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HomeMy WebLinkAboutBPW-03-04-91CARMEL BOARD OF PUBLIC WORRS AND SAFETY MEETING MINUTES 5:15 P.M. ONE CIVIC SQUARE/COUNCIL CHAMBERS MARCH 4, 1991 The meeting of the Carmel Board of Public Works and Safety was called to order by Mayor Dorothy J. Hancock at 5:25 p.m. Board 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 FEBRUARY 18, 1991: Mayor Hancock asked that under the heading of Carmel Police Department promotions, the minutes be amended to show the positions were made according to the recommendations of the Chief. The sergeant and corporals promotions were to be effective March 2; the two civilians to be effective March 16. Mayor Hancock stated that needed to be clarified in the minutes. Also, although the motion put the pay of a 2nd class civilian at $852.08, that was an incorrect amount. The correct amount of pay should be $804.12 and she would like the minutes to reflect that. David Taylor referred to the bottom of the second page under the item of the minutes of February 4, 1991 meeting, the last sentence, which says, "Mayor Hancock said Mr. Taylor gave her plenty of time" should be stricken from the minutes. Hr. Taylor stated he reviewed a tape of the last meeting and nowhere on that tape did Mayor Hancock say that. He wanted it stricken from the minutes. Clerk-Treasurer Susan Jones stated she had a complete transcript of the tape concerning that discussion. Hr. Taylor stated he had a tape and if the clerk wanted to table the matter in order to review his tape he would do that. Clerk- Treasurer Jones stated she also had a tape of the meeting and had it transcribed. Clerk-Treasurer Jones read the transcript on that particular item which clearly indicated the Hayor made that statement. Hr. Taylor asked if we should play the tape right now. Hayor Hancock said that would be fine. David Taylor asked the clerk if she would like to play her tape for them. Clerk-Treasurer Jones said she didn't have it with her and said she could do that but that she did transcribe the tape verbatim. Taylor again said his review of his tape did no~ have that statement in it. Clerk-Treasurer Jones offered a written transcript of her tape concerning this part of the meeting. Hayor Hancock asked the clerk to turn on her microphone. David Taylor said he would be interested in hearing the tape that the clerk transcribed from because as the clerk she should know that if you do not turn on your microphone it is very difficult for the tape recorder to pick up any discussion. Hr. Taylor stated that during the entire conversation the clerk failed to turn on her microphone. The clerk then stated she had no objections to Hr. Taylor making a motion to strike that sentence. Taylor then made that motion. Taylor went on to state that this could be a part of the motion to approve the minutes and didn't need to be a separate motion for this specifically. Taylor moved to approve the minutes as amended and part of that amendment is to strike that last sentence. Mayor Hancock seconded that motion. Billy Walker asked if they wanted the other correction noted concerning the police promotions. Taylor replied, correct. Ail members voted aye. Motion carried. CLAIMS: Taylor moved to approve claims dated February 22, 1991 in the amount of $300,208.90. The motion was seconded by Walker. Ail members voted aye. Motion carried. Taylor moved to approve claims dated February 28, 1991 in the amount of $8,750,000.00. The motion was seconded by Hayor Hancock. Ail members voted aye. Motion carried. Walker moved to approve claims dated February 27, 1991, pages 1 in the amount of $4.28. The motion was seconded by Hayor Hancock. Ail members voted aye. Motion carried. Walker moved to approve claims, pages 1 through 11, dated February 26, 1991 in the amount of $117,119.~2. The motion was seconded by ~Taylor. Ail members voted aye. Taylor corrected the amount on the claims for February 26, 1991. It should have been $117,131.44. Since Taylor seconded the motion and Walker made the motion, Taylor offered this as a friendly amendment. Ail members voted aye. Hotion carried. ADDITION TO THE AGENDA: Mayor Hancock moved to add a certificate of substantial completion for specified items of the Carmel wastewater treatment plant. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. LINCOLN NATIONAL HMO CONTRACT: Mayor Hancock asked Steve Andrews if he looked at it and was everything okay. Andrews indicated he had and it was. Hayor Hancock made a motion to approve the HMO contract. Taylor seconded the motion. All members voted aye. Hotion carried. Clerk-Treasurer Jones asked for a motion to authorize the mayor to sign on behalf of the city. Taylor moved to have Mayor Hancock sign on behalf of the city and the Board of Public Works for that contract. The motion was seconded by Walker. Ail members voted aye. Motion carried. Mayor Hancock's assistant, Bonnie Callahan noted that the clerk had the mayor sign the wrong document. The clerk then gave the correct document to the mayor for signing. The mayor thanked Bonnie for pointing that out. LINCOLN NATIONAL EMPLOYEES BENEFIT SURVEY: Mayor Hancock explained that the survey would cost $1,087.50 and would be for 225 employees. This survey was recommended by the City Council insurance committee. The purpose of this survey is to collect data from employees as to what is important to them and what is not important to them concerning benefits. The mayor asked Andrews if he had looked this over. He stated he had. Taylor moved to enter into the service fee agreement for the employees benefit survey and authorize the mayor to sign on behalf of the BPW and the city. The motion was seconded by Mayor Hancock. Billy Walker asked if the insurance company is surveying our people and they are going to doing our insurance, why would we have to pay for the survey? Walker said he thought since they would be the company getting the bid why wouldn't that just be part of it? Hayor Hancock stated she wasn't sure they were ultimately going to get the bid. The mayor stated we have worked with them to specify the questions as to what we are wanting to ask our employees that is specific to us. Walker asked why we couldn't ask that ourselves by passing out a sheet or two of paper. The mayor stated it wasn't that simple and asked Bonnie Callahan to explain the procedure. Callahan stated it truly isn't that simple. The city experienced a 45% rate increase this last year and our agent of record spoke to several other companies about taking the city as a client and no other company was interested in bidding. Callahan said discussions took place on a way to reduce the premiums and a way to do that is to go with some type of flex benefits program. What this is designed to do is to design a flex benefits plan that is unique to our city so that we get the best value for our dollar. Callahan stated they were more equipped to know the right kind of things to ask than we are. ~ Walker asked how many groups we had bidding on our insurance. Callahan stated only Lincoln National is bidding right now but if we go into a flex benefits program then we may have a different thing but for right now for the programs we have now, the agent sent out to two different companies including Blue Cross and Blue Shield and they were not interested in having the city's business. The mayor stated we have a terrible claims loss record. Right now it is over 100% for this last year, over and above the premiums, and this survey is designed to look at what is the most important thing to our employees, what they would like to have. Then what we determine what the offer is and what we want, then we again, go to the different companies and ask for a bid. Taylor asked if the data would be ours since we are paying for the survey. The mayor replied, yes. Hayor Hancock called for the question. Ail members voted aye. Hotion carried. AGREEMENT FOR SIGNING CREDIT BUREAU CONTRACT/CARMEL POLICE DEPARTMENT: Police Chief Barney explained to the BPW that this is used in conducting background checks on prospective employees. C & D no longer provide this service and suggested CPD go to Trans Union Corporation. The cost would be S6.00 per credit check. Steve Andrews stated that he had no problem with the actual contract but asked how many members of the police department would be using this machine. Chief Barney said only Sgt. Hiller would be doing the credit checks. Andrews stated this was very important that this be made a policy or procedure in the department. Andrews went on to state there were severe penalties and problems when you have more than one person who has access to one of these machines, both financially and legally. Andrews thought this agreement allows for more than one but he requested that if the BPW passes this, it would be with the understanding that only one individual at the police department and no other city employee be allowed to run those credit checks. Taylor asked the chief about the police actually getting a machine. Taylor asked if the chief how the police department would be contacting the credit bureau with for credit information. Chief Barney said it would be done by land line telephone and the department would not have a terminal. Taylor asked how many people would have access to this information. Chief Barney stated it would just be Sgt. Hiller. Taylor asked if he would be the only one to review the credit files. Chief Barney then stated it would also be the Board of Officers and that would be less than six. Taylor asked if the application included a disclaimer Chief Barney stated it did. Taylor moved to accept the contract from Trans Union Corporation and authorize Chief Barney to enter into the agreement. Walker seconded the motion. Taylor wanted it noted in the contract that only one person would have access with Trans Union to the credit files. Walker also asked that the credit records be destroyed if the applicant is not hired. Barney said it was so ordered and so noted. Hayor Hancock called for the question. Ail members voted aye. Hotion carried. INDIANA PAGING NETWORK AGREEMENT: Chief Barney stated this would be in regard to a current contract the police already have with Indiana Paging Network. The police department would like to add two additional pagers. Chief Barney said he was contacted this afternoon and the Communications Center also wanted an additional pager. The request would be for a total of three additional pagers. Walker asked for the anticipated cost. Chief Barney stated the cost was $12.50 per month per unit. Andrews stated the current contract does have a specific dollar amount and an exact number of pagers so the contract will have to be modified. Andrews said he has asked Assistant Police Chief Don Allen to get that contract modified if the Board goes along with their request and to let him look at it before they sign it. Walker asked how many pagers we currently have. Chief Barney stated we currently have 30 pagers throughout the department and Communications Center. Walker asked for a reason why we need three more. Barney stated one would be for the maintenance person, one would be for the supervisor on call at the Communications Center and the third one would be for Becky House, the computer coordinator, so she could be called in if they had a computer problem on the weekend. Walker asked if one could be shared. Barney stated that could happen if the board so desired. Walker's concern was that this was for a total of $144.00 per year and how many times do we a~tually call the maintenance person in? Chief Barney said he had no idea since this is something new. Walker asked if all the pagers were in use at one time. Barney stated they were. Walker moved to approve two additional pagers only and one of those be shared in some manner for now. The motion was seconded by David Taylor and subject to an amendment to the existing contract subject to city attorney's review and authorizing Don Allen to enter into that contract on behalf of the Police Department. Mayor Hancock called for the vote. Walker and Taylor voted aye. Mayor Hancock voted nay. The mayor stated she was not opposed to the request in total but voted against it since it was for two pagers.rather than three. She thought they needed three. AMERICAN AGGREGATES/DEDICATION OF RIGHT-OF-WAY: Attorney, Jim Nelson, representing American Aggregates Corporation, stated that American Aggregates is the owner of the 385-acre parcel that is generally located north and east of the intersection of North Gray Road and east ll6th Street. Mr. Nelson stated that following the recommendation of the BPW, the Carmel City Council annexed this property into the city. American Aggregates is extending, to the City of Carmel, its willingness to dedicate to the City of Carmel, for right-of- way purposes, a 50-foot 1/2 right-of-way. So the northern 1/2 rightof-way of ll6th Street following this dedication will be 50 feet in width. American Aggregates also proposed a dedication of additional right-of-way along North Gray Road immediately north of ll6th Street and for a short distance, north of the entry into the water treatment plant. The dedication is being made without a request for contribution or compensation and Hr. Nelson also submitted a letter, signed by American Aggregates, which confirms and acknowledges that American Aggregates waives the appraisal rights and acknowledges that the dedication is being made without compensation. Hayor Hancock moved to gratefully accept this dedication as indicated in the legal description that was checked by the city engineer. The motion was seconded by David Taylor. Ail members voted aye. Hotion carried. Jim Nelson stated he would get the dedication recorded and return it to the clerk-treasurer. Mayor Hancock thanked Mr. Nelson very much for this dedication of right-of-way. RESOLUTION ESTABLISHING A POLICY CONTINUING EMPLOYEE BENEFITS FOR HEALTH. ACCIDENTAL DEATH AND DISFIGUREMENT AND LIFE INSUPJkNCES David Taylor made a motion to approve a resolution to extend health, accidental death and disfigurement and life insurance to employees who take an approved leave of absence from employment. The employee would be responsible for the same percentage share of the premium as if the employee had not taken their leave of absence. In the event any employee fails to return to his/her employment as previously promised, the city may seek reimbursement from the employee for the cost of the benefits provided. In any event, no employee shall receive any benefit payments for a period more than 120 days from the date the approved leave of absence began, unless otherwise approved by the BPW. The motion was seconded by Billy Walker. Ail members voted aye. Clerk-Treasurer Jones had some concerns over the paragraph that stated the employee had to pay for his share in a "timely" manner. She felt "timely" needed to be better defined. Once t~e city paid the entire premium at the first of the month for that employee, it would be difficult to collect the employees share later on. Mayor Hancock called for the vote. All members voted aye. Hotion carried. Resolution 3-4-91-1 passed unanimously. REQUEST FOR OFFICE SPACE BY CLAY TOWNSHIP TRUSTEE AND CIm~Y TOWNSHIP ASSESSOR: Rosemary Hensel, speaking on behalf of John Hensel, the Township Trustee, asked for the city's consideration in leasing some office space until such time as they had their building in Home Place. Hayor Hancock suggested the old utilities building since the building could not be sold. The building contains a water treatment plant and will always have to be maintained by the city. Hrs. Hensel stated that under new state guidelines an office had to be maintained. Mayor Hancock directed Mrs. Hensel to work with Council President David Adams and City Attorney Andrews in working out some type of a lease agreement. Jim Purcell, township assessor, also asked for consideration for office space. Taylor moved to refer this matter to the city's counsel and have it brought back under old business next week. BOARD OF PUBLIC WORKS APPOINTMENT TO CIVIC SQUARE CENTRE BUILDING USE COHHITTEE: Mayor Hancock stated that Horace Hadley, 49 year resident of Carmel, a member of Citizens for Greenspace and past president of the Hamilton County AARP, is interested in serving on this committee. Hancock moved to appoint him to this study committee for the use of the Civic Square Centre building. David Taylor seconded this motion. Ail members voted aye. Hotion carried. Taylor asked if those meetings would be conducted under Indiana Open Door Law? Mayor Hancock stated that was correct. Hancock said Councilor Lee Lonzo would be coordinating those meetings now that all appointments are in place. Andrews stated that Building Corporation II has yet to make their appointment. CERTIFICATE OF SUBSTANTIAL COMPLETION: Don Silvey, of Commonwealth Engineering Corporation stated that the Wastewater Treatment Plant expansion project is moving right along and is approximately 90% complete. The certificates before the board tonight are for specific items where either that particular piece of equipment or structure is in a position where they need to use it. Hayor Hancock stated for the record that these items were for a return sludge distribution box, final clarifier structure, gravity belt thickener and a sludge storage building. Silvey recommend approval by the Board of Public Works. Taylor moved to accept Don Silvey's recommendation and authorize the mayor to sign a certificate of compietion for a return sludge distribution box, final clarifier distribution structure, gravity belt thickener and a sludge storage building. The motion was seconded by Mayor Hancock. All members voted aye. Motion carried. There being no further business before the Board of Public Works the meeting was adjourned at 6:13 p.m. Respectfully submitted, Susan W. Jones, Cl,~-Treasurer APP/~ROVED: ~ / . P~siding~ ~fficer Susan W/Jones, Clerk-Trea'~hrer