Janaury 4, 2017

BOARD OF PUBLIC WORKS AND SAFETY JANUARY 16, 2017 MINUTES Page 2 of 5

asphalt binder, asphalt surface, tack coat and concrete curbs (streets) at The Preserve at South Lake, Section 10.

7) Acceptance of the common area sidewalks north of lot 341 and common area "A" sidewalks, signs, monuments and barricades at The Preserve at South Lake, Section 10.

8) Acceptance of three (3) year maintenance LOC #1252PSL10 from Standard Financial Corporation in the amount of $1,972.08 (once revised) for the common area sidewalks north of lot 341 and common area "A" sidewalks, signs, monuments and barricades at The Preserve at South Lake, Section 10.

9) Acceptance of performance LOC #1253PSL10 from Standard Financial Corporation in the amount of $60,295 .40 (once revised) for the installation of ALL sidewalks except the common area sidewalks north oflot 341 and common area "A" sidewalks at The Preserve at South Lake, Section 10.

10) Acceptance and execution of the final plat for The Preserve at South Lake, Section 10. Prior to consideration, Mr. Wagner asked if a request for a 15 Year Law Agreement needs to be made and approved so that Republic Development will have the means to recoup construction costs uncollectable based off the number of lots in the project and in place with the Sewer Availability Fee Credit Agreement from 2014. Mr. Richards and Ms. Taggart advised the Board to hold on acceptance and execution of the plat until staff has an opportunity to research the matter and review the SAF Credit Agreement. Keith Meier, Sanitation Superintendent stood from the audience and explained the City was agreeable to this condition when the SAF Credit agreement was being prepared in 2014. Mr. Richards stated there has been a field inspection completed by the Engineering Division and the di11 work, storm sewer, streets, common area sidewalks north of lot 341 and common area "A" sidewalks, signs, monuments and barricades appear to have been satisfactorily installed. The engineering division has received the sanitary sewer approval letter from the Sanitation Superintendent. The Engineering Division has received paper as-builts. There is a seven (7) item field punch list that must be completed. The general inspection and testing fees cannot be finalized until all punch list items are completed and approved. There is a balance due on the sanitary sewer inspection and testing. An operations and maintenance manual is required and must be approved by the Stormwater Department. The plat has been reviewed and approved by the Engineering and Planning Divisions. The SAF for this section is covered by an SAF credit agreement so there is no 1/3 SAF due. Mr. Wagner stated he understands there are a number of outstanding items, however everything is being finalized and should be complete within the next week. Mr. Hoover moved to accept the dirt work, storm sewer, streets, common area sidewalks north of lot 341 and common area "A" sidewalks, signs, monuments, barricades and sanitary sewer, maintenance guarantees for the same, to accept a performance guarantee for ALL sidewalks except the common area sidewalks north of lot 341 and common area "A" sidewalks, all for The Preserve at South Lake, Section 10, subject to:

a) all seven (7) punch list items being complete and a re-inspect requested by developer b) receipt, by field staff from the developer, of a new storm sewer video after punch list

is complete c) approval, by field staff, of all punch list items and storm sewer video d) receipt of acceptable as-builts; 2 sets of mylar and 1 digital. I believe that the required

standard wording is NOT on ALL sheets e) payment of the balance due on the general inspection and testing agreement, if

applicable. Cannot finalize at this time due to pw1ch list items f) payment of the balance due on the sanitary sewer inspection and testing agreement,

$1,300.00 made payable to the "City of Greenwood - SANITATION" g) receipt of revised guarantees and then review and approval of the revised guarantees

by the Legal Department and the Engineering Division h) approved operations and maintenance manual through the Stormwater Department

and then receipt of 1 approved original O&M manual by the Engineering Division and acceptance and execution of the final plat be conditional upon staff reviewing of the SAF Credit Agreement and satisfactorily agreeing to terms and conditions of a 15 Year Law Agreement with Republic Development, LLC to permit the collection of outstanding construction costs, seconded by Mr. Rutherford. Vote: Ayes. (2-0) Motion carries.

Mr. Colvin rejoined the meeting at this point.

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Zaxby's at Emerson Pointe

Mark Richards stated Donna Smithers called late in the day with a conflict and is unable to attend the meeting, on behalf ofNorthpointe Survey, Mr. Richards requested the following:

1) Acknowledgement of completion of the private dirt work, storm sewer, erosion control, sanitary sewer, signs and monuments at the Zaxby's site at Emerson Pointe, Block C, Lot 2.

2) Release of performance letter-of-credit #6250727-81 from Lake City Bank in the amount of $40,873.64 for the installation of the private dirt work, storm sewer, erosion control, sanitary sewer, signs and monuments at the Zaxby's site at Emerson Pointe, Block C, Lot 2.

Mr. Richards stated there has been a field inspection completed by the Engineering Division and all private improvements appear to have been satisfactorily installed. The Engineering Division has received acceptable mylar and digital as-builts . There is a balance due on the general inspection and testing agreement. There are no maintenance guarantees required as all improvements are private. No operations and maintenance manual is required for this site as the water quality for this site was constructed during the overall Emerson Pointe Infrastructure development. Mr. Rutherford moved to acknowledge completion of the private dirt work, storm sewer, erosion control, sanitary sewer, signs and monuments, to release the performance guarantee for the same, all for the Zaxby's site at Emerson Pointe, Block C, Lot 2, subject to payment of the balance due on the general inspection and testing agreement, $175 .00 made payable to the City of Greenwood, seconded by Mr. Colvin. Vote: Ayes. (3-0) Motion carries.

Brighton Estates, Section 1

Chris McKinney, Fischer Development Company, appeared before the Board to request the following:

1) Acceptance of the erosion control at Brighton Estates, Section 1 2) Acceptance of a three (3) year maintenance bond #CMS0293644 from RLI Insurance

Company in the amount of $12, I 00.40 for the erosion control at Brighton Estates, Sec. 1. 3) Release of performance bond #5042711 from Bond Safeguard Insurance Company in the

amount of $60,502.00 for the installation of the erosion control at Brighton Estates, Section 1.

Mr. Richards stated there has been a field inspection completed by the Engineering Division and the erosion control appears to have been satisfactorily installed. The inspection and testing fees are in order. The maintenance guarantee has been reviewed and approved by the Legal Department and the Engineering Division. Mr. Colvin moved to accept the erosion control and the maintenance guarantee for the same, to release the performance guarantee for the erosion control, all for Brighton Estates, Section 1, seconded by Mr. Rutherford. Vote: Ayes. (3-0) Motion carries.

Items from the Audience

None.

IDEM Compliance Plan Status Update

Ms. Taggart presented the semiannual IDEM Compliance report as follows:

Background On March 23, 2012, the City of Greenwood's Sanitary Sewer Utility (" Utility") entered into an Agreed Order with the Indiana Department of Environmental Management (" IDEM") that required it to submit a Compliance Plan. The Utility ' s Compliance Plan was approved by lDEM on or about July 27, 2012 and the Utility immediately began compliance efforts. The Utility's efforts with respect to the Compliance Plan have been managed by the Sanitation Superintendent in coordination with the Deputy Mayor, City Engineer, and Corporation Counsel. Oversight and approval of all compliance efforts has been exercised by the Board of Public Works and Safety ("BPW"). The Compliance Plan contains certain deadlines by which specific tasks must be completed. To date, the Utility has met all required deadlines. Each deadline met by the Utility has been presented to, reviewed, and approved by the BPW by formal written resolution . The Utility's last semi-annual compliance update to IDEM was dated June 17, 2016.

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Public Education and Outreach The Utility engaged in an aggressive public education campaign throughout 2016 related to inflow and infiltration utilizing the professional services of Hirons, an Indianapolis based advertising and public relations company with experience in the sewer industry, to assist in the effort. This outreach program has included media releases, the creation of public education materials, public outreach booths at City events and festivals, and open house events. The City also hosted two (2) events specifically geared towards home inspectors, plumbers, and licensed contractors related to illicitly connected sump pumps. The outreach has focused on two campaigns :

• Find it, Fix it- focusing specifically on inflow and infiltration and removal of s ump pumps and downspouts from the system. A sample of the materials generated and promoted as part of the Find it, Fix it program can be found on the City' s newly revamped website at: http://www.greenwood.in.gov/subtopic/index. php?topicid= I 03&structureid= 13

• Greenwood Goes Green - highlighting sustainability and water quality issues. A sample of the materials generated and promoted as part of the Greenwood Goes Green campaign can be found at: http://www.greenwood .in.gov/division/blocks.php?structureid= 151

Capital Improvement Plan The Utility also continues to make progress on its ten ( I 0) year capital improvement plan. Following completion of sewer relining and repair work in Basin 25 in 2015 and 2016, work has moved northward into Basin 23 along the east side of Madison Avenue. Approximately $2.5 million of lining work was contracted for this area in201 6; the originally contracted work has been completed, and the Utility has added scope to the contract due to lower than anticipated costs. Additional work estimated to be in the $ 1 million range is planned for 2017, and bids will be solicited for this work in the first quarter. The Utility a lso entered into a contract with Strand Engineering for design and engineering services for the next three (3) years for additiona l sewer lining and replacement capital projects. This contract represents a significant commitment from the Utility to continue to upgrade and replace aging infrastructure in an effort to combat inflow and infiltration into the system. Design work has also continued on the Western Interceptor project, a major capital project aimed at sign ificantly reducing overflows and capacity issues within the Uti lity's system. The Western Interceptor project is currently at 95% design drawings and has entered into the land acquisition stage of the project. The City hosted two (2) open houses for impacted property owners; has completed the surveying process; and is in the midst of the appraisal process to obtain the necessary easements for construction of the Western Interceptor project. A fact sheet highlighting the Western Interceptor Project is attached hereto for your reference.

Ongoing Items In addition to the above items, senior staff hold regular review meetings on the Compliance Plan. Staff present included Corporation Counsel, the Sanitation Superintendent, Deputy Mayor, the Stormwater Superintendent, City Engineer, and City Controller.

Field staff is currently utilizing Cityworks Asset Management software for inventory of infrastructure assets, creation and closeout of work orders, and inspection tasks.

Inspections of manholes and sanitary sewer pipes in accordance with the plan remain ongoing.

Twice monthly updates of IDEM Compliance and Plan progress are provided to the Board of Public Works and Safety and the Common Council by staff.

Sewer Rate and Find it, Fix it Credit In late 2016, the Board of Public Works and Safety recommended, and the Common Council approved, a sanitary sewer rate increase necessary to fund the Uti li ty's Capital Improvement P lan, including the Western Regional Interceptor project fo llowing the completion of a rate study by Crowe Horwath LLP. The rate ordinance institutes a 13% increase to the City's sewer rates effective January I, 2017; an 11 % increase effective January I , 208; a 10% increase effective January I, 2019; and an 8% increase effective January 1, 2020.

In late 2016, the Board of Public Works and Safety also recommended, and the Common Council approved, a $100 one time Find it, Fix it credit for sanitary sewer utility customers who demonstrate compliant connections to the sanitary sewer system through a certified inspection by a licensed plumber, home inspector, or professional engineer.

If you would like additional information or any other documentation evidencing the City's compl iance, please do not hesitate to contact Corporation Counsel's Office.

Mr. Rutherford moved to accept the report as presented, seconded by Mr. Hoover. Vote: Ayes. (3-0) Motion carries. Mr. Hoover thanked all the staff and congratulated them on a great job.

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Corporation Counsel Status of Tasks

Thyssen Krupp Maintenance Agreement - Police Department

Ms. Taggart stated the current contract is in place until April 2018, the Deputy Mayor is wishing to terminate this contract to go with another vendor. Mr. Hoover moved to approve termination and authorize staff to send a letter stating the same, seconded by Mr. Colvin. Vote: Ayes. (3-0) Motion carries.

Indy Elevator Contract of Service - Maintenance City Center Elevator

Ms. Taggart stated the Deputy Mayor has reviewed and recommends entering into a maintenance agreement with Indy Elevator for the City Center, so moved by Mr. Colvin, seconded by Mr. Rutherford. Vote: Ayes. (3-0) Motion carries.

Western Regional Interceptor Project

Ms. Taggart presented two form sanitary sewer easements (temporary and permanent) for use in the property acquisition process of the Western Regional Interceptor Project. Mr. Hoover moved to approve the forms as presented, seconded by Mr. Rutherford. Vote: Ayes. (3-0) Motion carries.

CDS Director Status of Tasks

Sanctuary at Harrison Crossing, Section Two

Mr. Richards requested acceptance and execution of the sanitary sewer inspection and testing agreement and ratify the acceptance of the 50% upfront fee for The Sanctuary at Harrison Crossing, Section 2, so moved by Mr. Rutherford, seconded by Mr. Hoover. Vote: Ayes. (3-0) Motion carries.

Worthsville Road Section 4B - Dedication of Public R-0 -W

Mr. Richards stated the City of Greenwood is preparing plans and specifications for reconstruction of Worthsville Road between CR 250 E and CR 325 E. The project will affect the Greenwood Sewage Works lift station near Hurricane Creek located at 3032 E 750 N. Approximately 0.663 acres of public right-of-way is needed for the project from the lift station parcel, of which 0.189 acres is presently existing (under pavement) and the remaining 0.474 acres is located outside the existing pavement. The distance from the new R/W line to the south fence surrounding the lift station will be approximately 75 ft. Mr. Rutherford moved to declare a portion of the Hurricane Lift Station property as public right-of-way as described on Exhibit A of the declaration document and as shown on the Right-of-Way Parcel Plat, and to direct staff to record the document with the Johnson County Recorder's Office, seconded by Mr. Hoover. Vote: Ayes. (3-0) Motion carries.

Controller

None.

Claims

Mr. Rutherford moved to accept and approve the claims as presented through January 16, 201 7, seconded by Mr. Colvin. Vote: Ayes. (3-0) Motion carries.

With no further business, the meeting adjourned at 6:03 p.m. The next regularly scheduled Board of Public Works and Safety meeting is to be held on Wednesday, February 8, 2017 at 5:30 p.m. at the City Center Building.

~k_~rj_, Kevin Hoover, Board Member Amanda Leach, Board Clerk