HomeMy Public PortalAbout04-02-1987 BOARD OF PUBLIC WORKS AND SAFETY OF THE
CITY OF RICHMOND, INDIANA,APRIL 2,1987
1 The Board of Public Works and Safety of the City of Richmond, Indiana, met in regular session April 2, 1987 at
2 the hour of 9:00 A.M. in the Municipal Building in said City. Ms. Silberstein presided with Mr. Brown and Mr.
3 Willis in attendance. The following business was had to-wit:
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5 RECEIVE BIDS FOR STREET SWEEPING
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8 The Proof of Publication was found to be in order by Mr. Barden. Mr. Brown moved to accept and file the Proof of
9 Publication,seconded by Mr.Willis and on unanimous voice vote the motion was carried.
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11 Purchasing Director, Rita Stout opened the following bid:
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13 McCoys Refuse & Sweeping Service. The bid was on the proper form, signed, notarized and
14 accompanied by a bid bond. The bid was for 124,000.00 per year for the sweeping of streets within
15 Silberstein City of Richmond per specifications for five (5) years. The bid also included 60.00 per hour
16 rent per sweeper based on a total 200 hour usage.
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18 Mr. Willis moved to refer the bid for the street sweeping to the Purchasing Director and Public Works Director for
19 evaluation and recommendation,seconded by Mr. Brown and on unanimous voice vote the motion was carried.
20
21 PUBLIC HEARING.ON THE SALE OF PROPERTY LOCATED AT 513 NORTH 18TH STREET AND IN THE 500
22 BLOCK OF NORTH 20TH STREET
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24 Ms. Silberstein opened a legally advertised public hearing for the sale of property located at 513 North 18th
25 Street and in the 500 Block of North 20th Street. Ms. Silberstein announced that the Board had previously
26 declared these properties as surplus and for sale with a value of less than 500.00.
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28 Ms. Silberstein gave opportunity for interested parties to speak on the sale of the property.
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30 Ms. Regina Godwin of 532 North 20th Street expressed an interest in purchasing the property located in the 500
31 Block of North 20th Street.
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33 Ms. Silberstein explained the hearing was intended for persons expressing opposition to the sale of the
34 property.
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36 There was no one in attendance to express opposition to the sale of the properties.
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38 Mr. Barden explained to the Board that since no sealed offers had been received for the property the Board
39 could authorize the sale to the abutting property owners at the highest price. Mr. Barden recommended the
40 Board authorize his office to complete the sale of the property to Mrs.Godwin as the abutting property owner.
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42 Mr. Dennis Bronston informed the Board that the properties were constant sources of complaints and were not
43 buildable properties.
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45 Mr. Barden stated he had also received an inquiry regarding the property on North 18th Street from an abutting
46 property owner and added he would contact that person to see if they were interested in the purchase of the
47 property.
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49 Mr. Barden also requested the Board to authorize the Board President to execute any necessary deeds for the
50 sale of the properties.
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52 Mr. Willis moved to authorize the City Attorney to negotiate the sale of the properties located at 513 North 18th
53 Street and in the 500 Block of North 20th Street with the abutting property owners and to authorize the President
54 of the Board of Public Works and Safety to execute the deeds,seconded by Mr. Brown and on unanimous voice
55 vote the motion was carried.
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57 Reouest to Purchase Property on N.W. 11th Street
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59 Mr. Barden also requested the Board to allow him to proceed on an inquiry to purchase property located on N.W.
60 11th Street. Mr. Barden stated he has inspected the property and it a similar situation to the ones just acted on.
61 He said there was an individual interested in purchasing the property, but added that it would need to be
62 surveyed prior to proceeding with any sale.
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64 Mr. Barden recommended this property be put up for public hearing and sale after the legal description is
65 ascertained.
Board of Works Minutes Cont'd
April 2, 1987
Page 2
1 Mr. Willis sated the land was acquired as a thoroughfare from Industries Road to U.S.40 and they would need
2 100 feet of the property maintained as right of way. He said the deed for sale could just exclude the right of way.
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4 Mr. Barden said the property has been a source of complaints for weeds and the dumping of litter.
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6 Mr. Willis said he felt the City still needed to keep an easement for the future if it became necessary to alleviate
7 traffic flow on N.W.5th Street. Mr. Willis said the property does have little value other than the easement for a
8 possible roadway.
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10 Ms. Silberstein suggested Mr. Barden proceed with getting the property surveyed and then return to the Board
11 for a hearing date to be set for the sale of the property.
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13 APPROVAL OF MINUTES OF MARCH 19.1987
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15 Mr. Brown moved to approve the minutes of the previous meeting as prepared, seconded by Mr. Willis and on
16 unanimous voice vote the motion was carried.
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18 APPROVAL OF CLAIMS FOR PAYMENT
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20 Mr. Brown moved to approve claims for payment in the amount of 1,110,676.75, seconded by Mr. Willis and on
21 unanimous voice vote the motion was carried.
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23 PUBLIC REQUESTS AND COMMENTS
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25 SOUTH 4TH STREET FAIR
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27 In the absence of Gertrude Ward, Mr. Brown moved to table the request for the 4th Street Fair to April 9, 1987,
28 seconded by Mr.Willis and on unanimous voice vote the motion was carried.
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30 PETITION FOR CURB CUTS-SOUTH 32ND AND B STREETS
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32 Ms. Silberstein acknowledged the receipt of a petition from fifteen (15) residents of the South 32nd and B Street
33 area. The petition read as follows:
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35 The undersigned residents of South 32nd and B Streets petition the City of Richmond, In., to correct
36 the extreme problem of inadequate water drainage in our area. Following rain or snow, water stands
37 along the edges of the streets for days, creating a health hazard in he summer and ice covered streets
38 in winter. Our lawns are eroding due to the almost constant stand of water. Following rain,water flows
39 from inclines to both the north and south into the intersection of South 32nd and B Streets where it
40 remains. The affect of this is undermining our efforts to keep our neighborhood attractive and safe for
41 our children
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43 Mr. Willis explained that he had been contacted by Mr. and Mrs. Herbert Truitt and talked with them about a
44 General Improvement Fund project. Mr. Willis said the residents are willing to pay for the curb project and the
45 Board needs to have a Resolution adopted to authorize the Engineers Office to proceed with drawings and cost
46 estimates and to make legal notice of a public meeting for remonstrances.
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48 Mr. Willis moved to acknowledge the receipt of the petition from the residents of the South 32nd and B Street
49 • area for curbs and to authorize the Engineers Office to prepare plans and report back to the Board in eight
50 weeks,seconded by Mr. Brown and on unanimous voice vote the motion was carried.
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52 Ms. Silberstein stated a formal Resolution for a General Improvement Project will be presented to the Board at its
53 next meeting.
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55 SOUTH 4TH STREET FAIR
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57 Upon the arrival of Gertrude Ward to represent the requests for the South 4th Street Fail,the Board proceeded
58 with the item.
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60 Ms. Ward explained this was the 7th year for the South 4th Street Fair. She said the fair would be held the first
61 week end in October with the second weekend as the rain date. She added that a major concern was the need
62 for more space and inquired about using South 4th Street from A to E instead of from B to E as in past years.
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64 Captain Williams said he did not believe that would be any problem and felt the Board could create the option for
65 the fair at this point.
Board of Works Minutes Cont'd
April 2, 1987
Page 3
1 Ms.Ward said it has been a pleasure to see the growth of the Fair. She stated the would also be a horse drawn
2 3
vehicle and they would need trash containers at the intersections and barricades furnished. Ms.Ward explained
they notify the residents of the area and invite them to participate in the Fair. She also said the Sertoma Club
4 would be having their Oktoberfest during the Fair and would be located at the intersection of South 4th and C.
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6 Ms. Silberstein stated she saw no problem with granting an extra block for the event as long as it did not block
7 any major traffic.
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9 Ms.Ward stated they always filed their Proof of Insurance with the City.
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11 Mr.Willis moved to approve the use of South 4th Street from South A to South E on October 3rd and 4th, 1987
12 with rain dates of October 10th and 11th, 1987 from 10:00 A.M.to 5 P.M. and to allow a horse drawn vehicle on
13 South 4th, South 3rd, South B and South D with the appropriate warnings on the vehicle as requested by the
14 Neighborhood Preservations Services, Inc for the South 4th Street Fair, seconded by Mr. Brown and on
15 unanimous voice vote the motion was carried.
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17 DEPARTMENT REQUESTS AND COMMENTS
18 •
19 PLAN NING, PERMITS AND INSPECTION
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21 Set Date for Unsafe Building Hearings at 1 East Main and 7 East Main
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23 Mr. Bronston explained the properties were the Gennett Building and a rear building on the Pizza King.
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25 Mr.Willis asked if the structures were vacant and Mr. Bronston said there were items stored there.
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27 Mr. Barden informed the Board that his Office had recently taken two unsafe structures to Court to seek
28 injunctive relief and they were in the process of developing a plan to get Court orders on unsafe properties to
29 inspect the buildings and that the procedure will probably be used on these structures.
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31 Mr. Willis moved to set May 14, 1987 for a Unsafe Building Hearing on property located at 1 East Main and a
32 property located at 7 East Main,seconded by Mr. Brown and on unanimous voice vote the motion was carried.
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34 Weed Cutting Contract
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36 The Weed Cutting Contract was presented for execution of the Board. The contract is updated and used
37 annually for vendors cutting weed on lots that are a source of complaints and on City owned lots. Mr. Bronston
38 recommended execution by the Board. Mr. Bronston also stated they had received quotes for the cutting of
39 weeds and asked if the Board wanted to award the contract.
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41 Ms. Silberstein asked how the quotes were received and Ms. Stout stated they were solicited by the Planning
42 Department on a standard request for quote form. Ms. Stout added she would like to review the quotes and
43 make a recommendation at the next meeting.
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45 Ms. Silberstein stated she was under the impression it was a non-exclusive contract in order to get more people
46 and types of equipment involved in the removal of weeds. She said the Board just executed a form contract and
47 the quotes could be handled administratively or if the Planning Department desired the Board could officially set
48 the rates for the cutting of weeds.
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50 Mr. Barden informed the Board that with Dana Lewis on staff as the inspector for the weed complaints, he felt the
51 procedure would administratively run well.
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53 Mr. Willis moved to approve and execute the Contract for the removal of weeds, seconded by Mr. Brown and on
54 unanimous voice vote the motion was carried.
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56
57 TRAFFIC SIGNAL REQUEST BY IU AND IVY TECH
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59 Mr. Dennis Bronston informed the Board that the City has been approached by Indiana University East to
60 endorse a proposal to the State for a traffic signal at the Chester Boulevard entrance to Indiana University and
61 Indiana Vocational Technical College campuses. Mr. Bronston said a proposal had been made by Indiana
62 University East in 1981, but not filed with the State and the State requires a formal petition be submitted for the
63 installation of a traffic signal.
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65 Mr.Willis asked if alternatives had been considered to the petition since he did not have a lot of faith in
Board of Works Minutes Cont'd
April 2, 1987
Page 4
1 petitioning the State.
2
3 Mr. Bronston stated the Planning Department was in consensus with the request and supports it. Mr. Bronston
4 introduced Mr. Charles Brown of Indiana University East..
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6 Mr. Brown informed the Board that Indiana University East had updated the 1981 proposal by listing things
7 occurring since that time in order to show the increased volume of traffic. Mr. Brown stated there was a real
8 problem in getting on and off the campuses and there will be additional recreational events this summer along
9 with growing attendance at the schools. Mr. Brown explained the property north of the interstate is zoned heavy
10 commercial and the safety of the individuals using the campus area must be considered.
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12 Mr.Willis asked Mr. Brown if he felt the Board of Trustees might be amenable to closing the intersection at Cart
13 Road and bring the traffic through the School by redesigning the streets through the School. He added it might
14 assist with the warrants necessary to get the signal approved.
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16 Mr. Brown said he could not speak to the Schools position and said the access roads to the campuses are
17 inadequate now and need to be increased to four(4) lanes. Mr. Brown said he would pursue the Cart Road idea.
18 Mr. Brown shared with the Board the facts that in 1986 there were eight accidents in the vicinity and nine
19 accidents in 1986, all involving personal injuries.
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21 Mr. Willis said the City could design a highway system through the School from U.S. 27 to the campus to Carl
22 Road as a part of a long range planning project.
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24 Ms. Silberstein indicated the light has been needed for a long time and she was in favor of the City endorsing the
25 idea. She said she felt the State should pay for the signal since two (2) State supported schools are involved,
26 but she favors the City going in record to endorse the signal or become co-petitioner.
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28 Captain Williams added that upon formal request for the signal the State would them do a traffic study of the
29 area.
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31 Ms. Silberstein asked who was preparing the petition and Mr. Brown said the petition was ready for signature and
32 they were awaiting the approval of the Board of Works.
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34 Mr. Willis moved, upon the recommendation of the Planning Department and the Traffic Division,for the City to
35 be on record in support of the petition for the installation of a traffic signal at the intersection of Chester
36 Boulevard leading to the campuses of Indiana University East and Indiana Vocational Technical Institute,
37 seconded by Mr. Brown and on unanimous voice vote the motion was carried.
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39 PURCHASING DEPARTMENT
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41 Award Bids for Mini Trucks and Street and Bituminous Materials
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43 Mini Pick Up Trucks
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45 Ms. Stout informed the Board that she recommended Tom Wood Pontiac of Indianapolis be awarded the bid for
46 four(4) mini trucks on the State bid of 8,767.00 per vehicle. Ms. Stout reported she has gone through the State
47 specifications with Mr. Wood and they are the same. She said there is a cost savings of 4,000.00 by
48 participating in the State bid.
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50 Mr. Willis moved to award the bid for four (4) mini pick up trucks to Tom Wood Pontiac of Indianapolis at a the
51 State bid price of 8,767.00 per vehicle, seconded by Mr. Brown and on unanimous voice vote the motion was
52 carried.
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54 BITUMINOUS AND STREET MATERIALS
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56 Ms. Stout made the following recommendations:
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58 Section 2-Concrete
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60 Delivered Class A to Richmond Concrete at 47.00
61 Delivered Class B to Richmond Concrete at 47.00
62 F.O.B. Plant Class A to Stonehenge at 35.74
63 F.O.B. Plant Class B to Stonehenge at 32.74
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Board of Works Minutes Cont'd
April 2, 1987
Page 5
1 Section 3-Stone &Gravel
2
3 #1 Stone to Middleboro Stone at 4.50
4 #2 Stone to Middleboro Stone at 4.30
5 #4 Stone to Middleboro Stone at 4.60
6 #12 Stone to Middleboro Stone at 5.50
7 #9C Stone to Middleboro Stone at 4.60
8 #11 C Stone to Middleboro Stone at 5.20
9 #73 Maintenance Limestone to Middleboro Stone at 4.30
10 #53 Crushed Stone to Middleboro Stone at 4.20
11 Screening to Middleboro Stone at 3.60
12 Rip Rap to Middleboro Stone at 6.80
13 Flat Stone to Middleboro Stone at 13.70
14 Add 2.20/ton to all deliveries to Street Department
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16 #12 Gravel to American Aggregates at 3.30
17 #53 Gravel to American Aggregates at 4.15
18 #73 Gravel to American Aggregates at 4.15
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20 Section 4-Washed Gravel
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22 #9 to American Aggregates at 4.70
23 #11 to American Aggregates at 4.70
24 #7C to American Aggregates
25 Fill sand to American Aggregates at 2.30
26 #8 Pea gravel to American Aggregates at 3.50
27 #88 Pea fill gravel to American Aggregates at 2.50
28 Prices are F.O.B. Plant
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30 #9 to American Aggregates at 6.80
31 #11 to American Aggregates at 6.80
32 #7C to American Aggregates
33 Fill sand to American Aggregates at 4.60
34 #8 Pea gravel to American Aggregates at 5.60
35 #88 Pea fill gravel to American Aggregates at 4.60
36 Prices are F.O.B. Delivered
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38 Section 5-Sand
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40 Fill sand to American Aggregates to 2.50
41 Shot sand to American Aggregates at 2.70
42 Concrete sand to American Aggregates at 4.20
43 Mason sand to American Aggregates at 7.00
44 310-B Borrow to American Aggregates at 3.50
45 Prices are F.O.B. Plant
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47 Fill Sand to American Aggregates at 4.60
48 Shot sand to American Aggregates at 4.80
49 Concrete sand to American Aggregates at 6.30
50 Mason sand to American Aggregates at 9.10
51 310-B Borrow to American Aggregates at 5.60
52 Prices are F.O.B. Delivered
53
54 Section 6
55 Paragraph 1 -Emulsion, Paragraph 2-Cold Mix
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57 RS-2,AE-60,AE-90,AE-T to Ashland Petroleum at.5200/gal
58 AE-150,AE-200 to Ashland Petroleum at.5600/gal
59 AE-300 to Ashland Petroleum at.5800/gal
60 AE-PL(Dust Control Oil)to Ashland Petroleum at.5200/gal
61 AE-P to Ashland Petroleum at.7500/gal
62 Prices are F.O.B. Plant
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64 Cold Mix to Stone Valley Paving at 20.50/ton F.O.B. Plant
65
Board of Works Minutes Cont'd
April 2, 1987
Page 6
1
2 Ms. Silberstein asked if all were the low bids and Ms. Stout explained there might be one item in a section that
3 was higher, but they are trying to keep like items with one vendor as they have in the past.
4
5 Mr.Willis moved to award the bids for bituminous and street materials as recommended,seconded by Mr. Brown
6 and on unanimous voice vote the motion was carried.
7
8 Cancel Bid Acceptance on Fire Department Aerial Platform
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10 Ms. Stout explained that the Wayne Township Trustee was purchasing the aerial platform for the City through
11 their revenue sharing funds. She added that the Trustee Advisory Board and their attorney felt it better for them
12 to legally advertise the bid for the equipment and to accept the bids to be in compliance with State Board of
13 Accounts. Ms. Stout stated the City was still responsible for the specifications and has no problems with the
14 Trustee bidding the equipment.
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16 Ms. Silberstein explained the Trustee would rather do the bidding from start to finish than enter into an interlocal
17 agreement for the City to do the bidding.
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19 Mr. Willis moved to cancel the bid date of April 9, 1987 for the Quint Ladder Platform for the Richmond Fire
20 Department,seconded by Mr. Brown and on unanimous voice vote the motion was carried.
21
22 Ms. Stout explained she had notified the vendors and would be forwarding the list of vendors to the Township
23 Trustee in order that they be included in the bidding.
24
25 LAW OFFICE
26
27 Wayne Township Fire Contract
28
29 Mr. Barden presented the annual contract between the City of Richmond and Wayne Township for fire protection
30 services. He said the amount of the contract differs annually and is based on a formula of assessed evaluation.
31 Mr. Barden also explained there would be another document on the pay back to Wayne Township for the fire
32 truck. He said the pay back would ten percent (10%) of the cost of the truck allocated annually as a deduction
33 from the cost of the fire services to Wayne Township.
34
35 Mr. Brown moved to approve and execute the Contract between the City of Richmond and Wayne Township for
36 fire protection services for 1987,seconded by Mr.Willis and on unanimous voice vote the motion was carried.
37
38 PUBLIC WORKS
39
40 Change Order 2 for Industrial Parkway
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42 Mr. Willis explained this should be the finalizing instrument for the completion of the Industrial Parkway project.
43 He said the change order provides exact quantities of materials used with additional funds for the maintenance
44 of traffic to completion of the project. Mr. Willis said the traffic maintenance were with signs and roadway
45 markings necessary to control traffic over the winter until the project was completed.
46
47 Ms. Silberstein asked if the Change Order required the signatures of the Board and Mr. Willis stated it would
48 become an addendum to the final documents on the project and he thought the documents that needed
49 signatures were forms used by the State for changes in materials, etc.
50
51 Mr. Brown moved to approve Change Order No. 2 on the extension of Eastern Indiana Industrial Parkway,
52 seconded by Mr.Willis and on unanimous voice vote the motion was carried.
53
54 Delegation of Authority to Barricade State Highways
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56 Mr. Willis told the Board that the State has asked that authority be delegated to a specific individual to be
57 responsible for the planning of detouring traffic on state highways for the local sewer project. He said it is
58 necessary to do some excavation on U.S. 40 West and North and South A Street for the sewer project and
59 asked that Mr.John Barnhizer be designated as the person authorized for the barricading of the streets and the
60 detouring of traffic.
61
62 Mr.Willis moved to delegate Mr.John Barnhizer, Project Manager for the EPA Sewer Separation,the authority to
63 erect barricades on certain State Highways and to prepare and execute detour routes, seconded by Mr. Brown
64 and on unanimous voice vote the motion was carried.
65
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Board of Works Minutes Cont'd
April 2, 1987
Page 7
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3 ADJOURNMENT
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5 There being no further business,on a motion duly made,seconded and passed the meeting was adjourned.
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12 Susan Silberstein, President
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16 ATTEST:
17 Mary Merchanthouse,City Clerk
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