Elkhart Board of Public Works approves $10.7 million claims docket, ratifies project payments and permits

Elkhart City’s Board of Public Works on 2025-10-07 approved a claims and allowance docket totaling $10,717,803.95 and ratified a series of project payments, permits and contracts during its public meeting in the council chambers.

The claims docket included a $652,573.69 line described by Erin (interim controller) and $1,500,000 in preapproved capital outlay subsidy funding (stated as three quarterly payments of $500,000). American Rescue Plan claims on the docket totaled $432,554.64, Erin said.

Why it matters: The actions clear payments for ongoing sewer and streetwork, move forward procurement for sidewalk and vehicle replacements, and formalize property and right-of-way agreements that affect downtown streetscapes and capital projects.

Board members also elected Andy Jones as vice president after a motion and second. There was no recorded objection.

Jeff, a city staff member, explained a revocable right-of-way permit application for 107 Franklin Street. The board amended the original text on the motion (the beneficiary was corrected from “Emerald Chase Land Development LLC” to “Rooted in Downtown LLC”) before voting to authorize the president to execute an operation and maintenance agreement. Jeff told the board the developer will maintain a planted W-shaped planter at the sidewalk, keep a drain clear and water the plants; the city will not take on that maintenance responsibility.

Jason Simnick, project manager, described Change Order No. 5 for the CSO 39 sewer separation project (work at an outfall and bank stabilization). The board approved the change order, increasing the contract by $44,100 to a current contract price of $5,452,947.66.

The board also ratified multiple State Revolving Fund (SRF) professional and construction payments tied to the Oakland Avenue projects and adjacent work, including: a $62,572 payment to American StructurePoint (SRF #70) and a $12,019 payment to American StructurePoint (SRF #71). The board ratified construction partials to CNE Excavating ($399,242) and to Selj Construction ($955,977, motion language amended to list it as payment 7 on the paperwork). Board members said projects are progressing and are expected to continue into next year.

Other approvals included specifications and permission to advertise for the Bent Oak area sidewalk rehabilitation project (quote 25-21), two on-street ADA-compliant parking spaces at 802 West Garfield requested by Pilgrim Rest Missionary Church, and a storage shed purchase and installation agreement with North Edge Steel LLC for $13,735.80 for the Elkhart Environmental Center. The board also authorized staff to solicit quotes for traffic-division vehicles and approved a professional services agreement with Rundell, Ernstberger & Associates for plan commission and board of zoning appeals training (cost not to exceed $12,040).

The board approved routine minutes and ratified several administrative items: two water assessments, one sewer assessment, seven driveway permits, two bond releases and one revocable permit. The board accepted the wastewater monthly report of operations for August and approved delisting industrial wastewater permits for Conselmar South (permit 85-08) and Moreide International (permit 2006-01), both reported by Steve Brown, public works.

Votes at a glance (motion outcome summaries taken from the meeting record): - Approve claims and allowance docket totaling $10,717,803.95 — motion carries. - Elect Andy Jones as vice president — motion carries. - Accept revocable right-of-way permit application for 107 Franklin Street and authorize execution of operation and maintenance agreement with Rooted in Downtown LLC (amended from Emerald Chase) — motion carries. - Execute plat known as Thomas, Indiana subdivision on behalf of the city — motion carries. - Approve Change Order No. 5 for CSO 39 sewer separation project (+$44,100) — motion carries. - Ratify SRF professional payments: SRF #70 $62,572 to American StructurePoint; SRF #71 $12,019 to American StructurePoint — motions carry. - Ratify construction partial payments: CNE Excavating $399,242; Selj Construction $955,977 (amended to payment 7) — motions carry. - Approve specs and advertise quote 25-21 (Bent Oak sidewalks) — motion carries. - Approve two on-street ADA parking spaces at 802 W Garfield — motion carries. - Deny customer credit request for 1722 East Cobblestone Boulevard (outstanding $111.51) — motion carries; credit request denied. - Accept wastewater monthly report (August) — motion carries. - Delist industrial wastewater permits: Conselmar South (permit 85-08) and Moreide International (permit 2006-01) — motions carry. - Approve storage shed purchase and installation with North Edge Steel LLC ($13,735.80) and delegate signature authority to Jeff Savatsky — motion carries. - Grant request to solicit quotes for traffic-division vehicles — motion carries. - Approve professional services agreement for plan commission/BZA training (≤$12,040) — motion carries. - Ratify use-and-event permits (Con Selmer marching band invitational Oct. 4; No Kings 2 Oct. 18) — motion carries. - Table grievance hearing decision for Ryan Dustin (board previously reached an agreement and requested the item be removed at a later meeting) — motion carries.

The board adjourned at the end of the scheduled meeting.

Ending: Several items approved will move to procurement or execution; board members indicated work on major sewer projects will continue into the next construction season.