Board of Public Works and Safety

MINUTES OF THE REGULAR MEETING BOARD OF PUBLIC WORKS AND SAFETY CITY OF HOBART, LAKE COUNTY, INDIANA June 18, 2014 Call to Order – Moment of Silence: Tom Ehrhardt called the meeting to order at 4:00 p.m. followed by the Pledge of Allegiance and a moment of silence. Roll Call: The following members were present: Mr. Lain and Mr. Ehrhardt. Absent: Mayor Snedecor. Also present: City Attorney DeBonis and Clerk-Treasurer Longer. Reading of Minutes: Motion by Mr. Lain, seconded by Mr. Ehrhardt, to accept and approve the minutes of the Regular Meeting of the June 4, 2014 as presented. All aye, motion carried. (2-0) Correspondence: There was no correspondence. Approval of Register of Claims and Payroll Claims: Motion by Mr. Ehrhardt, seconded by Mr. Lain, to approve the register of claims and payroll claims as presented. All aye, motion carried. (2-0) Approval of Agenda: Special Events requested the addition of Review and approval of the Performance Agreement and a Performance Contract for July 3rd. Jack Allendorf of the Lake County 911 Consolidation requested to be added regarding a request to waive all fees related to the tower construction at Hillman Park. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to approve the agenda with the additions. All aye, motion carried. (2-0) Unfinished Business: There was no unfinished business. New Business: Request for a Sidewalk Waiver: Ginter Homes, 705 E. 14th Street: Denny Koesters, Ginter Homes, was present. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to approve the sidewalk waiver for 705 E. 14th Street for 1-year or until such time as the City determines the sidewalks must be installed, whichever is longer, and the sidewalk's will be installed at that time at the owner's expense. All aye, motion carried. (2-0) Consideration of Entertainment Contract: National Night Out Event: Crawpuppies, Aug. 5th, 6- 9pm: Raeann Trakas, Special Events Coordinator, stated this is a cooperative effort of the City Departments and the School City of Hobart and the event, previously held at the Hobart Community Pool is being moved to the Hobart High School Brickyard area to accommodate more people and expand the activities. She noted an e-verify agreement and performance indemnification agreement will be executed by the performers prior to the performance. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to approve the contract as presented contingent on the performer executing the e-verify and performance indemnification agreements. All aye, motion carried. (2-0) Signing of Mylars: Andrew William Thomas Addition, a 2-lot subdivision, NW corner of Garfield & 12th St., zoned R-2, 0.43 acres: Sergio Mendoza, City Planner, stated the Plan Commission recommends approval of this subdivision and the City Engineer has determined that no bond is required. Motion by Mr. Ehrhardt, seconded by Mr. Lain, to approve the subdivision and execute the mylars as presented. All aye, motion carried. (2-0) Board of Works Minutes: June 18, 2014 1 Review of General Performance Agreement and Indemnification Agreement: Raeann Trakas requested the Board approve the form of the Agreement as they had done in prior years to use for performers at the Summer Market. Discussion was held regarding whether individual contracts would also be presented to the Board. Attorney DeBonis noted this is the same form as used previously and the Board would approve contracts on a case-by-case basis, whether in agreement form or as part of the claims list. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to authorize Special Events to engage performers as needed utilizing the Performance Agreement and Indemnification forms as presented and whenever practicable, obtaining individual prior approval from the Board as performance dates are determined and, if not practicable, to be brought to the Board for ratification after the performance and in all cases, the claim for payment will be included on the claims docket for consideration of the Board. All aye, motion carried. (2-0) Review of Performance Contract: Little Lover, July 3, 7-8:30 p.m.: Raeann Trakas presented the band's performance contract. Attorney DeBonis noted a performance indemnification and e-verify agreement will be needed and stated paragraphs 10 and 11 in their contract should be stricken as the City will not indemnify the band or provide insurance for their performance. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to approve the performance contract with the band "Little Lover" for July 3rd conditioned upon paragraphs 10 and 11 being stricken from the band's contract and the band executing an indemnification agreement and an e-verify agreement. All aye, motion carried. (2-0) Request to Waiver permit and other fees related to construction: Jack Allendorf, E911 Consolidation: Mr. Allendorf was present and requested consideration of any and all fees that may be related to the construction of the 911 tower at the Hillman Park site be waived. Carroll Lewis stated that he met with the City Engineer and City Planner who all recommend the waiver request be granted. Discussion followed as to the costs to the City being only the electrical inspector's fees, estimated to be between $35 and $50, and special meetings that may not be needed. Attorney DeBonis noted an Interlocal Agreement will be executed for this project in the form of a long-term lease agreement. Mr. Allendorf stated he has scheduled a meeting with the Mayor and the Zoning and Planning officials at the end of this week. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to grant the request to waive the City's permit fees, special meeting fees, if any, and inspection fees for this project as requested. All aye, motion carried. (2-0) Announcements: Mr. Ehrhardt noted the 4'x4' Jaycee Fest signs in public easements are unsightly and requested that groups meet with this Board in the future as to the placement of these types of signs as required. While the City supports these events, the placement of the signs should be with the recommendation of the City. Mr. Ehrhardt questioned who was responsible for the maintenance of the island in Bracken Parkway and noted it needs additional attention as to mowing and maintenance. It was stated the Park Department took care of the rear island areas past the clubhouse but the front island area maintenance was contracted out. Mr. Fulton will follow up with the Mayor to contact the contractor who maintains this area. Mr. Ehrhardt then asked for an update on the status of the County Line Road repairs and barricades at 61st Ave. Attorney DeBonis noted the City Engineer is in contact with NIPSCO to address the issue of the collapsed culvert which will need to be repaired before the roadway can be repaired. Mr. Ehrhardt asked if there was anyone who wished to address the Board and there was no response. Adjournment: Motion by Mr. Lain to adjourn. All aye, motion carried. (2-0) The meeting adjourned at 4:40 p.m. ____________________________ ______________________________ SECRETARY PRESIDING OFFICER Board of Works Minutes: June 18, 2014 2