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HomeMy Public PortalAbout9/17/2003®City of Greencastle CiLy Hall One North LOCUSL Street P.O. Box 607 Greencastle, Indiana 46135 Pamela S. Jones Clerk- Treasurer GREENCASTLE BOARD OF WORKS REGULAR SESSION WEDNESAY, SEPTEMBER 17, 2003 4:00 P.M. CITY HALL The Greencastle Common Council met in Regular Session Wednesday, September 17, 2003, 4:00 p.m. at City Hall. Mayor Michael called the meeting to Order at 4:00 p.m. On the Roll Call, the following were found to be present: Sue Murray and George Murphey. Sue Murray made a motion to approve minutes from July 16, 2003, Regular Session, seconded by George Murphey. Vote was unanimous. ® Lease rates and payments for two trucks for the Water Department were discussed. The lease amount for the two trucks is $32,546.00. The following rates /payments were distributed at the meeting: ® Old National Bank 3 years 3.15 %; 3 annual payments of $11,577.93 4 years 3.38 %; 4 annual payments of $8,880.53 5 years 3.62 %; 5 annual payments of $7,281.74 National City Bank 3 years 2.47 %; 3 payments $11,160.74 4 years 2.75 %; 4 annual payments $8,509.97 5 years 3.04 %; 5 annual payments $6,939.99 First National Bank 3 years 2.42 %; 3 annual payments of $11,385.34 4 years 2.67 %; 4 annual payments of $8,694.51 5 years 2.92 %; 5 annual payments of $7,098.66 CT Jones stated the rates for First National are lower, but payments are higher. CT Jones stated Mr. Heeke was out today, and she was unable to get clarification. George Murphey made the motion to authorize the Mayor to sign the paperwork once the Clerk- Treasurer has clarification on annual payment amounts, seconded by Sue Murray. Vote was unanimous. (CT Jones did get clarification and First National Bank was lowest rate and payment — 3 years 2.42% with first payment of $11,160.00 and two payments of ® $11,152.14). Wastewater Superintendent Mike Neese recommended Ernest Phillips to fill the position of Collection System Laborer with an annual salary of $19,100.00. Mr. Phillips will ® begin September 29, 2003. Wastewater Superintendent Mike Neese also recommended Oscar King, Sr. be hired for the part-time building maintenance position at $9.00 an hour beginning September 21, 2003. Motion to approve both recommendations was made by George Murphey, seconded by Sue Murray. Vote was unanimous. Wastewater Superintendent Neese discussed the Maintenance Agreement for the SCADA System at the plant and eight variable frequency drive units. Superintendent Neese received two responses for this service: Homer Electric Inc., declined to quote due to the SCADA and I-tavel submitted a quote for $4,880.00 annually with semi - annual payments of $2,440.00. This is a one year contract with an effective date of October 1, 2003. Motion to approve this contract was made by Sue Murray, seconded by George Murphey. Vote was unanimous. Acting Chief Tom Sutherlin reported that his office received two complaints regarding an incident with Captain Hanlon on August 20, 2003. Acting Chief Sutherlin stated he discussed the complaints and suggested disciplinary action with Captain Hanlon. Captain • Hanlon accepted the disciplinary action of a one day suspension without pay. Incident resolved. Mayor Michael discussed a memo regarding Police Personnel with the Board. Mayor S Michael advised the Board that Jim Hendrich has requested to be moved to a Captain, vacating the Chiefs position. Mayor Michael further stated she has appointed Tom . Sutherlin as Acting Police Chief and he has asked that Brian Hopkins be named as Acting Assistant Police Chief. Acting Chief Sutherlin will continue to draw Assistant Chiefs pay and Acting Assistant Chief Hopkins will continue with Captain's pay. Both will still be eligible for overtime and comp time. Motion to approve made by Sue Murray, seconded by George Murphey. Vote was unanimous. City Attorney Robertson - Hardwick presented a resolution to a lawsuit filed against Jim Hendrich in his capacity of Chief. This lawsuit was filed in regards to the fair debt collection act and the Plaintiff is willing to settle for $200.00 (Two Hundred Dollars). Attorney Hardwick stated the plaintiff has not read or accepted the agreement, but she is sure he will and asked for approval to have the Mayor sign the agreement. Motion to authorize the Mayor to sign this agreement as long as there are no "material" changes was made by Mayor Michael, seconded by George Murphey. Vote was unanimous. Steve Nielson was present to discuss the Earth Tech contract for the East Side Water Works. This project will be paid for out of the water refunding bond proceeds. Mayor • Michael stated the Redevelopment Commission has agreed to reimburse the Water Department for the Engineering portion of this project. Sue Murray and George Murphey asked if the Redevelopment Commission knows the cost of the engineering. After some E discussion, it was decided to wait to sign this contract and the Notice to Proceed until the cost has been discussed with the Redevelopment Commission. Park Director Weinschenk handed out a letter stating Assistant Park Director Lori Newsom has completed her 90 (ninety) day probationary period and asked the Board to accept Ms. Newsom as a full -time employee. Motion to accept made by Sue Murray, seconded by George Murphey. Vote was unanimous. Mayor Michael discussed water employee Kevin McCammack being allowed to be an I & I Inspector. Mayor Michael stated Mr. McCammack would do this work after hours and fees would be paid by the property owners. Attorney Hardwick stated there could be a problem in that property owners may feel since Mr. McCammack is a City employee that the City could be controlling his decisions. Motion to deny the request was made by George Murphey, seconded by Sue Murray. Vote was unanimous. The only City employee that is to become certified as an I & I inspector is the Building Commissioner. Westside Project Notice of Award and Notice to Proceed for Feutz Contractors in the amount of $564,665.65 was discussed. A memo from Linda Trefry, Grant Administrator was discussed. Ms. Trefry stated that we cannot award the contract until we have release ® of funds from DOC and before we can get release of funds from DOC we have to have the permit from CSX. Engineer Morrow stated he received CSX information approximately one hour prior to the meeting. Insurance through CSX is $1,500.00 and through our insurance company it ® will cost approximately $3,000.00 to $3,500.00. Motion to authorize Mayor Michael to sign the CSX agreement after it is reviewed and approved by Attorney Hardwick was made by George Murphey, seconded by Sue Murray. Vote was unanimous. Motion to release retainage for Aymir Construction to Capitol Indemnity for the Police Department Project was made by Sue Murray, seconded by George Murphey. Vote was unanimous. Engineer Morrow stated additional Phase II Environmental Site Work needs to be done at the Maple /Berry park site. An agreement with DLZ for a lump sum fee of $3,900.00 for the additional site borings to see how far the contamination goes was approved with a motion by Sue Murray, seconded by George Murphey. Vote was unanimous. Engineer Morrow submitted a draft MS4 Agreement with DePauw University. Engineer Morrow stated a notice of intent needs to be submitted to IDEM by November 4, 2003, addressing how we are going to deal with this. It makes sense to partner with DePauw. Sue Murray questioned "extra expenses" and stated this needs to be spelled out in the Agreement. It was agreed that the Mayor, a BOW member, Engineer and representatives ® from DePauw discuss the agreement. Motion to approve Water claims in the amount of $79,622.15 was made by George Murphey, seconded by Sue Murray. Vote was unanimous. U Motion to approve Wastewater claims in the amount of $102,110.71 was made by Sue ® Murray, seconded by George Murphey. Vote was unanimous. Engineer Morrow advised the Board that Rose Holman has accepted the water levy at the plant as a senior project. Motion to adjourn made by George Murphey, seconded by Sue Murray. Vote was unanimous. ATTEST: Pamela S. Jones, Clerk - r asurer C E t 11 ancy A. Mi Oael, Mayor L