Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES October 30, 2012 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, October 30, 2012 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Ron Shriner, Tilara McDonald-Treece and Norm Childress. Absent: Cindy Murray 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 Mr. Childress moved for approval of the minutes from the October 23, 2012 regular meeting. Mr. Shriner seconded. Passed. NEW BUSINESS Engineering Change Order #1-2012 CDBG Sidewalk Replacement Project- Phases I & II Beth Fizel, Engineering Office, presented to the Board and recommended approval of Change Order #1 for the 2012 CDBG Sidewalk Replacement Project-Phases I & II with a decrease in the amount of $26,365.56 which brings the final contract amount to $314,592.44. Mr. Shriner moved for approval. Mrs. McDonald-Treece seconded. Passed. Certificate of Completion-2012 CDBG Sidewalk Replacement Project-Phases I & II Mrs. Fizel presented to the Board and recommended approval of a Certificate of Completion for the 2012 CDBG Sidewalk Replacement Project for Phases I & II. Mr. Shriner moved for approval. Mrs. McDonald-Treece seconded. Passed. Acceptance for Maintenance-Robert’s Ridge Subdivision, Phase I Bob Foley, Engineering Office, presented to the Board and recommended approval of an Acceptance for Maintenance for Robert’s Ridge Subdivision Phase I located on CR 450 South between Concord Road and US 52 South. There is a three (3) year maintenance bond provided in the amount of $45,509.30 which is 10% of the installation amount. Mr. Childress moved for approval. Mrs. McDonald-Treece seconded. Passed. Addendum #1-Utility Service Agreement for Robert’s Ridge Subdivision Mr. Foley presented to the Board and recommended approval of an Addendum #1 for the Utility Service Agreement for Robert’s Ridge Subdivision. The addendum sets the lot fees for the first 45 lots in Phase I. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Board of Public Works and Safety October 30, 2012 Page 2 Economic Development Certificate of Completion, Final Waiver of Lien and Guarantee-Glen Acres Neighborhood Revitalization Project-2163 Ulen Lane Jennie Peterson, Economic Development, presented to the Board and recommended approval of a Certificate of Completion, Final Waiver of Lien and Guarantee for the Glen Acres Neighborhood Revitalization Project for 2163 Ulen Lane. The final contact amount is $63,650.00 and the final payment was made on May 2, 2012 which is when the warranty period began. Mr. Shriner moved for approval. Mrs. McDonald-Treece seconded. Passed. Community Development Historic Demolition Permit-703 South Street Brian Bugajski, Community Development, presented to the Board and recommended approval of a Historic Demolition Permit for 705 South Street. Mr. Bugajski stated that the building is significant to the City’s historic fabric and recommended to uphold the 60 day public notice period. President Henriott stated that with the current condition/safety of the building, recommended waving the 60 day public notice period. Mr. Childress moved for approval to waive the 60 day public notice period. Mrs. McDonald-Treece seconded. Passed. Historic Demolition Permit-500 N. 3rd Street Mr. Bugajski presented to the Board and recommended approval of a Historic Demolition Permit for 500 N. 3rd Street. Mr. Bugajski stated that the building is significant to the City’s historic fabric and recommended to uphold the 60 day public notice period. Mr. Childress moved for approval to affirm the 60 day public notice period. Mr. Shriner seconded. Passed. CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $766,986.99. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. MISCELLANEOUS Special Event Request-Veterans’ Day Ceremony President Henriott presented to the Board and recommended approval of a Special Event Request for the Veterans’ Day Ceremony to be held on November 11, 2012 from 10:00am-2:00pm at the Big 4 Depot and John T. Meyer Bridge. Mr. Childress moved for approval. Mrs. McDonald-Treece seconded. Passed. Special Event Request-Pearl Harbor Remembrance Day President Henriott presented to the Board and recommended approval of a Special Event Request for Pearl Harbor Remembrance Day to be held on December 7, 2012 from 11:30am-1:00pm at the Big 4 Depot and John T. Meyer Bridge. Mr. Childress moved for approval. Mrs. McDonald-Treece seconded. Passed. Board of Public Works and Safety October 30, 2012 Page 3 Taxi Cab Permit Patrick Flannelly, Police Chief, presented to the Board and recommended approval of a Taxi Cab Permit for Jess L. Medrano. Mr. Shriner moved for approval. Mrs. McDonald-Treece seconded. Passed. Proclamation-Pancreatic Cancer Awareness Month President Henriott read the following Proclamation: Whereas Pancreatic Cancer is a devastating disease affecting more than 45,000 Americans per year and that 37,000 will die within the first year; Whereas Pancreatic Cancer has no early warning signs or simple detection tests and; Whereas Pancreatic Cancer has only a 5% to 6% five-year survival rate and; Whereas We wish for those living with Pancreatic Cancer to have a better quality life during their care and; Whereas We remember those who have died from this disease who were personally known to us and honoring their memory and; Whereas We encourage the scientific community to find better means to detect, treat, and eventually cure Pancreatic Cancer; THEREFORE In the interest of better public understanding, scientific advancement, and the Public Good, we therefore proclaim November 2012 as Pancreatic Cancer Awareness Month in the city of Lafayette, Indiana. Cathy Ferguson thanked the City of Lafayette for recognizing Pancreatic Cancer Month and hopes that more people become aware of this devastating disease. DEPARTMENTAL UPDATES Street & Sanitation Dan Crowell stated that for the past year and a half the Street Department has been trying to locate a new place to move the Street, Sanitation, Traffic Improvement and Park Central Maintenance departments. The new facility/land will need to be approximately 10-12 acres in size and be able to house all of the vehicles/trucks under one roof. The current Street/Sanitation building is inefficient. Fleet Maintenance Tim Bullis gave the following update: Order Fuel Fuel Tax Refund License Plates Insurance o Report claims o Work with our insurance provider o Coordinate repairs o Negotiate body shop prices o Fill out SR21 for City employees due to an accident Vehicle/Equipment purchasing Board of Public Works and Safety October 30, 2012 Page 4 o Research new and used equipment for purchase…It should be noted that every time we upgrade to a newer vehicle the technology of those vehicles changes, that requires us to continually upgrade our diagnostic equipment, and upgrade our training o Pass down vehicles from one department to another o Dispose of vehicles thru trade sale or salvage Make door decals for vehicles and equipment/Make signs for TID and other city departments In conjunction with LPD; Research emergency equipment and negotiate prices Maintain computer and paper files for all vehicle and equipment repairs Maintain a full service parts department Work with vendors across the US and Canada to procure parts for repairs Track miles/hours for service due and special projects Send out service due reminders to each department Prepare monthly reports for the controller’s office: o Dollars spent on repairs per vehicle per department o Dollars spent for fuel per vehicle per department o Parts room inventory Things you do know about Fleet Every day Fleet continually repairs and maintains City vehicles and equipment from weed eaters to recycle trucks to dump trucks to police cars to street sweepers and everything in between How does Fleet help the average Citizen? Time: 9:23 a.m. BOARD OF PUBLIC WORKS AND SAFETY Gary Henriott s/s President ATTEST: Mindy Miller s/s st Mindy Miller, 1 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. Ordinance Violations Bureau From the Office of the Engineer: 1st Letter Summary (189 issued) 2nd Letter Summary (1 issued) and Ticket Summary (57 issued) from the Ordinance Violations Bureau for the month of October 2012. Board of Public Works and Safety October 30, 2012 Page 5 The Engineering Office issued the following Building Permits for the week ending October 26, 2012. Board of Public Works and Safety October 30, 2012 Page 6