhail. Motion carried. BID AWARD: 2006 Street Resurfacing! 1

2 Mr. Brandgard asked, do we have a bid award recommendation for the 2006 Street Resurfacing? Mr. Castetter said we recommend the award go to the low bidder of Globe Asphalt Paving in the amount of $210, Mr. Kirchoff made a motion to award the bid for the 2006 Street Resurfacing to Globe Asphalt Paving in the amount of $265, Second by Mr. McPhail. Motion carried. Mr. Brandgard said we have a bid opening this evening. Before we get there is there anybody in the audience who has failed to turn in their bid? With no one coming forward that opportunity is passed. PUBLIC HEARING: FY 2007 Budget Mr. Brandgard said we have several public hearings this evening. The first public hearing is for the Fiscal Year 2007 Budget. Mr. Bennett said I have Mr. Gregory from Umbaugh to answer any questions for the Council or for those from the community who are here. If there is anyone from the community who also has any comments, they can make those comments now as well. Mr. Brandgard asked, do we have proof of publication? Mr. Bennett said yes I do. Mr. Brandgard said the total budget estimate is $26,386, The estimated funds to be raised are $16,835, The excess levy appeal is $410, The current tax levy is $8,673, Mr. McPhail made a motion to approve the calendar year 2007 budget for the Town of Plainfield as read. Second by Mr. Kirchoff. Motion carried. PUBLIC HEARING: Opus Annexation Area No. 1 Mr. Brandgard said we have a public hearing for Opus annexation Area No. 1. Do we have proof of publication? Mr. Daniel said yes we do. Mr. Carlucci made a presentation on Opus Annexation Area No. 1; 2 and 3. (Podium mic was not working). Mr. Brandgard asked, do we have proof of publication for all three annexations? Mr. Daniel said yes we do. Mr. Brandgard asked, is there anyone in the audience who would care to speak relative to the Opus annexation Area No. 1? Mr. John Cummings with Opus reviewed the plans for that area with the Council. (Mic was not working). Mr. Brandgard asked, is there anyone else in the audience who would care to speak on this matter? Being no one coming forward the public hearing is closed. Next is the public hearing for annexation area 2. Is there anyone in the audience who would care to address us regarding that annexation? Being no one coming forward I will close the public portion of the hearing. The public hearing for annexation area 3 is now opened to the public. Is there anyone in the audience who would care to speak to the Council relative to annexation area number 3? Being no one coming forward we will close the public portion of this hearing and we will have a public hearing for the Verus annexation. PUBLIC HEARING: Verus Annexation Mr. Brandgard asked, is there anyone in the audience who would like to come forward and address the Council relative to this public hearing? Being no one coming forward we will close the public portion of this hearing. BID OPENING: Reconstruction of CR550 South between Reeves Road and I-70! 2

3 Mr. Brandgard said we have a bid opening for reconstruction of CR550S between Reeves Road and I-70. Do we have proof of publication? Mr. Daniel said yes we do. Mr. Brandgard said the first bid is from Calumet Asphalt Paving Company, Inc., Indianapolis. Mr. Daniel said the Calumet Asphalt Paving bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Calumet Asphalt Paving Company, Inc. is $1,109, The second bid is submitted by Milestone Contractors, Indianapolis. Mr. Daniel said the Milestone Contractors bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Milestone Contractors is $1,255, The third bid is submitted by Rieth-Riley Construction Company, Indianapolis. Mr. Daniel said the bid submitted by Rieth-Riley Construction bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Rieth-Riley is $1,245, I would like to thank everyone that took the opportunity to submit a bid. The engineer s estimate was $1,007, I would like to ask a bid review committee made up of Councilman Bill Kirchoff, Tim Belcher, Jim Lowe and Don McGillem to review the bids and come back at the next meeting with a recommendation. SUMMARY OF THE BID AMOUNTS FOR THE RECONSTRUCTION OF CR550S COMPANY BID AMOUNT Milestone Contractors $1,255, Rieth-Riley Construction $1,245, Calumet Asphalt $1,109, Engineer s Estimate $1,007, BUSINESS FROM THE FLOOR None. TOWN MANAGER S REPORT Mr. Carlucci (mic resumed) said included in your CD-ROMS were some proposed street name signs. I will try to explain what we are moving towards. As you may recall, the Plainfield Community Schools is looking at standardizing their logos for the school system. Right now the high school has the Quaker as the logo and has a certain set of colors but the middle school and the elementary schools all have different team names. For example, the middle school is the Wildcats, the three elementary schools I m not really clear what those are. So, they started a committee and the committee is looking at making the Plainfield Quaker symbol the symbol for all of the schools and all of the teams will be called the Quakers and they are also trying to get uniformity from top to bottom. As part of that Dr. Holifield, as you remember, sent the Town a letter asking if we could look at street name signs that would reflect, not only the logo, but also continuity for the Town. One thing that we did discuss with Dr. Holifield is we cannot, at one time, change all of our street name signs in Plainfield. It would be too expensive to do that. I think Brownsburg has a street name sign with logo on it and their school colors. I don t know if they are everywhere in town. I think they are from what I can tell. Councilman Kirchoff is shaking his head yes. We are in the process now of having one sign of each variety, the red and the blue one, produced. When we get those done, we will bring those to the Town Council to show them. We thought, at a minimum, we could start, upon the Council s approval, and go ahead and put those street name signs around the school. I think what we would like to do is do it in concert when the new school becomes opened. And then put these around the different elementary, junior high, middle school and high school. The only thing that I would like to add on that is there is a cost but it is something that we think that we have had good cooperation between the Town and the school. The signs that we are going to bring in are by the way! 3

4 larger than what you are used to seeing but you want people to be able to see the logo. Mr. McPhail asked, is the intent to just put these around the schools? Mr. Carlucci said the intent is to eventually put them all over the community. We would start replacing them as those signs get damaged but it is not something that we have a high priority to put all of them in the community just because of the shear cost. Mr. Castetter said they are about $ a piece. paying for the graphic up front. That is Mr. Carlucci asked, what would they be if you dropped the up front cost? Mr. Castetter said she didn t give me that number. be. Mr. Carlucci said the more that you order the lower the cost will Mr. Castetter said (inaudible). Mr. Carlucci said we haven t made any decisions yet. the very beginning of this. We are at Mr. Kirchoff asked, do you have a ballpark figure on the total project? Mr. Carlucci said I would be stunned to figure out the number and bring that in. It won t get done and we told Dr. Holifield that it is a huge expense. If we can slowly go at this as we replace them, it would make more sense. We will bring one of the new signs in of the larger ones and bring some of the older ones in and you can make your minds up which ones that you think are appropriate. There are a lot more graphic and color in these than your normal ones that we have out there now. The next item I have on there is an ATM for the Plainfield Recreation Center. We have a lot of people who would like the convenience of an ATM at the recreation center. We have kind of identified a place where we think it would be appropriate directly across from the desk. We have almost 90,000 people going through the outdoor pool alone. What I would like to do is I got through the IACT website and had another community send us information on how they went about bidding out their ATM. We have a lot of banks in Town. What we like to do is get the Council s permission to put together an RFP and send it to the local banks. Mr. Kirchoff said I think it is a great idea. Mr. Carlucci said one thing that I would like to suggest to you, and we can do it both ways, is we need to be spending more out of the beneficent fund. I would like to ask each bank what their annual contribution would be to the beneficent fund. That way that money can go directly into it. They will feel better about themselves I m sure. Then we still get the convenience for our people who want that and, of course, people are constantly coming in there and not having enough money. I m not sure I would be that concerned if we weren t doing the beneficent fund of trying to ask for money although I think that is appropriate but at least with this money going into the beneficent it has a great benefit to the people who live in Plainfield who can t afford to go to the recreation center. If you like the approach, that is the way we approach them when we send out the RFPs. Mr. Kirchoff said I think it is a great idea. You might want to give us an idea why you want to put it right in front of the desk. Since Splash Island is the wet zone do you want people from the pool coming into there getting access to the ATM or would it be a better place where you would have less tracking in or could you do two? Mr. Chafin said (inaudible). Mr. Carlucci said if we put it in that location, and they have to bolt it to the floor, you have to run the electrical right up to the top to the ceiling and right over to the technology room. It is also convenient for the armored cars to pull up and come in and go back out! 4

5 without having to go through too much of a building to get there. So, if that is the approach, we will circulate the RFP and see what we come up with. Mr. Brandgard asked, is there consent? Consent given. Mr. Carlucci said believe I put the Banning contract in there for the engineering service contract for the White Lick Creek Trailhead. We added a couple of more items onto that before we sent it to the Council. The way the trailhead is on the west side of the U.S. 40 bridge over White Lick Creek apparently there is a parks building there. The trailhead is part of the White Lick Creek/Newby Lane park plan. We have people who park there. What we would like to do is remove those gates. It would give them better access to the trail. We will also use that specific location as a way of, as far as our north/ south trail, using that as basically mile zero right there and then go either way from that point. That is probably a good location to do that. We do have the funds available for this project. So, we have the funding in place. Banning s proposal is for $29, for engineering services. I would ask the Council to at least, upon Mr. Daniel s approval of the contract, go forward with this proposal to Banning Engineering. Mr. Kirchoff made a motion to approve the contract with Banning Engineering in the amount of $29, for engineering services for the White Lick Creek Trailhead project with Mr. Brandgard as signatory on the document. Second by Mr. Fivecoat. Motion carried. One last item that I did not put in my report is there is an ordinance tonight for the Council s consideration. The first reading of Ordinance No : An ordinance amending Ordinance No former Belleville Conservancy District Rates and Charges. As you know, when we acquired the Belleville Conservancy District, we stipulated that we would leave them at their $35.00 a month flat non-metered rate. The customers out there were in the need of a plant expansion and they were looking at maybe $65.00-$70.00 a month flat rate. So, when we came up with the $35.00 rate, we said we would keep that rate at $35.00 for five years or we would drop it to the Town s rate of $25.20 with two conditions. We would drop the $25.20 after five years or if there were 250 additional connections to the system. What this ordinance is proposing is to reduce that rate for the first bill in November and reduce that to $25.20 immediately. That will put all the customers, about 300 customers, on the Town of Plainfield rate structure. There are other rates in the ordinance. You will see a lot of different changes. Some were at a different level. Those were all prorated so it would work out exactly the same as if they were in the Town of Plainfield. The purpose of this is primarily the issue to us was grow that utility and make that utility grow. We negotiated that rate. It is not going to be a substantial loss of money to the Town but I think it builds good will with the people who are out there to drop it now and be at $ We always said we wanted to treat them exactly the same. Our goal was to get them to that point. So, whatever rates and charges that we put on them would be the same for the Town of Plainfield. We did not want to have a split rate structure. So, by dropping this from $35.00 to the $25.20 un-metered rate for sewer we will put them on the Town of Plainfield rate structure and they will be treated as if they are within the Town limits of Plainfield. I don t know if Mr. Daniel wants to add anything to this. Mr. Daniel said no other than the fact that I do think two things also come into play here. As you may recall, the contract was approved in April of 2004 and the initial contract indicated we hoped to have that closed by May 31. As I recall, there was a significant delay in getting approved from the DNR and the court and all of that and it was finally closed in December, about seven months later than had been anticipated. And then also, obviously, at that point when we took over the plant, some of the performance out there was surprising I think and seeing the amount of time that was spent in resolving some problems I think were a little more than might have been anticipated otherwise. So, there have been some delays, none of which, had anything to do with the customers or the users. I think that also plays into this. Mr. Carlucci said more customers give you the ability to spread the cost around to a greater base. The issue for us was never the $35.00 flat rate. The issue for us was if we had the utility out there, it would help us stabilize our own customer base. I still think that is going to be the case. It was never about the $ Thirty-five dollars was a negotiating tool for us to get to the point where we! 5

6 could get the BCD to agree to the acquisition. But I think it is much easier to get the ratepayers to go forward with you on things that you have to do that affect the entire utility if they are all on the same rate structure. I think they feel better about it. They don t feel that they are just being used in any way. We will send a letter explaining to them why we are doing this but they were looking at $ This is almost unprecedented in terms of people on a utility. They started off at $ They were going to go to at least $ $ Now they are going from a potential of $65.00 per month per house to $ I would challenge anybody to find a similar situation in Indiana where that has happened. I think it builds good will. I think it accomplishes what we need to accomplish out there as we continue to grow that utility. It makes them feel like they are part of the utility and not a separate part. That is why that is on there tonight. I would be glad to take a volunteer to sign that letter because I think it will be one letter they may be very happy in getting. Mr. Daniel said we need to set that for a public hearing if the Council goes ahead and starts the process with this. Mr. Carlucci said I will get with you with the requirements of the public hearing. When we took over the Belleville Conservancy District, we were required, because they were outside the Town, to send them letters. Do we have to do that again? Mr. Daniel said yes because they are outside the Town limits. Mr. Carlucci said I would need to get with you to put that notice together. Mr. McPhail said one thing that is important to note that during those early days of negotiations the whole intent was to protect those current 350 ratepayers that were out there. As Mr. Daniel mentioned, all the delays that we went through were certainly not anticipated. And also not anticipated was some of the conditions that we found. Certainly we found that just by cleaning up and repairing it and getting the system up in a top-notch shape that it is probably a better plant than we had anticipated we could make it at this point. Certainly, those 350 ratepayers were the core of the whole negotiations. Mr. Carlucci said you are absolutely right. We did it because it would be a growth area out there and also to keep those rates from just skyrocketing. Those kind of rates have a way of impeding development and not helping development. REPORTS Mr. McPhail said I think you all remember we had a work session on August 30th to review a business incubator and the technologic district. I believe Mr. Fivecoat was out of Town that evening but I think everybody else got all of their questions answered. I think it is appropriate that we move forward and start an official investigation of this process to see if we can get an area designated as Technology Park and begin an earnest search for a site for an incubator. I think Kevin Jones is here this evening if there are any questions that you didn t get answered at the work session. I feel like the timing is right and that we should move forward and keep this process moving. Mr. Brandgard said I agree with you. Mr. McPhail said I don t know what action it takes but we need to get some direction to move forward. Mr. Brandgard asked, is there consent to move forward? given. Consent Mr. Fivecoat said I have read all of the information that was given to me and I m satisfied with it. Mr. McPhail said I will contact Kevin and Harold and get all of the balls bouncing and wheels turning. One other quick report is if you noticed, we do have some planters out along the street. The program is moving forward and our banners should be completed by the end of the week. We are about to approve the design for some of the other banners. I don t know if Don! 6

7 has had anymore contact with INDOT to see if we can move forward on a couple of the other items. INDOT is certainly holding us up a little bit on our safety rails and our turn lanes, etc. but we will continue to work with INDOT. The things that we have control of are moving along. Mr. Brandgard said I have had several good comments over the planters and the color of the poles out there. It s a good move. Mr. McPhail said we did have the Quaker Day Parade on Saturday. I did not see much of the parade because I was in the third unit. I know the Town was able to place four vehicles in the parade from the Department of Public Works and I don t know how many units that Chief Anderson had from the fire department. I think most of our police officers were working that day so the Town got a great deal of exposure and assisted the chamber with their float. The chamber honored the veterans that served during the Viet Nam War era. We had some motorcycle riders and we had a pretty good group and I think we had a good time. Mr. Fivecoat said I watched the parade on North Vine Street and I was very impressed with our police department color guard that led the parade for the first time. They looked very sharp and it was very nice to see them out front. The motorcycles were impressive. Mr. Kirchoff said Thursday or Friday of last week Don and I met with both homeowners association boards from Crystal Bay, Crystal Bay one and two. We kind of updated them on projects down in that area. At the end the topic of parking came up on Crystal Bay East Drive. Chief Brinker, they wanted to know what we could do to help enforce the no parking on the side that we have already designated as no parking. I came through there the other night at probably ten o clock and there were people parking on both sides. It would have been a challenge to get an emergency vehicle through there. I don t know whether you would just simply knock on doors or what you do but they have asked for some assistance because they said they are having some challenges with people parking on both sides of the road down there. Mr. Carlucci asked, is it a private street? Mr. Kirchoff said no it is one that we took over. We have passed an ordinance for no parking on that side of the street. Mr. Carlucci said the chief will look at it. Mr. Kirchoff said they were saying ticketing. what can we do to help. They just said Mr. Brandgard said chief since it is not officially within the Town you can t write a citation. We can issue a warrant or at least go ask people to recognize the sign and follow it until such time as we do take possession. Mr. Daniel said that is coming pretty quickly they might as well get used to it. Mr. Kirchoff said I think that is what they were saying. The other item is I just received this over the weekend and I m not sure how I should respond to this citizen. I was contacted by a citizen up on Eldin Drive who indicated with the nice weather he has been opening his windows at night and his wording was the entire neighborhood was permeated with smoke. I have no idea where this smoke is coming from and wanted to know if the Town could do anything to help him. Do we have ordinances that have to do with burning? Mr. Brandgard said we have no burning. Mr. Kirchoff asked, who should I ask to help with this? Mr. Brandgard said Chief Anderson and Chief Brinker. Mr. Kirchoff said I will him and let him know that I have passed it onto you and I will just give you a copy of his . Mr. Daniel said you may recall we had a lawsuit dealing with the Cracker Barrel large sign down on I-70. The trial court in Danville agreed that our ordinance is enforceable and the Cracker Barrel! 7

8 appealed that to the Indiana Court of Appeals and lost and then petitioned the Indiana Supreme Court and asked the Supreme Court to grant transfer on that and do something differently. We just learned today that as of last Thursday the Supreme Court has denied transfer. That should probably be the end of that so the Supreme Court said no. As it stands today, it must come down. Mr. Carlucci said Judge Love really did her judgment to give them 90 days to take the sign down. Nothing has changed on the Supreme Court level so I m assuming they have 90 days to take that sign down. Mr. Daniel said that portion of her judgment was stayed pending appeal but, of course, the appeal has gone through Court and they lost and they lost at the Supreme Court. Mr. Bennett said I have one addition to my report that I will make a permanent part of my report and that is I would like consent from the Council to move forward with offering a position to a candidate for the utility billing and clerk s position. We have selected someone but we are in the process of doing the required background checks. We will have that done this week and for the sake of being able to get that position taken care of as quickly as possible we would like consent to go ahead with the hiring process contingent upon both background checks satisfactory. Mr. Brandgard asked, is that to fill the opened position? Mr. Bennett said yes. It is not a new position. It is a current position. Mr. Brandgard asked, is there consent? Consent given. Chief Brinker said I handed you something cold but this came in at 2:30 this afternoon. We had hoped that it would have been in on Friday. We are under a bit of a time scrutiny and that is why I wanted to be able to present you with this tonight. The top page with this particular packet is in regards to the engineering study that was done on the police department in regards to the 911 center. The top page, as you see, is the original draft as the building stands today. The second page as you flip over, you will notice that after coming in the north entrance to the lobby there is an entrance that goes into the back side of the court now that used to be open space to the women s restroom. As you come directly south through the vestibule you will see that instead of the records department being right there you now have the dispatch center moved to the center of the building. The records then are moved just east of that location to where the armory stationary room and the report writing room currently reside. In the southeast corner where the former physical fitness room used to be we now have the report writing room armory and viewing room established in there. To the southwest corner of the building we have the fiber optics center, two desks, office area for the IT personnel of the Town and then an enlarged area for the electronics room. This was a plan that in order to accommodate the addition of the need for the communications center we were able to come up with a design that we were able to put everything under the current roofline that we have of the police department now without having to expand the foundation or to change the roofline itself, which would have been a major cost. As you turn to page three, it gives you the tabulations on the different sections of the building, how those come about. The one thing that Mr. Belcher and I had was our original thoughts on this particular plan had missed item five, the mechanical electrical plumbing section. We were thinking more of building construction costs and this was something that I know that I had not personally figured in as well by changing the location and for the need for additional storage of records we have those two costs down below that gives us a grand total. Then as you turn through pages one through 15 and then do a breakdown as to what each individual room would cost, one thing I would like to point out at the bottom of each of those is that you have a 20% contractor profit margin and a 20% contingency that is built into each one of these costs. At this moment to my understanding on September 19th the governing board will have its first meeting at which time unfortunately they will be innovated with a large number of informational parts of the project and that area is ready to go and needs to be brought for consideration. I currently believe at this moment that I have everything set and very possibly ready to go if everything falls into place by January 1st. The entire thing I m being told by each section that it is very possible yet to be done by January 1st. I am being told that it was extremely aggressive. We are still not completely out! 8

9 of the ballpark on that. That is the only reason that I bring this to you tonight without having been able to sit down with you each and explain it and go over it with questions, etc. is due to the fact that it just arrived and this is a major part of being able to hit that timeline is being able to get this particular part started as soon as possible. Do you have any questions? Like I said I m laying out 20 pages of paper for you. How would you wish me to proceed? Mr. Brandgard said I m not sure how you are going to get it bid by the first of the year let alone built. Chief Brinker said that is going to be an interesting part. Mr. Brandgard said it is worthy of effort. Mr. McPhail said the chief called me 3:30 this afternoon when he finally got this information and he was a little bit shocked I think of the total. I m certainly not. If you look at it, there is a large number for the mechanical and electrical work. Another number is for storage files and those are basically the type of storage file systems that the Clerk/Treasurer has. So, I wasn t shocked at the number and I certainly think it meets all of the objectives that we have set out to look at the reutilization of space. Sitting down and talking to the guys about the functions they are excited about that. Actually it improves the other functions and there is better-utilized space for records, etc. There is a better entrance for the court. Hopefully, there is some long term planning for the court steward and some other things. Mr. Kirchoff said all of your figures have to do with the building. Do we have to do anything externally? Is there plenty of parking and access and all of that? Chief Brinker said the parking at the moment does appear to work especially now with this particular setup. The first plan they came to us with had no entrance into the dispatch center from the west wing of the building. So, dispatchers were going to have to park either on the east side, which is already full or along the front. We were able to make that change and there is a plenty of parking spaces available to the west end. So, that won t be a major problem. The one thing that we run into, and this is something that Mr. McPhail and I are still trying to figure out exactly what to do, is we have taken every storage room out of the building. So, we don t have any additional storage. We have always planned on having an external building there at the department that would just be for storage. That was part of the original plan five years ago for future growth. I would believe that would be one of the things that we would want to look at. Mr. Kirchoff asked, would this have to be on site? Chief Brinker said it would be real beneficial. At this point we just need to make do. Mr. Kirchoff said nice but not necessary. Chief Brinker said yes. Mr. Brandgard said the obvious thing is if you don t have a place to store, you don t store stuff. this. Chief Brinker said we wiped out every bit that we had in doing Mr. Brandgard said when we built the building, we built it to handle a 20-year growth I think. So, I think we just consumed it. Chief Brinker said we had some things that happened in the very beginning that made me a little bit concerned about that. When Mr. Belcher gets back, maybe we can have him take a look and see what he thinks. Mr. Kirchoff asked, was the foundation built to support that? Chief Brinker said that is the question that I have. Mr. Brandgard said I know when it was built, there was no thought of a second story so I rather doubt the foundation will handle it but it is worth looking at to find out.! 9

10 Chief Brinker said what we had been discussing was just something that was square that was heated and cooled. Mr. Kirchoff said you could do training and a number of things. Chief Brinker said that is true too. We do have the vestibule that goes up. Again, it is how structurally it would handle that. Mr. Kirchoff asked, so what do you need tonight? Chief Brinker said I need direction. Mr. McPhail said what I think he really needs is authorization to move forward with these documents. Chief Brinker said yes. Mr. McPhail said the architects are telling him he can get done by January 1st. I don t think that is possible because of the process we have to go through. Physically it would be possible but you have to have bid documents prepared and then you have to go out for bid. Mr. Kirchoff asked, what is the estimated start date for the center? Chief Brinker said it is all contingent on all of these pieces falling into place. Mr. Brandgard said the hope was January 1st but the process took so long to meet that we kind of missed the date to meet it. Mr. Kirchoff said certainly it would be a good faith effort on our part if we keep the thing moving forward. I think that is the key. Chief Brinker said I think realistically we are still looking at the first quarter. Most of what is going to be done in order to get the dispatch itself up and moving what they will do is they will move all of the equipment to the first room, which is the fitness room, which is empty. Mr. Kirchoff said you can sequence this with the minimum impact on the current operations. Chief Brinker said right. Mr. Brandgard asked, is there consent? Consent given. Mr. Castetter said I asked Kurt to come tonight. I wanted to take just a few minutes to show you some upgrades on our SCADA and control system for our water, etc. Mr. Brandgard said Kurt has been doing a good job with the water plants. Mr. Kurt Wirth said I just wanted to show you a few of the screens of our SCADA system. We are lucky thanks to the Town and all of its outlets and resources that we are able to see everyday now that, of course, we weren t able to use to see. This is kind of a home screen. I apologize; the resolutions are just a little different on every computer. Back where the server base is, of course, the whole screen is on here. I will try to show you a little bit of that but this is just the Anderson water plant s home page. If you kind of look over here, I don t know how well you can see it from over there but I have high service pumps. I have a lead high service pump start setting for a million gallon tower. I have a stop point and I have the same thing for a lag high service pump that I can start or stop at separate points. These can be interchanged whichever tower we are using for the control whether it be the Carr Road tower or the million gallon off of SR267. I also have control set points here for chlorine residual if I happen to pass by the screen or I get an alarm call, which by the way every set point or setting that you see on here has a range that we set. If it gets out of that range for five minutes, some alarms are even shorter than that, it will call out to an on call phone and it will continue down the list until it has called everybody throughout the water and sewer department. I believe Jason wanted me to start and stop the pump for you.! 10

11 Mr. Castetter said something that is important to the SCADA is that during an emergency situation we can report to the Anderson plant. If we have a pump go down or a well go down, we can, from Kurt s office, force that pump on. So, he is just going to show you from here through our internet that we can turn that pump on or off. He just changes the set point for the high service motor. He can change those set points depending on whether that pump kicks on or kicks off. Mr. Wirth said this couldn t be better timing for this meeting. At the Anderson plant, for those of you who have been through the facility, has an incline ramp coming up from the filter to the offices. Last week I got a call for a high clear well level. By the time that I got to the door it was half way up the ramp. So, I could actually turn left into the office and go to the computer and turn off the high service pump rather than having to walk into the water where I have had fans drying out the last clear well flood or something that has been going on there for an electrical injury, etc. Mr. Castetter said well three got hit by lightning, which there was a surge for well three and the SCADA wasn t recognizing that. It changed a set point so Kurt was right on top of it and they were able diagnose the issue there. Mr. Wirth said as Jason said, it shut off and in a second you should see it turn back onto green. We can do this basically through every water plant, booster station and lift station throughout the Town. It is continually growing. Just like the Town every time something comes up or we learn some new occurrence or alarm that can occur, we are adding it to the SCADA and making it available. Mr. Castetter said there for a little while with the purchase of the Belleville Conservancy/Liberty Water and the new water plant all kind of aligned. We were kind of getting behind trying to get this stuff upgraded. We pulled Liberty Water up tonight and for some reason it is not bringing it up on the screen but Liberty Water is here as well. The new Southwest Waste Water Plant the graphics are there but not all of the control features are there. Mr. Wirth said I wanted to go to the tenth screen. Mr. Castetter said I may have showed this once before but when we had the Trent Electric fire, I came with you and said we thought we used 500 gallons of water that night for that fire. Based on what we found here, and I think Byron with some calculations, we found that together we were probably at 500,000 gallons. Mr. Wirth said we can actually track each color for the Southwest booster station water plant. We can track when it was up and about what feet in the tower we were in when it was running. The same for the blue would be the million-gallon tower and the red is actually Swinford and there is a green one that I m not seeing on this right now that is for Carr Road. So, we can see when a certain tower took a hit and maybe what area of Town it was in. As you can see here, I pulled down so that you guys could see the trending but right here we had how many feet were in each tank and with the million gallon being a fortyfoot we are almost full now at 38.3 and with the Carr Road being a 30- foot we are at 23 point something. We have plenty of storage going on and right below each one it was also telling us the pressure, which is another tell tell sign. That is another great alarm we have but before the SCADA the tanks only do on or off. Their job is just to hold water. So, if a high service pump was on and we took a hit by lightning at the tower, the last color was to be on. The pump would run internal. Now if that digital number stays the same for more than five minutes, it is calling an auto dialer saying something is wrong and we are not getting updates, which has been great. Because to be honest with you I didn t really mind when we overflowed the tower. What I mind is when we weren t pumping because we got struck when we were off. So, I thought we had plenty of water in the tower. Mr. Castetter said this is a nice feature to have. Being redundant we also have gauges inside the tanks that you kind of get away from when you get this kind of technology. But being redundant when we got hit by lightning, the pump was in the off position and the pump didn t come on. This is saying at one time we were pumping but when lighting hit it, it said it was when it wasn t. So, now we can always go back and look and verify this now.! 11

12 Mr. Wirth said Liberty is on here now so I will see if I can pull it up. Mr. Castetter said I wanted to show the graphics that we are there with everything else. Now Liberty we have alarms set up on every setting that you see, the high-pressure pump, the wells are on here. I just wanted you to be aware of it that it is there. We had some issues with Liberty when it first came on line and we made a lot of trips back and forth to try to control some things. Now we can control them from the plant, which saves time and manpower and being more efficient and getting to that problem sooner. We are going to pull up a lift station. This is the station up by Hobbs Nursery on U.S. 40, the old Hobbs Nursery. On the top left pump 2 is beneficial for knowing how many times that pump runs. It dictates how much flow you are getting. The pumps run at a certain GPM. It tells you how many starts for the year. So, that will keep a continue run time. It tells you how many hours it runs. It is beneficial to know a pump seal may last 1,000 hours. If you are getting close to that, you can start scheduling some maintenance. Mr. Wirth said these are kind of dark but any of these alarms light up bright red. Right now you can tell we don t have any alarms and that is the color that we like them. From power failure to seal failure it really has been a blessing. Mr. Castetter said instead of having an overflow from a pump going down the alarm will send off an alarm and the sewer department is able to get out there and react. When the ball doesn t trip, the high level alarm comes on and it bides time for someone to get there and manually reset that pump or force that pump on to keep an overflow from happening. We just wanted to quickly show you where we have gone, the money that we have spent on the technology and as far as trying to be more creative with the pumps out there and being responsible with what we have. I think we have 17 lift stations now. We have eight that are on a similar service. We get the same information as we do here. All of our water plants are on line now and the sewer plant and other than the new south plant the graphics are there and we are just waiting for the final information. Mr. Wirth said I just wanted to add that some plants like the Southwest booster station the information comes through at the tee one line. We have even added a radio control backup if the tee one goes down, we are still communicating, which has been real beneficial. Mr. Castetter said as we move along and improve this, we will bring it back in front of you and show you what we have. Mr. Brandgard said I appreciate you bringing this in. seen it since the early versions of it so it is great. I haven t Mr. Chafin said one thing that I wanted to add that I didn t get into the report that came in was the band boosters at the Plainfield High School contacted me and asked for your consent to use Swinford Park for overflow parking for their annual festival. They have done that in the past. It is going to be on September 16th and they are going to need the park for parking from 4:00 until late at night. He said they would police the area but I just wanted to bring that up to you to allow them to do just that. Mr. Brandgard asked, is there consent? Consent given. Mr. Chafin said I had a meeting on Friday with an acoustical company on the depot. He was supposed to get the price back to me today but as of 6:30 when I left, I hadn t seen it on the . His initial thought was to try to keep things off the walls. There is probably a 10-inch gap from the ceiling to maybe the bottom. He has materials that he can take and at least fill in those voids up in the ceiling to keep some of the sound from bouncing. So, that was his initial proposal to do that and I told him if he wanted to, to put alternates in there. If he wanted to, he could put some panels on the walls and try to keep it minimal but the first step maybe would be to do the ceiling. It is kind of out of sight. They are not doing anything structurally but he could see how that would help. He is going to give me a couple of references that I can check out. Mr. Carlucci asked, have some of the other firms responded?! 12

13 Mr. Chafin said no. I left a couple of messages with each of those firms and they haven t gotten back with me but I will try them again tomorrow. I got back with Perry Acoustics in Mooresville, which is the company that came up Friday. They are the only ones that have taken an initiative to come and look at it. Mr. Carlucci said I might suggest that you get a hold of Jud Wolfe and ask him who is doing the acoustics for the new auditorium. Mr. Chafin said Schmidt Architects is the architect. I can call them and try to talk to their interior designer. Kevin Shelley is the project architect. Mr. Carlucci said that is the one that I would call. I thought about that later because a lot of these firms do a lot of that kind of work and this may be too small for them. Mr. Chafin said or they could have some specifications where they have some standard items that they could pull from. I looked on line at different acoustical panels and they are anywhere from $25.00 for a small one on up to however much you want to spend. If you want to kind of do it yourself, you can get a 4x6 acoustical panel. Mr. Fivecoat said I was out at the recreation center the other day walking and it was brought to my attention there was a gentleman who had been up there with his 11 year old son and wanted to walk around the track and they wouldn t let him because he was 11 years old. I don t feel that it is right to stop that 11-year-old going up there with his dad to walk around the track. Anybody under age 13 that wants to go up there with their parent or grandparent to walk should be allowed to. They can t go to the exercise machine. They can t go in the aerobics room but to walk around the track with a parent or guardian I don t think we should stop them as long as they are supervised and they are walking right with that parent or guardian. Mr. Chafin said my initial thought when Mr. Fivecoat and I spoke was from an insurance standpoint I know that you guys had set that rule prior to my arrival so I ed Mr. Bennett this morning and he forwarded an to the insurance carrier posing that question to see if that was a concern. We hadn t gotten a response back on that. I did talk to some of the staff and it would be a thing where we would have to monitor it where if you wanted to walk with your parent or guardian and they were within arms reach, you could do that because right now if you are 13, you can go upstairs. You can use the treadmill and you can use some of the weight machines. You just can t use free weights until you are 16. We have thumbed the idea around in making the kids go through an orientation session before they step on the equipment and try to keep a system in place that would allow us to recognize them that they have done that or things like that. It is a monitoring thing that we would have to do. Now if a kid goes up there, every kid knows the magic number is 13. We have been talking internally about trying to come up with a card or some type of system that would actually signify that they have reached that age to be up there within the guidelines that have been established. I think Mr. Fivecoat was wanting to allow kids up there but they would strictly be allowed to use the track only and we have a fitness center supervisor up there. Granted they are not behind the desk all of the time looking at kids. They are either wiping down equipment or maybe giving an orientation session or taking attendance counts and looking over and monitoring the gym periodically. But we do have a paid part-time staff member up there that could assist with that. Sometimes I think we would have to come up with some type of a special membership card, a different colored card for that child that said they were a specific age or it would be for us to monitor it. My concern would be if a child was walking and a parent ended up sitting down or something but there again it is just a matter of supervising it. I don t know how many that would be. I have noticed the one that Mr. Fivecoat was talking about and we had another lady earlier this year who wanted her daughter, who is training for volleyball, to go up. She was 11 or 12. I don t think there is a big number right now. Mr. Kirchoff said I just think you are opening a can of worms. I work out up there a lot. I don t even like 13 year olds up there because there are little kids running around and all of that. Earlier this year a mother came up there with two or three kids and they were like 10 or 12 and I said something and she didn t realize it and I went downstairs.! 13