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HomeMy Public PortalAbout12-20-1990 /5 BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND. INDIANA. DECEMBER 20. 1990 1 The Board of Public Works and Safety of the City of Richmond, Indiana, met in regular session December 20, 2 1990 at the hour of 9:00 A.M. in the Municipal Building in said City. Ms. Hauptstueck presided with Ms. 3 McFarland and Mr. Smith in attendance. Absent: None. Media in attendance: Palladium Item and WKBV. 4 The following business was had to-wit: 5 6 7 APPROVAL OF MINUTES OF DECEMBER 13.1990 8 9 Ms. McFarland moved to approve the minutes of the previous meeting as prepared, seconded by Mr. Smith and 10 on unanimous voice vote the motion was carried. 11 12 APPROVAL OF CLAIMS FOR PAYMENT 13 14 Mr. Smith moved to approve claims in the amount of $162,027.65, seconded by Ms. McFarland and on 15 unanimous voice vote the motion was carried. 16 17 PUBLIC REQUESTS AND COMMENT 18 19 Residential Handicapped Parking 20 51 N.W.J Street 21 310 North 19th Street 22 23 Lt. Kolentus informed the Board the request for 51 N. W. J Street met the guidelines and he recommended 24 approval. He said the request for 310 North 19th Street was at a church and he recommended one permanent 25 parking space and one temporary sign to be used on Sundays. 26 27 Mr. Smith moved to approve a reserved residential handicapped parking space at 51 N.W. J Street and to 28 approve one permanent space and one temporary sign at 310 North 19th Street, seconded by Ms. McFarland 29 and on unanimous voice vote the motion was carried. 30 31 Complaint Regarding Animal Welfare League 32 33 Ms. Hauptstueck noted the Board had received a complaint from Mr. Bruce Ward regarding the operations of the 34 Animal Welfare League and the condition of an animal he had purchase there. Ms. Hauptstueck said the 35 incident had happened in 1989 and Mr. Ward should have brought it to the attention of the Board in a more 36 timely fashion. She presented a copy to Mr. Richard Longer and asked for comment. 37 38 Mr. Longer told the Board he had never heard of this person and had no idea of what happened. He said if 39 complaints are received they will address them. Mr. Longer told the Board they did not keep animals long 40 enough to fatten them up and that was why the dog was so thin. 41 42 Mr. Smith moved to accept and file the complaint against the Animal Welfare League. 43 44 DEPARTMENT REQUESTS AND COMMENTS 45 46 SANITARY DISTRICT 47 48 Temporary Closing of Clear Creek Entrance for Storm Sewer Installation 49 50 Mr. Metzger explained to the Board that the Sanitary District was installing a storm sewer through Clear Creek 51 Park and needed a temporary closing of the entrance during the construction period. He said this had been 52 approved by the Park Board. 53 54 Ms. McFarland moved to approve a temporary closing of the entrance to Clear Creek Park, seconded by Mr. 55 Smith and on unanimous voice vote the motion was carried. 56 57 FIRE DEPARTMENT 58 59 General Order No.4-1990 60 61 Fire Chief Jim Sticco explained to the Board that General Order No. 4 was to establish local regulations for 62 certification of the Driver-Operator until the State develops guidelines. He said this was based on NFPA 63 regulations and contract language will make reference to the General Order rather than include the entire 64 description. 65 / -56 Board of Works Minutes Cont'd December 20, 1990 Page 2 1 Mr. Smith moved to approve General Order No. 4-1990, seconded by Ms. McFarland and on unanimous voice 2 vote the motion was carried. 3 4 PURCHASING OFFICE 5 6 Affirm Bid Award for Park Department Trucks on State Bid 7 8 Ms.Annie Planck recommended to the Board that they affirm a bid award of two 1991 Chevrolet 3/4 ton pick up 9 truck for the Park Department, to be purchased through the State bid at 11,527.00 each. Ms. Planck told the 10 Board the funds were available through the Capital Equipment. 11 12 Ms. McFarland moved to approve the purchase of two 1991 pick up trucks through the State Bid at 11,527.00 13 each,seconded by Mr. Smith and on unanimous voice vote the motion was carried. 14 15 Set Bid Date for Graphic Equipment for 16 17 Ms. McFarland moved to set January 17, 1991 to receive bids for Graphics Workstation and software for 18 Engineering and Planning,seconded by Mr. Smith and on unanimous voice vote the motion was carried. 19 20 Ms. Planck explained to the Board that this will be purchased from 1990 Capital Equipment money and as long 21 as a bid is in process the money can be encumbered and help for payment in 1991. 22 23 Award Animal Shelter Bids 24 25 Ms. Planck presented the a memo regarding the sheltering of animals for 1991. She explained the bids had 26 been reviewed by the Board of Works, Mr. Metzger, Chief Rice, Major Myers and herself and they recommended 27 the bid be awarded to HELP the Animals, Inc. in the amount of 18,950. 28 29 Ms. Planck said she had cleared up some questions regarding the zoning for the HELP shelter and it is properly 30 zoned. She said the Building Permit will be approved by the State and local consent was given for painting and 31 the removal of some walls until the State approves the plans. 32 33 Ms. Planck spoke of the mandatory spay and neuter program and the difference in view points that Animal 34 Welfare believes the City should bear the cost versus HELP who believes the adopting individuals should bear 35 the cost and the reviewers agreed with the adopting individuals bearing the cost. 36 37 Ms. Planck stated that HELP proposed contracting to harbor animals for five days with longer stays being 38 negotiated and this will be addressed in contract language. 39 40 Mr. Richard Longer, Sr. asked how the Board could consider HELP being the low bid with the unknown cost of 41 longer sheltering periods and Ms. Planck said this was not an issue with a few number of animals, but would 42 have to be an extreme circumstance before any additional fee would be considered. 43 44 Mr. Metzger explained to the Board that the owner would be responsible for long term quarantine charges. 45 46 Mr. Longer asked how HELP could now provide the service for less than 19,000. when it was indicated they 47 indicated the Welfare Shelter could not do it for that amount. 48 49 Ms. Carolyn Blakey explained they will do the City's obligation for that amount of money, not operate a shelter for 50 that dollar amount. She said this is a part of the revenue and other revenues will be added. She added their 51 concern for long term shelter was only with large amounts of animals for extended stays. 52 53 Mr. Longer asked the Board if charges were brought against the President of HELP for illegal actions would the 54 Board look at that with regard to the contract for shelter and Ms. Hauptstueck stated that was not the point now 55 and they would deal with anything affecting the contract. 56 57 Mr. Smith moved to award the bid for sheltering of animals for 1991 to HELP the Animals, Inc. in the amount of 58 18,950.00, seconded by Ms. McFarland and on unanimous voice vote the motion was carried. 59 60 BOARD OF WORKS MISCELLANEOUS 61 62 Revised Educational Assistance Plan 63 64 Ms. Hauptstueck presented the Board a Revised Educational Assistance Plan and explained the changes were 65 1. All courses would be paid at 80% and 2. the Board of Work would make approval. She asked it be effective immediately. • Board of Works cont'd December 20, 1990 Page 3 1 Ms. McFarland moved to adopt the Revised Educational Assistance Plan effective immediately, seconded by Mr. 2 Smith and on unanimous voice vote the motion was carried. 3 4 TABLED ITEMS 5 6 Industries Road Contract Modification. 7 8 Mr. Jim Hamilton, representing Butler, Fairman Engineering Company, addressed the Board regarding their 9 questions on contract modifications being done prior to presentation and approval by the Board. 10 11 Mr. Hamilton said they look at the reasons for modifications and unless it changes the scope of the project,they 12 feel it is in the best interest of the client to keep the project flowing. 13 14 Mr. Hamilton said the items in question were brought to the attention of Mr. Wiwi prior to their proceeding with 15 the changes. He said they felt it was not in the interest of the City to do four separate modifications. He said 16 one change was the design around an existing structure which if left as designed would not have been in the 17 best interest of the City. 18 19 Mr. Metzger asked when this was done and Mr. Hamilton said on October 1, 1990. 20 21 Mr. Metzger asked why it was so long before the contract changes were presented. Mr. Hamilton continued with 22 his explanation of the contract changes and that he was not certain it was in the best interest of the client to do 23 separate modifications with the costs involved. 24 25 Mr. Metzger asked the costs involved and Mr. Hamilton stated identification of materials involved and 1 and 1/2 26 hours of secretarial time regardless of the number of items. 27 28 Mr. Metzger asked why it was in the clients interest to wait for contract modifications approvals when the cost 29 was only around 15.00. 30 31 Mr. Hamilton said multiple contract changes gives the project a bad name and he did not feel these changes 32 affected the scope of the project and there seemed to be a conflict with philosophies. He said they felt they were 33 working in the best interest of the City. 34 35 Ms. McFarland clarified that the consultant did contact the City Engineer prior to any changes and then follow 36 with written documentation if the Engineer verbally gives an OK. 37 38 Mr. Hamilton said that was correct, but not used in every procedure such as changes in quantity of materials. 39 40 Ms. Hauptstueck agreed with not holding up the project and suggested the Engineer might at least verbally notify 41 the Board of changes immediately. 42 43 Ms. McFarland said the Board needs to be notified of changes and any costs involved to check out prior to 44 paperwork. 45 46 Mr. Metzger said he felt it was no trouble to do written paperwork and from a business standpoint, he preferred 47 written records and do emergencies verbally with the Engineer. He reminded the Board they meet weekly and 48 the paper work would not hold up projects. 49 50 Ms. Planck suggested that Ms.Sweet might initial change orders so the Board would know funds were available. 51 52 Mr. Wiwi told the Board this situation was possibly his lack of experience with the way the City handled change 53 orders in the past. He said he believed the consultant prepared the change orders, but maybe that should be his 54 responsibility. 55 56 Mr. Smith said changes in construction are not just stumbled across, but are seen well ahead of time and there 57 is ample time to prepare paper work. 58 59 Mr. Wiwi said the contract with the consultant can cover this up front from now on and he would make certain 60 they understand. 61 62 Mr. Hamilton suggested they be notified in pre-construction conferences as to how modifications will be handled. 63 64 Mr. Metzger reminded the Board they needed to approve Industries Road Contract Modification No.2-1990. 65 Board of Works December 20, 1990 Page 4 1 Mr. Smith moved to approve and execute Modification No. 2-1990 for Industries Road Project, seconded by Ms. 2 McFarland and on unanimous voice vote the motion was carried. 3 4 5 ADJOURNMENT 6 7 There being no further business,on a motion duly made, seconded and passed the meeting was adjourned. 8 9 10 11 12 Carrie N. Hauptstueck, President 13 14 15 16 17 ATTEST: 18 Mary Merchanthouse, City Clerk 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 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