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HomeMy WebLinkAbout07/08/02 Board of Public Works MinutesREGULAR MEETING JULY 8, 2002 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, July, 2002; by Broard President Gary A. Gilot, with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Gilot, seconded by Mr. Inks carried, the minutes of the regular meeting of the Board held on June 24, 2002, were approved. OPENING OF BIDS - THREE (3) MORE OR LESS, 2003 4X4 DOOR UTILITY VEHICLES This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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: GURLEY LEEP FORD INC. 320 East Ireland Road South Bend, Indiana 46614 Bid was signed by the Fleet Manager Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted :o Three (3) Ford Expedition $27,995.36 Each $83,986.08 (3) GATES CHEVROLET CORPORATION 401 South Lafayette South Bend, Indiana 46601 Bid was signed by Mr. Dave Holland Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted :n Three (3) 2003 Chevrolet $34,682.00 Each $104,046.00 (3) 3/4 Suburban JORDAN FORD 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid was signed by Mr. Geoffrey Kelleher Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: Three (3) Ford Excursion $30,130.00 Each $90,390.00 (3) Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Central Services for review and recommendation. 018� REGULAR MEETING JULY 8, 2002 OPENING OF BIDS - ONE (1) MORE OR LESS, HORIZONTAL GRINDER This was the date set for receiving and opening of sealed bids for the above referred to equipment. 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: C&S EQUIPMENT SALES, INC. Post Office Box 379 LaOtto, Indiana 46763 Bid was signed by Mr. Dick Caldwell Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Security was submitted One (1) Model 3680 Brush Bandit $214,500.00 Less Trade $ 50,000.00 TOTAL $164,500.00 VERMEER OF INDIANA, INC. 11220 Allisonville Road Fishers, Indiana 46038 Bid was signed by Mr. Craig Crowe Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Security was submitted BID: One (1) 2002 Vermeer HG525 $248,000.00 Optional Magnetic Pulley $ 4,000.00 Toro Trade Value $ 40,000.00 Total w/Trade Only $208,000.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above bids were referred to Central Services for review and recommendation. AWARD BID - ONE (1) TRUCK MOUNTED POTHOLE PATCHER Mr. Matthew Chlebowski, Director, Equipment Services, advised the Board that on May 13, 2002, one bid was received and opened for the above referred to equipment. After reviewing the bid, Mr. Chlebowski recommends that the Board award the contract to the lowest responsive and responsible bidder, Wildcat Manufacturing, Post Office Box 1100, Freeman, South Dakota, in the amount of $129,445.00, which is the base bid of $128,945.00 plus $500.00 of options. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD BID - OLIVE STREET VEHICLE STORAGE BUILDING - PROJECT NO. 102-030 Mr. John Stancati, Director, Water Works, advised the Board that on October 11, 2001, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Stancati recommends that the Board award the contract to Kaser Spraker Construction, 25487 West State Road 2, South Bend, Indiana, in the amount of $226,235.00, which is the base bid of $238,800.00 with three (3) voluntary deductions of $12,565.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion which carried. 0187 REGULAR MEETING JULY 8, 2002 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS, ONE YARD FRONT END RUBBER TIRE LOADER In a memorandum to the Board, Mr. Matthew Chlebowski, Director, Central Services, requested permission to advertise for the receipt of bids for the above referred to equipment. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request to advertise for the receipt.of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS, 2 %2 YARD FRONT END RUBBER TIRE LOADER In a memorandum to the Board, Mr. Matthew Chlebowski, Director, Central Services, requested permission to advertise for the receipt of bids for the above referred to equipment. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS, NEW 1.0 CUBIC YARD LOADER/BACKHOE In a memorandum to the Board, Mr. Matthew Chlebowski, Director, Central Services, requested permission to advertise for the receipt of bids for the above referred to equipment. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO REJECT BIDS/RE-ADVERTISE FOR THE RECEIPT OF BIDS - TWO (2) MORE OR LESS, 2002 TANDEM AXLE MULTI -USE DUMP TRUCKS In a memorandum to the Board, Mr. Matthew Chlebowski, Director, Central Services, requested permission to reject all bids received at the June 24, 2002 meeting. Each bidder included the dump body and snow equipment from more than one vendor. The vendors did not follow the instructions included in the specifications, making it very difficult to evaluate the bids received. The bids were, therefore non -responsive and non -responsible. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the request to reject all bids and re -advertise was approved. APPROVE CHANGE ORDER - LINDEN AVENUE IMPROVEMENTS SELGE CONSTRUCTION - PROJECT NO. 102-001 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. l on behalf of Selge Construction, 2833 11 `h Street, Niles, Michigan, indicating that the Contract amount be increased $2,040.00 for a new Contract sum including this Change Order in the amount of $99,199.30. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE CHANGE ORDER - TJX SITE - GRADING AND DRAINAGE PROJECT - RIETH RILEY CONSTRUCTION - PROJECT NO.102-034A Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 3 on behalf of Rieth Riley Construction, Post Office Box 1775, South Bend, Indiana indicating that the Contract amount be increased $7,589.40 for a new Contract sum including this Change Order in the amount of $1,770,411.40. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Change Order was approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - TJX SANITARY SEWER RELOCATION - YOUNGS EXCAVATING INC. - PROJECT NO 102- 034B Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Youngs Excavating, Inc., Post Office Box 2766, South Bend, Indiana, indicating that the contract amount be decreased by $9,017.77 for a new contract sum including this Change Order in the amount of $72,051.28. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Final Change Order and the Project Completion Affidavit were approved. REGULAR MEETING JULY 8, 2002 APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT-KINYON STREET IMPROVEMENTS- SELGE CONSTRUCTION - PROJECT NO. 101-073 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Selge Construction, 2833 South 11 tn, Niles, Michigan, indicating that the contract amount be increased by $13,484.00 for a new contract sum including this Change Order in the amount of $125,590.00. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Final Change Order and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - MISHAWAKA AVENUE BANNER PROJECT - TRANS TECH ELECTRIC - PROJECT NO. 102-043 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of Trans Tech Electric, 4601 Cleveland Road, South Bend, Indiana, with no monetary change to the contract amount of $1,341.00. Additionally submitted was the Project Completion Affidavit indicating this final cost. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Final Change Order and the Project Completion Affidavit were approved. APPROVE FINAL CHANGE ORDER AND PROJECT COMPLETION AFFIDAVIT - IRONWOOD DRIVE SANITARY AND STORM SEWER LIFT STATION - HRP CONSTRUCTION - PROJECT NO. 99-60 Mr. Gilot advised that Mr. Toy Villa, Public Construction Manager, has submitted the Final Change Order on behalf of HRP Construction, 5777 Cleveland Road, South Bend, Indiana, indicating that the contract amount be increased by $3,678.73 for a new contract sum including this Change Order in the amount of $583,395.18. 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, the Final Change Order and the Project Completion Affidavit were approved. APPROVAL OF AGREEMENT - ENVIRONMENTAL SERVICES - OLIVER SCHOOL DEMOLITION - GRAUVOGEL AND ASSOCIATES Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Grauvogel and Associates,17660 Fall Creek Drive, Granger, Indiana, for engineering and industrial hygiene services for the above referred to project. Mr. Gilot noted that the Agreement is in the amount of $11,280.00. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF CONTRACT TO PURCHASE CITY -OWNED PROPERTY - HALLMARK REAL ESTATE Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and Hallmark Real Estate, South Bend, Indiana, for the purchase of three (3) lots in River Commons Sec. 20 (Lot 256, 257 and 258). Mr. Gilot noted that the Contract is in the amount of $20,000.00 per lot. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Contract was approved and executed, subject to the purchase price indicated. APPROVAL OF GRANT AGREEMENT - WESTERN AVENUE CORRIDOR - CRIME PREVENTION THROUGH ENVIRONMENTAL DESIGN (CPTED) - PAUL HAYDEN (RELICS) Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Mr. Paul Hayden, 1148 Western Avenue, South Bend, Indiana, to assist Western Avenue Corridor for security improvements. Mr. Gilot noted that the Agreement is in the amount of $2,500.00. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVE CONSTRUCTION CONTRACT - LINDEN AVENUE IMPROVEMENTS - SELGE CONSTRUCTION - PROJECT NO. 102-001 Mr. Gilot advised that in accordance with the bid awarded on June 6, 2002, to Selge Construction, 2833 South 11", Niles, Michigan, in the amount of $98,869.30 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was approved and the appropriate Certificate REGULAR MEETING JULY 8, 2002 of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVAL OF PURCHASE AGREEMENT - SALE OF CITY -OWNED PROPERTY - 1340 HOWARD Mr. Gilot stated that the Board is in receipt of a Purchase Agreement between the City of South Bend and Mattie and William Hoover, 1342 Howard, South Bend, Indiana, for the sale of the above referred to property. Mr. Gilot noted that the Agreement is in the amount of $379.58, paid to the City of South Bend. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF GRANT AGREEMENT - OPERATING EXPENSES - DOWNTOWN SOUTH BEND, INC. Mr. Gilot stated that the Board is in receipt of a Grant Agreement between the City of South Bend and Downtown South Bend, Inc., South Bend, Indiana, for operating expenses of Downtown South Bend, Inc., South Bend, Indiana. Mr. Gilot noted that the Agreement is in the amount of $40,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVE AGREEMENT BETWEEN OWNER AND CONTRACTOR - CENTURY REMODELING - ZIOLKOWSKI CONSTRUCTION - PROJECT NO. 102-029 Mr. Gilot advised that in accordance with the bid awarded to Ziolkowski Construction, 1005 South Lafayette, South Bend, Indiana, in the amount of $331,201.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVE AGREEMENT BETWEEN OWNER AND CONTRACTOR - OLIVER PLOW WORKS DEMOLITION - PHASE I - BIANCHI INDUSTRIAL SERVICES - PROJECT NO 100- 092A Mr. Gilot advised that in accordance with the bid awarded on to Bianchi Industrial Services, 208 Long Branch Road, Syracuse, New York, in the amount of $263,581.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVAL OF PROPOSAL - MAIN AND JEFFERSON PARKING LAYOUT - THE TROYER GROUP Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and The Troyer Group, 550 Union, Mishawaka, Indiana, for development of parking lot layouts for the property located along the south side of Jefferson Boulevard between Main and Lafayette Streets. Mr. Gilot noted that the Proposal is in the amount not to exceed $5,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Proposal was approved and executed. APPROVAL OF A GRANT AGREEMENT - NEIGHBORHOOD YOUTH GRANT - URBAN LEAGUE/NU-LITES Mr. Gilot stated that the Board is in receipt of a Grant Agreement between the City of South Bend and the Urban League/Nu-Lites Group, 1555 Western Avenue, South Bend, Indiana, for the Urban League Nu-Lites to attend a conference in California. Mr. Gilot noted that the Agreement is in the amount of $2,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVAL OF WATER WORKS "SAME DAY TURN -ON" POLICY In a memorandum to the Board, Water Works Director John Stancati requested permission to change the working hours of the Service Department night crews to 9:30 a.m. until 6:00 p.m. Night emergencies will be covered by the Service Department on -call employee. This change will allow the employees to complete a wider variety of work during their shift. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the request was approved. 190 REGULAR MEETING JULY 8, 2002 ADOPT RESOLUTION NO. 40-2002 - ADOPTINGA WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN PORTAGE TOWNSHIP (RAITT CORPORATION ANNEXATION AREA) Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works. Mr. Larry Magliozzi, Planning, was present, and stated this was a voluntary annexation of approximately 47 acres at the Bypass and State Road 23 of vacant property. The utilities will be the responsibility of the developer. RESOLUTION NO.40-2002 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN PORTAGE TOWNSHIP (RAITT CORPORATION 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 Portage Township, St. Joseph County, Indiana, which is described more particularly at Table 1, on page 11 of Exhibit "A" attached hereto and incorporated herein; and WHEREAS, the territory proposed to be annexed encompasses approximately 37.06 acres of vacant, land which is at least 12.5% contiguous to the current City limits, i.e., approximately 12.6% contiguous to the current City limits, which property is located on the east side of State Road 23 and on the west side of Magnolia Road, at the intersection with the St. Joseph Valley Freeway. This annexation area is intended to be used as a residential subdivision development. Accordingly, the annexation territory 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; it will also require services of a capital improvement nature, including street and road construction, street lighting, a storm water system, a sanitary sewer system, and a water distribution 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 j obs 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. 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 Portage Township, St. Joseph County, Indiana, described more particularly at Table 1 on page 11 of Exhibit "A" (the Fiscal Plan) attached hereto and made a part hereof, be annexed to the City of South Bend. 0191 REGULAR MEETING JULY 8, 2002 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 a sanitary sewer system, a water distribution system, street and road construction, and street lighting, 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 existing water mains are sufficient to service this area; that the owner/developer will plan, pay for, and install a proper storm water control system to be maintained by the South Bend Sewer Maintenance Bureau from waste water collection and treatment revenues; that the owner/developer will also install at the developer's expense an extension of the nearest public sanitary sewer network to and within the proposed subdivision; that the owner/developer will construct new public streets to access the lots proposed for development to be maintained by the Motor Vehicle Highway Fund and Local Road and Street Fund; and that the owner/developer will provide and pay for an appropriate street lighting system within the subdivision. Adopted the 8th day of July 2002. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/Gary Gilot, President s/Carl Littrell, Member s/Donald E. Inks, Member ADOPT RESOLUTION NO.41-2002 - DISPOSAL OF CITY -OWNED PROPERTY Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 41-2002 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) 2001 CHEVY CAVALIER, VIN #1G1JC524717382733 WHEREAS, Indiana Code 36-1-11-6© 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 items listed above are no longer needed by the City; is unfit for the purpose for which they were intended and have an estimated value of less than five thousand dollars ($5,000.00). BE IT FURTHER RESOLVED, that said items 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 81h day of July 2002. 192 1 I. REGULAR MEETING ATTEST: s/Angela K. Jacob, Clerk JULY 8, 2002 BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Carl P. Littrell, Member s/Donald E. Inks, Member APPROVAL OF RECOMMENDATION - TO CONDUCT KIDS TRIATHLON Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, 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, to conduct the above referred to triathlon on August 10, 2002, from 6:00 a.m. until 11:00 a.m., on the designated route as submitted. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - EAST HAMMOND FROM NORTH ST. JOSEPH TO HAMMOND - BLOCK PARTY 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 Mr. J.D. Serhan, 620 North St. Joseph, South Bend, Indiana, to conduct the above referred to block party on July 20, 2002, from 10:00 a.m. until 9:00 p.m. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the recommendation was approved. RATIFY RECOMMENDATION - TO CLOSE STREET - PULASKI FROM WESTERN TO HURON - BLOCK PARTY 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. Theresa Jones, 415 South Pulaski, South Bend, Indiana, to conduct the above referred to block party on July 5 and 6, 2002, from 7:00 a.m. until 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was ratified. RATIFY RECOMMENDATION - TO CLOSE STREET - BOWMAN FROM MIAMI TO DALE - WEDDING RECEPTION 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. Tanya Smith, 1019 Bowman, South Bend, Indiana, to conduct the above referred to block party on July 4, 2002, from 11:00 a.m. until 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was ratified. RATIFY RECOMMENDATION - TO CLOSE STREET - CEDAR FROM IRONWOOD TO COQUILLARD - BLOCK PARTY 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 Mr. Frank Perri, 2016 East Madison, South Bend, Indiana, to conduct the above referred to block party on July 4, 2002, from 12:00 p.m. until 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was ratified. NO ACTION TAKEN - TRANSIENT MERCHANT LICENSE - SALE OF FIREWORKS - 1905 GOODSON Mr. Gilot stated that a favorable recommendation has been received by the Building Commissioner, in reference to a request as submitted by Mr. Troy Lyvers,1827 East Bowman, South Bend, Indiana, to conduct the sale of fireworks at 1905 Goodson on Thursdays and Fridays. No recommendation was received by the Police or Fire Departments. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, no action was taken on the request. The Clerk will follow-up with the business for more information. 9193 REGULAR MEETING JULY 8, 2002 APPROVE LICENSE APPLICATION - OPEN AIR STAND Mr. Gilot advised that the following license application has been received: NAME: Frank's Hot Dog Stand BY: Frank McElliott ADDRESS: 23377 Mallard Pointe Drive STAND TO LOCATED AT: SE Corner of Michigan/Washington DATES: June 1 through October 1, 2002 FOR THE PURPOSE OF: Vienna Brand Hot Dog Sales Mr. Gilot further advised that favorable recommendations have been received from the Police Department, Department of Code Enforcement, and the Bureau of Traffic and Lighting for the above application. Additionally provided with the application was a letter of permission from the property owner. Upon a motion made by Mr. Gilot seconded by Mr. Inks and carried, the above license application was approved and referred to the Deputy Controller's Office for issuance. APPROVAL OF GRANTS OF EASEMENT - 1518 and 1520 Mishawaka Avenue- Curb/Sidewalk Improvements - 1514 Mishawaka Avenue - Curb/Sidewalk Improvements - 1508 Mishawaka Avenue/902 TMckenham - Curb/Sidewalk Improvements 1522 Mishawaka Avenue - Curb/Sidewalk Improvements - 1602 Mishawaka Avenue - Curb/Sidewalk Improvements - 1606 Mishawaka Avenue - Curb/Sidewalk Improvements - 1608-1610 Mishawaka Avenue - Curb/Sidewalk Improvements - 1612 Mishawaka Avenue - Curb/Sidewalk Improvements - 1614 Mishawaka Avenue - Curb/Sidewalk Improvements - 1616-1618 Mishawaka Avenue - Curb/Sidewalk Improvements - 1622 Mishawaka Avenue - Curb/Sidewalk Improvements The above referred to Grants of Easements for reconstruction and improvements to the curb and sidewalk area adjacent to the above referred to properties were submitted by Community and Economic Development for approval in conjunction with a curb and sidewalk project on Mishawaka Avenue. Upon a motion made by Mr. Inks seconded by Mr. Littrell and carried, the Grants of Easement were approved. APPROVAL OF GRANT OF TEMPORARY EASEMENT - 3600 SOUTH FELLOWS A Grant of Temporary Easement for 3600 South Fellows for Southmore Mutual Housing Corporation for an extension of their parking bay to accommodate traffic at its property on 3600 South Fellows Street was presented to the Board for approval. Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Grant of Temporary Easement was approved, subject to a maximum of five (5) years. FILING OF SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS The Division of Engineering, Water Works, Environmental Services and Central Services submitted Safety Reports for June 2002. These reports will reflect injuries/accidents for each month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the reports were accepted and filed. FILING OF MONTHLY REPORT - WATER WORKS Mr. Andy Wierzbicki, Water Works, submitted a monthly report for the Division of Water Works for the month of June 2002. There being no further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the report was accepted and filed. FILING OF MONTHLY REPORT - ENVIRONMENTAL SERVICES Mr. Jack Dillon, Environmental Services, submitted a monthly report for the Division of Water Works for the month of June 2002. There being no further discussion, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the report was accepted and filed. FILING OF QUARTERLY CONSTRUCTION REPORT - DIVISION OF ENGINEERING Mr. Toy Villa, Public Construction Manager, submitted a Quarterly Construction Report for April, 0194 1 1 REGULAR MEETING JULY 8, 2002 May and June 2002 for construction projects in the Division of Engineering. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the report was accepted and filed. ACCEPT AND APPROVE DAILY OPERATIONS/MAINTENANCE - LIFT STATION - WEST POINT ESTATES In a letter to the Board, Mr. Jack Dillon, Director, Environmental Services, recommended the Board approve the daily operation and maintenance for the lift station at West Pointe Estates. Mr. Dillon stated that all equipment is working properly and the station is communicating with the SCADA system. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the daily operations and maintenance of the lift station at West Point Estates was accepted and approved. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the following Certificates of Insurance were accepted for filing: Martin, Inc. Post Office Box 522 Fort Wayne, Indiana 46801 Dominiack Mechanical, Inc. 1137 Western Avenue South Bend, Indiana 46601 Ziolkowski Construction Company Berreth Oil Inc. 1005 South Lafayette South Bend, Indiana 46601-3325 Van Ausdall & Farrar, Inc. 1214 North Meridian Indianapolis, Indiana 46204 Century Tel, Inc. Post Office Box 34064 Monroe, LA 71211 Post Office Box 610 Mishawaka, Indiana 46544 Elkhart Brass Mfg. Co. Inc. 1302 West Beardsley Elkhart, Indiana 46514 APPROVE AND/OR RELEASE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractors and Excavation Bonds be approved and/or released as follows: BOND OF CONTRACTOR Mark Vaughn, d/b/a/ CM Concrete Concreations LLC Covenant Building Corporation EXCAVATION BONDS Smith & Sons Excavating, Inc Released Effective July 3, 2002 Approved Effective July 1, 2002 Pursuant to Resolution N. 100-2000 Released Effective July 8, 2002 Approved Effective July 1, 2002 Pursuant to Resolution No. 100-2000 Mr. Littrell made a motion that the recommendation be accepted and that the Bonds be approved and/or released as outlined above. Mr. Inks seconded the motion which carried. APPROVE TITLE SHEETS - SEWER EXTENSION - ST. JOSEPH COUNTY ECONOMIC DEVELOPMENT AREA II Mr. Gilot advised that the Title Sheets 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 Sheets were was approved and signed. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control devices were approved: 0195 REGULAR MEETING JULY 8, 2002 Installation - Handicapped Accessible 114 East Donald All requirements have been Parking Space Signs met Installation - Handicapped Accessible 1015 Sherman All requirements have been Parking Space Signs met Installation - Handicapped Accessible 745 South Gladstone All requirements have been Parking Space Signs met APPROVE CLAIMS Mr. Gilot stated that the following claims were submitted to the Board for approval: Name Amount of Claim Date St. Joseph County Housing $ 250.00 June 24, 2002 Consortium St. Joseph County Housing $ 1,775.21 June 24, 2002 Consortium City of South Bend $1,439,516.18 July 1, 2002 St. Joseph County Housing $ 49,500.00 June 24, 2002 Consortium SBC - Ameritech (Public $ 144.59 June 14, 2002 Works Service Center) Casteel Construction (Public $ 636,905.00 June 1, 2002 Works Service Center) Mr. Littrell made a motion that the claims be approved and the reports as submitted be filed. Mr. Inks 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 11:00 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member Donald E. Inks, Member A ST: Angela K. Jacob, le + 1 L