Board of Works and Public Safety - Regular Meeting

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America. to the rep for it stands one nation indivisible with liberty and justice for all. Can you do roll call please? Mayor Bont, member Newell here. Member Lewis here. Member Farcus. Member Mleta here. Okay. Uh we've got the approval of the minutes. I trust everyone's had a chance to look at those. I'll entertain a motion to approve. I'll make a motion we approve the minutes of the July 22nd meeting. I'll second. We have a motion, a second. Any discussion or questions? Hearing none. All in favor say I.

I. Opposed.

Don't have any unfinished business. Uh, under new business, we've got billing,ou EMS, collections, and settlement. Good morning. Can you hear me? All right. Um, so what thisou does is it allows us to streamline the EMS billing uh between the clerk treasur's office and the fire department. Uh, being able to go into the patients documented records. Uh, for one, it is HIPPA control there. There's uh some training issues as far as securing the privacy of the patient's information and being able to go into the reports and make sure that's accurate and then adjust it in a timely manner. All this stuff uh when it comes to ambulance billing is under a time restraint typically about 90 days. And so to be able to streamline that and to increase uh collections for the city is essentially what all those steps allow.

Great. Thank you. Motion. I'll make a motion to approve theou between the for the EMS collections and Portage Fire Department. I'll second that motion. Have a motion to second. Any questions or discussion hearing? None. All in favor say I. I. I. Opposed.

Okay. Next up, we have the Marina Shores event request. Is someone here from Marina Shores?

This is my first time here. Do I need to state my name or Yeah. Why don't you just state your name and then tell us what you're asking? Okay, certainly. So, I'm Angela Certi from Raina Shores. We are looking um to do two pool parties, one on August 22nd, another one on September 19th. Um arrival time will probably be about 5:00 p.m. The event itself would go from 700 p.m. to 11:30 p.m. And we would have a DJ there as well. Will you still be having the events that you have going on at the restaurant do at the same time or

Yes. So it it's completely separate. So like this event has nothing to do with the restaurant. This is strictly just going to be like an HOA type event and it will be strictly for residents and voters only. Do they have to come to us for a private event?

And we can approve both these at the same time. Make a motion that we approve the um pool party for the residents and voters for August 22nd and September 19th. I'll second. Thank you. We have a motion and a second. Any other questions or discussion hearing? None. All in favor say I. I. I. Opposed. All right. All right. Thank you guys. Next we have the ready to live event request.

So this will be quick. I apologize for this being on there, but we realized looking through minutes that the April uh this was already approved on the April 22nd of 25 board of works meeting contingent upon police review and insurance which we're adhering to that. So, uh there will be another event coming up on September 20th, but that's going to change a little bit as far as road closures. So, we'll bring that to the board um when we have all that information. So, I don't know if no action needs to be taken here. No action. Do we need a table again or is it just no action? No.

Okay. Next, we have the donation from the police department to Neo School. Morning.

So, when we took the building over years ago, it used to be a university center before we took it and some things were left behind. Specifically, in this case, some student desks and chairs. Um, we have no use for them. Uh, Neo reached out and was interested in them. Uh, so we'd like to give I believe there's 19 student desks and chairs. We also reached out to other city departments and no one had any use. I'll make a motion we approve the donation of 19 desks and chairs to Neo from the police department. I'll second. We have a motion to second. Any questions? Discussion

hearing none. All in favor say I. I opposed. Next we have the opening bids for the sanitation tipping fees. Randy

Okay, we got three sealed envelopes. one from Republic Services of Indiana located in Chesterton, Indiana. And then we got Homewood Disposal from Homewood, Illinois. And then the third one is from Waste Management and they're located at uh in Gary, Indiana. So uh I'm just going to do this by alphabetical order here. So Homeland Disposal Okay. Solid waste. So, we asked for a two-year with possible three-year term. So, I'm going to be reading these off. uh the first year um they proposed uh $60 per ton from September 1st to uh August 31st of 2026. The second year preceding or after that is $63 a ton and then the possible third option is 6615 a ton for recycling material. The first year from September 1st to August 26 or August 31st, 2026 is $70 a ton. This is for recycling. 7350 per ton would be the second year. And then the third year option would be 7718 a ton. And then for providing 20 yard dumpsters, uh the first year of the contract would be $60 a ton, $63 a ton for the second year, and then the third

year would be 6615 per ton. So, um they have an average draft time of 26 minutes and is 17 miles from the sanitation department. That's from Homewood Disposal located in uh Homewood, Illinois. All right. The next one is uh Republic Services located in Chesterton, Indiana. They are 15 minutes and 7.7 miles from the sanitation department. The first year from September 1st to August 31st, 2026 is $7016 per ton. The second year is $74.37 per ton. And then the third optional year would be $78.83 a ton. For recycling, the first year from September 1st, 2025 to August 31st, 2026 would be $115.76 per ton. The second year is $122.71 per ton and then the third year option would be $130.7 per ton. Rolloff dumpsters would be 7016 per ton for the first year. The second

year would be 7437 per ton and then 7883 per ton. Did I happen to mention Did I mention the rolloff dumpsters? I did. Okay. I can't remember if I did. Okay. All right. Okay. That is Republic Services and Waste Management located in Gary, Indiana. There it is. All right. Waste management. Uh the nearest transfer station is 25 minutes away. That's 19.4 miles from Sanitation Department of Portage. Uh the first year from September 1st, 2025 to August 31st, 2026, uh the the ton is $63.80 per ton. The second year is 6571 a ton and then the third year is $6768 per ton. For for recycling, it would be $47 per ton the first year from September 1st to August 31st, 2026. The second year is $4841 per ton. And then the third year is $4986 per ton.

And then the dumpsters they would provide would be 6380 a ton for the first year. The second year would be 6571 per ton. And then the third year is 6768 per ton. And those are three that we have. Um it would be our recommendation that uh we would uh review these u for a first for for someone that's going to be the most responsive uh bidder for next year and also I would like legal to look at all the paperwork as well. So um motion the table until under advisement. Yes, that's the word I was looking for.

I have a question though, Randy. Are there other costs because they're different distances from us. Are there costs in involved with the distances? The differences in distance will that be included in your analysis? Uh yes, that that's what we need to figure out. The distance, the amount of labor, wear and tear, fuel. So make a motion that we table this upon department review. I'll second the motion in a second. Any other questions? Hearing none. All in favor say I. I. opposed. Motion carried. Next up, we have the McCaulay Bennett commercial advantage consulting agreement.

Uh this is a standard consulting agreement. We've already have one of these in place with the RDC. Uh they handle uh the majority of our real estate issues. Um, attorney Elwood has reviewed this and attorney, I believe you're okay with this. Yes. Okay. Uh, so recommend he's going to help us with uh handling right away uh securing rightaways for road projects and things like that. So, the one question typo, I know it says in section 2A they'll be paid at a rate of 140 per hour. It's a comma instead of a period. Maybe just a

correct that. Good catch. Can we make a motion contingent upon correction of Okay. I'll make a motion to approve the um consulting agreement with Macaui Bennett um contingent upon small typographical error. I'll second We have a motion and a second. Any other questions? Hearing none. Call roll, please. Actually, all in favor say I. I. I. Opposed. Next up, we have bulk item appeals.

Yes, I have one appeal before the board to review, and that's uh located at 5917 Fiesta. So, this is a rental unit. Uh the landlord, the owner has um asked for an appeal on this. I don't know if he's here today any Okay. So, um then it's our department's recommendation that we uphold the the charges on the bulk. I'll make a motion that we uphold the charge. I'll second. A motion to second. Any other questions or discussion? All in favor say I. I.

Opposed? All right. Next up, we have the claims. And again, trust everyone's got the opportunity to look at those. And we'll entertain a motion whenever you're ready. There are three of you. Okay. I would like to commend the police SWAT department for the fundraiser. Thank you. It was fun. And gravity is not my friend. I'll make a motion we pay the accounts payable amount of this $1,597,31744.

Now a second a motion a second. Any questions? Hearing none. All in favor say I. I

make a motion we approve the second accounts payable for 2,289. 9,821.98. I'll second. We have a motion to end a second. Any discussion or questions? Hear none. All in favor say I. I.

I. Opposed. Make a motion to approve the third accounts payable voucher in the amount of 216,600 $216,7662. I'll second.

We have a motion in a second. Any discussion or questions? None. All in favor say I. I. Opposed. Are there any other matters to be brought before the board? Randy,

uh, I did, uh, place a letter before you. It's from Yes Communities. Uh, Yes Communities is the, uh, owners. It's a company that owns Oak Tree Village and they're located off Old Porter Road. It's about 300 unit uh, mobile home park that we've been servicing for years and they're seeking to cancel the trash service and go to another uh, provider. So, um, the city of Portage street department or sanitation department recommends acceptance and of the s communities and the cancellation request of the trash services in this private mobile home community called Oak Tree Village. Uh, this is this is a private property right off of Old Porter consisting of about 300 mobile home units. uh as communities such as this uh seek some other means of getting rid of their trash and stuff like that, we always are accommodating to allow them to seek out that. So my recommendation to the board is to accept the cancellation of trash services at Oak Tree Village.

I'll make a motion to uh accept the cancellation request for Yes Communities at Oak Tree Village. I'll second the motion. We have a motion to second. Any questions or discussion? Are they paid up to date or any outstanding? Yeah, they are. Okay. Their last day of service will be actually August 27th. Any other questions? Hearing none. All in favor say I. I. I. Opposed. Is there anything else anyone would like to bring before the board? If not, I'll entertain a motion to adjurnn. I'll make a motion to adjurnn. I'll second that motion. A motion. Second. All in favor say I. I. I.

Thank you. [Applause] [Music]