03/08/10 Board of Public Works Minutes

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PUBLIC AGENDA SESSION MARCH 4, 2010 48 The Public Agenda Session of the Board of Public Works was convened at 10:35 a.m. on Thursday, March ~, 2010, by Board President Gary A. Gilot with Interim Board Member Thomas Price present. Board Members Donald E. Inks and Carl P. Littrell were absent. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following item(s) from that list. - Additions to the Agenda Mr. Gilot noted the addition of an Agreement with Real Services, and a Change Order for Eddy Street Commons Site Utilities to the agenda. APPROVE AGREEMENT -REAL SERVICES Mr, Matthew Moyers, South Bend Parks and Recreation Department, stated he received an agreement from Real Services for the Board's approval yesterday and is asking that it be added and approved today due to this being from an American Recovery and Reinvestment Act Application for a Community Services Block Grant awarded to the City that runs from March 1, 2010 through September 15, 2010. He explained the grant is to pay for forty (40) part-time employees; fifteen (15) for Environmental Services and twenty-five (25) for the Parks Department. Every day the money is not used, it is lost, so it is important to get approval subject to final legal and financial review. Mr. Gilot questioned who the employees will be working for, the City or Real Services. Mr. Moyers stated the City hires and pays the employees, Real Services acts as the conduit for the grant. Mr. Gi1ot noted the City is actually the sub-grantee then. Attorney Cheryl Greene stated she had been able to review the agreement only briefly yesterday and noted the City must certify to certain issues that she is not sure they can certify to. Mr. Gilot questioned if this was a reimbursement grant and if so, had the Council approved the funding. Mr. Moyers stated it is and the Council had not reviewed it yet as it just arrived. Mr. Gilot stated it would take a month because it will be an Ordinance that requires two readings before the Council. Attorney Cheryl Greene asked who is going to be the administrator of the grant. She noted there are several forms that need to be certified and there would need to be an administrator of the funds. Therefore Mr. Gilot made a motion the agreement be approved subject to Legal and Financial review, naming Matthew Moyers as the administrator of the grant application with the Fiscal Officers from Environmental Services and Parks Department reporting to Mr. Moyers, and with help from Pam Meyers in Community and Economic Development. Mr. Price seconded the motion, which carried. - Professional Services Agreement - R. W. Armstrong Mr. Rob Nichols, Engineering, stated the bill for the TC)BS Resurfacing Projects is in the House of Representatives and has not been signed yet. He is asking the Board to approve this agreement prior to the signing by the House of Representatives because the work must be started sixty (b0} days after the signing, - Addendum to Professional Services Agreement - Grinsfelder Associates Architects, Inc. Ms. Catherine Toppel, Code Enforcement, stated this agreement was approved previously, but now they are downsizing the new animal shelter and the casts are changing. There is also an additional charge to revise the drawings of the shelter. Mr. Gilot questioned if this included inspections. Ms. Toppel stated she thought it did. Mr. Gilot recommended she work with Mr. Toy Villa, Engineering, an doing daily construction inspections to bring down costs, and check cost estimates. -Professional Services Proposal - Danch Horner & Associates Ms. Catherine Toppel, Code Enforcement, stated the zoning for the new animal shelter is being rezoned to General Business with Commitments with a variance on the north and east sides. She noted the Area PIan Commission suggested this route far appropriate zoning. - Purchase and. Sale Agreement - ExecuTime Software Mr. Bob Allen, Information Technologies, stated this payroll software will be up and running in Tiny. The software will enable the City to do away with paper time cards, employees will enter their time on their computer. He noted the approval process will stay the same. Mr. Allen stated that for those that punch in on time clocks, the new time clocks that work with this software will send the information to the system and it will track comp, vacation, and sick time. Employees will be able to look up their own time to know what is available.