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HomeMy WebLinkAbout06/19/00 Board of Public Works MinutesREGULAR MEETING JUNE 19, 2000 The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Monday, June 19, 2000, by Board President Gary A. Gilot, with Mr. Donald E. Inks present. Board Member M. Catherine Roemer was not present. Also present was interim Board Attorney Aladean DeRose. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the minutes of the regular meeting of the Board held on June 12, 2000, were approved. AWARD BID - COLLECTION SERVICE FOR PAST DUE AMBULANCE ACCOUNTS FOR YEAR 2000 - SOUTH BEND FIRE DEPARTMENT Fire Chief Luther Taylor advised the Board that on May 30, 2000, proposals were received and opened for the above referred to service. After reviewing those proposals, Chief Taylor recommends that the Board award the contract to CBM Accounts Service, Inc. 1320 Mishawaka Avenue, South Bend, Indiana. 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 - 2000 CONCRETE PAVEMENT REPAIRS - PROJECT NO. 100-27 Mr. Carl P. Littrell, City Engineer, advised the Board that on June 12, 2000, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell recommends that the Board award the contract to Rieth Riley Construction Company, Inc., Post oFfice Box 1775, South Bend, Indiana, in the amount of $206,305.58. 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. APPROVE CHANGE ORDER - LEIGHTON PLAZA PARKING GARAGE STRUCTURE - CONCRETE WORK - CASTEEL CONSTRUCTION - PROJECT NO. 97-57-4 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 3-03.70C-9 on behalf of Casteel Construction Corporation, 23186 West Ireland Road, South Bend, Indiana indicating that the Contract amount be increased $16,250.00 for a new Contract sum including this Change Order in the amount of $1,932,363.60. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - LEIGHTON PLAZA PARKING GARAGE STRUCTURE - GENERAL CONSTRUCTION - CASTEEL CONSTRUCTION - PROJECT NO. 97-57-4 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 3-03.70C-11 on behalf of Casteel Construction Corporation, 23186 West Ireland Road, South Bend, Indiana indicating that the Contract amount be increased $16,250.00 for a new Contract sum including this Change Order in the amount of $998,270.98. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - LEIGHTON PLAZA - PHASE II - BUILDING FOUNDATION AND FIRST FLOOR - CONCRETE WORK - CASTEEL CONSTRUCTION - PROJECT NO.97- 57-3 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 2-03.50.1 on behalf of Hagerman Construction Corporation, 510 West Washington, Fort Wayne, Indiana indicating that the Contract amount be decreased $11,670.00 for a new Contract sum including this Change Order in the amount of $1,065,330.00. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE CHANGE ORDER - LEIGHTON PLAZA PHASE II - BUILDING FOUNDATIONS AND FIRST FLOOR - HAGERMAN CONSTRUCTION - PROJECT NO. 97-57-3 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 2-03.50-2 on behalf of Hagerman Construction, 510 West Washington, Fort Wayne, Indiana indicating that the Contract amount be decreased $1,852.81 for a new Contract sum including this Change Order in the amount of $1,063,477.19. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. A 1 REGULAR MEETING JUNE 19, 2000 APPROVE CHANGE ORDER - LEIGHTON PLAZA PHASE II - BUILDING FOUNDATIONS AND FIRST FLOOR - HAGERMAN CONSTRUCTION - PROJECT NO. 97-57-3 Mr. Gilot advised that Mr. Carl Littrell, City Engineer, has submitted Change Order No. 2-03.50-3 on behalf of Hagerman Construction, 510 West Washington, Fort Wayne, Indiana indicating that the Contract amount be increased $6,632.00 for a new Contract sum including this Change Order in the amount of $1,070,477.19. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Change Order was approved. APPROVE BUILDING BLOCK GRANT AGREEMENTS The following Building Block Grant Agreements were presented to the Board for approval: 1021 N. Meade (G. Anguiano) Flowers/Shrubs/Stones $125 1437 Chester (M. Riter) Flowers/Shrubs/Stones $125 3825 Belle Vista (R. Cross) Flowers $125 751 Leland (J. Daly) Flowers/Plants $125 1219 E. Dubail (V. Flick) Plants/Bushes/Marble Chips $125 2102 Roger Street (R. Harley) Flowers/Bushes $125 629 Brookfield (C. Jamerson) Flowers/Hedges/Mulch/Shrubs $125 1135 N. Johnson (S. Karim) Flowers/Groundcover $125 1073 Woodward (M. Moyers) Flowers/Mulch $125 1132 Woodward (A. Redding) Flowers/Bushes $125 1228 Woodward (E. Schmucker) Flowers/Bushes $125 922 North Olive (M. Shelton) Flowers/Shrubs $125 5027 Greenleaf (M. Simpson) Flowers/Mulch/Bushes/Rock $125 1409 E. Miner (C. Thompson) Bushes/Mulch $125 1119 W. Jefferson (L. Thompson) Bushes/Flowers $125 3130 Sunnymede (N. Walls) Flowers $125 3210 Boynton (L. Williams) Trees $125 1240 Byer Street (K. Womack) Plants/Bushes/Mulch $125 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above referred to Agreements were approved and executed. APPROVAL OF PROPOSAL - DEVELOPMENT CONCEPTS - DOWNTOWN PARKING AND SITESCAPES 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 the above referred to proposal. Mr. Gilot noted that the Proposal is in the amount of $5,000.00. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Proposal was approved and executed. APPROVAL OF SERVICE AGREEMENT - SOUTHERN VIEW DRIVE RECONSTRUCTION - DLZ/COLS ASSOCIATES Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and DLZ/Cole Associates, 2211 East Jefferson, South Bend, Indiana, for professional engineering services for th design of Southern View Drive. Mr. Gilot noted that the Agreement is in the amount of $21,010.00, subject to the following conditions: 1) Strike a portion of Item 1 of Exhibit C, as shown REGULAR MEETING JUNE 19, 2000 in the Exhibit; 2) Strike Item 9; and 3) Strike Item 16. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF SERVICE AGREEMENT - SOUTHFIELD/MIAMI ROAD STORM SEWER EXTENSION Mr, Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and The Troyer Group, 550 Union Street, Mishawaka, Indiana, for professional engineering services to design a storm sewer on Miami Road from Kern Road to the Southfield Stormwater Basin in Southfield subdivision. Mr. Gilot noted that the Agreement is in the amount of $28,100.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF AGREEMENT - AUDIT OF FINANCIAL STATEMENTS - CROWE CHIZEK AND COMPANY Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Crowe Chizek and Company, Post Office Box 7, South Bend, Indiana, to audit and report on the financial statements of the City of South Bend Parking Garage Fund for the year ending December 31, 1999. Mr. Gilot noted that the Agreement is in the amount of $6,000.00. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF INDEMNIFICATION AND HOLD HARMLESS UNDERTAKING - POST - SUNBURST CORPORATE TEM AWARDS AT LEIGHTON PLAZA -MEMORIAL HOSPITAL Mr. Mark Chambers, Memorial Hospital, submitted an Indemnification and Hold Harmless Undertaking for the above referred to event, which took place on June 13, 2000. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Indemnification was approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - SALE OF ABANDONED VEHICLES Mrs. Kathy Davis, Director, Department of Code Enforcement, requested permission to advertise for the sale of approximately twenty-five (25) abandoned vehicles, which are being stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the above request was approved. APPROVAL OF CORPORATE WARRANTY DEED In a memorandum to the Board, Mr. Carl Littrell, City Engineer, submitted a Corporate Warranty Deed for a triangular plot of property at Corby and Hickory, as described in the deed as submitted, to be used for a traffic signal pole. Upon a motion made by Mr. Gilot, seconded by Mr. Inks, the Corporate Warranty Deed was approved. ADOPT RESOLUTION NO. 78-2000 - ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN WARREN AND GERMAN TOWNSHIPS (JAMES AND BARBARA KIDDER ANNEXATION) Mr. Larry Magliozzi, Planning Department, stated that the annexation includes approximately 108 acres, and is a voluntary annexation. The City will construct sewer, water and a road system. In addition, a new water tower will be constructed on this annexed area. The property is farm land with no buildings, and will be rezoned. Upon a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 78-2000 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 WARREN AND GERMAN TOWNSHIPS (JAMES AND BARBARA KIDDER ANNEXATION) -'io REGULAR MEETING JUKE 19, 2000 WHEREAS, there has been submitted to the Board of Public Works of the City of South Bend, Indiana, an Ordinance and a petition by more than 51% ofthe property owners which proposes the annexation of real estate located in Warren and German Townships, St. Joseph County, Indiana, which is described more particularly in Exhibit "A" attached hereto and incorporated herein. This Ordinance also proposes a reclassification ofthe zoning from "R" Residential, to "IP" Industrial Park, contingent upon the owners' submission of a final site plan within one (1) year of annexation; and WHEREAS, the territory proposed to be annexed encompasses approximately 108.74 acres of vacant, undeveloped land having general boundaries on the southeast corner of Olive Road and Indiana Toll Road, which is more than 12.5% contiguous to the current City limits, i.e. approximately 27% contiguity. The development of the territory proposed to be annexed will require a basic level of municipal public services, including street and road maintenance, sewage collection, solid waste and yard pick-up as well as recycling services, and services of a capital improvement nature, including street and road construction, a street lighting system, 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 service of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, sewage collection, solid waste and yard waste pick-up as well as recycling services, 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, and a water distribution system (existing water main), 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 ofland 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. 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 Warren and German Townships, St. Joseph County, Indiana, described in Exhibit "A" 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 ofPublic Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, snow removal, solid waste and yard waste pick-up as well as recycling services 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 ofthe 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 (existing water main), street construction, and a street lighting 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. REGULAR MEETING JUNE 19, 2000 Section III. That the Board of Public Works shall and does hereby now establish and adopt the fiscal plan, attached hereto as Exhibit `B", and made a part hereof, for the furnishing of said services to the territory to be annexed. Adopted the 19t' day of June, 2000 BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF RECOMMENDATION- TO CLOSE STREET - CLEVELAND FROM VAS SAR TO HUMBOLDT 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. Jamie McKinstry, 1141 Cleveland, South Bend, Indiana, to conduct the above referred to block party on June 24, 2000, from 10:00 a.m. until 8:00 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 - SUNNYMEDE FROM GREENLAWN TO TWYCKENHAM - 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. Mary Wisniewski, 1620 Sunnymede, South Bend, Indiana, to conduct the above referred to block party on July 4, 2000, from 9:00 a.m. until 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 CONDUCT LOGAN WALK 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. Pam Jarrett, Logan Community Resources, South Bend, Indiana to conduct the above referred to walk, on October 29, 2000, beginning at 12:00 p.m. until 4:00 p.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 - GARBAGE AND RUBBISH SERVICE Mr. Gilot stated that the following Garbage and Rubbish Service application has been received: NAME: ADDRESS: Clarence Love 3206 Revere Place Mr. Gilot further advised that a favorable recommendation has been received by the Department of Code Enforcement concerning this application. Further, the Bureau of Sanitation has inspected the vehicle(s) to be used in conjunction with this business, and has found them to be satisfactory. 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 of a license. APPROVE LICENSE APPLICATION - GARBAGE AND RUBBISH SERVICE Mr. Gilot stated that the following Garbage and Rubbish Service application has been received: NAME: V&J Removal Services ADDRESS: 1804 Lincolnway East, Mishawaka L 1 1 REGULAR MEETING JUKE 19, 2000 Mr. Gilot farther advised that a favorable recommendation has been received by the Department of Code Enforcement concerning this application. Further, the Bureau of Sanitation has inspected the vehicle(s) to be used in conjunction with this business, and has found them to be satisfactory. 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 of a license. APPROVAL OF UTILITY EASEMENT RELINQUISHMENT - OLIVE ROAD COMMERCE PARK In a memorandum to the Board, Mr. Carl Littrell, City Engineer, requested release of the retained utility easements within the vacated rights of way of the "Future Roadway Easement" in the Olive Road Commerce park, Second Replat. Mr. Littrell recommended that the Board relinquish all right of way utility easements to Olive Road Commerce Park. It was noted that this is not a precedent for any other action by the City, as the initial vacation of the right of way was not completed. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the request was approved. APPROVE CONSENT TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE Mr. Gilot stated that the Board is in receipt of a Consent to Annexation and Waiver of Right to Remonstrate as submitted by Douglas and Gail McDonald. 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 15725 Wagon Wheel North, Granger, Indiana, South Bend, Indiana, (Key #02-1042-1457), the McDonald'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. 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 Joseph Podell Company, Inc. Walsh & Kelly, Inc. EXCAVATION BONDS Walsh & Kelly, Inc. Approved Effective June 19, 2000 Approved Effective June 19, 2000 Approved Effective June 19,2000 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 Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $2,693,424.69 and recommended approval. The Morris Performing Arts Center submitted claims and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted lists containing claims in the amount of $200,791.18 and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Ms. Roemer seconded the motion which carried. REGULAR MEETING JUNE 19, 2000 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 10:21 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President M. Catherine Roemer, Member Az Donald E. Inks, Member ATT ST: Angela K. J ob, Clerk 1 0 it