TOWN OF PLAINFIELD TOWN COUNCIL

September 12, 2005

The Plainfield Town Council met on Monday, September 12, 2005. In attendance were Mr. Brandgard, Mr. Gaddie, Mr. Kirchoff, Mr. McPhail and Mr. Fivecoat.

PLEDGE OF ALLEGIANCE

CONSENT AGENDA

1. Approval of the minutes of the regularly scheduled Town Council meeting of Monday, August 22, 2005.

2. Third readings and adoption of Ordinance No. 49-2005: Reed-Stanley-Saratoga Associates Rezoning to PUD, Planned Unit Development and Ordinance No. 50-2005; Reed-Stanley-Saratoga Associates Annexation.

3. Establish Monday, October 31, 2005 between 6:00 p.m. and 9:00 p.m. as Halloween for the Town of Plainfield.

4. Approve an agreement with Connie Nass, Auditor of the State to allow Electronic Funds Transfers (EFT) to the Town of Plainfield per the recommendation of the Plainfield Clerk/Treasurer.

5. Approval of the August 2005 monthly reports for the Plainfield Police Department; Department of Public Works; Utility Department; Plainfield Parks and Recreation Department and the Communications Department.

6. Approval of the Human Resources Director’s Report dated September 12, 2005; Town Engineer’s Report dated September 10, 2005 and the Transportation Director’s Report dated September 10, 2005.

7. Authority to purchase game room equipment including pool table, foosball table, table tennis, air hockey and X-Box game system to be placed in the food court area of the recreation center at a cost not to exceed $7,000.00 per the Parks and Recreation Director’s Report dated July/August 2005.

8. Approval to demolish and replace the Franklin Park 2-5 age group playground equipment and encumber $100,000.00 of the Parks Department FY 2005 funds for installation of replacement equipment in March 2006 per the Parks and Recreation Director’s Report for July/August 2005.

9. Approval to hire Christopher Todisco for Park Maintenance at the rate of $7.00 per hour effective September 14, 2005 per the request of the Plainfield Parks and Recreation Director.

10. Approval of an amendment to the Schneider Engineering Agreement (approved by the Town Council 1/24/05) for the Metropolis Parkway Phase 1 to add construction engineering inspection services in an amount not to exceed $100,000.00 per the Transportation Director’s Report dated September 10, 2005.

11. Approval of Change Order #1, Metropolis Parkway Phase 1 in the amount of $3,600.00 to add the installation of Cast-in-Place Tactile Warning Surface by ADA Solutions, Inc. into the handicapped curb and ramps per the Transportation Director’s Report dated September 10, 2005.

12. Approval of Change Order #2, Metropolis Parkway Phase 1 to provide for a change in the Substantial and Final completion dates to October 17, 2005 (open to traffic) and contract completion to November 14, 2005 per the Transportation Director’s Report dated September 10, 2005.

13. Approval of Change Order #3 Metropolis Parkway Phase 1, in the amount of $57,450.00 to provide for the furnishing and installation of two (2) Aquaswirl Concentrator Conveyance Flow Diversion Systems per the Transportation Director’s Report dated September 10, 2005.

14. Approval of a letter dated September 19, 2005 to the Indianapolis Metropolitan Planning Organization committing Plainfield to a 20% local share (approximately $18,960.00) 80% Federal (approximately $75,840.00) for the development of a Subarea Transportation Plan for SE Plainfield/Guilford Township south of I-70 per the Transportation Director’s Report dated September 10, 2005.

15. Approval to credit Mr. Halfaker’s utility bill in the amount of $98.52 he incurred for maintaining new seeding

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and sod replaced by Plainfield for the reconstruction of Vestal Road per the Transportation Director’s Report dated September 10, 2005.

16. Approval of change Order #2 a credit in the amount of $13,811.00 to the contract with Tramco, Inc. for the extension of sewers along Moon Road and U.S. 40 per the Town Engineer’s Report dated September 10, 2005.

17. Approval to release all of the remaining escrowed retainage (Est. $5,000.00 plus interest) on the Moon Road sewer project to Tramco, Inc. per the Town Engineer’s Report dated September 10, 2005.

18. Approval to release all remaining escrowed retainage plus accrued interest (est. $6,579.46) on the Clark Road improvement project to Harco Construction per the Town Engineer’s Report dated September 10, 2005.

19. Acceptance of streets, water mains, sewer mains and storm drains for Yorktown at Saratoga per the Town Engineer’s Report dated September 10, 2005.

20. Upon the recommendation of the Metropolitan Board of Police Commissioners, Chief Larry Brinker requests that Jason Wilson be reassigned to the rank of First Class Patrolman effective September 7, 2005. Jason Wilson held the rank of Corporal at a bi-weekly rate of $1,634.00. The bi-weekly rate of a First Class Police Officer is $1,565.00 and will be paid effective September 7, 2005.

21. Approval to release the following performance bonds for Yorktown at Saratoga per the Town Engineer’s Report dated September 10, 2005.

Bond # Items Covered Bond Amount

#08773969 Road improvement; path; $42,414.00 pavement; curb; striping; and milling for entrance of Yorktown.

Mr. McPhail said I would request that we would withhold action on item number 7 and discuss that during the Director of Parks later on in the agenda.

Mr. Brandgard asked, do we have consent? Consent given.

Mr. Kirchoff made a motion to approve the Consent Agenda as read and amended. Second by Mr. Fivecoat. Roll call vote called.

Mr. McPhail – yes Mr. Kirchoff – yes Mr. Fivecoat – yes Mr. Gaddie – yes Mr. Brandgard – yes

5-ayes, 0-opposed, 0-absent. Motion carried.

BUSINESS FROM THE FLOOR

Mr. Al Bennett with the Indianapolis Airport Authority Board of Directors and Hendricks County Representative said I requested Friday a special report to you. The airport authority has responded to what we could do at the airport and this part of the State and more specifically here in Hendricks County. The fact that the airport authority has 10 homes that they are going to make available for those that may be relocated here from the Gulf States because of the tragedy of Katrina. We had a meeting this morning, which some in this room attended. The idea was that on Friday when we reviewed the Staff’s criteria, and I have one of our fine staff from the airport here to give some detail, we decided to get the word out as quickly as we could to the community. I came in and talked to Mr. Carlucci and talked to several other people in the community and quickly called the meeting for this morning and asked that we would be able to give you a report tonight on the program. We think it is an opportunity. All 10 are on the southern side of this township. Some in the Town and some are outside owned by the airport authority. I will let Dennis Rosebrough from the airport authority give you more detail and would be glad to answer any questions.

Mr. Dennis Rosebrough said Mr. Bennett is providing wonderful leadership and assistance and we are pleased to have him as a member of the airport authority board. As Mr. Bennett said, in response to some

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of the inquiries that have been made about housing needs for people who are displaced by Katrina who ended up here in Indianapolis, or at least in this part of Indiana, through either a formal FEMA relocation or on their own the airport did make an offer to the Red Cross to provide housing to up to 10 families or 10 people in these homes. We were sensitive from the beginning about this offer and about the impact of this sort of action in the community. That is why we have internally, and we are working with Mr. Bennett and others, to put together what we thought were criteria that was both respectful of the community and sensitivity to the community as well as being a good match for the people that might be occupying the homes. I think there is really a double-edge concern both in terms of who would be the occupants as well as the current residents. So, with that in mind we have put together some criteria that we have sent to the Red Cross. The airport really is not going to get into the business of direct social services to these residents but really, as part of a real estate transaction in many respects, we have put together sort of a lease, a residential use agreement that we will require the residents to sign. That really sort of codifies kind of the arrangement and the agreement. Basically, we would treat these homes as rental properties. So, the airport would retain the responsibility for the maintenance of the property both in the interior as well as the exterior. So, that issue I think was one of the issues that obviously people would be concerned about is how the homes would be maintained.

A couple of other things that we looked at in consulting with others kind of in the broader sense of the people working on this effort is that there are probably three important criteria that we have established that I think has resonated well with the community. One we are going to require that the people who live in these houses be in the same family unit that preexisted pre-hurricane. So, recognizing that for many people the old traditional family unit isn’t really exactly how it really is in the real world for a lot of people. But that family unit whether it be a grandma, mom and grandchildren or whatever combination that might be that comprised the family unit pre-hurricane would be the family unit that would be recognized. Also, we are going to apply the normal HUD requirements in terms of number of occupants. So, basically for a three-bedroom home the maximum number of occupants would be six people. For a four-bedroom home the maximum number occupants would be eight people. So, there would be a cap in the actual numbers of people who would occupy the homes. Then also, as part of the criteria, we will ask the people to consent to a criminal background check so that we have that level of assurance of the people that are moving in. That would be our approach. We have submitted these recommendations to the Red Cross.

We have said that these homes will be available. They are in the inventory of housing that the State Department of Homeland Security has gathered together around the State of Indiana from really all parts of the State. So, exactly if someone will be moving into these homes, if in fact that is going to occur or not, I cannot stand here tonight and tell you absolutely. It will really be on an individual case basis as these people are handled and dealt with in a compassionate way but in a way of looking of a variety of factors whether in fact this would be a good match for them to occupy one of these homes. I would say from our breakfast meeting this morning I will speak for myself and I think for all of us how we were overwhelmed with the open arms that were expressed by most of the people. Certainly from the faith base group they talked about supporting the neighborhood associates represented. They talked about having a picnic to welcome the people. Jerry Hollifield from the school system was present and generally I think a lot of people put words in people’s mouths but I think a lot of people felt it would be a great opportunity for the Town of Plainfield to really demonstrate a wonderful, warm, compassion and assistance. Like I said all of that being said we are practical and tried to listen to the issues and concerns that people have expressed. Hopefully, we have come to an agreement and a way forward that can both be welcoming and supportive but likewise be respective of the sensitivities of the community and the neighborhoods where these homes are located. So, I would be happy to answer any questions. Like I said there are a lot of unknowns to a certain extent but I would certainly be glad to answer questions if any of you have any specific questions that maybe I didn’t address.

Mr. Kirchoff said when you talk about leases or rentals, are you talking about some kind of income based sliding scale?

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Mr. Rosebrough said yes. That is one of the things that we have talked to the Red Cross about. The rental agreement calls for that if in fact those individuals began getting some sort of a housing subsidy allowance from FEMA. For example, there would be a rental payment to the airport but I think for a variety of reasons it has value to do that. So, this agreement is a month-to-month agreement so there is not really a long-term commitment. We got an e-mail today, I don’t know if you heard, but the airport has been involved in two ways. One is the reception of people who have been brought to Indianapolis and how they get received and processed at the airport. We are working closely with the State Health Department and the other State agencies that are involved as well as the appropriate city agencies. So, there is that dimension of it as well as now this housing component is really sort of a different side of that issue. But we were expecting and been told by FEMA that as many as 3,000 additional people may in fact relocated to Indiana, not just Indianapolis, but the State of Indiana, as part of an effort to sort of disperse the population so the burden of supporting and caring for those people would not just be solely Texas or Arkansas or whatever that it be spread about. We got an e-mail today that looks as though there may be no further evacuees arriving in Indianapolis by plane. From my brief e-mail I read it and as things were improving in parts, I heard tonight that the wastewater treatment plant will probably be coming on on line in New Orleans tomorrow. So, for some of those things some people are deciding not to move as far away. They are thinking that perhaps they are going to be moving back into their homes more quickly. But I’m kind of reading between the lines. The program is in place. We are doing the right things to prepare and whether it comes to fruition we just don’t know. It is beyond our decision process.

Mr. McPhail said Mr. Rosebrough mentioned this morning that if the homes were to be occupied, you are looking for community support to furnish those.

Mr. Rosebrough said right, we are. We have been in touch with a number of individuals and organizations to help adopt a home and furnish it. There may be some interest through the church federation being the faith based organization, which is perhaps one approach to adopting and furnishing the home and perhaps adopting and helping the family acclimate to their new home here in Plainfield. That will be on going. Three of the homes have been spoken for by organizations so we will kind of see how that plays out over the next several days.

Mr. Brandgard said first of all I would like to thank you for coming in and bringing your program to us. Are you looking at this short-term?

Mr. Rosebrough said yes. As the State is looking at it, this is short-term and maybe as we traditionally would think of short-term in terms of a couple of weeks or a month being really short-term people, these homes would be in an inventory of properties for a longer period of time. Whether that would be six months or nine months we don’t know. That is really why we wrote the use agreement on a month-to-month basis because of the uncertainty of how long. But it is our understanding that people who would be intending to stay more than the short-term shelter environment who are really looking for a more permanent in terms of maybe 12-18 months. That is what the experts are telling us. We are learning. This is a new venture so we are learning on a daily basis. It is kind of a labor of love on many of our parts but still we are learning. We are listening to the experts as they tell us these things that we don’t know.

Mr. Kirchoff said you used the terms that these are houses that are in your inventory. Does that mean you have taken them off the market for selling for that duration?

Mr. Rosebrough said just for that period of time yes. I would say just for your information the location of the 10 homes just by subdivision or location two of the homes are in Hawthorne Ridge and three of the homes are in Mars Meadows, which I believe is outside the Town. Four of the homes are in Sycamore Estates and then one is on SR267, I think it is called South Point so they are not all concentrated in one area.

Mr. Brandgard said with what you worked with this morning in your meeting you are going to have a support group for these people when they come in.

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Mr. Rosebrough said right. At this point I’m kind of serving as sort of a collection point of information, etc. Our group is meeting and we kind of decided this morning that we would meet on a weekly basis at least for the next couple of weeks. So, we will communicate back. Wes and Rich were at the meeting and Mr. McPhail was at the meeting so we will continue to pass on as much information as we can. We will be communicating directly with the neighborhoods. Tomorrow we will drop off an informative letter to the broader community.

Mr. Fivecoat said I was just coming back from that area this morning. I saw first hand the magnitude that you are talking about. I was in Ocean Springs, Louisiana. That is complete devastation down there. I was up to Jackson, Mississippi and spent the last 12 days there. That is 175 miles from the coast. They are hit hard there. They had 110 mph sustaining winds that far inland so the magnitude of this disaster is not just New Orleans and the Gulf Coast. It is spread out through that whole state. It looks worse than a war zone down there. It is something that you can’t explain when you see it. These people lost everything and the people up north in the Jackson, Mississippi area they are without power, they have some homes damaged but they still have homes, these other people don’t. They have nothing. So, these people coming in are going to need a lot of help.

Mr. Rosebrough said after our meeting this morning I was just so overwhelmed by the graciousness and willingness and eagerness to make this work, if it happens that we are selected.

Mr. Fivecoat said they have the reverse down there. You couldn’t have asked for better people. They bent over backwards to help us because we were down there to help them so it works both ways. They are a nice bunch of people.

Mr. Rosebrough said hopefully this will all be a very positive experience for all of us involved. To the Town board and Wes and Mr. Carlucci representing you all and Mr. McPhail thank you for your interest and your support and we will promise to maintain good communication with you as the time goes on. Thank you Mr. Brandgard for the time. I appreciate it very much.

Mr. Brandgard said we appreciate you coming in and we welcome you back.

Mr. David Zoba with Premier Properties said I have a request that the Council consider a package of improvements that were outlined first in a letter to Mr. McGillem. They really deal with two sets of items that have been discussed I believe in a discussion with the planning group. Is that where it was discussed Mr. McGillem?

Mr. McGillem said it was discussed here at the last Council meeting. Mr. Zoba said I thought it was at the Plan Commission but they deal with really two items, installation of median landscape and an upgraded street lighting for Perry Road and the Metropolis Parkway. I believe all of these items have been discussed. A few of the items deviate from the Town standards, which is why we are here requesting Council approval. Specifically, and I will give them as a package as items that I believe were discussed, they include the following:

• Approval of a light pole spec. You have those materials I believe. I have extra copies, if anyone would like them. They are an enhanced light pole. We think it is special looking. We had discussion before about signals. These are consistent with those. They will set apart the Metropolis area, as an upgraded area for the retailers. I think they look very sharp. Premier Properties would pay for all of these and supply them. The agreement would be that the Town of Plainfield would install the lights on the Metropolis Parkway and that Premier Properties would install them on Perry Road. The Town of Plainfield would then take over maintenance as it would with all other light poles, maintenance replacement and provide energy for all lights on the Metropolis Parkway and Perry Road.

• As to landscaping, the item there is obviously for landscaping in the median. However, as in the budget there is $17,000.00 for sod and we are proposing at Premier Properties’ expense to upgrade that landscaping and to install that. Discussion has been that we would intend to use Hobbs’ Nursery. There is a landscaping plan that has been delivered and the request there is simply we

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would put that in and the $17,000.00 in that budget would be applied toward the upgraded landscaping plan. We would pay the excess but we would ask that since there is $17,000.00 already applied for sod and we are going to upgrade that that the $17,000.00 be used to help pay for that.

• Finally, if we choose to irrigate that, which I would expect that we will, that the water for that would be provided by the Town. So, if it is irrigated, and I would strongly believe that we would, just to maintain that upgraded plantings and grass, that that would come from the Town water supply and other utilities. I don’t think there are any other utilities but, as written in the letter July 18, it was all utilities related to the irrigation of that but I think it is only water.

But that is the discussion. I think because of the deviation of the light poles from the Town standards.

Mr. Brandgard said on the lighting which pole system are you requesting?

Mr. Zoba said I think it is MBD-80.

Mr. Kirchoff said I would ask Mr. McGillem, how much variation is this in the pole and in the head itself from what we typically see and what does this mean to us from an inventory standpoint?

Mr. McGillem said from the standpoint of the poles they have agreed that the 30-foot poles are the same as what we had. On the rest of the lighting out there they would utilize a 250-watt high-pressure sodium lamp, which is the same that we have had out there. From the standpoint of the lighting inventory we would need some additional poles. The poles out there right now are Cinergy’s poles. They maintain the poles, the replace them if they get knocked down. Also, under this scenario it becomes sort of what we have on Stafford Road. The poles are ours. We would need to provide for maintenance and if a pole gets knocked down, we would need a replacement, at least some back-up inventory because it takes considerable time to get one of these poles replaced. They would be providing additional poles. We haven’t decided the number but there will be poles for us.

Mr. Kirchoff said so they provide a number of units but not a number of years. The other question I have I can understand the $17,000.00 and we are going to spend that anyway but since the Town was not going to put this in, who is going to maintain the additional landscaping?

Mr. Zoba said Premier Properties will. On all of the median adjacent to the Metropolis but that really means all of the Perry Road piece and running down Metropolis pass the new apartments.

Mr. Kirchoff said I would maintain that watering that would be maintaining it too then.

Mr. Zoba said we are asking watering for the water, if you will.

Mr. Kirchoff said I’m saying that should be part of maintenance.

Mr. Zoba said we would put in the irrigation system, if we did. I don’t know if that has been decided yet.

Mr. Kirchoff said that’s just my thoughts. Then the other thing is it was my understanding at an earlier meeting that Premier was going to reimburse us for the cost of removing those 29 lights that were taken out. So, that should be included in this agreement as well.

Mr. McGillem said the lighting that we are taking out Mr. Kirchoff, and I met with Cinergy last week, they have agreed to take those lights that are out under the same agreement and place them at other locations. One of those locations is Dan Jones Road and there are 29 lights that were taken out from the lighting out here. So, our contract with them would go on at the same rate that we are under for those lightings and we would still have an installation cost for getting those put in.

Mr. Kirchoff said and removal costs.

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Mr. McGillem said there is the removal costs, which should be associated the intersection work. They had to be removed because of the intersection.

Mr. Kirchoff said Cinergy is putting some pressure on us. They have inventory laying on the ground that they want to do something with, storing it as well. So, we gave them four sites to take a look at from an engineering standpoint. In order of priority it was Dan Jones from the old railroad track north to Dan Jones.

Mr. McGillem said it was U.S. 40 all the way north. Dan Jones would require lights on the west side between the railroad and U.S. 40.

Mr. Kirchoff said second was to look at Clarks Creek Road. You know we are improving Clarks Creek Road and we feel that is really going to need some all the way down to Gladden for now. The third one would be Gladden Road. There is not a lot of lighting on Gladden Road so again trying to tie that into a common looking system and then fourthly was Southfield Drive where we have extended that road. There is no lighting on Southfield Drive so those were four areas. They kind of gave us a sense those 29 lights will get used up so we felt like we needed to prioritize that and if we run out before we get all of those done, we just won’t do all four locations. The other thing they wanted is they wanted it to be relatively close to where they were removed. So, we picked locations pretty much on the east side of Town. They said they would get in touch with us in the very near future. They have a sense of urgency that they would like to get those lights back up and generate revenue. So, that is where we are on those.

Mr. Zoba said just a final point I would make is the reason that we are here tonight and the urgency for it is there is obviously a lead time on these light poles. We have had this letter in for a while and under discussion and obviously we are coming to October 28th and would like to get these ordered.

Mr. Brandgard said I think, as far as the lighting goes, I don’t have any problems. We have had several internal discussions over lighting and looking at it in different areas may require something different than other areas. I think the biggest issue in my mind is the irrigation. I think, if I understand what you are asking regarding to that, is wanting the Town to pay for the irrigation.

Mr. Zoba said just for the water.

Mr. Brandgard said the issue I have there is we don’t irrigate our own stuff within the Town. So, I have somewhat of a little bit of a problem providing water free and charge for someplace else. I think landscaping out there is a good thing to do but I think fundamentally I struggle with it.

Mr. Kirchoff said, the interlocal agreement, we have said we would do the sod and if there is any landscaping to be done, it would be Premier’s responsibility. So, I have no inclination to support that.

Mr. Zoba said I appreciate you don’t do irrigation on yours but I think we would all appreciate that putting in irrigation and increase landscaping is a huge cost. I’m not indicating that water is not but I think the Town has access to water at a cost that is very favorable and that is why we would request that the Town pay for the water and that we incur the big expenses of the irrigation lines and the landscaping itself. We will maintain it, which is a significant cost. Obviously, we are looking at some help on one expense and that is one that we think the Town can efficiently handle because of its access to water.

Mr. Kirchoff said we will give you access to water with a meter.

Mr. Brandgard said I think your immediate need is to settle the issue relative to the lighting. I think, as Mr. Kirchoff mentioned, within the agreement we said you could do the landscaping and I don’t have any problem transferring the cost of the sod to the landscaping as long as it doesn’t exceed the $17,000.00. With the approval tonight I don’t want to go into the irrigation part without a little more discussion. I don’t think we have touched on that one.

Mr. Zoba asked, does there need to be a vote on the lighting piece?

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Mr. Brandgard said I think on the lighting piece we do. If anybody wants to make a motion to that extent, I would appreciate it.

Mr. Kirchoff said I’m ready to make a motion if we cover it all tonight. I would be willing to make a motion that we do approve the upgraded lighting as requested by Premier Properties. That we approve the $17,000.00 sod transfer for them to be applied to landscaping and that we do not assist in maintenance in any way, which includes the irrigation system or water. Second by Mr. Fivecoat.

Mr. Brandgard said we have a motion and a second to approve the lighting plan as provided. And allow the $17,000.00 allocated for sod be used toward the landscaping to the extent that we don’t need to buy sod somewhere within the plan. And not to provide any irrigation or water for the landscaping. Is there any other discussion?

Mr. McPhail said as a matter of clarification, on the lighting issue I don’t feel like we have any conflict with the Plan Commission but I need to make sure of that we are not conflicting with any approvals or denials from the Plan Commission.

Mr. McGillem said not within the right-of-way. All the lighting that we are talking about is within the right-of-way.

Mr. McPhail said I just want to make sure that we are not stepping on anybody’s toes.

Mr. Kirchoff said the other part of that is they have agreed to provide, and I don’t know if we negotiated the excess number, but they have agreed to provide additional inventory so that when they get knocked down. The down side of that is somewhere down the road we are going to start picking up that extra cost.

Mr. McGillem said (inaudible).

Mr. Kirchoff asked, Mr. McGillem is this reasonable with the standards that we are wanting to set up?

Mr. McGillem said outside of the pole and the lighting head there should be no difference in the number of lights that we would have installed.

Mr. Kirchoff said I understand that but I’m just saying from a pole and the head and all of that is it reasonably close to what we are going to be thinking about? And then the second one is it going to fit with what is going to be coming up new SR267 when we do the median mount?

Mr. McGillem said on SR267 the median mount that we are proposing in there will again depend on which light fixture that we choose to put on there but it would be a similar median mount with (inaudible).

Mr. Kirchoff said that’s all I’m asking. We are not doing something far out here and people go, “what in the world did you do”?

Mr. Brandgard said on the other hand by doing this when people go into the area, it will look a little different so that it is recognizable.

Mr. Kirchoff said that I understand. I just wanted everybody to understand it wasn’t way out in left field.

Mr. Brandgard asked, Mr. Kirchoff do you want to modify the motion with the shoulder mount on Perry Road and the median location on the Metropolis with the double heads.

Mr. Kirchoff said I’m comfortable with that yes.

Mr. Fivecoat said I’m comfortable with that.

Mr. Brandgard said we have a motion and a second before us to approve the lighting plan as shoulder mount lights on Perry Road and median located lights with double heads on Metropolis Parkway. And approval to use $17,000.00 allocated for sod toward landscaping to the extent we don’t need any of that to pay for sod where we need to replace sod instead of landscaping. And not to provide water for an irrigation system. All those in favor signify by aye. None opposed. Motion carried.

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TOWN MANAGER’S REPORT

Mr. Carlucci said I have the Plan Commission report. I will go ahead and read it. I, Richard A. Carlucci, in my capacity as Secretary of the Plainfield Plan Commission, hereby certify that the Plan Commission held a public hearing on Thursday, September 8, 2005 on the petition of the Plainfield Plan Commission to amend the Plainfield Zoning Ordinance, Ordinance No. 21-97 by the addition of new sections as attached hereto as Exhibits “A” through “F”. The Plainfield Plan Commission voted six to zero to make a favorable recommendation to the Plainfield Town Council to amend the Plainfield Zoning Ordinance, Ordinance No. 21-97 as described herein on attached Exhibits “A” through “F”. I have dated it the 12th day of September 2005. I have signed it and sealed it as Secretary of the Plainfield Plan Commission.

I briefly just mentioned Exhibits “A” through “F”. This doesn’t even begin to tell you how much time the committees that were set up to do these amendments spent. I know Mr. Kirchoff has been involved and Mr. McPhail, Mr. McGillem and Mr. Belcher, Mr. Valanzano. They have all been involved. But let me go briefly through these. I even got to the point in at least sending home those CD ROMs and putting the Plan Commission report on a separate folder so that it is easier to find.

Exhibit “A” is a Religious Use District. We didn’t currently have one. We already have an “S” School District that we developed when the new Plainfield High School was going to be built. We have a “P” for a Parks District. These types of districts are a way of getting flexibility in the Zoning Ordinance, not less flexibility. Not getting more difficulty getting things approved but less difficulty getting things approved.

Similar to the Religious Use District in the fact that it is a separate district is Exhibit “B” which is a Commercial/Industrial District. That came about because we had a developer that wanted to do a little mix use development between commercial and industrial but it never fit into either one of those categories. We think that is something that gives us flexibility in our ordinance.

Exhibit “C” is a little less exciting. It is basically some changes that were made to the non-conforming use regulations. Things that Mr. Daniel likes to talk about but not a lot of other people.

Exhibit “D” was some additional permitted uses, changes to the permitted uses in the zoning classifications.

Exhibit “E” was sign hierarchy in the Zoning Ordinance.

And then there were some miscellaneous updates on Exhibit “F”.

We will go through a couple more readings of this. If there are any questions that you have on those specifically, if you want to e-mail me during the week before we get to the second and third reading of this, I would be glad to get the answers from the Staff or from Mr. Valanzano. So, that is the Plan Commission item that I brought. There were no rezoning requests that came in although I will tell you I think we are going to have a very busy October meeting. If it looks like we are going to get too much, we might split that over a couple of nights but we will have to see how that turns out. So, that is the recommendation that I have for the Council from the Plan Commission from their September 8th meeting.

Mr. McPhail made a motion to accept the Plan Commission’s report and recommendation regarding the Plainfield Zoning Ordinance No. 21-97 with the additions of new sections, which were attached, Exhibits “A” through “F”. Second by Mr. Kirchoff. Motion carried.

Mr. Carlucci said the next item that I have is Duke Building #8. It is a tax abatement request. Duke is planning to build a 650,000 square foot speculative distribution center on approximately 42 acres. This building is going to be located just south of Primo’s on Hadley Road and the zoning has already been approved on this site previously. Also, in the future is perhaps the actual construction of the convention center. That will all be in that area. They are requesting a 10-year real property tax abatement and we all recall when Duke was hesitant to come out here. Now they can’t find enough land but it is real positive. They just received approval the other night for a project through the Plan Commission and the Tax Abatement Committee has

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looked at this and forwarded it to the Town Council. If the Council decides to move forward on this, there will be a public hearing but by simply adopting Resolution 2005-34, if you go ahead and move forward on that, there will be a public hearing at the next Council meeting on the 26th of September. So, we will wait until that comes up later in the agenda.

Finally, we have an annexation request. I will just go ahead and read the letter. “Whitmore Place, LLC being the owner of .60 acres at 894 E. Township Line Road and .357 acres at 7254 CR300 S. voluntarily request annexation of these two parcels into the Town of Plainfield.” It is signed by Mr. Carpenter at Whitmore Place, LLC. As you know, Whitmore Place is a new subdivision. They have been doing a lot of work moving dirt directly west of the Church of Christ and Williamsburg in the Woods. We have already done two small annexations to add onto their development and now we are adding a couple of other houses along Township Line Road. I will need the Council’s permission to go forward with the annexation.

Mr. Brandgard asked, do we have consent for Mr. Carlucci to move forward? Consent given.

REPORTS

Mr. Fivecoat said this last two weeks has been an eye-opening experience for me being down south and seeing the destruction and learning firsthand on emergency response. I got a lot of information that I brought back to work with our Chief of Police and our fire department on an emergency plan and seeing firsthand what we need. Not saying that we don’t have a good plan because we do have a good plan but I think we can always improve and prepare for the worst and the least. I saw firsthand when cellular towers go down, there is no cellular communication, your telephones don’t work. Landlines are non-existing. Down there I found out that satellite telephones are probably what we are going to have to look at for communication. When something like this happens, I know we will never have a hurricane in Indiana but tornados we do have. So, I brought back a lot of valuable information. Those areas are very hard hit. As I told some of the members tonight, driving down Interstate 10 last week I saw a line for gas nine miles long and lines down the interstate. We take for granted our gasoline. We can pull into a gas station and fill up anytime we want to, you can’t down there. There are still lines at gas stations. The main focus of the police department what they do is one gas station in town gets gas and they make sure they have power to that gas station and then the police department goes out there to keep the peace while these people are waiting in line. They literally push their cars forward. They let one car at a time in the gas station and they got twenty dollars worth of gas. So, we take for granted our conveniences that we have here. So, it is a learning experience and I have already been put on standby for Ophelia. I may be leaving for North Carolina or South Carolina, I don’t know which yet.

Mr. Brandgard said I know my thoughts seeing what transpired down there there looked like there were plans but they just failed to execute the plans in a lot of cases. On the other hand a lot of what happened nobody thought would happen in the way that it happened. I think that should give us food for thought in revising our planning that we need to really allow and account for more than what we do.

Mr. Fivecoat said I saw an interview of a mayor from Waveland, Louisiana, I think it was, and this town was completely destroyed. The only thing left standing is a sewage treatment plant and the fire station and that doesn’t have a roof. They were interviewing the mayor on TV and he said you can be prepared but when it hits, what disaster plan do you have? Your whole town is gone. Every building in that town is flattened. There is nothing standing. He said trying to put it back together there was 27 families that decided they weren’t evacuating and they are gone. They can’t find them. They built it back since 1969. In 1969 they were wiped out and now again in 2005. He said you can plan but when it happens, what good are the plans if you don’t have a town. He doesn’t have a town now but they are going to build back. They are going to flatten it and start over.

Mr. McPhail said the manufacturing plant that is manufacturing the sound absorbent panels for the chiller around the recreation center is located in the Baton Rouge area. We have not been able to contact them since the hurricane hit. I don’t know what our delivery schedule is. It is a lot less important than other things but it may be a

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situation where people are completely out of jobs, we don’t know at this point. I would expect probably communication lines are going up but we may have some contact to see if indeed we are going to get delivery or have to find another supplier.

Mr. Brandgard said as a side issue, talking about delivery, in our business we are having difficulty calling a carrier to come and make a pick-up. It is becoming difficult because the trucks are not here, they have all gone down south……………

[Tape one concluded at this point and resumed as follows with Mr. Kirchoff speaking.]

…………………to help settle a condemnation case we have signed off on some access management issues with one of the developers out there. I went ahead and signed that on behalf of the Council. I felt like I was close enough to it and it needed to be done to get the condemnation case resolved. Just to give you a heads up we probably will be looking at a special called Plan Commission meeting to address that and we will make you aware of that to take a look at what we have been doing. There has been a lot of work on access management and land use in that particular area. So, that is just kind of an FYI.

Mr. Prince said I think there was another item on my report that Mr. Carlucci kept off very wisely I think. As you might recall from the work session, the department intended to replace its mowing equipment. Actually, replace might not be the best word. Our mowing equipment is pretty old but we still have three pieces of equipment. They are front mowers. They are John Deere 1145 and we can use those three and keep them going over the next several years. We have seasonal employees in the park that can still use that equipment. But what we would like to do is purchase two new John Deere front mowers. Now they are 1545, Series II but they are very similar to the equipment that we have had. I understand that we have had it since 1992 and it has been pretty good equipment. The Town Manager asked that we actually ask Mr. Castetter to look over our purchase and see if it was something that he thought was a good idea. I think he thought we made a good selection. What we are asking is to purchase two mowers and two attachments. These mowers will allow you to take the front deck off and also put a power broom feature on it. We would like to get that as soon as possible because in the fall we like to get the leaves off the trail system when they are wet. And down by the recreation center we would like to start cleaning the debris off that trail. We would use this power broom feature for that. There is also a blade feature that we can put on there to help us remove the snow off the recreation center sidewalks and it would also help us push our safety surface mulch onto the playgrounds when we have the trucks offloaded near the park and we put it in the playground. And we can use those mowers to push around that safety surface and also the brick dust on the baseball diamonds. What we are asking to do is spend $42,682.00 on the two pieces of equipment and the two attachments, not an attachment for both mowers but one that they could both use. I might mention that we did plan for this purchase and included it in the equipment budget in the 2005 budget so the money should be there for us.

Mr. McPhail said you are talking about one broom attachment.

Mr. Prince said yes one broom attachment and one angled blade attachment, two tractors and two decks for those mowers.

Mr. Gaddie made a motion to accept this offer in the amount of $42,682.00. Second by Mr. Kirchoff.

Mr. Castetter said (inaudible).

Mr. Prince said we put the roof on it. They like that in the summer. It keeps the heat off them but we didn’t include the fully glass enclosure on that. We could look into buying something that is made out of canvas and plastic. We don’t look at them as being on these things for hours. We don’t plow the trail system at this point and it is just to clean the sidewalks off out there but I think that is a good point.

Mr. Fivecoat said sometimes when they are cleaning sidewalks, it gets pretty windy.

Mr. Prince said I might add that the broom can be used to clear snow too.

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Mr. Kirchoff asked, Mr. Carlucci do you have other concerns here which was the reason that you had this pulled off?

Mr. Carlucci said my concern was I wanted to make sure how we went through this process because it wasn’t explained in his memo. So, you are trying to guess what you should leave on and what you shouldn’t. I wanted Mr. Prince to explain a little bit more in detail how he got to this point.

Mr. Kirchoff said so you are comfortable.

Mr. Carlucci said yes.

Mr. Brandgard said so we have a motion and a second to allow the Plainfield Parks and Recreation Department to purchase two John Deere 1545 Series II front mowers with decks. And one front angle blade attachment and one broom attachment at the cost of $42,682.00. If there is no further discussion, all those in favor signify by aye. None opposed. Motion carried.

Mr. Prince said the other item that Councilor McPhail asked to be taken off the consent agenda was the purchase of the game room equipment. I didn’t know if you had some specific questions about that. I can tell you the thought process behind it.

Mr. McPhail said I guess my question was to be placed in the food court area. My concern is if we put that equipment in there and we open the café and have food culinary, are they going to be compatible or is there going to be too much hullabaloo going on that people won’t want to go in the food court and use the food?

Mr. Prince said I think that is a valid concern. It is going to increase the noise level in that area. We think that both of those activities can fit in there. Now the question that you bring up is a valid concern, can they both coexist in there? We have looked at other areas. That equipment could be put in the meeting space but as you see by our numbers, all the meeting spaces are reserved. There is an area upstairs but that is a fitness floor and we didn’t think those two events would be very good activities because we like the idea that you have to be 13 years old to go upstairs. We didn’t think that was a good idea. The food court area can be supervised by the front desk. It is by the Play World. You can see into the gym. We thought that the parents might still have a cup of coffee or beverage or sandwich and still be able to keep their eyes on the kids. There were a few agencies in Town that when we opened the recreation center, were calling us and saying we have a group of kids that you can have. We love them and we open up our arms to them to the middle school age groups but there is nothing for them to do in the recreation center. It is a very challenging group to program activities for but we want to do it and we are excited to do it. We went up and toured the Brownsburg community recreation center and they had a game room. Quite honestly they love their game room but they said it was loud in the proximity that they had it in. They have a lot of video games, the pinball type machines and the large units that put out a lot of noise. Our noisiest item would probably be an air hockey table and after that the pool table. I would say that I don’t have an answer that that’s not going to affect the noise level in that area. I think it is more of a judgment do we start becoming less concerned about that due to the programming needs of that age work. That is what I would ask.

Mr. Brandgard said just as a couple of comments, you talked about this when we had the work session and the concern that Mr. McPhail raised was a concern that I had when we were talking about it, how we would manage that. I look at the food court area is a place you can go and sit down and you can rest and you can talk. Looking at the size of that area, when you start looking at a pool table, table tennis and air hockey, you need to do a layout of that and see how you are going to put it in. You are going to consume that whole area with that, if you are going to have room to play those games.

Mr. Prince said we think it is going to take about half of that area. We kind of walked around and took the measuring tape around it and it would push the tables to the north.

Mr. Brandgard said that’s not the way to do it. You need to have a layout done so you have proper spacing there to make sure it works. If you do it all, it needs to work well. Just cramming everything in

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there with a tape measure saying we think it is going to work and this is how it is going to work is not necessarily the way you want to do it. If you do it at all, you want to make sure you have room where people aren’t bumping into each other with the various games when you are playing. My initial concern is the fact of the location with all the type of this equipment.

Mr. Carlucci said I think when we have those teacher in services, and it’s not just Plainfield but the Cascade schools and some kids that come up from Mooresville, when they have their in service days, especially the Middle School kids, they are kind of limited, like Mr. Prince said. Yes we are being a baby-sitter but that is great, I would rather us do it. The one thing that really becomes a hard thing to move around is that pool table. So, the one thing that I was thinking about, because I have talked to Mr. Prince about this, is maybe on those days we know that the kids are going to come over there because there is a half day of school, is to move out the air hockey, table tennis, etc. It really will help those kids have something more to do because if they are 13 or under, they can’t go upstairs. So, on those days, which we know when those days are coming, we could have those available. I mentioned the pool table because then we could store those for the next time they are going to be needed but you don’t leave them out there permanently, which really restricts the use of that food court. Even if I just wanted to go over and watch TV over there after working out, it might be kind of difficult to do because maybe you won’t hear the TV. But the times those kids are in there are the times most of the time that the parents and people aren’t working out to begin with.

Mr. McPhail said you might be able to control the hours of when it is opened. I would think that if we get the food court going, in the early morning the kids aren’t going to be there. Mostly the adults are there in the morning and probably in the evening. I see kids who should be in bed two hours ago out playing basketball. I don’t understand kids eight or 10 years old not being home in bed at nine o’clock in the evening.

Mr. Prince said we close the Play World at seven and we don’t do inside birthday parties over the weekends because we just don’t think we should be offering that. Eight o’clock it reverts to lap swimming and exercise, etc. That is fine. I guess there is probably not a need to really do the floor planning if we think the café and the raucous environment with the games aren’t able to co-exist. Mr. Carlucci’s suggestion most of the rest of the equipment is fairly mobile and table tennis tables usually fold up and are on wheels. That is definitely an option. We can load up on some of that equipment and it is very inexpensive. You take the pool table and the air hockey table out of this figure you are saving $7,000.00 and you have cut it more than in half.

Mr. Carlucci said leave the air hockey.

Mr. McPhail said I’m not asking to take the equipment out. There is just a concern about being able to have an area with peace and quiet where adults can relax after they work out and you spend a little social time there.

Mr. Kirchoff said I think there really have been some valid points that I hadn’t thought of. I like Mr. Brandgard’s suggestion about potentially a floor plan or a sense of how you would use that area but I’m out there enough to know too it has become the Middle School hangout.

Mr. Prince said especially when it starts getting colder. They are actually left there.

Mr. Kirchoff said I think what we are all trying to say is let’s find a way to make it work because that is a group of kids that we need to reach. We really do and how we do that I don’t know. I know we don’t allow those kids upstairs. Is there any way for petitions? That one area, that open area doesn’t get a lot of use.

Mr. Prince said no.

Mr. Kirchoff said since you put the cubes out there it doesn’t get near the use. I think you have heard some valid concerns but I would like for us to find a way to make it work because I think there is truly a need that we can provide to this community for those Middle

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School kids. I don’t have the answer of how but I challenge you to find a way.

Mr. Prince said one suggestion was to establish a team center somewhere that would help with some of this. In the short-term we will revisit it.

Mr. Kirchoff asked, how soon do you think the food court is going to be going?

Mr. Prince said Mr. McPhail knows some local people who are in the restaurant business and we are trying to ask them if that is a viable opportunity for a person to operate a business. What we are trying to find out is if a restaurant would come in and say we can’t do this. When we find that decision out, we are going to decide if we want a proposal for a vendor to do that or if we want to sell the food ourselves.

Mr. Kirchoff said I don’t want to short these kids. I think we have a wonderful opportunity to minister to these kids. I would like for us to find a way to make it work.

Mr. Prince said we will keep bringing back ideas for you.

Mr. Gaddie asked, what about the pool table? They are an expensive item.

Mr. Prince said it is a commercial grade. The lowest bid came from Orner & Sons and it was something that you would find in a pretty rough environment, if I could say that. We were going to put that in there. They would have to come to us to get the sticks, etc. and they would have to check that out like they check basketballs, etc.

Mr. Kirchoff asked, is there a way you could get maybe 50% of this or 75% of this and that would be a great start and then we could kind of grow from there?

Mr. Prince said yes. It would be pretty cost effective.

Mr. Kirchoff said another thing if you have ping pong tables, you have ping pong balls going all over the place and you have adults trying to sit and relax. So, some way we need to make it work.

Mr. Prince said what Mr. Carlucci said makes sense to bring them out on the days that the kids are out.

Mr. Kirchoff said they are there an awful lot. I think you are going to have trouble once you get them out I think you are going to have trouble taking them down.

Mr. Fivecoat said they will want them.

Mr. Kirchoff said they will and it will become the hangout, which is great.

Mr. Prince said on a day that the kids are out of school we could set that up in the big meeting rooms and then we could take it back down. For the time being at least we could be offering something until we found a better solution. So, to answer your question could we buy some of this stuff now and make it work, I think we could.

Mr. Fivecoat said when you set this up in the big meeting room, will you have an attendant there manning it?

Mr. Prince said yes. That is the problem that we run into now we pretty much have to supervise the center when the kids are out because they will get into mischief there. They are all good kids.

Mr. Kirchoff asked, what is that room being used for?

Mr. Prince said we show the Colts’ games. We show the Pacers. We show the races in there.

Mr. Kirchoff asked, how much is it being used?

Mr. Prince said quite a bit. We have had people join just to watch the football games in there. I could actually get counts. We do counts every hour on the half hour since we have been opened and I

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could start wrestling with that data and tell you exactly how it is being used.

Just a couple of real quick things. We passed along the first brochure that we have ever made and you can tell we have done that in-house. The idea is as we get a little better programming and get our programming staff, this will be something that we actually publish and get out to the people. It is a pretty decent program for the fall and it will get better in the spring.

Another great story we have is we found a sponsor to buy the recreation center a very large Christmas tree in the front and we are moving forward with that too. National City Bank was one of the sponsors of Splash Island and actually allowed us to use some of that sponsorship money to buy a pretty large artificial that is a very high quality and we will have for years for the entry vestibule out there. There are a couple of neat things going on Parks and Recreation right now. Other than that that is all that I have for tonight.

Mr. Brandgard said if it is not on there already, it needs to be on the website.

Mr. Carlucci said you might mention the contribution that we received.

Mr. Prince said the post prom committee, Tracy Jones who operated that last year, sent a note and I think Mr. Carlucci put that on your CD and a check for $250.00 that we agreed to for the use of the recreation center for the post prom. We had Chrissie bring that over and told her to put that in the beneficent fund. They were very complimentary to the Staff and the facility and the Town and they definitely appreciated the use of the space from the Town.

Mr. Belcher said the Town is going to get reimbursed for the $90,000.00 we spent on field verification of addressing. I wanted to express my appreciation to the Council because we went ahead with this when we didn’t know if we were going to get refunded because it was the best thing to do. It was the right thing to do for the 911 system. We knew the County, if they cooperated to send that request in, we probably would get it funded and the County did cooperate, the commissioners and Linda Adams with the County. She is in the sheriff’s office there. I think she is a colleague of Pam’s and she was very helpful and I wanted to make sure I got it on record. I don’t know if the money is here yet but it is coming to the Clerk/Treasurer.

The second thing is on the White Lick Creek bank protection. First we are going to have a public home house tomorrow. Most everybody along the creek should have received a letter and an invitation to come. We had to send out notices for DNR permitting and other things. There may have been some who didn’t get those. If we don’t get enough turnout, we can try to have another one but we will see. I’ve had some people call and contact me that did receive some kind of notice. So, there have been positive responses so far about coming in. I thank Mr. Prince for setting that up and allowing us to use the building over there. It is a nice place to have a meeting. We will have one of the big rooms. We have three areas of the room set up, the north end of the project, the middle and the south end. So, the people on the south end may not have as much interest as the north and that is fine. So, we will try to split it up and people can get in and out of there relatively quickly.

Mr. Brandgard asked, what time?

Mr. Belcher said 6:00 p.m. to 9:00 p.m. So, we will be over there a little bit earlier and stay a little bit late but we will certainly try to be out of there before the recreation center closes up.

The other thing on the same project I mentioned in my report the idea for the potential of additional funding becoming available through the NRCS and the same program that we are into. I received, since Saturday when I was finishing up this report and today, the actual draft of the amendment to our agreement with NRCS. In that agreement I wanted to bring this forward and get your confirmation to what I believe is to continue to move forward with the potential of additional funds. But it was a higher number than they had originally told me and now it looks like the increase could be as much as $358,000.00 of additional money from the federal side, which would then require us to

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come up with an additional $119,000.00-$120,000.00 on our side. Again, the total is getting up over 3.2 million in terms of the entire project. I wanted to make sure that I got on record with you that his is all happening. I know I talked with a couple of members but I wanted to make sure everybody heard it. We will continue to tell them if they have 75% funding money, we will pursue that if you have no objections to that.

Mr. Brandgard said I have no objections. That is money well spent on our side.

Mr. Belcher said I think now that we found out a little more detail about how much this is going to cost I think the funds will be very well used. That is all that I have unless you have any questions for me tonight.

Mr. Castetter said a few weeks ago Utility Manager, Kurt Wirth was in asking the Council to move forward on developing our well fields down at Anderson plant. You will see there will be some activity there over the next few weeks. You will be seeing another test well and doing flow tests. You will see some water around the park and I advised them to try to keep it off the skate park area as well. I just wanted you to know if you see some rigs out there, that is who is out there.

Mr. McPhail said I noticed on your report that they weren’t pumping in water at Franklin but everything is fine in Franklin, we are not just using it, is that right?

Mr. Castetter said no. We have some backwash valves so we are in the process of replacing those. Fortunately, we ordered those and they sent five-inch instead of four-inch valves so we are waiting on those. As soon as they get in, we will get the plant back in operation.

Mr. Carlucci said I wanted to thank Mr. Castetter for putting the “Welcome to Plainfield” sign up at Dan Jones Road.

OLD BUSINESS

Mr. Kirchoff asked, is there anything since our meeting in Danville on the proposed centralized communication center?

Chief Brinker said on August 31st we had the opportunity to meet as countywide councils and go through some different aspects in regards to the dispatching situation here for Hendricks County. One of the requests that was made is that each individual determine if they wanted to move forward in this project and identify a person that would represent the Town for a legislative body. I think that might be the first thing that we might want to consider is do we want to continue with this project? Through my talks with each of you I believe we are interested in continuing to work with the other groups on this. We also want to work in continuing to pursue our goals and move forward as we had originally planned.

Mr. Brandgard said I think that is what we said at that meeting so I think that is a correct assumption. I think it is important that we participate in the planning here and help move the communication system forward so that we can all communicate with each other.

Chief Brinker said with that in mind I have had an opportunity to speak with a couple of the department heads from other areas throughout the County and have spent some time playing draftsman in talking with Mr. Belcher. So, I was able to come up with some different ideas of some possibilities that we can offer involving our dispatch center here and expansion. So, we are moving forward, as we had spoken, and I think with some of the contacts that we have had that other departments are very receptive to some of the ideas that we are starting to look at. In regards to this legislative body I think, as we decided, it is probably in our best interest to continue and probably should go ahead and appoint a representative and that way the Town does have representation.

Mr. Brandgard said I would rather not call this a legislative body. A group is going to try to get together to try to formulate a plan here, which requires a member from each legislative body to help support the plan but it is not a legislative body per se. I’m willing to sit on that.

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Mr. Kirchoff said I think that is appropriate.

Mr. Brandgard said if I’m not there, I will call on somebody else to try to fill in.

Chief Brinker asked, are there any further questions?

Mr. Brandgard said I would ask either you or Mr. Carlucci to generate a letter.

Mr. Carlucci said I got a call from Mike Graham today, the County Manager and he said we could just send him an e-mail. I have his e-mail address and I will send him an e-mail.

Mr. Kirchoff said I probably should ask Mr. Belcher to give us a quick update. I think I saw it in the report and I see Mr. Whitaker sitting here, the Crystal Bay project. Is it ready to go and when are we going to see dirt moving?

Mr. Whitaker said the update is we first have to approve shop drawings. There also has to be some utility locates, which are underway. Because of the number of utilities in the area we want to make sure they are located as they are now. Then we are going to sink wells around the lift station and begin pumping. So, in terms of sequence it is shop drawings; utility locates; sink wells and then you are going to see some dirt moving. That is kind of the sequence. By the next Council meeting I think we should be seeing something happening.

Mr. Kirchoff asked, could somebody give me a high level schedule, not down to the details, that we could perhaps share with the homeowners associations in the area? I’m getting questions about, “you took the fence down, now when are you going to get going”? If I could just have a high-level schedule, I think that might minimize phone calls and questions.

Mr. Whitaker said sure. That makes perfect sense. I will see what format we can get but we will get something.

Mr. Kirchoff said don’t go to a lot of effort but I think it will help the communication in the neighborhood down there.

Mr. Bennett said I would like to make the Council aware that the GASB 34 project has been submitted to the State Board of Accounts. The department heads have contributed greatly to the achievement of this task. I would like to thank Mike Isaacs along with all the department heads for their efforts in this regard. That was forwarded by e-mail today. In addition, Mike Neilson from the Government of Fixed Assets Services was instrumental in coordinating and working with both us, the Town of Plainfield and the State of Indiana and the Purdue University in developing this project. So, that is moving forward and I think we can say that has been completed. Thank’s to everyone who contributed to that project.

Mr. Brandgard said with that said could you get us a copy?

Mr. Bennett said yes. It is on the hard drive and I can e-mail it to you.

Mr. Kirchoff said just put it on our next disk.

Mr. Bennett said that will work.

NEW BUSINESS

Mr. Bennett said I gave each Council member a packet with their name on it, if you would refer to that. The first item that you ought to see in there is called a Work Service Agreement. I have asked Mike Isaacs to provide his time and expertise to the Town to conclude several projects he started before he announced his resignation. One of those, which he has helped to complete was the GASB 34. We also have the Town insurance coverage project that we are working on along with a few budget items as well. But what you have in hand is an agreement that Mr. Isaacs drafted between the company and the Town that would help move these projects along and get done in a timely manner. I am recommending that we approve this. That will help us, help me especially in my office get these projects completed through the end of October and cost the taxpayers approximately $8,000.00. So, I’m

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recommending that the Council authorize either the appropriate Council member or the Clerk/Treasurer enter into this agreement with Mike on his company through the end of October.

Mr. Brandgard said I think this is what we intended.

Mr. McPhail made a motion to approve the Work Service Agreement, between the Town of Plainfield and Northern Lights Consulting to allow Mike Isaacs to complete several projects, as indicated, with a billed rate of $55.00 per hour with Mr. Brandgard being the signatory on said agreement. Second by Mr. Kirchoff.

Mr. Kirchoff asked, do you have a “not to exceed” amount?

Mr. Bennett said no.

Mr. Kirchoff asked, you just estimated?

Mr. Bennett said yes.

Mr. Brandgard said with no further discussion all those in favor signify by aye. None opposed. Motion carried.

Mr. Bennett said one other item I have is I have a guest in the audience, Jeff Messer from Umbaugh. If you could come up to the podium, we have a short presentation to make. What Mr. Messer will be talking about I will bring your attention to this document. It is a biography of Mr. Messer and his work experience. I believe you also have about a 12-page presentation that you will be seeing here. Mr. Messer will be talking about bonds and accounts that we have in hand waiting to be sent. In today’s raising rate environment we have several safe and affective ways to help increase our interest rate revenue. So, Mr. Messer is here to explain how he can help the Town do that. So, with that I will introduce Jeff Messer from Umbaugh.

Mr. Messer said I’m with H.J. Umbaugh. You probably all know Loren Mathis. I’m just right down the hallway from Loren. I’m a recent hire of H.J. Umbaugh. I have 22 years of banking experience as you probably can see from my resume, most of which has been with the local banks, which used to be International and then Fifth-Third Bank. Most of my experience has been in the trust and investment area working with municipalities and towns related to their investments. What I wanted to do, and I already met with Mr. Bennett, is go over with the Council and show you some of the opportunities that I believe are out there by just taking a look at your operating funds as well as the monies that are in the trust accounts that are held for your various bond issues that you have.

The role of my group is really to help identify revenue and enhancing and expense reducing opportunities. Revenue enhancing in that what currently is your money being invested at? What type of investments are out there that we can actually go out and enhance the yield on these investments? Using within the public funds code or within the legal documents of the trust nature. I also look for expense reducing. I look at the banking contract to see what expenses that you are currently paying your local banks to conduct business in your operating accounts. Specifically, for trustee accounts you have several bond issues out there right now that have money that is being invested. Most of it is in market funds. Some of it is treasury securities but most of it is in money market funds. I have taken a look at most of your accounts but basically what I do when I look at the trustee accounts, is I review the investment language and the trust documents. I review the cash flow needs, how much money is in the account, how much time do we have left to spend it, what are the needs of the various accounts. And then I make investment recommendations based on that. And then I arrange for a competitive sale of the investments. That is one of the things that makes it even better from an investment standpoint is public funds investment laws in the State of Indiana requires three proposals to do an investment. It is also the same in your trust documents. You are required to have three proposals. So, if you buy a CD, if you buy treasury, if you buy an agency security, you have to document it and you have to go out and find three proposals. That is one of the things that I do. I bring some of those broker dealers together to try to make a very competitive bid for investments. I also review the funds on a quarterly basis and look for reinvestment opportunities. Specifically, for the Town of Plainfield, if you look at the construction fund investments in the 2005 U.S. 40 project bonds and the 2005 high school project bonds, all

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recently issued bonds, there will be some investment opportunities in those funds. The second bullet I have also taken a look actually at your older bond issues and you have a Galyan’s bond issue as well as a 2003 TIF bond issue. The Galyan’s trust accounts have over a million dollars in them. They are currently in market money funds paying right around 2.9% and the same with the TIF bonds. There is opportunity for us to make additional yield on that by utilizing the investments with the trust.

An example I want to show you some of the analysis that I do. The last bullet point there is the 2005 high school road project. The next four or five slides are going to just show you the analysis that we do. This is the current rate environment as of last Friday. Really the investments that the Town is able to go into in your operating accounts, which are subject to the public funds code and your trust accounts, which are subject to the trust indenture. There are really three types of investments that you can go into. You can go into CDs but the way that I have done the analysis here money market funds, U.S. Treasury, and government agencies. You can see this basically goes out two years. Money market funds are just assumed flat, right at 2.8% is what money market funds are paying. Treasuries you can see the “O” curve is very flat and government agencies, which are your Fannie Maes and Freddie Macs if you have heard of those, are paying your highest rates right now. All of those are allowable investments with the public funds code and within the trust indenture. The analysis that I did I want to show you the next three slides are, if you look at the top of there, it is the high school road’s project. The draw on the second column is the draw schedule that was put together for the bond issue itself. It is the proposed draw schedule. It is never an exact science but the proposed draw schedule, if you just invest it in money market funds and just kind of left the money out there in money markets, again it is an allowable investment but the current rate is 2.8%. At the bottom you can see throughout the life of that portfolio you would make $463,000.00. If you just invest it in U.S. Treasury bills, notes and bonds using the very same analysis and that draw schedule, and these rates are all of last Friday by the way, the interest yield would be 3.89% and the total interest earnings would be $636,000.00. Then finally if you look at government agencies, the regular return on that is 4.2% and the total interest earnings throughout the life of that $672,000.00. So, to kind of summarize, and this is just for the 2005 bond issue, the overall summary at the top right there the agency portfolio if we did an agency portfolio at 4.2%, $672,000.00, treasury portfolio 3.89%, $636,000.00, money market portfolio 2.8%, $463,000.00. Comparison number one comparing agencies verses money markets you can see that right now 1.22%, one hundred twenty-two basis point, you would earn an additional $209,000.00 by just simply looking at the draw schedule and utilizing the investments that you can go into. An additional $209,000.00 in your project fund at the end that you wouldn’t have had.

And then to kind of look further at analyzing the treasury verses agencies, treasuries are almost always 15-20 basis points less than agency securities. It is just how the market prices them. They are both very safe investments. They are both again allowable investments within even the Indiana Public Fund Codes but you can see an agency portfolio beats a treasury portfolio by 21 basis points or $36,000.00. So, analyzing this this is just for the 2005 bond issue. I have done a similar analysis for the U.S. 40 bonds and also an analysis for some of your operating accounts. As you look at the operating accounts, and I have spoken with Mr. Bennett about this, one of the things that you can look at is all the ups and downs that are in your payment streams and cash flow. There are times where you can kind of strip out a core balance in your operating funds. If you can take that core balance and figure out to take half of that or all of it and move it further out in the “O” curve and utilizing investments again that we can use within the code, there really are a lot of great opportunities out there right now. Again, the code allows money markets, CDs, treasuries and agency securities. So, to give you an example, and Mr. Bennett I know you had made the phone call, the bank’s sweep account was paying recently 2.65%. If you had ten million to invest, you would earn $265,000.00 per year. Simply by looking at the public funds code and buying agencies we could invest in agencies right at 3.9% right now and earn $390,000.00. It is an additional $125,000.00 earnings. So, those opportunities are out there by simply just looking at your operating funds.

Why use H.J. Umbaugh? We will assist you in determining the investment opportunities. Number two I think is very important. Competitive bidding is extremely important. Actually using the Wall

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Street firms, using Merrill, Morgan, Stanley and then using the local broker dealers as well, the J.P. Morgan’s of the world and National City’s of the world. Really I would ideally like to have four or six bidders on every investment. I think it would really benefit the rate of return. So, we can help you increase revenue opportunities by doing that. We also can save you time. This is what I do for a living for Umbaugh so I get up everyday and I think about what is the market doing and I know the public code funds very well. This is my background from a business standpoint and then the other thing is we have an independent pair of eyes for construction funds throughout the life of the bond issue. We have a quarterly report that we put together that shows investment earnings and the amount spent year-to-date. It is kind of a way to independently look at the value of the accounts verses what the trust balances are.

Mr. Bennett said Mr. Messer thank you very much. Are there any questions from the Council?

Mr. McPhail asked, what are your fees?

Mr. Messer said fees are 10 basis points. It is an annualized fee. So, if we were to generate a return of 3.9%, then that return to the Town would be 3.8%.

Mr. Kirchoff said so it is on the return and not on the gross assets that you are managing.

Mr. Messer said no it is based on the assets managed.

Mr. Brandgard said I think these are the kind of things that we have been kind of looking for. Several years ago we went to the sweep type of accounts, which helped but as you can see, there are other avenues that we can do, which is allowed by the State and gain some additional capital to work with. I thank Mr. Bennett for looking into this.

Mr. Bennett said I would also reiterate what Mr. Messer said that they are very safe and secure. It is not something that is way out in left field. It is all governed by code and the trust indenture on the bonds. So, these are things that we are really targeting, save and secure securities.

Mr. Kirchoff said I would ask legal counsel do we have to go to any kind of competitive bidding to secure these kind of services?

Mr. Daniel said no.

Mr. Kirchoff said if we would sign a contract with Umbaugh, does that have to go through any kind of competitive bidding? Do we have to offer other people to bid on this as well for their services?

Mr. Daniel said no we do not.

Mr. Brandgard said what I would like to see is a model agreement for Mr. Daniel to review and go from there.

Mr. Messer said we will get that.

Mr. Brandgard said I appreciate you taking the time to come out.

RESOLUTION

Mr. Kirchoff made a motion to approve Resolution No. 2005-34: Duke Building #8 Real Property Tax Abatement. Second by Mr. Fivecoat. Roll call vote called.

Mr. Kirchoff – yes Mr. Fivecoat – yes Mr. Gaddie – yes Mr. McPhail – yes Mr. Brandgard – yes

5-ayes, 0-opposed, 0-absent. Motion carried.

ORDIANCES

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Mr. Kirchoff made a motion to approve Ordinance No. 51-2005: Plainfield Zoning Ordinance Amendments. Second by Mr. McPhail. Roll call vote called. Mr. Kirchoff – yes Mr. Fivecoat – yes Mr. Gaddie – yes Mr. McPhail – yes Mr. 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

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