Greenwood Board approves multiple contracts, encroachment requests and traffic change; denies one sanitation-fee waiver

The Greenwood Board of Public Works and Safety on March 17 approved a series of construction and maintenance contracts, accepted developer guarantees and granted multiple encroachment requests while denying one request for a courtesy waiver of sanitation fees.

The action-packed meeting opened with routine approvals and moved quickly through departmental requests. The board approved an amendment to the vehicle auction list and a related sale of a 2018 sanitation vehicle to the airport for $19,000. City staff also presented two personnel items: updates to the GIS technician job description and the appointment of Mark Watson to the city works administrator position, which adds supervisory duties over the GIS technician role.

The board approved a seasonal concert series schedule covering final Fridays from March through November and several development items: acceptance of testing and inspection agreements and performance guarantees for the Audi Golf facility expansion (an approximately 9,000-square-foot addition), acceptance of performance guarantees and plats for multiple subdivisions and commercial projects (Scottsdale, Campus Wilkerson/Davis Homes off Genesis Drive, Grand Vista dedication on Griffith Road and others) and conditional approvals for Greenwood Senior Living’s inspections and filings.

Separately, the board granted encroachment approvals subject to standard conditions in several cases: a sign replacement at Sierra Park proposed by Monty Hopkins (to be installed in a drainage easement), a private bridge/encroachment request by property owners Lacey and Jordan Raider to access a landlocked parcel, and a backyard fence encroachment in Greenwood Station pending a homeowners association letter and utility clearances. In each case the board required (1) construction that allows adequate drainage, (2) corrective responsibility by the property owner if drainage or utility conflicts occur, (3) a recorded encroachment agreement or similar documentation prepared with the city legal department, and (4) notification of Indiana 811 before work.

Public commenters raised account disputes. A property owner asking for a courtesy waiver of sanitation charges for a vacant property with verified leaks (and a separate identity-theft complication) was denied. Sarah Adams, the city’s utility office manager, told the board that the office had documentation indicating a running toilet that required sewer treatment and that the office does not generally adjust bills in that circumstance: “that was not something that our office was able to do any kind of adjustment for,” Adams said. In a separate case involving a late-trash bill and claimed forged application signatures, the board agreed to waive late fees and directed staff to issue a revised bill to the owner; the board noted that the city had incurred collection costs for the regular trash services and therefore could not waive the underlying service charges.

On procurement and public works, the board approved a sidewalk repair contract with GAF Concrete Construction Corporation for $23,769, a walking-trail repair contract for $7,395, and a contract amendment for mulch grinding with Forest Commodities for approximately $6,000 in additional work. The board also approved participation in a national class action settlement process related to per- and polyfluoroalkyl substances (PFAS, commonly known as “forever chemicals”) to allow the city to participate if it is determined the city is an affected party.

Engineering staff recommended — and the board approved — converting the Beach Drive and Sperlock Lane intersection from the current two-way stop to a four-way stop after a field review and crash history indicated sight-line limitations and recent collisions. The board also authorized staff to prepare a single-parcel sewer service agreement to allow one property on Molineux Road to connect to the city sanitary sewer and authorized advertisement for bids on the Smith Valley Road project.

The board reviewed the city’s 2025 annual paving project bids; staff reported a low apparent bidder and presented base and alternate bids (base plus alternate 1 total reported as $1,373,201.50). The board authorized award of the paving contract to the low responsive, responsible bidder subject to final confirmation of funding allocations from the finance department and inclusion of alternates 2 and 3 that will be paid by Parks and other departments.

Votes at a glance - Amend vehicle auction list and replace listed vehicle: approved (motion and vote recorded) - Sale of 2018 sanitation vehicle to airport for $19,000: approved - Update GIS technician job description; appointed Mark Watson city works administrator (adds supervisory duties): approved - Concert series schedule (seasonal Friday events): approved - Denial of a courtesy waiver of sanitation fees for a vacant property with verified leaks: denied - Waiver of late fees and reissue of bill in a separate rental/trash dispute: late fees waived; revised bill to be issued - Encroachment — Sierra Park sign (Franciscan Alliance): approved subject to five conditions (surveyor approval, sign permit, drainage, owner responsibility, Indiana 811 notification) - Encroachment — private bridge access (Lacey and Jordan Raider): approved subject to five conditions (bridge plans, encroachment agreement, drainage, owner responsibility, Indiana 811 notification) - Encroachment — backyard fence at Old Market Square (Greenwood Station): approved subject to HOA approval letter, drainage and utility conditions, and 811 notification - Acceptance of testing/inspection agreements, performance guarantees, plats for Audi Golf addition, Scottsdale sections, Campus Wilkerson/Davis Homes and others: approved subject to standard conditions and receipt of outstanding documents/fees - Sidewalk repair contract (GAF Concrete Construction Corporation): approved; $23,769 - Walking-trail repair contract: approved; $7,395 - Contract amendment — Forest Commodities (mulch grinding): approved (additional ~ $6,000) - Participation authorization in PFAS class-action settlement process: approved - 2025 annual paving project: authorized award to low responsive bidder for base + alternate 1 ($1,373,201.50 reported) and inclusion of alternates 2 and 3 subject to final funding confirmation - Convert Beach Drive & Sperlock Lane to four-way stop: approved - Authorize single-parcel sewer service agreement for 1495 Molineux Road: authorized - Authorize staff to advertise bids for Smith Valley Road work: authorized

The board concluded the meeting after approving routine minutes and other consent items. Staff were directed to follow up on outstanding documentation and to prepare final documents for signature where required.