JANUARY 10, 2017 The Board of Public Works and Safety met in regular session on Tuesday, January 10, 2017. Mayor Ditslear called the meeting to order pursuant to public notice with the following members present: Lawrence Stork and Jack Martin. Also present were City Clerk Evelyn Lees, City Attorney Michael Howard, Assistant City Attorney Darren Murphy, department directors and staff. APPROVAL OF MINUTES: DECEMBER 20, 2016 Mr. Martin moved to approve the minutes as presented, second Mr. Stork, three PETITIONS OR COMMENTS BY CITIZENS WHO ARE PRESENT There were no comments by citizens present. APPROVAL OF AGENDA Mr. Stork moved to approve the agenda as presented, second Mr. Martin, three NEW ITEMS FOR DISCUSSION #1 BOARD TO CONSIDER PROMOTIONS IN THE FIRE DEPARTMENT (CHIEF WYANT) Chief Wyant stated the first promotion before the Board is a new position that was approved by Council during the budget process, which is Deputy Chief. He stated after interviews and discussion, Battalion Chief Chris Gellinger was selected for the promotion. He stated as a result of that promotion, he requests approval to promote Captain John Snethen to the rank of Battalion Chief, Lieutenant John O Neal to the rank of Captain, and Firefighter Joel Minnich to the rank of Lieutenant effective January 16, 2017. He stated the Merit Commission has already approved the promotions. Mr. Martin moved to approve as requested, second Mr. Stork, three #2 BOARD TO CONSIDER A PREVENTATIVE MAINTENANCE CONTRACT WITH BGI FITNESS (CHIEF WYANT) Chief Wyant stated this contract is with the same company that has been maintaining fitness equipment in the various fire stations and City Hall. He stated the amount is the same as last year. Chief Wyant introduced Firefighter Joe Scheumann, who is the Fire Department s fitness coordinator, which includes repair and maintenance of fitness equipment. He takes over for Brandon Marcum, who has returned to shift work. Mr. Martin moved to approve as requested, second Mr. Stork, three #3 BOARD TO CONSIDER A CONTRACT WITH PHYSIO-CONTROL FOR MAINTENANCE OF CARDIAC MONITORS (DIVISION CHIEF MACKY) Division Chief Macky stated this contract is a renewal of an existing contract for maintenance on cardiac monitors and Lucas compression devices. He stated the contract is for one year at $23,732.00. Mr. Stork asked if the monitors and devices are on ambulances or at the stations. Chief Macky replied they are on ambulances and Fire apparatus. Mr. Stork moved to approve as requested, second Mr. Martin, three #4 BOARD TO CONSIDER AN UPDATE TO THE EMS HARDSHIP POLICY AND APPLICATION (DIVISION CHIEF MACKY) Division Chief Macky stated this request is for approval of the updated EMS Hardship policy to reflect 2017 federal poverty guidelines. He stated there are also minor housekeeping modifications to the policy. Mr. Stork asked if alimony is considered income. Chief Macky stated they have not encountered a situation where alimony was involved, so he did not know. It
JANUARY 10, 2017, PAGE II is not specifically mentioned in the policy. Mr. Howard stated alimony is almost always considered division of property. Anyone receiving alimony is most likely disabled and unemployable. The odds of EMS having an application involving alimony is extremely slim, but he can research the subject if the Board so desires. Mr. Stork moved to approve as requested subject to researching whether alimony should be included as income, second Mr. Martin, three #5 BOARD TO CONSIDER MEMORANDUMS OF AGREEMENT AND UNDERSTANDING WITH THE INDIANA SUPREME COURT FOR SOFTWARE TO BE USED BY THE POLICE DEPARTMENT (CHIEF JOWITT) Chief Jowitt stated these forms are necessitated by the Police Department s change from OSSI software to New World software. He stated traffic tickets are reported differently through OSSI than the way all other departments in the state report them. The Police Department is transitioning to the same program that other departments use, the agreements in the packet must be approved. He stated there is a software licensing agreement, a Memorandum of Agreement and Memorandum of Understanding with the State Supreme Court, which administers the program. The processes that will be used are described in the documents. Chief Jowitt asked the Board to approve the documents and authorize him to sign the documents and forward them to the Supreme Court. Mr. Martin moved to approve as requested, second Mr. Stork, three #6 BOARD TO CONSIDER RESOLUTION #RB-1-17, A RESOLUTION ESTABLISHING THE REIMBURSEMENT RATE TO BE PAID TO CITY EMPLOYEES FOR USE OF PERSONAL VEHICLES (MICHAEL HENDRICKS) Mr. Hendricks stated this Resolution establishes the new rate by which employees may be reimbursed for use of their personal vehicles on City business. The City s rate is based on the federal rate, which is 53.5 cents per mile for 2017. He stated by ordinance, the rate must be established every year. Mr. Martin moved to approve as requested, second Mr. Stork, three #7 BOARD TO CONSIDER MAINTENANCE CONTRACT WITH JOHNSON CONTROLS FOR THE PUBLIC SAFETY BUILDING (DAVID DALE) Mr. Dale stated this contract is with Johnson Controls for a three-year maintenance contract for the Public Safety Building boilers, heat pumps, controls, and for training for himself on the controls, for a total $7,960 per year. Mr. Stork moved to approve as requested, second Mr. Martin, three #8 BOARD TO CONSIDER A SECONDARY REPLAT FOR PRAIRIE LAKES, BLOCK 31 (ANDY WERT) Mr. Wert stated this is a routine replat for a three-unit condominium in Prairie Lakes, Block 31. He stated he was able to obtain an updated map of the area and included it. Mr. Martin moved to approve as requested, second Mr. Stork, three #9 BOARD TO CONSIDER CLOSE-OUT OF FINAL CONTRACT WITH LANDSTORY FOR DESIGN SERVICES ON THE SOUTH 10 TH STREET ROUNDABOUT (JOHN BEERY) Mr. Beery stated this contract concerned design of center-island improvements for the roundabout over the past two to three years. He stated there was a contract overage of $1,490.00 on the original contract of $28,800.00 for a final amount of $30,290.00. Mr. Martin moved to approve as requested, second Mr. Stork, three
JANUARY 10, 2017, PAGE III #10 BOARD TO CONSIDER APPROVAL OF AN OPEN REQUEST FOR QUALIFICATIONS FOR AN UPDATE TO THE CITY S SANITARY SEWER MASTER PLAN (JOHN BEERY) Mr. Beery stated it has been many years since the City s Sanitary Sewer Master Plan was updated. He stated this request is for approval to advertise a request for qualifications. He stated he anticipates five to ten responses. A committee will then rank the respondents qualifications and negotiate a contract with the most highly ranked company. He stated the contract will be to update GIS records, mapping and infrastructure that have been installed in the last several years. The contract will come before the Board for approval. He stated they already have an estimate of what the work should cost. He stated quality-based work is not usually bid. Mr. Martin moved to approve as requested, second Mr. Stork, three #11 BOARD TO CONSIDER CHANGE ORDER NO. 1 FOR 2016 STREET REHABILITATION: CONTRACT V (EN-261-05) (ANDREW RODEWALD) Mr. Beery stated this request is for change order No. 1 in the amount of $17,312.10 for a final contract amount of $124,442.10 with CC&T Construction. He stated the additional amount was used to install, repair, and/or replace sidewalks in Creekside subdivision and on Pebble Brook Drive and Clinton Street between 12 th and 14 th Streets. Mr. Stork moved to approve as requested, second Mr. Martin, three #12 BOARD TO CONSIDER RELEASE OF RELATED SURETIES FOR ESSEX, SECTIONS 1A AND 1B (BRIAN GRAY) This request is for release of the performance bonds for common area sidewalks, street trees, and erosion control for Essex of Noblesville, Sections 1A and 1B. The bonds were issued in 2009; therefore maintenance bonds have not been requested. Mr. Stork moved to approve as requested, second Mr. Martin, three #13 BOARD TO CONSIDER RELEASE OF RELATED SURETIES FOR ESSEX, SECTION 2 (BRIAN GRAY) This request is for release of the performance bonds for common area sidewalks, street trees, and erosion control for Essex, Section 2. The bonds were issued in 2011 and were covered by performance bonds, so maintenance bonds have not been requested. Mr. Stork moved to approve as requested, second Mr. Martin, three #14 BOARD TO CONSIDER RETURN AND EXCHANGE OF SURETIES FOR FLAGSTONE WOODS, SECTIONS 1 AND 2 (BRIAN GRAY) This request is for acceptance of a new combined erosion control performance bond as negotiated, and release of the original associated performance bonds; acceptance of a maintenance bond for the NAT Trail and common area sidewalks, and release of associated performance bonds; and release of performance bonds for street lights and monumentation for Flagstone, Sections 1 and 2. Mr. Stork moved to approve as requested, second Mr. Martin, three #15 BOARD TO CONSIDER RELEASE OF PERFORMANCE BONDS FOR WATERMAN FARMS, SECTION 10 (BRIAN GRAY) This request is for release of performance bonds for erosion control and sidewalks for Waterman Farms, Section 10. Mr. Stork moved to approve as requested, second Mr. Martin, three
JANUARY 10, 2017, PAGE IV #16 BOARD TO CONSIDER RELEASE OF PERFORMANCE BOND FOR MONUMENTATION AND STREET SIGNS IN WATERMAN FARMS, SECTION 11 (BRIAN GRAY) This request is for release of performance bonds for monumentation and street signs for Waterman Farms, Section 11. Mr. Stork moved to approve as requested, second Mr. Martin, three #17 BOARD TO CONSIDER THE SECONDARY PLAT AND RELATED SURETIES FOR THE RETREAT AT MILL GROVE, SECTION 1 (BRIAN GRAY) This request is for acceptance of the performance bond for monumentation for lot corners; acceptance of maintenance bonds covering Little Chicago Road improvements, common area sidewalks, all paving, curbs, storm sewers, and sanitary sewers; and approval of the secondary plat for The Retreat at Mill Grove, Section 1. Mr. Stork moved to approve as requested, second Mr. Martin, three #18 BOARD TO HEAR AN UPDATE ON THE UNSAFE STRUCTURE AT 5440 BUTTONWOOD DRIVE (DARREN MURPHY) Mr. Murphy stated this matter first came before the Board on April 12, 2016 concerning a property at 5440 Buttonwood Drive with two main issues. He stated the first issue was that the house was uninhabited and had no electrical power. As a result, the sump pump in the crawl space did not work, and the crawl space filled with water and would discharge water out of the access door into the neighbor s property. He stated the Board at that time ordered the bank that owned the home to restore electrical power, after which the sump pump began working, and the water was drained from the basement. He stated the crawl space has remained dry and waterfree since that time. He stated the second issue was a mini barn in the backyard that was dilapidated. The roof had collapsed, but the doors were still locked with a padlock. He stated anyone who climbed a nearby tree and got in through the roof would not be able to get out, so the shed was an attractive nuisance to children. On August 16, 2016, the shed was torn down and completely removed. He stated the property did not sell at the sheriff s sale, but the bank was able to sell it to William A. Blocher on November 21, 2016, whose goal was to restore, repair, and flip the house for profit. Mr. Murphy stated he and Planning Inspector Daniel Sheposh have visited the property. Since taking title to the property, Mr. Blocher has repaired all the aesthetic issues. The roof, windows, wood trim around the windows, rotting wood siding, and the garage door has all been replaced. He stated this work was completed in December. The wood repairs have not been painted yet because it has been too cold. He stated the home looks significantly better. Mr. Murphy stated Mr. Sheposh indicated no building permit was needed. Currently work is being done to refurbish the inside of the house. Mr. Murphy stated since the City s concerns for safety and the neighbors concerns about aesthetics have been resolved, there is no need for the Board to continue monitoring this structure. He recommended that the Board terminate enforcement of proceedings against this property. Mayor Ditslear commended Mr. Murphy for his work on this matter. Mr. Stork moved to terminate the enforcement proceedings on 5440 Buttonwood Drive, second Mr. Martin, three
JANUARY 10, 2017, PAGE V ADJOURNMENT There being no further business before the Board of Public Works and Safety this 10 th day of January, 2017, Mr. Stork moved to adjourn the meeting, second Mr. Martin, three JOHN DITSLEAR, MAYOR ATTEST: EVELYN L. LEES, CLERK