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HomeMy Public PortalAbout12-18-1997 BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND,INDIANA,DECEMBER 18,1997 The Board of Public Works and Safety of the City of Richmond,Indiana,met at 5 p.m.Thursday, December 18, 1997,in the Municipal Building in said City. Chairperson Bob Goodwin presided,with Bruce Metzger and Assistant City Attorney Steve Rabe in attendance. Robin Henry was absent. The following business was had to wit: APPROVAL OF MINUTES The minutes of the December 11 meeting were approved on a motion by Metzger,second by Chairperson Goodwin and carried on a unanimous voice vote. CLAIMS FOR PAYMENT Claims for payment submitted by the City Controller's office were read by Metzger who noted they totaled $508,110.60 and moved to approve,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 by the Art Association of Richmond and the Civic Hall Performing Arts Center for the placement of informational,directional signage at the intersection of South West First Street and National Road West,as well as some an South West First Street.He said the Traffic Division had reviewed the request and recommended approval subject to any restrictions which might be placed on the request by the Indiana Department of Transportation since the state does control a portion of that roadway.Metzger moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. B.A request by Cigna to remove parking in the 800 block of North B Street to expand its loading/unloading zone was brought before the Board by Captain Farmer who explained that Cigna is the only occupant on either side of that block,therefore he recommended approval. Metzger so moved,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. C.A request for a residential handicapped parking space from Jack L. Cole Jr. at 1226 Sheridan Street was read by Captain Farmer who recommended approval.Metzger moved to approve, second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. D. Captain Farmer also asked the Board to extend the time of closing Sailor Street to enable Whisenhunt Construction to complete its renovation of the old Second National Bank Trust Building.He said the 800 block of Sailor Street is closed just for the westbound traffic in the north/south alley and the extension is requested through December 24.Metzger moved to approve, second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. E. Captain Farmer reported on the status of the parking situation at Richmond High School now that the first phase is completed.He reminded the Board that permission had been granted a month ago to open up some parking in that area and as a result,in addition to 38 unlimited parking spots in the area of the high school,six one-hour restricted spots had been made available.He said the action was initiated at the request of the high school in the hopes it would help alleviate the parking situation.He said that is where it stands as of now,adding that there may be other requests made by the high school in the spring. a� Board of Works Minutes Cont'd December 18, 1997 Page 2 BID AWARDS A.Captain Farmer said after the bids for the carpet for the Police Department weight room had been reviewed by the Police Department administration,the recommendation is that the bid be awarded to Richmond Carpet as the most responsive and responsible bidder.He said the bid is $8.15 higher than the lowest bid submitted,but that bid had incomplete insurance coverage.In answer to a question by Metzger,Captain Farmer said the certificate of insurance had been submitted but it was not sufficient when he came in and did not meet the requirements.Metzger moved to award the bid to Richmond Carpet for$726.78,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote.City Attorney Bob Bever said this is a proper procedure,explaining that it simply needs to be made clear in the minutes as to why the awarding of the bid had not been made to the lowest bidder. B.Chairperson Goodwin read a letter submitted by Vicki Stevens,purchasing manager,stating the awarding of the bid for the City's gasoline/fuel contract for 1998.She said the bid for premium unleaded,regular unleaded and diesel No. 1 (premium)was awarded to Harvest Land,and the bid for premium road diesel,No. 1 fuel oil and No.2 fuel oil was awarded to Wartield Oil.Metzger moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. C.Reading from a recommendation made by Vicki Stevens,purchasing manager,Chairperson Goodwin stated that Mobile Comm of Indianapolis was found to be the lowest,most responsible and responsive bidder with their bid of$5.75 per month,per pager.She stated,in her report,that the present contract for the digital pager rental for the City expires December 31, 1997 and the next contract will be for two years with the option of renewal for the third year for the same rental costs of years one and two.She said the City currently rents 62 digital pagers and has had a contract with Mobile Comm since 1992 and is satisfied with their service.Metzger moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. D. A letter from Kathy Keller in the Engineering Department recommending that Cummins Electric,the lone bidder for the electrical work in the municipal building,be awarded the bid.The total quote included the installation of circuits and outlets in the engineering MIS area for$2,750 and the installation of circuits and outlets in the purchasing area for$675,resulting in a total bid of $3,425.Metzger moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. CONTRACTS A.Bids were opened for carpet in the purchasing department with Chairperson Goodwin reading the bid from Richmond Carpet Outlet for$1,206.Metzger read the bid by Tim Hogan's Carpeting Outlet for$1,443.56 and the bid by Newport Carpet and Appliance in Fountain City for$1,328. Chairperson Goodwin read the bid made by Georgia Direct Carpet for$729.36 installed,base vinyl rubber for$148.80,preparatory charges for$125,and other charges such as moving furniture for$75.Chairperson Goodwin said the bids would be given to the purchasing department for review and brought back to be awarded at a later date. Board of Works Minutes Cont'd December 18, 1997 Page 3 B.City Attorney Bob Bever brought before the Board an interlocal agreement which he,along with the County Attorney Bob O'Maley,drafted regarding the emergency communications department. Giving some background,Bever said the City and County have been working together in the 9-1-1 dispatch and the 9-1 -1 center and this past year,the mayor and officials of the county have created an intergovernmental department with a unified employer and unified control over the 9-1-1 dispatch center.He said a policy executive committee would be created,according to the agreement,to have the final overseeing of the department.That committee consists of the Mayor, the 3 Commissioners,the President of City Council or its designee and the President of the County Council or its designee. Bever said the department,on a day to day basis,would be run by an operations board consisting of five members which would be the Sheriff,Chief of Police,Fire Chief,a Fire Chief of a County unit appointed by the County Commissioners and a representative of an E.M.S.unit appointed by the County Commissioners.He said that Board would serve to establish and implement the day to day procedures,with one year terms in office.He said the Board,with the consent of the policy executive committee,would hire a director and an assistant director who would manage the actual day to day operations.Bever said their compensation would be paid from the funds received by the County for the 9-1-1 surcharge and all other personnel would be deemed as employees of the County but would be paid out of a joint budget from the City and County with each contributing 50 percent of that budget.Bever pointed out that the Mayor is excited about this agreement and believes it will increase the efficiency of the 9-1-1 process.Metzger moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. C.On another manor,Bever explained that for the past few years there has been discussion about what is referred to as the Richmond State Hospital property and the Indiana General Assembly passed a statute by which the City could purchase the property currently owned by the state and which is used by the state hospital.He said it consists of 608 total acres,with 383 on the east side of Round Barn Road and 225 on the west side of Round Barn Road.He said the latter is currently not inside the City limits but was made a part of the statute. The Economic Development Commission,Bever said,has hired preliminary engineering work to be done on that site which was done early in 1997 and it is now at the point where its time to enter into serious negotiations with the state for the possible purchase of that property.Thus,he said,as a prerequisite,the final surveying of the acreage needs to be done and appraisals of the property which means the hiring of a surveyor and an appraiser.Bever said the E.D.C.has previously approved to reimburse the City for those costs.He added that Kramer&Associates has done preliminary work on that property and give an overall survey of ft all so it makes sense to go back to them. Bever said Kramer&Associates gave a quote of$3,200 to survey the property,and Matt Nepote has been asked to do the appraisal for an amount not to exceed$2,500.Bever said he is asking the Board's approval for the Department of Law to enter into an agreement with both of these qualified people and it is hoped to have something before the beginning of the year so the process can be continued.Metzger moved to approve,second by Chairperson Goodwin and the motion was carried on a unanimous voice vote. Board of Works Minutes Cont'd December 18, 1997 Page 4 D.Chairperson Goodwin said that fast week the Board heard a request by Bobby Sam,a representative of the Knollenberg's Mall,to use the alley way between the antique store and the 8th Street entryway into the Knollenberg building for an additional handicap right of way for the Mail portion of the renovation of the store.He said he had talked with the City inspectors and read a letter from Wayne Jackson starting that there appears to be sufficient room for the entrance and an accessible ramp.Based on that,Chairperson Goodwin said it would appear the Board could approve the request and possibly make it subject to the removal of that building in the alley way which is used by the Richmond Parks Department.Metzger so moved,second by Chairperson Goodwin 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. Robert Goodwin,Chairperson ATTEST: Norma Schroeder,Clerk