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Commission approves a mix of small contracts, appraisals, a $190,218 pipe procurement and a $1M‑range rail grant submission
Summary
The commission approved a $20,000 design amendment for Fillmore Road, a one‑year Community Redevelopment Partners contract (not to exceed $300,000) for the Western Preserve, two appraisals for Smilax/Smilex Road (combined $3,800), a $190,218 pipe purchase, a $10,488 Capital Avenue amendment, approval to submit a roughly $1 million RCE rail grant with a future local match, and cost sharing for a three‑year Debtbook subscription.
Commissioners approved a set of professional services, procurement, and grant actions covering local planning and project readiness.
Fillmore Road — Staff asked for approval of Amendment 1 with Lochmiller Group to add a cul‑de‑sac, change paving from asphalt to concrete, and update drainage specifications. The amendment increases design fees by about $20,000 to a total design cost stated in the packet (approximately $343,400); commissioners approved the amendment.
Western Preserve and Community Redevelopment Partners — The commission approved a one‑year services contract with Community Redevelopment Partners to provide coordination and development services for the Western Preserve planning district; Shawn Peterson (Community Redevelopment Partners) was named as the project lead in the packet. The contract is a monthly arrangement not to exceed $300,000 and was approved to provide organizational capacity, stakeholder coordination, and early planning support.
Appraisals and pipe procurement — The commission approved appraisal engagements for right‑of‑way and easement acquisitions along Smilax/Smilex Road: Steve Santi for $1,800 and Iverson Grove for $2,000. Separately, staff requested and received approval to purchase 1,176 linear feet of 30‑inch PVC pipe under an existing contract with Ferguson Water Works for $190,218, designed to stay within the 20% change‑order threshold.
Capital Avenue amendment and grant submission — An amendment to the Capital Avenue corridor scope (Amendment 1) for $10,488 was approved. Staff also requested approval to submit a Railroad Crossing Elimination (RCE) grant for a proposed rail overpass/underpass near Ash Road/County Line/Lincoln Way; the application would fund pre‑design and early environmental coordination in the roughly $1,000,000 range. Norfolk Southern agreed to provide a letter of support; staff said matching amounts are still being negotiated, including potential participation by Elkhart County and MACOG.
Debtbook subscription — Abby Doyle, chief deputy auditor, described Debtbook, an online debt and lease management system to improve financial reporting and GASB gap conversion. Economic Development’s share for 2024 would be $7,333.33 (including implementation costs), $6,180 for 2025, and a 3% increase in 2026. The commission approved cost sharing and implementation; reports will be uploaded to the auditor’s public gateway.
Commissioners approved all motions on these ancillary projects; staff will return with additional details where match amounts, procurement documentation, or financial statements remain pending.
