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 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 08/05/2019

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:

 

Common Council Meeting 06/17/2019

City-NEws-e1455073509249The Charlestown Common Council met for a regularly scheduled meeting on Monday, June 17, 2019 at 6:30 PM. Following is a summary of the meeting with full audio (11:40) at the end. 

  1. Call to Order/Pledge of Allegiance led by Gracie and Sophia Adams, varsity cheerleaders at CHS
  2. Invocation led by Neyland McClellan from the North Charlestown Church of God
  3. Determination of a Quorum and Roll Call: Members present were Ted Little, Brian Hester, Tina Barnes, and JT Cox. Member Mike Vaughn was absent. Also in attendance were Mayor Bob Hall, Clerk Treasurer Donna Coomer, and city attorney Michael Gillenwater
  4. Approval of Agenda
    • Motion to approve made by Brian Hester
    • Seconded by Ted Little
    • No Discussion
    • Unanimous approval
  5. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 06/02/2019 to 06/16/2019 combined into one motion for approval
    • Motion to approve made by Ted Little
    • Seconded by Brian Hester
    • No Discussion
    • Unanimous Approval
  6. Ordinances and Resolutions
    • Resolution 2019-R-7 “A Resolution of the City of Charlestown, Indiana Authorizing the Issuance of Bond Anticipation Notes and Bonds of the Charlestown Redevelopment District for the Purpose of Providing of Funds to be Applied to pay for Certain Redevelopment Projects, Incidental Expenses in Connection Therewith and Otherwise on Account of the Issuance of the BANs and Bonds
      • Motion to approve made by Ted Little
      • Seconded by JT Cox
      • During discussion Mayor Hall said that the resolution has been approved by the Redevelopment Commission and is scheduled for a public hearing (June 27).
      • Members voting in favor are: Ted Little, Brian Hester, and JT Cox. Council member Tina Barnes voted no.
      • Mayor Hall said that the due diligence is being performed and they anticipate breaking ground in August/September. He said Alan Muncy of ARC has purchased the building next to City Hall to use as his leasing office for the Renaissance Project.
  7. Mayor Hall Update:
    • Mayor Hall mentioned that Founders Day is this weekend. Pat Glotzbach will be the grand marshal. Donna Coomer announced that Betty Buckner was named Founders Day Volunteer of the Year. 
    • Mayor Hall said that this morning the Board of Public Works announced the approval of another park. This one will be in the Saddleback neighborhood. The lot in Woodford Farms will be purchased for $10,000 and a park will be built there as well.
    • Mayor Hall updated the council on the police station progress. They began moving furniture in today and will finish electrical by mid-July.
    • Mayor Hall announced that the paving construction meeting occurred this morning. Indiana American Water had representatives at the meeting to coordinate some repairs to valves during the paving project.
  8. Council Member Brian Hester asked if they could incorporate accessible equipment into the parks for people who have disabilities.
    • Mayor Hall said that Eric Vaughn is looking into the situation. He said that the equipment is expensive, but that doesn’t mean we won’t do it. He said the options are to add one piece of equipment to existing parks or to build a single park that is fully accommodating.
    • Brian Hester said he understands that an “special needs” park requires special equipment.
    • Mayor Hall said he thinks it is a good thing and that he doesn’t have a “special needs kid” and doesn’t know if there is one in the area or not. Brian Hester said there are several. Mayor Hall said he’s not sure if there are any in Charlestown.
  9. Adjournment
    • Motion to adjourn made by JT Cox
    • Seconded by Ted Little
    • Unanimous approval

Audio available here:

Board of Public Works Meeting 06/17/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, June 17, 2019 at 9:00 am. Following is a summary of the meeting with full audio (6:47) available at the end:

  1. Call to Order/Pledge of Allegiance led by Ben Ledbetter
  2. Determination of a Quorum and Roll Call: Members present were Ted Little, Ben Ledbetter, and Mayor Bob Hall. 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 06/02/2019 to 06/16/2019 combined into one motion for approval.
    • Motion to approve made by Ben Ledbetter
    • Seconded by Ted Little
    • No discussion
    • Unanimous approval
  4. Redevelopment Director’s Update – Eric Vaughn
    • Mr. Vaughn sought the Board’s advice on an opportunity for another neighborhood park in Saddleback on Bates Drive.
      • Mayor Hall said that the city owns a lot there where there is a pump station and Eric has designed a park and is asking for the Board’s approval to build it.
      • Motion to approve made by Ben Ledbetter
      • Seconded by Ted Little
      • No Discussion
      • Unanimous approval
    • Mr. Vaughn presented a request for purchase approval of a lot in Woodford Farms (section 2, lot 27) for $10,000. This will be the location of another pocket park.
      • Motion to approve made by Ted Little
      • Seconded by Ben Ledbetter
      • No Discussion
      • Unanimous Approval
    • Mr. Vaughn presented an invoice for the picnic structure at Ashley Springs in the amount of $5,018.92. Palmetto Investment Consultants, LLC.
      • Motion to approve made by Ted Little
      • Seconded by Ben Ledbetter
      • No Discussion
      • Unanimous Approval
    • Mayor Hall said they have four parks (Heritage, Ashley Springs, Woodford Farms, and Saddleback) being built with two more coming and once they are finished these six parks will put every citizen in Charlestown within walking distance to a park.
  5. Shane Spicer, City Engineer, said that pre-construction will begin on the Community Crossings paving project. Indiana American has been contacted to be at the meeting.
  6.  Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous approval

Audio available here:

Common Council Meeting 06/03/2019

City-NEws-e1455073509249The Charlestown Common Council met for a regularly scheduled meeting on Monday, June 3, 2019 at 6:30 pm. Following is a summary of the meeting with audio available at the end (6:13). 

  1. Call to Order/Pledge of Allegiance led by Chris Spencer, recent graduate of Purdue University.
  2. Invocation led by: LC McCawley of the Charlestown Church of God
  3. Determination of a Quorum and Roll Call: Members present were Ted Little, Brian Hester, Mike Vaughn, Tina Barnes, and JT Cox. Also in attendance were Mayor Bob Hall, Clerk Treasurer Donna Coomer, and city attorney Michael Gillenwater.
  4. Approval of the evening’s agenda, prior meeting’s minutes, current claims, and payroll allowance docket 05/12/2019 to 06/01/2019 combined into one motion for consideration.
    • Motion to approve made by Brian Hester
    • Seconded by JT Cox
    • No Discussion
    • Unanimous Approval *Initial vote repeated after an error on the first vote
  5. Mayor’s update
    • Police department should be turned over to the city at the end of the month and they are planning tours over the period of a week.
    • Founders Day is June 21-22
    • Parks in Heritage Place and Ashley Springs will be finished by the end of the month. They are still working on lots in Danbury Oaks and Woodford Farms.
    • Renaissance Project is set to close on Friday, June 7. They hope to break ground late July or early August.
    • At this point there is nothing planned for the second meeting of the month.
  6. Adjournment
    • Motion to adjourn made by JT Cox
    • Seconded by Brian Hester
    • Unanimous Approval

Audio available here:

Board of Public Works Meeting 06/03/2019

7ab1a11b-853b-474b-97c1-1815c11e4bdaThe Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, June 3, 2019 at 9:00 am. Following is a summary of the meeting with full audio (5:19) available at the end: 

  1. Call to Order/Pledge of Allegiance led by Mayor Bob Hall
  2. Determination of a Quorum and Roll Call: Members present were Ted Little, Ben Ledbetter, and Mayor Bob Hall. Also in attendance was Clerk Treasurer Donna Coomer and city attorney Michael Gillenwater.
  3. Approval of prior meeting’s minutes, current claims, and the payroll allowance docket from 05/20/2019 to 06/01/2019 combined into one motion for approval.
    • Motion to approve made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous Approval *Note: On the audio Mayor Hall called the names of the people making and seconding the motion inaccurately. This summary reflects the correct order.
  4. Luckett & Farley Design Contract
    • Motion to approve by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion (Purpose of the contract not stated on agenda or in meeting.)
    • Unanimous Approval
  5. Mayor Hall update 
    • The police station should be turned over to the city by the end of the month. He anticipates having a week of open house meetings.
    • Pocket Parks in Heritage Place and Ashley Springs are in progress and should be completed by the end of the month.
    • Founders Day – Donna Coomer said that they have great bands (Juice Box Heroes, The Rumors, and other local talent) and good food lined up. The parade is being organized.
    • Movies in the park will begin soon.
    • Road paving will begin in July.
  6. Adjournment
    • Motion to adjourn made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous Approval

Audio available here: (5:19)