Board of Works Special Meeting Minutes - 6/29/09
SPECIAL
BOARD OF WORKS AND SAFETY
JUNE 29, 2009 10:00 A.M.
MAYOR SMALL OPENED THE MEETING OF THE BOARD OF WORKS AND SAFETY.
WATER SUPERINTENDENT ENGLAND MOVED TO APPROVE ALL CLAIMS, PAYROLL, GENERAL, WATER AND SEWER, DATED JUNE 22ND, THRU JUNE 29TH, 2009. ATTORNEY COPENHAVER: SECOND MAYOR SMALL: AYE AYE VOTE 3-0
MAYOR SMALL PRESENTED A NOTICE OF AWARD FOR THE TERTIARY FILTER, DISINFECTION SYSTEM AND SECONDARY CLARIFIER FLOW DISTRIBUTION IMPROVEMENTS PROJECT, 2009. HE SAID THAT THE AWARD WAS GOING TO M. K. BETTS ENGINEERING & CONTRACTING, INC OF ANDERSON, INDIANA. THE AWARD ON THE BID HAS BEEN ACCEPTED IN THE AMOUNT OF $1,425,000.00 AND THIS IS WITH THE RECOMMENDATION OF KEITH BRYANt, VICE PRESIDENT OF UNITED CONSULTING.
MR. BRYANt STATED THAT THE PROJECT BASICALLY IS UPGRADING THE TERTIARY FILTERS TO HIGH RATE FILTERS WHICH WILL ALLOW THEM TO TREAT HIGHER FLOWS DURING WET WEATHER PERIODS. IT IS REQUIRED BY THE STATE OF INDIANA. THE DISINFECTION IS ALSO INCLUDED IN THAT PROJECT WHICH WILL AGAIN HELP TO TREAT WET WEATHER FLOW. FINALLY, IMPROVEMENTS TO THE HYDRAULICS TO THE TANKS AND CLARIFIERS.
MAYOR SMALL SAID IT WILL REDUCE THE AMOUNT OF WASTEWATER GOING INTO THE STREAMS DURING HIGH RAIN EVENTS AND THE C S O'S WILL NOT BE OVERFLOWING.
ATTORNEY COPENHAVER MADE THE MOTION TO ACCEPT THE BID OF M. K. BETTS, AND AUTHORIZE MAYOR SMALL AND CLERK-TREASURER LAVARNWAY TO SIGN ALL DOCUMENTS FOR THE GRANT AND FOR THE CONTRACT.
SUPERINTENDENT ENGLAND: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
ATTORNEY COPENHAVER SAID THE M D S GRANT WAS WIDELY ADVERTISED THAT THE CITY RECEIVED. STAR DEVELOPMENT, INC. IS THE GRANT ADMINISTRATOR. THEY PRESENTED THE BOARD WITH A CONTRACT. THE BOARD OF WORKS PREVIOUSLY APPROVED ENGAGING STAR DEVELOPMENT, INC. HE SAID HE REVIEWED THE CONTRACT AND IT IS CONSISTENT WITH THEIR ENGAGEMENT WITH A LETTER AND IT IS PROPER.
ATTORNEY COPENHAVER MADE THE MOTION AUTHORIZING THE CITY TO ENTER INTO A CONTRACT WITH STAR DEVELOPMENT, INC. AND AUTHORIZE THE MAYOR AND CLERK-TREASURER TO EXECUTE THAT CONTRACT.
SUPERINTENDENT ENGLAND: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
ATTORNEY COPENHAVER SAID THAT IT HAD COME TO HIS ATTENTION THAT THE CITY HAS FOUR MATTERS OF SOME EMERGENCY THAT WE DID NOT KNOW OF WHEN WE SENT OUT THE NOTICE FOR THIS MEETING. WE CAN NOT TAKE FINAL ACTION ON THESE UNTIL NEXT MONDAY. BUT BECAUSE THERE IS AN EMERGENCY INVOLVED IN THESE, HE SAID TO DEAL WITH EACH ONE INDEPENDENTLY.
1. AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE CITY OF NEW CASTLE AND THE SOUTH HENRY REGIONAL WASTE DISTRICT. THIS AGREEMENT HAS BEEN WORKED ON
FOR A LONG TIME AND THERE IS SOME URGENCY THAT THEY GET THIS CONSTRUCTION UNDER WAY. IT ALLOCATES RESPONSIBILITY IN THE STATE ROAD 3 AREA, SOUTH OF TOWN.
ATTORNEY COPENHAVER MADE THE MOTION TO AUTHORIZE THE MAYOR AND CLERK-TREASURER TO PROCEED IN EXECUTING THIS CONTRACT WITH THE UNDERSTANDING THAT THE BOARD WILL RATIFY NEXT WEEK AND GIVE THE PUBLIC THE OPPORTUNITY SPEAK ON IT.
MAYOR SMALL SAID THAT COUNTY ROAD 400 SOUTH HAS BEEN THE DIVIDING LINE BETWEEN THE NEW CASTLE WASTEWATER RESPONSIBILITIES AND THE RESPONSIBILITIES OF THE SOUTH HENRY REGION WASTE DISTRICT. THEY WOULD TAKE IT UP TO 400 SOUTH AND WE WOULD TAKE IT FROM THERE. WE HAVE AGREED THAT THE CITY OF NEW CASTLE WOULD BE RESPONSIBLE FOR THE WASTEWATER FOR PROPERTIES SOUTH OF 400 SOUTH, EAST OF ROAD 3.
SOUTH HENRY IS GOING TO BE ABLE TO HANDLE PROPERTIES NORTH OF 400 SOUTH, THE WEST SIDE OF STATE ROAD 3.
SUPERINTENDENT ENGLAND: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
ATTORNEY COPENHAVER SAID THERE IS AN AGREEMENT WITH THE HENRY TOWNSHIP. HE SAID IT HAD ALREADY BEEN SIGNED BY THE BOARD OF WORKS. THIS IS AN AGREEMENT BETWEEN THE CITY AND HENRY TOWNSHIP FOR FIRE SERVICE. HE SAID FOR OBVIOUS REASONS, WE NEED TO GO AHEAD WITH THIS. THOSE PEOPLE NEED FIRE PROTECTION. WE HAVE HAD THIS AGREEMENT FOR MANY YEARS. THE TERMS HAVE BEEN AGREED TO BY THE TOWNSHIP AND THE CITY BASED UPON A FORMULA THAT HAS BEEN IN OPERATION FOR MANY YEARS. IT HAS BEEN SIGNED BY THE BOARD OF TRUSTEES AND THE BOARD OF WORKS. IT DOES NEED THE CLERKS SIGNATURE.
ATTORNEY COPENHAVER MOVED TO AUTHORIZE THE CLERK-TREASURER TO ATTEST TO THIS AND WITH THE UNDERSTANDING THAT THIS WILL COME BEFORE THIS BOARD NEXT MONDAY FOR FINAL RATIFICATION.
SUPERINTENDENT ENGLAND: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0.
ATTORNEY COPENHAVER SAID THAT THE NEXT AGREEMENT NEEDS TO BE RATIFIED BY JULY 6TH AND SIGNED SOONER IF POSSIBLE. IT IS AN AMENDMENT ON THE LAND ACQUISITION ON THE GARNER STREET EXTENSION. THIS HAS PROBABLY SOMETHING THAT HAS ALREADY BEEN APPROVED BY OUR ENGINEERING CONTRACT. TO AVOID ANY CONFUSION:
ATTORNEY COPENHAVER MADE THE MOTION THAT THE BOARD OF WORKS AND THE CLERK-TREASURER EXECUTE AMENDMENT #7, LAND ACQUISITION SERVICES AND AMENDMENT #1, THE EASTSIDE BYPASS FOR ENGINEERING WORK ON BOTH PROJECTS.
HE SAID HE MADE THAT MOTION WITH THE UNDERSTANDING THAT IT WILL COME BEFORE THE BOARD OF WORKS ON THE AGENDA NEXT MONDAY FOR FINAL RATIFICATION.
SUPERINTENDENT ENGLAND: SECOND MAYOR SMALL: AYE AYE VOTE: 3-0
ATTORNEY COPENHAVER: MOVED FOR ADJOURNMENT.
SUPERINTENDENT ENGLAND: SECOND
