TOWN OF PLAINFIELD TOWN COUNCIL July 13, 2009 The Plainfield Town Council met on Monday, July 13, 2009. In attendance were Mr. Kirchoff, Mr. Brandgard, Mr. Gaddie, Ms. Whicker and Mr. McPhail. PLEDGE OF ALLEGIANCE CONSENT AGENDA 1. 2.
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Approval of the minutes of the regularly scheduled Town Council meeting of Monday, June 22, 2009. Third reading and adoption of Ordinance No. 21-2009: Deadly Weapons Prohibited at the Plainfield Municipal Building, Plainfield Police Headquarters Building and the Plainfield Recreation Center. Approval of the Parks and Recreation Director’s and Town Engineer’s Reports dated July 10, 2009, IT Director’s Report dated July 11, 2009 and the Human Resources Director’s Report dated July 13, 2009. Approval of the June 2009 monthly reports for the Department of Public Works and the Plainfield Police Department. Approval of a contract with MacDougal Pierce Construction for the Plainfield Fire Territory Station #123 and authorizing Council President Brandgard to sign the agreement on behalf of the Town of Plainfield. Approval to sign the 1511 Certification letter related to receipt of ARRA funding for the U.S. 40 Streetscape Project and authorizing the Town Council President to sign the letter on behalf of the Council per the Town Engineer’s Report dated July 10, 2009. Approval of the Project Coordination Agreement between the Town and the Indiana Department of Transportation related to receipt of the ARRA funding for the U.S. 40 Streetscape Project and authorizing the Town Council President to sign on behalf of the Council per the Town Engineer’s Report dated July 10, 2009. Approval of a LPA Consulting Contract between the Town and Butler, Fairman and Seufert providing for construction inspection and project management services related to receipt of ARRA funding for the U.S. 40 Streetscape Project in an amount not to exceed $845,750.00 subject to receipt of federal funding for the U.S. 40 Streetscape Project per the Town Engineer’s Report dated July 10, 2009. Approval to connect the following properties to the Plainfield sewer or water system due to damage caused by construction of Vestal Road south and to waive sewer and water connection fees associated with these properties: 603 West Main, 605 West Main, 607 West Main, 609 West Main, 713 West Main and 715 West Main per the Town Engineer’s Report dated July 10, 2009. Approval of an amendment to a professional services agreement between the Town and Terra Site Development Services in an amount not to exceed $33,050.00 for the Brownfield Grant Administration and Professional Services associated with the Shouse Landfill project including a geotechnical investigation at the site of the proposed South Hills area drainage pond to be paid out of the storm water availability fund per the Town Engineer’s Report dated July 10, 2009.
Mr. Kirchoff made a motion to approve the Consent Agenda as read. Second by Ms. Whicker. Roll call vote called. Ms. Mr. Mr. Mr. Mr.
Whicker – yes Gaddie – yes Kirchoff – yes McPhail – yes Brandgard – yes
5-ayes, 0-opposed, 0-absent.
Motion carried.
Mr. McPhail abstained from voting on item one since he was not present at that meeting.
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BUSINESS FROM THE FLOOR Mr. Aaron Turner, an Eagle Scout at 7929 Southern Ridge Drive, Mooresville, Indiana said I’m an Eagle Scout of Troop 11, which I would like to first start by thanking Clay and the Parks Recreation for giving me this opportunity to do my Eagle project for them. To start off this is just a little replica or little map of all trails that are around Plainfield. For my Eagle project we placed little markers along Vandalia and the White Lick Creek Trails. We had some large schematics that we were given from Clay and it basically gave us a little distance from a certain mark like the center of the street and then we would measure out to that designated spot. It consisted of three days. For the first day myself and another scout and Clay went along the trails and marked all of the spots with paint and a number. We marked about 14 to 16 spots so it was actually kind of fun. Then on the second day I gathered together a team consisting of members of my scout group and also others who were volunteers from around the community. To help us carry the equipment around we used, with the help of the Parks and Recreation, their cub cadet so we were able to take the cement and the cones and the water with us. We split off into two groups; one group would go ahead of the other and we would dig the holes about eight inches wide and then six to seven inches deep. Then we would just keep going along until all the holes were dug. The second group would come through and take concrete and water and they would pour into the hole and then we used a screwdriver and drill bit that was fastened to it and then we were able to just mix the concrete easily with a screwdriver. So, it was very convenient for us. After that we would take those little markers represented and they would say what trail and the distances in between. It was about .5 miles in between per marker. After we set the marker we would just do a little bit of cleaning up so that way it would be nice and easy to see and also if anybody were walking or biking or running along the trails they would be able to look down and see the marker and say I’ve gone two miles now. It was actually really cool for us, which I would like to thank you for allowing me to present this to you today. Mr. Brandgard said Aaron I want to thank you on two counts. One for coming up with the project and doing so well putting it in because it does look very good. I’ve got to commend you on your organization abilities to be able to get a group together to work with you on that. It is really good and it appears that you organized very well because the project seemed to go very smooth. Also, I want to congratulate you on the presentation you just made. I have to tell you when I was your age, to give a presentation just to stand up in class was a chore to do and I’m glad to see that you young folks are able to do that today because communication is so important. Again from the Town’s standpoint I want to thank you for your efforts; they will be there for a long time. Is there anything the Council would like to add? Mr. Kirchoff said well done. Ms. Whicker said they look very nice. Mr. Turner said thank you. Ms. Heather Buck with the Christopher B. Burke Engineering said we were contracted by the Hendricks County EMA to help prepare the Hendricks County Multi Hazard Mitigation Plan. It is a big long statement but basically what it boils down to is FEMA has decided or the Federal Emergency Management Agency decided in 2000 that it was a requirement now that communities prepare these plans. So, they look at the hazards that affect the communities and the vulnerabilities and what can be done to lessen the damages or prevent those hazards from happening. So, because of that there are several grant funds available. The Hendricks County EMA applied and received those grants and contacted us so we worked with the communities and the county that participate in the National Flood Insurance Program. Obviously, Plainfield is one of those, Avon, Brownsburg, Danville and the County are the other communities. So, hopefully you have had a chance to look at and review is the final plan as it has been approved by FEMA. For sometime it was just conditionally approved based on the fact that the County had not yet adopted it but they did so a couple of weeks ago. Now we are just trying to get to the other communities and get them to adopt that as well. Basically, the requirement says that in order to receive any further mitigation funds or disaster funds you have to have this plan adopted. Is that set in stone? Is there a cushion? It is always best to have the plan ready to go so what we are asking that it
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is adopted and hopefully you won’t need disaster funds for quite some time but you never really know. That is kind of the basis for the plan. If there are any specific questions, I can obviously answer those but the even broader statement of the plan is we again looked at the hazards in the County. So, we looked at hail storms, thunderstorms, wind storms, tornados, snow, even looked at radon as a potential hazard. We used the steering committee, if you have read the plan, there are probably 40 members. Some came quite often; some came as their schedule allowed, others were just kept informed as the process proceeded. We looked at all of those hazards and how they affected each community and then the County as a whole. So, we ranged those based on the historical damages, the potential for damages, so we looked at all of the homes still in a floodway or a floodplain, downstream of the dam and an area more susceptible to damages to a critical facility so to speak. Then we tried to come up with a way to look at future hazards so if there were a 100 year flood in each of the communities, what would that potentially cost? And that is a lot of “ifs” but it is based on some pretty good numbers as well. We came up with the background for each of those hazards and then the most important thing really, and we don’t want to steer you away from the rest of the plan, if you had to take just a couple of pages from the plan, it would be Section 5 where all of those potential measures are almost laid out step by step. Who would be involved potentially? Where could you seek funding? Where would you start? That’s based on a lot of meetings and conversations with those folks that are listed on the steering committee table. So, what we have done is put that together. There are some, what I feel to be, pretty good exhibits in there highlighting all of the critical facilities, the areas of concern and just saying are some ways that you could potentially reduce the damages in the future. Mr. Brandgard asked, was this just a deal with natural disaster? Ms. Buck said when it originally started, that was the intent but realizing that there are some hazards like hazard substances, transportation storage and production, those really affect some communities and really affects some larger areas as well, multi county areas. So, a lot of the communities and a lot of the groups will decide to study those as well. We previously also studied pipelines, gas pipelines, underground facilities, that has since become sensitive information. Some of the information like pandemic flu or some of the viruses that pop up are already dealt with in more discrete plans. These are public documents that we don’t really say here are all the stores where you would get your vacations. So, the intent is natural disasters but we also then studied, to the communities’ discretion, what other hazards they feel are important in that area. Mr. Brandgard said the reason I asked is the one thing that we are pretty aware of from a disaster standpoint is our neighbor to the east called the airport. Also, to the north, Avon. Those are the two big potentials for disasters that could be caused by environmental weather but not necessarily so I didn’t pick up anything. Ms. Buck said we did discuss the airport hazards, the transportation hazards and we discussed with several members quite at length and I guess the consensus was at one of the meetings that there are a lot of plans, “what ifs”; things are practiced with the fire departments, EMS and several response agencies. Those are practiced regularly. We weren’t quite sure what else we could discuss or what else we could look at as far as how do you prevent an airline crash. Unfortunately, those are some pretty major things but for instance making sure that the windows are secure, that the homes are constructed in a certain way, certain distances, those are handled in zoning and other ordinances. So, we left that out because it was felt that it was already discussed. Mr. Brandgard said I don’t take too much issue other than the fact that if you have something like a multi hazard mitigation plan, I would expect to open it up and see everything or other plans referenced for certain activities but that is my typical line of thinking. I had just been able to skim through it. I want to read it a little more in depth. When do we need to have this approved? Ms. Buck said before your next disaster. It is an open-ended sort of an agreement on your part whether you chose to adopt it at all is entirely up to you. There are some communities that chose not to adopt. There are some communities that are concerned about how does
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this tie us into someone coming in the next two years and going you didn’t do anything on “Item 5”. Well this is similar to a long range plan. What would you do in the next fives years, if? If personnel lined up, if staff lined up, if money lined up, if the sun were shining everyday, what would you do? So, that is the intent of this document. It doesn’t lock you into anything. What it does do is the EMA has to resubmit a plan every five years. It is the EMA’s responsibility to reconvene the steering committee and they can do this every year after every major disaster if they choose to just kind of go over it and say do we want to re-rank these? Or we just built this brand new facility; we need to add that to the critical facilities’ list. So, it is a living document. If at any point you chose to add something to it, you really wish something would be added to it, there is always an opportunity for that. At this point the main contact right now is the EMA office in Danville. You are more then welcome obviously to call us too but right now as it stands the main point of contact would be them. So, again it is kind of opened but you won’t get any funds if and until it is adopted. Mr. Kirchoff said I also scanned it and read most of it. I don’t remember if there is a schedule for revisiting this periodically or is it only upon request? Ms. Buck said both; right now in the document I believe it is in Section 6 way back in the back and it suggests that the committee reconvene every year just to go over some of the issues. It also suggests that after every major disaster that at least the communities that are involved or affected are reconvened to look at things. But again every five years it does have to be resubmitted to FEMA. That is the responsibility of the EMA. Mr. Brandgard said as a question you mention that if we don’t approve this, then we can’t get disaster relief. This is a loaded question but how many different organizations are out there charging with the same goal? I know we are involved with two other groups that tell us the same thing; if we don’t do this quote “planning” and sign up on this, we lose our ability to get disaster funds. I guess where I’m going is if there is a requirement to have something to get disaster funds, there ought to be a central clearing house for all of these different things because obviously the Town is not unlike other entities; we don’t have a whole lot of people we can dedicate to chase all of these different things. Like I said it’s a loaded question. You are only aware of what you are dealing with I’m sure. Ms. Buck said again is that their cushion? I’m sure if something on the order of what happened in Bartholomew County, the City of Columbus, if that were to happen, I’m sure that they would be more than willing to say okay you have a plan at least in the County, let’s get it adopted, let’s get it through. Would it be easier and quicker to do things if you already had that? That’s a guess of mine but I would imagine it would be and you would be able to hit the ground running. I know Lisa Crouch in the EMA office is already working on several grants to do some of the things in the plan at least for the County level. Obviously, I’m sure that’s going to overlap somewhere for the Town of Plainfield has well. Yes I mean there are the deadlines and if you want this, then you have to do this. I’m sure several groups have those. This is just what FEMA tells us. Mr. Brandgard said if there is nothing else, I appreciate you taking the time to come out and go over that with us. I received that last week and there is a lot of information. Ms. Buck said there is a lot of information. If you do have any other questions, I think Tim has my e-mail and Lisa is in front of the document, the EMA office is in front of the document so just feel free to let us know. If you do pass a resolution, let us know and we will ship that right off to FEMA and let them know that everybody is on board. TOWN MANAGER’S REPORT Mr. Belcher said I’m filling in for Rich this evening and I will try to fill those shoes as best as I can. The first thing that I wanted to get passed through with was the certification from the Plan Commission. This is a certification of the Secretary of the Plan Commission. It says be advised that pursuant to Indiana Code 36-4-600 on Monday, July 6, 2009 the Town of Plainfield Plan Commission gave a favorable recommendation to a proposal to amend multiple sections of
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the Town of Plainfield Zoning Ordinance. That was noted as TA-09-001. The Plainfield Plan Commission hereby certifies said proposals to amend the Town of Plainfield Zoning Ordinance to you for your consideration with a favorable recommendation. A copy of the proposal to amend the Town of Plainfield Zoning Ordinance is attached as Exhibit “A” dated this 13th day of July 2009. It’s signed Richard A. Carlucci and there is an ordinance further on in the agenda. Mr. Brandgard asked, is there any discussion relative to the Plan Commission certification? If not, I need a motion. Mr. McPhail made a motion to accept the recommendation from the Plan Commission to approve the favorable recommendation to amend the multiple sections of the Town of Plainfield Zoning Ordinance, TA-09-001. Second by Ms. Whicker. None opposed. Motion carried. Mr. Belcher said the next item that I would like to discuss with you is something that we have already talked about at a work session regarding the northeast water tower and the proposed rates that would support the construction of that project. I wanted to start with a little bit of background of this project. It goes back quite some time. Actually when I came to the Town in ‘88/’89, they were just beginning the development to the north. Williamsburg in the Woods was one of the largest projects at that time that came in. As the Town looked at their water planning and the growth to the north it was pretty well recognized at some point we were going to need to look north for a tank. The tanks that we have now, we have one on Carr Road, it is a half million gallons, the one on SR267 by the fire station is a million. We actually have a ground storage tank southwest of Plainfield that is 750,000. So, that is 3,250,000 gallons of water or two million. We are proposing to add one so that would put us up to 3,250,000. Just as a matter of a rule of thumb that is about a day’s worth of our current demand on an average. Again there is no hard and fast rule that you have to have one day storage of water but that is something that is nice to have. We also have done a good job in terms of looking at our system pressures and where we maybe lacking and as we went north knowing that we were going to have to deal with issues of our tanks and to the south with the development occurring just to give you a feel the north edge of Williamsburg is at an elevation of 800, the ground is. It is 25 feet lower at the Carr Road tank. It doesn’t seem like it. There’s 25 feet of difference. There’s 50 feet of difference to the bottom of the tank on SR267, which doesn’t seem possible but it is 50 feet of difference and obviously with elevated tanks it’s all about how high the water is and what your pressure is. So, as Williamsburg grew and other developments grew to the north again we knew that we were going to have to come after this. The first thing that we did is build a booster station at Carr Road and that booster station provides what we call a high pressure district in the Town. If you took the old railroad corridor where the trail is at now, north of that is essentially what we call our high pressure district. That Carr Road station creates a pressure much higher than the tank would create at Carr Road and provides people in that area a much higher pressure at their homes and better fire protection for the area and actually even allows for us to sell water. That is all that the booster station does for us. But even the booster station while it solves the pressure problem it is also a mechanical device. Mechanical devices wear out and they break down and power goes out and things like that. So, the product that we are looking at, which again is north of U.S. 40 and it is northeast of where we are now along the new extension of Ronald Reagan Parkway. That little box there is essentially where the project is proposed. This is U.S. 40 and Ronald Reagan is here and CR200 is here. Plainfield goes off the map there and up to CR100 even. We have customers in a lot of that area. So, the tank is a million gallon tank. It has a booster station in the base of it also, within the base, it is not visible from the outside. So, essentially it provides both an elevated storage and another booster station that is supplied by that. Water from this tank will not only give a redundancy in the high pressure district but also obviously can feed to the other side. The whole rest of the Town essentially will provide benefit to this project. It is certainly a customer wide improvement to our system. Again, we knew this was going to happen in our long range planning and we pride ourselves with trying to stay ahead of the curve as best as we can and this is actually a 20 year lookout project too.
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It is not for today only; it is for the future of the Town and putting us in a position to respond to the needs of our community as it grows. I think the other thing about the tower that is different from our other one is we have another tower essentially………this is a photograph of essentially what our tank would look like. It is not our design, it doesn’t say Plainfield on the top yet but it is a metal bowl where the water is at and a concrete essentially tube that holds that structurally up in the air. Why we have a composite is for two reasons; one we thing the cost is better on concrete verses steel in the short run and also there are long term benefits of concrete in terms of maintenance costs are lower and there will be a lower cost to the Town maintenance wise long term. Again, even when I came to the Town, we were doing those kinds of things to try to keep their system costs of operation as low as possible by buying high quality materials and maintaining them well and keeping them up and that long term pays off benefits to your customer base. This is the design of our actual project. The base of that tower is about seven ninety to give you a feel for it. It is as far north as Williamsburg but it’s not all the way that far north. You probably remember this but the site came off of a parcel that we purchased as part of a road project. We cut through another parcel and the owner obviously didn’t have any benefit to that piece and he wanted to sell it also so we bought it all and later on we discovered that would be a good location for this. I believe it is about an acre and a half. To give you a sense of what the other sites are they are about a quarter of acre so this is a much bigger location than our others. The part of this project that is in the cost that you will hear tonight is a 16 inch water main that will run from the tank, both north and south, U.S. 40 and tie into a system that is already in place and north to tie the system that is already in place on CR200. So, that is how the water gets out into our system or it gets into the tank from our system so it is in and out like any tank everyday. So, that is essentially in a nutshell why we are doing the project, why it is a benefit to our customer base, where it’s at. Again, we bid this project last fall and we had hoped to go forward then. At that time, as we all remember, the economy was crashing. There was some financial distress. We were concerned about being able to get bonds at that time because the bond insurance companies were going out of business right and left. So, we knew that SRF was looking at, as a state revolving loan fund, they get funds from the federal government anyway and those are triple “A” rated and our financial folks can talk to you more about that. But that would allow us to get a high rated bond even as a small community so we started to look at that and it was a lower interest rate. As we started to look at that then the stimulus came into the picture and in February there was a stimulus package passed. So, we thought we had all the things that a stimulus project needed. It was construction ready. It literally had already been bid. It was ready to go, the design, land was in hand, permits were in hand. We had everything we needed and we applied for some stimulus funds. We were fortunate enough to get $800,000.00 approximately, which is about a fifth of what the project cost in stimulus funds. Again, our financial folks may talk about this a little bit later but essentially it’s not a grant; it’s some kind of forgivable loan, a different kind of agreement where after five years of making payments on that loan I believe that balance goes away from the loan and the remainder is still payable. It essentially ends up with our ratepayers having a lower rate because those funds are acquired through this process. So, we’ve had other projects up there. We weren’t as fortunate on some of our sewer projects but that is still a very nice addition to our project to have money that will help lower our rates. Do you have any questions on how the project got here? Mr. Kirchoff said the only question I have since we typically don’t need that much land for a water tower does that mean that we might have some excess area for Jason to use from the DPW standpoint? Mr. Belcher said that has been discussed. As a matter of fact, the base of the tank itself has some storage in it. Of course, it will have a booster station not nearly as much as the current tower on SR267 but with that site the idea of storing something there that could be used on the road possibly in that area instead of having to track all the way back to the Town garage is a possibility. Again, I think it is
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a very worthwhile project to keep the Town’s water utility and the position that it is now, which is ahead of the curb on the demand and service to our customer. The redundancy goes a little further, not just in the booster and the pressure but we have two tanks, these elevated tanks, that we have to take down occasionally and paint. In taking those down and you lose a million or a half million gallons of water is something I know as a water operator and Jason’s guys working for him doing that it makes them really nervous. We don’t know when fires are going to occur and having those tanks out of service is extremely nerve racking on everybody to get those painted. So, we are going to have to do that to our two tanks relatively soon. So, we think getting this project going and getting it built when it’s done, the very first thing we want to do is take one of the other tanks down and be able to have all the time we need to do it right and make sure we get a good coating on that. Again, it is expensive to operate a water system but when you maintain them properly, I think the results, and you will see that later in terms of our rates, come through pretty clearly. So, with all of that the big question is how much does it cost and again I said it is about a 3.2 million dollar project to borrow the funds that we need to do this. We believe we can do it for essentially ten cents a day for an average water customer and that average water customer we are assuming it is 6,000 gallons a month. That is actually a little high. I have a daughter who is in college at home this summer and I’m not using that much water. So, 6,000 maybe a little on the high side and again three dollars a month or ten cents a day is essentially what we have found out in our rates and again I think that is pretty favorable. It is in 2002 that we did our last rate increase and I believe it was almost exactly the same amount per day, about ten cents a day. We essentially used that rate increase to build the southwest plan and have that infrastructure in place now so all of those things have worked together to make the system really strong to serve our customers. I’m going to have folks from our financial team, from Umbaugh come up and talk about how we arrived at the ten cents a day and how we are going to pay back the loan and talk about how they tracked in the rate. It is a new method of how to essentially develop our rate that we have used before instead of across the board kind of rate increase. It will be a little bit different than that, which I think is good and that came out of the work session. The Council was asking is there some way on the lower end of the scale in terms of water uses could there be a little less rate increase than the higher end and they figured out a way to do that in a fair fashion I think across the whole rate base. So, somebody that uses a lot less water would probably even have a much less increase than the three dollars a month. I think I have covered everything that Rich asked me to cover plus some other things maybe. Now I think I will turn it over to Tom Michalak from Umbaugh who is going to present his portion of his presentation tonight. Mr. Tom Michalak with Umbaugh said I laid before you two documents. There is a report that is dated June 18, 2008. These are our calculations of the impact of the project itself and then there is a supplemental report dated tonight that has the calculation, or I guess it is more of a presentation, of the impact of the alternative method of conducting the rate increase that we talked about at the Council session. I don’t want to get too long winded with this so I would just like to walk through a couple of things over five minutes and then open it up for any questions or discussions with you. I’ve got Dave Fredrick here from our firm tonight and I think between the two of us we can probably handle anything that you could ask us. In the way of projects as Tim mentioned, we have got a water tower project that we are looking at funding. Page 3 of the thicker report shows some details of the estimated project cost and funding. A couple of high points of this is the estimated project cost total is $3,353,000.00, which includes approximately $2,787,000.00 worth of direct construction cost and then an additional approximately $566,000.00 for engineering and design and construction administration, legal and then, of course, financial services to bring the project through. So, your total is $3,353,000.00. As Tim mentioned, through the stimulus program that the federal government opened up they put some money out there for communities that had what they call shovel ready projects. The state revolving fund program or SRF deemed the water project to be shovel ready and ready to move. So, what they are extending to the Town is an opportunity to get a 25% principal
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forgiveness they call it. This is the proposed American Reinvestment and Recovery Act Bond Anticipation Note of 2009. What this does is they are staying away from calling these a grant in this particular case because to give a community grant you, of course, have to play by the grant rules. You need grant administrators and it sort of gums up the works so what they are doing is a principal forgiveness program similar to some programs that Farmers Home has done in past decades. But what it does is they will issue you on the day of closing of the financing two debt instruments. In this case we are assuming that they would total $3,353,000.00. Twenty-five percent of the borrowing will be this bond anticipation note and the intent of it is that you as the community and Town would not be expected to repay the principal amount of that. It is a non-interest bearing note and what they would do is five years after the date of issuance the federal government will okay the write-off of this debt instrument as long as you have continued to make payments on the other 75% of the total borrowing. That other 75% of the total borrowing is the $10,515,00 waterworks revenue bonds of 2009. What our analysis assumed is that it would be a traditional SRF loan through the subsidized interest rate program. What they do with that is it is a 20 year bond amortization and they offer you a much better than market rate interest rate. At the time that our analysis was done the interest rate that we assumed, and this is all shown on page four, was 4.13%. The rate changes quarterly so our report is from June. Here in July we now know that there has been a 26 basis point reduction in the interest rate so I think that translates to a 3.87% that would be your new current interest rate. We did not update the study to reflect that necessarily because in looking at it we found it meant about $9,000.00 in total revenue requirement for the community. So, it doesn’t make a huge difference but a three point anything is a pretty attractive interest rate at a time where a lot of open market bond issuers are seeing six or seven percent. So, in the context of the project itself I would like to fast forward to page 10. On page 10 and 11 we go through and we sort of calculate what a couple of the revenue requirements are for the water utility but properly designed water rates there is no profit motive in any of this. We simply want to seek to recover the true costs of operating and maintaining the system along with a reasonable allowance to be able to expand for future development and some of the other things that the utility may need to do. So, in the context of that we really have four key items that we need to fund. The first one is the day to day expenses and we call those operation and maintenance expenses. We went ahead and based those for purposes of our study on the adopted budget that you have for the calendar year 2009. And then in addition to that you can see below that we have an allowance for contingences and inflation. We assumed a factor of five percent of the 2009 budgeted operating cost as room for additional costs, cost of growth, things to change. We always try to be conservative in our analysis and make sure that we are really giving you a proper presentation of maybe not the totally worse case scenario of operating the utility but certainly not your best day and everything else that goes in it but a pretty solid picture of where things come in. We also have an allowance for additional utility receipts’ tax, which is something that would have to be paid on a potential increase. The next item that must be covered is debt service on the outstanding bonds. So, we have some 2003 and 2004 bonds and then, of course, we have the proposed 2009 bonds. You can see that the additional debt service on the 2009 bonds would be approximately $194,000.00 a year. With the 2009 bonds, with these being issued through the SRF, they will have a requirement that you all have a debt service reserve funded. Currently the debt service reserve is covered by an insurance policy, which is called the debt service reserve surety on the 2003 and 2004 bonds. It is our recommendation that we try to avoid a debt service reserve surety for the new bonds because as you are aware, there have been some major problems in the credit markets and the companies that deal with these debt service reserve sureties are not very highly rate right now. So, for the premium that you pay for them it is hard to make sure that you are going to get the value back out of it. So, as an alternative to this what you can do is set aside a certain amount of money and just put it in the bank and, of course, the account would be an account opened and held in the Town’s name and the Town would be entitled to any interest earned on the account. What this money will do is it will act as approximately your maximum year worth of principal and interest payments on the bonds and in the event that there would be some sort of major economic downturn this is a measure of security that the creditors will still be able to
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get paid on these particular bonds. So, it is basically money that you put in the checking account and if for some reason the normal rates can’t take care of the bonds, you do have the cash available to be able to take care of your maximum year. So, we would propose to fund that with available money through the rate and charges over a five year time span, which is in accordance with the current bond ordnances that are out there. So, the requirement there is about $39,000.00 a year. And then in addition to that we also want to make sure there is room in the rates to allow for replacements and improvements and just general expansion of the system. In this particular case under Alternative “A” we assume that we would have 35%, we call it bond coverage. What that says your bond ordinance requires that you maintain rates that provide at least a 25% measure of coverage. Coverage is the amount of available revenue that is left over after you have paid just your daily operating expenses. You have to have your debt service payments plus an extra 25% that is built into the existing debt covenants. We recommend as a managerial practice when you look at rates, if you use coverage, make it 35% because what you want to do is adopt rates that will be hopefully in effect for a couple of years. If you adopt right at 25%, if there is the slightest change, you can suddenly find yourself in technical default. So, we want to advise you to avoid that and because of the dollars in play an extra 10% of your bond coverage is really not a huge impact on ratepayers. So, we go ahead and suggest that. So, what that all boils down to is you have total annual revenue requirements of $3,624,000.00. So, those are all the things that the water utility needs to be able to pay for. Out of that we know that there are some reoccurring revenues that are not necessarily driven by the current rates and charges. So, on the water side you can see that we back out some interest income and some penalties. There’s some money that comes in for teller rental, wholesale water sales. That is the contract, the current contract that is in place with Indianapolis Water. They purchase wholesale bulk water from you. It’s kind of an emergency system, sort of a backup function for Indianapolis but that is a major revenue stream for the community. We have assumed that that amount would stay at its current level. I know the contract will be up for renegotiation and I’m not aware that there is any major progress that has been made one way or the other on the contract. So, we assume that would continue at its current level. Then finally we have some tap and inspection fees. So, taking in mind all of our sort of miscellaneous income we have to find $2,986,000.00 to be able to operate the water utility with the project. So, we can compare that to the normalized non wholesale user revenues that came in and these, of course, are the bill payments that have gone to just your typical ratepayer. There’s $2,507,000.00 worth of wealth that comes in every year so you can see under Alternative “A” we have a shortfall. We have a need for additional revenues of $479,000.00. So, what we have done with that number is we take that and we initially looked at it with an across the board increase perception. And if you do that, then you would need to increase each of your charges 19% across the board. In some discussions that we had with the Council session it was pointed out that the current water rates, which are shown on page 13, the current water rates you have a monthly service charge and then you also have some metered rates per month depending on how much flow a particular user uses. You will notice that there are two meter rates that are in play. There is one metered rate if you use less than 10,000 gallons every month, it’s $2.48 currently and if you use more than 10,000 gallons, it’s only $1.80 per thousand gallons currently. So, what happens is there is a sixty-eight cents spread there that if you apply an across the board increase, you end up increasing that spread to almost a dollar under Alternative “B” and I think it was eighty-five or ninety cents under Alternative “A”. So, it was mentioned that there is kind of an issue of maybe appropriateness or fairness that comes into play with that. What we wanted to do was sort of come up with maybe a different way to put in the additional revenues that we would need but build it in equally to all of the users of the system. So, we talked about it in our shop and one idea we came up with was to do what we call a tracking factor for the additional revenues that we would need. What that does is we take that $479,000.00 revenue shortfall that we need and we divide that by the number of build gallons of flow in the test year, which in this year was calendar year 2008 and we come up with a need for an additional fifty-six cents per thousand gallons worth of flow. So, what we are proposing to do now is to leave all of the monthly base charges alone, leave all of the various fire
!9 Town of Plainfield TC 07/13/2009
protection charges that are there, leave those alone and because the project will primarily be there to assist with the flow of the system and the overall availability of water we will go ahead and propose that we just track the cost, the additional cost and put that into the flow of water. So, what that will do is that will allow us to maintain the current sixty-eight cent spread as we move into the new rates. The supplemental handout that I left for you is where you have the impact of the revised rates. So, if you will open up to page one and compare that to page 13, this is really where the rubber meets the road as far as the rate impact. You can see from a base charge standpoint at the top of page one of the supplemental handout regardless of what meter size you have your minimum monthly service charge, excuse me, your base charge every month will remain the same. The homeowner will pay $2.49 as opposed to $2.96 under Alternative “A”. So, then the other piece that comes into this is the actual flow rate itself and on page one you can see that we would propose to set the flow rate at $3.04 as opposed to the $2.95 that was shown on page 13. However, your over 10,000 gallon user to help sort of make up some of that difference and maintain that spread their flow rate would go to $2.36 as opposed to $2.14 under the previous method. So, what that would mean for a typical ratepayer here in the Town you can see the chart on the board. Currently we have put together a list of what a typical water user is paying right now in some local communities. You can see the communities presented there Plainfield, of course, is in yellow. Currently for 6,000 gallons of water, which is a pretty typical user based on the averages that we found in your system they are paying $17.37 now and what we would propose to do is increase that to $20.73 to include that service for the financing and offset that $479,000.00 shortfall in the rates and charges. You can see compared to a lot of your other neighboring communities it is very reasonable. These are never fun things to talk about but as we look at some of the other communities around you can see that there are some much higher rates that are, of course, nearby. So, from a rate impact standpoint it is still an increase but as Tim mentioned it boils down to about ten cents a day for the average ratepayer. It sounds like the benefits of the water tower itself and some of the additional things that it would allow you to do would really help put the community in a pretty good position moving forward. So, with that I would like to open it up for any questions. Mr. McPhail said I did not make the work session; does this affect the remedy in the Deer Path customers or are they going to stay on the fixed rate they are on? Mr. Michalak said they would still be at a fixed rate but you bring up an excellent point. That rate would change. On page two of the supplemental handout the Deer Path customers, presently it is $27.54 and that rate would increase to $33.22. The way that we did that if you look at the $27.54 rate, if you look at the billing components that are implied there, there is an implied flow rate of little over 10,000 gallons so we went ahead and assumed that same level of flow that is assumed in the current Deer Path rate and applied that towards the Alternative “A” using the new flow rate. So, they would see the same increase that any other user that had that same level of usage would. Mr. McPhail said they are metered aren’t they? Mr. Belcher said (inaudible). I will say this; there really isn’t (inaudible) are much higher than Plainfield (inaudible). Mr. Gaddie said (inaudible). Mr. Belcher said that was Liberty. Mr. Daniel said correct. Mr. Bennett asked, is that revenue bond, that 3.87%, currently is that a fixed rate or does it fluctuate over the term? Mr. Michalak said that is a fixed rate. Mr. Bennett said for 20 years? Mr. Michalak said yes.
!10 Town of Plainfield TC 07/13/2009
Mr. Bennett said (inaudible) basis points? Mr. Michalak said yes and on an annual basis it would translate to about a $9,000.00 savings for the utility per year. Mr. Bennett said if we lowered the terms from 20 years to 15, it would change the payment a little bit? Mr. Michalak said it would because the principal would be the driver of that. If we cut out a quarter of the time for the principal to be paid that, all of that extra money has to be paid quicker. term?
Mr. Bennett asked, would the rate be lower if we had a shorter
Mr. Michalak said the rate would not. As a matter of fact the rate would be higher with a shorter term than 20 years. Mr. Bennett asked, why is that? Mr. Michalak because the amount of principal that would need to be paid to accelerate that schedule because you are looking at a 3.87% interest rate I think the acceleration of the principal schedule would mean two things. On one hand you would pay less interest over the life of the loan itself but on the other hand to get there you have to have probably higher annual payments to be able to make that happen. I can run the numbers on that for you and give you a solid number but my initial estimation is that you would end up with a higher rate if you did a 15 year amortization. (Inaudible). Mr. Bennett said so the rate would stay the same. same.
Mr. Michalak said I’m sorry the interest rate would stay the (Inaudible). Mr. Bennett said no I’m sorry the interest rate on the bond.
Mr. Michalak said I’m sorry the interest would be the same but I think a 15 year amortization would lead to a higher water rate. (Inaudible). Mr. Bennett asked, could you briefly explain again the difference between Alternative “A” and Alternative “B”? Mr. Michalak said sure. Alternative “A” assumes that we would have 35% of the service coverage and that is an annual amount that we want to have available to keep you in compliance with your bond ordinance. But more importantly it is money that is available to be put back and reinvested into the water system itself. Alternative “B” we worked with Tim and he identified a number of projects that are kind of out there over the next 10 years or so that the water system would need to do. There is a schedule in the thicker report; I think it is page nine. Yes page nine; there were $7,110,000.00 worth of projects that were identified and if we look at those and say that the water utility would do those over the next 10 years, that would result in an annual requirement of $711,000.00 a year. So, that is the difference between Alternatives “A” and “B”. Alternative “A” goes with the bond coverage requirement and Alternative “B” would actually fund all of the identified capital projects. Having said that Alternative “A” will still provide over the next 10 years you will get about 2.5 or 2.7 million dollars worth of available funds to be able to reinvest in the system. Mr. Kirchoff said at the work session we talked about various ways to kind of slice this pie from a rate standpoint. One of the things that we talked about was looking at a bill frequency study. Did you have a chance to do that and what other options did you consider as far as rate design? Mr. Michalak said we did not have an opportunity to do that. That particular type of study would require quite a bit of work for a utility this size. We went ahead and offered this suggestion up as an
!11 Town of Plainfield TC 07/13/2009
idea to try to find a happy medium of being able to give you all the opportunity to extend maybe a little more equitable increase to the area. The bill study would probably take another four to six weeks to complete and one of our concerns was that if we step back and change the scope of the rate analysis to include that, we may end up running sort of short on time to be able to get all of the activities finished. Mr. Kirchoff asked, if we divided ten thousand and less and ten thousand and above do we have a sense of what percentage are in those two buckets? Mr. Michalak themselves?
asked,
percentages
as
far
as
the
water
flows
Mr. Kirchoff said the number of customers. How many customers are ten thousand or less and how many are ten thousand and more? (Inaudible) said typically when we (inaudible) at least 90% of the residential customers (inaudible). What we did is instead of doing a percentage increase to arrive at the same (inaudible). What we did is we just had the (inaudible) increase (inaudible) for every customer. So, what it does it makes the rate increase a little bit higher (inaudible). Mr. Kirchoff said so you were able to take a very modified study from the standpoint……you have the numbers that you know what customers are in which bucket and that this will produce the right revenue. Mr. Michalak said based on the flows of 2008 this will produce the right revenue. What this will do is it sort of steps away from the distinction between above ten thousand gallons or below ten thousand gallons as far as flow goes. It just looks at the overall target flow. What we found is that 2008 wasn’t horribly wet and it wasn’t horribly dry. In a lot of regards it ended up being a pretty fair basis of what a typical flow would be for the system. And part of calculating the flows we used the actual billing information based on summaries. We don’t get into the line item by line item detail for the individual bills but looking at the summaries of everything. The concept here is that the driver of this would be comparable flow going forward. Mr. Kirchoff asked, what kind of growth factor did you put in there? Mr. Michalak said the study itself does not include a growth factor. What we did for estimating the current revenue base is we gave the Town credit for all of the users who connected for 2008. So, what we did is we factored up a full years worth of the customer’s revenues with the assumption that they were added evenly across the year itself. We found that going from 12/31/07 to 12/31/08 the total number of billable customers increased 352. So, what we did is on I think it is Schedule 8 or page 8 of the larger report we assumed that each of those 352 customers was a residential user. So, what we wanted to do was to capture the potential revenue that was there from a conservative basis and go ahead and bill that into the rate base carried forward. But we intentionally stayed away from building in an allowance going forward of an extra 200 customers a year or something. Mr. Kirchoff said so you took the 308 customers or whatever it was and divided by 12 and just said we have one-twelfth throughout the year. Mr. Michalak said the calculation itself assumes that we divided them basically by six, or excuse me, by two. Page eight kind of schedules that out. We took the 352 increase in users and multiplied it by six to assume that we had what we called ratable. Meaning in looking at the actual bill information itself it was difficult to determine what the specific count was at a given time period. Lois provided us with year end accounts so what we did is we took that information and to estimate it we were able to see that assuming that these 352 connections all happened kind of in the same pattern throughout the year that we end up with an additional 2,112 bills that would be available if all of these customers were connected on the system for the entire year. So, then to that we know that the average bill is around 6,000 gallons as far as flow goes so we use that current $17.37 charge as the basis for the additional revenues that we gave you credit for as part of the study in the normalized test year. So, we come down to an additional $36,685.00 of a normalized increase that we went ahead and built in.
!12 Town of Plainfield TC 07/13/2009
Mr. Kirchoff asked, what kind of customer growth have we seen so far the first half of 2009? Is it going to be less than that? Mr. Belcher said yes. We are probably on track for 100 new residences this year. That is probably estimated. It certainly is now what it has been (inaudible). (Inaudible). We are going to have to present all of this information to SRF and SRF typically (inaudible) when we make projections, they don’t want the communities to rely on growth because it is speculatively. Mr. Kirchoff said this is probably an average year for the last few years but it’s probably not an average year as we go forward. It’s going to be awhile before we see 300 again so it is conservative from that standpoint. We are not over-estimating our revenues is where I’m going. Mr. Michalak said I don’t believe we are in this case. (Inaudible). Mr. Kirchoff said so you projected nothing; you just flat lined it is what you have done. Mr. Michalak said right. (Inaudible). Mr. Bennett said Tom correct me if I’m wrong but I would characterized Alterative “B” would be another form of having an annual rate increase. I know in the newsletters that I received from Umbaugh they suggest in many cases to have a built in rate increase over a period of time rather than having a rate increase and waiting seven to 10 years to have another rate increase because of the cost of inflation and the cost of doing business. Is that fair characterization of Alternative “B”? Mr. Michalak said well Alternative “B” is designed to allow you to be able to fund all of the projects that you need to do over the next 10 years on a pay as you go basis. So, I guess the way the initial calculation was done is if you would adopt the Alternative “B” rates, then you would have sufficient money to be able to get all of those projects done as funds became available. It wouldn’t be one of those things where there would be a requirement to issue debt to be able to pay for those projects by themselves. You all would have the money available as part of the normal revenue stream to be able to fund that seven million plus worth of projects. But the catch to that, and, of course, could opt to phase something like that in, but the initial rates that would be adopted would need to be sufficient to provide for the debt service piece on the SRF bonds but then any additional amount that you would want to factor into the rates for additional capital projects you certainly can do that absolutely. Mr. Bennett said just to make a comment for what it’s worth I will have to fully disclose that I am not a water or sewer ratepayer for the Town of Plainfield. But I am cognizant as the Council as to know what our rates are for the ratepayers but I have been a proponent of paying as you go. Minimizing the amount of debt and knowing that is important to keep our infrastructure and capital projects on line and servicing the needs of the residents. I’m also a proponent of at least exploring the possibility as rate increases are needed minimizing the impact on the residents. The one way that you do that is having a stair step affect on those rate increases over time rather than doing it a big chunk at one time. For what it is worth I would certainly encourage the Council to consider Alternative “B” and pay as you go and/or a rate structure that will enable us to move forward in some fashion minimizing the amount of debt that we have to issue. Mr. Michalak said sure and again to clarify from SRF’s prospective they will expect to see that you have adopted rates that will be sufficient to pay for the debt service on the proposed bonds. Mr. Bennett said which is what Alternative “A” does. Mr. Michalak said right Alternative “A” certainly does but you absolutely could adopt Alternative “A” and then make some plans to ramp
!13 Town of Plainfield TC 07/13/2009
that up to a certain level that would provide you with additional funds for capital dollars. But the key to be able to get the project financing piece done itself will certainly be to adopt the rates that will provide for sufficient funds to pay for the debt service on the bonds plus a measure of at least debt service coverage. Mr. Bennett said I have one more question. On the step service reserve that accumulates over five years and after that we are done although that balance is still maintained in the debt service reserve account. Mr. Michalak said that is correct. Mr. Bennett said we stop accumulating that after five years. Mr. Michalak said right and after five years expires and that reserve is fully funded that additional $39,000.00 becomes available for other capital projects. Or there is a need for additional labor or whatever the operating needs of the water utility would be that money is free and clear to reinvest back in the system. Mr. Bennett said usually the debt service reserve account goes away after five years. Mr. Michalak said the account will be funded but the requirement for it does yes. Yes absolutely that will go away. Mr. Kirchoff said I have two questions. I guess one would be for Jason. On page 10 of the report I think it is the 2008 budget is $2,458,000.00. Is that a reasonable operating level for you at this point and time? Mr. Castetter said (inaudible). Mr. Kirchoff said I don’t see a seven two hundred thousand dollars extra in there and I had another question. I just think with where we are on the economy we need to be sensitive to that and not do any …………I think Alternative “A” makes sense from the standpoint everybody is feeling the pinch and I think we need to be prudent here and responsible as we go forward. Then we could do smaller increases as we go forward. Personally I think we need to be sensitive to our citizenry and our taxpayer or actually these are ratepayers in this case. Alternative “A” does provide for appropriate coverage, is that correct? Mr. Michalak said yes. Mr. Kirchoff said I guess I’m concerned about Jason’s comment. Mr. McPhail said certainly over the years our water department has functioned very well. It has been very well maintained. Jason and his crew do a great job. We have been able to maintain reasonable rates but I agree with you Bill; this is not the time to look for dollars that we don’t have to spend right now. I think it is very important to protect the ratepayers as much as we can at this point and time. Certainly we are still in a situation with a small turn in the economy we could get a huge user tomorrow, which would drastically change this whole picture. So, I really think we need to get this water tower up and get it going and get this project going. The other issues that are out there in the future I think they will take care of themselves in due time. Mr. Kirchoff said at the same token I think we owe ourselves in a couple of years to come back and revisit this.
it
to
Mr. Brandgard said you have Alternative “A” and Alternative “B”. Alternative “A” is what we need to go with. Is there a way to schedule increases two years or four years down so you don’t have to come back and do a big rate study and stuff? Mr. Kirchoff said we can put an income statement together and see what we are looking at each year and what things look like. Mr. Michalak said absolutely. Mr. Kirchoff said and look at Tim’s project list and what is happening from an O&M standpoint. I don’t think you have to do a full blown study and then just find a way, if wee need to, do a smaller
!14 Town of Plainfield TC 07/13/2009
increase. I think Wes makes a valid point. I guess what I’m saying is we need to look to, I’m not sure who that is, say that every couple of years they come back and show us an income statement and say this is what it looks like. I think we kind of do that now. Mr. Bennett said yes we do that and again I think Mr. McPhail and we all agree that will give us flexibility and be able to switch gears if something comes up. Mr. Kirchoff said in essence I guess what we are saying to Jason is when you schedule your work session every other year or something that a revenue requirement review should be part of that work session. Is that a fair way to say it? Mr. Brandgard said right and I think part of that too is I’m talking to all Staff in here. You’ve heard us talk about a five year plan, 10 year plan of capital plans. That is really becoming a big requirement when you do your budgets because that is what helps. Say here is what needs to be in the budget. This is what we need to do and here is why we need to do it. When we schedule our work sessions with you, we want to see what your plans are and going out a few years so we can understand what it is and can make plans to make sure the funding is there to do it. Without a five year plan down that we can refer to we are shooting in the dark budget wise. That goes into another area but I’m in complete agreement that Alternative “A” I think covers what we need to do right now. And these other projects out here are something that we are going to have to watch and schedule and come up with the funds to do it when we need to. Mr. Belcher said I was not putting words in Jason’s mouth but I think part of what you just talked about is exactly…………if some major capital things happened to Jason during the year that he has to use operating expenses that are not truly operating, a $15,000.00 pump or something I think if I was in his shoes, I would say the same thing. What exactly are you asking? Is it operating? And I think we are transitioning into exactly what you said Robin where we have some capital plan to project out when is that $16,000.00 pump typically going to wear out? We’ll put that money aside so that Jason knows he has it for the time he gets there instead of it just jumps out at him. We are working towards that right now. Mr. Kirchoff said philosophically I guess we are getting ahead of where we are going for Thursday night but I would hope that Thursday night we would have a discussion early on of what we mean by zero based budgeting. So, that all Staff understands what that is and I think this is a lead into that on Thursday night. It’s not last year plus three percent. It’s looking at doing your plan and knowing what you need for 2010. Mr. Belcher said the other thing that DPW has done extremely well, and we have done this as a Town, in partnering with development. A lot of the projects on that 10 year list if the right project comes up at the right time and we partner with somebody, a half million dollar project becomes a hundred thousand dollar project for us. If we can do that as much as we possibly can (inaudible). And that is through the staff that Jason has; we can put (inaudible) sometimes and we can save ourselves a lot of money. So, again I think option “A” seemed to be the best strategy for right now. (Inaudible) availability fees also help pay; they are not really built into this. Mr. Bennett said Mr. Kirchoff if I could, I did pull up the water budget and the amount that is reflected in the report based on the approved budget and based on a three year average we are well within those numbers. In fact, Jason’s budget has actually gone down a little bit in the last few years. We should be well under $50,000.00 within that number that is reflected. Mr. Belcher said should you go forward with this, there is an ordinance in the agenda. Andy Kleinman with our legal team is here. We had a schedule put together so if you go forward, there will be a public hearing hopefully scheduled for the second meeting in July. We do have to send letters I think to those who are outside the Town. They receive our water so we have to send a specific letter. We are working on that now so if you go forward, that is what will happen next and we will move forward at your discretion. Thank you very much.
!15 Town of Plainfield TC 07/13/2009
Mr. Brandgard said good discussion. Mr. Kirchoff said and good work. Mr. Brandgard said good work also. minute recess. The Reports.
meeting
is
now
back
in
I’m going to suggest a five
session
and
we
will
go
to
Staff
STAFF REPORTS Mr. Jason Castetter said I just wanted to make the Council aware that our digital speed limit signs are now upgraded and operational. They are on Harlan Street at this time. We will leave them for a week and collect some data there. We will probably then go to Meadowlark and we also have one here in Town on West Street. So, we have some locations and are utilizing those and we will get that data and provide that to you. Mr. Brandgard said you had one of the new trucks out here this evening and it is a large piece of equipment and looks good. Mr. Castetter said I appreciate the Council allowing us to move forward on that and replacing some aging equipment. I also made the comment that I hope it is here long before I retire because it is made of stainless steel and it is a well built truck and will serve many years to come. Thank you. Mr. Chafin said the first thing I wanted to do because it has been a long time since we met and between then and now we have had a couple of events at Splash Island. One of them on a wet Wednesday we had an event where we had the fire department and police department and the Department of Public Works bring a variety of trucks and equipment out to the facility for all of the kids to crawl in, through and around. So, I wanted to thank each one of those departments and let you guys know that they were in support of that and say thank you. Secondly, the Chaperon. Daniel so it is cleared that up is outlined and
one of the attachments in the report was I called it We clarified that a little bit with the help of Mr. now an “Attendant Agreement”. I wanted to see if that for you and if we can move forward with that and how it answer any questions.
Ms. Whicker said I think it definitely makes that clarification between a caregiver verses someone that needs to be there for that person to be able to utilize the facility. Mr. Chafin asked, do we have consent to move forward with that? Mr. Brandgard said yes. Mr. Chafin said the next thing we kind of briefly hit on it leading up to this point. You are aware of the Prime Time program of Healthways and also partnering with a similar program that is called Silver Sneakers. There was an attachment in there that kind of gave a brief outline that it was an insurance program offered through Healthways targeting the senior citizens. It was in conjunction with Medicare and Medicaid. The proposal that is up for discussion tonight to move forward with potentially is real similar to what we did in that first year with the Prime Network in that we took what they had as their data and their payment procedure and we said okay we will do this for a year and then we will evaluate it. I think that is what we would like to do again with this one. We would set up a membership instead of a day pass type thing. It would be more of a membership for these individuals using this program. Are there any questions about that? Before moving forward we would have Mel go over the documentation, which we have already done with Healthways so it should be fairly quick. One of the things that this program will require is those who are eligible for it will have a doctor’s release to participate in the program. Ms. Whicker said one thing that I think of is we did want to target the seniors to be able to utilize the facility if they want to. I think when they would intend and be at the facility and use it is probably when it’s not at its capacity. It’s probably not very early in the morning and in the evening. I see some of the programs that have been asked for, new programming opportunities, I have seen that
!16 Town of Plainfield TC 07/13/2009
they are utilizing that in other communities as well. But the fact that this was just a year and look to see how it would go. Mr. Chafin said we would do it on a yearly basis like we are doing with Prime. In the Prime program, if you have seen the revenue numbers that we are projecting from this year, it is triple this year from what it was last year. So, it is also another alternative to try to find a steady source of revenue. As mentioned, we are trying to target this demographic, which we have been slow to jump on that. I think if we can get them and provide what our program opportunities are to these individuals, then that may allow us to expand and offer even new things or different things or find out what exactly they want us to provide in terms of services and programs. Ms. Whicker said this is with Medicaid and Medicare. Mr. Chafin said yes it is subsidized. We would be paid through Healthways like we are now. We treat it as a membership and we would send them a log and an invoice each month to say these are the individuals who are involved in the program. Then they would submit payment based off that data and that invoice. It is very similar to what we have set up right now with the other programs. Mr. Kirchoff asked, is that a fixed fee or is that based on per visits? Mr. Chafin said both; it’s a fixed fee per visit but we would treat it instead of like a day pass more like a membership. That is the way that we have done the Prime program so it allows us to track it. Mr. Kirchoff said this is not the same thing we did with senior services a few years ago where we got the complaints. Mr. Chafin said no. That was something where we said you have to come between this time and this time so we had a log jam of people in specific areas. This would allow them to use basically the facility during normal hours of operation so it would spread out the use. Mr. Kirchoff said the complaint that we charging on fees. So, this doesn’t discriminate.
had
was
inequity
on
Mr. Chafin said no it does not. Ms. Whicker said and we are not seeing a resident verses a nonresident difference in this per visit. Mr. Chafin said right, that is correct. Mr. Brandgard asked, do you have to be a member of the Healthways in order to participate in this? Mr. Chafin said yes it is part of an insurance program that they are trying to get folks to be active to stay healthy. Their intent is to fill the residual. The healthier they are the less medical attention they would need. Mr. Brandgard said I think we ought to move on it. Mr. Chafin said the last quick thing; we get the news sometimes that is not always positive but we did have something here. (Mr. Chafin provided an audio presentation). It goes on to show a couple of other facilities but yes she made it and yes he made it. I just thought I would share that with you. That is all unless you have any other questions for me. Mr. Belcher said Don went on vacation and the day before he left we found out our U.S. 40 streetscape project actually made the State letting list. Officially it’s on the list so July 29th it will be let unless something else changes. A lot of the things that you approve tonight will allow us to continue to move towards that. Just to give you a brief summary on that this is about a 7.6 million dollar project, the entire project, which includes the streetscape, which is what we started with but now it also includes new pavement, which the road needed badly. It includes a new storm sewer, a new sanitary sewer underneath, which is a separation project accomplishing all kinds of goals and the financial breakdown it is about 63% of that is federal aid of one type or another. We went everywhere we could find to try to
!17 Town of Plainfield TC 07/13/2009
lower the cost to our residents and 37% of that is local. So, we still have to come up with some funds but the improvement for the downtown and essentially from Carr Road to the creek is going to be substantial. With any luck the bidding environment is really good right now and the prices should go down and hopefully our cost will go down with that. About 37% of that federal aid is also the stimulus money, that is the pavement and the storm sewer. We are fortunate that we are going to capture some of that to improve that roadway. In that line one thing that I have for you tonight for your signature is the title sheet for the Perry Road added lane project. This is south of Stafford Road essentially almost around to Primo’s where it is a two lane road. We have always had plans to go four lanes. Having the plans done we have developed this project completely locally so it hasn’t taken long to develop it. We have the plans done now ready to go to bid. Don and I have been talking a lot about this and obviously it is a lot of money; it is 4.2 million dollar estimate on the project but we would like to talk to you. He wanted me to bring this up tonight and since we have the title sheet here it is a good time to bring it up for discussion. Would you be willing to allow us to go ahead and go to bid and see if we can capture the savings that we hope we can through the bidding process and then determine when we have a real number, if we can find a way to fund it? Every time we bid a pavement project here lately from Vestal to Shady Lane, they are estimates, it’s not like we kept 2008 middle of the year estimates. We have dropped our unit prices and still each time the bidding has been lower than our prices. We believe we would capture a savings that maybe it is equivalent to getting a really good grant only it would be a savings. So, obviously we have other projects that we have to fund, we made commitments to developers for Shady Lanes and things that priority wise we have to make sure we can still fund those but that is what Don and I really wanted to bring up now. We feel like it is an opportune time to try it but we can’t guarantee anything. We take bidding very seriously. We don’t want to put a project out that we don’t have an intent to go forward. The Town doesn’t have it; we can always say we are not going to do the project but certain people in Plainfield who bid a project know that we are serious about projects and we want to go forward. But there is a lot of money there to possibly be saved if we do the project now and we wanted to bring it up for discussion tonight while the title sheet is here. We can talk about it now and talk about it at the next meeting if you want but that is what we thought was a worthy goal if you are willing. Mr. Brandgard said I would like to bring one thing up. I had got into a conversation with Tim and Don last week about that section of road. I’ve been talking about it for a long time that it is one that when we designed it and put it in as two lanes, a lot of the work is already done to go to four lanes. I would certainly like to see that completed before the money disappears that is available. I kind of encouraged Tim to come forward with that this evening to at least let’s see what it is and if we have the money and the district is there to fund it because that’s why those districts formed. Mr. Kirchoff said I needed to pull up my latest transportation work session folder. I don’t remember where that was on our priority list. Mr. Belcher said it became a priority I think last year in terms of the Council wished for us to get a design on so that is as far as we went with the prioritization of it. Again, priority now has really been raised not so much for traffic even though we are obviously seeing a lot of growth in traffic in that area but we can handle the traffic. It is not as traffic driven as much as economically possibly driven right now. But that is an opportunity kind of priority as opposed to a traffic driven. Mr. Brandgard said it would be a project within the area for the funding. Mr. Belcher said if it is fundable at all, it would be through the local TIFs that the road goes through and serves. There would have to be some way to share it and the fire station is obviously on the way now. That picture had to be solidified and that is done so now we know more about what is going on in all of the districts. The only thing that I thought of that could be a reverse issue is if inflation were to hit next year for some reason, if all of this money going in the economy hits and really causes inflation to start, the other projects that we do have priority to do and commitments to do that would be the
!18 Town of Plainfield TC 07/13/2009
risk. Again, not knowing what our number is now I really can’t gauge the risk for you in how much risk are we going to take, how much fluff would we have between what we have committed to on a project that we could put off if we wanted to. That is the only negative that I thought of that it could come back to bite us if we are not careful. Mr. Bennett said you don’t see this priority project backwards or down the list?
project
pushing
another
Mr. Belcher said the projects that I’m speaking of that are priorities are commitments that we have made to other development that is already out there; CR300S for example going across Township Line Road, that is a federal aid project that funding is available at a certain year. So, we have to hit that year and that would be an eleven or twelve thing that our local share needs to be available. Shady Lane south is a commitment to the new Wal-Mart. We are right there with that one already ready to go. Shady Lane north was a commitment with Galyan when we acquired land or given that land. The roadway was part of that deal so that is an end of 2010 commitment that we have to have completion by then. So, we do have these firm requirements that we need to meet so this one would always be lower on the list unless we have such an economic advantage to doing it now that we can meet our other commitments and still do this project. Mr. Kirchoff said couldn’t the same economic advantage apply to those projects? Mr. Belcher said it could especially on Shady Lane south. We have already seen that. Shady Lane north unless things were to ramp up and the economy really heated up in 2010 we had so much inflation I don’t see it happening quite frankly but again who knows. Mr. Brandgard said I think inflation is not going to hit us until eleven or twelve because none of this money has gotten out anywhere. Of all of those billions of dollars that were approved only about less than 10% is out doing anything. Mr. Belcher said and our own projects take the two that we talked about tonight. The water tower was ready to start construction November of last year and here we are July and it will probably not start until September or October because of acquiring these funds that are for construction ready projects. U.S. 40 was ready in December of last year and we are going to be in September before that probably starts if it bids in July not because of anything that we did but it is because of the process. So, you are right I think even if money does come out, it is coming out slow. So, we could be ahead on all of our projects. Like you said Bill we may get the advantage of all of them in 2010. Mr. McPhail said I would certainly like to see us bid the project and see how it comes in. It is a pretty small cost to move forward to get in the bidding process and then take a look at it. There is a little bit of gamble in everything that we do but it is a project that we need to finish. If we can figure out a way to do it, I think we need to move forward. Mr. Brandgard said I think we need to do it and there are also sections of the current road that we need to go in and rebuild anyway. Mr. Belcher said priority wise those are the things that probably will come up sooner than the full build out is the current road being upgraded. Mr. Brandgard said I hate having to rebuild something and then come back and redo it again. I think there is consent to move forward with the bidding. Mr. Belcher said we will schedule it for a letting and hope that we capture the savings and we can fund the project. Thank you very much. Mr. Brandgard said while you are doing that we can look at the funding side of it. Mr. McPhail said I do have one question on Tim’s report. You had indicated that the small section for the rubber sidewalk. I think we need to find the funds for him to get that in and get a decision made on that. If you remember, his report indicated that he wasn’t sure we
!19 Town of Plainfield TC 07/13/2009
had funding to do that but that is a small section there. It is a critical part of the sidewalk. I just think we need to get it done and see if it is going to work and then if we run into a situation in the future, we will at least have an answer. I just think we need to find the money and get it done. Mr. Bennett said we have some money left over from the last year sidewalk program. Mr. Belcher was not sure we available, I will the materials and
said I wasn’t aware of that; that is good news. I had any left from last year but if there is money look at that with Wes and see if it is enough to buy we can go forward with that.
Ms. Whicker said my concern is with that being the detour of the trail do we want to wait? That type of project is not concrete; it’s rubber and what time of year can it be done? Mr. Belcher said I think it can be done anytime. year is as good as any.
This time of
Ms. Whicker said maybe it is only a couple of days. Mr. Belcher said yes; as I understand the process and our arrangement with the homeowner is we are going to try to get them to hire the landscape architect or the landscape person to install it. We are going to buy the materials because we don’t believe the crews that we have would have the expertise in terms of dealing with the root systems and all of that. But they seemed very favorable when we talked to them the last time; it was just a matter of getting the materials bought and I wasn’t sure we were going to come in under this year but if we have money from last year, that is fantastic. I will let you know at the next meeting how the materials are coming on line. Mr. Brandgard said while we brought up the sidewalk issue I was talking with John Albertson and he said the crews that we have out there this year have really been good and are ahead of schedule. We also know that the PREF is going to go away. My thinking is and Kent has been champion of this so I’m just putting this out; we need to go back and revisit our planning. Personally I would like to see this go on until the PREF people are no longer available if we have the funding and I think we are ahead of the game on funding. I know he was saying that the plan that we gave him he’s just about done so we need to give him some more. Mr. Belcher said John had done some assessments for us of other areas too so we can pull those back out and try to come up with some priorities and come back and say this is what we can do with the group that we have. Knowing the production rate that they are giving us this year it is fantastic. Maybe we can do quite a bit more this year. Mr. Kirchoff asked, how many more weeks do we think we are going to have staffing? (Inaudible). Mr. McPhail said I think it is going to be interesting what they are going to do with these other 500-800 people that are going to be out. Are they going to try to establish some kind of a work program for those folks in a different manner? It is really a brand new program and I think we have the winter to work on it to see if there is a possibility with the new name STOP. It will be interesting how they are going to administer that program. Mr. Bennett said I think it would be worth a conversation at least with the Department of Corrections with the new PREF facilities although it is not going to be in our back yard it will still only be 15 miles away. If there is a way to continue that PREF program through transporting those folks out here, maybe we can have discussions along those lines. Mr. McPhail said I think the advantage that we have is Mike Lloyd is still going to be in charge of the program. I think once they start making their changes and moving them, I think we need to sit down and talk to them because it has been a real successful program not only for our community but for their program. It has been a success rate of those guys going through our program that has gone back out in the community and been released. We will continue to pursue that.
!20 Town of Plainfield TC 07/13/2009
Mr. Belcher said along the same lines just so you know it just came out of the work session on transportation the Council was interested in finding out what it would take to put together a better plan for the sidewalks because it has been so successful in terms of a mapping project. Get all of our sidewalks mapped and get a handle on how many do we really have and what are the conditions Town wide because we are getting calls from people because they would love to see this happen no matter where they are in Town where sidewalks are in bad shape. It’s more than the ability to walk down a sidewalk where it is real nice and smooth and it is the right elevation and all of that mound of dirt is gone between sidewalk and the curb so it has really changed the look of these neighborhoods. So, having a handle on how many do we have I think is important and we will have a proposal maybe later in the year for that. OLD BUSINESS Mr. McPhail said I would just like to thank everybody for their prayers and cards and phone calls and encouragement and I’m glad to be back. Mr. Brandgard said we are glad to see you back and you are out and you are feeling good. Ms. Whicker said I wanted to mention that Clay had mentioned that he was out there and I went to meet with him and he was all muddy. He was out digging some more plots for the community garden. There was such a demand and some people were coming forward and committing to some. One citizen went to plant and decided he needed an additional one and one wasn’t enough and he still had more planting to do. It sounded like that was going really well and successful. I think some are up keeping and weeding and doing what they need and some are just planting and letting it go. Maybe it will be organic who knows, the organic approach so they are all manicured a little differently and planting a little bit of different things but they have that choice. Mr. Brandgard said it’s probably part of the learning process. I think that is a program that we all should be proud of. To start talking about it and getting it implemented and the citizens using it as quick as it happened is phenomenal. Mr. Kirchoff said I hope we can get a head start on it next year because we were a little bit late. I said something to my wife and she said well it’s too late so I didn’t have to do one this year but maybe next year. Several years ago we had one and there was no question who was the laborer and who was management. Ms. Whicker said make sure and convey to the property owners thank you so much for letting us do that to provide that. Mr. Belcher said some of our congregation have plots out there. Mr. Brandgard said talk to me after the meeting and remind me because I have something to tell you and Jason both. Mr. Kirchoff said the only old business and Rich isn’t here but I did have a chance to review the information he gave us on the partnership and their budgets. I guess where I came out on that was a couple of things. Number one I had hoped that they could provide us information a sense of what their cash reserves are. It simply showed their annual budget. Mr. Brandgard said we are getting it. Mr. Kirchoff said and then as I read through that and not to put Rich in a bind with Cinda is I guess it is a question or a request but could it possibly be a topic……are you still getting together with the other town board presidents and town managers periodically? Mr. Brandgard said we were doing that legislative session but we can do that though.
in
regards
to
our
Mr. Kirchoff said and just give us a sense of where they are so that we’re not out on the limb too far ourselves. My sense is we have been at five percent forever and are we at a point where we need to think about a different percentage?
!21 Town of Plainfield TC 07/13/2009
NEW BUSINESS Mr. Kirchoff said I think you got this invitation from Ball State University and CIRTA. They are inviting you to an exhibit downtown. Did everybody get this? I have seen this. Being on CIRTA they came in and made a presentation to the board a few weeks ago. It is a historic prospective on mass transit and economic development and then kind of a futuristic approach. So, if you can put that on your calendar, it is well done. It would be an hour or so spent downtown and it would be worth your while so I would recommend it if you can work it in your schedule. Ball State has a very nice facility downtown. We met there recently and again this is an exhibit that the students did themselves as a project so I just wanted to share that with you all. Mr. Brandgard asked, what are the dates on that? Mr. Kirchoff said it is Tuesday evening, July 28th from 5:30 to 7:30 and it’s at 50 South Meridian, which is one block south of Washington Street. Mr. Bennett said I have four items; a couple of them were on my report. One item just came up today. We have a resident at 3516 Smith Road that would like to hook up to the Town’s water system. They have been in conversations with Tim and Jason and his Staff in regards to what needs to happen. Tim and Jason were working towards that. I became involved when it was requested of me to ask the Council’s permission to make some payment arrangements. In conversations with the property owner today I told them I would make a proposal to the Council for their approval, which you have approved in the past so there is a precedent for this. I propose that the Council accept a half down. The property owner doesn’t have a full amount to put down so I’m proposing that we accept a half down, 50% down with the other 50% being paid as part of their water bill for a six month period of time. So, it is a short term. Giving half up front helps the property owner and gets us a new customer. So, I would like the Council’s consent to move forward with that agreement should they desire to help this resident out and get them off a well and put them on the Town’s water system. Mr. McPhail asked, how far north on Smith Road? Mr. Bennett said it’s 3516 Smith Road is the actual address and I’m not sure of the actual distance. Mr. Castetter said (inaudible). Mr. Bennett asked, is that on the west side of the Street? Mr. Castetter said (inaudible). Mr. Brandgard said I can give consent to that. Mr. Daniel said I think you will need a motion. Mr. McPhail made a motion to approve financial arrangements with the residents at 3516 Smith Road to pay 50% of their tap fees up front and the other 50% over six months with the water bill. Second by Mr. Kirchoff. Mr. Brandgard said I have a motion and a second that we accept the payment plan for the residents at 3516 Smith Road for the water tap fees with half down and the other half paid in their billing over six months as presented. If there is no further discussion, all those in favor signify by aye. None opposed. Motion carried. Mr. Bennett said item number two I wanted to publicly thank the people that helped with this year’s Lunch Bunch on June 30th of this year. The Town of Plainfield and its employees sponsored a Lunch Bunch event. I don’t think I need to go into details with what that is but we made 175 sack lunches this year, which is a considerable increase over previous years. Lois and her staff and my staff and Mr. Lydick along with Julie Winship were instrumental in making this happen. Especially I want to thank the members, Chief Russell correct me if I’m wrong, but Shift “B” of Station #2 came over, maybe 14 of them came over, and we had 175 sack lunches done in 40 minutes. We had quite a team effort there. Kroger, Marsh, Wal-Mart, Subway at I-70, Frito Lay all contributed along with the staff. I know Chris Witcher from the fire department as well and I hope I’m not forgetting anybody because it was a real team effort and I wanted to thank everybody for doing
!22 Town of Plainfield TC 07/13/2009
that and the Town contributing to the annual Lunch Bunch Program. thank’s to everybody for that.
So,
The next two items were on my report, item number three that I have is the Builders Risk Policy for Station #3. I asked Mr. Wiggins to provide us with quotes on that. This is a tremendous savings to us. Typically you will find a builders risk policy provided by the contractor and (inaudible) for this type of coverage and we are getting it for less than I believe $3,000.00, is that right. Mr. McPhail said $2,770.00. Mr. Bennett said for less than $3,000.00. I would like the Council’s consent to move forward with buying that coverage at the appropriate time. Mr. Kirchoff made a motion to authorize the Clerk/Treasurer to purchase the Builders Risk Policy for Station #3. Second by Ms. Whicker. None opposed. Motion carried. Mr. Bennett said the last item that I have is the work session coming up this Thursday. I made comment that this is, like all of our work sessions, a very important work session. I don’t want to rush the work session but I do want to try to do it in the shortest period of time as possible. I’m proposing that we either continue doing it at six o’clock or starting at six o’clock and getting through as much as we can. And have an alternative night if we need to finish or we can start earlier. Again with the intent of finishing on Thursday night but if needed, having a second night as a backup to finish. So, I’m opened for suggestions as to what the Council would like. We do have time to notice any changes to the media and to the public but whatever you decide to do tonight we have time to properly notice that. So, I’m opened for your suggestions. Ms. Whicker asked, does anybody have a conflict for starting a little bit earlier and try to accomplish that in one evening? Mr. Kirchoff said 5:30 is going to be about all I can make. That is my habitat day and it is going to be a full day to get back and get here. Mr. Bennett asked, is 5:30 pushing it? Mr. Kirchoff said no I can make 5:30 but if want to do it at five and it works for everybody else, I will just be here at 5:30 knowing that you will be eating at that time. Mr. Brandgard said that sounds good. Mr. Bennett said start at 5:00 p.m. Would you want to schedule an alternative night just in case we need it? Mr. Kirchoff said next week looks good to me. Ms. needed.
Whicker
said
Wednesday,
the
22nd
an
additional
night
if
Mr. Kirchoff asked, is that soon enough for us? Mr. Bennett said that is fine as long as it doesn’t conflict with anybody else. Ms. Whicker asked, how early would you possibly schedule the second meeting if necessary? Would six o’clock be okay? Mr. Brandgard said hopefully, the 22nd at six. Mr. Bennett said so we will put out the notice that the Thursday meeting will start at five and that we will also have a second meeting on the 22nd beginning at six if needed. Mr. Kirchoff asked, Ed did you want to bring up that e-mail question that you had today? Mr. Brandgard said I’m going to bring this up. Ed had sent this out to us that he received a request from a resident who had been in before asking about extending our summer water/sewer rates because of the extended growing seasons that we have had where it’s pretty warm
!23 Town of Plainfield TC 07/13/2009
when you get into September and October. What I would like to do is get a good discussion and come back in at our next meeting and give a definitive answer. I think the last time this came in here we said that we would look at it. I understand where it’s coming from. Mr. McPhail said I know that Lois had a couple of requests earlier in the year and I told her that I would later in the year bring up revising for next year the ordinance and changing the dates. I don’t think it is fair to anybody to try to extend something that we have already established and had a period of time. What are we going to do next year if the weather changes again? I really don’t feel comfortable in extending it. I paid my $50.00 and I haven’t watered anything yet and if I have to water in October, I will pay for the water but I do think for next year it is probably prudent that we change that time span but try to extend something this year I don’t think it makes sense. Mr. Kirchoff asked, how many have we had on it? Mr. Bennett said I will find out tomorrow. Mr. McPhail said it seems to me that she told me three something. Mr. Kirchoff asked, 300? Mr. McPhail said yes. There is a bunch. And I’ll tell you everybody in my subdivision that has an automatic sprinkler system, runs regardless whether it rains or not. I’ve been walking every morning and they are running so they are getting their money’s worth in my subdivision. Mr. Brandgard said my system will shut off if it is raining but at the same time I have to say with all of the rain that we have had within a day or two the ground is pretty dry. I think we said we are going to look at it and we need to look at it and come back with a definitive answer. If we are going to change it for next year, at that same time we should say here is what it is going to be. Mr. Gaddie said when Leroy was here to talk about it; he wanted to just extend it another month. Mr. Kirchoff said I think it is through September. Mr. McPhail said I don’t remember now. Mr. Gaddie said (inaudible). If you don’t use it in May, you may not use it in October but at least it would be there. Mr. Brandgard said I have seen it where I’ve had to water in May and not in the fall. Mr. Bennett said it doesn’t encourage conversation. Mr. Brandgard said when we first went into the summer rates, I was against it because of the conversation side of it. Ms. Whicker said at the gardens it is wonderful to have the rain bucket, the big rain barrel that is storing all of the water. Mr. Brandgard said that’s what I want to talk to Jason and Tim about. I have had somebody offer maybe a bigger water container or another one but I will talk to them after the meeting. Mr. Kirchoff said Tim based on our success do you think the church is interested in doing it again next year? Mr. Belcher said I think so. The only thing is the church plans to build again but it could be several years. I think as long as the property is there (inaudible). I think they are happy to see the positive press. RESOLUTIONS Mr. 2009-14.
Brandgard
said
the
first
resolution
is
Resolution
No.
Mr. Kirchoff asked, do we want to leave that on the table?
!24 Town of Plainfield TC 07/13/2009
Mr. Brandgard said Resolution No. 2009-14: Multi Hazard Mitigation Plan, we will leave that on the table. We have Resolution No. 2009-16: Drinking Water Revolving Loan Fund Acceptance of Preliminary Engineering Report. I will entertain a motion to approve said resolution. Mr. McPhail made a motion to approve Resolution No. 2009-16: Drinking Water Revolving Loan Fund Acceptance of Preliminary Engineering Report. Second by Ms. Whicker. Roll call vote called. Ms. Mr. Mr. Mr. Mr.
Whicker – yes Gaddie – yes Kirchoff – yes McPhail – yes Brandgard – yes
5-ayes, 0-opposed, 0-absent.
Motion carried.
ORDINANCES Mr. McPhail made a motion to approve Ordinance No. 23-2009 on its first reading. An ordinance for Rates and Charges for the Plainfield Waterworks System, Alternative “A” dated July 13, 2009. Second by Ms. Whicker. Mr. Brandgard said we have a motion and a second to approve Ordinance No. 23-2009 on its first reading. An ordinance for Rates and Charges of the Plainfield Waterworks System in the Alternative “A” as presented this evening. Can we have a roll call vote please? Ms. Mr. Mr. Mr. Mr.
Whicker – yes Gaddie – yes Kirchoff – yes McPhail – yes Brandgard – yes
5-ayes, 0-opposed, 0-absent.
Motion carried.
Mr. Kirchoff made a motion to approve Ordinance No. 24-2009 on its first reading. An ordinance for the amendments to the Plainfield Zoning Ordinance TA-09-001. Second by Mr. McPhail. Roll call vote called. Ms. Mr. Mr. Mr. Mr.
Whicker – yes Gaddie – yes Kirchoff – yes McPhail – yes Brandgard – yes
5-ayes, 0-opposed, 0-absent.
Motion carried.
ADJOURNMENT Mr. McPhail made a motion to sign the necessary documents and adjourn. Second by Mr. Kirchoff. Motion carried. Meeting adjourned.
_________________________________________ Mr. Robin G. Brandgard, President
!25 Town of Plainfield TC 07/13/2009