August 6, 2009
The Ellettsville, Indiana Plan Commission met in
regular session on Thursday, August 6, 2009 in the Fire Department Training and
Conference Room located at
Roll Call: Members present were: Terry Baker, President; Sandra Hash – Vice President; Don Calvert, Ron Wayt, Dan Swafford, Frank Buczolich and Connie Griffin – Secretary.
Members Absent: Phillip Smith
Approval of the Minutes- July 9, 2009
Sandra Hash made the motion to approve the minutes of the July 9, 2009 Plan Commission meeting. Dan Swafford seconded the motion. Motion carried 6-0.
Conflict of Interest Statement
Terry Baker asked the commissioners if any of them have any conflict of interest on any items listed on the agenda for this evenings meeting. No conflicts of interest were stated by Plan Commission members.
Satellite Dish Code Revision – PUD Section/Fees for Application
Connie Griffin went over page 17 Section J, K and Additional Standards. Connie asked for assistance on adding a PUD Section. The PUD Section will need to be brought into the Municipal Code section of the current Town Code to make them compatible. Connie will present that at the September Plan Commission meeting.
Section J will be Commercial and Industrial usages with any type of dish or antennas. The communication facility shall not be considered to be permanent principle usages and PUD that include any residential land uses in the list of approved uses.
Section K did not have any changes.
The “enforcement” section of the current code refers to the Director of Planning Services or “designee” reasonably determines our necessary insurance of safe construction, so forth and so on. This will stay the same until the Plan Commission sees it needs to be changed.
This is not retroactive. It will be for anything that comes up in the future.
Sandra Hash reviewed Connie’s job description and it states “in the absence of the Director of Planning Services, she will act on his behalf”.
Connie Griffin stated under the “Satellite Code” there needs to be fees set for the application. She found $150 is a standard application fee and suggested the Town use $150. There needs to be a determination which ordinance violation this needs to be set as. The “Satellite Code” is under Chapter 152 and it would be practical to leave it as a $50 per day violation.
Sign Code Revision – LED lights and other code changes
Griffin e-mailed the commissioners
Sandra likes the section that states there is an option to review and deny. Connie stated adding a “review” process will give the Town control and flexibility. Sandra asked if this will encompass the interstate using “TV images” that change. Connie said yes if the Town moves in the same direction as Grafton. The zoning districts and size restrictions will also give the Town control. Connie will ask for a motion on the Sign Code Revisions next month. Upon review of Grafton’s signage code, their Planner stated it was better to start off more restrictive and then lighten the code up in the future. Connie will accept any questions by e-mail, research it and then respond to everyone.
Griffin gave all commissioners copies
Status report on the Heritage Trail Project
Rick Coppock stated the Heritage Trail Project would not be receiving $300,000 stimulus money for the following reasons:
The special meeting was held by phone and Ellettsville
was told that based on all the constraints,
Rick Coppock met with
Rick went over some items that have been completed and/or in the works
Frank Buczolich asked what the environmental survey will be looking for or at what? Rick stated the survey looks at adjacent properties for historical value. What affect the trail and the bridge might have on the historical district. All the research and public records are evaluated then submitted to Federal Highway Administration to review.
Sandra Hash asked Rick Coppock how he knew about the
Environmental Review requirements. Rick
stated he deals with the INDOT Environmental Scoping Manager in
Ron Wayt asked if the funds that are set a side can be used for something else other than a trail in Town. Rick said not the $169,000; that is Transportation and Enhancement Program that was received for a trail. If the location of the trail is moved or any changes are made from what they approved, there needs to be a “rescoping” meeting to change the limits. The money needs to be used for a trail.
Sandra asked if
Dan Swafford asked what should be told to the people
who gave donations “under the assumption” there was $469,000 and now there is
only $169,000. Sandra answered the money
was donated to
Ron Wayt asked how long ago the $300,000 grant was promised to the Town. Rick stated the stimulus money was available around April (early spring). The $169,000 has been available since 2003. Ron questioned “none of this was known this whole time, none of the stipulations with INDOT, the environmental study by any body”? Rick stated no one has worked on this. The previous Councils did not want to proceed with the trails. It was thought the trails could be established under a Categorical Exclusion but after more research it was found the Full Section 106 needed to be completed which takes six months.
Rick Coppock explained Categorical Exclusions and other agencies (IDEM, INDOT) have different rules and regulations.
Connie Griffin spoke with Steve Smith from INDOT who went over contractual items and the scope of work that the Town had agreed to do. Mr. Smith stated the Town was “unique” in wanting to do all the work “in house”. INDOT is concerned with the changes happening in Ellettsville and whether or not the Town will be able to live up to the contractual agreements. Steve Smith informed Connie the May 15th quarterly report was not submitted and there will be another due August 15th. Connie told Steve Smith she will find out where things were left off with the grant.
Steve Smith will furnish Connie a copy of the January report and she will go through files to put together the reports needed.
Terry Baker asked how much money the Town could lose by not having enough people in Planning Department. Should the Town hire someone else into the office to receive more money from the grant?
Sandra Hash shared her opinion. Most of the I-69 grants are for plans and a lot of plans are contracted to groups who do those on a regular basis for multiply other municipalities. The Town has received $13,000 out of the $50,000 grant. If the Town does not full-fill the obligation of the grant they will have to pay the $13,000 back. It clearly states that in the grant document. The other option would be to take the remaining funds and hire a contractor who does Capital Improvement and Green Space plans. These are valuable documents that we need. I-69 gave these grants because of the close proximity of Ellettsville to I-69. They are encouraging Ellettsville to be ready for the growth. Sandra thinks the Town needs to get estimates from contractors to see how much this would cost.
Terry Baker clarified it would be better to collect $50,000 and not pay back $13,000 by hiring a contractor to do the work. The Plan Commission does not have the authority to do this but can make a recommendation to the Town Council.
Ron Wayt asked what the $50,000 is being used
for. Connie stated the contract listed
Capital Improvement Plan, training for elected officials and the Green Space
Plan for the
Sandra explained capital projects are things the Town
needs to grow. What the Town needs to
have in place in order to manage the growth in the best possible way. Rick added that a capital improvement plan is
“what you plan on building to improve the quality of life in the Town of
Terry Baker suggested making a motion to recommend hiring a consultant for the Planning Department. Ron Wayt asked what will that cost. Sandra Hash stated we will not know until we start looking. Sandra explained even if it costs $20,000 to hire a consultant, there is still money left on the grant to pay the town back.
There was conversation regarding what could be done with the grant money since the Town Council already approved the hiring of the Code Enforcement Officer using the grant money.
Sandra Hash explained how the grant money was used to pay for the Code Enforcement Officer’s salary. Frank Nierzwicki did the work and was being reimbursed for his work on the I-69 grant. When the reimbursement came in, the Council transferred that money to the Code Enforcement line. The Code Enforcement Officer salary was not part of the grant. The Code Enforcement Officer’s salary was being off set by Frank’s work on the I-69 grant. All transfers were made with Resolutions and the Council was aware of all transfers and amounts.
Don Calvert made a motion that the Town Council obtains quotes to complete the I-69 grant requirements. Dan Swafford seconded. Ron Wayt voted no. Motion carried 5-1.
Sandra Hash asked Connie Griffin to prepare a letter for Sandra to present to the Town Council.
Ike Grimes Annexation
Connie Griffin explained Mr. Grimes approached the Planning Department, two months ago, requesting to be annexed into town limits. None of the paperwork has been completed at this time. Terry Baker discussed this with Frank Nierzwicki and Rick Coppock. There was discussion on where the property is located. Sandra Hash stated it is the position of the property owner, when requesting a voluntary annexation, to provide information before coming to the Plan Commission.
Multiple Checklist Establishment
Connie Griffin will establish multiple checklists for accountably for all processes coming out of the Planning Department, with sign offs to make sure everything is done.
General Office Information
Connie Griffin stated the Planning Department has been very busy with people wanting information and things completed. Connie’s main task will be to take care of the I-69 grant. Connie will be looking for support and availability from the Plan Commissioner members when she calls with questions and assistance. Sandra Hash stated some people (like Mr. Grimes) could be sent to her office to assist in the interim.
The Planning Department will not be getting another SPEA intern; they have to work under a Planner.
Frank Buczolich made the motion to adjourn. Dan Swafford seconded. Terry Baker adjourned the meeting. Next meeting will be September 3, 2009.