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HomeMy WebLinkAboutBPW-03-18-91CARMEL BOARD OF PUBLIC WORKS AND SAFETY MEETING MINUTES M3kRCH 18, 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 at 5:20 p.m. by Mayor Dorothy Hancock. Board members present were David Taylor and Billy Walker. City Attorney Steve Andrews and Clerk-Treasurer Susan W. Jones were also in attendance. MINUTES/NLARCH 4. 1991: Mayor Hancock asked for a change on the next to the last page where Taylor moved to refer this matter to the council for the city and have it brought back under old business next week, council was meant to mean the city attorney as in counsel. The Hayor asked the clerk-treasurer why the difference in the signing of the minutes. Clerk-Treasurer Susan Jones stated that she was following Roberts Rules of Order as adopted by the BPW at the last Board of Public Works meeting. Jones stated Roberts Rules of Order does not call for a second signature unless dictated by the Board. Billy Walker stated that in the past we have always had two signatures. The Mayor stated there has always been a place for the presiding officer to sign and then attested by the clerk-treasurer. Walker stated he didn't have a problem with what was done in the past and moved to have two signatures on the minutes. The motion was seconded by David Taylor. Ail members voted aye. Walker and Taylor stated they were pleased with the detail in the minutes this time and thought they were very good. Taylor moved to approve the minutes as changed. Mayor Hancock seconded the motion. Ail members voted aye. Hotion carried. CLAIMS: Walker moved to approve claims dated 3-12-91, pages 1-16, in the amount of $795,992.84. The motion was seconded by Taylor. Ail members voted aye. Motion carried. Taylor moved to approve the claims dated 3-13-91 in the amount of $113,937.38. The motion was seconded by Hayor Hancock. Ail members voted aye. Hotion carried. REQUEST FOR OFFICE SPACE/TOWNSHIP TRUSTEE AND ASSESSOR. Mayor Hancock asked City Attorney Andrews if any headway had been made on this matter. Andrews replied, no. Taylor moved to remove this item from the agenda indefinitely until the attorney brings it back. The motion was seconded by Hancock. Ail members voted aye. Motion carried. Walker asked how soon the city attorney expected to have something to bring back to the Board. Andrews stated a study committee of the City Council was studying all the surplus property and there has been no recommendation from that committee. Andrews stated he served on this committee as city attorney and Council President Adams and he were to have met on this with the committee and, to date, no meeting has been set. There is a proposition, in draft form, for the committee to come forward with but he wasn't sure of the timetable for that draft. Andrews hoped that within the next 30 days they would have something for the Hensels to consider. Walker stated his only concern is when the Hensels made the comment at the last meeting that we had surplus materials to go out to people in need within the community and we didn't have any place to store them. That bothered him a great deal. Walker wants to make sure the city provides a place to store and distribute these items. ASHTON SUBDIVISION/STREET LIGHTING PLAN: Jennifer Shea, representing Safco Inc. (Developers of Ashton Subdivision) presented a street lighting plan to the BPW. Mayor Hancock stated she was very excited and pleased about this request. Hancock stated this is one of the things she is trying to get done. The mayor wants to see the developer installing the street lights as part of the project rather than have the homeowners come back in at a later date and request the lights. Safco proposed entry street lighting in the Ashton subdivision. Six lights would be installed at the 146th Street entrance and six street lights at the Hazeldell Road entrance. The street lights are of a traditional design and will enhance visual images of facilities during daytime hours as well as high efficiency nighttime lighting. The homeowners association will be responsible for all maintenance and illumination costs. Taylor asked Shea if plans were being made to put street lights throughout the entire subdivision. Shea stated she is working with the Department of Community Development on some type of agreement for that between the City, PSI and Safco. Walker asked about doing something like this at the entrance and then a different design throughout the remainder of the subdivision. Shea stated the street lighting would be pretty traditional and should match whatever is decided for the rest of the subdivision. Billy Walker moved to approve the plan as submitted. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. COHHUNICATIONS CENTER/AMENDMENT TO NLATERNITY LEAVE: City Attorney Andrews explained the nature of this request and the actual make-up of the Communications Center. Andrews stated the Communications Center is an outgrowth of the Police and Fire Departments. Andrews said the Police and Fire Departments are statutorily different agencies under Indiana Code and are treated substantially differently. They have their own sets of rules and regulations. What has happened is, by the establishment of the Communications Center, that distinction has ended. He explained these employees are now civilian employees and are not statutorily designated officers of the Police or Fire Department. Andrews stated the bottom line is, they have no rules or regulations that are separate and apart from the city's personnel rules and regulations. Unless the BPW intends to amend the city's rules and regulations that are not ordinance form, there is no need to consider this agenda item. Andrews recommended the BPW the remove this item from the agenda and he will review it further and bring back a formal finding within the next 60 days. Walker so moved. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. ADDITIONAL SEWER AND WATER AVAILABILITY/WEAVER WERKS ADDITION /511 INDUSTRIAL DRIVE: Billy Walker moved to grant sewer and water availability to Weaver Werks, 511 Industrial Drive in the amount of .31 EDUs not to exceed an average daily flow of 93 gallons. This availability was granted contingent upon construction or development beginning within 12 months or said approval expires. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. ADDITIONAL SEWER AND WATER AVAILABILITY/ENGINEERED COOLING SYSTEM ADDITION/201 WEST CARMEL DRIVE: Walker moved to grant additional water and sewer availability to Engineered Cooling Systems Additional at 201 West Carmel Drive in the amount of 3.47 EDUs not to exceed an average daily flow of 31,022 gallons. The motion was seconded by Taylor. Ail members voted aye. This motion was contingent upon construction or development beginning within 12 months or said approval expires. WATER AVAILABILITY/OUTLOT/TIMBER CREST BEND: Billy Walker moved to approve water availability in the amount of 1 EDU for a single family dwelling to be located on the parcel of ground between Carrington Woods and Timber Crest Bend. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. This approval was approved with the stipulation that annexation would begin as soon as possible. PERFORMANCE BOND RELEASE/TIMBER CREST BEND/ WATER LINES Billy Walker made a motion to approve Resolution 3-18-91-1 granting a performance bond release for water lines, bond 343, $34,050.00 for Timber Crest Bend. The motion was seconded by Mayor Hancock. Ail members voted aye. Motion carried. WASTEWATER TREATMENT PLANT IMPROVEMENTS/JOB NO. S8815/CHANGE ORDER ~4/NET CHANGE/NET INCREASE S24,876.00: Don Silvey of Commonwealth Engineers described the eleven changes in order ~4 for job ~S8815, Wastewater Treatment Plant Improvements. The net increase for the change order was $24,876.00. Walker asked about elevation and changing of elevation and why this wasn't in the original bid. Walker was concerned about the elevation changes in items 3 and 4. Walker also asked Silvey for an explanation on the request for power and putting in a probe or something like to measure and what would we have to use as back-up if that didn't work? Silvey explained the procedure for the dissolved oxygen probe. He stated right now they will either take a portable probe to measure the dissolved oxygen and physically check what is coming out, manually log in a record of the number or they will go down to the river, take a sample and take it to the laboratory. Two ways are used at that time to measure dissolved oxygen. Again, they can use a probe or what is called the wet or Winkler method of chemically measuring how much oxygen is in water. The addition of the probe to sense what the oxygen level going out to the stream continuously will do, is save the man having to go down to the river and that came out in the permit after the job had been designed and bid. This probe will provide a continuous chart and that would make a better record. Walker asked Silvey to review item ~4. Walker asked if the entire project was going to be 30" Silvey stated no. Silvey said there was an existing 20" line that would be disconnected and would be connecting the new 30". In the course of installing the new 30" line, Silvey thought they were going to have some conflicts with the force mains that come through that area. He said they found that did not have the problems they thought they were going to have when they went to connect the 20" but did have some problems with the 30" but it was a matter of just making it a fitting and a shift and adjustment. Those particular force mains come from the 106th Street lift station. That lift station is approximately 30 feet deep. When the force mains were brought from that lift station up to the plant, for some reason, parts of that force main were laid on a continuous grade up hill which meant since they were starting deep, they are deeper than normally anticipated coming up through that area. Silvey said there was not just one main but two mains. Their relationship of how they were laid has been a on going challenge anytime work has been done in that area. It could never be determined where it could be. Walker stated his bottom question is, why weren't some of these things included in the original bid? Silvey stated that on the items regarding elevation, no one could see below grade level and could not have found any record of where it was. Silvey stated these lines were built in 1974. The bottom of the slab (item #7) was a case where without excavating down and digging back under, there was no way of knowing where the bottom slab was. In this particular case, Silvey stated, when re-routing was done from the primaries and through there, we were trying to match elevations at either at two or three points and in trying to get that piping lined up and to have it work, it may not have been feet worth of difference in elevation on the bottom slab and in this case, not that many inches were enough to throw it off to where it did create a problem and a difference in expense. Silvey stated this was underneath and could not be measured. Hayor Hancock asked Silvey if this addition of $24,876 is provided for in the budget. Silvey stated it is and apologized to the Board for not bringing additional copies of the project budget. Silvey said they were still well within the budget and would bring back other requests at a later date. The project is close to the end and at least 90% complete and are down to the point of picking up odds and ends that had been left basically to the end to make sure funds would be available to cover them. These costs are shared by all of the entities and all of the contracts with the other entities do provide for changes such as this. Taylor asked about item ~10 and if the water softener had already been moved from the Digester Building to the Haintenance Building. Silvey stated yes. Silvey said they had to move the softener in order to do some things that the city staff people were extremely anxious to do. Silvey then asked the Board to consider the next item on the agenda, the partial substantial completion certificate. Silvey explained this substantial completion certificate is different than any other certificate he has brought before the Board. This one is dated for acceptance for the date of substantial completion of Harch 15, 1991. Silvey had specific requests from the city operating staff that they wished to have access and use of that building last weekend. They had work they needed to do with an area that was of a greater area than they had in any of there other buildings. What they were doing was painting a truck. There is a list of work to be completed attached to the substantial completion of work needed to be finished on the maintenance building with exceptions. Silvey stated the contractors were trying to get all the work completed and not have any exceptions so it was a case of trying to work with the operation staff so they would be able to get in and use the building at a time they deemed they needed it very badly. City Attorney Andrews asked Don Silvey if it was his recommendation, for the record, as to item ~8, this change order as the architect engineer, that the Board approve the change order request in eleven parts as presented? Silvey stated it was his recommendation for the Board to approve change order ~4 with all eleven parts as presented. Hayor Hancock moved that the Board accept the recommendation of the engineer to accept change order ~4 in eleven parts as presented in the net change of an add of $24,876. The motion was seconded by Taylor. Hancock and Taylor voted aye. Walker voted nay. Hotion carried. CERTIFICATE OF SUBSTANTIAL COMPLETION/WASTEWATER TREATMENT PLANT IMPROVEMENTS/PROJECT #S8815: Silvey stated this certificate picked up the sludge thickener feed pump, the thickened sludge pump and the maintenance building. The exceptions to the building are not major items (list attached to the substantial completion certificate) but are items that he will continue to make sure are completed. Silvey recommended the execution of the certificate of substantial completion to the Board. Billy Walker moved to approve the certificate of substantial completion. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. Walker asked for a date for completion. Silvey stated he thought it would be done within the next 60 to 90 days but the contract still has 8 more months. Hayor Hancock then requested a motion to authorize her to sign this certificate. Walker so moved. Taylor seconded that motion. Ail members voted aye. Hotion carried. ROLLING MEADOWS AND WALTER~S ROLLING ACRES SEWER IMPROVEMENT PROJECT/PERMISSION FOR AN ASSIGNMENT OF SUBCONTRACTOR: Don Silvey explained to the Board that at the time the city bid this project, F.E. Harding Paving Company, was awarded the low bid. F.E. Harding does not want to do this work now. They have contacted and worked out an agreement with Atlas Excavating, who, Silvey stated, is a qualified water and sewer contractor. Harding would still do the paving and restoration work and they would still be responsible and under their bonds for all work. As part oP the contract documents, the city requires that the contractor not subcontract more than 50% of the work without BPW approval. Silvey recommended the approval of Atlas as the subcontractor. Billy Walker so moved. Mayor Hancock seconded the motion. Ail members voted aye. Hotion carried. ADDITION OF THREE ITEMS TO THE AGENDA BY MAYOR HANCOCK CALL FOR A 10 MINUTE RECESS: Mayor Hancock moved to add the following three items to the agenda and requested a 10 minute recess before they were discussed. The items were: 1. Use of City Hall after hours. 2. State tax exempt number. 3. Water and Sewer Utility budgets. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. There was a 10 minute recess. USE OF CITY HALL AFTER HOURS: Mayor Hancock asked for direction from the Board on use of city hall after hours. Hancock stated there hasn't been a policy but perhaps it is now needed. The building has been used specifically for governmental use only and has not been open to outside groups. The mayor said the city is now getting into a problem where weddings are being held in the building. It creates extra staff because rice, lights are being left on and is a cost to the city but the city is not being reimbursed. The mayor stated there are only three people who have the authority to perform weddings and the mayor guessed her thinking is if you don't have a problem, maybe what we need to do is keep the policy and perhaps make it a written policy about groups other than governmental groups using the building for meetings and also that weddings be held in our private offices unless the Board gives specific permission. The mayor went on to say the building has even been left unlocked and felt this was bad policy. Walker quoted his favorite Bible verse that said, "God so loved the world, he didn't form a committee." Walker stated in this instance he thought the Board ought to get some feedback from some other cities of comparable size or even larger as to what their policies are. Walker thought that if weddings are being done here where rice or bird seed is being thrown, there ought to be a cost. He said the school charges a fee. Mayor Hancock stated one of the problems was that Dave Brandt, the janitor, has been doing all this work and there is no money in the budget for overtime. Hancock said that regardless, the budget probably needs to be changed in order to pay the janitor after fees are received. The mayor stated a line item needs to be established for overtime for this position. Andrews asked what would be wrong with establishing a maintenance fee to charge for weddings that would cover the cost of the janitorial service. Taylor said the janitor should schedule and coordinate these activities. The three people who do these weddings should coordinate that with Da~e. Hancock said she would have her staff research this and come back with a report at a later date. STATE TAX EXEMPT NUMBER: Mayor Hancock asked the clerk- treasurer what the status was on getting the state tax exempt number. Jones stated she talked with the State Sales Tax Department today and they said the application has been processed and the number is in the mail. Hancock said she was told it would take 6 to 8 weeks unless someone went downtown and applied for it in person. Jones said she didn't know anything about that but the girl she talked with today assured her the number was in the mail. 1991 UTILITY BUDGETS: Mayor Hancock said that according to the ordinance, the Board submits the budget to the Council. The Board has had a chance to look at this and it has been put together by the utilities manager and H.J. Umbaugh. Hancock stated that the budget this year, in both instances, has just gone up a few dollars or even gone down from last year's budget. Hancock said there was money unspent in both those budgets. That was one of the reasons, Umbaugh was hired to look at this overall. Taylor wanted it clearly stated for the record, that the reason Umbaugh was hired and why they were engaged, was to review the budgets since there was a surplus for the last two fiscal years. This was Taylor's understanding and asked the Hayor to confirm that understanding. Hayor Hancock said yes it certainly has. The mayor felt very good about the results that were being proposed. Taylor wanted it stated for the record that it has always been the intention of this Board to provide a budget and that is why they engaged Umbaugh and Associates. Mayor Hancock said she thought that was so. Walker asked Silvey which budget was up and which one was down. Mayor Hancock answered that for Silvey stating that sewer was up slightly and water was down. Walker said that basically we were spending about what was spent last year between the two budgets. Silvey said the budgeting was about the same as last year but spending was a little bit more in some areas and a little less in others. Silvey stated that last year spending was significantly under budget. Walker asked Silvey if he saw a need for a rate increase. Silvey stated no. Walker thought that was an important point for the press to hit especially since everyone is complaining about all the spending in the city. Walker had no problems with either the water or sewer budgets and recommended that the budgets be forwarded for their endorsement. Taylor stated if that was a motion, he would second that motion. Walker said it was. Ail members voted aye. Hotion carried. BULLETIN FROM STATE BOARD OF ACCOUNTS David Taylor stated he received a copy of a bulletin put out by the State Board of Accounts from the clerk-treasurer's office, entitled "Feuding and Fighting Prohibited Among Elected Officials, Appointed Officials." This bulletin addresses the State Board of After the clerk-treasurer read the bulletin, Mayor Hancock said she thought it was very good advice and henceforth everything would go to Steve Andrews. There being no further information before the Board the meeting was duly adjourned. Respectfully submittedf~k /~s~n-W. Jones, Cler~reasurer Approved: Presiding ~f.f-'icef /s~-n W. Jones, Clerk-~surer