HomeMy Public PortalAbout12/10/1998 specialCity of Greencastle
® City Hall
Four East Walnut Street
Greencastle, Indiana 46135
Pamela S. Jones
Clerk- Treasurer
GREENCASTLE BOARD OF WORKS
SPECIAL SESSION
THURSDAY, DECEMBER 10, 1998 3:30 P.M. CITY HALL
The Greencastle Board of Works met in Special Session Thursday, December 10, 1998, 3:30 p.m.
at City Hall. Mayor Michael called the meeting to order. On the Roll Call, the following members
were found to be present: Sue Murray and George Murphey. Also present were: City Engineer
Ron Smith, Councilor David Masten, City Attorney Trudy Selvia and Police Chief Jim Hendrich.
Chief Hendrich brought the board up -to -date on Police Personnel. Chief Hendrich reported that
Patrolman Brian Hopkins is nearing completion of his FTO program and will soon be hitting the
streets. Chief Hendrich also reported that Dispatcher Pam Coffman submitted her letter of
resignation December 7, 1998.
City Engineer Ron Smith discussed the need for the City to appoint an Owner Representative in
the service agreement with Hannum, Wagle and Cline. Engineer Smith stated this representative
will deal with primarily engineering matters both of administrative and technical content. Engineer
Smith explained that the General Agreement with Hannum, Wagle and Cline is written for public
as well as private application, and therefore includes language which treats the owner as a separate
entity without regard for individual interests of appointed or elected persons such as a
Councilmember, Board of Works member or the Mayor. Engineer Smith submitted his Proposal
for Owner Representative during WWTF Design and Construction. The proposal includes:
Scope of Work: Represent Owner (City of Greencastle) with respect to services performed per
agreement between Owner and Engineer for Professional Services, i.e. between Hannum, Wagle
and Cline Engineering and City of Greencastle, dated 11/25/98, for design of a 2.4 MGD
Wastewater Treatment Facility and the Southside Interceptor Project. The work description is
defined in Section 3 of the Agreement but shall not include any activity which alters the scope,
schedule or budget of the Agreement between the City of Greencastle and Hannum, Wage and
Cline Engineering. Work Schedule: As needed throughout the development of the WWTF and
Southside Interceptor Projects. Project Budget: Works shall be performed on an hourly basis, as
required, per the existing Engineering Services Agreement rate. Budget should allow for 50 hours
per month through the completion of the constructed projects.
Mayor Michael stated Section 3 in the agreement with Hannum, Wagle and Cline deals with the
engineering and technical aspects of the Owner Representative. Mayor Michael also stated she has
talked with Tom Pitman at Baker and Daniel's and Mike Cline at Hannum, Wagle and Cline and
they feel comfortable with this.
George Murphey questioned why the agreement is for design through construction instead of just
for design. Engineer Smith stated you need the person to stay with the project through completion
since the engineering agreement with Hannum, Wagle and Cline is through the completed project.
® City Attorney Trudy Selvia stated the proposal needs to be more specific regarding the existing
agreement between the City and Engineer Smith. George Murphey stated this proposal needs to
state when and/or if it can be terminated. City Attorney Selvia stated the proposal needs to
specifically state terms referencing back to the original agreement with the City, including the date
in which the agreement was signed, and attach an original copy of the Standard Engineering
Agreement to this proposal. Attorney Selvia stated that her Legal Services contract with the City
contains a simple 30 day termination. Engineer Smith stated that his Engineering Services
Agreement must show cause for termination by either party, which Engineer Smith feels is a more
responsible commitment by the parties to an Agreement in order to complete the work at hand.
Engineer Smith stated that his original agreement parallels with the Hannum, Wagle and Cline
Engineering contract. It is a standard engineering agreement with an hourly rate of $55.00 (fifty -
five dollars) per hour.
Sue Murray made the motion to enter into a contract with Engineer Smith to be the Owner
Representative for the W WTF and Southside Interceptor design and construction. Motion
seconded by George Murphey. Vote was unanimous.
Engineer Smith submitted a Proposal for Accu -Air Survey, Inc. to perform mapping and aerial
photography for the WWTF. The amount of this proposal is $9,690.00 (Nine thousand six
hundred ninety dollars). This same work was submitted in the Hannum, Wagle and Cline
agreement in the approximate amount of $55,000.00 (fifty -five thousand dollars). Sue Murray
made the motion to approve the Proposal for Accu -Air Survey, Inc, noting the great savings to the
City. George Murphey seconded the motion. Vote was unanimous.
O Motion to adjourn made by Sue Murray, seconded by George Murphey. Vote was unanimous.
ancy A. ha Mayor
ATTEST:
Pamela S. Jones,
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