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HomeMy WebLinkAboutBPW-04-04-91BOARD OF PUBLIC WORKS AND SAFETY MEETING MINUTES APRIL 4, 1991 5:15 P.M. ONE CIVIC SQUARE/CITY MEETING HALL The meeting of the Carmel Board of Public Works and Safety was called to order at 5:15 p.m. by Mayor Dorothy J. Hancock. Board member David Taylor was in attendance. Member Billy Walker was absent. Clerk-Treasurer Susan Jones was also in attendance. MINUTES/MARCH 18f 1991. David. Taylor.corrected the spelling on a name, page 7, paragraph 5. The minutes had the name spelled Dace and it should have been Dave. With that correction Hayor Hancock moved to adopt the minutes. The motion was seconded by Taylor- Ail members voted aye. Hotion carried. CLAIMS: Mayor Hancock moved to approve the claims dated 3/15/91 in the amount of $4,750,000 for an investment. motion was seconded by Taylor. Ail members voted aye. The Taylor moved to approve the claims dated 3/21/91 in the amount of $8,758,440.15. Hayor Hancock seconded the motion. Ail members voted aye. Hotion carried. Hayor Hancock moved to approve the claims dated 3/26/91 in the amount of $608,362.54. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. Hayor Hancock moved to approved a claim dated 3/26/9i in the amount of $63.59. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. PGA CLAIN: Mayor Hancock asked Clerk-Treasurer Susan Jones if she had a claim for the PGA in the amount of $8,000.00. Jones stated she didn't bring the claim but did bring the check. Mayor Hancock moved to add the claim for the PGA Committee in the amount of $8,000 to the agenda. The motion was seconded by Taylor. Ail members voted aye. Motion carried. Hayor Hancock moved to approve the claim and explained this was for the PGA Promotion Committee and that the City Council had approved the claim and this appropriation also received approval as an additional appropriation. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. GASOLINE BIDS: The clerk-treasurer stated there were no bids received for gasoline. Hayor Hancock asked that the record show there were no gasoline bids and that means the city is free to go to the open market in order to purchase gasoline at the lowest possible price. SEALED QUOTES/JOINT AND CRACK CLEANING AND SEALING: David Klingensmith, Street Commissioner opened the bids. Shelly and Sands, P.O. Box 655, Noblesville, Indiana. Approximately 60,000 linear feet at 27 cents per linear foot. Total bid $16,200. Reece Seal Coating, 1205 W. Troy Avenue, Indianapolis, Indiana. Total bid $21,992. Klingensmith asked the Board to allow him to review the bids and return at the end of the meeting with a recommendation. ~aylor so moved. The motion was seconded by Mayor Hancock. Ail members voted aye. Hotion carried. REQUEST TO USE CITY GROUNDS FOR WEDDING/ANGIE HOWLAND: Mayor Hancock stated at this point there was no approval needed because they have no rules or regulations or anything that prohibits the use. The clerk-treasurer stated she was concerned that perhaps between the time she had scheduled the wedding and the actual wedding date that a policy might get passed. Jones stated that invitations have been ordered and printed and hated to see a problem come up later that might change their plans. Jones said she realized there was no policy right now but just wanted something in the minutes. Taylor said he tried to contact the city attorney on this matter. He was unsuccessful but thought that any fee set would have to come from the City Council by way of an ordinance. Taylor said there would not be any action taken by the Board of Works on this. Taylor also said that if a policy does get set, it would not be retroactive and any weddings scheduled would not be affected. SIGNATURES OF SECONDARY PLATS/LAKE FOREST, SECTIONS 5 & 6/C.P. MORGAN: Mark Boyce of C.P. Morgan requested signatures on plats for sections 5 & 6 of Lake Forest. Boyce stated that it was brought to their attention that those plats received secondary plat approval by the Plan Commission over a year ago which is now an expired approval. Boyce asked the Board's approval on these plats subject to the re-approval by the Plan Commission at their next subcommittee meeting. David Cunningham, Department of Community Development, stated this approval is being supported by staff. Hayor Hancock asked if there had been any changes in the plat. Boyce stated nothing substantial. Taylor asked for clarification on these changes. Cunningham stated there had been easements shifted and changes in the number of lots or street layout but that staff was supporting this approval. Mayor Hancock moved that the Board approve the secondary plats for Lake Forest, Sections 5 & 6 subject to approval by the Plan Commission at their committee meeting on next Tuesday. Taylor questioned whether the approval should be "subject to" or "contingent upon". The mayor said she thought the motion should be "contingent upon" ~ecause it was more accurate. Taylor then seconded the motion. Ail members voted aye. Hotion carried. APPROVAL TO SIGN OVER INSURANCE CHECR TO BE PAID TO DAN YOUNG CHEVROLET/CARMEL POLICE DEPARTMENT: Assistant Police Chief Don Allen stated he had an insurance check in the amount of $624.93. One of the police vehicles was involved in an accident in January and the other party's insurance company has paid for it. However, instead of making the check out to the body shop, the check was issued to the City of Carmel. Allen stated that Jones wanted the Board to authorize her to sign the back of check and sign that over to Dan Young Chevrolet. Taylor made a motion to authorize the clerk-treasurer to endorse the back of the check and sign over the check in the amount of $624.93 to Dan Young Chevrolet. The motion was seconded by Mayor Hancock. Ail members voted aye. Motion carried. CHANGE IN ORDER OF AGENDA: Mayor Hancock asked if anyone, other than the city engineer was here for items 4,5, and 6. No one responded. The Mayor directed the Board to move to item 7 on the agenda. Taylor stated Mark Boyce was here for item 6. The Mayor then went to item 6 on the agenda. ADDITIONAL WATER AND SEWER AVAILABILITY/301 E. CARMEL DRIVE/DILLIE DELI: Taylor moved for the approval of additional water and sewer availability for a 1,200 sq. ft. delicatessen at 301 East Carmel Drive as follows: Sewer: 2.0 EDUs as per sewer ordinance S-41. Water: 2.0 EDUs as per water ordinance A-54. Note: 1.2 EDUs were granted for water/sewer at the Board of Public Works meeting on July 2, 1991, making a total of 3.2 EDUs not exceeding a combined average daily flow of 960 gallons. Construction or development of the project must begin within 12 months or said approval expires. Hayor Hancock seconded the motion. Ail members voted aye. Hotion carried. RECOHHENDATION OF ANNEXATION ORDINANCE C-154/NEW CARMEL HIGH SCHOOL PHYSICAL EDUCATION/ATHLETIC COMPLEX SITE. A PORTION OF 136TH STREET AND PROPERTY OWNED BY THB CARMEL HIGH SCHOOL BUILDING CORPORATION ON THE SOUTH SIDE OF 136TH STREET. Debbie Farmer, attorney for Campbell, Kyle and Proffitt presented the request to the Board. Farmer was asking for a recommendation of the Board to the City Council for approval of this annexation. This would be for the physical education complex owned by the Carmel High School Building Corporation on the south side of 136th Street. Farmer was also requesting approval of the four or five marked road cuts along 136th Street. Farmer stated that according to her information, until the annexation had its first reading, they could not come before the Board because the Board did not have jurisdiction. Farmer said she would be return to the Board on April 15. Mayor Hancock moved that the Board of Works recommend annexation of this property to the City Council. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. APPROVAL OF CURB CUTS/CARMEL HIGH SCHOOL/CAMPBELL, KYLE AND PROFFITT: Farmer requested seven curb cuts for the present Carmel High School site which is already in the corporate boundaries. The two on Hain Street are already in existence and are being slightly reconfigured. The two along 4th Avenue don't currently exist but they replace easier access all along 4th Avenue. Farmer stated there is also presently some access to the north part of the site behind the building. Farmer stated these plans have all been reviewed by the city engineer and has approved them. Farmer stated this particular site plan has also received Board of Zoning and Appeals approval with these same road cuts on the plan. Hayor Hancock stated that five of these cuts, even though they may be slightly moved or reconfigured, already exist. Farmer stated that was correct. The reason they needed the two new cuts was because they were building a new street in the complex. Hancock then stated that there were already two cuts back there and so really the Board was not approving any additional street cuts for the school. Farmer again stated that was correct. Taylor moved for the approval of curb cuts 1 through 7 per plans submitted to the city engineer's office for Carmel High School as they pertain to Main Street, 4th Avenue and 2nd Street. Mayor Hancock seconded the motion. Ail members voted aye. Hotion carried. PETITION FOR ANNEXATION/TOM BARNES: Taylor moved to recommend to the City Council the annexation of this parcel of land owned by Thomas Barnes between Timber Crest Bend and Carrington Woods. The motion was seconded by Mayor Hancock. Ail members voted aye. Hotion carried. SEWER AND WATER AVAILIBILITY/12882 AND 12852 OLD MERIDIAN: City Engineer Tom Welch explained this request to the Board. Welch recommended the Board grant sewer service to the residence at 12852 Old Meridian in the amount of 1 EDU, not to exceed an average daily flow of 300 gallons and also to the dental office at 12882 Old Heridian containing 10 examining chairs in the amount of 2.5 EDUs not to exceed an average daily flow of 750 gallons. This recommendation would be contingent on the following conditions: 1. Provide this office with a legal description for annexation purposes. 2. Pay sewer availability for the one acre minimum for each parcel. When the additional acreage is developed, availability will be charged at that time. 3. The well serving the residence may be plumbed for a meter or the owner may elect to pay a flat monthly sewer bill which ever he prefers, as per ordinance. 4. The dental office's well will be required to be plumbed for a meter at the owner's expense since, as per our ordinance, commercial property must be metered. Construction or development of the project must begin within 12 months or said approval expires. Hayor Hancock moved to approve the sewer service to the residence at 12852 Old Heridian and the dental office at 12882 Old Heridian contingent upon the conditions as described in the letter from the city engineer dated Harch 27, 1991. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. AGREEMENT FOR PREPARATION OF COMPREHNSIVE ANNUAL FINANCIAL REPORT: Taylor asked Hancock if the city attorney had a chance to look at this engagement letter with Blue and Company. Hancock stated they originally had a "from this amount to this amount" and had used accounting "lingo" in certain places and he asked that those things be spelled out and before he left on vacation, felt this was appropriate. Taylor asked if this was currently in the Board of Public Works as a line item. Mayor Hancock stated it was under "consultant fees." Taylor stated that budget item had $13,000 in it, total. Hancock said it was divided $5,000 General Fund, S4,000 Water and $4,000 Sewer. Taylor stated that $1,000 of that was committed for the insurance study. Hancock said the $10,000 fee was a maximum rather than a defined amount. Taylor asked that a completion date of June 15 be added to the agreement. He said he realized they stated they would be done by June 30 in order to meet a filing date with the Government Finance Officers Association. Taylor asked why this hadn't been done before. Hancock said no one brought it to the attention of the Council. Taylor said he had contacted the Government Finance Officers Association and realized what this report was for as far as using it as a tool for economic development and taking a good look at the financial status and management of the city. Taylor thought it was good and moved for approval subject to a completion date of June 15 and to write that in on the agreement. Hayor Hancock seconded the motion. Ail members voted aye. Hotion carried. Taylor then made a motion to authorize the mayor to sign this agreement with Blue and Company on behalf of the Board of Public Works. The motion was seconded by Mayor Hancock. Ail members voted aye. Hotion carried. CHANGE ORDER ~5. CARMEL WASTEWATBR TREATMENT PLANT/INCREASE OF $24,247: Hayor Hancock explained the change and justification for the increase. Hancock asked Taylor if he had talked with Don Silvey about this and he stated yes. Taylor said he still had some questions. He asked the mayor how much the total project was for initially. Hancock said they allowed $5.5 million for this expansion. Taylor reported that Silvey had said the project was under budget and with the 5 changes wondered what the project was costing. Taylor said that with the change orders to date, as far as he could tell, it was a very small percentage of change orders and for a project of this size, was somewhat commendable. Hayor Hancock agreed and said when the bid was let, the Board allowed for $5.5 million and the project was bid under that amount and contingencies such as this were projected so changes could be made. Mayor Hancock moved to approve change order ~5 on job ~S-8815 in the total amount of a net increase of S24,247 in four parts. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. ADDITION TO THB AGENDA/CHANGE ORDER FOR TRAFFIC SIGNALS AT RANGE LINE ROAD AND ll6TH AND RANGE LINE ROAD AND CARMEL DRIVE Mayor Hancock stated this was for a change order requested by the city for a left turn signal heads from protective to protective permissive including related cable and signs. The mayor said this would be 100% federally funded if the Indiana Department of Transportation approves this change. The estimated cost is Sll, 042 50. The mayor said this would change the lights on Range Line Road and Carmel Drive where there are left turn lanes so that if you are going either north or south you can turn left on a total green light, if there is no on-coming traffic. This would be the same plan for the intersection at ll6th and Range Line Road. Taylor asked if this was at the request of IDOT. Hancock said it was requested by the city. Hayor Hancock asked if she needed a motion to add it to the and wanted the clerk to note it was 100% federally funded. Mayor Hancock seconded the motion. All members voted aye. Motion carried. There being no further business before the Board the meeting was adjourned.  ~_~_~1 y submitted~-h //~usanW. Jones, Clerk-~easurer ATTEST: /~ Susa~W. Jones, .Cler~- Treasurer /