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Board of Works Meeting Minutes - 3/15/2010

BOARD OF WORKS      

MARCH 15, 2010           10:00 A.M.

 

MAYOR SMALL OPENED THE MEETING OF THE BOARD OF WORKS AND SAFETY.

THE PLEDGE OF ALLEGIANCE WAS GIVEN BY ALL IN ATTENDANCE.

PRAYER WAS GIVEN BY CARY PLUMMER.

 

DIRECTOR OF PUBLIC WORKS DAVIS MOVED TO APPROVE ALL CITY, WATER, SEWER AND PAYROLL CLAIMS DATED MARCH 8, 2010 THRU MARCH 15, 2010.     ATTORNEY COPENHAVER: SECOND     MAYOR SMALL: AYE     AYE VOTE: 3-0

 

AGENDA:

 

DIRECTOR DAVIS SAID SHE HAD RECEIVED A LETTER FROM M R S (MAINTENANCE REPAIR SERVICE) STATING THAT THEY WANTED TO DONATE SERVICES TO THE AQUATIC CENTER AT BAKER PARK,  THE AIR CONDITIONING, THE WATER HEATER, THE POOL HEATER ETC., FREE OF CHARGE. 

          ATTORNEY COPENHAVE3R MADE THE MOTION TO ACCEPT THE GRACIOUS DONATION AND AGREE TO THE CONTRACT TERMS.   MAYOR SMALL: SECOND      DIRECTOR DAVIS: AYE       AYE VOTE: 3-0

 

DIRECTOR DAVIS SAID SHE HAD TWO ITEMS RECOMMENDED BY THE PARK BOARD.  THE WATER SOFTENER AT THE POOL HOUSE, BIDS WERE TAKEN AND THE PARK BOARD AGREED TO USE CULLIGAN'S SOFT-WATER CONDITIONING IN THE AMOUNT OF $3,061.72 FOR A 60 GALLON TANK.

          ATTORNEY COPENHAVER SAID ITEMS FOR DRAIN WORK AND WATER SOFTENER ARE ITEMS FOR COMPLETION OF THE ORIGINAL PROJECT AND BOND PROCEEDS CAN BE USED.

           ATTORNEY COPENHAVER MADE THE MOTION TO APPROVE THAT CULLIGAN SOFT-WATER SOFTENER PURCHASE.   DIRECTOR DAVIS: SECOND       MAYOR SMALL: AYE.          AYE VOTE: 3-0

 

DIRECTOR DAVIS SAID THE SECOND PART OF THAT WAS THE REPAIRING OF THE POOL'S DRAIN COVERS TO MEET STATE REQUIREMENTS.  THIS WOULD BE IN THE AMOUNT OF $7, 425.00. 

          ATTORNEY COPENHAVER MADE THE MOTION AUTHORIZING THAT WORK.     DIRECTOR DAVIS: SECOND            MAYOR SMALL: AYE          AYE VOTE: 3-0

 

DIRECTOR DAVIS PRESENTED A CONTRACT WITH BRENNER DESIGN AND THE CITY OF NEW CASTLE TO CONDUCT OUR REVITALIZATION OF THE DOWNTOWN. SHE SAID THIS IS CONNECTED WITH THE PLANNING GRANT.  THE LUMP SUM FOR THIS CONTRACT IS $42,800.00. WITH A REIMBURSEMENT OF $5,000.00.  THIS IS ALL WITHIN THE AMOUNT OF THE GRANT.

          DIRECTOR DAVIS MADE THE MOTION TO SIGN THE CONTRACT WITH BRENNER DESIGN.     ATTORNEY COPENHAVER: SECOND           MAYOR SMALL: AYE                     AYE VOTE: 3-0

 

ATTORNEY COPENHAVER MADE THE MOTION TO AUTHORIZE THE MAYOR TO SIGN ON BEHALF OF THE CITY OF NEW CASTLE.     DIRECTOR DAVIS: SECOND             MAYOR SMALL: AYE                     AYE VOTE: 3-0

 

DIRECTOR DAVIS MADE THE MOTION TO APPROVE A CONTRACT WITH BRENNER DESIGN AND AUTHORIZE THE MAYOR TO SIGN ON BEHALF OF THE CITY OF NEW CASTLE FOR THE NEIGHBORHOOD STABILIZATION PROGRAM IN THE AMOUNT OF $92,000.00, ALL COVERED BY THE GRANT.  THE COMPENSATION REIMBURSABLE AMOUNT IS $6,000.00.

ATTORNEY COPENHAVER: SECOND             MAYOR SMALL; AYE                   AYE VOTE: 3-0

 

 DIRECTOR DAVIS SAID THERE HAD BEEN A BID OPENING TWO WEEKS AGO FOR 2 OF OUR PACKAGES RELATED TO THE NSP PROJECT, ONE WAS FOR DEMOLITION AND THE OTHER FOR HAZARDOUS MATERIALS PORTION.  THE SUCCESSFUL LOW BIDDER WAS EVANS LANDSCAPING IN THE AMOUNT OF $208,220.00.    SHE SAID $50,000.00 OF THAT IS HAZARDOUS MATERIALS. SHE SAID THERE WOULD BE 2 SEPARATE CONTRACTS.

           ATTORNEY COPENHAVER MADE THE MOTION TO ACCEPT THE ENGINEERS RECOMMENDATION AND AWARD BID PACKAGE TO EVANS LANDSCAPING AND AUTHORIZE THE MAYOR TO EXECUTE THE CONTRACT, SUBJECT TO ANY MINOR CHANGES.   MAYOR SMALL: SECOND              DIRECTOR DAVIS: AYE                        AYE VOTE: 3-0

 

DIRECTOR DAVIS SAID SHE HAD THE DRAFT OF THE CONTRACT FOR THE SUCCESSFUL BIDDER FOR THE HISTORIC PRESERVATION BETWEEN THE CITY OF NEW CASTLE AND KEMNA RESTORATION IN THE AMOUNT OF $537,000.00   THIS AMOUNT IS TOTALLY COVERED BY THE GRANT.  SHE SAID SHE HAD A LETTER FROM BRENNER DESIGN AND THEY RECOMMENDED APPROVAL.

          ATTORNEY COPENHAVER MADE THE MOTION TO ACCEPT THE RECOMMENDATION OF THE ARCHITECTURAL FIRM AND AWARD THE PACKAGE TO KEMNA RESTORATION AND AUTHORIZE THE MAYOR TO SIGN THE CONTRACTS

MAYOR SMALL: SECOND                        DIRECTOR DAVIS: AYE          AYE VOTE: 3-0

 

DIRECTOR DAVIS SAID SHE HAD BENN IN CONTACT WITH THE OWNER ROSS LAWN ABOUT MAINTAINING THE PARK DOWNTOWN THAT IS SITUATED BETWEEN HOOSIER ANTIQUE AND ATLAS.  THEY WANT TO DONATE THEIR SERVICES IN EXCHANGE OF A SIGN STATING THAT THEY ARE THE FIRM THAT IS MAINTAINING THE PARK.

           ATTORNEY COPENHAVER MADE THE MOTION THAT WE ACCEPT THEIR GIFT SUBJECT TO ANY SIGN MEETING OUR LOCAL SIGN ORDINANCE.     DIRECTOR DAVIS: SECOND            MAYOR SMALL: AYE          AYE VOTE: 3-0

 

DIRECTOR DAVIS SAID AT THE LAST BOARD OF WORKS MEETING, BIDS WERE OPENED FOR THE LEASE OF FARM GROUND.  SHE SAID THAT GARY BERTRAM WAS THE SUCCESSFUL BIDDER.  THE CONTRACT WILL BE WITH BERTRAM FARMS.  HIS BID WAS $156.00 PER ACRE.

          ATTORNEY COPENHAVER MADE THE MOTION THAT WE ACCEPT THE BID OF GARY BERTRAM AND RATIFY THE CONTRACT FOR THE RENTAL OF THAT FARM GROUND.     MAYOR SMALL: SECOND              DIRECTOR DAVIS: AYE                    AYE VOTE: 3-0

 

MAYOR SMALL ANNOUNCED THAT ON APRIL 19, 2010, AT THE BOARD OF WORKS MEETING, BIDS WILL BE OPENED FOR THE BLUE RIVER VALLEY SEWER EXTENSION, SOUTH OF RILEY ROAD AND WEST OF STATE ROAD 3, THE FINAL PORTION OF THE BLUE RIVER ESTATES ANNEXATION.  HE SAID UNITED ENGINEERING IS PREPARING THE ADVERTISEMENTS.

          ATTORNEY COPENHAVER SAID THE REASON IT WAS TAKING SO LONG HAD NOTHING TO DO WITH FUNDING OR ENGINEERING DIFFICULTIES OR PROBLEMS WITH WATER POLLUTION CONTROL DEPARTMENT, IT WAS BECAUSE OF PROBLEMS WITH PROPERTY OWNERS GETTING AND ACQUIRING EASEMENTS TO CROSS THEIR PROPERTY.  THE DELAY WAS NOT OF ANYTHING THE CITY DID OR DID NOT DO OR FUNDING ETC.  IT WAS ALL BECAUSE OF ACQUIRING EASEMENTS.

 

MAYOR SMALL SAID FOR THE RECORD, THE TRASH COLLECTION RESPONSIBILITIES WERE MOVED TO THE WASTEWATER DEPARTMENT FROM THE STREET DEPARTMENT ON MARCH 1, 2010.  THE INTENT IS TO MAKE OUR TRASH COLLECTIONS SELF SUPPORTING, SELF FUNDING THROUGH THE MATTER OF TRASH FEES WHICH MEANS IT WILL NOT BE TAX PAYERS SUPPORTED BY PROPERTY TAXES.  IT IS ALSO THE INTENT OF THE STREET DEPARTMENT BE FUNDED IN TOTAL BY THE MVH FUND.  NO MONEY FROM THE GENERAL FUND WILL GO TO THAT.  HE SAID ONE OF HIS GOALS WAS TO MAKE ALL THE DEPARTMENTS OF GOVERNMENT, SELF SUFFICIENT.  HE SAID OBVIOUSLY, THAT IS GOING TO BE IMPOSSIBLE TO DO.  THE CEMETERY, WITH THE PASSAGE OF THE FOUNDATION FEES, WE COULD MAKE A SIGNIFICANT INROAD IN HELPING TO MAKE THE CEMETERY SELF SUPPORTING. HE SAID HE WASN'T SURE WHERE THAT WAS GOING TO GO.  PARKS WILL NEVER BE SELF FUNDING.  A MAJOR BURDEN BUT A MAJOR ASSET.  WATER AND WASTEWATER ARE ESSENTIALLY INDEPENDENT BUSINESSES. RATES ARE RAISED TO PRODUCE THE SERVICES.  THE EMS, OUR AMBULANCE SERVICE IS APPROXIMATELY 80%  SELF FUNDED THROUGH THE INSURANCE REIMBURSEMENTS.  HE SAID THE POLICE WILL NEVER BE NOR THE FIRE DEPARTMENT.  HE SAID WE DON'T CHARGE TO PUT OUT A FIRE EVEN THOUGH SOME PEOPLE WERE LED TO BELIEVE THIS.  THE BUILDING INSPECTOR COULD BE SELF FUNDED.  THE USER FEES COULD DO IT.  THE TRANSIT DEPARTMENT IS APPROXIMATELY 80% SELF FUNDED AND MOST OF THAT IS THROUGH FEDERAL GRANTS.  HE SAID HE COULD NOT SEE THEM GOING ANY HIGHER OR CHARGES FOR TICKETS WOULD HAVE TO GO HIGHER.  THEN NO ONE WOULD BE RIDING. TRASH, OUR INTENT IS TO BE SELF FUNDED, SELF SUPPORTING WITH THE PASSAGE OF OUR TRASH FEES WHICH WILL COME BEFORE THE COUNCIL IN THE NEXT FEW WEEKS.

           
ATTORNEY COPENHAVER SAID WE HAVE HAD SOME INTEREST ON A SMALL PARCEL OF OUR DOWNTOWN PARKING LOT, LOCATED OFF CENTRAL AVENUE.  WE WOULD STILL HAVE THE MAJORITY FOR A PARKING LOT.  HE SAID THIS WOULD BRING ANOTHER BUSINESS, TAX PAYER, AND EMPLOYER TO OUR DOWNTOWN.  HE SAID THE PROPERTY HAS BEEN APPRAISED AND IT IS UNDER THE STATUTORY AMOUNT.  THE APPRAISED VALUE IS $5,875.00.  THE BOARD OF WORKS HAS TO AUTHORIZE THE SALE AND ADVERTISE IT.   HE SAID THEY WOULD NOT CONSIDER ANY BIDS FOR LESS THAN THE APPRAISAL PLUS ALL COSTS.  COSTS INCLUDE HAVING THE PROPERTY APPRAISED.

           ATTORNEY COPENHAVER READ HIS MOTION THAT IS INCLUDED WITH THE MINUTES.  HE MOVED THAT THE CITY DETERMINED IT WAS IN THE BEST INTEREST TO OFFER SAID PARCEL FOR SALE AT 1400 CENTRAL AVENUE AND THE LEGAL DESCRIPTION IS ATTACHED.  HE SAID THE MAYOR WAS TO SIGN ALL DOCUMENTS ON BEHALF OF THE CITY OF NEW CASTLE.

           DIRECTOR DAVIS SAID THAT THIS WOULD BECOME THE ANCHOR STORE IN THE NSP PROJECT.  SHE SAID IT WOULD HAVE 8 JOBS TOTAL.  SHE SAID IT WOULD BRING NEW TECHNOLOGY TO NEW CASTLE.

 DIRECTOR DAVIS SECOND              MAYOR SMALL: AYE        AYE VOTE: 3-0

 

ATTORNEY COPENHAVER STATED THAT THERE IS A VEHICLE AT THE WATER PLANT THAT WAS DAMAGED AND THE INSURANCE COMPANY HAS PAID OFF 100% OF THE VALUE AND NOW WANTS' US TO SURRENDER THE VEHICLE TITLE AND NEEDS A POWER OF ATTORNEY TO SIGN OFF ON IT.  ATTORNEY COPENHAVER SAID HE MADE THE MOTION FOR THE PURPOSE ON THIS POWER OF ATTORNEY, THAT MELVIN WATSON BE AUTHORIZED TO SIGN FOR THE OWNER AND NOTARIZED.  DIRECTOR DAVIS: SECOND               MAYOR SMALL: AYE          AYE VOTE: 3-0

 

DEPARTMENT HEADS:

 

FIRE CHIEF MURRAY ANNOUNCED THAT THE CITY OF NEW CASTLE FIRE DEPARTMENT IS HOSTING HOMELAND SECURITY FIRE TRAINING TRAILER IS SITTING IN FRONT OF THE FIRST BAPTIST CHURCH ON STATE ROAD 3.  HE SAID THEY TRAVEL THE STATE AND ALL DEPARTMENT AROUND THIS AREA IS INVITED TO COME AND SEE AND USE THE FACILITY.

 

PUBLIC:

 

MRS. FORD, 1209 SOUTH 20TH STREET, APPEARED BEFORE THE BOARD WITH A PROBLEM CEMETERY.  SHE SAID SHE HAD SPENT SO MUCH MONEY ALL HER FLOWERS ON HER SONS GRAVE WERE MISSING.  THE BOARD WILL CONTACT MR. DENNEY, SUPERINTENDENT AND SEE WHAT HAPPENED.  THEY ASSURED MRS. FORD THAT IT WOULD NOT HAPPEN AGAIN AND THE FLOWERS WERE NOT TO BE REMOVED UNTIL CLEAN UP THE 1ST OF APRIL.  IT WILL BE ADVERTISED ON THE CEMETERY FENCE AND IT THE NEWSPAPER.

 

MIKE McINTOSH, PRESIDENT OF THE CHAMBER OF COMMERCE, APPEARED BEFORE THE BOARD REQUESTING THAT A BANNER BE HUNG ACROSS MAIN STREET FROM APRIL 30TH TO MAY 31ST FOR THE MEMORIAL DAY PARADE AND AGAIN ON OCTOBER 4TH TO NOVEMBER 4TH FOR THE CHAMBER EXPO.

          ATTORNEY COPENHAVER MOVED TO APPROVE THE REQUEST.  DIRECTOR DAVIS: SECOND   MAYOR SMALL: AYE       AYE VOTE: 3-0

 

KATHY HAMILTON, HOPE INITIATIVE, SAID SHE CAME ASKING FOR INFORMATION.  SHE SAID SHE AND THE HOPE INITIATIVE MEMBERS WANT TO PLANT VICTORY GARDENS AND NEED LAND.  SHE ASKED THE CITY TO SEE IF THERE IS LAND SOMEWHERE THEY COULD PLANT ON AND HELP OTHERS IN THE COMMUNITY.

 
MRS. HAMILTON ALSO SAID THE ORGANIZATION IS GOING TO HAVE A CLEAN UP IN NEW CASTLE ON MAY 1ST.  SHE WAS REQUESTING HELP FROM THE CITY TO SUPPLY 2 TRUCKS OR PACKERS AND 2 DRIVERS.  SHE SAID THEY WERE ALSO GOING TO HAVE THE OUTDOOR LIVING GARDEN SHOW AGAIN THIS YEAR.

 

MRS. HAMILTON ASKED ABOUT THE STRIPPING OF THE STREETS IN THE CITY OF NEW CASTLE.  SHE SAID IT NEEDS TO BE DONE FOR SAFETY REASONS.

 

CARY PLUMMER, ACTING UTILITIES MANAGER, GAVE A BRIEF SUMMARY ON A TRIP HE HAD TAKEN TO CONNERSVILLE AND SOUTH HENRY TO SEE HOW TO HANDLE SERVICE COLLECTIONS.

 
ATTORNEY COPENHAVER MOVED FOR ADJOURNMENT.

DIRECTOR DAVIS: SECOND