01/24/11 Board of Public Works Minutes

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AGENDA REVIEW SESSION JANUARY 20, 2011 18 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on Thursday, January 20, 2011, by Board Member Donald Inks with Board Member Carl Littrell present. Board President Gary Gilot was absent. Also present was Board Attorney Cheryl Greene. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City staff. ADDITIONS TO THE AGENDA Mr. Inks noted the addition to the agenda of a Grant of Perpetual Easement for water and sewer services, and a Transition Agreement with the National Football Foundation for the College Football Hall of Fame. APPROVE GRANT OF PERPETUAL EASEMENT — 6797 U.S. 31 SOUTH Attorney Larry Meteiver presented to the Board for approval, a Grant of Perpetual Easement requested by the property owners, Duane and Virginia Zeiger, 6797 U.S. 31 South, South Bend, Indiana, for a sanitary sewer and water main easement with the City. Mr. Littrell stated the property runs across the Zeiger farm to Lafayette Falls. He noted there is an oral easement that was given years ago, and this is the official document that needs to be recorded. Upon a motion by Mr. Littrell, seconded by Mr. Inks and carried, the easement agreement was approved. Board members discussed the following agenda items: - Professional Services Proposal — Malcolm Pirnie, Inc. Mr. Al Greek, Environmental Services, stated this agreement is for design services to bring total automation upgrades to the instrumentation at Wastewater. He noted total automation has been a labor cost savings goal Wastewater has been working towards for a while. - Monthly Reports — Department of Public Works Mr. Al Greek, Environmental Services, and Mr. Jeff Hudak, Central Services, presented their respective Monthly Reports for the month of December. Mr. Hudak noted a third shift was initiated for equipment maintenance for the winter of 2010 -2011, eliminating the need for overtime hours. He stated in the last two weeks this has saved Central Services ninety -six (96) overtime hours. Mr. Greek presented a Monthly Key Performance Indicator report, showing key performance statistics for the Wastewater Division. It was noted that his statistics on Information Technology support calls included all computer issues. The Board members agreed the numbers should only indicate the SCADA and other plant operation technology issues to reflect the accuracy rate of the equipment. Mr. Littrell questioned whether all of the numbers recorded for all of the categories were for the entire year. Mr. Greek stated some categories reflect only several months. He noted the report is new and the figures have not been collected for the entire year. Mr. Greek added that this report will be presented on a regular basis starting this year, so the numbers will reflect all year for all categories from this day forward. - Safety Reports — Department of Public Works Mr. Jeff Hudak, Central Services, presented his division's Safety Report for the month of December, noting one accident due to icy conditions. - Resolution No. 12 -2011 — Adopting a Written Fiscal Plan and Establishing a Policy for the Provision of Services to an Annexation Area in Centre Township Mr. Michael Divita, Community and Economic Development, stated this annexation is a voluntary annexation involving a single property. He noted the annexation will not create any additional Public Works capital expense, and the location is already maintained by the City. - Opening of Bids and Proposals -- Coveleski Stadium Improvements Mr. Inks informed the Board that the budget numbers have been assessed on the scope of the Coveleski project and some scopes have been eliminated because of insufficient funds. Ms. Greene questioned how it will affect the total scope of the project if the bids come in higher on these two phases than the scope allows for. Mr. Inks stated that shouldn't happen; the figures were derived at allowing for some flexibility if necessary. - Request to Advertise for the Receipt of Bids — One or More, Pre -Owned Tactical Rescue Units Ms. Greene stated she has talked to Mr. Jeff Hudak, Equipment Services, about the reference to specific name brands in the specifications for this unit. She noted Mr. Hudak explained that in these cases, they are the only manufacturer of the parts. Mr. Littrell noted that the Fire Department must meet ISO safety guidelines on their equipment and