TOWN OF PLAINFIELD TOWN COUNCIL. April 24, 2006

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1 TOWN OF PLAINFIELD TOWN COUNCIL April 24, 2006 The Plainfield Town Council met on Monday, April 24, In attendance were Mr. Gaddie, Mr. Brandgard, Mr. Kirchoff, Mr. Fivecoat and Mr. Brandgard. PLEDGE OF ALLEGIANCE CONSENT AGENDA 1. Approval of the minutes of the Town Council meetings of Monday, April 10, Approval to table the third reading and adoption of Ordinance No : Oak Tree Annexation. 3. Approval of the 2005 annual reports for the Engineering and Building Department and the Department of Planning and Zoning. 4. Approval of the second reading of Ordinance No : Oak Tree Planned Unit Development. 5. Approval to pay Chuck Foggatt $3, to retire water main extension recoupment contract associated with Williamsburg in the Woods Subdivision. 6. Approval of the Agreement for Professional Services between the Town of Butler, Fairman and Seufert, Inc. providing for the survey, final design and construction plan development for the Northeast Perimeter Parkway from Dan Jones Road to U.S. 40 including intersection improvements at Smith Road and replacement for County Bridges 242 and 243 in the amount of $234, with Bill Kirchoff designated to execute agreement for the Town. 7. Approval of the Agreement for Professional Services between the Town and Butler, Fairman and Seufert, Inc. providing for the Right-of-Way Engineering services for the Northeast Perimeter Parkway from Dan Jones Road to U.S. 40 in the amount not to exceed $100, with Bill Kirchoff designated to execute agreement for the Town. 8. Approval of the Agreement for Professional Services between the Town and Banning Engineering, P.C. providing for the survey, final design and construction plan documents for the extension of Shady Lane between U.S.40 and Gladden Road in the amount of $60, with Bill Kirchoff designated to execute agreement for the Town. 9. Approval of the March 2006 monthly report for the Department of Planning and Zoning. 10. Approval of the Human Resources Director s and Town Engineer s Report dated April 24, 2006; Transportation Director s Report dated April 22, 2006 and Chief Anderson s Report dated April 19, Approval to pay Marion Steel $5, and Milestone Contractors $4, for work on the Plainfield Recreation and Aquatic Center project per Councilor McPhail s Report dated April 20, Mr. Kirchoff made a motion to approve the Consent Agenda as read. Second by Mr. Fivecoat. Motion carried. PUBLIC HEARING: Six Points Associates Drainage and Utility Easement Vacation Mr. Brandgard said we have a public hearing this evening for the Six Points Associates Drainage and Utility Easement Vacation. Do we have proof of publication? Mr. Daniel said yes we do. Mr. Carlucci said tonight we have a public hearing for Six Points Associates. As you know, they are going to be building a brand new warehouse/distribution center at the northeast corner of Stafford Road in Airtech Parkway. The building will be as large, if completely built out, at 1.3 million square feet. Tonight we have John Hirschman here from Browning Investments. He is going to explain to you, the best he can, how this easement will be changed. We also have on the agenda tonight if the Council agrees to go forward, to vacate the easement. So, I will let Mr. Hirschman come up.! 1

2 Mr. John Hirschman said thank you for the opportunity to be here tonight. I m with Browning. With this building we have gone through architectural and site design of the whole process and this is a necessary step to develop the building the way that it was approved. I ve been working with Mr. Valanzano with this issue. A little background, this is the Brightpoint property as it exists today. The site we want to develop is south of the Brightpoint property and a number of years ago a drainage easement was established, an east/west drainage easement in this location to provide, in part, some surface drainage off of Airtech Parkway. The water flows west to east and it was established at a point and time when Brightpoint had an option to expand their facility south and the southern property would have been right along here. So, an easement was created. It was created with the assumption that Brightpoint would expand their building and the easement was in a position at that point and time to accommodate that. As you can see from this site plan for this building, we are utilizing the entire area and the existing drainage easement is running just about in the location of that northern truck drive. So, what we are asking for is a two-step process. One is to vacate the existing drainage easement and the second is we would grant you the same size drainage easement just a little bit farther north, less than a 100 feet north. So, we can create the building with the drives in the location that you see here. One additional factor here is I don t know if it is obvious from this site plan but this building and the site is designed so that the building could actually be expanded northward and if we were ever to do that, we are also offering to grant to Plainfield an additional easement. So, what we would do is get rid of the drainage swale in the location that is shown here and we would end up piping surface drainage around the north end of the property. So, what we are really asking for is to vacate the existing easement and then we would grant you an additional easement, a new easement, in the location of the swale that you are seeing here and a second easement around the north perimeter of the property. So, that if we did expand the building, then we would pipe the surface drainage in that fashion. All the legal descriptions, etc. have been provided to Mr. Valanzano. So, in a nutshell that is what we are trying to accomplish. I would be happy to answer any questions. Mr. Brandgard asked, is there anyone in the audience who would like to address the Council regarding the Six Points Associates Drainage and Utility Easement Vacation as described? Being no one coming forward we will close the public hearing portion of the meeting and deal with this further on in the meeting. BUSINESS FROM THE FLOOR Ms. Sharon Severy said I live in Brownsburg and I m representing the Hendricks County Senior Center, which is located at 1201 Sycamore Lane, Danville. We are requesting permission to hold a 5-K walk, which is 3.1 miles for non-walkers on Saturday June 24 th at the Recreation and Aquatic Center building using the trail system. We have met with Brent and there is already an existing layout for a 5-K walk right there. We would also like to rent the food court. I believe your fee is $35.00 an hour to do that between 6:30 a.m. and noon. This is our first walk. It has two purposes. One is as a fundraiser for the Senior Center, which serves people from all of Hendricks County. Second is we want to encourage walking for all ages actually. In addition to the 5-K Walk we are going to have a 1-mile walk and a walk even shorter for physical challenged wheelchairs who would like to participate. We will allow strollers and we will allow dogs on leashes to be in the walk. That s really it in a nutshell so we are asking permission from the Town of Plainfield to hold our walk there. It looks like a perfect place. Mr. Gaddie said I think it sounds like a really good thing to do. Mr. Brandgard said it sounds we are okay with using the aquatic center so do we have consent from the Council? Consent given. Mr. Kirchoff asked, just as a sidebar do we have any precedence here about waiving fees for not-for-profits down there or not? Mr. Carlucci said we haven t. Ms. Severy asked, what amount of liability insurance do you require for that? Usually there is liability insurance required for an event like this. Do you have one?! 2

3 Mr. Carlucci said I m not sure. On the last run I don t think we did have. Mr. Daniel said I don t think we had any additional insurance. Mr. Severy said if there isn t any, let me know and we will be happy to provide that. Tomorrow we will put the brochures out and get going. Thank you very much. I want to tell you that Brent and his folks were absolutely superb in working with us. We really feel like we are wanted there and they are willing to do whatever is possible and you are lucky to have people like that. Mr. Jack Dolan said I live on 7995 S. CR1050E in Camby. I m here tonight to get approval of my eagle project. I m repairing a flag memorial in Swinford Park and first I would like to say what I m going to do with the labor force. First we are hoping we can repair the concrete flag memorial by reforming and placing new concrete blocks on the flag. We are hoping to repaint the entire flag memorial and also we are hoping to replace the new timbers around the memorial. We are asking if the Town of Plainfield can remove the asphalt that is currently there and if they can remove the current timbers right now. We are hoping that the Town of Plainfield can provide the timbers required to replace them and the mulch and we will provide all of the labor that is needed. Mr. Jason Castetter said we can do that. Mr. Brandgard said it sounds like a good project. The memorial is needing a little bit of help so I m glad you chose it for a project. You might want to contact Mr. Castetter, our Superintendent of Public Works because he will be working with you on it. Ms. Sarah Kulow said I live at 8565 Hickory Hill Trails in Mooresville and I m President of the Plainfield High School Ambassador Club. Ms. Kendall Spencer said I live at 1230 Terry Drive, Plainfield, Indiana and I m also representing the Plainfield High School Ambassador Club. Ms. Samantha Drew said I live at 531 Windward Lane, Plainfield and I m also representing the Plainfield High School Ambassador Club. Ms. Megan Lease said I live at 6386 Persimmon Pass, Plainfield and our project here that we are presenting to you is Cindy s Garden and this will be a commemorative garden for Mrs. Cindy Weaver who passed away from cancer a little while ago. We have our layout here and we have been working with Tim Smith and Smith Scape Landscaping in order to come up with these plans. They are designed to bloom at different times of the year so that it will be beautiful all year long. We are going to have a commemorative stone with engraving in it saying in memory of Cindy Weaver. As far as labor goes, we hope to begin this project with digging as soon as possible this week, if it is approved. As far as labor, we are going to help with digging and the maintenance in the garden and got this $1, grant as resources to help build this garden. Mr. Brandgard asked, where are you going to place it? Ms. Lease said we are going to place it in Friendship Gardens. We have a spot picked out. I m not exactly sure where it is but one of our other members has been working with someone to help pick that out. Mr. Carlucci said I think it will be on the other said of the path by the sundial. Ms. Lease said I believe it is towards the back. Mr. Carlucci said they did consult with Plainfield Plus, Judy Jackson, the President and has their blessing for this. Mr. Kirchoff asked, do you plan to do maintenance to keep it looking nice? Ms. Lease said yes. We are going to buy the mulch for whenever it needs to be replaced and we are going to get the future Ambassadors as well as current Ambassadors to work on the maintenance and help keep it up.! 3

4 Mr. Brandgard asked, is there consent? Consent given. We appreciate your efforts. You really have put a lot of work into it. It is something that the whole Town will be able to enjoy when you are done and into the future. You might want to coordinate this with Brent and Jason also as you are working down there. For everyone that came forward this evening I want to congratulate you. Sometimes it s not easy coming before us but you handled it quite well and I m very impressed with the kids today when they come in to present something to us. You can tell there has been a lot of work that has going into it and a lot of planning. So, I think everybody is learning and being taught well on how to fend in the world when you get out into it. So, again I want to congratulate you on fine presentations. We are looking forward to seeing the work done. Mr. John Bare with the Plainfield Chamber of Commerce and my address is 7609 Meadow Violet Drive, Avon. I m Vice President of the Plainfield Chamber and also Senior Vice President and Chief Financial Officer for Lincoln Bank who has their headquarters here in Plainfield. What I m here for tonight is to appeal to the Town Council for an increase in our funding. In the past we have received $25, as our allocation and what we are asking for this year is a $5, increase. Typically, we get this like in August of each year. I think in your packets you should have received some information regarding the chamber. We have included in there the financials for the six-month year-to-date and also a copy of our budget for What I want to impress upon the Council is our Executive Director, Kent McPhail, does a considerable amount of work for the Town. I think it is a good partnership that we have. In the presentation that we have you can see in there that he spends about 170 days a year doing economic development and other Town business assisting the community. Out of 250 days he spends 170 on economic development and other types of activities. I m not going to spend a lot of time going through each of the items but Mr. McPhail does a lot and the chamber does a lot for the Town itself with the downtown revitalization efforts that we have done, the streetscape planning, new athletic fields for the Optimist Clubs, the Hobbs tollhouse move. I think the basic issue comes down to that we are a partnership and we appreciate all of the help that the Town has given us. The $25, has meant a lot to us but we all know that economic development is the lifeblood of, not only the Town of Plainfield, but also for our chamber. We like to get members and we like to be active in the community helping it to succeed. So, I hope that you will consider our appeal for a $5, increase and hope you have seen and can see the benefit that the Town and the chamber can receive by this joint effort. Mr. Brandgard said economic development and the chamber very closely intertwine. It is hard to say where one starts and when one stops but on the other hand the arrangement for us over the years has worked quite well. Again, we certainly want to make sure we have a viable chamber of commerce in the Town because it is very important to the business owners as well as to the vitality of the Town to have a good chamber operating. At the same time we need somebody dealing with economic development issues and site visits and just dealing with people when they came in regarding locating here. With that I would support a $5, increase. We have been at the $25, level for five years or more. Mr. Bare said I don t remember exactly but it has been several years. Mr. Kirchoff said I see someone nodding in the back and it has been four years. Mr. Carlucci said before that that amount was higher. Mr. Kirchoff said my recollection, when I was president of the chamber, it was over $30, With that I would move that we increase the Town s annual contribution to the Plainfield Chamber of Commerce from $25, to $30, for calendar year Mr. Brandgard asked, is that what we are dealing with? that be the calendar year 2006? Would Mr. Bare said it would be for this coming August.! 4

5 Mr. Kirchoff said we haven t approved any dollars this year for the chamber so it would be our budget year Second by Mr. Gaddie. Motion carried. Mr. Bill Heald at 208 S. Mill St. said I had a question. I recently came into possession of the five-year plan and there is an item on that, site number 10 that would directly impact our home. I was just curious. I didn t know how far along this is as far as approvals or anything. Mr. Kirchoff asked, what five-year plan are you talking about? Mr. Heald said somebody gave it to me and said there was a fiveyear plan. Mr. Carlucci said it is the Town Center Plan. Mr. Heald said it s where the Dairy Queen and Al s Donuts and would extend behind our house. I wasn t sure how far along this was or is this just something that has been thought about or it s a done deal. Mr. Carlucci said after the last Council meeting I gave the CD- ROM to Mr. Crews and he did call me up and asked me specifically about this area. You may recall in that plan it shows parking going pretty far back along the creek. I mentioned to Mr. Crews that sometimes things get into the plans that don t necessarily get done and things have changed since. We are going to put the pedestrian bridge in where the old mobile home park used to be. We bought Ron s TV and tore it down and we own Clement Electric and we did clear out the mobile home park. Since that time what we have been focusing on is going from Buchanan Street along the creek to the Town Center with a trail. We own all of that land down there except for one small piece. I expressed, in no uncertain terms, to Mr. Crews that I didn t think that would ever be done. We are spending a lot of money on that part of the creek anyway, not only to stabilize it, but the watershed protection grant and it doesn t make since to put parking down there. It is not the right place for it and since that plan was adopted a couple of years ago I think the attitude has changed about that. Our goal has been to trying to buy one more piece of property so that we can connect the trail to Buchanan Street. So, people in those neighborhoods can come to Buchanan Street and come downtown and they don t have to walk along North Center Street if they don t want it. Mr. Heald said I had seen something published I believe in the paper at some point with regard to this and it had shown some parking and this showed an actual office building on this particular plan and that would be right behind my house. Mr. Carlucci said as I expressed to Mr. Crews, we tend to try to replace the buildings torn down with newer buildings but in keeping with the Town Center at least historically compatible you wouldn t want to move those buildings back. You would want to keep them closer to the front like the other buildings are on Center Street and probably shift them over a little bit to the east to get them away from the bridge. But right now we don t have any specific plans to replace those buildings. I think a lot depends on how Dairy Queen configures their site as to how we adjust future sites out there but right now there are no takers for the land at this point. Mr. Heald said so before anything actually happens there it would be business before the Council, if something were proposed? Mr. Carlucci said if there was a trail to go back there, is that what you are talking about? Mr. Heald said before that is developed, in whatever way you chose to develop it, will it be business before the Council I guess is my question. Mr. Carlucci said at some point yes. Mr. Heald said having seen only what was published in the paper before it had the trail or it may be a parking lot but this actually showed a building directly behind my property and I wanted to know if that was just a proposal or if that was something that had already been approved?! 5

6 Mr. Brandgard said I think it was more of a proposal at that time and since that time as Mr. Carlucci said, a pedestrian bridge is going to come across it so that changes that whole plan that we had several years ago. Mr. Heald said I thought it was best to come and ask before the Council rather than to take the bits and pieces that I have heard so far. Mr. Brandgard said we appreciate you doing that and feel free to come back. If you have any questions, contact Mr. Carlucci and he will be more than happy to discuss it with you. We don t do anything behind people s back. We try to do it publicly. Mr. Heald said I didn t know if something had been approved and I just wasn t aware of it was the other concern that I had. I wasn t paying close enough attention. Mr. McPhail said there is an active downtown renovation group that hasn t met for the last few months but we will start meeting again shortly and if you would like to be contacted and attend those meetings, we love to have residents come and join us. We are talking about the streetscape and all of the other things that are involved. Certainly, if you would have an interest and could join us, we would love to have your input. Mr. Heald said I would definitely be interested in being contacted. Mr. McPhail said if you give me your phone number, I will make sure we get you on the list. Mr. Brandgard said thank you for coming in. It is better to have you come in and ask questions than to sit back and stew about it and things kind of get out of proportion when that happens. Again, we appreciate it when people come in. Thank you. TOWN MANAGER S REPORT Mr. Carlucci said I have a Plan Commission certification I would like to read to the Council. I, Richard A. Carlucci, in my capacity as Secretary of the Plainfield Plan Commission, hereby certify that the Plainfield Plan Commission held a public hearing on Monday, February 6, 2006 on a petition of Republic Property Group, RZ for rezoning 52.8 acres from GC, General Commercial District to I-2 Office/ Warehouse/Distribution Industrial District. The Plainfield Plan Commission voted six to one to make a favorable recommendation to the Plainfield Town Council to rezone property described herein on attached Exhibit A. I have dated this the 21 st day of April This property is located between Stanley and Stafford Road. It is generally on the southeast corner of Stafford and SR267 and Quaker Boulevard. This property is actually going to be behind a commercial area and the reason that this got somewhat delayed in bringing this to the Town Council is that they had not gone through development plan approval and you can t rezone a property until you get through that process. They have gone through that process now and that is the reason it is on the agenda tonight. If the Town Council is inclined to do this, I did put a rezoning ordinance on the agenda tonight. We also have representatives from Republic that flew in from Atlanta. If you have any questions for them, they are here tonight. Mr. Kirchoff made a motion to approve the recommendation from the Plan Commission to approve the petition of Republic Property Group, RZ for rezoning 52.8 acres from GC, General Commercial District to I-2 Office/Warehouse/Distribution Industrial District. Second by Mr. McPhail. Motion carried. Mr. Carlucci said the other item I have for you here tonight came up at the last Board of Zoning Appeals meeting, which was last Monday, which was also preceded by a special Plan Commission meeting for rezoning some additional areas of land that were annexed. The Board of Zoning Appeals approved to grant a variance to a side yard setback in addition to allowing additional land coverage on the property. The reason that this is coming to the Town Council is if you look at the one map that has Lot 54 on it, that would be this map here, 54 is down on the bottom. These don t paste together very well but then you flip it over and there is Lot 53. Those two lots are next to each other.! 6

7 Lot 53 has a 10 drainage and utility easement. Lot 54 has a, and they are contiguous to each other, 5 drainage and utility easement. Mr. Wright would like to put up a carport. To do that, and if you look at the picture of the property, they would like to attach a carport in this area here, part of which is a drainage and utility easement. They wouldn t be encroaching by very much. The distance between the side of Mr. Wright s home in Lot 53 is approximately 30 feet. There is a distance there but to be in that easement the Town Council would have to allow him to encroach on that easement. As far as I know today, there are no utilities in that easement. If there are, the owners are going to have to have those relocated in some way. I don t believe there is any there. Have you checked to see if there are any utilities there? Mr. Wright said (inaudible). Mr. Carlucci said so typically the Council can agree to do this and we have a standard encroachment document that we have used in the past and we can fill in the blanks and get it recorded. But to put that carport up they are going to need to encroach in that easement. Mr. Wright said actually we are the purchasers on a purchase agreement. It is really a neat neighborhood. We are three blocks of the library approximately but a lot of homes in that neighborhood have one-car garages. So, our hope was to do a carport so that we would have the second vehicle under coverage so we wouldn t have to scrape windows basically. The survey that we were given by the sellers basically it is not a boundary survey. It shows 12 feet from the house to the property line. Actually, I think it s a little bit farther but we didn t do a boundary survey because of the cost. If the carport is nine feet, it would encroach two feet into the easement. If you shrink the carport too much, then I think in the winter you would have the risk of running into the post. Given the length of the car I don t know if you could get by to shrinking it to eight or something but nine seemed like a very safe distance to pull a vehicle into. So, that was our hope to do that and then like you said make it aesthetically pleasing to use materials that would blend with the house. We would like to stay out of the easement and if it is 14 feet away, that is great but it would take a boundary survey to know exactly where the line is. The line seems to be along the 10 shrubs but I don t think nobody knows exactly. So, the survey was the best that we could do. Mr. Carlucci said they have their approvals from the BZA except for the fact that they may be encroaching the utility easement by two feet. Mr. Kirchoff said it is a very established neighborhood so if there are no utilities in there by now, there won t be. Mr. Brandgard said if we can allow it with an agreement that precludes anything else going in there. Mr. Kirchoff made a motion to approve the request to encroach into the utility easement in the side yard at 1111 Brookside Lane as requested and described to us this evening. Second by Mr. McPhail. Motion carried. REPORTS Mr. McPhail said I think all of you received information on your disk about the relocation of the Hobbs tollhouse. I think several weeks ago we decided to move forward if we could take this house apart and salvage the reusable materials and use those to rebuild the tollhouse. I forwarded that information to you. I gave you a budget put together by the architect, which basically covered the cost of dismantling and moving and reconstructing on a new foundation at the trailhead. The reconstruction would be part of the streetscape project in terms of designing it with the streetscape so we don t have a separate INDOT process to go through and to cover that with the streetscape project. The grant was $250, and our match was either 20% or 25%. Mr. Carlucci said we did increase the amount of the match for that project so it may be as high as 35% but not any higher. Mr. McPhail said the cost estimate that I have given you is just for the building. The grant requires that we have some interruptive signage and some other things that go along with the building. I! 7

8 believe that the grant will take care of the building and then our matching funds would take care of the signage and the interruptive thing and with the whole thing we would be able to do it within the realm of the grant and funds. It would become part of our trailhead and kind of meet in with the master plan. Mr. Belcher and Mr. McGillem worked on the committee to work on the trailhead with the architect. We talked about the future use of the current maintenance building. We believe that not too far into the future that we are going to be out of space in the Town Hall and that the only place to move is probably west to move the chamber out. So, we think a long-term plan may be to relocate the chamber office into that maintenance building where they could be on-site to maintain and operate to help with the tollhouse and have people there. Also, if you remember when we did the first master plan, the trailhead for the park there, in that plan was a place to maybe have some motorized vehicles for the handicap to be able to use that trail. So, we incorporated that into that building for a place to store those and take care of them. The basement of the tollhouse, if it is outside of the floodway, we can put a basement in there and I believe we can. We thought about being able to make a place where you could have an air compressor where people who along the pathway if they had problems with their bicycles, they would have the air compressor and that type thing. On the upper level there were a couple of restrooms that will be available to be used for that trailhead. I think we need to make a final decision whether we want to move forward with this project. I met again today with people with the reentry program. They will provide the labor to dismantle it and move it. The only thing that we did not address in this proposal was an asbestos inspection. Mr. Castetter was able to do that today and he did find some asbestos so we probably need to budget another $2, to $5, to remove the asbestos in addition to the budget numbers. I guess we need some direction whether we want to move forward with this project. It would be my estimate that it would be late 2007 before moving to the reconstruction stage and I m looking to Mr. McGillem to see if that is correct. Mr. McGillem said it would be late 2007 or early Mr. McPhail said before we would start the reconstruction we would go in and dismantle the building to get it located someplace on Town property to store it. Mr. Kirchoff said I ve lost all energy for this project. I would rather build something that looks like that from scratch. I think we are throwing dollars after pennies but that s just my take on it. Mr. McPhail said working with the architect we are really not going to salvage much more than four outside walls. And if you look at the cost, most of the cost is for the reconstruction, the cost to take those down and move them. Mr. Kirchoff said so why do it? Mr. Brandgard said it is kind of like remodeling. From my experience you could probably build it for less than to remodel what you have. Mr. Kirchoff said the best analogy I can make, and I don t know when he did it, but when Emanuel Gentry built his house across from the funeral home, that is a new house that looks like an old house. I like the concept of what we are wanting to do down there but I just can t see going to all of that effort to tear an old building down and salvage four walls. Mr. Gaddie said Frank Gladden built a big house and he took the old door from the house, that s all he used. Mr. McPhail said I certainly understand and in my mind we are basically going to have a new building because we are just salvaging the exterior walls but fortunately we are going to have a new structure. If you don t try to salvage that, then we have to give the grant back to them and tell them, which we almost did once before when we thought we had to spend thousands of dollars to move it. Mr. Brandgard said if we were to build new, then we can t use the grant.! 8

9 Mr. McPhail said I think Mr. Belcher and Mr. McGillem would agree with me from those meetings that if we don t salvage what we can, then we just turn the grant down. Mr. McGillem said it at least beats spending the money to move the building. We were going to use most of the money just to move the building. Mr. McPhail said I think it would be an amenity to our park and to the National trail and all of that and if you just went over there and you are recreating the Hobbs tollhouse, for us that would probably work but for the historic restoration people I know they would not buy into the project. Mr. Fivecoat said I asked that question the day Mr. Carlucci and I met with them in his office and they said no they wouldn t. Mr. Brandgard said I tend to echo what Mr. Kirchoff has said. It has been around so long it is getting tiresome but on the other hand we are at the point now where we have a plan and it fits within the budget. Sometimes it doesn t necessarily make 100% sense but I think this part I can probably approve moving it just from the fact that you still have some historic value whereas, if you throw it away and build the same thing new, you have none. At least going this way we do help some other individuals out along the way. Mr. McPhail said aside from that I think all of you got this trailhead and in conversations with Mr. Carlucci we do have funding to go ahead and put the trail and the trailhead in from the old project. I would certainly like to go ahead this year with getting the drive-in, the parking lot and the turning circle in and then before starting reconstruction of the building it would be 2007 or 2008 at the most but we need to get that trailhead in there and start making it available to use this. So, I guess I m asking for two different things. Number one the tollhouse and number two to move forward with the trailhead. Mr. Brandgard asked, is that a motion? Mr. McPhail said I would make a motion to move forward with both projects. Second by Mr. Fivecoat. Four ayes, one opposed, motion carried. Mr. McPhail said the other project that I would like to discuss is the streetscape program and the advanced park that we discussed during our transportation meeting. As best as I remember, I think we were all feeling very comfortable that we could move forward with the advanced program, which included painting the light standards and putting the banners on them and doing some parking lot work and some alley work. It seems to me that we were someplace in the neighborhood of somewhere between $250, and $300, as a budget and I guess we need formal approval to move forward on that. I think if given a budget number, we will do as much as we can do. was? Mr. Kirchoff asked, Mr. McGillem do you remember what the number Mr. McGillem said I know we talked about $250, to $300, The numbers that we had were much more than that. Mr. Kirchoff said this was the bare bones to get us started. Mr. Belcher said there would be good public improvement items regardless of the rest of the project. Mr. McPhail said I m sure that we will be able to get some reentry program labor or semi-skilled labor that is capable. I think they are willing to help us with this project also. We may be able to save a few dollars but we need a budget to work with and it seems to me that it was that range that we discussed at the transportation meeting. With that I make a motion to move forward with the streetscape project and the budget of a maximum not to exceed $300, Second by Mr. Kirchoff. Motion carried. The only other quick thing that I had is that I did visit the neighbor to the south of the recreation center and when the chiller was running at full speed, I am personally convinced that the noise barrier is working and we have solved the noise problem. I don t know if anybody else has been out there but I cranked my hearing aids up as! 9

10 high as they could go and I believe we have solved the problems. It was a long, tedious and expensive fix but I believe the neighbors are going to have a peaceful summer. Mr. Brandgard said I appreciate that. I know after the barriers were put up after one of the meetings down there I knew the units were running and I just took a drive by there and you can still hear a little bit but not very much so that is a big improvement. I still have some concern that it wasn t caught early on but nonetheless we have it fixed. Thank you. Mr. Kirchoff said to piggyback on the comments with Mr. McPhail s comments referencing the reentry program, as I look at all of us here being males, our church has helped to start a used men s clothes closet out there. The response has been fantastic. In fact, they keep asking for people to come out and sort. So, as you are doing your springcleaning, they are taking anything, from golf shirts to suits and ties. It is equipping the men to have appropriate clothing when they get ready to leave and for job interviews, etc. So, if you have anything, Judy Helms is the coordinator on site who I think most of you know but it has just been a phenomenal outpouring and something that needs to be continued. But I just wanted to share that with you. They will take any kind of clothes. It is interesting the thing that they need most of is white athletic socks. I don t understand why but they have just been very pleased with that program out there. Mr. Carlucci said as you know, Mr. Bennett is not here tonight. They drove out to Colorado. He had an uncle pass away. I think they left Sunday morning. They are going to be due back Thursday night. Secondly, as you know, the governor will be here Wednesday at the recreation center at 10:00 a.m. I met with one of the staff persons yesterday with Nate. As soon as I sent that out, Sunday they were moving mulch down there. It s no longer a pile. It s on the planting beds. They even moved some mulch to the front to other places to make sure that it looks nice. There were two staffers out there today that we didn t know were coming out and we have borrowed from the high school risers. The governor will be arriving by RV1. We also borrowed a portable sound system, which we tried out and worked well. That brick building has a way of reverberating every sound we make we are finding out. They even went to the point that when they went back to the office, we set it up for them and took some digital pictures and ed it to them to let them know what it looked like. Their response was that they were very pleased. So, we expect somewhere between to be out there. PR trails is a big issue in the State and I was honored when I got a call from the Director of the Department of Natural Resources. So, right away I thought I should just start apologizing now. Whatever we did in the creek we are sorry, we didn t mean it, send us the consent decree and we will sign it. So, after I got over my paranoia he talked about what the governor was planning and that he mentioned Plainfield and meant specifically the Vandalia Trail and the recreation center. I told him that you could not go wrong with that location. So, right off the end of the south parking lot on this side of the fence we are going to set up the risers and the podium and then everybody will be on that grassy hill between the fence and the parking lot. I want to thank Nate and Brent for their hard work. I appreciate their effort that they made and we may make some calls tomorrow to make sure we notify as many local and County and elected officials as we can. I think it is an honor for the Town. I think everyone we have brought into that recreation center is just stunned how pretty the site is. I just wanted to pass that onto the Council. Mr. Brandgard said I m glad you mentioned that because I did notice a lot of activity going on with the landscaping this weekend. It looks good and it probably looks better now. Mr. Gaddie said (inaudible). Mr. Jason Castetter said Bill mentioned a spring clean up and they were at it this weekend. This past Saturday was our first spring heavy trash Saturday and they were out and about. We filled yard dumpsters, residential trash. Something that we have done in the past is one person has been able to keep up with that need but as we see an increase, it is going to take two or three people on site in order to manage this. Because we are trying to check IDs because it is for the residents of Plainfield and not the County. We filled four dumpsters in two and a half hours so they were stacking out on Center Street so we are going to try to do a better job in getting traffic in the lot! 10

11 and making sure who we get and that they are the Plainfield citizens and move the dumpsters so that we can stack them in the parking lot. Mr. Brandgard asked, when is your next weekend? Mr. Castetter said this coming Saturday and I believe our fall clean-up is September 16 th and September 23 rd but this Saturday will be the last. Ms. Lois Burgner said we have a recommendation for the compound meter fire lane that we have been working on for a long time. It has taken several meetings and tons of paperwork that has been sorted through. The reports were on your CD and I hope you had a chance to look at them. The recommendation is July 1, 2006 to discontinue the base rate for water and sewer on the large side of the compound meter. On January 1, 2007 would be to bill those customers for private hydrants at the current rate of $ per year, billed monthly so that we can divide it up. It would certainly help their cash flow and ours as well. One particular customer has 19 private hydrants in their buildings. That s kind of a big number if we billed it annually. We are going to take some revenue hits in both utilities by doing this. The thinking is in the sewer fund a lot of things are being paid, they really would come out of storm water money, so when we start billing storm water, those expenses would come out of the storm water utility instead of the sewer utility. Mr. McPhail asked, can you repeat your recommendation again? Ms. Burgner said on July 1 st we would discontinue billing the base rate for water and sewer on the large side of the meter. Mr. McPhail asked, you would continue to bill the small side? Ms. Burgner said yes, the base rate plus consumption and then the consumption from the large side would be added to that. And then January 1 st to start billing them for the private hydrants that are on their property and then this would make up a lot of revenue that we are losing on the water side without dropping off the base rate. Jason had his guys do a survey and there were 61 accounts and that was a total of 150 private hydrants at $ a hydrant. And then Doug ed me a list that he had compiled from some of our reports in this whole study of the compound meters and there are 150 accounts. Not all of them would have private hydrants but I know we are going to pick up more than 150 hydrants. Gentleman from the audience said I m sorry 258 private hydrants. Ms. Burgner said 258 private hydrants. Mr. McPhail said we are currently billing a non-metered fire service $ a year. Ms. Burgner said yes. rate? Mr. McPhail said can we continue to do that if we drop the base Mr. Kirchoff said next year. Ms. Burgner said yes. We would bill those annually, well not annually, we want to bill this monthly as well and stop all of the annual billing. Mr. McPhail said so instead of billing at the base rate we bill them $ Ms. Burgner said per hydrant. Mr. McPhail asked, what if they don t have a hydrant? Ms. Burgner said it would be a hydrant or a sprinkler connection but they would have one or the other. Mr. McPhail said so in theory we would be billing everybody the same that we are currently billing the un-metered. Ms. Burgner said right. That makes everybody treated equally. If you have one hydrant, you are going to get $ a year. If you! 11

12 have 19, I figured it out one time, it is five thousand and some dollars. So, then if we bill it monthly, we just multiple the hydrants by $ divided by 12 and add that to their regular bill and then it is a monthly fee. Mr. McPhail said so we would have to approve an ordinance change. Ms. Burgner said yes. Was that on the disk? Mr. Carlucci said I don t think there were any ordinances on there. We have time to do this. Mr. Brandgard said we will just give consent to move this way tonight and then bring the ordinance in at the next meeting for approval. Gentleman from the audience said I think the consensus that everybody has is the larger meter was actually for fire protection services so this would be consistent. Mr. McPhail said I appreciate all your hard work because it has been an issue. Ms. Burgner said it has taken a long to analyze everything and for Umbaugh to put things together and bring it back to us and for us to do work in house to provide them the information. And now that we have the list Jason s guys can go back out with a complete list and further inventory the private hydrants so that by January 1 st we will be ready. Mr. Kirchoff said it seems appropriate that we need to put some kind of communications out to these customers to let them know the change is coming. Ms. Burgner said we will sort through the list and we will know exactly who those customers will be and then we will notify the people who are billed annually that they are going to be billed monthly. We will start that January 1 st. Mr. Kirchoff said the only question I had from a rate standpoint is we have already recovered our cost here. Gentleman said you are recovering your cost. be a reduction in revenue. There is going to Mr. Kirchoff said I understand that but we are not building in a billing loss here. Gentleman said no. I think it is the consensus in most cases that the larger meter is for fire protection so by billing it as fire protection that will be consistent. Mr. Brandgard said this is an example that we did something that we thought was right and when you apply it, sometimes you find out it is not so right. So, again it is good that we are a little bit flexible and we can fix things. Thank you. It is a simple thing but when you are dealing with a rate ordinance that has been put into affect for bonding, you have to be careful with what you do. Mr. Lydick said first of all the Town Council has created two new positions within the Town of Plainfield. One is for an Information Technology Technician and then several months ago we approved a Recreation Program Supervisor. Neither one of those positions have been filled at this time. In order for them to be PERF covered positions there is a time limit as to when you must apply for that. The deadline for applying to get these positions covered under PERF is May 1 st. That will become effective on July 1 st. If we happen to hire one of these employees before July 1 st, they would not need to be in PERF until July 1 st provided we get this resolution passed before that time. In addition to those two positions over the years there have been a couple of positions in the Clerk/Treasurer s office that kind of have evolved into more responsibilities. We can continue referring to these two positions as Accounting Clerks but the people there performing these duties actually have a lot more responsibility than what a Accounting Clerk would have. So, I was going to recommend to the Council to have positions approved for a Staff Accountant and for an Ambulance Billing Clerk. It is more or less just to have job titles! 12

13 that match their responsibilities. It is not any additional cost to the Town. These two current employees already are in PERF under the Accounting Clerk but in order to promote them to those two positions or those two job titles we need to get those into the PERF resolution. The PERF resolution must come from the PERF. They have agreed to send me this form. We don t have it for tonight but if you approve the resolution, sometime this week each one of the Council members, at least three of the Council members, need to sign it by then so we can get it sent to PERF. Mr. Kirchoff said so there is no additional cost to those titles, it is just a title change. Mr. Lydick said it is just a title change. Mr. Kirchoff made a motion to approve adding the four positions, the IT Technician; Recreation Program Supervisor; Staff Accountant and Ambulance Billing Clerk to the PERF program. Second by Mr. Fivecoat. Motion carried. Mr. Lydick said Mr. Gaddie and Mr. Carlucci and myself have been working diligently in the last few months trying to find a Park and Recreation Director. It is a great privilege for me to be able to introduce to you tonight Clay Chaffin who you selected at the last Town Council meeting to be the new Director of Parks and Recreation for the Town of Plainfield. I will give Mr. Chaffin a chance to address the Council at this time. Mr. Clay Chaffin said it is a pleasure to meet you all. I want to say thank you for the opportunity. Today is the first day so I spent most of the day with Mr. Lydick and took a tour of all of the Town and all of the departments. I m looking forward to this week meeting all of the Staff and getting to know them. I m preparing for the opening of Splash Island that is coming up Memorial Day. I know that will be one of the priorities in hiring the new position and getting to know all of you too. So, if there is anything that you need from me, you obviously will know where I will be so please give me a call and let me know. The family is looking forward to the opportunity and I am and I m ready to go. Mr. Brandgard said we are glad to have you aboard and it couldn t come at a better time as we are getting ready for the governor to come in on Wednesday. There s nothing like applying a little pressure off the bat but I think you have an awful good staff. Mr. Chaffin said I do too. I m glad to hear that they responded so well this weekend to get the facility in top-notch shape in getting the ground and everything ready to go. Mr. Brandgard said I m glad to have you aboard and I look forward to meeting with you. Thank you. Mr. McGillem said the only additional item I would have is to make you aware that I m meeting with INDOT and the contractor on SR267 this afternoon. Their intent is to start the process the first of next week of switching the traffic over and by the end of next week traffic on SR267 will be down to two lanes. Mr. Brandgard said they are certainly doing a lot of pre-work out there in getting things ready. It gives me a little more confidence that we will get this one done quickly. Mr. Kirchoff said I think another positive thing there is a lot more communication with this project than we have ever had with INDOT. Mr. McGillem said essentially INDOT, a few years ago, I think any project over 10 million dollars they require an initial partnering meeting getting everybody involved, contractors, utilities, local agencies, just the opposite of what we found with the I-70/Sycamore interchange. But that partnering meeting kicks off initially, which Mr. Belcher and I attended, the partnering meeting is the fourth Monday of each month at 2:30. We hosted the partnering meeting today and the idea is anybody that is involved in the project, etc. communicates and keeps everybody advised of what is going on, any problems that come up. Sort of what we do with each contractor that we have here as we proceed along. I think it is going to help maintain open dialog and help keep things going.! 13