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Board of Works Meeting Minutes - 7/20/09

BOARD OF WORKS       
JULY 20, 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 STEVE HACKER.

 

WATER SUPT. ENGLAND MOVED TO APPROVE ALL CITY, WATER, SEWER AND PAYROLL CLAIMS DATED JULY 13, 2009 THRU JULY 20, 2009.      ATTORNEY HARVEY: SECOND.   MAYOR SMALL: AYE              AYE VOTE: 3-0

 

MAYOR SMALL SAID THE YMCA REQUEST TO USE THE BALL DIAMONDS AT OSBORNE PARK WILL BE TABLED UNTIL PERMISSION IS GIVEN BY THE GIRL'S SOFTBALL LEAGUE.  HE SAID WE HAVE AN AGREEMENT WITH THEM AND THEY HAVE EXCLUSIVE RIGHTS TO THOSE FIELDS.

 

MAYOR SMALL SAID FOR GARNER STREET AND THE EASTSIDE-BYPASS; WE HAVE THE LPA CONSULTING CONTRACTS TO BE SIGNED.   THE EASTSIDE-BYPASS, FROM THE BONNAR GROUP.  THIS AGREEMENT REPLACES THE ORIGINAL AGREEMENT OF NOVEMBER 3, 2008.  THIS IS THE NEW INDOT LPA CONSULTANT AGREEMENT FORM.  INDOT HAS CHANGED THE FORMS.  THE LPA, WHICH IS THE LOCAL PUBLIC AGENCY AND BY THE TRAINING THE MAYOR HAS HAD, HE IS NOW THE EMPLOYEE AND RESPONSIBLE CHARGE.  THIS IS ALL TIED IN TO HAVING TO REDO THIS CONTRACT WITH THEM.  THIS CONTRACT INCLUDES A RECENT AMENDMENT FOR THE POND STUDY.  THE PREVIOUS AMOUNT WAS $324,000.00; THE CURRENT INCLUDES THE POND STUDY OF $10,900.00 WHICH BRINGS THE TOTAL TO $334,900.00.  INDOT REQUIRES US TO SWITCH TO THE NEW CONTRACT FORMAT TO UTILIZE THE LPA PROCESS IMPROVEMENT ADDITION.

 

SUPT. ENGLAND MADE THE MOTION FOR THOSE DOCUMENTS TO BE SIGNED.

ATTORNEY HARVEY: SECOND       MAYOR SMALL: AYE       AYE VOTE: 3-0

 

MAYOR SMALL SAID WE HAVE A SIMILAR REQUEST FOR THE GARNER STREET CONSTRUCTION ENGINEERING.  WE HAVE PREVIOUS SIGNED CONTRACTS, BUT NOW HAVE THIS NEW LPA CONSULTING CONTRACT FOR GARNER STREET TO BE SIGNED.  MAYOR SMALL SAID TO SET THE AMOUNT THE LPA SHALL PAY THE CONSULTANT FOR THE SERVICES PERFORMED UNDER THIS CONTRACT THAT IS SET FORM IN APPENDIX D WHICH IS ATTACHED TO THE CONTRACT AND THE MAXIMUM AMOUNT PAYABLE UNDER THIS CONTRACT SHALL NOT EXCEED $212,500.00.

 

SUPT. ENGLAND MOVED THAT THE BOARD SIGN THAT DOCUMENT.

ATTORNEY HARVEY: SECOND        MAYOR SMALL: AYE        AYE VOTE: 3-0

 

MAYOR SMALL STATED IN THE AREA OF LAY OFFS, THREE EMPLOYEES WILL BE LAID OFF AT THE STREET DEPARTMENT AS OF AUGUST 1, 2009.  THOSE JOBS WILL BE REPLACED BY THE AUTOMATION OF THE AUTOMATED TOTTER TRUCKS.  SEVEN PEOPLE WAS TO BE LAID OFF BUT WE HAVE MANAGED TO FIND JOBS FOR 4 OF THEM ON THE UTILITY SIDE.  THERE WILL ONLY BE 3 LAID OFF.

 

MAYOR SMALL MADE THE MOTION TO APPROVE THE LAY OFFS OF THESE 3 PEOPLE.

SUPT. ENGLAND: SECOND              ATTORNEY HARVEY: AYE VOTE.      AYE VOTE: 3-0

 

MAYOR SMALL SAID THAT THE CITY HAS TAKEN ALL THE FINANCIAL HITS THAT WE CAN ON THE NON-EMERGENCY SIDE OF THE HOUSE.  HE SAID IN 2 WEEKS, 13 PEOPLE WILL HAVE BEEN LAID OFF.  THE NEXT CUTS WILL HAVE TO COME FROM EMERGENCY SERVICES SIDE.  HE SAID OVER TIME, WHENEVER A FIREMAN OR PARAMEDIC RESIGNED, WE HAVE NOT REPLACED THEM.  WE ARE CONTINUING THAT AT THIS TIME UNTIL WE GET OUR FINANCES IN ORDER.  WE ARE HOPING TO PASS THE L O I T PROPERTY TAX RESOLUTION SO THAT WE WILL BE ABLE TO KEEP THE EMERGENCY SERVICES AT THEIR PRESENT LEVEL.  WE ARE GOING TO HAVE TO SERIOUSLY CONSIDER HOW WE ARE GOING TO OPERATE OUR EMERGENCY SERVICES WITH LESS MONEY, IF WE DON'T GET L O I T PASSED. 

 

MAYOR SMALL SAID HE HAD THE RESIGNATION OF NATHAN PEAVLER FROM THE NEW CASTLE FIRE DEPARTMENT EFFECTIVE JULY 25, 2009.

 

MAYOR SMALL MADE THE MOTION THAT THE BOARD ACCEPTS NATHAN PEAVLER'S RESIGNATION.

SUPT. ENGLAND; SECOND     ATTORNEY HARVEY: AYE        AYE VOTE: 3-0

 

MAYOR SMALL SAID THAT DUE TO AN INCIDENT AT BAKER PARK, A MAN BEING ATTACKED AT 1:30 A.M., ALL PARKS WILL BE CLOSED AT 10:00 P.M...  THE BASKETBALL COURTS AND WALKWAYS THAT ARE LIGHTED, AT BAKER PARK AND OSBORNE PARK WILL REMAIN OPEN.  EACH PARK WILL OPEN AT 7:00 A.M.

 

MAYOR SMALL MOVED TO APPROVE THE OPENING OF EACH PARK AT 7:00 A.M. AND ALL CITY PARKS WILL CLOSE AT 10:00 P.M., EXCEPT FOR THE BASKETBALL COURTS AND WALKWAYS.  VIOLATORS WILL BE CITED FOR TRESPASSING.

SUPT. ENGLAND: SECOND     ATTORNEY HARVEY: AYE         AYE VOTE: 3-0

 

MAYOR SMALL ASKED FOR A SUMMARY OF WHAT THE CITY IS DOING WITH THE SPICELAND WATER PROJECT.

SUPT. ENGLAND SAID THAT THE CITY IS INVOLVED IN CREATING HELP TO SUPPLY WATER TO THE TOWN OF SPICELAND.  WE WILL CONTINUE TO GO FORWARD.  MR. ENGLAND SAID THIS MAY NOT ONLY BE ABOUT THE SPICELAND WATER, IT RELATES TO OTHER ISSUES.  A COUPLE OF MONTHS AGO, THE BOARD OF WORKS WAS DESIGNATING AS A PLANNING TEAM FOR THE WELLHEAD PROTECTION PROGRAM.  HE SAID AS A MEMBER OF THAT TEAM, THE WATER DEPARTMENT HAS AN ASSOCIATION WITH THE MS4.  TO ALL PROPERTY OWNERS AND THOSE WHO HAVE RESIDENTS WITHIN 200 FEET OF OUR WELLHEADS, REFRAIN FROM USING CHEMICALS. FERTILIZERS, ETC.. THOSE TYPE OF THINGS ON THE GROUND.  BE AWARE OF WINTER SEASON, SALTING OF THE ROADS AND RIGHT-A-WAYS. THESE THINGS TEND TO LIE UPON THE GROUND DURING THE PERIODS OF RAIN OR MELTING SNOW, THEY RUN OFF AND ARE INTRODUCED INTO OUR STORM WATER SYSTEM.  WE HAVE DONE THAT AND ARE ASKING PEOPLE TO BE AWARE OF THE OUTCOME OF ACTIONS MAY BE AS FOR AS OUR WATER IS CONCERNED.

 

 

MAYOR SMALL SAID IT WAS BROUGHT UP AT A PREVIOUS MEETING, TO GET A SWEEPER AGREEMENT WITH THE TOWN OF MOORELAND.  OUR MS4, WATER POLLUTION CONTROL SUPERINTENDENT, TO COME UP WITH A COST.  TO THE TOWN COUNCIL OF MOORELAND, INDIANA, THE COST OF GETTING THE STREETS SWEPT WITH NEW CASTLE'S SWEEPER, WILL COST $58.48, FOR ONE OPERATOR AND $220.00 FOR THE SWEEPER FOR 4 HOURS EACH.  THIS WILL BE A TOTAL OF $278.48 PER SWEEPING, TWICE A YEAR, ONCE IN THE SPRING AND AGAIN BEFORE THE MOORELAND FAIR.  THIS WILL INCLUDE THE FUEL FOR THE SWEEPER, THE TWO SWEEPINGS.

 

MAYOR SMALL MOVED TO APPROVE THE SWEEPING CONTRACT WITH MOORELAND.

SUPT. ENGLAND: SECOND        ATTORNEY HARVEY: AYE          AYE VOTE: 3-0

 

MAYOR SMALL SAID HE HAD A REQUEST FROM THE BIG BROTHERS AND BIG SISTERS TO USE THE OSBORNE SOFTBALL FIELD ON JULY 25TH AND JULY 26TH.
 

MAYOR SMALL MOVED TO APPROVE THE REQUEST.

ATTORNEY HARVEY: SECOND      SUPT. ENGLAND: AYE            AYE VOTE: 3-0

 

MAYOR SMALL ASKED ECONOMIC DEVELOPMENT DIRECTOR, JENA DAVIS, TO GIVE A SUMMARY OF THE FINANCIAL AIDE PROCEDURES FOR THE NEW CASTLE AQUATIC CENTER. THIS IS THE RESULT OF THE PARK BOARD MEETING AS OF LAST TUESDAY AFTERNOON.  THE PARK BOARD MADE RECOMMENDATIONS TO THE CITY AND THEY WERE TAKEN, DEALING WITH THE POOL MANAGER, A WORKABLE SITUATION.

 

MS. DAVIS SAID SHE WORKED CLOSELY WITH CHRISTIE BROCK, SHELLIE RODGERS AND JOANNE McCORKLE, PRESIDENT OF THE PARK BOARD.  THE FIRST CHANGE TO BE IMPLEMENTED IS THE ACTUAL MEMBERSHIP APPLICATION.  THERE ARE TWO.  INDIVIDUAL AND FAMILY.  THE ACTUAL FINANCIAL ASSISTANCE FORM WILL BE STAPLED TO BOTH OF THOSE APPLICATIONS.  EVERYONE WHO REQUESTS A MEMBERSHIP APPLICATION WILL GET A COPY OF THE FINANCIAL ASSISTANCE FORM, THEREFORE WE WILL NOT BE MAKING ASSUMPTIONS OF WHO OR WHO WOULD NOT BE ELIGIBLE FOR FINANCIAL ASSISTANCE.  LOOKING AT THAT FOR, IF THEY FEEL THEY QUALIFY, APPLICATIONS WILL BE AT THE POOL OR THE MAYOR'S OFFICE.  IF THEY DO QUALIFY FOR FINANCIAL ASSISTANCE, THEY NEED TO COME TO THE MAYOR'S OFFICE WITH THEIR 1040 OR WHATEVER OTHER FORM OF IDENTIFICATION TO VERIFY THAT THEY DO QUALIFY. WE WILL CHECK IT OFF AND RETURN THE IDENTIFICATION AND FINANCIAL INFORMATION TO THEM.  WE HAVE ABOUT $1,500.00 IN THE HENRY COUNTY COMMUNITY FOUNDATION, TO HELP COVER MEMBERSHIP FEES.  THE FIRST COME, FIRST SERVED BASIS, AND THEY QUALIFY FOR THE ASSISTANCE, THEY WILL RECEIVE THE $40.00 PAID BY THE FOUNDATION.  WE WILL TAKE CARE OF BILLING THE COMMUNITY FOUNDATION.  AT THAT POINT, THE ONE WHO APPLIES FOR THE MEMBERSHIP CAN TAKE THEIR APPLICATION TO THE POOL, GET THEIR CARD AND ENJOY THE AQUATIC CENTER FOR THE REST OF THE SUMMER.  AFTER THE MONEY HAS BEEN EXHAUSTED FROM THE HENRY COUNTY COMMUNITY FOUNDATION, THOSE WHO ARE APPLYING FOR FINANCIAL ASSISTANCE WILL HAVE TO PAY

THE REDUCED $40.00 MEMBERSHIP FEE.  IT WILL BE PAID AT THE CITY CLERK'S OFFICE.

 

MAYOR SMALL SAID IF THAT FAMILY SHOWS UP AT THE POOL, FINDS OUT THAT THEY ARE ELIGIBLE, FOR FINANCIAL ASSISTANCE, AND WANTS TO GET IN THAT DAY, THEY WILL PAY THE NORMAL RATE IF GETTING IN? THEN WE REIMBURSE THEM?

 

MS. DAVIS SAID, IF THEY WANT TO PAY THE RATE, KEEP THEIR RECEIPT, AND WHEN THEY COME TO THE MAYOR'S OFFICE TO APPLY FOR FINANCIAL ASSISTANCE, WE WILL DEDUCT THAT AMOUNT FROM THE REDUCED MEMBERSHIP COST.

 

MAYOR SMALL MOVED TO APPROVE THE POOL PROCEDURES.

SUPT. ENGLAND: SECOND              ATTORNEY HARVEY: AYE         AYE VOTE: 3-0

 

MAYOR SMALL SAID THAT THE EVANS FAMILY WAS HERE TO DISCUSS THE BANNER OVER MAIN STREET.  MR. EVANS SAID HE WAS HERE ON BEHALF OF THE UNITED FUND AND THEY ARE REQUESTING TO HAVE THE BANNER OVER MAIN STREET STARTING OCTOBER 23RD, THE SAME DAY WE TAKE DOWN THE BUSINESS EXPO BANNER FOR THE CHAMBER OF COMMERCE.  WE ARE REQUESTING THAT THE UNITED FUND BANNER BE UP FOR 2 TO 3 WEEKS.  THEN THE KNIGHTS OF PYTHIAS BANNER PROMOTING THE CHRISTMAS PARADE, TAKING THAT DOWN AND PUTTING THE UNITED FUND BANNER UP AGAIN BEFORE THE END OF THE YEAR.     

 

MAYOR SMALL MOVED TO APPROVE THE REQUEST FROM UNITED FUND AND THE KNIGHTS OF PYTHIAS.

SUPT. ENGLAND: SECOND           ATTORNEY HARVEY: AYE           AYE VOTE: 3-0

 

DEPARTMENT HEADS:

 

PARK SUPERINTENDENT HACKER SAID THAT DAN DENNEY HASS BEEN WORKING WITH THE INSURANCE COMPANY TO BE REIMBURSED STOLEN PROPERTY.  EVERYTHING IS COVERED AND HAS A $1,000.00 DEDUCTABLE.

SUPT. ENGLAND MADE THE MOTION TO DO SO.

MAYOR SMALL: SECOND             ATTORNEY HARVEY: AYE          AYE VOTE: 3-0

 

PARK SUPERINTENDENT HACKER SAID THE PARK MOWS OVER TWO HUNDRED ACRES A WEEK, PLUS LOTS FOR THE BUILDING INSPECTORS OFFICE.  HE HAS EQUIPMENT THAT NEEDS TO BE REPLACED.  THERE IS MONEY IN PERPETUAL MAINTENANCE FUND TO PURCHASE MOWERS.  HE IS SELLING ONE MOWER TO THE SEWER PLANT AND TRADING IN 2 FOR 2 NEW MOWERS.  HE SAID HIS COST WOULD BE $17,500.00 AFTER TRADE IN.

SUPT. ENGLAND MOVED TO APPROVE THE PURCHASE OF THE MOWERS FOR THE PARK  

MAYOR SMALL: SECOND     ATTORNEY HARVEY: AYE                 AYE VOTE: 3-0

 

SUPERINTENDENT HACKER SAID HE WAS PURCHASING A MOWER FOR THE CEMETERY FROM REYNOLDS FARM EQUIPMENT IN THE AMOUNT OF $13,884.00 WITH TRADE-IN.

SUPT. ENGLAND MOVED TO APPROVE THE PURCHASE OF A MOWER FOR THE CEMETERY.

ATTORNEY HARVEY: SECOND          MAYOR SMALL: AYE            AYE VOTE: 3-0WATER

 

WATER POLLUTION CONTROL SUPERINTENDENT HAMILTON ANNOUNCED THAT THE CONSTRUCTION AT THE PLANT WILL START IN AUGUST.  ALL CONTRACTS HAVE BEEN SIGNED.

 

WATER SUPERINTENDENT ENGLAND SAID THERE IS A WELL, #8, THAT HAS BEEN OUT OF SERVICE FOR SOME TIME NOW BECAUSE AS IN WAS PUMPING, WE WERE GETTING GRIDS.  FOUND OUT THROUGH INSPECTION, THERE IS A HOLE IN THE BUSHINGS.  TO REPAIR IT SHOULD COST SOMEWHERE BETWEEN $8,000.00 AND $10,000.00.

 

STREET COMMISSIONER AYERS SAID THEY WERE GETTING READY FOR THE ANIMATION PROCESS. 

 

MAYOR SMALL SAID IF PRESIDENT OBAMA CAN HAVE CZARS, IN CHARGE OF EVERYTHING CONCEIVABLE, HE COULD HAVE ONE AND HE HAS NAMED CHIP ENGLAND HIS CZAR FOR THE TOTTER TRANSITION.  HE SAID THE BEST COMPANY WILL START DISTRIBUTING THE TOTTERS TO THE RESIDENCES.  WE WILL HOPEFULLY HAVE CURBSIDE PICKUP IN ALL AREAS OF NEW CASTLE WITH THE EXCEPTION OF AN AREA BETWEEN I AVE. AND GRAND AVE., 16TH ST. TO 25TH ST.  THOSE PLACES HAVE ALLEY PICKUP AND WILL CONTINUE BECAUSE THE STREETS ARE SO NARROW.  DISCUSSION ON ROUTES OF PICKUPS AND WHEN THE TOOTERS WILL BE IN PLACE.  USE THE OLD METHOD UNTIL AUGUST 3RD .  THERE WILL BE A LETTER FROM THE CITY, IN DETAIL, WILL BE SENT TO EVERY HOUSEHOLD, EXPLAINING THE TOTTERS.

 

BUILDING INSPECTOR HALL DISCUSSED A TRASH POLICY OR A CLEAN OUT.  THE WAY IT WORKS NOW, HIS OFFICE SENDS OUT A LETTER, GIVES THEM 10 DAYS TO CLEAN UP TRASH FROM A CLEAN OUT, THEN WE HAVE THE RIGHT TO GO IN AND CLEAN IT UP, SEND THEM THE BILL (WHICH THEY DON'T PAY) THEN PUT A LIEN ON THE HOUSE.  YOU HAVE TO BILL THE PROPERTY OWNER.  WITH THE LAY OFFS THAT HIS OFFICE HAS HAD, THIS PROCESS GETS DRAWN OUT.

THINGS HAVE BEEN SITTING THERE FOR TWO MONTHS.  MR. HALL SAID HIS SUGGESTION WAS, THE ORDINANCE SAYS 10 DAYS.  HE SAID HE SOMETIMES FORGETS AND GIVES 48 HOURS.  HE ASKED THAT THIS BE STANDARDIZED.

 

SUPERINTENDENT AYERS SAID THAT HE THOUGHT IT WOULD BE WISER AT THIS POINT FOR HIS EMPLOYEES JUST TO PICK UP AND CLEAN UP AFTER A LENGTH OF TIME DUE TO NO ONE BEING AVAILABLE IN THE BUILDING INSPECTORS OFFICE TO CLEAN IT UP. 

 

MAYOR SMALL SAID THE FEES FOR EXTRA TRASH PICKUP, SUCH AS SOFAS, LARGE BUNDLES OF BRUSH AND LIMBS HAS BEEN PRESENTED TO COUNCIL AND IT IS STILL THERE.  WE WILL HAVE TO DO WHAT THE ORDINANCE THAT WE HAVE NOW SAYS UNTIL COUNCIL CHANGES THE ORDINANCE.

 

MAYOR SMALL MOVED FOR ADJOURNMENT.

ATTORNEY HARVEY: SECOND.