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HomeMy Public PortalAbout09-09-1999 BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND,INDIANA,SEPTEMBER 9,1999 The Board of Public Works and Safety of the City of Richmond,Indiana,met at 5 p.m.Thursday, September 9, 1999,in the Community Room in the Municipal Building. Chairperson Bob Goodwin presided with Bruce Metzger and Assistant City Attorney Steve Rabe in attendance.Robin Henry was absent.The following business was conducted: CLAIMS FOR PAYMENT Claims for payment submitted by the City Controller's office were read by Metzger,who reported that they totaled$783,587.78 moved for approval,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. APPROVAL OF MINUTES Metzger moved to approve the minutes submitted for the September 2, 1999 meeting,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. REQUESTS - A. Captain John Farmer brought before the Board a request made by Victoria Griffin at 738 South 7th Street,stating that he had checked out the residence and recommended approval. Metzger so moved,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. B. Frank Fonseca appeared before the Board to request the blocking of an alley on the north side of the Moose Lodge No. 167 building as well as the south side,for a parking lot dance, limited to members only,from noon to 6 p.m.Saturday,October 2.He said the parking lot would be blocked off as in the past and since there would be a live band performing,he asked the neighbors and there were no objections. Captain John Farmer said only businesses surround the Lodge and these would have access to their buildings despite the blocking of the alleys.He said based on the fact they have a good past history with this event,he had no objections and recommended approval.Metzger moved to approve the blocking of the alleys as requested as well as the noise variance,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. C. A request for a street closing at North 20t and J Streets by Reynolds Service Tech Inc.for a storm sewer contract completion for one day next week,probably Monday,was brought before the Board by Captain Farmer.He said a north/south alley runs from J Street up to Hawkins Road between the Ashland Oil property and that area would have to be closed for about a week from September 13th through the 17th.He said he drove that alley before the meeting and said he called it an"alley"with great hesitation so he feels that would not be a significant problem to close.He recommended the closing.Metzger moved to approve, second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. Board of Works Minutes Cont'd September 9, 1999 Page 2 CHANGE ORDER NO.1 A. Assistant Fire Chief Jerry Purcell asked the Board to approve a change order for concrete work being done at Fire Station No. 1.He explained that the original work was the replacement of the front apron at No. 1 Fire Station at South 5th and A Street.Now,he said, they are asking to repair the concrete on the rear apron on the 6th Street side of the building which means cutting out the cracked and broken concrete and installing new as well as replacing the sidewalk at the rear entry door to the administrative offices.The change, Chairperson Goodwin said,is at a cost of$5,004 which increases the contract to a total of $27,174.Metzger moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. ACCESS PERMIT A. Chairperson Goodwin said the Board has a request for an access permit at 400 Industrial Parkway for access on to South D Street.He said this is for a warehouse to be constructed on South D,which is a new street.He moved to approve,subject to the usual City's specifications,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. B. Chairperson Goodwin said a request had been received from John Lopresti for a curb cut at 390 Henley Road,adding that the request had been reviewed by the City departments with the Engineering Department stating that they should follow City specifications for driveway entrance construction.He said it was for a single-family dwelling and it does line up nicely with the property across the street.Metzger moved to approve subject to the standard conditions,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. AGREEMENT/POLICIES A. Jan Hibner,director of Human Resources,explained what"rostered volunteers"are.She said the City employees are covered by Employer's Security Insurance Company for workers' compensation and state law says the City can also cover these volunteers if they meet the following qualifications which include:If they are true volunteers and volunteering for whatever assignment they are going to be doing for the City that is free of charge.She added that they have the right to decline this agreement if they don't like what they are given to do. So,with that,she said,there has been a question raised as to whether or not they can be covered under workers' compensation. She added that it had been determined that they can be covered and she had sent a memo to all departments stating that if they are going to use volunteers,her department would like to know who they are,what they are doing and when they are here,because that affects the insurance rate in the end. In consultation with the City's insurance representative,she said,he has requested that the Board of Works adopt a resolution or minute notice that states the City is covering the "rostered volunteers"under the City's current employer's security insurance,workers' compensation.She said right now,this is specifically speaking to the needs of the Parks Department,but there are people who want to do internships or come to do specific volunteer work to learn more about what is being done in other departments.She added that she is aware of some unpaid internships at the Police Department,although she can't think of any right now. Board of Works Minutes Cont'd September 9, 1999 Page 3 Hibner said what has been happening is that the City has had the Community Work Experience Program Agreement (CWEP)which is the program through the Indiana Family and Social Services Administration in which they assign individuals to specific places to do volunteer unpaid work to learn to return to the work force.She added that those types of individuals would be covered under this.Metzger moved to approve a policy that would include a"rostered volunteer"as that term has been defined by Hibner under the City's workers' compensation policy,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. B. Hibner explained that this is a re-write of the Alcohol and Controlled Substances Testing Policy for which the federal government has mandated that it be done.She said the City has about 100 CDL licensed drivers within the total confines of the City departments.She added that this does not include Police and Fire Department employees because state law excluded them. She said this was originally written and effective July 1, 1995 and there are constant changes so this has been re-written,adding that there are certain reasons why there has be to post- accident testing.This would be done in case of a fatality,an injury in fact,and if any vehicle is towed from the scene. She explained that the City has added one in this re-write,which is: "if there is$750 damage to a vehicle."The reasoning behind this,she said,was that in all of the cases a supervisor needs to come out and it is already required that reports be made in any vehicular accident and that is for insurance purposes.The other addition to this policy,she said,it includes a section which includes what the City does when it is found that someone tests positive on a random draw. She said there are specific procedures that they must go through which include going to a substance abuse professional at their own expense,must get a report sent back to the department,must have a negative alcohol and drug test and then they can be placed back on the payroll.However,she said,the second time this occurs,they are out. She asked that the Board approve this so it can be distributed to the current CDL drivers so they can have an agreement that has been updated and is accurate.Metzger moved to approve the changes, second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. C. Commenting on the Community Work Experience Agreement,Hibner said it is related to the "rostered volunteers,"and is being presented for the benefit of the old Welfare Department and Return to Work agreement and the Parks Department which is using CWEP at its facility. She said it was determined that the agreement,which was on file dated back to 1989,has been revised.So this agreement is one that the Board agrees to sign with the CWEP program so that they can assign or have"rostered volunteers."She added that they are free to decline the assignment and the City is free to decline any person,also,but this is so they can do volunteer work for the Parks Department and gain experience in returning to the work force.Metzger moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. D. Assistant City Attorney Steve Rabe brought several agreements before the Board.The first two,he said,were similar because they are both for fire department service.One,he said,is with the town of Spring Grove and the other is with Wayne Township.He said these are the same agreements that are signed every year,but there are some revisions this year. Board of Works Minutes Cont'd September 9, 1999 Page 4 However,he said the service remains the same and that is where the City agrees to provide fire protection services to those two areas and in return for that the City is reimbursed in the following manner: Spring Grove reimburses the City a total of$47,965.26 and Wayne Township will reimburse the City a total of$394,149.29.Each of those,in both cases,he said, are total amounts but are made in quarterly installments to the City.He recommended approval.Metzger said he would have to abstain in voting for the Wayne Township agreement,but could vote on the one for Spring Grove.He so moved,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote.Chairperson Goodwin said the agreement with Wayne Township would be brought back at a future meeting. Rabe said the next one is a series of three agreements,stating that the Board last week awarded bids for demolition of several properties which had been condemned by the Unsafe Building Commission.He said this is a formal agreement with the contractors to whom those bids were awarded.He said the first agreement is with Reynolds Service Tech for demolition for structures at 1010 North 15th Street for$3,250;the second is a garage located at 18 North 13th Street,also to Reynolds Service Tech for$1,250;and the third is the demolition of a structure located at 500-502 North 16th Street to Cox's Excavating for$4,400.He asked for formal approval by the Board of these contracts.Metzger commented that it looked like Rabe had the standard contracts that are used in all of the City's contracts,then moved to approve all three agreements,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. BID OPENING A. Chairperson Goodwin announced that bid openings were scheduled for this meeting but they had learned that the carpeting,which they were bidding,had been discontinued.Therefore,he said,the process would have to be started over again and that would be brought back to the Board at a later date. ADJOURNMENT There being no further business,on a motion duly made,seconded and passed,and carried on a unanimous voice vote,the meeting was adjourned. Robert Goodwin,Chairperson ATTEST: Norma Schroeder,Clerk