HomeMy Public PortalAbout6/25/2003 regularCity of Greencastle
City Hall
® One North Locust Street
P.O. Box 607
Greencastle, Indiana 46135
GREENCASTLE BOARD OF WORKS
REGULAR SESSION
WEDNESDAY, JUNE 25, 2003 4:00 P.M.
Pamela S. Jones
Clerk- Treasurer
CITY HALL
The Greencastle Board of Works met in Regular Session Wednesday, June 25, 2003, 4:00
p.m. at City Hall. Mayor Michael called the meeting to Order at 4:08 p.m. On the Roll
Call, the following were found to be present: Sue Murray and George Murphey.
Motion to approve minutes from May 21, 2003, Regular Session; May 28, 2003,
Executive Session; May 28, 2003 Special Session and June 2, 2003 Special Session, was
made by Sue Murray, seconded by George Murphey.
Brian Phillips was present to request an extension of his unpaid Medical Leave. Mr.
Phillips told the Board he had surgery Thursday, June 19, 2003 and recovery will take
approximately 4 -8 weeks. CT Jones stated she has helped Mr. Phillips apply for Long
Term Disability. Mr. Phillips is on FMLA which started May 13, 2003 and Mr. Phillips
is required to pay his portion of health insurance.
Motion to authorize Mayor Michael to extend the medical leave as medically necessary
was made by Sue Murray, seconded by George Murphey. Vote was unanimous.
Street Commissioner Miles reported to the Board that Jeff Young left the City's
employment June 20'2003. Street Commissioner Miles requested Terry Oty, a part-
timer, be placed in that position. Street Commissioner Miles stated that Mr. Oty does
have his CDL license and he will complete a 90 -day probationary period as required for
all full -time positions. Motion to approve made by Mayor Michael, seconded by Sue
Murray. Vote was unanimous.
A contract for Wabash Valley Asphalt for the 2003 Asphalt Overlay was presented at the
meeting by Engineer Glen Morrow. The total amount of the contract is $150,695.50
which includes asphalt and stripping in the amount of $138,502.50; sanitary sewer
manhole casting in the amount of $9,177.00 and water castings in the amount of
$3,016.00. CT Jones stated that $130,000.00 is appropriated for street resurfacing and
$75,000.00 is earmarked for the West Side Project, leaving only $55,000.00. CT Jones
stated that she has checked the cash balance and an additional appropriation can be done.
Mayor Michael made the motion to accept the contract contingent upon the additional
appropriation being approved, seconded Sue Murray. Vote was unanimous.
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® Police Chief Hendrich distributed a memo at the meeting requesting Officer Brian
Hopkins be promoted to the rank of Captain effective June 30, 2003. Motion to accept
made by Sue Murray, seconded by George Murphey. Vote was unanimous.
Attorney Robertson stated she still has some changes that need to be made to the Police
SOP. Motion to table the Police SOP was made by Sue Murray, seconded by George
Murphey. Vote was unanimous.
Engineer Morrow distributed a memo at the meeting regarding a request from the Putnam
County Commissioners to fix a portion of CR 75 W or Columbia Street that was
damaged during our W WTP project. Engineer Morrow stated he and WW
Superintendent Neese met with Dave Sutherlin and offered four options:
1. Lower the castings as much as possible so that a layer of gravel may cover
the casting. It would be the County's responsibility to keep enough gravel
over the castings for their maintenance activities.
2. Place a concrete pad around the manhole casting. This is a similar
practice to what we do with our manholes in City Streets.
3. Place a concrete pad that extends across the width of the street. Tapering
the ends would allow the grader operator to raise the blade at each
manhole and not worry about uneven surface across the width.
4. Come to our Board of Works meeting and ask the City to pave the road.
Engineer Morrow stated he does not feel the City is responsible for repaving the entire
road. George Murphey stated he feels a formal agreement is needed.
e Sue Murray made the motion to move forward with option three with a letter being sent
to the County Commissioners sharing the interlocal agreement that was signed prior to
our WWTP project beginning, seconded by George Murphey.
Motion to approve the ADA Policy was made by George Murphey, seconded by Sue
Murray. Vote was unanimous.
Mr. Ernest Henninger, South 43 Water Association Treasurer, was present at the meeting
to request renegotiation of the 50 million gallon water contract between the City and
South 43 Water Association signed in 1993 to 75 million gallons of water. Mr.
Henninger stated the South 43 Water Association Board does not want to go over their
allotted amount and be in violation of the agreement. George Murphey asked for a break
down for the additional 25 million gallons of water. Mr. Henninger stated they add
approximately 5 -8 customers a year and the amount creeps up on you — we don't want to
be in violation and we have tried to find a number that will be acceptable to both parties
without having to bother you again, Mr. Henninger explained.
Water Superintendent Dale stated that Reelsville Water Corporation use will go down
once their new plant is on line.
George Murphey made the motion to enter into a new agreement with South 43 Water
Association allowing 55 million gallons of water at this time, but let Mr. Henninger know
that the City will be receptive to amend this agreement when and if it is needed, seconded
by Sue Murray. Vote was unanimous.
® An Agreement with DLZ for testing on the old City Hall was tabled until money is
appropriated for this project.
Motion to approve an Agreement with Crowe Chizek to prepare the Continuing
Disclosure Statements for the Water and Wastewater Bonds in the amount of $1500.00
(fifteen hundred dollars) for both was made by George Murphey, seconded by Sue
Murray. Vote was unanimous.
Mayor Michael stated Sprint has requested an additional extension of the agreement
dated November 3, 1999. George Murphey stated they have been given their ninety day
notice and don't feel we need to keep extending this — the water tower is scheduled to
come down after Labor Day. George Murphey made the motion to authorize City
Attorney Robertson to write a letter stating they have to have their equipment off the
water tower no later than September I, 2003, seconded by Sue Murray. Vote was
unanimous.
Wastewater Superintendent Mike Neese addressed the letter supplied in the packets
regarding an eight inch sanitary sewer line that runs north 200 feet from Ave B. WW
Superintendent Neese stated this line is in very poor shape and once the CVS project
takes place this line will only serve one customer at 1015 Avenue B. Superintendent
Neese stated his recommendation is to install a new sanitary lateral for this resident with
an approximate cost of $3,800.00.
Sue Murray made the motion to accept the recommendation of Superintendent Neese
® with a letter of approval from the resident at 10 15 Avenue B, seconded by George
Murphey. Vote was unanimous.
Triad I & I Update. Superintendent Neese stated they have been using the camera truck
and have found fourteen violations in the DePauw area. Superintendent Neese stated he
has met with DePauw about these problems and twelve have already been fixed.
Update on Eastside Waterworks project — Attorney Robertson stated we are waiting on
signed deeds.
Update on Greencastle Police Department Paving — Attorney Robertson is to contact
bonding company.
Water Superintendent Dale stated he is looking into an eight foot fence around the entire
water plant for security.
Motion to approve Water claims in the amount of $59,772.12 was made by George
Murphey, seconded by Sue Murray. Vote was unanimous.
Motion to approve Wastewater claims in the amount of $58,104.01 was made by Sue
Murray, seconded by George Murphey. Vote was unanimous.
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Motion to adjourn made by George Murphey, seconded by Sue Murray. Vote was
unanimous.
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ATTEST:
Pamela S. Jones, Cl 1' reasurer
1(t Q.
Nancy A. Mic el, Mayor