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HomeMy WebLinkAboutBPW-10-01-90CARMEL BOARD OF PUBLIC WORKS AND SAFETY MEETING MINUTES OCTOBER 1, 1990 5:15 P.M. COUNCIL CHAMBERS ONE CIVIC SQUARE The meeting of the Carmel Board of Public Works and Safety was called to order by Mayor Dorothy J. Hancock. Members David Taylor and Billy Walker were present. Also in attendance were City Attorney Steve Andrews and Clerk-Treasurer Susan Jones. MINUTES; The approval of the minutes was tabled temporarily until Billy Walker arrived since the Mayor was no~ present at the last meeting. CLAIMS: The approval of the claims was tabled temporarily until Billy Walker arrived. ADDITION TO THE AGENDA: Mayor Hancock made a motion to add a contract from Commonwealth Engineering for sidewalks and a contract for accounting work by H. J. Umbaugh and Associates to the agenda. The motion was seconded by David Taylor. Ail members voted aye. Hotion carried. BIDS: Bids for water distribution system and sanitary sewer improvements for Walter~s Rolling Acres was to have been put on the agenda for October 15, 1990 and not October 1, 1990. RESOLUTION/ESTABLISHHENT OF POSITION OF BAILIFF: Steve Andrews asked to have this removed from the agenda. David Taylor so moved. Mayor Hancock seconded the motion. Ail members voted aye. Motion carried. REQUEST FOR STREET LIGHT IN WATERFORD: The Mayor stated she had a note from Terri Carter that this item was off the agenda. The Mayor assumed that Mr. Pittman must have called Terri and asked that it be removed. The Hayor so moved. The motion was seconded by David Taylor. Ail members voted aye. Hotion carried. MINUTES: David Taylor made a motion to approve the minutes of September 17, 1990. The motion was seconded by Billy Walker. Billy Walker and David Taylor voted aye. The Mayor abstained from voting since she was not in attendance at that meeting. Hotion carried. CLAIMS: A motion was made by Billy Walker to approve the claims dated 9/26/90 in the amount of $1,294,680.85. The motion was seconded by David Taylor. Ail members voted aye. Hotion carried. A motion was made by Billy Walker to approve the claims dated 9/27/90 in the amount of $1,979,955.63. The motion was seconded by David Taylor. Ail members voted aye. Motion carried. A motion was made by Hayor Hancock to approve the claim dated 9/27/90 in the amount of $1,550.00. The motion was seconded by David Taylor. Ail members voted aye. Motion carried. A motion was made by Billy Walker to approve the claims dated 9/19/90 in the amount of $4,000,600.00. The motion was seconded by David Taylor. Ail members voted aye. Motion carried. A discussion was held on a check issued to Vasey Heating and Air Conditioning. David Taylor stated the minutes of the City Council meeting showed the claim to be for $4,500.00 and the check was issued for $8,500.00. Hayor Hancock wanted it stated for the record that the check was issued, mailed and cashed prior to Board of Public Works approval. The Clerk-Treasurer stated she knew nothing of this and was almost sure the checks had not gone out but would check with Janet in the morning. The Mayor stated she called Vasey and checks were received and cashed prior to approval. The Clerk- Treasurer apologized twice for this error and stated it would never happen again and would check with her Deputy to find out the reason these handcut checks were mailed prior to approval and would request a refund from Vasey if the amount was incorrect. David Taylor would not, at this time, approve the claim docket until the amount of the claim could be ~erified. The Board of Works adjourned for 10 minutes allowing the Clerk- Treasurer to go to her office and bring back the claim. This would claify if the minutes were wrong or if the check was issued for the wrong amount. It was determined that the minutes of the Council meeting were in error and that the claim and the check were for $8,500.00. Hayor Hancock then made a motion to approve claims dated 9/18/90 in the amount of $8,333,517.56 and to note once again that the Vasey claim was issued prior to the Boards approval. The motion was seconded by David Taylor. Ail members voted aye. Motion carried. David Taylor then asked the Clerk-Treasurer if she could issue some directives or handwritten checks. He stated he had called the State Board of Accounts and they said they wouldn't take exception to doing this so long as a policy was established by the Board of Works. David pointed out that a memo had been sent out earlier about postage, payroll and investment checks being issued prior to approval but thought it would be a good idea if we went over it again. Again, the Clerk-Treasurer apologized for the problem but stated she didn't know it was sent out prior to approval. It was and always has been her policy to not allow any checks to be cashed prior to approval other than payroll and investments. REQUEST FOR SEWER AND WATER/SEYMOUR HOFFMAN/4262 EAST ll6TH STREET: Mr. Seymour Hoffman of 4262 East ll6th Street asked for the Board's cooperation in obtaining sewer and water utilities for his property. Hr. Hoffman stated he had been annexed into the City in 1972 and has been trying to get hooked on to the city's system ever since. He said he had found a state law that requires a city to provide these services three years after annexation. He also stated the city said they were going to let him hook on to the system when they ran in down ll6th Street but then backed out because it was a pressurized pipe. Then when Bradford Place was built he was assured he could hook on to find that the final plat that was approved did not provide him with a utility easement. Wes Bucher, Director of Community Development explained that the preliminary plat showed the easement was a utility easement but on the final plat it only showed a drainage easement. Hr. Bucher stated he has contacted the developer and has requested him to change the plat. Steve Andrews asked if he could talk with Hr. Hoffman in private concerning this request. The Board so directed. David Taylor made a motion to have Steve Andrews return at the next meeting with some progress to report if not a total solution to the problem. REQUEST FOR AnNEXATION RECOMMENDATION TO CITY COUNCIL FOR TIMER CREST SECTION i-INCLUDING NORTH HALF OF 126TH STREET: Mayor Hancock made a motion to recommend to the City Council the annexation of Timber Crest Section 1 including the north half of 126th Street. The motion was seconded by Billy Walker. Ail members voted aye. Hotion carried. REQUEST FOR REIMBURSEMENT/TIMBER CREST - ADDITION TO AGENDA FOR SECONDARY PLAT APPROVAL FOR TIMBER CREST: A motion was made by Mayor Hancock to add the secondary plat approval for Timber Crest to the agenda. The motion was seconded by David Taylor. Hayor Hancock made a motion to approve the secondary plat for Timber Crest. The motion was seconded by David Taylor. Ail members voted aye. Hotion carried. Hayor Hancock made a motion to approve the reimbursement agreement with Thomas C. Barnes, developer of Timber Crest Bend subdivision in the amount of $23,270.00 for furnishing and installing 880 lineal feet of 10 inch ductile iron pipe, one hydrant and valve, one 10 inch gate valve, and fill as per Hr. Barne's request and as per construction plans ~90-130 developed by Weihe Engineers and certified by Alan Weihe. The motion was seconded by David Taylor. Ail members voted aye. Hotion carried. ADDITIONS TO AGENDA: Billy Walker asked that from now on these items be placed on the agenda in time. Hr. Barnes took responsibility for this item being omitted. SEWER AVAILABILITY/10425 NORTH GRAY ROAD- Billy Walker made a motion to approve sewer availability in the amount of 1 EDU not to exceed an average daily flow of 300 gallons contingent upon annexation. The motion was seconded by David Taylor. All members voted aye. Hotion carried. PERFORMRi{CE BOND RELEASES. Billy Walker made a motion to approve Resolution 10-1-90-1 that releases the performance bond for Calumet Asphalt Paving Co. for Westpark, Section II, asphalt paving, bond 400JD2973 in the amount of $64,744.00. The motion was seconded by David Taylor. Ail members voted aye. Motion carried. David Taylor made a motion to approve Resolution 10-1-90-2 that releases the performance bond for Valenti-Held Contractor/Developer for Westpark, Section II, concrete curbs, bond 1223419 in the amount of S22,700.00. The motion was seconded by Billy Walker. Ail members voted aye. Hotion carried. PSI ENCROACHHENT REVISION. Steve Andrews stated that the city had signed an agreement last year that allowed the city to encroach on PSI's utility easement for our water main for civic square. Rather than the main being put on the east side it got put on the west side and this document straightens it out and puts everything where it should be. David Taylor made a motion to authorize the Hayor to accept the encroachment on behalf of the City. The motion was seconded by Billy Walker. Ail members voted aye. Motion carried. REQUEST FOR STREETLIGHTS FOR TIMBER CREST BEND: A motion was made by David Taylor to approve the lighting plan for Timber Crest Bend and allow 7 street lights to be installed. The motion was seconded Mayor Hancock. Ail members voted aye. The Mayor stated she was pleased that the developer was doing this now rather than wait until the homeowners came in at a later date. CITY AUCTION: Billy Walker made a motion to adopt Resolution 10-1- 90-3 which calls for a city auction and to authorize Jerry Lowe to do all things necessary to effectuate a public auction of city surplus property in accordance with IC 36 ~ 6. The motion was seconded by David Taylor. Ail members voted aye. Hotion carried. A contract was also approved by the Board for Baker Auction Company for 10% o~ the total sale. Ail members signed the contract. ENGINEERING CONTRACT SIDEWALK CONSTRUCTION: A motion was made by MAyor Hancock to approve an engineering contract with Commonwealth Engineers for engineering services for sidewalks subject to funding. The motion was seconded by Billy Walker. Ail members voted aye. Hotion carried. ACCOUNTING SERVICES AGREEMENT/ H.J. UMBAUGH AnD ASSOCIATES: Billy Walker made a motion to approve an agreement with H.J. Umbaugh and Associates for an accounting study to be done in both water and sewer funds in an amount of $12,000 each and to not exceed $15,000.00. The motion was seconded by David Taylor. Ail members voted aye. Hotion carried. ACCOUNTING SERVICES AGREEMENT/H.J. UMBAUGH AND ASSOCIATES: Billy Walker made a motion to approve an agreement with H. J. Umbaugh and Associates for an accounting study to be done in both water and sewer funds in an amount of $12,000 each and to no~ exceed $15,000.00. The motion was seconded by David Taylor. All members voted aye. Motion carried. There being no further business before the Board of Public Works the meeting was adjourned. ATTEST / APPROVED