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Home My WebLink About08/22/2005 Board of Public Works Minutes02-86 PUBLIC AGENDA SESSION AUGUST 18, 2005 The Public Agenda Session of the Board of Public Works was convened at 9:02 a.m. on Thursday, August 18, 2005, by Board President, Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. Board of Public Works Cleric Angela Jacob presented the Board with a proposed agenda of items presented by the public and by City Staff. AGENDA ITEMS ADDED The following items were added to the agenda: - Claims - Henricksen - Consent to Annexation — South Bend Country Club - Change Order — Dunham Street Model Block Mr. Donald Jesswein, Forest Signs Group, South Bend, Indiana, and Mr. Nate Miller, Executan, South Bend, Indiana, were present regarding the installation of a new sign at 115/117 North Main, South Bend, Indiana. The request was received by the Board of Public Works Clerk on August 16, 2005, and no recommendations had been returned. The Board reviewed the application and tentatively approved it. This item will be placed on the August 22, 2005 agenda. Board members discussed the following item(s) from that list. - Award Bid — Two (2) Tandem Axle Multi -Use Dump Trucks Mr. Matt Chlebowski, Central Services, stated this was not the low bid. Northern Equipment bid a radius dump and spread (RDS) type body. The specifications call for a flat bottom truck with a 2" radius to the side walls. The unit bid has a 43" full radius floor. This type of floor will not allow for the installation of the leaf boxes used in the Leaf Pick -Up Program. The units will be ordered without snow plows. - Purchase Additional Equipment — Combination Vactor Rotating and Telescopic Hose Reel for Combination Sewer Cleaner Mr. Matt Chlebowski, Central Services, stated this additional equipment was omitted from the specifications. This piece of equipment is required for the Combination Sewer Cleaner, and therefore, should be ordered. This unit will be purchased separately in conjunction with State Statutes. - Reject Bids — Pneumatic Tire Roller Mr. Matt Chlebowski, Central Services, stated this piece of equipment will not be ordered this year. - Change Order — CSO Monitoring Project — Gripp & Associates Mr. Jack Dillon, Environmental Services, stated this service will capture storm sewer data which is required by the EPA and IDEM, and will also improve the model project. - Contract — Monitoring and Modeling — Radar Rain Data for Model LTCP Mr. Jack Dillon, Environmental Services, stated the project will collect rainfall date for the next three (3) months, and will be input into digital format for use by the City. - Agreement — Pilot Test Automatic Valve — Model City Retention Basin Mr. Jack Dillon, Environmental Services, stated the company will supply the City with a valve and design to be installed at no cost. This is a pilot program, in conjunction with the work being done at Notre Dame. - Proposal — ArcGIS 9.x Training Services Ms. Deb Martin, GIS, stated training is required for the newest GIS technology. AWARD ADDITIONAL PURCHASE — ONE (1) NEW VACTOR ROTATING AND TELESCOPIC HOSE REEL FOR SEWER CLEANER — DEEDS EOUIPMENT Mr. Matt Chlebowski, Central Services, requested permission to purchase the above referred to equipment from the lowest responsive and responsible bidder, Deeds Equipment Company, Inc. This equipment is to be installed on the Combination Sewer Cleaner awarded at the August 8, 2005 Board of Public Works meeting. This purchase does not u 1 1 PUBLIC AGENDA SESSION AUGUST 18, 2005 affect the lowest status of the vendor. The total cost of the Combination Sewer Cleaner is $144,899.00. Therefore, Mr. Gilot made a motion that the request be approved. Mr. Inks seconded the motion, which carried. APPROVAL OF SCRAP METAL DEALERS/JUNK DEALERS/RECYCLING OPERATIONS/TRANSFER STATIONS LICENSE APPLICATIONS Mr. Gilot stated that the following applications have been received: Shapiro Sales, 2920 Sample Street Indiana Auto Parts, 3300 South Main It was noted that favorable recommendations have been received by the Fire Department, Water Works and the Department of Code Enforcement. Upon a motion made by Mr. Littrell seconded by Mr. Gilot and carried, the License Applications were approved. ADOPT RESOLUTION NO. 54-2005 — APPROVAL OF THE ISSUANCE OF SCRAP METAL/JUNK DEALERS/RECYCLING OPERATIONS AND TRANSFER STATION LICENSES FOR THE CALENDAR YEAR 2005 Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 54-2005 RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND RECOMMENDING APPROVAL OF THE ISSUANCE OF SCRAP METAL/JUNK DEALERS/RECYCLING OPERATIONS AND TRANSFER STATION LICENSES FOR THE CALENDAR YEAR 2005 WHEREAS, fifteen (15) scrap metal/junk dealers/transfer stations license renewal applications for the year 2005 has been received by the Board of Public Works; and WHEREAS, inspections of the property have been completed by the Department of Code Enforcement, Water Works and the Fire Prevention Bureau as required by Chapter 4, Article 4, Section 4-51 of the Municipal Code; and WHEREAS, the Department of Code Enforcement, Water Works and the Fire Prevention Bureau have found that such premises are fit and proper for the maintenance and operation of such business; and WHEREAS, Chapter 4, Article 4, Section 4-51 of the Municipal Code requires adoption of a Resolution of the Board of Public Works recommending the renewal of the license applications. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, that the license renewal applications for the following be recommended favorably based upon the satisfactory review of the properties by the Department of Code Enforcement, Water Works and the Fire Prevention Bureau: Indiana Auto Parts, Inc. 1602 S. Lafayette South Bend Scrap & Processing 3113 S. Gertrude South Bend Scrap & Processing Div. Sturgis Iron & Metal 1305 Prairie Hurwich Iron d/b/a U.S. Scrap 1700 West Washington Gertrude Street Metal Recycling Inc. 3700 South Gertrude Weaver Truck & Equipment 3605 South Gertrude 0280 PUBLIC AGENDA SESSION AUGUST 18, 2005 U.S. Scrap & Recycling/South Bend Baling South Bend Iron & Metal 1420 S. Walnut 429 West Indiana South Bend Waste Paper 1519 S. Franklin Hurwich Iron d/b/a U.S. Scrap 2016 West Washington Hurwich Iron d/b/a U.S. Scrap & Recycling A-1 Auto Parts 1610 Circle 2014 S. Lafayette Steve & Gene's Auto Truck Sal. L.L.C. Indiana Auto Parts 3109 Gertrude Street 3300 South Main Street Shapiro Sales 2920 West Sample BE IT FURTHER RESOLVED that this Resolution shall be submitted to the Common Council for its consideration and adoption of an appropriate Resolution. DATED this 22nd day of August 2005. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Don Inks, Member ATTEST: s/Angela Jacob, Clerk APPROVAL OF PROCESSIONS/STREET CLOSURES Upon a motion made by Mr. Gilot, seconded by Littrell and carried, the following processions and street closures were approved: Name Event Location Date/Time Pfeifer, Ice Cream Colfax from August 19, Charlotte Social Chapin to 2005, 4:00 p.m. Taylor to 9:00 P.M. Miller, Emee Block Party Wayne from August 19, Eddy to 2005 — 5:30 Sunnyside P.M. to 10:00 p.m. Molenda, Stan Neighborhood Ashland from August 21, Summerfest Rex to Leland 2005, 3:00 p.m. to 6:00 p.m. The Clerk was instructed to post the agenda and notify the media and other persons who have requested notice of the meeting agenda. No other business came before the Board. The meeting adjourned at 10:24 a.m. ArEST: Angela acob, Clerk BOARD OF PUBLIC ,{ Jk— GaryWORKS �t/A. Gi t, Presiden Carl P. Littrell, Member Donald E. Inks, Member 1 REGULAR MEETING AUGUST 22, 2005 a Z 18 9 [1 I The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, August 22, 2005, by Board President Gary A. Gilot, with Mr. Carl P. Littrell present. Mr. Donald E. Inks was not present. Also present was Board Attorney Thomas Bodnar. AGENDA ITEM ADDED Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following item was added to the agenda: - Proposal — CSO Public Outreach Services APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the minutes of the public agenda session and the regular meeting of the Board held on August 4 and August 8, 2005 were approved. OPENING OF BIDS — SALE OF ABANDONED VEHICLES This was the date set for receiving and opening of sealed bids for the above referred to vehicles. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: ERNEST HINES 1139 SE 400N 46531 No. Make of Vehicle Year Bid 1 BLUE EAGLE VISION 1993 $125.00 2 WHITE CADILLAC COUPE 1964 $350.00 3 RED CHEVROLET IMPALA 1977 $130.00 4 TAN CADILLAC SEDAN DE VILLE 1990 $125.00 5 WHITE JEEP CHEROKEE 1989 $175.00 6 BLACK CADILLAC SEDAN 1989 $125.00 7 WHITE FORD TEMPO 1992 $125.00 8 WHITE PONTIAC SUNFIRE 1995 $156.00 9 RED MERCURY MYSTIQUE 1997 $225.00 10 WHITE MUSTANG OLDSMOBILE 98 1995 $175.00 11 WHITE PONTIAC BONNEVILLE 1992 $130.00 LINDA THOMAS 327 South St. Joseph Niles, Michigan 49120 n �2-0() REGULAR MEETING AUGUST 22, 2005 No. Make of Vehicle Year Bid 8 WHITE PONTIAC SUNFIRE 1995 $49.00 9 RED MERCURY MYSTIQUE 1997 $77 92 STEVE AND GENES L.L.C. 3109 Gertrude South Bend, Indiana 46614 .o No. Make of Vehicle Year Bid 1 BLUE EAGLE VISION 1993 $ 69.00 2 WHITE CADILLAC COUPE 1964 $101.00 3 j RED CHEVROLET IMPALA 1977 $ 69.00 4 TAN CADILLAC SEDAN DE VILLE 1990 $ 89.00 5 WHITE JEEP CHEROKEE 1989 $101.00 6 BLACK CADILLAC SEDAN 1989 $ 89.00 7 WHITE FORD TEMPO 1992 $ 69.00 8 WHITE PONTIAC SUNFIRE 1995 $ 69.00 9 RED MERCURY MYSTIQUE 1997 $ 69.00 10 WHITE MUSTANG OLDSMOBILE 98 1995 $101.00 11 WHITE PONTIAC BONNEVILLE 1992 $ 69.00 TWIANA EASTON 1525 Blossom Drive, #2 Mishawaka, Indiana 46544 m No. Make of Vehicle Year Bid 3 RED CHEVROLET IMPALA 1977 $200.00 4 TAN CADILLAC SEDAN DE VILLE 1990 $300.00 5 WHITE JEEP CHEROKEE 1989 $300.00 6 BLACK CADILLAC SEDAN 1989 $200.00 8 WHITE PONTIAC SUNFIRE 1995 $300.00 9 RED MERCURY MYSTIQUE 1997 $200.00 10 WHITE MUSTANG OLDSMOBILE 98 1995 $200.00 11 WHITE PONTIAC BONNEVILLE 1992 $150.00 1 1 1 REGULAR MEETING AUGUST 22, 2005 f) ?- 91, 1 INDIANA AUTO PARTS 3300 South Main South Bend, Indiana 46614 O No. Make of Vehicle Year Bid 1 BLUE EAGLE VISION 1993 $135.60 2 WHITE CADILLAC COUPE 1964 $135.60 3 RED CHEVROL.ET IMPALA 1977 $ 75.60 4 TAN CADILLAC SEDAN DE VILLE 1990 $125.60 5 WHITE JEEP CHEROKEE 1989 $135.60 6 BLACK CADILLAC SEDAN 1989 $125.60 7 WHITE FORD TEMPO 1992 $ 76.60 g WHITE PONTIAC SUNFIRE 1995 $178.60 9 RED MERCURY MYSTIQUE 1997 $263.50 10 WHITE MUSTANG OLDSMOBILE 98 1995 $236.50 11 WHITE PONTIAC BONNEVILLE 1992 $135.50 STEVE HUBLER 2404 West Western South Bend, Indiana 46619 BID: No. Make of Vehicle Year Bid 3 RED CHEVROLET IMPALA 1977 $127.00 TAN CADILLAC SEDAN DE 1990 4 VILLE $127.00 10 WHITE MUSTANG 1995 $173.00 OLDSMOBILE 98 Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above bids were referred to Code Enforcement for review and recommendation. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — WEST WASHINGTON STREET PUBLIC WORKS IMPROVEMENTS — CURB/SIDEWALKS/LIGHTS/TITLE SHEET — PROJECT NO 105-020 (CDBG) In a memorandum to the Board, Mr. Jason Durr, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot, the request to advertise for the receipt of bids and the Title Sheet were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — SOUTH MICHIGAN STREET PUBLIC WORKS IMPROVEMENTS — CURB AND SIDEWALK — PROJECT NO. 105-027 (COIT) In a memorandum to the Board, Mr. Jason Durr, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot, the request to advertise for the receipt of bids and the Title Sheet were approved. 0292 REGULAR MEETING AUGUST 22, 2005 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — HARRIS STREET PUBLIC WORKS IMPROVEMENTS — CURB/SIDEWALK — PROJECT NO. 105-022 (CDBG) In a memorandum to the Board, Mr. Jason Durr, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Gilot, the request to advertise for the receipt of bids and the Title Sheet were approved. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS — SALE OF ABANDONED VEHICLES Ms. Kathy Eli, Department of Code Enforcement, requested permission to advertise for the sale of approximately sixteen (16) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the above request was approved. AWARD BID —TWO (2) TANDEM AXLE MULTI -USE DUMP TRUCKS (CAPITAL LEASE PURCHASE AGREEMENT) Mr. Matt Chlebowski, Central Services, advised the Board that on July 25, 2005, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the contract to the lowest, responsive and responsible bidder, Hill Truck Sales, South Bend, Indiana, in the amount of $197,320.00. Northern Equipment bid a radius dump and spread (RDS) type body. Specifications call for a flat bottom truck with a 2" radius to the side walls. The unit bid has a 43" full radius floor. This type of floor will not allow for the installation of leaf boxes used in the Leaf Pick -Up Program. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD BID — UNITED DRIVE RELOCATION — PROJECT NO. 103-076 (COIT/EDIT) Mr. Jason Durr, Engineering, advised the Board that on July 11, 2005, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Durr recommends that the Board award the contract to the lowest responsive and responsible bidder, Selge Construction, Niles Michigan, in the amount of $800,153.23. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion, which carried. APPROVAL OF REQUEST TO REJECT BIDS — ONE (1) MORE OR LESS PNEUMATIC TIRE ROLLER In a letter to the Board, Mr. Lou Grounds, Central Services, requested permission to reject all bids for the above referred to equipment. Mr. Grounds stated the user department requested that no purchase be made this year. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, all bids were rejected. APPROVE CHANGE ORDER — CSO MONITORING PROJECT — GRIPP & ASSOCIATES, INC. — PROJECT NO.105-045 (SEWAGE WORKS) Mr. Gilot advised that Mr. Jack Dillon, Environmental Services, has submitted Change Order No. 1 on behalf of Gripp & Associates, Inc. indicating that the Contract amount be increased $14,000.00 for a new Contract sum including this Change Order in the amount of $160,399.00. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the Change order was approved. APPROVE CHANGE ORDER — DUNHAM STREET MODEL BLOCK — RIETH - RILEY CONSTRUCTION — PROJECT NO. 105-019 (CDBG) Mr. Gilot advised that Mr. Jim Freeman, Engineering, has submitted Change Order No. 1 on behalf of Rieth-Riley Construction, South Bend, Indiana, indicating that the Contract amount be increased $714.00 for a new Contract sum including this Change Order in the amount of $80,711.00. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the Change order was approved. REGULAR MEETING AUGUST 22 2005 APPROVE CHANGE ORDER — BENDIX AND LINCOLNWAY INTERSECTION IMPROVEMENTS — KANKAKEE VALLEY CONSTRUCTION — PROJECT NO. 100- 032 (AIRPORT TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 on behalf of Kankakee Valley Construction, Post Office Box 1775, South Bend, Indiana, indicating that the Contract amount be increased $6,336.45 for a new Contract sum including this Change Order in the amount of $367,407.57. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the Change Order was approved. APPROVE CHANGE ORDER NO 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — SOUTH BEND DAM REPAIRS — PHASE II — HARDMAN _CONSTRUCTION INC. — PROJECT NO 102-057 (COIT) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 2 (Final) on behalf of Hardman Construction, Inc., 242 Byre Street, Ludington, Indiana, indicating that the contract amount be decreased by $7,944.95 for a new contract sum including this Change Order in the amount of $1,255,525.95. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, Change Order No. 2 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three- year Maintenance Bond. APPROVE CHANGE ORDER NO 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT — DISPOSAL OF CONTAMINATED NON -HAZARDOUS SOIL AT SOUTH BEND STAMPING PLANT — KLINK TRUCKING — PROJECT NO. 105-047 COIT Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 (Final) on behalf of Klink Trucking, 24255 State Road 23, South Bend, Indiana, indicating that the contract amount be decreased by $2,528.66 for a new contract sum including this Change Order in the amount of $3,146.34, Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE CONTRACTOR'S AFFIDAVIT OF PAYMENT OF DEBTS AND CLAIMS AND CONSENT OF SURETY TO FINAL PAYMENT — PALAIS ROYALE RETAIL SPACE IMPROVEMENTS — ZIOLKOWSKI CONSTRUCTION — PROJECT NO. 104-020 (DOWNTOWN TIF) Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted the Contractor's Affidavit of Payment of Debts and Claims and the Consent of Surety to Final Payment, in the amount of $574,716.07 for the above referred to project. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot, and carried, the documents were approved. APPROVAL OF CONTRACTS/AGREEMENTS/PROPOSALS/ADDENDA Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Contracts/Agreements/Proposal/Addenda were approved. TYPE DESCRIPTION CONTRACTOR AMOUNT Agreement Shelter Plus Care Agreement Madison Center $89,664.00 — Operation of a Shelter Plus Care Project Construction Rink Riverside Building Warner & Sons, Inc. $124,875.00 Contract Demolition Revocable Lincolnway West Flower Vacant Lot, Northeast Permit Planter Project Corner of Taylor and Agreement Lincolnway West Revocable Lincolnway West Flower Youth Service Bureau Permit Planter Project Agreement Revocable Lincolnway West Flower Near Charles Martin Youth Permit Planter Project Center g REGULAR MEETING AUGUST 22, 2005 TYPE DESCRIPTIQN,' CONTRACTOR AMOUNT Agreement Revocable Lincolnway West Flower New Teachers Credit Union Permit Planter Project Agreement Revocable Lincolnway West Flower Near Northwest Corner of Permit Planter Project Blaine and Lincolnway West Agreement Revocable Lincolnway West Flower Near Southeast Corner of Permit Planter Project Cleveland Road and Agreement Lincolnway West Revocable Lincolnway West Flower Near Northwest Corner of Permit Planter Project Lawndale and Lincolnway Agreement West Revocable Lincolnway West Flower New Greater Vision Church Permit Planter Project Agreement Revocable Lincolnway West Flower Southwest Corner of Permit Planter Project Johnson and Lincolnway Agreement West Revocable Lincolnway West Flower Near Kidz Kompany Permit Planter Project Daycare Agreement Revocable Lincolnway West Flower New Family Dollar Store Permit Planter Project Agreement Revocable Lincolnway West Flower Northwest Corner of Permit Planter Project Goodland and Lincolnway Agreement West Revocable Lincolnway West Flower New Budget Car Rental Permit Planter Project Agreement Revocable Lincolnway West Flower Northwest Corner of Permit Planter Project Sheridan and Lincolnway Agreement West Proposal Design of Sewer Separation Ken Herceg & Associates $71,600.00 at Cedar/Rockne/Madison Matching Crime Prevention through 5105 Western $2,500.00 Grant Environmental Design Program (OPTED) Agreement Grant Near Westside Residential 121 Carlisle Street $5,000.00 Agreement Enhancement Grant Program Grant Near Westside Residential 2205 Roger $5,000.00 Agreement Enhancement Grant Program Grant Rum Village Residential 1824 Nash $3,100.00 Agreement Enhancement Matching Gant Program Proposal ArcGIS 9.x Training The Polis Center $30,000.00 Services Contract Monitoring & Modeling OneRain Inc. $10,500.00 LTCP — Radar Rain Data for Model Contract Pilot Test Automatic Valve WWETCO, LLC $0 — Model City Detention Basin Construction 2005 Concrete Patches for Walsh & Kelly, Inc. $628,500.00 Contract Utility Cuts (Unit Price Contract) 11 REGULAR MEETING AUGUST 22, 2005 I TYPE DESCRIPTION CONTRACTOR AMOUNT Agreement Demolition of Single -Family Bradberry Brothers $3,000.00 Structure at 1219 Howard Agreement Purchase of South Bend S. Spadafora $1.00 Police Department Canine "Hans" Grant River Park Residential 3610 Northside Boulevard $2,207.50 Agreement Enhancement Grant Program Construction Wayne Street Parking: Structural Group, Inc. $68,888.00 Contract Garage Waterproofing Proposal CSO Public Outreach Perras Associates $26,500.00 Services APPROVAL OF BUILDING BLOCK GRANT AGREEMENTS/YOUTH GRANT AGREEMENTS Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following Building Block Agreements and Youth Grant Agreements were approved. TYPE ADDRESS AMOUNT Building Block Grant Agreement 701.N. Twyckenham $1,250.00 Building Block Grant Agreement 517 Johnson Street $125.00 Building Block Grant Agreement 2327 Council Oak Drive $125.00 Building Block Grant Agreement 530 Alonzo Watson $125.00 Building Block Grant Agreement 617 Columbia Street $125.00 Building Block Grant Agreement 1340 Brentwood Ct $125.00 Building Block Grant Agreement 638 Monroe Circle $125.00 Building Block Grant Agreement 2910 Hilltop $125.00 Building Block Grant Agreement 528 Alonzo Watson $125.00 Building Block Grant Agreement 2020 Kemble Avenue $125.00 Youth Grant Agreement 1440 E. Calvert Street $1,645.00 Youth Grant Agreement 1726 Sherman Avenue $1,525.00 APPROVAL OF AFTER SCHOOL GRANT AGREEMENTS Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following After School Grant Agreements were approved: TYPE ADDRESS AMOUNT After School Grant Agreement 2049 Prairie Avenue $8,911.00 After School Grant Agreement 1425 E. Calvert Street $8,837.50 After School Grant Agreement 1902 Fellows Street $9,200.00 After School Grant Agreement 1020 Wilber $5,915.00 After School Grant Agreement 920 S. 23 Id Street $5,915.00 After School Grant Agreement 56660 Oak Road $7,875.00 After School Grant Agreement 502 E. Sample Street $6,300.00 After School Grant Agreement 740 N. Eddy Street $7,875.00 After School Grant Agreement 2817 Corpus Christi Drive $3,797.50 After School Grant Agreement 935 N. Bendix Drive $7,805.00 After School Grant Agreement 1025 W. Western Avenue $8,793.75 After School Grant Agreement 2313 W. Linden Avenue $9,900.00 After School Grant Agreement 2701 W. Elwood $6,000.00 After School Grant Agreement 609 N. Olive $6,000.00 After School Grant Agreement 746 S. Meade Street $9,500.00 After School Grant Agreement 802 Lincolnway West $8,825.00 After School Grant Agreement 310 S. Kentucky Street $7,363.75 After School Grant Agreement 1201 Northside Blvd $9,375.00 After School Grant Agreement 707 Sherman Avenue $8,638.75 After School Grant Agreement 206 S. Falcon $9,375.00 0 2 � F REGULAR MEETING AUGUST 22, 2005 APPROVAL OF PROCESSIONS/STREET CLOSURES Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following processions and street closures were approved: Name Event Location Date/Time Comments South Bend Walk to Help Main to September 24, Masonic Dyslexic Lafayette, 2005 — 9:00 Learning Children Navarre, a.m. to 1:30 Center Michigan, p.m. Northshore, Niles, Howard Park, Jefferson, Marion United CROP Walk — North from September 25, Religious Walk for Howard Park 2005 — 1:30 Community Hunger along East Race p.m. to 5:00 p.m. Juvenile Walk to Cure Potawatomi September 18, Diabetes Diabetes Zoo to Wall, 2005 — 2:00 Foundation Chester, p.m. to 4:00 Mishawaka p.m. Avenue, Northside Boulevard and Return to Potawatomi Zoo American Walk for St. Louis October 1, 2005 Diabetes Diabetes Boulevard to — 8:00 a.m. to Association St. Joseph Noon Street Yapp, Bob Unveiling Old LaSalle from August 27, House Taylor to 2005 — 8:00 William a.m. — 5:00 p.m. Jones, Aaron Wedding Studebaker September 11, Police Reception from LaPorte to 2005, 3:00 p.m. Department Fassnacht to 6:00 p.m. changed ending time. Kusbach, Block Party Hawthorne August 27, Police Kathleen from 2005 - 11:00 Department Washington to a.m. to 8:00 changed ending Wilson p.m. time. Gunn, Kenisha Birthday Party Dunham from August 27, Police Carlisle to 2005 - 2:00 Department Warren p.m. to 7:00 changed ending p.m. time. Schmidt, Ryan Block Party Barbie from September 3, Fellows to 2005 - 3:00 Addison P.M. to 10:00 p.m. Fletcher, Nancy Block Party Dennis Drive September 10, from Norton to 2005 — Noon to Brook-- I p.m. APPROVAL OF LICENSE APPLICATION FOR TRANSIENT MERCHANT — SOUTH BEND FIRST REGGAE FESTIVAL Mr. Gilot that the Board is in receipt of favorable recommendations from the Police Department, Fire Department, Building Commissioner and the Legal Department for a License Application for a Transient Merchant, as submitted by Mr. John Pangani, 1103 South Huntington, Syracuse, Indiana, to conduct this event at the South Bend Regional Airport on August 27, 2005, from 12 p.m. to 12 a.m., for the sale of food, snacks and 1 L 1 REGULAR MEETING AUGUST 22, 2005 crafts. Upon a motion made by Mr. L .ittrell, seconded by Mr. Gilot and carried, the License Application was approved. APPROVAL OF LICENSE APPLICATION FOR SIDEWALK CAFE — 103 WEST COLFAX — THE VINE Mr. Gilot that the Board is in receipt of favorable recommendations from the Police Department, Fire Department, Engineering, Building Commissioner and the Legal Department for a License Application for a Sidewalk Cafe, as submitted by Ms. Mary Spillane, 1523 Hoover, South Bend, Indiana, for a Sidewalk Cafe Permit at 103 West Colfax. An updated drawing was submitted, depicting the arrangement of the tables, chairs and decorative planters. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the License Application was approved, subject to the arrangement of the sidewalk cafe adhering to the drawing. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT- OF-WAY — INSTALLATION OF SIGN — 115/117 NORTH MAIN - EXECUTAN Mr. Gilot advised that the Board is in receipt of favorable recommendations from the Division of Engineering, Police Department, Fire Department and the Building Commissioner for the installation of a sign at the above referred to address. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the recommendation was approved. APPROVAL OF REQUEST TO USE CITY -OWNED PROPERTY Favorable recommendations have been received from the Division of Engineering, Code Enforcement, Community and Economic Development, Park Department and the City Attorney's office for a request as submitted by Ms. Peg Luecke, Habitat for Humanity of St. Joseph County WomenBuild to park vehicles on the lot situated at the corner of Jefferson and Laurel, adjacent to the Habitat for Humanity build site on August 27 and September 10-17, 2005. Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the request was approved. ADOPT ADDITION OF FIRE HYDRANT STANDARD AND SPECIFICATION Mr. Jason Durr, Engineering, submitted a fire hydrant standard and specification for addition to the City of South Bend Standards and Specifications. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the request was approved. ADOPT RESOLUTION NO. 55-2005 — DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 55-2005 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: ONE (1) 77.45 1955 STUDEBAKER COMMANDER WHEREAS, Indiana Code 5-22-22-1 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the item is no longer needed by the City; is unfit for the purpose for which it was intended and has an estimated value of less than one thousand dollars ($1,000.00). 0 2 9 REGULAR MEETING AUGUST 22, 2005 BE IT FURTHER RESOLVED, .that said item may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 22nd day of August 2005. BOARD OF PUBLIC WORKS s/Gary A. Gilot, President s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk ADOPT RESOLUTION NO. 56-2005 — DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 56-2005 A RESOLUTION OF THE SOUTH BEND BOARD OF PUBLIC WORKS ON DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY WHEREAS, it has been determined by the Board of Public Works that the following property is unfit for the purpose for which it was intended and is no longer needed by the City of South Bend: SEE ATTACHED LIST WHEREAS, Indiana Code 5-22-22-1 permits and establishes procedure for disposal of personal property which is unfit for the purpose for which it was intended and which is no longer needed by the City. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that the item listed above is no longer needed by the City; is unfit for the purpose for which it was intended and has an estimated value of less than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said item may be transferred or sold at public auction or private sale, without advertising. However, if the property is deemed worthless, such may be demolished or junked. ADOPTED this 22" d day of August 2005. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member ATTEST: s/Angela K. Jacob, Clerk TABLE RESOLUTION NO. 57-2005 — DISPOSAL OF UNFIT AND/OR OBSOLETE PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above referred to Resolution was tabled. ADOPT RESOLUTION NO. 59-2005 — ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (MARY ANN POWELL & SALLY DUNN ANNEXATION AREA) Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: REGULAR MEETING "' AUGUST 22, 2005 RESOLUTION NO. 5.9-2005 WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by the sole (100%) property owner which proposes the annexation of real estate located in German Township, St. Joseph County, Indiana, which is described more particularly at Table 2, on page 14 of Exhibit "A" attached hereto and incorporated herein: and WHEREAS, the territory proposed to be annexed encompasses approximately 1.24 acres of land which is currently vacant, which property is at least 12.5% contiguous to the current City limits, i.e., approximately 57% contiguous, generally located on the west side of Portage Road, approximately 200 feet south of Brick Road, German Township, Indiana. It is anticipated that upon annexation and Common Council approval, the zoning will be changed from "R" Residential to "SFI" Single Family Residential District, and that eventually the annexation area will be the site of a single family dwelling. For its expected future use, this annexation area will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees or other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property located in German Township, St. Joseph County, Indiana, described at Table 2 on page 14 of Exhibit "A" (The Fiscal Plan) attached hereto and made a part hereof be annexed to the City of South Bend. Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South IJ REGULAR MEETING AUGUST 22, 2005 Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that existing water mains and sewer main lines will be sufficient to service this area with the developer paying for the extension of an existing sewer main line; that the developer will install necessary street lighting at its expense; that the developer will construct and pay for any new public streets necessary to access the development area; and that a street drainage plan will be planned, provided and paid for by the developer subject to compliance with state and local law. Adopted the 22" d day of August 2005. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/Gary Gilot, President s/Carl Littrell, Member APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Mr. and Mrs. John Koellner. The Consent indicates that in consideration for permission to tap into public sanitary water system of the City, to provide sanitary water service to the southeast corner of State Road 23 and Crestwood Boulevard, South Bend, Indiana, (Key #02-2023-0544.09 Lot 3 and pt Lot 2), the Koellner's waive and release any and all right to remonstrate against or oppose any pending or future annexation of the property by the City of South Bend. Therefore, Mr. Gilot made a motion that the Consent be approved. Mr. Littrell seconded the motion, which carried. TABLE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE — SOUTH BEND COUNTRY CLUB Mr. Gilot made a motion that the Consent be tabled, pending a legal description. Mr. Littrell seconded the motion, which carried. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control devices were approved: NEW INSTALLATION: Handicapped Accessible Parking Space Signs LOCATION: 2530 West Linden REMARKS: All Criteria has been met NEW INSTALLATION: Handicapped Accessible Parking Space Signs LOCATION: 114 Meade Street REMARKS: All Criteria has been met FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Littrell, and carried, the following Certificate of Insurance was accepted for filing: National Football Foundation, College Football Hall of Fame Morristown, New Jersey APPROVE TITLE SHEET — STUDEBAKER MUSEUM ARCHIVE BUILDING IN( DOT) Mr. Gilot advised that the Title Sheet for the above referred to project was being presented at this time for execution. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the above referred to Title Sheet was approved and signed. REGULAR MEETING AUGUST 22, 2005 APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, 'Division of Engineering, recommended that the following Contractor and Excavation Bonds be approved and/or released as follows: BOND OF CONTRACTOR . Van Vooren Construction Released Effective August 22, 2005 McIntyre Jones BOND OF EXCAVATION McIntyre Jones Western Utility Contractors, Inc Released Effective August 22, 2005 Released Effective August 22, 2005 Approved Effective August 16, 2005, Pursuant to Resolution No. 100-2000 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Littrell seconded the motion, which carried. APPROVE CLAIMS Mr. Gilot stated that he following claims were submitted to the board for approval: Name Amount of Claim Date City of South Bend $2,273,767.65 August 8, 2005 City of South Bend $1,497,133.75 August 15, 2005 City of South Bend $2,590,353.81 August 22, 2005 St. Joseph County Housing Consortium $5,466.36 August 1, 2005 St. Joseph County Housing Consortium $1,382.41 July 21, 2005 St. Joseph County Housing Consortium $4,095.86 May 29, 2005 St. Joseph County Housing Consortium $3,157.17 July 29, 2005 St. Joseph County Housing Consortium $4,687.79 July 29, 2005 St. Joseph County Housing Consortium $468.07 August 12, 2005 St. Joseph County Housing Consortium $737.30 August 12, 2005 St. Joseph County Housing Consortium $178.71 August 12, 2005 St. Joseph County Housing Consortium $14,052.50 August 12, 2005 St. Joseph County Housing Consortium $189.74 August 12, 2005 St. Joseph County Housing Consortium $68.54 August 12, 2005 St. Joseph County Housing Consortium $847.00 August 12, 2005 St. Joseph County Housing Consortium $155.83 July 29, 2005 St. Joseph County Housing Consortium $156.01 July 29, 2005 Henricksen (Police Department Headquarters) $359.34 June 29, 2005 Henricksen (Police Department Headquarters) $234.83 July 21, 2005 Henricksen (Police Department Headquarters) $402.24 June 23, 2005 0 3 0 2REGULAR MEETING AUGUST 22, 2005 Mr. Littrell made a motion that the claims be approved and the reports as submitted be filed. Mr. Gilot seconded the motion, which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 10:16 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member Donald E. Inks, Member ATTEST: Angela K Jacob, Clerl 1