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Home My WebLink AboutBPW-08-05-98City of Carmel CARMEL BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, AUGUST 5, 1998 --10 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Approval of Minutes a. July 15, 1998, regular meeting b. July 22, 1998, special meeting c. July 30, 1998, special meeting Bid Award a. Two Rescue Squads; Chief Douglas Callahan, Fire Department Performance Bond Releases a. Resolution BPW-08-05-98-01; Bayhill Section 1; Interior Streets b. Resolution BPW-08-05-98-02; Brookfield, Section 1; Interior Streets c. Resolution BPW-08-05-98-03; Brookfield, Section 2; Sidewalks d. Resolution BPW-08-05-98-04; Prairie Trace Elementary School; Water Mains e. Resolution BPW-08-05-98-05; Spring Creek, Section 3; Exterior Sidewalks f. Resolution BPW-08-05-98-06; Heritage Square; Streets g. Resolution BPW-08-05-98~07; Williamson Run, Sections 9, 10; Storm Sewers h. Resolution BPW-08-05-98-08; Foster Estates, Section 6b; Street Signs Contracts a. Excess Loss Indemnity Coverage; CNA; Barbara Lamb, Human Kesources b. Agreement for Purchase of Goods and Services; Elite Roofing, Inc.; Chief Douglas Callahan, Fire Department Claims a. $21,200.79 7/15/98 b. $60,842.60 7/22/98 c. $19,776.84 7/29/98 Request to Use City Property/Close Street a. Request to Use Gazebo for Wedding; Para Kachelmeyer; Saturday, June 19, 1999, 7 a.m. to 1 p.m. b. Request to Use Gazebo for Barbecue Dinner; Jack E. Taylor; Sunday, September 27, 1998, 4 to 8 p.m. c. Request to Use City Hall Meeting Rooms; Bruce Sklare, Bay Development Corporation; 2/3 Caucus Room from 7-9 p.m. on Thursday, August 13, 1998 and Chambers from 7-9 p.m. on Wednesday, September 16, 1998 ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2400 Request to Close Whitworth Drive; Laura L. Curtis, Worthington Estates; noon to 9 p.m. on Sunday, August 23, 1998 (Rain Date is Sunday, August 30, 1998) Request to Close Limberlost Trace; Rachel Dicrckes, Mohawk Crossing; 1 to 7 p.m. on Sunday, August 23, 1998 7. Other a. b. C. d. e. f. g. h. Request for Streetlight on 126th Street (Clay Junior High School); Chief Michael Fogarty and Lt. Michael R. Dixon, Police Department Acceptance and Dedication Recommendation, Waterford Streets, Curbs, Storm Sewers and Sidewalks; Kate Boyle, City Engineer Plat Approval of Carmel Science and Technology Park, Block 6; Adam DeHart, Keeler-Webb & Associates Plat Approval of Trails of Avian Glen, Section 10; Li-Ching Wu, Davis Development Consent to Encroach (Construction of Fence); Randall and Kathryn Clark Consent to Encroach (Construction of Fence); Allan and Diana Breier Acceptance of Stipulation to Dismiss with Prejudice; City of Cannel vs. David A. Busche and Tina J. Sibbitt and Federal Home Loan Mortgage Corn_ oration Appointment of Purchasing Agents for City Departments 1) Resolution BPW-08-05-98-09; Department of Administration and the 2) 3) 4) 5) 7) 8) 9) 10) Mayor's Office Resolution BPW-08-05-98-10; Department of Law Resolution BPW-08-05-98-11; Department of Community Services Resolution BPW-08-05-98-12; Carmel Clay Fire Department Resolution BPW-08-05-98-13; Carmel Street Department Resolution BPW-08-05-98-14; Carmel Police Department Resolution BPW-08-05-98-15; Department of Engineering Resolution BPW-08-05-98-16; Department of Administration and the Mayor's Office Resolution BPW-08-05-98-17; Utilities Department Resolution BPW-08-05-98-18; Communications Center 8. Adjournment CARMEL BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, AUGUST 5, 1998 --10 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor James Brainard; Board Members Billy Walker and Mary Ann Burke. Deputy Clerk Rebecca Martin also attended. Mayor Brainard called the meeting to order at 10:07 a.m. APPROVAL OF MINUTES: Board Member Walker moved to approve the minutes of the July 15, July 22 and July 30 board meetings. Board Member Burke seconded. The minutes were approved 3-0. BID AWARD: Two Rescue Squads: Mayor Brainard moved to take bids under advisement for the purchase of two rescue squads. Board Member Walker asked if the board could take the bids under advisement and still order the vehicle so the company could begin building it. City Attorney Douglas C. Haney stated the board would have to accept the bid to move forward with ordering the vehicle. He stated that legally, the board could only accept, reject or take the bids under advisement. Mayor Brainard stated he was not confident a better bid would be received if the fire department rebid the squads, but stated the board should take the bids under advisement so the fire chief could research the issue to satisfy the city council. Chief Callahan stated he would like to come back in two weeks and make a recommendation. The bid was accented under advisement 3-0. PERFORMANCE BOND RELEASES: Mayor Brainard moved to approve Resolutions BPW-08-05-98-01 through BPW-08-05-98-08. as listed on the agenda. Board Member Walker seconded. The resolutions were approved 3-0. CONTRACTS: Excess Loss Indemnity Coverage with CNA: Mr. Haney stated he had spoken with Fred Ellis, the City's insurance agent of Record and that Mr. Ellis had given his approval of this contract. Mayor Brainard moved to approve contract. Board Member Burke seconded. The contract was approved 3-0. Agreement for Purchase of Goods and Service with Elite Roofing. 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 Walker seconded. Claims were approved 3-0. REOUEST TO USE CITY PROPERTY/CLOSE STREET: Request to Use Gazebo for Wedding: Pam Kachelmeyer: Saturday. June 19. 1999.7 a.m. to 1 p.m.: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. Request to Use Gazebo for Barbecue Dinner: Jack E, Taylor: Sunday. Sep_ tember 27. 1998, 4 to 8 p.m.: Board of Public Works Secretary Billie Riley stated the International Arts Festival was scheduled for this weekend. Mayor Brainard asked the deputy clerk to call Mr. Taylor and have him resubmit another request. Request to Use City Hal! Meeting Rooms: Bruce Sklare. Bay Development Corporation: 2/3 Caucus Room from 7-9 p.m. on Wednesday, Sep_ tember 16. 1998: The request was approved 3-0. Request to Close Whitworth Drive: Laura L. Curtis. Worthington Estates: noon to 9 p.m. on Sunday. August 23. 1998 (Rain Date is Sunday. August 30. 1998): Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Request tO Close Limberlost Trace: Rachel Dierckes. Mohawk Crossing: 1 to 7 p.m. on Sunday. August 23. 1998: Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. OT}IER: Request for Streetlight on 126th Street (Clay Junior High School): Police Chief Michael Fogarty and Lt. Michael R. Dixon: Mayor Brainard moved to approve adding a streetlight on 126th as requested. Board Member Burke seconded. The motion was approved 3-0. Acceptance and Dedication of Waterford Streets. Curbs. Storm Sewers and Sidewalks: Kate Boyle, City Engineering: Board Members discussed whether the City would be responsible for repairing these sidewalks. Board Member Walker asked whether the City should accept sidewalks that weren't built to City standards. Mayor Brainard explained that the questions was whether the City should allow builders to build private streets. He stated the board's policy was not to accept streets of apartment occupied structures, but to accept streets of homeowners. The mayor stated the property was not close enough to be annexed. Board Member Walker stated he didn't want to accept substandard streets. Mayor Brainard moved to accept the streets as recommended into the City (Exhibit A). Board Member Burke seconded. The motion was approved 2-1. Board Member Walker voted no. ~ Plat Approval of Carmel Science and Technology Park. Block 6: ~wayor Brainardt that the right of way to continue City Center Drive was reserved in the plat. The mayor moved to approve the plat. Board Member Walker seconded. The plat was approved 3-0. Plat Approval of Trails of Avian Glen. Section 10: Mayor Brainard moved to approve the plat. Board Member Burke seconded. The plat was approved 3-0. Request for Consent to Encroach (Construction ofFence): Randall and Kathryn Clark: Mr. Haney stated the request was approved by Dick Hill in the Engineering Department and that it presented no problems from an engineering standpoint. Mayor Brainard moved to approve the encroachment. Board Member Burke seconded. The encroachment was approved 3-0. Request for Consent to Encroach (Construction ofFence): Allan and Diana Breier: Board Member Walker asked if this was on the Geographic Information System (GIS). The mayor stated that the GIS was not running yet. Mayor Brainard moved to approve the encroachment. Board Member Burke seconded. The encroachment was approved 3-0. Acceptance of Stipnlatlon to Di.qmi.qs with Pre_iudice: Ci_ty of Carmel vs. David A. Busche and Tina J. Sibbitt and Federal Home Loan Mortgage Corn_ oration: Mayor Brainard explained this was for one of the right of way pieces for Hazel Dell Parkway. Mayor Brainard moved to approve the stipulation. Board Member Walker seconded. The stipulation was approved 3-0. Appointment of Purcha.qing Agents for City Departments: Resolutions BPW-08-05-98-09 through BPW-08-05-98-18: Mayor Brainard stated he had requested only one purchasing agent to be assigned, not the ten requested by these resolutions. Mayor Brainard moved to table. Board Member Burke seconded. Board Member Walker asked that this issue be resolved by the next meeting. The resolutions to appoint purchasing agents were tabled 3-0. ADD-ON ITEM: Request to Close Part of Hemlock Street for a Block Party_: Kathy Hallett. North Acres: 6 to 10 p.m. on Saturday. August 29. 1998: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. The mayor verified the deputy clerk would notify all parties involved in street closings to use only light, quickly movable objects to barricade the street. Mayor Brainard moved to adjourn meeting. Board Member Walker seconded. The meeting was adjourned 3-0 at 10:26 a.m. Respectfully submitted, Clerk-Treasurer Diana L. Co,ray, IAMc Approved, Attest: Clerk-Treasurer Diana L. ~brdray, IAMC July 30, 1998 City of Carmel DEPARTMENT OF ENGINEERING Board of Public Works and Safety One Civic Square Carmel, IN 46032 Dear Board Members: The Department of Engineering has been asked to perform a cursory review of the Waterford subdivision to determine whether any major infrastructural problems exist, with the City's intent being to accept the Waterford Homeowners dedication of the streets in this subdivision. The issue of dedication of privately owned streets has been the subject of review for nearly llA years, and both our department and the Street Department have worked together to develop a system or process that would fairly and consistently evaluate each request. Specific to this request from Waterford, I have summarized the results of this review below: No major defects or omissions exist in the required structural elements of the roads. Pavement - While no information was available to verify the existing pavement thickness (through core samples), our inspector believes that the streets were designed and built to the City's standard thickness. Sidewalks - The City requires sidewalks on both sides of dedicated streets within new subdivisions. The Waterford subdivision has sidewalk on the east side only of Waterford Lane (none on cul-de- sacs), the width of which is 3'. Street width at entrance - The placement of the 9'median within the subdivision entrance restricts lanes on either side to a 15' width. Signs - Stop and street signs do not comply with the City's signage standards, but would require minimal costs to replace. Smaller RW - Normal right-of-way widths for subdivision streets are 50'. Waterford has 40' widths. Minor repairs to curb and storm sewers may have to be made to meet City standards. (Further field investigation would be required to verify slopes, pipe and inlet conditions to identify these changes, however some curb and inlet deterioration was noted during preliminary field check.) While the costs to upgrade and improve the streets to meet current standards can only be estimated at this time, our best estimates for the inunediate costs would include the upgrading of the streets/stop/speed limit signs and repairs to curbs/inlets, which would total less than $1,500.00. The streets would be added to the City's inventory, and would become a part of the Street Department Paving Program when repaving becomes necessary in the future. ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2441 In order to allow the City to add the road mileage to our inventory to collect Motor Vehicle Highway fimds, a legal description of the road right-of-way will need to be obtained. I see no major impediment or structural defect that would preclude the City of Carmel from accepting the streets within the Waterford Subdivision. Sincerely, City Engineer cc: David Klingensmith, Street Commissioner