Board of Public Works 11/18/2019

image0The Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, November 18, 2019 at 9:00 am. Following is a summary of the meeting with audio available at the end. 

  1. Call to Order/Pledge of Allegiance
  2. Determination of a Quorum and Roll Call: Members present were Ted Little, Ben Ledbetter, and Mayor Bob Hall. Also in attendance were city attorney Michael Gillenwater and Clerk Treasurer Donna Coomer
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 11/02/2019 to 11/16/2019 combined into one motion for approval.
    • Motion to approve made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous approval
  4. Public Comment
    • Gordon Horine spoke to the board about adding another home at his property. He needs to run sewer to an existing lift station. He spoke to Mike Perry and he didn’t think it would be an issue but said he needed to speak to the board. Mayor Hall asked Mr. Horine where the structure is and he said it’s next to the rock quarry just outside the city limits. He has not sought building approval and has waited until he clears the board here first. Ted Little asked if he’s referring to the lift station that was added in 2006 and Mr. Horine said yes. Mr. Gillenwater asked if Mr. Horine will waive his right to remonstrate if the city were to annex his property and Mr. Horine said he is not opposed to an annexation.
  5. Assistant Chief Tim Wolff appeared before the board to ask if some of the officers can be paid for their PTO time. The department has been short staffed and rather than take the time off some of them have requested they receive the pay instead. He said he has a small surplus in his payroll budget. Mayor Hall said that with Christmas coming up there will be additional stresses on staffing and recommended approval of the PTO pay.
    • Motion to approve PTO pay made by Ted Little
    • Seconded by Ben Ledbetter
    • No Discussion
    • Unanimous Approval
  6. Tyler Friesz with Saegesser Engineering presented the final payment and change order for Wingham Paving. The final change order was a decrease of $12,990.42 so this pay application will total $401,092.99, which is under their original contract price.
    • Motion to approve change order and final payment made by Ben Ledbetter
    • Seconded by Ted Little
    • During discussion Mayor Hall said this has been the best paving experience he’s ever had and the company has done an incredible job and they’ve had no complaints.
    • Unanimous approval
  7. New Business
    • Water, Wastewater & Sanitation Charge Offs
      • Motion to approve made by Ben Ledbetter
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
  8.  Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous approval

Audio:

Board of Public Works 10/21/2019

image1-27The Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, October 21, 2019 at 9:00 am. Following is a summary of the meeting with full audio (14:40):

  1. Call to order/Pledge of Allegiance led by Eric Vaughn
  2. Determination of a Quorum and Roll Call: Members in attendance were Ted Little, Ben Ledbetter, and Mayor Bob Hall. Also in attendance were Deputy Clerk Treasurer Nancy Rogers and City attorney Michael Gillenwater.
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 10/07/2019 to 10/10/2019 combined into one motion for approval
    • Motion to approve made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous approval
  4. Public Comment
    • David Reed – His comments concerned the Luckett & Farley design contract approved by this board in June. He said there was no discussion at that meeting about what the contract entailed. He said the contract has a completion date of August 2019 and based on public documents available the contract is not complete as of today. The only thing he has seen is renderings of the proposed sports park. He wanted to know who is administering this contract. He said the contract lists other deliverables but none have been made public by the city. He’s concerned that we will spend or have spent $36,000 for pictures only. He said it appears the contract is in default because deliverables have not been received in the timeline listed in the contract and no contract changes have been publicly approved. Mr. Reed was cut off by the City Attorney who told him his three minute allotment ended.
    • Mayor Hall commented and said the city continues to meet with Luckett & Farley and that this is an open contract and Kristen Cox is in charge of the meetings. He said this is not a simple project. They did deliver renderings which he said have been received well by the community. He mentioned that River Ridge gave the city 120 acres, which helps with this project. He said he has been contacted about it by national and regional organizations. He said there is a lot of design work that still needs to be done.
    • Mr. Reed asked if he could add comment following the Mayor’s statement and Mayor Hall said no.
  5. Saegesser Engineering Claim Approval 
    • Taylor Friesz presented change order/pay order #4 to Wingham Paving which included an increase of $17,504.50 in the contracted amount for additional roads being paved. He said with this change order they remain under the original estimated total project cost. The current pay order is $160,295.09
    • Ted Little expressed satisfaction with the paving project.
    • Motion to approve change order and payment made by Ted Little
    • Seconded by Ben Ledbetter
    • No Discussion
    • Unanimous Approval
  6. Eric Vaughn, Economic Development Director, Claim Approval
    • Presented the final draw on the construction of the police station in the amount of $177,761.98
    • Motion to approve payment made by Ben Ledbetter
    • Seconded by Ted Little
    • No additional discussion
    • Unanimous Approval
  7. Mayor Hall made a comment about discussion in public meetings. He said that board members receive their information packets several days before the meetings and have time to review them and ask questions. He said the board makes decisions and they have the information. If they have discussion, particularly in the City Council, they will say so. He said the lack of discussion does not mean that they don’t understand what they’re voting on because they’ve had their packets before the meeting to be able to review them. On public comment he said the policy is that people have three minutes to say what they want to say and that it’s not a question and answer session but they try to respond but not get into it, particularly in a campaign season when this happens more.
  8. Approval of Contracts
    • BMS Contract
      • Heather Mick presented this contract. BMS has a high deductible plan so this contract allows them to cost-share. She said that although Clark Memorial is a participating in-network hospital, the emergency room doctors are not. She said that Humana is billing employees for the difference in treatment. They’ve asked for an addition to the BMS contract to help cover this gap. The employees would go through an appeal process first but failing success there would be reimbursed up to $2,250 of uncovered medical expenses. BMS has agreed to post-date their contract to June 1st.
      • Motion to approve made by Ben Ledbetter
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
  9.  Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous approval

Board of Public Works 10/07/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, October 7, 2019 at 9:00 am. Following is a summary of the meeting with full audio available at the end:

  1. Call to Order/Pledge of Allegiance led by Major Tim Wolff
  2. Determination of a Quorum and Roll Call: Members present were Ted Little and Mayor Bob Hall. Ben Ledbetter was absent. Also in attendance were Deputy Clerk Treasurer Nancy Rogers and City Attorney Michael Gillenwater
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 09/15/2019 to 10/06/2019 combined into one motion for approval
    • Motion to approve made by Ted Little
    • Seconded by Bob Hall
    • No Discussion
    • Unanimous approval
  4. New Business
    • Major Tim Wolff
      • Swearing in New Officer – Alex Billings
        • Motion to approve the hiring of Alex Billings made by Ted Little
        • Seconded by Bob Hall
        • No Discussion
        • Unanimous approval
      • Equipment
        • In reference to bullet resistance vests, they have a lifespan of about five years and were last purchased in 2014, so they need replacements. They received a grant from the Criminal Justice Institute for $7,382.22 and total replacement cost is $26,104 (difference of $18,715.78). They are requesting the board approve purchase of the new vests.
          • Ted Little asked who sought the grant and Major Wolff said he did and he credited Officers B. Lyons and C. Dickerson for finding the grant opportunity and working with him.
          • Motion to approve purchase made by Ted Little
          • Seconded by Bob Hall
          • No discussion
          • Unanimous approval
  5. Mayor Hall asked the city engineer for an update on paving and was told it should be finished in the next few weeks.
  6. Approval of Contracts – 
    • BMS Contract *Item was on the agenda – not discussed in the meeting*
  7. Adjournment
    • Motion to adjourn made by Ted Little
    • Seconded by Bob Hall
    • Unanimous approval 

Audio:

 

 

Board of Public Works Meeting 09/03/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met on Tuesday, September 3 at 9:00 AM for a rescheduled meeting due to the Labor Day holiday. Following is a summary of the meeting with full audio available at the end.

  1. Call to Order/Pledge of Allegiance
  2. Determination of a Quorum and Roll Call: Members present were Ted Little and Mayor Bob Hall. Ben Ledbetter was absent. Also in attendance were Clerk Treasurer Donna Coomer and city attorney Michael Gillenwater.
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 08/12/2019 to 08/31/2019 combined into one motion for approval.
    • Motion to approve made by Ted Little
    • Seconded by Bob Hall
    • No Discussion
    • Unanimous approval
  4. Resolutions
    • Resolution No. 2019-R-11 – A Resolution Changing Sanitation Billing from Quarterly to Monthly
      • Motion to approve made by Ted Little
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Resolution No. 2019-R-12 – A Resolution Applying Water Utility Deposits to Sanitary Sewer And/Or Sanitation Accounts
      • Motion to approve made by Ted Little
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Resolution No. 2019-R-15 – A Resolution authorizing Mayor Hall or Eric Vaughn to sign closing documents on a lot in Danbury Oaks for a park
      • Motion to approve made by Ted Little
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Approval of Contracts
      • Chuck Ledbetter – Certificate for Police Department
        • In regard to the construction of the new police station they’ve reached a point to get the completion certificate and transfer of property.
        • He suggested July 22 as the official date since they became operational and moved in on July 25.
        • He came to the board to execute the quit claim deed requiring a notarized signature by the Mayor
        • Motion to approve made by Mayor Hall
        • Seconded by Ted Little
        • No Discussion
        • Unanimous approval
  5. Saegesser Engineering Update – Taylor Friesz
    • Submitted a Request for Approval for change order number two for the paving. This will be a decrease in payment of $19,936.85 due to underages on the paving project. Requested claim payment of $534,049.53 as the total cost
      • Motion to approve claim payment made by Bob Hall
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
  6.  Adjournment
    • Motion to adjourn made by Ted Little
    • Seconded by Bob Hall
    • Unanimous Approval

Audio available here:

 

Board of Public Works Meeting 08/19/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, August 19, 2019 at 9:00 am. Following is a summary of the meeting with full audio at the end:

  1. Call to order/Pledge of Allegiance led by Shane Spicer
  2. Determination of a quorum and roll call: members present were Ben Ledbetter, and Mayor Bob Hall. Ted Little was absent. Also in attendance was city attorney Michael Gillenwater.
  3. Prior meeting’s minutes, current claims, and payroll allowance docket from 07/29/2019 to 08/11/2019 combined into one motion for approval.
    • Motion to approve made by Ben Ledbetter
    • Seconded by Bob Hall
    • No Discussion
    • Unanimous approval
  4. City Engineer
    • Presented a request for approval for a change order for the Community Crossing’s paving process. This change is for a decrease in contract amount of $16,741.70.
      • Motion to approve change order number one made by Ben Ledbetter
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Presented a request for approval of the pay application to Wingham Paving in the amount of $481,012.47.
      • Motion to approve payment made by Ben Ledbetter
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval
    • Director of Economic Development, Eric Vaughn.
      • Presented the fourth of five draw requests on the police station in the amount of $205,508.03
        • Motion to approve payment made by Ben Ledbetter
        • Seconded by Bob Hall
        • No Discussion
        • Unanimous approval
  5.  Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Bob Hall
    • Unanimous approval

Audio here:

 

Board of Public Works Meeting 08/05/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, August 5, 2019. Following is a summary of the meeting with full audio (18:46) available at the end.

  1. Call to Order/Pledge of Allegiance led by Tony Jackson
  2. Determination of a Quorum and Roll Call: Members present were Ted Little, Ben Ledbetter, and Mayor Bob Hall. Also in attendance were City Attorney Michael Gillenwater and Clerk Treasurer Donna Coomer
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 07/15/2019 to 07/28/2019 combined into one motion for approval.
    • Motion to approve made by Ted Little
    • Seconded by Ben Ledbetter
    • No Discussion
    • Unanimous Approval
  4. Old Business
    • Jason Sams – Renaissance Project Design
      • Mr. Sams from ARC addressed the Board to request approval of right of way items along Main Street, Market Street, and Green Alley. They are adding parking spaces along Main Street, changing sidewalks along Market Street, and redesigning Green Alley. He said there are some water connections and sewer connections that need to be made in order to begin work on Lot One of the project.
      • Mayor Hall asked if Tony Jackson if he had examined the request and Mr. Jackson said yes. He also mentioned that paving on Main Street is scheduled and asked Ben Ledbetter about the time frame. Mr. Ledbetter said there are some fire hydrant replacements that need to be made in conjunction with street paving.
      • Mr. Gillenwater said they do not want to pave the road only for ARC to tear it up. Mr. Sams acknowledged the need to work in conjunction with the city on these
      • Motion to approve made by Ben Ledbetter
      • Seconded by Ted Little
      • No additional discussion
      • Unanimous approval
  5. New Business
    • Keith McDonald – Chief of Police
      • Contract for Police Station Copy Equipment – Chief McDonald introduced an agreement to lease three copiers for the police station.
        • Michael Gillenwater asked about the duration of the contract and then noted that he located the date on the invoice and it is for one year.
        • Motion to approve made by Ben Ledbetter
        • Seconded by Ted Little
        • No additional discussion
        • Unanimous approval
      • Pirate 5K Run Street Closures – Chief McDonald discussed the path for the 5K run to steer clear of the construction being done at Park and Market. He asked the Board to approve closing of the local streets for this run and for cooperation with the street department to borrow barrels and cones. INDOT has already approved the plan. Mayor Hall asked if he needed a vote and Chief McDonald said it would be appropriate.
        • Motion to approve route made by Ted Little
        • Seconded by Ben Ledbetter
        • No Discussion
        • Unanimous Approval
      • Bus Routes for School – Mayor Hall asked for an update about revised bus routes to deal with construction on Market and Park Street. Chief McDonald said they have a plan and will post on their website and on social media to notify parents of alternative routes to reduce traffic at the site. He spoke to Ben Ledbetter about scheduling sidewalk work between 9:30-2:30 to help reduce congestion during the times people are arriving and leaving school.
  6. Eric Vaughn, Director of Economic Development addressed the Board to present invoices for concrete work at the new pocket Parks from R&R Construction. At Ashley Springs the invoice total is $6,360.00 and for Heritage Place Park the total is $19,560.00
    • Motion to approve the invoices made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous Approval
  7. Mayor Hall Comments – Mayor Hall said that he met a couple who just moved to Charlestown from Louisville because they admire the comprehensive plan that the city has adopted.
  8. Ben Ledbetter said that the bridge work at Denham and Market/Park streets is moving on schedule. 
  9. Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous Approval

Audio available here:

 

Board of Public Works 07/15/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, July 15 at 9:00 am. Following is a summary of the meeting with full audio (1:58): 

  1. Call to order pledge of Allegiance: Led by Donna Coomer
  2. Determination of a quorum and roll call: Members present were Ted Little, Ben Ledbetter, and Mayor Bob Hall. Also in attendance were City Attorney Michael Gillenwater and Clerk Treasurer Donna Coomer
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket 06/24/2019 to 07/14/2019 combined into one motion.
    • Motion to approve made by Ted Little
    • Seconded by Ben Ledbetter
    • No Discussion
    • Unanimous approval
  4. Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous approval

Audio (1:58) available here: