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HomeMy WebLinkAboutBPW-10-07-91 BOARD OF PUBLIC WORKS AND SAFETY MEETING MINUTES OCTOBER 7, 1991 ONE CIVIC SQUARE/COUNCIL CHRi~BERS 5:15 P.M. 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 in attendance. City Attorney Steve Andrews and Clerk-Treasurer Susan W. Jones were also in attendance. MINUTES OF SEPTEMBER 3f 1991: Mayor Hancock made a motion to approve the minutes. The motion was seconded by Billy Walker. Motion carried. David Taylor abstained from voting, since he was not present for that meeting. MINUTES OF SEPTEMBER 16f 1991: Walker made a motion to approve the minutes. The motion was seconded by Taylor. Motion carried. Hancock abstained from voting, since she was not present for that meeting. CI2~IMS: Walker moved to approve the claims dated 9/18/91, page 1, in the amount of $2,158,992.36. Taylor asked why the checks were dated September 6th and just now appearing before the board. Clerk-treasurer, Susan W. Jones advised that vacation time taken in the clerks office in September prompted the delay. Taylor asked if Donaldson, Lufkin & Jenret was a clearing house. Jones replied that it was a clearing house. Taylor inquired if the clearing house was registered with the Secretary of State's office. Jones stated as far as she was aware they were registered. Taylor claimed he called the Secretary of State's office and they were not registered with them. Taylor suggested that Jones check with the Secretary of State's office for the clearing house registration. The motion was seconded by Hancock. Ail members voted aye. Motion carried. Taylor moved to approve the claims dated 9/19/91, page 1, in the amount of $3,506,674.97. The motion was seconded by Walker. Ail members voted aye. Hotion carried. Walker moved to approve the claims dated 9/19/91, page 1, in the amount of $4,660,309.91. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. Walker moved to approve the claims dated 9/23/91, page 1, in the amount of $3,000,000.00. Hancock asked if Peoples Bank & Trust was listed as a public depository and were they approved by the financial committee. Jones stated they were not listed for public daily deposits for the City's checking accounts but the same banking rules did not apply for investments. Taylor asked if they were approved by the State Board of Finance. Jones replied that she believed they were approved. The motion was seconded by Hancock. Ail members voted aye. Motion carried. Walker moved to approve the claims dated 9/23/91, page 1, in the amount of $1,100,000.00. The motion was seconded by Hancock. Ail members voted aye. Hotion carried. Walker moved to approve the claims dated 9/26/91, pages 1-15, in the amount of $515,963.70. Taylor inquired about a claim of the clerk-treasurers office on page 8 from Mid America Computers. Taylor stated that he understood that at the computer committee meeting Tom Kendall objected to the purchase of the equipment. Jones stated that the clerk-treasurers equipment does not go through the technical committee. Jones stated the technical committee was set up by the Council to look at equipment purchases for the Communications Center and from that committee other duties have been added, but she was not required to go through the committee to purchase equipment. Taylor stated he understood Jones was involved with a committee that linked other departments together. Taylor asked if there should have been a delay in purchasing the equipment. Jones stated that she sent a list of what she planned to purchase through committee members Jerry Spicklemire and Dave Wilcox to be sure it was compatible with what they were going to do later and they thought the equipment was just fine. Hancock indicated Tom Kendall was Hid America and the mayor doubted Kendall would have objected to the purchase. Jones stated Kendall was vice-president of marketing for Hid America and did not own the company. The motion was seconded by Hancock. Ail members voted aye. Hotion carried. Hancock moved to approve the claims dated 9/27/91, page 1, in the amount of $170,285.94. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. BIDS: Recommendation for Utilities/Tandem Axle Cab & Chassis: Walker made a motion to recommend acceptance of the bid of Duke's GMC, Anderson, In. for a total of $54,252.00. The motion was seconded by Taylor. All members voted aye. Motion carried. Bid opening: A list of bids for the following items is attached to the meeting minutes: -Rock Salt -Chlorine Gas -Sodium Fluoride -Sulphur Dioxide -HTH -Water Meters The clerk-treasurer stated for the record that all bids were received in time. Steve Andrews, City attorney, stated that the Hagnatrade, Tulsa, Ok. bid was not in compliance, so it would not be accepted. Andrews stated a letter was submitted by Pipeline Specialists instead of a bid so it would not be considered, but would be forwarded to the Utilities Department for their information. Andrews stated he would ask the Board to forward the bids to the Utilities manager to take under advisement and report back to the Board in two weeks. Walker so moved. The motion was seconded by Taylor. Ail members voted aye. Motion carried. Hancock asked Jones to explain the bond cancellation the mayor's office had received on Billy Walker. Jones indicated the State Board of Accounts stated the City no longer needed bonds on Board of Public Works members so as the bonds expire they would not be renewed. JOHNSON CONTROLS/A.B. YOUNG CONTRACT-HEATING & AIR-CONDITIONING CONTRACT: Andrews asked to table this item until the next meeting. Walker so moved. Taylor seconded the motion. Ail members voted aye. Motion carried. RESOLUTION PERMITTING WATER HOOK-UP in ROLLING ACRES and ROLLING MEADOWS SUB-DIVISION to the CITY of CARMEL: Don Silvey, consulting engineer for the City of Carmel, stated the contractor did have the main paving work done with some driveway and other small pieces of work to be done. Silvey stated the water main tests came back approved. Silvey stated that after discussion with Mr. Welch, City engineer, they were recommending the City allow people to connect. Hancock stated the resolution was contingent upon certification by Silvey that the work had been done, therefore, the resolution did not need to be acted upon since approval had already been made. APPROVAL of FRATERNAL ORDER of POLICE FIVE MILE RUN/CARMEL LODGE #185: Tim Zellers, Carmel Police Department advised the Council that this was the same route they have used for the past seven years. Hancock asked if the insurance papers had been filed with the clerk. Zellers stated they should have the insurance papers soon and that when they received their copy, they would provide the City with a copy. Walker made a motion to approve the Fraternal Order of Police Five Mile Run contingent upon all necessary papers being filed. Taylor seconded the motion. Ail members voted aye. Motion carried. NEW HIRES: Chief Gary Barney, of the Carmel Police Department requested approval for the hire of Dick Klar as a full time 3rd class civilian for the Carmel Police Department contingent upon Mr. Klar passing the medical assessment. Barney indicated Klar would be assigned as a quarter-master in a civilian capacity at a starting salary of $751.77 bi-weekly. Taylor made a motion to accept Barney's recommendation authorizing the hiring of Dick Klar as a full time 3rd class civilian. The motion was seconded by Hancock. Ail members voted aye. Motion carried. RESOLUTION/SURPLUS PROPERTY WOOD AND WOOD CHIPS: David Klingensmith, Street Department Commissioner, stated that the Street Department occasionally removes trees due to storms or problems. Klingensmith stated that the City purchased a wood chipper to help with recycling and the wood chips are burned and used in land fill, however, Klingensmith stated that the amount of surplus the City had was too much to burn or use as fill. Klingensmith asked that the Board draft a resolution to dispose of the chips and wood. Andrews asked if it were true that the wood had no value to the City as a source of marketing it or selling it to the public. Klingensmith stated that was true because it was dead wood which would not be good for fire wood. Andrews stated that the reason a resolution was required was that the condition of the wood was unknown such as whether it had been treated, sprayed with chemicals or preservatives. Andrews stated the resolution would instruct the Department of Streets to notify the buyer that they were accepting the wood 'as is' and the City would not warranty the wood as suitable for burning or mulch. Taylor made a motion to approve resolution #10-7-91-1. The motion was seconded by Hancock. Ail members voted aye. Hotion carried. ADDITIONAL DRIVEWAY CUT 54 CRICKET KNOLL LANE: Kathleen Postlethwait, homeowner of said property stated she has a horseshoe driveway in brick with an asphalt portion that goes to the garage with street access from Cricket Knoll Lane. Postlethwait requested direct access from Larkspur Circle for easy access to their garage. Hancock asked if the Cricket Knoll Lane access would be removed. Postlethwait stated both access cuts would remain. Walker asked the City engineer if there was any problem with the request. The City engineer replied no. Taylor made a motion to approve the additional curb cut on Larkspur Circle, Lot #14 with common address 54 Cricket Knoll Lane. Walker seconded the motion. Ail members voted aye. Motion carried. SEWER AND WATER AVAILABILITY/BETHENRIDGE: Mark Boyce, of C.P. Morgan Co. requested sewer and water availability for Bethenridge Subdivision approximately the 700 block of 1st Avenue N.W. for 11 homesites. Hancock asked Tom Welch, City engineer, if there was any problem with the request. Welch replied there was not. Taylor made a motion to approve water and sewer availability as follows: Sewer: 11 E.D.U.'s as per Sewer Ordinance S-41, Chapter 7. exceed an average daily flow of 3,300 gallons. Not to Water: 11 E.D.U.'s as per Water Ordinance A-54, Sec. 4.03. exceed an average daily flow of 3,300 gallons. Not to Walker seconded the motion. carried. Ail members voted aye. Motion WILLIAMSON RUN/SECTION 6 SECONDAi~Y PLAT APPROVAL: Hancock made a motion to add Williamson Run section 6 secondary plat approval to the agenda. The motion was seconded by Taylor. Ail members voted aye. Motion carried. Hancock made a motion to approve Williamson Run section 6 secondary plat. Taylor seconded the motion. Ail members voted aye. Motion carried. EMPLOYEE ASSISTA/qCE PROGRAM AGREEMENT/ST. VINCENT HOSPITAL: Andrews asked Steve Freeland from St. Vincent Hospital what kind of collection activity the City would be involved in due from employees or third party payers. Mr. Don Bare, manager of the EA program from St. Vincent Hospital stated the paragraph refers to those companies that wish to have the employees contribute to the program rather than use it as a fully paid company benefit. Hancock asked if the paragraph could be stricken. Bare replied that it could. Andrews inquired about section 6 under ethical and religious restrictions which indicated St. Vincent was 'operating in a manner consistent with these directives' Andrews stated he had no idea what the 'directives' meant. Bare responded that as a member of the Daughters of Charity Health Care System a standard of ethics is complied with by the hospital. Bare stated that the ethics code is not included with the contract because of the size of the text. Bare stated he could provide the Council with a copy for reference. Andrews asked if they in any way discriminated in the way a person was provided health care service. Bare stated it did not. Andrews asked if the code prohibited any religion or race from being treated. Bare said it did not. Walker asked what information was given back to the City relative to individuals the hospital treats. Bare stated that if a release is signed by the employee when the employee has been referred by the employer as a result of disciplinary action, there may be communication back to the employer. Walker asked if the City had anything in place in regard to discipline or for example second offenders in drug or alcohol abuse. Andrews stated the City had a 'relationship' and nothing more than that with St. Vincent as far as sending employees with alcohol related problems. Andrews stated that St. Vincent has done evaluations for the City in regard to those employees' fitness and prognosis for recovery. Andrews stated there was no written policy in this matter. Walker stated that he had been active in the federal government with employee and student assistance programs. Walker stated that he was all for those programs but he was opposed to treating repeat offenders because it was a risk for the City. Walker stated he believed that everyone deserved a chance but he felt that something should be built into the policy to establish cause for termination for second offenses. Bare stated that there was nothing that would be established by the hospital, that any policy would have to be set by the City. Andrews stated the City could look at the personnel policy to make any pertinent changes. Taylor made a motion to adopt the Employee Assistance Program from St. Vincent Hospital giving authorization to the mayor to sign on behalf of the City. The motion was seconded by Walker. Ail members voted aye. Hotion carried. Hancock made a motion to amend the St. Vincent Employee Assistance Program contract to strike paragraph 4.2 under section 4. Taylor seconded the motion. Ail members voted aye. Hotion carried. BOND RELEASES: Walker made a motion for bond release for street signs and perimeter sidewalks for Timber Crest Bend. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. Walker made a motion for bond release for street signs for Lake Forest, Section 5. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. Walker made a motion for bond release for street signs for Lake Forest, Section 6. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. Walker made a motion for bond release for curbs and storm sewers for Williamson Run, Section 6. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. RESOLUTION PERMITTING WATER HOOK-UP IN ROLLING ACRES AND ROLLING MEA/DOWS SUB-DIVISION TO THE CITY OF CA/~V~EL: Welch asked if the Board should instruct the City engineer to mail mandatory hook-up notices for the sewer. Walker asked what time frame for hook-ups were involved. Welch stated 90 days. Walker asked if that was from substantial completion or total completion. Silvey stated that it was normally total completion but it could be from substantial completion and if there was a delay for an individual it would be up to the Board as to whether or not they would want to take enforcement action. Silvey stated that the 90 day clock would begin sometime during the upcoming week when the substantial completion was signed. Walker suggested the 90 day clock begin on the date the substantial completion was signed. Hancock made a motion to instruct the City engineer to send 90 day mandatory sewer hook-up notices as of the day the substantial completion is signed. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. AGREEMENT to SHARE 800mhz RADIO SYSTEM BETWEEN CITY AND CARMEL/CLAY SCHOOLS: Andrews stated an agreement will be proposed to the schools allowing the schools to be on the City's 800mhz system. Andrews stated it allowed them to communicate on City equipment and it also allows the City to monitor through the Communications Center what was going on in the City's schools and school buses offering quick and easy access to police and rescue units, in the event of an emergency. Andrews stated the schools would share the cost of the system as the expansion goes on, they must pay for their own equipment and abide by the City's rules and regulations. Taylor asked what the cost would be as invoiced. Andrews stated it was difficult to assess the cost because use would vary ie: summer vs winter. Andrews stated the school and City would take the time to see how the track record would assess the cost. Taylor asked what type of rate would be used per hour. Andrews stated it he did not know what the charges would be so it was not spelled out in the agreement. Andrews stated he spoke with Bob Nibarger and Larry Strausborger of the Police and Communications Department and they had an idea what the cost might be, but they couldn't be specific. Taylor asked who would do the invoicing. Andrews stated the City Communications Center would invoice. Taylor asked if there were factors that would be used in invoicing. Andrews stated 'guesstimates' would be used. Taylor asked what would happen if the schools thought the factor the City used was too much. Andrews stated the provision called for providing the schools with proper documentation. Taylor asked what would happen if the schools did not have the appropriate funds to budget the cost. Andrews stated the City would then terminate the agreement. Taylor stated he felt a factor should have been established for the agreement and he would not sign an agreement where he didn't know how much he would be paying for the agreement. Andrews stated the schools had been given the 'guesstimates' and that would have to suffice until a formula could be developed that they could rely on. Walker indicated he had a problem with no parameters defined. Walker stated a rate should be set going into the agreement to be adjusted after one year. Walker stated he felt a rate should be set to prevent the City and schools from debating the cost in the event of a conflict over rates. Andrews stated if the agreement becomes impossible the agreement would be terminated and in the event of conflict the City would sit down with the schools and work out a compromise which the City has always been able to do in the past. Andrews said the agreement was entered into in good faith. Taylor asked under what conditions the City could terminate the agreement. Andrews stated with 60 days notice. Taylor stated that a maximum rate listed in the agreement would be desirable and that he would have no problem with the fact that the rate would have to be adjusted later to a lower amount. Walker made a motion to table the agreement indefinatley until Andrews could establish a maximum rate for the agreement. Taylor seconded the motion. Ail members voted aye. Hotion carried. SUBSTA/qTIAL COMPLETION/BRADFORD PLACE: Silvey stated he brought photographs for the Boards review showing the results of Bradford Place after the utility work had been done. Silvey stated he spoke with Dr. Reed of the Bradford Place Homeowners Association and Dr. Reed said there was a leak in a sprinkler pipe. Silvey contacted Atlas Construction and Atlas was going to check on the leak immediately. Silvey recommended that the Board accept Bradford Place as substantially complete in order to allow the residents to get their permits to hook-up. Silvey stated Bradford Place was not 100% complete since they were waiting for Indianapolis Power and Light to activate the meter and get power to the station with electrical equipment. Walker made a motion to endorse a substantial completion for Bradford Place. Taylor seconded the motion. Ail members voted aye. Hotion carried. Walker made a motion to amend the endorsement of Bradford Place substantial completion to allow Hayor Hancock to sign the substantial completion. Taylor seconded the motion. Ail members voted aye. Hotion carried. Silvey stated that Hr. Hoffman had his water tested and found that the water in his home well failed the test by the County Health Department. Silvey stated that Hoffman was prepared to connect to City water. Hancock thanked Silvey for his patience difficult project. in working on this OTHER BUSINESS: Jones asked that a promotion made in the Carmel Police Department be added to the agenda per the request of Robert Nibarger of the Carmel Police Department. Hancock made a motion to add the promotion of Christina Wetli to the agenda. Taylor seconded the motion. Ail members voted aye. Motion carried. Taylor made a motion to accept approval of Christina L. Wetli as I.D.E.C.S. coordinator for the Carmel-Clay Communications Center. indicating an inventory had been made and that the clerk- treasurer's office has all the titles assuring the City would have no problem purchasing the plates in 1992. Jones asked if Taylor knew the procedure for applying for the plates. Taylor stated that all he was aware of was the need to have the titles upon application for the plates. There being no further business before the Board the meeting was duly adjourned. Respectfully submitted, ATTEST Hancock seconded the motion. Walker asked if the bi-weekly pay was $821.42. Walker asked what the $500.00 rate shown represented. Jones stated that the employee receives the regular dispatcher salary and coordinators and supervisors receive up to $1500.00 per year depending upon their level. Taylor asked if the $500.00 was pro-rated across the year and included in their bi-weekly pay figure. Jones stated it is pro-rated across the year, but the $500.00 was not included in the bi-weekly figure. Ail members voted aye. Hotion carried. Taylor stated he understood that the Bureau of Motor Vehicles would issue new plates for municipal vehicles. Taylor asked the clerk- treasurer to inventory the titles because the Bureau of Motor Vehicles would not issue the plates unless the City came forward with the titles. Taylor asked the clerk-treasurer to report back to the Board in the second meeting in November. Jones asked how Taylor wanted the inventory presented. Taylor stated a memo indicating an inventory had been made and that the clerk- treasurer's office has all the titles assuring the City would have no problem purchasing the plates in 1992. Jones asked if Taylor knew the procedure for applying for the plates. Taylor stated that all he was aware of was the need to have the titles upon application for the plates. There being no further business before the Board the meeting was duly adjourned. Respectfully submitted, Approved: ATTEST: