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HomeMy Public PortalAbout05-13-1999 BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND,INDIANA,MAY 13,1999 The Board of Public Works and Safety of the City of Richmond,Indiana,met at 5 p.m.Thursday,May 13, 1999,in the Community Room in the Municipal Building. In the absence of Chairperson Bob Goodwin, Vice Chairperson Robin Henry presided with Bruce Metzger and Assistant City Attorney Steve Rabe present.The following business was conducted: APPROVAL OF MINUTES Metzger moved to approve the minutes for the meeting of May 6, 1999,second by Henry and the motion was carried on a unanimous voice vote. CLAIMS FOR PAYMENT Claims for payment submitted by the City Controller's office were read by Metzger who reported that they totaled$139,969.38 and moved for approval,second by Henry and the motion was carried on a unanimous voice vote. Vice Chairperson Henry announced a couple of changes in the agenda,which included moving Item No. 6A to the top to make it possible for awarding at this meeting and under 4A insert a request made by Fairview School and under 7A there will be a 7B which will be an agreement with Reid Hospital. BID OPENINGS A. Vice Chairperson Henry brought before the board the bids for the painting of the lettering and emblem on the Municipal Building. She opened the first of the three bids submitted,stating that it was from Russell Painting and was for$868;Metzger read the bid made by Allen Painting which was for$975;and Henry read the bid made by Charles Robbins Painting which was for$350.Vice Chairperson Henry turned the bids over to the Engineering Department for review and possible awarding before the end of this meeting. REQUESTS A. Captain John Farmer of the Traffic Safety Division brought to the Board a request made by Lou Ann Moore,principal of Baxter Elementary,to close two blocks around the school for an educational presentation from noon to 3 p.m.Friday,May 21.He said this is to allow them to have various trucks in the area so students can get a close look at them,with drivers explaining to what those trucks are used for as well as their importance to the community.He said it is also to impress upon the students the importance of education to become a truck driver and what skills they would need in that profession.Metzger moved to approve,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. B. A request made by Fairview Elementary was also brought to the Board by Captain Farmer who said that the request was to have a parade from 11 to 11:30 a.m.Wednesday,June 2, starting at Harris and North West L Streets,heading east on L before reaching Crosshall Street He said this event would be in recognition of their accelerated reader program,adding that the students with the most points are being allowed to ride on the fire truck.Fire Chief Mike Allen then asked the Board to approve the use of the fire truck,stating that he will have the proper waivers signed by the parents of the two students.Metzger moved to approve the request for the parade as well as the use of the fire truck,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. Board of Works Minutes Cont'd May 13, 1999 Page 2 C. Vice Chairperson Henry read a letter written by John Rigdon of USA Sports requesting the use of the North 6th Street city parking lot south of Bank One from 5 p.m.June 18 to approximately 8 p.m.June 20.He said the lot would be used for a USA Hoops 3 on 3 basketball tournament. And they are expecting around 600 to 800 basketball players and approximately 1,500 spectators.Rigdon,who was in the audience,explained that the event would have trained officials on each court,unlike the familiar Gus Macker tournaments held in the City in previous years.Captain Farmer said the proper people had been contacted to clear the use of the city's lot,adding that he would have officers on site to handle the security. Rigdon also stated that the City had been supplied a certificate of liability insurance for the event through American State Insurance.Metzger moved to approve,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. D.Vice Chairperson explained what a Beautification Mini-Grant is,stating that this is something new for the administration started this week and the purpose of the grant is to provide funding for businesses,organizations and individuals that have project to beautify the City.The grants, she said,are to be used for trash clean ups and permanent landscaping projects.She explained further that by the word"permanent"landscaping,it means year after year enjoyment,not annuals.She said projects are to be limited to public areas such as City parks,areas between the sidewalk and street and median strips. She said grants would be awarded up to$500 annually. The first application for a mini-grant,Vice Chairperson Henry said,is from Main Street Inc. Renee Oldham,director of that organization,explained that the request is to line Main Street from 5th to 10`s Streets with pots of blooming flowers. She said the total cost would be$844.61 which included$650 for the flowers and$194.61 to replace the 13 pots which were broken last year.After some brief discussion,Metzger moved to award Main Street Inc.the$194.61 for the replacement of the 13 broken pots,explaining that the flowers would not qualify since they were not"permanent,"second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote.Vice Chairperson Henry also reminded Oldham that the City does ask for a before and after photo and a filled out report form for expenditures. D. Fire Chief Mike Allen brought before the Board a request to participate in the 1999 Richmond State Hospital parade at 9:30 a.m.Tuesday,June 15.Metzger moved to approve,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. E. Chief Allen also requested Board approval to remove Engineer Jared Rudy from probationary status effective May 5, 1999.Metzger so moved,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. F. Returning before the Board was Renee Oldham who explained a request by Spellbound Productions to block the Fort Wayne Avenue alleyway between Richmond Industrial Supply, Wharton Home Improvement and Richmond Industrial Trucks to enable a film crew to work. She said the closing would occur from 11 a.m.to 2:30 p.m. on Monday,May 17, 1999, adding that the film company would be taking the"Promo Film"on Gennett-Jazz era heritage made here,to California to sell it to PBS as a potential nationwide one-hour documentary.She said the request also included the blockage of street parking on the south side of North E Street in front of Richmond Hardware and the Adam H.Bartel Co.Captain Farmer said all those businesses affected have given their approval for granting these requests.Metzger moved to approve,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. Board of Works Minutes Cont'd May 13, 1999 Page 3 BID AWARDS A. Vice Chairperson Henry stated that Vicki Stevens,purchasing director,had supplied a list showing the bid of each company for the aggregate and bituminous materials for 1999 and her recommendations.She said since it is such a lengthy document she would submit it for the record and the information would be on file in its entirety in the Clerk's office.The bidders were Barrett Paving,Marathon Ashland Petroleum,Milestone Contractors,Richmond Concrete,Stonehenge and U.S.Aggregates,all of which had been reviewed by Bob Wiwi,the public works director,and herself.Metzger moved to award the bids as recommended,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. B. A letter written by Major Greg Pipes of the Richmond Police Department was read by Vice Chairperson Henry.She said that Pipes stated that the four bids for the fencing for the firearms range at 1648 Abington Pike had been reviewed and it was recommended that Larry Lahrman's Fencing receive the bid for$15,100 being the lowest,most responsive bidder. Metzger moved to accept the recommendation,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. AGREEMENTS A. Vice Chairperson Henry recognized Assistant City Attorney Rabe to speak about the proposal presented by ATC Associates for the Phase II environment assessment of the depot.He said Lori Casterton,grants administrator for the City,had asked him to do so and explained that this cost is not to exceed$21,522.He said the money would come from grant funding from the Indiana Department of Environmental Management as well as the Indiana Development Finance Authority. Rabe said the only issue he took with the proposal was that among their terms of conditions they had asked the City,in the event of any scrubbings or problems that the City forego its right to file suit and agree to arbitration in Marion County.He said he would recommend against that and had made it clear to ATC that that paragraph would be stricken.He said the remainder of the proposal is intact and with that change he recommended approval.Metzger so moved,second by Chairperson Henry and the motion was carried on a unanimous voice vote. B. Jan Hibner,director of Human Resources,explained that the City of Richmond is required by federal law for any employer which has over 50 drivers to conduct random drug and alcohol testing of female drivers.She explained that the program has been in effect since 1993 and the City has sent drivers to the Occupational Medicine Clinic at Reid.In the meantime,she said, due to additional governmental regulations and increased legal issues which have come about due to alcohol and drug testing,Reid has asked that the City enter into an agreement with them. She said that in that agreement Reid states that it will provide the services of a Medical Review Officer,commonly referred to as an MRO.She said that requires,if someone is found potentially positive,that the MRO would have to review that further and take additional action. She said they are also requiring at the hospital that a doctor is to order the test,even though the City would be sending its folks on certain lists to be randomly tested. She said the law department has reviewed this agreement and has attached those specific requirements. She asked that the Board approve the agreement to the City can continue to use the Clinic for the alcohol and drug testing. Board of Works Minutes Cont'd May 13, 1999 Page 4 C. Hibner said the letter from Reid stated that in order for Reid's Occupational Health Clinic to order drug test collection,there must be a signed agreement with the companies it serves. Metzger asked if this agreement would increase the cost.Hibner answered that it would not, adding that currently Reid sends its tests to Memphis,Tenn.And Charlotte,N.C. and the MRO is in North Carolina so when there is a positive,their MRO is there and reviews it.That means,she said,the City pays for the service no matter where it gets it.She said she assumed the MRO would be located locally,which probably would mean quicker reviews and the MRO is required to call and consult with the employee who has tested positive to determine if there is some reason such as medication to cause them to test positive.Metzger moved to approve,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. BID AWARD A. Stiens returned to the meeting stating that he had reviewed the three bids for the painting of the lettering and emblems located on the Municipal Building and recommended the bid go to Charles Robbins Painting as the lowest,responsive bidder with their bid of$350.He said that company has done other work for the City and is qualified to do this painting.Metzger moved to approve,second by Vice Chairperson Henry and the motion was carried on a unanimous voice vote. 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. Robin Henry,Vice Chairperson ATTEST: Norma Schroeder,Clerk