Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES May 29, 2012 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, May 29, 2012 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Norm Childress and Tilara McDonald-Treece. Absent: Ron Shriner Ed Chosnek, City Attorney, was also present. President Henriott called the meeting to order. The Pledge of Allegiance was given to the flag of our Country. MINUTES Mr. Childress moved for approval of the minutes from the May 22, 2012 regular meeting. Mrs. McDonald-Treece seconded. Passed. NEW BUSINESS Engineering Recommendation for Award-Quiet Zone Project Jenny Miller, Public Works Director, presented to the Board and recommended approval of a Recommendation for Award of the Quiet Zone Project with Milestone Contractors in the amount of $289,411.39. Mrs. Murray moved for approval. Mrs. McDonald-Treece seconded. Passed. Contract-Quiet Zone Project Ms. Miller presented to the Board and recommended approval of a Contract for the Quiet Zone Project with Milestone Constructors in the amount of $289,411.39. Mr. Childress moved for approval. Mrs. McDonald-Treece seconded. Passed. Notice to Proceed-Quiet Zone Project Ms. Miller presented to the Board and recommended approval of a Notice to Bidders for the Quiet Zone Project. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. Recommendation for Award-2012 CDBG Sidewalk Replacement Project Phases I & II Ms. Miller presented to the Board and recommended approval of a Recommendation for Award for the 2012 CDBG Sidewalk Replacement Project Phase II to Milestone Contractors in the amount of $340,958.00. Ms. Miller recommended rejecting all bids for Phase I. Mr. Childress moved for approval of Phase II and the rejection of Phase I. Mrs. McDonald-Treece seconded. Passed. Board of Public Works and Safety May 29, 2012 Page 2 Contract-2012 CDBG Sidewalk Replacement Project Phases I & II Ms. Miller presented to the Board and recommended approval of a Contract for the 2012 CDBG Sidewalk Replacement Project Phase II with Milestone Contractors in the amount of $340,958.00. Mrs. Murray moved for approval. Mrs. McDonald-Treece seconded. Passed. Notice to Proceed-2012 CDBG Sidewalk Replacement Project Phases I & II Ms. Miller presented to the Board and recommended approval of a Notice to Proceed for the 2012 CDBG Sidewalk Replacement Project Phase II. Mrs. McDonald-Treece moved for approval. Mr. Childress seconded. Passed. Contract with Bernardin, Lochmueller & Associates, Inc for Preliminary Engineering of the State Road 38 Sidewalk Project Ms. Miller presented to the Board and recommended approval of a Contract with Bernardin, Lochmueller & Associates, Inc for Preliminary Engineering for the State Road 38 Sidewalk Project. The sidewalk is located on the north side of SR 38/ SR 25 from Creasy Lane to Kingsway Drive. The amount of the project is $63,100.00 to which the City of Lafayette is responsible for 20 % and INDOT is responsible for 80%. Mr. Childress moved for approval. Mrs. McDonald-Treece seconded. Passed. Community Development Historical Demolition Permit-500 North 3rd Street (Barn) Aimee Jacobsen, Community Development Director, presented to the Board and recommended approval of a Historical Demolition Permit for 500 North 3rd Street (Barn). Mrs. Jacobsen recommended not waiving the 60 day waiting period. Mrs. Murray moved for approval not to waive the 60 day waiting period. Mr. Childress seconded. Passed. CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $478,766.27. Mrs. McDonald-Treece moved for approval. Mr. Childress seconded. Passed. MISCELLANOUS Special Event Request-Retirement Party President Henriott presented to the Board and recommended approval of a Special Event Request for a Retirement Party to be held on June 2, 2012 from 8:00am to 12noon at the Big 4 Depot and Community Room. Mr. Childress moved for approval. Mrs. McDonald-Treece seconded. Passed. Special Event Request-2012 Citizens Band Schedule President Henriott presented to the Board and recommended approval of a Special Event Request for the 2012 Citizens Band Schedule. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Board of Public Works and Safety May 29, 2012 Page 3 Special Event Request-Wedding Ceremony President Henriott presented to the Board and recommended approval of a Special Event Request for a Wedding Ceremony to be held on June 23, 2012 from 2:00pm to 8:00pm at Riehle Plaza. Mrs. McDonald-Treece moved for approval. Mrs. Murray seconded. Passed. ANNOUNCEMENTS Brad Talley, Water Pollution Control Superintendent, announced that on Tuesday May 15, 2012 the Indiana Water Environment Association held the 26st Annual Wastewater Challenge at the Columbus Treatment Plant. The City of Lafayette represented by Dale Chumley, Bill Moore, Scott Robinson and Pete Corbin III took 1st Place in the Collection System Event and 2nd Place for the Safety Event during the competition. The challenge helps employees earn IDEM Continuing Education Credits. The Board congratulated the team. Departmental Updates Community Development Aimee Jacobsen gave the following update: Primary Responsibilities of the Community Development Department -Federal entitlement grant programs -Historic Preservation -Neighborhood Association development and assistance -Special Initiatives -The Department technically has 3 employees – Valerie, Brian and me. Linked very closely with Economic Development Department and share many responsibilities and work on initiatives together. -The Department has been administering Community Development Block Grant (CDBG) programs since 1975. Currently, we fund: Sidewalk and curb replacement Neighborhood park improvements SHARP program Weatherization program in Glen Acres and Vinton neighborhoods Social service agency programs Neighborhood Action Committee special programs - Endangered Historic Housing Rehabilitation Program -The Department has been administering the HOME program as Lead Agency of the Lafayette Housing Consortium since 1992. Currently, we fund: Affordable homeownership programs -acquisition/rehabilitation and new construction, primarily with Habitat for Humanity, New Chauncey Housing and Wabash Valley Trust. - owner occupied rehabilitation with Area IV Housing Affordable rental housing programs -Tenant Based Rental Assistance with Lafayette Housing Authority and YWCA Domestic Violence program. Finishing up South 8th LLC redevelopment - Recently completed Chatham Square NSP grant and DOE Energy Retrofit grant programs – leverage entitlement funding for those. Board of Public Works and Safety May 29, 2012 Page 4 -Historic Preservation In-house historic preservation officer and project manager Brian Bugajski. - Historic Preservation Commission approves and provides oversight Local Historic Districts – currently 2 commercial districts, 3 residential districts and 3 single-site districts - Demolition ordinance – provides technical assistance, historic information and recommendations regarding demolition delay for historic structures listed on the city’s inventory of historic sites and structures - Ball State University is helping us update the inventory this summer. -Neighborhood Associations Between the Community Development and Economic Development staff, we provide ongoing assistance to approximately 8 – 10 neighborhood associations that are most active in the city. We provide assistance to any neighborhood that is interested in forming a neighborhood association or restarting their association. -Special Initiatives At any given time our staff is working on special initiatives in addition to our normal day to day work responsibilities. -Highlight Solutions Beyond Shelter plan to end homelessness -Background/rationale United Way lead agency – Tippecanoe County, Lafayette, West Lafayette, Greater Lafayette Commerce -Homeless Prevention and Intervention Network serves as regional planning agency, has been meeting for more than 15 years to give some agency updates, a little bit of coordination, but has never had a strategic plan. -Homeless Emergency Assistance Rapid Transition to Housing (HEARTH) Act passed in 2009 restructured and consolidates funding streams, and it requires more coordination in order for agencies to receive funding to provide services. -United Way entered a contract with CSH, a national, nonprofit organization that helps states, communities and individual agencies across the United States strategize and develop programs to prevent homelessness, and successfully house individuals and families that have experienced homelessness. -Describe Charrette process – 6 issue areas selected by the community Modified fish bowl panels Presentation to community -Market Charrette week Information Technology Andy Milam gave the following update: -Network Administration: New Work Convergence -System Administration: Servers, Systems, Applications and User Administration -Recent Projects: New UPS, Parks POS, New building setup, Social Media, Ongoing Research for new software & technologies and end user training -Statistics: Email, Service Desk and Action Center PUBLIC COMMENT There being no further business to come before the Board, President Henriott stated the meeting was adjourned. Board of Public Works and Safety May 29, 2012 Page 5 Time: 9:35 a.m. BOARD OF PUBLIC WORKS AND SAFETY Gary Henriott s/s President ATTEST: Mindy Miller s/s Mindy Miller, 1st Deputy Clerk Minutes written by Mindy Miller, 1st Deputy Clerk *A digital audio recording of this meeting is available in the Lafayette City Clerk’s Office. The Engineering Office issued the following Building Permits for the week ending May 25, 2012. Board of Public Works and Safety May 29, 2012 Page 6