Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES September 25, 2012 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, September 25, 2012 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Ron Shriner and Norm Childress. Absent: Tilara McDonald-Treece Jacque Chosnek, 1st Deputy 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 Mrs. Murray moved for approval of the minutes from the September 18, 2012 regular meeting. Mr. Shriner seconded. Passed. NEW BUSINESS Engineering Change Order #1-Glen Acres Universal Access Ramp Installation Project Beth Fizel, Engineering Department, presented to the Board and recommended approval of Change Order #1 for the Glen Acres Universal Access Ramp Installation Project with an increase in the amount of $10, 875.34 which brings the new contract amount to $73,111.59. President Henriott stated that the Certificate of Completion, Final Waiver of Lien and Guarantee was approved at last week’s meeting in the amount of $73,111.59. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Community Development CDBG Agreement between the City of Lafayette and Tippecanoe County Child Care, Inc. For Sliding Fee Scale Support Program in Lafayette Brian Bugajski, Community Development, presented to the Board and recommended approval of the CDBG Agreement between the City of Lafayette and Tippecanoe County Child Care, Inc. For Sliding Fee Scale Support Program in Lafayette. The Program Year 2012 grant amount is $18,677.00. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. CDBG Agreement between the City of Lafayette and Riggs Community Health Center, Inc. For Health Referral Services Program in Lafayette 2012 Mr. Bugajski presented to the Board and recommended approval of the CDBG Agreement between the City of Lafayette and Riggs Community Health Center, Inc. For Health Referral Services Program in Lafayette 2012. The Program Year 2012 grant amount is $11,177.00. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. President Henriott abstained. Board of Public Works and Safety September 25, 2012 Page 2 CDBG Agreement between the City of Lafayette and Wabash Center, Inc. For Case Management Services for the Shelter Plus Care Program 2012 Mr. Bugajski presented to the Board and recommended approval of the CDBG Agreement between the City of Lafayette and Wabash Center, Inc. For Case Management Services for the Shelter Plus Care Program 2012. The Program Year 2012 grant amount is $19,307.00. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. President Henriott abstained. CDBG Agreement between the City of Lafayette and Lafayette Transitional Housing Center, Inc. For Supportive Services Program in Lafayette 2012 Mr. Bugajski presented to the Board and recommended approval of the CDBG Agreement between the City of Lafayette and Lafayette Transitional Housing Center, Inc. For Supportive Services Program in Lafayette 2012. The Program Year 2012 grant amount is $9,200.00. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. President Henriott abstained. South 8th LLC Loan Assumption Valerie Oakley, Community Development, presented to the Board and recommended approval of the South 8th LLC Loan Assumption Agreement. The change of ownership to South Street, LLC requires the new partnership assume the terms of the existing HOME Agreements. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. South Street LLC Subordination Agreement Mrs. Oakley presented to the Board and recommended approval of the South Street LLC Subordination Agreement. This agreement will subordinate the HOME loans to the new refinancing with Lafayette Bank & Trust through the South Street LLC. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Purchasing Declaration of Worthless Property-Water Pollution Control Rick Morrissey, Purchasing Manager, presented to the Board and recommended approval of a Declaration of Worthless Property for the Water Pollution Control for the following items: Pioneer Club Car, Model 1200, SN AD0225-158648 (377) This piece of equipment was stated to be beyond repair on the final service call so it has been used for parts on other pieces of equipment. Once declared as worthless, it will be scrapped at Winski’s. Sreco Power Rodder, SN L831044 (380) This equipment is obsolete, broken and not repairable. Once declared as worthless, it will be scrapped at Winski’s. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Board of Public Works and Safety September 25, 2012 Page 3 CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $3,543,120.97. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. MISCELLANEOUS Taxi Cab License Chief Roush, Lafayette Police Department, presented to the Board and recommended approval of a Taxi Cab License for Danny Roberts. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. DEPARTMENTAL UPDATES Utility Billing Office Roger Detzner gave the following update: Although the function of our office hasn’t changed since its inception, our goals and processes have changed. The age of electronic payments is upon us, and our customers are friendly towards our migration as evidenced by the types of transaction that occur in our office this year compared to five years ago (2007). The Attachments for those two years show a significant increase in the percentage of customers who prefer ACH bank drafting and online/pay by phone electronic payments from a total of 21 % in 2007 to 28% in 2012. Equally important is the number of customers who use their own banks bill paying process, which results in the UBO receiving a check from the bank instead of the customer. These payments must be “Looked Up” in our system because they do not include payment stubs with their payments. The number of customers choosing this option of payment has increased from a total of 20,503 in annual transactions in 2007 to a projected 33,000 transactions in 2012, more than 50% growth rate. We expect to be able to incorporate an electronic processing of these payments from the customer’s bank directly into our bank account and downloadable customer account files directly into our computer system. This process should take about 10 minutes a day to process an average of 125 payments/day or more. Another improvement for payment processing will be the advent of credit card payments via the internet which is in the planning stages at this time. There are regulatory and contractual issues that need resolution with the credit card companies and web based payment processing systems established before we can institute these changes. A recent upgrade in the UBO software package will soon give us the opportunity to email bills to customers. The complete components for this endeavor are not all in place yet, but we are making good progress. I hope to have this available by the start of 2013. Once we are able to send emailed bills, we expect to be able to include links on the email to our online bill payment system or credit card website. This ability along with automatic bank drafting will truly make the billing process paperless for those who wish to participate. We will notify the public once all of the components are in place and have been thoroughly tested for accuracy. These planned improvements will allow our office to be prepared for future growth in our community without the need for additional manpower. I expect the efficiencies in our office, as well as those employed by the Water Department and the Water Pollution Control Department, will allows us to continue to be one of the most competitively price utilities in the State. Board of Public Works and Safety September 25, 2012 Page 4 Purchasing Rick Morrissey gave the following update: Purchase Order Comparison 2011 2012 Q1 611 640 Q2 684 619 Q3 637 527 (as of 09/20/12) Q4 622 Apple, Inc. We have launched a new online operating procedure to purchase apps for use on computers, laptops and mobile devices. Requests for apps are made at the department head level. Supplier Diversity Development Coalition In November of 2009, the City of Lafayette received the corporate member award as a member of the coalition and the City was recognized for this achievement at the annual conference held at Purdue. The purpose of the coalition is to afford the opportunity of business minorities, certified through the State of Indiana, to compete against non-minority businesses for contracts or projects with companies participating as coalition members. Joint Purchasing Board The Interlocal Purchasing Agreement between Tippecanoe County and the City of Lafayette continues to be strong in obtaining bids on bulk items both agencies use. While bidding for supply of road salt the past couple of seasons we have allowed the City of West Lafayette, the Town of Battle Ground and the Town of Shadeland to participate in our bid practice. We have also been participating on the State bid which has reduced our costs. With the mild winter season we experienced in the 2011-2012 season, the State negotiated with the suppliers and was able to roll the price over to the 2012-2013 season which is a first time occurrence. City Web Site I continue to use the Purchasing link of the City Web Site to run a vast majority of bids and quotes which eliminates the use of paper, postage and processing to accomplish end results. Procurement Card Program This program is beginning to pick up momentum leaning towards utilization of the cards to make purchases, eventually eliminating the purchase order form and obtaining a substantial rebate from the card account company, JP Morgan Chase. Time: 9:23a.m. BOARD OF PUBLIC WORKS AND SAFETY Gary Henriott s/s President ATTEST: Mindy Miller s/s Mindy Miller, 1st Deputy Clerk Board of Public Works and Safety September 25, 2012 Page 5 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 September 21, 2012. Board of Public Works and Safety September 25, 2012 Page 6