Board of Public Works and Safety

MINUTES OF THE REGULAR MEETING BOARD OF PUBLIC WORKS AND SAFETY CITY OF HOBART, LAKE COUNTY, INDIANA May 4, 2016 Call to Order/Pledge to the Flag: Mayor Snedecor called the meeting to order at 4:03 p.m. followed by the Pledge of Allegiance. Roll Call: The following members were present: Mr. Lain, Mr. Ehrhardt, and Mr. Snedecor. Also present: C-T Longer and Admin. Asst. C. Govert. Absent: Attorney DeBonis Reading of Minutes: Motion by Mr. Lain, seconded by Mr. Ehrhardt, to accept the minutes of the regular meeting of April 20, 2016 as presented. All aye, motion carried. (3-0) Correspondence: Update on 61st Ave. Project: Brandon Towle, BF&S, provided a status report to the Board. G.E. Marshall has installed the majority of the water main on the project. Once the bridge crews have finished with the south phase of construction they will be able to mobilize for installation of the water main under the river. LaPorte Construction has poured the south phase bridge deck and both of the approaches for the south phase of construction. They are currently working on the south bridge railing. The rail is expected to be completed next week. Retired Police Sgt. Jack Teer passed away on Monday. Visitation will be at Burns Funeral Home on Thursday, May 05, 2016 from 2-8 p.m., the funeral service will be on Friday at Trinity Lutheran Church. Approval of Register of Claims and Payroll Claims: Motion by Mr. Ehrhardt, seconded by Mr. Lain, to accept and sign the register of claims and payroll claims as presented. All aye, motion carried. (3-0) Attorney DeBonis arrives. Approval of Agenda: Mr. Snedecor asked to add Resolution 2016-04 re: Silverstone Crossing; and a Grant of Easement re: John and Shirley Drazal, 5990 W. 60th Ave.; HPD General Order #3, Sub-Section 9; and Consideration of Ambulance purchase to the agenda. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to approve the agenda with the additions. All aye, motion carried. (3-0) Unfinished Business: Review: Order to Comply: Andrew Batistatos, re: 315 W. Third St.: Mr. Batistatos was not present. Mr. Hannigan spoke with the contractor on site, materials have been purchased and work should be completed this weekend. Mr. Hannigan asked to set this matter over for review. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to set this item over for review at the May 18, 2016 meeting. All aye, motion carried. (3-0) Review: Order to Comply, Unsafe Buildings: Hugh & Mary Smith, represented by Attorney Richard Bolton re: 7585, 7605, 7613, 7619, 7625, and 7645 Mississippi St.: No property representatives were present. Mr. Hannigan stated that all 6 houses plus sheds and barns are down. There is still debris/concrete left at the site but that should be removed soon. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to set this matter over for review at the May 18, 2016 meeting. All aye, motion carried. (3-0) New Business: Consideration of Bid: Re: 2016 Road Construction Materials Contract: Mr. Gralik stated that the City received 3 unit cost bids for this contract. He asked the Board to continue this matter for further review by the Board members and the City Attorney. Motion by Mr. Ehrhardt, seconded by Mr. Lain, to continue this item for review at the May 18, 2016 meeting. All aye, motion carried. (3-0) Board of Works Minutes: May 4, 2016 1 Consideration of Purchase: Signal Poles re: 4th St. Reconstruction and Downtown Street Scape Project: Mr. Gralik, recommended the purchase of 8 decorative signal poles so that they can be ordered to avoid mark-ups. Motion by Mr. Ehrhardt, seconded by Mr. Lain, to approve the purchase of 8 signal poles in the amount of $80,650.00. All aye, motion carried. (3-0) Request to remove tree on City Easement: Rose Stone re: 1175 S. Colorado St.: Ms. Stone was not present. Mr. Lain and Mayor Snedecor visited the site and found no distress to the trees at that property. Mr. Hannigan said he talked with Ms. Stone who is concerned that if the tree falls it will crush her home. Motion by Mr. Ehrhardt, seconded by Mr. Lain, to approve removal of the tree at the homeowner’s own expense. All aye, motion carried. (3-0) Resolution 2016-04: A Resolution Repealing in part Resolution 2011-09 concerning further Land-Use Approvals for Silverstone Crossings and Recommending Certain Actions of the Plan Commission: The Resolution was read. Attorney DeBonis stated that new developers have control of that area and are expected to seek reestablishment of the PUD that expired in 2015. A more current “punch list” of items has been provided by BF&S and replaces the list from 2011. Attorney DeBonis recommends that the Board lift the restriction on land-use and allow the City Plan Commission to supervise the development of these parcels. Motion by Mr. Snedecor, seconded by Mr. Lain, to approve Resolution 2016-04 as presented. All aye, motion carried. (3-0) Grant of Easement and Right of Entry: re: John and Shirley Drazal, 5990 W. 60th Ave.: Attorney DeBonis explained that it is for the installation of stormwater drainage pipe and structures on the corner of 5990 W. 60th Ave. The easement is being donated to the City. Motion by Mr. Ehrhardt, seconded by Mr. Lain, to accept and approve the Grant of Easement and authorizing the execution of such at the time Mr. and Mrs. Drazal sign the required paperwork as presented. All aye, motion carried. (3-0) Hobart Police Department: General Order 3: Chief Zormier is requesting the addition of Sub-Section 9 changing the hiring requirements of Certified, Experienced Officers, and changing language in Section 3. He is requesting that in Section 3 the test requirement be changed to “National Police Officer Selection Test” and adding Section 9 changing the hiring requirements for experienced officers that are currently certified and have successfully graduated from a basic officer curriculum equivalent to the Indiana Law Enforcement Academy, and have 1 year or more of full-time service. Motion by Mr. Snedecor, seconded by Mr. Ehrhardt, to approve the addition of Section 9 as presented. All aye, motion carried. (3-0) Motion by Mr. Snedecor, seconded by Mr. Lain, to amend Section 3 by changing the second sentence to read “The written examination will test a candidate’s level of adult basic education as measured by the National Police Officer Selection Test.” All aye, motion carried. (3-0) Consideration of Ambulance Purchase: Hobart Fire Department: Bob Scott, EMS Director, presented a quote from Penn Care, Inc. for a 2015 demo ambulance purchase in the amount of $148,679.00. The demo available is a 2015 Braun Chief XL Type III ambulance on a 2016 Ford E-450 Chassis with less than 2,000 miles. Clerk-Treasurer Longer stated that she had requested financing quotes from 5 financial institutions and 4 responded with US Bancorp Government Leasing and Finance, Inc. having the lowest quoted interest rate of 1.599% for a 48 month term, payable in advance. Attorney DeBonis suggested a form of motion, stating that the Board has been presented with a quote from Penn Care Inc. for a 2015 Braun Chief XL Type III Ambulance on a 2016 Ford E-450 Chassis for the total purchase price of $148,679.00. The Board of Public Works and Safety, being the purchasing agent for the City under Ordinance finds that this amount is below the $150,000 legal threshold required for a sealed bid. The Board further finds that this one-of-a-kind unit means that the City may make a Special Purchase in that the City has a unique opportunity to obtain this equipment at a substantial savings to the governmental body pursuant to Indiana Code 5-22-10-5 and therefore, the Board finds that this purchase is in the best interest of the City and should be made as a Special Purchase under said statute that authorizes that the Agreement for the purchase of this unit by the Mayor and the Clerk-Treasurer. In addition, the Board finds that it is in the best interest to the City of Hobart to finance this purchase through a lease/purchase arrangement, and notes Board of Works Minutes: May 4, 2016 2 the Clerk-Treasurer has sought and received 4 quotes from various financial institutions for a 48 month lease term with annual payments, the payments to begin at the beginning of the lease term and the anniversary date thereafter for 4-years and the lowest rate received was from US Bancorp Government Leasing and Finance, Inc. at the rate of 1.599% and the annual payments would be $38,058.83. The Board of Public Works and Safety, having received the quotes of various quotes from financial institutions now finds that the quote of US Bancorp Government Leasing and Finance Inc., is the lowest responsible and responsive bidder for the lease and authorizes the execution of the Lease documents necessary to purchase this unit pursuant to those terms. Motion by Mr. Lain, seconded by Mr. Ehrhardt, to approve the purchase of the 2015 Braun Chief XL Type III ambulance on a 2016 Ford E-450 Chassis from Penn Care, Inc. in the amount of $148,679.00, with lease financing through US Bancorp at an interest rate of 1.599% with four (4) annual payments in the amount of $38,058.83 in accordance with all findings as stated by Attorney DeBonis and authorizes the Mayor and the Clerk-Treasurer to execute all documents necessary to secure the purchase and financing. All aye, motion carried. (3-0) Announcements: Attorney Sawochka, representing Cressmoor Trailer Park, stated that a meeting is scheduled for Monday with Mr. Hannigan and Sgt. Russo. Dr. McCullough updated the Board that some improvement had taken place in front of her property on 61st Ave. Three of seven poles have been removed and she now has phone service and lighting. She said that there is still a problem with the driveway and also with mail service. Dr. McCullough is asking for written progress updates weekly, so she and neighbors know what might be happening during the week. Mr. Gralik will communicate with Brandon Towle to put a strategy together to get updates to the residents in the construction area. Mr. Snedecor asked if there was anyone who wished to address the Board and there was no further response. Adjournment: Motion by Mr. Lain to adjourn the meeting. All aye, motion carried. (3-0) The meeting adjourned at 4:50 p.m. ______________________ _____________________ SECRETARY PRESIDING OFFICER Board of Works Minutes: May 4, 2016 3