HomeMy Public PortalAbout07-01-1993 BOARD OF PUBLIC WORKS AND SAFETY OF THE
CITY OF RICHMOND. INDIANA.
JULY 1. 1993
1 The Board of Public.Works and Safety of the City of Richmond, Indiana, met in regular session on Thursday,
2 July 1, 1993 in said City. Chairperson Janet Hibner presided with Earnest Jarvis and Dennis Grimes in
3 attendance.The following business was had to-wit:
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5 INTRODUCTIONS
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7 In her introductory remarks, Chairperson Hibner asked each of the Board members and City Clerk Norma
8 Carnes to explain their roles in the Board of Works.
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10 Jarvis noted his primary role in City government is as the Director of Public Works which is divided into four
11 areas which include transportation under the direction of Kent Haisley; streets, under Bill Smith; engineering
12 under Bob Wiwi; and sanitary under Ralph Willis. He also reminded citizens that if they have an excess of tree
13 limbs and grass clippings they can call and have a container delivered to their homes for$5 and once it is filled it
14 will be picked up. He also commented that this year the street division has invited Councilmembers to
15 accompany Smith and identify those streets,curbs and sidewalks they would like to see worked on.
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17 Carnes said it was her responsibility to record the happenings at all the Board of Works meetings and make sure
18 they all get placed in the record books.
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20 Chairperson Hibner explained that she is an administrator in the Department of Law, Permits and Inspections
21 which deals with the functions of the City Attorney.This department deals with building permits, inspections,the
22 building inspectors and handles numerous complaints.
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24 Dennis Grimes described his role of City Controller as the person who is responsible for several areas which
25 include the purchasing functions, payroll, accounts payable and accounts receivable as well as.the print shop
26 where printing,both internal and external,is done. Everything that happens within the City, he said, has financial
27 connotations which means it comes through his department which has a tremendous responsibility since it
28 comes in contact with every other department.
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30 Chairperson Hibner explained that this body is the Board of Public Works and Safety, and as mentioned in the
31 Indiana Code, is an arm of the City government. It is made up of three members who are appointed by the
32 Mayor and they deal on a weekly basis with issues that are specified by ordinance that must come to the Board
33 for approval.The Board also deals with various traffic matters such as the closing of streets and alleys and gives
34 permission for various functions that will take place on the City streets. It is also the contracting body for the City.
35 She noted that she is the chairperson,Jarvis is the vice chairperson and Grimes is a member.
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37 APPROVAL OF MINUTES OF JUNE 24.1993
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39 The minutes of the previous meeting were approved on a motion by Jarvis, second by Grimes and carried by a
40 unanimous voice vote.
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42 APPROVAL OF CLAIMS FOR PAYMENT
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44 Claims submitted by the City Controller's office were in the amount of $811,527.96, most of which was for
45 salaries and payroll taxes;also,$60,034.39 for supplies and contractual services which included$39,000 for leaf
46 loaders.Jarvis commented that the City has now purchased four in the last two years and instead of taking two
47 to three weeks to move through a neighborhood with the old system it is possible to go through a neighborhood
48 twice a week to clean up the leaves. An additional claim for $4,076,737.75 was presented with Grimes
49 explaining that the major components were $1.2 million payable to the Sanitary District as a repayment of a
50 temporary loan for the general fund; $16,380 for a pickup truck for the airport to facilitate snow removal;
51 $2,500,000 to King's Abstract for the purchase of the former Wayne Corp.; and $305,388.75 payable to Star
52 Bank as payments on the park and sanitation bonds. Grimes moved for approval, second by Jarvis and the
53 motion was carried by a unanimous voice vote.
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55 REQUESTS
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57 A. Chairperson Hibner read a request from Central United Methodist Church for the closure of the 1300
58 and 1400 blocks of East Main Street as well as the 100 block of South 14th Street for July 4 to
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accommodate an outside service. After investigating the request the Traffic Safety Division noted that
the area was a heavily traveled one and also a State road which would mean the State's approval.
61 Chairperson Hibner said that keeping the report in mind she would move to deny the request, second
62 by Grimes and the motion was carried by a unanimous voice vote.
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64 • B.Jarvis brought the Board up to date on the appearance of Russell Culbertson at its June 24 meeting
65 noting a problem he had with visibility as he exits his driveway onto Henley Road and helasked for
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July 1, 1993
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1 signage which noted a hidden drive or something of that nature which would slow down the traffic.
2 Jarvis read the report of the Traffic Safety Division noting that the area had been reviewed. In that
3 report it was stated that the Culbertson's driveway is being worked on and the elevation is being raised
4 about a foot and a half which will help the visibility. It was noted that Culbertson also has a turn around
5 capability which means he can drive forward onto Henley. One of the main problems,the report states,
6 is the number of trees on Culbertson's property that block his view. It was recommended that the brush
7 and trees be thinned out.
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9 Culbertson asked about the three-way stop signs that had been at the corner of Reeveston and Henley
10 Roads. In its review the Traffic Safety Division said it found that checking the minutes of the Board that
11 they had been removed in 1988. The reason for the signs were to help the children crossing there on
12 their way to school. When Richmond Community Schools started bussing the children the signs were
13 no longer needed. Sgt. Janice Passmore talked with members of the Board, telling them that she did
14 not recommend any type of hidden drive sign nor a stop sign. She said the area would be re-evaluated
15 once the work on the driveway is completed and the trees get thinned out, both of which may solve the
16 problem. She said her department would use traffic counters at a later date to assess the amount of
17 traffic.She noted that it may show that another area on Henley Road needs a stop sign,adding that the
18 purpose of such a sign is to establish the right of way as opposed to stopping or slowing traffic.Jarvis
19 said based upon Sgt. Passmore's recommendation he had not further comments. Chairperson Hibner
20 said a decision would be deferred until the Board received further information.
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22 C. Jarvis reported on a situation he discovered while being with Color Box officials on South Sixth
23 Street. He said that during that visit he noticed several cars parked along South G Street from the alley
24 up to South Seventh Street and while he was there a semi trailer headed north on South Seventh
25 turned to the west coming down South G Street and because of the vehicles parked there the driver
26 ran over the new sidewalk and curbs on the corner of South Seventh and G Streets.Thus, he asked the
27 Traffic Safety Division to investigate the situation and the recommendation was to place "no parking"
28 signs from the alley to the east on South G Street between South Sixth and South Seventh Streets to
29 allow the truck traffic to enter and exit the area without running up on the sidewalks.Jarvis moved for
30 approval of the no parking signs on South G Street between the alley and South Seventh Street
31 heading toward the east,second by Grimes and the motion was carried by a unanimous voice vote.
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33 CONTRACTS
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35 A. Grimes reported that for the last five years Johnson Control of Indianapolis had taken care of the
36 City's heating and air conditioning maintenance. He said he invited quotes from other companies for
37 providing a preventive maintenance program as well as Johnson which is now receiving $12,900 per
38 year.The quotes from Johnson for one year and three years, respectively, were $13,400 and $40,215.
39 Meyers Mechanical of Richmond gave a quote of $8,300 for one year and $24,960 for three. Based
40 upon that information, Grimes said the quote from Meyers Mechanical was the City's choice. Grimes
41 moved to awared the three-year contract to Meyers Mechanical,second by Chairperson Hibner and the
42 motion was carried by a unanimous voice vote.
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44 B. Quotes were also invited for the City's computer maintenance, Grimes said. Allied Computer
45 Concepts presently has the contract charging the City $15,000 per year. Allied presented a quote for
46 $17,423 for one year and $50 per hour for software support. Rosa's quote was $12,471 per year and
47 $40 per hour for software support. Grimes moved to approve the quote from Rosa's and grant the
48 contract for a.two-year period with an option for the third year at the same rate, second by Jarvis and
49 the motion was carried by a unanimous voice vote.
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51 C.Through a motion by Chairperson Hibner and a second by Jarvis,the lease agreement for the Urban
52 Enterprise Association for space in the City Building for its office from April 1, 1993 to March 31, 1996,
53 for the sum of $1 was approved and the motion was carried by a unanimous voice vote. It was noted
54 that the contract is similar to the one approved in the past, with UEA carrying its own insurance, and
55 that it specifies that either party can terminate the lease agreement.
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57 D. City Attorney Thomas Milligan explained the background pertaining to the Henley Hills easement,
58 noting that when the developer, Tom Humphrey, presented for preliminary approval a plat for all three
59 subdivisions, Henley Hills one and two were built according to the plan.
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61 However,when section three was brought in for final approval, a new requirement was imposed by the
62 previous administration's planning director on the surface drainage. Thus, the developer and the Plan
63 Department were never able to resolve that issue and as a result, section three in Henley Hills was
64 never finally approved. There was one improvement, however,that was placed there as a result of the
65 original layout and that was the underground power service by Richmond Power& Light.They used the
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1 property line designations and the easement strips in the original plat that had preliminary approval for
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location of electrical equipment to service the area which is a large transformer which handles the pump
at the corner of South 23rd and Henley Road.
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5 Milligan said both the developer and RP &L had every reason to rely upon the preliminary approval for
6 locating that service, but now it is necessary to move it approximately 50 to 60 feet north of where it is
7 since the layout has changed and the size of lots designated in section three is no longer being used.
8 Milligan said the size being used is the estate style which is up to 1.8 acres as opposed to the original
9 lots which were more like one third of an acre. As a result, it is going to be necessary to move some
10 equipment and the developer is willing to give new easements and RP & L is willing to work with the
11 developer in moving the service which is going to result in an expense. The developer is going to dig
12 the trench and RP& L will be digging over the existing underground electrical cable and framing up the
13 new concrete pad. The cost to RP & L will be time and material. Milligan said because RP & L and the
14 developer relied on the City planning approval, he recommended the Board pay for whatever out-of-
15 pocket costs RP & L incurs and what the contractor is not in a position to do in order to make this
16 adjustment. He added that this is an accommodation to both the contractor and RP&L and although he
17 had no exact figures it appears the cost will not exceed $5,000. Milligan said rather than waiting for an
18 exact figure, he felt the City should act now in order to resolve the dispute between the developer and
19 RP&L so they can get their easements in place and facilitate other development in the area.
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21 Chairperson Hibner asked if the developer planned to go back and receive final approval for part three
22 and Milligan answered that part three has been redesigned and being sold to subdividers. He added
23 that a subdivider can sell up to two tracts in a 12-month period without subdividing. Chairperson Hibner
24 moved to authorize payment to RP & L of up to $5,000 for the moving of the service, second by Jarvis
25 and the motion was carried by a unanimous voice vote.
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27 OTHER MATTERS
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29 Sgt. Janice Passmore told Board members that the Richmond Police Department will be setting up sobriety
30 checkpoints at undisclosed locations and time throughout the July 4 holiday period. She noted that drivers will
31 experience only a minimal delay.
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33 ADJOURNMENT
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35 There being no further business,on a motion duly made,seconded and passed the meeting was adjourned.
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43 Janet Hibner, Chairperson
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50 ATTEST:
51 Norma Carnes, City Clerk
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