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Home My WebLink AboutBPW-11-19-97 City of Carmel -~'~CARMEL BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, NOVEMBER 19, 1997 -- 10 A.M. COUNCIL CItAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Approval of Minutes a. October 31, 1997, special meeting b. November 5, 1997, regular meeting c. November 12, 1997, special meeting Bid Opening (bids cannot be opened until 10:10 a.m. to comply with advertising) a. Traffic Signal Maintenance; David Klingensmith, Street Department b. 1998 Police Cars; Chief Michael Fogarty, Police Department Performance Bond Release a. Resolution BPW-11-19-97-01; Moffitt Farm at Prairie View, Section 3; Exterior Sidewalks b. Resolution BPW-ll-19-97-02; Brooks Landing at Prairie View, Section 1; Exterior Sidewalks Contracts a. Agreement for Provision of Services; Allison's Clipping Services; Mayor James Brainard b. Agreement for Purchase of Goods and Services; U.N. Communications, Inc.; John Duffy, Utilities c. Insurance Renewal; ITT Hartford; Fred Ellis, Ellis & Ellis Insurance Agency, Inc. Claims a. $10,151.85 10/31/97 b. $22,443.09 11/5/97 c. $40,838.32 11/6/97 - 11/12/97 Request to Use City Property/Close Street a. Request to Use Caucus Room; Larry Creviston, Carmel Community Players; Various Dates in 1998 b. Request to Use Caucus Room; Beth Letts, The Herb Society of Central Indiana; Various Dates in 1998 ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2400 7. Other a. b. C. Request for Approval of 5K Winter Run Course; Marry Day, Runners Forum Request for Promotion; Chief Michael Fogarty, Police Department Secondary Plat Approval; Moffitt Faxm at Prairie View, Section 1; Jose Kreutz, Schneider Engineering Change Orders #3 and #4', Second Avenue NW/Second Avenue NE-NW Project; Kate Boyle, City Engineer Request for Exemption of Acreage from Availability Fees; Prairie View Subdivision; David R. Warshauer, Brenwick Development Conditions of Receipt of Build Indiana Grant; Carmel City Center Project; Mayor James Brainard 8. Adjournment CARMEL BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, NOVEMBER 19, 1997 -- I0 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor James Brainard; Board Members Mary Ann Burke and Billy Walker. Clerk-Treasurer Diana Cordray and Deputy Clerk Rebecca Wolf also attended. Mayor Brainard called the meeting to order at 10 a.m. APPROVAL OF MINUTES: Board Member Walker moved to approve the minutes as listed on the agenda. Board Member Burke seconded. The minutes were approved 3-0. ~: Mayor Brainard skipped this agenda item because the'time had not ended for bidders to deliver their bids. PERFORMANCE BOND RELEASES: Mayor Brainard moved to approve Resolutions CC-11-19-97-01 and CC-11-19-97-02. Board Member Burke seconded. The resolutions were approved 3-0. Agreement for Provision of Services with Allison's Clipping Services: Mayor Brainard moved to approve the agreement. Board Member Burke seconded. The contract was approved 3-0. Agreement for Purchase of Goods and Services with UN Communications. Inc.: Utilities Manager John Duffy explained the contract was for the new billing format. City Attorney Doug Haney explained the board had received an incorrect copy of the contract in their packets, but that board members had received the correct one under separate cover. He stated the correct version had his initials on the "Approved as to Form" signature line. Mayor Brainard moved to approve the correct contract. Board Member Burke seconded. The contract was approved 3-0. Insurance Renewal: ITT Hartford: Mayor Brainard stated the contract was not ready to be Considered for approval. Since the item was not introduced, the board moved to the next item on the agenda. Mayor Brainard moved to approve the claims as listed on the agenda. Board Member Walker seconded. Mayor Brainard stated that the administrative costs for claims had gone down almost $2,500 a month on average. He explained the board would receive a full report on the payments at the end of January, but that it appeared the city would save between $35,000 and $40,000 before the end of the year. Claims were approved 3-0. REOUEST TO USE CITY PROPERTY/CLOSE STREET: Request to Use Caucus Room: Lmm_ Creviston. Cannel Community Players: Various Dates in 1998: Mayor Brainard moved to approve the request. Board Member Walker seconded. Clerk- Treasurer Cordray stated her office had taken a proactive approach in scheduling the usage of city facilities for 1998. The request was approved 3-0. Request to Use Caucus Room: Beth Letts. Herb Society: Various Dates in 1998: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. OTHER: l~equest for Approval of 5K Winter Run Course: Marty Day. Runners Forum: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. Request for Promotion: Chief Michael Fogarty. Police Department: Police Chief Michael Fogarty explained he was requesting to promote Brace E. Gipson to first class patrolman. Board Member Walker moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Secondary_ Plat Anuroval: Moffitt Farm at Prairie View. Section 1: Jose Kreutz. Schneider ~: Ma½~r Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. Change Orders #3 and #4: Second Avenue NW/Second Street NE-NW Pro_iect: Kate Boyle. City Engineer: City Engineer Kate Boyle explained that change order #3 would increase the cost of this project, but would decrease the cost of the next one. She explained it essentially was taking part of the next project and doing it now instead. Ms. Boyle explained that change order #4 was a result of an increased amount of subgrade stabilization needed on one of the streets. Ms. Boyle stated the total amount of the change orders was $59,074.63, putting the total cost of the project at about $779,000. She stated the bid came in at $700,000. Mayor Brainard stated the city had budgeted $900,000 for the project. Ms. Boyle and the board discussed drainage capacities and the timing of the project. Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Request for Exemption of Acreage from Availability Fees: Prairie View Subdivision: A ~epresentative from Brenwick Development Company, Inc. stated the request for 3.80 acres to be exempted was going to be designated as a flood~vay. He then talked about the ordinance allowing for exemptions. Ms. Boyle explained the language from the ordinance was included in the board's packet for review. She also clarified she was not recommending against the exemption for the 3.80 acres, but that she was recommending against exempting the 15.74 acres comprising a lake and the 11.61 acres conveyed to the Carmel Clay Park and Recreation Board. The Brenwick representative stated his company was no longer requesting the exemption of the take. Ms. Boyle explained the 15.74 acres was part of the land counted to meet the Plan Commission density requirement. Ken Alexander of Brenwick stated the development still would meet the density requirement without that specific acreage. Mayor Brainard moved to table the request. Mr. Alexander explained Brenwick could not begin work until this request was settled. The board discussed whether it could ask Brenwick to pay the fees so the company could begin its work, but then reimburse them if the board voted in favor of the exemptions. Mayor Brainard changed his motion to refuse exemption of the 15.74 comprising the lake, approve exemption of the 3.80 acres of floodway and to table a decision on the 11.61 acres of property conveyed to the Park Board. Board Member Walker seconded. The motion was approved 3-0. Conditions of Receipt of Build Indiana Grant: Carmel City Center Project: Mayor Brainard explained that the grant was from the Build Indiana Fund for $150,000 to be applied to the City Center Project. Mayor Brainard moved to approve the conditions of the grant. Board Member Burke seconded. The conditions of the grant were approved 3-0. Traffic Signal Maintenance Pro_iect: Mayor Brainard opened and read the two bids received for the traffic signal maintenance project: Midwestem Electric, Inc. $13,324 Signal Construction, Inc. $22,320 The board gave the bids to Street Commissioner David Klingensmith for review. Police Car Bids: Mayor Brainard opened and read the one bid received for the police cars from Tom Wood Ford for $21,100 per car. Chief Fogarty explained he had not yet seen the state bid. The board gave the bids to Chief Fogarty for review. Street Cut Request. Indiana Gas Co. (tabled at last meeting): Mayor Brainard moved to approve the request based on the research done by Ms. Boyle. The area manager from Indiana Gas Company introduced himself and stated he now was aware of the process the city wanted the gas company to following when proposing street cuts. The request was approved 3-0. Appointment to the Common Construction Wage Committee: Mayor Brainard stated that John Schuler had resigned from the committee. The mayor moved to accept Mr. Schnler's resignation as industry representative and to accept Jack Beery as his replacement. Board Member Burke seconded. The appointment was approved 3-0. The meeting was adjourned at 10:38 a.m. Resp~tfully submitted, Attest: