Loading...
HomeMy WebLinkAbout08/12/02 Board of Public Works Minutes�19� REGULAR MEETING AUGUST 12, 2002 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, August 12, 2002, by Board 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. Littrell and carried, the minutes of the regular meeting of the Board held on July 22, 2002, were approved. HEARING - SALE OF CITY OWNED PROPERTY - LOTS 256, 257, AND 258 - RIVER COMMONS SECTION 10 Mr. Gilot, stated the purpose of the hearing was to allow the Water Works Division to sell the above referred to lots through a standard brokerage contract as opposed to bidding or other methods. Upon a motion made by Mr. Gilot and seconded by Mr. Inks and carried, the request to sell the above referred to lots and the use of a broker was approved OPENING/AWARD OF QUOTATION - BLACKTHORN WEST SEWER RELOCATION - PROJECT NO.102-054 Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotation for the Blackthorn West Sewer Relocation. The following Quotations were opened and read: YOUNGS EXCAVATING, INC. Post Office Box 2766 South Bend, Indiana 46680 Quotation was submitted by Mr. Kurt Young QUOTATION: $70,126,85.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations was referred to the Division of Engineering for review and recommendation. Mr. David Koppana, Engineering Division, reviewed the quotations and recommended the Quotation be awarded to the lowest, responsive and responsible bidder, Youngs Excavating Inc., in the amount of $70,126,85. OPENING OF BIDS - FOUR (4) MORE OR LESS 2002 ALL WHEEL DRIVE CARGO VANS This was the date set for receiving and opening sealed bids for the above referred to equipment. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and Tri-County News which were found to be sufficient. The following bids were opened and publicly read: GURLEY LEEP BUICK GMC TRUCK INC. 5302 North Grape Road Mishawaka, Indiana 46545 Bid was signed by Mr. Joseph Lapara Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $82,666.00 GATES CHEVROLET CORPORATION 401 South Lafayette Boulevard 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 0200 REGULAR MEETING BID: $75,572.00 RUSS DELLEN, INC. 2527 West Main Street Greenfield, Indiana 46140 Bid was signed by Mr. Rob Matthews Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Ten per cent (10%) Bid Bond was submitted BID: $76,872.00 AUGUST 12, 2002 Upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to Equipment Services for review and recommendation. AWARD QUOTATION - STORAGE RACKS- PUBLIC WORKS SERVICE CENTER Mr. Carl P. Littrell, City Engineer, advised the Board that Mr. George Zana, Central Services, solicited quotations from three (3) firms for storage racks and other equipment for the Public Works Service Center. However only one (1) firm reported with a quotation. Mr. Zana advised that he had reviewed the quotation and found the amount to be reasonable and recommended the Board award the quote to Business Furnishings, 4102 Meghan Beeler Court, South Bend, Indiana, in the amount of $22,750.12. Therefore, Mr. Littrell moved to award the quotation subject to letters being placed on file with the Board. Mr. Gilot seconded the motion which carried. AWARD BID - MISHAWAKA AVENUE STREETSCAPE - TWYCKENHAM STREET TO ESTHER - PROJECT NO. 102-009 In a letter to the Board, Mr. Koppana, Engineering Division, advised the Board that on July 22, 2002, bids were received and opened for the above referred to project. After review those bids, Mr. Koppana recommends that the Board award the project to the lowest, responsible and responsive bidder, Rieth Riley Construction, Post Office Box 1775, South Bend, Indiana, in the amount of $71,765.00. Therefore, Mr. Gilot made a motion that the recommended be accepted and the bid awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD BID - ONE (1) PRE -OWNED COMPACT AUTOMOBILE - ECONOMIC DEVELOPMENT Mr. Matthew Chlebowski, Central Services, advised the Board that on April 18, 2002, 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, Neal's Dodge, 7115 Calumet Avenue, Hammond, Indiana 46324, in the amount of $8,700.00. ($6,146.13 paid by insurance claim, and $2,553.87 paid by Economic Development.) Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion which carried. AWARD BID - ONE (1) ONE YARD FRONT END RUBBER TIRE LOADER - CODE ENFORCEMENT Mr. Matthew Chlebowski, Central Services, advised the Board that on July 22, 2002, 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 Brandies Machinery & Supply Company, 3160 Youngs Court, South Bend, Indiana, in the amount of $51,585.00. Mr. Chlebowski stated the lowest bid was not accepted for the following reasons. This unit does not meet the City's requirements for size and power needed to accomplish the tasks for which it was intended Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Gilot seconded the motion which carried. ***Denotes Requested Bidder 1 1 i� 0201 1 REGULAR MEETING MacAllister Machine Caterpillar 906CWL $56,721.00 Plus Prev Maint. 12 mths/2000 hrs $ 4,199.51 Optional Air Conditioning $ 3,000.00 Less Trade ($15,000.00) Total Price $48,920.51 AUGUST 12, 2002 Reason for rejection of bid. Did not meet specification for the following reasons: Wheel Base 79" Spec 84" This unit does not meet the Cities Operating Weight 11,060 lb Spec 12,000 lb requirements for size and power needed to Engine Size 60 HP Spec 65 HP accomplish the tasks for which it was intended. No 5 year/10,000 hr, 100% parts and labor, engine and drive train warranty. Travel Speed 12 MPH Spec 18.6 MPH This unit is driven from job site to job site on a daily basis. It is a must that minimum spec on travel be met. ***Brandeis Machinery & Supply Company Komatsu WA95-3 $63,100.00 Option Air Conditioning $ 1,985.00 Less Trade ($13,500.00) Total Price $51,585.00 MacAllister Machine Caterpillar 908 MAI $63,191.00 Preventative Maint. (1 yr, 2,000 hrs) $ 4,199.51 Option Air Conditioning $ 3,000.00 Less Trade ($15,000.00) Total Price $55,390.51 MacDonald Machinery Company Case 221 D $62,900.00 Option Air Conditioning $ 2,780.00 Less Trade ($10,000.00) Total Price $55,680.00 Holt Equipment John Deere 304H $77,500.00 Option Air Conditioning N/A Less Trade ($11,000.00) Total Price $66,500.00 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS SELF PROPELLED EASEMENT MACHINE In a memorandum to the Board, Mr. Lou Grounds, Division of Central Services, requested permission to advertise for the receipt of bids for the above referred to equipment. Mr. Grounds stated that this equipment will be used by the Sewer Department. 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. APPROVAL OF REQUEST TO RE -ADVERTISE FOR THE RECEIPT OF BIDS - TWO (2) MORE OR LESS TANDEM AXLE MULTI -USE DUMP TRUCKS - CENTRAL SERVICES In a memorandum to the Board, Mr. Matthew Chlebowski, Central Services, requested permission to re -advertise for the receipt of bids for the above referred to equipment. The equipment will be used by the Street Department. Therefore, upon a motion made by Mr Gilot, seconded by Mr. Inks and carried, the request to re -advertise for receipt of bids was approved. 0202 REGULAR MEETING AUGUST 12, 2002 APPROVAL OF REQUEST TO RE -ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS ONE YARD FRONT END RUBER TIRE LOADER - WATER WORKS In a memorandum to the Board, Mr. Matthew Chlebowski, Central Services, requested permission to re -advertise for the receipt of bids for the above referred to equipment. The equipment will be used by the Water Works Division. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to re -advertise for receipt of bids was approved. APPROVAL OF REQUEST TO RE -ADVERTISE FOR THE RECEIPT OF BIDS - ONE (1) MORE OR LESS 1.0 CUBIC TIRE LOADER/BACKHOE - WATER WORKS In a memorandum to the Board, Mr. Matthew Chlebowski, of Central Services, requested permission to re -advertise for the receipt of bids for the above referred to equipment. This equipment will be used by the Water Works Division. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to re -advertise for receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - 2002 CONCRETE PAVEMENT REPAIRS - PROJECT NO. 102-058 In a memorandum to the Board, Mr. Toy Villa, Engineering Division, 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. Inks and carried, the request to advertise for receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - OLIVER PLOW PHASE II DEMOLITION/TITLE SHEET - PROJECT NO. 100-092B 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, the Title Sheet for this project was submitted for approval. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to advertise for receipt of bids and the Title Sheet were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - SOUTH MICHIGAN STREET IMPROVEMENTS - CALVERT STREET TO BROADWAY AVENUE /TITLE SHEET - PROJECT NO. 102-007 In a memorandum to the Board, Mr. David Koppana, Engineering, 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. Inks and carried, the request to advertise for the receipt of bids and Title Sheet were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - SHERIDAN AVENUE STREET IMPROVEMENTS - WEST WASHINGTON TO WESTERN - TITLE SHEET/ PROJECT NO. 102-010 In a memorandum to the Board, Mr. David Koppana, 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 and Title Sheet were approved. APPROVAL OF REQUEST TO SOLICIT FOR PROPOSALS/ DEBT COLLECTION - SOUTH BEND FIRE DEPARTMENT EMS Mr. Gilot stated that the Board is in receipt of a request from Assistant Chief Rick Switalski, South Bend Fire Department, to solicit for proposals for collection purposes. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request to solicit for proposals was approved, subject to legal review of the documents. APPROVAL OF AMENDMENT TO SUPPLEMENTAL AGREEMENT NO.4 - CONSULTING AGREEMENT - PUBLIC WORKS SERVICE CENTER - KEN HERCEG & ASSOCIATES Mr. Gilot stated that the Board is in receipt of an Amendment to an Agreement between the City of South Bend and Ken Herceg & Associates, 211 West Washington Street, South Bend, Indiana, for professional services for revising the south drive utilities, drainage and layout during construction administration for M/E/P service for revisions and installation. Mr. Gilot noted that the Amendment is in the amount of $27,000,00, bringing the contract amount to $855,845.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Amendment was approved and 0203 REGULAR MEETING executed. AUGUST 12, 2002 APPROVE CONSTRUCTION CONTRACT - STONEWORK RESTORATION - NORTHSIDE BOULEVARD WALL - MASONRY RESTORATION SPECIALISTS INC. - PROJECT NO.102- 032 Mr. Gilot advised that in accordance with the bid awarded on August 12, 2002, to Masonry Specialists, Inc., in the amount of $3,500.00 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. 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. APPROVAL OF ESCROW AGREEMENT - WATER WORKS OLIVE STREET VEHICLE STORAGE BUILDING - KASER SPRAKER CONSTRUCTION, INC. - PROJECT NO. 102-030 Mr. Gilot stated that the Board is in receipt of an Escrow Agreement between the City of South Bend and Kaser Spraker Construction, Inc., 25487 West State Road 2, South Bend, Indiana, for the above referred to project. Mr. Gilot noted that the project is in the excess of $100,000.00. Therefore, upon a motion made by Gilot, seconded by Mr. Inks and carried, the Escrow Agreement was approved and executed. APPROVAL OF AMENDMENT TO AGREEMENT - PEPPERS AND IRONWOOD NORTH SEWER STATION - DONOHUE & ASSOCIATES Mr. Gilot stated that the Board is in receipt of an Amendment to an Agreement between the City of South Bend and Donohue & Associates, 101 West Ohio Street, Indianapolis, Indiana, for Engineering Services. Mr. Gilot noted that the Agreement is in the amount of $4,100.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - NEIGHBORHOOD YOUTH GRANT PROGRAM - GREATER FRIENDSHIP MISSIONARY BAPTIST CHUCH Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Greater Friendship Missionary Baptist Church, 206 South Falcon Street, South Bend, Indiana, for the 2002 Junior Olympics. 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 LICENSE AGREEMENT - INSTALLATION OF GROUNDWATER MONITORING WELLS - CITY RIGHT-OF-WAY - GAIA TECH, INC. Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Gaia Tech, Inc., One North Franklin Street, Chicago, Illinois, for the installation of underground monitoring wells in the City right-of-way at the intersection of Orange Street and Huey Street. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - PROFESSIONAL SERVICES - SANITARY SEWER EXTENSION - THE ABONMARCHE GROUP Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and The Abonmarche Group, 750 Lincolnway East, South Bend, Indiana, for the sanitary sewer extension at Brick Road and U.S. 31 Bypass, Mr. Gilot noted that the Agreement is in the amount of $44,800.00. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Agreement was approved and executed. TABLE AGREEMENT - INSTALLATION OF EQUIPMENT - JOHNSON WATER TANK - VOICE STREAM Upon a motion made by Mr. Littrell, seconded by Mr. Don Inks and carried, the Agreement was tabled. 0204 REGULAR MEETING AUGUST 12, 2002 APPROVAL OF AGREEMENT - BUILDING BLOCKS GRANT AGREEMENT - STATE OF INDIANA/AMERICORPS/CITY OF SOUTH BEND Mr. Gilot stated that the Board is in receipt of a Grant Agreement between the City of South Bend and State of Indiana for AmeriCorps, for the Grant Program. Mr. Gilot noted that the Agreement is in the amount of $296,182.00, which is funded by the State of Indiana. Therefore, upon a motion made by Littrell, seconded by Mr. Inks and carried, the Agreement which is funded by the State of Indiana, was approved and executed. APPROVAL OF CONTRACT - LONG DISTANCE CONTRACT - CITY TELEPHONE SYSTEM - BROADWAY TELECOMMUNICATIONS, INC. Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and Broadwing Telecommunications, Inc., for new long distance service to the City of South Bend's telephone system. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the Contract was approved and executed. APPROVAL OF BUILDING BLOCKS GRANT AGREEMENTS The following Building Blocks Grant Agreement were presented to the Board for approval: 428 West Navarre $125.00 1309 East Cedar Street $200.00 1613 South Warren $150.00 601 East Irvington $125.00 2154 Parkview Place $175.00 2145 Parkview Place $175.00 1457 Oakdale $150.00 2165 Parkview Place $175.00 524 River Avenue $125.00 204 East Oakside $125.00 1345 Cedar $200.00 506 South Twyckenham $175.00 2706 Eisenhower Drive $125.00 2215 West Dubail $125.00 925 West Washington $200.00 612 Cushing $200.00 1456 Oakside Drive $150.00 918 South 21" Street $125.00 1223 Kinyon Street $125.00 222 Haney Avenue $125.00 721 Clearview $125.00 2525 Prast Boulevard $200.00 1114 Stanfield Street $175.00 318 Preston Drive $125.00 1921 East Hartman $200.00 Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Don Inks and carried, the Agreements were approved and executed. EXTENSION OF CONTRACT - SODIUM CHLORIDE (ROCK SALT) - INDIAN TRUCKING COMPANY Mr. Gilot stated that the Board is in receipt of a contract extension between the City of South Bend and Indian Trucking, Post Office Box 450, Portage, Indiana, for sodium chloride. Mr. Gilot noted that the Contract is in the amount of $32.65 per ton. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Contract was approved and executed. APPROVAL OF ADDENDUM TO CONTRACT - COMMUNITY HOMEBUYERS CORPORATION 80/20 PROGRAM - DEPARTMENT OF COMMUNITY & ECONOMIC DEVELOPMENT Mr. Gilot stated that the Board is in receipt of an Addendum to a Contract between the City of South 0205 REGULAR MEETING AUGUST 12, 2002 Bend, Community Homebuyers Corporation and Economic Development Division, for an extension of the 2002 CHC 80/20 Program Contract. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Addendum was approved and executed. APPROVAL OF AGREEMENT - EXPENDITURE OF 2002 CDBG FUND - GRACE COMMUNITY CENTER Mr. Gilot stated that the Board is in receipt of a Agreement between the City of South Bend and Grace Community Center, 749 Harrison Avenue, South Bend, for provision of direct social service programs for low and moderate income neighborhood youth. Mr. Gilot noted that the Agreement is in the amount of $30,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF PROPOSAL - INSTALLATION OF GAS MONITORING WELLS & GAS VENT WELLS - ATC ASSOCIATES, INC. Mr. Gilot stated that the Board is in receipt of a Proposal between the City of South Bend and ATC Associates, Inc., for Waste Water Land improvements. Mr. Gilot noted that the Proposal is in the amount of $15,085.95. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Proposal was approved and executed. APPROVAL OF TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the following traffic control devices were approved: REMOVAL OF: Reserved Handicap Parking Space LOCATION: 100 block of West Jefferson REMARKS: The person the parking space was reserved for no longer needs it. The South Bend Chocolate Factory, 401 East Colfax, South Bend, Indiana, requested the placement of signage at the location of the factory, in various locations as listed. Mr. Gilot noted that all locations would be approved with the exception of the U.S. 31 Bypass and the cost for the signage would be at the expense of the South Bend Chocolate factory. Listed locations as follows: Northbound on Michigan (directing visitors west on Sample Street) Southbound on Main (directing visitors west on Sample Street) Westbound on Sample (directing visitors to continue heading west) at the Chapin and Olive/Jasinski Overpass intersections Northbound on Mayflower (directing visitors east on Sample) Southbound on Mayflower (directing visitors east on Sample) Eastbound on Western Avenue (directing visitors south on Mayflower) APPROVAL OF RECOMMENDATION - TO CLOSE STREET - HAWTHORNE DRIVE FROM WILSON TO WASHINGTON - 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. Kathleen Kusbach,128 South Hawthorne Drive, South Bend, Indiana, to conduct the above referred to block party on August 24, 2002, from 10:00 a.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - IRONWOOD (SOUTH OF U.S. 20 BYPASS) AND JACKSON ROAD BETWEEN JACKSON AND IRONWOOD - WORLD PULSE FESTIVAL 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. Peter Summerall, LeSea Broadcasting, 61300 Ironwood Road, South Bend, Indiana, to conduct the above referred to festival on August 17, 2002, from 8:00 a.m. to 6:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved. 206 REGULAR MEETING AUGUST 12, 2002 APPROVAL OF RECOMMENDATION - TO CLOSE STREET - CAMPEAU STREET FROM EDDY STREET TO FRANCES STREET - 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 Reverend Tim Rouse, 801 North Eddy Street, South Bend, Indiana, to conduct the above referred to block party on August 17, 2002, from 9:00 a.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - THOMAS STREET FROM MCPHERSON TO MAPLE STREET - BIRTHDAY 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. Doris McGee,1103 West Thomas Street, South Bend, Indiana, to conduct the above referred to block party on August 3 and 4, 2002, from 2:00 p.m. to 6:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - WALNUT STREET FROM FORD 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 Mr. Closido Aguilar, 609 South Walnut, South Bend, Indiana to conduct the above referred to block party on July 27, 2002, from 2:00 p.m. to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT 2002 A.B.A.T.E. RIDE 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. Jim Dodd, 61500 Druid Lane, South Bend, Indiana, to conduct the above referred to M.D.A. Ride on September 1, 2002, beginning at 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. APPROVE LICENSE APPLICATION - OPEN AIR STAND Upon a motion made by Mr. Littrell, seconded by Mr. Don Inks and carried, the License Application was tabled. APPROVAL OF RECOMMENDATION - INSTALLATION OF POLE/ BANNERS - CHAPIN STREET (EASEMENT) ADJACENT TO MUSEUM- NORTHERN INDIANA CENTER FOR HISTORY Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, Fire Department, Building Department, and the City Attorney's office, in reference to a request as submitted by Ms. Cheryl Taylor Bennett, Center For History, 808 West Washington Street, South Bend, Indiana, to install three (3) poles and two (2) banners in the easement along Chapin Street on the property adjacent to the museum. The structures will be in place from September, 2002 to August, 2003, for the Women In Sports Breaking Barriers Exhibition. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT H.C.I. FAMILY FUN WALK Mr. Gilot stated that favorable recommendations have been received by the Division of Engineering, Police Department, Traffic and Lighting Division, Park Department and the City Attorney's office, in reference to a request as submitted by Ms. Eber, 401 East Colfax, South Bend, Indiana, to conduct the above referred to walk on August 10, 2002, from 7:30 a.m. to 10:30 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 VARIOUS STREETS - SKYFEST MICHIANA 2002 AIR SHOW- SOUTH BEND AIRPORT 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. 1 F� 19207 REGULAR MEETING AUGUST 12, 2002 Therese Post, 1843 Commerce Drive, South Bend, Indiana, to close various streets in conjunction with the above referred to Air Show on August 16, 17, and 18, 2002, from 5:30 p.m. to 7:00 p.m., 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 - FAIRVIEW FROM RUSH TO ERSKINE - 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. Lorraine Rose, 6334 East Fairview Drive, South Bend, Indiana, to conduct the above referred to block party on August 10, 2002, from 4:00 p.m to 9:00 p.m. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved. FAVORABLE RECOMMENDATION - TO VACATE ALLEYS - WEST OF WALNUT STREET FROM LISTON STREET TO COLFAX AVENUE Mr. Gilot indicated that the Common Council has submitted to the Board a Vacation Petition as completed by South Bend Heritage Foundation, 803 Lincolnway West, South Bend, Indiana, to vacate the following alleys: The first north/south alley west of Walnut Street from Liston Street to Colfax Avenue for a distance of 103.25 feet and width of 16 feet. The first north/south alley west of Walnut Street from Liston Street to the first east/west alley for a distance of 123.8 feet width of 16 feet. Both being a part of Studebaker and Hines Plat of the City of South Bend, St. Joseph County, Indiana. Mr. Gilot advised that the Board is in receipt of favorable recommendations concerning this Vacation Petition from the Area Plan Commission, Police Department, Fire Department, Sanitation, Department of Economic Development and the Department of Public Works. Therefore, Mr. Gilot made a motion that the Board send a favorable recommendation to the Common Council concerning this Vacation Petition. Mr. Inks seconded the motion which carried. EXTENSION OF TEMPORARY OCCUPANCY PERMIT - MADISON ACCELERATED SCHOOL Mr. Eric Wolf, Construction Control, Incorporated, 832 North Lafayette Boulevard, South Bend, Indiana, requested a one (1) month extension of a temporary occupancy permit of public property, from August 12, 2002, to September 12, 2002. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the extension was approved 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: Great Lakes Hotel Supply Company 1961 Grand River Avenue Detroit, Michigan 48226-1274 Greeley and Hansen, LLC 100 South Wacker Drive 14`h Floor Chicago, Illinois 60606 Ziolkowski Construction, Inc. P.O. Box 1106 South Bend, Indiana 46624 Dominiack Mechanical, Inc. 1137 West Western Avenue South Bend, Indiana 46601 (Cancellation) Masonry Restoration Specialists, Inc. 1904 Hartman Drive South Bend, Indiana 46617 Michelle's Flags, Inc. 62480 U.S. 31 South South Bend, Indiana 46614 Trans Tech Electric, L.L.P. P. O. Box 3915 South Bend, Indiana 46619 Peerless Midwest, Inc. 55860 Russell Industrial Parkway Mishawaka, Indiana 46545 02OR REGULAR MEETING Dye Mechanical, Inc. P.O. Box 1728 LaPorte, Indiana 46352 AUGUST 12, 2002 APPROVE CONTRACTOR AND EXCAVATION BONDS Mr. Anthony Molnar, Engineer, Division of Engineering, recommended that the following Contractors and Excavation Bonds be approved as follows: BOND OF CONTRACTOR Kenneth Grove, Sr. Construction Repairs, Inc. Niblock Excavating, Inc. J. Gaudalupe Cervera McCollough-Scholten Construction, Inc. Cherry Valley Concrete, Inc. J B Builders LLC Timothy Lewandowski John Mast Construction EXCAVATION BONDS McCollough-Scholten Construction, Inc Niblock Excavating, Inc. John Mast Construction Approved Effective July 25, 2002 Pursuant to Resolution No. 100-2000 Approved Effective July 25, 2002 Pursuant to Resolution No. 100-2000 Approved Effective July 19, 2002 Pursuant to Resolution No. 100-2000 Approved Effective July 22, 2002 Pursuant to Resolution No. 100-2000 Approved Effective July 18, 2002 Pursuant to Resolution No. 100-2000 Approved Effective July 24, 2002 Pursuant to Resolution No. 100-2000 Approved Effective July 29, 2002 Pursuant to Resolution No. 100-2000 Approved Effective August 6, 2002 Pursuant to Resolution No. 100-2000 Approved Effective August 6, 2002 Pursuant to Resolution No. 100-2000 Approved Effective July 18, 2002 Pursuant to Resolution No. 100-2000 Approved Effective July 19, 2002 Pursuant to Resolution No. 100-2000 Approved Effective August 6, 2002 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. FILING OF SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS The Division of Engineering, Central Services, Street Department, Waste Water Treatment Plant, and Water Works submitted Safety reports for the month of July 2002. These reports will reflect injuries/accidents for the month and provide for a comparison. There being no further discussion, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the reports were accepted and filed. FILING OF MONTHLY REPORT - WATER WORKS Mr. Andy Wierzbicki, Water Works Division, presented the July, 2002, monthly report. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the monthly report was filed. 1 1 REGULAR MEETING AUGUST 12, 2002 APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHT 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. Raymond Chilcote, 67450 U.S. 31 South, Lakeville, Indiana. The Consent indicates that in consideration for permission to tap into the public sanitary sewer system of the City, to provide sanitary sewer service to 20486 Jewel Street, Lot 21 Jewel Park Addition, South Bend, Indiana (Key #01-1017-0337.20), the Chilcotse'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. Inks seconded the motion which carried. APPROVAL OF RECOMMENDATION TO ENCROACH ONTO PUBLIC RIGHT-OF-WAY - ERUV Mr. Maryo Pasarel requested permission to create a physical barrier by installing additional posts and a line adjacent to existing posts and fence to create an Eruv. Mr. Gilot advised that the Board is in receipt of a favorable recommendation from Mr. Littrell, Division of Engineering. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the recommendation was approved subject to legal review of the particular appropriate instrument for memorializing this installation. ADOPT RESOLUTION NO. 48-2002 - ADOPTING A WRITTEN FISCAL PLAN & ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION IN GERMAN TOWNSHIP WESTWOOD VILLAS RESOLUTION NO. 48-2002 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 GERMAN TOWNSHIP (WESTWOOD VILLAS 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 1 on page 13 of Exhibit "A" attached hereto and incorporated herein; and WHEREAS, the territory proposed to be annexed encompasses approximately 38.08 acres of vacant land which is at least 12.5% contiguous to the current City limits, i.e., approximately 41.6% contiguous to the current City limits, which property is located north of Brick Road and east of Orange Road in St. Joseph County, Indiana. 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, as well as 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 0210 REGULAR MEETING AUGUST 12, 2002 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 German Township, St. Joseph County, Indiana, described more particularly at Table I 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, 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, a storm water 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 an existing water main is sufficient to service this area; that the City of South Bend will extend, at its expense, a sewer main line along the northern boundary of the proposed development to Orange Road, a cost that will be paid from the Tax Increment Finance Account and not from the City's sewer fund, and that the developer will install at the developer's expense any street lighting and any new streets required in the proposed subdivision. Adopted the 12" day of August 2002. BOARD OF PUBLIC WORKS s/Gary Gilot, President s/Carl Littrell, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob 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 $2,351,686,48 July 22, 2002 St. Joseph County Housing Consortium $16, 500.00 July 22, 2002 St. Joseph County Housing Consortium $10,380.69 July 22, 2002 City of South Bend $1,4395944.56 July 22, 2002 City of South Bend $1,546,065.14 July 22, 2002 Fj 0 2 i l REGULAR MEETING AUGUST 12, 2002 Mr. Gilot 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 10:15 a.m. BOARD OF PUBLIC WORKS 6('t �1 Gary A. Gilot, President Carl P. Littrell, Member Donald E. Inks, Member ATTEST: 0212 1