BOARD OF PUBLIC WORKS AND SAFETY AND STORM WATER BOARD MEETING HELD JANUARY 16, 2015 GOSHEN, INDIANA

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1 BOW Board Meeting of January 16, 2015 Page 1 BOARD OF PUBLIC WORKS AND SAFETY AND STORM WATER BOARD MEETING HELD JANUARY 16, 2015 GOSHEN, INDIANA The Board of Public Works and Safety and Storm Water Board of the City of Goshen met in the Council Chambers, 111 East Jefferson Street on January 16, 2015, at 2:00 P.M. for their weekly Board meeting. Mayor Kauffman was the presiding officer with members of the Board present or absent as follows: PRESENT: ABSENT: Mayor Kauffman, Board Member Stegelmann Board Member Landis OTHERS: Clerk-Treasurer Office Assistants, City Planner, Assistant Fire Chief Ramer, Police Chief, Building Inspector Haney, Legal Contracts and Claims Manager, Mayor s Administrative Assistant Lung, Wastewater Management Tech., Utilities 1 st Deputy, Administrative Utilities Engineer, Administrative City Engineer. Minutes of the meeting of December 15, 2014 were presented. On motion of Mayor Kauffman and second by Board Member Stegelmann, the minutes were approved as presented. REQUEST TO APPROVE PROMOTION OF Z. KLOPFENSTEIN TO PRIVATE FIRST CLASS Assistant Fire Chief James Ramer requested Board approval for the Promotion of Zachery Klopfenstein to Private First Class. Zachery Klopfenstein has completed his probationary year at the Goshen Fire Department as of January 14 th, Based on his performance and recommendations from his shift Battalion Chief and Training Officer, it is requested that Zachery Klopfenstein be promoted to Private First Class for the Goshen Fire Department retroactive to January 14 th, Mayor Kauffman swore in Zachery Klopfenstein to Private First Class. REQUEST TO APPROVE CONDITIONAL HIRING OF J. BAILEY FOR PROBATIONARY PATROL OFFICER Police Chief Wade Branson requested Board approval of the Conditional Hiring of Jason K. Bailey for the position of Probationary Patrol Officer, with the condition that he successfully passes the PERF physical and psychological examinations and is approved by both the local and State Pension Boards.

2 BOW Board Meeting of January 16, 2015 Page 2 REQUEST TO APPROVE RESOLUTION TO DECLARE AS SUPLUS AND APPROVAL OF DISPOSAL OF SURPLUS PROPERTY Legal Contracts and Claims Manager Keitha Windsor requested Board approval for a Resolution to Declare as Surplus and Approval of Disposal of Surplus Property. The City s Street Department wishes to have a 1994 GMC C3500 truck VIN # 1GDHC34K3RE declared as surplus property and wishes to dispose of the surplus property in accordance with IC The Board of Public Works and Safety is requested to: 1. Declare the above equipment as surplus property; and 2. Resolve to dispose of the surplus property in accordance with IC REQUEST TO APPROVE DEFICIENCY WAIVER AGREEMENT AND RELEASE OF MORTGAGE CDBG Administrator Rhonda Yoder requested Board approval of a Deficiency Waiver agreement and Release of Mortgage. In lieu of foreclosure, Wells Fargo Bank has agreed to approve a Deed in Lieu of Foreclosure, provided the subordinate lien holders, City of Goshen and Lake City Bank, waive all rights to the remaining debt. The City of Goshen mortgage is a deferred mortgage in the amount of $5,787.56, resulting from CDBG owner-occupied housing rehabilitation assistance provided in Program Year 2011, Activity #204. An appraisal was conducted by Coldiron Appraisals on January 13, 2015, with the following results: $71,000.00, appraised value $64,900.00, assessed value (March 1, 2014) $77,697.97, Wells Fargo mortgage balance (in first position) $5,797.56, City of Goshen mortgage balance (in second position) $3,037.84, Lake City Bank mortgage (in third position) Because the foreclosure process would likely result in no proceeds available to pay the City s mortgage, and would cost the City money, it is recommended that the Deficiency Waiver Agreement and Release of Mortgage be approved, and the Mayor be authorized to execute the agreement. Approval will also likely decrease the period of time that the house is vacant. REQUEST TO APPROVE CHA CONSULTING CONTRACT - NINTH STREET TRAIL FROM COLLEGE AVENUE TO PURL STREET: DES. NO JN: Administrative City Engineer Dustin Sailor stated at the request of the City of Goshen, the Indiana Department of Transportation solicited a request for proposals for design engineering services for the Ninth Street Trail from College Avenue to Purl Street. Proposals were received

3 BOW Board Meeting of January 16, 2015 Page 3 from eight design firms. A review committee (Mark Brinson, Becky Hershberger and Khylei Boyer) evaluated each proposal based upon the established INDOT review process, and chose CHA Consulting, Inc. CHA Consulting has submitted a LPA-Consulting contract for complete design services with the following associated costs. Basic Design at Lump Sum Fees Topographic Survey with LCRSP $26, CE Document $21, Historic Properties Report $5, Archeology Report $7, Path Design and Plans $76, Erosion Control Plans, Report & NOI $4, If Required, Design Engineering Services Utility & Railroad Coordination (Hourly Rate) $15, Geotechnical Engineering (Not to Exceed) $8, Public Involvement Meetings/Hearing (Hourly Rate) $6, Right of Way Engineering Services $2, Total Fee not to exceed $171, This contract is a lump sum basis per each itemized service and details are found in Appendix D of the contract. The design fees will be 80% federally funded with Transportation Enhancement (TE) funding and 20% locally funded. The local share will be paid through Redevelopment with TIF funds from the US 33/River Race TIF District. It is requested to approve the contract with CHA Consulting in the not to exceed fee of $171, REQUEST TO APPROVE AGREEMENT AMENDMENT FOR THE KERCHER ROAD RECONSTRUCTION FROM MARION BRANCH RAILROAD TO DIERDORFF ROAD: DES. NO JN: Administrative City Engineer Mary Cripe requested Board approval of an Agreement Amendment for the Kercher Road Reconstruction from Marion Branch Railroad to Dierdorff Road. The Engineering Department applied for and received Federal funding for the Design, Right of Way Acquisition, Construction, and Construction Engineering for another segment of Kercher Road from Dierdorff Road to US 33. However, we are not permitted to start spending funds for the project until July The Federal Highway Administration (FHWA) has given the City direction to do one environmental document that includes both of the Kercher Road projects. The Kercher Road project from the Railroad to Dierdorff Road needs to have the environmental document started soon in order to keep the project on schedule to utilize the Federal funding. The additional fee for including the additional segment in the environmental document is $9, (Side note, the

4 BOW Board Meeting of January 16, 2015 Page 4 fees to develop and prepare the environmental document for just the Kercher Road segment from the Railroad to Dierdorff Road is $44,200.00, and would have been approximately the same if a separate document was prepared for the Kercher Road project from Dierdorff Road to US 33. So there is a savings by combining the two projects into one environmental document.) Also, a cemetery plan as required by State law when a project is within 100 feet of an existing cemetery will need to be prepared. The fee for the plan is $6, This agreement amendment is in the amount of $16,200.00, which will be funded by Civil City. REQUEST TO APPROVE TRAFFIC SIGNAL SAFETY IMPROVEMENTS: INDOT CONTRACT NO. T-36949: DES. NO Administrative City Engineer Mary Cripe requested Board approval for the Traffic Signal Safety Improvements. Michiana Contracting has completed the Traffic Signal Safety Improvements project. The Indiana Department of Transportation requires the City to approve the project by signing the INDOT Form IC-639 Report of Contract Final Inspection and Recommendation for Acceptance. REQUEST TO APPROVE LARIMER GREENS NEIGHBORHOOD WATCH SIGNS Administrative City Engineer Mary Cripe on behalf of the Larimer Greens Homeowners Association requested Board approval for the installation of three Neighborhood Watch Signs to be placed near the entrances of the subdivision. The signs are to be placed on the existing poles that the No Solicitation signs are placed on by the Neighborhood Association. REQUEST TO APPROVE AND ACCEPT INFRASTRUCTURE: MONROE STREET TRAIL Administrative Utilities Engineer Dustin Sailor requested Board approval and acceptance of Infrastructure for the Monroe Street Trail. The installation of infrastructure (sidewalk, drive approaches and storm sewer) has been satisfactorily completed for the above listed project. The Engineering Department recommends that the infrastructure be accepted for maintenance.

5 BOW Board Meeting of January 16, 2015 Page 5 REQUEST TO APPROVE AND ACCEPT INFRASTRUCTURE: , 90 CSO TRUNK LINE ON FIRST STREET AND RIVER AVENUE Administrative Utilities Engineer Dustin Sailor requested Board approval and acceptance of infrastructure (water main, storm sewer, sanitary sewer and fiber optics) that has been satisfactorily completed for the above listed project. The Engineering Department recommends that the infrastructure be accepted for maintenance. REQUEST TO APPROVE AND ACCEPT INFRASTRUCTURE: CSO 002 RIVER CROSSING Administrative Utilities Engineer Dustin Sailor requested Board approval and acceptance of infrastructure (sanitary sewer) that has been satisfactorily completed for the above listed project. The Engineering Department recommends that the infrastructure be accepted for maintenance. REQUEST TO APPROVE US 33, STATE ROAD 15 AND STATE ROAD 4 STREET CLOSURES Administrative City Engineer Mary Cripe requested Board approval of US 33, State Road 15 and State Road 4 Street Closures. The Elkhart County 4H-Fair is requesting the closures on Sunday, July 26 th, 2015 from 12:00 noon to 6:00 pm for the Elkhart County Fair Parade. The closure for US 33 would be from Plymouth Avenue on the south side of town to Indiana Avenue on the northwest side of town. State Road 15 would be closed from Plymouth Avenue to the 3 rd Street overpass. State Road 4 would be closed from Main Street to 5 th Street. A detour route will be provided using Plymouth Avenue, Indiana Avenue, Pike Street and 5 th Street. Police officers will be providing traffic control at all major intersections and the Goshen Street Department will be assisting in the set up and removal of the barricades. The Engineering Department will submit the request to INDOT upon the Board s approval. REQUEST TO MOVE UNPAID FINAL ACCOUNTS FOR UTILITIES Utilities 1 st Deputy Sandy Null requested Board approval to move unpaid final accounts. The original amount of unpaid final water/sewer accounts for this period was $26, Collection letters were sent out and payments of $12, have been collected. Agreements have been signed in the amount of $ The uncollected amount equals $13, Therefore, it is requested to move $13, of finaled accounts from active to Credit Bureau, Sewer Liens, write off s and bankruptcy. These are accounts that for the most part were finaled thru September 30 th, WATER - $6, SEWER - $7,260.06

6 BOW Board Meeting of January 16, 2015 Page 6 ANNOUNCEMENT OF COMMISSION APPOINTMENT Mayor Kauffman was pleased to announce the appointment of Anne H. Berry to the Community Relations Commission. Her term will run through There being no further business Mayor Kauffman moved to process claims and then to adjourn. Second by Board Member Stegelmann and BOARD OF PUBLIC WORKS AND SAFETY AND STORM WATER BOARD: MAYOR ALLAN KAUFFMAN BOARD MEMBER RUDY STEGELMANN BOARD MEMBER MICHAEL A. LANDIS ATTEST CLERK-TREASURER TINA M. BONTRAGER