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Home My WebLink AboutBPW Meeting Minutes 10-02-24Board of Public Works and Safety Meeting Minutes Wednesday, October 2, 2024 – 10:00 a.m. Council Chambers City Hall, One Civic Square MEETING CALLED TO ORDER Chairwoman Campbell called the meeting to order at 10:00 AM MEMBERS PRESENT Chairwoman Laura Campbell, Board Members James Barlow and Alan Potasnik, and City Clerks Jacob Quinn and Jessica Dieckman are present. MINUTES Minutes from the September 18, 2024, Regular Meeting. Board Member Barlow moved to approve. Board Member Potasnik seconded. Minutes approved 3-0. BID OPENINGS, RECOMMENDATIONS, AND AWARDS Bid Recommendation for 24-STR-06 Concrete Road Maintenance; Ryan Murt, Project Manager with the Street Department, would respectfully recommend declining or rejecting this bid. The Street Department would like to rebid this project and change some specifications. Board Member Potasnik moved to reject the bid. Board Member Barlow seconded. Bid Rejected 3-0 TABLED ITEMS Request for Restricted Parking Spaces; Tre on Main-41 N. Rangeline Road; TABLED ON 05-01-24; REMAINS TABLED Petition for Alley/Street Vacation; Carmel Library Property; Christine Altman, Property Owner TABLED ON 09-04-24 Jeremy Kashman, Chief Infrastructure Officer, briefly speaks; we had initially brought this to the board with a negative recommendation. We allowed an encroachment in the alleyway for the 1st on Main project. The alleyway right now is currently being used for trash receptacles. The department's primary concern is access from the alley and the parking garage and 1st on main, and if we vacated this alley, there would be no public access and issues with getting the dumpster out. We would favor vacating the alley if there was some form of access easement. Christine Altman, sole owner of Carmel Library, briefly speaks; I was not in contact with or did not approve of the original encroachment and whether or not the encroachment would be usable to me. It is unusable to me; it is blocked over and has a curve and a rail. It would leave approximately 7 ft for Docusign Envelope ID: 55B6271D-8CDA-4A51-BA5E-6C6C85EAC999 trash trucks to run. It is not useable without encroaching on my property. This event was created by the owner of the property to the north, who knew their parcel size and chose to build their property over. My position on this was allowed by the Board of Public Works to encroach, but I have never seen a direct address to the alley in the public records. This vacation intends to correct an incorrect decision made by the former Board of Public Works. The vacation of the alley will then split the ownership in half; half of the alley would be my ownership, and the other half would be the owner in the north. Benjamin Legge, Corporation Counsel, briefly states that the Board of Public Works' role is advising Council. You can send this to the Council with a negative, positive, or neutral recommendation. Christine Altman briefly says that the board can also remove the encroachment. Alan Potasnik asks Benjamin Legge to briefly discuss the legal aspects of this situation and the information Christine Altman and the Engineering department brought forth. Benjamin Legge, Corporation Council, briefly states that he would need to review this item further to be able to give a full assessment. The Board is providing the opportunity to make a decision related to this property on a recommendation to City Council or to remove the obstruction. My recommendation is to send this to Council. Board Member Barlow moves to send a neutral recommendation to the Council. Board Member Potasnik seconded. The Neutral Recommendation will be sent to the Council 3-0. CONTRACTS Request for Purchase of Goods and Services; PKS Construction, Inc.; ($79,897.00); Building Repairs and Maintenance; Additional Services Amendment; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Request for Agreement between City of Carmel and Vendor; Indiana University Health; Amendment to Affiliation Agreement; Chief Joel Thacker, Carmel Fire Department, briefly speaks. This contract was initially approved in 2023. It allows our students to get educational experience in the emergency department with IU Health. Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Request for Purchase of Goods and Services; Flock Group, Inc.; ($171,233.90); Flock Safety Products and Services; Additional Services Amendment; Seth Wanless, Interim Director of Information and Communications Services, briefly speaks; we are adding additional mobile cameras to our subscriptions. Benjamin Legge briefly states that this contract is for the Carmel Police Department, but the funding comes from ICS. Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0 Request for Purchase of Goods and Services; All Star Paving, Inc.; ($314,624.00); 22-ENG-13 Miscellaneous Path Connections; CO #1; Jeremey Kashman, Chief Infrastructure Officer briefly speaks; as the contractor has been working new paths and items have come up and the contractor has worked with us to do the additional work. Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0 Docusign Envelope ID: 55B6271D-8CDA-4A51-BA5E-6C6C85EAC999 Request for Purchase of Professional Services; American Structurepoint, Inc.; ($845,212.00); 22- ENG-03-116TH & Hoover Road Roundabout and 116th Trail Towne to Springmill; Additional Services Amendment 2a; Jeremey Kashman, Chief Infrastructure Officer briefly speaks; we were fortunate to get federal funding for this project, we got 3.8 million. Our original design was made for state funding, and with the federal funding, we have to do more environmental designs to meet federal requirements. Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0 Request for Purchase of Goods and Services; Mainscape, Inc.; ($97,425.00); Janitoral Services for Christkindlmarkt; Additional Services Amendment; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Resolution BPW 10-02-24-01; Request for Acknowledgment of Contract between City and Vendor; Omni Electric, LLC; ($101,365.00); Light Poles Along Gradle; Ryan Murt, Street Department briefly speaks; this contract is for 10 street light poles along Gradle up to Civic Square. The poles are over 40 years old and need to be replaced. Hopefully, these will last 40 years. Board Member Potasnik moved to approve. Board Member Barlow seconded. Resolution approved 3-0 REQUEST TO USE CITY STREETS/PROPERTY Request to Use Carter Green and Use/Close City Streets; Special Request to Use Electricity and James Building Restrooms; Carmel Farmers Market-Summer 2025; May 3, 2025, through September 27, 2025; 6:00 AM to 2:00 PM; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Midtown Plaza; Ball State Athletics Football Watch Party; October 19, 2024; 5:00 PM to 11:00 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Request to Use the Monon Trail; Sankt Martinstag Celebration; November 30, 2024; 6:00 PM to 9:00 PM; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. OTHER Request for Easement Agreement; Duke Energy Indiana, LLC; 1921 E 116th Street, Carmel, IN 46032; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Right of Way Dedication; Monon Square Associates JV, LLC; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Consent to Encroach; 600 S Rangeline Road; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Docusign Envelope ID: 55B6271D-8CDA-4A51-BA5E-6C6C85EAC999 Request for Consent to Encroach; 620 S Rangeline Road; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. ADD-ONS Board Member Barlow moved to add one add-on item to the agenda. Board Member Potasnik seconded. The add-on was approved 3-0. Request for Stormwater Technical Standards Waiver; 4317 E 146th Street; Kimley-Horn and Associates, Inc.; Benjamin Legge, Corporation Counsel, briefly speaks; this request is time-sensitive due to the petitioner's contractual obligations that must be fulfilled before October 15th. The request is minor and was reviewed by the Engineering Department based on proposed conditions and design standards. It has been determined that the waiver requested is justified due to the constraints involved with the project. Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Board Member Potasnik moved to add one add-on item to the agenda. Board Member Barlow seconded. The add-on was approved 3-0. Resolution BPW 10-02-24-02; Request for Acknowledgment of Governing the Display of Flags on City Property; Board Member Barlow moved to approve. Board Member Potasnik seconded. Resolution Approved 3-0. ADJOURNMENT Chairwoman Campbell adjourned the meeting at 10:23 AM. APPROVED: ____________________________________ Jacob Quinn – City Clerk _____________________________________ Laura Campbell, Chair ATTEST: __________________________________ Jacob Quinn – City Clerk Docusign Envelope ID: 55B6271D-8CDA-4A51-BA5E-6C6C85EAC999