03/29/10 Board of Public Works Claims Reveiw

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CLAIMS REVIEW MEETING MARCH 29 2010 92 A Claims Review Meeting of the Board of Public Works was convened at 8:30 a.m. on Monday, March 29, 2010, by Board President Gary A. Gilot with Board Member Carl P. Littrell present. Board Member Donald Inks was absent. Addition to the Agenda Mr. Gilot noted the addition of Resolution No. 1 b-2010, Adopting a Revised Travel Policy, to the agenda. APPROVE CLAIMS Mr. Gilot stated that a request to pay claims has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods ar services has approved the claims; and the claims have been filed with the City Fiscal Off ter and certified for accuracy. Mr. Gilot stated the following claims were submitted to the board far approval: Name Amount of Claim Date City of South Bend $1,685.9$ 03/22/10 City of South Bend $1,549,513.42 03/29/10 Underground Services -Emergency Sewer Re air at Huron Circle $70,614.51 (2007B Sewer Bond} 02/16/10 The Bank of New York Mellon Trust Co.; Close Out Escrow Account with Bowen Engineering for Primary Aeration Channel $152,779.66 (2007 Sewer Bond} 02101!10 Therefore, Mr. Gilot made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Littrell seconded the motion, which. carried. ADOPT RESOLUTION NO. 16-2010 - ADOPTING A REVISED AND AMENDED TRAVEL POLICY Mr. Gregg Zientara, City Controller, stated Legal has reviewed the above revised policy and given their approval. The new policy is an attempt to simplify travel by changing the approval process, and making cash advances available when there is the need. He noted a request far quotes will be going out for a travel, agent to handle air travel requirements to reduce the need for employees to shop online for the best prices. The City will also have available an air travel card to submit to the travel agency to use for air fare charges. This will eliminate the need for submission of air expenses and retards through a Travel Expense Report, on behalf of the employee. Mr. Zientara stated the City will be using the State of Indiana's per diem rates for the City traveled to and a link to the U.S. Government site for travel expenses. Linda Martin, Clerk of the Board, Hated this was an addition to the agenda and the resolution has not been drafted yet, so it would need to be approved subject to the drafting. Therefore, Mr. Gilot made a motion to approve the resolution subject to Legal's draft. Mr. Littrell seconded the motion, which carried. ADJOURNMENT There being no further Gilat, seconded by Mr. business to came before the Board, upon a motion made by Mr. Littrell and carried, the meeting adjourned at 8:45 a.m. ATTEST: ~.~__ ~~,_ ~;'inda M. Martin, Clerk ~_._„,. m.. BOARD OF PUBLIC WORKS Gary A. Gilat, President ~-, ~_ ~% ~ ~ `~ ~' ~. -~: ~~bnald E.~Inks, Member ,_,~' __ __ Carl P. Littrell, Member