Board of Public Works and Safety

BOARD OF PUBLIC WORKS AND SAFETY COUNCIL CHAMBERS NOVEMBER 12, 2024-8:30 A.M. Roll call was answered at 8:30 A.M. by: Mayor Lance Waters, Chairman Don Gura, and Board Member Tara Streb. Others present were: Katie Ritchie, Scott Derby, Sheryl Prentice- KPC, Kristen Johnson- HDK, John Dixon, Patrick Howell, Brian Strange, Dawn McGahen, Jeremy McKinley, Amanda Landis, Trey Landis, Kim & Jerry Landis, and Cindy Marple. Pledge of Allegiance The Pledge of Allegiance was recited by all in attendance. Minutes Board Member Tara Streb made a motion to approve the Board of Works minutes from the October 22, 2024 meeting with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Petitions Street Superintendent Brian Strange told the Board that the Street Department would continue picking up leaves this week. WWTP Superintendent Patrick Howell thanked the Street Department for their help in laying asphalt at the entrance to the WWTP Plant. Mayor Lance Waters thanked all the Department Heads for their continued joint efforts in getting projects done around the City. Mayor Application For Use of Public Facilities- Candlelight Christmas Eve Service Linda Davis submitted an application for the use of public facilities for a Candlelight Christmas Eve Service at First Presbyterian Church located at 201 S. State Street on December 24, 2024 from 5:00 P.M. - 9:00 P.M. This will not require any road closures but will allow parking on the south side of Williams Street. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Engineering Awarding of 2025 Tree Removal/ Pruning Retainer Contract Administrative Engineer Scott Derby requested authorization to award Landis Tree and Stump the 2025 Tree Removal and Pruning Retainer Contract as they were the lowest bid of $42,458.00. Derby assured the Board there were no issues with Mudrack who hold the current contract they were just not the lowest bidder. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. City Hall HVAC- Award Bid Administrative Engineer Scott Derby requested authorization to award the HVAC City Hall bid to Havel. Havel was initially the lowest bid to replace the unit however the City worked with them to modify the scope of work and decided to fix what the problem is and move the unit above the Council Chambers. The modified amount of the project is $198,582.00 and will be paid from the BOW Contractual Account. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Drake Road Phase 1 Inspection- Pay Request #21 Administrative Engineer Scott Derby requested authorization to pay Pay Request #21 in the amount of $32,287.66 (Federal-$25,830.13 & Local-$6,457.53) to A&Z Engineering. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Drake Road Phase 2 Design- Pay Request #40 Administrative Engineer Scott Derby requested authorization to pay Pay Request #40 in the amount of $3,192.60 to A&Z Engineering. This will only be paid from the cities local share. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Archive Social Renewal IS Coordinator Rick Kiersey requested authorization to pay Archive Social $4,188.00 for the annual subscription to store social media accounts for the City. This invoice will be paid from the BOW Contractual Account. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Fire Request Permission to Open Hiring Process for 3 Full-time and 2 Part-time Employees Fire Chief Jeremy McKinley requested authorization to open the hiring process for three full-time and 2 part-time employees. Chief McKinley said the hiring process takes months and this is for employees needing to start the first of the year. Mayor Lance Waters made a motion to approve with a second from Board Member Tara Streb. The motion passed 2 ayes – 0 nays. Park Request to Fund Playground Equipment Mayor Lance Waters requested authorization to help fund replacement playground equipment at Sunset Park and Bixler Lake Tot Lot Playground. The total cost of the project is $135,546.08 however there are multiple grants involved from Gametime and the Dekko Foundation leaving a shortfall of $69,480.08. The Park Department can pay $39,480.08 but Mayor Waters is asking the Board of Works to pay $30,000.00 toward the remaining shortfall. Chairman Don Gura made a motion to approve with a second from Board Member Tara Streb. The motion passed 2 ayes – 0 nays. Police Swearing in Officer Shane Hurt- Add on Mayor Lance Waters conducted the swearing in of Police Officer Shane Hurt. Request to Pay Lexipol Annual Fee Chief of Police John Dixon requested authorization to pay $5,000.00 to Lexipol for the 2025 annual fee. This will be taken out of the LOIT Budget. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Vehicle Purchase & Trade-in Chief of Police John Dixon requested authorization to purchase a 2025 Dodge Durango Pursuit Vehicle from Shepherd’s in Auburn in the amount of $46,686.00. Chief Dixon told the Board that he is trading in two older fleet vehicles bringing the cost down to $29,686.00. This will be paid from the 2025 LOIT Budget. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Street Request to Pay MacAllister for Loader Repair Street Superintendent Brian Strange requested authorization to pay MacAllister $6,075.82 for repairs done to the CAT Loader. The loader needed an engine software update and AC repair. This will be paid from the Street Equipment Fund. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Wastewater Request to Purchase 2 Trucks Superintendent Patrick Howell requested authorization to purchase two trucks with snow plows from Shepherds in the amount of $116,738.00. Howell stated that he will be trading in two vehicles from his fleet bringing the purchase total to $106,238.00. This will be paid from the Plant Operations Contractual Fund 6201003.631.000. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Water Request to Pay Peerless Midwest Superintendent Scott Mosley requested authorization to pay Peerless Midwest $6,350.00 for testing multiple wells. They evaluated their performance and recommended repairs and maintenance for the 2025 year. This will be paid from account number 6101002635.000. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Request to Complete the 2025 Well and Pump Maintenance Recommendations Superintendent Scott Mosley requested authorization to pay Peerless Midwest $151,025.00 to complete the 2025 Well and Pump Maintenance that was recommended after testing. These repairs will not begin until 2025 and will be paid from the 2025 budget. This will be paid from account number 6101002635.000. Board Member Tara Streb made a motion to approve with a second from Mayor Lance Waters. The motion passed 2 ayes – 0 nays. Motion to Adjourn Board Member Tara Streb made a motion to adjourn the meeting. Chairman Don Gura adjourned the meeting at 8:48 A.M. _____________________________________ Kathren R. Ritchie- Clerk Treasurer Minutes approved by me this 26th day of November, 2024. _______________________________________ Lance L. Waters-Mayor