BOARD OF PUBLIC WORKS AND SAFETY AND STORM WATER BOARD MEETING HELD FEBRUARY 2, 2015 GOSHEN, INDIANA

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1 BOW Board Meeting of February 2, 2015 Page 1 BOARD OF PUBLIC WORKS AND SAFETY AND STORM WATER BOARD MEETING HELD FEBRUARY 2, 2015 GOSHEN, INDIANA The Board of Public Works and Safety and Storm Water Board of the City of Goshen met in the Council Chambers, 111 East Jefferson Street on February 2, 2015, at 2:00 P.M. for their weekly Board meeting. Mayor Kauffman was the presiding officer with members of the Board present or absent as follows: PRESENT: Mayor Kauffman, Board Member Stegelmann, Board Member Landis ABSENT: OTHERS: Clerk-Treasurer, Clerk-Treasurer Office Assistants, City Attorney, City Planner, Fire Chief, Police Chief, Building Inspector Haney, Street Commissioner, Legal Contracts and Claims Manager, Legal Compliance Administrator, Mayor s Administrative Assistant Lung, Park & Recreation Coordinator, Superintendent of Water and Sewer, Administrative Utilities Engineer, Central Garage Fleet Manager, Brownfield Coordinator, Wastewater Maintenance Technician, Water Quality Manager, IT Manager. Minutes of the meeting of December 22, 2014 were presented. On motion of Board Member Stegelmann and second by Board Member Landis, the minutes were approved as presented. OPEN BIDS FOR THE 2015 SIDEWALK 50/50 PROGRAM Mayor Kauffman opened the following bids: Yaw Construction: $99, Rieth-Riley Construction: $163, J.L. Denlinger: $100, Mayor Kauffman moved to refer the bids to the Legal Department and Engineering Department for review and recommendation. Second by Board Member Landis and motion passed unanimously. OPEN BIDS FOR THE PARKING LOT SEALING PROJECT Mayor Kauffman opened the following bids: Asphalt Restoration Services: Item 1. $45.00 Item 2. $9, Super Seal: Item 1. $ No Bid Item 2. $8, Mayor Kauffman moved to refer the bids to the Engineering Department for review and recommendation. Second by Board Member Landis

2 BOW Board Meeting of February 2, 2015 Page 2 CONTINUATION OF DISCIPLINARY ACTION PROCEEDINGS City Attorney Larry Barkes stated that at the last meeting the Board wanted him to prepare an Order and the Board decided that they wanted to review the order at this meeting before issuance. What the Board is to do next is to approve the Legal Department issuing the order. Board Member Landis moved to approve issuing the order as presented. Second by Board Member Stegelmann LIFE SAVING AWARD RECONGNITION OT OFFICER DARRELL E. ROBINSON Division Chief Shawn Turner stated to Board Members that the Goshen Police Department would like to recognize Darrell E. Robinson for his efforts in resuscitating an individual who was described as being in full-arrest. Darrell Robinson responded to a 911 call located at 514 Lincolnway East. An adult male was in full-arrest and Darrell began CPR. The Goshen Fire Department later credited Darrell for saving this individual s life. Officer Robinson was presented with the department s Life Saving Award by Division Chief Turner. REQUEST RELIEF OF SEWER CHARGES AT 1030 NORTH MAIN STREET Michael Johnson, Pastor of Trinity Tabernacle Church, located at 1030 North Main Street, requested Board approval for relief of sewer charges. Pastor Johnson apologized to the Board for the delay of the request. In the first part of January 2014, a water pipe burst that flooded the church and left them without a building until all the necessary repairs were completed in May, and a subsequent burglary that resulted in their office and other rooms being ransacked. These events created a lot of trouble in getting their office work back in order. Pastor Johnson stated that the water did not go down the sewer and is requesting relief of the sewer portion in the amount of $ Mayor Kauffman asked if the City Water and Sewer Department had come out to verify that the water did not go down the sewer. Pastor Johnson stated they did come out and verified it didn t. The Utility Billing Office calculated that the sewer portion of relief be $ Board Member Stegelmann moved to approve the sewer portion of relief is $ Second by Board Member Landis REQUEST TO APPROVE CONDITIONAL OFFER OF EMPLOYMENT TO JOHN J. YODER WITH THE FIRE DEPARTMENT Fire Chief Danny Sink requested Board approval for the Conditional offer of Employment to John J. Yoder for the Fire Department. REQUEST TO APPROVE NOTIFICATION LETTER OF RETIREMENT OF ROB SCHROCK FROM THE FIRE DEPARTMENT Fire Chief Danny Sink requested Board approval for the Retirement of Rob Schrock from the Fire Department. After 20 years of service at the Goshen Fire Department and to the community, Rob Schrock has submitted his letter of retirement. His last day will be February

3 BOW Board Meeting of February 2, 2015 Page 3 21, The Fire Department would like to thank Rob Schrock for his many years of service and wish the very best in his new endeavors. REQUEST TO APPROVE MECHANICAL LICENSE FOR A. BARDEN Building Inspector Gary Haney requested Board approval to issue a Mechanical License for Aaron Barden of Barden Heating and Cooling, located at Cr. 20, Elkhart, Indiana He has met the requirements for a City of Goshen mechanical license. He achieved a score of 72% on the Master Unlimited Air Conditioning exam. Per Goshen City Ordinance #4702, approved October 9 th, 2012, the passing score for a Goshen City Mechanical license is 70%. REQUEST TO MOVE FINAL ACCOUNTS FROM ACTIVE TO CREDIT BUREAU FOR WATER & SEWER Clerk-Treasurer Tina Bontrager requested Board approval to move final accounts from Active to Credit Bureau for Water & Sewer. The original amount of unpaid miscellaneous billings is $1, It is requested to move $1, of finaled accounts from active to Credit Bureau. These accounts for the most part were finaled thru WATER - $1, REQUEST TO APPROVE OCCUPANCY PERMIT AGREEMENT Legal Compliance Administrator Shannon Marks requested Board approval and authorization for Mayor Kauffman to execute an Occupancy Permit Agreement with Oaklawn Psychiatric Center, Inc. Under this agreement, the City agrees to issue a certificate of occupancy for the new building constructed at 225 Lakeview Drive once all requirements of the building code have been met and upon the property owner s delivery to the City the executed agreement and surety in the amount of $ The surety is to insure the timely completion of the yard stabilization landscaping to complete compliance with the City s Stormwater construction ordinance. All work must be completed by May 31 st, 2015.

4 BOW Board Meeting of February 2, 2015 Page 4 REQUEST TO APPROVE AGREEMENT AMENDMENT WITH CROSSROADS AMBULANCE SALES & SERVICE, LLC. Legal Contracts and Claims Manager Keitha Windsor requested Board approval of an Agreement Amendment with Crossroads Ambulance Sales & Service, LLC. The City entered into a contract on December 17 th, 2014 with Crossroads Ambulance Sales & Service, LLC to refurbish the Fire Department s 2002 Ford Excursion for a contract price of $13, The City wishes to add the purchase and installation of a winch to the vehicle for an additional cost of $2, for a total contract price of $15, Completion time for the work on the vehicle shall be extended by 1 ½ weeks to February 11 th, REQUEST TO APPROVE AGREEMENT WITH COMMUNITY BUSINESS EQUIPMENT Legal Contracts and Claims Manager Keitha Windsor requested Board approval to enter into an agreement with Community Business Equipment. The City s Central Garage wishes to renew a service agreement on their copier with Community Business for one year at a monthly rate of $ per black and white page and $ per color page with a minimum monthly rate of $ Toner and drums are covered under this service agreement. REQUEST TO APPROVE AGREEMENT WITH TELEDATA, INC. Legal Contracts and Claims Manager Keitha Windsor requested Board approval to enter into an agreement with TeleData, Inc. The City wishes to replace the existing phone system and would like to contract with TeleData, Inc. to provide and install a new unified phone system at a contract price of $133, Installation and training will take approximately 5 weeks. REQUEST TO APPROVE INDOT CONTRACT NO. R-34072: MONROE STREET TRAIL Administrative Utilities Engineer Dustin Sailor requested Board approval of an INDOT contract No. R for the Monroe Street Trail. Selge Construction has completed the construction of the Monroe Street Trail. The erosion control permit was released on January 28 th, The Indiana Department of Transportation requires the City to approve the project by signing the INDOT Form IC-639 Report of Contract Final Inspection and Recommendation for Acceptance.

5 BOW Board Meeting of February 2, 2015 Page 5 REQUEST TO APPROVE 2 ND AGREEMENT REVISION FOR THE NORTH WATER PLANT WINDOWS REPLACEMENT (JN: ) Administrative Utilities Engineer Dustin Sailor requested Board approval for the 2 nd Agreement Revision for the North Water Plant Window Replacement project. At the Board of Works and Safety meeting on December 22 nd, 2014, the Board approved a contract with Precision Wall Systems to replace the windows at the North Water Plant. At the Board of Works meeting on January 5 th, 2015, the Board allowed for a contract amendment to reduce the window panel thickness from 4 to 2-3/4. Based upon the Board s approval of the January 5 th amendment, the contract price was reduced to $232, In preparation for the windows to be replaced, Utility staff has been working this winter to remove existing window hardware throughout the facility. While attempting to remove the window hardware in the meter test room located in the northeast corner of the building, it was determined that removal of these windows would require significant interior remodeling. Remodeling would be required because of an existing drop ceiling and other interior framing. To avoid a remodeling project in the meter test room, the Water Utility would like to eliminate the three windows from the project that pose a conflict. Removal of the three windows will reduce the project cost by $1, resetting the total project cost to $ REQUEST TO APPROVE NIPSCO COAL TAR CLEANUP ACCESS AGREEMENT (JN: ) Administrative Utilities Engineer Dustin Sailor requested Board approval of a NIPSCO Coal Tar Cleanup Access Agreement with NIPSCO. This is providing their contractor access to portions of the N. 5 th Street right-of-way and portions of 404 N. 5 th Street, commonly known at the Quonset Hut Property. NIPSCO s contractor will be excavating the soils in the area to remove soil contamination caused by a former coal gasification facility. As part of the work being performed, NISPCO s contractor will be installing Stormwater and sanitary features on behalf of the City. The City will compensate NIPSCO for this work, and the terms of that compensation are clarified in the agreement. Goshen Utilities and the Goshen Legal Department have reviewed the agreement in detail and believe the City s interests are being protected. REQUEST TO APPROVE NIPSCO COAL TAR CLEANUP WASTEWATER DISCHARGE AGREEMENT (JN: ) Administrative Utilities Engineer Dustin Sailor requested Board approval for a NIPSCO Coal Tar Cleanup Wastewater Discharge Agreement with NIPSCO. This is providing their contractor a discharge location for processed groundwater. As a part of the coal tar remediation, groundwater will need to be pumped and treated. Because there could be some residues remaining, NIPSCO has sought a release into the City wastewater collection system. This same process took place in 2008, and with appropriate controls had no impact on the wastewater treatment process. The Wastewater Utility is requesting the Board s acceptance of the attached

6 BOW Board Meeting of February 2, 2015 Page 6 discharge agreement that identifies the quantity and quality of water to be discharged to the City and the compensation rate matching the City s standard utility rate. Goshen Utilities and the Goshen Legal Department have reviewed the agreement in detail and believe the City s interests are being protected. REQUEST TO APPROVE AGREEMENT WITH MSDSONLINE Brownfield Coordinator Becky Hershberger requested Board approval to enter into an agreement with MSDSonline. The City is required to complete annual reporting to the Indiana Department of Environmental Management (IDEM) and the Local and Regional Emergency Planning Commissions regarding the chemical inventory maintained at several of our facilities. For the past several years, the City has contracted with consultants to complete the required reporting. For the 2014 reporting, three quotes were obtained for services and/or software to assist in tracking and report submission. The services provided by MSDSonline will allow for the City to complete our own tracking, compilation of all product safety information regarding of chemicals for employees electronically and generation of all required reports. The total agreement price is $11, and the agreement term is three years. REQUEST TO APPROVE RESOLUTION TO DECLARE AS SURPLUS & APPROVAL OF DISPOSAL OF SURPLUS PROPERTY Legal Contracts and Claims Manager Keitha Windsor requested Board approval of a Resolution to Declare as Surplus and Approval of Disposal of Surplus Property. The City s Street Department wishes to have a 2007 Chevrolet Impala VIN 2G1WS55R declared as surplus property and wishes to dispose of the surplus property in accordance with IC The Board of Public Works and Safety is requested to: 1. Declare the above equipment as surplus property; and 2. Resolve to dispose of the surplus property in accordance with IC REQUEST TO APPROVE PURCHASE OF POLICE VEHICLES Legal Contracts and Claims Manager Keitha Windsor requested Board approval for the Purchase of Police Vehicles. In 2011, the City of Fort Wayne, Indiana received bids for the purchase of 2011 vehicles that included police vehicles and that also included that it be open to other governmental agencies. Kelley Chevrolet in Fort Wayne was awarded the contract and the contract has been rolled over for four consecutive model years.

7 BOW Board Meeting of February 2, 2015 Page 7 Permission is requested to purchase from Kelley Chevrolet in Fort Wayne, three 2014 Chevrolet Impala 9C1 Patrol Cars at $20, each for a total cost of $62, REQUEST TO APPROVE LEASE/PURCHASE AGREEMENT FOR PHONE SYSTEM Legal Contracts and Claims Manager Keitha Windsor requested Board approval for a Lease/Purchase Agreement for a Phone System. The City solicited Requests for Proposals for the purchase and installation of a new phone system and desires to finance $133, purchase cost with a Lease/Purchase Agreement with Public-Finance.com, Inc. The Lease/Purchase agreement with Public-Finance.com, Inc. is for 5 annual payments of $29, with the interest rate of 3.75%. The first payment is due May 1, 2015 and the last payment is due May 1, 2019 REQUEST TO APPROVE WASTEWATER TREATMENT PLANT HEADWORK GATE REPLACEMENT PROFESSIONAL SERVICES AGREEMENT (JN: ) Administrative Utilities Engineer Dustin Sailor requested Board approval of a Wastewater Treatment Plant Headwork Gate Replacement Professional Services Agreement. The two gates that control flow into the Wastewater Treatment plant and force flow into the Wet Weather Detention Facility are damaged. Hydrogen Sulfide gases release in the wet well deteriorated the support brackets holding the gates long shafts. The unsupported shafts twisted and are now unusable as a means to control flow into the plant. The Wastewater Utility has solicited a proposal from Donohue and Associates to prepare a bid package that details the replacement of the gates and addresses the deterioration of the vault s concrete surface. The professional service fee for this work is a not to exceed fee of $58, PUBLIC HEARING ON ORDER OF THE CITY OF GOSHEN BOARD OF PUBLIC WORKS AND SAFETY: 407 CENTER STREET Mayor Kauffman opened the public hearing: Property owner Ronald Davidhizar is not present for the hearing. City Attorney Larry Barkes stated that Building Inspector Steve Bice inspected the property at 407 Center Street this morning and stated the house is now in compliance. There being no further business Mayor Kauffman moved to process claims and then to adjourn. Second by Board Member Landis

8 BOW Board Meeting of February 2, 2015 Page 8 BOARD OF PUBLIC WORKS AND SAFETY AND STORM WATER BOARD: MAYOR ALLAN KAUFFMAN BOARD MEMBER RUDY STEGELMANN BOARD MEMBER MICHAEL A. LANDIS ATTEST CLERK-TREASURER TINA M. BONTRAGER