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7/13/2020 Board of Works Meeting Minutes

BOARD OF PUBLIC WORKS
July 13, 2020

The Board of Public Works and Safety met in a regular meeting on July 13, 2020, at 5 PM in the Council Chamber at 301 E Clinton Street, Frankfort, Indiana. The following action was taken:

Mayor Sheets called the meeting to order and led the assembly in the Pledge of Allegiance.  In attendance upon roll call were Mayor Judy Sheets and board members Greg Miller and Megan Sheets.  Also present were City Attorney Les Bergum, Clerk-Treasurer Carol Bartley, and others as noted in the minutes.

MINUTES

The minutes of the June 22, 2020, regular meeting were presented for approval. Sheets moved seconded by G. Miller to approve the minutes of the June 22, 2020, regular meeting as presented. Upon roll call vote three ayes were recorded. Motion carried 3-0.

PUBLIC COMMENT

None

STREET

Street Department Superintendent Jason Forsythe gave an update on work completed due to the 7-11-20 storm.  The street department removed trees and debris from roadways in conjunction with the Frankfort Utilities.  As of 7-12-20, all roads in Frankfort were open.

The city auction will take place 7-18-20 at the Street Department at 10:00 AM with a preview on Friday 7-17-20 from 11 AM to 2:30 PM.  Mr. Forsythe requested that all department heads bring their auction items out to the Street Dept after Wednesday.

Mr. Forsythe presented fixed assets for removal including old lighting and street signs.  G. Miller made a motion to accept the removal of assets seconded by M. Sheets.  Upon roll call vote three ayes were recorded.  Motion carried 3-0

Mr. Forsythe updated the board on his work to send information on 15 to 20 different sections of road in Frankfort to INDOT in order to begin receiving Motor Vehicle Highway Funding.  INDOT will not backdate the funding but this will have a positive impact on future funding.

The following bids for milling and overlay were presented:

Midwest Paving:  $533,966.10
B&B Paving Inc.: $529,599.35
Rieth-Reily: $499,535.50
Milestone: $470,255.00
Baumgartner: $498,772.25

The only bid received for the rejuvenation project was from Rejuv Tec in the amount of $55,027.20.

G. Miller made a motion to take the bids under advisement, seconded by M. Sheets. Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

COMMUNITY DEVELOPMENT 

Community Development Director Annie Bacon asked the board to ratify the cancellation of the Hispanic Heritage Festival due to Coronavirus concerns. M. Sheets made a motion to ratify the cancellation, seconded by G. Miller. Upon roll call vote three ayes were recorded. Motion carried 3-0.

Mrs. Bacon has been working to get translator services so more documents are available bilingually.  These services will be used for both the city website and the city’s Facebook page.  She will get a contract written up and reviewed by the city attorney before presenting it to the board at another meeting.

Mayor Sheets noted that any remaining events for the year scheduled to be held on city property will be watched closely due to concerns about Coronavirus.

POLICE

Chief Scott Shoemaker submitted fixed assets for removal including a 2006 Chevrolet Impala, 2008 Ford Crown Victoria, and a 2013 Dodge Charger.  M. Sheets made a motion to accept the removal of assets, seconded by G. Miller.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

FIRE

Fire Chief John Kirby asked the board to ratify the third draw for ARC for the bathroom renovation in the amount of $13,341.25.  Construction is on track to be completed in a few weeks.  The fourth draw will be coming later after all the construction is done and we are satisfied with the work.  G. Miller made a motion to ratify the draw, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

Chief Kirby asked for payment in the amount of $3,500.00 to Lafayette Fire Academy for 4 employees to get the certificates they needed.  M. Sheets made a motion to approve the payment, seconded by G. Miller.  Upon a roll call vote, three ayes were recorded. Motion carried 3-0.

Chief Kirby asked the board for approval to be the 1st stop on a poker run ride benefiting a child with Leukemia.  G. Miller made a motion to approve parking lot access only, no building access, and no interaction by the firefighters, seconded by M. Sheets. Upon a roll call vote three ayes were recorded. Motion carried 3-0.

Chief Kirby asked for the board’s approval to purchase 18 new lawn chairs for the fire department which will cost a total of $810.00.  M. Sheets made a motion to approve the purchase, seconded by G. Miller.  Upon a roll call vote three ayes were recorded. Motion carried 3-0.

Chief Kirby brought up the Washington Township fire contract. There will be no new territory at a charge of $9,500.00 per year and they will be starting a fire CUM fund on or before April 30, 2021.  G. Miller made a motion to take it under advisement, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded. Motion carried 3-0.

BUILDING SERVICES

Director of Planning and Housing Initiatives Don Stock notified the board that 146 permits were issued in June for a total of $5,250.

Mr. Stock asked for a permit extension for Vasquez at 251 Hoke Ave for completion of a restaurant.  He asked to extend the permit for 60 days but should be done before that.  M. Sheets motion to approve, seconded by G. Miller.  Upon roll call vote three ayes were recorded. Motion carried 3-0.

Mr. Stock informed the board that due to the exorbitant cost of running the sewer line from the closest manhole to the restroom at Dorner Park they will not be proceeding with construction of a new structure next to the horseshoe courts.  With regard to the restrooms at 3rd Street Park, Mr. Perlee is concerned that there may be a backorder of materials needed which may affect the completion date.  He is prepared to notify the board should that happen.  M. Sheets made a motion to authorize the mayor to sign the contract with an addendum included to allow for an extension of time due to delay in receiving materials and for any change in price, seconded by G. Miller.  Upon a roll call vote, three ayes were recorded. Motion carried 3-0.

Mr. Stock discussed the 5 acres of city property located behind Williams Road. The city is waiting on Frankfort Municipal Utilities to finalize the transfer of the property to the city.  The land is not plotted. There was a brief discussion about the city’s options in regard to the land including the potential to offer the land up for sale to the abutting property owners. No action was taken.

PARKS

Parks Superintendent Bart Kraning presented a list of fixed assets for removal.
G. Miller made a motion to accept the removal of fixed assets, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

Mr. Kraning presented the concession agreement with E&S Concessions to be ratified.  M. Sheets made a motion to ratify the contract as presented, seconded by G. Miller.  Upon a roll call vote three ayes were recorded. Motion carried 3-0.

Mr. Kraning asked the board to approve a special event request for the Stepping on Stigma 5k to be held on September 13, 2020, at TPA Park. M. Sheets made the motion to approve as long as safe practices for coronavirus are adhered to along with the knowledge that the event could be changed at any time, G. Miller seconded.  Upon a roll call vote three ayes were recorded.  Motion carried 3-0.

Mr. Kraning presented a contract for a music performance scheduled for July 4, 2021. The band was scheduled to perform in 2020 but the performance is being rescheduled for 2021 due to the cancellation of the 2020 July 4 Festival.  M. Sheets discussed concern with the language of the contract making the city liable for events beyond their control.  City Attorney Les Bergum recommended the board take it under advisement and discuss a change in the language before signing it.  M. Sheets made a motion to take the contract under advisement with the option to make changes, seconded by G. Miller.  Upon a roll call vote, three ayes were recorded. Motion carried 3-0.

There was extensive discussion about Prairie Creek Park pricing including discussion regarding security, alcohol, and rental forms and fees.  G. Miller made a motion to take the pricing under advisement, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded. Motion carried 3-0.

Mr. Kraning made a recommendation and asked the board to approve the purchase of a 2002 GMC Sierra truck with 149,186 miles for $10,500.  M. Sheets made a motion to approve purchase, seconded by G. Miller.  Upon a roll call vote three ayes were recorded. Motion carried 3-0.

Mr. Kraning asked the board to approve the purchase of trash cans from KirbyBuilt.  The cost for 76 cans at all the parks will be $27,318.41.  G. Miller made a motion to approve the purchase, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

HUMAN RESOURCES

None

CITY ATTORNEY   

None

NEW BUSINESS

None

UNFINISHED BUSINESS   

Street Department Supervisor Jason Forsythe reviewed the paving contracts. With the removal of contingencies that were built into the contracts, the bids will be under the budgeted amount of $442,000.00.  The lowest bid for the milling and overlay was from Milestone and the only bid for the rejuvenation project was from Rejuv Tec.  G. Miller made a motion to approve the bids from Milestone and Rejuv Tec. with adjustments for contingencies, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

CLAIMS APPROVAL

M. Sheets moved to accept the claims as presented. G. Miller seconded. Upon roll call vote, three ayes were recorded. Motion carried 3-0.

 

M. Sheets made a motion to adjourn the meeting, seconded by G. Miller.
Meeting adjourned at 6:42 PM.

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