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AGENDA REVIEW SESSION MAY 7, 2015 135 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on May 7, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Elizabeth Maradik, and Brian Pawlowski present. Board Member Kathryn Roos was absent. Also present was Attorney Michael Schmidt. Board of Public Works Clerk, Linda Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. CHANGES TO THE AGENDA Mr. Gilot stated Item No. 10A, a Professional Services Agreement with Municipal H2O should be removed from the agenda, and the description for Item No. 8A, should be changed to a Single Axle Lightening Loader. APPROVAL OF PERMITS — SOUNDS BY SOUTH BEND Dan Courtney with the Sounds by South Bend, LLC, stated this is the 3rd annual event and they have fifty (50) bands scheduled. He stated The Birdsell Mansion will be hosting an event during the music event and The Pool will be utilized. He noted William St. is the street between Birdsell and the hosting event so they thought it best to close the street between all venues for safety and convenience for the attendees. Mr. Courtney acknowledged that they missed the deadline for submitting the application and apologized, but explained the street closure was an after- thought. Mr. Gilot stated he is familiar with Mr. Courtney and his group and their work to promote the arts and culture. He added Mr. Courtney is with The Bridge program which works to bring students downtown. He stated this is a good event to support. Mr. Courtney added they have the support as a co- sponsor of the neighborhood organization, the Near West Neighborhood Organization. Mr. Courtney stated the other part of this event scheduled for May 9 will be in the parking lot of the Emporium restaurant. He stated they support the event and will be doing take -out orders in the parking lot. Mr. Eric Horvath, Public Works Director, questioned if the Board had issues with this going until 11:00 p.m. Mr. Gilot requested someone talk to the residents along Niles Avenue, Mr. Courtney stated the owner of the buildings, Mr. Dave Matthews is notifying the residents. Mr. Courtney stated the final application is to sell t -shirts and tickets downtown on the sidewalk in front of the Chicory Cafe. He stated they would be out there until the May 91h event. The following permit applications were therefore presented for approval: Applicant Description Date /Time Location Motion Sounds by Residential May 8, 2015; N. William St from Carried Relos / Maradik South Bend, Block Party — 10:00 a.m. -8:00 Colfax Ave to City LLC Sounds by p.m. Hall Ct. South Bend Sounds by Non- May 9, 2015; South Niles Ave. Relos/Maradik South Bend, Residential 12:00 p.m. -11:00 from East LLC Block Party — p.m. Washington St. to Sounds by East Jefferson Blvd. South Bend Sounds by Sidewalk Sale May 1, 2015; (In Front of) Chicory Relos / Maradik South Bend, Permit - Sounds 6:00 p.m. -9:00 Cafe LLC by South Bend, p.m.; and other LLC Dates up to Event Board members discussed the following item(s) from the agenda. - Opening of Bids — Hotel LaSalle Renovations Mr, Dave Relos questioned awarding this bid at this time, noting there are several different bid packages, and this is just the sprinkling system. He questioned what they would do if they aren't ready for the sprinkler systems to be installed for the next six (6) months. Mr. Eric Horvath, Public Works, explained they can award now and start anytime. Mr. Toy Villa, Engineering, added the award has to be done in sixty (60) days from the bid opening, not the notice to proceed. Mr. Relos asked if clarification should be given to the vendor that it is possible there will be a delay for six (6) months before work can get started. Mr. Horvath questioned why this bid wasn't delayed until the details are better known. Mr. Gilot asked if the City is overseeing the project. Mr. Corbitt Kerr, Engineering, stated Real America will coordinate the work. Mr. Horvath explained the City is the owner and Real America is the project manager for the City. - Award Bid — Bartlett St. Phase I and Memorial North Parking Lot