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HomeMy WebLinkAbout06/18/90 Board of Public Works Minutes191 REGULAR MEETING JUNE 18, 1990 The regular meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, June 18, 1990, by Board President John E. Leszczynski, with Mr. Leszczynski and Ms. Katherine Humphreys present. Board member Mrs. Patricia E. DeClercq was not in attendance. Also present was Assistant City Attorney Jenny Pitts Manier. AGENDA ITEM ADDED There being no objections by members of the Board, an Indemnification and Hold Harmless Agreement between the City and the South Bend Community School Corporation was added to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Humphreys, seconded by Mr. Leszczynski and carried, the minutes of the June 11, 1990, regular meeting of the Board were approved. OPENING OF BIDS - ST. JOSEPH/WAYNE STREET PARKING GARAGE - RETAIL SPACE IMPROVEMENTS PROJECT AND FILING OF NON-DISCRIMINATION COMMITMENT FORMS This was the date set for receiving and opening of sealed bids for the above referred to project. 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: GIBSON-LEWIS, INC. 1001 West llth Street Mishawaka, Indiana 46544 Bid was signed by Robert Carpenter, President, Non -Collusion Affidavit was in order and a five per cent (5%) Bid Bond was submitted. BID: BASE BID: $128,950.00 Alternate #1: $105,400.00 Alternate #2 (add to Alt. #1): $ 23,500.00 VAN OVERBERGHE BUILDERS, INC. 57440 Peggy Drive South Bend, Indiana 46619 Bid was signed by Richard VanOverberghe, President, Non - Collusion Affidavit was in order and a five per cent (5%) Bid Bond was submitted. BID: BASE BID: $148,455.00 Alternate #1: Deduct - $119,108.00 Alternate #2 (add to Alt. #1): Deduct - $ 29,347.00 KASER-SPRAKER CONSTRUCTION, INC. 25487 West State Road 2 P.O. Box 3605 South Bend, Indiana 46619 Bid was signed by Gary L. Spraker, President, Non -Collusion Affidavit was in order and a five per cent (5%) Bid Bond was submitted. BID: BASE BID: $153,450.00 Alternate #1: $125,970.00 Alternate 42 (add to Alt. #1): $ 27,480.00 192 REGULAR MEETING JUNE 18, 1990 HARRY H. VERKLER, CONTRACTOR, INC. 645 Wilber Street P.O. Box 3608 South Bend, Indiana 46619 Bid was signed by Fred H. Lusk, President, Non -Collusion Affidavit was in order and a five per cent (50) Bid Bond was submitted. BID: BASE BID: $129,222.00 Alternate #1: $110,980.00 Alternate #2 (add to Alt. #1): $ 18,242.00 MAJORITY BUILDERS, INC. 62900 U.S. 31 South South Bend, Indiana 46614 Bid was signed by Richard E. Slagle, President, Non -Collusion Affidavit was in order and a five per cent (50) Bid Bond was submitted. BID: BASE BID: $131,400.00 Alternate #1: $102,600.00 Alternate #2 (add to Alt. #1): $ 28,800.00 In response to questions from the news media, it was noted that it is anticipated that this project will begin in late July. It was further noted that the project entails the buildout of two (2) internal spaces in the first floor of the St. Joseph/Wayne Street Parking Garage. At this time, it is anticipated that one of those spaces will be occupied by a catering establishment. Alternate number one (1) is for completion of one space without a tenant and alternate number two (2) is for completion of the second space for a specific tenant. It is additionally noted that the tenant will pay for the cost of alternate number two (2) in addition to the terms of the Lease Agreement. Upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the above bids were referred to the Engineering Department for review and recommendation and the Non -Discrimination Commitment forms as submitted with the bids were accepted for filing. APPROVE CONTRACT FOR COLLECTION SERVICES - MIDWEST COLLECTION SERVICES, INC. Fire Chief Luther Taylor advised the Board that at its May 21, 1990, meeting, the Board awarded the Proposal of Midwest Collection Services to collect overdue ambulance accounts for 1990. Accordingly, the appropriate Contract has been prepared covering the period from January 1, 1990 through December 1990. Chief Taylor noted that the Contract has been reviewed and executed by Mr. John Nickelson of Midwest Collection Services. Therefore, Ms. Humphreys made a motion that the Contract as submitted be approved. Mr. Leszczynski seconded the motion which carried. ADOPT RESOLUTION NO. 17-1990 - (POLICE DEPARTMENT) �L OF SERVICE REVOLVER In a letter to the Board, Police Chief Ronald G. Marciniak advised that Corporal Michael Fulnecky has retired in good standing from the South Bend Police Department effective March 16, 1990 after twenty-one (21) years of service. Chief Marciniak noted that in keeping with Section 2-124 of the Municipal Code of the City of South Bend, Indiana, it is requested that the Board declare Corporal Fulnecky's service revolver as surplus property and no longer useful to the City. Chief Marciniak further noted that this declaration will 1 193 REGULAR MEETING JUNE 18, 1990 authorize the presentation of the firearm to Corporal Fulnecky as a tribute of his service to the City. Therefore Ms. Humphreys made a motion that the Resolution as submitted declaring this service revolver no longer useful to the City be adopted. Mr. Leszczynski seconded the motion which carried and the following Resolution No. 17-1990 was adopted: RESOLUTION NO. 17-1990 WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88, which mandates the Board of Public Works of the City of South Bend to determine that the service revolver of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, Corporal Michael Fulnecky has retired from the South Bend Police Department after twenty-one (21) years of service and the Board of Public Safety of the City of South Bend has determined that he has retired in good standing; and WHEREAS, I.C. 36-1-11-6 permits and establishes procedure for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that service revolver Serial No. 251K405 a .357 caliber Smith and Wesson revolver, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 18th day of June, 1990. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND s/John E. Leszczynski s/Katherine Humphreys ATTEST: s/Sandra M. Parmerlee, Clerk ADOPT RESOLUTION NO. 18-1990 - ESTABLISHING VARIOUS ACCOUNTING AND INVENTORY POLICIES AND PRACTICES Ms. Katherine Humphreys, Director, Administration and Finance, advised that the Resolution submitted today establishes 194 REGULAR MEETING JUNE 18, 1990 accounting practices for developing and maintaining a fixed asset inventory. She noted that the last fixed asset inventory was completed in approximately 1979 and this inventory requirement has been an audit qualification since that time. In order to have that qualification removed, the City has undertaken the process and therefore this Resolution establishes the process and maintenance of the fixed asset inventory including acquisition and disposition. Therefore, Ms. Humphreys made a motion that the Resolution as submitted be adopted. Mr. Leszczynski seconded the motion which carried, and the following Resolution No. 18-1990 was adopted: RESOLUTION 18-1990 RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ESTABLISHING VARIOUS ACCOUNTING AND INVENTORY POLICIES AND PRACTICES WHEREAS, the State Board of Accounts has recently completed its annual audit of the City of South Bend, Indiana, including an audit of the City's inventory of fixed and moveable assets; and WHEREAS, the institution and implementation of formal policies and practices concerning City inventories recommended by the State Board of Accounts will streamline and provide for the efficient completion of future City audits; and WHEREAS, the Board of Pubic Works, pursuant to I.C. 36-9-6-2 has supervisory control over property belonging to the City of South Bend, Indiana. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS: 1. That the City Controller of the City of South Bend, Indiana shall maintain a General Fixed Asset Group of Accounts which shall include all fixed and movable assets, except infrastructure assets, of the City of South Bend that have a useful life of more than one year and a basis of $1,000.00 or more. In addition, the City Controller or the departments of the City may maintain fixed asset inventories that include assets that do not meet the capitalization criteria of the General Fixed Asset Account Group, assets that are categorized as infrastructure assets, or insured fixed assets. 2. That for purposes of maintaining a General Fixed Asset Group of Accounts the following definitions are provided: A. Basis - The basis of an asset is the original historical cost of the asset or the estimated original historical cost if the actual cost is unknown. For donated assets, the basis of the asset is the fair market value of the asset at the date of the donation of the asset. Ordinary and necessary repairs that do not extend the life or alter the asset by greater than 50o do not add to the basis of the asset for the purpose of capitalization in the General Fixed Asset Account Group. B. Infrastructure Assets - Infrastructure assets are public domain 195 REGULAR MEETING JUNE 18, 1990 fixed assets such as roads, bridges, curbs and gutters, streets and sidewalks, drainage systems, lighting systems and similar assets that are immovable and of value only to the governmental unit, including land improvements for City recreational properties. 3. That all City departments are required to submit asset acquisition and disposal forms to the City Controller for each purchase, other acquisition, disposal, or other disposition of each asset owned by or assigned to the department that meets the asset capitalization criteria. Asset date submission must be made on forms provided by the City Controller. Form must be submitted at the time of the acquisition or disposal of the asset. 4. That all City departments are required to periodically, but not less often than biennially, conduct an inventory of all fixed assets owned by or assigned to the department including fixed, movable and infrastructure assets. This inventory must be reconciled to the General Fund Asset Account Group inventory maintained by the City Controller of the City of South Bend, and all discrepancies must be immediately reported to the City Controller. 5. That the City will produce a listing of all fixed assets with additions and deletions for each calendar year to be submitted for audit. 6. That this resolution shall be in full force and effect from and after its adoption by the Board of Public Works for the City or South Bend, Indiana. Adopted this 18th day of June, 1990. BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA s/John E. Leszczynski s/Katherine Humphreys ATTEST: s/Sandra M. Parmerlee, Clerk REQUEST OF CHIPPEWA HEIGHTS WESLEYAN CHURCH KIDS KLUB TO CONDUCT PARADE - JULY 14, 1990 - REFERRED In a letter to the Board, Larry R. Moore, Pastor, Chippewa Heights Wesleyan Church, 3702 South Michigan Street, South Bend, Indiana, advised that the Kids Klub of the Church is seeking permission to conduct a parade on Saturday, July 14, 1990 at 10:00 a.m. Pastor Moore noted that the parade is being planned in national observance of July 4th and as promotion and publicity for their club in the community. The proposed route would lead the marchers from the Church east on Chippewa Avenue, north on Fellows, east on to Southmore and making a circle in the housing development and returning to the church south on Fellows and west on Chippewa Avenue. Mr. Leszczynski made a motion that the request be referred to the appropriate City departments and bureaus for review and recommendation. Ms. Humphreys seconded the motion which carried. i9f) REGULAR MEETING JUNE 18, 1990 APPROVE BLOCK PARTY REQUESTS: - TO CLOSE WAYNE STREET, BETWEEN ESTHER AND GREENLAW - .TTTT.V d 1 AA(1 - TO CLOSE SUNNYMEDE AVENUE, BETWEEN TWYCKENHAM AND GREENLAWN - JULY 4, 1990 - TO CLOSE SMITH STREET, FROM HUEY TO OLIVE - JUNE 24, 1990 - TO CLOSE PARKOVASH, FROM IROQUOIS TO LAFAYETTE - JULY 14, 1990 - TO CLOSE DALE, BETWEEN IRVINGTON AND ECKMAN - JUNE 30, 1990 Mr. Leszczynski advised that the appropriate City departments and bureaus have reviewed the above referred to block party requests and approval is recommended. It is noted that the block party requests were submitted to the Board on June 11, 1990. Ms. Humphreys made a motion that the recommendations be accepted and the block parties be approved. Mr. Leszczynski seconded the motion which carried. APPROVE REOUESTS: - OF CITY AWNING TO INSTALL AWNING AT 2306 MISHAWAKA AVENUE - OF CITY AWNING TO INSTALL TWO (2) CANOPIES AT 325 LAFAYETTE BOULEVARD - OF ST. MARY OF THE ASSUMPTION CHURCH TO CLOSE A PORTION OF ASSUMPTION DRIVE IN CONJUNCTION WITH PARISH FESTIVAL - AUGUST 19, 1990 Mr. Leszczynski advised that the appropriate City departments and bureaus have reviewed the above referred to requests which were submitted to the Board on May 21, 1990, May 7, 1990 and June 11, 1990 and approval is recommended. Mr. Leszczynski therefore made a motion that the recommendation be accepted and the requests be approved. Ms. Humphreys seconded the motion which carried. APPROVE SIDEWALK SALE PERMIT APPLICATION Mr. Leszczynski advised that the Board is in receipt of a Sidewalk Sale Permit application as submitted by Dainty Maid Bake Shop, 231 South Michigan Street, South Bend, Indiana, to provide baked foods, on the public right-of-way, in front of their business on June 28-30, 1990 and July 1, 1990 by means of a portable booth. Mr. Leszczynski made a motion that the application be approved subject to the submission of the appropriate Indemnification Agreement. Ms. Humphreys seconded the motion which carried. APPROVE INDEMNIFICATION AGREEMENT - ETHNIC FESTIVAL PARADE Mr. Leszczynski advised that the Board is in receipt of an Indemnification and Hold Harmless Agreement between the City and the South Bend Community School Corporation in conjunction with the City's use of lots and restrooms at School Field, located at 420 South Eddy Street, on Saturday, June 30, 1990 for Ethnic Festival activities. Mr. Leszczynski made a motion that the Agreement as submitted be approved and executed. Ms. Humphreys seconded the motion which carried. 1 1 REGULAR MEETING JUNE 18, 1990 iquiV Liam FILING OF HUMANE SOCIETY MONTHLY REPORT - MAY The Humane Society report for the month of May indicating the number and types of animals handled for the City of South Bend was submitted. Upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the report as submitted was accepted and filed. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORT A report from the Department of Code Enforcement indicating a total of sixty-seven (67) properties cleaned from May 29, 1990 to June 5, 1990, was submitted. Upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the report as submitted was filed. APPROVE CLAIMS Mr. Juan A. Manigault, Executive Director, Employment & Training Services of St. Joseph County, submitted a list containing sixty-seven (67) claims and recommended approval. Additionally, Chief Deputy Controller John D. Leisenring submitted Claim Docket No. 9794 through Claim Docket No. 10022 for approval and Voucher Nos. 487-522 for the Bureau of Wastewater, Voucher Nos. 385-427 for the Bureau of Sewers and Voucher Nos. 26-27 for the Bureau of Solid Waste were submitted for approval. Upon a motion made by Ms. Humphreys, seconded by Mr. Leszczynski and carried, the claims and vouchers were approved and the reports as submitted were filed. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Ms. Humphreys, seconded by Mr. Leszczynski and carried, the meeting adjourned at 9:53 a.m. Katherine Humphreys ATT ST: i Sandra M. Parmerlee, Clerk