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HomeMy WebLinkAbout05/13/86 Board of Public Works Minutes154 REGULAR MEETING MAY 13, 1986 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Tuesday, May 13, 1986, by President John E. Leszczynski, with Mr. Leszczynski, Ms. Katherine G. Barnard and Mr. Michael L. Vance present. Also present was Chief Deputy City Attorney Thomas Bodnar. AGENDA ITEMS ADDED Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the following items were added to the agenda: 1. Agreement for Secretarial Services (Code Enforcement Hearing Officer) 2. Acceptance of Water Easement 3. Award bid for additional street materials for South Bend Street Department for 1986 APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the minutes of the May 6, 1986, regular meeting of the Board were approved. OPENING AND AWARD - 423 SOUTH HARRIS OF CITY -OWNED PRO - 1510 SOUTH ST. JOSEPH STREET Mr. Leszczynski advised that this was the date set for the receiving and opening of sealed bids for the sale of City -owned property at 423 South Harris Street and 1510 South St. Joseph 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 received: 423 SOUTH HARRIS Mr. Leszczynski advised that'one (1) bid has been received from Mr. Elberto Garcia, 425 South Harris Street, South Bend, Indiana, in the amount of $200.00. It was noted that the property has an appraisal value of $305.00 Upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the offer of $200.00 for the property at 423 South Harris was accepted and the matter referred to the City Attorney's office for the drafting of the appropriate Purchase Agreement. 1510 SOUTH ST. JOSEPH STREET Mr. Leszczynski advised that one (1) bid has been received from Fidencio Bueno, 210 East Haney Street, South Bend, Indiana, in the amount of $80.00. It was noted that the property has an appraisal value of $160.00. Upon a motion made by Mr. Vance, seconded by Ms. Barnard and carried, the offer of $80.00 for the property at 1510 South St. Joseph Street was accepted and the matter referred to the City Attorney's office for the drafting of the appropriate Purchase Agreement. APPROVE AGENCY AND ESCROW AGREEMENT BETWEEN BOARD OF PARK COMMISSIONERS, BOARD OF PUBLIC WORKS AND SECURITY PACIFIC NATIONAL BANK (STANLEY COVELESKI REGIONAL STADIUM) Mr. Leszczynski advised that submitted to the Board for approval was the above referred to Agreement which is among the Board of Park Commissioners, the City of South Bend and Security Pacific National Bank. 1 C 1 55 REGULAR MEETING MAY 13. 1986 He stated that this Agreement is provided for in the Lease Purchase Agreement and indicates that the Park Board and the Board of Public Works are appointed to act as agents of Security Pacific for purposes of using the public bidding statutes which will permit the maximum involvement of local contractors and suppliers in the construction of the Coveleski Regional Stadium and executing construction contracts on behalf of Security Pacific. Further, the Agreement appoints lst Source Bank as escrow agent and establishes the escrow fund to receive the $5.25 million dollars from Security Pacific which will finance the acquisition of the site and construction of the facility as well as providing for the method that funds will be disbursed from the escrow as construction proceeds. It was noted that this Agreement will be approved and executed by the Board of Park Commissioners at their next meeting and has already been executed by Security Pacific National Bank. Mr. Vance advised that the City did solicit proposals and rates from local banks in regards to the establishment of this escrow account just as it tried to get local banks involved in the actual funding of the project. The result of this solicitation was the selection of lst Source Bank as the Escrow agent. In response to an inquiry of whether or not there was an interest rate on the escrow account, Mr. Vance stated that there is an overall acceptance fee, annual administration fee based on the amount of funds in the escrow account and fees for disbursement of funds. It is estimated that approximately $2,500.00 will be paid in fees during the life of the escrow account. Upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the above referred to Agreement was approved and executed. FAVORABLE RECOMMENDATION - ALLEY VACATION: 1ST N/S ALLEY E. OF EDDY STREET, RUNNING NO. FROM ST. VINCENT STREET TO THE INTERSECTING E/W ALLEY Mr. Leszczynski advised that the matter of providing a recommendation to the Common Council regarding the above referred to alley vacation was tabled until this date. He further advised that Board members have had an opportunity to make a site visit of the alley to be vacated. It was also noted that favorable recommendations concerning this proposed alley vacation were received from the Area Plan Commission, Engineering Department and Department of Economic Development. There being no further questions or comments by members of the Board, upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the Clerk was instructed to forward to the Common Council a favorable recommendation regarding the above referred to alley vacation subject to any and all utility easements. AWARD BID FOR ADDITIONAL STREET MATERIALS FOR THE SOUTH BEND STREET DEPARTMENT FOR 1986 In a letter to the Board, Mr. William Penn, Director, Division of Transportation recommended that the Board award the low bid of Koch Asphalt Company, 1510 Clover Road, Mishawaka, Indiana for additional street materials for calendar year 1986 as follows: #1 - Bituminous Material -Tack $122.40/ton #2 - Bituminous Mat. -Dust Palative .30/gal. #3 - Emulsified Asphalt .50/gal. Alternate bid of latex modified CCS-1 .75/gal. Additional charge of .0750, per gallon per each 1% of latex. It was noted that bids for these materials were opened by the Board on May 6, 1986. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the recommendation was accepted and the bid awarded. Im REGULAR MEETING MAY 13, 1986 ACCEPT AND APPROVE WATER EASEMENT Mr. Leszczynski advised that due to the relocation of a water main on Dr. John F. Harrington's property, Dr. Harrington has submitted a Water Easement for a part of the southeast quarter of Section 12, T. 37 N., R. 2 E., City of South Bend, St. Joseph County, which is also a part of the Recorded Plat of "River Bend Addition." Upon a motion made by Mr. Vance, seconded by Ms. Barnard and carried, the above referred to Water Easement was accepted and approved. APPROVE AGREEMENT FOR SECRETARIAL SERVICES (CODE ENFORCEMENT HEARING OFFICER) Mr. Vance advised that the above referred Agreement submitted to the Board for approval is between the City of South Bend and Charles S. Attorney, Attorney at Law, 110 South Taylor Street, South Bend, who is employed by the City as Code Enforcement Hearing Officer. Mr. Vance clarified that the Code Enforcement Hearing Officer is independent of the Department of Code Enforcement. Until recently, the office of the Hearing Officer was located on the 7th floor of the County -City building. However, due to the fact that the County has indicated that they are in need of the space occupied by the Hearing Officer, the City was asked to vacate that space. Therefore, in a review of that situation it was determined that an agreement would be arranged with Mr. Leone and his private legal practice that would reimburse him for . secretarial assistance in his office that relates solely to Code Enforcement hearing operations. The cost will be same as previously paid a secretary on the City payroll who is no longer employed in that capacity. The Agreement indicates that beginning on the 21st day of May, 1986, the City will pay to Mr. Leone bi-weekly on regular City paydays, the sum of two hundred seventy-seven dollars and twenty-seven cents (277.27) for secretarial services, including Social Security for secretarial services performed exclusively in conjunction with his duties as Hearing Officer for the City of South Bend. In response to Ms. Barnard's inquiry, Mr. Vance confirmed that the amount indicated above was the same amount that had been budgeted for secretarial services. Mr. Vance stated that the above referred to arrangement would actually save the City money due to the fact that the City will not have to contribute to PERF and provide health insurance coverage for this employee. It was noted that the Agreement shall be in force and effect through December 31, 1986 and may be renewed for additional periods of one (1) year by mutual agreement of the parties. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the Agreement as submitted was approved and executed. AWARD BIDS AND APPROVE CONSTRUCTION CONTRACTS: - UPlUnTY nPTITV rnATrVVTV DA1TG'MVATT DUDATDC nVn TVnM - COVELESKI REGIONAL STADIUM EXCAVATION PROJECT In a letter to the Board, Mr. Neil A. Shanahan, Manager, Bureau of Public Construction, recommended that the Board accept the low bid of L.L. Geans & Sons, Inc., 1721 North Home Street, Mishawaka, Indiana in the amount of $102,407.00 for the Bendix Drive Concrete Pavement Repairs Project. It was noted that bids for this project were opened by the Board on May 6, 1986. Mr. Leszczynski further advised that in accordance with the award of this bid, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Leszczynski seconded by Mr. 1 1 157 REGULAR MEETING MAY 13, 1986 Vance and carried, the above recommendation was accepted, the bid awarded, the contract approved and executed and the appropriate insurance, Performance Bond and Labor & Materials Payment Bond as submitted were filed. Additionally, Mr. Shanahan recommended that the Board accept the low bid of Warner & Sons, Inc., P.O. Box 81, Elkhart, Indiana in the amount of $268,564.50 for the Coveleski Regional Stadium Excavation Project. Bids for this project were opened by the Board on April 22, 1986. Mr. Leszczynski advised that in accordance with the award of this bid, a Contract in said amount was being submitted for Board approval. Therefore, upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the above recommendation was accepted, the bid awarded, the Contract approved and executed and the appropriate insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. ACCEPT AND APPROVE EASEMENT Submitted to the Board for approval and acceptance was an Easement for the westerly 15 foot of Lot #3 as shown on the Recorded Plan of Landmark Business Park, Section Three. The Easement indicates that P. James Scheetz and M. Maria Scheetz are the Grantors of the Easement and is made in fulfillment of the terms of Grantor's contract for the purchase of the subject real estate with North Central Indiana Development Partnership dated May 15, 1985. Mr. Leszczynski advised that this Easement allows the City to maintain the sanitary sewer which the property owner had installed. Upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the above referred to Easement was accepted and approved. REQUEST TO CONDUCT BLOCK PARTY - 1500-1700 BLOCKS OF SUNNYMEDE AVENUE - JULY 4, 1986, REFERRED In a letter to the Board, Mr. John F. Waldron, 1632 Sunnymede Avenue, South Bend, Indiana, requested permission to close the 1500-1700 blocks of Sunnymede Avenue from Twyckenham to Greenlawn Streets for a neighborhood block party to be held from 10:00 a.m. to 4:00 p.m. on July 4th with rain dates of July 5th and July 6th. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the above request was referred to the Bureau of Traffic and Lighting and Police Department for review and recommendation. REQUEST OF ST. STEPHEN'S PARISH TO CLOSE MC PHERSON STREET FOR ANNUAL PARISH FESTIVAL - JULY 26-28, 1986 REFERRED Mr. Leszczynski advised that Mr. Dennis Wesolowski, Committee Volunteer, St. Stephen's Parish 1102 West Thomas Street, South Bend, Indiana, requested permission to close McPherson Street between Thomas Street and Napier Street from 3:00 p.m. Saturday, July 26, 1986 until Monday morning July 28, 1986 in conjunction with their annual Parish Festival. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the above request was referred to the Bureau of Traffic and Lighting and Police Department for review and recommendation. FILING OF STREET LIGHT OUTAGE MONTHLY REPORT - APRIL The report submitted to the Board indicated a total of one hundred three (103) street light outages reported during the month of April. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the report as submitted was filed. FILING OF HUMANE SOCIETY REPORT - APRIL The Humane Society report for the month of April indicated the following matters handled for the City of South Bend: 15 REGULAR MEETING MAY 13, 1986 DOGS HANDLED: 218 CATS HANDLED: 236 OTHER ANIMALS HANDLED: 82 BITE CASES HANDLED: 11 COMPLAINTS HANDLED: 192 Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the above report as submitted was accepted and filed. FILING OF CERTIFICATES OF INSURANCE Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, Certificates of Insurance for the following were accepted and filed: 1. William A. Geyer and David L. Geyer, d/b/a/ Geyer Construction & Development Co. 67475 Kenilworth Road Lakeville, Indiana 46536 2. Delta-T Company, Inc. 1136 South Lafayette Boulevard South Bend, Indiana FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORT A report from the Department of Code Enforcement indicating a total of ninety-eight (98) properties cleaned from May 2, 1986 to May 8, 1986, was submitted. Upon a motion made by Ms. Barnard, seconded by Mr. Vance and carried, the report as submitted was filed. APPROVE CLAIMS Deputy City Controller Carol M. No. 009938 through Claim Docket approval. Upon a motion made b Barnard and carried, the claims filed. PRIVILEGE OF THE FLOOR: COMMENTS REGARDI 12 IDE y Sanders submitted Claim Docket No. 010542 and recommended Mr. Vance, seconded by Ms. were approved and the report CTION OF SANITAI ALONG Mr. Wayne Werts, 1889 Riverside Drive, South Bend, Indiana, was present and addressed the Board. Mr. Werts submitted to the Board technical data and supplemental materials to aid the Board in reviewing the matter of the installation of sanitary sewers along Riverside Drive and Riverside Place. Mr. Werts indicated that pertinent information is highlighted and marked for the Board's review. Further, Mr. Werts advised that in discussions with a waste water management consultant, it was felt that with modest modifications to the current plans, the price of the project would be reduced. He stated that when he checked with the County Health Department regarding what is required by the mandate, they have not been able to tell him what has to be done. He further advised that the mandate was ordered over 3 1/2 years ago but in the last one and one-half years they have had no problems in the area. Mr. Werts stated that if there is anything he can do or any information he can provide to the Board regarding this matter, he is available to do so. Mr. Leszczynski thanked Mr. Werts for providing this information to the Board and stated that he would like to arrange a meeting with him this week to review the matter and look at alternatives that might be available. 1 1 1 159 REGULAR MEETING ADJOURNMENT There being no further business motion made by Mr. Leszczynski, carried, the meeting adjourned 1 ATTEST: t� - a✓ �� Sandra M. Parmerlee, Clerk C MAY 13, 1986 to come before the Board, upon a seconded by Ms. Barnard and at 10:00 a.m. �r PA RON WJ-0 � M� -401 Sri L� Katherine G. Barnard ILWQ��� Michael L. Vance