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HomeMy WebLinkAboutBPW-05-20-91BOARD OF PUBLIC WORKS AND SAFETY - MEETING MINUTES MAY 20, 1991 5:15 P.M. ONE CIVIC SQUARE/COUNCIL CHAMBERS The meeting of the Carmel Board of Public Works and Safety was called to order by Mayor Dorothy J. Hancock. Members Billy Walker and David Taylor were in attendance. Also in attendance was City Attorney Steve Andrews and Clerk- Treasurer Susan W. Jones. MINUTES OF MAY 6f 1991: Mayor Hancock moved to approve the minutes of May 6, 1991. The motion was seconded by Billy Walker. Ail members voted aye. Motion carried. CIm~IMS: A motion was made by Walker and seconded by Hancock to approve claims, pages 1-13, dated May 9, 1991 in the amount of $4,610,747.28. Ail members voted aye. Motion carried. A motion was made by Walker and seconded by Hancock to approve claims, page 1, dated Hay 14, 1991 in the amount of $1,500.19. Ail members voted aye. Hotion carried. The mayor added a claim for approval. The claim was for a registration fee of $80.00 for a spring leadership conference fee for the Hayor. The mayor stated if it was paid tomorrow, the City would save $20.00. The mayor said it was a claim to the Indiana Association of Cities and Towns. Walker asked if this conference was for mayors. Hancock replied yes. Walker then asked if the mayor elect should not also attend the same conference. Hancock stated this conference is a leadership conference to set out what is going on for the next year for IACT. Walker moved to approve this claim and it was seconded by Hancock. Ail members voted aye. Motion carried. BIDS/STREET DEPA/~TMENT: The clerk-treasurer stated all bids were received by 5:15 p.m. POLE BARN: Clearly Building Corporation 423 B West South Street Lebanon, Indiana 46052 $22,570 Designed Structures, Inc. Wicks Buildings P.O. Box 27 Lebanon, Indiana 46052 $22,478 Andrews asked the Board to allow the Street Commissioner to take these bids under advisement and return at the next meeting with a recommendation. Walker so moved. Taylor seconded the motion and all members voted aye. Hotion carried. CONCRETE: MacDougall & Pierce Construction 503 W. Carmel Drive Carmel, Indiana 46032 Reith-Riley Construction 1705 West Minnesota Street Indianapolis, Indiana 46221 CC&T Construction 5051 Prospect Street Indianapolis, Indiana 46203 D.R. Childs Corporation P.o. Box 251 Zionsville, Indiana 46077 $57,497 $47,334 $42,782.78 $36,701 Andrews asked the Board to allow the street commissioner to take these bids under advisement and return at the next meeting with a recommendation. Walker so moved and Taylor seconded the motion. Ail members voted aye. Hotion carried. ASPHALT: Reith-Riley Construction 1705 West Minnesota Street Indianapolis, Indiana 46221 $319,380 Astro Paving 5300 West 106th Street Zionsville, Indiana 46077-0493 S313, 135 Shelly and Sands P.o. Box 655 Noblesville, Indiana 46060 $327,290 Andrews asked the Board to allow the street commissioner to take these bids under advisement and return at the next meeting with a recommendation. Walker so moved and Taylor seconded~the motion. Ail members voted aye. Hotion carried. MINUTES OF HAY 13, 1991: Mayor Hancock made a motion to approve the minutes of May 13, 1991. Taylor offered a second to the motion but with an amendment to the second paragraph. Taylor wanted the word "contract" changed to "proposal". Ail members voted aye. Hotion carried. RIGHT-OF-WAY-ACQUISITION/14339 HAZEL DELL ROAD/NLARK & LINDA CALLAHAN Mayor Hancock said the minutes of the last meeting called for a diagram to look at the overall project. City Engineer, Tom Welch confirmed that the septic system would be within the right-of-way. The mayor asked the engineer that since a sewer was being brought in for the new subdivision and it would be brought up to the property line of this particular property in question, that if the sewer is within 300 feet the owner, doesn't the owner have to hook-on. Welch replied yes. Hancock said nothing is being changed by this project. No more right-of-way has to be acquired unless the sidewalks are done but for the street project, there is ample right-of-way. Welch explained the only problem with this project is if the City wants to do sidewalks then more right-of-way needs to be acquired and there will be one of Callahan's trees involved at that time. The mayor stated that at this time, the City has not requested any additional right-of-way of Callahan. Callahan stated he did want sidewalks. Andrews said he was willing to talk with all the parties involved on the acquisition of rightof-way for sidewalks but didn't feel Callahan's request was appropriate to be brought before the Board of Public Works. Walker moved to direct Andrews to get into direct conversation with Welch and Callahan and if there is any problem to bring it back before the Board but that it be removed from the agenda until that time. Taylor seconded the motion. Ail members voted aye. Hotion carried. PROPERTY TAXES/PJkNGE LINE ROAD: The mayor asked the clerk- treasurer if it had been determined if these taxes could be paid from the drainage assessment line item in the budget. The clerk replied yes. The mayor asked the clerk if the claim had been submitted for payment. The clerk replied yes. Walker moved to pay the property taxes on this property. No second or vote was taken on this motion. Walker asked Andrews if it was true that the City doesn't have to pay property taxes. Andrews stated that a form needs to be completed at the county auditor's office. Andrews said the form was to be sent to the clerk's office. Andrews said it has been done on some of the properties the City owns but not on all of them. Andrews wanted to get them all taken care of at once. Walker moved to do that procedure as set out by Andrews and look at any other property that the City might have that would come under that procedure and make sure they are all incorporated. Taylor seconded the motion. Ail members voted aye. Hotion carried. CONSTRUCTION OF CUL DE SAC ON NORTH END OF LOT 47. SECTION 2, VALLEYBROOK SUBDIVISION: The mayor stated it was Andrews' opinion that this item did not require any action from the BPW but only needed an update. Andrews stated that Gordon Byers had negotiated a resolution with Bill Wendling of this matter. Andrews said there was some litigation filed regarding the cul de sac. Byers said he has also filed to do a double cut into this particular home (Lot 47) and it was his understanding through the Department of Community Development wanted them submitted to the BPW. Walker moved to approve the double cut for this property. The motion was seconded by ~aylor. Ail members voted aye. Hotion carried. REQUEST FOR OPEN CUT IN HAZEL DELL ROAD FOR STORM SEWER/STAN NEAL-WEIHE ENGINEERS: Stan Neal of Weihe Engineers on behalf of Ashton Subdivision requested permission to make an open cut in Hazel Dell Road for storm sewer construction on May 21, 1991 between the hours of 9:30 a.m. and 1:30 p.m. The construction should take approximately 3 to 4 hours. The mayor asked Welch if there were not already established rules as far as signs and things like that were concerned on projects such as these. Welch replied yes. David Cunningham asked that the cut and construction be done after school or at least during the time of day when the children are in school. Walker so moved but directed Neal to notify the Carmel Police and Fire Department and let them know the plan for construction. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. DEDICATION OF RIGHT-OF-WAY/il711 NORTH GRAY ROAD/DR. & MRS. DASHIELL: Jim Nelson, attorney for the Dashiells, presented the BPW a dedication of public right-of-way representing a part of two parcels of real estate recently purchased by them from American Aggregates Corporation and lying both north and south of the real estate owned by them and commonly known as 11711 North Gray Road. Nelson wanted it stated for the record that Dr. and Hrs. Dashiell are not dedicating to the City of Carmel, right-of-way from the property they owned previously. Nelson stated that would be a subject matter for later discussion. Nelson said this dedication is in line with the previous dedication made by American Aggregates in connection with the roadway improvements to the intersection of ll6th and Gray Road. Hancock asked Andrews if everything was in order. Andrews replied yes. Hayor Hancock so moved to accept this dedication. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. CORPORATE QUITCLAIM DEED/CONVEYING REAL ESTATE LOCATED NORTH AND EAST OF ll6TH STREET AND GRAY ROAD INTERSECTION/AMERICAN AGGREGATES: Jim Nelson, attorney representing American Aggregates explained the dedication is by way of a corporate quitclaim deed which was executed by Hike Harmon on April 19, 1991 and contains a legal description of the real estate of the land being dedicated as well as a drawing. The quitclaim deed is subject to the existing right-of-way dedicated by American Aggregates approximately 6 weeks ago and in addition to, is subject to agreement by the City of Carmel by acceptance of the deed, that the real estate will be used for park purposes only and should in fact, that cease then there are reverse provisions in the deed. Hancock asked Andrews if everything was in order. Andrews replied yes. Taylor moved to accept the corporate quit claim deed from American Aggregates. Hancock seconded the motion. Ail members voted aye. Hotion carried. Andrews said he would hang on to the legal description and talk to the auditor's office about getting the title changed for tax purposes when he went up to do the other change. Nelson said he would do the recording of the deed. SEWER AND WATER AVAILABILITY WOODGATE, SECTION 6: Walker moved to approve sewer and water availability in the amount of 8 EDUs, daily flow not to exceed an average daily flow of 2,400 gallons each for Woodgate, Section 6. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. PERMISSION TO ENCROACH ON DRAINAGE EASEMENT/LOT ~20/FOSTER MANOR: Walker made a motion to grant a request by Gary Little to construct a wood timber retaining wall to be located completely on the drainage easement and not encroach upon the utility easement and in the event any work had to be done within either easement, the City would not be liable for any damage to the wood structure. The motion was seconded by Taylor. Ail members voted aye. Motion carried. PERFORMANCE BOND RELEASE/ASHTON SECTION I. WATER LINES. SANITARY SEWER, STORM SEWER, CURBS AND EXTERIOR SIDEWALKS: Walker made a motion to approve Resolution 5-20-91-1 to release performance bonds for Ashton Section I for water lines, sanitary sewers, storm sewers, curbs and exterior sidewalks. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. REQUEST TO TEMPORARILY CLOSE 2ND STREET NE/GREINER CONSTRUCTION: Tom Greiner asked for permission to partially or temporarily close 2nd Street NE, outside the boiler room on June 17 and June 18th to allow semi trucks to park and unload the new boiler for the high school. Walker made a motion to allow this closing provided the contractor contact all the residents in the area and to notify the police and fire departments and have signs posted. The motion was seconded by Taylor. Ail members voted aye. Notion carried. COMMUNICATIONS CENTER PROMOTIONS: Taylor made a motion to approve the promotions for Angela Marsh, effective June 2, 1991 and Patricia Kopko, effective June 11, 1991 to Civilian 2nd Class. The motion was seconded by Walker. Ail members voted aye. Hotion carried. These two promotions are in the Communications Center. CARMEL POLICE DEPARTMENT/NEW HIRE: Taylor made a motion to approve the hiring a Trina Strong as a part-time civilian for the Carmel Police Department at a rate of $8.50 per hour. The motion was seconded by Hancock. Ail members voted aye. Hotion carried. COMMUNICATIONS CENTER PARKING: Walker made a motion to approve the parking plan as submitted for the Communications Center. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. Andrews asked that the BPW send this on to the Council and establish this parking by ordinance so the City could write tickets and tow automobiles if needed. PROPOSAL FROM MID-AMERICA ELEVATOR CO/NLAINTENANCE AGREEMENTs Taylor made a motion to table this item and have it returned to the agenda in two weeks. The motion was seconded by Hancock. Ail members voted aye. Hotion carried. Andrews stated he had several problems with the contract. Walker stated he thought the price was very high. Taylor asked if this contract was just for City Hall. Terri Carter replied yes and there was a contract also for the Police Department. CHANGE ORDER ~6 WASTEWATER TREATMENT PLANT IMPROVEMENTS: Taylor moved to approve change order ~6, job number S8815 in the amount of $24,987.32 (add) for the Wastewater Treatment Plant Improvement project. The motion was seconded by Hancock. Hancock and Taylor voted aye. Walker voted nay. Don Silvey of Commonwealth Engineering explained the change to the Board. The changes were to add instrumentation and control work to allow for interfacing the new motors and instrumentation equipment with the existing record, display and alarm systems. The work covered by this Change Order was beyond the work covered by the allowance for this type of work included in the original contract. The work includes all materials and labor required. The work also includes modification of the existing graphics panel to allow indication of run condition for new process tanks and major equipment. CERTIFICATE OF SUBSTANTIAL COMPLETION/WASTEWATER TREATMENT PLANT: Walker made a motion to table this item until the next meeting. The motion was seconded by Taylor. Ail members voted aye. Motion carried. SERTOMA 5-K RUN/CARMELFEST: The Carmel Sertoma Breakfast Club petitioned the BPW for permission to use the streets of Carmel for a 5K run through the Meridian Technology Center on Saturday, July 6. The one mile fun run will start at 7:30 a.m. and the 5K run at 8:00 a.m. and all activities will conclude at 9:30 a.m. A map was included for the Board's review. Walker moved to approve the run contingent upon the insurance coverage being changed to name the City of Carmel on the policy. The motion was seconded by Hancock. Ail members voted aye. Motion carried. ,BOND RELEASE/MERIDIAN ON THE GREEN/AUTHORIZATION FOR MAYOR TO SIGN: Walker made a motion to authorize the mayor to sign on behalf of the Board of Public Works and the city of Carmel a release for obligation on economic development bonds for Meridian on the Green. The motion was seconded by Taylor. All ~members voted aye. Motion carried. Andrews stated he had reviewed the release and everything was in order and recommended the approval. There being no further business before the Board the meeting was duly adjourned. ATTEST Respectfully submitted, / pproved,