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HomeMy Public PortalAbout04-01-1999 n�� V BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND,INDIANA,APRIL 1,1999 The Board of Public Works and Safety of the City of Richmond,Indiana,met at 5 p.m.Thursday,April 1, 1999,in the Community Room in the Municipal Building. Chairperson Bob Goodwin presided with Robin Henry and Assistant City Attorney Steve Rabe present.Bruce Metzger was absent.The following business was conducted: APPROVAL OF MINUTES Henry moved to approve the minutes for the meeting of March 25, 1999,second by Chairperson Goodwin 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 Henry who reported that they totaled$158,257.90 and moved for approval,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. REQUESTS A. Renee Oldham,director of Main Street Inc.,requested approval of the Board for the sixth annual Teddy Bear picnic and parade which is a joint venture between Main Street and the Step Ahead group.She said it will be Saturday,April 17 and will start at the City Building with the pre-schoolers walking on Main Street,having peanut butter and jelly sandwiches for lunch provided by the uptown business,then going to the City's parking lot north of Bank One.She said after their picnic,activities,story telling and informational sessions there,they will disburse around 3 p.m.She said leading the parade will be the RHS band and Devilettes. Captain Melody Truitt of the Traffic Safety Division said the parade route will be from 5th Street to 10th,then heading back west to the North 7th Street parking lot. She said the Traffic Division will provide the manpower to handle this parade and be happy to provide any assistance.She recommended approval of the request.Henry so moved,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. B. Captain Truitt recommended approval of the request made by Robert Van Meter for a reserved handicapped parking space at 1246 Crosshall Street.Henry moved to approve, second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. C. A letter from the Earlham College Activities office was referred to by Captain Truitt who said the request was made by Anna Galovich,co-leader of the Nicaragua and Cuba May Term Brigades.She said the fund-raising concert will be from 4 to 7 p.m.Saturday,April 17 with two student bands and concessions and a noise variance was requested.She added that no alcoholic beverages will be permitted and the location of the concert would be in the area of Comstock Field south of Runyan Center.Henry moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. D. Fire Chief Mike Allen recommended that Engineer Kyle George be removed from probationary to permanent status effective March 27, 1999.Henry so moved,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. Board of Works Minutes Cont'd April 1, 1999 Page 2 E. Human Resources Director Jan Hibner brought the Board two property and casual package policy insurance quotes,stating that one is from the Wayne County Insurance Co. and the other from Aon Insurance Co.She said she is presenting them to this Board for review and asked them to take them under advisement until a future date.She added that there are several comparisons that need to be made before the City can proceed with this. City Attorney Bob Bever explained the background of this insurance,stating that the City works under a consulting agreement with the Wayne County Insurance Service and has,since many years ago,and renews every year.He said as part of that consulting agreement the county assists the City in securing proposals and since this is a professional type of service the City is not bound to take competitive bids. However,he said,in the spirit of trying to get the best possible deal the City has worked out a deal with the County to try to find the best possible deal and they get proposals from various companies.He said this time there was one unsolicited proposal from another outside provider which is the second one before this Board as well as the current one that was recommended by the Wayne County Insurance Service. Chairperson Goodwin said these would be taken under advisement. BID AWARD A. Chairperson Goodwin read a letter written by Lori Casterton,grants administrator for the City,stating that she had reviewed the proposal received from Jeffrey S.Hornsby of Ball State University for performing an income survey of the City.She said he has completed more than 200 such surveys for communities throughout Indiana and has worked closely with the Indiana Department of Commerce. She recommended approval of Hornsby to do the survey.Chairperson Goodwin so moved,second by Henry and the motion was carried on a unanimous voice vote. AGREEMENT A. City Engineer Bob Wiwi brought before the Board Change Order No. 1 for the curb and gutter contract Phase II that was part of the 1998 contract for the work completed through the winter.He said while in the process of construction some vaults were found under the sidewalk,which required more material to fill them up. Wiwi said the added cost for that was$2,757.95 as well as$770 for additional storm drains to be installed,making the net increase$3,527.95.He said these were unforeseen items,which had not been determined at the time of the bid,adding that he recommended approval of the change order.Henry so moved,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. B. Wiwi also brought Change Order No.4 for removal of underground storage tanks before the Board,explaining it was for$900 for work to be done at Fire Station No.4 and also at Site No.5 at the Sanitary District.He said the work will include underground sampling of water and monitoring wells,adding that this is a follow up to the removal of the tanks that occurred and the City is required to do this.He explained that the City and the Sanitary District will share the cost equally.Henry moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. n�� C Board of Works Minutes Cont'd April 1, 1999 Page 3 C. Assistant City Attorney Steve Rabe brought to the Board the agreement between the City and Pierce Manufacturing for the purchase of a fire truck for$242,557.84.He said this Board had previously awarded the bid to Pierce and this is just the written agreement that needs to be signed.Henry moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. D. Bever explained that for many years the City's Police Department has used the firearms training range on Test Road owned by Earlham Cemetery,adding that in the past it has been leased to the local F.O.P.However,he said,the City has not been a party to that lease because they wanted to make some improvements down there.He said F.O.P. was uncomfortable with continuing that lease with no written agreement with the City. He said this is a lease agreement between Earlham Cemetery and the City for the availability of that firearms range which is 7.731 acres on Test Road.He said it would continue to be available to the Police Department for training,adding that the proposed lease agreement is for$1 per year with insurance and maintenance being the responsibility of the City. In conjunction with that,Bever said,the City will enter into an interlocal agreement with the County so that the Sheriff's Department would utilize the firearms range for training and agree to pay half the lease and half of the responsibilities of insurance and maintenance. Bever said one of the first improvements to be made is for security purposes in fencing the area,which is already in the Police Department's budget.He said the City would pay for the cost of the fence,with the excavation and the other labor being provided by the County. Bever said the three-year lease term would have automatic one-year renewals thereafter, unless either Earlham Cemetery or the City choose to opt out at the end of the three-year term. Then,he said,the interlocal agreement with the County would just piggyback and follow whatever lease term would follow on the one-year renewals with Earlham Cemetery.He pointed out that the lease would start today if this Board approves it. Bever explained that the F.O.P. would continue to lease the other area where the cabin and the baseball field are which is 7.334 acres.He said the City's lease would be for the northern portion where the firearms range with an easement to use that same drive that goes past the lodge area into the firearms range.Henry moved to approve the signing of the lease and the interlocal agreement,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. E. Rabe explained that in October 1998 the City entered into a contract for the maintenance of the heating and air conditioning system in the City Building.He said the term of that contract was incorrect,stating that it would begin November 1, 1998.However,he said,before signing that contract they found that the current contract was still in effect,so verbally with the contractor at that point,the City agreed to shift the terms forward by two months. The result of that move,Rabe said,is that the contract will run from January 1, 1999 to December 31,2000 and this is written documentation of that change.Henry moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. '"b3 BID OPENING • 111 A. Chairperson Goodwin announced that two bids had been received for the carpet for the No.6 Fire Station.He read the bid made by Georgia Direct,which was for$3,020.10.Henry read the bid made by Richmond Carpet Outlet,which was for$2,539.03.The bids were passed along to Chief Allen for review and recommendation. 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