MINUTES OF THE BOARD OF PUBLIC WORKS AND SAFETY
FOR APRIL 27, 2016
A meeting with the Board of Public Works was held on April 27, 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, Linda Messmer, Ruthann Jeffries, Deputy Clerk Melissa Dorsett, City Attorney Traci Orman
OTHERS PRESENT: Planning and Zoning Administrator Teresa Glenn, Planning and Zoning Assistant Charity Norris, Fire Chief Jake Bennett, Eric Somheil, Atty., Daniel Rose, Brazil Times Representative Frank Phillips
PLEDGE: The pledge to the Flag was lead by Mayor Wyndham.
APPROVAL OF MINUTES: Linda Messmer made a motion to approve April 13, 2016 minutes; seconded by Ruthann Jeffries. The motion passed 3-0.
AUDIENCE COMMENTS: Meridian St. House Update-
The property on 726/728 N. Meridian St has been declared unsafe, and the City has been granted the authority to tear the house down. The City was contacted by the financial institution that owns the property and the financial institution has asked for 10 days to either rehab the house or tear it down. Mayor Wyndham stated that this has been a 3 year effort for the City, but will give the financial institution 10 days to clean/secure the property and then 2 weeks (after the 10 days) until the City will tear the house down. May 20th will be the final date. Planning and Zoning Administrator Teresa Glenn will ask for an extension on the bid for demolition.
OLD BUSINESS: NONE
1.) Knightsville Water- Eric Somheil – The Town of Knightsville is working towards significant improvements to its water delivery system and will receive approximately $450,000 in Indiana Community Development Block Grant funds and Knightsville will be financing approximately $550,000 through the U.S.D.A. The City of Brazil and Town of Knightsville entered into a Contract for Water Services dated January 10, 2014. On November 12, 2015, there was a Memorandum of Understanding regarding Knightsville’s responsibility for the meter vaults and meters and also an Amendment pertaining to a security agreement under the Contract. The Town of Knightsville has already approved the Second Amendment, whereby the City of Brazil agrees that in case of water shortages, all of the City of Brazil’s users, including the Town of Knightsville, will proportionally share shortages. Ruthann Jeffries made a motion to approve the Second Amendment to Contract for Water Services from the City of Brazil to the Town of Knightsville, Indiana; seconded by Linda Messmer. The motion passed 3-0.
2.) Brazil Comprehensive Planning Study – Architect Contract – Taylor Siefker Williams Design Group LLC is providing a Comprehensive Plan and professional planning services for the Brazil Comprehensive Planning Study which will cost $36,000. Ruthann Jeffries made a motion to approve the Agreement for Professional Services between the City of Brazil and Taylor Siefker Williams Design Group LLC and to authorize Mayor Wyndham as signatory; seconded by Linda Messmer. The agreement will be contingent on OCRA’s release of funds to the City.
3.) Brazil Comprehensive Planning Study – Kristy Jerrell, of Jerrell Consulting is the Grant Administrator for the Comprehensive Planning Study. Linda Messmer made a motion to approve the Agreement for Professional Grant Administration Services between the City of Brazil and Jerrell Consulting & Grant Administration Services, LLC, and to approve payment of invoice 1 of 1 for $4,000; seconded by Ruthann Jeffries. The motion passed 3-0.
4.) FEMA Flood Buyout- Phase I Amendment – Under this Amendment, the Project is modified to include the acquisition and demolition of up to 6 additional flood damaged structures and/or adjacent vacant lots. This Amendment is adding $311,821.00 for the additional property acquisitions being added. Eight parcels, including six homes have been pre approved, scored and have qualified. Ruthann Jeffries made a motion to approve Amendment #1 to City of Brazil Phase I State-Local Agreement, Hazard Mitigation Grant Program and authorize Planning and Zoning Administrator Teresa Glenn to send an e-signature to the state; seconded by Linda Messmer. The motion passed 3-0.
5.) Fire Protection Contract- Hancor – Fire Chief Jake Bennett discussed the Agreement for Fire Protective Services between the City of Brazil and Hancor, Inc. The Agreement will provide fire protection and prevention services by the Brazil Fire Department at a rate of $3800.00 annually for the next five years. Linda Messmer made a motion to approve the Agreement for Fire Protective Services between the City of Brazil and Hancor, Inc; seconded by Ruthann Jeffries. The motion passed 3-0.
6.) Trash-Request for Proposals – The City has decided to receive proposals from private trash services. Ruthann Jeffries asked about any job loss if the service is privatized. Mayor Wyndham stated that there may be some shifting around of employees but is not anticipating any job loss. Linda Messmer made a motion to move forward with the Request for Proposals for the operation, maintenance and management of the City’s residential trash collection service; seconded by Ruthann Jeffries. The motion passed 3-0.
7.) Clean-Ups–Approval -Ruthann Jeffries made a motion to approve the Clean Up list for April 27, 2016; seconded by Linda Messmer. The motion passed 3-0. Ruthann Jeffries commented about seeing the same people on the lists week after week. City Attorney Traci Orman explained that the new Nuisance Ordinance is in place with heftier fines which can be levied against homeowners for violations of the ordinance.
8.) Lawn Maintenance Contract-Brian Bemis – This agreement will approve payment to Bemis Lawn care for lawn mowing services provided on properties in violation of the City of Brazil’s code of Ordinance 4-2016, no more frequent than one time per month per property. The City will pay Bemis Lawn Care $75.00 per mowing service for each regular size parcel from May through October 2016. Ruthann Jeffries made a motion to approve the Lawn Maintenance Contract between the City of Brazil and Bemis Lawn Care beginning on 5/12/2016; seconded by Linda Messmer. The motion passed 3-0.
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
MAYOR COMMENTS: NONE
ADJOURNMENT: A motion to adjourn the meeting was made by Ruthann Jeffries; seconded by Linda Messmer. Meeting adjourned at 10:44 a.m. The motion passed 3-0.