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HomeMy WebLinkAbout11/18/1924 Board of Public Works MinutesTue Board met in reguihr session at 91-00 A.M. All members present. Y 4 i Engineer filed.assessment rolls and final estimates on the folio -wing improvements: Grade, curb and walk on Highladd Avenue from Delaware Avenue to Prairie Avenue, Under Improvement Resolution No..1296.. Grade, curb and walk on Van Buren Street from Sancome Avenue to C. I. & S..R. R. under Improvement Resolution No, 1433• Grades curb and talk on 18th. .Stpee U, fpp1n, Mishawaka Avenue to Hildreth Street, under Improvement Resolution No. 1353. Grade, curb and walk on MoKinley A venue from Greenlawn Avenue to E. line of Sunnyside Manor under Improvement,+ Resolution No. 1253. Grade, ourb and 'calk on Fox Street from Kkine Street to Sampson Street, under Improvement Resolution No 1358. Concrete pavement, on alley south of Washington Avenue from Lafayette Street to William Street, under Improvement Resolution No. 1379. Assessment rol11ffi adopted and f4kal estimates allowed. Notice of adoption of the assessment rolls and, of hearing upon the same on the 3rd.- day of December 1924 at 7:15 P.M. ordered published as provided by law. -- — Proposition received from Woodworth Trnnsfer T " quoting - price of $5.00 each for heauling 20 sewer tile from Mi.sha*aka Avenue and ­Clover `:;triet out to Lincoln Way We: u and Brookfield Street. Same approved. In re following petitions filed for lights, no lights recommerdd So. 27th. Street and North Side Blvd. Corner of .Dubail Avenue and St. Joseph Street. Conner of Linden Avenue and Kaley Street,. Renewal certificate of Albert B. Edgell for the sum of $1,000.00 Excavation bond approver. Grade allowed -on alley west of Michigan Street from Ewing Ave. to Donald Street. Permission granted to Indiana Bell Telephone Company to set, one 35& pole in the alley between Lincoln Way East and Geogge Avenue South of Osborne Street, also to set two poles in the alley between Bronson and South Streets and Columbia and Carroll Street as per work prints attached and approved subject to Superintendent of poles and wires. Engineer signed assessment roll and final ^estimate under Improvement Resolution No. 1287 for pavement on George Avenue from Sample Street to the alley at the northerly end of George Avesu:.e; also alley from northerly end of George Avenue to Marietta Strut. Assesoment roll adopted and final esim&6 estimate allowed. Notice of adoption of 1..'se assessment roll and of hearing upon the same on the 3rd. day of December 1924 at 7:15 P.M. ordered published as pro- vided by law. 31st.,1924. Building Commissioner filed financial report ending Detebi6rl; Claims as evidenced by vouchers numbered 1280 to 1300 inclusive allowed. Excavation bonds for the following ordered released. Leo Lawler, Leo Tobinski and Joe Savianna. Communication and following -opinion ream Mayor Seebirt and City Attorney L. W. Hammond filed and approved. -- - - - November 17th., 1924. Board of Public Works, South $end, ' Indiana . Gentlemen:- e d I have examined the opinion of Mr. Hammond City Attorney, filed with your Board under date of November llth., u.por .the subject of rev5is;ion, of the fortes of writing minutes of your Board. I think Mr. Haumiond has covered the matter very Weill and "has outlined all the requirements of ,the. law and that if your minute--s were kept in forms suggested in ,this opinion %hat ,you. would do all that is necessary+ for the proper record- ing of your business. I sincerely hope that these suggestions will be adopted and that:we can: materially sp"k. up the bringing of these records down is date. Yours very sincerely. e ELI F. SEEBIRT MAYOR . Board of Public Works, City of South Bend, Indiana. Gentlemen: Pursuant to -your request of October 28th., 1924, I have examined the minutes and records kept by the Clerk of your Board, with a view to reducing the amount of time and labor incidental to keeping the same. In making the following r000mmendations,. I have had two things in m*nd: First, the importance of having in some form a cepplete record of every offical action of the Beard, and Second, a purpose to avoid useless repetition and duplication of records, and the elimination of matter that is not required by law to be required. � My first recommendation is, that only those things be written in the minutes of the Board that are necessary by reason of the requirement that " all actions of the Board, together with a r. eedrd of the vote of each member, where the vote is not unanimous shall be recdrded by the Clerk". It will be noted that this requirement of the, Statute does not make it necessary to'reeord all the varioxis contracts., resolutions, etc., adopted by the Board in full in the minutes, but of course it is important that such m matters should retain of record in some form. I would therefore recommend that wherever possible, resolutions Snd-contracts, construction and maintenance bonds, and other, instruments requiring the action of the Board to appear either for their execution or approval, be executed in- duplieate. That it, -that two copies should remain in the poss�- possession of the Board, one of which should be filed and indexed under the appropriate resolution number and title, and the other of which, together with all other papers upon which the Board acts on each separate day , should be kept in a separate.file.indexed according to the date. These files can then be made a: part of the record merely by rreference in the minutes. To illustrate, I have taken for example, the minutes of the meeting of Tuesday , April 259 1922, which I find to be fAitly representative of the proceedings of the Board at one of their regular meetings. The minutes of this meeting consist of.fourteen pages of typewritten matter. •I have condensed this record as follows: and 'believe the same contains legally all that is required to be kept in the minutes, and all that is otherwise useful: Tuesday, April 2591922. Board met in regular session at 9:00 A.M. All members present. Petition of et al, filed • 1922 for lights on South Michigan Street from Monroe to South Streets, submitted. Board ordered one light at alley on east side of Michigan Street between Monroe and South. Communication from H.- A.. Wood Realty Co-., dated April 21,19M relative to cancelling order for certain lights in Marquette Park, .read and. filed. Order for lights referred to, cancelled and Clark ordered to notify electric company of canal- lation. Building Commissioner -reported that he had condemned as unsafe # cerlA in barns as follows: Barn at 114 E.'Calvebt St., owner Chas. Bechtel, Breman, Ind., barn at 113 E. Navarre St., owner M. N. Dinan, South Bend, Ind.,; barn at 630 S. Michigan St. owner and agent L. M. Hanmierschmidt, South Bend, Ind., ; barn at 727 N Scott St. owner Robert P. Kasier, South Bend, Ind., Hearing s&t For May 391922 at 7:15 P.M. irid clerk ordered to issue notice to above parties. One 100 C. P. light ordered at northeast corner of Keasey and Columbia Street. On petition of et al for pavement of Bowman Street from Miami to High Streets, resolution ordered. 53is .numbers City Engineer filed estimate costs under improvement Resolutions etc, ( See files.) . Bids received and reed as follows: under, Improvement Resolution NO, .Williston Construction Co ., ; Harry N. Barnes; White Contruction Co. ; Hoban & Roach ( See files for original bids.) Improvement Resolution No. 579 for 10041 sewer on Kessler Blvd. adopted and filed.. Resolution reads as follows; ( insert see files.). Improvement Resolu� an No. 976_for local sewer on Taylor Street adopted and filed. Resolution reads as follows: ( Insert see files.) 'Improvement sewer resolution No. 977 for local serer on Dubaii Ave., reading a's follows: ( Insert see fines.) adopted and filed, _ improvement Resolution No. 978 for local sewer on Marietta St. reading as follows: ( Insert see files ) adopted and filed Improvement± Resolution No 979 for local sewer in Georgiaanna Avenue reading as follows:_Insert see files) adopted and filed.' Contractwith Bruno De Peaspe as contractor for pipe sewer on Jackson Street as provided by improvement Resolution No. 937, adopted March 1, 1922, signed and construction Bond in the sum of $1,486.00 attached theretog with United States Fidelity and Guaranty Co. as surety, approved. Contract and bond ordered Piled. Contract with Harry Polis for grade, curb and walk on Portage Avenue as provided in improvement Resolution No. 941, adopted March 1,19220 signed and construction bona a �ttached.therste in the sum df $251,00 with United State Fidelity and Guaranty Co. as sureties, approved. Contract and. bond e-rdered filed. Contract'of George A. Haarrop and bond attached thereto witbe personal sureties ordered returned to bidder .with instructions to .provide Surety 'Company, bond. Permits granted to Indiana Bell Telephone Company as follows. - Set out permits as shown. on Page 83, but it, 1s-:.not necessary to show that they are granted on recommendation of the inspector.) Contract with Heim Construction Company for grade, curb and walk on Calvert Street as provided in improvement Resolution No. 944 adopted March 7919229 signed and Construction Bond attached thereto in the sum of $501,00 with Hanford Accident and Indemnity Co. as surety, aapprove'd. Contract and bond ordered filed. Claims as evidenced by-vouehers rgmbers to inclusive allowed. ZAh Pre dent Clark of Board. I have then taken the minutes of Wednesday , Meay 17, and while I Have not condensed the record in the same manner, the following form will illustrate how the same can be done; Wednesday , May 179 1922. Board met in regular session at 7:15 P. M. Mr. L. B. Slaughter absent. Mr. L. P. Hardy, Vice President; presiding Hearing had on Resolution for pipe sewer on Taylor Street as provided in Improve- ment Resolution No. 976. No remonstrators appeared and no remonstrances filed. The Board therefore finds that the benefits to property liable to be assessed for said improvement aarit equal to the estimated cost of the.same, and said resolution is now confirmed. Date for receiving, opening and considering sealed proposals fixed as June 691922 at 10:00 A.M.. Notice thereof ordered publlished as required by law. . Hearing had on resolution for pipe sewer on Dubail Ave. as provided in improvement Resolution No. 977. Property owners appeared and remoxi- strated and a written remonstrance was filed. After heaaring, the Board decides that" the benefits to property liable to be assessed for said improvement, are equal to the estimated cost of the same, €and the Board therefore riow confirms the said resolution. Date for receiving, opening grid considering sealed pro- posals for the construction of said sewer fixed as June 601922 at 10:00 A.M. and notice thereof ordered pu'olished as provided by la,w. . M- On page 134, is shown two communications from the City Planning and Zoning Commission. Neither of which is required to be copied in full, but it is sufficient to refer to their,havin` been filed or received and then note the action of the Board, for example as follows*. - The. Board considered report- of.City Plan Commission relative to rearrangement of streets and alleys in Kemble's Audition. Recommendation approved and Resolution ordered to rearrange streets and alleys in said addition as shown on Blue print attached to said report. The report of the City Plan Commission relative to the approval of the plat of Carmi E. Smith Sub -Division, need not be recorded at.all, as the report would be sufficiently shown by endorsement on the plat and need -not be carried into the minutes of the Board. At bottom of page 1349 the last, three paragraphs may be consensed as follows: Engineer signed assessment roll and final estimate under Improvemen Resolution No. 916. Assessment roll adopted and finale stinate allowed. Notice of adoption of the assessment roll and of hearing upon the same on the 7th. day of June 192?, at 7:15 P. It. ordered published as provided by law.. on page 135 appears in full, three preliminary orders of the Boards each recorded in full including the caption, the signatures of the Board members, attestation of the Clerk and. recital of date of adoption, all of which are entirely umancessaery. Keeping in mind that the Statute requires a record of the action of the Board, it is suggested that this page should be condensed as follows: - The City Engineer having reported on tabluation of bias, prell*-- inary orders were entered as follows: Improvement Resolution No. 954, Action on bids having been deferred to this date, the Board now designates asphaltic concrete as the kind of pavement. with which .said street it to be improved, and further action herein is continued until May 319 1922. Improvement Resolution No, 959. Action on bids having been deferred to this date, the Board now designates Asphaltic concrete as the kind of pavement with which said street it to be improved and further action herein is con- tinued, until May 311 1922,. Improvement Resolution No, 96D. Action on bids having been deferred to this date, the Board now designates Concrete, as the kind of pavement with which said street is to be improved , and further action herein is continued until May 31, 1922. As a result of this revision, the action of the Board on these three preliminary orders, is reduced from 550 words to 140, without Leaving out any useful matter. I find the entire record, as now kept , to be extended to include in full all petition, letters, remonstrances and affidavits received by the Board, none of which needs more ''-than a reference to their filing. It is not practicable to furnish forms to be followed by the Clerk as I am not able to• anticipate what utters may come up for action on any date, but if the Clerk will f1low the above suggestions, will be glad to assist her 1n making up the record for a few times until she becomes familiar with this plan. Respectfully submitted, • APPROVED Nov. 18,1924. BOARD OF PUBLIC WORKS BY L. B. SLAUGHTER President. A n C Clerk of Boar. L. W. HAMMOND, City Attorney.