MINUTES OF THE BOARD OF PUBLIC WORKS AND SAFETY
FOR NOVEMBER 23, 2016
A meeting with the Board of Public Works was held on November 23, 2016 at 10:00 a.m. in the Council Chambers of the Brazil City Hall. The meeting was called to order by Mayor Wyndham.
ROLL CALL: Mayor Wyndham, Ruthann Jeffries, Linda Messmer, Deputy Clerk Melissa Dorsett, City Attorney Traci Orman
OTHERS PRESENT: Planning and Zoning Administrator Teresa Glenn, Wastewater Superintendent Billy Goodrich, Lacey Pearson of Utilities’ Office, Wastewater Supervisor Mike Bemis, Carbon Town Marshal Ron Keen, Police Chief Clint McQueen, Fire Chief Jake Bennett, Mark Sullivan of Midwestern Engineers, Tom Van Hoy of Van Hoy Construction, Brazil Times Representative Frank Phillips, Daniel Rose
PLEDGE: The pledge to the Flag was lead by Mayor Wyndham.
APPROVAL OF MINUTES: November 9, 2016; approved by Linda Messmer, seconded by Ruthann Jeffries. The motion passed 3-0.
APPROVAL OF EXECUTIVE MINUTES: November 16, 2016; approved by Ruthann Jeffries, seconded by Linda Messmer. The motion passed 3-0.
1.) Burk/Slack Wastewater Adjustment – A 10% Wastewater adjustment was approved at the November 9, 2016 meeting. After speaking with Lacey Pearson from the City Utilities’ Office it was determined that the approved adjustment was incorrect. Ruthann Jeffries made a motion to adjust the wastewater to 2,500 cubic ft. of usage for January, February and March 2017 bills, due to be paid in February, March and April 2017 and to correct the adjustment from 2016 usage; seconded by Linda Messmer. The motion passed 3-0.
1.) Decision from Executive Session held on 11/16/16 – The Board met on November 16, 2016 regarding a personnel matter. Linda Messmer made a motion to uphold the decision made by the Board; seconded by Ruthann Jeffries. The motion passed 3-0.
2.) Police Report- Police Chief Clint McQueen – October Report – There were 755 calls for service in October, including 96 criminal investigations, 14 arrests, 33 vehicle crashes, 82 tickets issued, 65 warnings issues and 28 animal calls. Linda Messmer asked about an animal control officer. Chief McQueen said that we no longer have an animal control officer but we ask the Humane Shelter, whom we have a contract with, to assist. Anyone with animal concerns should call the Sheriff’s Department at 812-446-2535.
3.) Grant of Utility Easement, KJKJ, LLC and City of Brazil – The water department had to move a meter pit on North Murphy after the County had recently repaved the road. A Grant of Utility Easement was necessary between the City of Brazil and KJKJ, LLC. Linda Messmer made a motion to approve the Grant of Utility Easement between KJKJ, LLC and the City of Brazil, Indiana; seconded by Ruthann Jeffries. The motion passed 3-0.
4.) Approval of Invoice from Midwestern Engineers and Van Hoy (Hollybrook) – Mark Sullivan of Midwestern Engineers gave an update on the progress of the Water and Wastewater Improvements for the Villas of Hollybrook. Ruthann Jeffries made a motion to approve Pay Application No. 4 for $75,000 to Van Hoy & Son’s Contracting; seconded by Linda Messmer. The motion passed 3-0. Mark Sullivan also explained the need for a Change Order No. 1, a change in the contract amount based on the as-built quantities, and presented explanations for all increases and changes. The total amount of increase in the change order is $18,941.24. Mark also explained a delay in the delivery of the generator due to a manufacturing error. A temporary generator is in place so that Van Hoy can complete their work. Cummins expects the final generator to be delivered by December 12. This will not be an additional cost to the City.
5.) BEP Expenses- City Attorney Traci Orman said that the City is completely done with BEP homes and McCullough Excavating has submitted all final invoices.
a. Change Order (McCullough) – The original contract did not include grading and seeding. An addendum is needed for these expenses to be added into the contract. The total amount of the change order is $40,300.00.
b. IDEM Invoice (McCullough) – There were permits through the Indiana Department of Environmental Management that McCullough Excavating had to obtain for the BEP properties. McCullough has submitted all permits and would like the City to cover the $450.00 fee for these permits.
Linda Messmer made a motion to approve Change Order invoice #3893 for $40,300.00 and invoice #232542 for $450.00 from McCullough Excavating; seconded by Ruthann Jeffries. The motion passed 3-0.
6.) Sullivan Wastewater Contract – Mayor Wyndham explained that several surrounding communities have had issues running their wastewater treatment plants. IDEM has approved the City of Brazil to oversee plants such as Staunton and Centerpoint. Sullivan is the most recent city to ask for the City’s assistance with their wastewater plant. Ruthann Jeffries made a motion to approve the Agreement for Services between the City of Brazil and Sullivan for Brazil to run operations for the wastewater treatment plant including the use of a certified operator, pending any final changes to language, and authorizing Mayor Wyndham as signatory; seconded by Linda Messmer. The motion passed 3-0. The agreement is for 2016 and will be a yearly contract.
7.) Resolution 6-2016: Rescinding Resolution 10-2009 – In 2009 the Board passed and adopted Resolution 10-2009, A Resolution Prohibiting the City of Brazil from Accepting Any Other Sewage Disposal Plant’s Solid Waste and Waste-Water and Establishing Fees for the Acceptance of Waste from Residential Septic Tank Systems Within Clay County. Wastewater Superintendent Billy Goodrich has determined that this policy is in conflict with Common Council Ordinance 2-2007. Resolution 6-2016 is a Resolution rescinding Resolution 10-2009. Ruthann Jeffries made a motion to pass and adopt Resolution 6-2016, rescinding Resolution 10-2009; seconded by Linda Messmer. The motion passed 3-0.
8.) Clean-Ups – Ruthann Jeffries made a motion to approve the Clean-Up List for November 23, 2016, excluding property at 403 Edgewood Dr., and citing and fining property at 721 E. Mechanic; seconded by Linda Messmer. The motion passed 3-0.
Planning and Zoning Administrator Update: Teresa Glenn
• Property at 510 W. Jackson St. has been showing progress
• Property at 1030 W. National was building a large sign, and was asked to remove it.
• Janet Wise McClellan will start Monday as the new Planning and Zoning Administrator.
• Ruthann Jeffries commented that she has really enjoyed working with Teresa and that she has done a wonderful job. Mayor Wyndham and Linda Messmer agreed and thanked Teresa for her hard work.
Clerk’s Office – Linda Messmer made a motion to approve. Ruthann Jeffries seconded. The motion passed 3-0.
Utilities’ Office –Ruthann Jeffries made a motion to approve. Linda Messmer seconded. The motion passed 3-0.
FUTURE AGENDA ITEMS: NONE
1.) Mike Bemis, Carbon Town Board President, was present to ask for an adjustment on the Carbon’s last water bill. Mike explained that they have had problems with their booster pump, which has also caused problems with customers. The last bill was $14,685.00 and the average bill is usually $8- 9,000.00. The Town of Carbon is working with Shawnette Szekely to figure out some issues. Ruthann Jeffries made a motion to approve a one-time adjustment to the November water bill, for October usage, for the Town of Carbon; seconded by Linda Messmer. The motion passed 3-0.
MAYOR COMMENTS: NONE
ADJOURNMENT: A motion to adjourn the meeting was made by Linda Messmer; seconded by Ruthann Jeffries. The motion passed 3-0. Meeting was adjourned at 10:25.