Board of Public Works Meeting 02/05/2020

The Charlestown Board of Public Works met for a regularly scheduled meeting on Wednesday, February 5, 2020 at 9:00 am. You can access live video recording of the meeting at this link: Board of Public Works 02/05/2020

The agenda for this meeting included the following items:

  • Opening
    • Call to Order
    • Pledge of Allegiance
    • Roll Call – Determination of a Quorum
    • Approval of Agenda
  • Standing Business
    • Approval or Correction of Prior Meeting’s Minutes from 01/15/2020
    • Current Claims
    • Payroll Allowance Docket from
  • Public Comment Period
  • Review of Contracts
    • Cleaning Contract with I Will Do It LLC.
    • Keystone Contract
  • Old Business
    • Police Cars – Chief Tim Wolff
  • New Business
    • Salvage old street signs
  • Department Reports
    • Communication and Multimedia
    • Streets and Drainage
    • Sanitation and Animal Control
    • Wastewater
    • Parks and Recreation
    • Planning & Zoning
    • City Services
    • Clerk Treasurer
    • Mayor
  • Adjournment

Documents produced for this meeting are available below. Note that all documents were created in DRAFT form and are not official until they have been voted on, approved, and signed by the appropriate agent:

BPW Minutes from 01.15.2020

BPW Payroll 02.05.2020

Claims BPW 02.05.2020

Fund & Appropriation BPW 02.05.2020

Cleaning Contract 02.05.2020

Keystone Contract 02.05.2020

Board of Public Works 01/15/2020

The Charlestown Board of Public Works met for a regularly scheduled meeting on Wednesday, January 15, 2020 at 9:00 am. You can access a live video recording of this meeting at this link: Board of Public Works 01/15/2020

The agenda for this meeting included the following items:

  • Opening
    • Call to Order
    • Pledge of Allegiance
    • Roll Call – Determination of a Quorum
    • Approval of Agenda
  • Standing Business
    • Approval or Correction of Prior Meeting’s Minutes from 01/06/2019
    • Current Claims
    • Payroll Allowance Docket
  • Public Comment Period
  • Review of Contracts
    • Southern Indiana Field Services – Contract for building commissioner transition
  • Old Business – None
  • New Business
    • Parks Department Use Policy and Rate Structure
  • Department Reports
    • Communication and Multimedia
    • Streets and Drainage
    • Sanitation and Animal Control
    • Wastewater
    • Parks and Recreation
    • City Services
    • Planning and Zoning
    • Mayor
    • Clerk Treasurer
  • Adjournment

Following are the documents related to this meeting. Please note that all documents were created in DRAFT form for the meeting and are not official until they have been voted on, approved, and signed by the appropriate city agents:

Minutes BPW 01.06.2020

Claims BPW 01.15.2020

PR Voucher BPW 01.15.2020

Contract.SIFS.01.15.2020

Board of Public Works Meeting 01/06/2020

The Charlestown Board of Public Works met for its first meeting of the new year on Monday, January 6, 2020 at 9:00 AM. You can access a live video broadcast of this meeting at this link: Board of Public Works 01/06/2020

The agenda included the following items:

  • Opening
    • Call to Order
    • Pledge of Allegiance
    • Roll Call – Determination of a Quorum
    • Approval of Agenda
  • Standing Business
    • Approval or Correction of Prior Meeting’s Minutes from 12/16/2019
    • Current Claims
    • Payroll Allowance Docket from 12/09/2019 to 01/04/2020
  • Public Comment Period
  • Review of Contracts
    • Mickey Weber – New contract for providing legal services as City Attorney for the City of Charlestown
    • Jacobi, Toombs, and Lanz – New contract for engineering services as City Engineer for the City of Charlestown
    • Mark Obermiller – Renewal for Light Up Charlestown’s Annual Light Show 2020
  • Old Business – None
  • New Business
    • Appointment of Police Chief
    • Appointment of Assistant Police Chief
  • Department Reports
    • Street and Drainage
    • Sanitation and Animal Control
    • Wastewater
    • Communication and Media/Technology
    • Parks and Recreation
    • Clerk Treasurer
    • Mayor
  • Adjournment

Documents relevant to this meeting can be accessed below. NOTE: The documents produced for this meeting were distributed in DRAFT form until formally voted on, approved, and signed by the appropriate agents of the City:

Prior Meeting’s Minutes

Current Claims

Fund Report

Payroll Voucher

Weber Contract for City Attorney Position.revised

Obermiller Contract for Light Up Charlestown.revised

JTL General Services Agreement

WO 2020-01 Wastewater On-Call

WO 2020-02 General On-Call

 

 

 

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: