Board of Works Meeting Minutes - 10/19/09
BOARD OF WORKS
OCTOBER 19, 2009 10:00 A.M.
MAYOR SMALL OPENED THE REGULAR MEETING OF THE BOARD OF WORKS AND SAFETY.
THE PLEDGE OF ALLEGIANCE WAS GIVEN BY ALL IN ATTENDANCE.
PRAYER WAS GIVEN BY BUD AYERS.
ASSISTANT MAYOR DAVIS MOVED TO APPROVE ALL CITY, WATER, SEWER AND PAYROLL CLAIMS DATED OCTOBER 13, 2009 THRU OCTOBER 19, 2009. ATTORNEY COPENHAVER: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
MAYOR SMALL SAID THE BOARD HAD A CONTRACT THAT NEEDED TO BE RATIFIED FOR THE FIRE STATION #3 FOR ROOF REPAIRS. HE SAID CHIEF MURRAY GOT TWO QUOTES THAT WERE VERY CLOSE TO EACH OTHER. HE SAID THEY CHOSE TAYLOR CONSTRUCTION. THE AMOUNT OF THE CONTRACT IS $12,850.00. MAYOR SMALL SAID THAT ONE OF THE REQUESTS FROM THE CHIEF IS THAT THE BOARD WAVE THE PERMIT FEE IN THE AMOUNT OF $118.00.
ATTORNEY COPENHAVER MADE THE MOTION TO APPROVE THE REQUEST OF THE CHIEF AND AUTHORIZE THE LETTING OF THE CONTRACT TO TAYLOR CONSTRUCTION AND WAVE THE BUILDING PERMIT. ASSISTANT MAYOR DAVIS: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
MAYOR SMALL PRESENTED A LEASE DOCUMENT FOR THE SECOND TOTER TRUCK WHICH ARRIVED A WEEK AGO. HE SAID WE NOW HAVE TWO NEW TRUCKS OPERATING.
ATTORNEY COPENHAVER MADE THE MOTION TO AUTHORIZE THE MAYOR TO EXECUTE THE CONTRACT FOR THE SECOND TRUCK. ASSISTANT MAYOR DAVIS: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
MAYOR SMALL SAID HE HAD AN AMENDMENT TO THE AGREEMENT FOR BASIC SERVICES FOR THE EASTSIDE BY-PASS. HE SAID THE PREVIOUS CONTRACT WAS FOR $334,900.00 TO BONAR, REGARDING THE EASTSIDE BY-PASS. HE SAID WITH THE AMENDMENTS, THE CITY WOULD BE PAYING A LUMP SUM FEE OF $420,000.00 AS OPPOSED TO THE PREVIOUSLY AGREED UPON AMOUNT OF $334,900.00. QUESTIONS WILL BE ASKED BY THE MAYOR TO THE ENGINEER, WHY THESE CHANGES. HE SAID ALL THE CHANGES SEEMED TO BE REASONABLE.
ATTORNEY COPENHAVER SAID SUBJECT TO THE MAYOR'S INQUIRY, IF YOU DETERMINE THE CHARGES ARE REASONABLE, AND WE HAVE THE FUNDS TO PAY THOSE, HE MADE THE MOTION TO AUTHORIZE THE MAYOR TO ENGAGE INTO THAT AMENDMENT, AFTER THE MAYOR HAS COMPLETED HIS INVESTIGATION.
ASSISTANT MAYOR DAVIS: SECOND, MAYOR SMALL: AYE AYE VOTE: 3-0
MAYOR SMALL SAID THERE WAS A LEGAL COMPENSATION AGREEMENT WITH SOLUTIONS UNLIMITED TO OCTAL SYSTEMS TO PERFORM OUR I T WORK. IN THE PAST, WE HAVE HAD TWO COMPANIES, SOLUTIONS UNLIMITED AND OCTAL SYSTEMS, BOTH DOING VARIOUS ASPECTS OF OUR I T WORK AND SOMETIMES AWKWARD RELATIONSHIP SO HE THOUGHT IT WOULD BE BETTER JUST TO HAVE ONE LOCAL COMPANY TO DO THIS WORK AND HE CHOSE OCTAL SYSTEMS.
ATTORNEY COPENHAVER MOVED TO APPROVE THE CONTRACT. ASST. MAYOR DAVIS: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
MAYOR SMALL SAID HE DROVE BY THE DOG PARK YESTERDAY AND NOTICED A SHED WAS BEING BUILT INSIDE THE FENCE. THIS WAS NOT AUTHORIZED AND HE WANTED ALL WORK STOPPED. PARK SUPERINTENDENT HACKER WILL TAKE CARE OF THE STOPPAGE.
ASSISTANT MAYOR DAVIS ANNOUNCED THAT THE WAS GOING TO BE A HALLOWEEN FEST IN DOWNTOWN NEW CASTLE, SPONSORED BY THE DOWNTOWN MERCHANTS.
ASST. DAVIS MADE THE MOTION TO CLOSE MAIN STREET BETWEEN BROAD AND RACE STREETS FROM 4:00 P.M. TO 6:00 P.M. ON SATURDAY, OCTOBER 31, 2009. ATTORNEY COPENHAVER: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
ATTORNEY COPENHAVER SAID THEY WERE IN THE FINAL STAGES OF COMING UP WITH TERMS IN THE CONTRACT FOR TRASH SERVICES FOR THE MOBILE PARK.
ATTORNEY COPENHAVER MADE THE MOTION TO AUTHORIZE MAYOR SMALL, UPON COMPLETION OF THAT, TO EXECUTE THAT CONTRACT ON BEHALF OF THE CITY.
COUNCILMAN REID ASKED FOR A SUMMARY OF THE CONTENTS OF THE CONTRACT BE GIVEN TO THE COUNCIL AT THE BEGINNING OF THE MEETING TONIGHT.
ATTORNEY COPENHAVER SAID THAT HE HAD NOT RECEIVED A RESPONSE FROM THE MOBILE PARK.
ASSIST. MAYOR DAVIS: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
COUNCILMAN REID SAID HE WAS NOT DOING I T WORK FOR THE CITY OF NEW CASTLE. HE SAID HE HAD BEEN WORKING ON A PROBLEM THAT THE CITY HAD. HE SAID HE LOOKED TO SEE IF HE HAD FILED THE PROPER PAPERS FOR THE CONFLICT OF INTEREST. HE SAID IN THE BOARD OF WORKS MINUTES OF JUNE 15, 2009, AND IN THE MINUTES THERE WAS A CONFLICT OF INTEREST DISCLOSER WAS GIVEN TO THE CITY BY COUNCILMAN REID. HE ASKED, AS A FOLLOW UP, THAT WAS A BLANKET CONFLICT OF INTEREST NOT A SINGLE INCIDENT. HE ASKED IF THIS WAS SENT TO THE PROPER PLACES, THE HENRY COUNTY CLERK AND THE STATE BOARD OF ACCOUNTS?
CLERK TREASURER SAID SHE HAD NOT SEEN THE DISCLOSER SO NO SHE DID NOT SEND IT ON.
COUNCILMAN REID WAS SURE HE HAD MADE COPIES FOR HER AND THE MAYOR. COUNCILMAN REID ASKED THAT THE DISCLOSER BE SENT.
THE CLERK-TREASURER WILL SEND THIS FORM TO THE HENRY COUNTY CLERK AND THE STATE BOARD OF ACCOUNTS WITH A LETTER OF EXPLANATION. A COPY OF THE LETTER WILL BE SENT TO COUNCILMAN REID.
DENNEY ADAMS, REPRESENTATIVE OF THE KNIGHTS OF PYTHIAS, APPEARED BEFORE THE BOARD REQUESTING THAT THEY BE ALLOWED TO HAVE THE 20TH ALL AMERICAN CHRISTMAS PARADE, ON SATURDAY NOVEMBER 21ST. THE PARADE WILL FORM AT BAKER PARK AND WILL BEGIN AT 3:00P.M.. HE REQUESTED THAT ALL SIDE STREETS BE BLOCKED OFF FROM BAKER PARK TO BROAD STREET. HE ASKED FOR A POLICE ESCORT. MR. DENNEY ALSO REQUESTED THAT THE BANNER FOR THE CHRISTMAS PARADE BE ALLOWED TO BE PUT UP BY THE FIRE DEPARTMENT BEFORE THE END OF OCTOBER.
ATTORNEY COPENHAVER MOVED TO APPROVE THE REQUEST. ASSISTANT MAYOR DAVIS: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
