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REGULAR MEETING DECEMBER. 22 2011 412
TGB UNLIMITED INC.
DBA S&T BANCROFT ELECTRIC
25020 State Road 2
South Bead, Indiana 46619
Quotation was submitted by Mr. Ty Bancroft
1. Contractor's Non-Collusion Affidavit, Non-Debarment Affidavit, Employment
Eligibility Verification, Non-Discrimination Commitment for Contractors and
Certification of Use of United States Steel Products or Foundry Products was
Submitted
QUOTATION:
Base Bid $25,448.00
Alternate A $5,410.00
Total $30,858.00
_MARTELL ELECTRIC, LLC
4601 Cleveland Road
South Bend, Indiana 46628
Quotation was submitted by Mr. Scott Kirkpatrick
1. Contractor's Non.-Collusion Affidavit, Non-Debarment Affidavit, Employment
Eligibility Verification, Non-Discrimination Commitment for Contractors and
Certification of Use of United States Steel Products or Foundry Products was
Submitted
QUOTATION:
Base Bid $29,79150
Alternate A $9,832.50
Total $39,625.00 .
Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above Quotations were
referred to Engineering and Economic Development for review and recommendation. After
reviewing those quotes, Mr. Rob Nichols recommended that the Board award the contract for the
Base Bid only to the lowest responsive and responsible bidder TGB Unlimited, Inc., DBA S&T
Bancroft Electric in the amount of$25,448.00. Mr. Nichols noted the quote was approximately
$100.00 over the budget if Alternate A is included. Mr. Gilot suggested that Mr. Nichols speak
to the Controller to see if the funding could be found, rather than eliminate one light from the
project. Therefore, Mr. Price made a motion that the recommendation be accepted and the bid be
awarded and the Construction Contract approved for the Base Bid plus Alternate A, for a total of
$30,858.00, subject to the Controller approval. Mr. Inks seconded the motion, which carried.
AWARD BID — THREE 3 2011 OR NEWER SNOW PLOW EQUIPMENT FOR TANDEM
AXLE TRUCKS (201„1„STREET DEPARTMENT_CAPITAL)
Mr. Jeffrey Hudak, Central Services, advised the Board that on November 7, 2011, bids were
received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak
recommended that the Board award the contract to the second lowest responsive and responsible
bidder, W.A. Jones Equipment Company, Inc., 1171 South Williams Drive, Columbia City,
Indiana 46725, in the amount of$28,788.00 each plus $4,500.00 each for installation, for a total
of$99,864.00. In a Memo to the Board, Mr. Hudak stated the bid of the low bidder, Northern
Equipment, was rejected due to the following reasons:
1. Did not submit an exception list although it is required in our bid specification.
2. Did not submit any published literature on the products they bid.
3. Exhausted all reference materials at my disposal and could not find anny
information on the model of underbody they bid, Henke USB XL.
4. The Wing Plow model that was bid is not stated anywhere in the vendor's bid.
5. Front plow model is not stated anywhere in the vendors bid.
6. Our bid specification includes a comply yes or no column to make it easier for bid
comparisons but the vendor failed to mark this for the front plow.
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REGULAR MEETING DECEMBER 22 2011 414
operational cost would also increase if a different vendor is selected because additional software
licenses would need to be purchased, and yearly software maintenance fees for both software
packages and support training for two different software packages would be needed.
Standardizing on the Cues CCTV camera system hardware is also critical. If another
manufacture's camera hardware is selected the City would have to stock spare parts for two
different manufactures. Employees would also need to receive maintenance training on both
systems. It would also be hard to establish and use the same Standard Operating Procedures if
the equipment is different on both trucks. By selecting a different equipment manufacturer
the overall daily operational cost would increase. Therefore, Mr. Inks made a motion that the
recommendation be accepted and the Special Purchase be approved as outlined above. Mr. Price
seconded the motion, which carried.
APPROVAL OF QUOTE AWARD — REPLACEMENT LIGHT POLES FOR KNOCKED
DOWN POLES SIGNAL/LIGHTS
Mr. Gilot advised that the Board is in receipt of a request from Mr. Rob Nichols, Engineering, to
award the purchase of the above referenced equipment to Tech-Lite Corporation, 7718 Loma Ct.,
Fishers, Indiana 46038, in the amount of$28,650.00. Mr. Nichols noted this purchase was placed
on the agenda as a Special Purchase, but it should be approved as a quote award. He noted three
quotes were solicited, one responded that they could not meet the INDOT signal mast arm design
standards required, and the other quote was non-responsive due to submitting incorrect materials.
Therefore, Mr. Inks made a motion that the recommendation be accepted and the quote award be
approved as outlined above. Mr. Price seconded the motion, which carried.
APPROVE CHANGE ORDER NO. 4 — MAYFLOWER ROAD CONSTRUCTION —
PROJECT NO. 110-036 AEDA TIF
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 4 on behalf
of C&E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, indicating the contract
amount be decreased by $9.76 for a modified contract sum, including this Change Order, in the
amount of$2,584,938.95. Mr. Villa informed the Board that the difference is from the removal
of some line items from the original specifications and the addition of new line items. Upon a
motion made by Mr. Inks, seconded by Mr. Price and carried, the Change Order was approved.
APPROVE CHANGE ORDER NO. 3 --- MAYFLOWER ROAD SANITARY SEWER
EXTENSION PHASE I—PROJECT NO. 109-055 (TIF/SEWER BOND
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 3 on behalf
of C&E Excavating, Inc., 53767 County Road 9, Elkhart, Indiana 46514, indicating the contract
amount be decreased by $1,073.50 for a modified contract sum, including this Change Order, in
the amount of $1,887,931.50. Upon a motion made by Mr. Price, seconded by Mr. Inks and
carried, the Change Order was approved.
APPROVE CHANGE ORDER NO. 1 — MORRIS PERFORMING ARTS CENTER ENTRY
DOORS WINDOWS AND RESTROOM RENOVATION - PROJECT NO. 111-024 (CED
AND MPAQ
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order No. 1 on behalf
of Brown & Brown General Contractors, Inc., P.O. Box 487, Wakarusa, Indiana, indicating the
contract amount be increased by $18,672.00 for a modified contract sum, including this Change
Order, in the amount of$626,564.00. Upon a motion made by Mr. Inks, seconded by Mr. Price
and carried, the Change Order was approved.
APPROVE CHANGE ORDER NOS. 2 AND 3 — EAST BANK SEWER SEPARATION —
PROJECT NO. 109-070A (EDIT)
Mr. Gilot advised that Mr. Toy Villa, Engineering, has submitted Change Order Nos. 2 and 3 on
behalf of Woodruff& Sons, Inc., P.O. Box 450, Michigan City, Indiana. Change Order No. 2
indicates the contract amount be increased by $52,236.89 for a modified contract sum., including
this Change Order, in the amount of$2,072,570.77, and a time extension of seventy-seven (77)
days. Change Order No. 3 indicates the contract amount be decreased by $10,455.08 for a
modified contract sum, including this Change Order, in the amount of $2,062,115.69. Upon a
motion made by Mr. Inks, seconded by Mr. Price and carried, the Change Orders were approved.
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WHEREAS, the Housing Development Corporation of St. Joseph County, Inc. ("HDC")
is a nonprofit entity organized under the laws of the State of Indiana for the purpose of
developing, 'implementing, and funding an on-going housing program which will provide safe,
decent and affordable housing and living environments for all St. Joseph County, Indiana
residents, and is the owner of the following described real property situated in St. Joseph County,
Indiana:
See ExhihitA attached
(hereinafter referred to as the "Real Property") and;
WHEREAS, the City of South Bend, Indiana ("City") acting by and through the Board
of Public Works, hereby expresses its desire to acquire Real Property from HDC; and
WHEREAS, HDC desires to transfer the Real Property to the City; and
WHEREAS, pursuant to I.C. 36-1-11-1(b) (7), City may exchange or transfer property
with an Indiana nonprofit corporation upon terms and conditions agreed upon by the two (2)
entities as evidenced by the adoption of substantially identical resolutions of each entity.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF
THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS:
1. The transfer of the Real Property situated in St. Joseph County, Indiana, and generally
described as follows:
See ExhihitA attached
by the HDC to the City of South Bend, Indiana, shall be, and hereby is, accepted pursuant
............
to Resolutions No. 2011-01, 2011-02, 2011-03, and 2011-04 adopted by the HDC, dated
December 13, 2011, and substantially identical in their terms and conditions to this
resolution.
2. Upon receipt of fully executed quitclaim deed(s) to the Real Property prepared by the
City, the City is hereby authorized and directed to cause the recording of said quitclaim
deed(s) in the Office of the St. Joseph County Recorder.
3. This Resolution shall be in full force and effect upon its adoption.
ADOPTED at a meeting of the Board of Public Works of the City of South Bend,
Indiana, held on December 22, 2011, at 227 West Jefferson Boulevard, Room 1308, South Bend,
Indiana 4 660 1.
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
s/Gary Gilot
s/Donald Inks
s/Thomas Price
ATTEST:
s/Linda Martin, Clerk
Exhibit A
Description of Real Property
The Real Property consists of the following four parcels:
Parcel 1
Tax Key Number: 18-1043-1849
Property Address: Vac 3 LaSalle Ct
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b. Contractor holds a valid license under Section 4-20.5 of the South Bend
Municipal Code;
c. Contractor has an established business and storage lot within the city limits of
South Bend;
d. Neither contractor nor any employee shall have been convicted of;
i. Any crime within three (3) years prior to the date of application;
ii. Any crime connected with the towing and storage of vehicles within
five (5) years of the date of application.
e. Neither contractor nor any employee shall currently have any criminal charges
pending in connection with the towing and storage of vehicles; and
f. There are no outstanding judgments against the contractor arising out of the
towing business which are more than six (6) months old or are on appeal.
3. Contractor may be removed from the list:
a. At any time by the contractor's request.
b. For a period of one year upon any of the following:
i. On three (3) occasions within any one-year period the contractor fails to
arrive at the requested scene within a reasonable time after receiving
notice.
ii. On three (3) occasions within a one-year period or on any two (2)
consecutive occasions contractor cannot be reached by the South Bend
Police Department Communication Center for any reason; or
iii. Contractor ceases to comply with any subparagraph from 5 (g) through
and including 5 (k) or paragraph 13 of this agreement; or
iv. Discovery of any fraud, material misrepresentation, or false statement
contained in the application for the list, yearly affidavit or for any license
required by this Resolution.
v. A contractor or any employee of contractor shall be convicted after the
application date of a crime. However, if the contractor, any employee of
contractor or any principal (officer, manager, or owner of 20% of the
company) is convicted of after the application date of any a crime
connected with the storage or towing of vehicles, or of any felony, the
contractor shall be removed for a period of three (3) years.
vi. A second violation of paragraph 3(c)(ii) within a three (3) year period.
vii. Other violations of this Resolution or the fee schedule adopted by the
Board of Public Works.
c. For a period of I month:
i. Whenever there are 3 substantiated complaints within any one year
period against the contractor or for a violation of any portion of this
agreement other than those specifically mentioned in paragraph 3 (b). For
purposes of this paragraph a complaint must be made in writing to the
South Bend Police Department and investigated by that Agency.
ii. Whenever the records of the South Bend Police Department
Communications Center show that for any quarter of the year the
contractor failed for whatever reason (i.e., too busy, doesn't answer
phone, etc.) to respond to 10% or more of the requests for service from the
South Bend Police Department Communications Center. The Chief of the
South Bend Police Department or his designee shall notify the contractor
in writing of the finding of this violation.
The finding may be appealed by the contractor only to the Board of Public Safety within
7 calendar days after the date of mailing of the notice. The Board shall hear the appeal not later
than its next regularly scheduled meeting occurring 72 hours after the filing of the appeal. If an
appeal has been filed, then the contractor shall remain on the list, but shall be passed over until
the Board of Public Safety can conduct a hearing in accordance with this paragraph.
If there is no appeal, the removal of the contractor from the list shall commence at
midnight at the start of the 8th day after the mailing of the letter, unless the contractor notifies
the Traffic Bureau Commander that it wishes the suspension to commence at an earlier date. If a
contractor is suspended from the list for any reason set fourth in paragraph 3(b) or 3(c), the
contractor shall be placed at the bottom of the rotation list at the end of the suspension if a
vacancy still exists. Otherwise the contractor, unless it requests otherwise, shall be added to the
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REGULAR MEETING DECEMBER 22 2011 420
number for any reason, the next eligible contractor on the waiting list shall be
notified by regular mail and shall have 2 weeks from the date of the letter to
verify its application, post a current bond, and otherwise, comply with all
requisites. If the contractor should fail to do so, it shall be stricken from the
waiting list and the open spot shall be assigned to the next name on the waiting
list subject to these conditions and notice issued..
9. Contractors shall be compensated by directly collecting from the owner of the
property or by disposal of the vehicle in accordance with state law. Contractor shall not have
any claim against the City for reimbursement of labor or materials furnished hereunder except to
the extent that the City has been able to collect from the property owners.
10. If a contractor or any employee of contractor is charged in a court of competent
jurisdiction with the commission of a crime connected with the storage or towing of vehicles,
contractor shall be temporarily suspended until exonerated in court by either dismissal of the
charge or a not guilty finding.
11. No contractor or principal owner of contractor (20% or more of the ownership
interest) shall have any ownership interest in any other contractor on this list. Violation of this
paragraph is cause for removal of both contractors from the list for a period of five years.
12. Contractor shall provide a certificate of liability insurance in the amount of$700,000
per occurrence, naming the City of South Bend as an additional insured for all work done under
these contracts.
13. Contractor agrees to indemnify the City for any liability costs, attorney fees, or
damages arising out of any action of the contractor.
14. Between January 1" and March 31" of each year, the contractor shall present to the
Clerk of the Board of Public Works proof of current insurance in compliance with paragraph I I
and an affidavit stating that it currently meets all qualifications set forth in paragraph 2 and
listing its current location(s). However, in 2008 only, the proof and affidavit need not be filed
until May 31, 2008.
15. Nothing in this resolution shall prohibit the City of South Bend from modifying this
......__..
policy from time to time, nor shall anything contained herein prohibit the City of South Bend
from utilizing its own towing vehicles for any purpose, nor from requiring that the vehicle be
towed to its own storage lot.
Dated this 22nd day of December, 2011.
BOARD OF PUBLIC WORKS
s/Gary Gilot, President
s/Don Inks, Member
s/Thomas Price
ATTEST:
s/Linda Martin, Clerk
ADOPT RESOLUTION NO. 88-2011 — A RESOLUTION ESTABLISHING FEES FOR
TOWING COMPANIES CONTRACTING WITH THE SOUTH BEND POLICE
DEPARTMENT
Upon a motion made by Mr. Gilot, seconded by Mr. Price and carried, the following Resolution
was adopted by the Board of Public Works:
RESOLUTION NO. 88-201.1
A RESOLUTION ESTABLISHING FEES FOR TOWING COMPANIES
CONTRACTING WITH THE SOUTH BEND POLICE DEPARTMENT
WHEREAS, it is necessary that there be available to the South Bend Police Department
around the clock towing services to remove illegal cars in the street or cars which have been
involved in accidents and cannot be removed by their owners; and
WHEREAS, the City of South Bend has elected not to maintain its own around the clock
tow fleet at this time, but to utilize a rotating list of private South Bend tow companies; and
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REGULAR MEETING DECEMBER 22 2011 422
ACCEPTING THE TRANSFER OF REAL PROPERTY
FROM THE SOUTH BEND DEPARTMENT OF REDEVELOPMENT
AND AUTHORIZING TRANSFER TO NON-PROFIT CORPORATION
WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") has
custody of and may maintain and dispose of all real property owned by the City of South Bend,
Indiana(the "City")pursuant to I.C. 36-9-6-3 and I.C. 36-1-11-1; and
WHEREAS, pursuant to I.C. 36-1-11-8, the City, acting by and through the Board, may
transfer or exchange property with another governmental entity upon terms and conditions
agreed upon by the two (2) entities as evidenced by the adoption of substantially identical
resolutions of each entity; and
WHEREAS, the South Bend Redevelopment Commission (the "Commission"), the
governing body of the South Bend, Indiana, Department of Redevelopment (the "Department")
and of the Redevelopment District of the City of South Bend, Indiana (the "Redevelopment
District"), exists and operates under the provisions of I.C. 36-7-14, as amended from time to time
(the"Act") and is a body corporate and politic; and
WHEREAS, the Department, by and through the Commission, has presented to the
Board, a request for the transfer to the Board of certain real property previously acquired by the
Commission commonly known as 755 S. Michigan, South Bend, Indiana and more particularly
described at Exhibit A (the "Property"); and
WHEREAS, the request provides that the Board will then transfer the Property to The
Center for the Homeless, Inc., ("CFH"), a non-profit corporation whose charter or articles of
incorporation allows the corporation to sustain the existing supply of good quality; affordable
housing for residents having low or moderate incomes; and
WHEREAS, the City, through the Board, desires to accept the transfer of the Property
..:............:
from the Department and thereafter, to transfer the property to CFH; and
WHEREAS, the Department, through the Commission, has adopted a resolution
consistent with the requirement of Indiana § 36-1-11-8.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS
OF THE CITY OF SOUTH BEND, INDIANA AS FOLLOWS:
1. The transfer of the Property described at Exhibit A situated in St. Joseph County,
Indiana, by the South Bend Redevelopment Commission to the South Bend Board of Public
Works shall be, and hereby is, approved and accepted.
2. The transfer of the Property by the Board to CFH shall be, and hereby is,
approved and authorized subject to the conveyance of the Property to the Board.
3. Donald Inks, a member of the Board, is appointed and authorized to act on
behalf of the Board in executing any documents necessary to affect the intent of the Board,
pursuant to the terms and conditions evidenced by this Resolution.
4. This Resolution shall be in full force and effect upon its adoption by the Board
and upon the adoption of a substantially similar resolution of the Commission. The transfer of
the Property shall not be effective until deeds are duly recorded effecting the same.
ADOPTED at a meeting of the Board of Public Works of the City of South Bend, .Indiana
held on December 22, 2011, at 1308 County-City Building, 227 West Jefferson Boulevard,
South Bend, Indiana 46601,
CITY OF SOUTH BEND
BOARD OF PUBLIC WORKS
sl Gary Gilot
sl Donald Inks
sf Thomas Price
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REGULAR MEETING DECEMBER 22 2011 424
to Contract Homebuyer's Mortgage Program—Extension
Corporation through 12131/12--No Cost
Change
Agency Redevelopment 2012 Agency Agreement NIA Price/Inks
Agreement Commission Authorizing Redevelopment
Commission to Oversee and
Award Parking Management
Services for Garages and On-
Street Enforcement through
January 31, 2013
Addendum to Redevelopment Eddy Street Corridor Conceptual (NNDA Inks/Price
the Master Commission Streetscape Study—Project No. TIF)
Agency 112-004
Agreement
Professional DLZ Indiana, Eddy Street Corridor Conceptual $21,375.00 Inks/Price
Services LLC Streetscape Study—Project No. (NNDA
Proposal 112-004 TIF)
Addendum to Redevelopment Ignition Park Infrastructure (EDIT) Gilot/Inks
the Master Commission Design Phase I — Project No.
Agency 112-005
Agreement
Professional BSA Ignition Park Infrastructure $335,000.00 Inks/Price
Services LifeStructures Design., Phase I —Project No. (EDIT)
Proposal 112-005
Professional Donohue & Kennedy Park/North Bendix $38,100.00 Price/Inks
Services Associates Storm Sewer Separation— (EDIT)
Agreement Project No. 107-042
Petitions to Redevelopment Seventeen Properties Within NIA Inks/Price
Release Commission Ignition Park South Area,
Accrued Tax Municipally Owned -
and Remove Key Nos.: 018-8053-2129, 018-
Property from 8024-0973, 018-8024-0968,
Tax Rolls 018-8024-0993, 018-8024-0988,
018-8024-0987, 018-8024-0985,
018-08024-0985, 018-8025-
0997, 018-8025-1003, 018-
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018-8026-1050, 018-8026-1152,
01.8-8026-106502, 018-8026-
1060, 018-8026-1057
Professional American Drainage Studies at 1805 $27,800.00 Price/Inks
Services Structurepoint Riverside Drive and 5901 (EDIT)
Proposal Harrow
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Drainage Builders, Inc., for Relocation and Development
Easement Memorial at 1033 North Bendix Drive
Agreement Hospital, and
Heritage Place at
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to Contract Heritage to December 31, 2012; No Cost
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REGULAR MEETING DECEMBER 22, 2011 426
RELEASE OF CITY EASEMENTS - THE AREA BOUND ON THE EAST BY NOTRE
DAME AVENUE-, ON THE NORTH BY CEDAR STREET; ON THE SOUTH BY LASALLE
STREET• AND ON THE WEST BY ST. LOUIS BOULEVARD
In a memorandum to the Board, Mr. Anthony Molnar, Engineering, asked that the above
referenced easements be released for Danch Harner & Associates, Inc., on behalf of the Diocese
of Fort Wayne-South Bend, Inc., for the purpose of Development of the St. Joseph High School
athletic field. In his Memorandum, Mr. Molnar stated that after review, it was found that all of
the sanitary sewer and water mains have been either removed or abandoned on the site.
Therefore, upon a motion made by Mr. Gilot, seconded by Mr. Price and carried, the above
referenced release of easements was approved.
APPROVE TRAFFIC CONTROL DEVICES
Upon a motion made by Mr. Price, seconded by Mr. Inks and carried, the following traffic
control devices were approved:
NEW INSTALLATION: Handicapped Accessible Parking Space Sign
LOCATION: 3206 Revere Place
REMARKS: All criteria has been met
EXTENSION: Reserved Handicapped Accessible Parking Space Sign
APPLICANT: Thomas Stewart
LOCATION: East Side of Lafayette Blvd., Third Space North of
Jefferson.Blvd.
REMARKS: All criteria has been met
NEW INSTALLATION: No Parking Sign
LOCATION: West Side of Laurel St. — 110 Feet from West Laurel Ct. to
Kroc Center Drive off Laurel
REMARKS: To Accommodate Trucks Turning into Kroc Center
Parking Lot for Deliveries
FILING OF QUARTERLY CONSTRUCTION REPORT - OCTOBER THROUGH
DECEMBER 2011
Mr. Toy Villa, Public Construction Manager, Engineering, submitted a Quarterly Construction
Report for the months of October, November, and December, 2011, summarizing construction
projects in the Division of Engineering. Upon a motion made by Mr. Gilot, seconded by Mr. Inks
and carried, the Quarterly Construction Report was accepted for filing.
FILING OF MONTHLY AND PERFORMANCE MEASURE REPORTS — DEPARTMENT
OF PUBLIC WORKS
The Division of Central Services submitted its Monthly and Performance Report for the month
of November 2011. There being no further discussion, upon a motion made by Mr. Gilot,
seconded by Mr. Inks and carried, the monthly report was accepted and filed.
FILING OF SAFETY REPORTS —DEPARTMENT OF PUBLIC WORKS
The Divisions of Central Services and Engineering submitted their respective Safety Reports for
November 2011. These reports reflect injuries/accidents for each month and provide for a
comparison. There being no further discussion, upon a motion made by Mr_ Gilot, seconded by
Mr. Inks and carried, the reports were accepted and filed.
APPROVE INDUSTRIAL WASTEWATER DISCHARGE PERMIT EXTENSION
In a Memorandum to the Board, Ms. Kim Thompson, Division of Environmental Services,
submitted the following Wastewater Discharge Permit extension and recommended approval:
COMPANY: Royal Adhesives and Sealants, LLC
LOCATION: 2001 West Washington Street
REMARKS: Extension to January S, 2017
There being no further discussion, upon a motion made by Mr. Inks, seconded by Mr. Price and
carried,the permit extension was approved.
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