Board of Public Works approves multiple contracts, easements and policy resolutions

The City of Westfield Board of Public Works and Safety voted on a set of procurement, easement and policy items during its regular meeting on Feb. 26, 2025. The board approved a public-private selection for a new fire station, several infrastructure contracts and professional-service agreements, accepted donated property and trail easements, and adopted an electronic-participation policy and a resolution declaring surplus property for disposal.

The approvals included selection of the respondent to the board of public works (BOT) procurement for Fire Station 85, termination of a payment-in-lieu-of-taxes agreement for Options Charter School, release of temporary easements acquired for the East Street extension project, a corrected motion to approve the INDOT local roads and bridges matching grant agreement, and a reimbursement agreement with Citizens Energy Group for a water-main relocation tied to the Monon Tunnel project. The board also adopted a proposed request for proposals (RFP) for residential solid-waste and yard-waste services, awarded on-call and not-to-exceed stormwater professional-services agreements, approved an annual statement of work for CRM/311 support, approved a road restriping contract, and authorized signing authority for a concrete-street patching contract.

Several administrative resolutions were adopted: a written policy allowing a member to participate electronically under limited circumstances (Resolution No. 25-104), a resolution accepting a donation of a roughly 0.4-acre real-property sliver for Fire Station 84 from a community development entity, and a resolution declaring certain office furniture and donated workout equipment surplus and authorizing sale or disposition consistent with Indiana code (resolution number discussed in the meeting as 205-118/108). The board approved the acceptance of a trail easement donated by Countryside Homeowners Association to close a short trail gap near 160th Street and Spring Mill Road; the easement is tied to construction of a short pedestrian bridge over the John Edwards Drain and will be bundled with the roundabout project.

Most items were adopted by voice vote with no recorded roll-call tallies in the minutes; the meeting transcript records voice “aye” responses for each motion and shows no recorded dissent. Where dollar amounts were specified in the discussion, the board recorded them during the motions: the city will reimburse Citizens Energy Group $1,169,000 to relocate an in‑service 20-inch ductile-iron main to accommodate the Monon Tunnel and to upsize it to a 24-inch main. The city accepted several professional-services proposals described as “not to exceed” amounts: Christopher B. Burke Engineering for on-call stormwater services (not to exceed $45,000) and Resolution Group for stormwater compliance assistance (the transcript states a “not to exceed 38.05” amount as read at the meeting). The road restriping contract was reported as budgeted at $275,000 with a completion date of Sept. 12, 2025.

Votes at a glance (items discussed and approved): - Item 2: Selection under BOT process for Fire Station 85 (motion to select the recommended offer from the competitive procurement) — motion approved by voice vote. - Item 3: Termination of payment-in-lieu-of-taxes agreement with Options Charter School — motion approved by voice vote. - East Street project: Release of all temporary construction easements for that project — motion approved by voice vote. - Corrective motion to approve INDOT local road and bridges matching grant agreement in the record — motion approved by voice vote. - Citizens Energy Group reimbursement agreement (Monon Tunnel water-main relocation) — motion approved by voice vote; reimbursable amount stated at $1,169,000. - Item 7: Adoption of proposed RFP for residential solid-waste, yard-waste and collection/disposal — motion approved by voice vote (30-day public comment period to follow). - Item 8: Professional services with Christopher B. Burke Engineering for stormwater (on-call services; not to exceed $45,000) — motion approved by voice vote. - Item 9: Resolution Group professional services for stormwater compliance assistance (transcript reports “not to exceed 38.05”) — motion approved by voice vote. - Item 10: Statement of work with eImagine Technology Group for CRM/311 support (annual support) — motion approved by voice vote. - Item 11: Contract with Indiana Sign & Barricade for road restriping (lower of two bidders; project budget noted at $275,000; contractor to complete work by Sept. 12, 2025) — motion approved by voice vote. - Item 12: Signing authority for 2025 concrete street patching contract (to allow staff to execute quotes/contract once vendor selected) — motion approved by voice vote. - Resolution 25-104: Written policy permitting limited electronic participation in board meetings (to mirror council policy) — adopted by voice vote. - Resolution accepting donation of real-property interest (sliver for Station 84, roughly 0.4 acre) from CDC — adopted by voice vote. - Acceptance of a trail easement donated by Countryside HOA to enable a trail connection and short pedestrian bridge at 160th & Spring Mill — motion approved by voice vote. - Resolution declaring surplus property for disposal (office furniture and donated workout equipment) and directing disposition consistent with Indiana code (discussed code citation during meeting) — adopted by voice vote. - Consent agenda (February bond information) — approved by voice vote.

The meeting record shows no formal roll-call or recorded “yes/no/abstain” breakdown; actions are recorded in the minutes and the meeting transcript documents voice approval with “aye” responses and no recorded opposition. Several agenda items will return to the board for further action (the residential solid-waste RFP will be published for comment and returned for final RFP adoption; selection under the new RFP process must be made by resolution).