05/15/1939 Board of Public Works Minutes

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0 • L • 0, ✓Contractor's bond of Harry N. Barnes ;with United States Fidelity and Guaranty Company as surety was approved. /Continuation Certificate covering Col�tractori•`s bond in favor of Merman F. Glaser,Jr_. was approved by the Board. x, ✓Permission to construct a steam line along Washington Street by the St. Joseph Heating Company was withheld until -the County Commissioners could again be contacted relative to construction under the sidewalk or courthouse lawn. /0. D. Dausman of the Indiana Bell' -Telephone Company submitted prints of a proposed underground conduit construction on Prairie Avenue from Scott Street to Gertrude Street and also an extension on Gertrude Street from Prairie to the city. limits. Mr. Qualls submitted a report recommending the granting of permission to do this work. The proposed construction was approved by the Board. Mr. Dausman was instructed to obtain his permits from the building, Department. ✓Mr. Clyde E. Williams filed primary assessment roll, showing awards and damages and assessment of benefits in the matter of Vacation of Alley North of North Side Boulevard from Louise Street to Roberts Avenue. (No. 2500) The following described property may be injuriously or beneficially_ affected by such appropriation: ✓All of lots 48, 49,50 and 51 `,ism. R. Baker Total amount due for the vacation: $00.00 Respectfully.submitted this 15th day of May, 1939. Clyde E. Williams, Civil Engineer. In the above named assessment roll, the Board hereby orders that it will meet in the City Hall at 9:00 A.M. on May 29, 1939, to hear and receive remonstrances from all persons interested in -or affected by said Vacation Resolution No. 2500, and the Board further orders that notices of said hearing be advertised in two newspapers in South Bend on May 19 and May 26, 1939, and that notices together with the amount of damages awarded and benefits assessed be addressed to the property owners according to law. NET DMIAGES NET BENEFITS 00.00 00.00 The following notice with regard to all purchases made in the future was approved y the Board, which directed the Clerk to address a copy to all department heads: /With the thought that centralized purchasing is the most economical and efficient method of procuring the supplies, materials, and equipment needed, a requisition from has bedn devised to be used in connection with all purchases. OAll purchases are to be made thru the clerk of the Board of Public Works and Safely, who is charged with the responsibility of approving purchases as to appro- priation balance.. v`This new requisition is made in quadruplicate. The original copy (white) is sent or delivered to the vendor, a second copy (blue) is also delivered to the vendor Who must obtain the signature of the person taking delivery of the purchase. This signec'�Tlue copy must accompany the regular claim. The third copy.(pink) is.to be kept by the clerk for his records and for checking outstanding invoices. The fourth copy (yellow) is to be returned to the department head for his records. b'In order that each department head might maintain in his own office a record of his budgetary expenditures, all claims must be signed in the space so provided by all department heads. This procedure will enable each official to complete his requi-sition form copy as to price of purchase which is not always on requisition at the time it is issued. YIt is suggested that each official check his records monthly with the clerk of the Board of Public Works and Safety for their correctness. The clerk of the Board is charged with maintaining a current.record, of the budgetary expenditure of all departments under the jurisdiction of the Board of Public Works and Safety. 4In cases of emergency we believe the clerk or some one in his office can be reached by phone to obtain a requisition number. This requisition can then be completed later so that this emergency purchase can go through the regular channels. L;We insist that proper team work between the departments and the office of the Board will guarantee that the City lives within its means and does not spend more than has been budgeted for supplies, materials and equipment. REPAIRS T4 FIRE DEPARTMENTS: LChief DeVleeschower reported that several of the fire stations need new eave troughs He was instructed to obtain bids on the repair of the eave troughs and present them to the Board at the next regular.meeting. Mr. Zmudzinski, Street Commissioner, was present and matters pertaining to his De- partment were discussed. BQ 0 1.YOR Meeting urned at 12:00 M. BY TTEST: ZLERK