PLAINFIELD TOWN COUNCIL November 24, 2003 The Plainfield ...
PLAINFIELD TOWN COUNCIL November 24, 2003 The Plainfield Town Council met on Monday, November 24, 2003. In attendance were Mr. Brandgard, Mr. Kirchoff, Mr. McPhail, Mr. Young and Mr. Ward. PLEDGE OF ALLEGIANCE Mr. Brandgard said we have several bid openings tonight and if somebody has failed to turn in their bid, this is the last opportunity. With nobody coming forward the opportunity to turn in a bid is closed. CONSENT AGENDA 1. 2. 3.
4.
5. 6.
Approval of the minutes of the Town Council meeting of November 10, 2003. Approval of the October 2003 monthly report for the Plainfield Town Court. Approval to disburse $1,500.00 from the Plainfield Fire Department Beneficent Fund for the department’s annual Christmas Party per Chief Byron Anderson’s report dated November 21, 2003. Approval of Change Order #1 with Calumet Paving Company in the amount of $10,749.66 for the final adjustment for quantities for extension of Reeves Road east of Perry Road per the Town Engineer’s Report dated November 21, 2003. Acceptance of Airtech Parkway’s water mains and sewer mains in the Airtech Business Park from Browning Investments per the Town Engineer’s Report dated November 21, 2003. Discontinue differential pay for Firefighter/Paramedic Jeff Dixon as of Monday, November 24, 2003 per the recommendation of Chief Byron Anderson and Town Manager Richard Carlucci.
Mr. McPhail made a motion to approve the Consent submitted. Second by Mr. Kirchoff. Motion carried.
Agenda
as
BID OPENINGS Mr. Brandgard said we will now go to the first bid opening. The first bid opening will be for the residential trash collection/curbside recycling. Mr. Daniel said I have proof of publication. Mr. Brandgard said the first bid is from Republic Waste Services, Indianapolis. form.
Mr. Daniel said the Republic Waste Services bid is in proper
Mr. Brandgard said I will read the bids for both curbside recycling and residential trash collection. For the residential trash collection the cost per unit per month for 2004 from Republic Services would be $7.45. For the year 2005 the cost per unit per month is $8.30. For curbside recycling for the calendar year 2004 the cost per unit per month is $2.67. For 2005 the cost per unit per month is $2.67. The second bid is submitted by Ray’s Trash Services, Inc., Clayton, Indiana. Mr. Daniel said the Ray’s Trash bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Ray’s Trash Service is for both residential and curbside recycling. For residential trash collection for the calendar year 2004 the cost per unit per month would be $5.54. For the calendar year 2005 the cost per unit per month is $5.54. For curbside recycling for the calendar year 2004 the cost per unit per month is $2.00. For the calendar year 2005 the cost per unit per month is $2.00. The third bid is from Bestway of Indiana of Indianapolis. Mr. Daniel said the Bestway bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Bestway of Indiana for residential trash collection and curbside !1
recycling for the calendar year 2004 the cost per unit per month is $8.25. For the calendar year 2005 the cost per unit per month is $8.25. For curbside recycling for the calendar year 2004 the cost per unit per month is $2.25. For the calendar year 2005 the cost per unit per month is $2.25. The fourth bid is from Waste Management, Indianapolis. Mr. Daniel said there is no financial statement or financial information provided on the Waste Management. back.
Lady from the audience said there is an annual report in the Mr. Daniel said the Waste Management bid is in proper form.
Mr. Brandgard said the total amount of the bid submitted by Waste Management for residential trash collection for the calendar year 2004 is $7.50 for the cost per unit per month. For calendar year 2005 the cost per unit per month is $7.50. For curbside recycling for the calendar year 2004 the cost per unit per month is $2.50. For the calendar year 2005 the cost per unit per month is $2.50. I would like to thank everybody who took the time to submit a bid for the residential trash collection and curbside recycling for calendar years 2004 and 2005. I would like to have a bid review committee made up of Council member Mr. McPhail, Town Manager Mr. Carlucci and Mr. Jason Castetter with Public Works to review the bids and come back at the next meeting with a bid recommendation. Next we have the bid openings for the police vehicles. have proof of publication?
Do we
Mr. Daniel said we do have. Mr. Brandgard said the first bid is from Westgate Chrysler. Mr. Daniel said the bid is in proper form. Mr. Brandgard $646,792.19.
said
the
total
amount
of
the
bid
submitted
is
Mr. McPhail asked, does it tell us what vehicle it is? Mr. Brandgard said I think a Dodge. Mr. Ward asked, how many cars are there? Mr. Daniel said 37 cars. Mr. Brandgard Plainfield.
said
the
second
bid
is
from
Andy
Mohr
Ford,
Mr. Daniel said the Andy Mohr Ford is in proper form. Mr. Brandgard said the total amount of the bid submitted by Andy Mohr Ford for Crown Victorias is $763,902.00. The third bid is from Andy Mohr Chevy, Plainfield. Mr. Daniel said the Andy Mohr Chevy bid is in proper form. Mr. Brandgard said the bid from Andy Mohr Chevy for Chevrolet Impalas is $698,779.95. The fourth bid is from Dan Young GM Center, Tipton, Indiana. Mr. Daniel said the Dan Young bid is in proper form. Mr. Brandgard said the bid submitted by Dan Young GM Center is for Chevrolet Impalas. The total amount of the bid is $679,752.90. The fifth bid is submitted by Erik’s Chevrolet, Inc., Kokomo, Indiana. Mr. Daniel said the Erik’s Chevrolet bid is in proper form. Mr. Brandgard said the total amount of the bid from Erik’s Chevrolet, Inc. for Chevrolet Impalas is not in total but for individual units. The bid submitted is for $19,050.00 each for marked and $18,775.00 each for unmarked. Those are all of the bids submitted for the police pursuit vehicles. I would like to thank everyone who submitted a bid and ask that a bid committee made up of Council member
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Dan Young, Police Chief Larry Brinker, Robert Haak and Jack Burlison review the bids and come back with a recommendation. The next bid opening is for the Moon Road sanitary sewer. have proof of publication?
Do we
Mr. Daniel said yes we do. Mr. Brandgard said the first bid is from Crider and Crider, Inc., Bloomington, Indiana. form.
Mr. Daniel said the Crider and Crider, Inc. bid is in proper
Mr. Brandgard said the amount of the bid from Crider and Crider, Inc., Bloomington, Indiana is in the amount of $218,150.00. The second bid is from Fleetwood Contracting. Mr. Daniel said the bids for this project requires a bond to be provided in the amount of five percent of the project. The bid bond that has been provided here is inconsistent. It states on the one hand $500.00 per day in words and then the complete bid amount and figures neither one of them is correct as far as what is required for the bid. So, it does not have a proper bid bond with it. It does not comply with the legal requirements. Mr. McPhail made a motion to reject the bid for failure of it meeting the requirements of the bid bond. Second by Ward. Motion carried. Mr. Brandgard said the third bid is from Atlas Excavating, Inc. Mr. Daniel said the Atlas Excavating bid meets the requirements. Mr. Brandgard said the total amount of the bid submitted by Atlas Excavating is $196,996.00. The fourth bid is from Eagle Valley, Inc., Indianapolis. Mr. Daniel said the Eagle Valley bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Eagle Valley, Inc. is $194,653.00. The fifth bid is submitted by Dave O’Mara Contractor, Inc., North Vernon, Indiana. form.
Mr. Daniel said the Dave O’Mara Contractor, Inc. bid is in proper
Mr. Brandgard said the total amount of the bid submitted by Dave O’Mara Contractor, Inc. is $223,653.70. The sixth bid is submitted by Moffitt Re-Hab Services, Inc., Hawesville, KY. form.
Mr. Daniel said the Moffitt Re-Hab Services bid is in proper
Mr. Brandgard said the total amount of Moffitt Re-Hab Services, Inc. is $271,200.00. submitted by Tramco, Inc., Indianapolis, IN.
the bid submitted by The seventh bid is
Mr. Daniel said the Tramco bid on form 96 on the financial information part of it on the tail end of it has two places for signatures. The second signature has been notarized and is there as it should be but they have missed the other signature. If the Council would like to accept the bid subject to the signing of the second portion of that form, it is in proper form. Mr. Brandgard asked, is there consent? Consent given. The total amount of the bid submitted by Tramco, Inc. is $190,869.00. The eighth bid is submitted by Sweeney Construction Corporation, Indianapolis. Mr. Daniel said the Sweeney Construction bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Sweeney Corporation is in the amount of $212,692.00. The ninth bid is submitted by Gradex, Inc., Indianapolis, IN. Mr. Daniel said the Gradex bid is in proper form.
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Mr. Brandgard said the total amount of the bid submitted by Gradex, Inc. is $242,483.00. I would like to thank everybody who turned in a bid. The engineer’s estimate was $149,830.00. I would like to ask for a bid review committee made up of Mr. Dave Lahey from Butler Fairman, Mr. Jason Castetter, Mr. Belcher and Mr. McPhail to review the bids and come back with a recommendation. BUSINESS FROM THE FLOOR Ms. Trudy Tharp, President of the Plainfield Chamber of Commerce said thank you for the opportunity to come and talk with you this evening. I am Trudy Tharp, the newly elected President of the Plainfield Chamber of Commerce. What I would like to do first of all is to thank you for the space that the Town provided us next to the Town Hall, in between here and the fire department. We greatly appreciate the space and we also appreciate the close proximity to the Town so that we can continue our communication and collaboration between the two groups. As most of you are aware, in early 2002 we found ourselves in some drier straights. Since that time we have come a long way. We hired an executive assistant in the spring of that year and hired an executive director in the fall of 2002. Our membership has grown this last 12 months by 33 new members and our executive director has called on 240 members and potential members this past year. We implemented the gift certificate program and checks can be received or purchased from the chamber keeping the shopping and the dollars in the Plainfield community and to promote our chamber members and their businesses. We awarded two scholarships to two Plainfield High School seniors. We continue to be responsible for the Christmas decoration program and that will be expanded this year. I would have to say that I have a greater appreciation of the Christmas decorations having rebulbed many of those a few weeks ago. There are some very nice new decorations coming for the downtown area, which I think everyone will be pleased with. We participate in the 4th of July celebration at Hummel Park and participate in grand openings, ribbon cutting ceremonies, groundbreaking events, open houses, etc. We have between 30 and 40 people to come to each of our general membership meetings on the fourth Thursday of each month. We had over 150 people at our annual dinner in October so as you can tell, we have come a long way and I believe our membership is increasing because they realize that we are on an upward swing. A lot of that we owe to the Town and their cooperation in collaboration with us. As you know, also our executive director spends a great deal of time in economic development. We have seen a lot of new businesses and new industries coming into the community. J. C. Penney, of course, opened their doors last Sunday. I was there. They had a ribbon cutting ceremony on Wednesday morning and I was there and I also shopped at the same time so it was very nice for me and many others. The First National Bank of Cloverdale is constructing a building downtown. Plainfield Galyan’s corporate office is under construction and Lilly’s distribution center just to mention a few. Other than our dues we have two major fund raising events each year. Our auction usually occurs in February or March and then we have an annual golf tournament, which occurs in May. Between these two fundraisers we collect some money and our goal is to one day be a selfsustaining organization, however, we are not there yet. I come to you tonight on behalf of the chamber members to ask the Town Council if they would consider a financial contribution to the chamber for 2004 in the same amount that you have been so kind to approve in the past. It is our goal and mission to continue to work with the Town Council in accomplishing their goals and objectives and to promote the community and our chamber members. Thank you for the consideration of our request. Mr. Brandgard said thank you for coming in this evening and we will give your request the best look that we can. Is there any other business from the floor this evening? Ms. Susan Webb said I’m here on behalf of the Willow Pointe Homeowners Association. In 2001 we had approval to install streetlights at Willow Pointe that is located on Vestal Road. We had approval from the Plan Commission and I was told that we need to get permission from the Council to have our reimbursement. So, we have accumulated the electrical bills of $4,483.00. I’m just asking your
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permission for us to get the reimbursement and then start some type of procedure for our reimbursement on a yearly basis or a monthly basis. Mr. Carlucci said normally we have the developer buy down the cost so it equals what a 100-watt high-pressure sodium lamp would be. That is not what happened. There is not a developer there anymore that can just buy that down because there are a lot of homeowners there. And they would have to come up with that, which pretty much wipes up the balance. They are with Hendricks Power so I agree that if you give them permission, we will work it out where we will do this twice a year where they send us their bills and we will reimburse them for what will equal a 100-watt high-pressure sodium lamp. The other problem, and this doesn’t have to do with Ms. Webb, is that Cinergy basically is no longer allowing those write-downs. This came up with Chuck Mead’s project. They have limited what they will do so now that really creates a problem because Mr. Mead has lights out there that basically are private lights with no one to maintain them. If someone knocks a light down at Willow Pointe, Hendricks Power will come out and fix it but they won’t do that anymore for the Town lights that he has out there. So, they really cut back. This is going to be a really big problem. We could go back to the wood poles. Mr. Kirchoff asked, are we suggesting that we do that at Willow Pointe? Mr. Carlucci said no but this came up unbeknownst to me when I talked to Carrie Vestal. I was surprised that they were not willing to do that anymore. I think the problem that they were getting into was there were multiple different styles of lamps and lights and storing materials. Mr. Kirchoff asked, are you 100% sure of that? Mr. Carlucci said I have checked and talked to them about this. Mr. Kirchoff said in Crystal Bay there was another light requested so I went to Cindy Layman who does the street lighting and she gave me a buy down type deal. It is different but it is still the same result. Mr. Carlucci said it may be because it was already existing. Mr. Kirchoff said it is a new light. Mr. Carlucci said but your subdivision is existing as opposed to a brand new area. Mr. Brandgard said it would be worth you checking Mr. Kirchoff if you would. Mr. Carlucci said I would like to be wrong on that and I hope that I am but that is my understanding. Mr. Kirchoff said I will be happy to do that. Mr. McPhail made a motion to approve the reimbursement at the rate of whatever we are paying Hendricks Power for standard lights from the date that they were installed to the Willow Pointe Homeowners Association. Second by Mr. Kirchoff. Mr. Kirchoff said I would assume that going establish some kind of program with Willow Pointe.
forward
we
will
Mr. McPhail said at least semi-annually. We tried to get a split billing from Hendricks Power and they won’t do it. Ms. Mitchell asked, what will this be paid out of? Mr. Carlucci said the General Fund. Mr. Brandgard said we have a motion and a second to reimburse the homeowners association at Willow Pointe for their street lighting at the normal rate that we would pay for the wood pole with the cobra head light on it. And that we will set up some kind of semi-annual payback on this. If there is no further discussion, all those in favor signify by aye. None opposed motion carried.
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While we are here where are we on street lighting at Saratoga Boulevard? It has been years since we approved that. Mr. Carlucci said I probably need to bring that back to the Council just to make sure that the lights that we have selected are the ones that you want out there. One of the issues had to do with whether we go with a metal halide, which are what they have in the neighborhood. Or a high-pressure sodium, which gives you better lighting on that boulevard. It will still be a fancy light but you have to make a decision on what lumens you want out there on that parkway. My preference is that you have high-pressure sodium and get the kind of coverage you need out there. Metal halide will match up with what is out there. The developer may have a different opinion of that but you get a better dollar value for those lumens. I will bring that back to the Council at the next meeting and let you look at it one more time. Mr. Young said my recollection on this issue is that there was one established by the church. We went out and took a look at it. We all approved the high-pressure sodium at the time and then nothing happened. Mr. Brandgard said we were having difficulty getting utilities out there to do anything. I think it kind of slipped.
the
Mr. McPhail said I think there is one lamp all the way through there and it is not very bright. Mr. Brandgard asked, is there anyone else from the floor? Ms. Nancy Ahrbecker said I’m president of Tuesdays with Friends. We have been in the area trying to provide programming for mature adults in Plainfield and the surrounding area. We have been in operation for probably a year and a half now and I think we have over 50 members in our membership. On Tuesday mornings we probably have about 20 that meet for exercise at the Methodist Church. On the fourth Thursday of the month we have Thursdays with authors at the Plainfield Public Library in cooperation with them. We have a lot of nice people working with us. And since I didn’t win the Powerball and I didn’t get to buy that nice Stafford Center facility down there what I would like to do is have our group be able to incorporate into the new center and have some ongoing programming in coordination with the recreation center. I have some things in black and white for you to look at. Mr. Carlucci said we are going to have a limited ability to do a lot of programming in 2004 because we will be busy trying to get the place ready and opened. I’m all for what Ms. Ahrbecker is wanting to do and she needs to sit down and work with Mr. Prince and see how we can do this. TOWN MANAGER’S REPORT Mr. Carlucci said I have the Council President’s permission to go to another part of the agenda first. I would like to read this to the Town Council and those that are present. This is a proclamation: Whereas, Robert M. Ward has served as a member of the Plainfield Town Council for 24 years; and Whereas, during Councilor Ward’s tenure at the Town Council he has served as Council liaison to the Plainfield Park’s Department; and Whereas, through Councilor Ward’s leadership the Plainfield Park’s system is recognized as one of the best community parks system in the State of Indiana; and Whereas, during his 24 years on the Council new park development has included the Anderson Park; Plainfield Skate Park; Newby Lane Park; White Lick Creek Park; Friendship Garden’s Park; the Plainfield Community Recreation and Aquatic Center; the THINE Interurban building and the development of an extensive greenway system; and Whereas, the Indiana Association of Citizens and Towns has recognized the Plainfield Parks with a Larry A. Conrad Civic Service Award for Friendship Garden’s Park. And the Mid America Trails and Greenways Association recognized Plainfield for an outstanding greenway system. In addition the U.S. Department of Interior has recognized the THINE depot building and Warren Truss Iron Bridge located in Friendship !6
Garden’s Park with an inclusion on the National Register of Historic Places; Now, Therefore, be it resolved that the members of the Town Council, Plainfield, Indiana in recognition of Robert M. Ward’s 24 years on the Plainfield Town Council and visionary leadership and commitment to the Plainfield Park’s Department and citizens of Plainfield do hereby in perpetuity proposed the neighborhood park between East and Ellis Streets and south of North Street as the Robert M. Ward Park. Passed and Adopted, by the undersigned Town Council of the Town of Plainfield, Indiana on this 24th day November 2003. I would like to pass this to the Town Council for consideration. Mr. Kirchoff made a motion to accept the above proclamation. Second by Mr. McPhail. Motion carried. Mr. Ward said thank you. That is really an honor. The 24 years on this board has been something to behold. Mr. Brandgard and I came on the board together and we have seen monumental changes since 1980. Thank you very much. It is a wonderful family that I have. They have been behind me all of the way. My wife says that I have spent almost half of my married life on this board. She is ready for me to come home I think. Thank you. Mr. Brandgard said Mrs. Ward I have to give you a lot of credit for being able to pull everybody together without Mr. Ward knowing it. Mrs. Ward said we all appreciate what you have done for him. It is great. We have people here from Noblesville and Speedway and one granddaughter just has been back from Seattle not too long ago. Mr. Brandgard said it certainly has been a pleasure serving with Mr. Ward. As Mr. Ward said, in 24 years we have seen a lot of changes and I have a feeling that it is just the beginning the way things are going. Thank you. After a five-minute break for photographs the meeting was now back in session. Mr. Carlucci said I sent a report to the Council on Hobbs Hill. If you recall, back at the meeting on October 27 we had a resident indicate that the lots were for sale over on the hill. And that he thought the Town might be interested in trying to observe that as a sledding hill. The Council asked the Staff to take a look at that. After discussions I talked with the school superintendent and assistant briefly a couple of times with Beth Groninger who through all of this has been very nice about waiting for us to make a decision. I also included and attached to the memo a plat, which is off the County web site and an aerial. One thing that I did not include in my report was if you look at this small piece next to Tom Hobbs, there is a little section there. It is about 60 foot wide. It is my understanding that a lot of the kids use not only that piece but they are basically across the property where Beth Groninger lived and go down the hill. If the Council was going to do this, the thing would be to acquire the two larger lots, the small lot and then buy a piece off the other lot because they are going to be on there anyway. That is owned by Mr. Bill Cherry is my understanding. After looking at this and talking to the school and talking to Beth Groninger and talking to Mr. Prince there were a couple of things that weighed in our discussions. Mr. Prince and I don’t believe that we should move forward with the purchase of that property. Part of it is in terms of our recreation activities you have a limited number of days, mostly weekends, mostly when they are off school in the winter that the hill can be used. The rest of the year you are going to be mowing it. It is going to be a constant problem. It has a 30-foot drop and a 30-percent slope so it would not be easy to mow to begin with. So, you have a limited number of activities. The other thing that weighed on us is the east hill at the high school is a sledding hill. It is connected to the school property. A lot of kids also go over there. Hummel Park, which just adopted their new comprehensive park plan also show different locations for sledding hills in the future on the property that they just purchased. There is a parking lot there. That would be an expense. The parking lot is not in that great of a shape. It would have to be repaired and replaced, which is an additional cost. Other concerns are liability issues, cost of acquisition, the availability of other !7
locations for this type of activity and restricting sledding from getting on contiguous private property. So, there were several issues. Another issue is that we have other parks that we still need to make improvements on, which is White Lick Creek Park, Newby Lane Park and now the Robert M. Ward Park. Therefore, my recommendation is that based on the above I would not recommend purchasing the Hobbs Hill property. Even if we bought the property and gave it to the schools, they still don’t see the need for the property because it serves them no purpose. It doesn’t gain them anything. It is not usable property for them in any way. Quite honestly they are tight for money like a lot of school districts are. Given all of that we tried to be fair and realized this has been a place where traditional kids have done sledding. But we think there are other opportunities at the east hill at the high school and future opportunities at Hummel Park that would serve the same purpose. So, that is our recommendation. Mr. Brandgard said Mr. Carlucci had discussed week and I’m in agreement with him. I think due to have a limited time that it can be used for sledding is a liability on whoever has it to take care of it. other places to sled today and more being developed not something that we need to add to the park system. Mr. Ward said I agree with that. have used it two days to sled.
this with me last the fact that you and after that it I think there are so I think it is
The winter before last we may
Mr. Kirchoff said my only comment would be that Mr. Haase asked to get back with him so that he could get back with the citizen who contacted him so I assume that we will do that. Mr. Carlucci said I would be glad to do that. Mr. Brandgard asked, is there consent to accept Mr. Carlucci’s recommendation not to purchase the Hobbs Hill property? Consent given. Mr. Carlucci said the only other item that I have is a letter that you have in your binders and a legal description for approximately five acres of land that the Center Community Church would like the Town to annex. The church is currently inside the Town limits. They would like to have that additional property and have it brought into the Town of Plainfield. I would need your consent to move forward on that. Mr. Brandgard asked, is there consent to move forward? given.
Consent
Mr. McPhail asked, is this the property north of the church? Mr. Carlucci said yes. Mr. McPhail asked, but the church is already in the Town limits? Mr. Carlucci said yes. REPORTS Mr. Young said on November 17 the Board of Police Commissioners met. One of the items that had been presented before the Council approximately a year ago was about creating an arson investigation activity, a cooperation between the fire and police. That moved forward to the police commissioners. It is not in a presentable form. It would possibly be ready sometime I would predict mid 2004 but there were very productive discussions discussing all of the issues involving arson investigations. They want to get it in a more professional forum with a lot of the detail work before it came before the Council for approval. The other item is that since Chief Brinker has assumed his current position he has been reorganizing his department for a more balanced professional management of the department. There is some work underway for a community support services division. It would be like the detective division. That was presented and discussed as to how that would occur. It will probably go into effect in 2004 as well. This is just an update, as in the past, as to what is coming down the pipeline. Mr. Higbee said I put in your packet a goldenrod sheet with a couple of decisions that I need your help on. They were relating to things that I brought up at the last meeting. The first thing is the !8
streetscape project. I had provided a copy of the proposed agreement for services to Mr. Daniel at the last meeting. You gave consent for Mr. Daniel to go ahead and review that contract. I had pointed out at that time that this was for the preliminary design services. It does not take us all the way through construction documents because it is too early for them to come up with costs and estimates for that. But for the preliminary phase of design they gave you two numbers. There is a $70,000.00 number in there for the streetscape. That is the whole five-mile stretch from Raceway Road to Saratoga Boulevard. And then also a $23,000.00 number for a facade study for the Town Center area here. If that passed mustard with Mr. Daniel or if we need to make changes and have your consent be contingent on those, I would like to seek approval of that contract tonight. Mr. Daniel said I have reviewed the contract and I don’t have any problems with it. Mr. Higbee said also Alan Hammersley with Butler Fairman is here. Mr. McPhail said I certainly think it is important that we move forward with the design stage and the façade study because we have some property owners that are ready to start looking at some things and making changes. We need to have a good basic design if anybody wants to start making some changes along this whole five-mile stretch particularly in the downtown area but even throughout. As people are making investments, we want to be able to guide them in the right direction and not have somebody do something and then a year from now say that doesn’t fit into our plans. I really think that it is important that we move forward with this. Mr. Carlucci said the $70,000.00 would be applied toward our 20% match for the $500,000.00 transportation grant that we received. But I want to make clear that the $23,000.00 will not because that was not part of the original request that we made. But that doesn’t mean that we shouldn’t go forward. I just wanted to make sure you were clear on it. We may try to include that and see what they say but I just wanted to make sure you knew that may not go toward our 20% match. I think we have the basis with the Town Center plan. It may be a little bit of a stretch. We were even going to try to include the cost of the Town Center plan toward our match also. We are going to try to put all of that in there and they will either say yes or no. We will try to put all of that in there and see what they will bite on. Mr. Higbee said we had some good luck in some recent discussions about the facades per se but talking about what could be in the scope of the TEA grant. INDOT indicated that we could look at some of the parking lot work as being in that scope since taking parking off U.S. 40 was part of the whole thing. There is apparently some flexibility in what can be in there so we have to make some decisions. Mr. Carlucci said actually we were thinking about applying for an additional TEA grant under the new one that is coming up for the parking behind the buildings. Is that what you had in mind Mr. Hammersley and Mr. Belcher? Mr. Belcher said yes. If we can connect it to taking the parking lot to U.S. 40, that gives us some leverage to help get a better grant. We should do everything that we can because it is part of our downtown plan. Mr. Kirchoff said I think it sends a positive signal to the Oversight Steering Committee that we spent all of this money on the plan and now we are going to back it up and get on with it, which I think is important to do. Mr. McPhail made a motion to approve the agreement with Professional Services between the Town of Plainfield and Butler Fairman and Seufert Engineering Services required in connection with the development of a master plan of the streetscape for Main Street, the Old National Road. And the design for the construction of Phase 1 of the streetscape in Plainfield, Indiana as further described in Exhibit “A”. Second by Mr. Kirchoff. Motion carried. Mr. Higbee said the next item is you might recall the Town Center Plaza design that I have shown you in the past, and this is what I referred to as Option “C”. There were three designs originally. This is the option that you preferred and everybody else that I showed preferred. At the last meeting I brought you an estimated cost for !9
this Option “C” to be constructed of $278,000.00, which was indicated to me that number was high. It was indeed higher than what was originally anticipated in the Town Center Plan as well. So, I asked Rundell Ernstberger, who is working with Butler Fairman on this project, to really clearly itemize some ways that we could reduce the cost of this project and come up with as many options as they could for you to consider. They gave you this drawing, which points to several areas within the plaza where some items could either be removed or alternate materials could be used. One of the items that they did not want to take away was the brick base. They felt the quality look that you get with the brick isn’t something that they wanted to recommend that you remove at all. And the cost savings was not going to be that substantial if they had taken out the brick. What they did take out is they kind of did it in three parts. They suggested that you take out some of that seating wall and some of the piers and some of the benches and make a couple of other adjustments that would take the cost down from $278,000.00 down to about $219,000.00, if you were to do all of those things. Those are marked here in yellow. That does not include the other two things called Alternate 1 and Alternate 2. If you just do those other things and do not do Alternate 1 and Alternate 2, it is down to $219,000.00. If you do Alternate 1, that takes out the remainder of the seating wall and you end up with no seating wall at all and you have more benches in there. If you do Alternate 2, it takes out the fountain. So, if you were to take out the remainder of the seating wall and the fountain, you could go down from $219,000.00 down to about $180,000.00. So, that is the reductions that they have come up with so far. Mr. McPhail asked, the $22,000.00 for construction documents has that been completed? Mr. Higbee said yes. That would be the cost to take this schematic and give you a construction document suitable for bidding. Mr. McPhail said even at the $180,000.00 I find it is more money than we need to spend on that project. However, I believe that if we had the construction documents, we might very well be able to do a couple of things. As we go down the road, we may use some Town labor and maybe get some local contractors to donate some labor and materials to do this. But I can’t fathom spending that much money on that one small section although I would like to see it done. Mr. Brandgard said I kind of echo that. I like the design and I would like to see it done but it still seems like an awful lot of money for that small space. At the very least I want to think about this before we go anywhere. The question that I was going to ask Mr. Castetter is have you seen this and is there anything that your people can do? Mr. Higbee said Mr. Castetter hasn’t seen this in detail. Mr. Castetter said I’m sure there are some things in there that we can take on but I would like to see the whole plan. Mr. Brandgard said the problem that I’m having trouble with is where is the cost of this? Mr. McPhail said I see the breakdown. Mr. Kirchoff said it’s still estimates. We met this week and talked about transportation priorities. I would certainly take $180,000.00 and get you more for it than this. Mr. Belcher said I still wonder if we have them take out the asphalt and different things, maybe it would save us money that we haven’t even thought about yet at this stage. Mr. Brandgard said you bring up a good point. be a good base for the brick pavers I would think.
The asphalt would
Mr. Ward said I know this would be very difficult to estimate but I don’t know how we could ever come up with a figure unless we get something going. I agree with you that the numbers are too high. Mr. Brandgard said probably the minimum we need to do is get the drawings.
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Mr. McPhail said the cost of the document doesn’t seem to be out of line but maybe it is. Mr. Young said considering everything that we have to do that is pretty reasonable. Mr. McPhail said that doesn’t sound bad but like Mr. Kirchoff said we have street repairs to make. If we really want to make this a showcase, we can’t spend it all on one fourth of a block or less is what we are talking about. I would like to see the design documents and go from there. Mr. Kirchoff asked, can he do these drawings if we are not sure what we want? Mr. Higbee said they need to do a schematic, which this essentially is a schematic here and then base their construction drawings from the schematic. I think they could probably take into account some of these kinds of factors of things that might not actually be constructed. They could even maybe look at some other options of things like use brick or don’t use brick, those kinds of things and how they develop that. They are going to have to be fairly detailed. Mr. McGillem said let me suggest something for your consideration. We just approved the concept of the early agreement to go forward with the streetscape. What we have been doing here is taking the plaza and trying to come up with a fixed design. When we get it into the streetscape, we will try to adjust the streetscape to fit it in and blend in with this plaza. Would it be worthwhile, as we are going forward with the streetscape, to let it expand and see if we come up with something different in the plaza area that fits in? It seems like we are going a little bit backwards. Mr. Brandgard said you bring up a good point. I have been after Mr. Brown for several years to try to create a plaza down here. We haven’t been able to get it done and now we are dealing with the streetscape out here and it is starting to get caught up in that, which is partially what drove the design, not the one that we had envisioned originally. You are right. Mr. Hammersley said we might be able to roll it into the TEA application and get the federal funds to build it, 80% matching funds. Mr. Kirchoff said I hate to spend $22,000.00 if we don’t know what we are going to build. Mr. Higbee said if you roll it into a TEA application that INDOT is involved with, it is going to slow things down. That is one of the points that I made in the last memo. You can look at this as something that we want to do next year out of private funds or you can attach it to everything else and it takes two years. Mr. Brandgard said I would like to get it done but on the other hand it has taken this long to get here. What is a little more time if we get it tied into the total package. Mr. McGillem said if we ask for the federal funds to participate in the construction of that plaza, yes it has to fall into line with the bidding. But if you come up with a segment of the streetscape design as part of the overall, which includes the plaza, and you want to do it 100% with your local funds, you don’t have to wait to go through the INDOT process to do it. You just do it with your own funding. Mr. Carlucci said we have already purchased Ron’s TV. We have an agreement with Clement. We still have two other properties down there yet to purchase so it is a matter of priorities. We also have a pedestrian bridge project to bring off the trail and the design to do. I agree with Mr. McGillem to the point that the design that they come up with is going to dictate what we put out there. It may change the whole thing. We may say we have to accomplish this for less. If we do this kind of design, this will better fit in with what we are trying to get at downtown. Mr. Young said I agree. This park may end up being a trailhead right down there on the creek, which would be more attractive and this
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may never get built. That would be better utilized and better used and more attractive and the whole thing. Mr. McPhail said I would like to table the construction agreement and the agreement for services. Mr. Higbee asked, so the first one you approved, the streetscape, but everything else is tabled? Mr. Brandgard said right. Mr. Ward requested permission to leave the meeting at this point and time. OLD BUSINESS None. NEW BUSINESS Mr. Kirchoff said I’m trying to do some planning around the holidays. I’m wondering if we have started to think about the end of the year calendar, appointments, swearing in, etc.? Mr. Brandgard said I had asked Mr. Carlucci to look into the end of the year. The swearing in usually occurs on New Years Day or right thereabouts when you are bringing new people onto the Council. And then you can either do that and go into a session to do the appointments or establish a time that you want to do it. Mr. Carlucci said we are still working on the calendar for 2004. We have been waiting on the Planning Department to make some decisions on their meetings. We put a master calendar together of the Town Council, BZA, Plan Commission, DRC and whatever else we have out there. We send it to the press once and then we know are meetings and schedules. ORDINANCES Mr. Carlucci said Ordinance No. 35-2003 is something that the auditors requested. We had already segregated those funds internally. That amount is the amount that we started with. It is a little bit less than that but it is basically the amount that we started with on that. We have already spent some of that money but we just don’t want to put the original amount in there that was the one time CAGIT expenditure. Mr. Kirchoff asked, is there any interest that accrues on that? Ms. Mitchell said there is. Mr. Kirchoff asked, should it go in here as well? Mr. Brandgard said this is going back to when we got that draw and creating it from there. Mr. Kirchoff asked, will interest be posted into there? Mr. Carlucci said typically a lot of times we will put a lot of that interest in the General Fund to help the General Fund. Is that what you are still doing? Ms. Mitchell said it gets in CAGIT. It is going to do what the General Fund would do anyway only it is just the capital projects. Mr. Carlucci asked, do you still have to apply the interest? Ms. Mitchell said you don’t have to do it if you don’t want to but we are. Mr. McPhail made a motion to approve Ordinance No. 35-2003 on its first reading. An ordinance for a CAGIT infrastructure fund. Second by Mr. Kirchoff. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent !12
4–ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to suspend the rules to allow for the second and third reading and adoption for Ordinance No. 35-2003. Second by Mr. Young. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to approve the second reading of Ordinance No. 35-2003. An ordinance for the CAGIT Infrastructure Fund. Second by Mr. Kirchoff. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to approve the third reading and adoption of Ordinance No. 35-2003. An ordinance for the CAGIT Infrastructure Fund. Second by Mr. Young. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent. Motion carried. Mr. Kirchoff made a motion to approve Ordinance No. 36-2003 on its first reading. An ordinance concerning parking, loading and unloading and operation of vehicles. Second by Mr. McPhail. Mr. Young said early on when we were aggressively seeking annexations, a number of the Council members at that time were approached by farmers. Local farmers that had been in the community for many generations and many years. They indicated that they wanted to see Plainfield develop but that on specific times of the year they were going to be loading grain and loading life stock and would be taking vehicles, which according to ordinances such as this, would be in violation as their property was being annexed into the community. I just want to make sure that with an adoption of 36-2003 we are not creating a burden for some of those people who have made Plainfield prosper. And made it grow even though once or twice a year they would be loading their agricultural commodities and be taking them to market on our streets. From what I read they would be exceeding load limits and they would be exceeding street limits. If we had an agricultural waiver for Town residents, I would be more comfortable. I felt at this time it was worth presenting because I know they talked to more Council members than I and they talked to Council members who served before the current Council did, as you recall. Mr. Daniel said we could set that up individually even though this ordinance allows these weight limits to be exceeded for pickups and deliveries within the Town. Obviously, you are going to have semis and things like that that are entitled to go to Marsh, etc. or to pick up grain and wheat, etc. That is okay. They are required to use the shortest distance that they can or stay on federal or state highways to stay as much as they can off our streets. But other than that I think that would cover that. Mr. Young said I read it several times and there was some vagueness and I would hate someone who has been doing this for generations to suddenly, because we passed an ordinance, they can’t legally get their commodities to market. I would hate for that to occur and they raised that question themselves because they are lawabiding citizens and don’t want to exceed the law.
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Mr. Kirchoff existing ordinance?
asked,
have
we
really
modified
that
from
the
Mr. Daniel said no. Mr. Kirchoff asked, what are the modifications from the present? Mr. Daniel said the modifications here primarily deal with the fining structure and also we made some technical changes in the ordinance. Otherwise the substance of the ordinance other than the fining substance is essentially the same. Mr. Young said it was because of were concerned with this ordinance. I and years ago, I think our Council at to market and if someone stops you, let
this that they came because they recalled, and it has been years that time was take your produce us know.
Chief Brinker said loading and unloading we have always interpreted that to mean that if you were making a delivery or making a pickup that you were entitled to be on that street and to make that particular stop. What we have done in the last year is enforcement zones on roadways that there is clearly no reason that the vehicle should be in that particular loading or unloading zone. That is where we try to do most of our enforcement. We have always tried to make sure, because of what Mr. Young is saying, to offer them the opportunity to show us the bill of lading to where they are traveling from and to. As long as that matches up, we avoid prosecution or they show up at a later date and we would have the ticket revoked. But in regards to this our main purpose that we had was to mark these streets. We were not trying to hide it. We gave them a copy of our enforcement to the trucking companies to let them know where we were going to hide and to keep them off those roadways. Those zones pretty much kept them from getting to our local streets to create problems with the roads that we will have damage from these trucks. We were also very conscious and careful to make sure they had that opportunity to make their deliveries without problems. Mr. Young said as long as we are faithful to those people who have been faithful to the community. Mr. McPhail said I think we are okay as I read it. Mr. Young said that is the only discussion. I appreciate the opportunity for the discussion because they brought serious concerns and at the time I asked have you ever been stopped? They said no but they were very much aware of this. Mr. McPhail said we have some constantly violating the ordinance. Mr. citizens.
Young
said
I’m
aware
of
commercial that
but
vehicles
those
Mr. Brandgard said we have a motion and a second. further discussion, we will have a roll call vote. Mr. Mr. Mr. Mr. Mr.
are
that not
are
local
If there is no
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail asked, is there an urgency to expedite this? Mr. Carlucci said it is a replacement ordinance. Really the only two things that are changing are the fines and there are some technical things in the law that changed since we first adopted it that came up recently in the Town Court. I would suggest that we move forward because the one business that we all know will not stop for the winter. They will be pouring all year long. Mr. McPhail made a motion to suspend the rules in order to allow for the second and third reading and adoption of Ordinance No. 36-2003. An ordinance concerning parking, loading and unloading and operation of vehicles. Second by Mr. Kirchoff. Roll call vote called.
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Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to approve the second reading of Ordinance No. 36-2003. An ordinance concerning parking, loading and unloading and operation of vehicles. Second by Mr. Young. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to approve the third reading and adoption of Ordinance No. 36-2003. An ordinance concerning parking, loading and unloading and operation of vehicles. Second by Mr. Kirchoff. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
ADJOURNMENT Mr. McPhail made a motion to sign the necessary documents and adjourn. Second by Mr. Kirchoff. Motion carried. Meeting adjourned.
________________________________ Robin G. Brandgard, President
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4.
5. 6.
Approval of the minutes of the Town Council meeting of November 10, 2003. Approval of the October 2003 monthly report for the Plainfield Town Court. Approval to disburse $1,500.00 from the Plainfield Fire Department Beneficent Fund for the department’s annual Christmas Party per Chief Byron Anderson’s report dated November 21, 2003. Approval of Change Order #1 with Calumet Paving Company in the amount of $10,749.66 for the final adjustment for quantities for extension of Reeves Road east of Perry Road per the Town Engineer’s Report dated November 21, 2003. Acceptance of Airtech Parkway’s water mains and sewer mains in the Airtech Business Park from Browning Investments per the Town Engineer’s Report dated November 21, 2003. Discontinue differential pay for Firefighter/Paramedic Jeff Dixon as of Monday, November 24, 2003 per the recommendation of Chief Byron Anderson and Town Manager Richard Carlucci.
Mr. McPhail made a motion to approve the Consent submitted. Second by Mr. Kirchoff. Motion carried.
Agenda
as
BID OPENINGS Mr. Brandgard said we will now go to the first bid opening. The first bid opening will be for the residential trash collection/curbside recycling. Mr. Daniel said I have proof of publication. Mr. Brandgard said the first bid is from Republic Waste Services, Indianapolis. form.
Mr. Daniel said the Republic Waste Services bid is in proper
Mr. Brandgard said I will read the bids for both curbside recycling and residential trash collection. For the residential trash collection the cost per unit per month for 2004 from Republic Services would be $7.45. For the year 2005 the cost per unit per month is $8.30. For curbside recycling for the calendar year 2004 the cost per unit per month is $2.67. For 2005 the cost per unit per month is $2.67. The second bid is submitted by Ray’s Trash Services, Inc., Clayton, Indiana. Mr. Daniel said the Ray’s Trash bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Ray’s Trash Service is for both residential and curbside recycling. For residential trash collection for the calendar year 2004 the cost per unit per month would be $5.54. For the calendar year 2005 the cost per unit per month is $5.54. For curbside recycling for the calendar year 2004 the cost per unit per month is $2.00. For the calendar year 2005 the cost per unit per month is $2.00. The third bid is from Bestway of Indiana of Indianapolis. Mr. Daniel said the Bestway bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Bestway of Indiana for residential trash collection and curbside !1
recycling for the calendar year 2004 the cost per unit per month is $8.25. For the calendar year 2005 the cost per unit per month is $8.25. For curbside recycling for the calendar year 2004 the cost per unit per month is $2.25. For the calendar year 2005 the cost per unit per month is $2.25. The fourth bid is from Waste Management, Indianapolis. Mr. Daniel said there is no financial statement or financial information provided on the Waste Management. back.
Lady from the audience said there is an annual report in the Mr. Daniel said the Waste Management bid is in proper form.
Mr. Brandgard said the total amount of the bid submitted by Waste Management for residential trash collection for the calendar year 2004 is $7.50 for the cost per unit per month. For calendar year 2005 the cost per unit per month is $7.50. For curbside recycling for the calendar year 2004 the cost per unit per month is $2.50. For the calendar year 2005 the cost per unit per month is $2.50. I would like to thank everybody who took the time to submit a bid for the residential trash collection and curbside recycling for calendar years 2004 and 2005. I would like to have a bid review committee made up of Council member Mr. McPhail, Town Manager Mr. Carlucci and Mr. Jason Castetter with Public Works to review the bids and come back at the next meeting with a bid recommendation. Next we have the bid openings for the police vehicles. have proof of publication?
Do we
Mr. Daniel said we do have. Mr. Brandgard said the first bid is from Westgate Chrysler. Mr. Daniel said the bid is in proper form. Mr. Brandgard $646,792.19.
said
the
total
amount
of
the
bid
submitted
is
Mr. McPhail asked, does it tell us what vehicle it is? Mr. Brandgard said I think a Dodge. Mr. Ward asked, how many cars are there? Mr. Daniel said 37 cars. Mr. Brandgard Plainfield.
said
the
second
bid
is
from
Andy
Mohr
Ford,
Mr. Daniel said the Andy Mohr Ford is in proper form. Mr. Brandgard said the total amount of the bid submitted by Andy Mohr Ford for Crown Victorias is $763,902.00. The third bid is from Andy Mohr Chevy, Plainfield. Mr. Daniel said the Andy Mohr Chevy bid is in proper form. Mr. Brandgard said the bid from Andy Mohr Chevy for Chevrolet Impalas is $698,779.95. The fourth bid is from Dan Young GM Center, Tipton, Indiana. Mr. Daniel said the Dan Young bid is in proper form. Mr. Brandgard said the bid submitted by Dan Young GM Center is for Chevrolet Impalas. The total amount of the bid is $679,752.90. The fifth bid is submitted by Erik’s Chevrolet, Inc., Kokomo, Indiana. Mr. Daniel said the Erik’s Chevrolet bid is in proper form. Mr. Brandgard said the total amount of the bid from Erik’s Chevrolet, Inc. for Chevrolet Impalas is not in total but for individual units. The bid submitted is for $19,050.00 each for marked and $18,775.00 each for unmarked. Those are all of the bids submitted for the police pursuit vehicles. I would like to thank everyone who submitted a bid and ask that a bid committee made up of Council member
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Dan Young, Police Chief Larry Brinker, Robert Haak and Jack Burlison review the bids and come back with a recommendation. The next bid opening is for the Moon Road sanitary sewer. have proof of publication?
Do we
Mr. Daniel said yes we do. Mr. Brandgard said the first bid is from Crider and Crider, Inc., Bloomington, Indiana. form.
Mr. Daniel said the Crider and Crider, Inc. bid is in proper
Mr. Brandgard said the amount of the bid from Crider and Crider, Inc., Bloomington, Indiana is in the amount of $218,150.00. The second bid is from Fleetwood Contracting. Mr. Daniel said the bids for this project requires a bond to be provided in the amount of five percent of the project. The bid bond that has been provided here is inconsistent. It states on the one hand $500.00 per day in words and then the complete bid amount and figures neither one of them is correct as far as what is required for the bid. So, it does not have a proper bid bond with it. It does not comply with the legal requirements. Mr. McPhail made a motion to reject the bid for failure of it meeting the requirements of the bid bond. Second by Ward. Motion carried. Mr. Brandgard said the third bid is from Atlas Excavating, Inc. Mr. Daniel said the Atlas Excavating bid meets the requirements. Mr. Brandgard said the total amount of the bid submitted by Atlas Excavating is $196,996.00. The fourth bid is from Eagle Valley, Inc., Indianapolis. Mr. Daniel said the Eagle Valley bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Eagle Valley, Inc. is $194,653.00. The fifth bid is submitted by Dave O’Mara Contractor, Inc., North Vernon, Indiana. form.
Mr. Daniel said the Dave O’Mara Contractor, Inc. bid is in proper
Mr. Brandgard said the total amount of the bid submitted by Dave O’Mara Contractor, Inc. is $223,653.70. The sixth bid is submitted by Moffitt Re-Hab Services, Inc., Hawesville, KY. form.
Mr. Daniel said the Moffitt Re-Hab Services bid is in proper
Mr. Brandgard said the total amount of Moffitt Re-Hab Services, Inc. is $271,200.00. submitted by Tramco, Inc., Indianapolis, IN.
the bid submitted by The seventh bid is
Mr. Daniel said the Tramco bid on form 96 on the financial information part of it on the tail end of it has two places for signatures. The second signature has been notarized and is there as it should be but they have missed the other signature. If the Council would like to accept the bid subject to the signing of the second portion of that form, it is in proper form. Mr. Brandgard asked, is there consent? Consent given. The total amount of the bid submitted by Tramco, Inc. is $190,869.00. The eighth bid is submitted by Sweeney Construction Corporation, Indianapolis. Mr. Daniel said the Sweeney Construction bid is in proper form. Mr. Brandgard said the total amount of the bid submitted by Sweeney Corporation is in the amount of $212,692.00. The ninth bid is submitted by Gradex, Inc., Indianapolis, IN. Mr. Daniel said the Gradex bid is in proper form.
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Mr. Brandgard said the total amount of the bid submitted by Gradex, Inc. is $242,483.00. I would like to thank everybody who turned in a bid. The engineer’s estimate was $149,830.00. I would like to ask for a bid review committee made up of Mr. Dave Lahey from Butler Fairman, Mr. Jason Castetter, Mr. Belcher and Mr. McPhail to review the bids and come back with a recommendation. BUSINESS FROM THE FLOOR Ms. Trudy Tharp, President of the Plainfield Chamber of Commerce said thank you for the opportunity to come and talk with you this evening. I am Trudy Tharp, the newly elected President of the Plainfield Chamber of Commerce. What I would like to do first of all is to thank you for the space that the Town provided us next to the Town Hall, in between here and the fire department. We greatly appreciate the space and we also appreciate the close proximity to the Town so that we can continue our communication and collaboration between the two groups. As most of you are aware, in early 2002 we found ourselves in some drier straights. Since that time we have come a long way. We hired an executive assistant in the spring of that year and hired an executive director in the fall of 2002. Our membership has grown this last 12 months by 33 new members and our executive director has called on 240 members and potential members this past year. We implemented the gift certificate program and checks can be received or purchased from the chamber keeping the shopping and the dollars in the Plainfield community and to promote our chamber members and their businesses. We awarded two scholarships to two Plainfield High School seniors. We continue to be responsible for the Christmas decoration program and that will be expanded this year. I would have to say that I have a greater appreciation of the Christmas decorations having rebulbed many of those a few weeks ago. There are some very nice new decorations coming for the downtown area, which I think everyone will be pleased with. We participate in the 4th of July celebration at Hummel Park and participate in grand openings, ribbon cutting ceremonies, groundbreaking events, open houses, etc. We have between 30 and 40 people to come to each of our general membership meetings on the fourth Thursday of each month. We had over 150 people at our annual dinner in October so as you can tell, we have come a long way and I believe our membership is increasing because they realize that we are on an upward swing. A lot of that we owe to the Town and their cooperation in collaboration with us. As you know, also our executive director spends a great deal of time in economic development. We have seen a lot of new businesses and new industries coming into the community. J. C. Penney, of course, opened their doors last Sunday. I was there. They had a ribbon cutting ceremony on Wednesday morning and I was there and I also shopped at the same time so it was very nice for me and many others. The First National Bank of Cloverdale is constructing a building downtown. Plainfield Galyan’s corporate office is under construction and Lilly’s distribution center just to mention a few. Other than our dues we have two major fund raising events each year. Our auction usually occurs in February or March and then we have an annual golf tournament, which occurs in May. Between these two fundraisers we collect some money and our goal is to one day be a selfsustaining organization, however, we are not there yet. I come to you tonight on behalf of the chamber members to ask the Town Council if they would consider a financial contribution to the chamber for 2004 in the same amount that you have been so kind to approve in the past. It is our goal and mission to continue to work with the Town Council in accomplishing their goals and objectives and to promote the community and our chamber members. Thank you for the consideration of our request. Mr. Brandgard said thank you for coming in this evening and we will give your request the best look that we can. Is there any other business from the floor this evening? Ms. Susan Webb said I’m here on behalf of the Willow Pointe Homeowners Association. In 2001 we had approval to install streetlights at Willow Pointe that is located on Vestal Road. We had approval from the Plan Commission and I was told that we need to get permission from the Council to have our reimbursement. So, we have accumulated the electrical bills of $4,483.00. I’m just asking your
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permission for us to get the reimbursement and then start some type of procedure for our reimbursement on a yearly basis or a monthly basis. Mr. Carlucci said normally we have the developer buy down the cost so it equals what a 100-watt high-pressure sodium lamp would be. That is not what happened. There is not a developer there anymore that can just buy that down because there are a lot of homeowners there. And they would have to come up with that, which pretty much wipes up the balance. They are with Hendricks Power so I agree that if you give them permission, we will work it out where we will do this twice a year where they send us their bills and we will reimburse them for what will equal a 100-watt high-pressure sodium lamp. The other problem, and this doesn’t have to do with Ms. Webb, is that Cinergy basically is no longer allowing those write-downs. This came up with Chuck Mead’s project. They have limited what they will do so now that really creates a problem because Mr. Mead has lights out there that basically are private lights with no one to maintain them. If someone knocks a light down at Willow Pointe, Hendricks Power will come out and fix it but they won’t do that anymore for the Town lights that he has out there. So, they really cut back. This is going to be a really big problem. We could go back to the wood poles. Mr. Kirchoff asked, are we suggesting that we do that at Willow Pointe? Mr. Carlucci said no but this came up unbeknownst to me when I talked to Carrie Vestal. I was surprised that they were not willing to do that anymore. I think the problem that they were getting into was there were multiple different styles of lamps and lights and storing materials. Mr. Kirchoff asked, are you 100% sure of that? Mr. Carlucci said I have checked and talked to them about this. Mr. Kirchoff said in Crystal Bay there was another light requested so I went to Cindy Layman who does the street lighting and she gave me a buy down type deal. It is different but it is still the same result. Mr. Carlucci said it may be because it was already existing. Mr. Kirchoff said it is a new light. Mr. Carlucci said but your subdivision is existing as opposed to a brand new area. Mr. Brandgard said it would be worth you checking Mr. Kirchoff if you would. Mr. Carlucci said I would like to be wrong on that and I hope that I am but that is my understanding. Mr. Kirchoff said I will be happy to do that. Mr. McPhail made a motion to approve the reimbursement at the rate of whatever we are paying Hendricks Power for standard lights from the date that they were installed to the Willow Pointe Homeowners Association. Second by Mr. Kirchoff. Mr. Kirchoff said I would assume that going establish some kind of program with Willow Pointe.
forward
we
will
Mr. McPhail said at least semi-annually. We tried to get a split billing from Hendricks Power and they won’t do it. Ms. Mitchell asked, what will this be paid out of? Mr. Carlucci said the General Fund. Mr. Brandgard said we have a motion and a second to reimburse the homeowners association at Willow Pointe for their street lighting at the normal rate that we would pay for the wood pole with the cobra head light on it. And that we will set up some kind of semi-annual payback on this. If there is no further discussion, all those in favor signify by aye. None opposed motion carried.
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While we are here where are we on street lighting at Saratoga Boulevard? It has been years since we approved that. Mr. Carlucci said I probably need to bring that back to the Council just to make sure that the lights that we have selected are the ones that you want out there. One of the issues had to do with whether we go with a metal halide, which are what they have in the neighborhood. Or a high-pressure sodium, which gives you better lighting on that boulevard. It will still be a fancy light but you have to make a decision on what lumens you want out there on that parkway. My preference is that you have high-pressure sodium and get the kind of coverage you need out there. Metal halide will match up with what is out there. The developer may have a different opinion of that but you get a better dollar value for those lumens. I will bring that back to the Council at the next meeting and let you look at it one more time. Mr. Young said my recollection on this issue is that there was one established by the church. We went out and took a look at it. We all approved the high-pressure sodium at the time and then nothing happened. Mr. Brandgard said we were having difficulty getting utilities out there to do anything. I think it kind of slipped.
the
Mr. McPhail said I think there is one lamp all the way through there and it is not very bright. Mr. Brandgard asked, is there anyone else from the floor? Ms. Nancy Ahrbecker said I’m president of Tuesdays with Friends. We have been in the area trying to provide programming for mature adults in Plainfield and the surrounding area. We have been in operation for probably a year and a half now and I think we have over 50 members in our membership. On Tuesday mornings we probably have about 20 that meet for exercise at the Methodist Church. On the fourth Thursday of the month we have Thursdays with authors at the Plainfield Public Library in cooperation with them. We have a lot of nice people working with us. And since I didn’t win the Powerball and I didn’t get to buy that nice Stafford Center facility down there what I would like to do is have our group be able to incorporate into the new center and have some ongoing programming in coordination with the recreation center. I have some things in black and white for you to look at. Mr. Carlucci said we are going to have a limited ability to do a lot of programming in 2004 because we will be busy trying to get the place ready and opened. I’m all for what Ms. Ahrbecker is wanting to do and she needs to sit down and work with Mr. Prince and see how we can do this. TOWN MANAGER’S REPORT Mr. Carlucci said I have the Council President’s permission to go to another part of the agenda first. I would like to read this to the Town Council and those that are present. This is a proclamation: Whereas, Robert M. Ward has served as a member of the Plainfield Town Council for 24 years; and Whereas, during Councilor Ward’s tenure at the Town Council he has served as Council liaison to the Plainfield Park’s Department; and Whereas, through Councilor Ward’s leadership the Plainfield Park’s system is recognized as one of the best community parks system in the State of Indiana; and Whereas, during his 24 years on the Council new park development has included the Anderson Park; Plainfield Skate Park; Newby Lane Park; White Lick Creek Park; Friendship Garden’s Park; the Plainfield Community Recreation and Aquatic Center; the THINE Interurban building and the development of an extensive greenway system; and Whereas, the Indiana Association of Citizens and Towns has recognized the Plainfield Parks with a Larry A. Conrad Civic Service Award for Friendship Garden’s Park. And the Mid America Trails and Greenways Association recognized Plainfield for an outstanding greenway system. In addition the U.S. Department of Interior has recognized the THINE depot building and Warren Truss Iron Bridge located in Friendship !6
Garden’s Park with an inclusion on the National Register of Historic Places; Now, Therefore, be it resolved that the members of the Town Council, Plainfield, Indiana in recognition of Robert M. Ward’s 24 years on the Plainfield Town Council and visionary leadership and commitment to the Plainfield Park’s Department and citizens of Plainfield do hereby in perpetuity proposed the neighborhood park between East and Ellis Streets and south of North Street as the Robert M. Ward Park. Passed and Adopted, by the undersigned Town Council of the Town of Plainfield, Indiana on this 24th day November 2003. I would like to pass this to the Town Council for consideration. Mr. Kirchoff made a motion to accept the above proclamation. Second by Mr. McPhail. Motion carried. Mr. Ward said thank you. That is really an honor. The 24 years on this board has been something to behold. Mr. Brandgard and I came on the board together and we have seen monumental changes since 1980. Thank you very much. It is a wonderful family that I have. They have been behind me all of the way. My wife says that I have spent almost half of my married life on this board. She is ready for me to come home I think. Thank you. Mr. Brandgard said Mrs. Ward I have to give you a lot of credit for being able to pull everybody together without Mr. Ward knowing it. Mrs. Ward said we all appreciate what you have done for him. It is great. We have people here from Noblesville and Speedway and one granddaughter just has been back from Seattle not too long ago. Mr. Brandgard said it certainly has been a pleasure serving with Mr. Ward. As Mr. Ward said, in 24 years we have seen a lot of changes and I have a feeling that it is just the beginning the way things are going. Thank you. After a five-minute break for photographs the meeting was now back in session. Mr. Carlucci said I sent a report to the Council on Hobbs Hill. If you recall, back at the meeting on October 27 we had a resident indicate that the lots were for sale over on the hill. And that he thought the Town might be interested in trying to observe that as a sledding hill. The Council asked the Staff to take a look at that. After discussions I talked with the school superintendent and assistant briefly a couple of times with Beth Groninger who through all of this has been very nice about waiting for us to make a decision. I also included and attached to the memo a plat, which is off the County web site and an aerial. One thing that I did not include in my report was if you look at this small piece next to Tom Hobbs, there is a little section there. It is about 60 foot wide. It is my understanding that a lot of the kids use not only that piece but they are basically across the property where Beth Groninger lived and go down the hill. If the Council was going to do this, the thing would be to acquire the two larger lots, the small lot and then buy a piece off the other lot because they are going to be on there anyway. That is owned by Mr. Bill Cherry is my understanding. After looking at this and talking to the school and talking to Beth Groninger and talking to Mr. Prince there were a couple of things that weighed in our discussions. Mr. Prince and I don’t believe that we should move forward with the purchase of that property. Part of it is in terms of our recreation activities you have a limited number of days, mostly weekends, mostly when they are off school in the winter that the hill can be used. The rest of the year you are going to be mowing it. It is going to be a constant problem. It has a 30-foot drop and a 30-percent slope so it would not be easy to mow to begin with. So, you have a limited number of activities. The other thing that weighed on us is the east hill at the high school is a sledding hill. It is connected to the school property. A lot of kids also go over there. Hummel Park, which just adopted their new comprehensive park plan also show different locations for sledding hills in the future on the property that they just purchased. There is a parking lot there. That would be an expense. The parking lot is not in that great of a shape. It would have to be repaired and replaced, which is an additional cost. Other concerns are liability issues, cost of acquisition, the availability of other !7
locations for this type of activity and restricting sledding from getting on contiguous private property. So, there were several issues. Another issue is that we have other parks that we still need to make improvements on, which is White Lick Creek Park, Newby Lane Park and now the Robert M. Ward Park. Therefore, my recommendation is that based on the above I would not recommend purchasing the Hobbs Hill property. Even if we bought the property and gave it to the schools, they still don’t see the need for the property because it serves them no purpose. It doesn’t gain them anything. It is not usable property for them in any way. Quite honestly they are tight for money like a lot of school districts are. Given all of that we tried to be fair and realized this has been a place where traditional kids have done sledding. But we think there are other opportunities at the east hill at the high school and future opportunities at Hummel Park that would serve the same purpose. So, that is our recommendation. Mr. Brandgard said Mr. Carlucci had discussed week and I’m in agreement with him. I think due to have a limited time that it can be used for sledding is a liability on whoever has it to take care of it. other places to sled today and more being developed not something that we need to add to the park system. Mr. Ward said I agree with that. have used it two days to sled.
this with me last the fact that you and after that it I think there are so I think it is
The winter before last we may
Mr. Kirchoff said my only comment would be that Mr. Haase asked to get back with him so that he could get back with the citizen who contacted him so I assume that we will do that. Mr. Carlucci said I would be glad to do that. Mr. Brandgard asked, is there consent to accept Mr. Carlucci’s recommendation not to purchase the Hobbs Hill property? Consent given. Mr. Carlucci said the only other item that I have is a letter that you have in your binders and a legal description for approximately five acres of land that the Center Community Church would like the Town to annex. The church is currently inside the Town limits. They would like to have that additional property and have it brought into the Town of Plainfield. I would need your consent to move forward on that. Mr. Brandgard asked, is there consent to move forward? given.
Consent
Mr. McPhail asked, is this the property north of the church? Mr. Carlucci said yes. Mr. McPhail asked, but the church is already in the Town limits? Mr. Carlucci said yes. REPORTS Mr. Young said on November 17 the Board of Police Commissioners met. One of the items that had been presented before the Council approximately a year ago was about creating an arson investigation activity, a cooperation between the fire and police. That moved forward to the police commissioners. It is not in a presentable form. It would possibly be ready sometime I would predict mid 2004 but there were very productive discussions discussing all of the issues involving arson investigations. They want to get it in a more professional forum with a lot of the detail work before it came before the Council for approval. The other item is that since Chief Brinker has assumed his current position he has been reorganizing his department for a more balanced professional management of the department. There is some work underway for a community support services division. It would be like the detective division. That was presented and discussed as to how that would occur. It will probably go into effect in 2004 as well. This is just an update, as in the past, as to what is coming down the pipeline. Mr. Higbee said I put in your packet a goldenrod sheet with a couple of decisions that I need your help on. They were relating to things that I brought up at the last meeting. The first thing is the !8
streetscape project. I had provided a copy of the proposed agreement for services to Mr. Daniel at the last meeting. You gave consent for Mr. Daniel to go ahead and review that contract. I had pointed out at that time that this was for the preliminary design services. It does not take us all the way through construction documents because it is too early for them to come up with costs and estimates for that. But for the preliminary phase of design they gave you two numbers. There is a $70,000.00 number in there for the streetscape. That is the whole five-mile stretch from Raceway Road to Saratoga Boulevard. And then also a $23,000.00 number for a facade study for the Town Center area here. If that passed mustard with Mr. Daniel or if we need to make changes and have your consent be contingent on those, I would like to seek approval of that contract tonight. Mr. Daniel said I have reviewed the contract and I don’t have any problems with it. Mr. Higbee said also Alan Hammersley with Butler Fairman is here. Mr. McPhail said I certainly think it is important that we move forward with the design stage and the façade study because we have some property owners that are ready to start looking at some things and making changes. We need to have a good basic design if anybody wants to start making some changes along this whole five-mile stretch particularly in the downtown area but even throughout. As people are making investments, we want to be able to guide them in the right direction and not have somebody do something and then a year from now say that doesn’t fit into our plans. I really think that it is important that we move forward with this. Mr. Carlucci said the $70,000.00 would be applied toward our 20% match for the $500,000.00 transportation grant that we received. But I want to make clear that the $23,000.00 will not because that was not part of the original request that we made. But that doesn’t mean that we shouldn’t go forward. I just wanted to make sure you were clear on it. We may try to include that and see what they say but I just wanted to make sure you knew that may not go toward our 20% match. I think we have the basis with the Town Center plan. It may be a little bit of a stretch. We were even going to try to include the cost of the Town Center plan toward our match also. We are going to try to put all of that in there and they will either say yes or no. We will try to put all of that in there and see what they will bite on. Mr. Higbee said we had some good luck in some recent discussions about the facades per se but talking about what could be in the scope of the TEA grant. INDOT indicated that we could look at some of the parking lot work as being in that scope since taking parking off U.S. 40 was part of the whole thing. There is apparently some flexibility in what can be in there so we have to make some decisions. Mr. Carlucci said actually we were thinking about applying for an additional TEA grant under the new one that is coming up for the parking behind the buildings. Is that what you had in mind Mr. Hammersley and Mr. Belcher? Mr. Belcher said yes. If we can connect it to taking the parking lot to U.S. 40, that gives us some leverage to help get a better grant. We should do everything that we can because it is part of our downtown plan. Mr. Kirchoff said I think it sends a positive signal to the Oversight Steering Committee that we spent all of this money on the plan and now we are going to back it up and get on with it, which I think is important to do. Mr. McPhail made a motion to approve the agreement with Professional Services between the Town of Plainfield and Butler Fairman and Seufert Engineering Services required in connection with the development of a master plan of the streetscape for Main Street, the Old National Road. And the design for the construction of Phase 1 of the streetscape in Plainfield, Indiana as further described in Exhibit “A”. Second by Mr. Kirchoff. Motion carried. Mr. Higbee said the next item is you might recall the Town Center Plaza design that I have shown you in the past, and this is what I referred to as Option “C”. There were three designs originally. This is the option that you preferred and everybody else that I showed preferred. At the last meeting I brought you an estimated cost for !9
this Option “C” to be constructed of $278,000.00, which was indicated to me that number was high. It was indeed higher than what was originally anticipated in the Town Center Plan as well. So, I asked Rundell Ernstberger, who is working with Butler Fairman on this project, to really clearly itemize some ways that we could reduce the cost of this project and come up with as many options as they could for you to consider. They gave you this drawing, which points to several areas within the plaza where some items could either be removed or alternate materials could be used. One of the items that they did not want to take away was the brick base. They felt the quality look that you get with the brick isn’t something that they wanted to recommend that you remove at all. And the cost savings was not going to be that substantial if they had taken out the brick. What they did take out is they kind of did it in three parts. They suggested that you take out some of that seating wall and some of the piers and some of the benches and make a couple of other adjustments that would take the cost down from $278,000.00 down to about $219,000.00, if you were to do all of those things. Those are marked here in yellow. That does not include the other two things called Alternate 1 and Alternate 2. If you just do those other things and do not do Alternate 1 and Alternate 2, it is down to $219,000.00. If you do Alternate 1, that takes out the remainder of the seating wall and you end up with no seating wall at all and you have more benches in there. If you do Alternate 2, it takes out the fountain. So, if you were to take out the remainder of the seating wall and the fountain, you could go down from $219,000.00 down to about $180,000.00. So, that is the reductions that they have come up with so far. Mr. McPhail asked, the $22,000.00 for construction documents has that been completed? Mr. Higbee said yes. That would be the cost to take this schematic and give you a construction document suitable for bidding. Mr. McPhail said even at the $180,000.00 I find it is more money than we need to spend on that project. However, I believe that if we had the construction documents, we might very well be able to do a couple of things. As we go down the road, we may use some Town labor and maybe get some local contractors to donate some labor and materials to do this. But I can’t fathom spending that much money on that one small section although I would like to see it done. Mr. Brandgard said I kind of echo that. I like the design and I would like to see it done but it still seems like an awful lot of money for that small space. At the very least I want to think about this before we go anywhere. The question that I was going to ask Mr. Castetter is have you seen this and is there anything that your people can do? Mr. Higbee said Mr. Castetter hasn’t seen this in detail. Mr. Castetter said I’m sure there are some things in there that we can take on but I would like to see the whole plan. Mr. Brandgard said the problem that I’m having trouble with is where is the cost of this? Mr. McPhail said I see the breakdown. Mr. Kirchoff said it’s still estimates. We met this week and talked about transportation priorities. I would certainly take $180,000.00 and get you more for it than this. Mr. Belcher said I still wonder if we have them take out the asphalt and different things, maybe it would save us money that we haven’t even thought about yet at this stage. Mr. Brandgard said you bring up a good point. be a good base for the brick pavers I would think.
The asphalt would
Mr. Ward said I know this would be very difficult to estimate but I don’t know how we could ever come up with a figure unless we get something going. I agree with you that the numbers are too high. Mr. Brandgard said probably the minimum we need to do is get the drawings.
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Mr. McPhail said the cost of the document doesn’t seem to be out of line but maybe it is. Mr. Young said considering everything that we have to do that is pretty reasonable. Mr. McPhail said that doesn’t sound bad but like Mr. Kirchoff said we have street repairs to make. If we really want to make this a showcase, we can’t spend it all on one fourth of a block or less is what we are talking about. I would like to see the design documents and go from there. Mr. Kirchoff asked, can he do these drawings if we are not sure what we want? Mr. Higbee said they need to do a schematic, which this essentially is a schematic here and then base their construction drawings from the schematic. I think they could probably take into account some of these kinds of factors of things that might not actually be constructed. They could even maybe look at some other options of things like use brick or don’t use brick, those kinds of things and how they develop that. They are going to have to be fairly detailed. Mr. McGillem said let me suggest something for your consideration. We just approved the concept of the early agreement to go forward with the streetscape. What we have been doing here is taking the plaza and trying to come up with a fixed design. When we get it into the streetscape, we will try to adjust the streetscape to fit it in and blend in with this plaza. Would it be worthwhile, as we are going forward with the streetscape, to let it expand and see if we come up with something different in the plaza area that fits in? It seems like we are going a little bit backwards. Mr. Brandgard said you bring up a good point. I have been after Mr. Brown for several years to try to create a plaza down here. We haven’t been able to get it done and now we are dealing with the streetscape out here and it is starting to get caught up in that, which is partially what drove the design, not the one that we had envisioned originally. You are right. Mr. Hammersley said we might be able to roll it into the TEA application and get the federal funds to build it, 80% matching funds. Mr. Kirchoff said I hate to spend $22,000.00 if we don’t know what we are going to build. Mr. Higbee said if you roll it into a TEA application that INDOT is involved with, it is going to slow things down. That is one of the points that I made in the last memo. You can look at this as something that we want to do next year out of private funds or you can attach it to everything else and it takes two years. Mr. Brandgard said I would like to get it done but on the other hand it has taken this long to get here. What is a little more time if we get it tied into the total package. Mr. McGillem said if we ask for the federal funds to participate in the construction of that plaza, yes it has to fall into line with the bidding. But if you come up with a segment of the streetscape design as part of the overall, which includes the plaza, and you want to do it 100% with your local funds, you don’t have to wait to go through the INDOT process to do it. You just do it with your own funding. Mr. Carlucci said we have already purchased Ron’s TV. We have an agreement with Clement. We still have two other properties down there yet to purchase so it is a matter of priorities. We also have a pedestrian bridge project to bring off the trail and the design to do. I agree with Mr. McGillem to the point that the design that they come up with is going to dictate what we put out there. It may change the whole thing. We may say we have to accomplish this for less. If we do this kind of design, this will better fit in with what we are trying to get at downtown. Mr. Young said I agree. This park may end up being a trailhead right down there on the creek, which would be more attractive and this
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may never get built. That would be better utilized and better used and more attractive and the whole thing. Mr. McPhail said I would like to table the construction agreement and the agreement for services. Mr. Higbee asked, so the first one you approved, the streetscape, but everything else is tabled? Mr. Brandgard said right. Mr. Ward requested permission to leave the meeting at this point and time. OLD BUSINESS None. NEW BUSINESS Mr. Kirchoff said I’m trying to do some planning around the holidays. I’m wondering if we have started to think about the end of the year calendar, appointments, swearing in, etc.? Mr. Brandgard said I had asked Mr. Carlucci to look into the end of the year. The swearing in usually occurs on New Years Day or right thereabouts when you are bringing new people onto the Council. And then you can either do that and go into a session to do the appointments or establish a time that you want to do it. Mr. Carlucci said we are still working on the calendar for 2004. We have been waiting on the Planning Department to make some decisions on their meetings. We put a master calendar together of the Town Council, BZA, Plan Commission, DRC and whatever else we have out there. We send it to the press once and then we know are meetings and schedules. ORDINANCES Mr. Carlucci said Ordinance No. 35-2003 is something that the auditors requested. We had already segregated those funds internally. That amount is the amount that we started with. It is a little bit less than that but it is basically the amount that we started with on that. We have already spent some of that money but we just don’t want to put the original amount in there that was the one time CAGIT expenditure. Mr. Kirchoff asked, is there any interest that accrues on that? Ms. Mitchell said there is. Mr. Kirchoff asked, should it go in here as well? Mr. Brandgard said this is going back to when we got that draw and creating it from there. Mr. Kirchoff asked, will interest be posted into there? Mr. Carlucci said typically a lot of times we will put a lot of that interest in the General Fund to help the General Fund. Is that what you are still doing? Ms. Mitchell said it gets in CAGIT. It is going to do what the General Fund would do anyway only it is just the capital projects. Mr. Carlucci asked, do you still have to apply the interest? Ms. Mitchell said you don’t have to do it if you don’t want to but we are. Mr. McPhail made a motion to approve Ordinance No. 35-2003 on its first reading. An ordinance for a CAGIT infrastructure fund. Second by Mr. Kirchoff. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent !12
4–ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to suspend the rules to allow for the second and third reading and adoption for Ordinance No. 35-2003. Second by Mr. Young. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to approve the second reading of Ordinance No. 35-2003. An ordinance for the CAGIT Infrastructure Fund. Second by Mr. Kirchoff. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to approve the third reading and adoption of Ordinance No. 35-2003. An ordinance for the CAGIT Infrastructure Fund. Second by Mr. Young. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent. Motion carried. Mr. Kirchoff made a motion to approve Ordinance No. 36-2003 on its first reading. An ordinance concerning parking, loading and unloading and operation of vehicles. Second by Mr. McPhail. Mr. Young said early on when we were aggressively seeking annexations, a number of the Council members at that time were approached by farmers. Local farmers that had been in the community for many generations and many years. They indicated that they wanted to see Plainfield develop but that on specific times of the year they were going to be loading grain and loading life stock and would be taking vehicles, which according to ordinances such as this, would be in violation as their property was being annexed into the community. I just want to make sure that with an adoption of 36-2003 we are not creating a burden for some of those people who have made Plainfield prosper. And made it grow even though once or twice a year they would be loading their agricultural commodities and be taking them to market on our streets. From what I read they would be exceeding load limits and they would be exceeding street limits. If we had an agricultural waiver for Town residents, I would be more comfortable. I felt at this time it was worth presenting because I know they talked to more Council members than I and they talked to Council members who served before the current Council did, as you recall. Mr. Daniel said we could set that up individually even though this ordinance allows these weight limits to be exceeded for pickups and deliveries within the Town. Obviously, you are going to have semis and things like that that are entitled to go to Marsh, etc. or to pick up grain and wheat, etc. That is okay. They are required to use the shortest distance that they can or stay on federal or state highways to stay as much as they can off our streets. But other than that I think that would cover that. Mr. Young said I read it several times and there was some vagueness and I would hate someone who has been doing this for generations to suddenly, because we passed an ordinance, they can’t legally get their commodities to market. I would hate for that to occur and they raised that question themselves because they are lawabiding citizens and don’t want to exceed the law.
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Mr. Kirchoff existing ordinance?
asked,
have
we
really
modified
that
from
the
Mr. Daniel said no. Mr. Kirchoff asked, what are the modifications from the present? Mr. Daniel said the modifications here primarily deal with the fining structure and also we made some technical changes in the ordinance. Otherwise the substance of the ordinance other than the fining substance is essentially the same. Mr. Young said it was because of were concerned with this ordinance. I and years ago, I think our Council at to market and if someone stops you, let
this that they came because they recalled, and it has been years that time was take your produce us know.
Chief Brinker said loading and unloading we have always interpreted that to mean that if you were making a delivery or making a pickup that you were entitled to be on that street and to make that particular stop. What we have done in the last year is enforcement zones on roadways that there is clearly no reason that the vehicle should be in that particular loading or unloading zone. That is where we try to do most of our enforcement. We have always tried to make sure, because of what Mr. Young is saying, to offer them the opportunity to show us the bill of lading to where they are traveling from and to. As long as that matches up, we avoid prosecution or they show up at a later date and we would have the ticket revoked. But in regards to this our main purpose that we had was to mark these streets. We were not trying to hide it. We gave them a copy of our enforcement to the trucking companies to let them know where we were going to hide and to keep them off those roadways. Those zones pretty much kept them from getting to our local streets to create problems with the roads that we will have damage from these trucks. We were also very conscious and careful to make sure they had that opportunity to make their deliveries without problems. Mr. Young said as long as we are faithful to those people who have been faithful to the community. Mr. McPhail said I think we are okay as I read it. Mr. Young said that is the only discussion. I appreciate the opportunity for the discussion because they brought serious concerns and at the time I asked have you ever been stopped? They said no but they were very much aware of this. Mr. McPhail said we have some constantly violating the ordinance. Mr. citizens.
Young
said
I’m
aware
of
commercial that
but
vehicles
those
Mr. Brandgard said we have a motion and a second. further discussion, we will have a roll call vote. Mr. Mr. Mr. Mr. Mr.
are
that not
are
local
If there is no
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail asked, is there an urgency to expedite this? Mr. Carlucci said it is a replacement ordinance. Really the only two things that are changing are the fines and there are some technical things in the law that changed since we first adopted it that came up recently in the Town Court. I would suggest that we move forward because the one business that we all know will not stop for the winter. They will be pouring all year long. Mr. McPhail made a motion to suspend the rules in order to allow for the second and third reading and adoption of Ordinance No. 36-2003. An ordinance concerning parking, loading and unloading and operation of vehicles. Second by Mr. Kirchoff. Roll call vote called.
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Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to approve the second reading of Ordinance No. 36-2003. An ordinance concerning parking, loading and unloading and operation of vehicles. Second by Mr. Young. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
Mr. McPhail made a motion to approve the third reading and adoption of Ordinance No. 36-2003. An ordinance concerning parking, loading and unloading and operation of vehicles. Second by Mr. Kirchoff. Roll call vote called. Mr. Mr. Mr. Mr. Mr.
McPhail – yes Kirchoff – yes Young – yes Brandgard – yes Ward – absent
4-ayes, 0-opposed, 1-absent.
Motion carried.
ADJOURNMENT Mr. McPhail made a motion to sign the necessary documents and adjourn. Second by Mr. Kirchoff. Motion carried. Meeting adjourned.
________________________________ Robin G. Brandgard, President
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