BOARD OF PUBLIC WORKS AND SAFETY AND STORM WATER BOARD MEETING HELD MARCH 9, 2015 GOSHEN, INDIANA

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1 BOW Board Meeting of March 9, 2015 Page 1 BOARD OF PUBLIC WORKS AND SAFETY AND STORM WATER BOARD MEETING HELD MARCH 9, 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 March 9, 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 Office Assistants, City Attorney, Assistant City Planner, Fire Chief, Assistant Fire Chief Ramer, Assistant Police Chief Miller, Building Inspector Bice, Legal Contracts and Claims Manager, Mayor s Administrative Assistant Lung, Park & Recreation Coordinator, Superintendent of Waste Water, Superintendent of Water and Sewer, Utilities 2 nd Deputy, Administrative City Engineer, Central Garage Fleet Manager, Councilwoman Robinson. REQUEST TO APPROVE HIRING OF J. BAILEY FOR PROBATIONARY PATROL OFFICER Police Chief Wade Branson requested Board approval of the hiring of Jason K. Bailey for the position of Probationary Patrol Officer. Officer Bailey has been a Goshen Police Reserve officer for almost two years and has completed all training. Officer Bailey has also been approved by both the local and state pension boards. It is requested this hiring be effective today, March 9 th, Mayor Kauffman swore in Jason K. Bailey to Probationary Patrol Officer REQUEST TO APPROVE HIRING OF B. LEHMAN FOR PROBATIONARY FIREFIGHTER Fire Chief Danny Sink requested Board approval to hire Bryant C. Lehman as a Probationary Firefighter. Bryant Lehman has passed all of the pension requirements for the State of Indiana and it is requested this hiring be effective March 10 th, Mayor Kauffman swore in Bryant C. Lehman as a Probationary Firefighter.

2 BOW Board Meeting of March 9, 2015 Page 2 REQUEST TO AWARD BID FOR THE WASTEWATER TRATMENT PLANT CONTRACT FOR BIOSOLIDS LAND APPLICATION (JN: ) Administrative City Engineer Mary Cripe requested Board approval to award the bid for the Wastewater Treatment Plant contract for Biosolids Land Application. On February 20, 2015, the City received proposals from Merrell Brothers, Wealing Brothers and Synagro to provide biosolid land application services for the Wastewater Utility. A five panel group reviewed the proposals and the price per gallon offered by each company. Following are the panel s review score summary and the price per gallon offered by each company. Merrell Bros. Wealing Bros. Synagro Group Score 350 out of Cost per Gallon $ $ $ Based upon the summary scoring, the review group recommends the Board award the biosolids land application service contract to Merrell Brothers at a per gallon application price of $ The initial term of the contract is through December 31, 2016, with an option to renew the contract for one more two year term. REQUEST TO AWARD BID FOR THE US 33 TRAIL FROM POINTE 33 SUBDIVISION TO RELIANCE ROAD PROJECT NO Administrative City Engineer Mary Cripe requested Board approval to award the bid for the US 33 Trail from Pointe 33 Subdivision to Reliance Road. On February 23, 2015, bids were received for the project, following are the results: Ancon Construction: $59, Phend & Brown: $73, Rieth-Riley: $78, Niblock Excavating: $79, Kibby Excavating: $83, The developer of the Pointe 33 Subdivision (Ancon Construction) will be paying for 50% of the construction costs on the land owned by the developer, which equates to $16, The Engineering Department is requesting the Board award the contract to the lowest bid from Ancon Construction. REQUEST TO APPROVE AGREEMENT WITH MIDDLEBURY ELECTRIC, INC. Legal Contracts and Claims Manager Keitha Windsor requested Board approval to contract with Middlebury Electric, Inc. to replace City supplied batteries at the City s sixteen tornado siren sites. The battery replacement will be completed within four weeks from receipt of a notice to proceed and the total cost is $

3 BOW Board Meeting of March 9, 2015 Page 3 REQUEST TO APPROVE AGREEMENT WITH VINYL BY DESIGN, INC. Legal Contracts and Claims Manager Keitha Windsor requested Board approval to contract with Vinyl By Design, Inc. The fence around the garbage dumpsters and the transformer at Goshen City Hall is heaving and the City wishes to remove the old fence and install a new one. The City solicited quotes from Heartland Fence Inc., Accent Fence Co. Inc. and Vinyl By Design Inc. and only received one quote from Vinyl By Design Inc. Work on the project shall be completed within 45 calendar days from receipt of a notice to proceed and the total cost for all work is $10, REQUEST TO APPROVE AGREEMENT AMENDMENT WITH OJS BUILDING SERVICES, INC. Legal Contracts and Claims Manager Keitha Windsor requested Board approval of an Agreement Amendment with OJS Building Services, Inc. On February 9 th, 2015, the Board approved a contract with OJS Building Services, Inc. to provide the emergency replacement of water pipe return lines and boiler at City Hall for $36, The City s old cast iron steam radiator in the downstairs women s restroom was not providing any heat and OJS Building Services, Inc. agrees to remove and replace the radiator with a baseboard heater for $2, for a total contract price of $38, with all work to be completed by March 20 th, REQUEST TO APPROVE AGREEMENT AMENDMENT #2 FOR THE QUIET ZONE ALONG NORFOLK SOUTHERN RAILROAD MARION BRANCH: PROJECT NO Administrative City Engineer Mary Cripe requested Board approval of Agreement Amendment #2 with American Structurepoint, Inc. for required revisions/additional work in order to submit Goshen s application for a Quiet Zone to the Federal Railroad Administration. The consultant s services will consist of updating the report exhibits and modifying the risk analysis report due to the changes at the Washington Street Crossing by keeping it open to pedestrian/bicycle traffic, changes at the Jefferson Street crossing due to the closure of the one-way northbound traffic on 9 th Street on the east side of the railroad tracks, and the analysis of the potential closure of CR 40, once the South Link Road is extended to State Road 15. This agreement amendment is in the amount of $8, and based upon a time and material basis.

4 BOW Board Meeting of March 9, 2015 Page 4 REQUEST TO APPROVE AGREEMENT AMENDMENT #3 FOR THE KERCHER ROAD RECONSTRUCTION FROM MARION BRANCH RAILROAD TO DIERDORFF ROAD: DES. NO JN: Administrative City Engineer Mary Cripe requested Board approval of Agreement Amendment #3 with American Structurepoint, Inc. for the topographic survey, geotechnical investigation, and design of a retention facility for the Kercher Road Reconstruction project from the railroad tracks to Dierdorff Road. This agreement amendment includes the following: topographic survey of the land located at 305, 309, 311, 405 and 411 East Kercher Road, geotechnical investigation of the soil in area of the proposed retention pond, and design of the proposed retention pond needed for the Kercher Road Reconstruction project. The agreement amendment is in the amount of $33,240.00, which will be funded by Civil City. REQUEST TO APPROVE AGREEMENT AMENDMENT RATIFICATION FOR THE NINTH STREET MODIFICATIONS FROM MADISON STREET TO WASHINGTON STREET PROJECT NO Administrative City Engineer Mary Cripe requested Board approval of an Agreement Amendment Ratification for the 9 th Street Modifications from Madison Street to Washington Street. The City has agreed to close the Washington Street crossing for Norfolk Southern Railroad to allow for the Marion Branch Curve Realignment project. In order to close the Washington Street crossing, the one-way northbound roadway on the east side of the railroad tracks will need to be removed, and a 10-foot wide sidewalk/trail will be constructed in the vicinity of the existing sidewalk (which is broken down and non-existent in various locations). In order to design the 9 th Street Modifications, the Engineering Department needed a topographic survey, and since Abonmarche Consultants, Inc. was conducting a topographic survey in the adjacent vicinity for the Logan Street and Monroe Street Water Main Replacement project, their services were utilized for the 9 th Street topographic survey. The Agreement Amendment Ratification for this topographic survey is in the amount of $7, REQUEST TO APPROVE RELIEF FOR UTILITY BILL FOR WATER USAGE FOR FREEZING PRECAUTIONS FOR CERTAIN CUSTOMERS Superintendent of Water and Sewer Kent Holdren requested Board approval of Relief for Utility Bill for Water Usage for Freezing Precautions for certain customers. The City of Goshen Water Department has determined that the frost line has dropped below 3 feet in certain areas and is causing lines to freeze. Based on previous experience they have identified certain addresses that are more susceptible to freezing when the frost line drops to or below the current level. The Water Department has notified these individuals to run a pencil stream of water as a precaution and is requesting that relief for a portion of the Water and Sewer bill be given based

5 BOW Board Meeting of March 9, 2015 Page 5 on their average consumption. Since this was identified after the last Board of Works meeting, it is requested that his be retroactive as of March 3 rd, The Water Department will continue to monitor the frost line and inform the customers and the Board of Works when this preventive measure ends. NOTIFICATION REMINDER OF REVISED NORFOLK SOUTHERN SCHEDULE FOR WASHINGTON STREET CLOSURE Administrative City Engineer Mary Cripe informed Board Members about the revised Norfolk Southern s Schedule for the Washington Street Closure. Norfolk Southern has scheduled the project to be completed by March 16 th, 2015, because they have scheduled a 24-hour closure of the Marion Branch for March 16, Norfolk Southern has requested that Washington be closed by March 12 th, The Street Department will be modifying the notification signs to notify residents/motorists that the crossing will be closed permanently on March 11 th, The Street Department will also be installing barricades at 10 th Street and Jefferson Street for when the actual closure occurs, in order to direct the motorists to turn onto Jefferson Street to get across the railroad tracks. NOTIFICATION FOR RESCHEDULE OF BOARD OF WORKS MEETING DUE TO LACK OF QUORUM Mayor Kauffman stated that due to the lack of a quorum, the Board of Public Works and Safety has been rescheduled for Tuesday, March 17 th, 2015 from Monday, March 16 th, The meeting will be held at 2:00 p.m. in the Council Chambers, Police and Courts Building, 111 East Jefferson Street. The regular meeting schedule will resume on Monday, March 23 rd, CONTINUATION OF DISCIPLINARY ACTION PROCEEDINGS Mayor Kauffman stated prior to this meeting today, he had asked City Attorney Larry Barkes to clarify for him what he said before about their ability to have an executive session and he did say that he thought this was brought up at the last meeting to move for an executive session. Mayor Kauffman apologized to the Detectives and Detective Priem and the Police Department Administration for taking this long, but he has been thinking about the sanction being imposed and he would like to have the benefit of an executive session with Board Members Stegelmann and Landis to talk about the potential alternatives to what they have in front of them right now, without the distraction of members of the public and they would be able to talk freely about how they feel with this but they are unable to talk outside of the meeting so he would like to have an executive session with all Board Members on Friday March 13 th if possible. Mayor Kauffman moved to have an executive session on Friday March 13 th, 2015 at City Hall in the Mayor s office to discuss what sanction to impose or even open it back up for more testimony. Second by Board Member Landis

6 BOW Board Meeting of March 9, 2015 Page 6 There being no further business Mayor Kauffman moved to process claims and then to adjourn. Second by Board Member Stegelmann 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