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Gilot, President Carl P. Littrell, Member c Donald E. Inks, Member ATTEST:,, An la K. Tacow%tlerk REGULAR MEETING MARCH 8, 2004 The regular meeting of the Board of Public Works was convened at 9:35 a.m. on Monday, March 8,2004,by Board President Gary A. Gilot,with Mr. Carl P. Littrell and Mr. Donald E. Inks present. Also present was Board Attorney Thomas Bodnar. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Mr. Inks seconded by Mr. Littrell and carried, the minutes of the public agenda session and the regular meeting of the Board held on February 19, 2004 and February 2'), 2004, were approved. PUBLIC HEARING - LICENSE APPLICATION - TRANSIENT MERCHANT LICENSE - CENTRE TOWNSHIP LIONS CLUB CHRISTMAS TREE SALE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant, as submitted by Mr. Dennis Leyes, 21234 Clover Hill Court, South Bend, Indiana, to conduct the sale of Christmas Trees in the Scottsdale Mall parking lot November 26,2004 through December 20,2004. It was noted that favorable recommendations were received from the Police Department, Fire Department, Building Department. and the Legal Department. Community and Economic Development stated the business owner should have written permission from the Scottsdale Mall property owner for this sale. Mr. Don Geldman was present and recommended approval. He stated he would obtain written permission from Scottsdale Mall, or submit another Transient Merchant License for a different location. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore,upon a motion made by Mr. Gilot,seconded by Mr. Inks and carried,the License Application was approved, subject to written permission from Scottsdale Mall, PUBLIC HEARING - LICENSE APPLICATION - TRANSIENT MERCHANT LICENSE - CHUCK HOMIER'S SALE Mr. Gilot advised that this was the date set for the Board's Public Hearing concerning a License Application for a Transient Merchant, as submitted by Mr. Charles Homier, 84 Commercial Road, Huntington, Indiana, to conduct the sale of miscellaneous items at the Century Center March 18 2004 through March 21,2004. It was noted that favorable recommendations were received from the Police Department, Fire Department, Building Department, and the Legal Department. There being no one present wishing to address the Board concerning this matter,the Public Hearing was closed. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the License Application was approved. 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OPENING OF BIDS-LOMBARDY DRIVE EXTENSION FROM MEADOW LANE-PROJECT NO. 103-085 (COIT/PRIVATE FUNDS) This was the date set for receiving and opening of sealed bids for the above referred to proj ect. 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: BROOKS CONSTRUCTION COMPANY 625 South Beiger Mishawaka, Indiana 46544 Bid was signed by Mr. William Stevens Non-Collusion Affidavit was in order Non-Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $345,422.00 R&R EXCAVATING, INC. 2010 Went Avenue Mishawaka, Indiana 46545 Bid was signed by Mr. William Loudin Non-Collusion Affidavit was in order Non-Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $337,161.75 RITSCHARD BROTHERS INC. 1204 West Sample South Bend, Indiana 46619 Bid was signed by Mr. David Reinhold Non-Collusion Affidavit was in order Non-Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted BID: $356,522.72 S£99y uupipul `puag glnos puO�l uapxuQ I LZL I AV2I.I,flow Wd :s_,,ollo3 sp `sxappiq IsagBiq oqI of sptq aqI pxpmp pxpog agI Ipgl spua uxooax haggi-I .iy� `spiq asogl fulmaiAax JQ)J •salalgan of paxiaJax anoqu aqj xoI pauado puu pa.�taaax axam spiq `tooZ `£Z Xjpnxgad uo Ipgl puog aqI pasinpp `Iuauzaaxolug apOD `Xaggt-1 ,gym SH IDIMA QgNOQNVgV do 3'IVS - SQIg "VAIV •papmo galgm uOtloui 0111 papuoaas IlaxIIi`I •xyq •anoqu pauillno sp papxpmu aq piq oql puu paldxm oq uatlppuaiuuzOaax aqI Ipgl uorloui u apuui I0110 •xy j axojaxagd, (•alaigan xad 00.681`61$JO IUIoI p x0.3 `(00'ZI i$-) axil oxuds snutui `(00'SOI`i$) solquo pLm slgfi l snld 00'96I`8 i$pig Mpg) '00'SZL`6L b$3o lunouiu oql ui`uuuipul`puag glnoS`alla�pjpZ gjnoS I'ov Iala.IA, tqD saluo `xappiq antsuodsax pup olglsuodsax Isamol 0111©�lapxluoa aLll pxumu pxpog 0111 Iugl spuou wwax spunox[)'.IW`spiq asogl 2uimainax xalJV •salaigan oI paxiaJaa anoqu aglxOj pauado pup pomooax axam spiq'too z`£Z-Sxunxgo j uo wql puuog aqI posi,kpp`saalnxas Ipxluao`spunoxo no l•xN �QI�Ifld 'WHIN39 S3 TJIH3A 3,-)IZOd 3AI2IQ'I33HA1 ,I.NMId SZ 3AIJ-AZN3A^ -L-QIg Q2IVAIV •paixapo garq_IA uotlOUx aqI papuoaas sNul •xw anogp pouillno sp popxumu oq piq agI pup paidooap oq uoilupuauiuioaax 3111 Ipgl uoilouz p opuui I0110 .'Iw`axojaxaq.L ('aiatLlan xad 00'£SL`I Z$Jo IPIOI p xoj`OO'6Ltb`I$.Io Iunoum aql ui salgpj pup sIq i I snld 00'bLZ`0Z$ pig asug) '00.0£S`LIZ$JO lunouiu aql ui `uuprpul `p�IpmptIsTL1l `uOsxajj q Isug 609 `prod uppxo f`xapptg anisuodsax pup alglsuodsax Isomol aqI oI lauxluoa aqI pxump pxeog aql Ipgl spuauiuiooax spunojo •xy�l`spiq osogl 5uinnainax xalJV •saloigan oI paxxajax anoqu aqI xoj pauado pup paniaaax axam spiq`y00Z`£z Xxunxgo j uo Iugl pipog aql posinpp`saainxaS Iuxlu20`spunoig no3•xW QNfld "IvdHNHO S3'IjIHHA H:)IZOd 3ARIQ Z33HAk dVH2I 0i N3I - CII9 CFHVAkV I •Iiiasaxd ssaulim u glrm pauado oq Isnui suoilmonb osagZ •Iz)Nm x uado all uo suouplonb aaxgl oI omI 1latlos ,Spur uotsinrQ sNJOA/� xalprn "NI paluls puuog aq j •paniaaax MAX suotlulono ON •suzalt 01, I paxxalax anogp 0111 xoj suoilplon6 palpos Io �3uiuodo pup 8uiAlaaax aqI xoj Ias al pp aqI sum sigl Ipgl pasinpp IaI!D '.IN clNog £z0-fo I 'ONZD3f Odd-,I.3S WI.V-d3N31J H"IlUON SX�10A1.-,dRlVy-SNOI LVLofl d0 DJ ,UXHdO -umi-epuacumooax pup mainax xoJ 2uixa3UISug To uoistnTC[ aql oI paxxajax axam spiq anoqu oqI`poixxpa pup sNul •xN Xq popu000s `IIam l •xy,I Xq oppui uoiloui u uod fl 0S'S Z`tr9£$ :QI9 palliuigns sum puog pig (%S) Iuaa.tad 3ni3 pololduioo s1'm WJOJ IuauzltuzuiOD u011puiuiixasiCl-uoN xapxo ui spm Itnupgjv uoisnlloo-uoN XIia)I uinaN uN Xq pou�is sum pig frt99y uupipul `puag glnoS £Z ppON aNUIS 8S£tZ •DNI AZ'IAN W HHS`IVA1 00'8£L`0S£$ :QIg pallruigns sum puog pig (%1 ) luaa xad ani3 palalduioo spun uixoj Iuauiliuiuioo uoilpuiuitxasrQ-uON xapxo ui spm iInppi.I.IV uoisnlloD-uoN asoO ppOI 'xW Sq pau21s sum pig t i 99y uuptpul `puag glnoS £Z PuOw AIMS OOZSZ JNi ANVdNOD NOIZOII2USNOO A3IRI HIHRi tOOZ S H0IMN rJ NI.L 3H InI 2I V'I f 1 J 321 5 REGULAR MEETING MARCH 8 2004 No. Make of Vehicle Year Bid 7 NISSAN MAXIMA 1989 $112.38 TOTAL $112.38 ED HUMPHREY 21779 Spring Street Sturgis, Michigan 49091 No. Make of Vehicle Year Bid 1 PONTIAC FIERO 1986 $124.00 TOTAL $124.00 JAMES BURKE 721 Lincolnway East South Bend, Indiana 46601-3248 No. Make of Vehicle Year Bid 4 FORD EXPLORER - GREEN 1993 $ 75.50 6 NISSAN PATHFINDER 1992 $200.50 9 DODGE CARAVAN 1991 $150.50 TOTAL $526.50 INDIANA AUTO PARTS 3300 South Main South Bend, Indiana No. Make of Vehicle Year Bid 2 MERCURY TOPAZ 1993 $ 46.50 3 PONTIAC GRAND AM 1992 $ 87.60 I 5 FORD EXPLORER - BLUE 1992 $137.60 8 SATURN 4 DOOR 1993 $ 96.50 i TOTAL $368.20 I Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Littrell seconded the motion which carried. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS SOLID WASTE CONTAINERS In a memorandum to the Board,Mr. Jack Dillon, Environmental Services, requested permission to advertise for the receipt of bids for the above referred to items. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the request to advertise for the receipt of bids was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - GRANULAR ACTIVATED CARBON (GAV) AND ABSORPTION/FILTRATION SERVICES - OLIVE STREET - WATER WORKS BOND In a memorandum to the Board,Mr. Dave Tungate,Water Works,requested permission to advertise for the receipt of bids for the above referred to items. 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APPROVE CONSTRUCTION CONTRACT-LOCUST ROAD WATER BOOSTER STATION- BENDER ELECTRIC - PROJECT NO. 103-081 Mr. Gilot advised that in accordance with the bid awarded on February 23,2004,to Bender Electric, Cassopolis, Michigan, in the amount of$6,450.000 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was ratified and the appropriate Certificate of Insurance was filed. APPROVE CONSTRUCTION CONTRACT - STATE ROAD 23 - BENDER ELECTRIC - PROJECT NO. 103-081 Mr. Gilot advised that in accordance with the bid awarded on February 23,2004,to Bender Electric, Cassopolis, Michigan, in the amount of$12,165.00 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried,the Contract was ratified and the appropriate Certificate of Insurance was filed. APPROVE CONSTRUCTION CONTRACT - MAIN STREET BOWMAN CULVERT REPAIR -YOUNGS EXCAVATING - PROJECT NO. 104-018 Mr. Gilot advised that in accordance with the bid awarded on February 23, 2004, to Youngs Excavating, Inc., Post Office Box 2766, South Bend,Indiana, in the amount of$197,033.50 for the above referred to project, a Contract in said amount was being submitted for Board approval, Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. APPROVAL OF AGREEMENT-SERVICES AS A FIREARM EXAMINER FOR SOUTH BEND POLICE DEPARTMENT - PETER STRIUPAITIS Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and Mr. Peter Striupaitis, for his services as a firearms examiner for the City of South Bend Police Department. Therefore,upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried,the Agreement was s a pp raved and executed. I j APPROVAL OF AGREEMENT - TO PROVIDE GOVERNMENT RELATIONS SERVICES - B&D SAGAMORE Mr. Gilot stated that the Board is in receipt of an Agreement between the City of South Bend and B&D Sagamore, 805 15`x' Street, Washington, D.C., for services to increase federal assistance available to the City of South Bend. Mr. Gilot noted that the Agreement is in the amount of$72,000, for the period of December 1, 2003 through December 31, 2004. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Agreement was approved and executed. APPROVE COMMUNITY DEVELOPMENT AGREEMENT/ADDENDUM The following Community Development Agreement/Addendum were presented to the Board for approval: Agreement- Staff Support - Commercial Corridor Revolving Revenue Agreement Corporation for Entrepreneurial Loan Fund Development (CED) Addendum - Letter of Agreement - Keller Park Housing Repair and Extended to April 1214 Acade3my Place Improvement Program 17, 2004 Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above referred to Agreement/Addendum were approved and executed. 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REGULAR MEETING MARCH 8, 2004 APPROVAL OF HOLD HARMLESS AGREEMENT FOR CONSTRUCTION WITHIN THE VICINITY OF THE PETROLEUM PIPELINE IN THE PLATTED SUBDIVISION OF JADE CROSSING - CLELAND BUILDERS Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, Board President Gary Gilot was given authority to work with Cleland Builders and the Legal Department to complete and approve the Hold Harmless Agreement, APPROVAL OF CONTRACT EXTENSION - VACANT LOT MOWING FOR CODE ENFORCEMENT - INFOLINK Mr. Gilot stated that the Board is in receipt of a Contract between the City of South Bend and Infolink, 1657 Commerce Drive, South Bend, Indiana, for a Contract Extension of the 2003 vacant lot mowing bid. Mr. Gilot noted that the Contract is in the amount of $24.00 per mow, for approximately 160 lots. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Contract was approved and executed. APPROVAL OF COMBINED SEWER OVERFLOW PUBLIC NOTIFICATION PROGRAM Mr. Jack Dillon, Environmental Services, stated Environmental Services is developing g public notification program regarding the potential health impacts of combined sewer overflow, which is to notify residents when wet weather sewer overflows are likely to occur, to educate them, and to enable them to protect themselves and their families from those hazards. A notification will be advertised in the South Bend Tribune with information regarding this topic. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Program was approved. APPROVAL OF TRIPLE TRAILER PERMIT - YELLOW TRANSPORTATION, INC. Mr. Gilot stated a Triple Trailer Permit has been submitted to the Board for approval by Yellow Transportation, 13 00 South Walnut Street,South Bend,Indiana,for ingress and egress from the Toll Road. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the Triple Trailer Permit was approved. APPROVAL OF RECOMMENDATION - TO CONDUCT SUNBURST 5K WALK/RUN Mr. Gilot stated that favorable recommendations have been received by Traffic and Lighting, Park Department,Police Department and the City Attorney's office,in reference to a request as submitted by Ms. Liz Peralta, Memorial Health and Lifestyle, 111 West Jefferson, South Bend, Indiana to conduct the above referred to run/walk on June 5,2004,on the designated route as submitted. Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the recommendation was approved. The approval is subject to the determination that no construction or road closures are scheduled for the proposed route. RELEASE OF EASEMENT - 3505 WEST WASHINGTON STREET Upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the above referred to easement was approved. This easement is for the development of the property to construct new elderly housing. This is a remnant from a vacation of a former alley. It was noted that no sewer or water mains or other facilities are in the existing easement. Mr. Gilot recommended that this site be independently checked once more to make sure there are no facilities in the easement. ADOPT RESOLUTION NO. 4-2004 - DISPOSAL OF CITY-OWNED PROPERTY Upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, a Resolution to trade-in obsolete property for new property(miscellaneous trucks)was approved. The Clerk will prepare the proper Resolution for Board of Public Works signatures. FILING OF SAFETY REPORTS - DEPARTMENT OF PUBLIC WORKS The Division of Environmental Services,Street Department,Division of Engineering,Water Works and Equipment Services submitted Safety Reports for February 2004. These reports will 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. tr00Z `�I Cxnnxgad 06'LOWti uinilxosuo0 �?uisnOH �luno0 gdaso f -IS VOOZ `£T innxgad Z8•SST$ wniixosuo0 OuisnOH � junoO gdaso f 'IS t00Z €I Xxnnxgad 89'SO£$ uxnilxosuo0 5u?snOH Xluno0 gdasof `IS V00Z I .,Lunxgad OZ"069`I$ uxniixosuo0 OuisnOH ,�luno0 gdasof -IS b00Z `ZI •,Lnnxgad OO,OZt`S£$ uinilxosuo0 fuisnoH Xluno0 ildasof 'IS tr00Z `Z T .�xenxgad 00,St9`I I I$ uxnilxosllOO �uisnOH ,�luno0 gdaso f •IS NN `LI xagujaaaCl 00'098`Em wnilxosuo0 fuisnoH i�luno0 gdasof -IS ale([ tutulD o junotuV atUUK :Tnnoxddn xo3 pxnog auI o1 pailiuigns axa.v, swinTa 2uiM0IIO.I ails MITI paluls IoTIO -.1w SLNI HAMIddV paixxna goigm uoiiouz OT papuooas SMUT _JW •anoqu pauttino sn pasnolax xo/pun paAoxddn oq spuog aqI Ingl pun paldaoan aq uoilnpuouuuooax oql Inge uoilow n ap-ew IoliO -.TW OOOZ-00I 'ON uoilnlosoW of lunnsxnd `p00Z `t gojbN a<�.?Iaal3g pa,middv oul `szagioxg ,Cuogpciq T,OOZ `8 g31'eN an?laajlg pasnalaZl •auI `siaau?Rug Tnivauiuo.ii.,,uH SIg OOOZ-00I oN uo?lnTosa-I of iunnsxnd tr00Z `cZ ,�xnnxgad anilaaljg pa.wxddV su0iln21isanul a.Iid pun SurxaauiSug SCINO X011 'AVOXA :smoll0 sn pasnaTax xo/pun panoxddn aq spuog uoiluAnoxg pun sxolot?xluo0 I{?mopo3 agI Inge papuauxuxoaax `2u1x3aui?ug Io uoisinla `xaaulfuH `xnuloW XuogluV -jW SQNOU NOTIVAVOXA QNV HO.L0"INO0 ISV'd'IHS NO/GXV JAOdJdV .oul `ITnmS 0'I'I `Xunduzo0 Inu5IS -S-fl/n/q/p funduxo0 aagid dA2l •auI `sxalu20 Iuauxlnax� a�i-I auI `aixlaaTg SyN 'oul `s?ouiiTl Jo xapunH 110xng0 lsipoglow polru fl glind 'auI `sxais,ewjooW NSg 0'-I'I `oauzn.zg uorinxodio0 loojggsy 'auI `sai2olougoay In?xisnpul poilddV :guilg xoI paldaoon axam aounxnsul Io salnogilxa0 2u?mollo.I agl `poilmo pun sNul .TN Xq papuoaas loliO •xW,�q apuui uoiloui n uodn gONVIfISNI 30 SHZV OI411UH0 AO ONI'IId 'palid pun poldooan axam si_Iodax XIgluouz aqI`pa?xino put?Ilaxil?'I•xy�I Xq papuoaas`loI?O•.IW Xq apnui Lioiioux n uodn `uoissnasip .iagl.znl ou 2iu?aq aaaq,L 't OOZ�.innxgad jo giuoux agl xoj `.i?ndoN xamaS pun Qls-BAA piloS `soomosa-I 01un2x0 'lucid Iuauxlna-11 xalnmalsnrn agl TOJ `saa?nxaS Inluomoxinug Io uo?s?niQ oql xoI lxodax n pain qns `saa?AxaS Inluauiuoxinug Jo xolaaxiQ `uolT?Q �Ionf ,IW Sg0IAHAS "IVINUKKUdIANg - DlOdaN A-1 NOW d0 ONITA 'palm pun poldaaan sum godax Xlgluow agl `pa?xxna pun IlaxllT7 •xy�Xq papuoaas `Iol?O -jW Xq apnux uoilouz n uodn `umssnostp xaglxnl ou �uiaq axagZ •T,00Z f-mnxgad jo gluom agl xoI sjxo M xalnlYl Io uo?sTATC aql xoj podax n pall?uigns `q.Torn xalnrn `?->Talgzxa? fpuy 'jW SNNO NFI I.`v'tA - .L dUdI2i A'IH.LNOW 30 ONI IId t00Z 8 HD-dV I'd ONZ 2I'dgnoHN 060 St. Joseph County Housing Consortium $220.00 February 13, 2004 St. Joseph County Housing Consortium $35,000.00 February 19, 2004 City of South Bend $794,764.09 March 1, 2004 City of South Bend $1,519,968.15 March 8, 2004 Mr. Gilot made a motion that the claims be approved and the reports as submitted be filed. Mr. Inks seconded the motion which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot. seconded by Mr. Littrell and carried, the meeting adjourned at 10:15 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member Donald E. Inks, Member ATTEST: An g el` K. Jacob CI A7 i i i i I