Board of Public Works & Safety

MINUTES OF THE REGULAR MEETING OF THE BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF AUBURN HELD DECEMBER 23, 2021 The Board of Public Works and Safety of the City of Auburn met in regular session in the Norman E. Yoder Council Chambers, at 206 East Ninth Street, on the 23rd day of December 2021 at the hour of 9:00 A.M. The media received proper legal notice as required by Indiana statute. Mayor Michael D. Ley presided and called the meeting to order. Also present were Board of Works Members Danny McAfee and Herb Horrom, Clerk- Treasurer Patricia Miller, City Attorney W. Erik Weber, Mayoral Executive Assistant Brandy Coburn, Building, Planning, and Development Director Amy Schweitzer, Human Resource Director Kimberley Almeida de Atarama, City Engineer Daryl McConnell, Fire Chief Michael VanZile, Parks and Recreation Superintendent Eric Ditmars, Police Chief Doug Harp, and Water Superintendent Randy Harvey. ACCEPTANCE OF MINUTES After review of the minutes, Member Horrom moved to approve the minutes of the December 9 regular meeting. Member McAfee provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. INTRODUCTION OF GUESTS Jim Finchum, Richard Boyd, Andrew Bigelow, Steve Teders, Randall Metzger, Rachel Dincoff, John Dincoff Jr., Janet Smith, Marcus Wagner, Jamie Marley, Tony Oneal, Pete Kempf, Jackie Kempf, Troy Ackerman, Natalie DeWitt, and Andy Barrand with the STAR were present. COMMUNICATIONS Mayor Ley presented local Olympian Rachel Dincoff with a sign that will be placed at Auburn City limits stating, “Home of Track & Field Olympians Don Lash – 1936 and Rachel Dincoff – 2020”. REPORTS OF DEPARTMENT HEADS BUILDING, PLANNING & DEVELOPMENT – Building, Planning, and Development Director Amy Schweitzer requested Board approval for an Encroachment License Agreement with Bridgewater Development Group. The agreement permits the installation of a new sign in the right of way on Golfview Drive. Member Horrom moved to approve the agreement as presented. Member McAfee provided the second. The motion carried by the following vote of the Board: McAfee, aye, Horrom, aye; and Mayor Ley, aye. INFORMATION SYSTEMS/AES – The Letter of Engagement with IECUSoft, LLC remains tabled. ****** Mayor Ley requested approval for an AES Customer Agreement modification with Griffith Rubber Mills located at 507 Lee Street; Garrett, Indiana. Page 1 of 4  Member Horrom moved to approve the agreement as presented. Member McAfee provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. ****** Mayor Ley requested approval for an AES Customer Agreement modification with Griffith Rubber Mills located at 400 N. Taylor Road; Garrett, Indiana. Member Horrom moved to approve the agreement as presented. Member McAfee provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. ****** Mayor Ley requested Board approval to declare as uncollectible AES bad debt accounts totaling $12,711.75. Member McAfee moved to approve the request as presented. Member Horrom provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. ****** Mayor Ley requested Board approval for the 2022 annual software/hardware support agreement for the FTTX platform solution with Calix. Member McAfee moved to approve the renewal agreement as presented. Member Horrom provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. ****** Mayor Ley requested Board approval for an extended support agreement for our legacy Conditional Access System with NAGRA as needed. Member McAfee moved to approve the extended agreement as presented. Member Horrom provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. ****** Mayor Ley requested Board approval for a lease agreement with Business Impressions for a multi-function copier for the Park Department. Member Horrom moved to approve the copier lease agreement as presented. Member McAfee provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. ****** Mayor Ley requested Board approval for the annual AMI software/hardware maintenance agreement with Tantalus for $62,622.20. Member McAfee moved to approve the renewal agreement as presented. Member McAfee provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. HUMAN RESOURCE – No report. Page 2 of 4  CITY ATTORNEY – No report. ENGINEERING – City Engineer Daryl McConnell requested Board approval to submit for INDOT Community Crossing Matching Grant Fund 2022-1 to obtain 50% matching funds totaling $1,290,000.00 for: • Auburn Meadows Subdivision Mill/Resurface $353,000.00 • Bridgewater Section II (Bent Tree Ct) Mill/Resurface $132,000.00 • Fifteenth St (Touring Dr to Grandstaff Dr) Mill/Resurface $165,000.00 • Center St (Metcalf Ditch to Seven St) Mill/Resurface $110,000.00 • Iwo St ( AEP Easement to Seventh St) Mill/Resurface $250,000.00 • Nineteenth St (Van Buren St to Jackson St) Reconstruction $75,000.00 • Eighteenth St (Shull St to Van Buren St) Reconstruction $120,000.00 • Thirteenth St (Main St to Cedar St) Reconstruction $85,000.00 Member Horrom moved to approve the CCMG 2022-1 submission. Member McAfee provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. ****** City Engineer McConnell requested Board approval for the final change order decrease of $67,422.47and the as-built record documents with R.L. McCoy for the Peckhart Ditch Bridge & Lenora Lane Extension Project. Member McAfee moved to approve the change order and as-built documents for the project as presented. Member Horrom provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. ****** City Engineer McConnell requested Board approval for the specifications and to begin the bid process for the Union Street Combined Sewer Separation & Water Improvements Project. Member McAfee moved to approve the specifications and the request to begin the bid process for the Union Street Combined Sewer Separation & Water Improvements Project. Member Horrom provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. CLERK-TREASURER – Clerk-Treasurer Patricia Miller requested Board approval to declare as uncollectible Utility bad debt accounts totaling $47,176.51. Member McAfee moved to approve the request as presented. Member Horrom provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. FIRE – Fire Chief Mike VanZile requested Board approval to declare a 2006 Royal covered trailer as surplus and permission to donate it to the DeKalb County Fair Association. Member Horrom moved to approve the requests as presented. Member McAfee provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. MAYOR – Mayor Ley announced the retirement of Police Chief Doug Harp and the appointment of Cory Heffelfinger as the new Chief. Page 3 of 4  Chief Harp stated it was a difficult decision but after evaluating some things, determined it was time to retire. Harp complimented all the officers, the City administration, department heads, and the Auburn citizens. PARKS – No report. POLICE – No report. STREET – Absent. ELECTRIC – Mayor Ley requested Board approval for Task Order 219282 with Spectrum Engineering for $10,000.00 to assist with a solution for backup power to the Electric Department facility on CR29 Member Horrom moved to approve the Spectrum Task Order 219282 for $10,000.00. Member McAfee provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. WATER – Water Superintendent Randy Harvey requested Board approval and acceptance for 13 out of 14 bids received for the North Water Tower Rehab Project. One of the bids arrived late and at the incorrect facility. Harvey then asked to issue a notice of award to L&T Painting of Shelby Township, Michigan as the lowest bid received of $296,640.00. Member McAfee moved to approve/accept 13 of 14 bids and to issue the notice of award to L&T Painting. Member Horrom provided the second. The motion carried by the following vote of the Board: McAfee, aye; Horrom, aye; and Mayor Ley, aye. WATER POLLUTION CONTROL – Absent. OTHER BUSINESS ANNOUNCEMENTS The next regular meeting of the Board of Public Works and Safety is Thursday, January 13, 2022 at 9:00 a.m. ADJOURNMENT There being no further business to come before the Board of Public Works and Safety, Member Horrom moved the meeting adjourned. Member McAfee provided the second. Meeting adjourned. _______________ _________________ Michael D. Ley, Mayor ________________________________ Danny D. McAfee, Member ________________________________ Herb W. Horrom, Member ATTEST: _______________________________ Patricia M. Miller, Clerk-Treasurer Page 4 of 4