HomeMy WebLinkAboutBPW Paperless Packet 10-15-25Board of Public Works and Safety
Meeting Agenda
Wednesday, October 15, 2025 – 10:00 a.m. Council Chambers, City Hall, One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes for October 1, 2025, Regular Meeting
2. CONTRACTS
a. Request for Purchase of Goods and Services; JKES Inc. dba Smith Projects;
(-$15,319.60); 22-SW-01 Spring Mill Run Culvert Replacement; CO#2; Brad
Pease, Director of Engineering
b.Request for Professional Services; Schmidt Associaties, Inc.; ($150,000.00)
Assessment of Energy Center; Additional Services Amendment; Zach Jackson,
Chief Financial Officer
c. Request for Grant Agreement; Primelife Enrichment, Inc.; ($50,000.00);
Grant; Kelly Douglas, Director of Marketing and Community Relations
d. Request for Purchase of Goods and Services; Hood’s Garden, Inc.;
($130,578.31); 2026 Flower Order; Additional Services Amendment; Matt
Higginbotham, Street Commissioner
e. Request for Purchase of Goods and Services; National Pavement
Maintenance, LLC; ($61,520.00); Road Maintenance; Matt Higginbotham, Street
Commissioner
3. REQUEST TO USE CITY STREETS/PROPERTY a. Request to Use Carter Green and Use/Close City Streets; Special Request to
Use Electricity and James Building Restrooms; (Amendment to Approved
Application; Originally Approved 03-05-2025); Diwali Celebration; October
18, 2025; 8:00 AM to 12:00 AM; Anita Joshi, Diwali Committee
b. Request to Use/Close City Streets; (Amendment to Approved Application;
Originally Approved 07-15-25); 17TH Annual Ghost and Goblin 5k Family
Run; October 25, 2025; 6:00 AM to 11:00 AM; Jennifer Penix, Carmel Education
Foundation
c. Request to Civic Square Gazebo and Lawn; Wedding Ceremony; July 18,
2026; 2:30 PM to 5:30 PM; Kaitlynn Miller
Board of Public Works Members:
Laura Campbell, Presiding Officer
Appointed by Mayor Finkam Term January 17, 2024, Until a Successor is Appointed Alan Potasnik Appointed by Mayor Finkam Term January 17, 2024, Until a Successor is Appointed James Barlow Appointed by Mayor Finkam Term August 27, 2025, Until a Successor is Appointed Next Meeting: November 5, 2025
d. Request to Use Midtown Plaza, Art & Design District, Monon and Main Plaza,
and Use/Close City Streets; Artmobilia; August 29, 2026; 6:00 AM to 7:00 PM;
John Leonard, Artmobilia
e. Request to Use Carter Green and Palladium East Patio; Allied Solutions
Center for the Performing Arts Annual Center Celebration; September 18
through 21, 2026; 9:00 AM to 4:00 PM; Nicole Chernish, Director of Events
f. Request to Use/Close City Streets; Movember-Men’s Health; November 1,
2025; 8:45 AM to 9:20 AM; Renee Butts, Carmel Fire Deparment
4. OTHER a. Request for Deed and Dedication of Public Right-of-Way; Old Meridian to
Guilford Road; Warthog, Cabbage, LLC
b. Request for Underground & Buried Utility Waiver Request of BPW Resolution
04-28-17-01; Replacement of 4 Utility Poles; Verizon Wireless
c. Request for Stormwater Technical Standards Waiver; Baker Village Town Road
and 146th Street; HWC Engineering
5 ADD-ONS
6. ADJOURNMENT
Board of Public Works Members:
Laura Campbell, Presiding Officer Appointed by Mayor Finkam Term January 17, 2024, Until a Successor is Appointed Alan Potasnik Appointed by Mayor Finkam Term January 17, 2024, Until a Successor is Appointed James Barlow
Appointed by Mayor Finkam Term August 27, 2025, Until a Successor is Appointed
Next Meeting: November 5, 2025
Board of Public Works and Safety 1
Meeting Minutes 2
Wednesday, October 1, 2025 – 10:00 a.m. 3 Council Chambers, City Hall, One Civic Square 4
5
MEETING CALLED TO ORDER 6
Board Member Campbell called the meeting to order at 10:00 AM 7
MEMBERS PRESENT 8
9
Board Members Laura Campbell and Alan Potasnik; City Clerk Jacob Quinn, and Deputy Clerk 10
Jessica Dieckman were present. 11
MINUTES 12
Minutes for September 17, 2025, Regular Meeting. Board Member Potasnik moved to approve. 13
Board Member Campbell seconded. Minutes approved 2-0. 14
CONTRACTS 15
16
Request for Agreement of Services; Digitech Computer, LLC; EMS Billing Services; Chief Joel 17
Thacker, Carmel Fire Department briefly speaks; we are transitioning to a 3rd party billing service 18
for 2026. We had a request for quotes, and we have selected this company. Board Member 19
Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0 20
21
Request for Purchase of Goods and Services; PennCare, Inc.; ($273,530.00); Re-Chassis 22
Ambulance 345; Additional Services Amendment; Chief Joel Thacker, Carmel Fire Department, 23
briefly speaks, right now it takes a very long time to fire trucks and ambulances. It is actually more 24
efficient cost-wise to rechassis the ambulances than purchasing new ones. Board Member Potasnik 25
moved to approve. Board Member Campbell seconded. Request approved 2-0 26
27
Request for Software License and Support Agreement; Avolve Software Corporation; 28
($93,204.00); ProjectDox Software; Additional Services Amendment; Board Member Potasnik 29
moved to approve. Board Member Campbell seconded. Request approved 2-0 30
31
Request for Professional Services; CrossRoad Engineers, P.C.; ($78,000.00); 24-ENG-07 106th 32
and Towne; Additional Services Amendment #1; Board Member Potasnik moved to approve. 33
Board Member Campbell seconded. Request approved 2-0 34
35
36
Request for Addendum to Extend the Agreement for Additional Period; Sedgwick Claims 37
Management Services, Inc.; OSHA Recordkeeping Services; Board Member Potasnik moved to 38
approve. Board Member Campbell seconded. Request approved 2-0 39
40
Request for Purchase of Goods and Services; Azteca Systems, Inc.; ($188,409.31); Cityworks 41
Renewal; Additional Services Amendment; Board Member Potasnik moved to approve. Board 42
Member Campbell seconded. Request approved 2-0 43
44
Request for Purchase of Goods and Services; Insight Public Sector, Inc.; ($51,840.00); Vmware 45
vSphere Renewal; Additional Services Amendment; Board Member Potasnik moved to approve. 46
Board Member Campbell seconded. Request approved 2-0 47
48
Request for Purchase of Goods and Services; Advanced Security Technologies, LLC; 49
($370,138.00); Mobile Barricades and Modular Vehicle Barrier System; Board Member Potasnik 50
moved to approve. Board Member Campbell seconded. Request approved 2-0 51
52
Request for Purchase of Goods and Services; Howard Company; ($1,370,633.36); 25-STR-02 53
Paving Program; CO#1; Board Member Potasnik moved to approve. Board Member Campbell 54
seconded. Request approved 2-0 55
56 REQUEST TO USE CITY STREETS/PROPERTY 57 58
Request to Use Midtown Plaza; Special Request to Use Electricity; Asia Cup Cricket Screening; 59
September 28, 2025; 9:00 AM to 6:00 PM; Board Member Potasnik moved to approve. Board 60
Member Campbell seconded. Request approved 2-0 61
62
Request to Midtown Plaza and Use/Close City Streets; Window Cling Removal; October 14, 2025; 63
8:00 AM to 5:00 PM; Board Member Potasnik moved to approve. Board Member Campbell 64
seconded. Request approved 2-0 65
66
Request to Use Civic Square Fountain Area and Use City Streets; Special Request to Use 67
Electricity; 2025 City of Carmel Holiday Trolley; November 21, 22, 28, 29, December 5, 6, 12, 68
13, 19, and 20, 2025; 8:00 AM to 9:00 PM; Board Member Potasnik moved to approve. Board 69
Member Campbell seconded. Request approved 2-0 70
71
72
73
74
OTHER 75 76
Request for Aerial Waiver of BPW Resolution NO. 04-28-17-01; Replacement of 3 Utility Poles; 77 Board Member Potasnik moved to approve. Board Member Campbell seconded. Request 78 approved 2-0 79
80
Request for Aerial Waiver of BPW Resolution NO. 04-28-17-01; Various Locations; Board 81
Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0 82
83
ADD-ONS 84
85
Board Member Potasnik moved to add-on an item. Board Member Campbell seconded. Add-On 86
approved 2-0. 87
Request for Street Closure Notice; Benjamin Legge, Corporation Counsel, briefly speaks that this 88
would be a request to add on a street closure notice to the public for the closure. Ryan Murt, Street 89
Department, briefly speaks, on Thursday we will shut down Keystone for bridge inspections. We 90
must close lanes to be able to get a closer look. Board Member Potasnik moved to approve. Board 91
Member Campbell seconded. Request approved 2-0 92
93 ADJOURNMENT 94
Chairwomen Campbell adjourned the meeting at 10:14 AM. 95
96 APPROVED: ____________________________________ 97 Jacob Quinn – City Clerk 98
99
100
_____________________________________ 101 Chairwoman Laura Campbell 102 103
104
ATTEST: 105
__________________________________ 106
Jacob Quinn – City Clerk 107 108
CzBmmjtpoMzodi.NdHsbuibu4;49qn-Pdu18-3136
CzBmmjtpoMzodi.NdHsbuibu3;24qn-Pdu18-3136
CzBmmjtpoMzodi.NdHsbuibu:;33bn-Pdu1:-3136
Cityof CarmelStreet Department
2026 FlowerOrderSpecifications
General Information:
Delivery Location:
stAllmaterialsaretobedeliveredtotheEngledowGrouplocationat3082W. 71St, Indianapolis
Indiana. Please includedelivery pricingforeachseason.
Delivery Coordination:
Alldelivery datesandtimesmustbecoordinated inadvancewithEngledow andCarmel Street
Department representative.
PlantSubstitutions:
Substitutions arepermittedonlywithpriorapprovalfromaCarmel StreetDepartment
representative.
Quality Standards:
Allplantmaterialanddécormust behealthy, fresh, pest-anddisease-free, andofcommercial
nursery-gradequalityorhigher.
Plants mustbewell-established, properly rooted, andfreeofvisibledamage.
Alldecorative material mustbedurable andweather-resistant toensurelongevity through the
season.
Delivery Dates:
SpringFlowers:
Flowersmustbedelivered duringthethirdweekofMarch, 2026.
Summer Flowers:
thFlowersmustbedeliveredduringtheweekofMay12, 2026.
FallFlowers:
Flowersmustbedeliveredduring thefirstweekofOctober, 2026.
Winter Décor:
Decoration mustbedeliveredinthefirstweekofNovember, 2026.
WinterDisplay Requirements:
Displaysareprimarilycomposed offiberpotinserts (12”, 15”, 21”) andloosedecorative
materials tofillsmallerurnsorwindow boxes.
Allinsertsmustbefilled, secured, andconstructed toresistdamage from winter weather
conditions.
Material shouldinclude avisuallystriking mixof:
o Evergreen boughs
o Cuteucalyptus
o Holly branches (bothevergreen anddeciduous)
o Ilexverticillate
o Dried hydrangea blooms
o DriedMagnoliagrandiflora branches
o Pinecones
o Treebranchessprayedwhiteorgold
o Red, silver, orgoldornaments
o Anyotherfestive, durable plantmaterialsasapproved bytheCitypriorto
delivery
Special requirements for20ofthe21” pots:
o These 20potswillnotcontainanyornaments.
o These20potswillcontainonly:
Blue ribbons orbows
Whitebirchbranches
Pinecones
Greenery
o Noredelements, orornaments aretobeusedforthese20pots.
PhotosofExamples ofWinter Décor:
9/16/2025
HOODS GARDENS INC
NOBLESVILLE, IN 46060 -
118280
11644 GREENFIELD AVENUE
City of Carmel
ONE CIVIC SQUARE
CARMEL, INDIANA 46032-2584
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997
INDIANA RETAIL TAX EXEMPT
CERTIFICATE NO. 003120155 002 0
FEDERAL EXCISE TAX EXEMPT
35-6000972
PURCHASE ORDER NUMBER
THIS NUMBER MUST APPEAR ON INVOICES, A/P
VOUCHER, DELIVERY MEMO, PACKING SLIPS,
SHIPPING LABELS AND ANY CORRESPONDENCE
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION
VENDOR SHIP
TO
PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT
EXTENSION
2026 Flower Order
Street Department
3400 W. 131ST Street
Carmel, IN 46074-
317) 733-2001
353541
UNITPRICEDESCRIPTIONUNITOFMEASUREQUANTITY
Page 1 of 1
Matt Higginbotham
104603
2201Department:2201Fund:Motor Vehicle Highway FND
42-390.34Account:
Flowers1 $130,578.31 $130,578.31Each
130,578.31SubTotal
130,578.31
Send Invoice To:
PLEASE INVOICE IN DUPLICATE
DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT
SHIPPING INSTRUCTIONS
SHIP PREPAID.
C.O.D. SHIPMENT CANNOT BE ACCEPTED.
PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO.
THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945
PAYMENT
A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A
PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN
AFFIDAVIT ATTACHED. IHEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN
THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER.
CONTROL NO. 118280
ORDERED BY
TITLE
Street Department
3400 W. 131st Street
Carmel, IN 46074-
Lee Higginbotham Zac Jackson
317) 733-2001
Commissioner CFO
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National Pavement Maintenance, LLC
StreetDepartment - 2025
Appropriation #120610143-502.00Fund; P.O.#118359
Contract NotToExceed $61,520.00
5. TIME AND PERFORMANCE:
This Agreement shall become effective asofthelast date on which aparty hereto executes same
Effective Date”), andbothparties shall thereafter perform their obligations hereunder inatimely
manner. Time isofthe essence ofthisAgreement.
6. DISCLOSURE AND WARNINGS:
Ifrequested byCity, Vendor shall promptly furnish toCity, insuch formanddetail asCitymaydirect,
alistofallchemicals, materials, substances and items used inorduring theprovision oftheGoods
and Services provided hereunder, including thequantity, quality andconcentration thereof and any
other information relating thereto. Atthe time ofthedelivery oftheGoods and Services provided
hereunder, Vendor agrees tofurnish toCitysufficient written warning and notice (including
appropriate labels on containers andpacking) ofanyhazardous material utilized inorthat isapart
oftheGoods andServices.
7. LIENS:
Vendor shall notcause orpermit thefiling of anylien onanyofCity’sproperty. Intheevent any such
lienisfiledand Vendor failsto remove such lienwithin ten (10) daysafter thefiling thereof, by
payment orbonding, Cityshall have the right topay such lienorobtain such bond, allatVendor’s
solecost andexpense.
8. DEFAULT:
Intheevent Vendor: (a) repudiates, breaches ordefaults under any ofthe terms orconditions ofthis
Agreement, including Vendor’swarranties; (b) fails toprovide theGoods and Services asspecified
herein; (c) fails tomake progress soastoendanger timely andproper provision oftheGoods and
Services and does notcorrect such failure orbreach within five (5) business days (orsuchshorter
period oftime asiscommercially reasonable under thecircumstances) afterreceipt ofnotice from
City specifying such failure orbreach; or (d) becomes insolvent, isplaced intoreceivership, makes
ageneral assignment forthe benefit ofcreditors or dissolves, eachsuch event constituting anevent
ofdefault hereunder, City shall have theright to (1) terminate allorany parts ofthis Agreement,
without liability toVendor; and (2) exercise allother rights and remedies available toCity atlaw
and/orinequity.
9. INSURANCE AND INDEMNIFICATION:
Vendor shall procure andmaintain infullforce and effect during the term ofthis Agreement, withan
insurer licensed to dobusiness intheState ofIndiana, such insurance asisnecessary forthe
protection ofCityandVendor from all claims for damages under any workers’ compensation,
occupational disease and/orunemployment compensation act; forbodily injuries including, butnot
limited to, personal injury, sickness, disease or death ofortoany ofVendor’sagents, officers,
employees, contractors and subcontractors; and, for any injury toordestruction ofproperty,
including, but notlimited to, any loss ofuseresulting therefrom. Thecoverage amounts shall beno
lessthan those amounts set forth inattached Exhibit C. Vendor shall cause itsinsurers toname City
asanadditional insured onallsuch insurance policies, shall promptly provide City, uponrequest,
withcopies ofallsuch policies, and shall provide that such insurance policies shall notbecanceled
without thirty (30) daysprior notice toCity. Vendor shall indemnify and hold harmless Cityfrom and
against any and allliabilities, claims, demands orexpenses (including, butnotlimited to, reasonable
attorney fees) for injury, death and/ordamages toany person orproperty arising from orin
2
National Pavement Maintenance, LLC
StreetDepartment - 2025
Appropriation #120610143-502.00Fund; P.O.#118359
Contract NotToExceed $61,520.00
connection withVendor’sprovision ofGoods andServices pursuant toorunder thisAgreement or
Vendor’suse ofCity property.
Vendor further agrees toindemnify, defend andholdharmless Cityanditsofficers, officials, agents
andemployees fromallclaims andsuits ofwhatever type, including, but notlimited to, allcourtcosts,
attorney fees, and other expenses, caused byany act oromission ofVendor and/orofany of
Vendor’sagents, officers, employees, contractors orsubcontractors intheperformance of this
Agreement. These indemnification obligations shall survive thetermination ofthis Agreement.
10. GOVERNMENT COMPLIANCE:
Vendor agrees to comply withall federal, state andlocal laws, executive orders, rules, regulations
andcodes which may beapplicable toVendor’sperformance ofitsobligations under thisAgreement,
andallrelevant provisions thereof are incorporated herein by thisreference. Vendor agrees to
indemnify andholdharmless Cityfrom anyloss, damage and/orliability resulting from anysuch
violation ofsuch laws, orders, rules, regulations and codes. Thisindemnification obligation shall
survive thetermination ofthisAgreement.
11. NONDISCRIMINATION:
Vendor represents andwarrants thatitandallofitsofficers, employees, agents, contractors and
subcontractors shall comply with alllaws oftheUnited States, the State ofIndiana and City
prohibiting discrimination against anyemployee, applicant foremployment orother person inthe
provision ofany Goods and Services provided bythisAgreement withrespect totheir hire, tenure,
terms, conditions andprivileges ofemployment and any other matter related totheir employment or
subcontracting, because ofrace, religion, color, sex, handicap, national origin, ancestry, age,
disabled veteran status and/orVietnam era veteran status.
12. E-VERIFY:
Pursuant toI.C. § 22-5-1.7etseq., asthesame may be amended from time totime, and asis
incorporated herein bythisreference (the “Indiana E-Verify Law”), Vendor isrequired toenroll inand
verify thework eligibility status ofitsnewly-hired employees using the E-Verify program, and to
execute theAffidavit attached herein asExhibit D, affirming that itisenrolled and participating inthe
E-Verify program and does notknowingly employ unauthorized aliens. Insupport ofthe Affidavit,
Vendor shall provide the Citywith documentation indicating thatithas enrolled and is
participating intheE-Verify program. Should Vendor subcontract fortheperformance ofanywork
under and pursuant tothis Agreement, itshallfully comply with theIndiana E-Verify Lawasregards
each suchsubcontractor. Should theVendor oranysubcontractor violate theIndiana E-Verify law,
the Citymayrequire acure ofsuch violation andthereafter, ifnotimely cure isperformed, terminate
this Agreement inaccordance with either theprovisions hereof orthose set forthintheIndiana E-
Verify Law. The requirements ofthisparagraph shallnotapply should the E-Verify program cease
toexist.
13. NO IMPLIED WAIVER:
Thefailure ofeither party torequire performance bytheother ofanyprovision ofthisAgreement
shall notaffect therightofsuch party torequire such performance atany time thereafter, norshall
thewaiver by any party ofabreach ofany provision ofthis Agreement constitute awaiver ofany
succeeding breach ofthesame oranyother provision hereof.
3
National Pavement Maintenance, LLC
StreetDepartment - 2025
Appropriation #120610143-502.00Fund; P.O.#118359
Contract NotToExceed $61,520.00
14. NON-ASSIGNMENT:
Vendor shallnot assign orpledge thisAgreement, whether as collateral for aloan orotherwise, and
shallnot delegate itsobligations under thisAgreement without City’spriorwritten consent.
15. RELATIONSHIP OF PARTIES:
The relationship oftheparties hereto shall beasprovided for inthis Agreement, andneither Vendor
nor any ofitsofficers, employees, contractors, subcontractors and agents are employees ofCity.
The contract price setforth herein shallbethefull and maximum compensation andmonies required
ofCity tobepaid toVendor under orpursuant tothis Agreement.
16. GOVERNING LAW; LAWSUITS:
ThisAgreement istobeconstrued inaccordance with and governed bythelaws oftheState of
Indiana, except for itsconflict oflawsprovisions. Theparties agree that, intheevent alawsuit isfiled
hereunder, they waive their right toajurytrial, agree tofileany suchlawsuit inanappropriate court
inHamilton County, Indiana only, andagree thatsuch court isthe appropriate venue forandhas
jurisdiction over same.
17. SEVERABILITY:
Ifanyterm ofthisAgreement isinvalid orunenforceable under any statute, regulation, ordinance,
executive order orother ruleoflaw, such term shall bedeemed reformed ordeleted, but only tothe
extent necessary tocomply withsame, and theremaining provisions ofthis Agreement shall remain
infullforce and effect.
18. NOTICE:
Any notice provided forinthisAgreement willbesufficient ifitisinwriting andisdelivered by postage
prepaid U.S. certified mail, return receipt requested, totheparty tobe notified attheaddress
specified herein:
IftoCity: City ofCarmel AND City ofCarmel
Street Department Office ofCorporation Counsel
st3400W131 Street OneCivic Square
Carmel, Indiana 46074 Carmel, Indiana 46032
IftoVendor: National Pavement Maintenance, LLC
1928 NCampbell Avenue
Notwithstanding the above, notice oftermination under paragraph 19hereinbelow shallbeeffective
ifgiven orally, aslong aswritten notice isthenprovided assetforth hereinabove within five (5)
business days from thedateofsuch oral notice.
19. TERMINATION:
19.1 Notwithstanding anything tothecontrary contained inthisAgreement, Citymay, upon notice
toVendor, immediately terminate thisAgreement for cause, inthe event ofadefault
hereunder byVendor and/orifsufficient funds arenotappropriated orencumbered topay
fortheGoods and Services tobeprovided hereunder. Intheevent ofsuch termination,
4
National Pavement Maintenance, LLC
StreetDepartment - 2025
Appropriation #120610143-502.00Fund; P.O.#118359
Contract NotToExceed $61,520.00
Vendor shall beentitled toreceive only payment fortheundisputed invoice amount
representing conforming Goods andServices delivered asofthedateoftermination, except
that such payment amount shallnotexceed the Estimate amount ineffect atthetime of
termination, unless theparties havepreviously agreed inwriting toagreater amount.
19.2 Citymay terminate this Agreement atany time upon thirty (30) daysprior notice toVendor.
Intheevent ofsuch termination, Vendor shall beentitled toreceive only payment for the
undisputed invoice amount ofconforming Goods andServices delivered asofthedate of
termination, except that such payment amount shallnotexceed theEstimate amount in
effect atthe time oftermination, unless the parties have previously agreed inwriting toa
greater amount.
19.3 The City may terminate thisAgreement pursuant toParagraph 11hereof, asappropriate.
20. REPRESENTATIONS AND WARRANTIES
The parties represent andwarrant that they are authorized toenter intothisAgreement and thatthe
persons executing thisAgreement have the authority tobind theparty which theyrepresent.
21. ADDITIONAL GOODS AND SERVICES:
Vendor understands and agrees that City may, from time totime, request Vendor toprovide
additional goods andservices toCity. When Citydesires additional goods and services fromVendor,
theCity shall notify Vendor ofsuch additional goods and services desired, aswell asthetime frame
inwhich same aretobeprovided. OnlyafterCity has approved Vendor’stime and cost estimate for
theprovision ofsuch additional goods andservices, hasencumbered sufficient monies topayfor
same, and hasauthorized Vendor, inwriting, toprovide such additional goods andservices, shall
suchgoods andservices beprovided byVendor toCity. AcopyoftheCity’sauthorization documents
forthe purchase ofadditional goods and services shall be numbered andattached hereto inthe
order inwhich they are approved byCity.
22. TERM:
Unless otherwise terminated inaccordance with thetermination provisions set forth inParagraph 19
hereinabove, thisAgreement shall beineffect from the Effective Date through thesatisfactory
completion ofservices and/ordelivery andacceptance ofgoods contracted for herein.
23. HEADINGS:
All heading and sections ofthisAgreement areinserted forconvenience onlyanddo notform apart
ofthisAgreement norlimit, expand orotherwise alter themeaning ofanyprovision hereof.
24. BINDING EFFECT:
The parties, andtheirrespective officers, officials, agents, partners, successors, assigns and legal
representatives, are bound tothe other withrespect toallofthecovenants, terms, warranties and
obligations setforth inAgreement.
25. NO THIRD PARTY BENEFICIARIES:
This Agreement gives norights orbenefits toanyone other thanCityandVendor.
5
National Pavement Maintenance, LLC
StreetDepartment - 2025
Appropriation #120610143-502.00Fund; P.O.#118359
Contract NotToExceed $61,520.00
26. DEBARMENT AND SUSPENSION:
26.1 The Vendor certifies byentering intothisAgreement thatneither itnoritsprincipals nor any
ofitssubcontractors arepresently debarred, suspended, proposed fordebarment, declared ineligible
orvoluntarily excluded fromentering intothis Agreement byany federal agency or byany
department, agency orpolitical subdivision oftheState ofIndiana. Theterm “principal” forpurposes
ofthis Agreement means an officer, director, owner, partner, key employee orother person with
primary management orsupervisory responsibilities, oraperson who hasacritical influence on or
substantive control overtheoperations oftheVendor.
26.2 TheVendor certifies that ithas verified the state andfederal suspension and debarment
status forallsubcontractors receiving funds under thisAgreement andshall besolely responsible
foranyrecoupment, penalties orcosts that might arise fromuseofasuspended or debarred
subcontractor. The Vendor shall immediately notify theCity ifany subcontractor becomes debarred
orsuspended, andshall, atthe City’srequest, take allsteps required bytheCity toterminate its
contractual relationship withthe subcontractor for work tobe performed under thisAgreement.
27. IRANCERTIFICATION:
Pursuant toI.C. § 5-22-16.5, the Vendor shall certify that, insigning thisAgreement, itdoes not
engage ininvestment activities within theCountry ofIran.
28. ADVICE OF COUNSEL:
The parties warrant that they have readthisAgreement andunderstand it, have had theopportunity
toobtain legaladvice andassistance ofcounsel throughout thenegotiation ofthis Agreement, and
enter intosame freely, voluntarily, andwithout anyduress, undue influence orcoercion.
29. ACCESS TO PUBLIC RECORDS ACT:
Vendor understands andagrees that any “public record”, astheterm isdefined inIndiana Code 5-
14-3-2(m), asamended, that isrelated tothesubject matter ofthe Contract, whether the same isin
thepossession orcontrol ofVendor orCity, shall besubject torelease under and pursuant tothe
provisions ofIndiana’sAccess toPublic Records Act, ascodified inIndiana Code 5-14-3-1, etseq.,
as amended.
30. ENTIRE AGREEMENT:
This Agreement, together with any exhibits attached hereto orreferenced herein, constitutes the entire
agreement between Vendor and Citywithrespect tothesubject matter hereof, andsupersedes allprior
oralorwritten representations and agreements regarding same. Notwithstanding anyother term or
condition set forth herein, butsubject toparagraph 16hereof, tothe extent any termorcondition contained
inanyexhibit attached tothisAgreement orinany document referenced herein conflicts with anytermor
condition contained inthisAgreement, theterm orcondition contained inthisAgreement shallgovern and
prevail. ThisAgreement may only bemodified bywritten amendment executed byboth parties hereto, or
their successors ininterest.
6
Name of Company: Address & Zip: Telephone No.: Fax No.:
Project Name:
Invoice No.
Purchase Order No:
Person Providing Date
Goods/Services Goods/
Service
Provided
Signature
Printed Name
EXHIBIT B
Invoice
Goods/Services Provided
Describe each good/service
separately and in detail)
GRAND TOTAL
Date:
Goods
Cost Per
Item
Services
Hourly Total
Rate/
Hours
Worked
EXHIBIT C
INSURANCE COVERAGES
Worker’s Compensation & Disability Statutory Limits
Employer’s Liability:
Bodily Injury by Accident/Disease: $500,000 each employee
Bodily Injury by Accident/Disease: $500,000 each accident
Bodily Injury by Accident/Disease: $1,000,000 policy limit
Commercial General Liability (Occurrence
Basis), Bodily Injury, Personal Injury, Property
Damage, Contractual Liability, Products –
Completed Operations:
General Aggregate Limit (other than
Products/Completed Operations): $2,000,000
Products/Completed Operations: $1,000,000
Personal & Advertising Injury Limit: $500,000
Each Occurrence Limit: $1,000,000
Damage to Premises: $100,000 each occurrence
Fire Damage (any one fire): $250,000 each occurrence
Medical Expense Limit (any one person): $10,000
Auto Liability (owned, hired, and non-owned)
Bodily Single Limit: $1,000,000 each accident
Injury and Property Damage: $1,000,000 each accident
Policy Limit: $1,000,000
Umbrella/Excess Liability
Each Occurrence: $1,000,000
Aggregate: $1,000,000
Maximum Deductible: $10,000
9/29/2025
NATIONAL PAVEMENT MAINTENANCE LLC
INDIANAPOLIS, IN 46218 -
118359
1928 N CAMPBELL AVE
City of Carmel
ONE CIVIC SQUARE
CARMEL, INDIANA 46032-2584
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997
INDIANA RETAIL TAX EXEMPT
CERTIFICATE NO. 003120155 002 0
FEDERAL EXCISE TAX EXEMPT
35-6000972
PURCHASE ORDER NUMBER
THIS NUMBER MUST APPEAR ON INVOICES, A/P
VOUCHER, DELIVERY MEMO, PACKING SLIPS,
SHIPPING LABELS AND ANY CORRESPONDENCE
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION
VENDOR SHIP
TO
PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT
EXTENSION
Street Maintenance
Street Department
3400 W. 131st Street
Carmel, IN 46074-
317) 733-2001
377227
UNITPRICEDESCRIPTIONUNITOFMEASUREQUANTITY
Page 1 of 1
104928
1206Department:101Fund:General Fund
43-502.00Account:
RoadMaintenance1 $61,520.00 $61,520.00Each
61,520.00SubTotal
61,520.00
Send Invoice To:
PLEASE INVOICE IN DUPLICATE
DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT
SHIPPING INSTRUCTIONS
SHIP PREPAID.
C.O.D. SHIPMENT CANNOT BE ACCEPTED.
PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO.
THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945
PAYMENT
A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A
PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN
AFFIDAVIT ATTACHED. IHEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN
THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER.
CONTROL NO. 118359
ORDERED BY
TITLE
Street Department
3400 W. 131st Street
Carmel, IN 46074-
Lee Higginbotham Zac Jackson
317) 733-2001
Commissioner CFO
CARTER GREEN SPECIAL EVENT / FACILITY USE REQUEST FORM
Information
FACILITY*
Event Purpose &
Description:
Event Date Start*Event Date End*
If multiple dates,
please list
Set-Up time*
Tear Down End
time*
Event Start
time:*
Event End
time:*
Rehearsal*
Number of People
Expected:*
Fees?
Neighborhood
Name/Streets to be
closed
UPLOAD MAP
1. CITY FACILITY REQUESTED:
Mark all that apply
CARTER GREEN (area between Center for the Performing Arts & James
Building)
ALLIED SOLUTIONS CENTER FOR THE PERFORMING ARTS EAST PATIO (on the
Campus of the Center for the Performing Arts)
2. EVENT DETAILS:
Provide a brief description of event
Diwali Celebration is a community event in partnership with the City of Carmel. This
is an annual cultural festival of light that Carmel's Indian community and beyond
celebrates. This is Carmel Diwali's second year of hosting local food vendors,
product vendors, stage celebrations and family fun activities through Carter Green.
We will also host a Pallaidascope show.
Attach additional pages if needed-SEE BELOW
10/18/2025 10/18/2025
8:00:00 AM
12:00:00 AM
5:00:00 PM
9:00:00 AM
No Yes
10,000
Will a Fee be charged for this event? If yes, please describe below.
YES NO
3. STREET(S) REQUESTED:
We are requesting the closure of the horseshoe roads surrounding Carter Green and
the south lane of 3rd ave.
Include addresses as appropriate
An easy to read, color map of the area is required with submission.
Request submission date:
Department Review:
MAC: CFD:
ENG: STREETS:
CPD: PARKS:
Amendment to APPROVED Diwali Request.
Closure of south bound 3rd Street
Original Approved Request inclded
Type of Closure:
Further Info for type
of closure
REQUESTS:
CITY SERVICES
NEEDED:
Cones*
Barricades*
No Parking Signs*
Rolling closure
Total closure SOUTH BOUND ONLY
Lane restrictions - explain below Other -
explain below
N/A
Explain lane restrictions needed and other needed below:
3rd ave southbound lane closure for shuttle along with total closure of horseshoe
surrounding Carter Green.
4. SPECIAL REQUESTS:
Mark all that apply
ELECTRICITY
JAMES BUILDING RESTROOMS (CARTER GREEN) *Extra fees apply
N/A
Other
5. CITY SERVICES NEEDED:
Mark all that apply
Cones/Barricades (signed agreement required)
Detour/Traffic Redirection Signs (signed agreement required)
Emergency Medical Services (EMS) (Extra fees may apply)
Extra Patrol During Event (when available)
Traffic Control (Extra fees may apply)
On-site Security (Assigned off-duty CPD officers, extra fees will apply)
No Parking Signs (Pick up at Carmel Police Department)
Trash Trailer ($150 fee may be applied for use)
N/A
Other
Agreement must be signed with Carmel Street Department before delivery/pickup
Standard Cones Tall Skinny Cones
Barricades (used to close roads)Crowd-Control Gates
Please note the number of Barricades needed
Bollards or 10 x
Orange barricades
Please note the number of NO PARKING SIGNS needed
50 No parking signs
EVENT SET UP:
Mark all that apply
Stage
12x24 Mobile Stage on 3rd ave area
Size of Stage
Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the
exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368).
Otherwise, you may use the vendor of your choice.
5-10 10 x 10 tents for activities
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600)
x
Vendors
Vendors Present*
Contact Person
Email
Phone Number:
Cell Number:
Name/Organization:
Address
Organization Type:*
Residency
A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or
a non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city
limits must be received prior to application review or processing.
Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the
Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable
to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032)
The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use
request and/or revoke any previsously granted request to use a City facility for any lawful reason.
Bounce House
N/A
Other
Name of Merchants(s) doing the setup
Phone Number of Merchant(s) doing set up:
VENDORS:
Mark all that apply
VENDORS PRESENT
FOOD SERVED (May be subject to Hamilton County Health Department
inspection.)
ALCOHOL SERVED - Please see Section R under “General Terms and
Conditions” in the Public Use Policy.
N/A
Approximently how many vendors will be present?
16-20
6. CONTACT INFORMATION:
Anita Joshi
Diwali Committee
City State / Province / Region
Postal / Zip Code Country
Street Address
Address Line 2
Non-Profit Organization
Is the Organization based within the City of Carmel city limits?
Yes
No
SECURITY DEPOSIT AND FEE:
DISCLAIMER:
Acknowledgement and Agreement
Mayor's Office
ACKNOWLEDGEMENT AND AGREEMENT
TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY
I have read and understand the City of Carmel, Indiana ("City")Special Event/Facility Use Policy and agree to be bound by
all the terms and conditions set forth therein.
I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any
damage, repair or clean-up costs incurred by the City as a result of my use of a City facility.
I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility
Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I
understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful
reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors,
officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or
in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our
use of the City-owned facility and/or property.
Age Confirmation*
Special
Event/Facility Use
Policy*
*
*
___________________________________
Laura Campbell, Presiding Officer
Date: ______________________________
___________________________________
James Barlow, Member
Date: ______________________________
___________________________________
Alan Potasnik, Member
I confirm that I am 18 years of age or older.
By selecting this box, I hereby acknowledge that I have read and fully
understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy
and agree to be bound by all the terms and conditions set forth therein.
Kenna Dishmond on behalf of the Diwali Committee
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Kenna Dishmond
Printed Name and Title (If applicable)
Phone Number (Required)
Date: ______________________________
ATTEST:
_____________________
Jacob Quinn, City Clerk
________________
Date
Special Conditions:__________________________________________________________________
GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT
Address of Organization/Applicant
Date
City of Carmel Use Only
Approved this ______day of _______________, 20
CITY OF CARMEL, INDIANA
By and Through its Board of Public Works and Safety
CITY OF CARMEL, INDIANA
Information
CARTER GREEN
SPECIAL EVENT / FACILITY USE REQUEST FORM
Please reference the City of Carmel Special Event/Facility Use Policy
* Must be at least 18 years of age to complete this form.
FACILITY*
Neighborhood
Name/Streets to be
closed
1. CITY FACILITY REQUESTED:
Mark all that apply
CARTER GREEN (area between Palladium & James Building)
PALLADIUM EAST PATIO (on the Campus of the Center for the Performing Arts)
2. STREET(S) REQUESTED:
We are requesting the closure of the horseshoe roads surrounding Carter Green.
Include addresses as appropriate
<HV<HV<HV<HV<HV
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$OOLHG6ROXWLRQV 0DGHQRWHRIFRQFHUQZLWKFORVLQJKRUVHVKRHEXWLWZRXOGDOUHDG\EHFORVHGGXHWR&KULWNLQGOPDUNW
Request submission date:
Department Review:
MAC: CFD:
ENG: STREETS:
CPD: PARKS:
UPLOAD MAP
Type of Closure:
Further Info for type
of closure
REQUESTS:
CITY SERVICES
NEEDED:
Cones*
Barricades*
No Parking Signs*
An easy to read, color map of the area is required with submission.
Screenshot 2025-02-17 100749.png 1.75MB
Rolling closure
Total closure
Lane restrictions - explain below
Other - explain below
N/A
Explain lane restrictions needed and other needed below:
3. SPECIAL REQUESTS:
Mark all that apply
ELECTRICITY
JAMES BUILDING RESTROOMS (CARTER GREEN) *Extra fees apply
N/A
Other
4. CITY SERVICES NEEDED:
Mark all that apply
Cones/Barricades (signed agreement required)
Detour/Traffic Redirection Signs (signed agreement required)
Emergency Medical Services (EMS) (Extra fees may apply)
Extra Patrol During Event (when available)
Traffic Control (Extra fees may apply)
On-site Security (Assigned off-duty CPD officers, extra fees will apply)
No Parking Signs (Pick up at Carmel Police Department)
Trash Trailer ($150 fee may be applied for use)
N/A
Other
Agreement must be signed with Carmel Street Department before delivery/pickup
Standard Cones Tall Skinny Cones
Barricades (used to close roads)Crowd-Control Gates
Please note the number of Barricades needed
Bollards or 10 x
Orange Barricades
Please note the number of NO PARKING SIGNS needed
50 No Parking Signs
Event Use/Purpose:
Description of
Event:
Event Date Start*Event Date End*
If multiple dates,
please list
Set-Up time*
Tear Down End
time*
Event Start
time:*
5. EVENT DETAILS:
Diwali Celebration is a community event in partnership with the City of Carmel. This
is an annual cultural festival of light that Carmel's Indian community and beyond
celebrates.
Provide a brief description of event
Diwali Celebration is a community event in partnership with the City of Carmel. This
is an annual cultural festival of light that Carmel's Indian community and beyond
celebrates. This is Carmel Diwali's second year of hosting local food vendors,
product vendors, stage celebrations and family fun activities through Carter Green.
We will also host a Pallaidascope show.
Attach additional pages if needed-SEE BELOW
Screenshot 2025-02-17 100749.png 1.75MB
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
10/18/2025 10/18/2025
8:00:00 AM
:00:00 $0
5:00:00 PM
Event End
time:*
Rehearsal
Rehearsal Date:
Rehearsal Start
Time:
Rehearsal End
Time:
Number of People
Expected:*
Fees?
9:00:00 PM
NA
10,000
Will a Fee be charged for this event? If yes, please describe below.
YES
NO
EVENT SET UP:
Mark all that apply
Stage
12 x 24 Mobile Stage on 3rd avenue area
Size of Stage
Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the
exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368).
Otherwise, you may use the vendor of your choice.
5-10 10 x 10 tents for activities
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-
2600)
Bounce House
N/A
Other
16-20
Name of Merchants(s) doing the setup
Phone Number of Merchant(s) doing set up:
VENDORS:
Mark all that apply
Vendors
Vendors Present*
Contact Person
Email
Phone Number:
Cell Number:
Name/Organization:
Address
Organization Type:*
Residency
A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or
a non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city
limits must be received prior to application review or processing.
Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the
Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable
to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032)
The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use
request and/or revoke any previsously granted request to use a City facility for any lawful reason.
VENDORS PRESENT
FOOD SERVED (May be subject to Hamilton County Health Department
inspection.)
ALCOHOL SERVED - Please see Section R under “General Terms and
Conditions” in the Public Use Policy.
N/A
Approximently how many vendors will be present?
16-20
6. CONTACT INFORMATION:
Anita Joshi
ajoshi@carmel.in.gov
3176719442
7653665230
Diwali Committee
City State / Province / Region
Postal / Zip Code Country
Street Address
Address Line 2
Non-Profit Organization
Is the Organization based within the City of Carmel city limits?
Yes
No
SECURITY DEPOSIT AND FEE:
DISCLAIMER:
Acknowledgement and Agreement
Mayor's Office
ACKNOWLEDGEMENT AND AGREEMENT
TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY
I have read and understand the City of Carmel, Indiana ("City")Special Event/Facility Use Policy and agree to be bound by
all the terms and conditions set forth therein.
I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any
damage, repair or clean-up costs incurred by the City as a result of my use of a City facility.
I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility
Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I
understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful
reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors,
officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or
in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our
use of the City-owned facility and/or property.
Age Confirmation*
Special
Event/Facility Use
Policy*
*
*
GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT
I confirm that I am 18 years of age or older.
By selecting this box, I hereby acknowledge that I have read and fully
understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy
and agree to be bound by all the terms and conditions set forth therein.
Melissa Hopson on behalf of the Diwali Committee
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Melissa Hopson
Printed Name and Title (If applicable)
3176194187
Phone Number (Required)
Carmel City Hall, One Civic Square, Carmel, Indiana 46032
Address of Organization/Applicant
2/17/2025
Date
City of Carmel Use Only
Approved this ______day of _______________, 20
CITY OF CARMEL, INDIANA
By and Through its Board of Public Works and Safety
___________________________________
Laura Campbell, Presiding Officer
Date: ______________________________
___________________________________
-DPHV%DUORZ, Member
Date: ______________________________
___________________________________
Alan Potasnik, Member
Date: ______________________________
ATTEST:
_____________________
Jacob Quinn, City Clerk
________________
Date
Special Conditions:__________________________________________________________________
SPECIAL EVENT / FACILITY USE REQUEST
Information
Facility(s)
Event Purpose &
Description:*
Has this event been
held at City facility
before?*
Event Date Start *
Per the City of Carmel Special Event/Facility Use Policy, requests must be received at least 60 days prior to the
event.
Event Date End*
If multiple dates,
please list
Set-Up time:*Tear Down time:*
Event Start
time:*Event End time:*
Rehearsal
Rehearsal Date:
Rehearsal Start:Rehearsal End:
Number of People
Expected:*
Fees?
1. CITY FACILITY(S) REQUESTED:
Civic Square Fountain Area Civic Square Gazebo / Lawn
Japanese Garden Monon & Main Plaza
Midtown Plaza Reflecting Pool
Other
2. EVENT DETAILS
Provide a brief description of event
17th Annual fundraiser 1M/5K event for Carmel Education Foundation. Engages
community members and our schools.
Attach additional pages if needed-SEE BELOW
Yes No
10/25/2025
10/25/2025
6:00:00 AM
11:00:00 AM
End Time
8:00:00 AM 11:00:00 AM
No Yes
Rehearsal Start Time:Rehearsal End Time:
2,000
Will a Fee be charged for this event? If yes, please describe below.
Yes No
09/25/2025
AMENDEMENT TO COURSE
yes 09/30/2025
yes, 09/30/2025 yes, 09/30/2025
yes, 09/30/2025
yes, 09/30/2025yes, 09/30/2025
Fees (cont'd)
Neighborhood
Name/Streets to be
closed
Upload Map
Type of Closure:
Further Info for type
of closure
Requests:
City Services Needed
Purpose of fee
Registration fee- varies from $10 to $60
2. STREET(S) REQUESTED:
I have attached a map for the streets that will be used for the event. These are
neighborhoods around Carmel High School
Include addresses as appropriate
An easy to read, color map of the area is required with submission.
GG 2025 MAP 1M (8.5x11).pdf 1.26MB
GG 2025 MAP 5K (8.5x11).pdf 1.31MB
Rolling closure
Total closure
Lane restrictions - explain below
Other - explain below
N/A
Explain lane restrictions needed and other needed below:
Rolling closure of main street for about 30 minutes total, with CPD officers placed
along the course to facilitate neighborhood access.
3. SPECIAL REQUESTS:
Electricity
Fountain Restroom - Fountain/Gazebo
Reflecting Pool Restrooms
N/A
Other
4. CITY SERVICES NEEDED: Mark all that apply
Cones/Barricades (signed agreement required)
Detour/Traffic Redirection Signs (signed agreement required)
Emergency Medical Services (EMS) (Extra fees may apply)
Extra Patrol During Event (when available)
Traffic Control (Extra fees may apply)
On-site Security (Assigned off-duty CPD officers, extra fees will apply)
No Parking Signs (Pick up at Carmel Police Department)
Trash Trailer ($150 fee may be applied for use)
N/A
Other
5. EVENT SET UP:
Stage
Size of Stage
Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the exclusive
vendor for tent rental is A-Classic Party Rentals (317-251-7368). Otherwise, you may
use the vendor of your choice.
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600)
Vendors
Vendors Present*
Contact Person*
Email*
Phone Number:*
Cell Number:
Name/Organization:
Address
Organization Type:*
Residency
A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a
non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must
be received prior to application review or processing.
Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #a0026j, calling the
Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable
to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032)
Bounce House
N/A
Other
Name of Merchants(s) doing the setup
Phone Number of Merchant(s) doing set up:
6. VENDORS:
Vendors Present
Food Served (May be subject to Hamilton County Health Department Inspection)
Alcohol Served (Please see Section R under “General Terms and Conditions” in the
Special Event/Facility Use Policy)
N/A
Approximately how many vendors will be present?
8
7. CONTACT INFORMATION:
Jennifer Penix
Carmel Education Foundation
City
Carmel
State / Province / Region
IN
Postal / Zip Code
46032-2343
Country
United States
Street Address
Address Line 2
Ste. 124
Non-Profit Organization
Is the Organization based within the City of Carmel city limits?
Yes
No
SECURITY DEPOSIT AND FEE:
DISCLAIMER:
The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use
request and/or revoke any previously granted request to use a City facility for any lawful reason.
Acknowledgement and Agreement
Mayor's Office
ACKNOWLEDGEMENT AND AGREEMENT
TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY
I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by
all the terms and conditions set forth therein.
I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any
damage, repair or clean-up costs incurred by the City as a result of my use of a City facility.
I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility
Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I
understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful
reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors,
officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or
in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our
use of the City-owned facility and/or property.
Age Confirmation*
Special Event/Facility
Use Policy*
*
*
Submit
I confirm that I am 18 years of age or older.
By selecting this box, I hereby acknowledge that I have read and fully understand the
City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be
bound by all the terms and conditions set forth therein.
Carmel Education Foundation
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Jennifer Penix, CEO
Printed Name and Title (If applicable)
317-258-5665
Phone Number (Required)
Carmel, IN 46032
Address of Organization/Applicant
9/25/2025
Date
City of Carmel Use Only
Approved this ______day of _______________, 20
CITY OF CARMEL, INDIANA
By and Through its Board of Public Works and Safety
___________________________________
Laura Campbell, Presiding Officer
Date: ______________________________
___________________________________
James Barlow, Member
Date: ______________________________
___________________________________
Alan Potasnik, Member
Date: ______________________________
ATTEST:
_____________________
Jacob Quinn, City Clerk
________________
Date
Special Conditions:__________________________________________________________________
8:30 AM 9:10 AM
FINAL REGISTRATION START
5K
8:30 AM 9:00 AM
FINAL REGISTRATION START
1M
CITY OF CARMEL, INDIANA
Information
SPECIAL EVENT / FACILITY USE REQUEST FORM
Please reference the City of Carmel Special Event/Facility Use Policy
* Must be at least 18 years of age to complete this form.
The Event Request Form must be submitted a minimum of 60 days prior
to the planned date of the event or activity.
Please click here to request the Carter Green or East Patio.
Facility(s)
1. CITY FACILITY(S) REQUESTED:
Civic Square Fountain Area
Civic Square Gazebo / Lawn
Japanese Garden
Monon & Main Plaza
Midtown Plaza (Events must be free and open to the public. We are unable to
accommodate public movie requests.)
Reflecting Pool (Please note that Veteran's Memorial Freedom Circle and Plaza
is not available for use)
Sophia Square
Other Area around Carmel High School
06/26/2025
yes, 07/07/2025
yes, 07/07/2025
yes, 07/07/2025yes, 07/07/2025
yes, 07/08/2025
Neighborhood
Name/Streets to be
closed
Upload Map
Type of Closure:
Further Info for type
of closure
Requests:
2. STREET(S) REQUESTED:
I have attached the course map for reference- I am not sure what streets are
actually closed and which are just monitored.
Include addresses as appropriate
An easy to read, color map of the area is required with submission.
5K Map.png 605.08KB
Ghosts-Goblins 2K route.png 264.21KB
Rolling closure
Total closure
Lane restrictions - explain below
Other - explain below
N/A
Explain lane restrictions needed and other needed below:
This is for a 5k/2k event.
3. SPECIAL REQUESTS:
Electricity
Fountain Restroom - Fountain/Gazebo
Reflecting Pool Restrooms
N/A
Other
4. CITY SERVICES NEEDED: Mark all that apply
City Services Needed
Event
Use/Purpose:*
Description of
Event:*
Event Date Start*Event Date
End*
If multiple dates,
please list
Set-Up time:*Tear Down End
time:*
Event Start
time:*Event End
time:*
Rehearsal
Number of People
Expected:*
Fees?
Fees (cont'd)
Cones/Barricades (signed agreement required)
Detour/Traffic Redirection Signs (signed agreement required)
Emergency Medical Services (EMS) (Extra fees may apply)
Extra Patrol During Event (when available)
Traffic Control (Extra fees may apply)
On-site Security (Assigned off-duty CPD officers, extra fees will apply)
No Parking Signs (Pick up at Carmel Police Department)
Trash Trailer ($150 fee may be applied for use)
N/A
Other
5. EVENT DETAILS
Carmel Education Foundation Ghosts and Goblins 5k/2k
Provide a brief description of event
Ghosts and Goblins 5k/2k Family Fun race is for community members, primarily
from Carmel Clay Schools, who wish to support this fundraiser for Carmel Education
Foundation. The two events run simultaneously and the 5k is a timed and chipped
event. Participants pay a registration fee to participate and many wear costumes.
Attach additional pages if needed-SEE BELOW
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
10/25/2025 10/25/2025
8:00:00 AM 12:00:00 PM
9:00:00 AM 11:00:00 AM
NA
2,500
Will a Fee be charged for this event? If yes, please describe below.
Yes
No
Purpose of fee
Entry fee for fundraiser
x
Two barricades for starting corral area
Vendors
Vendors Present*
Contact Person*
Email *
Phone Number:*
Cell Number:
Name/Organization:
EVENT SET UP:
Stage
6 x 6 stage owned by school placed in
parking lot
Size of Stage
Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the
exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368).
Otherwise, you may use the vendor of your choice.
small 10 x 10 tents for some vendors
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600)
Bounce House
N/A
Other
10
Name of Merchants(s) doing the setup
3172585665
Phone Number of Merchant(s) doing set up:
VENDORS:
Vendors Present
Food Served (May be subject to Hamilton County Health Department Inspection)
Alcohol Served (Please see Section R under “General Terms and Conditions” in
the Special Event/Facility Use Policy)
N/A
Approximately how many vendors will be present?
10
6. CONTACT INFORMATION:
Jennifer Penix
jpenix1@ccs.k12.in.us
3178449961
3172585665
Carmel Education Foundation
Address
Organization
Type:*
Residency
A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a
non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must
be received prior to application review or processing.
Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the
Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable
to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032)
The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use
request and/or revoke any previously granted request to use a City facility for any lawful reason.
City
Carmel
State / Province / Region
IN
Postal / Zip Code
46032
Country
United States
Street Address
515 E Main St
Address Line 2
Ste. 124
For-Profit Organization
Is the Organization based within the City of Carmel city limits?
Yes
No
SECURITY DEPOSIT AND FEE:
DISCLAIMER:
Not for profit organization
Acknowledgement and Agreement
Mayor's Office
ACKNOWLEDGEMENT AND AGREEMENT
TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY
I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by
all the terms and conditions set forth therein.
I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any
damage, repair or clean-up costs incurred by the City as a result of my use of a City facility.
I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility
Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I
understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful
reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors,
officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or
in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our
use of the City-owned facility and/or property.
Age Confirmation*
Special
Event/Facility Use
Policy*
*
*
GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT
I confirm that I am 18 years of age or older.
By selecting this box, I hereby acknowledge that I have read and fully understand
the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to
be bound by all the terms and conditions set forth therein.
Carmel Education Foundation
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Jennifer Penix, Executive Director
Printed Name and Title (If applicable)
3172585665
Phone Number (Required)
515 E. Main St.
Ste. 124
Carmel, IN 46032
Address of Organization/Applicant
9/5/2024
Date
City of Carmel Use Only
Approved this ______day of _______________, 20
CITY OF CARMEL, INDIANA
By and Through its Board of Public Works and Safety
___________________________________
Laura Campbell, Presiding Officer
Date: ______________________________
___________________________________
James Barlow, Member
Date: ______________________________
___________________________________
Alan Potasnik, Member
Date: ______________________________
ATTEST:
_____________________
Jacob Quinn, City Clerk
________________
Date
Special Conditions:__________________________________________________________________
Ghosts and Goblins 5K Carmel Police Department
11
Map of Course
5K Run Course
CPD Traffic Officers
Cones blocking roads
Course Marshals
1
2
3
4 5
6
7
8
9
10
11
12
13 14
15
16
17
1819
20
Unneeded
SPECIAL EVENT / FACILITY USE REQUEST
Information
Facility(s)
Event Date End*
Event End time:*
Neighborhood
Name/Streets to be
closed
Upload Map
1. CITY FACILITY(S) REQUESTED:
Civic Square Fountain Area Civic Square Gazebo / Lawn
Japanese Garden Monon & Main Plaza
Midtown Plaza Reflecting Pool
Other
2. EVENT DETAILS
Provide a brief description of event
Very small wedding ceremony only. Under 50
Attach additional pages if needed-SEE BELOW
Yes No
7/18/2026
No set date yet, can adjust based on availability
Tear Down time: *
5:30:00 PM
End Time
Event Purpose &
Description: *
Has this event been
held at City facility
before? *
Event Date Start *
7/18/2026
If multiple dates,
please list
Set-Up time: *
2:30:00 PM
Event Start
time: *
4:00:00 PM
Rehearsal
Number of People
Expected: *
Fees?
5:00:00 PM
No Yes
50
Will a Fee be charged for this event? If yes, please describe below.
Yes No
2. STREET(S) REQUESTED:
Include addresses as appropriate
An easy to read, color map of the area is required with submission.
09/29/2025Request submission date:
Department Review:
MAC: CFD:
ENG: STREETS:
CPD: PARKS:
yes 09/30/2025
yes, 09/30/2025 yes, 09/30/2025
yes, 09/30/2025
yes, 09/30/2025yes, 09/30/2025
Type of Closure:
Further Info for type
of closure
Requests:
City Services Needed
Rolling closure
Total closure
Lane restrictions - explain below
Other - explain below
N/A
Explain lane restrictions needed and other needed below:
3. SPECIAL REQUESTS:
Electricity
Fountain Restroom - Fountain/Gazebo
Reflecting Pool Restrooms
N/A
Other
4. CITY SERVICES NEEDED: Mark all that apply
Cones/Barricades (signed agreement required)
Detour/Traffic Redirection Signs (signed agreement required)
Emergency Medical Services (EMS) (Extra fees may apply)
Extra Patrol During Event (when available)
Traffic Control (Extra fees may apply)
On-site Security (Assigned off-duty CPD officers, extra fees will apply)
No Parking Signs (Pick up at Carmel Police Department)
Trash Trailer ($150 fee may be applied for use)
N/A
Other
5. EVENT SET UP:
Stage
Size of Stage
Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the exclusive
vendor for tent rental is A-Classic Party Rentals (317-251-7368). Otherwise, you may
use the vendor of your choice.
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600)
Bounce House
N/A
Other Just chairs infront of the gazebo as a mini isle
Name of Merchants(s) doing the setup
Phone Number of Merchant(s) doing set up:
6. VENDORS:
Vendors
Contact Person*
Email*
Phone Number:*
Cell Number:
Name/Organization:
Address
Organization Type:*
Residency
A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a
non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must
be received prior to application review or processing.
Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #a0026j, calling the
Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable
to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032)
The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use
request and/or revoke any previously granted request to use a City facility for any lawful reason.
Vendors Present
Food Served (May be subject to Hamilton County Health Department Inspection)
Alcohol Served (Please see Section R under “General Terms and Conditions” in the
Special Event/Facility Use Policy)
N/A
7. CONTACT INFORMATION:
Kaitlynn miller
City State / Province / Region
Postal / Zip Code Country
Street Address
Address Line 2
Individual
Is the requestor a citizen of the City of Carmel?
Yes
No
SECURITY DEPOSIT AND FEE:
DISCLAIMER:
Acknowledgement and Agreement
Mayor's Office
ACKNOWLEDGEMENT AND AGREEMENT
TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY
I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by
all the terms and conditions set forth therein.
I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any
damage, repair or clean-up costs incurred by the City as a result of my use of a City facility.
I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility
Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I
understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful
reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors,
officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or
in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our
use of the City-owned facility and/or property.
Age Confirmation*
Special Event/Facility
Use Policy*
*
*
Submit
I confirm that I am 18 years of age or older.
By selecting this box, I hereby acknowledge that I have read and fully understand the
City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be
bound by all the terms and conditions set forth therein.
Name of Organization/Applicant
Phone Number (Required)
Address of Organization/Applicant
Date
City of Carmel Use Only
Approved this ______day of _______________, 20
CITY OF CARMEL, INDIANA
By and Through its Board of Public Works and Safety
___________________________________
Laura Campbell, Presiding Officer
Date: ______________________________
___________________________________
James Barlow, Member
Date: ______________________________
___________________________________
Alan Potasnik, Member
Date: ______________________________
ATTEST:
_____________________
Jacob Quinn, City Clerk
________________
Date
Special Conditions:__________________________________________________________________
yes 09/30/2025
yes, 09/30/2025 yes, 09/30/2025
yes, 09/30/2025
yes, 09/30/2025yes, 09/30/2025 *See Notes
Monon and Main: OK The Artomobilia increased footprint will cause a lot of vehicle
traffic on Elm Street, mixing with pedestrian traffic on Monon Blvd. Police, Fire, and Streets will need to work out the details on
how to safely handle this request. - Lt Horner
CITY OF CARMEL, INDIANA
Information
CARTER GREEN
SPECIAL EVENT / FACILITY USE REQUEST FORM
Please reference the City of Carmel Special Event/Facility Use Policy
* Must be at least 18 years of age to complete this form.
FACILITY*
Neighborhood
Name/Streets to be
closed
1. CITY FACILITY REQUESTED:
Mark all that apply
CARTER GREEN (area between Palladium & James Building)
PALLADIUM EAST PATIO (on the Campus of the Center for the Performing Arts)
2. STREET(S) REQUESTED:
Carter Green Loop
Include addresses as appropriate
09/22/2025
yes 09/30/2025
yes, 09/30/2025 yes, 09/30/2025
yes, 09/30/2025
yes, 09/30/2025yes, 09/30/2025
UPLOAD MAP
Type of Closure:
Further Info for type
of closure
REQUESTS:
CITY SERVICES
NEEDED:
Event Purpose &
Description:
Event Date Start*Event Date End*
An easy to read, color map of the area is required with submission.
DIAGRAM-Gala FY27, South Patio, 9.22.25.pdf 1.09MB
DIAGRAM -- Valet, Sigange .pdf 363.2KB
Rolling closure
Total closure
Lane restrictions - explain below
Other - explain below
N/A
Explain lane restrictions needed and other needed below:
Closing the loop after Farmers Market with our signs and cones. No bollards
needed.
3. SPECIAL REQUESTS:
Mark all that apply
ELECTRICITY
JAMES BUILDING RESTROOMS (CARTER GREEN) *Extra fees apply
N/A
Other
4. CITY SERVICES NEEDED:
Mark all that apply
Cones/Barricades (signed agreement required)
Detour/Traffic Redirection Signs (signed agreement required)
Emergency Medical Services (EMS) (Extra fees may apply)
Extra Patrol During Event (when available)
Traffic Control (Extra fees may apply)
On-site Security (Assigned off-duty CPD officers, extra fees will apply)
No Parking Signs (Pick up at Carmel Police Department)
Trash Trailer ($150 fee may be applied for use)
N/A
Other
5. EVENT DETAILS:
Provide a brief description of event
Allied Solutions Center for the Performing Arts annual Center Celebration. We ask to
reserve the East Patio for our event, placing a tent between the South steps and the
loop or the West loop, plus an additional request for the Carter Green loop be closed
after Farmers Market (traffic restricted with our cones and signs, no bollards). We
will determine tent location at a later date but want to request all spaces as early as
possible. (Diagrams of both tent locations are included in this request.)
Attach additional pages if needed-SEE BELOW
9/18/2026 9/21/2026
If multiple dates,
please list
Set-Up time*
Tear Down End
time*
Event Start
time:*
Event End
time:*
Rehearsal*
Number of People
Expected:*
Fees?
Friday September 18, 2026 to Monday, September 21, 2026 as the tent will not be
removed until Monday.
9:00:00 AM
4:00:00 PM
4:00:00 PM
1:00:00 AM
No Yes
400
Will a Fee be charged for this event? If yes, please describe below.
YES NO
EVENT SET UP:
Mark all that apply
Stage
Size of Stage
Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the
exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368).
Otherwise, you may use the vendor of your choice.
20 x 40
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-
2600)
Bounce House
N/A
Other
A Classic
Name of Merchants(s) doing the setup
3172517368
Phone Number of Merchant(s) doing set up:
VENDORS:
Mark all that apply
Vendors
Vendors Present*
Contact Person
Email
Phone Number:
Cell Number:
Name/Organization:
Address
Organization Type:*
Residency
A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or
a non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city
limits must be received prior to application review or processing.
Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the
Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable
to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032)
The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use
request and/or revoke any previsously granted request to use a City facility for any lawful reason.
VENDORS PRESENT
FOOD SERVED (May be subject to Hamilton County Health Department
inspection.)
ALCOHOL SERVED - Please see Section R under “General Terms and
Conditions” in the Public Use Policy.
N/A
Approximently how many vendors will be present?
2
6. CONTACT INFORMATION:
Nicole Chernish
nchernish@thecenterpresents.org
3178193520
Director of Events
City
Carmel
State / Province / Region
IN
Postal / Zip Code
46032
Country
United States
Street Address
1 Carter Green, Carmel, IN 46032, USA
Address Line 2
Non-Profit Organization
Is the Organization based within the City of Carmel city limits?
Yes
No
SECURITY DEPOSIT AND FEE:
DISCLAIMER:
Acknowledgement and Agreement
Mayor's Office
ACKNOWLEDGEMENT AND AGREEMENT
TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY
I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by
all the terms and conditions set forth therein.
I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any
damage, repair or clean-up costs incurred by the City as a result of my use of a City facility.
I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility
Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I
understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful
reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors,
officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or
in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our
use of the City-owned facility and/or property.
Age Confirmation*
Special
Event/Facility Use
Policy*
*
*
___________________________________
Laura Campbell, Presiding Officer
Date: ______________________________
___________________________________
James Barlow, Member
Date: ______________________________
I confirm that I am 18 years of age or older.
By selecting this box, I hereby acknowledge that I have read and fully
understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy
and agree to be bound by all the terms and conditions set forth therein.
Allied Solutions Center for the Performing Arts
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Nicole Chernish, Director of Events
Printed Name and Title (If applicable)
3178193520
Phone Number (Required)
___________________________________
Alan Potasnik, Member
Date: ______________________________
ATTEST:
_____________________
Jacob Quinn, City Clerk
________________
Date
Special Conditions:__________________________________________________________________
GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT
Address of Organization/Applicant
Date
City of Carmel Use Only
Approved this ______day of _______________, 20
CITY OF CARMEL, INDIANA
By and Through its Board of Public Works and Safety
6ft Banquet Table
musicians
(duo)
VALET
A-Frame
Tent
White Garden Chairs Stanchions
Music Stands
A Frames
Stanchions
White Chairs
6ft Banquet
Power
Music Stands
Red Carpet
Tent
6
10
14
6
1
2
1
1
Inventory Report
SPECIAL EVENT / FACILITY USE REQUEST
Information
Facility(s)
Event Purpose &
Description:*
Has this event been
held at City facility
before?*
Event Date Start *
Per the City of Carmel Special Event/Facility Use Policy, requests must be received at least 60 days prior to the
event.
Event Date End*
If multiple dates,
please list
1. CITY FACILITY(S) REQUESTED:
Civic Square Fountain Area Civic Square Gazebo / Lawn
Japanese Garden Monon & Main Plaza
Midtown Plaza Reflecting Pool
Other
Everyone Deserves Their
Morning Sun Roundabout
2. EVENT DETAILS
Provide a brief description of event
Press conference on a call to action to raise awareness on Movember-Men's Health.
The centerpiece of our event will be the temporary closure of the roundabout where
the "Everyone Deserves Their Morning Sun" artwork is located, transfroming it into a
hub of activity dedicated to our cause. Media personalities and health experts will be
on-site, shooting live footage to highlight the importance of men's health and to
educate the public on these critical issues. Their presence and expertise will draw
attention to the campaign, ensuring that the mesage reaches a wide audience.
We are inviting the public to donate by using the provided/advertised QR code and
purchasing blue flags, which will be placed in the roundabout showing support for
men's health, creating a powerful and visually striking display of solidarity and
support. Our goal is for the roundabout, adorned with these flags, to become a
symbol of the cause and poignant photo opportunity for survivors and supporters
alike. Additionally we will endeaver to make the "Everyone Deserves Their Morning
Sun" roundabout the most adored roundabout in Carmel.
Attach additional pages if needed-SEE BELOW
Yes No
11/1/2025
11/1/2025
09/29/2025
yes 09/30/2025 yes, 09/30/2025
yes, 09/30/2025
yes, 09/30/2025
yes, 09/30/2025
yes, 09/30/2025
Set-Up time:*Tear Down time:*
Event Start
time:*Event End time:*
Rehearsal
Number of People
Expected:*
Fees?
Neighborhood
Name/Streets to be
closed
Upload Map
Type of Closure:
Further Info for type
of closure
Requests:
City Services Needed
8:45:00 AM
9:20:00 AM
End Time
9:00:00 AM 9:20:00 AM
No Yes
100
Will a Fee be charged for this event? If yes, please describe below.
Yes No
2. STREET(S) REQUESTED:
Roundabout at Clay Terrace Blvd, N. Rangeline Road, and Lowes Way
Include addresses as appropriate
An easy to read, color map of the area is required with submission.
Rangeline Road.docx 1.8MB
Rolling closure
Total closure
Lane restrictions - explain below
Other - explain below
N/A
Explain lane restrictions needed and other needed below:
Road closures Southbound from Clay Terrace Blvd, Northbound from Rangeline
Road, keeping Lowes Way open into Clay Terrace Blvd.
3. SPECIAL REQUESTS:
Electricity
Fountain Restroom - Fountain/Gazebo
Reflecting Pool Restrooms
N/A
Other Placing flags in roundabout correlating dollars raised
4. CITY SERVICES NEEDED: Mark all that apply
Cones/Barricades (signed agreement required)
Detour/Traffic Redirection Signs (signed agreement required)
Emergency Medical Services (EMS) (Extra fees may apply)
Extra Patrol During Event (when available)
Traffic Control (Extra fees may apply)
On-site Security (Assigned off-duty CPD officers, extra fees will apply)
No Parking Signs (Pick up at Carmel Police Department)
Trash Trailer ($150 fee may be applied for use)
N/A
Other
Cones*
Barricades*
Standard Cones*
Vendors
Contact Person*
Email*
Phone Number:*
Cell Number:
Name/Organization:
Agreement must be signed with Carmel Street Department before delivery/pickup
Standard Cones Tall Skinny Cones
Barricades (used to close roads)Crowd-Control Gates
Please note the number of Barricades needed
4
Please note the number of Standard Cones needed
10
5. EVENT SET UP:
Stage
n/a
Size of Stage
Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the exclusive
vendor for tent rental is A-Classic Party Rentals (317-251-7368). Otherwise, you may
use the vendor of your choice.
n/a
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600)
Bounce House
N/A
Other
Carmel Fire Department
Name of Merchants(s) doing the setup
3175082809
Phone Number of Merchant(s) doing set up:
6. VENDORS:
Vendors Present
Food Served (May be subject to Hamilton County Health Department Inspection)
Alcohol Served (Please see Section R under “General Terms and Conditions” in the
Special Event/Facility Use Policy)
N/A
7. CONTACT INFORMATION:
Renee Butts/Tim Griffin
rbutts@carmel.in.gov
3175082809
317-508-2809
Carmel Fire Department
Address
Organization Type:*
Residency
A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a
non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must
be received prior to application review or processing.
Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #a0026j, calling the
Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable
to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032)
The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use
request and/or revoke any previously granted request to use a City facility for any lawful reason.
City
CARMEL
State / Province / Region
Indiana
Postal / Zip Code
46032-3391
Country
United States
Street Address
210 Veterans Way
Address Line 2
Non-Profit Organization
Is the Organization based within the City of Carmel city limits?
Yes
No
SECURITY DEPOSIT AND FEE:
DISCLAIMER:
Acknowledgement and Agreement
Mayor's Office
ACKNOWLEDGEMENT AND AGREEMENT
TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY
I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by
all the terms and conditions set forth therein.
I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any
damage, repair or clean-up costs incurred by the City as a result of my use of a City facility.
I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility
Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I
understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful
reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors,
officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or
in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our
use of the City-owned facility and/or property.
Age Confirmation*
Special Event/Facility
Use Policy*
*
*
Submit
I confirm that I am 18 years of age or older.
By selecting this box, I hereby acknowledge that I have read and fully understand the
City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be
bound by all the terms and conditions set forth therein.
Carmel Fire Department/Renee Butts
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Renee L. Butts
Printed Name and Title (If applicable)
317-508-2809
Phone Number (Required)
210 Veterans Way Carmel, IN 46032
Address of Organization/Applicant
9/29/2025
Date
City of Carmel Use Only
Approved this ______day of _______________, 20
CITY OF CARMEL, INDIANA
By and Through its Board of Public Works and Safety
___________________________________
Laura Campbell, Presiding Officer
Date: ______________________________
___________________________________
James Barlow, Member
Date: ______________________________
___________________________________
Alan Potasnik, Member
Date: ______________________________
ATTEST:
_____________________
Jacob Quinn, City Clerk
________________
Date
Special Conditions:__________________________________________________________________
Project: Parcel: DEDICATION & DEED OF PUBLIC RIGHTS-OF-WAY A portion of Tax Parcel No. 29-09-25-101-007.000-018THIS INDENTURE WITNESSETH: That Warthog Cabbage, LLC, an Indiana Limited Liability company (the "Grantor"), the fee simple
owner of the real property depicted and described on the attached Exhibits A & B ("Property") incorporated herein by this reference, which Property is located in the City of Carmel, Hamilton County, State of Indiana, hereby grants, conveys and waiTants in fee simple and with no reversionary rights
whatsoever retained, all of Grantor's rights, title, and interest in the Property, to the City of Carmel, Indiana, an Indiana municipal corporation ("Grantee"), subject to all existing easements and rights-of
way of record, for the sum of Ten Dollars ($10.00) and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged.
The undersigned represents and warrants that they are the authorized representative of the Grantor; that Grantor is a limited liability company validly existing in the State of its origin and where required, in the State where the subject real estate is situated; that Grantor is the fee simple owner of the Property;
that Grantor has full capacity to convey the Property; that they have full authority to execute and deliver this instrument on behalf of Gran tor and that said authority has not been revoked; that they are therefore, fully authorized and empowered to convey the Property to the City of Carmel, Indiana, and that on the
date of execution of this Dedication and Deed of Public Rights-of-Way, they had full authority to so act; and that all necessary action for the making of this conveyance has been duly taken.
The Grantor assumes and agrees to pay real estate taxes and assessments on the Property for 2024, payable 2025, and all prior years. This obligation shall survive the conveyance of the Property and shall be enforceable by the Grantee in the event of any non-payment.
[Signature page to follow}
IN WITNESS�HEREOF, Grantor has executed this Instrument to be effective as of the ;zdday of f>CX:12 h--ec: ?--, 2025. -
STATE OF INDIANA )
GRANTOR: WARTHOG CABBAGE, LLC
By ¥ Name: K¥,in Paul
Title: Managing Member
) SS: COUNTY OF HAMILTON )
On D e;,/-o k ;::;), 2025, before me, K--e v: V Pw I , personally appeared Kevin Paul, who proved to me on the basis of satisfactory evidence to be the person whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her authorized capacity, and that by his/her signature on the instrument the person, or the entity upon behalf of which the person acted, executed the instrument.
WITNESS m hand and official seal.
Signature
Grantee's Tax Mailing Address and after recording return to: City of Carmel One Civic Square Carmel, IN 46032
I affirm, under the penalties for petjury, that I have taken reasonable care to redact each and every Social Security number from this document, unless it is required by law. Sergey Grechukhin.
Instrument prepared by: Sergey Grechukhin, City of Carmel, One Civic Square, Carmel, IN 46032.
2
City of Carmel
BOARD OF PUBLIC WORKS & SAFETY
ACCEPTANCE OF DEDICATION & DEED OF PUBLIC RIGHTS-OF-WAY
WHEREAS, the foregoing Grantor having filed with the City of Cann el, Indiana, an Indiana municipal
corporation ("City"), its Dedication and Deed of Public Rights-of-Way of certain real property ("Property") to the City for the purpose of establishing City rights-of-way;
WHEREAS, the City believes that said fee simple conveyance of the Property is desirable, necessary
and in the City's best interests; and
NOW THEREFORE, the City, by and through its Board of Public Works and Safety, hereby accepts said Dedication and Deed, and orders that the Dedication and Deed of Public Rights-of-Way described herein be recorded in the Recorder's Office of Hamilton County, Indiana, and that the Property be, and the same hereby is, declared open and dedicated to the City.
SO ORDERED: CITY OF CARMEL BOARD OF PUBLIC WORKS & SAFETY
Laura Campbell, Presiding Officer
Date: ___________ _
James Barlow, Member
Date: ___________ _
Alan Potasnik, Member
Date:. ___________ _
ATTEST:
Jacob Quinn, Clerk
Date: ______________ _
3
STATE OF INDIANA ) ) SS:COUNTY OF HAMIL TON )
Before me, a Notary Public in and for said County and State, personally appeared LAURA CAMPBELL, JAMES BARLOW and ALAN POTASNIK, by me known, and by me known to be the Members of the City of Carmel Board of Public Works and Safety, and JACOB QUINN, Clerk of THE CITY OF CARMEL, who acknowledged the execution of the foregoing Dedication and Deed of Public Rights-of-Way on behalfofthe City of Carmel, Indiana.
Witness my hand and Notarial Seal this __ day of _____ � 20. __ _
NOTARY PUBLIC My Commission No./Expiration: Printed Name
My County of Residence:. ______ _
4
UNDERGROUND & BURIED UTILITY DISTRICT WAIVER REQUEST
SMALL CELL PERMIT SC-2025-00016
Colby Toney
1961 Northpoint Boulevard, Suite 130
Hixson, TN
37343
7063133461
colby.toney@telecadeng.com
Verizon Wireless
24242 Northwestern Highway
Southfield, MI
48076
APPLICANT FACILITY OWNER
The applicant listed below requests the Board of Public Works and Safety grant a waiver from the
requirements of the Underground and Buried Utility District (BPW Res. 04-28-17-01) to facilitate installation
of above ground small cell facilities within Carmel's dedicated right-of-way.
Location 1 3902 E Smoky Row
PROPOSED SITES
4882 Wintergreen LnLocation 2
Location 3
Location 4
Location 5
5348 E 126th St
11992 Hazel Dell Pky
The Department of Engineering has determined this request to be valid and recommends approval the waiver, subject to the
following conditions:
·The waiver is limited to the design and placement of small cell facilities, support structures, control cabinets and other
appurtenances as shown on the construction plans submitted to the Department of Engineering as part of Small Cell
Permit No. SC-2025-00016
· This waiver applies only to the locations listed above.
· Approval of this waiver does not guarantee approval of any future requests.
___________________________________________
Bradley Pease, PE
City Engineer
GN INDY 3118
GN INDY 3117
GN INDY 3116
GN INDY 3115
Pole ID Address
DEPARTMENT OF ENGINEERING
ONE CIVIC SQUARE, CARMEL, IN 46032 OFFICE 317.571.2441 FAX 317.571.2439
EMAIL engineering@carmel.in.gov
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October 7, 2025
Board of Public Works and Safety
One Civic Square
Carmel, Indiana 46032
RE: STORMWATER TECHNICAL STANDARDS WAIVER –BAKER VILLAGE-TOWNE RD AND 146TH STREET
Dear Board Members:
Kyle Eichhorn, PE, with HWC Engineering, has requested waivers from the Stormwater Technical
Standards Manual in association with the Baker Village Development at the southeast corner of Towne
Rd and 146th Street (exhibits attached).
The Department of Engineering, in review of the proposed conditions and design standards, has
determined that the waivers requested are valid given the existing site constraints involved with the
project and recommend approval.
Sincerely,
Bradley Pease, P.E.
City Engineer
July 16, 2025
Waiver Request for PZ-2025-00054 PP Baker Village
Carmel Stormwater Technical Standards Manual Section 302.03 – Allowable Release Rates
I am requesting a waiver from the required release rates at our southern boundary, which is identified
as basin EX W in the Baker Village Primary Plat Stormwater Drainage Report dated May 9, 2025. This
basin consists of 9.42 acres and currently discharges into a regulated drain and then into Saddle Creek
Lake 1. Most of this basin will be detained within the proposed drainage system for Baker Village, but
there is a small portion of approximately 0.66 acres consisting of rear yards that cannot be captured and
detained because of the regulated drain that runs along the south side of the project. Per the Carmel
Stormwater Technical Standards Manual Section 302.03, the allowable release rate, established by Basin
EX W (9.42 acres), is 0.94 cfs during the 10-year event and 2.83 cfs during the 100-year event. We are
proposing a release rate of 1.55 cfs during the 10-year event and 3.33 cfs during the 100-year event.
This proposed discharge into Saddle Creek Lake 1 has been modeled and shows no adverse impacts to
the Saddle Creek Drainage System. In addition, the roof drains for Lots 1-9 will be captured in a
separate subsurface drain along Coco Lane. Also, in its current use as seasonal row crop agriculture,
field debris is currently being discharged into Saddle Creek Lake 1. This will not occur in the proposed
condition.
Sincerely,
Kyle Eichhorn, PE, PS
Project Manager
HWC Engineering
July 16, 2025
Waiver Request for PZ-2025-00054 PP Baker Village
Carmel Stormwater Technical Standards Manual Chapter 700 – Water Quality
I am requesting a waiver from the water quality standards for the approximately 0.66 acres generally
consisting of rear yards of Lots 1-9 and a small area adjacent to Saddle Creek. The stormwater for this
area cannot be treated because of the regulated drain that runs along the south side of the project and
will be discharged to Saddle Creek Lake 1, where it will be treated in a series of ponds within the Saddle
Creek Development. This discharge consists solely of lawn area because the roof drains for Lots 1-9 will
be captured in a separate subsurface drain along Coco Lane. This proposed discharge into Saddle Creek
Lake 1 has been modeled and shows no adverse impacts to the Saddle Creek Drainage System. Also, in
its current use as seasonal row crop agriculture, field debris is currently being discharged into Saddle
Creek Lake 1. This will not occur in the proposed condition, so water quality will be improved.
Sincerely,
Kyle Eichhorn, PE, PS
Project Manager
HWC Engineering