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HomeMy WebLinkAbout07/01/85 Board of Public Works MinutesREGULAR MEETING JULY 1, 1985 The regular meeting of the Board of Public Works was convened at 9:36 a.m. on Monday, July 1, 1985, by President John E. Leszczynski, with Mr. Leszczynski and Mr. Michael L. Vance present. Also present was Assistant City Attorney Carolyn V. Pfotenhauer. Board member Katherine G. Barnard was not in attendance. OPENING OF BIDS - LINCOLNWAY WEST CURB IMPROVEMENT PROJECT 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: RIETH-RILEY CONSTRUCTION COMPANY, INC. BID: $53,995.00 P.O. Box 1775 South Bend, Indiana 46634 Bid was signed by Richard Jankowski, Manager, Conc. Div., Non -Collusion Affidavit was in order and a 5% Bid Bond was submitted. MC INTYRE & JONES CONSTRUCTION COMPANY, INC. BID: $72,250.00 2526 West 6th Street South Bend, Indiana Bid was signed by Kenneth A. McIntyre, President, and Dorothy McIntyre, Secretary, Non -Collusion Affidavit was in order and a 5% Bid Bond was submitted. ZIOLKOWSKI CONSTRUCTION, INC. BID: $58,500.00 1005 South Lafayette Blvd. P.O. Box 1106 South Bend, Indiana 466245 Bid was signed by Ben Ziolkowski, President and Roberta Ziolkowski, Secretary, Non -Collusion Affidavit was in order and a 5% Bid Bond was submitted. WALSH & KELLY, INC. BID: $63,030.00 24358 State Road 23 South Bend, Indiana 46614 Bid was signed by Thomas 0. Walsh, President and John R. Quinn, Assistant Secretary, Non -Collusion Affidavit was in order and a 5% Bid Bond was submitted. THE ROBERT HENRY CORPORATION BID: $105,400.00 404 South Frances Street P.O. Box 1407 South Bend, Indiana 46624 Bid was signed by Robert A. Henry, President and Stephen R. Henry, Assistant Secretary, Non -Collusion Affidavit was in order and a 5% Bid Bond was submitted. JEFFERY PORTER GENERAL CONSTRUCTION , INC. BID: $70,100.00 9420 West 142 P1. Cedar Lake, Indiana 46303 Bid was signed by Jeffery T. Porter, Vice -President, Non -Collusion Affidavit was in order and a 5% Bid Bond was submitted. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the above bids were referred to the Engineering Department for review and recommendation. REGULAR MEETING JULY 1, 1985 9 0 1 APPROVE COMMUNITY DEVELOPMENT ADDENDA The following Community Development addenda were presented to the Board for approval: ADDENDUM I NEIGHBORHOOD CODE ENFORCEMENT OFFICE NEIGHBORHOOD CLEAN-UP CREW ACTIVITY Addendum I provides for the addition of $1,322.00 to the salary line item to cover cost over -run from Jobs Bill being charged to Community Development. The total cost of this activity shall not exceed $101,322.00 ADDENDUM I DEPARTMENT OF PUBLIC PARKS GENERAL PARK IMPROVEMENTS ACTIVITY Addendum I provides for the addition of $50,000.00 to cover Frederickson Park improvements. The total cost of this activity shall not exceed $100,000.00. ADDENDUM I NEW BUSINESS FACILITIES, INC. BUSINESS AND TECHNOLOGY CENTER OPERATING_ ACTIVITY Addendum I provides clarification of budget categories. The total cost of this activity shall not exceed $48,000.00. ADDENDUM II DEPARTMENT OF PUBLIC WORKS GENERAL STREET IMPROVEMENTS ACTIVITY Addendum II provides for the addition of $125,000.00 to Street Improvements aspect and $60,000.00 for the Monroe Park Truck Access Project. The total cost of this activity shall not exceed $645,000.00. ADDENDUM II DIVISION OF REDEVELOPMENT AND ECONOMIC REDEVELOPMENT ADMINISTRATION ACTIVITY Addendum II provides for the addition of #$10,852.00 to this activity. The total cost shall not exceed $421,852.00. ADDENDUM I DEPARTMENT OF REDEVELOPMENT REDEVELOPMENT ADMINISTRATION BUDGET Addendum I provides for the addition of $128,500.00 to this activity. The total cost shall not exceed $385,500.00. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the above addenda were approved and executed. APPROVE FIRST AMENDMENT TO DEVELOPMENT AGREEMENT FOR MORRIS CIVIC AUDITORIUM EXPANSION INTO PALAIS ROYALE City Attorney Richard L. Hill was present and advised that on December 31, 1984, the Board of Public Works approved a Development Agreement between the City and Trust No. 30560 for the development of the Palais Royale Building and the expansion of the Morris Civic Auditorium into that structure. It was noted that the Morris Civic Auditorium facilities will be expanded by approximately 21,000 square feet when the City leases the entire mezzanine and second floor and 3,500 square feet of the first floor of the Palais Royale building, located at the northwest corner of West Colfax and North Michigan Streets, immediately adjacent to the south of the Morris Civic Auditorium. Within this leased space Morris activities can expand to include a new box office on the first floor with access from the sidewalk, new offices, new restrooms with handicap access and a new elevator for access to the second floor. Additionally, the mezzanine and second floor will house offices for rental to civic groups, dressing rooms, a kitchen for use by the caterer, and rental space for banquets, etc. REGULAR MEETING JULY 1, 1985 Mr. Hill submitted to the Board today for approval the First . Amendment to that Development Agreement acknowledging that the City has received $231,000.00 in donations from private . individuals and trust funds for the Palais Royale Project for the first stage of the expansion program. It was noted that the City will grant that amount to the South Bend Heritage Foundation to be used as a loan to the Palais Royale owners for making renovations in the space for the Morris Civic. The owners will use the $231,000.00 loan and $185,250.00 of their own funds to renovate the areas leased for the Morris Civic according to specifications agreed by the City and owners. While the entire 21,000 square feet cannot be renovated for this amount, a substantial beginning can be made which should inspire follow-up support for funding of the balance of the leased space. Upon a motion made by Mr. Vance, seconded by.Mr. Leszczynski and carried, the First Amendment to the Development Agreement was approved and executed. 1 APPROVE LEASE FOR MORRIS CIVIC AUDITORIUM EXPANSION INTO PALAIS ROYALE AND CONSENT AND ACKNOWLEDGEMENT TO ASSIGNMENT OF LEASE City Attorney Richard L. Hill submitted to the Board for approval the above referred.to documents. He advised that the City will , lease for Morris Civic expansion approximately 20,850 square feet within the Palais Royale building, for a term of nineteen (19) years, with the initial minimum rental of $113,260.00 per year. The loan repayment from the $231,000.00 renovation loan will . decrease cost to the City for the initial rent to $85,000.00 per year. Additionally, the City will pay expenses for maintenance and utilities for its leased space and will share proportionally in any increases in insurance costs and any applicable real estate tax increases over the base costs in 1986. The owners will pay for building insurance. It was noted that the lease for the Morris Civic expansion provides for an initial rental rate equivalent -to $5.43 per square foot per year. The City's income from the Palais Royale owners' repayments of the $231,000.00 loan will be used to decrease the annual square foot cost to the City of the Morris Civic leased space, so that the effective initial rental,rate will be $4.08 per square foot. The Consent and Acknowledgement to Assignment of Lease consents to the assignment of the Lease to The National Bank and Trust Company of South Bend and the City agrees to make all payments due under said Lease to said Bank until instructed to the contrary. The City acknowledges that the provisions of the Lease remain in Trust 30560 with said bank having no responsibility whatsoever for performance of any of the terms and conditions of the lease. Upon a motion made by Mr. Vance, seconded by Mr. Leszczynski and carried, the above two (2) documents were approved and executed. APPROVE AND ACCEPT FACADE EASEMENT - PALAIS ROYALE City Attorney Richard L. Hill submitted to the Board for approval a Facade Easement between Trust No.. 305.60,_having 1st Source Bank as its Trustee, and the Civil City of South Bend for and in consideration of the payment of $25._00.which Mr. Hill presented to Mr. Bruce R. Bancroft, owner, for the property known as the Palais Royale building located at the northwest corner of West Colfax and North Michigan Streets, immediately adjacent to the south of the Morris Civic Auditorium. The Easement states that the City agrees to renovate the facade of the Palais Royale building and to then lease the Facade Easement to the owner for a term of nineteen (19) years. The.owners convey.,to the City an interest in the building consisting of an easement over the exterior facade of the building. Mr. Hill advised that the City has appropriated up to I 1 REGULAR MEETING JULY 1, 1985 $200,000 in federal funds for an historically accurate renovation of the Palais Royale facade. In an Easement/Lease arrangement the Palais Royale owners will pay back the cost of the renovation. Any balance remaining in the $200,000.00 will be used by the City to renovate the sidewalk adjacent to the building and to construct supporting public improvements. Mr. Hill stated that the First Amendment to the Development Agreement for Morris Civic expansion into the Palais Royale, the Lease and the Facade Easement reflect two (2) years work by the owners, Century Center Board of Managers, and the Redevelopment and City Attorney's office staff. Mr. Hill thanked the owners for their cooperation in working on this project. In turn, Mr. Bruce R. Bancroft, owner, thanked the City staff working on this project for their cooperation in making the project possible. Upon a motion made by Mr. Vance, seconded by Mr. Leszczynski and carried, the Facade Easement was accepted and approved. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - SALE OF ABANDONED VEHICLES Ms. Katherine Barnard, Director, Department of Code Enforcement, requested permission to advertise for the sale of approximately eighteen (18) abandoned vehicles, eleven (11) of which are valued at over $100.00 and all of which are being stored at 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 Mr. Leszczynski, seconded by Mr. Vance and carried, the above request was approved and_a date of July 15, 1985, was established for the receiving and opening of sealed bids. ETHNIC FESTIVAL PARADE ROUTE BOOTH APPLICATION - SALLIE FRAME Ms. Mikki Dobski, Director, Office of Community Affairs, submitted to the Board for approval the following Ethnic Festival Parade Booth application: 1. Sallie Frame - Musical Electrical Buttons Ms. Dobski advised that this booth application is for July 6, 1985 from 8:00 a.m. to 12:00 noon for the parade route only. As Mr. Vance had some concerns regarding this application, the Clerk was instructed to communicate with Ms. Dobski to determine the actual date the application was submitted. Mr. Vance made a motion that the application be accepted subject to the fulfillment of the appropriate Open Air Stand application process if the application was received prior to the cut-off date for the accepting of applications, or if it was not received before the cut-off date, that the application be denied. Mr. Leszczynski seconded the motion and it carried. APPROVE REQUEST OF OUR LADY OF HUNGRY CHURCH TO CLOSE STREETS FOR PARISH FUN FAIR - AUGUST 17, 1985 In a letter to the Board, Keith and Kathy Jackson, on behalf of Our Lady of Hungary Church, 826 West Calvert Street, South Bend, Indiana, requested the closing of Chapin Street between Calvert and Bruce and Bruce Street between Chapin and the alley between Chapin and Catalpa on Saturday, August 17, 1985 from 10:00 a.m. to 11:00 p.m. for the parish fun fair. Mr. Leszczynski advised that the Bureau of Traffic and Lighting and the Police Department Traffic Division have reviewed this request and recommend approval. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the above recommendation was accepted and the request approved. REGULAR MEETING JULY 1, 1985 APPROVE REQUEST OF ST. STEPHEN'S PARISH TO CLOSE PORTION OF MAC PHERSON STREET FOR PARISH FESTIVAL In a letter to the Board, Rev. Thomas F,. Lemos C.S.C., St. Stephen's Parish, 1103 West Thomas Street;, South Bend, Indiana, advised that the parish Ethnic Festival is;scheduled for July 27 and 28, 1985 and requested the closing of MacPherson Street from Thomas to Napier from July 26th at 3:00 p.m. through July 28th for the purpose of this festival. As in the past, they will maintain. a ten foot (101) clear and unobstructed lane for emergency purposes. Mr. Leszczynski advised that this request has been reviewed by the Bureau of Traffic and Lighting and the Police. Department Traffic Division and they recommend approval. Therefore, upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the above recommendation was accepted and the request approved. DENY REQUEST TO CONDUCT STREET SERVICES - REV. AARON SCONIERS Mr. Leszczynski advised that the Bureau of Traffic and Lighting, Police Department Traffic Division and City Attorney's office have reviewed the request of Rev. Sconiers to conduct street services, said request submitted to.the Board on June 17, 1985. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the above request was denied for safety reasons as the intersection of Chapin and Washington Streets is a busy and dangerous intersection. The Clerk was instructed to contact Rev. Sconiers and suggest that he submit an alternate location for consideration. APPROVE REQUEST TO LOCATE TEMPORARY TRAILER - 1612 ROBINSON Mr. Leszczynski advised that the Bureau of Traffic and Lighting, Building Department and Fire Department have reviewed the request of Mr. Mel Whittaker, 1707 Caroline Street, South Bend, Indiana, to place a temporary trailer at the above referred to address, said request submitted to the Board on June 27, 1985, and recommend approval. Mr. Jack Mathews, Building Commissioner advised that Mr. Whittaker must secure the necessary permits and properly secure the structure from possible wind damage. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the above recommendations were accepted and the request approved. APPROVE BLOCK PARTY REQUESTS Mr. Leszczynski advised that the Bureau of Traffic and Lighting and the Police Department Traffic Division have reviewed the following Block Party requests and recommend approval: 1. Petitioner: Mrs. John F. Toth Address: 1351 East South Street Street to be closed: East South Street to the island where Longfellow meets South St. Dates and Times: August 3, 1985 - 4:00 p.m. - midnight (raindate: 8/4/85) Purpose: Neighborhood Block Party 2. Petitioner: Mrs. Julie Schreiber Address: 2402 Union Avenue Street to be closed: Union Avenue from McArthur to Solomon Dates and Times: July 28,-1985-.11:00 a.m. - 7:00 p-.m. Purpose: Block picnic REGULAR MEETING JULY 1, 1985 3. Petitioner: Address: Street to be closed: Dates and Times: Purpose: 4. Petitioner: Address: Street to be closed: Dates and Times: Purpose: Richard L. Farrell 1842 Wilber Street 1800 block of Wilber St. July 4, 1985 - 2:00 p.m. - 7:00 p.m. Neighborhood Block Party Jessie A. Whitaker 1334 Ebeling Drive 1300 block of Ebeling between Edison and Rexford July 4, 1985 - 12:00 noon - 7:00 P.M. Neighborhood Block Party Mr. Leszczynski further advised that approval is subject to the maintenance of a ten (10) foot clear and unobstructed lane at either curb or down the center of the street for emergency purposes. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the above recommendation was accepted and the requests approved. APPROVE CONTRACTORS BOND Mr. Melvin Humphrey, Engineering Department, recommended that the Contractor's Bond of Clayton Hoover & Sons, Inc. be approved retroactive to June 27, 1985. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the Contractor's Bond was approved. APPROVE RELEASE OF CONTRACTORS BONDS Mr. Melvin Humphrey, Engineering Department, recommended that the following Contractors Bonds be released: 1. Craig McClellan, effective July 18, 1985 2. Willie E. Hensley, effective July 13, 1985 3. Jim Wallace Custom Builders, Inc., effective July 25, 1985 Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the above Contractors Bonds were released. 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 June 21, 1985 to June 27, 1985, was submitted. Upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the report as submitted was filed. APPROVE CLAIMS Mr. John Ferguson, Acting Executive Director, St. Joseph County Job Training Program submitted a list containing ninety-nine (99) claims and recommended approval. Additionally, Deputy City Controller Carol M. Sanders submitted Claim Docket No. 14647 through Claim Docket No. 15221 and recommended approval. Upon a motion made by Mr. Vance, seconded by Mr. Leszczynski and carried, the claims were approved and the reports as submitted were filed. REGULAR MEETING JULY 1, 1985 ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Mr. Vance and carried, the meeting adjourned at 10:04 a.m. Q � J n E. Leszcz rwJ,J)R 6,-,. Michael L. Vance ATTEST: Sandra M. Parmerlee, Clerk 1