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HomeMy WebLinkAbout10/10/77 Board of Public Works MinutesREGULAR MEETING OCTOBER 10, 1977 A regular meeting of the Board of Public Works was convened at 9:30 a.m. on Monday, October 10, 1977 by President Patrick M. McMahon, with Mr. McMahon, Mr. Brunner and Mr. Mullen present. Deputy.City Attorney Terry A. Crone was also present. MINUTES OF PREVIOUS MEETINGS APPROVED Mr. McMahon reported that he had reviewed the minutes of a special meeting held on September 30, 1977 to approve,a lease agreement for various items for Century Center and he made a motion that the minutes be approved as submitted, Mr. Brunner seconded the motion and it carried. Mr. McMahon reported that the minutes of the regular meeting of October 3, 1977 had been reviewed and he made a motion that they be approved as submitted. Mr. Mullen seconded the motion and it carried. OPENING OF BIDS - REMODELING OF LEGAL DEPARTMENT OFFICES This was the date set for receiving bids for the remodeling of the Legal Department Offices. 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: Reinke & Son, Inc. South Bend, Indiana Bid - Item 1, Remodeling and General Construction Item 2, Furnish and Install Carpeting Total Ziolkowski Construction Co. South Bend, Indiana Bid - Item 1, Remodeling and General Construction Item 2, Furnish and Install Carpeting Bid was signed by Harold G. Reinke, non -collusion affidavit was in order and a 5% bid bond was submitted. $6,141.00 1,474.00 7,615.00 Bid was signed by Ben Ziolkowski, non -collusion affidavit was in order and a 5% bid bond was submitted. $4,541.00 1,290.00 5,831.00 Upon motion made by Mr. McMahon, seconded by Mr. Mullen and carried, the bids were referred to the Legal Department for review and recommendation. REPORT - TAXI DRIVER'S PERMIT - RALPH ALVAREZ Mr. Brunner reported to the Board that the Legal Department has completed its' review of the status of the driver's license of Ralph Alvarez and will be prepared to recommend action next week. He requested that Mr. Alvarez be requested by certified letter to be present at the meeting on October 17, 1977 regarding this matter. Upon motion made by Mr. Brunner, seconded by Mr. McMahon and carried, the Clerk was directed to send a certified letter to Ralph A. Alvarez requesting that he be present on October 17, 1977. 004 REGULAR MEETING, OCTOBER 10, 1977 REQUEST TO WITHDRAW ROCK SALT BID APPROVED BIDS TO BE READVERTISED The Board received a Mailgram from the Morton Salt Company, dated September 30, and received by the Clerk of the Board after the October 3 bid opening for rock salt, advising the Board that unanticipated commitments make it difficult to offer a source of supply as contained in their bid'. and requesting that the bid be withdrawn. A follow-up letter containing the same information was also received. Mr. McMahon made a motion that the request to withdraw the bid of Morton Salt Company for rock salt be approved. Mr. Brunner seconded the motion and it carried. Mr. McMahon then noted that two bids mailed to the Board were received by the Clerk after the time of bid opening last week so they could not be con- sidered. He made a motion that the bids for rock salt be rejected and the Board readvertise for bids with bids to be received on October 24, based on an insufficient number of bids received. Mr. Brunner seconded the motion and it carried. SUBGRANT AGREEMENT APPROVED - COMMUNITY COORDINATED CHILD CARE Elroy Kelzenberg, Director of Employment and Training, submitted to the Board a Subgrant Agreement with the Community Coordinated Child Care agency. Thomas Becker was present and advised the Board that the agreement is in the amount of $12,750 and is for the period through December 31, 1977. The subgrant is to provide client services for day care centers. Mr. Becker noted that because of numerous personnel changes in the agency, this agreement will only be in effect until the end of the year. It is hoped that the agency will be able to continue with the services beyond that time, in which case a new agreement will be submitted for approval. Upon motion made by Mr. McMahon, seconded by Mr. 'Brunner and carried, the Subgrant Agreement was approved. LEAF BURNING AND LEAF PICK-UP REQUESTS Mr. McMahon pointed out that, in compliance with the City ordinance, leaf burning will be permitted from October 15 through November 15 between the hours of 7:00 a.m. and 7:00 p.m. He made the following requests of the public: 1. No leaf burning on the streets, in order to prevent damage to asphalt pavement. 2. No leaves to be swept into the streets. This causes a problem with clogged sewer inlets. The Street Dep:Lrtmen.t'i¢i.11.make regular leaf pick-up in the neighborhoods, -on an announced basis and will pick up bagged leaves. The treet Department equipment will pick up those leaves which have fallen in the street but residents are requested not to sweep their leaves into the street. BID REQUEST FOR POLICE DEPARTMENT COPIER TABLED Chief Michael Borkowski submitted a request to advertise for bids for the lease -purchase of duplicating equipment for the Record Room. The Department is presently renting equipment on a month - to -month basis and it is felt savings can be realized through a lease -purchase agreement. Mr. Mullen said that service on such equipment is normally not included in a lease -purchase agreement and he suggested a further review of the request. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the request was tabled for further study by the Controller's Office and the Police Department. REGULAR MEETING OCTOBER 10, 1977 BID ADVERTISING APPROVED - FUEL OIL Mr. McMahon requested the Board's approval to advertise for bids for the City's fuel oil requirements. Specifications are being prepared along with an estimate of the City Department needs. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board authorized advertising for bids for fuel oil on October 21 and 28, with sealed bids to be received on November 7, 1977. REPORT OF ACQUISITIONS - DISCOVERY HALL Richard Welch, Director of Discovery Hall Museum, submitted to the Board the quarterly report of acquisitions for the Museum through September 30, 1977, in accordance with the Acquisition and Collections Policy adopted by the Board. The list was as follows: Object Studebaker Pins and Medals Commemorative Trivit Donor Caroline More Sibley Machine & Foundry Co South Bend Seeder, Photos and Paintings Earl Rausch Photograph Roman Radecki Birdsell Sign Studebaker Badges Photograph Oliver Plow Molds, Nauga Doll Nauga Pin Photograph N.P.Bowsher Papers Studebaker Puzzle Photograph Badge and Taxi Sign Prints signed by Raymond Loewy Tryber Piano Mrs. W. E. Eller John Nemeth Mary Yuhasz Discovery Hall Associates Elizabeth Straw Mr. & Mrs. Carl Fisher Mr. & Mrs. Joe Lacay Purchase Harold Beehler Joseph Sniadecki Sylvia Altman Mr. & Mrs. Leroy Atherton Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the acquisitions report was filed. REPORT FROM FIRE DEPARTMENT RE: PETITION OF IUSB TO VACATE A PORTION OF VINE STREET AND TWO ALLEYS The Board received a letter from C. A. Ward on behalf of IUSB requesting that action proceed on the petition of IUSB to vacate a portion of Vine Street and two alleys. The letter indicated that successful negotiations had been completed with the Fire Department regarding their request for additional water mains and hydrants in the area. The Board had requested an update from the Fire Department. Batallion Chief Edward Szymkowiak submitted to the Board a report summarizing numerous meetings and correspondence received subsequent to the letter Mr. Ward submitted to the Board dated February 20. B/C Szymkowiak noted that the Fire Department has not received a written commitment from IUSB concerning the REGULAR MEETING OCTOBER 10, 1977 Fire Department requests. Therefore, the South Bend Fire Department has not released the vacation petition for further action. Upon *notion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Fire Department report was filed and the vacation petition was tabled until written confirmation is received from IUSB concerning fire prevention for the complex REPORT ON PETITION TO VACATE ALLEY BETWEEN CALVERT AND DELAWARE The Division of Engineering reported to the Board that they had reviewed the petition of Mr. & Mrs. Anthony Boros to vacate the east -west alley running west from Carlisle Street to the north south alley between Calvert and Delaware Street. The report indicated no objection to the proposed vacation, subject to existing utility easements. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the report was filed and the petition was referred to the Area Plan Commission for review and recommendation. APPROVAL OF CONTRACT - THEATRE LIGHTING FOR CENTURY CENTER The contract with Koontz Wagner Electric Company for Theatre Lighting for Century Center, in accordance with the bid accepted, was submitted to the Board along with the bonds. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board approved the contract and filed the Performance Bond and Labor and Materials Payment Bond for the project. The contract is in the total amount of $99,480.00. APPROVAL OF CONTRACT - PROSPECT STREET SANITARY SEWERS The contract with Marion Hamilton & Son, Inc. for construction of the Prospect Street Sanitary Sewers, in accordance with the bid accepted, was submitted to the Board along with -the appropriate bonds. The contract is in the amount of $17,223.40. Upon'mot on made by Mr. McMahon, seconded by Mr. Brunner and carried, the contract was approved and the Performance Bond and Labor and Materials Payment Bond were filed. APPROVAL OF TITLE SHEET - IRELAND INDUSTRIAL PARK SEWERS The Bureau of Design and Administration submitted to the Board the title sheet approving the plans for the Ireland Industrial Park Sewers. Also submitted were two easement agreements. This project is a private development and plans are in accordance with City specifications. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board approved the title sheet and accepted the easements for recording. APPROVAL OF TITLE SHEET - CENTURY CENTER PARKING LOT Patrick'M. McMahon -submitted -the title sheet approving the plans for the Century Center Parking Lot for which the Board has advertised for bids. Mr. McMahon noted that the project will receive one hundred per cent funding from an Economic Development Administration grant to include construction of the parking lot and landscaping. The lot will provide space for approximately 360 cars. It is hoped that work can begin October 24 but it will not be completed by the opening date for Century Center, November 1. PERMIT APPLICATION APPROVED - DRIVEWAY AT CENTURY CENTER Mr. McMahon noted that the Board has requested a permit from the Indiana State Highway Commission for a driveway at Century Center and Jefferson Street. The City has now made some revisions in the plan relating to the width of the driveway and is now filing an amended permit request. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the application was approved and will be submitted to the State. REGULAR MEETING 9CTOBER 10, 1977 REPORT ON REQUEST FOR TEMPO W_,CLOS1NG OF ALLEYS - THE PAINTERS The Board had approved the request of Brian Lunsford, The Painters, to close the alley east of the Mar Main Apartments for one week while painting of the windows was completed. Subsequent to that action, Mr. Lunsford requested use of both the east -west and the north -south alley adjacent to the apartments, as well as the public sidewalks, for a thirty -day period, during which time the scaffolding would remain in place. Ralph J. Wadzinski, Manager of the Bureau of Traffic and Lighting, advised the Board that he had reviewed the request and found no objection to approval, subject to the following conditions: 1. That when scaffolding is on the sidewalk it is surrounded by no less than five barricades on each approach side and one on the dead side of the scaffolding. 2. That when on the sidewalk, sufficient room to get around the scaffolding shall be present and not blocked by chain fences or other obstructions. 3. That when the scaffolding is in the alley, during the evening hours, the scaffolding be moved to the wide portion of the alley opposite the Medical building lot, or in the case of the east/west alley, it be moved around the corner to the wide part of the alley or to the Main Street sidewalk. 4. That the contractor obtain all necessary permits and occupancy bonds as required by the City of South Bend. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board approved the request subject to the conditions listed above and subject also to the filing of a Certificate of Insurance.in the amount of $1,000,000, with the City of South Bend named as'an additional insured on the Certificate, for the time period the sidewalks and alleys will be occupied. REPORT OF ENVIRONMENTAL CREW FOR SEPTEMBER FILED The report of the Street Department Environmental Clean -Up Crew for the month of September was submitted to the Board. The report indicated 40 properties cleaned, eight environmental complaints serviced and 71 total loads taken to the landfill. Upon motion made by Mr. McMahon, seconded by Mr.- Mullen and carried, the report was filed. REVISED RENTAL AGREEMENT FORM FOR MORRIS CIVIC AUDITORIUM APPROVED Floyd Jessup, Manager of the Morris Civic Auditorium, submitted to the Board a revised rental agreement form for use of the Morris Civic Auditorium. Mr. Jessup indicated that the agreement had been reviewed by the Legal Department, the Department of Public Works and the Controller's Office. The agreement specifies the new insurance requirements. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board approved the rental agreement form. RIVER BEND PLAZA REQUEST APPROVED Mary Kay Huszar, Director of River Bend Plaza, submitted to the Board the request of the South Bend Symphony to hold a Radio Marathon on River Bend Plaza on November 8 and 9 from 2:00 to 5:00 p.m, along with her favorable recommendation. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board approved the request. REGULAR MEETING OCTOBER 10. 1977 CLAIMS APPROVED Michael L. Vance, Deputy City Controller, submitted to the Board Claim Docket Numbers 17516 through 17908 and recommended approval. Upon motion made by Mr. McMahon, seconded by Mr. Brunner and carried, the Board approved Claim Docket Numbers 17516 through 17908 and directed that checks for payment be issued. STREET LIGHT OUTAGE REPORT FILED The Street Light Outage Report for the period October 3 through 7 was received. The report indicated fifty-one outages. Upon motion made by Mr. McMahon, seconded by Mr. Mullen and carried, the report was ordered filed. COMPLAINT - LACK OF SNOW PLOWING ON HEATHER LANE Tom Doyle, 5002 Heather Lane, was present and advised the Board that for the past four winters he has had difficulty getting his street plowed. Mr. Doyle said the Street Department has not beein plowing the cul-de-sacs in Scottsdale. Numerous calls are made to the Street Department without success, according to Mr. Dcyle, and he said the residents are unable to get their cars out when the snow is not plowed. Mr. McMahon said the Board notes his complaint and will follow through to see that the cul-de-sacs are plowed. If the problem arises this winter, Mr. Doyle was advised to- notify the Clerk of the Board. There being no further business to come before the Board, upon motion made by Mr. McMahon, seconded by Mr. Mullen and carried, the meeting adjourned at 10:30 a.m. ATTEST: Patricia DeClercq, Clerk