PLAINFIELD TOWN COUNCIL
October 24, 2011
7:00 p.m.
Mr. Brandgard: The Plainfield Town Council meeting for Monday October 24, 2011 is now in session.
PLEDGE OF ALLEGIANCE
Mr. Brandgard: I would like to ask everyone to rise for the Pledge of Allegiance.
CONSENT AGENDA
Mr. Brandgard: Let the record show all Council members are in attendance this evening. There are a few items on the consent agenda.
1. Approval of minutes of the regularly scheduled Town Council meeting of Monday, October 10, 2011.
2. Third Reading and Adoption Reading of Ordinance No. 11-2011: Wyatt Rezoning I-2 Industrial.
3. Second Reading of Ordinance No. 12-2011 Amendments to Plainfield Zoning Ordinance.
4. Approval of Planning and Zoning Director's and Parks and Recreation Director's reports dated October 20, 2011, Town Engineer's report dated October 21, 2011, Transportation Director's report dated October 22, 2011 and HR Director's report dated October 24, 2011.
5. Approval of September monthly reports for Plainfield Fire Territory, Plainfield Town Court, Department of Public Works, Plainfield Police Department , and IT.
6. Approval of a partial release of escrowed retainage funds in the amount of $20,000 associated with the South Hills Drainage Project Phase 1 to Millennium Construction per the Town Engineer's report dated October 21, 2011.
7. Approval to release $119,780 plus any accrued interest on escrowed retainage funds associated with the North East Water Tower project to Landmark Construction per the Town Engineer's report dated October 21, 2011.
8. Approval to grant the 50% match of $1,285.82 upon completion of sign installation for Clark's Barber & Style Shop at 14 S. East St. for the Town Center District Façade/Sign Improvement Program. The grant request may increase to the $2,000 maximum if electrical work for lights is included per Planning and Zoning Director's report dated October 21, 2011.
Are there any changes or additions to the consent agenda?
Mr. Kirchoff: I move we approve as read.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and a second to approve the consent agenda as read, roll call vote please.
Mr. Bennett: Ms. Whicker- yes
Mr. Gaddie- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council consent agenda for October 24, 2011 is adopted.
Mr. Brandgard: Thank you. And with the consent of the members of the board Town Council I would like to move the IU West Hospital and Katie Aeschliman, Harris Bank ahead of the bid opening.
With that, I would invite Katie Aeschliman.
Ms. Aeschliman: Good evening, Mr. President and members of the Council, my name is Katie Aeschliman, I am a Relationship Manager with Harris Bank, and I work with all of our Government clients. Thank you for the opportunity to be here, we certainly appreciate the Town's business, we thoroughly enjoy working with Wes and his staff on a regular basis. To further show our support for the Plainfield community, I am actually here tonight to present a check to you in the amount of $3,000.00 in support of the Plainfield Youth Sports Complex.
Mr. Brandgard: Thank you.
Mr. Bennett: Yes Mr. President, Katie, thank you very much. Members of the Council this brings Harris Banks total contribution to the Plainfield Youth Athletic Complex, or the Barker Sports Complex to $12,000.00. They have asked that this be air marked for the Miracle field and I spoke on behalf of the Council and granted them that request as well, so if Ms. Whicker and Mr. Chafin would like to come down and accept that donation I would sure appreciate it and I know the Council would too.
Mr. Brandgard: Thank you.
Mr. Bennett: Thanks Katie.
Mr. Brandgard: I believe IU Health West Hospital has a presentation to make.
Mr. Chafin: They do and to give a brief introduction we are here tonight to announce an expanded partnership that the Indiana University Health West Hospital has with the Plainfield Parks and Recreation Department, we have been a partner with them and they have been supportive of us in number of ways for a number of years. Just briefly they have given us sunscreen for the patrons at Splash Island Water Park for free for the last handful of years, to try to educate sunscreen and sun safety. Also if you remember about 2 years ago, they made a substantial donation to the Miracle Field and they are making monthly installments to the Town as a contribution toward the Miracle Field, one of the things that they've done this year that you have in front of you is for a Halloween activity that we have this Saturday, they will provide every child that walks in with a Halloween trick or treat bag, and on the back of those bags it has some trick or treating safety tips. We have been talking with Mr. Matt Bailey who is the President and CEO, and this is Kathy Stoll, the Marketing Communication and GR Director of the hospital, on how they expand our partnership and extend it into more areas. I am going to introduce to you an extraordinary opportunity to bring our two highly visible organizations together to enhance the health and wellness for the Plainfield residents, with that, Indiana University Health West Hospital is going to become the official health care partner of Plainfield Parks and Recreation. With that unveiling I will now turn it over to Mr. Bailey.
Mr. Bailey: Thank you Clay that is the first I had seen it, that is good looking, thank you very much. It is an honor to be here before the Town Council tonight. I am a proud resident of Hendricks County; I recently relocated here from Vincennes, Indiana. I wanted to expand just a little bit more, Kathy Stoll is part of our senior leadership team and will have direct responsibilities working with Clay and Nate on how we are going to expand this relationship. Quite simply let's just think about in terms of, you've got a world class recreational center and programming that I have never seen before. I had the opportunity to meet with Clay and had a tour of the facilities and said we need to be partnering, we need to be in the wellness program, so using the expertise of the Plainfield Parks and Recreational program, using our expertise on clinical excellence and looking for ways that we can be more actively involved in the community of Plainfield on making our community stronger and looking for ways that we can look for ways to prevent sickness in our system. We've got a wonderful sick care system, but we are moving by our name, we are now the IU Health organization, so at IU Health West, had the opportunity to tour the facility, seen the various facilities that are not just for the youth of our communities, but also for our Silver Sneakers, wonderful title, got to actually see that in operations, but lets look at it this way, if we can collaborate using the natural partnerships of the Rec. Center, your vision of creating resources for healthier communities, we can together have stronger organizations and together we'll have a stronger and a healthier community and that is the vision that we want to talk to you a little bit more about tonight. IU Health West, we are committed to providing strategic to prevent disease and improve the overall health of communities that we are privileged to serve. By working with Nate and his team we feel that we can bring our expertise, we can bring our healthcare physicians in our healthcare professionals that can provide screening programs; we can provide educational programs to all the various aspects of the communities of the different demographics that come to the parks and recreational center. Buy doing that in the next few months we anticipate having a permanent presence in the Aquatics Center where we can hold those types of programs where we can provide those educational opportunities. We can also provide those opportunities for that to be truly a hub of wellness and health to the residents of Plainfield to the 900 employees that we have that are residents of this area that want to join this fine world class facility as well as looking at patients that have gone through cardiac rehab, our physical therapy services, this will create a wonderful opportunity for them to use the facilities, whether they want to use the walking track, the running track, the swimming capabilities, the weight lifting, the elliptical, all of the various exercise equipment that we saw there. Let me give you an example of what I am talking about. I am going to give you a real life example of a collaborative of how we are going to work. There is a very simple blood screen test that we can do, it is called 81C that by having a blood screen that we can conduct at the Parks and Recreational Center, we can show if an individual is a higher risk of being a pre-diabetic. If they are at a high risk to be a diabetic patient, by working with Clay and his team we can put them on an exercise program, we can let them talk with our dieticians and by having the dieticians engaged with healthier eating choices, customizing an exercise swimming program, those things. We are going to lower that potential for that person to become diabetic, and diabetes is a huge issue in this Country, so that is a way by combining a mutual expertise that we can better serve the community of Plainfield, and I think that is a real example that we want to engage in very quickly. Let me see Kathy what else am I supposed to add, one very important aspect I think is the benefits the benevolent program, I call it the benevolent you call it the beneficent, I didn't know that was a word until today, but what a great program, looking for ways we serve people regardless of their ability to pay at IU Health West and certainly the Parks and Recreation Center looks for ways that we can partner to make memberships more affordable, so that certainly is part of this collaborative we will be a part of that and we will be supporting that financially in this investment that we have with the community and with you, and we are looking very much forward to that. I guess to end this, we are truly excited about partnering with your expertise in terms of wellness, we feel we bring the clinical expertise and together we are going to have healthier communities as a result of this collaborative, so with that I am going to turn it back over to Clay. Thank you.
Mr. Chafin: That is hard to follow, that sounds great doesn't it? You can see why we are so excited and it has been hard to keep this secret for a while if you will. As Matt said we are excited to the fact that it is really going to help the Beneficent Fund, one of the funds that we've established to provide assistance to residents wishing to participate in programs or get a membership. We are going to plan an official onsite launch in January, so we will be promoting that and through the various media outlets. Our conversations with this partnership have prompted us to actually come up with a fall event in November. We are going to have a Fall Fling 5K run and walk in November on the 19th to start things off a little bit and being around the Thanksgiving season, so we are going to be promoting that on our website as well. It is a unique competition; there is a unique competition that Kathy has in store for the leisure river coming next year. So she has some secrets we can't quite tell you about that now. We are very excited and we are happy to be involved with IU Health West Hospital.
Mr. Brandgard: Thank you Clay, and Matt, just to let you know from a Council standpoint, we are happy to be a partner with you, and you becoming a partner with us in trying to make the community healthier. I don't think there is much more we can do that would be better for the community, and I appreciate you coming with us on this.
Ms. Whicker: I know the excitement during the tour of the facility when we went upstairs I remember your looks on your faces, wow, this is up here too, and I think there is a lot to offer in the building and there will be even more to offer with your health services.
Mr. Brandgard: So if we could take a five or ten minute adjournment and we will come back and get some pictures taken.
BID OPENING: South Hills Estate Drainage Project Phase 2
Mr. Brandgard: We are back to the agenda and go to the bid opening. Do we have proof of publication?
Mr. Carlucci: We do Mr. President.
Mr. Brandgard: Thank you. Bid opening for the South Hills Drainage Project Phase 2.
First bid is submitted by Atlas Excavating Inc., West Lafayette, Indiana. The total amount of the bid submitted by Atlas Excavating is $585,510.00 again that is $585,510.00.
Second bid is submitted by Fleetwood Contracting Corporation, Indianapolis. The total amount of the bid from Fleetwood Contracting is $508,044.50 again that is $508,044.50
Third bid is submitted by Gradex Incorporated, Indianapolis. The total amount of the bid from Gradex Incorporated is $651,424.35 again that is $651,424.35.
Fourth bid is submitted by JDH Contracting, Plainfield. The total amount of the bid from JDH Contracting is $626,805.00 again that is $626,805.00.
Fifth bid is submitted by John Hall Construction, Inc., Plainfield. The total amount of the bid submitted by John Hall Construction is $476,191.50 again that is $476,191.50.
Sixth bid is submitted by Millennium Contractors, Indianapolis. The total amount of the bid submitted from Millennium Contractors is $465, 252.00 again that is $465,252.00.
That was the last bid submitted I would like to thank every body who took the time to submit a bid. The Engineer's estimate was $554,869.15. I would like to ask a bid review committee made up of Council member Bill Kirchoff, Town Engineer Tim Belcher, and Steve Craney to review the bids and come back at the next meeting with a recommendation. Thank you.
BUSINESS FROM THE FLOOR
Mr. Brandgard: Is there any business from the floor? Being none, we will go to the Town Manager's report.
TOWN MANAGER'S REPORT
Mr. Carlucci: Thank you Mr. President, I don't have an official report, although I sent you a written report electronically, I just want to thank everybody for their nice comments and concerns about my wife's illness. She is doing well, she is still tired at times, but she is doing better and it really does help having people call and let you know that they care, it makes a big difference. So hopefully this will be behind us and we can enjoy the upcoming holiday season and have a little fun. Thanks.
STAFF REPORTS
Mr. Brandgard: We will go to staff reports. Chief Mitny do you have anything from the Police Department? Chief Anderson do you anything from the Fire Territory? Joe do you have anything from Planning and Zoning?
Mr. James: Good evening, last week the Indiana Offices of Community of Rural Affairs had their 2011 Main Street awards, I had attended along with Jill Sprague and the other Planner, and Lieutenant Governor Becky Skillman was there to hand out 2011 awards and Plainfield won an award for the best design of public improvements for 2011 out of 12 communities that submitted for the award, Ratio Architects submitted the award on behalf of Plainfield, they were the Architectural firm that did the façade designs. We won the award for US 40 Main Street improvements for the façade improvements, so I would like to present you with this reward.
Mr. Brandgard: Joe, thank you and thank you for attending. Bill do you have anything from IT? Ron do you have anything from HR?
Mr. Lydick: As you remember the Town of Plainfield is moving to the calendar year, so we are going to start having meetings next Wednesday to introduce the new health savings accounts to our employees, we introduced it to them last May, but there will be a refresher course, and then they will have the month of November to return them to let us know if they want to continue with the PPO or if they want to enroll in the health savings account. We have selected Citizens Bank and Trust to be the banker for the health saving account. They will be at each of the employees meetings to sign up employees. The Council agreed to put in for the employees will be placed in the accounts, and the employees will be able to select the amount they want to have deducted from their paychecks each week by pay period and it will be sent to that account and that money is always theirs, if they leave the Town of Plainfield and they continue to keep that account and use that for health care expenses, as long as they use it for health care expenses, it is still tax free. In addition I placed on counter today a copy of a proposed drug and alcohol testing program. We presented this to all of the department heads and got their input on it. I am not expecting you to do anything this evening, I want you to take this with you and review it for a couple of weeks and then at some point we will ask you to approve that program.
Mr. Kirchoff: This is a modification or a revision?
Mr. Lydick: Our current program is very general in nature. The CVO drivers is very specific, this is not for the CVO drivers, that program will continue as is, this is for the non CVO drivers, so this will be for the Police, Fire.
Mr. Kirchoff: It comes in red lines so I thought it was a revision of an existing policy.
Mr. Lydick: No it was the prototype and these were the changes that I made to the Indiana Testing program. Then also Jim Chapman has reviewed this policy for us and his recommendations are in those changes too.
Ms. Whicker: Just one quick comment, I think it is great that we get a little more detailed with this I think it is a really good idea. I just noticed on the pre-employment, it does show refusal to submit, denial and I just didn't know what they are once they are an employee, it didn't see any wording as far as refusal.
Mr. Lydick: It is in there. I think it is item number 6.
Ms. Whicker: I know we will talk about it again later, but I think it is a good addition.
Mr. Lydick: There is one thing I consulted with Jim about, I wanted to make sure that we could ask them to take the test anytime we wanted to, and if they refused to take it then that would be considered transferred termination. Feel free to ask me anymore questions and after you had a chance to read the policy.
Mr. Brandgard: Ron thank you, that looks like a good comprehensive policy that we need, so thank you. Tim do you have anything from Engineering? Don do you have anything from Transportation.
Mr. McGillem: Nothing further except I would like to see a two or three week period with no rain here. I didn't think I would say it this summer. Did I miss anybody?
OLD BUSINESS
Mr. Brandgard: Old business.
NEW BUSINESS
Mr. Brandgard: New business.
RESOLUTIONS
Mr. Brandgard: We don't have any resolutions tonight.
ORDINANCES
Mr. Brandgard: We have one ordinance, ordinance number 13-2011: Appropriations and Tax Rates for 2012.
Mr. Bennett: Mr. President and members of the Council this is the ordinance that approves and you adopt the 2012 budget for the Town of Plainfield. We had our public hearing at the last meeting and this completes the budget process for what we have to do, we will submit this to the County and the State and the County is on time with the assessed evaluations and so we hope to hear sometime in late February and early March of 2012 and so I would appreciate your adopting this budget tonight.
Mr. Kirchoff: Preparing for that I want to thank and express my appreciation I thought our work session on financial plan was time well spent and I hope this prepares where we are going with this, so good work.
Mr. Bennett: Thank you very much.
Mr. Kirchoff: With that being the case I would move that we approve ordinance no. 13-2011.
Ms. Whicker: Second.
Mr. Brandgard: We have a motion and a second to approve Ordinance No. 13-2011, Appropriations and Tax Rates for 2012. If there is no further discussion roll call vote please.
Mr. Bennett: Mr. Gaddie- yes
Ms. Whicker- yes
Mr. Kirchoff- yes
Mr. McPhail- yes
Mr. Brandgard- yes
Plainfield Town Council Ordinance 13-2011 is adopted.
COUNCIL COMMENTS
Mr. Brandgard: Is there any other business to come before the Council? If not, I will entertain a motion to sign the documents requiring signature and adjourn.
Mr. McPhail: So move.
Mr. Brandgard: All those in favor signify by aye, opposed, motion carried, and thank you.
