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Home My WebLink About07/10/00 Board of Public Works MinutesREGULAR MEETING JULY 10, 2000 The regular meeting of the Board of Public Works was convened at 9:37 a.m. on Monday, July 10, 2000, by Board President Gary A. Gilot, with Ms. M. Catherine Roemer and Mr. Donald E. Inks present. Also present was Attorney John Broden. APPROVE AGENDA Upon a motion made by Mr. Gilot, seconded by Mr. Inks. and carried, the agenda for July 10, 2000 was approved. 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 July 3, 2000, were approved. AWARD BIDS - ABANDONED VEHICLES Mr. Gary Libbey, Department of Code Enforcement, advised the Board that on July 3, 2000, bids were received and opened for the above referred to vehicles. After reviewing those bids, Mr. Libbey recommends that the Board award the bids to the highest bidders as follows: LAWRENCE HARBIN 2038 East Jefferson Mishawaka, Indiana 46545 1 6755 BUICK 1985 IG4ABP69Y5FX592570 $126.70 11 6767 CHEVY 1988 1GCCM15E3JB150332 $ 60.51 TOTAL $187.21 JEFF BIRTWHISTLE 1002 '/z Lawndale South Bend, Indiana 46628 19 4426 CADILLAC 1971 693471Q403896 $ 75.00 25 CHEVY 1967 CS 147B 103807 $375.99 TOTAL $450.99 WILLIAM M. COAR 1365 Zilke Niles, Michigan 49120 111 1 6671 1 FORD 1989 7 1FABP5349KG145991 $ 49.00 TOTAL $ 49.00 MICHIANA ENTERPRISES 19270 Darden Road South Bend, Indiana 46637 22 1912 DODGE 1986 1B7JW24T8GS090581 $485,00 24 5675 GMC 1983 IG5EC16L6DF523057 $645.50 TOTAL $1,130.50 INDIANA AUTO PARTS, INC. 3300 North Main Street South Bend, Indiana 46614 1 1 1 REGULAR MEETING JULY 10, 2000 2 6872 CADILLAC 1982 1G6AD4785C9175097 $ 60.80 4 4312 HYUNDAI 1993 KMHVD 12J4PU260213 $ 25.50 5 6758 CHEVY 1960 RP0510AA $ 56.50 6 5905 LINCOLN 1989 1LNLM9841KY803090 $ 65.50 7 6505 MAZDA 1990 IYVGD22BXL5271579 $ 40.50 8 6819 CADILLAC 1986 1G6CD6981G4263732 $ 45.50 9 4498 BUICK 1987 1G4AH51R8HD457940 $ 40.50 10 5636 MERCURY 1988 3MABM1257JR625783 $ 40.50 13 4665 FORD 1965 5F07A296332 $175.50 14 6451 PONTIAC 1984 1G2AN69A3E2219405 $ 40.50 15 4218 OLDSMOBILE 1988 2G3AJ51R4J9336043 $ 65.50 16 3760 CHEVY 1989 j 1GIJC1112KJ294144 $ 76.50 17 3521 ACURA 1988 JH4KA3156JCO24013 $ 65.50 18 3855 CHRYSLER 1990 1C3XJ4137I,G475205 $ 30.50 20 6431 HYUNDAI 1991 KMHVE32JOMU038448 $ 65.50 21 4307 PONTIAC 1988 1 G2HY54C7JW268429 $105.50 123 14220 CHEVY 1985 1G1GZ37ZXFR160829 $ 56.50 TOTAL $1,056.50 LAWRENCE MAYS 4406 Hickory Road Mishawaka, Indiana 46545 3 3867 1 DODGE 1988 JP3BC39D2JZ016175 $ 75.00 TOTAL $75.00 Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion which carried. AWARD BID - ONE (1) DOUBLE DRUM ASPHALT ROLLER Mr. Matthew Chlebowski, Director, Equipment Services, advised the Board that on May 15, 2000, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Chlebowski recommends that the Board award the bid to the most responsive and responsible bidder, Holt Equipment Company, 25166 West State Road 2, South Bend, Indiana, in the amount of $75,700.00. Mr. Chlebowski stated that this is not low bid received. The bid received from Aggregate Equipment and Supply had the operator's seat and controls fixed in the forward facing position. The specifications state dual seats or swiveling operator's station. The operator of an asphalt roller must have an operator's station with full and clear visibility both front and back as the operation requires rolling in both directions. A fixed forward station doesn't allow the operator a clear view to the rear of the machine. The specifications requires a minimum of three (3) amplitude setting, the Benford TV 1700 has only two (2). The various amplitude settings are important for proper compaction of different asphalt materials. REGULAR MEETING DULY 10, 2000 'Thbrefore, 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 COMMUNITY DEVELOPMENT ADDENDA The following Community Development Addenda were presented to the Board for approval: Contract/Addenda Purpose Motion to Approve; Seconded Addendum I - South Bend Extends 1999 Contract to Ms. Roemer, Mr. Inks Heritage Foundation - Chapin September 30, 2000 Street Revitalization Addendum II - South Bend Extends 1998 contract through Ms. Roemer, Mr. Inks Heritage Foundation - 1300 September 30, 2000 Block West Washington Addendum I - South Bend Revitalization of West Ms. Roemer, Mr. Inks Heritage Foundation - Liston- Washington Area. Adds Colfax Rehabilitation Activity homeowner rehab as an eligible use of funds under this contract APPROVE BUILDING BLOCK GRANT AGREEMENTS The following Building Block Grant Agreements were presented to the Board for approval: 804 Portage (R. Bollman) Retaining Wall/Ground Cover $125 1624 South Carlisle (G. Harris) Rose Bushes/Flowers/Mulch $125 4002 S. Michigan (R. Hively) Hostas/Mulch $125 F1619 S. Carlisle (K. Wilson) Shrubs/Tree/Rocks $125 Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the above referred to Agreements were approved and executed. APPROVAL OF SERVICE AGREEMENT - SOUTHSIDE ANNEXATION AREA - SANITARY SEWER EXPANSION - PROJECT NO. 100-53 Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Lawson Fisher Associates, 525 West Washington, South Bend, Indiana, for services to provide a sanitary sewer master plan and to design trunk sewer extensions in the newly annexed area on US 31. Mr. Gilot noted that the Agreement is in the amount of $67,960.00, $15,720.00 of which is for the master plan, and $52,250.00 for the design. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Agreement was approved and executed. APPROVAL OF SUPPLEMENTAL AGREEMENT NO. 1 - PUBLIC WORKS SERVICE CENTER AGREEMENT - KEN HERCEG & ASSOCIATES - PROJECT NO 100-44 Mr. Gilot stated that the Board is in receipt of a Supplemental Agreement between the City of South Bend and Ken Herceg & Associates, 211 West Washington, South Bend, Indiana, for land surveying and platting a minor subdivision for the proposed site. Mr. Gilot noted that the Supplemental Agreement is in the amount of $12,200.00, bringing the new contract sum to $662,400.00. Therefore, upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the Supplemental Agreement was approved and executed. APPROVAL OF UTILITY AGREEMENTS - AT&T AND NIPSCO - SIGNALIZATION AND INTERSECTION IMPROVEMENTS - HICKORY ROAD AND CORBY BOULEVARD - PROJECT NO. 94-97 Mr. Gilot stated that the Board is in receipt of Utility Agreements between the City of South Bend and NIPSCO; and the City of South Bend and AT&T, for the above referred to project. Therefore, 11 I REGULAR MEETING JULY 10, 2000 upon a motion made by Mr. Inks, seconded by Ms. Roemer and carried, the Utility Agreements were approved and executed. REMOVE RESOLUTION NO. 82-2000 FROM BOARD OF PUBLIC WORKS AGENDA - ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN CENTRE TOWNSHIP (SYLVIA HOUSER ANNEXATION) Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the following Resolution was removed from the agenda of the Board of Public Works. ADOPT RESOLUTION NO. 77-2000 - DISPOSAL OF OBSOLETE PROPERTY Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION NO. 77-2000 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) 1932 ROCKNE ONE (1) 1941 COMMANDER ONE (1) 1956 CHAMPION ONE (1) 1956 E13 TRUCK ONE (1) 1957 GOLDEN HAWK WHEREAS, Indiana Code 36-1-11-60 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 ofPublic Works ofthe City of South Bend that the items listed above are no longer needed by the City; are 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 1 OTH day of July, 2000. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA s/Gary A. Gilot, President s/M. Catherine Roemer, Member s/Donald E. Inks, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF DEEDS OF DEDICATION - MIAMI ROAD Mr. Gilot stated that the following Deeds of Dedication for parcels of land on Miami Road were submitted to the Board for approval. The Deeds of Dedication are for use of the public right of way for the City of South Bend for sewer installation along Miami Road. 6211 Miami Road D. Peregrine 6232 Miami Road D. Murphy 6135 Miami Road M. Phillips/C. Mainer REGULAR MEETING 6143 Miami Road 6223 Miami Road 6151 Miami Road 5715 Miami Road 6241 Miami Road 5525 Miami Road 6222 Miami Road 6101 Miami Road 6253 Miami Road JULY 10, 2000 V. Ganss M. Buysse S. Thomas Community Baptist Church (3 parcels) M. Seago R. Janizak (4 parcels) J. Bane K. Bradford (2 parcels) R. Lewandowski Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Deeds of Dedication for Miami Road were approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - WEBER SQUARE EAST AND WEST TO CORBY BOULEVARD - 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. Charles Roemer, 918 Weber Square East, South Bend, Indiana, to conduct the above referred to block party on August 12, 2000, from 3:00 p.m. until 11:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - LONGFELLOW FROM SUNNYSIDE TO MISHAWAKA AVENUE - 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. Meredith Allsop, 1229 Longfellow, South Bend, Indiana, to conduct the above referred to block party on July 29, 2000, from 3:00 p.m. until 7:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - ALTGELD FROM ST JOSEPH TO CARROLL - 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. Tony Tyler, 225 Altgeld, South Bend, Indiana, to conduct the above referred to block party on July 22, 2000, from 10:00 a.m. to 10:00 p.m. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CHANGE TRAFFIC PATTERNS - AREA OF 4H FAIRGROUNDS 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 Ronchetti, 4H Fairgrounds, South Bend, Indiana to change traffic patterns on Ironwood, Jackson and York Road, in conjunction with the 4H Fair to be held August 2 through7, 2000. Upon a motion made by Ms. Roemer, seconded by Mr. Inks and carried, the recommendation was approved. RELEASE EXCAVATION BOND Mr. Anthony Molnar, Engineer, Division ofEngineering, recommended that the following Excavation Bond be released as follows: EXCAVATION BOND Mueller Energy Services Released Effective July 10, 2000 Mr. Gilot made a motion that the recommendation be accepted and that the Bond be released as outlined above. Ms. Roemer seconded the motion which carried. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the following Certificates of Insurance were accepted for filing: �1 1 1 REGULAR MEETING CenturyTel, Inc. Post Office Box 4065 Monroe 71211 VanAusdall & Farrar 1214 N. Meridian Street Indianapolis, IN 46204 JULY 10, 2000 APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,102,808.34 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted lists containing claims in the amount of $333,658.73 and recommended approval. The Morris Performing Arts Center submitted claims and recommended approval. Further, Mr. Jon Hunt, Community & Economic Development, submitted one (1) claim on behalf of the St. Joseph Housing Consortium and recommended approval. Mr. Inks made a motion that the claims be approved and the reports as submitted be filed. Ms. Roemer 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 10:11 a.m. RECONVENE Upon a motion made by Mr. Gilot, seconded by Ms. Roemer and carried, the Board meeting was reconvened at 10:12 a.m., in order to discuss anew schedule for the Board ofPublic Works meetings. The Board discussed holding public agenda sessions to review agenda items for upcoming board meetings, which will provide an open accountability to government procedures and to accommodate a more pro -active approach to Board of Public Works agenda items. The Board discussed holding the meetings on the second and fourth Mondays of each month, beginning at 9:30 a.m., and holding a public agenda session the Thursday before each meeting, beginning at 8:00 a.m. In addition, the Board discussed adding reports from the Utility Managers regarding process control and permit compliance with our NPDES permit. Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Board approved and accepted the new schedule for the Board of Public Works, as well as adding additional reports to the agendas. 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 10:40 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President M. Catherine Roemer, Mem er Donald E. Inks, Member EST: f Angela . Jacob, C erk