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HomeMy WebLinkAboutBPW-01-08-97 CAI~qEL BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, JANUARY 8, 1997 -- 1:30 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUI%RE MEMBERS PRSSENT: Mayor Brainard; Board Members Walker and Watson. Clerk-Treasurer Cordray and Chief Deputy Wolf also attended. Mayor Brainard called the meeting to order at 1:38 p.m. APPROVAL OF MI~K3TES: Board Member Walker moved to approve the minutes from December 18, 1996. Board Member Watson seconded. All members voted AYE. The minutes were approved. pEP~OBIW~%NCE RSLEASES: Board Member Walker moved to approve Resolution BPW-01-08-97-01. Mayor Brainard seconded. City Engineer Kate Boyle told the board she recommended release of Resolution BPW-01-08-97-01, but needed to determine what items were supposed to be included in Resolution BPW-01-08-97-02. Board Member Walker amended his motion to approve Resolution BPW-01-08- 97-01, but to table Resolution BPW-01-08-97-02. Mayor Brainard seconded. Ail members voted AYE. The amended motion was approved. Mayor Brainard moved to approve Resolution BPW-01-08-97-03. Board Member Watson seconded. The resolution was approved 3-0. CONTRACTS: Letter of Engagement with Curtis L. Coonrod, CPA: Board Member Watson moved to approve. Board Member Walker seconded. The contract was approved 3-0. Contract Renewals with Vertical Integrated, CSX Transportation, Mid America Computer, Dictaphone and Lectro Communications: Board Member moved Walker to approve. Board Member Watson seconded. The contract was approved 3-0. Medicaid Provider Agreement with the Indiana Family and Social Services Administration: Board Member Watson moved to approve. Board Member Walker seconded. The contract was approved 3-0. Agreement for Professional Services with CoreSource, Inc.: Board Member Walker moved to approve. Board Member Watson seconded. Human Resources Director Barb Lamb explained Fred Ellis, the city's insurance consultant, obtained quotes from about 12 vendors. She stated Mr. Ellis discovered that CoreSource offered the best services at the cheapest rate, saving the city about $15,000 a year. The contract was approved 3-0. Clerk-Treasurer Cordray asked the board's approval to move the escrow account from People's Bank to the local MetroBank. Mayor Brainard agreed. Agreement for Professional Services with PENCO-ITT: Board Member Watson moved to approve. Board Member Walker seconded. The contract was approved 3-0. Agreement for Professional Services with Leland Roberts Construction Co., Inc.: Board Member Walker moved to approve. Board Member Watson seconded. The contract was approved 3-0. Clerk-Treasurer Cordray received copies of two updated contracts from the city attorney via the mayor's administrative assistant. The contracts were: 1) Letter of Engagement with Curtis L. Coonrod, CPA 2) Agreement for Sale and Purchase of Electronic File with Curtis Coonrod, CPA Agreement for Goods and Services with Capitol Roofing & Sheet Metal Co., Inc.: Board Member Watson moved to approve. Board Member Walker seconded. The contract was approved 3-0. Agreement for Goods and Services with Kinsey's Floor Covering: Board Member Walker moved to approve. Board Member Watson seconded. The contract was approved 3-0. Clerk-Treasurer Cordray asked the mayor if the board would put into a motion the mayor's agreement to move the previously mentioned escrow account to MetroBank. Mayor Brainard agreed to ask for the motion after the board finished discussing the fire department's contracts. Agreement for Goods and Services with Conner & Company: Board members discussed a change in cost to the contract made by the city attorney. Board Member Watson moved to approve the corrected copy of the contract. Board Member Walker seconded. The contract was approved 3-0. Mayor Brainard verified with Mr. Ellis that CoreSource, Inc. was comfortable moving the escrow account to MetroBank. Clerk- Treasurer Cordray stated the request to move the account was not required to go before the Board of Finance. Board Member Walker moved to approve changing the depository to MetroBank. Board Member Watson seconded. The change was approved 3-0. Addendum to Software License Agreement with Precision Computer System: Utilities Manager John Duffy explained the request fo~ the addendum. Board Member Walker moved to approve. Board Member Watson seconded. The contract was approved 3-0. Agreement for Sale and Purchase of Electronic File with Curtis Coonrod, CPA: Mayor Brainard explained the city had tried to purchase the file last year, but had run into contractual problems. Board Member Walker stated he had two different contracts for the same purchase and asked which of the two values the board was supposed to approve. Clerk-Treasurer Cordray stated the original contract had a value of $25,000, but the one just brought to her by the mayor's administrative assistant had a value of $23,120. Mayor Brainard stated the revision occurred because the city would not pay more than $23,120 for the file. Board Member Walker moved to approve the contract for $23, t20. Board Member Watson seconded. The contract was approved 2-0. Mayor Brainard abstained. CLAIMS: Board Member Walker moved to approve the claims as listed on the agenda (Items 4a through 4c). Board Member Watson seconded. The claims were approved 3-0. BEQUEST FOR WATER AVAILABILITY: At the request of the city engineer, Board Member Walker moved to table the request for water and sewer availability at Stone Haven at Haverstick, Section 2. Board Member Watson seconded. The request was tabled 3-0. OTHER: City Engineer Boyle explained that Change Order #28 for the ll6th Street project was a credit to the city, and that #30 was an additional amount requested to pay for work by a subcontractor. Board Member Walker stated he was not pleased the city could be paying extra for miscommunications that occurred between contractors and subcontractors. Mayor Brainard moved to approve the requests. Board Member Watson seconded. The change orders were approved 2-1. Board Member Walker was opposed. Nelson Steele of Indy Runners stated his organization did not request any street closings for the races, but had contacted Carmel Police and the Hamilton County Sheriff to help with traffic control if needed. He stated he would bring insurance papers to the Clerk-Treasurer's Office as soon as he received them. Mayor Brainard moved to approve the request. Councilor Walker seconded. The board voted 3-0 to grant Indy Runners permission to have the races. ADD-ON ITEMS: Mayor Brainard explained the item was for Solutions Group, Inc., the computer consulting company used by the Clerk- Treasurer's Office. Mayor Brainard moved to approve the contract. He stated he had reviewed the contract and was comfortable with it. Board Member Walker seconded. Mayor Brainard stated the city attorney had not had time to review the contract, but he was comfortable with it. Councilor Walker clarified the contract covered all the consulting services the clerk-treasurer would need. Board Member Walker stated he would agree to the approval of the contract contingent on the approval of the legal department. All members voted AYE. The contract was approved 3-0. The meeting was adjourned at 2:15 p.m.