Board of Public Works 05/07/2018

The Charlestown Board of Public Works held a regularly scheduled meeting on Monday, May 7, 2018 at 9:00am. Following is a summary of the meeting with full audio available at the end.

  1. Call to order pledge of Allegiance
  2. Determination of Quorum and Roll Call: In attendance were – Ted Little, Ben Ledbetter, Bob Hall, Michael Gillenwater, and Donna Coomer
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 04/08/2018 to 05/05/2018 combined into one motion.
    • motion to approve made by Ben Ledbetter
    • seconded by Ted Little
    • No Discussion
    • Unanimous Approval
  4. Approval of Contracts:
    • The Wheatley Group – Police Station Contract – Shane Spicer presented the contract and explained that the proposal has approval and meets legal requirements. He explained that no decision was immediately required, he wanted to show that the proposal had been reviewed under Indiana code. The Wheatley Group has adjusted their price from the initial proposal and is now the lowest of the two bids. Mayor Hall noted that this group will also handle “soft costs” as a part of their proposal. Mayor Hall entertained a motion to approve the Wheatley Group Contract.
      • Ted Little asked for clarification on two issues:
        • Question #1 – Initially the aesthetic design of the building face did not meet with approval. He asked what had been done about this issue – Mayor Hall explained that the Wheatley Group had revised their design to align better with the Renaissance Project and the City’s goal to have all buildings resemble building from the 1800s.
        • Question #2 – Referencing the engineer’s inspection and numerical scores given to the proposal, Mr. Little asked what the numbers mean – This question went unaddressed and unanswered.
      • Motion to approve Wheatley Contract made by Ted Little
      • seconded by Ben Ledbetter
      • No additional discussion
      • Unanimous Approval
      • Following approval, Paul Wheatley spoke to the board and thanked them for the opportunity to do the work on this project.
    • MAMCO – Shane Spicer presented a contract for milling on Monroe Street with a total cost of $19,941.25. Mayor Hall noted that this project will need to be performed in conjunction with Eric Vaughn and the County work to be done for the Dog Park. He explained that the Interlocal Agreement with the County for the Dog Park work will be approved at tonight’s City Council meeting.
      • Motion to approve MAMCO contract made by Ted Little
      • seconded by Ben Ledbetter
      • No Discussion
      • Unanimous Approval
    • Custom Computer Consultants – Technical Services – This item was on the printed agenda but was not addressed during the meeting. 
  5. New Business:
    • Heather Schrimp – Hepatitis A Clinic – Heather has coordinated with the local Walgreens (formally Rite Aid) pharmacy to offer a vaccination clinic for City employees. All employees with insurance will have the cost of the vaccine billed to their insurance but Ms. Schrimp asked that the City fund the vaccines for those who do not have insurance. This would include two part-time city maintenance workers and possibly a few reserve police officers. Chief Keith McDonald has expressed an interest in having all officers including reserve officers vaccinated. Cost of the vaccine is $105 per round (two rounds required). Mayor Hall expressed concern over requiring people to get the vaccine if they did not want it. Attorney Michael Gillenwater said it would be in their best interests and could avoid a Worker’s Compensation claim should a city employee contract the illness on the job. Heather Schrimp explained that many of the officers have expressed an interest and didn’t think it would be a problem.
      • Motion to approve made by Ben Ledbetter
      • seconded by Ted Little
      • No additional discussion
      • Unanimous approval
    • Tony Jackson – John Obermeier – Driveway access approval – Mr. Jackson explained that Mr. Obermeier at 7126 Co Rd 403 would like to install a new driveway off of Bethany road on property that he owns so that his family will not have to stop on 403 to turn into their residence. Mr. Obermeier is concerned about their safety on this busy road. Mr. Obermeier has offered to sign a letter stating that he will not use the property for business or commercial use. Ben Ledbetter asked if the letter could be received prior to approval. Attorney Gillenwater said he will draft the letter. Mayor Hall entertained a motion to approve the new driveway access contingent upon the letter.
      • Motion made by Ben Ledbetter
      • Seconded by Ted Little
      • No additional discussion
      • unanimous approval
  6. Update from the Clerk Treasurer – Donna Coomer
    • A group (Steelhorse Amusement?) has offered a contract to provide carnival rides at this year’s Founders’ Day festivities. Donna will call the references today. Tony Jackson has met with the owner and they propose using the lot where the Renaissance Project will be. Ted Little asked to make sure they provide copies of their liability insurance. Donna Coomer explained that she already has the verification of insurance. The City will receive 50% of concession proceeds and 20% of ticket sales for Friday and Saturday night.
      • Motion to approve contract made by Ted Little
      • Seconded by Ben Ledbetter
      • No additional discussion
      • Unanimous approval
    • Donna asked that everyone remember that the Circus will be in town on May 23 and will have two shows at 5:30 and 7:30.
    • Donna noted that the Leader and all its sister publications are closing. The owner, Mr. Green, is ill and will no longer be able to run the paper. She noted that the City will need to rely more on social media to promote events.
  7. Closing thoughts – Mayor Hall noted that construction in the Green Valley subdivision has reached 80% and asked Shane Spicer to inspect and report back at the next meeting. Shane mentioned that he had already been out there but would follow up.
  8. Adjournment
    • motion made by Ben Ledbetter
    • seconded by Ted Little
    • Unanimous approval

Full audio available here (24:05): 


Author: Treva Hodges

Resident of Charlestown, Indiana. Advocate.

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