Loading...
HomeMy WebLinkAboutBPW-08-07-96City of Carmel C~L BOA/~D OF PUBLIC WORKS & S/~ETY MEETING AGENDA WEDNESDAY, AUGUST 7, 1996 -- 1:30 P.M. CODICIL CPL~MBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Approval of Minutes a. July 17, 1996 Swearing In of Carmel Police Officers: Jonathan D. Floyd, Keith T. Freer, Robert E. Locke, Troy D. Smith and David R. Vanderbeck Bond c. d. e. Releases BPW-08-07-96-01; Langston Development Co.; Woodfield, Section 4; Sidewalks BPW-08-07-96-02; Bay Development Corp.; Carmel Station, Section 1; Perimeter Sidewalks BPW-08-07-96-03; Estridge Development Co.; Brooks Bend, Section 1; Sidewalks BPW-08-07-96-04; Estridge Development Co.; Brooks Bend, Section 2; Sidewalks BPW-08-07-96-05; Shurgard Storage Centers; Shurgard of Carmel; Streets, Curbs and Gutters, Water Mains and Sanitary Sewers Title Page Signings a. Old Towne Infrastructure Improvements, N.W.; Kate Boyle First Avenue Contracts a. Agreement for Training Seminars; Mark Timmons and Associates, Inc.; Mike Hollibaugh b. Agreement for Special Counsel Services; Barnes & Thornburg; Clerk-Treasurer Cordray c. Understanding of Services Previously Performed for the Utility; Curtis L. Coonrod, CPA; Mayor Brainard d. Agreement for Professional Services; Jones and Henry Engineers, Ltd.; John Duffy e. Request for Approval of Professional Services with Pavement Engineering Consulting Services; Kate Boyle Claims a. The Nyhart Company b. The Nyhart Company c. The Nyhart Company 7/26/96 7/23/96 7/16/96 $38,008.12 $18,996.20 $26,113.44 ONE CIVIC SQUARE CARMEL, |NDIANA 46032 317/571-2400 9. 10. Request for Use of City Property a. Owen and Marian Sharer; Family Reunion b. Daniel R. Dahlgren; Concert c. Kimberly S. Eiler and Fred L. Granger Jr.; Wedding d. Janice Kaszyccki, Keynote Communications; Concert Opening of Bids for Purchase of Chemicals; John Duffy, Utilities Department Encroachments and Easements a. Consent to Encroach, Homes by Design Other a. Request g- h. I. for Assistance in Purchasing and Installing Bike Route Signs; Judy Hagan (tabled from 7/17/96 BPW meeting) Request for Promotion of Nine Carmel Fire Department Employees; Fire Chief Doug Callahan 1. Firefighter Michael J. Medlen 2. Firefighter/Paramedic Richard S. Castor 3. Firefighter/Paramedic Wendell E. Howard 4. Firefighter/Paramedic Mark E. Gugel 5. Firefighter/Paramedic James P. Foster 6. Firefighter/Paramedic Mark A. Hulett 7. Firefighter/Paramedic Anthony R. Keaton 8. Firefighter/Paramedic Richard E. Viehe 9. Firefighter/Paramedic Thomas D. Small Request for Sewer and Water Availability; Plum Creek Community Center; Schneider Engineering Corp. Request for Water Availability; Delaware Trace; H. Alexander Stewart Request to Solicit Donations at Intersections; American Heart Association Request for Two Observation Excavations; American Cablevision Request for Street Cut; Rishel Excavating Request for Curb Modifications; Brian Pahud of Landmark Properties, Inc. Presentation of Proposed Relocation and Vacation of River Road; Schneider Engineering and Brenwick Development Request for Approval of Change Order #20 for ll6th Street Project, $15,305.40; Butler, Fairman and Seufert, Inc. 11. Announcements 12. Adjournment ~L BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, AUGUST 7, 1996 -- 1:30 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUA/~E Members present: Mayor Brainard and Board Members Walker and Watson. Clerk-Treasurer Cordray and Chief Deputy Wolf also attended. Mayor Brainard called the meeting to order at 1:37 p.m. Minutes: Board Member Walker moved to approve the minutes from the July 17, 1996, Board of Public Works meeting. Board Member Watson seconded the motion. All members voted AYE. The minutes were approved. 8wearing In of Carme1 Police Officers: Mayor Brainard administered the oaths of office to Jonathan D. Floyd, Keith T. Freer, Robert E. Locke, Troy D. Smith and David R. Vanderbeck. Bond Releases: Board Member Walker motioned to approve resolutions BPW-08-07-96-01, BPW-08-07-96-02, BPW-08-07-96-03 and BPW-08-07-96-04, items 3a through 3d on the agenda, but to table releasing BPW-08-07-96-05, item 3e, until all four requirements of the bond were completed. City Engineer Kate Boyle explained the company requesting the release had not completed a curb section required as part of the project and that she was skeptical about releasing the bond. Board Member Watson seconded. Board Member Walker called for the question. All members voted AYE. Resolutions BPW-08-07-96-01, BPW-08-07-96-02, BPW-08-07-96- 03 and BPW-08-07-96-04 were passed; Resolution BPW-08-07-96-05 was tabled until the following meeting. Title Page Signings: Engineer Boyle explained why the board needed to sign the title sheet for the First Avenue N.W. project. Mayor Brainard stated the title sheets are public documents. The board signed the title sheets. Contracts: Mayor Brainard moved to approve the Agreement for Training Seminars with Mark Timmons and Associates. Board Member Walker seconded the motion. All members voted AYE. The contract was approved. Board Member Watson moved to approved the Agreement for Special Counsel Services with Barnes and Thornburg. Board Member Walker seconded. Clerk-Treasurer Cordray stated the City Attorney had reviewed the contract. Board Members Walker and Watson voted AYE. The mayor abstained. The contract was approved. Mayor Brainard explained why the board was voting on the agreement with Curtis L. Coonrod, CPA; Understanding of Services Previously Performed for the Utility. The mayor stated that Coonrod is required to have in his own files -- so he does not lose certification by his own professional organization -- certain disclosure statements signed by the client. The mayor further explained that although the city had previously signed a contract with Coonrod, it had not signed the standard disclosure statement for the Utility audit. The mayor added signing the disclosure statement publicly probably wasn't necessary, but that he decided to go ahead and bring it before the board. The mayor then motioned that the Understanding be approved. Board Member Watson seconded. The mayor added the Understanding doesn't deal with terms of payment. Board Member Walker called for the question. All members voted AYE. The understanding was approved. The mayor briefly explained the history of the Utility Department's agreement with Jones and Henry Engineers, Ltd. and stated the city prefers to renew the contract from time to time so it clearly represents what work the company is performing for the city. The mayor then explained the Utilities Department is planning to do system improvements in sanitary sewers and water supplies out of cash savings. He then listed and explained the tasks outlined in the contract. The mayor moved to approve the contract. Board Member Walker seconded. All members voted AYE. The contract was approved. The mayor then introduced agenda item 5e and explained the request. Mayor Brainard moved to approve the request. Board Member Watson seconded. All members voted AYE. The Request for Approval of Professional Services with Pavement Engineering Consulting Services was approved. City Engineer Boyle informed the board that the company would begin work as soon as an agreement was put together. Claims: Board Member Walker read and motioned to approve claims, items 6a through 6c on the agenda. Board Member Watson seconded. All members voted AYE. The claims were approved. Request for Use of City Property: Board Member Watson motioned to approve Owen and Marian Sharer's request to use the gazebo for a family reunion. Board Member Walker seconded. All members voted AYE. The request was approved. Board Member Walker motioned to approve Daniel R. Dahlgren's request to use the gazebo for a concert. Board Member Watson seconded. Mayor Brainard expressed concern about the concert lasting until 10 p.m. Board Member Watson moved to amend the motion to approve the request contingent the concert end at 9:30 p.m. Board Member Walker seconded. All members voted AYE. The motion was amended. All members voted AYE on the amended motion. The request was approved. Mayor Brainard moved to approved Kimberly S. Eiler and Fred L. Granger Jr.'s request to use the gazebo for a wedding. Board Member Watson seconded. All members voted AYE. The request was approved. Mayor Brainard moved to approve Keynote Communication's request to use the gazebo for a concert. Board Member Walker pointed out that Keynote's application did not specify a certain day, but allowed for one of three days. Mayor Brainard amended his motion to approve the request as long as the day the organization wanted to use the gazebo was still available. Board Member Walker seconded. All members voted AYE. The request was approved. Opening of Bids for Purchase of Chemicals for the Utilities Department: Utilities Manager John Duffy explained the reason for requesting the chemical bids. Mayor Brainard then opened each of the sealed bids and read them aloud (see Attachment A). Utilities Manager Duffy took the bids under advisement and stated he would return with them and make a recommendation to the board at the next meeting. Encroachments and Easements: Mike Haskett, 12411 Towne Road, of Haskett Homes by Design explained why his company wanted to encroach on the easement. Utilities Manager Duffy stated Haskett's proposal was fine as long as the people who will own the home understand the city has the right to use the easement. Board Member Walker moved to approve the encroachment. Mayor Brainard seconded. Board Member Watson expressed concern the wording of the encroachment agreement didn't refer to the proper easement. The mayor wrote language intended to correct the agreement onto Board Member Watson's copy of the agreement. The mayor moved to approve the changes made to Board Member Watson's copy of the agreement. Board Member Walker seconded. All members voted AYE. The changes were approved. All members voted AYE to approve the encroachment. The encroachment was approved. Other: Judy Hagan, H-CAT member, informed the board she had received a letter from Steve Engelking, Director of the Department of Community Services, stating the city would pay for signs needed to mark a bike route within city limits and install those signs. The signs in the city will cost about $1,500 (60 signs at $25 per set up) plus installation. The set up includes $10.50 for the green bike route sign, $4.25 for the directional arrow sign and $8.10 per post. Mayor Brainard moved to approve Hagan's request for the city to install and purchase the signs. Board Member Watson seconded. All members voted AYE. The request was approved. Carmel Fire Chief Doug Callahan explained his request for promotions for eight firefighters/paramedics and one firefighter. If approved at this meeting, seven of the promotions would go into effect August 10 (Firefighter Michael J. Medlen and Firefighter/Paramedics Richard S. Castor, Wendell E. Howard, Mark E. Gugel, Anthony R. Keaton, Richard E. Viehe and Thomas D. Small; the other two (Firefighter/Paramedics James P. Foster, Mark A. Hulett) would go into effect August 17. Mayor Brainard motioned to approve Chief Callahan's recommendation for promotions for the first seven firefighters. Board Member Walker seconded. Mayor Brainard restated his motion to approve all nine promotions. Board Member Walker seconded. All members voted AYE. The promotions were approved. City Engineer Boyle stated she had no problem with the board granting approval for the Request for Sewer and Water Availability to Plum Creek Community Center. Board Member Walker motioned to approve the request. Mayor Brainard seconded. All members voted AYE. The request was approved. Mayor Brainard explained the Request for Water Availability for an irrigation system at Delaware Trace. Mayor Brainard moved to approve the request. Board Member Walker seconded. All members voted AYE. The request was approved. Board Member Walker moved to approve the request from the American Heart Association to solicit donations at intersections. Board Member Watson seconded. Mayor Brainard stated collecting donations at intersections was dangerous and annoying. Clerk- Treasurer Cordray informed the mayor she called Carmel Police for their opinion, and that they would direct the collection. Board Member Walker wanted specific information about where the organization wanted to collect the money. Board Member Watson pointed out that firefighters are going to be collecting money for MDA in possibly the same manner later in the month. Board Member Walker moved to table the item until the AHA provided the board with more information. Board Member Watson seconded. Board Members Watson and Walker voted AYE. The mayor abstained. The item was tabled. Mayor Brainard read American Cablevision's request to open cut two observation bore pits. The mayor also read City Engineer Boyle's list of conditions under which the boring should be allowed to occur. Board Member Watson moved to approve the request. Board Meraber Walker seconded. City Engineer Boyle stated the purpose of the excavations is to enclose the cable lines in conduit. Board members expressed concern about the excavation because they stated the cable companies already should know where their lines are. Board Member Walker motioned to approve the request with a $50,000 bond. Mayor Brainard seconded. All members voted AYE. The request was approved. All members then voted AYE to approve the request with the City Engineer's conditions. Mayor Brainard moved to approve a street cut by Rishel Excavating. Board Member Watson seconded. The mayor questioned whether the area requested to be cut was in the City of Carmel. Ed Rishel of Rishel Excavating stated it was in the city limits and that he had discussed this with the county. Mayor Brainard stated he didn't think Carmel had annexed that far east of Meridian Street. Board Member Walker motioned to approve the request contingent the street cut will occur within city limits and that Rishel adheres to recommendations from the City Engineer. He also added to his motion that the end of rush hour be defined as 7 p.m. instead of 6 p.m. in the City Engineer's written recommendations. All members voted AYE. The request was approved. Brian Pahud of Landmark Properties Inc. explained his request for curb modifications. City Engineer Boyle stated the Engineering Department will continue to work with the company. All members voted AYE. The request was approved. The mayor emphasized the approval was contingent on requirements laid out by the City Engineer. Ann Parker of Brenwick Development Co. and Jose Kreutz of Schneider Engineering Corp. presented and discussed information pertaining to future vacation of River Road and the progress of Brenwick Development. Mayor Brainard explained why the board needed to approve a change order to the ll6th Street project. City Engineer Boyle explained the approval of the amount is conditional on Butler, Fairman and Seufert Inc. honoring its part of the payment. Boyle added the city's cost for this change order will be about $3,000, which brings the total cost of change orders to about 3 percent more than predicted for the project. Mayor Brainard emphasized that approval of the change order does not waive any legal rights the city has in regards to the project. Mayor Brainard moved to approve the change order. Board Men~ber Walker seconded. All members voted AYE. The change order was approved. Clerk-Treasurer Cordray informed the board it needed to change the date of the second meeting in September. The board approved moving the meeting to September 25, 1996, at 1:30 p.m. The meeting was adjourned at 3:23 p.m. Attest: Respectfully submitted, > z ~ m ~ m > ~ 0m ~ > > ~z ~ ~ _ ~ z ~ ~o P~ o mZ Go a = ~o ~ ~ o O~ zO o o ~ ' · ~ ~o --nO ~ :~ ~om ~ m ~m 0~ ~ on>o o o ~ o ~ ~ 8 o o o q 0~ ~ ~ ~ ~. ~ o ~ ~ o o ~ ~ ~ ~ ~ o o o ~ o ~ m Z ~m o o o o o P ~) b r..rj~r- C 0---t m C ..-.. 0 m c/}; · 'o · C~- -4