Loading...
HomeMy WebLinkAboutCCM-01-19-10 SpecialOffice of the Clerk Treasurer C i a. Payroll b. General Claims c. Retirement d. Detail of Wire Transfers for December, 2009 9. COMMITTEE REPORTS of Carmel COMMON COUNCIL SPECIAL MEETING AGENDA TUESDAY, JANUARY 19, 2010 6:00 P.M. COUNCIL CHAMBERS /CITY HALL /ONE CIVIC SQUARE MEETING CALLED TO ORDER 1. INVOCATION 2. PLEDGE OF ALLEGIANCE 3. RECOGNITION OF CITY EMPLOYEES AND OUTSTANDING CITIZENS 4. APPROVAL OF MINUTES a. January 4, 2010 Regular Meeting S. RECOGNITION OF PERSONS WHO WISH TO ADDRESS THE COUNCIL 6. COUNCIL, MAYORAL AND CLERK- TREASURER COMMENTS /OBSERVATIONS 7 ACTION ON MAYORAL VETOES 8. CLAIMS a. Finance, Administration and Rules Committee b. Land Use, Annexation and Economic Development Committee c. Parks, Recreation and Arts Committee d. Utilities, Transportation and Public Safety Committee ONE CIVIC SQUARE CARNET_, INDIANA 46032 317/371 -2414 1 10. OLD BUSINESS a. Third Reading of Ordinance D-1977-09; An Ordinance of the Common Council of the City of Carmel, Indiana, Adding Chapter 2, Article 5, Section 2 -184.2 to the Carmel City Code (Brookshire Golf Course Fees); Sponsor(s): Councilor(s) Accetturo, Rider, Sharp and Snyder. SENT TO THE FINANCE, ADMINISTRATION AND RULES COMMITTEE 1/21/10 b. Third Reading of Ordinance D- 1979 -09; An Ordinance of the Common Council of the City of Cannel, Indiana, Adding Chapter 8, Article 5, Sections 8- 37(a)(3) (Fifteen Minute Loading Zones), 8- 47(a)(43) and (44) No Parking Areas) to and Amending Sections 8- 47(a)(38)(c) and 8- 48(f)(48) (Limited Parking Areas) of the Carmel City Code; Sponsor: Councilor Carter. 11. PUBLIC HEARINGS 01 /1 9/09 CC MVIeeting Agenda a. Second Reading of Ordinance Z- 538 -10; An Ordinance of the Common Council of the City of Carmel, Indiana, Amending Z- 484 -05, 116 Street Centre Planned Unit Development District Ordinance (To Allow Apartment Uses at the Northeast Corner of 116` College Avenue); Sponsor(s): Councilor(s) Rider and Snyder. SENT TO THE LAND USE, ANNEXATION AND ECONOMIC DEVELOPMENT COMMITTEE 1/26/10 12. NEW BUSINESS 13. OTHER BUSINESS City Engineer Additional Services #2007.27 (Keystone Parkway On -Call Project Coordinator). 14. ANNOUNCEMENTS 15. EXECUTION OF DOCUMENTS 16. ADJOURNMENT 2 1 1 COMMON COUNCIL SPECIAL MEETING MINUTES TUESDAY, JANUARY 19, 2010 6:00 P.M. COUNCIL CHAMBERS /CITY HALL /ONE CIVIC SQUARE MEMBERS PRESENT: Council. President Richard L. Sharp, Council Members W. Eric Seidensticker, Joseph C. Griffiths, Luci Snyder, Ronald E. Carter, Kevin Rider and Deputy Clerk Treasurer Lois Fine. Mayor Brainard, Councilor Accetturo and Clerk- Treasurer Diana L. Cordray were not in attendance. Council President Sharp called the meeting to order at 6:00 p.m. Pastor Joe Flan, First Baptist Church of Cannel, pronounced the Invocation. Council President Sharp led the Pledge of Allegiance. RECOGNITION OF CITY EMPLOYEES AND OUTSTANDING CITIZENS: There were none. APPROVAL OF MINUTES: Councilor Griffiths made a motion to approve the Minutes from the January 4, 2010 Regular Meeting. Councilor Rider seconded. There was no Council discussion. Council President Sharp called for the vote. The Minutes were approved 6 -0. RECOGNITION OF PERSONS WHO WISH TO ADDRESS THE COUNCIL: There were none. COUNCIL, MAYORAL AND CLERK- TREASURER COMMENTS /OBSERVATIONS: There were none. ACTION ON MAYORAL VETOES: There were none. CLAIMS: Councilor Griffiths made a motion to approve claims in the amount of $1,841,099.21. Councilor Seidensticker seconded. There was no Council discussion. Council President Sharp called for the vote. Claims were approved 6 -0. 1 1 1 1 Detail of Wire Transfers for December, 2009. Councilor Griffiths made a motion to acknowledge wire transfers in the amount of $7,778,952.88. Councilor Rider seconded. There was no Council discussion. Council President Sharp called for the vote. Wire transfers were acknowledged 6 -0. COMMITTEE REPORTS: Councilor Snyder reported that the Finance, Administration and Rules Committee had not met. The next meeting will be held on Thursday, January 21, 2010 at 5:30 p.m. Councilor Seidensticker reported that the Land Use, Annexation and Economic Development Committee had not met. The next meeting will be held on Tuesday, January 26, 2010 at 5:30 p.m. Councilor Carter reported that the Parks, Recreation and Arts Committee met and discussed the Township COIT Funding and the Monon Center Funding. The next meeting will be held on February 4th, 2010 at 3:00 p.m. Councilor Griffiths reported that the Utilities, Transportation and Public Safety Committee met and discussed Ordinance D- 1979 -09 which was forwarded to the Council with a 3 -0 favorable recommendation. OLD BUSINESS Council. President Sharp announced the Third Reading of Ordinance D- 1977 -09; An Ordinance of the Common Council of the City of Carmel, Indiana, Adding Chapter 2, Article 5, Section 2 -184.2 to the Carmel City Code (Brookshire Golf Course Fees); Sponsor(s): Councilor(s) Accetturo, Rider, Sharp and Snyder. SENT TO THE FINANCE, ADMINISTRATION AND RULES COMMITTEE 1 /21/10. This item was not discussed. Council President Sharp announced the Third Reading of Ordinance D- 1979 -09; An Ordinance of the Common Council of the City of Carmel, Indiana, Adding Chapter 8, Article 5, Sections 8- 37(a)(3) (Fifteen Minute Loading Zones), 8- 47(a)(43) and (44) (No Parking Areas) to and Amending Sections 8- 47(a)(38)(c) and 8- 48(0(48) (Limited Parking Areas) of the Carmel City Code. Councilor Carter addressed the Council. Councilor Rider made a motion to approve Ordinance D- 1979 -09. Councilor Griffiths seconded. There was no Council discussion. Council President Sharp called for the vote. Ordinance D- 1979 -09 was adopted 6 -0. PUBLIC HEARINGS Council President Sharp announced the Second Reading of Ordinance Z- 538 -10; An Ordinance of the Common Council of the City of Carmel, Indiana, Amending Z- 484 -05, 116 Street Centre Planned Unit Development District Ordinance (To Allow Apartment Uses at the Northeast Corner of 116` College Avenue); Sponsor(s): Councilor(s) Rider and Snyder. SENT TO THE LAND USE, ANNEXATION AND ECONOMIC DEVELOPMENT COMMITTEE 1/26/10. Council President Sharp referred to Steve Hardin, Attorney, Baker Daniels, 600 E. 96 Street, Indianapolis, IN., representing the developer J.C. Hart, to make a brief presentation. Councilor Seidensticker requested the developer provide a list of requested modifications from surrounding homeowners to the Land Use, Annexation and Economic Development Committee prior to their meeting on Tuesday, January 26, 2010 at 5:30 p.m. Council 2 President Sharp opened the Public Hearing at 6:16 p.m. The following individual addressed the Council in favor of Ordinance Z- 538 -10: Judith Hicks, representing the Towns of Guilford HOA, 796 Ivy Lane, Carmel, IN. Seeing no one else who wished to speak, Council President Sharp closed the Public Hearing at 6:19 p.m. This item was not discussed. NEW BUSINESS There was none. Councilor Carter made a motion to add -on to the Agenda Resolution CC- O1- 19- 10 -01. Councilor Rider seconded. There was 110 Council discussion. Council President Sharp called for the vote. The motion was approved 6 -0. Resolution CC- O1- 19- 10 -01; A Resolution of the Common Council of the City of Carmel, Indiana, Approving the Certification of the Carmel Arts and Design District as an Indiana "Cultural District Sponsor: Councilor Carter. Councilor Carter made a motion to move this item into business. Councilor Seidensticker seconded. Councilor Carter presented this item to Council and made a motion to amend this Resolution by striking the following from the third WHEREAS; have a City representative on the governing board of the District and encourage City employees, as permitted by applicable law, to assist the District's governing board in developing, maintaining and encouraging the arts and humanities in the District, and to insert the word and after District. Councilor Seidensticker seconded. There was brief Council discussion. Councilor Seidensticker made a motion to amend the amendment, line 10, insert and help, strike necessary for, to; line 12, strike unique to our community; line 15, insert creation of the Cannel Redevelopment Cornmission which has provided, strike participation in the development of and provision of and line 23, insert further between Council and encourages. Councilor Snyder seconded. There was no Council discussion. Council President Sharp called for the vote. The motion to amend the amendment was approved 6 -0. There was no Council discussion. Council President Sharp called for the question to amend Resolution CC- 01- 19- 10 -01. The motion was approved 6 -0. There was no Council discussion. Council President Sharp called for the question. Resolution CC- O1- 19 -10 -01 As Amended was adopted 6 -0. OTHER BUSINESS City Engineer Additional Services #2007.27 (Keystone Parkway On -Call Project Coordinator). Council President Sharp read a letter from the City Engineer, Mike McBride. There was no Council discussion. Council President Sharp stated that the Council had no objection to this item. ANNOUNCEMENTS There were none. EXECUTION OF DOCUMENTS ADJOURNMENT 3 Council President Sharp adjourned the meeting at 6:37 p.m. ATTEST: Clerk- Treasurer Diana L. Cordray, AMC 01/19/09 CC Meeting Minutes Respe tfully submitted, Clerk Treasurer Diana L. Cordra, IAMC Approved, (ita, 4 Mayor James Brainard January 6, 2010 Mr. Willis R. Conner, PE, SE Mr. Gregory L. Henneke, PE American Structurepoint, Inc. 7260 Shadeland Station Indianapolis, IN 46256 -3957 Dear Mssrs. Conner and Henneke: Sincerely, Michael T. McBride, P.E. City Engineer cc: Mayor James Brainard Diana Cordray, Clerk- Treasurer Skip Tennancour, American Structurepoint JAMES BRAINARD, MAYOR RE: Additional Services #2007.27 (Keystone), Supplement P.O. 18306 As we discussed, the City of Carmel has a need for additional professional services and pursuant to our current Keystone contract with American Structurepoint, Inc., Contract 120507.01, dated December 5, 2007, 1 have requested and received from you the proposed scope of services and fee estimates for the following work tasks: Additional Services 2007.27 Keystone On -Call Project Coordinator January 1, 2010 October 31, 2010 Total Not to Exceed: $173,000.00 See "Attachment A Per our contract procedural requirements, 1 hereby approve these Additional Professional Services estimates, and grant you the Notice to Proceed for these services. PLEASE NOTE Please be advised that "Additional Services" performed on City contracts must be billed separately from the original contract and other additional services. More importantly, the invoice must reference the appropriate Additional Service and P.O. shown above. Invoices received without the Additional Service referenced will be returned for proper identification. Thank you for your continued assistance in providing the City of Carmel with your professional, quality services. If you should have any questions, please give me a call. DEPARTMENT OF ENGINEERING ONE Clvrc SQUARE, CARMEL, IN 46032 OFFICE 317.571,2441 FAx 317.571.2439 EMAIL engineering @canneI.in.gov IN20080147 AMERICAN STR�C TuREPoINT January 6, 2010 Mr. Mike McBride City of Carmel Engineer One Civic Square Carmel, Indiana 46032 Re: Additional Services Contract 12.05.07.01 On -Call Project Coordinator Keystone Parkway Project No. 1N20080147 Dear Mr. McBride: On behalf of American Structurepoint Inc., we are pleased to submit this proposal for an extension of the On -Call Project Coordinator. In accordance with our original contract we are requesting a supplemental agreement to extend the Project Coordinator services through October 2010. The professional services shall include full -time, on -call services as described in the attached Exhibit A. The work performed under this Additional Services agreement shall be completed for a fee not to exceed $173,000, as outlined in Appendix 3. We look forward to continuing working with the City of Carmel on this project. If you should have any questions, do not hesitate to contact us at (317) 547 -5580. Very truly yours, American Structurepoint, Willis R. Bonner, P, S President WRC:mek Enclosures INC. 7,77:\CH 726D Shade a: d Sfatton Indiana Otis 462 6 -3957 337 www sirs' ,turepoiht eo n _AMERICAN STRUCTUREPOINT, INC. EXHIBIT "A" 1. ON -CALL PROJECT COORDINATOR SERVICES Scope of Services Professional agrees to provide the following "On -Call Project Coordinator Services" on an hourly basis, based upon actual number of hours expended and the appropriate hourly rate as further defined in Appendix 3. 1. Provide technical expertise of a full -time engineering professional 2. Occupy office space in Carmel City Hall 3. Provide a staff member dedicated to City projects 4. Provide technical recommendations to the City 5. Attend meetings on behalf of the City of Carmel, as needed 6. Provide assistance and coordination, as needed, of various capital improvement projects throughout the City of Carmel that may be performed by others 7. Answer questions, address complaints, and provide technical advice, as needed, to the general public 8. Assist in the negotiation and securing of right -of -way, right of entries, utility, and drainage easements, as needed Terns of Additional Services Agreement By execution of notice to proceed of this additional services agreement, City agrees to the following terms in regards to "On -Call Project Coordinator Services." 1. To utilize provided staff member a minimum of 40 hours per week 2. To provide Professional with regular updates as to efforts needed as soon as possible, in order to assist with staff planning 3. To refrain from soliciting staff from Professional, whether the staff member is assigned to work with the City or not 4. To provide a minimum of one week notification of desired termination of full time, on call services 5. Provide project office space and office equipment as required for performance of Professional's services 1N20080147 :AMERICAN STRUCTUREPOINT, INC. r{ n 6. Professional's total liability to City for on -call project coordinator services shall be limited to the total amount of compensation received by Engineer for such services. By execution of Notice to Proceed of this additional services agreement, Professional agrees to the following terms in regards to "On -Call Project Coordinator Services." 1. Professional will not invoice City for paid holidays recognized by Professional. The six holidays recognized by Professional are New Year's Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, and Christmas Day. Professional and City agree that City will be invoiced for services rendered on holidays recognized by City but not Professional. 2. Professional will not invoice City for personal time taken by Professional's employee (personal, illness, vacation.) 3. Professional will not invoice City for Professionals' employees attendance of continuing education courses or professional association meetings, unless such courses or meetings have been initiated and /or required by the City. 1N20080147 9 „AMERICAN STRUCTUREPOINT, INC. Compensation APPENDIX "3” A. City shall pay Professional for Basic Services set forth in Exhibit A as follows. i fin /17 II 99 1. An amount equal to the cumulative hours charged to the Project by each class of Professional's employees, times the Negotiated Hourly Rate for each applicable billing class for all services performed on the Project, plus Reimbursable Expenses and Professional's Consultant's charges, if any. 2. Professional's Reimbursable Expenses Schedule and Negotiated Hourly Rates are attached to this Appendix "3 3. The total compensation for services under this additional services agreement is estimated to be $173,000, based on the following assumed distribution of compensation. a. Keystone Parkway $169,400 b. Keystone Parkway Reimbursable Expenses $3,600 4. Professional may alter the distribution of compensation between individual phases of the work noted herein to be consistent with services actually rendered, but shall not exceed the total estimated compensation amount unless approved in writing by City. 5. The total estimated compensation for Professional's services included in the breakdown by phases as noted above incorporates all labor, overhead, profit, and Reimbursable Expenses. 6. The amounts billed for Professional's services under this additional services agreement will be based on the cumulative hours charged to the Project during the billing period by each class of Professional's employees, times the Negotiated Hourly Rates for each applicable billing class, plus Reimbursable Expenses. 7. The Negotiated Hourly Rates and Reimbursable Expenses Schedule will be adjusted annually (as of January 1, 2011) to reflect equitable changes in the compensation payable to Professional. 8. If authorized in advance by City, overtime will be invoiced at an amount equal to the cumulative overtime hours charged to the Project by each class of Professional's employees time the Negotiated Hourly Rate for each applicable billing class. An hourly premium will not be charged for overtime work. B. City shall pay Professional for all Reimbursable Expenses at the rates set forth below. C. Reimbursable Expenses include the following categories: transportation and subsistence incidental thereto; governmental agency review or permit fees; couriers and overnight 1N20080147 AMERICAN STRUCTUREPOINT, INC. k deliveries, including FedEx, UPS, or similar carriers; obtaining bids or proposals from Contractor(s); reproduction of reports, Drawings, Specifications, Bidding Documents, and similar Project- related items in addition to those required under Exhibit A. In addition, if authorized in advance by City, reimbursable expenses will also include expenses incurred for the use of other highly specialized equipment. D. The amounts payable to Professional for Reimbursable Expenses will be the Project related internal expenses actually incurred or allocated by Professional, plus all invoiced external Reimbursable Expenses allocable to the Project, the latter multiplied by a factor of t„ ,.0. 1N20080147 q7 Employee Classification Hourly Rate Jeremy Kashman Project Engineer $105/hr J. AMERICAN STRUCTUREPOINT, INC. HOURLY RATE SCHEDULE Hourly Rates are subject to annual review and adjustment. Hourly rates for services in effect from January 1, 2010, to December 31, 2010, are: REIMBURSABLE EXPENSES co Renderings, models, or colored elevations Governmental agency review or permit fees Reproduction of documents for governmental agency review, bidding, or construction Reimbursable expenses charged to us by subconsultants Airline tickets, car rental, mileage, and per diem expenses for out -of -town travel Couriers and overnight deliveries, including FedEx, UPS, or similar carriers Printing for in -house purposes and progress meetings Plotting expenses Computer charges Long distance phone calls Faxes Postage and handling Reimbursable expenses include direct expenses incurred by American Structurepoint, Inc., or our consultants in the performance of work that directly related to the project. These expenses are in addition to compensation for Basic and Supplemental services. Reimbursable expenses will be invoiced at 1.0 times our direct costs. These expenses include, but are not limited to, the following. The following expenses, if incurred in the process of providing professional services included in basic services, are included in the fee noted and are not considered reimbursable expenses. 1N20080147