MINUTES MUNICIPAL BUILDING COMMISSION August 8, 2011 6:30 p.m.

The Winfield Municipal Building Commission regular meeting was called to order at 6:30 p.m. on August 8, 2011 at the Winfield Town Hall by Dick Whitney, Chairman. Members Present: Steve Hanna, John Marshall, Dick Whitney, Huey Lovejoy and Pat Woodrum. Others Present: Mayor Randy Barrett, Jackie Hunter, Town Recorder; Gloria Chapman, Staff; and Jessie Parker, Town Engineer. Public: Mr. Casey Miller of 6 Holly Circle was present to discuss the water problems in Radwin. Mr. Steven Engelhardt, a Consulting Engineer of Blue Lick Road was present to volunteer his services in assisting the Town with putting in a boat launching ramp in Winfield. He stated that he would be willing to volunteer on a committee, if we had one and that he knew of DNR grants that could be obtained to assist with this process. Minute Approval June 23, 2011 meeting. Motion was made by John Marshall to approve the minutes of June 23, seconded by Pat Woodrum. Motion carried. Financial Report June 2011. Motion was made by John Marshall to approve the Financial Report, seconded by Steve Hanna. Motion carried. Reports Infrastructure Projects. Dick Whitney reported that the City has received the Notice to Proceed on the $250,000 Phase II sidewalk grant from the Division of Highways. Laura Cox reported that we have also applied for a Phase III TE Grant, and after speaking with the Division of Highways, we will more than likely be awarded it also for an additional $ 250,000. The goal of the commission is to have sidewalks completed from the west side of the High School to Elm Street. Laura stated that since we have the Notice to Proceed on Phase II, we should place our ad in the paper for Requests for Proposals for engineering services to handle the design of the sidewalks. Motion was made by Steve Hanna to place the ad for RFPs for engineering services; John Marshall made a second. Motion carried.

Page 2 August 8, 2011 Minutes Municipal Building Commission

Old Business: Craigo Drainage Issue Dick Whitney reported that the trial date for this issue has been set for February of 2012. He suggested that this item be removed from future agendas until that date. 21 Second Street property - Dick Whitney reported that the city took possession of the property on July 26, 2011 and the locks have been changed. Storm water Project. Jessie Parker of S & S Engineers reported that in the Woodland Forest area of the project, the contractor is 80% complete with the additional work that was issued to them. Also, Jesse presented Preliminary Cost Estimates for Woodland Forest 1B & 1C which would add additional drop inlets, stormwater pipe and box culverts toward the river for a cost of $ 85,479.68; which would be paid for with the $ 300,000.00 left over in the original project. Steve Hanna made a motion to approve the 1B & 1C Woodland Forest work in the amount of $ 85,479.68; John Marshall made a second. Motion carried. New Business: Storm water Construction Project Draw #5. Dick Whitney reviewed Draw #5 with the members which consisted of Pay Estimate #4 from C. J. Hughes in the amount of $ 68,757.82, Regional Intergovernmental Council - $ 3,898.71, S & S Engineers - $ 23,683.00 and Attorney Tim La Fon - $ 1,730.00; for a total for Draw #5 of $98,069.53. Motion was made by Pat Woodrum to approve payment of invoice in Draw #5 for a total of $ 98,069.53, Steve Hanna seconded the motion; motion carried. Winfield Streetscape (Main Street) Project HUD Grant. Laura Cox of Michael Baker Engineering reported that the rules have changed regarding this grant. You now have to apply on the On Track Program. She said that currently, there are no funds available for this grant; but, once you apply to the On Track Program, you will be eligible for the Streetscape grant once funds become available. The grant is for the beautification of Main Street with brick sidewalks, light fixtures, planters and benches. Property Appraisals. Chairman Whitney reported that Boggs & Associates completed the appraisal on the 21 Second Street building and it appraised for $ 260,000 for the building only. According to FEMA and federal regulations, this will allow the city to improve this property by 50%. Dick Whitney also reported that the property in front of the wastewater treatment plant, which is 3.29 acres, was also appraised for $ 126,000 per acre. The appraisals on the other properties were not complete yet. Chairman Whitney asked for a motion to

Page 3 August 8, 2011 Minutes Municipal Building Commission

Property Appraisals (Contd.). approve the payment to Boggs & Associates for $ 4,800.00 for these appraisals. Motion was made by John Marshall to approve payment to Boggs & Associates for $ 4,800.00; seconded by Huey Lovejoy. Motion carried. Safe Routes to School grant. Dick Whitney reported that the commission is trying to work with Putnam County Schools in obtaining a Safe Routes to School grant which pays 100% for the construction of sidewalks to allow children to walk to school. He stated that he has attempted to work with Brad Hodges on this grant, but he was not interested. Laura Cox reported that the city can apply for the grant itself, without the school being liable for maintenance of the sidewalk. She stated that 10% of the grant is for education, therefore, the school would have to be involved, but the city still could be the initiator of the grant. Dick Whitney said that this grant would be used to construction a sidewalk from the Middle School to the barber shop near Dairy Freeze. Water problems in cemetery. Jesse Parker of S & S Engineers reported that upon investigating the water problem in the cemetery, he discovered that the properties adjacent to the cemetery in Connie Lane and Cheryl Court also had water problems. Jesse also stated that he had no definite route for the lines and would explore the possibilities further. The total of the estimate Jesse presented to the commission was $ 118,332.50. He stated that since the Town Council has ownership of the cemetery, the cost could be split 50/50 between the Building Commission and the Town. No action was taken, as this would have to be brought before the Town Council. Wastewater Treatment Plant. Dick Whitney reported to the commission that our current wastewater treatment plant is near its capacity of handling 300,000 gallons per day. We currently treat an average of 200,000 250,000 gallons per day. From the treatment plant to the west towards Wendys there is an 8 line that runs to the plant that is at capacity, and we now have a moratorium on development in that area. If there is going to be any future development in Winfield, the city must upgrade the current plant. Jesse stated that the city currently owns 15 acres where the treatment plant is located. If a new plant is built, it would only require 2 acres, thereby freeing up the remaining property for other uses. The cost of a new SVR plant would be approximately $ 4.5 million. Dick Whitney stated that with the population now over 2,000 residents and more growth expected, the city will have to address this problem in the near future.

Page 4 August 8, 2011 Municipal Building Commission

City cemetery governing body. Dick Whitney reported that the Town Council is currently the governing body of the cemetery, however, in light of the current water problems that need corrected, he stated that it would be on the Council agenda as to whether they want to turn over ownership to the Building Commission. Route 817 property Business development. Dick Whitney reported that the purpose for the appraisal of the property along Rt. 817 in front of the wastewater treatment plant was so that the property could be sold for commercial development. Dick state that he has been working with Mr. Gary Walton of the Putnam County Development Authority to advertise the property for sale. He also state that the property will have to be rezoned as commercial property and the commission is pursuing that also. Chairs Second Street property. Dick Whitney reported that when the Jehovahs Witness congregation moved out, they left 80 chairs that they were going to sell on ebay for $ 5.00 each. They offered the chairs to the town for the same price, and Dick asked for a motion to purchase the chairs. Steve Hanna made a motion to purchase the 80 chairs for $ 5.00 each; Pat Woodrum made a second. Motion carried. Radwin storm water runoff. Dick Whitney reported that during the last storm we had, there was an extreme amount of water in Radwin subdivision. He stated that he and Mayor Barrett, Jesse Parker and some members of the City Council investigated the problem and found that a drop inlet at the baseball field was totally covered with brush and weeds and the water flow was not even hitting the drop inlet. Also, there is a ditch line around the entire ball field that is also clogged with brush and weeds. Jesse presented the members an estimate for correcting these problems at a cost of approximately $ 80,000.00. No action was taken at this time. Abbey Court storm water. Dick Whitney reported that there is a resident in Abbey Court who wants to put in a concrete pad to park his boat on, but where he wants to put the pad, a storm water pipe has collapsed. If the town will pay for the purchase of the pipe, he is willing to install the pipe himself. We would require that our city maintenance crew be there to ensure that it meets our specifications and is installed properly. John Marshall made a motion to approve the purchase of the pipe; Steve Hanna seconded the motion. Motion carried.

Page 5 August 8, 2011 Municipal Building Commission

Fourth Street and Scott lane extend asphalt pavement. Dick Whitney reported that many years ago when the paving in this area was done, the wrong area had been paved. There is a 50 foot section that remains unpaved and Mr. Whitney stated that they could include this section at the time of paving Riverdale at a cost of $ 6,050.00. Motion was made by John Marshall to include this 50 foot section; seconded by Huey Lovejoy. Motion carried. Good of the Order. Mr. Kevin Karnes of 102 Waterside Circle told the members that every time it rains, his lot floods due to runoff from the wetlands. He requested that the Board investigate this problem, since they are looking in to storm water problems throughout town. Adjournment. Motion was made to adjourn at 8:45 p.m. by John Marshall.

_____________________________ ______________________________ Dick Whitney, Chair

Pat Woodrum, Secretary