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TECHNICAL REVIEW COMMITTEE
MEETING MINUTES
February 24, 2026
Adam Rude: We’ll go ahead and call to order the February 24th Technical Review Committee
meeting. We have one item under New Business, the expansion of POET at 2373W 300N here
in Shelbyville. Is anyone joining remotely for you all?
Inaudible reply.
Rude: Okay, good. You guys are the only thing on the agenda so procedurally what we’ll do, I’ll
pull up the plans on the screen and then if you guys wanna get up there, we’re recording the
whole thing so state your name for the record and then kind of at a high level walk us through
the project and then we will go one by one down the row and we can have conversations with
each individual tech review member. So if you guys wanna hop up there and introduce
yourselves while I get these plans pulled up.
Nathan Westoff: Do I have to push anything?
No reply.
Westoff: Nathan Westoff, lead civil engineer for POET.
Tanner Schweer: Tanner Schweer, project manager for POET design and construction. Do you
want us to talk about what our plan is?
Rude: Yeah.
Schweer: Do you wanna kind of go over, highlight?
Westoff: Yeah I can do that. Yeah high level, so the expansion project. What we will be doing
is taking the existing processing capabilities and essentially doubling them with some of our
newer technology. Really since the last five years from the original build, we will actually
probably be a little bit over the original designs, doubling. They’re running out about 98 million
gallons per year today when the design basis was about 95 million gallons. So in addition to
that we’ll be over doubling the grain storage as well as receiving capabilities on the site. So at a
very high level call it doubling of both the processing and grains handling systems.
Rude: Very cool. I’ll start on this end; Mr. Comstock?
Inaudible comment or question???
Rude: Yes.
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Inaudible comment.
Rude: Okay. Miguel, we can start with you.
Miguel Morales: Good morning. Miguel Morales with Indiana American Water. When I looked
at the plans there’s not a lot that stands out as public access. I do have some questions. It
looks like a lot of the expansion is on top of or incorporated in the existing footprint and I don’t
see a new water, domestic water connection. Will you be connecting or feeding everything
through the existing (2) 4” meters that you have or will you be adding connections?
Westoff: We are planning to upgrade those (2) 4” meters to 6” meters actually is our plan. We
don’t have that detailed on the plans yet but that is yep, we plan to add that.
Morales: Okay and will you be using the existing storage tank or will that be changing as well?
Westoff: We’ll be using the existing storage tank, yep.
Morales: Okay so that your, everything’s gonna continue to fill and empty through that existing
storage tank?
Westoff: Correct.
Morales: Okay.
Westoff: None of that’s planning to change so yep.
Morales: So that was the only concern that I have. So currently (2) 4” meters, RCPs on the
back of each of those meters so if you’re going to upgrade those to 6” connections and we can
look at the flows and your demands based on the back side of that RPZ(?) so….
Westoff: Yep.
Morales: Everything else looked to be on the private side of things. Those connections will be
the only thing that you and I will need to talk about.
Westoff: Sounds good.
Rude: Thank you. Adam Rude, planning department. We had passed along these comments.
There were only a few. The first one; you guys have already applied for the variance for the
maximum accessory structures. We make note of that. The second comment; we also
discussed this but we you’re considering the entire plant as the primary structure so there’s not
an issue with maximum number of primary structures but for maximum lot coverage, there is just
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a note on the cover sheet that it will, post development will be less than 85%. We’ll just need
actual square footages to know on our end to be able to know exactly what that is.
Westoff: Sure. Okay.
Rude: The maximum structure height; you’ve already applied for that variance. On the
landscaping standards; on your sheet L, the one landscaping sheet, you identify all the
applicable standards. We need actual details of where. Like, it looks like you have the correct
number of plantings identified and the correct standards and all of that. We’ll need to know
actual locations of specific trees and species and that kind of stuff. There were some details I
think one of the buffer yards, there was a typical detail section and some of that but just for all of
those we’ll need you know exact locations for those and exact species.
Westoff: Okay we can do that.
Rude: For the lighting, we’ll just need a photometric study to insure there won’t be a problem. I
already know because of the size of the site but the study just for our records to show that.
Westoff: Okay.
Rude: In addition to mounting height and location of lights on the site. And then oh the setback
standards; so the, let me see if I can pull up the sheet and I’ll just point to the exact area. So
your side yard setback is, side and rear yard setbacks are 25’. You are allowed 50%
encroachment for this gravel area so this setback right here should be 12 ½’ sitting 10’ off that
property line right there.
Westoff: Okay.
Rude: So that 2 ½’ difference’ll fix that. And I believe that was the only spot where you came
that close to the property line.
Westoff: Sounds right, yep.
Rude: Now I know, well I think you guys will own that property directly, well this adjoining
property here at the end of the day. Is that true?
Westoff: I think that’s likely, yeah.
Rude: Okay ‘cause if they’re both actually under POET ownership and they’re jointly owned, we
can kind of ignore that interior property line. But for the time being until that happens…..
Westoff: Yeah the 2 ½’ of gravel?
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Rude: Yes, exactly. And then the last one was also the variance that you’ve already applied for
so we didn’t see any other concerns there. That’s it for us.
Westoff: Okay.
Derrick Byers: Good morning. Derrick Byers, City of Shelbyville Storm Water Utility. Looking
through your Stormwater Pollution Prevention Plan we didn’t have any issues there. Whenever
you’re prepared to file for your NOI, that is fine. And then I’ll take some time this week, kind of
look back over the dewatering plan and we know from last time that we might have to make
some changes in the field. That would be our biggest concern is just controlling that discharge
from there. And then as far as post construction, the amount of gravel and the fines that may
run off, I’m gonna look at that a little closer but at this point I don’t have any comments.
Westoff: Okay. I did see a note in here about the wetland study. We did do that.
Byers: Yep, yep.
Westoff: So we can (?) that if you’d like.
Byers: That’d be great; thank you.
Rude: Thank you. Kyle?
Kyle Richardson: Kyle Richardson with the City of Shelbyville waste water. It’s pretty straight
forward. Just have one question. How many connections will you have with the new buildings,
like for sanitary wise?
Westoff: How many what? Sorry.
Richardson: Connections will you have from the buildings.
Westoff: Yep. We will not have any new connections.
Richardson: Okay, so none?
Westoff: No.
Richardson: Perfect.
Westoff: So it’ll be like existing….
Richardson: Okay. That’s what it looked like but I was just verifying to make sure. So…
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Westoff: Yeah we (?) relocate our sanitary line just slightly ‘cause of some of those structures
but as far as new connections, we won’t. We’ll have zero.
Richardson: Perfect.
Todd Anderson: Todd Anderson, Shelbyville Fire Department. The only thing I was interested
in asking about was fire department connection for the new building. I think I kinda saw it but I
don’t know if it’s really specified yet and it looks like it’s maybe the plan is to put it on the
building like the other building is but I don’t know what your plan is there.
Westoff: Yeah I can go through that. So our current fire pump room will remain as it is today. I
think we still need to evaluate the pump and the pump capacity but as it stands today, that is set
to remain the same.
Anderson: So there won’t be a new fire department connection for the new plant?
Westoff: Correct. We’ll be tying into the other fire protection system.
Anderson: Okay. So you’ll do one, you’ll use one fire connection for both buildings?
Westoff: Yep.
Anderson: Okay.
Westoff: Yep.
Tyler Comstock: Hey, Tyler Comstock, city engineer. A lot of my comments are kinda just little,
fine details that I had questions about regarding constructability and just kind of the final
product. The first one I had was your site plans. From the legend and the key notes it looked
like a lot of that curbing, proposed curbing along the south side is all rolled curb.
Westoff: Yeah.
Comstock: I noticed that on the west side there’s a drop off there and then also you’re fairly
close to the proposed wells and everything that we’ve discussed. Do you still want to use rolled
curb? Because I see that as a potential of just vehicles, for protection. Whereas if you had a
standing curb, you have more of like a protection and maybe you guys have bollards and stuff
around your equipment but I just didn’t know if rolled curb was the actual desired product.
Westoff: Yeah I think it is just for accessibility reasons.
Comstock: Okay.
Westoff: You’re talking about on the south and west side there?
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Comstock: Yeah that all shows as rolled curb and on that west side if you go to the grading plan
it looks like there’s a three or four foot drop off right by the curb so I just didn’t know if that was
really what you wanted there.
Westoff: Yep, yeah. I think we have looked into potentially changing that.
Comstock: Okay.
Westoff: Just due to storm water quality reasons and all….(inaudible)...
Comstock: Okay.
Westoff: …..other process items but yeah that’s something we will evaluate.
Comstock: Okay. And then kind of in a similar aspect, up on the retention pond where you
have zero curb, I noticed in the proposed plans, you’re bringing that slope really close to the
drive. Again, you don’t show any curb there. I didn’t know if you guys have any concerns from
an owner’s perspective of anybody kind of going off that edge and it 3:1 right of that edge kind
of right there at the pond. I just didn’t know if maybe you guys would look at either adding a
curb or maybe some guardrail or something like that for protection.
Westoff: I believe we do have curb along there existing today. That’s probably just not reflected
but I’ll see if we can make that more clear.
Comstock: Again, all these plans, these plans are great. These are just fine little things that I
see that’s like hey, I’ve been in your shoes doing design. You overlook things and getting
another set of eyes on it is always great.
Westoff: Appreciate that.
Comstock: Again, going back to the grading plan and to the gravel area to the south, I notice
that everything kinda sheet drains, especially that south half of the gravel, it sheet drains to the
south.
Westoff: Yeah.
Comstock: And again, you start your slope immediately after gravel. My question is do you
have any concerns with that gravel kind of falling into the pond and then creating an issue there
with all the just….? It seems like it’d be a maintenance nightmare or maybe you guys compact it
in and that’s no problem but ….
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Westoff: Yeah I believe we do have a stabilization mix along that gravel and it’s probably
something we, you know generally we end up leaving the silt fence in place permanently sort of
thing but that’s something we’ll take a closer look at for sure …..
Comstock: Okay. And then anything in that gravel area, I noticed that your castings are flat
castings. Have you guys experienced any issues with all your gravel over time getting into your
inlets and then just creating a maintenance issue?
Westoff: Yeah so something that’s probably not detailed out yet is we always concrete apron
our inlets yeah like a 10 x 10 and that’s shown in the details and that very much helps manage
all that.
Comstock: Okay. On the water plan, if you go to sheet 4.1, one thing I noticed was it looked to
me like over at your proposed silos, I believe those silos are well over a hundred feet. Again,
this is on the private side so Miguel probably doesn’t care but those water lines are 8’ from
those silos. I just didn’t know from a maintenance standpoint if you guys ever have to get in
there do you guys have any concerns there being that close?
Westoff: Inaudible question.
Comstock: Yeah.
Westoff: Yeah that has been one of my comments.
Comstock: It is nice that it’s in an area outside of the concrete ‘cause I know your pavement
sections are very thick.
Westoff: Yeah.
Comstock: However I just didn’t know if you had any concerns because I just saw it as…
Westoff: Yep.
Comstock: ….if you gotta get in there next to a silo, I just…
Westoff: Yep. No, I totally hear that. That’s something we’ll, yeah I’ll probably have comments
on for (?) to address as well.
Comstock: Okay. And it might be something that you guys are perfectly comfortable with it and
that’s no issue. It’s just I know Miguel’s crews. No, I’m just kidding.
Laughter.
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Comstock: No and then my last comment also pertains to water and it this is laughable. I only
share it because I’ve had this happen so many times on my projects. All of your hydrant
symbols, I know it’s just a simple thing in CAD that this symbol always points north. I would
highly suggest you rotating that to aim in the direction you want your hydrant to aim.
Contractors a lot of times will take that exactly what the plan shows. They’ll……
Westoff: Oh sure.
Comstock: I’ve had backward fire department connections and backward hydrants set on site
because “the plan shows it faces this way”. I don’t think that’s your intent in all those directions
but….
Westoff: Right. Yeah.
Comstock: Just learn from my mistakes I guess.
Westoff: No I appreciate that. There’s probably some language in our specs that indicate that
that can’t (?) but either way that’s something good to ….
Comstock: It’s not that big of an issue but I just save you some headache potential headache
for the future. And really that’s kind of all I had. Overall, I think the plans looked really good and
drainage report looked good so that’s it from me.
Westoff: I appreciate that.
Morales: I’m gonna interrupt real quick. Once you know what your demand and your demand
and schedule is, if you could reach out and I’ll make sure that I send you my contact information
‘cause we’ll wanna do some studies too just off of that 16”. You know we know exactly what
those two 4” are gonna pull and what that does to our pressures. Certainly wanna have that
consideration for the 6 inches if that’s what you decide to do. And will you be increasing the
piping beyond the meters to your facility or to the between the main and the meters itself or are
you just going to be upsizing the meters and the vault?
Westoff: I think we’d planned it between the main and the meters.
Morales: Okay.
Westoff: We would upsize that as well. Nothing after.
Morales: Understood.
Westoff: Yeah.
Morales: Okay, thank you.
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Westoff: And I think, yeah we have started conversations with….
Schweer: Yeah we’re actually getting pretty close to an amended agreement for water supply.
Morales: Yeah so I know that there’s yes, lots of conversations there but I just wanted, when we
look at what you’re pulling from the main to your building, yeah.
Westoff: Okay.
Morales: Yeah those are separate conversations.
Westoff: Yep.
Rude: Yeah RushShelby just emailed us and said that they are having issues gettin’ into the
zoom so I just tried to send ‘em another link. So we’ll wait a minute for them.
(?): Okay.
Rude: While we do that, I can talk through, I guess do you have any specific questions for any
of these members before we talk through steps?
Schweer: I maybe a question from the corrections. Probably you guys wanna see those. I
mean we just revised these plans and provide those…..
Rude: Yeah so when you submit for Plan Commission which will be that due date is next
Monday, technically next Monday but we can work with you on it. We’ve got a little bit of wiggle
room, about three or four days wiggle room. So when you submit those plans, the revised plans
for Plan Commission, we will distribute back out and get kind of internal approvals, make sure
all those comments were addressed and everyone’s satisfied with that.
Westoff: Okay.
Rude: Let’s see if he emailed back.
Schweer: And then is, probably for Derrick in terms of storm water inspection. You’ll just make
periodic inspections on site? I forget what we did last time.
Byers: During construction?
Schweer: Yeah.
Byers: Yeah once you guys solidify who’s gonna be your onsite guy, they can just reach out to
me. We’ll do a quick pre-con and then I’ll work with them to schedule our inspections.
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Schweer: Okay, perfect.
Rude: I don’t know if they’re gonna be able to join. His email said they didn’t have any specific
comments for you all. They were hoping to listen along so you’re probably yeah they’re
probably good on that end. If they, if he does follow up with anything, we’ll forward that along.
So ….
Schweer: Yeah we’ve been working with them in the background on it as well.
Rude: Yeah. So and then you’ll have BZA. Is it two weeks from today?
Schweer: Yep.
Rude: Yes, two weeks from today.
Schweer: We plan to be back in person.
Rude: Okay, good.
Schweer: It’ll probably the same two of us.
Rude: Yeah just get an apartment or something but and then like I said we can work with you
on that submittal next week. Technically the deadline’s Monday but we do have a little bit of
wiggle room there and we will, we’re confirming time and location for next month’s plan
commission meeting ‘cause not getting into the weeds too much, there might, we might end up
moving location because there might be a number of projects that could bring a crowd or we
might be splitting up the meeting or doing something.
Schweer: Sure. Yep.
Rude: So our admin assistant is downstairs right now so once we have that, we we’ll get you
guys notices and all those documents that need to go out and…..
(?): Inaudible question.
Rude: Yes we have them down, just filling in the date and location blanks, so….
(?): Sure.
Rude: ….once that is confirmed we’ll get all that out to you guys, then we’ll be good to go. So,
okay. Anyone else have anything?
No reply.
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Rude: Okay, we’ll adjourn the meeting. Thank you.
Westoff: Thank you, guys.
Meeting adjourned
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