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HomeMy WebLinkAboutBPW-10-21-91 BOARD OF PUBLIC WORKS AND SAFETY MEETING MINUTES OCTOBER, 21, 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 OCTOBER 7f 1991: Member, David Taylor requested correction of the 10th line striking the word 'claimed' and replacing with 'Taylor did call' Mayor Hancock made a motion to approve the minutes as corrected. The motion was seconded by Taylor. Ail members voted aye. Motion carried. CI2~IMS: Taylor made a motion to approve the claims dated 10/10/91, pages 1-15, in the amount of $820,585.17 subject to the clerk- treasurer verifying that the City had enough funds to pay for the claims. The clerk-treasurer stated that the City would always have enough funds to cover claims presented to the Board unless she stated otherwise. The motion was seconded by member Walker. Ail members voted aye. Motion carried. Hancock moved to approve the claims dated 10/17/91, page 1, in the amount of $4,241,187.50. The motion was seconded by Walker. Ail members voted aye. Hotion carried. Taylor moved to approve the claims dated 10/16/91, page 1, in the amount of $273,826.29. The motion was seconded by Walker. Ail members voted aye. Hotion carried. BIDS: Recommendation for Carmel Utilities Bids on the Following Items: -Rock Salt AKZO International Salt Co.- @ $31.69/ton -Chlorine Gas Ulrich Chemical - 150~ cylinders @ $.2134/lb. Ulrich Chemical - 2000~ cylinders @ $.0945/lb. -Sodium Fluoride Jones Chemical - 55~ bags @ $.59/lb. -Sulphur Dioxide PB & S Chemical - 2000~ cylinders @ $.19/lb. -HTH PB & S Chemical - 100~ containers @ $.94/lb. -Water Heters Ropes Corp. - 5/8"x3/4" STD @ $27.65/ea. Sidener Supply - 1" STD @ $69.15/ea. Sidener Supply - 5/8"x3/4" RMT @ $42.66/ea. Sidener Supply - 1" Remote @ $80.72/ea. Walker asked Lee Dolen, Assistant Manager of Utilities if the recommendation met with his approval. Dolen replied that it did meet with his approval. Hancock made a motion to approve the recommendation of Carmel Utilities bids. The motion was seconded by Walker. Ail members voted aye. Hotion carried. JOHNSON CONTROLS/A.B. YOUNG CONTRACT-HEATING & AIR-CONDITIONING SERVICE: Andrews asked to table this item until page 2 paragraph 7 of the contract could be corrected. Walker so moved. Taylor seconded the motion. Ail members voted aye. Motion carried. RECOMMENDATION FOR ANNEXATION C-161 - AVIAN GLEN SUBDIVISION: Jim Nelson of Nelson & Frankenberger, stated he was representing applicants Stephen & Susan Webster, Martha Russell, Esther Mae Thorp, Mildred Schott and Carmel Clay Schools. Nelson stated the individual property owners and the Carmel Clay Schools owned together, the 156 acre parcel of real estate located on the west side of Cherry Tree or Hazel Dell Road. Nelson stated the real estate included the 20 acre parcel of land owned by the Carmel Clay Schools and, also, the land immediately southwest and north of the Cherry Tree Elementary School. Nelson stated the property owners were requesting annexation of that parcel of real estate to the City of Carmel. Nelson stated an informational booklet was provided to the office of the Carmel City Engineer and the contiguity by the required 1/8th of the perimeter boundaries was established. Nelson stated he would present the applicants request to the Carmel City Council that evening for the adoption of Annexation Ordinance C-161. Nelson stated that it was anticipated that all of the real estate except for the land owned by the Carmel Clay Schools would be purchased by Davis Development Corporation and developed as a single-family residential subdivision containing approximately two-hundred-twenty-four single family homesights all developed in compliance with the S-1 Residence District Classification which was how the land was currently zoned. Hancock made a motion to pass the recommendation to the City Council to approve the annexation. Walker asked if that which was not part of the right-of-way would still be part of the county and would improvements be made to the center line. Nelson stated the legal description used for annexing the 156 acre parcel of land would go to the center line of Hazel Dell or Cherry Tree Roads. Nelson stated that he had provided the City Engineer with a legal description of the eastern one-half right-of-way of Cherry Tree and Hazel Dell Roads, and in addition, an excluded parcel with a legal description of the entirety of right-of-way that exists in front of the excluded parcel. Nelson stated it would be up to the City to annex the eastern one-half right-of-way of Hazel Dell and Cherry Tree Roads and the entire right-of-way in front of the excluded parcel. The motion was seconded by Walker. Hotion carried. Ail members voted aye. RECOP~ENDATION for ANNEXATION C-162 and ACCEPTANCE into SANITARY SEWER DISTRICT: Mark Boyce of C.P. Morgan Co., represented applicant TMF Ltd. Boyce stated he was accompanied by Ralph Morgan, the general partner of TMF Ltd., owners of a 34 acre parcel located on the east side of Keystone at 99th Street and Chester Road. Boyce requested that the 34 acre parcel be brought into the Carmel Sewer Service District and that the parcel be recommended for annexation. Boyce stated the parcel met the requirements for contiguity with surrounding City of Carmel parcels. Boyce stated that at the previous week's Board meeting of the Clay Regional Waste District, the Board recommended release of the parcel of property from the Clay Regional Waste District if the Carmel Board of Public Works moved to accept the 34 acre parcel into Carmel's Sanitary Sewer District. Hancock asked if the annexation met the 1/8th contiguous requirement. Boyce stated the parcel met the requirements. Hancock asked Boyce about the necessity to bore under Keystone to hook on to Clay Regional Waste District. Boyce stated when Clay- Regional was first established parcels east of Keystone that were not part of the City of Carmel were just thrown into the Clay Regional Waste District Sewer service area. Boyce stated the 34 acre parcel was similar to Williamson Run within the Clay Regional Waste District where the most appropriate body to serve those parcels was Carmel. Boyce stated the opportunity for gravity flow to the 96th Street Lift Station would be better than boring Keystone to get to the Lift Station on the other side of Keystone. Walker asked City Engineer, Tom Welch, if the City would have any trouble bringing the parcel into the Carmel Sewer District. Welch stated the City would have no trouble. Walker made a motion to approve the annexation of the 34 acre parcel with approval to remove the parcel from the Clay Regional Waste District and acceptance into the Carmel Sanitary Sewer District. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. A/}DITIONAL DRIVEWAY CUT - 13028 CRICKLEWOOD CT.: Mr. Clegg, owner of the property at 13028 Cricklewood Ct., stated that he intended to install a circular driveway. Clegg stated there was a rolling curb and a 'cut' would not be necessary. Hancock asked if this property was in a one street subdivision east of Keystone on the south side of the street. Clegg stated that was correct. Walker made a motion to approve the driveway cut at 13028 Cricklewood Ct, stating that the new driveway would provide less of a traffic hazard by having the ability to exit the driveway facing traffic instead of backing into traffic. The motion was seconded by Taylor. All members voted aye. Hotion carried. BOND RELEASE - WILLIAMSON RUN f SECTION 6- SA/qITARY SEWER: Hancock asked City Engineer, Tom Welch if Section 6, Williamson Run had been through all of the necessary inspections. Welch stated all inspections were made. Walker made a motion to approve the bond release for Williamson Run, Section 6, Sanitary Sewer Bond #1755 in the amount of $1,250.00. The motion was seconded by Taylor. Ail members voted aye. Motion carried. AGREEMENT BETWEEN CITY of CARMEL A/qD DAVE WILCOX: Hancock made a motion to table the item. The motion was seconded by Taylor. members voted aye. Hotion carried. All CHANGE ORDERS/WATER MAIN FOR HIGH SCHOOL & CHANGE ORDER FOR THE SEWAGE TREATMENT PLANT: Don Silvey, Commonwealth Engineering, stated he was requesting a change order for an addition on the contract with Eagle Valley Construction adding a water main from the downtown elevated water tank north on 3rd Avenue SW, to Main Street and east on Main Street to the Carmel High School. Silvey stated he met on the previous Thursday with the architects for the High School. Silvey stated the High School had constructed a water main from the area of Cool Creek Apartments south to Main Street. Silvey stated the architects had changed their scheduling which prompted the change order in an attempt to merge the addition of the 3rd Avenue downtown main with the Cool Creek main to assure adequate water supply to the High School. Silvey stated he provided the Mayor with copies of the amendment to the Commonwealth Engineering agreement to authorize Commonwealth Engineering as the engineer and inspector for the project during construction. Silvey stated the contractor would move in within three weeks with anticipation of the water main installed prior to Christmas 1991. Silvey stated Main Street would receive a temporary patch of 1" cold mix on top of stone giving it an asphalt surface during the winter. Silvey stated the temporary patch would be removed in spring 1992, and permanent pavement would be installed. Hancock asked if this work was necessary to supply the proper amount of water and water pressure to the school. Silvey stated that was correct. Hancock asked if the change order met the statutes for the percentage limit for a change order. Silvey stated the statute provided for a 20% ceiling on change orders with the exception of situations which were not known at the time of the original contract and then would not constitute a change in scope. Silvey stated this revision was slightly over 20%, but that the conditions at the High School were not known at the time of the original contract. Walker made a motion to approve change order ~3 job ~W8814-07 for $189,953.00. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. Taylor made a motion to approve Amendment ~1 to agreement for professional engineering services for Carmel Water System improvements for the City of Carmel, Hamilton County, Indiana with Commonwealth Engineering. The motion was seconded by Hancock. Ail members voted aye. Hotion carried. Hancock asked for clarification regarding the Sewage Treatment Plant on the documents submitted by Silvey, versus the reading on the agenda. Silvey stated he had not been clear when he requested a last minute addition to the agenda and apologized for the inconvenience. Silvey stated the two items submitted were 1) a change order with the contractor for the sewage treatment plant, Bowen Engineering Corporation and 2) a cost summary comparing budget-to-date and expended-to-date monies with two ledger sheets attached for month to month detailing of expenditures. Silvey stated a breakdown of the distribution between the City of Carmel, Clay Township Regional Waste District, Hamilton Western Utilities and the Town of Westfield was provided Silvey stated the expansion was shared by the four entities and the original budget that was established included provision for contingency and provision for a proposed budget of $6,000,000.00. Silvey stated that Commonwealth Engineering was now picking up small items that were questionable as to whether or not enough money would be available at the end of the project, and Commonwealth was also picking up items that had come to light during construction such as additional valves, light wiring, etc.. Silvey explained a list of eighteen items submitted to the Council, covered modifications to a well in the form of a new pressure tank at the 106th Street Lift Station. Silvey stated the water necessary to be used to lubricate the seals at the Lift Station came from a buried cistern installed in the early 1970's. Silvey stated it was determined at the time hook-up to the water storage and control system to feed the water seal units was made, it was determined to be an advantage to do away with the cistern and install a separate new pressure tank. Silvey stated the installation of a new air system determined additional support was needed to make way for additional air piping. Silvey added that everyone agreed clean-up would be easier if one more floor drain was added. Silvey stated that there was a deletion of some gas piping found to be unnecessary and elimination of a methane gas detector because one that had been previously been installed was determined sufficient saving the project $1,038.00. Silvey stated there was a net add to the project of $17,930.00. Walker asked if Silvey was certain of the advantage of removing the gas detector. Silvey stated the detector previously installed was operational and tested. Walker expressed concern that it was a safety feature that was important. Silvey stated a lot of thought was given before removing the detector and since the original was sufficient the second would not provide additional protection. Hancock made a motion to approve change order ~7 for job ~S8815 Wastewater Treatment Plant improvements adding $17,930.00. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. 96th STREET LIFT STATION: Don Silvey, Commonwealth Engineering, stated the packets provided to the Board related to Item 3 under new business on the agenda concerning ground released by the Clay Regional Waste District to be added to the City's Sewer service area by TMF Ltd. along with additional parcels of land not included in the TMF Ltd. deal. Silvey stated the 96th Street Lift Station for approximately the last four to six years had been known to be at its full capacity. Silvey stated that there has been discussion of the expansion of 96th Street and the development of the plans of 96th Street's expansion which would require the relocation of the 96th Street Lift Station. Silvey stated he had discussions with Mr. Boyce of C.P. Morgan and Mr. Welch, the City Engineer, in order to work toward an agreement whereby the C.P. Morgan Co. would work with the City, with the relocation of the lift station. Silvey stated another lift station in the area had problems with over loading, mechanical problems and a force main in poor condition. Silvey stated the lift station now in poor condition was the one that the newly annexed parcel would come in to. Silvey stated C.P. Morgan would construct sewers from the annexed parcel to the sewers that feed the lift station, but would, also, build a new line as part of their next phase of Williamson Run that would eliminate the lift station. Silvey stated C.P. Morgan would also deepen their sewers through Williamson Run and increase their size. Silvey stated the City would consider moving the lift station north making the station better available to serve the entire square mile. Silvey added the station could be sized to serve everything in the area now existing and future. Silvey stated if the station remained south, the sewers would remain sloped and as it headed toward 96th Street it would become deeper and deeper. Silvey stated that moving the station north, C.P. Morgan would be able to stop at a more shallow depth and the City would remain at about the same depth with the City's interceptor. Silvey stated it was a win-win situation for the City to get away from 96th Street. Silvey stated since the existing station was originally connected to the force main built in the 60's to serve Woodland Springs which was abandoned in 1974, and which is still in the future pavement of the widened 96th Street. Silvey added that consideration has been given to relocating and replacing the old force main. Silvey stated the next development of Williamson Run would take place over the next six months and since the area in question had a high ground water table it seemed essential to go at this time period, prompting Commonwealth's request to the Board to authorize the design and preparation of the bidding documents for the relocation of the 96th Street Lift Station helping merge the time schedules with the developments of Williamson Run and the benefits to the developer and the City. Hancock asked what lift stations would be eliminated as a result of this action. Silvey stated Briar Creek Lift Station, 96th Street Lift Station and Williamson Run would not have to have its own lift station built. Hancock made a motion to approve the proposed engineering services for the 96th Street Lift Station relocation. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. HEALTH/LIFE INSURANCE FOR RETIRING POLICE and FIREFIGHTERS: Hancock requested the City Attorney review what steps would be necessary for the City to take. MAINTENANCE SERVICE AGREEMENT - INFORMATION DECISIONS - POLICE DEPARTMENT: Chief Barney, City of Carmel Police Department, stated the maintenance contract request was for the Records Section Sun, which was the major source of equipment used for computers at the station. Barney stated the Police Department would like to have a maintenance contract for the equipment in the amount of $2,042.00. Hancock asked Andrews if he reviewed the agreement. Andrews stated he had seen the agreement before and it was similar to the agreements the City had approved in the past. Taylor asked Barney if the Police Department had funds to cover the agreement. Barney stated yes. Taylor asked if the billing was monthly or all in one charge. Barney stated billing was monthly. Taylor made a motion to approve the Information Decisions, Inc. maintenance agreement authorizing Chief Barney to sign on behalf of the Police Department. The motion was seconded by Hancock. Ail members voted aye. Hotion carried. 1992 UTILITIES BUDGET - REQUEST FROM CLERK-TREASURER FOR BUDGET DEADLINE: Hancock stated the Utilities manager was working on the budgets and suggested the clerk-treasurer check with him. Hancock stated she knew the Utilities manager planned to have the budgets done. OTHER BUSINESS: Hancock asked City engineer, Tom Welch, if he was requesting the Board to prepare an ordinance for Avian Glen to include the additional right-of-way to take in the rest of the road. Welch the best. Chief Barney stated he appreciated the comments and it had been a privilege working with the Board. Taylor stated the" privilege had been all ours". There being no further business before the Board the meeting was duly adjourned. Respectfully submitted, proved: ATTEST: 6 There being no further business before the Board the meeting was duly adjourned. Respectfully submitted, Approved: ATTEST: 8