MINUTES OF THE BOARD OF PUBLIC WORKS AND SAFETY
BRAZIL, INDIANA
FOR AUGUST 10, 2016

A meeting with the Board of Public Works was held on August 10, 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, Wastewater Superintendent Billy Goodrich, Utilities Assistant Office Manager Sheryl Hill, Councilman Steve Bell, Councilman Roy Kellar, Mark Sullivan of Midwestern Engineers, Jim Bosley and John Broady of New Hope Services, Brazil Times Representative Frank Phillips, Andy Wildman, Tammy Wildman, Daniel Rose
PLEDGE: The pledge to the Flag was lead by Mayor Wyndham.
APPROVAL OF MINUTES: Linda Messmer made a motion to approve July 27, 2016 and June 29, 2016 minutes; seconded by Ruthann Jeffries. The motion passed 3-0.
APPROVAL OF EXECUTIVE MINUTES: Linda Messmer made a motion to approve July 29, 2016 minutes; seconded by Ruthann Jeffries. The motion passed 3-0.
AUDIENCE COMMENTS: NONE
OLD BUSINESS:
1.) Affirmation of Unsafe Building Order – Planning and Zoning Administrator Teresa Glenn asked the Board of Works to approve an Unsafe Building Order for property on 703 S. Walnut, owned by Andy and Tammy Wildman. Mr. and Mrs. Wildman were present. The structure had previously had a fire, and it is the intention of the Mr. and Mrs. Wildman to restore the structure. Linda Messmer made a motion to approve the Affirmation of Unsafe Building Order for 703 S. Walnut, with provisions for the owners to have until the end of 2016 to make improvements on the structure; seconded by Ruthann Jeffries. The motion passed 3-0.
FIRE CHIEF REPORT: Chief Jake Bennett
• The Fire Department has responded to 32 incidents/calls since July 24th, including 17 for medical assistance.
• July 29 – Lieutenant Shane Zurcher and on-duty Firefighters gave a fire safety and general safety presentation to the YMCA’s Summer Camp.
• August 2 – Firefighters participated in National Night Out.

POLICE CHIEF REPORT: Chief Clint McQueen
• Chief McQueen presented incident reports from June and July. Traffic stops were high for both months.
• National Night out was a success. Over 500 people attended, with roughly 350 kids. 250 bags were passed out.
• Mayor Wyndham thanked Chief McQueen, Chief Bennett and Clay County Sheriff Harden for their role in National Night Out.

NEW BUSINESS:
1.) New Hope – Jim Bosley and John Broady of New Hope Services were present to request removal of water/sewer tap fees on the Davis Building, School Building and 6 BEP lots. Total request to be waived is approximately $19,867. Planning and Zoning Administrator Teresa Glenn does not believe that the 6 BEP lots will need meters, but will confirm this. Linda Messmer asked about the development of the properties. Mr. Bosley explained that the Davis building will be apartments for seniors/disabled, School building will be 24 units (apartments) for seniors and the BEP lots will house duplexes. Ruthann Jeffries stated that the Board cannot make a decision today and wants to verify the figures provided. Mayor Wyndham wants to talk with Water Superintendent Shawnette Szekely to verify information about fees.
2.) Public Hearing – CDBG Water Improvement Project – The Water Improvement Project will provide new water lines in the Southwest quadrant of the City including Morgan St., Grant St., Leavitt St., and Chicago Ave. The project will include installation of a new flow meter on the raw water line, replacing fire hydrants and upgrading the software for Shawnette Szekely. The City did not receive the Community Development Block Grant (CDBG) earlier in July. The City is applying for Round 2 which will be awarded in December. Mark Sullivan, of Midwestern Engineers explained that the City had 50 points deducted due to receiving an earlier award within a 7-year period, and that we will be out of that 7-year period for Round 2. Proposal will be submitted on August 19, with final application submitted on October 14. Notice of Grant Award will be on December 1, 2016. Requested grant amount is $436,270.53, with a local match of $109,067.63. Total project cost is $545,338.16.

A Public Hearing opened at10:45 for public comments and questions regarding the CDBG Water Improvement Project. Councilman Steve Bell asked how many homes will be affected by the project. Mark Sullivan estimated 40-50 homes. Daniel Rose asked if one of the streets involved is currently serviced with a 1” line. Mayor Wyndham said yes, and that this project will increase pressure for these lines and enhance fire protection. The Public Hearing was closed at 10:48.

3.) Approval for Park Superintendent addition to phone stipend – Linda Messmer made a motion to approve a phone stipend of $30/month for the Park Superintendent; seconded by Mayor Wyndham. The motion passed 3-0.
4.) Approval of Invoice from Midwestern Engineers for Hollybrook – Ruthann Jeffries made a motion to approve payment on an invoice from Midwestern Engineers Inc. for construction engineering costs and inspections associated with the Villas of Hollybrook; seconded by Linda Messmer. The motion passed 3-0.
5.) Hollybrook Contract Amendment – An amendment has been made for inspection services during water and sewer construction at the Villas of Hollybrook in the contract with Midwestern Engineers Inc. Ruthann Jeffries made a motion to approve Amendment No. 1 to the Agreement for Engineering Services for Water and Sewer Main Extensions allowing for payment of inspections on an hourly basis, not to exceed $30,000. Linda Messmer seconded. The motion passed 3-0.
6.) BEP – Award Demo – Three bids were opened in July for demolition on 9 BEP Properties. The bid was awarded to West Point Properties, but after consideration, West Point decided to remove their bid. JS McCullough Excavating was the next lowest and responsible bidder. Linda Messmer made a motion to re-award the BEP demolition bid to JS McCullough Excavating for $76,100; seconded by Ruthann Jeffries. The motion passed 3-0. The State will observe the demolition of a sample set (1 house) with the target date of September 19, 2016.
7.) Timberland Tax Abatement – Abatement Calculation – Council preliminarily approved a 3-year tax abatement to Timberland Home Center, Inc. at the July Council meeting, with final approval to be given at the August Council meeting. Linda Messmer made a motion to approve the Abatement Calculation Agreement (Personal Property) with Timberland Home Center, Inc. Ruthann Jeffries seconded. The motion passed 3-0.
8.) Cleanups – Ruthann Jeffries made a motion to approve the Clean Up List (excluding 203 E. Logan St.) for August 10, 2016; seconded by Linda Messmer. The motion passed 3-0.

CLAIMS:
Clerk’s Office – Ruthann Jeffries made a motion to approve. Linda Mesmer 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 11:10 a.m. The motion passed 3-0.