Mr. Martin moved to approve the minutes as submitted, second Mr. Stork, three aye.

Transcription

1 OCTOBER 14, 2014 The Board of Public Works and Safety met in regular session on Tuesday, October 14, Mayor John Ditslear called the meeting to order pursuant to public notice with the following members present: Jack Martin and Lawrence Stork. Also present were Clerk-Treasurer Janet Jaros, Deputy Mayor Michael Hendricks, City Attorney Michael Howard, department directors, and interested citizens. APPROVAL OF MINUTES: SEPTEMBER 23, 2014 Mr. Martin moved to approve the minutes as submitted, second Mr. Stork, three aye. PETITIONS OR COMMENTS BY CITIZENS WHO ARE PRESENT There were no petitions or comments by citizens. APPROVAL OF AGENDA Mr. Stork moved to accept the agenda as presented, second Mr. Martin, three aye. QUOTE OPENING: FOX PRAIRIE GOLF COURSE BRIDGE REPAIR Mr. Howard stated the first quote package is from Trisler Construction Company, Inc. They have included their Form 96, non-collusion affidavit and financial statement. Bid bonds are not required for this project. Their quote is $119, The next quote is from Hoosier Pride Excavating, Inc. They have included their non-collusion affidavit, financial statement and Form 96. Their quote is $89, The third quote is from AK Shannon Excavating, Inc. They have included their non-collusion affidavit, financial statement and a substitute Form 96. Mr. Howard deferred to the Engineering Department to determine if the substitute Form 96 is sufficient. Their quote is $90, Mr. Howard stated this appears to be all of the quotes for the Fox Prairie Golf Course, Pedestrian and Golf Cart Bridges Project. Mr. Howard asked if anyone present knew of any other quotes. There were none appearing. Mr. Howard recommended the bids be reviewed by the Engineering Department for recommendation later in the meeting. Mr. Martin so moved, second Mr. Stork, three aye. Mayor Ditslear thanked those who submitted quotes. NEW ITEMS FOR DISCUSSION: #1 BOARD TO CONSIDER NEW/REPLACEMENT HIRES IN THE FIRE DEPARTMENT (CHIEF GILLIAM) Chief Gilliam stated there have been several recent vacancies in the Fire Department. This request is for approval to make a final contingent offer of employment to Tanner Howard, Cory Mahon, Eric Berger, Nathaniel Agee, and Tyler Symmes. The offers will be contingent on their successful completion of the remaining pre-employment screening and approval of the Indiana Public Retirement System (INPRS). Mr. Stork moved to approve, second Mr. Martin, three aye. #2 BOARD TO CONSIDER PROMOTION IN THE FIRE DEPARTMENT (CHIEF GILLIAM) Chief Gilliam stated this is a routine promotion within the Fire Department. Probationary Firefighter John Huseman has successfully completed the department s promotional process and is entitled to the new rank of Pipeman. Mr. Martin moved to approve, second Mr. Stork, three aye.

2 OCTOBER 14, 2014, PAGE II #3 BOARD TO CONSIDER A JOINT HIRING AGREEMENT WITH OTHER HAMILTON COUNTY FIRE DEPARTMENTS (CHIEF GILLIAM) Chief Gilliam stated a few years ago the Fire Department began sharing hiring lists with other fire departments in the County. It made no sense for each department to pay for its own list when they are competing for the same people. The new agreement is between the Noblesville, Carmel, Fishers, Westfield, and Jackson Fire Territory Fire Departments. Mr. Stork asked how the cost is divided. Chief Gilliam replied that the cost is shared equally between all the departments. Mr. Martin moved to approve as requested, second Mr. Stork, three aye. #4 BOARD TO CONSIDER TEMPORARY STREET CLOSURE FOR HAMILTON TOWN CENTER FIREWORKS (CHRISTY LANGLEY) Mrs. Langley stated Hamilton Town Center and Zambelli Fireworks are requesting closure of Corporate Parkway south from the traffic light at Campus Parkway to the roundabout with Harrell Parkway, and Harrell Parkway west to the roundabout with Corporate Parkway for a fireworks display Saturday, November 15, 2014 from 7:20 p.m. to 9:30 p.m. This is an annual event. The Planning Department has checked with the Engineering Department to make sure the contractors doing construction in the area are aware. Because of the time it will be held, the fireworks should not interfere with any construction activities. Mr. Stork asked to be educated regarding requirements for insurance. He has noticed that some events post insurance and some do not. Mrs. Langley replied there is no consistent policy, nor is it addressed in the ordinance. Mr. Howard stated that Hamilton Town Center has insurance that covers events such as the Fireworks. The language in the ordinance might be addressed for the future. Mr. Stork asked Mr. Howard to look into insurance requirements to make them consistent. Chief Gilliam stated the permit for the fireworks requires insurance, and Hamilton Town Center has provided it. The construction contractor needs to be aware that the construction trailer cannot be occupied during the fireworks. No one can be within the shooting zone. Mr. Hellmann stated the contractor has no concerns about the fireworks but needs the limits of the shooting zone to be sure they comply. Chief Gilliam stated the Fire Department needs to receive the contractor s approval in writing. Mr. Stork moved to approve as requested, second Mr. Martin, three aye. #5 BOARD TO CONSIDER TEMPORARY PUBLIC PARKING LOT CLOSURE FOR BEARDS AND BREWS EVENT (CHRISTY LANGLEY) Mrs. Langley stated Noblesville Main Street requests the closure of the alley next to the Visitors Center and the public parking lot at the south end of the alley for Beards and Brews on November 1 st from 9:00 a.m. to 6:00 p.m. Off duty police officers will be hired for the event because alcohol will be served. Mr. Stork moved to approve as requested, second Mr. Martin, three aye. #6 BOARD TO CONSIDER TEMPORARY STREET CLOSURE FOR MICHAEL TREINEN FOUNDATION TURKEY TROT (CHRISTY LANGLEY) Mrs. Langley stated the Michael Treinen Foundation Turkey Trot is an annual event. It will be held on Thanksgiving morning from 6:00 a.m. to 11:00 a.m. This request is to close Logan Street between 8 th and 9 th Streets to use as a staging area and start/finish line. There will be brief traffic restrictions along the route as the participants cross streets. Mr. Stork moved to approve as requested, second Mr. Martin, three aye. #7 BOARD TO CONSIDER TEMPORARY TRAFFIC RESTRICTIONS FOR TRI- KAPPA STEP N STRIDE RUN/WALK EVENT (CHRISTY LANGLEY) Mrs. Langley stated the Tri-Kappa Step N Stride is an annual event that will be held Saturday, November 8. The Parks Department is working with Tri-Kappa. The event will be held at Forest Park and a few nearby streets. There will be temporary closures and lane restrictions from 8:45 a.m. to 10:30 a.m. Mr. Stork asked if off duty police officers will be hired to assist with

3 OCTOBER 14, 2014, PAGE III traffic. Mrs. Langley replied yes, they will. Mr. Stork moved to approve as requested, second Mr. Martin, three aye. #8 BOARD TO CONSIDER ACCEPTANCE OF A REPLAT FOR MEREDITH MEADOWS, BLOCK A, LOT 2 (JOYCEANN YELTON) Ms. Yelton stated this request is for a secondary plat of Block A to create Lot 2 in Meredith Meadows. Lot 2 is the site of apartment buildings to be constructed and Block A remains vacant. The property is located northeast and southwest of Union Chapel Road and south of Greenfield Avenue. Mr. Martin moved to approve as requested, second Mr. Stork, three aye. #9 BOARD TO AWARD BID FOR EASTSIDE SALT BARN (PATTY JOHNSON) Mrs. Johnson stated there was only one bidder for this project. The Street Department has reviewed the bid from Fredericks, Inc. for $946, Mrs. Johnson also asked the Engineering Department to do a quick review of the bid to make sure everything is in order. Mrs. Johnson called the references and got a good response. This company has past experience assembling salt barns from Timber Bridge, which is the company providing the kit that has been ordered. Mr. Stork moved to award the contract as requested, second Mr. Martin, three aye. #10 BOARD TO CONSIDER CONTRACT WITH INDIANA ENGINEERING AND GEOLOGICAL SERVICES FOR REMOVAL OF EXISTING UNDERGROUND FUEL OIL TANK AT THE PUBLIC SAFETY BUILDING (HVAC PROJECT) (BRIAN STONE) Mr. Stone stated this contract with Indiana Engineering and Geological Services will provide cleaning, closure and soil sampling for the existing underground fuel oil tank at the Public Safety Building for $19, The new heating system being installed uses natural gas, so the heating oil tank will no longer be needed. It has been determined that it is best to clean, fill and close the tank, rather than removing it. The remaining oil in the tank will also be tested to see if it is sellable or salvageable. If it is, there may be a cost adjustment depending on the outcome of the testing. The soil will also be sampled so that if at a later date construction is needed at the parking lot, sampling will already be done. Mr. Martin asked how the tank will be closed. Mr. Stork asked if the tank will be filled with sand. Mr. David Johnson of Indiana Engineering and Geological Services approached the Board. Mr. Johnson explained the tank will be cleaned, filled as much as practicable with pea gravel to keep costs down, then filled with a lightweight concrete flowable fill to make sure there are no gaps. Mr. Stork moved to approve as requested, second Mr. Martin, three aye. #11 BOARD TO CONSIDER CONTRACT AGREEMENT FOR PROFESSIONAL SERVICES WITH TAYLOR SIEFKER WILLIAMS DESIGN GROUP, LLC (ALAINA SHONKWILER) Mrs. Shonkwiler stated when the Comprehensive Master Plan was updated in 2013, three objectives were listed that this contract specifically fulfills: 1) design of placemaking, to further establish a sense of place and identity for Noblesville: 2) arts and culture; and 3) Downtown. The Economic Development and Vision Noblesville are currently working on two projects: a Workforce Development Council Soft Skills Matrix for successful employment, and a Cultural Arts Master Plan for the City. Taylor Siefker Williams Design Group developed a scope of work that addressed the needs outlined in the RFP. Mr. Martin moved to approve as requested, second Mr. Stork, three aye. #12 BOARD TO CONSIDER PROJECT ACCEPTANCE OF 196TH STREET AND HAGUE ROAD ROUNDABOUT (ANDREW RODEWALD) Mr. Rodewald stated the roundabout at 196 th Street and Hague Road was constructed using a federal Congestion Management and Air Quality (CMAQ) grant for 80% of the construction costs. Because of this, the project was bid through the Indiana Department of Transportation

4 OCTOBER 14, 2014, PAGE IV (INDOT) and follows all INDOT procedures for project acceptance and close out. The final contract amount was $720, All inspections have been completed. Mr. Martin moved to approve as requested, second Mr. Stork, three aye. #13 BOARD TO CONSIDER PROJECT ACCEPTANCE OF CARRIGAN ROAD TRAIL FROM CLARENDON DRIVE TO NORTH HARBOUR DRIVE (JIM HELLMANN) Mr. Hellmann stated this request is similar to the one just approved. The project was coordinated with Harbour Trees Golf Course and was completed before the USGA 2014 U.S. Women s Mid- Amateur Championship, which Harbour Trees Golf Course hosted. The project used a federal Transportation Alternatives Program (TAP) grant for 80% of the construction costs. Because of this, the project was bid through INDOT and follows all INDOT procedures for project acceptance and close out. The final contract amount of $184, is 0.93% over the bid amount of $183, Per the previously approved funding agreement with INDOT, the City will be responsible for the amount above the bid amount. All inspections have been completed. Mr. Stork moved to approve as requested, second Mr. Martin, three aye. #14 BOARD TO CONSIDER PROMENADE WOODS, SECTION 2 SECONDARY PLAT AND RELATED SURETIES (BRIAN GRAY) This request is for acceptance of the Promenade Woods, Section 2 maintenance bonds covering the sanitary sewer, storm sewer, and curbs; release of the Promenade Woods, Section 2 performance bonds covering the sanitary sewer, storm sewer, and curbs; and approval of the secondary plat for Promenade Woods, Section 2. Mr. Stork moved to approve as requested, second Mr. Martin, three aye. #15 BOARD TO CONSIDER BRIGHTON KNOLL, SECTION 6 SECONDARY PLAT AND RELATED SURETIES (BRIAN GRAY) This request is for the acceptance of Brighton Knoll, Section 6 maintenance bonds covering the sanitary sewer, storm sewer, curbs, and asphalt paving; release of the Brighton Knoll, Section 6 performance bonds covering the sanitary sewer, storm sewer, curbs, asphalt paving, and street signs; and approval of the secondary plat for Brighton Knoll, Section 6. Mr. Stork moved to approve as requested, second Mr. Martin, three aye. #16 BOARD TO CONSIDER SLATER RIDGE, SECTION 3 SECONDARY PLAT AND RELATED SURETIES (BRIAN GRAY) Mr. Gray stated this request is for acceptance of Slater Ridge, Section 3 maintenance bonds covering the sanitary sewer, storm sewer, curbs, stone, base, binder and asphalt surface; release of the performance bonds covering sanitary sewer, storm sewer, curbs, stone, base, binder, and asphalt surface; and approval of the secondary plat. The interceptor portion of the sanitary sewer construction was completed with deficiencies which are significant enough to negate any opportunity for Master Plan Sewer reimbursement. It was determined that digging it up would be too expensive and not solve the problem. The City Engineer is allowing the sanitary sewers to be accepted as constructed with the caveat that no Master Plan Sewer reimbursement will be allowed. The Engineering Department will monitor future development in the area to make sure the sewer s reduced capacity will not be overtaxed. Mr. Martin moved to approve as requested, second Mr. Stork, three aye. #17 BOARD TO CONSIDER CLOSE OUT OF THE COUNTRY PINES SWALE RECONSTRUCTION PROJECT (BRIAN GRAY) Mr. Gray stated this request is for the final change order and project close out of the Country Pines Swale Reconstruction project. Due to favorable site conditions, the final contract price was underrun by 13%. The original contract was $73,000.00; the final contract price is $63, Mr. Martin moved to approve, second Mr. Stork, three aye.

5 OCTOBER 14, 2014, PAGE V #18 BOARD TO AWARD CONTRACT FOR FOX PRAIRIE GOLF COURSE BRIDGE REPAIR (ANDREW RODEWALD) Mr. Rodewald stated the Engineering Department has reviewed the quotes opened earlier in the meeting. Everything is in order. The Engineering Department, on behalf of the Parks Department, recommends that the contract be awarded to Hoosier Pride Excavating, Inc. for $89,250.00, which was the lowest quote, pending receipt of the required contracts. Mr. Stork asked if the City has done business with Hoosier Pride before. Mr. Rodewald replied they have successfully completed several contracts in the last three or four years. Mr. Martin moved to approve as requested, second Mr. Stork, three aye. ADJOURNMENT There being no further business before the Board of Public Works and Safety this 14th day of October, 2014, Mr. Martin moved to adjourn the meeting, second Mr. Stork, three aye. JOHN DITSLEAR, MAYOR ATTEST: JANET S. JAROS, CLERK-TREASURER