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HomeMy WebLinkAboutBPW-03-19-03Cityot? Carmel ~L BOA.RD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, MARCH 19, 1997 -- 1:30 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Approval of Minutes a. March 5, 1997 b. March 11, 1997 Bid Awards a. Ambulance; Chief Douglas Callahan, Fire Department b. Exhaust System; Chief Douglas Callahan, Fire Department c. Structural Fir·fighting Equipment; Chief Douglas Callahan, Fire Department d. Sewer Cleaner; John Duffy, utilities Bond a. Releases Resolution BPW-03-19-97-01; Bayhill, Monuments and Markers Resolution BPW-03-19-97-02; Bayhill, Monuments and Markers Resolution BPW-03-19-97-03; Bayhill, Section 3A; Signs, Section 4; Signs, Section 6; Signs Resolution BPW-03-19-97-04; Windpointe, Section 3; Signs Resolution BPW-03-19-97-05; Stone Haven, Section 1; Water, Sanitary, Storm Contracts a. Agreement for Purchase'of Goods and Services; Hal Espey; Carmel Common Council b. Agreement for Professional Services; CrossRoad Engineers, PC; Kate Boyle, Engineering c. Agreement for Legal Services; Carmel/Clay Parks and Recreation d. Old Towne Clock Maintenance Agreement; Verdin Company; Kate Boyle, Engineering Claims a. CoreSource 3/12/97 $28,331.62 ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/57 D2400 10. 11. 12. Request to Use City Property a. Theater Production and Summer Theatrical Camp; Carmel Community Players; June 16-28, 1997 b. Children's Daytime Concerts; Carmel Clay Parks and Recreation; Various Dates in Summer 1997 Request to Close Streets a. Neighborhood Picnic; committee; June 14, Sharon Balek, Avian Glen Social 1997 Request for Sewer and Water Availability a. River Road Elementary School, North River Road; Mark Obergfell, Weihe Engineers b. Bill Greenwood Duplex; Bill Greenwood Commercial Curb Cut Requests a. River Road Elementary School, North River Road; Mark Obergfell, Weihe Engineers b. Linc Systems, Chase Court; Adam DeHart, Keeler-Webb Associates Other a. Resolution BPW-03-19-97-06; Resolution Permitting Presentation of Weapons and Badge to Retiring Police Officer b. Request to Hire Four Police Officers; Chief Michael Fogarty, Police Department c. Request for Title Page Signature; 96th Street Project, Allisonville Road to Masters Road; Greg Rominger, United Consulting Engineers d. Request to Open Cut Guilford Avenue and Two Alleys in Old Towne; Jerry Robinson, Indiana Gas Company e. Request for A~ditional Driveway Cut; 12335 Medalist Parkway; Dave Thompson, K.E. Thompson f. Request to Approve Tree Planting; Melissa Spiker, DOCS g. Request for Motion pertaining to Police and Fire Retiree Benefits; Barbara Lamb, Human Resources Announcements Adjournment CARMEL BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, MARCH 19, 1997 -- 1:30 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor Brainard and Board Member Watson. Clerk- Treasurer Diana Cordray and Chief Deputy Wolf also attended. Mayor Brainard called the meeting to order at 1:33 p.m. A~PROVAL OF MINUTES: Mayor Brainard delayed voting on the minutes of March 5, 1997, until Board Member Walker arrived. Board Member Watson had been out of town during the March 5 meeting. BID AW~RD: Ambulance: Fire Chief Douglas Callahan asked the board to table awarding the bid for the ambulance. He stated he had found a missing bid bond from Mobile Medical Emergency Vehicles and wanted time to rewrite his recommendation. Mayor Brainard moved to table awarding the ambulance bid. Board Member Watson seconded. The award was tabled 2-0. Exhaust System: Chief Callahan recommended the board award the contract to Ward Diesel Filter Systems, Inc. for $104,104. He stated this was the only bid the fire department had received for the exhaust system. Mayor Brainard moved to award the bid to Ward Diesel. Board Member Watson seconded. The bid was awarded 2-0. Structural Firefighting Equipment: Chief Callahan recommended the board award the bid to Morning Pride Manufacturing, Inc., the fourth lowest bidder. He stated the lowest bid was from Indiana Fire Equipment but the company failed to fill out a Form 95 or provide a bid bond. Chief Callahan stated the next lowest bidder was Globe, but that Globe's bid did not meet the specifications outlined in the bid packet. He said the next lowest bid was from Firegear but the company's equipment was not approved by the underwriter's laboratory or the F?A. Mayor Brainard moved to award the bid to Morning Pride. Board Member Watson seconded. The bid was awarded 2-0. Board Member Walker arrived. Sewer Cleaner: Utilities Manager John Duffy recommended the board award the bid t6 the Sewer Equipment Co. of America for $44,280. He stated the company was the low bidder. Mayor Brainard moved to award the bid to the Sewer Equipment Co. of America. Board Member Walker seconded. The award was approved 3-0. Mayor Brainard moved to approve the minutes of the March 11, 1997, meeting and the March 5, 1997, meeting providing Clerk- Treasurer Cordray change the third line of the fourth page of the March 5 minutes to more clearly reflect the board's statements. Clerk-Treasurer Cordray stated she would check the tape. Board Member Walker seconded. The minutes were approved 2-0. Board Member Watson abstained. BOND BELEASES: Resolution BPW-03-19-97-01: Mayor Brainard moved to approve the bond release. Board Member Walker seconded. The resolution was approved 3-0. Resolution BPW-03-19-97-02 and Resolution BPW-03-19-97-03: Mayor Brainard moved to approve the bond releases. Board Member Watson seconded. The resolutions were approved 3-0. Resolution BPW-03-19-97-04: Mayor Brainard moved to approve the bond release. Board Member Walker seconded. The resolution was approved 3-0. Resolution BPW-03-19-97-05: Mayor Brainard moved to approve the bond release. Board Member Watson seconded. The resolution was approved 3-0. CONTRACTS: Agreement for Purchase of Goods and Services with Hal Espey : Mayor Brainard moved to approve. Board Member Walker seconded. The contract was approved 3-0. Agreement for Professional Services with CrossRoad Engineers, PC: Mayor Brainard moved to approve. Board Member Walker seconded. The contract was approved 3-0. Agreement for Legal Services with Carmel/Clay Parks and Recreation: Mayor Brainard moved to approve. Board Member Watson seconded. The contract was approved 3-0. Old Towne Clock Maintenance Agreement with the Verdin Company: Mayor Brainard moved to approve. Board Member Watson seconded. The contract was approved 3-0. CLAIMS: Mayor Brainard moved to approve the claims as listed on the agenda (Item 5a). Board Member Watson seconded. The claims were approved 3-0. REQUEST TO USE CITY PROPERTY: Theater Production and Summer Theatrical Camp; Carmel Community Players: Mayor Brainard moved to approve the request to use th~ gazebo. Board Member Walker seconded. The request was approved 3- 0. Children's Daytime Concerts; Carmel/Clay Park and Recreation: Mayor Brainard moved to approve the request to use the gazebo contingent on the Clerk-Treasurer's Office working with the Park Department to change the time or date of its June 18, 1997, request. Board Member Walker seconded. The request was approved 3-0. REQUEST TO CLOSE STREETS: Neighborhood Picnic in Avian Glen: Mayor Brainard stated he wanted the police department to have input on any road closings before the board approved them. Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. REQLrEST FOR WATER A_ND SEWER AVAILABILITY: River Road Elementary School, North River Road: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. Bill Greenwood Duplex: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. COI~4ERCIAL CUl~B CUT REQ~3ESTS: River Road Elementary School, North River Road: Mayor Brainard moved to approve the request with the conditions outlined in the city engineer's letter of March 4, 1997. Board Member Watson seconded. City Engineer Kate Boyle stated the developers had agreed to the conditions. The request was approved 3-0. Linc Systems, Chase Court: Mayor Brainard moved to approve the request. Ms. Boyle stated the request had gone before plan commission March 18, 1997, was referred to special study committee on April 1, 1997, and would return before plan commission on April 15, 1997. Ms. Boyle stated the board's approval should be based on plan commission's approval. Mayor Brainard amended his motion to approve the request making it contingent on plan commission's approval. Board Member Walker seconded. Board Member Walker asked questions about aligning the curb cut with an existing one across the street. Ms. Boyle explained why that was not an ideal option. The request was approved 3-0. OTHER: Resolution BPW-03-19-97-06, Resolution Permitting Presentation of Badge and Weapons to Retiring Police Officer: Mayor Brainard moved to approve the resolution. Board Member Watson seconded. Police Chief Michael Fogarty said the weapons were in working condition. The resolution was approved 3-0. Request to Hire Four Police Officers: Mayor Brainard moved to approve the request. Board Member Walker seconded. Chief Fogarty explained the selection process and said that three of the men represented new hires and one filled the position of a retiring officer. The request was approved 3-0. Request for Title Page Signature for 96th Street Project: Mayor Brainard moved to table signing the title page until the city engineer could ascertain the legal effect of the signing. Board Member Watson seconded. The signing was tabled 3-0. Request to Open Cut Guilford Avenue and Two Alleys in Old Towne: Mayor Brainard moved to approve the request. Board Member Watson seconded. Ms. Boyle stated she was working with the gas company to mark the location of the lines, but she believed it was against the company's policy. The mayor moved to amend his motion to allow only the open cuts in the alley. The mayor called for the question on the amendment. The board approved the amendment 3-0. The board approved the amended motion 3-0. Request for Additional Driveway Cut, 12335 Medalist Parkway: Ms. Boyle stated her inspector had looked at the lot and had determined the second cut would not cause traffic problems. The board approved the request 2-1. Board Member Walker voted nay. Request to Approve Tree Planting: Mayor Brainard moved to approve the request conditional on the city engineer's approval the trees are not being planted in a place where they will have to be removed as the city's capital improvements plan is implemented. Board Member Walker seconded. The board approved the request 3-0. Request for Motion Pertaining to Police and Fire Retiree Benefits: Mayor Brainard moved approval of the motion as submitted by Human Resources Director Barbara Lamb (Exhibit A). Board Member Watson seconded. Ms. Lamb explained retired police and fire sworn employees have a statutory right to remain on the city's insurance plan until they turn 65 years old. She explained the law allows them 90 days after they retire to make that decision. Ms. Lamb stated some employees in this position return to the city to work as civilians and that this causes confusion as to when the 90 days begins and ends. Ms. Lamb recommended the city delay the 90 day clock until the employees lose their coverage with the city, either as a civilian or as a spouse or dependent of an employee. She also recommended the city not allow employees who elected not to continue the insurance to re-enroll at a later date. Ms. Lamb stated this would go before the board as part of the personnel policy. Board Member Walker suggested the city send warning letters near the end of the 90 days. The board approved the motion 3-0. Mayor Brainard apologized to representatives of Indiana Gas Company and the city engineer for accusing them of writing incorrect letters. Mayor Brainard moved to amend the previous approval and include this cut. Board Member Walker seconded. The board approved the amended approval 3-0. ADD-ON ITEMS: Amendment t~ Lease Agreement with the Carmel Symphony Orchestra, Inc.: Mayor Brainard moved to add the item onto the agenda. Board Member Walker seconded. The item was added on to the agenda 3-0. Mayor Brainard moved to amend the orchestra's lease so the lease fee would be $1 per month, effective April 1, 1997. Board Member Walker seconded. Board Member Watson expressed concern about the city receiving other requests for reductions in rent. Board Member Walker asked if the contract could be amended so the orchestra would pay one lump sum, instead of 12 payments of $1 a year. The mayor moved to amend his motion to change the lease fee to $1 per year, effective April 1, 1997. Board Member Walker seconded the amendment. The amendment was approved 3-0. The amended motion was approved 3-0. Board Member Walker moved to adjourn the meeting. Mayor Brainard seconded. The meeting was adjourned at 2:27 p.m. MOTION I move that the City of Carmel adopt the following policy: Retired public safety employees (or those on disability) shall not lose their benefits under the City of Carmel Employee Health Benefit Plan ("Plan") solely because they miss the ninety (90) day statutory election period so long as: ao there is no break in their coverage; they remain covered in the Plan by other means (as a City employee or the dependent ora City employee); they make an election within ninety (90) days after their coverage by other means ends; and they make timely premium payments after such election is made. Retired public safety employees (or those on disability) who miss the statutory 90-day election period and thereafter do not satisfy all of the above criteria, as well as retired public safety employees (or those on disability) who make a timely election but after the statutory election period has ended allow their Plan coverage to lapse, shall not be allowed to enroll or re-enroll in the Plan as a retiree, as the case may be.