MINUTES OF THE BOARD OF PUBLIC WORKS AND SAFETY
BRAZIL, INDIANA
FOR MAY 25, 2016

A meeting with the Board of Public Works was held on May 25, 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, Fire Chief Jake Bennett, Police Chief Clint McQueen, Council Member Steve Bell, Council Member Roy Kellar Sr., Brazil Times Representative Frank Phillips, Matthew Meny
PLEDGE: The pledge to the Flag was lead by Mayor Wyndham.
APPROVAL OF MINUTES: Linda Messmer made a motion to approve May 11, 2016 minutes; seconded by Ruthann Jeffries. The motion passed 3-0.

AUDIENCE COMMENTS: NONE

OLD BUSINESS:
1.) 726/728 Meridian: Award Demolition– Bids were opened on February 10, 2016 for the demolition of the property at 726/728 Meridian St. The lowest bidder was BP2 Construction LLC, from Seymour, Indiana for $35,000. Planning and Zoning Administrator Teresa Glenn spoke with Kathy Carter Hescott from PNC Mortgage, and Kathy asked for an extension through June. The property has never been mowed or secured, and the City has been dealing with this property for almost three years. The City’s contractor had to mow the property. The request for an extension was denied and PNC Mortgage was informed that we will move forward with the bid from BP2 today. Teresa Glenn has not heard back from PNC Mortgage. Ruthann Jeffries made a motion to award the bid to BP2 Construction, LLC for demolition of 726/728 N. Meridian for $35,000; seconded by Linda Messmer. The motion passed 3-0.
Ruthann Jeffries asked about the status of BEP Funds. Teresa Glenn said that we still have 9 homes in the program and the money has been awarded to tear down these homes.
City Attorney Traci Orman gave an update on Flood Buyout Phase III which includes 6 homes and 2 lots. FEMA said that we received an extension and we have ample time to complete the process.
Roy Kellar asked about ownership of these properties. Mayor Wyndham explained that the City takes ownership, but with restricted covenants.
2.) Hollybrook: Award Water and Wastewater Improvements Bid – 4 bids were received and opened on February 10, 2016 for Water and Wastewater Improvements for the Villas of HollyBrook. The improvements will include extension of a water line on Waterworks and Whiterock road and extension of sewer line from the east and building a lift station. The low bid was from VanHoy & Sons Contracting, Inc. from Washington, Indiana. All easements have been obtained. Linda Messmer made a motion to approve the Notice of Award to VanHoy & Sons Contracting, Inc. for $412,245.00 and to approve the Contract as well as approve Mayor Wyndham to sign the Notice to Proceed once all the necessary documents have been received by the City; seconded by Ruthann Jeffries. The motion passed 3-0.

NEW BUSINESS:
1.) Resolution 3-2016: Authorizing Corrective Deed Regarding Golf Course – An issue was discovered regarding the boundaries of the golf course in relation to the park. The City had a survey performed in order to correct the legal description, and now wishes to issue a corrective deed. Ruthann Jeffries made a motion to approve Resolution 3-2016: Authorizing Corrective Deed Regarding Golf Course; seconded by Linda Messmer. The motion passed 3-0.
2.) Resolution 4-2016: Authorizing Encumbered Park Deed – Forest Park has had certain parts improved with LWCF assistance and the improved property must include certain language to the deed. The City wishes to issue a deed to add in the encumbering language for L&WCF for Federal Protection for Outdoor Recreation. Ruthann Jeffries made a motion to approve Resolution 4-2016: Authorizing Encumbered Park Deed; seconded by Linda Messmer. The motion passed 3-0.
3.) Flood Buyout, Phase III: Approval of Title Invoices – Linda Messmer made a motion to approve invoices from Aames Title & Closing, LLC for preliminary searches for Phase III Flood Buyout Properties of 405 S. King St., 503 S. Franklin St., 415 & 417 S. Alabama St., 409 S. Forest Ave., 25 E. Ridge St., 15 East Short St; seconded by Ruthann Jeffries. The motion passed 3-0.
4.) Trash Proposals – The City has received proposals from Wallace Bros. and Republic. An executive session will be set to review and score the proposals before any decisions are made.
5.) Affirmation of Unsafe Buildings – Teresa Glenn said that property on 934 S. Grant has been boarded up, has a tarp on the roof and the back is open. Neighbors have also had issues with the property since January, and are concerned that it will continue to be a problem. Property has been owned by Mia Meny since January. Matthew Meny was present to discuss the property. Matthew said that he has cleaned up the trash pile, torn down the fence and secured the building. His plans are to renovate the home. Mayor Wyndham would like to give Matthew an opportunity to rehab the home but recommend that Matthew check the foundation and eradicate any pests first. Teresa Glenn will send the building inspector out for an inspection for a permit to bring the house up to code. Matthew will also be required to give a monthly update to Teresa. Linda Messmer made a motion to affirm 934 S. Grant as an Unsafe Building; seconded by Ruthann Jeffries. The motion passed 3-0.
Teresa Glenn gave an update on property at 512 W. Logan. The property has an Unsafe Building Order and the property manager has been contacted. Property at 828 N. Forest burned over a year ago. Teresa recently spoke with Jonathan Hull, owner, about cleaning up the property.
6.) Mowing List – 19 properties had mowing letters sent out this month, and the City only had to mow 5 properties. Teresa Glenn thought that this new process has been effective.

POLICE CHIEF REPORT: Chief Clint McQueen
-Police responded to 555 incidents in April.
-Linda Messmer noticed an increase in traffic stops. Chief McQueen has received multiple complaints about traffic violations in certain areas of the City and has increased traffic enforcement as a result of complaints.
-Casey Harder is ¾ through his training at the Police Academy and will be back at the end of June. The City will then have 13 full time officers, including Chief McQueen.

CLAIMS:
Clerk’s Office – Ruthann Jeffries made a motion to approve. Linda Messmer seconded. The motion passed 3-0.
Utilities’ Office –Linda Messmer made a motion to approve. Ruthann Jeffries 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 11:00 a.m. The motion passed 3-0.