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HomeMy WebLinkAboutBPW-05-20-92 BOARD OF PUBLIC WORKS A_ND SAFETY MEETING MINUTES MAY 20, 1992 ONE CIVIC SQUARE/COUNCIL CHAMBERS 6: 15 P.M. The meeting of the Carmel Board of Public Works and Safety was called to order by Mayor Ted Johnson. Members Rick McKinney and Vaughn Story were in attendance. Clerk-Treasurer, Susan Jones was also in attendance. PLEDGE OF ALLEGIANCE Hayor Johnson announced that bid openings would not be made for the following items: Rock Salt, Chlorine Gas, Sodium Fluoride, Sulphur Dioxide, HTH and Water Meters. Johnson stated the bids would be returned to the bidders unopened, to be re-bid at later date. MINUTES OF THE MEETING OF MAY 6f 1992: McKinney made a motion to approve the minutes of Hay 6, 1992 as submitted. The motion was seconded by Story. Ail members voted aye. Hotion carried. BID RECOMMENDATIONS: The Utilities Department recommended awarding the bid for the 5 Passenger, 2-Wheel Drive Mini-Van to Jerry Alderman Ford for a 1992 Ford Aerostar with trade-in at $10,400.00. Story made a motion to approve the award as recommended by the Utilities Department. The motion was seconded by McKinney. Ail members voted aye. Motion carried. BIDS: Prior to the Board opening bids, Clerk-Treasurer, Susan Jones, advised the Board that Transport Service had properly delivered a bid to the office of the Clerk-Treasurer, but in violation of the bid process, they also delivered a bid packet to Fire Station #1 which was unsealed. Jones stated Chief Couts sealed the envelope and attested to the fact that the envelope contents were not looked at, or opened. Johnson stated the Board would open and read the bids, but would ask the attorney to determine if the bid process was violated and whether disqualification of the bidder would be required. Due to a question from a bidder, Johnson stated the total bid price of both stations would be the consideration for award of the bid regarding the diesel exhaust systems for stations ~1 & ~2. Sealed bids were opened for the following items: CA/~V~EL FIRE DEPA/~TMENT: -Refurbishment - 1978 Duplex/Howe Fire Truck -Diesel Exhaust System - Fire Station #1 -Diesel Exhaust System - Fire Station #2 A list of the bids are attached to the minutes of this meeting. STREET DEPARTMENT: -Remove and replace 27' of 4' Sidewalk -Remove and replace 1900' of curb -57,000 sq. yds. of hot surface asphalt recycling (AET or AE150 tack coat) -13,200 tons paver laid and rolled delivered aggregate a) 5,700 ton #8 & #9 binder HAC b) 7,500 tons #12 surface HAC -100 tons aggregate total hand laid a) #12 surface, crushed -1000 tons #53 aggregate for berming, furnished & machine applied -500 sq. yds. bad spots - cut-out, removed and filled before paving A breakdown of the above bids are attached to the minutes of this meeting. Johnson asked the respective departments to take the bids under advisement and report to the Board with a recommendation at the June 3, 1992 meeting. OLD BUSINESS: None. NEW BUSINESS: RESOLUTION BW-5-20-92-1 / A RESOLUTION INCREASING THE WATER AND SEWER UTILITY ACCOUNTS: Jones stated resolution BW-5-20-92-1 increased the water and sewer utility accounts to pay for the position of Administrative Assistant to the Clerk-Treasurer approved by the City Council in January. Story made a motion to approve Resolution BW-5-20-92-1 increasing 1992 water account budget ~603.8 by $6,453.94 and the 1992 sewer utility account budget #709 by $6,453.94 to provide monies for the Administrative Assistant to the Clerk-Treasurer's office approved by the City Council. The motion was seconded by McKinney. Ail members voted aye. Motion carried. RECOMMENDATION FOR ANNEXATION C-164 / 4201E. 131ST STREET: Eric J. Niehaus submitted a request to the Board for approval to recommend annexation of the common address of 4201 E. 131ST Street to the City Council. Johnson made a motion to approve recommendation for annexation. The motion was seconded by Story. Ail members voted aye. Motion carried. ADDITIONAL WATER AND SEWER AVAILABILITY / BLIMPIE SANDWICH: Richard Thompson asked the Board to consider waiving the additional water and sewer requirement for restaurants due to the fact that the Blimpie Sandwich Shops were able to provide an affidavit (copies of which were provided to the Board) of average use for most of their shops which did not come near the City's restaurant minimum use standard. Thompson asked the Board to consider metering to insure his statement was correct, and in the event the metering indicated their usage approached the minimum restaurant requirement of an additional 2.2 E.D.U.'s, he would comply without complaint. Story made a motion to table this item until the next meeting, giving the Board the opportunity to discuss the issue with the City Engineer. The motion was seconded by McKinney. Ail members voted aye. Hotion carried. APPROVAL OF PLANS AlqD AGRE EHENT FOR RE IHBURSEHENT, OFF- S I TE SAlqITARY SEWER - AVIAlq GLEN: Johnson stated Chris White, representing Davis Development, L.P., requested approval of a sewer reimbursement agreement between the City of Carmel and Davis Development, L.P. to develop an off-site sewer extension near Avian Glen at a cost of $243,088.00 to be reimbursed from the "interceptor fund" at a quarterly rate upon completion and an authorization agreement between the City of Carmel and Commonwealth Engineers, Inc. for professional services as representation during construction of the Avian Glen Subdivision sanitary sewer interceptor which would be billed to and paid by Davis Development, L.P. and approval of the drawing for the off-site sewer extension. Johnson made a motion to approve the sewer reimbursement agreement between the City of Carmel and Davis Development, authorization ~5 for engineering services to Commonwealth Engineers and the off-site drawings for the sanitary sewer at Avian Glen. The motion was seconded by Story. Ail members voted aye. Hotion carried. APPROVAL TO APPROVE EXISTING LATERAL / 114 lST STREET S.E.: Carmel resident, Bill Greenwood requested permission to hook to an existing 6" sewer line for a new home built on 114 1st Street S.E. Greenwood stated two houses had previously been connected to the same line, however, the City Engineer would not approve a re- connection. Greenwood stated it would be an enormous expense to connect to the manhole suggested by the City Engineer. After extensive discussion, the Board advised Greenwood connection to a 6" existing line would make it a private sewer which conflicted with the City's current ordinance requirements. The Board stated Greenwood was caught during a transition process and in all probability would have to comply with existing City ordinances. Story made a motion to table the item until the meeting of June 3, 1992 in order for the Board to consult with the City Attorney regarding this matter. The motion was seconded by HcKinney. Ail members voted aye. Hotion carried. BOND RELEASES / 1) WOODGATE, SECTION 7A - SANITARY SEWERS, 2) WOODFIELD, SECTION 7B - STORM SEWERS, 3) WOODFIELD, SECTION 7C - STORM SEWERS & SANITARY SEWERS: Story made a motion to approve Resolution 5-20-92-2, bond release for Woodgate Section 7A - sanitary sewer, Resolution 5-20-92-3, bond release for Woodfield Section 7B - storm sewers and Resolution 5-29-02-4, bond release for Woodfield Section 7C - storm and sanitary sewers. The motion was seconded by Johnson. Ail members voted aye. Motion carried. REQUEST FOR USE OF CITY HALL CAUCUS ROOM / CARMEL SWIM CLUB: Johnson made a motion to approve use of the City Hall Caucus Room on Monday, June 8, 1992 between 7:00 P.M. and 11:00 P.M. by the Carmel Swim Club. The motion was seconded by McKinney. Ail members voted aye. Hotion carried. REQUEST FOR AGREEMENT APPROVAL BETWEEN THE CITY OF CARMEL AND ROBINSON & COLE, ATTORNEYS-AT-LAW, LISA PURDY CONSULTANTS, GROWTH MANAGEMENT CONSULTANTS, AMENTA & CO., BUTLER/FAIRMAN & SEUFERT AND JOHNSON & RICHTERf INC.: Story made a motion to approve the contracts between the City of Carmel and Robinson & Cole, Attorneys-at-Law, Lisa Purdy Consultants, Growth Management Consultants, Amenta & Co., Butler/Fairman & Seufert and Johnson & Richter, Inc. The motion was seconded by Johnson. Extensive discussion ensued among Board members and the Clerk- Treasurer regarding the contracts. Johnson stated the details of the payments were the Plan Commissions to approve as long as they were within the law and their budget. Jones stated expenses listed in the Robinson Cole contract were too broad in spectrum. Jones stated she did not want to be responsible for payment of expenses the State of Board of Accounts considered unallowable. Jones asked who was responsible for insuring the bills for the contracts did not exceed $35,000. Johnson and Story stated the responsibility of the budget was the responsibility of the president of the Plan Commission, Ron Houck. Johnson stated the Plan Commission was operating under the direction and budget of the Council. Johnson stated future contracts could be returned to the Plan Commission with specifics of what the Board found questionable. Story and Johnson withdrew their motion and second. Johnson stated future Plan Commission contracts would be signed by the president of the Plan Commission or the Board of Public Works. Johnson stated he would send a letter to the president of the Plan Commission advising him of the Board's concern over certain specifics of the contracts. Johnson advised Jones to pay bills submitted by the Plan Commission as long as they were signed by the president of the Plan Commission, Ron Houck, and did not exceed the $35,000 budget. Johnson stated he would advise Houck that he would be responsible for any failure to meet State Board of Accounts requirements for municipal monies paid to vendors. Johnson made a motion to approve the contracts and approval of all claims to the contracts based on the signed approval of the president of the Plan Commission. The motion was seconded by McKinney. Ail members voted aye. Hotion carried. Johnson stated he would also advise Houck a longer period of time between Board of Public Works and Safety contract review and commencement of contract work would be desirable. OTHER BUSINESS: FALSE ~S: McKinney inquired if it was necessary for the Board of Works to take action regarding the recent rash of false alarms at Carmel High School. The Board chose to take no action. There being no further business before the Board the meeting was duly adjourned. Respectfully submitted, Susan W. Jones, Clerk-Treasurer Approved: ATTEST: T. E. Johnson, Mayor Susan W. Jones, Clerk-Treasurer requirements for municipal monies paid to vendors. Johnson made a motion to approve the contracts and approval of all claims to the contracts based on the signed approval of the president of the Plan Commission. The motion was .seconded by McKinney. All members voted aye. Motion carried. Johnson stated he would also advise Houck a longer period of time between Board of Public Works and Safety contract review and commencement of contract work would be desirable. OTHER BUSINESS: FALSE ALARMS: McKinney inquired if it was necessary for the Board of Works to take action regarding the recent rash of false alarms at Carmel High School. The Board chose to take no action. There being no further business before the Board the meeting was duly adjourned. ATTEST: ~usan W. Jones,' Cl~k'~reasurer Respectfully submitted, /S~an W. Jones~ C~rk-Treasurer Approved: son, Mayor 5