02/21/12 Board of Public Works Claims Review

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CLAIMS REVIEW MEETING FEBRUARY 21 2012 49 A Claims Review Meeting of the Board of Public Works was convened at 8:30 a.m. on February 21, 2012 by Board President Gary A. Gilot with Board Member Donald E. Inks present. ADDITIONS TO THE AGENDA Mr. Gilot noted the addition to the agenda of a Letter of Confirmation of Offer of Employment and a Professional Services Agreement authorization. APPROVE CLAIMS Mr. Inks 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 or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Mr. Inks stated the following claims were submitted to the board for approval: Name Amount of Claim Date City of South Bend $3,971,413.39 City of South Bend 02/17/2012 $1,988,311.61 02/2112012 After review of the expenditures, Mr. Inks made a motion that the City of South Bend claims be approved as submitted. Mr. Gilot seconded the motion, which carried. '_ "' Y n— ACS /VA SITE IMPROVEMENTS – PROJECT NO. 112- 009 SBCDA TIF Mr. Carl Littrell, Engineering, presented the Title Sheet for signature for the above project that was approved for advertising at the Board's last Claim's Review meeting of February 7, 2012. Therefore, upon a motion .made by Mr. Inks, seconded by Mr. Gilot and carried, the Title Sheet was approved and signed. APPROVE LETTER OF OFFER OF EMPLOYEMENT – MICHAEL MECHAM Mr. Gilot presented a letter of offer of employment for the position of City Engineer to Mr. Michael Mecham for the Board's approval. Mr. Gilot noted that in his previous position as Director of Public Works, he interviewed Mr. Mecham, along with others, and found him to be the most qualified candidate for the position of City Engineer. Mr. Gilot noted that an offer of employment was made over the phone to Mr. Mecham with Mayor Buttigieg present, after his retirement from the position of Director of Public Works. Mr. Gilot followed -up in his capacity as the President of the Board of Works with a letter of offer, but he noted the Board needed to approve it, since he was no longer the Director of Public Works. Therefore, upon a motion by Mr. Inks, seconded by Mr. Gilot and carried, the Board approved the extension of the offer of employment to Mr. Mecham. AGREEMENT ' " ��`�'� un r'xv�SSIONAL SERVICES Mr. Gilot stated Mr. Carl Littrell, Engineering, sought a Professional Services Agreement from three Engineering firms for a structural analysis of the Chase Tower Building, 211 W. Washington St.. Paul Fujawa Engineering was selected for the project and Mr. Gilot is now asking for the Board's approval to authorize him to work with Mr. Littrell and Paul Fujawa to get the agreement and the process going. Therefore, upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, Mr. Gilot was authorized to follow -up on the written agreement and bring it back before the Board at the Public Agenda Session of February 23, 2012. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 8:55 a.m. BOARD OF PUBLIC WO uary A. Gilot President` dnald E. nks, Member