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HomeMy Public PortalAbout04-28-1994 2 BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND, INDIANA, APRIL 28, 1994 1 The Board of Public Works and Safety of the City of Richmond, Indiana, met at 9 a.m.Thursday, April 28, 1994, 2 in the Municipal Building in said City. Chairperson Earnest Jarvis presided with Dennis Grimes and Janet Hibner 3 in attendance. The following business was had to-wit: - 4 5 APPROVAL OF MINUTES OF APRIL 21,1994 6 7 The approval of-the minutes of the April 21, 1994 meeting was deferred until they can be reviewed again on a 8 motion by Hibner,second by Grimes and carried by a unanimous voice vote. 9 10 CLAIMS FOR PAYMENT 11 12 Claims submitted by the City Controller's office were for$450,856.31 comprised primarily of payroll and payroll 13 taxes, as well as supplies and contractual services. Grimes moved to approve the claims,second by Hibner and 14 the motion was carried on a unanimous voice vote. 15 16 REQUESTS 17 18 A. Hibner read three requests for handicapped parking spaces which included those from Rosalee 19 O'Conner and Kenneth Cuneo, both of which were renewals, and a new one for Nikki Gomez for a 20 group home located in the 400 block of South 15th Street. Hibner moved to approve all the requests, 21 second by Grimes and the motion was carried on a unanimous voice vote. 22 23 B. Renee Oldham, director of Main Street, explained about the 1994 Downtown in Bloom project. She 24 said this is the fifth year for the event and provides an opportunity for local gardners to display their 25 flowers and items for spring. She noted there will also be chalk art for the children and two more 26 categories have been added this year. 27 28 The picnic which was held in Glen Miller Park last year is being moved downtown and will be on Friday 29 and in honor of Small Business Week. She added that they will also take care of trash pick-up. Jarvis 30 moved to approve the request, second by Hibner and the motion was carried on a unanimous voice 31 vote. 32 . 33 C. Jarvis commented that he had received a letter from Joyce Shaffer with a request by the L.Z. 34 Whitewater Veterans in the Whitewater Gorge to be held over Memorial Day weekend. She stepped 35 forward and stated that several years ago RP& L gave them some land in the gorge and they planted a 36 tree and called it a Vietnam Memorial. She added that this year they want to have speakers and 37 several color guards, one of which will be the Civil War group giving a 21-gun salute. She said the 38 Army Reserves will be here from Indianapolis and will bring in a helicopter on Saturday. She added that 39 they want to guard the helicopter and asked permission to have a campfire as people will be staying 40 overnight. She assured the Board there will be responsible people there in the area. 41 42 The request for an open campfire was sent to the Richmond Fire Department.Wayne Jackson, Chief of 43 Fire Prevention, stated that under the Indiana Code, open campfires are permitted. Captain Danny 44 McClure of the Richmond Police Department questioned the firing of live ammunition and stated that it 45 could not be done. Shaffer said blanks will be used, explaining that it is the same group which appears 46 at all the ceremonies for veterans. Jarvis moved to approve the request, second by Hibner and the 47 motion was carried on a unanimous voice vote. 48 49 D.Two requests made by Earlham College were presented by Hibner.The first was for the 14th Annual 50 Reggae "Sunsplash" to be held May 14, 1994 with a request for a sound permit for Comstock Field 51 from 11 a.m. to 7 p.m. The event will feature four bands, crafts, food items and games in which the 52 audience may participate. No alcoholic beverages will be served or allowed.The second was for Band 53 Fest to be held outdoors on the east patio of Runyan Center from 11 a.m. to 6 p.m. It will also include 54 games and food. Hibner moved to approve both requests, second by Grimes and the motion was 55 carried on a unanimous voice vote. 56 57 CONTRACTS 58 59 60 A.Jarvis stated that a correction was needed on the awarding of the bid for the asbestos removal at the 61 Leland Hotel. He said it went to Specialty Systems of Ohio, but after a comparison of the figures by the 62 Engineering Department and the Purchasing Department, it was determined the lowest bidder was 63 actually Specialty Systems of Indiana by $1,000. He stated that the notice to assign the work had not 64 been sent and moved to award the bid to Specialty Systems of Indiana, second by Grimes and the 65 motion was carried on a unanimous voice vote. (t8� Board of Works Minutes Cont'd April 21, 1994 Page 2 1 2 3 B. Grimes stated that it had been advertised to place a rail spur from the east rail line in Industrial 4 Parkway around to Transilwrap. He said a pre-bid conference was held and the bids were to be turned 5 in by 9 a.m. today. Chairperson Jarvis explained that when Transilwrap came to Richmond about three 6 years ago they had indicated they wanted to expand and add additional work force but in order for that 7 to happen they had to have the rail spur to haul the plastic. Grimes said bids were returned from 8 AmTrac of Ohio for $273,565.50; Central Constructors Inc. of Westville, Ind. for $298,894.73; Fritz, 9 Rumer & Cooke of Columbus, Oho for $292,307.14; Queen City, Inc. for $272,997; and Brandt 10 Construction of Milan, Ill. for $280,881.46. Grimes moved to take the bids under advisement, second 11 by Hibner and the motion was carried on a unanimous voice vote. 12 13 OTHER MATTERS 14 15 A. Fire Chief Jim Sticco reported that Jeff Gindling had completed all requirements on a probationary 16 status and recommended he be advanced to Firefighter First Class. Grimes so moved, second by 17 Hibner and the motion was carried on a unanimous voice vote. 18 19 B. In addressing the subject of the Rose City Grand Prix, a Jaycee-sponsored event, Grimes said a 20 detailed letter had been received which stated that the Jaycees had sponsored the event since 1981. In 21 the letter, the areas requested for closing included South 5th and 6th Streets, the service drive near 22 Wayne Bank and around the Morrisson-Reeves Library. The times for closing the streets were after 3 23 p.m. on Saturday until 8 p.m. and from 6 a.m. Sunday until 7 p.m. It also stated they would like to use 24 the North 6th Street municipal parking lot as a pit area. Grimes read a letter from City Clerk Norma 25 Carnes granting permission to use the lot. 26 27 In the letter from the Jaycees, Grimes said it was stated that they had contacted Bill Smith, Manager of 28 the Street Division, to make sure the streets are cleaned at the completion of the event. A certificate of 29 insurance from Harrington-Hoch Insurance Co. was also presented. Grimes asked if the Jaycees had 30 had any conversation with Rose Festival representatives as was suggested at the April 21, 1994 31 meeting. 32 33 Dan Cappa, past president of the Richmond Area Rose Festival, explained that there are several ways 34 in which an organization can become involved in the Rose Festival. One is that it can be supported 35 financially. And, although the Rose Festival has discouraged the sanctioned events, he said they are 36 coming back and the Rose Festival has endorsed one sanctioned event. He explained that is when an 37 organization takes over an event and assumes all responsibility for the running of it and reimburses the 38 festival to be part of the Rose Festival. Another way is simply being in the printed bulletin which means 39 it is listed in the calendar of events but does not use the Rose Festival in any way for the promotion of 40 the event. 41 42 Cappa said the Rose Festival philosophy has been to encourage groups to be involved in a partnership 43 with the Rose Festival but if they find that is not desirable or to their liking the Rose Festival would then 44 encourage a sanctioning of some sort using the Rose Festival umbrella as their promotuion, permitting 45 them to use the Rose Festival name to promote their event. He added that he felt the 46 Jaycee-sponsored event should continue because it is a great benefit to the community and obviously 47 to the Jaycee organization. He said he would like to see it continue under the Rose Festival umbrella, 48 but it is totally the choice of the Jaycees as to whether or not they want to participate. 49 50 Chuck Roberts of the Jaycees answered a question posed by Grimes about how the event is 51 advertised, noting that individual mailers are sent out to the "carters" who participate in the event. He 52 added that the Jaycees do not do a whole lot of advertising because it is a well-known event and 53 announcements are made through the local newspaper and radio stations. He noted that this is a Rose 54 City Grand Prix, not a Rose Festival Grand Prix and that the Jaycees are happy to be piggy-backed 55 with the Rose Festival but do not use it as an individual draw to the event. 56 57 In giving the background, Cappa said it is true that the Jaycees initiated the event in 1981, but,when he 58 became President of the Richmond Area Rose Festival Board, they had discontinued it. It was in 1992 59 that the Jaycees brought it back as part of the Rose Festival events and they did it again in 1993. He 60 said both years it was supported by the Rose Festival with financial donations. He said those 61 arrangements were made with the Jaycees, noting that the Rose Festival had documented records 62 which indicate that the Rose Festival financially supported the event including the promotion and fund 63 raising. When Grimes stated, as a Board the Rose Festival did not object to the Jaycees acting alone 64 and invited them to advertise in the brochure, Cappa corrected him, re-stating the three ways 65 organizations can participate. 7 7- Board of Works Minutes Cont'd April 21, 1994 Page 3 1 2 Chairperson Jarvis said he had a problem with the Jaycees picking those dates prior to the start of the 3 Rose Festival, adding that it was obvious that the Jaycees were taking advantage of the situation. He 4 repeated that the Board of Works is not going to be involved in refereeing. He said he would like to see 5 the Jaycees reconsider their decision unless they had some really overriding reasons and concerns 6 about being a part of the Rose Festival. 7 8 Roberts said the race was not originally a part of the Rose Festival and has always been run in June, 9 adding that it is not purposefully piggy backing because the race can stand on its own. Answering 10 Chairperson Jarvis's question about why the Jaycees dropped the event in the late 1980s, Roberts said 11 it was the insurance costs. At one point, he said, the cost was $2,400 for one weekend, but the prices 12 have come down and the cost is now $600. Roberts said he was not involved with the race directly in 13 the past two years, but noted that problems centered around coordination which made it more difficult 14 to put the race on as a coordinated effort than if they had done it individually. 15 16 Hibner said if the Jaycees do function independently she would ask that they provide the Board of 17 Works with a certifcate of insurance so it could be kept on file. Chairperson Jarvis asked Roberts if the 18 Jaycees had contacted all those whose properties would be involved and Roberts answered that they 19 would be contacted. Chairperson Jarvis commented that he was not in favor of the way the Jaycees 20 wanted to handle it but he wouldn't vote against it. However, he said, he would suggest that in 1995 it 21 would be different. 22 23 Cappa said he became involved with this issue rather late in the process, but unless the Jaycees 24 absolutely had their mind set to operate independently, he would like to sit down and talk with them 25 regarding the possibility of becoming involved under the Rose Festival umbrella. 26 27 Addressing the issue of income the Jaycees receive from the race, Roberts said when the race was 28 started in 1981 it was in conjunction with one of the objectives of the U.S. Jaycees which is economic 29 development.The purpose is to bring money into the local community and that is why the local Jaycees 30 went to a two-day event because when the "carters" come into the city they have to stay overnight 31 32 which means business for the motels, restaurants and movies. He said obviously the organization has to show a little profit but the primary purpose of the race is not a fundraiser for the organization but for 33 the City as a whole, bringing money into Richmond. Hibner suggested that the Jaycees and the Rose 34 Festival representatives sit down and talk together one more time. 35 36 Cappa apologized for drawing the Board into a situation where they act as mediators between two 37 organizations. He said that although the Rose Festival feels it is the best organization to put together a 38 focused event, it is the choice of the Jaycees if they do not wish to use the Rose Festival in any way as 39 part of their promotion. He said that last year the Rose Festival provided $1,500 for seed money and 40 the Jaycees returned $1,500.The first year, he said,the Rose Festival provided $700 and some sort of 41 sponsorship fees and had some agreement that they would return some percentage of the gate to the 42 Rose Festival but gave nothing because their expenses had exceeded the gate. Cappa said the Rose 43 Festival is simply trying to coordinate a series of events for the good of the community in some 44 coordinated fashion and it is protective of the Rose Festival name if it is used to gain sponsorship. 45 46 Hibner suggested the Board postpone its decision until next week and Roberts responded that the 47 Jaycees will be running into a real time problem because they have been holding up their entry forms 48 and it will hurt the race if they are not sent out far enough ahead of time. Grimes said the Board 49 suggested last week that the Jaycees get with the Rose Festival and asked if there was some reason 50 that did not happen. Roberts said it was decided that it is in the best interest of the Jaycees and the 51 race for it to revert back to the original format with the Jaycees acting on its own. He added that he had 52 talked with Fran Carman, President of the Rose Festival Board, about a month ago on the telephone 53 and stated the position of the Jaycees so this action should not have come as a surprise to the Rose 54 Festival. Chairperson Jarvis said it was evident the Board is not ready to give an answer today and if 55 that means it will be too short of a notice then the Jaycees may have to look at other dates. 56 57 C. Commenting on the request by Rollie North at 1001 South E. Street for a moving permit and curb 58 cut, Hibner said the moving permit had been postponed but the Board would address the curb cut 59 request since the two were related. Hibner said North is going to move a garage across the alley and 60 expand his business and the curb cut is for the expansion of the parking lot and the business. She 61 noted the engineering division of the City had checked the location and approved the placement of the 62 drive and noted that the drain tile for the addition should go under the new pavement, sidwalk and the 63 curb cut at South 10th Street. All other divisions of the City, she added, had signed their approval. She 64 moved to approve the curb cut request, second by Grimes and the motion was carried on a unanimous 65 voice vote. Board of Works April 28, 1994 • Page 4 1 2 D. Gwen Schroeder, director of human services for the Parks and Recreation Department, commented 3 that the request for the Pig Out had come before the Board last week but she was unable to attend 4 because of the Senior Expo. She said she understood there was some question about the banner 5 request for the railroad overpass by Swayne Robinson and she realized that it is not the City's property 6 but, in the past, she has made the request at the Board of Works then contacted the railroad. She said 7 she had checked with the other City departments involved and got their approval. Hibner moved tc 8 approve the request,second by Grimes and the motion was carried on a unanimous voice vote. 9 10 E.Appearing before the Board was Carrie Hauptsteuk representing Kempers,commenting on a parking 11 problem in that area. Captain Danny McClure of the Traffic Division explained the problem. He said 12 employees are parking in front of a resident's garage and alley and are doing so because the alley has 13 been closed off. Hauptsteuk said Kempers would cooperate with the City by sending out memos to its 14 employees but she believed if the alley is opened and "No Parking" signs posted it might alleviate the 15 problem. Captain McClure said he will work with the engineering department in an attempt to come up 16 with a workable solution to the problem. 17 18 ADJOURNMENT 19 20 There being no further business, on a motion duly made seconded and passed and carried on a unanimous 21 voice vote,the meeting was adjourned. 22 23 24 25 26 27 Earnest Jarvis, Chairperson 28 29 30 31 32 ATTEST: 33 Norma Carnes, Clerk 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65