HomeMy WebLinkAboutBPW Meeting Minutes 05-15-24Board of Public Works and Safety Meeting
Agenda
Wednesday, May 15, 2024 – 10:00 a.m.
Council Chambers City Hall, One Civic Square
MEETING CALLED TO ORDER
Board Member Campbell called the meeting to order at 10:01 AM
MEMBERS PRESENT
Board Members Laura Campbell, and Alan Potasnik. Also present are City Clerk Jacob Quinn and
Jessica Dieckman.
MINUTES
Minutes from the May 01, 2024, Regular Meeting. Board Member Potasnik moved to approve. Board
Member Campbell seconded. Minutes approved 2-0.
BID OPENING AND AWARD
Bid Award for 22-ENG-06 Intersection Improvement-Pennsylvania Street Roundabout; Chris Ogg,
Assistant City Engineer, recommended awarding the quote to E&B Paving, LLC, for $1,922,995.14 as
they were the lowest bid and most responsive. Board Member Potasnik moved to approve. Board
Member Campbell seconded. Award approved 2-0.
Bid Award for Industrial Drive Water Main Replacement Project; John Duffy, Utilities Director,
recommended awarding the quote to TSW Utility Solutions, Inc., for $249,000.00, as they were the
lowest bid and most responsive. Board Member Potasnik moved to approve. Board Member Campbell
seconded. Award approved 2-0.
TABLED ITEMS
Request for Restricted Parking Spaces; Tre on Main-41 N. Rangeline Road; Justin Harbin, Tier One
Valet; TABLED ON 05-01-2024. REMAINS TABLED
CONTRACTS
Request for Agreement between City of Carmel and Vendor; Indiana Health, Inc.; Renewal to the
Affiliation Agreement; Andrew Young, EMS Division Chief, briefly speaks; this is a yearly renewal to
allow our EMT students to have clinicals at the IU Health facilities. Board Member Potasnik moved to
approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Agreement between City of Carmel and Vendor; Tandem Mobility, LLC; ($95,000.00);
Bike Share Program; Amendment No 2; Mike Hollibaugh, Department of Community Services, briefly
DocuSign Envelope ID: 3C6D5DCF-D233-4B64-B647-59631D6D3214
speaks; this is the regular update for this agreement. Board Member Potasnik moved to approve.
Board Member Campbell seconded. Request was approved 2-0.
Request for Purchase of Goods and Services; E&B Paving, LLC; ($1,922.995.14); 22-ENG-06
Intersection Improvement-Pennsylvania Street Roundabout; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Utility Reimbursement Agreement between City of Carmel and Vendor; Duke Energy;
($160,006.84); 18- ENG-03-3RD Ave SW; Chris Ogg, Assistant Director of Engineering, briefly speaks;
this is one of a number of agreements we have with Duke due to ongoing lawsuit with them for burial
utilities. We are paying half of the upfront cost to start the project. Board Member Potasnik moved to
approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Agreement between City of Carmel and Business Associate; ARC Document Solutions,
LLC; HIPAA Business Associate Agreement; Lisa Hartz, Director of Human Resources, briefly speaks;
we are electronizing employee records and need to make sure HIPAA information is protected and
handled properly. Board Member Potasnik moved to approve. Board Member Campbell seconded.
Request was approved 2-0.
Request for Agreement between City of Carmel and Business Associate; Virgin Pulse; Second
Amendment to the Application Service Provider Agreement; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Purchase of Goods and Services; Smock Fansler Corp; ($19,700.17); 24-STR-01 Vault
Installation; Change Order #1; Crystal Edmonson, Street Department, briefly speaks; this change
order is to add a perforated pipe, add stone, and install multiple pipes to hook to the vault. Board
Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Agreement for Professional Services; Tank Industry Consultants, Inc.; ($50,000.00);
Rehabilitation of the Plant 5 Clearwell Aeration and Standpipe in Carmel; Additional Services
Amendment; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request
was approved 2-0.
REQUEST TO USE CITY STREETS/PROPERTY
Request to Use Civic Square Gazebo/Lawn; Wedding; June 20, 2024; 10:00 AM to 6:00 PM; Board
Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0.
Request to Use City Streets; The Carmel 5K for Haiti; July 27, 2024; 4:00 AM to 12:00 PM; Board
Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0.
Request to Use Midtown Plaza and Close City Streets; Brews on the Boulevard; August 3, 2024; 8:00
AM to 12:00 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded.
Request was approved 2-0.
DocuSign Envelope ID: 3C6D5DCF-D233-4B64-B647-59631D6D3214
Request to Use Civic Square Gazebo/Lawn; Special Request to Use Electricity and Fountain
Restrooms; GHDT Gala; August 17, 2024; 4:00 PM to 9:00 PM; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Request was approved 2-0.
Request to Use/Close City Streets; Carmel High School 2024 Homecoming Parade; September 20,
2024; 12:45 PM to 1:30 PM; Board Member Potasnik moved to approve. Board Member Campbell
seconded. Request was approved 2-0.
Request to Use Monon & Main Plaza and City Streets; Special Request to Use Electricity; Brain
Aneurysm Awareness Event; September 21, 2024; 9:00 AM to 12:00 PM; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Request was approved 2-0.
Request to Use/Close City Streets; International Association of Firefighters, Block Party; May 21,
2024; 2:00 PM to 12:00 AM; Board Member Potasnik moved to approve. Board Member Campbell
seconded. Request was approved 2-0.
Request to Amend Approval to Use Midtown Plaza; Amending Event Start Time; (Originally Approved
by the Board on 04-17-24) Global Running Day; June 5, 2024; 2:00 PM to 10:00 PM; Board Member
Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0.
Request to Use Civic Square Gazebo/Lawn and City Streets; Special Request to Use Fountain
Restrooms; One Mile Peace Walk to Raise Awareness for Gun Violence; June 7, 2024; 6:00 PM to
9:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request
was approved 2-0.
Request to Use/Close City Streets; Supercars over Keystone; June 8, 2024; 1:00 PM to 8:00 PM; Joel
Heavner, Planning and Communication Division Chief, briefly speaks; in coordination with the police
department and public safety, we did not move forward with approval with this request. The closure of
this road was not in the best interest of public safety. Board Member Potasnik moved to deny. Board
Member Campbell seconded. Request was denied 2-0.
OTHER
Request for Waiver of BPW Resolution No. 04-28-17-01; 4427 E 116th Street; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Waiver of BPW Resolution No. 04-28-17-01; Transmission Line Maintenance; Board
Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Open Pavement Cut and Lane Restriction; 313 Carmel Drive; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Lane Restriction; 1701 E 116th Street; Board Member Potasnik moved to approve. Board
Member Campbell seconded. Request was approved 2-0.
Request for Lane Restriction; Veterans Way; Board Member Potasnik moved to approve. Board
Member Campbell seconded. Request was approved 2-0.
DocuSign Envelope ID: 3C6D5DCF-D233-4B64-B647-59631D6D3214
Request for Lane Restriction and Sidewalk Closure; Proscenium; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Lane Restriction; Rohrer Road Path Conflict Analysis; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Open Pavement Cut and Lane Restriction; 690 Pro Med Lane; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Road Closure; Cherry Tree Road- Bridge Replacement; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Request was approved 2-0.
Request for Secondary Plat; The Edge of West Carmel; Board Member Potasnik moved to approve.
Board Member Campbell seconded. Request was approved 2-0.
Request for Secondary Plat; 520 N Rangeline; TABLED Board Member Potasnik moved to table this
request. Board Member Campbell seconded. Tabling approved 2-0.
Resolution BPW 05-15-24-01; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($190,000.00); Actors of Theatre of Indiana, Inc; . Board Member
Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-02; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($1,500.00); The Bigger Picture Film Group; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-03; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($200,000.00); Booth Tarkington Civic Theatre; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-04; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($85,000.00); The Cat Ltd.; . Board Member Potasnik moved to approve.
Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-05; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($4,500.00); The Carmel Arts Council; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-06; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($3,500.00); Carmel Clay Historical Society, Inc.; Board Member
Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-07; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($12,500.00); Carmel Community Players, Inc; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
DocuSign Envelope ID: 3C6D5DCF-D233-4B64-B647-59631D6D3214
Resolution BPW 05-15-24-08; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($20,000.00); Carmel Jazz Festival; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-09; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($18,500.00); Carmel Klavier, Inc; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-11; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($265,000.00); Carmel Symphony Orchestra, Inc.; Board Member
Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-12; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($22,500.00); Central Indiana Dance Ensemble; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-13; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($200,000.00); The Great American Songbook Foundation; Board
Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-14; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($95,000.00); Gregory Hancock Dance Theatre; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-15; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($30,000.00); Indiana Artisan; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-16; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($3,500.00); Indiana Association of Chinese Americans; Board Member
Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-17; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($26,000.00); Indiana Ballet Conservatory, Inc.; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-18; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($40,000.00); Indiana Wind Symphony; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-19; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($5,000.00); International Talent Academy; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
DocuSign Envelope ID: 3C6D5DCF-D233-4B64-B647-59631D6D3214
Resolution BPW 05-15-24-20; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($5,000.00); Janus Developmental Services, Inc.; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-21; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($3,500.00); Lantern Islamic Theater Company; Board Member Potasnik
moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-22; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($1,500.00); M3 Theatre Camp; Board Member Potasnik moved to
approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-23; A Resolution of the City of Carmel Board of Public Works
Acknowledging Arts Grant; ($3,000.00); Museum of Miniature Houses & Other Collections; Board
Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0.
Resolution BPW 05-15-24-24; A Resolution of the Board of Public Works and Safety of the City of
Carmel, Indiana, Approving the Transfer and Presentation of Pistol and Badge to Dwight D. Frost; 29
years of Meritorious Service; Board Member Potasnik moved to approve. Board Member Campbell
seconded. Resolution approved 2-0.
ADD-ONS
Request for Agreement for Professional Services; First Person, Inc., ($79,500.00); Sergey
Grechukhin, Corporation Corporation Counsel, briefly speaks; Department of Human Resources
respectfully requests to add the agreement for various services related to the evaluation of City’s
employees’ organization structure (job description, titles, organizational charts, salary data, etc) and
corresponding benefits structure relative to other similarly-situated municipalities. Board Member
Potasnik moved to add an item to the agenda. Member Campbell seconded. Approved 2-0. Board
Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0.
ADJOURNMENT
Board Member Campbell adjourned the meeting at 10:21 AM.
APPROVED: ____________________________________
Jacob Quinn – City Clerk
_____________________________________
Mayor Sue Finkam
ATTEST:
__________________________________
Jacob Quinn – City Clerk
DocuSign Envelope ID: 3C6D5DCF-D233-4B64-B647-59631D6D3214