BOARD OF PUBLIC WORKS AND SAFETY – WEBEX Video/Telephone Conferencing

DECEMBER 21, 2020 MINUTES – PAGE 1 AMENDED approved 02.17.21

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Board Member Kevin Hoover called the meeting to order at 5:30 p.m. via WEBEX

Video/Telephone Conferencing

PRESENT: Kevin Hoover, Shan Rutherford and Jeff Colvin; Corporation Counsel, Samuel

Hodson; City Engineer, Daniel Johnston; and Board Clerk, Amanda Leach.

Approval of Meeting Minutes

Mr. Colvin moved to approve the December 7, 2020 Board of Public Works and Safety Meeting

Minutes, seconded by Mr. Rutherford. Vote: Ayes. (3-0) Motion carries.

89 Kinnick Drive – Lot 2 – The Estates at Rocklane Ridge, Section One – Fence

Encroachment

Sam Rogian, Homeowner, addressed the Board to request approval to construct a 6’ privacy fence

in the back yard. Mr. Rogian stated the fence as proposed will encroach into a platted 20’ Drainage

& Utility Easement located across the south side of the property. There are no existing storm sewer

lines along the south side of the property. Mr. Rogian had notified all required utility companies,

and provided an approval letter from the home owners association. All utility companies have

been notified via certificate of mailing and invited to attend said meeting to present comments, for

or against, this encroachment. Mr. Rutherford moved to approve the encroachment request, subject

to the following conditions:

1. That the encroachment be constructed to allow for adequate drainage, and if it is

determined by the Engineering Division and or the Stormwater Department that a drainage

issue has been created; the property owner will be responsible to correct said drainage

issue.

2. Should work within any easement be necessary by any of the utilities or the City, the

property owner shall be responsible for removal and replacement of encroachment at their

sole expense, and the property owner further holds harmless utilities and City for any

damage to said encroachment.

3. That Indiana811 is notified prior to installing any encroachment so that all buried utilities

can be marked.

Seconded by Mr. Colvin. Vote: Ayes. (3-0) Motion carries.

Street Department

Contract with Great Lakes Chloride – Salt Barn, Cutsinger Road

Kenny Duncan, Street Superintendent, appeared before the Board to request approval to enter into

a contract with Great Lake Chloride for 9,000 gallons of Apex-C Meltdown to fill the tank at the

new salt barn located on Cutsinger Road at a cost not to exceed $12,420. Mr. Colvin moved to

approve said contract as presented authorizing the Mayor to sign on the Board’s behalf, seconded

by Mr. Rutherford. Vote: Ayes. (3-0) Motion carries.

Dollar General – S.R. 135

Matt Murdock, TMG Construction Management, Inc. on behalf of the above referenced project

addressed the Board for the following:

1) Acknowledgement of completion of the private dirt work, storm sewer, erosion control and

stop sign, per plan, at the Dollar General – S.R. 135 site.

2) Acceptance of the sidewalk installed within the public right-of-way at the Dollar General

– S.R. 135 site.

3) Release of performance bond #BO355898 from Cincinnati Insurance Company in the

amount of $40,000.00 for the installation of the private dirt work, storm sewer, erosion

control and stop sign and the sidewalk within the public right-of-way at the Dollar General

- S.R. 135 site.

There has been a field inspection completed by the Engineering Division and the private dirt work,

storm sewer, erosion control, stop sign and the sidewalk within the public right-of-way appear to

have been satisfactorily installed. There are no as-builts required as there was no dirt work

completed; only a water quality unit installed, erosion control does not get as-built, nor do the

sidewalks. The water quality unit was installed in the trunk line of the existing storm sewer in the

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parking lot and the unit has been inspected yearly by the Stonnwater Department and is being maintained as it should be. The inspection and testing fees are in order. The operations and maintenance manual for water quality is in order. Mr. Murdock additionally requested a waiver from the requirement for a three (3) year maintenance guarantee for the sidewalk. The sidewalk was installed in 2013/ 2014. There was a recent inspection completed by the engineering division and there were repairs required. The developer has made the requested repairs and the sidewalk has been re-inspected by the engineering division and have been approved. Due to the sidewalks having been installed between 6 to 7 years, having had recent repairs made, having been re­inspected and approved by the Engineering Division and having been found to be acceptable; the Engineering Division recommends approval of the waiver request. Mr. Hoover moved to -acknowledge completion of the private di1i work, stonn sewer, erosion control and stop sign, per plan, to accept the sidewalk installed within the public right-of-way, to release the perfonnance guarantee for the same, all for the Dollar General - S.R. 135 site. Additionally to waive the requirement of a three (3) year maintenance guarantee for the sidewalk installed within the public 1ight-of-way as they have been installed between 6 to 7 years, have had recent repairs made and have been re-inspected by the engineering division and approved and have been found to be acceptable, seconded by Mr. Colvin. Vote: Ayes. (3-0) Motion carries.

The Preserve at Southlake, Section 12

Douglas Wagner, Republic Development, LLC, for the above referenced project requested the following:

1) Acceptance of the asphalt surface, tack coat, common area sidewalks, centerline and perimeter monuments at The Preserve at Southlake, Section 12.

2) Acceptance of three (3) year maintenance letter-of-credit #1409PSL12 from Standard Financial Corporation in the amount of $13,405 .01 for the asphalt surface, tack coat, cmmnon area sidewalks, centerline and perimeter monuments at The Preserve at Southlake, Section 12.

3) Release of perfonnance letter-of-credit #1381PSL12 from Standard Financial Corporation in the amount of $67,025.05 for the installation of the asphalt surface, tack coat, co1mnon area sidewalks, centerline and perimeter monuments at The Preserve at Southlake, Section 12.

4) Acceptance of the erosion control at The Preserve at Southlake, Section 12. 5) Acceptance of three (3) year maintenance letter-of-credit #1408PSL12 from Standard

Financial Corporation in the amount of $9,462.52 for the erosion control at The Preserve at Southlake, Section 12.

6) Release of perfonnance letter-of-credit #1352PSL12 from Standard Financial Corporation in the amount of $4 7 ,312.60 for the installation of the erosion control at The Preserve at Southlake, Section 12.

There has been a field inspection completed by the Engineering Division and the asphalt surface, tack coat, cmmnon area sidewalks, centerline monuments, perimeter monuments and erosion control appear to have been satisfactorily installed. The Engineering Division has received acceptable mylar and digital as-builts for the asphalt surface. The inspection and testing fees are in order. The maintenance guarantees have been reviewed and approved by the Legal Department and the Enginee1ing Division. Mr. Rutherford moved to accept the asphalt surface, tack coat, common area sidewalks, centerline monuments, pe1imeter monuments and erosion control, to accept the three (3) year maintenance guarantees for the same and to release the perfonnance guarantees for the same, all for The Preserve at Southlake, Section 12, seconded by Mr. Colvin. Vote: Ayes. (3-0) Motion carries.

South tech Park - Building #1 - Parking Lot Expansion

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Kaleb Sondgerath, Kimley-Hom, on above referenced project requested the following: -1) Acknowledgement of the completion of the private dirt work, storm sewer and erosion

control, per plan, at the Southtech Park, Building #1, Parking Lot Expansion site. 2) Release of perfonnance bond #9308893 from Fidelity and Deposit Company of Maryland

in the amount of $3,542.00 for the installation of the private dirt work, stonn sewer and erosion control at the Southtech Park, Building #1, Parking Lot Expansion site.

There has been a field inspection completed by the Engineering Division and the private dirt work, stonn sewer and erosion control appear to have been satisfactorily installed, per plan. The Engineering Division has received acceptable mylar and digital as-builts. The inspection and

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testing fees are in order. There is no operations and maintenance manual as the disturbed area was below the minimum, per the stonnwater technical manual, to require a manual. There are no maintenance guarantees required as all of the improvements are private. Mr. Colvin moved to acknowledge completion of the private dirt work, storm sewer and erosion control, per plan, and to release the perfonnance guarantee for the same, all for the Southtech Park, Building #1, Parking Lot Expansion site, seconded by Mr. Rutherford. Vote: Ayes. (3-0) Motion carries.

Items from Audience

None.

IDEM Compliance Plan Status Update

Samuel Hodson, Corporation Counsel, stated all is in order with IDEM.

Cor por ation Counsel Status of T asks

zn<l Amendment with R eliable Construction (333 South W ashington Street - Fuel Farm)

Mr. Hodson presented a Second Amendment to Contract with Reliable Construction Services for additional services to install one additional gate on back fence at a cost not to exceed $1,352.00. Mr. Colvin moved to approve as presented authorizing the Mayor to sign on the Board's behalf, seconded by Mr. Hoover. Vote: Ayes. (3-0) Motion carries.

Contract with Certified Lawn Care for L awn Maintenance

Mr. Hodson presented a contract with Certified Lawn Care for five (5) lawn maintenance applications on Madison A venue; Smina Way; Emerson A venue and Old City Park; as well as Fall aerations for each location and one (1) grub preventative treatment for Old City Park for the 2021 season in an amount not to exceed $5,240.00. Mr. Rutherford moved to approve as presented authorizing the Mayor to sign on the Board's behalf, seconded by Mr. Colvin. Vote: Ayes. (3-0) M otion carries.

CDS City Engineer Status of Task

Crew Car Wash - South Park Business Center - Block B - Lot 2

Daniel Jolmston, City Engineer, for the above referenced project requested authorization for the Mayor/ Deputy Mayor to sign, on the Board' s behalf, the operations and maintenance manual for water quality for the Crew Car Wash - South Park Business Center - Block B - Lot 2 site. Per the Stonnwater Department, the operations and maintenance manual for water quality is in order. Mr. Hoover moved to authorize the Mayor/ Deputy Mayor to sign, on the Board's behalf, the operations and maintenance manual for water quality so that the manual may be recorded by the developer at the Johnson County, Indiana Recorder' s office, for the Crew Car Wash - South Park Business Center - Block B - Lot 2 site, seconded by Mr. Colvin. Vote: Ayes. (3-0) Motion carries.

Greenwood Business Center

Mr. Johnston stated the Engineering Division requests the Board accept the warranty deed transferring the right-of-way area for Co1mnerce Parkway West Drive from the Greenwood Redevelopment Commission (RDC) to the Greenwood Board of Public Works and Safety (BPWS). This warranty deed includes the land that is for the tight-of-way area for Commerce Parkway West Drive that was constructed by the Greenwood Business Center Project along the north side of Main Street just west of Graham Road. The roadway (Commerce Parkway West Drive) was built by the developer of the Greenwood Business Center and was as-built by the developer then inspected and approved by the Engineering Division and then accepted by the BPWS at their June 15, 2020 meeting. Per an agreement between the RDC and the developer; the right-of-way area for Cmmnerce Parkway West Drive was to be transferred via separate documents to the RDC and not via the plat for Greenwood Business Center. Once transferred to the RDC (warranty deeds recorded November 24, 2020) the land for the right-of-way for Commerce

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Parkway West Diive was to be deeded to the BPWS and that is what the motion above is requesting. Mr. Hoover moved to accept the wan-anty deed transferring the right-of-way area for Cmmnerce Parkway West Drive from the Greenwood Redevelopment Cmmnission (RDC) to the Greenwood Board of Public Works and Safety BPWS, seconded by Mr. Rutherford. Vote: Ayes. (3-0) Motion carries. Once accepted and signed by the appropriate persons; the wan-anty deed will be recorded at the Johnson County, Indiana Recorder's office. The recorded document will then be used when submitting Commerce Parkway West Drive to INDOT in early 2021 so that this roadway can be added to the City of Greenwood, Indiana roadway inventory.

2020 CCMG - Full Depth Reconstruction Project - Pavement Replacement

Mr. Jolmston stated the Engineering Division is asking that the Board to approve and authorize the Mayor to sign, on the Board's behalf, the Local Roads and Bridges Matching Grant Agreement with INDOT for the 2020 CCMG - Full Depth Reconstruction Project - Pavement Replacement. INDOT, as they have done for the last 4 years, has awarded up to 50% matching money to local municipalities for construction projects through the Cormnunity Crossings Matching Grant (CCMG) program. The 50% maximum amount that INDOT will award is up to $1,000,000.00 annually for any local municipality. During INDOT's 2020 CCMG 2nd call for projects in October of 2020 the City submitted 4 streets; Cambridge Drive, Prairie Drive, Waterford Drive in the Meridian Meadows Subdivision and also Saville Row off of Howard Road and had asked for the maximum amount of 50% funding from INDOT ($1,000,000.00). The City was notified by INDOT earlier this month that the City of Greenwood was awarded the maximum amount for the 4 streets stated above. Specifications for this project will be completed by the engineering division in January of2021 with bidding and award to hopefully occur in February of 2021 and construction to tentatively begin in mid to late April of 2021 . The Legal Department has approved the fonn of the INDOT agreement. In order for the City to receive the CCMG funds from INDOT there is an agreement that the City must enter into with INDOT that lays out the requirements for receiving the money and list the dollar amount awarded. Mr. Colvin moved to approve and authorize the Mayor to sign, on the Board's behalf, the Local Roads and Bridges Matching Grant Agreement with INDOT for the 2020 CCMG - Full Depth Reconstruction Project - Pavement Replacement, seconded by Mr. Rutherford. Vote : Ayes. (3-0) Motion carries.

Controller

Sewer Rate Increase - Resolution No. 20-11

Greg W1ight, Jr., City Controller, addressed the Board presenting a request to recormnend a sewer rate increase to the C01mnon Council. Mr. Wright stated the City cun-ently has an agreement with Citizens with a fixed rate for sewage treatment, however the fixed rate agreement is set to expire with anticipated increase to the City's treatment rates. In conjunction with ADS Consulting the City is recommending a tiered sewer rate increase over the next five years (see the attached Sewer Rate Analysis report dated December 21, 2020 made a part of the record hereto) Mr. Hoover moved to approve said recommendation, seconded by Mr. Rutherford. Vote: Ayes. (3-0) Motion carries. Mr. Hoover moved to approve Resolution No. 20-11 recmmnending the sewer rate increase to the Cmmnon Council, seconded by Mr. Colvin. Vote: Ayes. (3-0) Motion carries.

Contract and Addendum with Baker Tillv U.S. for Arbitrage Monitory Services

Mr. Wright requested approval to enter into a contract with Baker Tilly for arbitrage monitoring on the 2010 Bond Refinance to file all necessary documentation with the IRS in support of our refinance. Mr. Colvin moved to approve as presented, seconded by Mr. Rutherford. Vote: Ayes.

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(3-0) Motion carries. -

Claims

Mr. Rutherford moved to accept and approve the claims as presented through December 21, 2020, seconded by Mr. Colvin. Vote: Ayes. (3-0) Motion carries.

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With no further business, the meeting adjourned at 6:0lp.m. The next regularly scheduled Board of Public Works and Safety meeting is to be held on Monday, January 4, 2021 at 5:30 p.m. via Zoom video/telephone conference.

~-~~ Amanda Leach, Board Clerk

t ' Kevm A. Hoover, Board Member