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HomeMy WebLinkAboutBPW-10-07-98City of Carmel CARMEL BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, OCTOBER 7, 1998 --10 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Approval of Minutes a. September 16, 1998, regular meeting b. September 23, 1998, special meeting Contracts a. Agreement for Provision of Services; Indiana University Department of Pharmacology and Toxicology; Chief Michael Fogarty, Police Department b. Agreement for Professional Services; Rust Environmental and Infrastructure, Inc.; Kate Boyle, City Engineer c. Agreement for Professional Services; Certified Engineering, Inc.; Kate Boyle, City Engineer d. Agreement for Installation of Wireless Wide Area Communications Network; Network Engineering, Inc.; Teny Crockett, Director of Information Services Claims a. $15,665.13 9/9/98 b. $34,807.69 9/16/98 c. $41,567.12 9/23/98 d. $21,860.95 10/98 Request to Use City Property/Close Street a. Request to Use Gazebo for Brownie Troop Ceremony; Denita Raymont, Carmel Brownie Troop 790; Saturday, May 22, 1999, 1 to 6 p.m. b. Request to Use Gazebo for Fund Raiser; Marlene Reynolds, Capitol City S.D.A. School; Sunday, October 18, 1998; 9 a.m. to 7 p.m. c. Request to Use Gazebo for Easter Sunrise Service; T. Lane Sims, Carmel Friends Meeting (and other churches), Sunday, April 4, 1999, 7 to 10 a.m. Other a. Promotion of Officer to Master Patrol Officer; Chief Michael Fogarty, Police Department Promotion of Officers to First Class Patrol Officer; Chief Michael Fogarty, Police Department Resolution BPW-10-07-98-01, Authorization to Use Alternative Disposal Methods to Lease City Property at 473 3rd Ave. SW for a Telecommunications Facility; Douglas C. Haney, City Attorney ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2400 f. g. h. i. Resolution BPW-10-07-98-02, Authorization to Use Alternative Disposal Methods to Lease City Property at 901 N. Rangeline Road for a Telecommunications Facility; Douglas C. Haney, City Attorney Resolution BPW-10-07-98-03, Approval of Special Agreements and Arrangements for Discharge of Wastewater; John Duffy, Utilities Director Change Order #3 for Wildwood and Thornhurst Utility Improvement Project ($51,939.30); John Duffy, Utilities Director Secondary Plat Approval; Lost Oaks at Haverstick, Section 2A and Stone Haven at Haverstick, Section 2A; Brett Wright, Centex Homes Open Cut Requests; 126th Street East of Gray Road and Rangeline Road South of 116th Street; Cathy Miessen, Indiana Gas Company Street Light Request; 116th Street and Pursel Drive, Lake Forest Subdivision Entrance; John Retzlaff, Lake Forest Adjournment CARMEL BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, OCTOBER 7, 1998 --10 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor James Brainard; Board Members Billy Walker and Mary Ann Burke. Clerk-Treasurer Diana Cordray and Deputy Clerk Rebecca Martin also attended. Mayor Brainard called the meeting to order at 10:01 a.m. APPROVAL OF MINUTES: Board Member Burke moved to approve the minutes of the September 16, 1998, regular meeting, and the September 23, 1998, special meeting. Board Member Walker seconded. The minutes were approved 3-0. CONTRACTS: Agreement for Provision of Services with Indiana Universi _ty Department of Pharmacology and Toxicology: Mayor Brainard moved to approve the contract. Board Member Walker seconded. The contract was approved 3-0. Agreement for Professional Services with Rust Environmental and Infrastructure. Inc.: Mayor Brainard moved to approve the contract. Board Member Burke seconded. The contract, which was for Fire Station #3 culvert replacement, was approved 3-0. Agreement for Professional Services with Certified En~neering. Inc.: Mayor Brainard moved to approve the contract. Board Member Walker seconded. The contract, which was for evaluation of options to improve the 126th Street and Auman Drive/Lexington Boulevard intersection, was approved 3-0. Agreement for Installation of Wireless Wide Area Communications Network with Network Engineering, Inc.: Mayor Brainard moved to approve the contract. Board Member Walker seconded. The contract was approved 3-0. CLAIMS: Mayor Brainard moved to approve the claims as listed on the agenda. Board Member Burke seconded. Claims were approved 3-0. REQUEST TO USE CITY PROPERTY/CLOSE CITY STREET: Mayor Brainard moved to approve the following requests. Board Member Walker seconded. The requests were approved 3-0. Request to Use Gazebo for Brownie Troop Ceremony; Denita Raymont. Carmel Brownie Troop 790: Saturday. May 22. 1999. 1 to 6 p.m. Request to Use Gazebo for Fund Raiser: Marlene Reynolds. Capitol City S.D.A. School: Sunday. October 18. 1998.9 a.m. to 7 p.m. Request to Use Gazebo for Easter Sunrise Service: T. Lane Sims. Carmel Friends Meetin~ (and other churches): Sunday, April 4. 1999.7 to 10 a.m. OTHER: Promotion of Officer to Master Patrol Officer and Promotion of Officers to First Class Patrol Officers: Police Chief Michael Fogarty stated that Officer Janet Uhrick had met all criteria for promotion to MPO and that she had never be~n placed under departmental discipline. He stated that Officers Phillip Hobson, Brett Keith and Curtis Scott had met all criteria for promotion to First Class Patrol Officers and had completed their performance evaluations. Mayor Brainard moved to approve the promotions. Board Member Walker seconded. The promotions were approved 3-0. Resolution BPW-10-07-98-01. Authorization to Use Alternative Disposal Methods tO Lease City. Property at 473 3rd Ave. SW for a Telecommunications Facili _ty: Mayor Bralnard explained the City desired to lease approximately 500 square feet of land adjacent to the City's communication tower with the right to use a portion of the tower as a telecommunications facility. He stated that approval of this resolution was needed so the City could begin negotiating leases. The mayor further explained that whatever lease the City entered into must include a "terminable at will" clause in case the City chose to move the location and sell it. Mayor Bralnard moved to approve the resolution. Board Member Walker seconded. Board Member Walker asked if the City was required by federal law to lease telecommunication sites to a certain number of vendors. City Attorney Douglas C. Haney stated the City was required to make good faith efforts to accommodate collocation but could use discretion whether to approve a company's use of the facilities if it was not in the City's best interest. Resolution BPW-10-07-98-02. Authorization to Use Alternative Disposal Methods to Lease City Property at 901 N. Rangeline Road for a Telecommunications Facili _ty: Mayor Bralnard moved to approve the resolution. Board Member Walker seconded. The resolutions were approved 3-0. Resolution BPW-10-07-98-03. Approval of Special Agreements and Arrangements for Discharge of Wastewater: Mayor Brainard explained that this resolution would allow anyone who had portable toilets to discharge them into the City's wastewater system for a fee. Mayor Brainard moved to approve the resolution. Board Member Walker seconded. Utilities Manager John Duffy stated the City had not done this before, but that the Utility would have complete control over the companies who discharged their portable toilets into the system. Mr. Dully stated the projected yearly revenue fi.om allowing the Utility to do this would be $25,000 to $40,000 for the City. The resolution was approved 3-0. Change Order #3 for Wildwood and Thomhurst Utility Improvement Pro_/ect ($51.939.30): Mr. Duffy stated that this was the last change order for the project and explained that poor soils had contributed to the need for it. Mayor Brainard moved to approve the change order. Board Member Burke seconded. The change order was approved 3-0. Secondary_ Plat Approval. Lost Oaks at Haverstick. Section 2A and Stone Haven at Haverstick. Section 2A: Mayor Brainard asked the city engineer if Centex had donated the right of way needed to enlarge River Road between the north boundary of Prairie View and the school site. He asked specifically if the City had a deed for the property. Kate Boyle, the city engineer, stated the right of way dedication was part of Centex's plat. Mayor Brainard moved to approve the plats. Board Member Walker seconded. The mayor asked how the right of way had been granted to the City, whether in a commitment fi.om the plan commission, on a plat or in a deed. Ms. Boyle stated the right of way had been dedicated by way of the plat and the commitment to make certain improvements had been approved by the Board previously. She stated she was not sure if the fight of way dedication by plat included a deed. The mayor stated a deed was necessary and asked the engineer to follow up on the issue. The plats were approved 3-0. Reauest to Open Cut 126th Street East of Gray Road Center Line and Rangeline Road South of 116-th Street: Indiana Gas Co.: Steve Kalk, work coordinator for Indiana Gas, explained the gas company needed to access valves called "critical valves" in order to comply with federal law. He stated the mount of traffic traveling over the valves had not been good for them. Mayor Brainard addressed another subject to the gas company. He stated that construction on Hazel Dell Parkway had been slowed substantially because the gas company was not responding to requests by the City's construction engineer to move a gas line that was already supposed to have been moved. Mayor Brainard asked Ms. Boyle to try to reach Charlie Buell of Milestone Contractors, the construction engineer for the Hazel Dell project, on his cell phone to find out if he needed anything else from Indiana Gas to complete Hazel Dell Parkway. The mayor suggested that the Board, if the members agreed, put this item aside until Ms. Boyle reached Mr. Buell. Street Light Request for 116th Street and Pursel Drive at Lake Forest Subdivision Entrance: Mayor Brainard stated the city engineer agreed the proposed lights met the City's requirements. Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Board members signed documents and recessed for about 20 minutes. Ms. Boyle returned and stated she was unable to reach Mr. Buell. She stated she did speak to David Black of Milestone, who stated they had received plans from the gas company about a month ago showing a certain gas pipe line to have been abandoned that was not. She stated that this was the pipe workers struck a few days ago. Mayor Brainard stated he was not so much concerned about that mistake, which had been remedied, but wanted to know if there were other utilities that needed to be moved. Ms. Boyle stated that this line was the only line that still needed to be transferred to the replacement line, and that Milestone was told the gas company would fix the error on Thursday. Ms. Boyle stated the contractor was unable to move forward with the project until the gas company moved the line. The mayor and Ms. Boyle discussed how long the gas company knew it needed to have the line moved. Mayor Brainard left the meeting for several minutes to talk with Mr. Black on the phone. Mayor Brainard returned to the meeting and stated that Mr. Black indicated these pipe line abandonments had been on the relocation plans given to the gas company last September. Mayor Brainard stated he was inclined not to consider the gas company's requests until this error, which had halted the City's $20 million Hazel Dell project, was corrected. He stated he would be willing to call a special meeting to approve the gas company's request, but the gas line preventing construction on Hazel Dell had to be moved. John Fansher, area manager for Indiana Gas, said he understood the City's concern. He explained that someone had miscalculated the location of the pipe by 50 to 60 feet, but the gas company was not aware of this until the line was struck. He stated that Mr. Kalk met with contractors on site and assured them the gas company would move the pipe as soon as possible. Mr. Fansher explained some other problems the gas company had had finding locates at Hazel Dell Parkway and Cherry Tree Road. In response to the mayor's question as to why the gas company put valves under intersections, Mr. Fansher explained that this method was no longer practiced today. The mayor asked if the gas company's request for the open cut included a proposal to move the valve out of the roadway. Mr. Fansher stated they had no plans to move the valve, and that even though the gas company checked the valves annually it usually didn't have to open cut the road. He explained that this open cut was required because the valve box had been crushed and dirt had gotten underneath it. Mayor Brainard stated he didn't want to approve the street cut if the gas company wasn't going to remedy the need to cut the street in the future and asked why the gas company didn't put the new valve box outside of the roadway. Mr. Fansher stated it would be too expensive. The mayor explained the road the gas company wanted to cut was a "15-year" road that was only three years old, and that the taxpayers were the ones who paid for it. Mr. Fansher stated that if the gas company moved the pipes, this would be reflected in rate increases to the customers. Board Member Walker asked why the valve wasn't moved years ago and recommended moving the valve outside the road. Mr. Fansher explained the gas company historically complied with the City when asked them to move its lines. Mr. Fansher stated the gas company wanted to work with the City and provide the best service to its customers without raising rates. Ms. Boyle interrupted the meeting to let the mayor know that Mike Knolting from Milestone was on the phone. The mayor left the meeting for a few minutes to talk with Mr. Knolting. Board Member Walker asked Mr. Fansher if boring was an option. Mr. Fansher said it was a very costly option. Mayor Brainard returned to the meeting and moved to table the request until the engineers working on Hazel Dell Parkway reported the gas company had taken care of all problems. He stated he would call a special meeting at that time to reconsider this request. Mr. Fansher stated he understood the City's position of wanting assurance the gas company would follow up on its commitment to move the line on Hazel Dell. He stated the utility was committed to moving the line this Friday. The mayor stated the City had just acquired the right of way for the Henshaw property along Hazel Dell, but wondered if the gas company could disconnect this line on Friday also. Mr. Kalk and Mr. Fansher stated they would see what could be done. The mayor also mentioned the Geographic Information System (GIS) and stated he hoped the gas company would work with the City as the system was developed. Mr. Fansher apologized for the delay in the Hazel Dell project and stated they would take care of the issue as soon as possible. Board Member Burke seconded the mayor's motion to table the request. Board Member Walker asked how important it was for the gas company to repair the valves. Mr. Fansher stated the valves served the library and Clay Junior High and were considered critical in a major gas emergency. Mayor Bralnard asked if the gas company could get to the valves and shut them off if needed. Mr. Fansher said no; this is why they needed the street cut. He stated the only way the gas company could shut off the gas flow at this time would be to dig a large hole and squeeze the valve slowly for a minimum of four hours. The mayor withdrew his motion and moved to approve the request. He asked the gas company to please work with the City to alleviate the problems on the Hazel Dell project. Board Member Burke withdrew her second. Mayor Brainard moved to approve the request. Board Member Walker seconded. Mr. Fansher asked if the mayor had any more concerns. Mr. Fansher explained gas lines to the Cannel Motel should be shut offthis afternoon. The request was approved 3-0. The meeting was adjourned at 11:24 a.m. Res:~ Cferk-Treasurer Diana L~ordray, IAMC Apprqved, ~ t Attest: Cler'~~IAMC