Franklin Board approves multiple infrastructure contracts, change order for Active Adult Center and agrees joint-use terms with INDOT

The Franklin City Board of Public Works and Safety met Jan. 6, 2025, and voted to approve a series of construction and maintenance actions, including a change order for the Active Adult Center project, a joint-use and maintenance agreement with the Indiana Department of Transportation for the U.S. 31 project, award of a roadway contract for Paul Hand Boulevard, release of subdivision performance bonds for West Wind at Cumberland Section 2, and approval of Greenlawn Cemetery headstone repairs. The board also voted to waive the two-year golf-cart registration fee for a vehicle purchased by the prosecuting attorney's office.

Why it matters: The votes move several ongoing capital and maintenance projects forward in Franklin City — advancing a large community center build, municipal sidewalk/lighting work adjacent to a state highway project, neighborhood street improvements and cemetery preservation work — and set short-term responsibilities for city staff.

The most consequential vote was approval of change order No. 9 for the Active Adult Center contract. City staff said the change order adds a double door between the program room and the theater to create more flexible capacity, adjusts sink and counter heights and cabinetry to meet ADA requirements, and provides electrical/data connections for an electronic bingo board that was donated to the center. Joanna Tennell, filling in for Mark Richards, said the change order is $5,710.68 and would bring the contract total to $4,944,292.13. Board members recorded that cumulative change orders on the project amount to about $199,673.13 (roughly 4.2% of the contract), and the motion to approve allowed the mayor to sign the change order on the board's behalf.

On the U.S. 31 project, staff presented a joint use and maintenance agreement with the Indiana Department of Transportation (INDOT) covering elements the city will own and maintain if built as part of the state project (sidewalks, trails and lighting). Joanna Tennell said INDOT accepted most requested modifications but declined the city's request that INDOT notify the city when third-party contractors pull permits to work in INDOT right-of-way. City staff discussed continued vigilance and potential contractor remedies if city facilities are damaged; the board approved the agreement.

The board awarded the Paul Hand Boulevard roadway improvements contract to Milestone Contractors LP as the lowest responsive bidder. Staff reported two bids: Milestone Contractors LP with a base bid of $1,494,000 and Dave O’Meara Contractor Inc. at $2,467,000. Staff also said a private contributor, Malarkey, committed $2,000,000 for the project and documentation of that transfer had been submitted to the city though bank verification was still pending because the bank was closed for the weather.

For West Wind at Cumberland Section 2, the board approved releasing two subdivision performance bonds (survey monuments and street signs) and replacing them with maintenance bonds per staff recommendation; bond amounts were read into the record during the meeting. The board also approved quotes for Phase 2 of the Greenlawn Cemetery headstone-repair project, covering about 106 foundations in the next phase and additional larger monuments quoted separately; combined quoted work was presented as about $49,030.

In other business, the board agreed to waive the two-year, $100 golf-cart registration fee for a golf-cart-style shuttle purchased by the prosecuting attorney’s office to transport staff between parking and the courthouse. The board recorded unanimous verbal approval for that waiver.

Votes at a glance: - Appointment: Motion to appoint Jim Martin to the planning commission (moved by a board member on the record; second recorded). Outcome: approved. (See meeting minutes.) - Active Adult Center: Approve change order No. 9 adding a double door, ADA sink/cabinet adjustments and electrical/data for an electronic bingo board; change order amount $5,710.68; new contract total reported $4,944,292.13; mayor authorized to sign. Outcome: approved. - INDOT joint use and maintenance agreement (U.S. 31): Approve agreement as presented; staff noted INDOT declined the city’s requested notice provision for third-party utility permits. Outcome: approved. - West Wind at Cumberland Section 2: Release subdivision performance bonds for survey monuments and street signs and accept replacement maintenance bonds (amounts presented to the board). Outcome: approved. - Paul Hand Boulevard roadway improvements: Award construction contract to Milestone Contractors LP (base bid $1,494,000) as lowest responsive bidder; note of a $2,000,000 private deposit from Malarkey pending bank verification. Outcome: approved. - Greenlawn Cemetery Phase 2 headstone repairs: Approve quotes for approximately 106 foundations and additional larger monuments; combined quoted amount presented as about $49,030. Outcome: approved. - Waiver of golf-cart registration fee: Motion to waive the two-year $100 registration fee for prosecuting attorney’s shuttle. Outcome: approved.

Discussion vs. decision: Most items included brief staff explanation and limited board discussion; the INDOT agreement drew the most substantive back-and-forth, focused on the city’s unsuccessful request that INDOT provide advance notice when third-party contractors enter INDOT right-of-way. For the Active Adult Center, staff described program-driven changes and said inspection/oversight work had caught other minor items earlier in construction. For Paul Hand Boulevard, staff noted substantial bid differences and that a private funding deposit had been submitted though bank verification was not yet complete due to weather/holiday bank closure.

Department notes and context: Staff and department heads reported ongoing snow removal operations, the city’s new ladder truck nearing completion and a police officer starting a 16-week academy session. Parks Department Superintendent Chip Orner noted the cemetery project builds on a Phase 1 that repaired more than 50 foundations and that Greenlawn contains numerous older veterans’ graves; staff said there are many additional monuments that will require future phases.

The board adjourned and scheduled its next regular meeting for Jan. 22, 2025.