Board of Control

CITY OF TALLMADGE BOARD OF CONTROL MEETING MINUTES September 8, 2022 8:00 p.m. Mayor’s Conference Room Members Present: Mayor Kline, Finance Director Mollie Gilbride, Law Director Megan Raber, Director of Public Service Mike Rorar, President of Council Dennis Loughry Meeting Chaired By: Mayor Kline Minutes: Tish Rowland Item 1: Call to Order and Approval of B.O.C. Minutes for August 25, 2022 meeting: The Mayor called the meeting to order at 8:32 p.m. Item 2: Adoption of Minutes: Dennis Loughry moved to approve the minutes of the August 25th B.O.C. meeting; seconded by Mollie Gilbride. Vote to approve: 5/0. Item 3: Authorizing the rejection of the bid for the Fiber Conduit Installation to Phase 5 of the Tallmadge Reserve in accordance with Ohio Revised Code 153.12. All bids received were in excess of ten percent (10%) of the engineer’s estimate. Rorar: We had a project estimate of $70,000, the one and only bid came in at $104,000. Mayor: Will we adopt with this ordinance or do it again? Rorar: We’ll use the ordinance that was adopted tonight and do it again. Gilbride: We have to get it done this year. We’re working on solutions. Loughry: Will you have to get another estimate before you get other bids, or do you use the $70,000? Rorar: We set the estimate internally. Loughry: And normally we’re ok, but this one came in high? Rorar: Yes. Mayor Kline moved to approve; seconded by Dennis Loughry. Vote to approve: 5/0. Item 4: Consideration and approval of Change Order #3 for Asphalt Repair to the Beechwood Cul de Sac of approximately 6,350 sq. ft. This will be an increase of $10,400.00 which will increase the total contract to $918,575.16 [sic] [$918,757.16]. Rorar: The road was paved Friday, Monday a semi turned on the Cul de Sac and did substantial damage to the area. We got an estimate of $4,200 to cut out that section and have a square at the top of the Cul de Sac. The proper thing to do is mill the circle part of the area to the neck and repave that. That comes to $10,400. The contractor with the semi verbally admitted fault and agreed to pay the $4,200.00. To do the job right we’ll have to pay the additional $6,000 to meet $10,000. Gilbride: Why? Rorar: To do the repair is $4,200.00, but that’s the wrong repair. The problem is that instead of one seam we’d have four and water gets in at that point. Loughry: Why can’t we fight with this company and say there’s only one right way to do the repair? Rorar: Because he’ll argue that this would suffice as a repair. Loughry: So we can’t win if we go to him with this? Rorar: No, I’ll be surprised if he pays any of it to be honest.  Gilbride: Did we block it off, why did he go there? Rorar: Poor truck driver and a dumb decision by the resident. The resident told him it was paved for weeks but it was only four days. When we paved it, the weather was warm so the asphalt takes time to set up. I’d like to go after the resident, but I don’t believe we can. I’m fine with the $4,000.00, but to do it right. Mayor: And for the residents to live with the patchwork, they have to drive on it not us. And you have to fix it when the patch falls out. Loughry: I think you’ve got to do it right. Rorar: Yes, one seam is better than four. Perrin was called by a resident and asked how he could properly do it, which is by milling out the whole head and having one seam at the back. Dennis Loughry moved to approve; seconded by Mollie Gilbride. Gilbride: If we do it this way, does it increase the longevity of the Cul de Sac, we just paved it. Rorar: The plus to this is I live in that neighborhood so thankfully I was down there that night and caught it. Mayor: Can they mill some of the bad spot out and over tack coat the whole thing with a thicker layer of asphalt and crown the Cul de Sac? Rorar: I don’t think so because of the curb and gutter. Mayor: That’s why I said crown it. Rorar: I’d have to take a look. Mayor: Any other discussion? Gilbride: This does not require any additional appropriation of funds, this is covered with our current contract? Rorar: Correct. Vote to approve: 5/0. Item 5: Consideration and approval of Change Order #5 for Sable Asphalt & Concrete (Scott Paving, LLC) for a decrease totaling $1,800.00 This will decrease the total contract to $325,271.00. Rorar: In the bid we included miscellaneous items and we didn’t have any with this contract. Mayor Kline moved to approve; seconded by Dennis Loughry. Gilbride: Is this the final Change Order for this contract? Rorar: Yes, we got the final bill the other day. Loughry: It looks like on this year, because that’s all I’ve been here, there’s been a lot of checks and balances on this project. Rorar: Yes. Mayor: It’s like that on all of them so it’s good of you to recognize that. Vote to approve: 5/0. Item 6: Additional Items: Adjournment: The meeting was adjourned at 8:41 p.m.