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HomeMy WebLinkAbout04/20/92 Board of Public Works MinutesREGULAR MEETING APRIL 20, 1992 D 1 The regular meeting of the Board of Public Works was convened at 9:32 a.m. on Monday, April 20, 1992, by Board President John E. Leszczynski, with Mr. Leszczynski, Mr. James R. Caldwell and Mrs. Mary H. Mueller present. AGENDA ITEM STRICKEN There being no objections by members of the Board, the filing of Environmental Clean-up of Lots Reports was stricken from the agenda as no reports were submitted. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Caldwell, seconded by Mrs. Mueller and carried, the minutes of the regular meeting of the Board held on April 13, 1992, were approved. OPENING OF BIDS - TWO (2) SINGLE AXLE CAB AND CHASSIS 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. Board Attorney Mary H. Mueller advised that the bid submitted by Wise International Trucks, Inc., 4849 West Western Avenue, South Bend, Indiana, was not properly signed and she therefore made a motion that the bid be rejected. Mr. Caldwell seconded the motion which carried. The following bids were opened and publicly read: JORDAN MOTORS, INC. 609 East Jefferson Boulevard Mishawaka, Indiana 46545 Bid was signed by Mr. Thomas L. Wargo, Non -Collusion Affidavit was in order, Non -Discrimination Commitment form was completed and a ten per cent (10%) Bid Bond was submitted. BID: Two (2) 1992 Ford F600 Trade -Ins: 1982 C30 and 1983 F600 Total: $24,485.00 each $48,970.00 total $ 1,100.00 $47,870.00 SHAMROCK FORD TRUCK SALES, INC. 4707 West Western Avenue South Bend, Indiana 46619 Bid was signed by Ms. Dorinda Chambers, Non -Collusion Affidavit was in order, Non -Discrimination Commitment form was completed and a ten per cent (10%) Bid Bond was submitted. BID: Two (2) F600 Cab & Chassis $22,180.36 each $44,360.72 Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the above bids were referred to the Department of Sanitation for review and recommendation. OPENING AND AWARD OF BIDS - SALE OF ABANDONED VEHICLES This was the date set for receiving and opening of sealed bids for the sale of approximately thirteen (13) abandoned vehicles REGULAR MEETING APRIL 20, 1992 which have been stored at Super Auto Salvage Corporation, 3300 South Main Street, South Bend, Indiana. 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: MR. WALTER KOWALSKI K AUTO SALVAGE 55670 Sonora South Bend, Indiana 46619 VEHICLE NO. TAG NO. AMOUNT BID 1. 13186 $ 91.00 2. 13296 $ 36.00 3. 21003 $110.00 4. 21077 $ 71.00 5. 21273 $ -0- 6. 21295 $ -0- 7. 21310 $ 42.00 8. 21351 $146.00 9• 21441 $ 33.00 10. 21464 $266.00 11. 21660 $ -0- 12. 21679 $ 77.00 13. 21695 $309.00 MR. DAVE EDMONDS 1919 Ontario Niles, Michigan 49120 BID: VEHICLE NO. TAG NO. 10. 21464 MR. GENE HANCZ STEVE & GENE'S AUTO TRUCK SALVAGE 3109 Gertrude Street P.O. Box 2883 South Bend, Indiana 46680 BID: AMOUNT BID $198.79 VEHICLE NO. TAG NO. AMOUNT BID 1. 13186 $ 57.80 2. 13296 $ 57.85 3• 21003 $ 59.85 4. 21077 $ 57.85 5. 21273 $ 49.80 6. 21295 $ 27.80 7. 21310 $ 59.85 8. 21351 $ 57.80 9• 21441 $ 57.80 10. 21464 $ 85.85 11. 21660 $ 49.85 12. 21679 $ 57.80 13. 21695 $ 57.85 I 1 1 REGULAR MEETING APRIL 20, 1992 121 1 1 Upon a motion made by Mr. Caldwell, seconded by Mrs. Mueller and carried, the above bids were referred to the Department of Code Enforcement for immediate review and recommendation in order that an award could be made prior to adjournment of the meeting. Following that review, upon a motion made by Mr. Caldwell, seconded by Mrs. Mueller and carried, the following bids were awarded: MR. WALTER KOWALSKI K AUTO SALVAGE 55670 Sonora South Bend, Indiana 46619 VEHICLE NO. TAG NO. AMOUNT BID 1. 13186 $ 91.00 3• 21003 $110.00 4. 21077 $ 71.00 8. 21351 $146.00 10. 21464 $266.00 12. 21679 $ 77.00 13. 21695 $309.00 MR. GENE HANCZ STEVE & GENE'S AUTO TRUCK SALVAGE 3109 Gertrude Street P.O. Box 2883 South Bend, Indiana 46680 VEHICLE NO. TAG NO. AMOUNT BID 2. 13296 $ 57.85 5. 21273 $ 49.80 6. 21295 $ 27.80 7. 21310 $ 59.85 9. 21441 $ 57.80 11. 21660 $ 49.85 TOTAL: $1,372.95 APPROVE COMMUNITY DEVELOPMENT CONTRACTS The following Community Development Contracts were presented to the Board for approval: CONTRACT HOUSING DEVELOPMENT CORPORATION OF ST. JOSEPH COUNTY CHRISTMAS IN APRIL The targeted goals for this activity are to make housing repairs to fifteen (15) residential units occupied by low/moderate income (less than eighty per cent (80%) of median) households. The total cost of this activity shall not exceed $25,000.00. CONTRACT NEIGHBORHOOD HOUSING SERVICES OF SOUTH BEND. INC. NHS HOUSING ASSISTANCE PROGRAMS The targeted goals for this activity are: - to provide administrative and technical support to the Acquisition/Rehab/Rental and Revolving Loan Programs - to make six (6) rehabilitation loans to low to moderate income homeowners within the City's northeast neighborhood - to restore to marketable condition and offer for sale the vandalized properties located at 1010 North St. Peter and 1050 N. Georgiana REGULAR MEETING APRIL 20, 1992 - to continue the efficient and effective management of twenty (20) rental units within the City's northeast and northwest neighborhoods - to promote home ownership to low and moderate income residents by assisting in the sale of one (1) home to a first time home buyer and hosting a community awareness event with the Northeast Neighborhood Council - to participate fully in the activities of the Planning Partnership by being instrumental in both the implementation of its short-term directive and achievement of its long-range goals in the northeast neighborhood - to identify, by December 31, 1992, the activities and types of projects to be offered and promoted by NHS during the calendar year 1993. The total cost for this activity shall not exceed $30,000.00. Upon a motion made by Mr. Caldwell, seconded by Mrs. Mueller and carried, the Contract with Hou in eveiopme-nt Cor-poration was approved. Additionally, upon a motion made by Mr. Leszczynski, seconded by Mrs. Mueller and carried, the Contract with Neighborhood Housing Services was approved. Mr. Caldwell abstained from voting on this Contract as he is a member of the NHS Board. APPROVE CONSULTANT AGREEMENT - RAW SEWAGE PUMP MOTOR REPLACEMENT - WASTEWATER TREATMENT PLANT Mr. Leszczynski advised that submitted to the Board is a Consultant Agreement with Cole Associates, Inc., 2211 East Jefferson Boulevard, South Bend, Indiana to provide design engineering and construction inspection for the replacement of a forty (40) year old raw sewage pump #3 engine and associated work at the South Bend Wastewater Treatment Plant. It is noted that the Agreement indicates that the total fee paid to the Consultant for design engineering and other services through the bidding process shall not exceed $17,480.00. The total fee paid to the Consultant for construction inspection shall not exceed $2,900.00. Mrs. Mueller made a motion that the Agreement be approved and executed. Mr. Caldwell seconded the motion which carried. APPROVE CONSULTANT AGREEMENT - CONDITION SURVEY OF TWO (2) CITY -OWNED PARKING GARAGES Mr. Leszczynski advised that Desman Associates, 300 West Washington Street, Suite 1010, Chicago, Illinois, has submitted a Consultant Agreement for a condition survey of the Colfax and Jefferson Parking Garages, two (2) City -owned parking facilities. Mr. Leszczynski noted that the one (1) parking garage has had no rehabilitation since it was built. As part of the study, the structures will be looked at to determine if there has been any salt damage as well as the electrical and mechanical condition of the facilities. Mrs. Mueller noted that the total cost for these services at both facilities is $15,000.00. Mrs. Mueller made a motion that the Agreement be approved and executed. Mr. Caldwell seconded the motion which carried. ADOPT RESOLUTION NO. 16-1992 - ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXED AREA IN CLAY TOWNSHIP Mr. Caldwell made a motion that the above referred to Resolution which has been submitted to the Board be adopted. Mrs. Mueller seconded the motion which carried and the following Resolution No. 16-1992 was adopted: Fj L� REGULAR MEETING APRIL 20, 1992 RESOLUTION NO. 16-1992 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 ANNEXED AREA IN CLAY TOWNSHIP WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an ordinance which proposes the annexation of the hereinafter described real estate located in Clay Township, St. Joseph County, Indiana; and WHEREAS, the territory proposed to be annexed is located in Clay Township, to the southeast of the intersection of Douglas Road with Hickory Road, extended, and is needed and can be used by the City for its development in the reasonably near future, the development of which land will require a level of municipal public services basic to the establishment and maintenance of such development, which services shall include services of a non -capital nature, including street and road maintenance, and services of a capital improvement nature, including street construction, street lighting, sewer facilities, and storm water facilities; 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 and other non -capital services normally provided within the corporate boundaries, and services of a capital improvement nature, including street construction, street lighting, sewer facilities, and storm water drainage facilities 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, that have characteristics of topography, patterns of land use, and population density similar to that of the territory to be annexed; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after 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 that have characteristics of topography, patterns of land use and population density similar to that of the territory to be annexed and in a manner consistent with federal, state and local laws, procedures,.and planning criteria; and (6) the plan for hiring the employees of 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 of the area proposed to be annexed that the real property located in Clay Township, 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 of Public Works, to furnish to said territory services of a non -capital nature, such as street and REGULAR MEETING APRIL 20, 1992 road maintenance, within one (1) year of the effective date of the annexation, in a manner equivalent in standard and scope to the services furnished by the City to other areas of the City which have characteristics of topography, patterns of land utilization and population density similar to said territory; and to furnish to said territory services of a capital improvement nature, such as street construction, street lighting, sewer facilities, and storm water facilities, within three (3) 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 that have characteristics of topography, patterns of land use and population density similar to that of the territory to be annexed and in a manner consistent with federal, state and local laws, procedures, and planning criteria. Section III. That the Board of Public Works shall and does hereby now establish and adopt the fiscal plan described in Exhibit "B," attached hereto and made a part hereof, for the furnishing of said services to the territory to be annexed. Adopted this 20th day of April, 1992. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/John E. Leszczynski s/James R. Caldwell s/Mary Hall Mueller Attest: s/Sandra M. Parmerlee, Clerk EXHIBIT "A" A parcel of land being a part of the Northeast Quarter of Section 32, Township 38 North, Range 3 East, Clay Township, St. Joseph County, Indiana, being more particularly described as follows: Beginning at the Northeast corner of the Northeast Quarter of said Section 32; Thence, West along the North Section Line of said Section 32 a distance of 465 feet, more or less, to the Northwest corner of property described as St. Joseph County, Indiana, Tax Key Number 02-2023-0548.08; Thence, South a distance of 752.75 feet along the West line of said Tax Key Number 02-2023-0548.08 to the Southwest corner of said Tax Key Number 02-2023-0548.08, also being the Northeast corner of Tax Key Number 02-2023-0548.13; Thence, South a distance of 561.44 feet along the East line of said Tax Key Number 02-2023-0548.13 and Tax Key Number 02-2023-0548.05 to the Southeast corner of said Tax Key Number 02-2023-0548.05; Thence, East a distance of 218 feet, more or less, along the North line of said Tax Key Number 02-2023-0549, also being a South Bend City Limit, to the Northeast corner of said Tax Key Number 02-2023-0549; Thence, South a distance of 1321.70 feet along the East line of said Tax Key Number 02-2023-0549, also being a South Bend City Limit, to the Centerline of Hepler Road, also being the South line of the said Northeast 1/4 Section 32, T38N, R3E and a South Bend City Limit; C �l 7 REGULAR MEETING APRIL 20, 1992 Thence, East a Distance of 245.00 feet, more or less, along the said South line of said Northeast 1/4 of Section 32, T38N, R3E also being a South Bend City Limit, to the East line of Said Section 32; Thence, North along said East line of Section 32 to the Northeast corner of said Section 32, the place of beginning. It is noted that also attached to the Resolution, as Exhibit "B", was a seventeen (17) page Fiscal Plan for Annexation of Contiguous Territory. Mr. Larry Magliozzi, Senior Planner, Department of Economic Development, advised the Board that the Resolution contained several errors which Board Attorney Mary Mueller corrected. Additionally, Mr. Magliozzi advised that the parcel to be annexed contains twenty-one (21) acres and is presently zoned residential. ADOPT RESOLUTION NO. 17-1992 - WRITE-OFF OF AMBULANCE SERVICES' OUTSTANDING ACCOUNTS Mr. Leszczynski noted that Fire Chief Luther Taylor submitted to the Board a Resolution which will write-off the ambulance services' outstanding accounts which are considered to be uncollectible for the year 1989. This action will close the books for 1989. Chief Taylor noted that during 1989, the City billed a total of $692,128.50 for ambulance services. The total amount to be written off for 1989 is $191,415.50. This results in $500,713.00 in revenue or a seventy-two per cent (720) collection rate for 1989. The Chief noted that the procedure for ambulance billing is to turn the account over to a collection agency after one hundred twenty (120) days from the date of service. After the collection agency exhausts every effort to collect these accounts, they are written off. Assistant Fire Chief Rick Switalski was present and advised the Board that in 1989 the Fire Department expanded their emergency services and also added the neo-natal unit. This expansion accounts for the higher write-off in 1989 than in 1988 and also caused an additional billing of $208,000.00. Chief Switalski informed the Board that this write-off procedure has been recommended by the State Board of Accounts. He noted that even though they write them off, efforts continue to try to collect. Chief Switalski also noted that the national collection average for emergency ambulance collection is sixty per cent (60%) to sixty-five per cent (65%) and the City's collection rate of seventy-two per cent (72%) is above the average. Therefore, Mrs. Mueller made a motion that the Resolution which has been prepared be adopted. Mr. Caldwell seconded the motion which carried and the following Resolution No. 17-1992 was adopted: RESOLUTION NO. 17-1992 WHEREAS, the City of South Bend, through its Emergency Medical Services Department, charged the persons listed on the attached documents for ambulance services; and WHEREAS, the charges have not been paid to the City of South Bend after at least three (3) notices were sent to the person who received the services; and REGULAR MEETING APRIL 20, 1992 WHEREAS, Federated Collection Agency has made every attempt to collect the aforementioned charges, and has not been successful; and WHEREAS, the Indiana State Board of Accounts has instructed the City to write-off all uncollectible accounts after every attempt to collect them has been made; and WHEREAS, the City of South Bend, by and through its Board of Public Works, desires to write off the accounts listed on the attached documents. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, that the attached documents totaling $191,415.50 be written off the accounts receivable of the City of South Bend as uncollectible. Dated: April 20, 1992. ATTEST: s/Sandra M. Parmerlee, Clerk APPROVE CHANGE ORDER NO. 1 (FINAL) AN AFFIDAVIT - ASBESTOS ABATEMENT - 1238 1331 WEST WASHINGTON BOARD OF PUBLIC WORKS s/John E. Leszczynski s/James R. Caldwell s/Mary H. Mueller CT COMPLETION -1248, 1301-1305 AND Mr. Leszczynski advised that Asbestos Services, Inc., 9028 Hills Road, Baroda, Michigan, submitted Change Order No. 1 (Final) indicating that the Contract amount be increased by $7,700.00 for a new Contract sum, including this Change Order, in the amount of $46,265.70. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Upon a motion made by Mrs. Mueller, seconded by Mr. Caldwell and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved. APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF PROPOSALS FOR SERVICES OF A COLLECTION AGENCY FOR PAST DUE AMBULANCE ACCOUNTS In a letter to the Board, Fire Chief Luther Taylor advised that the Fire Department E.M.S. Division utilizes the services of a collection agency for past due ambulance accounts. Chief Taylor therefore requested that the Board solicit Proposals for debt collection services for past due ambulance accounts for the year 1992. Mr. Leszczynski made a motion that the request be approved. Mr. Caldwell seconded the motion which carried. REQUESTS REFERRED: Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the following requests were referred to the appropriate departments and bureaus for review and recommendation: OF WOMEN'S CARE CENTER TO CONDUCT 5 MILE AND 10 MILE WALK-A-THON - JUNE 14 1992 Ms. Michelle Alexander, Mishawaka Staff Counselor, Women's Care Center, 417 North St. Louis Boulevard, P.O. Box 4361, South Bend, Indiana and 321 South Spring Street, Mishawaka, Indiana, advised that the Women's Care Centers of South Bend and Mishawaka are requesting permission to hold a Walk-A- Thon on June 14, 1992 at 12:30 p.m. They would like the Walk to follow the river and start and finish near the East Race. They would like to have a five (5) mile and a ten (10) mile route if possible. 1 1 1 127 REGULAR MEETING APRIL 20, 1992 Ms. Alexander advised that the Women's Care Center is a non-profit organization that provides pregnancy help to needy women and are currently supported by 2,500 individuals, families, churches and businesses in the South Bend/Mishawaka communities. - OF VFW POST 1167 TO CONDUCT ANNUAL POPPY DAY SALES - MAY 8-9, 1992 Mr. Edward Drueling, Poppy Chairman, Mr. J. General McClanahan, Commander and Mr. George Grenert, Quartermaster, Veterans of Foreign Wars of the U.S., South Bend Post No. 1167, 1047 Lincolnway East, South Bend, Indiana, 46601, requested permission to hold their annual Poppy Day Sale on the sidewalks throughout the City of South Bend on Friday and Saturday, May 8-9, 1992. The purpose of the sale is to secure funds for welfare and relief work among widows and orphans of veterans. Poppies will be sold through canister sales. All workers will be volunteers. APPROVE REQUEST OF STUDEBAKER NATIONAL MUSEUM FOR STREET CLOSINGS IN CONJUNCTION WITH STUDEBAKER FESTIVAL - MAY 1-3 1992 Mr. Leszczynski advised that the appropriate City departments and bureaus have reviewed the above referred to request which was submitted to the Board on April 6, 1992 and approval is recommended. Therefore, Mr. Leszczynski, made a motion that the request be approved. Mrs. Mueller seconded the motion which carried. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the following one (1) traffic control device was approved: 1. NEW INSTALLATION: Handicap - One (1) space LOCATION: 810 Roosevelt REMARKS: Pursuant to requested submitted to the Board on February 24, 1992, by Mr. Dale Walton APPROVE CONTRACTORS BOND Mr. Leszczynski noted that the Engineering Department has recommended that the Bond of Contractor for Jimbos Concrete be approved effective April 20, 1992. Mr. Leszczynski made a motion that the recommendation be accepted and the bond be approved. Mr. Caldwell seconded the motion which carried. APPROVE SECONDHAND DEALERS LICENSE APPLICATION Mr. Leszczynski advised that the following one (1) secondhand dealers license application has been received: NAME: RED'S INC. BY: MR. STEPHEN KRUPNIK ADDRESS: 1072 Lincolnway East FOR THE PURPOSE OF SELLING: Unredeemed pledges Mr. Leszczynski further advised that favorable recommendations have been received from the Bureau of Traffic and Lighting, Department of Code Enforcement, Police Department and Fire Department on the above application. Upon a motion made by Mr. Caldwell, seconded by Mrs. Mueller and carried, the license application was approved and referred to the Deputy Controller's office for issuance of a license. REGULAR MEETING APRIL 20, 1992 FILING OF CERTIFICATE OF INSURANCE Upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the Certificate of Insurance for Youth Service Bureau of St. Joseph County, Inc., 2222 Lincolnway West, South Bend, Indiana, was accepted and filed. APPROVE CLAIMS Mr. Leszczynski stated that the Deputy Controllers Office has submitted claims in the amount of $1,565,746.33 and recommended approval. Additionally, Mr. Juan A. Manigault, Executive Director, WDS of Northern Indiana, submitted claims totalling $265,189.93 and recommended approval. Therefore, Mr. Caldwell made a motion that the claims be approved and the reports as submitted be filed. Mrs. Mueller seconded the motion which carried. PRIVILEGE OF THE FLOOR: IONS S IN E NEWS MEDIA CONCERNING THE OF THE It is noted that in the past week downtown Chicago experienced a major collapse in their underground infrastructure system. Mr. Tom Howell, Radio Station U93, inquired of Mr. Leszczynski if any part of the infrastructure in the City of South Bend is as bad as the condition of the infrastructure in Chicago that collapsed. Mr. Leszczynski noted that the City has one hundred (100) year old storm sewers but the problem in Chicago was that piles were incorrectly installed and that is what caused that collapse. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Mr. Caldwell and carried, the meeting adjourned at 9:54 a.m. � , _ME w �N 7 AT ST:AT ST: 14LJ�1&/ Sandra M. Parmerlee, Clerk 1 1 1