Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES August 13, 2013 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, August 13, 2013 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Norm Childress, Cindy Murray and Dawn Ross. Absent: Ron Shriner 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 August 6, 2013 regular meeting. Mrs. Ross seconded. Passed. BID OPENING 2013 Union Street Resurfacing Project This being the time set to open bids for the 2013 Union Street Resurfacing Project the following bids were received and opened: Rieth-Riley Construction Lafayette, Indiana Base Bid: $849,515.91 Milestone Contractors Lafayette, Indiana Base Bid: $1,039,727.78 Mr. Childress moved to take the bids under advisement for further review. Mrs. Ross seconded. Passed. NEW BUSINESS Engineering Supplement #3-Road Construction on Concord Road from Brady Lane to Maple Point Extension and Maple Point Extension from Concord Road to U.S. 52 Beth Fizel, Engineering Office, presented to the Board and recommended approval of Supplement #3 for the Road Construction on Concord Road from Brady Lane to Maple Point Extension and Maple Point Extension from Concord Road to U.S. 52. Mrs. Fizel stated that Supplement #3 moves $71,200.00 that was left over from the Concord Maple Point project and moves the monies to the State Road 38 Sidewalk Board of Public Works and Safety August 13, 2013 Page 2 Project. The current amount of federal funds is in the amount of $4,012,972.00 minus the $71,200.00 which brings the new amount to $3,941,772.00. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Supplement #2-State Road 38 Sidewalk Project Mrs. Fizel presented to the Board and recommended approval of Supplement #2 for the State Road 38 Sidewalk Project. Mrs. Fizel stated that the current amount of federal funds for supplement #2 is in the amount $301,100.00 plus the $71,200.00 from Supplement #3 which brings the new amount to $372,300.00. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Guaranteed Energy Savings Contract-Elmwood Avenue & 27th Street Phase III Sewer Separation Project Jenny Leshney, Public Works Director, presented to the Board and recommended approval of a Guaranteed Energy Savings Contract for Elmwood Avenue & 27th Street Phase III Sewer Separation Project with Bowen Engineering in the amount of $2,194,500.00. The contract includes storm and sanitary sewer improvements, road reconstruction and a rain garden near Vinton School. Chris Mangus, Bowen Engineering Representative, stated that the general scope of the work will include 18” storm sewers along SR 52 to reduce flow that currently flows west over to Elmwood Avenue and 27th Street. Mr. Mangus talked about the different size storm sewers that will be used and the benefits regarding those different sizes. Mr. Mangus stated that the project will start in roughly two weeks and completion within the next four months. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Partial Release of Retainage-North Street Reconstruction Project Phase I Improvements Mrs. Leshney presented to the Board and recommended approval of a Partial Release of Retainage for North Street Reconstruction Project Phase I Improvements. The contractors are down to the punch-list items so the city would like to keep $20,000.00; $10,000.00 per phase of retainage until the work is complete. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Certificate of Substantial Completion (Landscape Only)- North Street Reconstruction Project Phase I Improvements Mrs. Leshney presented to the Board and recommended approval of a Certificate of Substantial Completion (Landscape Only)- North Street Reconstruction Project Phase I Improvements for bid base and alternate #1. The date for substantial completion was March 18, 2013 with a warranty period until March 18, 2014. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Certificate of Substantial Completion (All Construction except Landscape)- North Street Reconstruction Project Phase I Improvements Mrs. Leshney presented to the Board and recommended approval of a Certificate of Substantial Completion (All Construction except Landscape)- North Street Reconstruction Project Phase I Improvements. The date for substantial completion was December 21, 2013 with a warranty period until December 21, 2013. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. Board of Public Works and Safety August 13, 2013 Page 3 Community Development Release of Mortgage-2019 Charles Street, Lafayette Indiana Aimee Jacobsen, Community Development Director, presented to the Board and recommended approval of a Release of Mortgage for 2019 Charles Street in Lafayette Indiana for Michael J. Reeb and Amanda M. Reeb. Mrs. Murray moved for approval. Mrs. Ross seconded. Passed. Release of Covenant for Deed Restrictions-2019 Charles Street, Lafayette Indiana Mrs. Jacobsen presented to the Board and recommended approval of a Release of Covenant for Deed Restrictions for 2019 Charles Street in Lafayette Indiana. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Shelter Plus Care Contract between City of Lafayette and Indiana Housing & Community Development Authority Adam Murphy, Weed & Seed Coordinator, presented to the Board and recommended approval of the Shelter Plus Care Contract between City of Lafayette and Indiana Housing & Community Development Authority in the amount of $142,560.00 in rental assistance for the next year, with additional administrative funding of $10,225.00. The contract will provide continuance of rental assistance for 20 persons who are certified as chronically homeless with a co-existing disability, such as mental illness or substance abuse. The program has been managed by the City of Lafayette since 2008 and it involves a collaborative partnership between IHCDA, the City of Lafayette, Lafayette Urban Ministry, Lafayette Transitional Housing Services, Mental Health America, Riggs Community Health Clinic, St. Elizabeth Hospital and Wabash Center. Mrs. Ross moved for approval. Mrs. Murray seconded. Passed. CLAIMS Paula King, Controller’s Office, presented for Board approval, Claims in the amount of $2,098,216.77. President Henriott asked if there were any further questions other than the ones that were asked and answered in caucus, there were none. Mrs. Ross moved for approval. Mr. Children seconded. Passed. MISCELLANEOUS Event Street Closure Request-MDA Fill the Boot Chris Conklin, Lafayette Fire Department, presented to the Board and recommended approval of an Event Street Closure Request for MDA Fill the Boot to be held on August 30, 31 and September 1, 2013 from 8:00am-8:00pm outside of the Fire Stations. Mr. Conklin stated that the Fire Department raised $35,700 that went to the local MDA. Mrs. Murray moved for approval. Mrs. Ross seconded. Passed. Special Event Request- Boiler Up/Hammer Down Hunger Community Action Day President Henriott presented to the Board and recommended approval of a Special Event Request for Boiler Up/Hammer Down Hunger Community Action Day to be held on August 16, 2013 from 10:00am- 12:30pm at Riehle Plaza. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Board of Public Works and Safety August 13, 2013 Page 4 Proclamation-White Castle and Shriners Hospital for Children Day The Mayor read the following Proclamation: White Castle and Shriners Hospitals for Children Day in Lafayette WHEREAS, Shriners Hospitals for Children is a normal non-profit organization committed to giving children the opportunity to live a more normal life; WHEREAS, Shriners Hospitals for Children gives children the opportunity to receive treatment for orthopedic problems, severe burns and spinal cord injuries and provides them with a head start in developing a normal life, regardless of the patients ability to pay, that is essential to becoming successful and contributing adults; WHEREAS, on August 14, 2013, Shriners Hospitals for Children and White Castle will join together to encourage people to donate to Shriners Hospitals for Children activities in our city; NOW THEREFORE, I, Tony Roswarski, Mayor of the CITY OF LAFAYETTE DO HEREBY PROCLAIM the 14th of August, 2013 as White Castle and Shriners Hospitals for Children Day IN WITNESS WHEREOF, I have set my hand and caused the Great Seal of the City of Lafayette to be affixes this 13th day of August, 2013. Terry Meadows, President of Tippecanoe Shriners Club, stated that if customers donate money for the Shriner’s Club to White Castle on Wednesday August 14, 2013 they would receive a certificate for free food at White Castle. Mr. Meadows stated that there are 39 states involved in this fundraiser. The Shriner’s Club helps with transportation for the children getting to the hospital along with providing meals to the families. ANNOUNCEMENT 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 Board of Public Works and Safety August 13, 2013 Page 5 *A digital audio recording of this meeting is available in the Lafayette City Clerk’s Office. Board of Public Works and Safety August 13, 2013 Page 6