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HomeMy WebLinkAbout06/16/97 Board of Public Works Minutes260 REGULAR MEETING JUNE 16; 1997 The regular meeting of the Board of Public Works was convened at 9:35 on Monday, June 16, 1997, by Board Member James R. Caldwell, with Mr. Carl P. Littrell and Ms. M. Catherine Roemer present. Also present was Board Attorney Anne Brunel. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the minutes of the regular meeting of the Board held on June 9, 1997, were approved. OPENING OF QUOTATIONS - MORRIS CIVIC ASBESTOS REMOVAL - PROJECT NO.97-69 Mr. Caldwell advised that this was the date set for the receiving and opening of sealed Quotations for the above referred to project. The Board did not receive any quotations. However, the Morris Civic received several quotations. Ms. Bruneel stated that as there were no formal quotations received at the meeting, the Morris Civic could negotiate with these bidders who submitted quotations. APPROVE CHANGE ORDER - 1996 SEWER LINING PROGRAM - PROJECT NO. 96-66 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 indicating that the Contract amount be increased $10,619.50 for a new Contract sum including this Change Order in the amount of $309,449.50. Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the Change Order was approved. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - PUBLIC WORKS PARTNERSHIP PROGRAM - ZONE 11 D - PROJECT NO. 96-009 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 (Final) indicating that the contract amount be decreased by $12,808.48 for a new contract sum including this Change Order in the amount of $51,102.52. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - PUBLIC WORKS PARTNERSHIP PROGRAM - ZONE 2 - PROJECT NO.96-009 Mr. Caldwell advised that Mr. Toy Villa, Public Construction Manager, has submitted Change Order No. 1 (Final) indicating that the contract amount be increased by $1,910.51 for a new contract sum including this Change Order in the amount of $61,522.51. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE COMMUNITY DEVELOPMENT CONTRACT The following Community Development Contract was presented to the Board for approval. HDC I Staff Support - $60,000.00 Upon a motion made by Mr. Caldwell, seconded by Mr. Littrell and carried, the above referred to Contract was approved and executed. Ms. Roemer abstained from voting, as she is a member of the Housing Development Corporation. ADOPT RESOLUTION NO. 44-1997 - INTENT TO ENTER INTO A LEASE PURCHASE AGREEMENT - SAFECO Upon a motion made by Mr. Littrell, seconded by Ms. Roemer and carried, the following Resolution was adopted by the Board of Public Works. In addition, a Proposal for a Municipal Lease Purchase was approved for said items: 261 REGULAR MEETING JUNE 16, 1997 RESOLUTION NO.44-1997 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, DECLARING ITS INTENT TO ENTER INTO A LEASE - PURCHASE AGREEMENT FOR COMPUTER EQUIPMENT AND M.I.S. UPGRADE FOR THE SOUTH BEND POLICE DEPARTMENT WHEREAS, the City of South Bend is desirous of purchasing computers and a M.I.S. upgrade for the South Bend Police Department; and WHEREAS, the City desires to finance said computers and upgrade by entering into a lease - purchase agreement; and WHEREAS, the Board of Public Works of the City of South Bend, Indiana, on June 16, 1997, received a petition ("Petition") signed by at least fifty (50) taxpayers of the City of South Bend, requesting that the Board, pursuant to I.C. 36-1-10, provide computers and overall M.I.S. upgrade for the South Bend Police Department by entering into a lease -purchase agreement with Safeco Credit Company of Minnetonka, Minnesota, for $1,645,000.00, for a term of three (3) years, with semi-annual lease payments of $302,104.25; and WHEREAS, the Board also received, on June 16, 1997, a certificate of the St. Joseph County Auditor, certifying that the verifier of the Petition and at least fifty (50) of the signatories of the Petition are taxpayers of property located within the corporate limits of the City of South Bend; and WHEREAS, I.C. 36-1-10-7(2) requires, that prior to the Board's entering into a lease agreement for a system, that the South Bend Common Council, after investigation, determine that the lease of the system is needed. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: 1) That the Board of Public Works of the City of South Bend, Indiana, hereby expresses its desire and intent to provide computers and overall M.I.S. upgrade for the South Bend Police Department by entering into a lease -purchase agreement with Safeco Credit Company of Minnetonka, Minnesota, for $1,645,000.00, for a term of three (3) years, with semi-annual lease payments of $302,104.25 2) That the Petition, as certified by the St. Joseph County Auditor and submitted to the Board on June 16, 1997, is hereby accepted for filing and made available for public inspection. 3) That the lease of the system shall be for a term of three (3) years with semi-annual lease payments of $302,104.25. Upon the expiration of the lease and upon full performance by the City, the system shall become the absolute property of the City of South Bend. 4) That the Proposed Lease Agreement will be made available for public inspection during the ten (10) day period prior to, and at, the public hearing. 5) That the Board directs and authorizes that a Resolution be filed with the City Clerk for consideration by the Common Council of the City of South Bend, Indiana, to establish, after investigation and consideration, its determination that the lease purchase of the system described herein is needed. 6) That a public hearing on the proposed lease is hereby set for June 30, 1997, at 9:30 a.m. in the City of South Bend Meeting Room, 1308 County -City Building, South Bend, Indiana, 46601, at which hearing all persons desiring to be heard will be given the opportunity to address whether the Proposed Lease is necessary and whether the proposed rental is fair and reasonable. 262 REGULAR MEETING JUNE 16, 1997 7) That this Resolution will be in full force and effect from and after its passage by the Adopted this 16th day of June, 1997. CITY OF SOUTH BEND, BOARD OF PUBLIC WORKS s/James R. Caldwell, Member s/Carl P. Littrell, Member s/M. Catherine Roemer, Member ATTEST: s/Angela K. Jacob, Clerk APPROVAL OF RECOMMENDATION - TO CLOSE STREET - COLLEGE FOOTBALL HALL OF FAME ENSHRINEMENT FESTIVAL Mr. Caldwell 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. Bernie Kish, College Football Hall of Fame, 111 South St. Joseph Street, South Bend, Indiana, to conduct the above referred to College Football Hall of Fame Enshrinement Festival, on Saturday, August 16, 1997, on Washington Street from St. Joseph Street to Michigan Street. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF RECOMMENDATION - TO CLOSE STREET - CONDUCT OUR LADY OF HUNGARY PARISH FESTIVAL Mr. Caldwell 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. Richard R. Gratzol, Festival Coordinator, 829 West Calvert Street, South Bend, Indiana to conduct the above referred to Our Lady of Hungary Parish Festival, on Saturday, July 19, 1997, on South Chapin Street from West Calvert to Bruce Street. Upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the recommendation was approved. APPROVAL OF APPOINTMENT OF MR. CARL P. LITTRELL TO THE AREA PLAN COMMISSION Upon a motion made by Mr. Caldwell, seconded by Mr. Roemer and carried, Mr. Carl P. Littrell was appointed by the Board of Public Works to serve as a member of the Area Plan Commission. APPROVE TRAFFIC CONTROL DEVICES Upon a motion made by Ms. Roemer, seconded by Mr. Littrell and carried, the following three (3) traffic control devices were approved: New Installation - Handicap Signs 505 South Brookfield Ms. Ward has met all the requirements New Installation - Handicap 1617 South Scott Mr. Kertis has met all the Sign requirements Revise - Handicap Sign 215 East Fox Ms. Dokey has moved from 406 N. Walnut to 215 East Fox APPROVE CONTRACTOR BOND Mr. Larry D. Spradlin, Sr., Engineer, Division of Engineering, recommended that the following Contractor Bond be approved as follows: BOND OF CONTRACTOR Bill Briones Approved June 16, 1997 f] 1 1 263 REGULAR MEETING JUNE 16, 1997 Mr. Caldwell made a motion that the recommendation be accepted and that the Bond be approved as outlined above. Ms. Roemer seconded the motion which carried. APPROVE CLAIMS Ms. M. Catherine Roemer, City Controller, submitted claims in the amount of $1,531,524.98 dated June 16, 1997 and recommended approval. Additionally, Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted two (2) lists containing claims in the amount of $222,600.20 and $18,680.63 and recommended approval. Ms. Roemer made a motion that the claims be approved and the reports as submitted be filed. Mr. Littrell seconded the motion which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Caldwell, seconded by Ms. Roemer and carried, the meeting adjourned at 9:45 a.m. ATTEST: Angela K. Jacob, Clerk �l BOARD OF PUBLIC WORKS Carl P. Littrell, Member James R. dwell, ember M. Catherine Roemer, Me ber