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HomeMy WebLinkAbout12/31/85 Board of Public Works MinutesREGULAR MEETING DECEMBER 31, 1985 The regular meeting of the Board of Public Works was convened at 9:34 a.m. on Tuesday, December 31, 1985, 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 Assistant City Attorney Marva J. Leonard. AGENDA ITEM STRICKEN Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, approval of Community Development Contracts and Addendum was stricken from the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski, and carried, the minutes of the December 17, 1985, regular meeting of the Board were approved. PUBLIC HEARING AND APPROVAL OF PETITION FOR DISANNEXATION Mr. Leszczynski advised that this was the date set for the Board's Public Hearing on the Petition for Disannexation submitted to the Board on October 14, 1985 by Warren E. McGill, Counsel for Petitioner, Barnes & Thornburg, 600 1st Source Bank Center, South Bend, Indiana, on behalf of Indiana Franklin Realty, Inc., by Mr. R.C. Menge, Vice -President. Mr. Leszczynski further advised that this disannexation is requested due to the Petitioner's failure to secure the appropriate rezoning required in order to proceed with the building of a new garden apartment complex. It was noted that the real estate involved in the disannexation is approximately 36.07 acres located in Penn Township as follows: A parcel of land located in the SW 1/4 of Section 20, T 37N, R 3E, St. Joseph County, Indiana, more particularly described as follows: Beginning at the SE corner of the SW 1/4 of Section 20, T 37N, R 3E of the Second Principal Meridian; thence S 89°37'07"W along the present city limits a distance of 1200.00 feet; thence N 00104'28"E along the present city limits a distance of 899.16 feet; thence East along the present city limits a distance of 61.31 feet; thence North along the present city limits a distance of 435.60 feet; thence East along the present city limits a distance of 1140.38 feet; thence S 00°04'28"W a distance of 1326.77 feet to the Point of Beginning, containing 36.07 acres more or less. Mr. Warren E. McGill, Attorney at Law, was present on behalf of his client and Petitioner, Indiana Franklin Realty, Inc. Mr. McGill reiterated that the reason for the disannexation is obvious in that the required rezoning which was necessary in order to build the garden apartment complex was denied by the Board of Zoning Appeals. Therefore, as it is impossible to go forward with the garden apartment complex which had been proposed the developer has abandoned the plans for the project and has no intention to use the land in the near future for any particular project. He therefore requested that the Board approve the Petition for Disannexation as submitted. There being no one else present wishing to speak either for or against the Petition for Disannexation, upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried and Public Hearing on this matter was closed. Further, upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the Petition for Disannexation was approved. REGULAR MEETING DECEMBER 31 1985 OPENING OF BIDS - PEST AND RODENT CONTROL AT POLICE DEPARTMENT AND THREE POLICE SUBSTATIONS This was the date set for receiving and opening of sealed bids for the above referred to service. 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: FRANKLIN PEST CONTROL OF MICHIANA, INC. 604 West Calvert South Bend, Indiana Bid was signed by Robert Ziker, President and C.A. Hansen, Secretary, Non -Collusion Affidavit was in order and a Travelers Express Money Order in the amount of $25.20 was submitted. BID: $ 54.00 per month $648.00 per year ABSOLUTE PEST & TERMITE CONTROL INC. 2228 Lincolnway West Mishawaka, Indiana Bid was signed by Rocco DiLorenzo, President, Non -Collusion Affidavit was in order and a Certified Check in the amount of $39.00 was submitted. BID: $ 65.00 per month $780.00 per year ARROW SERVICES, INC. 1815 North Michigan Street Plymouth, Indiana Bid was signed by Don E. Green, Vice -President and Jayne A. Green, Secretary, Non -Collusion Affidavit was in order and a Cashier's Check in the amount of $117.00 was submitted. BID: $2,340.00 TERMIGUARD TERMITE & PEST PROTECTION 2818 South Michigan Street South Bend, Indiana Bid was signed by Mark A. Kramer, President and Judy A. Kramer, Secretary, Non -Collusion Affidavit was in order and a check in the amount of $46.20 was submitted. BID: $924.00 Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the above bids were referred to the Police Department for review and recommendation. APPROVE AGREEMENT FOR SERVICES OF CORPORATION COUNSEL (RICHARD L. HILL) Mayor Roger 0. Parent submitted to the Board for approval an Agreement for Services of Corporation Counsel for Richard L. Hill for the period January 1, 1986 through March 31, 1986. He stated that the Agreement submitted today is essentially the same as the prior Agreement approved by the Board on October 28, 1985. In the prior Agreement, the rate of pay was $40.00 for the first ten (10) hours and $75.00 for the next fourteen (14) hours worked with a maximum of twenty-four (24) hours. The Agreement submitted today provides compensation at the rate of $60.00 per hour, which is an average of the previous rates of pay, with no minimum or maximum hours stated. This was done in order to simplify the Agreement. 1 1 1 9 REGULAR MEETING DECEMBER 31, 1985 Mayor Parent informed the Board that Mr. Hill has advised him that he will not continue in the capacity of City Attorney beyond March 31, 1986. He will, therefore, make an announcement prior to or close to that date regarding the new City Attorney. The Mayor stated that he regrets Mr. Hill's decision not to continue as City Attorney and commended him for the excellent work he has done in his capacity as City Attorney as well as currently providing services at a much lower rate than other attorney would charge for similar services. Mayor Parent further stated that during the previous three (3) pay periods, with the fourth period not being submitted to date, Mr. Hill has worked 189.1 hours and has billed the City for 144 of those hours for a total of $8,700.00. Additionally, Mr. Hill worked 45.1 for which he did not bill the City thus saving the City a total of $2,706.00. Mr. Leszczynski stated that on behalf of the Board, he would like to echo Mayor Parent's comments that Mr. Hill will be missed and stated that Mr. Hill's assistance as a prior Board member as well as in his capacity as City Attorney in helping the City through some very difficult situations has been appreciated. In response to Councilman John Voorde's question regarding whether Mayor Parent would anticipate appointing a full-time City Attorney after March 31, 1986, Mayor Parent stated that he will be thinking about that option. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the Agreement for Services of Corporation Counsel for Richard L. Hill was approved and executed. APPROVE TRAFFIC SIGNAL MAINTENANCE AGREEMENT Mr. Leszczynski submitted to the Board for approval a Traffic Signal Maintenance Agreement between the City of South Bend and the Indiana Department of Highways. He stated that under the terms of this Agreement, the City will take over the routine and non -routine management of the state signals throughout the County. He further stated than an Agreement of this kind is the first in St. Joseph County. This inter -local agreement between the City and the State should provide financial savings to both entities. Under the terms of the Agreement, the City will be reimbursed for services rendered. Additionally, because of the Agreement, repairs will be made in a more timely manner. Mayor Parent was present and advised the Board that he was pleased with the terms of this Agreement and felt that overall it will provide better service to the citizens. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the Agreement as submitted was approved and executed. Councilman John Voorde inquired if the Agreement stated a specific amount or if the City would be reimbursed for work as it is completed. Mr. Leszczynski stated that the City will be reimbursed for the work completed. Mr. Voorde further inquired about the downtown streets and whether or not the City is responsible for them. Mr. Leszczynski stated that the City is responsible for the plowing of Michigan and Main Streets, with the State plowing the remainder of their highways. In regards to repairs, the State is totally responsible for the repair of their highways. Mr. Voorde inquired if Michigan Street or Main Street are scheduled for paving in 1986. Mr. Leszczynski stated that in his review of the State schedule, they are not included and recommended that Mr. REGULAR MEETING DECEMBER 31, 1985 Voorde contact his state legislator or perhaps contact the State Highway Department in Indianapolis or the district office in LaPorte to request that the streets be added to the 1986 State paving schedule. AWARD PROPOSAL - LIABILITY INSURANCE COVERAGE In a letter to the Board, Mr. Michael L. Vance, Director, Administration and Finance, advised that he has completed his review of the proposals submitted to the Board on December 3, 1985 for the City's liability insurance coverage. Of the two (2) proposals received, the one submitted by Bridge, Holland and Miller Insurance Agency, 1011 East Washington Street, South Bend, Indiana, conforms the closest to the City's specifica- tions. The cost is double what the City is currently paying but appears to be in line with what the market is currently demanding. On the basis of his review and the review of Corporate Policyholders, Inc., the City's insurance consultant, Mr. Vance recommended that an award be made to Bridge, Holland and Miller for the worker's compensation coverage, auto liability and general liability. Though the City did not receive property quotes or employee bond quotes, it will continue to solicit those and expect to have coverage prior to the January 15th expiration date. Mr. Leszczynski stated that the money for the insurance coverage was budgeted in the 1986 budget. Therefore, upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the recommendation was accepted and the proposal awarded. AWARD BID - JANITORIAL SERVICES AT POLICE DEPARTMENT AND THREE POLICE SUBSTATIONS In a letter to the Board, Police Chief Charles T. Hurley advised that it is the recommendation of the Police Department that the bid of Maintenance Systems Corporation, P.O. Box 6125, South Bend, Indiana, in the amount of $15,480.00, be awarded for providing cleaning services at the police facilities. Chief Hurley further advised that the Department has received satisfactory service from Maintenance Systems Corporation in the past year. Therefore, upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the recommendation was accepted and the bid awarded. APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT - ON -SITE PAVING ETHANOL PLANT Mr. Leszczynski advised that Rieth-Riley Construction Company, Inc., P.O. Box 1775, South Bend, Indiana, has submitted Change Order No. 1 (Final) indicating that the Contract amount be increased by $1,297.91 for a new Contract sum including this Change Order in the amount of $414,055.99. The Change Order reflected changes in fifteen (15) Contract items. Additionally submitted was the Project Completion Affidavit indicating this new final cost. Mr. Leszczynski advised that the final paving work was done in late October/November with funds for the project provided through the UDAG grant. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, Change Order No. 1 (Final) and the Project Completion Affidavit were approved subject to the filing of the appropriate three-year Maintenance Bond. APPROVE PURCHASE AGREEMENT - SALE OF CITY -OWNED PROPERTY AT 1032 DE MAUDE In accordance with the bid awarded on November 26, 1985, for the purchase of the City -owned lot at 1032 DeMaude in the amount of $225.00 to Mr. & Mrs. Charles S. Leone, 1081 Woodward Court, REGULAR MEETING DECEMBER 31, 1985 South Bend, Indiana, the Purchase Agreement was being submitted at this time for Board approval. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the Purchase Agreement was approved and the matter referred to the City Attorney's office for drafting of the appropriate Quit -Claim Deed. APPROVE RECOMMENDATION - PIGEON CONTROL SERVICES FOR WESTERN AVENUE VIADUCT AT WALNUT STREET AND PIER PARK FOR CALENDAR YEAR 1986 Mr. Leszczynski advised that pursuant to the Board's request for letter proposals for the above referred to services, three (3) proposals have been received and reviewed. It is his recommendation that the award be made to Absolute Pest and Termite Control, 2228 L.W.W., Mishawaka, Indiana, in the amount of $69.00 per month. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the recommendation was accepted and the award 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 twenty-seven (27) abandoned vehicles 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 Ms. Barnard, seconded by Mr. Leszczynski and carried, the above request was approved and a date of January 14, 1986, was established for the receiving and opening of sealed bids. APPROVE REQUEST TO ADVERTISE FOR RECEIPT OF BIDS - SOFTWARE AND NECESSARY EQUIPMENT FOR A COMPUTER AIDED DISPATCH SYSTEM - POLICE & FIRE COMMUNICATION CENTER Mr. Leszczynski advised that the specifications have been completed for the software and necessary equipment for a computer aided dispatch system in the Police and Fire Communication Center and he is therefore requesting that the Board advertise for the receipt of bids for this equipment. He stated that the new system will include a records system, as well as a management system for both the Police and Fire Departments and will greatly increase the capability of both units. Mayor Parent was present and stated that the City has been working for a long time on this proposed system and now the specifications have been finalized thereby enabling the City to advertise for bids for the system. He stated that some individuals may think that this action will have an impact on the county -wide emergency system which has been discussed in the past. However, this is a separate effort. He stated that the City has an obligation to continue modernizing and improving the present system. In meetings with his staff including Mr. Leszczynski and both the Police and Fire Chiefs, as well as individuals in the Communications Center, the move for a computerized dispatch system has been recommended and he is therefore following their advice on this matter. Mr. Leszczynski stated that it is anticipated that the system will take approximately eight (8) months for installation and Mayor Parent added that it would be approximately one (1) year before the system is fully operational. They stated that whenever the other entities in the County are ready to join, the system will be ready to accommodate them. 422 REGULAR MEETING DECEMBER 31 1985 Mayor Parent stated that discussions have been held in the past regarding a centralized computerized dispatch center in conjunction with the County and the City of Mishawaka. It was anticipated that should that arrangement materialize, a separate advisory board would govern that operation. Contracts with other entities is a possibility but the City, at this time, does not know what the consultant hired to review this matter will recommend. The City, will however, continue to fulfill its responsibility to provide the best services it can. Mayor Parent further stated that it is anticipated that the equipment will be purchased through some type of lease arrangement with the cost being approximately $400,000.00 to $450,000.00. In response to a question, Mr. Leszczynski reiterated that the system would have the capability of handling the county dispatch should that situation arise. Mr. Leszczynski further stated that when the Communications Center was originally designed, it was done with the anticipation of going to this type of computerized dispatch system. Councilman John Voorde was present and inquired how long the prices contained in the bids which will be submitted will be valid. Mr. Leszczynski stated that the specifications require that the prices quoted in the bid be valid for a minimum of sixty (60) days. Mr. Voorde further made mention of the study which the County is undertaking regarding the feasibility of a computerized dispatch system and stated that he wondered if it would be received in time to consider. Mr. Leszczynski stated that to his knowledge, the County has not yet signed a Contract for the study. There being no further questions or comments concerning.this matter, upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the request to advertise for the receipt of bids was approved. APPROVE REQUEST TO ADVERTISE FOR VARIOUS CITY DEPARTMENTS Mr. Leszczynski advised that requests to advertise for the various City Departments. THE RECEIPT OF BIDS - VEHICLES submitted to the Board are several receipt of bids for vehicles for In a letter to the Board, Police Chief Charles T. Hurley requested that the Board advertise for the receipt of bids for the 1986 Police Auto Fleet consisting of eighteen (18) marked vehicles. He further advised that the Police Department requests the right to split the order between two (2) or more dealers to allow for a variety of makes and styles as needed by the Department. The low bid will not be the only determining factor for selection of a vendor and for bid award. All autos to be bid must be new cars. No rentals or demonstrators will be accepted. Any exceptions to the specifications must be noted by the dealer at the time of bidding. All units bid shall be American manufactured automobiles. Additionally, Chief Hurley requested that the Board advertise for the receipt of bids for the 1986 Police Department Detective Bureau Fleet consisting of eight (8) vehicles. The Department requests the right to split the order between two (2) or more dealers to allow for a variety of makes and styles as needed by the Department. The low bid will not be the only determining factor for selection of a vendor and for bid award. All vehicles to be bid must be 1985 model year or newer. Average mileage of vehicles supplied shall not be more than 21,000 miles with no unit to exceed 24,000 miles. All vehicles bid shall have been owned and maintained by a single owner and used as rental vehicles. Any exceptions to the specifications must be noted by the dealer at the time of bidding. 1 REGULAR MEETING DECEMBER 31, 1985 Additionally submitted to the Board was a letter from Mr. John E. Leszczynski, Director, Public Works, requesting that the Board advertise for approximately forty-one (41) replacement vehicles to be used by various Departments throughout the City. Vehicles to be purchased include: automobiles, one ton pick-up trucks, half ton trucks, vans, single axle trucks and a tractor mower. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the above requests as submitted were approved. Councilman John Voorde was present and inquired if the City would be utilizing the State purchase plan whereby the City would purchase the vehicles through the State who has already bid and has an established price for vehicles. Mr. Leszczynski advised that the City could utilize the State purchase plan but will at this time request bids for the vehicles in order to compare the prices with the price the State purchase plan could provide. It was noted that if the City should purchase the vehicles through the State purchase plan, the vehicles would, however, be provided by local dealerships. REQUEST OF SOUTH BEND YOUTH SYMPHONY FOR TRAFFIC ASSISTANCE FOR YOUTH CONCERT - MAY 1, 1986 - REFERRED In a letter to the Board, Ms. Carol Kapson, Co -Chairman of Transportation, South Bend Youth Symphony, 1322 Clayton Drive, South Bend, Indiana, advised that the South Bend Symphony Orchestra is once again presenting its Youth Concert for fourth grade students at 9:30 a.m. on May 1, 1986. She is, therefore, requesting traffic control assistance for this event. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the request was referred to the Bureau of Traffic and Lighting and the Police Department Traffic Division for review and recommendation. REQUEST TO CONDUCT MARCH IN OBSERVANCE OF MARTIN LUTHER KING DAY REFERRED In a Memorandum to the Board Ms. Mikki Dobski, Director, Office of Community Affairs, requested permission to hold a march in official observance of Martin Luther King Day, January 20, 1986 at approximately 1:00 p.m. The requested route is Jefferson Boulevard from the County -City Building to Century Center utilizing the sidewalk. The number of individuals expected to participate is approximately three hundred (300). Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the request was referred to the Bureau of Traffic and Lighting and the Police Department Traffic Division 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, NO PARKING - 100 E. Marion, West property line of 117 E. Marion to Michigan Street. (Requested by Fire Department). FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORTS Two (2) reports submitted by the Department of Code Enforcement indicated a total of twenty-nine (29) properties cleaned from December 23, 1985 to December 27, 1985. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the reports as submitted were filed. REGULAR MEETING DECEMBER 31, 1985 APPROVE EXCAVATION BONDS Mr. Melvin Humphrey, Engineering Department, recommended that that Excavation Bonds for the following individuals be approved effective December 31, 1985: 1. Dominiack Mechanical, Inc. 2. Stoner Plumbing & Heating. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the above referred to Excavation Bonds were approved. APPROVE RELEASE OF EXCAVATION BOND Mr. Melvin Humphrey, Engineering Department, recommended that the Excavation Bond of Christopher Merrill d/b/a Excavating Engineers be released effective January 19, 1986. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the recommendation was accepted and the bond released. APPROVE RELEASE OF CONTRACTOR'S BOND Mr. Melvin Humphrey, Engineering Department, recommended that the Contractor's Bond for Leslie S. Farkas be released effective December 31, 1985. Upon a motion made by Mr. Leszczynski, seconded by Ms. Barnard and carried, the above referred to Excavation Bond was released. APPROVE CLAIMS Mr. John W. Ferguson, Executive Director, St. Joseph County Job Training Program submitted a list containing sixty-nine (69) claims and recommended approval. Additionally, Deputy City Controller Carol M. Sanders submitted Claim Docket No. 28608 through Claim Docket No. 29444 and recommended approval. Upon a motion made by Ms. Barnard, seconded by Mr. Leszczynski and carried, the claims 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. Barnard, seconded by Mr. Leszczynski and carried, the meeting adjourned at 10:09 a.m. ohn E. Leszcz n i Aj" A L Katherine G. Barnard ATTEST: Sandra M. Parmerlee, Clerk