Planning and Zoning Commission 10/24/2019

screen shot 2019-01-15 at 9.46.35 amThe Charlestown Planning and Zoning Commission held a meeting on Thursday, October 24, 2019 at 6:30 PM. Following is a summary with full audio:

  1. Call to Order Pledge of Allegiance
  2. Determination of a Quorum: Members present were Bill Resch, Zach Payne, Ben Ledbetter, Brian Hester, and John Spencer. Darrell Stidham was absent. Also in attendance was Building Commissioner Tony Jackson.
  3. Approval of prior meeting’s minutes
    • Motion to approve made by John Spencer
    • Seconded by Brian Hester
    • No Discussion
    • Unanimous approval
  4. New Business
    • Plan Unit Development Zoning Request – Skippers Ridge
      • Developer Ragains-Mongold, LLC presented plans for a Planned Unit Development (PUD) on the newly annexed land on Highway 62. Tony Jackson explained that PUD is a zoning designation. He explained when the land was brought into the city it was brought in as it was zoned in the county. This commission will make a determination on the PUD and if approved will forward their recommendation to the city council.
      • John Craft, attorney for the developer, addressed the commission. He said this change of zoning request is for a change in zoning, not just approval of a subdivision. He said this commission has three choices, send forward to the city council with a favorable recommendation, sending it forward to the city council with an unfavorable recommendation, or sending it forward to the city council without any recommendation. He said in most cases councils go along with what planning commissions recommend.
      • Kevin Young, with Plan Design Development spoke to the commission. He presented a powerpoint that explained the features of the subdivision. The tract is 139 acres and borders Highway 62.
        • Current zoning is A1. He said the proposal has 41 acres of open space and total lots of 332.
        • The PUD outlines each type of home. He said they want to have diversity in the subdivision with 3-4 different types of housing. The homes fronting the subdivision have ally access that opens into a common frontage area. These are smaller lots targeted at empty-nesters. He said an area fronting Highway 62 will have neighborhood-serving commercial space for something like a daycare. As the lots go back they have smaller, 50ft, 60ft, and 70ft lots targeted at young homebuyers. The back of the development has estate lots.
        • The open space includes pocket parks and playgrounds as well as a central area of green space for storm water control. This will include walking trails. There will also be open space on 62 because the realize people will not want homes fronting that section due to higher rates of speed on the highway.
        • Utilities
          • Two energy providers Duke and REMC.
          • Sewer – the subdivision will use an existing lift station and have a force main up Highway 62. (This is a change from the original plan which will no longer have it going to the manhole on Monroe)
          • Water can be covered by Marysville, Otisco, Nabb or IAW.
          • Fire and police protection will be offered by existing departments.
        • The design standard uses the city’s existing development code.
      • Question and Answer
        • John Spencer asked Tony Jackson to explain if this commission makes a favorable recommendation what will happen after.
          • Tony Jackson said this is the actual public hearing for this development. The council will not have a public hearing when they consider this recommendation. He said they try to push for planned unit developments because they can serve a variety of people and avoid a “cookie cutter” format.
        • John Spencer asked for an explanation of the zoning rules
          • Tony Jackson said the A-1 is agricultural. R-1 in the county is for residential. He said that if the city does an R-1 it would dictate the type and size of house and the PUD allows them to include a variety.
          • John Spencer said there are advantages for both the developer and the city.
        • John Spencer asked the Mongold family if they did market studies on this project and they replied yes.
        • Brian Hester asked about entrance and exit off of Highway 62.
          • Kevin Young said that the entrance location is on the ridge and is at a point where you can see down the hill and up the hill. They will add a blister for slowing down and a turn lane.
      • Public Comment
        • Tobin Williamson asked if these are all single family units or if these will include multi-family units. Kevin Young said all are single family. Mr. Williamson asked the expected time frame for when people will move in. Mr. Young said approval process will take 9-12 months and then home construction will begin.
        • John Craft said that official letters of notice were mailed via certified mail.
        • Herman Zollman addressed the board. He asked if the lots he owns adjacent to the subdivision would affect the zoning of his property. Tony Jackson said it would not.
      • Recommendation of the Commission:
        • Motion to approve a favorable recommendation made by Zack Payne
        • Seconded by John Spencer
        • Unanimous approval
  5. Adjournment
    • Motion to adjourn made by John Spencer
    • Seconded by Ben Ledbetter
    • Unanimous approval

Board of Public Works 10/21/2019

image1-27The Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, October 21, 2019 at 9:00 am. Following is a summary of the meeting with full audio (14:40):

  1. Call to order/Pledge of Allegiance led by Eric Vaughn
  2. Determination of a Quorum and Roll Call: Members in attendance were Ted Little, Ben Ledbetter, and Mayor Bob Hall. Also in attendance were Deputy Clerk Treasurer Nancy Rogers and City attorney Michael Gillenwater.
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 10/07/2019 to 10/10/2019 combined into one motion for approval
    • Motion to approve made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous approval
  4. Public Comment
    • David Reed – His comments concerned the Luckett & Farley design contract approved by this board in June. He said there was no discussion at that meeting about what the contract entailed. He said the contract has a completion date of August 2019 and based on public documents available the contract is not complete as of today. The only thing he has seen is renderings of the proposed sports park. He wanted to know who is administering this contract. He said the contract lists other deliverables but none have been made public by the city. He’s concerned that we will spend or have spent $36,000 for pictures only. He said it appears the contract is in default because deliverables have not been received in the timeline listed in the contract and no contract changes have been publicly approved. Mr. Reed was cut off by the City Attorney who told him his three minute allotment ended.
    • Mayor Hall commented and said the city continues to meet with Luckett & Farley and that this is an open contract and Kristen Cox is in charge of the meetings. He said this is not a simple project. They did deliver renderings which he said have been received well by the community. He mentioned that River Ridge gave the city 120 acres, which helps with this project. He said he has been contacted about it by national and regional organizations. He said there is a lot of design work that still needs to be done.
    • Mr. Reed asked if he could add comment following the Mayor’s statement and Mayor Hall said no.
  5. Saegesser Engineering Claim Approval 
    • Taylor Friesz presented change order/pay order #4 to Wingham Paving which included an increase of $17,504.50 in the contracted amount for additional roads being paved. He said with this change order they remain under the original estimated total project cost. The current pay order is $160,295.09
    • Ted Little expressed satisfaction with the paving project.
    • Motion to approve change order and payment made by Ted Little
    • Seconded by Ben Ledbetter
    • No Discussion
    • Unanimous Approval
  6. Eric Vaughn, Economic Development Director, Claim Approval
    • Presented the final draw on the construction of the police station in the amount of $177,761.98
    • Motion to approve payment made by Ben Ledbetter
    • Seconded by Ted Little
    • No additional discussion
    • Unanimous Approval
  7. Mayor Hall made a comment about discussion in public meetings. He said that board members receive their information packets several days before the meetings and have time to review them and ask questions. He said the board makes decisions and they have the information. If they have discussion, particularly in the City Council, they will say so. He said the lack of discussion does not mean that they don’t understand what they’re voting on because they’ve had their packets before the meeting to be able to review them. On public comment he said the policy is that people have three minutes to say what they want to say and that it’s not a question and answer session but they try to respond but not get into it, particularly in a campaign season when this happens more.
  8. Approval of Contracts
    • BMS Contract
      • Heather Mick presented this contract. BMS has a high deductible plan so this contract allows them to cost-share. She said that although Clark Memorial is a participating in-network hospital, the emergency room doctors are not. She said that Humana is billing employees for the difference in treatment. They’ve asked for an addition to the BMS contract to help cover this gap. The employees would go through an appeal process first but failing success there would be reimbursed up to $2,250 of uncovered medical expenses. BMS has agreed to post-date their contract to June 1st.
      • Motion to approve made by Ben Ledbetter
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
  9.  Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous approval

Redevelopment Commission 10/08/2019

Redevelopment Agenda 10.08.2019The Charlestown Redevelopment Commission met for a regularly scheduled meeting (they now meet on Tuesdays instead of Thursdays) on Tuesday, October 8th at 9:00am. Following is a summary of the meeting with full audio available at the end. 

  1. Call to Order/Pledge of Allegiance led by Ted Little
  2. Determination of a Quorum and Roll Call – Members present were Mayor Bob Hall, Ted Little, Pat Glotzbach, Eric Vaughn, and George Roberts. Also in attendance were city attorney Michael Gillenwater and Deputy Clerk Treasurer Nancy Rogers
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 09/07/2019 to 10/06/2019 combined into one motion for consideration.
    • Motion to approve made by Ted Little
    • Seconded by George Roberts
    • No Discussion
    • Unanimous approval
  4. Request for Proposals for the 62 Renaissance Project – Paul Wheatley
    • Mr. Wheatley explained that they have drafted a Request for Proposals (RFP) that will combine the properties previously owned by LM Bag Company, Nickles, and MacDaddy. They would like to get this RFP out as quickly as possible. They are still waiting for a survey from the city engineer and a revised appraisal. They want to have this out by the end of the month. They would like to recommend mixed-use. This RFP will allow the city to accept responses from potential developers. This puts no obligation on the city to accept what is offered. Mr. Wheatley asked for approval of the RFP once the survey and appraisals are offered.
    • Ted Little asked about the prior appraisals that they already ordered on the properties. Michael Gillenwater said by law they must get updated appraisals. Mayor Hall said the new appraisals will likely decrease based on purchase price.
    • Motion to approve RFP under condition that survey and appraisals are finished made by Eric Vaughn
    • Seconded by George Roberts
    • No additional discussion
    • Unanimous approval
  5. Paul Wheatley introduced Jill Saegesser who has joined their staff. He said that she will bring good experience to Charlestown’s projects. Ms. Saegesser said she has worked with Charlestown before and is happy to be a part of development here again.
  6. Mayor Hall update – he told the board that the City Council approved the annexation for the proposed Skippers Ridge subdivision last night.
  7. Adjournment
    • Motion to adjourn made by Eric Vaughn
    • Seconded by George Roberts
    • Unanimous approval

Audio here:

Common Council Meeting 10/07/2019

City-NEws-e1455073509249The Charlestown Common Council met for a regularly scheduled meeting on Monday, October 7 at 6:30 pm. Following is a summary of the meeting with full audio available at the end. 

  1. Call to Order/Pledge of Allegiance – led by CHS Girls Cross Country Team, who have won several championships this year.
  2. Invocation – led by Daniel Tucker from Charlestown First United Methodist Church
  3. Determination of a Quorum and Roll Call: Members present were Michael Vaughn (District 1), Tina Barnes (District 2), Ted Little (District 3), Brian Hester (District 4), and JT Cox (At Large). Also in attendance were Mayor Bob Hall, city attorney Michael Gillenwater, and Deputy Clerk Treasurer Heather Mick
  4. Approval of Agenda
    • Motion to approve made by Brian Hester
    • Seconded by JT Cox
    • No Discussion
    • Unanimous approval
  5. Approval of prior meeting’s Minutes, current claims and payroll allowance docket from 09/15/2019 to 10/06/2019 combined into one motion for consideration
    • Motion to approve made by Ted Little
    • Seconded by Brian Hester
    • No Discussion
    • Unanimous approval                               
  6. Ordinances and Resolutions:
    • Resolution No. 2019-R-16 – A Resolution Approving Statement of Benefits and Waiving Non-Compliance with Filing of Notice of Compliance for Real Estate Tax Abatement (3M Properties LLC)
      • Michael Gillenwater explained that last year the council approved a statement of benefits so that 3M Properties, LLC would qualify for a tax abatement. The owners did not file a compliance form. This resolution allows the compliance statement to be filed late so that the owners will qualify for a tax abatement. Ted Little asked if anyone from the company was in attendance and Mr. Gillenwater said they were not but that he has spoken to a representative about the issue. He said he did not tell them they needed to be in attendance.
      • Motion to approve made by Ted Little, who further recommended that there might be an effort to follow up on future abatements within 90 days of approval.
      • Seconded by Brian Hester
      • No Discussion
      • Unanimous approval
    • Resolution No. 2019-R-17 – A Resolution Amending the Fiscal Plan Prior to Annexing 271 Acres Contiguous with the City of Charlestown
      • Mr. Gillenwater said that he passed out a map to the council tonight. He said they are discussing the Mongold annexation on Highway 62. He said the council has previously passed an ordinance on this annexation on first reading. Following that approval representatives from Indiana DNR expressed concern about the amount of the state park included in the proposed annexation. The map distributed tonight represents a modified annexation plan with less land of the park included. He said that DNR does not wish to stop the annexation but would like to minimize its effects. He said the resolution amends the already approved fiscal plan. He said this does not equate to a major change but since the amount of territory is changing they wanted the fiscal plan to be in agreement with the annexation ordinance. Mayor Hall explained that DNR was worried about maintenance and drainage fees.
      • Motion to approve made by Ted Little
      • Seconded by Michael Vaughn.
      • During discussion Brian Hester asked if DNR approves of the modification. Mr. Gillenwater said that they seemed appreciative in an email.
      • Unanimous approval
    • Ordinance No. 2019-OR-7  –  An Ordinance Annexing Territory Contiguous to the City of Charlestown 
      • Mr. Gillenwater said that this legal description has been changed from the original annexation plan to reflect the reduction of impact on the state park
      • Motion to approve made by JT Cox
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
  7. New Business: 2020 Budget Adoption Ordinance 2019-OR-12
    • Motion to approve made by Mike Vaughn
    • Seconded by Ted Little
    • No Discussion
    • Unanimous approval
  8. Mayor Hall said the next scheduled meeting is on Monday, November 4th. He proposed moving the date to the Monday following, on November 11th.
    • Motion to approve made by Mike Vaughn
    • Seconded by Ted Little
    • No Discussion
    • Unanimous approval
  9.  Adjournment:
    • Motion to adjourn made by JT Cox
    • Seconded by Ted Little
    • Unanimous approval

Audio:

 

Board of Public Works 10/07/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, October 7, 2019 at 9:00 am. Following is a summary of the meeting with full audio available at the end:

  1. Call to Order/Pledge of Allegiance led by Major Tim Wolff
  2. Determination of a Quorum and Roll Call: Members present were Ted Little and Mayor Bob Hall. Ben Ledbetter was absent. Also in attendance were Deputy Clerk Treasurer Nancy Rogers and City Attorney Michael Gillenwater
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 09/15/2019 to 10/06/2019 combined into one motion for approval
    • Motion to approve made by Ted Little
    • Seconded by Bob Hall
    • No Discussion
    • Unanimous approval
  4. New Business
    • Major Tim Wolff
      • Swearing in New Officer – Alex Billings
        • Motion to approve the hiring of Alex Billings made by Ted Little
        • Seconded by Bob Hall
        • No Discussion
        • Unanimous approval
      • Equipment
        • In reference to bullet resistance vests, they have a lifespan of about five years and were last purchased in 2014, so they need replacements. They received a grant from the Criminal Justice Institute for $7,382.22 and total replacement cost is $26,104 (difference of $18,715.78). They are requesting the board approve purchase of the new vests.
          • Ted Little asked who sought the grant and Major Wolff said he did and he credited Officers B. Lyons and C. Dickerson for finding the grant opportunity and working with him.
          • Motion to approve purchase made by Ted Little
          • Seconded by Bob Hall
          • No discussion
          • Unanimous approval
  5. Mayor Hall asked the city engineer for an update on paving and was told it should be finished in the next few weeks.
  6. Approval of Contracts – 
    • BMS Contract *Item was on the agenda – not discussed in the meeting*
  7. Adjournment
    • Motion to adjourn made by Ted Little
    • Seconded by Bob Hall
    • Unanimous approval 

Audio: