Board of Public Works and Safety

BOARD OF PUBLIC WORKS AND SAFETY COUNCIL CHAMBERS MAY 9, 2023-8:30 A.M. Roll call was answered by: Mayor SuzAnne Handshoe, Chairman Jim Dazey, and Board Member Don Gura. Others present were: Scott Mosley, Christine Creech, Kristen Johnson, Scott Derby, Patrick Howell, Steve Garbacz- KPC News, Matt Riehm, Lance Waters, Drew Baker, Randi Gross, Cindy Marple, Jeremy McKinley, Katie Ritchie, and Chad McKinley. Pledge of Allegiance The Pledge of Allegiance was recited by all in attendance. Minutes Board Member Don Gura made a motion to approve the Board of Works minutes from the April 25, 2023 meeting with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Petitions No petitions or comments were given. Mayor Application for Use of Public Facilities- Party in the Park/ Trinity Church Drew Baker submitted an application for the use of public facilities for the Party in the Park that will take place on Saturday June 17, 2023 from 11:00 P.M. to 3 P.M. at the Rotary Pavilion at Bixler Lake. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Application for Use of Public Facilities- New Hope Clubhouse Michael Steigmeyer submitted an application for the use of public facilities for New Hope Clubhouse, Stomp-Out the Stigma on September 9, 2023 from 7:00 A.M. to 2:00 P.M. at the Jansen Pavilion at Bixler Lake. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Application for Use of Public Facilities- Life & Family/ Children’s Health Fair Christine Creech submitted an application for the use of public facilities for Life and Family Services/ Children’s Health Fair on June 13, 2023 from 12:00 P.M. to 6:00 P.M. in the parking lot of Life and Family Services and part of the Kendallville Public Library parking lot. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Application for Use of Public Facilities- Life and Family/ Annual Walk for Life Christine Creech submitted an application for the use of public facilities for Life and Families Annual Walk for Life on August 12, 2023 at 10:00 A.M. The event will take place on South Park Ave, Diamond Street, Bixler Lake Shore Drive, Lake Terrace Drive, Lake Park Drive, and Life and Family Services parking lot. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Application for Use of Public Facilities- Police Dept. Memorial Service Chief of Police Lance Waters submitted an application for the use of public facilities for a memorial service at the Pocket Park on May 24, 2023 from 11:00 A.M. to 2:00 P.M. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Engineering Street Light Circuit Update Administrative Engineer Scott Derby recommended rejecting the bid for the circuit update due to an incomplete submittal. Derby said there was no wiring layout included. Board Member Don Gura made a motion to reject with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. The Drake Road Phase 2 Status Report was presented for review. Drake Road Phase 2 Design- Invoice #24 Administrative Engineer Scott Derby requested authorization to pay invoice #24 to A&Z Engineering in the amount of $8,927.00 (Federal $7,141.60 & Local $1,785.40). Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Drake Road Phase 2- Preliminary Engineering Supplemental Agreement #2 Administrative Engineer Scott Derby presented phase 2 preliminary engineering supplemental agreement number two to the Board. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Drake Road Phase 1 Inspection- Invoice #3 Administrative Engineer Scott Derby requested authorization to pay invoice #3 to A&Z Engineering in the amount of $18,990.52 (Federal $15,192.42 & Local $3,798.10). Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Drake Road 6 Acre Parcel- Post Closure Activities Administrative Engineer Scott Derby submitted a revised cost estimate for post closure activities for the six acre Drake Road property submitted by IWM Consulting in the amount of $9,500.00. This will be paid from BOW Contractual. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Drake Road 6 Acre Parcel- Establishment of Vegetation Administrative Engineer Scott Derby submitted a not to exceed amount of $5,700.00 for the establishment of vegetation at the Drake Road six acre parcel. This will be paid from the street contractual account. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Curb and Gutter Replacement Cost Share Request- 1102 Town Street Dennis Rainsberger submitted a quote from Pulver Asphalt Paving to replace damaged curbing at 1102 Town Street and is requesting the City pay 50% of the quote, this would make the City portion $1,155.00. The money would be paid to Pulver directly after the work was completed and will come from Street fund 2201. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request to Pay Insight for Server IS Coordinator Rick Kiersey requested authorization to pay Insight $8,071.73 for a server for our mapping system that has been in place for eight years. The money for this will be paid from the BOW contractual fund. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Park Request to Pay Shade Trees Unlimited Park Director Dawn McGahen requested authorization to pay Shade Trees Unlimited in the amount of $6,500.00. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Police Extension of Vacation Days for Chief Waters Chief Waters submitted a request of his vacation time due to a busy work schedule from past events. Water’s anniversary date is May 10th and requested his remaining five days be extended through June 2023. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request Approval to Appoint Justin Beall as School Resource Officer Chief Lance Waters requested authorization to appoint Justin Beall as School Resource Officer starting May 15, 2023. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Request Authorization to Purchase Uniforms for New Hire Fought- Add On Chief Lance Waters requested authorization to purchase complete uniforms for newly hired Patrol Officer Jordan Fought in a not to exceed amount of $3,000.00. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. WWTP Request to Pay Insight for Server IS Coordinator Rick Kiersey requested authorization to pay Insight $5,803.68 for a new server for the WWTP. The old server will no longer be supported after October 2023. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. The March 2023 Activity Report was presented for review. The March 2023 Financial Report was presented for review. Administrative Fine Recommendation Interim Superintendent Patrick Howell submitted an administrative fine recommendation for Kraft Heinz during the time period of March 10, 2023 to April 9, 2023. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Stay of Penalties Interim Superintendent Patrick Howell submitted a stay of penalties agreement between the City of Kendallville and Kraft Heinz. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Open Operators Position- Add On Interim Superintendent Patrick Howell requested authorization to open up a 2nd shift operator position at the WWTP. Board Member Don Gura made a motion to approve with a second from Mayor SuzAnne Handshoe. The motion passed 2 ayes – 0 nays. Chairman Jim Dazey congratulated the City on a successful Main Street Skating Event on May 6, 2023. Motion to Adjourn Board Member Don Gura made a motion to adjourn the meeting. Chairman Jim Dazey adjourned the meeting at 8:52 A.M. _____________________________________ Kathren R. Ritchie- Clerk Treasurer Minutes approved by me this 23rd day of May, 2023. _______________________________________ W. SuzAnne Handshoe-Mayor