06/11/13 Board of Public Works Minutes

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AGENDA REVIEW SESSION JUNE 6, 2013 174 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on Thursday, June 6, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos, Kathryn E. Roos, and Michael C. Mecham present. Board member Mark Neal joined the meeting in progress at 10:41 a.m. Also present was Attorney Larry Meteiver. 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. AWARD BID AND APPROVE CONTRACT — DEMOLITION OF RUM VILLAGE WELL HOUSE NO. I — PROJECT NO. 113 -017 WATER WORKS O &M Mr. John Engstrom, Engineering, advised the Board that on May 28, 2013, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Engstrom recommended that the Board award the contract to the lowest responsive and responsible bidder Jackson Trucking & Excavating, 9067 West 100 N, Kewanna, Indiana 46939, in the amount of $6,500.00. The Board requested that due to the fact that their bid was so much lower than the other bidders, Mr. Engstrom confirm with Jackson Trucking that there was not an error in their math and they could do the project for that amount. In a memorandum to the Board, Mr. Engstrom stated that Mr. John Wiltrout, Water Works, met with Mr. Harvey Jackson, Jackson Trucking, at the well site and he confirmed that his bid was correct and he could do the project for that amount. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded and the contract approved as outlined above. Mr. Mecham seconded the motion, which carried. APPEAL OF BOARD OF PUBLIC WORKS'S DECISION — INDIANA UNIVERSITY SOUTH BEND CIVIL RIGHTS HERITAGE CENTER Mr. Gilot stated the Board is in receipt of an appeal from Indiana University South Bend Civil Rights Heritage Center of the Board's decision for the placement of fifteen (15) historical information signs. The original approval of the Board on November 20, 2012 was subject to the applicant getting the approval of all property owners impacted by the signs, and a Certificate of Appropriateness form from the Historical Commission, before installing the signs. Ms. Alma Powell, Civil Rights Heritage Center, thanked the Board for the opportunity to speak. She noted the significance of the project and the Heritage's part in South Bend being named an All American City in previous years. She explained the placement of the signs and their significance, and noted there would be no obstruction in the streets. Mr. Doug Merritt with Burkhart Advertising requested the Board take into consideration that these are post mounted signs on existing posts. They are not an obstruction, and there is no drilling in the posts; they are mounted with decorative clamps. Mr. Merritt stated the fear is that asking a person to review this approved work in the public right -of -way, which the Board has authority over, may invoke personal feelings regarding the subject of the signs. He noted they have no problem with getting the word out via letters or possibly a Public Notice in the South Bend Tribune; they just ask if the Board will allow them to remove the permission portion of the approval. Mr. Merritt added the signs are not ground mounted; they are up in the air and will therefore be no need to mow around an additional sign. He reiterated their concern is they don't want to invoke personal feelings regarding the placement of the signs. Mr. Relos asked if there are existing posts for all fifteen signs. Ms. Powell stated there are; they drove around the city and identified places where there are existing signs specifically. Mr. Merritt noted it could be a lamppost or utility pole without a pole attachment. Mr. Gilot stated the utility companies will not allow them to install signage on their property. Mr. Merritt stated they are City owned posts only. Mr. Gilot questioned if there are any concerns with businesses that have their signs on these posts. Mr. Merritt stated not that he was aware of and they would not want to produce negative calls to the City. Mr. Paul South, Director of Streets, stated the sign posts the City uses are 2" to accommodate signs that are already posted. If the signs are too large, the posts would have to be removed and new ones installed if they require larger posts. Mr. Merritt stated they would be very happy to work with the City on their requirements. Mr. South asked who replaces the signs when they are destroyed. Mr. Merritt stated it would not be the City and they could do a letter laying out responsibilities. Mr. Gilot stated they are private signs in the public right -of -way; the process is what is done for encroachments with a revocable permit indemnifying the City. He noted the Board has done this with canopies, and projected signs; they need to go the revocable permit route. Mr. Merritt stated he can work with MACOG and will pay the cost to send out letters to property owners. Mr. Gilot requested they do an informal communication — knock on the door and inform rather than a letter which can stir up bad feelings. He added this is a wonderful project— but if something shows up in the right -of -way without prior knowledge, it can cause problems. Mr. Gilot made a motion to allow the signs placement as previously approved, without the restriction to obtain property