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HomeMy WebLinkAbout05/27/03 Board of Public Works Minutes0169 PUBLIC AGENDA SESSION MAY 22, 2003 The Public Agenda Session of the Board of Public Works was convened at 8:00 a.m. on May 22, 2003, by Board Member Mr. Carl P. Littrell with Mr. Donald E. Inks present. Board President Gary A. Gilot was not present. Also present was Board Attorney Thomas Bodnar and Attorney John Livingston. Board of Public Works Cleric Angela Jacob presented the Board with a proposed agenda of items presented by the public and by City staff. Board members discussed the following item(s) from that list. - Request to Advertise - Kinyon Street Model Block Improvements Mr. Jason Durr, Engineering, stated plans and specifications are being prepared for review. Title Sheet - Walnut/Euclid Control Structure Mr. Jason Durr, Engineering, stated this project will help to prevent basement back-ups in the Walnut/Euclid area. - Award Bid - Fredrickson Park Landfill Closure Ms. Ann Kolata, Community & Economic Development, discussed the award and funding for this project with Board members. - Proposal - Development of Remediation Work Plans Ms. Ann Kolata, Community & Economic Development, discussed the process of the rernediation with Board members. 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 8:35 a.m. ATAST: Unh ),A Angela K. acob, Clerk REGULAR MEETING BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member /,:r 5z4t, 4JIti Donald E. Inks, Member MAY 27, 2003 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Tuesday, May 27, 2003, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar and Attorney John Livingston. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the minutes of the regular meeting of the Board held on May 8, May 12 and May 19, 2003, were approved. PUBLIC HEARING - TRANSIENT MERCHANT LICENSE - LYVERS AUCTION CENTER - SALE OF FIREWORKS Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a Transient Merchant License, as submitted by Mr. Troy Lyvers,1905 Goodson, South Bend, Indiana, to conduct the sale of fireworks on Thursdays and Fridays during June and July at 1905 Goodson. Favorable recommendations have been received by the Police Department, Fire Department, Building 0169 REGULAR MEETING Commissioner and the Legal Department. MAY 27, 2003 There being no one present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Transient Merchant License was approved. The Board noted that the sale of fireworks is a State - level issue. 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: INDIANA AUTO PARTS/DEL SCHLIPP 3300 South Main South Bend, Indiana No. Make of Vehicle Year Vin # Bid 1 GEO PRIZM 1991 1 Y 1 SK546XMZ016850 $ 26.50 2 MERCURY SABLE 1987 1MEBM50U1HG635372 $ 45.60 3 VOLKSWAGEN JETTA 1988 WVWFA9168JW044843 $ 35.50 4 DODGE SHADOW 1992 1BXXP24D5NN157568 $ 35.50 5 CHEVROLET BERETTA 1988 1 GILV 11 WSJY508120 $ 35.60 6 LINCOLN CONTINENTAL 1992 ILNLM9740NY749495 $ 65.50 7 17'X8' TANDEM AXLE TRAILER $ 35.50 8 MAZDA 626 1993 1 YVGE22AXP5153462 $105.50 9 OLDSMOBILE ACHIEVA 1993 1G3NL143XPM024865 $ 76.60 10 j PONTIAC GRAND AM 1992 1 G2NE 14D7NC240022 $105.60 11 DORSEY SEMI -TRAILER 42'X91'TANDEM AXLE 1978 132687 $ 76.50 12 GMC VENTURA 1989 1GDHG31K3K4508285 $ 78.60 13 j CHEVROLET CAPRICE 1983 2G1AL69H1D1117399 $ 35.55 HOOSIER FLEET SERVICES, INC. 1300 South Walnut South Bend, Indiana 46619 .G No. Make of Vehicle Year Vin # Bid 11 DORSEY SEMI -TRAILER 42'X91'TANDEM AXLE 1978 132687 $175.00 1 0170 1 REGULAR MEETING THOMAS STAACK an MAY 27, 2003 No. Make of Vehicle Year Vin # Bid 1 GEO PRIZM 1991 IYISK546XMZ016850 $22.00 4 DODGE SHADOW 1992 IBXXP24D5NN157568 $35.00 8 MAZDA 626 1993 IYVGE22AXP5153462 $66.00 9 OLDSMOBILE ACHIEVA 1993 1G3NL143XPM024865 $66.00 10 PONTIAC GRAND AM 1992 1G2NE14D7NC240022 $37.00 11 DORSEY SEMI -TRAILER 42'X91'TANDEM AXLE 1978 132687 $77.00 12 GMC VENTURA 1989 1GDHG31K3K4508285 $66.00 JESSE BLADECKI 52139 Prescott South Bend, Indiana 46637 No. Make of Vehicle Year Vin # Bid 13 CHEVROLET CAPRICE 1983 2GIAL69HID1117399 $25.00 JESSE BLADECKI 52139 Prescott South Bend, Indiana 46637 .m No. Make of Vehicle Year Vin # Bid 13 CHEVROLET CAPRICE 1983 2G1 AL69H1 D1117399 $75.00 TOM GRANGER 24909 Layton Road South Bend, Indiana 46614 No. Make of Vehicle Year Vin # Bid 1 GEO PRIZM 1991 1 Yl SK546XMZ016850 $168.52 BARBARA WILLIAMS :m No. Make of Vehicle Year Vin # Bid 8 MAZDA 626 1993 1 YVGE22AXP5153462 $75.00 10 PONTIAC GRAND AM 1992 1G2NE14D7NC240022 $50.00 0171 REGULAR MEETING MAY 27, 2003 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Code Enforcement for review and recommendation. OPENING OF BIDS - SALE OF CITY -OWNED PROPERTY - 705 EAST HOWARD This was the date set for receiving and opening of sealed bids for the above referred to property. 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: MICHELLE D. MORROW -PRICE & FAMILY L.L.C. 4910 Mayfair Place South Bend, Indiana 46619 BID: $600.00 MARY MORROW SHURN AND YVONNE MORROW MITCHELL IN CAPACITY OF DORA MORROW 2 Massachusetts Avenue Springfield, Massachusetts BID: $500.00 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to the Legal Department and the Planning Department for review and recommendation. TABLE BID AWARD - FREDRICKSON PARK LANDFILL CLOSURE AND GAS EXTRACTION SYSTEM - PROJECT NO. 103 -0 18 Mr. Gilot made a motion to table the bid award. Mr. Inks seconded the motion which carried. AWARD BID - VACANT LOT MOWING AND MAINTENANCE - CODE ENFORCEMENT Ms. Cathy Brucker, Director, Code Enforcement, advised the Board that on May 19, 2003, at a Special Meeting, bids were received and opened for the above referred to service. After reviewing those bids, Ms. Brucker recommends that the Board award the contract to the lowest, responsive and responsible bidder, Infolink, Inc., 1657 Commerce Drive, South Bend, Indiana, in the amount of $24.00 per lot, based on approximately 160 City lots. 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. RECESS Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting recessed at 9:50 a.m., to be reconvened at 2:30 p.m. BOARD MEETING RECONVENED The regular meeting of the Board of Public Works was reconvened at 2:30 p.m. on Tuesday, May 27, 2003, by Board President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar and Attorney John Livingston. AWARD PROPOSAL - DEBT COLLECTION - SOUTH BEND FIRE DEPARTMENT Chief Rick Switalski, Fire Department, advised the Board that on May 19, 2003, at a Special Meeting, one (1) proposal was received and opened for the above referred to service. After the proposal, Chief Switalski recommends that the Board award the contract to C.B.M. Accounts Service, Inc., South Bend, Indiana as follows: Past Due Accounts 25% Contingency fee of amounts Accounts Forwarded to Accredited Agency Accounts Referred for Legal Action Collected 40% Contingency Fee of Amounts Collected 35% Contingency Fee of Amounts Collected 1 1 1 0172 REGULAR MEETING MAY 27, 2003 Therefore, Mr. Gilot made a motion that the recommendation be accepted and the proposal be awarded as outlined above. Mr. Littrell seconded the motion which carried. AWARD BID - ADDED TRAVEL LANES ON CLEVELAND ROAD - MAYFLOWER ROAD TO RALPH JONES DRIVE - PROJECT NO. 103-031 Mr. Carl P. Littrell, City Engineer, advised the Board that on March 24, 2003, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommended that the Board award the contract to the lowest responsible and responsive bidder, Selge Construction, 2833 South I I" Street, Niles, Michigan, in the amount of $1,296,810.20. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above, subject to repayment of the financing source. Mr. Gilot seconded the motion which carried. TABLE AWARD OF QUOTATION - FURNITURE AND SHOP EQUIPMENT FOR WATER WORKS OLIVE STREET PUMPING STATION - PROJECT NO. 103-039 Mr. Gilot made a motion that the award of the quotation be tabled. Mr. Inks seconded the motion which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS/TITLE SHEET - KINYON STREET MODEL BLOCK IMPROVEMENTS PROJECT - PROJECT NO. 103-002 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. In addition, Mr. Durr requested permission for approval of the Title Sheet, which was not presented at this meeting. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to advertise for the receipt of bids was approved. The Title Sheet was also approved, subject to the City Engineer verifying the readiness of the document when completed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - REHABILITATION AND REPAIR OF PARKING GARAGE ELEVATORS - MAIN/COLFAX, JEFFERSON/ST. JOSEPH, AND ST. JOSEPH/WAYNE - PROJECT NO. 103-042 In a memorandum to the Board, Mr. Carl Littrell, City Engineer, requested permission to advertise for the receipt of bids for the above referred to project. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the request to advertise for the receipt of bids was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - TECH DATA FACILITY - EXTERIOR IMPROVEMENTS - INTERIOR/EXTERIOR FENCING - DIVISION A - CAL -PRO FENCE COMPANY, INC. - PROJECT NO. 103-023 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 (Final) on behalf of Cal -Pro Fence Company, Inc., 1700 West Ford Street, South Bend, Indiana, indicating that the contract amount be decreased by $3,632.12 for a new contract sum including this Change Order in the amount of $58,199.13. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Inks, 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. APPROVAL OF PROFESSIONAL SERVICES AGREEMENT - RECEIPT OF APPRAISALS OF PROPERTIES AT NEW CENTRAL FIRE STATION SITE AND POLICE RENOVATION SITE - APPRAISAL GROUP Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Appraisal Group, 922 East Jefferson, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Agreement is in the amount of $2,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - PROFESSIONAL CONSULTING SERVICES - DISTRICTING PLAN UPDATE - SOUTH BEND FIRE DEPARTMENT - DLZ INDIANA Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and DLZ Indiana, 2211 East Jefferson, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $65,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed, subject to financing. 0173 REGULAR MEETING MAY 27, 2003 APPROVAL OF PURCHASE AGREEMENT - SALE OF CITY -OWNED PROPERTY - KEY NO 18-8110-4154 Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Martin Blad Farms, Inc., 58995 Mayflower Road, South Bend, Indiana, for the sale of the above referred to property. Mr. Gilot noted that the Agreement is in the amount of $414.25. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF COMMUNITY DEVELOPMENT CONTRACTS Mr. Gilot stated that the Board is in receipt of the following Community Development Contracts as follows: Boys & Girls Club - $15,400.00 Department of Parks and Recreation - $30,227 LaCasa De Amistad - $7,700.00 Department of Community & Economic Development - Public Works - $379,750.00 Family & Children's Center - Counseling & Development Services - $17,325.00 Rebuilding Together - $44,738.00 South Bend Heritage Foundation - Lincolnway West/Chapin Street Revitalization - $13,635.00 South Bend Heritage Foundation - Administration - $47,000.00 Neighborhood Resources and Technical Services Corporation - $7,700.00 St. Margaret's House Renovation - $45,000.00 Youth Development Commission - Administration - $3,000.00 South Bend Police Department - Neighborhood Watch - $22,100.00 South Bend Police Department - Foot Patrol - $34,650.00 YWCA Outreach Program - $26,480.00 Grace Community Center - $11,550.00 LaSalle Park District Council - $3,888.00 Community Coordinated Child Care - $23,870.00 Indiana Plan - $14,575.00 Near Northwest Neighborhood Association - $134,750.00 Near Northwest Neighborhood Association - Administration - $28,000.00 Real Services - Guardianship - $4,620.00 Real Services - Crime Victim Program - $4,620.00 Human Rights Commission - $4,000.00 Community Homebuyers Corporation - Mortgage Subsidy - $100,000.00 South Bend Heritage Foundation -Northeast Neighborhood Revitalization Organization - $74,844.00 Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Contracts were was approved and executed. APPROVAL OF BUILDING BLOCK GRANT AGREEMENTS Mr. Gilot stated that the Board is in receipt of the following Building Block Grant Agreements: 1757 North O'Brien - $125 506 South Chicago - $125 722 South Dundee - $125 745 South Kaley - $125 1506 North Chicago - $125 518 South Falcon - $125 412 South Kenmore - $125 1514 South Chicago - $125 172 South Gladstone - $125 4033 Sunset - $125 218 Swanson Circle - $125 810 Napoleon Boulevard - $125 827 South Walnut - $125 1528 Marquette Boulevard - $125 902 East Washington - $125 1325 East Corby - $125 1 11 1 0174 REGULAR MEETING 119 East Oakside - $125 1105 West Jefferson - $125 2357 Topswood Lane - $125 1355 Riding Mall - $125 1225 North Johnson - $125 1527 Altgeld - $125 1401 East Dayton - $125 1009 North Meade - $125 1030 North Twyckenham - $125 805 East Turnock - $125 251 North Sheridan - $125 2608 Fisher Street - $125 702 Pennyslvania - $125 1802 Lilac Trails Court - $125 4343 Fieldgate Drive East - $150 3022 Pleasant - $150 1232 East Irvington - $150 605 South Illinois - $150 557 Edgewater Drive - $150 317 East Dubail - $150 1606 Hildreth - $150 318 East Dubail - $150 1206 Altgeld - $150 1835 Southernview - $175 1825 Southernview - $175 1810 Southernview - $175 406 West Marquette - $175 1842 Southernview - $175 1134 Portage - $200 906 Weber Square - $200 1317 West Washington - $200 805 South 24°i - $200 910 Weber Square - $200 826 South 241" Street - $200 1147 East Victoria - $200 945 South 21 S` Street - $200 930 Weber Square - $200 1142 Portage - $200 1127 East Victoria - $200 1135 East Victoria - $200 1131 East Victoria - $200 833 South 24"' Street - $200 MAY 27, 2003 Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreements were approved and executed. APPROVAL OF GRANT AGREEMENT - GENERAL OPERATIONS - HEALTHY COMMUNITIES INITIATIVE. INC. (HCI) Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Healthy Communities Initiative, Inc., South Bend, Indiana, to support general operations of HCI services and programs in 2003. Mr. Gilot stated that the Agreement is in the amount of $20,000.00. Upon a motion made by Mr. Inks, seconded by Mr. LittrelI and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - DEVELOPMENT OF REMEDIATION WORK PLANS FOR AREA A SOILS, AREA C SOILS AND COMBINED AREAS A, B AND C GROUNDWATER IN ADDITION TO REVISING THE INITIAL PHASE II ENVIRONMENTAL SITE ASSESSMENT REPORT FOR AREA A (STUDEBAKER/OLIVER AREA) - HULL AND ASSOCIATES 175 REGULAR MEETING MAY 27, 2003 Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Hull and Associates, 4900 Parkway Drive, Mason, Ohio, for the above referred to project. Mr. Gilot noted that the Proposal is in the amount of $36,273.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF PROPOSAL - ENGINEERING DESIGN SERVICES -_IRONWOOD ROAD MODIFICATION - TRAFFIC ENGINEERING CONSULTANTS P.C. Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and Traffic Engineering Consultants, Post Office Box 6760, South Bend, Indiana, for the design of plans and construction bid documents for the proposed Ironwood Road modification near Dunn Road. Mr. Gilot noted that the Proposal is in the amount of $11,850.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF AGREEMENT - TRANSFER AND DEVELOPMENT OF REAL PROPERTY - THREE ACRES FOR NEW FIRE STATION AND IRREVOCABLE PERMIT - RECOGNITION OF ENCROACHMENT UPON CITY -CONTROLLED PROPERTY - IVY TECH COLLEGE Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Ivy Tech College, South Bend, Indiana, for the new South Bend Central Fire Station. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Agreement and Irrevokable Permit were approved and executed. APPROVAL OF CONTRACT - UTILIZATION OF USTFIELDS PILOT GRANT FUNDING - ENVIRONMENTAL ASSESSMENTS OF PROPERTIES WITH UNDERGROUND STORAGE TANKS ALONG SOUTH BEND'S COMMERCIAL CORRIDORS - INDIANA DEPARTMENT OF ENVIRONMENT MANAGEMENT Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and the Indiana Department of Environmental Management, Indianapolis, Indiana, for the above referred to project. Mr. Gilot noted that the Contract is in the amount of $11,111.00, which is a 10% match of the total $100,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Contract was approved and executed. APPROVAL OF SERVICE AGREEMENT - ARMORED CAR SERVICE FOR WATER WORKS - UNITED ARMORED SERVICES Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and United Armored Services, 2100 West 2 1 " Street, Broadview, Illinois, for armored car service for the Water Works. Mr. Gilot noted that the Agreement is in the amount of $315.00 per month for one (1) year. Therefore, upon a motion made by Mr. Gilot. seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - ECLIPSE PLACE FROM BONDS TO ALLEY - GRADUATION PARTY Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Marilyn Lone, 1019 Eclipse Place, South Bend, Indiana, to conduct the above referred to block party on June 7, 2003, from 3:00 p.m. until 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - DELAWARE STREET FROM OLIVE TO WABASH - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Andrea Green, 1118 West 7"' Street, Mishawaka, Indiana, to conduct the above referred to block party on July 4, 2003, from 7:00 a.m. until 12:00 a.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - LINDSEY FROM ALLEN TO SHERMAN - YOUTH RALLY 2003 Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Kintae Lark, 1 1 REGULAR MEETING MAY 27, 2003 4242 Hickory, Mishawaka, Indiana, to conduct the above referred to block party on May 31, 2003, from 11:00 a.m. until 5:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET- SCOTT FROM WASHINGTON TO JEFFERSON - WEDDING Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Scott Kreuzer, 129 South Scott, South Bend, Indiana, to conduct the above referred to event on June 14, 2003, from 2:30 p.m. until 5:30 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - O'BRIEN FROM BULLA TO KELLER - BIRTHDAY PARTY Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Claude Neeley, 1605 North O'Brien, Indiana, to conduct the above referred to birthday party on June 7. 2003, from 6:30 p.m. until 10:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION TO CLOSE STREET - FREDRICKSON STREET FROM JOHNSON STREET TO FIRST ALLEY - GRADUATION PARTY Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Theresa Avance, 801 Johnson Street, South Bend, Indiana, to conduct the above referred to event on June 15, 2003, from 3:00 p.m. until 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT KIDS TRIATHLON - SOUTH BEND PARK DEPARTMENT Mr. Gilot stated that favorable recommendations have been received by Traffic and Lighting, Park Department, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Elizabeth McKinley, South Bend Park Department, South Bend, Indianato conduct the above referred to event on August 9, 2003, from 8:00 a.m. until 1:00 p.m., on the designated route as submitted. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT PROCESSION WALK - ST. STEPHEN'S PARISH Mr. Gilot stated that favorable recommendations have been received by Traffic and Lighting, Park Department, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Benito Salazar, St. Stephen's Parish,1102 Thomas, South Bend, Indiana to conduct the above referred to event on June 1, 2003, from 9:15 a.m. until 10:15 a.m., on the designated route as submitted. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT INDIANA BLACK EXPO BIKE RIDE Mr. Gilot stated that favorable recommendations have been received by Traffic and Lighting, Park Department, Police Department and the City Attorney's office, in reference to a request as submitted by Mr. Winard Anderson, Post Office Box 335, South Bend, Indiana, to conduct the above referred to event on June 21, 2003, beginning at 9:30 a.m., on the designated route as submitted. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - COTTAGE GROVE FROM VAN BUREN TO LINDSEY - BLOCK PARTY Mr. Gilot stated that favorable recommendations have been received by Traffic & Lighting, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Jennifer Edwards, Near Northwest Neighborhood, South Bend, Indiana, to conduct the above referred to block party on June 7, 2003, from 1:00 p.m. until 5:00 p.m. Upon a motion made by Mr. Gilot, REGULAR MEETING MAY 27, 2003 seconded by Mr. Littrell and carried, the recommendation was approved. APPROVAL OF REQUEST FOR POLICE ESCORT - SPECIAL OLYMPICS Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department and the City Attorney's office, in reference to a request as submitted by Ms. Marilyn Palmer, Special Olympics, Post Office Box 643, Mishawaka, Indiana, for a police escort for the Special Olympics leaving LOGAN Industries, 1235 North Eddy Street, at 6:00 p.m. on June 6, 2003. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the recommendation was approved. ADOPT RESOLUTION NO. 37-2003 - ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (MAHLER/STIDHAM ANNEXATION AREA) Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 37-2003 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (MAHLER/STIDHAM ANNEXATION AREA) 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 13 of Exhibit "A" attached hereto and incorporated herein; and WHEREAS, the territory proposed to be annexed encompasses approximately 18.40 acres of land containing two family homes, which property is at least 12.5% contiguous to the current City limits, i.e., approximately 44% contiguous, generally located on both the north and south sides of Cleveland Road, approximately 600 feet west of the St. Joseph Valley Parkway. It is anticipated that in the future the annexation area may be developed as either commercial or industrial based on surrounding land uses which 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 and a storm water system; 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 four (4) 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. 1 1 ■ _. _, REGULAR MEETING MAY 27, 2003 NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section In. That 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 more particularly at Table 2 on page 13 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, and a storm water system, within four (4) 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 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 sanitary sewer mains are currently in place and available to service this annexation area; that a water main line on the south side of Cleveland Road will be sufficient to service this area; that any extensions of water and sewer main lines will be paid from Airport Economic Development Area TIF; that improvements will be made to Cleveland Road (which will be called Nimtz Parkway upon annexation), the cost of which improvements will be paid out of the Airport Economic Development Area TIF; that any appropriate street lighting will be paid out of the Airport Economic Development Area TIF; and that an approved drainage plan will be required with any improvements to Cleveland Road., Adopted the 27`' day of May 2003. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA Gary Gilot, President Carl Littrell, Member Donald E. Inks, Member TABLE RESOLUTION NO. 39-2003 - DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, Resolution No. 39-2003 was tabled. APPROVE RESOLUTION NO. 40-2003 - TRANSFER OF PROPERTY TO ST. JOSEPH COUNTY Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was approved: WHEREAS, the City of South Bend, Indiana, by and through its Board of Public Works ("the City") is the owner of the real property and improvements described at Exhibit "A", hereto, situated in St Joseph County, Indiana (hereinafter, the "Property"); and WHEREAS, pursuant to I.C. 36-9-6-3, the South Bend Board of Public Works is the custodian of Real Property for the City of South Bend, and as such may dispose of said Real Property' and WHEREAS, the City, is desirous of transferring the Property to St. Joseph County (County) for the sum of Ten and 00/ 100 Dollars ($10.00); and REGULAR MEETING MAY 27, 2003 WHEREAS, pursuant to I.C. 36-11-8, the City, acting through the Board of Public Works and the County, acting by and through the Board of County Commissioners, may exchange or transfer property with one another upon terms and conditions agreed upon by the two (2) entities as evidenced by the adoption of substantially identical resolutions of each entity; and WHEREAS, the Board of County Commissioners, has adopted a substantially equivalent Resolution and has adopted or will adopt a Resolution accepting the transfer of the Real Property from the City of South Bend, Indiana, Board of Public Works. NOW, THEREFORE, BE IT RESOLVED BY THE SOUTH BEND BOARD OF PUBLIC WORKS AS FOLLOWS: 1. That the transfer of the Property for the sum of Ten and 00/100 Dollars ($10.00), by the City of South Bend, Indiana, Board of Public Works to St. Joseph County, shall be, and hereby is, approved. 2. That the Chairman and Secretary of the South Bend Board of Public Works shall be, and hereby are, authorized, respectively, to execute and attest to the execution of a quit -claim deed conveying all of the right, title and interest in the Real Property to St. Joseph County, Indiana or its designated agency. 3. That this Resolution shall be in frill force and effect upon its adoption by the South Bend Board of Works. ADOPTED at a meeting of the South Bend Board of Public Works held at 1300 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601 on May 27, 2003. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/Gary A. Gilot s/Donald E. Inks s/Carl P. Littrell ATTEST: s/Angela K. Jacob, Secretary of the Board TABLE - RELEASE OF VACATED RIGHTS OF WAY EASEMENT RIGHTS AND UTILITY EASEMENTS RIGHTS - HALL OF FAME Upon a motion made by Mr. Littrell, seconded by Mr. Gilot and carried, the Release of Easement Rights and Utility Easements rights was tabled. APPROVED RELEASE OF UTILITY EASEMENT - SUMMER HILL PHASE II FIRST REPLAT Derek Speir, Abonmarche Group, was present to explain that a release of an unused utility easement will allow higher and better use of residential property. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Release of Utility Easement for the above referred to subdivision was approved. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Littrell, seconded by Mr. Littrell and carried, the following traffic control device was approved: New Installation - Handicapped 815 Cottage Grove All Requirements have been Accessible Parking Space Signs met. APPROVE TITLE SHEET - WALNUT/EUCLID CONTROL STRUCTURE - PROJECT NO 102- 078C 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. Inks and carried, the above referred to Title Sheet was approved and signed. 1 1 10 LJ REGULAR MEETING MAY 27, 2003 FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Certificates of Insurance were accepted for filing: Harville Home Improvement 117 Kingston Road Plymouth, Indiana 46563 RMT, Inc. 744 Heartland Trail Madison, Wisconsin 53717-1934 APPROVE CONTRACTOR BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractor Bonds be approved as follows: BOND OF CONTRACTOR United Concrete, Inc. Henry -CAP Construction, Inc Juan Botello Bill Briones Approved Effective May 14, 2003, Pursuant to Resolution No. 100-2000 Approved Effective May 16, 2003, Pursuant to Resolution No. 100-2000 Approved Effective May 19, 2003, Pursuant to Resolution No. 100-2000 Approved Effective May 20, 2003, Pursuant to Resolution No. 100-2000 Mr. Gilot made a motion that the recommendation be accepted and that the Bonds be approved as outlined above. Mr. Inks seconded the motion which carried. APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the Board for approval: Name Amount of Claim Date City of South Bend $2,255,244.22 May 19, 2003 City of South Bend $1,128,545.35 May 27, 2003 Mr. Inks 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. Inks and carried, the meeting adjourned at 3:20 p.m. ST: Angela ). Jacob, Cl rk BOARD OF PUBLIC WORKS Gary A. Gilot, resident Carl P. Littrell, Member Donald E. Inks, Member