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HomeMy WebLinkAboutBPW-05-21-90CARMEL BOARD OF PUBLIC WORKS AND SAFETY MEETING MINUTES HAY 21. 1990 5:15 P.M. CARMEL CITY MEETING HALL The meeting was called to order by Mayor Dorothy J Hancock. The only member in attendance was Billy Walker. City Attorney Steve Andrews and Clerk-Treasurer Susan W. Jones were also in attendance. NINUTES: Mayor Hancock made a motion to amend the minutes beginning with page 1, paragraph 3, the word "Ail" should be struck and on page 2, paragraph 4, the word "to" should be inserted between the words "center" and "Dictaphone". The motion to approve the motion to amend the minutes and to approve the minutes as amended was made by Billy Walker. Ail members voted aye. Hotion carried. ADDITION TO THE AGENDA: Mayor Hancock made a request to add two items to the agenda. One was the American Express Bill and the other was a request for water and sewer availability for Lot 13 in Maple Acres. Billy Walker so moved. The motion was seconded. Ail members voted aye. Hotion carried. CLAIMS Billy Walker made a motion to approve claims dated 5/20/90, pages 1-12 in the amount of $761,695.45. The motion was seconded by Mayor Hancock. Ail members voted aye. Motion carried. Billy Walker made a motion to approve a request from Tom Welch, the City Engineer, for two hand-cut checks. One was in the amount of $140.00 for Best Western of Scottsburg, Indiana and the other was for Sllo.oo for Indiana Section AWWA. The motion was seconded by Hayor Hancock. Ail members voted aye. Hotion carried. BID OPENING/COMPUTER SYSTEM FOR COHHUNICATIONS CENTER: Steve Andrews and Dave Wilcox opened sealed bids in the form of a request for proposals for the computer system for the communications center. The Clerk-Treasurer wanted it entered into the record that she had only received one bid prior to the meeting as was directed by the legal advertisement. The bid was from Progressive Systems. Five other bids were received elsewhere. Steve Andrews stated that the bids from PC Partners and Computers Plus of Indiana were presented in unsealed envelopes. Steve Andrews read the different proposals. PC Partners submitted a proposal for $55,433.00. Hicro-Age Computers submitted a proposal of $62,816.36 Future NOW - TCBC submitted a proposal of $14,680 for hardware and maintenance and a separate bid of $12,410.00 for additional hardware and maintenance. Information Decisions submitted a proposal of $78,581.00 Computers Plus of Indiana submitted a proposal with the following: $39,090.00 for the system $ 2,966.00 on-site maintenance $26,696.00 CPUs $ 9,363.00 Hardware $17,199.00 Software $ 3,030.00 Annual Support Progressive Systems of Indianapolis submitted a proposal with no grand total. Steve Andrews read the different items and their amounts. Steve stated the bid was difficult to understand and asked the proposals be taken under advisement. Billy Walker so moved. The Mayor seconded the motion. Ail members voted aye. Hotion carried. AWAP, D TO LARRY HENDREN: Carmel Police Chief Gary Barney presented a plaque to Larry Hendren for his efforts on the new police headquarters. PAVING BID AWAP, DED- Street Commissioner, David Klingensmith recommended the 1990 street paving bid be awarded to Astro Paving, Inc., 5300 106th Street, Zionsville, Indiana. David stated they submitted the lowest bid and met all the qualifications set forth. Billy Walker so moved. Mayor Hancock seconded the motion. Ail members voted aye. Hotion carried. HANDI-CAP RAMP REQUEST: Street Commissioner, David Klingensmith gave the approximate cost for taking out and pouring new sidewalk and curb at Charing Cross, Brookshire Parkway and Royce Court in the amount of Si~O.OO. Klingensmith stated he had the money in the 1990 budget to do this work. Billy Walker made a motion this work be done and done as quickly as possible. The motion was seconded ~y Hayor Hancock. Ail members voted aye. Motion carried. AMERICAN EXPRESS BILLS: Mayor Hancock asked about the American Express bill for the retreat. She stated that all the back-up the Clerk-Treasurer had required was submitted and still the bill had not been paid. She also stated a late charge had been added to the bill. Billy Walker asked the City Attorney if he ~elt the retreat was a legal meeting of the Council. The City Attorney stated it was his opinion that it was a legal meeting of the Council. ~illy Walker asked the Clerk-Treasurer about the bill. The Clerk-Treasurer read the following statement: The first time the bill was submitted was on April 23, 1990. The bill was returned to the Hayor's office because all that was sent over for payment was the "Statement of Corporate Card Account." It is against the law for the City to pay from a "statement" and in fact had received an audit result and comment last for such an infraction. The bill was already marked "Your account is 30 days past due. Pay immediately to avoid delinquency charge." The second time the bill was submitted was at the Board of Public Works meeting on May 7th. Again, there was only the statement attached. I explained to the Mayor that I needed back-up and she said she would send it over the next day. On May 9th I received the "Summary of Corporate Card Account" with the charge slip attached. I immediately sent it back and asked for the hotel bills to be included in the back-up. On May 10th I received a copy of the hotel bill. I called the hotel and verified the expenses and sent it back to the Hayor's office again with a copy of the Indianapolis News article dated March 23rd where Terri Hiatt said Mr. Tort would be paying for his own expenses and asked for an explanation from her. On May 16th I received a note from Terri breaking out Mr. Toft's expenses and asking for a different breakdown within the budget. The first time it was submitted it was all to be charged to the Hayor's budget item ~443 (Promotion of the City) and now all but Hr. Toft's expenses are being charged to Promotion of the City and his bill is being charged to BPW ~407 (Consultation). There was no explanation as to the City paying for Mr. Toft's bills. The same day I wrote a note back to Terri. Again, I asked for an explanation in writing about Hr. Toft's bill and so far nothing. On May 18th I did send a check to American Express in the amount of $655.70 which is the City's share of the bill only. Clerk-Treasurer Jones also stated, for the record, that she in no way was responsible for the late charge being added to the bill as it was already late when she first received the bill. The Hayor stated the Clerk had required more back-up on this claim than any other claim submitted for payment. The Hayor also stated that Hr. Tort would be deducting his retreat expenses from his bill. The Mayor went on to say that Mr. Tort had not yet submitted a bill to the City for payment. Billy Walker made a motion to direct the Clerk-Treasurer to pay the remainder of the bill immediately. The motion was seconded by Mayor Hancock. Ail members voted aye. Motion carried. The Hayor also stated, for the record, the late fee was added on May 8th. The Clerk-Treasurer wanted it stated, for the record, that she did not receive any kind of back-up until the 10th and the bill was already late when she first received it for payment. ANNEXATION REQUEST/CAUSEY PROPERTY: James Nelson of Nelson & Frankenberger presented the annexation petition to the Board of Public Works. Hayor Hancock stated that because there had been a change in the procedure of who was doing the agenda for the Board of Public Works, the engineer's office was side-stepped on this annexation and the Board would be unable to process this annexation request tonight. Jim Nelson informed the Board that he had, indeed, been to the engineer's office and presented a letter from Randy Strong to the Mayor. The Mayor stated there must have been a breakdown in communications. Hayor Hancock made a motion to recommend the annexation to the City Council contingent upon making sure the legal description was checked out and approved. The motion was seconded by Billy Walker. Ail members voted aye. Motion carried. PURCHASE AGREEMENT/CPD/CONSOLE SERVICES & GENERAL ELECTRIC: Billy Walker made a motion to table this item. The motion was seconded by Mayor Hancock. Ail members voted aye. Motion carried. CARMEL POLICE DEPARTMENT/FIRINGS : Billy Walker made a motion to adopt Resolution 5-21-90-1, a resolution adopting a policy for use of the Carmel Hetropolitan Police firing range. The motion was seconded by Mayor Hancock. Ail members voted aye. Hotion carried. CARMEL UTILILIES/SNLALL CLAIMS COURT INSURAPJkNCE POLICY. Mayor Hancock made a motion to adopt Resolution 5-21-90-2, a resolution authorizing utility employee to appear in Hamilton County Small Claims Court. The motion was seconded by Billy Walker. Ail members voted aye. Motion carried. LOT ~i/WOODGATE/GARAGE BUILT OVER SANATARY SEWER EASEHENT; Hayor Hancock made a motion to table this item until such time as Langston Construction Company provides the city with a letter stating that in the event the City would have to do repair work to the sewer that any damage that would occur to the structure would be the responsibility of the owner and not the City. The motion was seconded by Billy Walker. Ail members voted aye. Hotion carried. CARMEL POLICE DEPARTMENT/NEW HIRES Billy Walker made a motion to approve the hiring of Patricia Kopko and Angela Marsh for Civilian dispatcher and Francis Ann Pierce as a part-time dispatcher with the stipulation that Francis Ann Pierce complete a drug screening test along with the full-time applicants. The motion was seconded by Mayor Hancock. All members voted aye. Motion carried. RE-APPROVAL/SEWER & WATER AVAILABILITY/L~KE FOREST SUBDIVISION: Billy Walker made a motion to re-approve sewer and water availability for Lake Forest subdivision Sections 5, 6, and 7 in the amount of 67 E.D.U.s. The motion was seconded by Mayor Hancock. Ail members voted aye. Notion carried. PERFORMANCE BOND RELEASE/SMOKEY RIDGEt SECTION made a motion to release the performance bonds Section IV in the following amounts: 4: Billy Walker for Smokey Ridge, Street Stone Binder Curbs Sanitary Sewer Water Mains Storm Sewers $41,650.00 $17,300.00 $47,700.00 $36,360.00 $55,800.00 The motion was seconded by Mayor Hancock. Ail members voted aye. Motion carried. SEWER & WATER AVAILABILITY/LOT 13/MAPLE ACRES: Mark Boyce from C.P. Morgan presented the request for sewer and water availability for Lot 13 in the Maple Acres subdivision. It was stated that this subdivision is not in the City and that no other lot would be served by this sewer and water line. Billy Walker made a motion to approve this request. Mayor Hancock seconded the motion. All members voted aye. Motion carried. There being no further business before the Board the meeting was duly adjourned.