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HomeMy WebLinkAbout07/22/86 Board of Public Works MinutesREGULAR MEETING JULY 22, 1986 The regular meeting of the Board of Public Works was convened at 9:37 a.m. on Tuesday, July 22, 1986, by President John E. Leszczynski, with Mr. Leszczynski and Ms. Katherine G. Barnard present. Board member Michael L. Vance was not in attendance. Also present was Chief Deputy City Attorney Thomas Bodnar. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski, and carried, the minutes of the July 15, 1986, regular meeting of the Board were approved. PUBLIC HEARING AND FAVORABLE RECOMMENDATION - ALLEY VACATION: 1ST NIS ALLEY E. OF SUNNYSIDE AVENUE BETWEEN MONROE AND SOUTH STREETS Mr. Leszczynski advised that this was the date set for the Board's Public Hearing on a proposed alley vacation described as the 1st north/south alley East of Sunnyside Avenue running South from Monroe Street to South Street for a distance of 250 feet more or less and lying between lots 604-605 and lots 624-625 of Sunnymede 3rd Add to the City of South Bend. It was noted that this Public Hearing is being held in order for the Board to submit a recommendation to the Common Council concerning the Vacation Petition filed by the following Petitioners: 1. Dirk & Cathi Peterson 1336 E. South Street 2. John & Carlene Cergnul 1323 E. South Street 3. Robert & Jill Stewart 1311 E. South Street 4. Sue and David Baytos 1330 E. South Street 5. Janine Kennedy 1342 E. Monroe Street 6. Marjorie & Donald Barnbrook 1331 E. South Street 7. Harvey E. Milthaler 1338 E. Monroe Street 8. Larry & Penny Groth 1335 E. South Street Mrs. Penny Groth, Petitioner, was present and advised the Board that the vacation is requested in order to insure the safety of the children in the neighborhood. She stated that quite a number of cars use the alley and the children can't see the cars and the cars can't see the children. Therefore, they are requesting that the alley be closed. Mrs. Marjorie Barnbrook, Petitioner, was also present and advised that she agrees with the statements made by Mrs. Groth. Further, Mr. & Mrs. Harvey Milthaler, Petitioners, were present and Mrs. Milthaler advised that they are also in favor of the vacation. There being no one else present wishing to speak either for or against the proposed alley vacation, and no written objections having been filed with the Board, upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried. the Public Hearing on this matter was closed. It was noted that the affected property owners currently utilize the alley to enter their garages and should the vacation be approved, they would continue to do so. Mr. Leszczynski stated that a question has arisen as to what would happen should one of the affected property owners sell their property and the new resident not allow cars to utilize the property. Mrs. Groth stated that the residents are all currently in agreement and they plan to erect a fence to keep other cars out of the area. Mrs. Barnbrook stated that she intends to contact Indiana and Michigan Electric Company and request that a pole be moved so that a new driveway can be constructed that would be utilized by she and her neighbors. REGULAR MEETING JULY 22, 1986 In response to Ms. Barnard's question regarding the necessity of some type of written agreement among and between the affected residents, Mr. Bodnar suggested that a written agreement be entered into prior to and contingent upon the approval of the vacation of the alley as there may be no problem now but there may be in the future. Therefore, upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the Clerk was instructed to forward to the Common Council a favorable recommendation on the above referred to alley vacation subject to any and all utility easements. APPROVE PURCHASE AGREEMENTS: - 508 E. SOUTH STREET - 424 E. SOUTH STREET - 510 E. SOUTH STREET - 610 S. FELLOWS STREET In accordance with the bids awarded on June 10, 1986 for the above referred to City -owned lots to the South Bend Heritage Foundation, the appropriate Purchase Agreements were submitted to the Board for approval at this time. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the Purchase Agreements were approved and the matter referred to the City Attorney's office for drafting of the appropriate Quit -Claim Deeds. APPROVE CONTRACT FOR CAR WASHES FOR CITY VEHICLES FOR PERIOD AUGUST 1, 1986 - JULY 31, 1987 (HI -SPEED AUTO WASH) Submitted to the Board for approval at this time was a Contract with Hi -Speed Auto Wash, 609 East LaSalle, South Bend, Indiana, providing that Hi -Speed shall furnish full service car washes for City vehicles from August 1, 1986 through July 31, 1987. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the Contract as submitted was approved and executed. APPROVE AND/OR FILE DOCUMENTS - CONTAI] - LOAN AGREEMENT - STATE OF INDIANA FINANCING STATEMENT - SUBORDINATED SECURITY AGREEMENT - TERM NOTE SERVICE CORPORATION Submitted to the Board for approval and execution were the above referred to loan documents for Container Services Corporation. Ms. Loren M. Rooney, Economic Development Specialist, Department of Economic Development, advised that the executed agreements will enable the State to release Investment Incentive Program grant funds to the City and, in turn, enable the City to loan funds to CSC. The $110,000.00 loan will be used by the CSC to purchase machinery and equipment which is necessary in order for them to commence operations in the Airport Industrial Park at 2811 Viridian Boulevard. The loan payback will be used by the City for future economic development. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the Loan Agreement, Subordinated Security Agreement and the State of Indiana Financing Statement were approved and executed and the Term Note was accepted for filing. APPROVE COMMUNITY DEVELOPMENT ADDENDUM The following Community Development addendum was presented to the Board for approval: A4 REGULAR MEETING JULY 22, 1986 ADDENDUM I HANSEL NEIGHBORHOOD CENTER, INC. HANSEL CENTER REPAIRS AND IMPROVEMENTS Addendum I provides for the addition of energy efficiency improvements as an eligible cost category. There is no change in contract amount. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the above addendum was approved and executed. AWARD BID - ONE (1) VAN MOUNTED AERIAL LIFT In a letter to the Board, Mr. Phil St. Clair, Director, Division of Equipment Services, recommended that the Board award the bid of Neil's Automotive, 167 E. Kalamazoo Avenue, Kalamazoo, MI in the amount of $10,561.00, which includes installation, for the above referred to equipment. Mr. St. Clair stated that the low bid of Truck Equipment & Body Company of $10,276.00 did not meet specifications in that they did not include a fiberglass boom, two (2) 12-volt batteries and the boom pins are 20,000 P.S.I. below minimum. Mr. Leszczynski advised that bids for the above referred to project were opened by the Board on July 8, 1986. He further advised that the van mounted aerial lift will be used by the Bureau of Traffic and Lighting for signal maintenance. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the recommendation was accepted and the bid awarded. ACCEPTANCE OF PLAT OF DEDICATION Mr. Leszczynski advised that A.J. Hickey, President, Jack Hickey Associates, Inc., submitted a Plat of Dedication, granting an easement and right-of-way to the City for Kensington Farms East P.U.D. Section 3, Parts 6 and 7 Farnsworth Drive in the Southeast Quarter of Section 31, Township 37, North Range 3 East, City of South Bend, Centre Township, St. Joseph County, Indiana. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the Plat of Dedication was accepted and executed. FILING OF IRREVOCABLE LETTER OF CREDIT NO. 409 - JACK HICKEY ASSOCIATES (KENSINGTON FARMS) Submitted to the Board for filing was Irrevocable Letter of Credit No. 409 from Valley American Bank, P.O. Box 328, South Bend, Indiana, in the amount of $30,000.00 in favor of Jack Hickey Associates, Inc. in regards to the construction of curbs, walks, streets and lighting in Section 3, Part 8 of Kensington Farms. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the above referred to Letter of Credit was accepted for filing. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - DE- - S In a letter to Transportation, receipt of bids EET DEPARTMENT the Board, Mr. Bill requested that the for the following Penn, Director, Division of Board advertise for the materials: 1. Sodium Chloride 12,000 tons 2. Liquid Calcium Chloride 100,000 gals. 3. Calcium Chloride Sand 5,000 tons 4. Calcium Chloride Slag Sand 5,000 tons Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the request was approved. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - SALE OF ►016. 11" Ms. Katherine Barnard, Director, Department of Code Enforcement, requested permission to advertise for the sale of approximately twenty-seven (27) abandoned vehicles, which are being stored at REGULAR MEETING JULY 22, 1986 Steve & Gene's Auto & Truck Salvage and Repair, 3109 South Gertrude Street, South Bend, Indiana. It was noted that all vehicles have been stored more than fifteen (15) days, identification checks had been run for auto theft and the owners and lienholders notified. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the above request was approved and a date of August 5, 1986, was established for the receiving and opening of sealed bids. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - WASHINGTON, JEFFERSON AND THOMAS STREET WALK AND CURB REPAIRS PROJECT In a letter to the Board, Neil Shanahan, Manager, Bureau of Public Construction, requested that the Board advertise for the receipt of bids for the Washington, Jefferson and Thomas Street Walk and Curb Repairs Project. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the above request was approved. RESCISSION OF PRIOR AWARD AND APPROVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - AMBULANCE (FIRE DEPARTMENT) In a letter to the Board, Fire Chief Luther Taylor advised that within the past four (4) months, the Department has solicited proposals and awarded a bid for the purchase of a 1986, 10,5000 GVWR cab and chassis upon which an ambulance module would be placed. Due to circumstances beyond their control and apparently beyond the control of the successful bidder, the specified cab and chassis is no longer available nor are there any plans to manufacture such cab and chassis. Chief Taylor further advised that he has been advised that purchasing a cab and chassis from another manufacturer would not solve the problem since the cab to axle ratio is different and modifying the ambulance module is not cost effective. Taking this into consideration, there appears to be no alternative but to write specifications and solicit bids for a complete new ambulance. He stated that it is anticipated that the new ambulance will cost $55,000.00. There is $19,500.00 currently available for the purchase,with additional funds possibly to be appropriated from the EMS Capital Improvement Fund. Additionally, a 1979 ambulance with 61,000 miles will be offered as a trade. Therefore, upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the April 1, 1986, award to Tom Wood Pontiac/GMC, Inc., 7550 E. Washington Street, Indianapolis, Indiana, in the amount of $15,690.00 for one (1) 10,500 GVWR replacement cab and chassis for a South Bend Fire Department ambulance was rescinded and the request to advertise for the receipt of new bids was approved. APPROVE CHANGE ORDER NO. 1 - IRELAND SIGNALS PROJECT Mr. Leszczynski advised that OMNI Electric, Michigan City, Indiana, has submitted Change Order No. 1 indicating that the contract amount for the above referred to State of Indiana project be increased by $1,900.00. It was noted that the increased cost is the result of the necessity to accommodate changing traffic patterns due to the construction of a new baseball stadium. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, Change Order No. 1 was approved. APPROVE TITLE SHEETS: - WATER AND SEWER EXTENSIONS ON CLEARVIEW PLACE & MAYFLOWER ROAD - WASHINGTON, JEFFERSON AND THOMAS STREET WALK AND CURB REPAIRS Mr. Leszczynski advised that Title Sheets for the above referred to projects were being presented at this time for execution. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard LJ I REGULAR MEETING JULY 22, 1986 �4 11 1 and carried, the Title Sheet for the Water and -Sewer Extensions on Clearview Place and Mayflower Road Project was approved and signed. Further, upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the Title Sheet for the Washington, Jefferson and Thomas Street Walk and Curb Repairs Project was approved and signed. REQUEST OF HOSPICE OF ST. JOSEPH COUNTY, INC. TO CONDUCT 1ST ANNUAL WALK FOR HOSPICE - OCTOBER 26, 1986 - REFERRED In a letter to the Board, Mr. Thomas Burzynski, Executive Director, Hospice of St. Joseph County, Inc., 902 East Cedar Street, South Bend, Indiana, requested permission to conduct the 1st Annual Walk for Hospice on Sunday, October 26, 1986 from 12:00 noon until 4:30 p.m. Mr. Burzynski stated that the walk will be a 15K walk which will begin and end at Potawatomi Park. Registration at the Park will begin at 12:00 noon with the walk itself beginning at 1:00 p.m. It is anticipated that between 200-500 walkers will participate in the event. Mr. Burzynski submitted with his request a map of the route requested. 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. P.N.A. #83 CLUB TO CONDUCT INTERSEC , 1986-SEPTEMBER 2. 1986 - REFERRED )LICITATIONS In a letter to the Board, Ms. Cindy L. Francis, Chairman, Polish National Alliance of the U.S. of N.A. (P.N.A.) #83 Club, 2401 Western Avenue, South Bend, Indiana, on behalf of the P.N.A. and members of the "WHAMMA JAM FOR MDA" (fundraiser for Muscular Dystrophy) requested permission for members to stand on the corners of Western Avenue and Olive Street to solicit monetary donations for Muscular Dystrophy during the two-day event. Permission is requested for Sunday, August 31, 1986 from 10:00 a.m. - 7:00 p.m. and Monday, September 2, 1986 from 6:00 a.m. - 7:00 p.m. 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. APPROVE TRAFFIC CONTROL DEVICE Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the following one (1) traffic control device was approved: 1. NEW INSTALLATION, TRAFFIC SIGNALS - Bendix Drive & Voorde. (Activation of Signals, July 22, 1986). APPROVE RELEASE OF EXCAVATION BOND AND CONTRACTOR'S BOND Mr. Melvin Humphrey, Engineering Department, recommended that the Excavation Bond for Charles F. Gill be released effective July 22, 1986 and the Contractor's Bond of Eugene Kowalik be released effective July 22, 1986. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the above referred to Bonds were released. FILING OF STREET LIGHT OUTAGE MONTHLY REPORT - JUNE The report submitted to the Board indicated a total of one hundred fifty-two (152) street light outages reported during the month of June. Upon.a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the report as submitted was filed. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORT A report from the Department of Code Enforcement indicating a total of two -hundred (200) properties cleaned from July 11, 1986 24 REGULAR MEETING JULY 22, 1986 to July 17, 1986, was submitted. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the report as submitted was filed. APPROVE CLAIMS Deputy City Controller Carol M. Sanders submitted Claim Docket No. 016278 through Claim Docket No. 016979 and recommended approval. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the claims were approved and the report filed. PRIVILEGE OF THE FLOOR CITIZEN CONCERNS REGARDING STREET LIGHT OUTAGES Mr. Mel Brook, 542 South Twyckenham Drive, South Bend, Indiana, was present and advised the Board of several problems concerning street lights as follows: - To date, a street light which caught fire, located by the viaduct on Twyckenham Drive, has not been repaired by I&M. Mr. Brook stated that he was advised by I&M that a wire replacement would repair the light. - Mr. Brook stated that I&M advised him that inexpensive covers for street lights are available that would protect them from rock throwing. - Mr. Brook advised that the street lights, in the middle of the street near the viaduct on Twyckenham, are very old and wondered if new polls could be erected. Mr. Leszczynski thanked Mr. Brook for bringing these concerns to the attention of the Board and advised him that the problems will be turned -in to I&M. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the meeting adjourned at 10:03 a.m. Katherine G. ar rd ]Sandra TT T: CPU --/ bl"'� M. Parmerlee, Clerk