Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES December 17, 2013 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, December 17, 2013 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Norm Childress, Dawn Ross and 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 December 10, 2013 regular meeting. Mr. Childress seconded. Passed. NEW BUSINESS Engineering Change Oder #2-Union Street Resurfacing Project Bob Foley, Engineering, presented to the Board and recommended approval of Change Order #2 for the Union Street Resurfacing Project in a deduction in the amount of $11,663.34 which brings the revised contract amount to $840,652.57. Most of the items in the change order are due to the times of year with the cold weather setting in. The change order includes adding sod, cold joint adhesive, reconstruct inlet at 15th Street, additional work at pedestal lase at 14th Street signal and quantity adjustments. Mr. Shriner moved for approval. Mrs. Ross seconded. Passed. Certificate of Completion, Final Waiver of Lien and Guarantee-Veterans Memorial Parkway Phase 2 Mr. Foley presented to the Board and recommended approval of a Certificate of Completion, Final Waiver of Lien and Guarantee for Veterans Memorial Parkway Phase 2. The project total was in the amount of $3,045,048.88 with the warranty period beginning on December 17, 2013. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Legal Counsel Addendum #2-Lease Agreement with Almost Home Humane Society Ms. Chosnek presented to the Board and recommended approval of Addendum #2 for the Lease Agreement with Almost Home Humane Society (AHHS) for their current location. AHHS received almost 4 acres adjacent to the existing land and asks that the 4 acres be transferred to the City of Lafayette since the city owns the land that the building is currently on. This addendum adds the 4 acres to the Board of Public Works and Safety December 17, 2013 Page 2 existing lease agreement which the amount of the lease agreement not changing. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Community Development Demolition Permit-106 S. 8th Street Jennie Peterson, Community Development, presented to the Board and recommended approval of a Demolition Permit for 106 S. 8th Street. The Historic Preservation Officer has recommended affirming the 60 day public notice waiting period and the contractor has agreed to honor that. Mr. Childress moved to affirm the 60 day period. Mrs. Ross seconded. Passed. Demolition Pemit-102 S. 8th Street Ms. Peterson presented to the Board and recommended approval of a Demolition Permit for 102 S. 8th Street. The Historic Preservation Officer has recommended affirming the 60 day public notice waiting period and the contractor has agreed to honor that. Mrs. Murray moved to affirm the 60 day period. Mr. Shriner seconded. Passed. Demolition Permit-24 S. 8th Street Ms. Peterson presented to the Board and recommended approval of a Demolition Permit for 24 S. 8th Street. The Historic Preservation Officer has recommended affirming the 60 day public notice waiting period and the contractor has agreed to honor that. Mr. Shriner moved to affirm the 60 day period. Mrs. Ross seconded. Passed. Demolition Permit-20 S. 8th Street Ms. Peterson presented to the Board and recommended approval of a Demolition Permit for 20 S. 8th Street. The Historic Preservation Officer has recommended affirming the 60 day public notice waiting period and the contractor has agreed to honor that. Mrs. Murray moved to affirm the 60 day period. Mr. Childress seconded. Passed. Contract-Faith Community Development Corporation 2013 Aimee Jacobsen, Community Development Director, presented to the Board and recommended approval of a Contract with Faith Community Development Corporation 2013 in the amount not to exceed $75,000.00 to acquire, rehab and sell to a low to moderate income buyer at 1001 North 7th Street. The HOME funds were allocated by the Lafayette Housing Consortium at a public meeting on December 11, 2013. The corporations will help to improve and redevelop the highest need neighborhoods within Lafayette and have demonstrated capacity with housing development in both their east campus and Faith West. Mr. Shriner moved for approval. Mrs. Ross seconded. Passed. Release of Mortgage-Lafayette Lahr Doc. No 01007884 Mrs. Jacobsen presented to the Board and recommended approval of a Release of Mortgage for Lafayette Lahr Doc. No 01007884 in the amount of $200,000.00 grant that was given to Lafayette Lahr for the development of Lafayette Lahr Apartments 15 years ago. The requirements have been satisfied. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Board of Public Works and Safety December 17, 2013 Page 3 Release of Mortgage-Lafayette Lahr Doc. No 9611686 Mrs. Jacobsen presented to the Board and recommended approval of a Release of Mortgage for Lafayette Lahr Doc. No 9611686 in the amount of $465,000.00 grant that was given to Lafayette Lahr for the development of Lafayette Lahr Apartments 15 years ago. The requirements have been satisfied. Mr. Childress moved for approval. Mrs. Ross seconded. Passed Release of Mortgage-924 N. 8th Street Mrs. Jacobsen presented to the Board and recommended approval of a Release of Mortgage for 924 N. 8th Street for Jennifer Johnson and all the requirements have been met. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. Release of Covenant for Deed Restrictions-924 N. 8th Street Mrs. Jacobsen presented to the Board and recommended approval of a Release of Covenant for Deed Restrictions for 924 N. 8th Street for Jennifer Johnson and all the requirements have been met. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Release of Mortgage-1212 Holloway Mrs. Jacobsen presented to the Board and recommended approval of a Release of Mortgage for 1212 Holloway for Hortencia Torres and all the requirements have been met. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Release of Covenant for Deed Restrictions-1212 Holloway Mrs. Jacobsen presented to the Board and recommended approval of a Release of Covenant for Deed Restrictions for 1212 Holloway for Hortencia Torres and all the requirements have been met. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Release of Mortgage-217 Elk Street Mrs. Jacobsen presented to the Board and recommended approval of a Release of Mortgage for 217 Elk Street for 217 Elk Street for Everett and Devonna Robbins and all the requirements have been met. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. Release of Covenant for Deed Restrictions-217 Elk Street Mrs. Jacobsen presented to the Board and recommended approval of a Release of Covenant for Deed Restrictions for 217 Elk Street for Everett and Devonna Robbins and all the requirements have been met. Mrs. Murray moved for approval. Mrs. Ross seconded. Passed. Board of Public Works and Safety December 17, 2013 Page 4 Release of Mortgage-308 Washington Street Mrs. Jacobsen presented to the Board and recommended approval of a Release of Mortgage for 308 Washington Street for Jesse Medrano and Cassidy Morris and all the requirements have been met. Mrs. Ross moved for approval. Mr. Shriner seconded. Passed. Release of Covenant for Deed Restrictions-308 Washington Street Mrs. Jacobsen presented to the Board and recommended approval of a Release of Covenant for Deed Restrictions for 308 Washington Street for Jesse Medrano and Cassidy Morris and all the requirements have been met. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Purchasing Recommendation for Award-Landscape Maintenance Contract Rick Morrissey, Purchasing Manager, presented to the Board and recommended approval of a Recommendation for Award for the Landscape maintenance Contract with the Brickman Group for the 2014 year in the amount of $195,803.00. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Declaration of Worthless Property-Water Pollution Control Mr. Morrissey presented to the Board and recommended approval of a Declaration of Worthless Property for Water Pollution Control. The worthless items include the following: Mr. Morrissey stated these items were repair parts for a lift station that had been taken out of service; all of the parts are over 30 years old, have deteriorated over time and have no value. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Board of Public Works and Safety December 17, 2013 Page 5 Declaration of Worthless Property-Police Department Mr. Morrissey presented to the Board and recommended approval of a Declaration of Worthless Property for the Police Department. The worthless property includes the following: make model serial PART NUMBER Gateway MA1 35453661 BLAW5202777 Gateway MA6 GWTF6210MJ3 Gateway MA6 39239061 GWTF7230N33 Gateway MA6 39239071 GWTF7230N3F Gateway MA6 39239074 GWTF7230N3J Gateway MA6 GWTF7230N48 Gateway MA6 39239102 GWTF7230N4F Gateway MA6 GWTF7230N4K Gateway MA6 39239109 GWTF7230N4N Gateway QA1 4715425-0001 1QA10000031 Gateway QA1 4715450-0001 NGW1459 1878109 Gateway QA1 4715437-0001 NGW1459 1878109 Gateway QA1 4715451-0001 NGW1459 1878109 Gateway QA1 4715430-0001 NGW1459 1878109 Gateway QA1 4715429-0001 NGW1459 1878109 Gateway QA1 4715419-0001 NGW1459 1878109 Gateway QA1 4715421-0001 NGW1459 1878109 Gateway QA1 4715435-0001 NGW1459 1878109 Gateway QA1 4715443-0001 NGW1459 1878109 Gateway QA2 BQA01220385 3501006 Hitachi GSA-T11N CN0KN1324832176D1901 hitachi travelstar L4JSMNEC 08K0638H695530P53 Hitachi travelstar L4JREZ3C 08K0638H695530P53 HP TS-L632 SIM20091F33 445953-FCO Iomega Z100ATAPI G3AV342B0G 5500707 MF357G- Mitsubishi Electric 2188UAG XM002782 83ABB0056275 Pentax pt-a4211 041225470 Pentax pt-a4211 041227723 Pentax pt-a4211 041225906 Pentax pt-a4211 041227726 momentus seagate 7200.1 3MH112ES 9S3833-503 toshiba hdd2151 51P64946T243 MK1017GAP toshiba hdd2151 51P64260T243 MK1017GAP Western Digital Caviar Blue WMAV3D416945 WD1600AAJS-75M0A0 Western Digital Caviar Blue WMAV2FF66487 WD2500AAJS-75M0A0 Western Digital Caviar SE WMAM9SP38837 MY0NR6941255577A0WI8 Western Digital wd400 scorpio WD-WXE805170624 TH0X75711255259B03R1 Board of Public Works and Safety December 17, 2013 Page 6 HP Printer Inkjet MY89F192Q2EC 5871A make model serial PART NUMBER Gateway E475 4715447-0001 NGW1459 J1878109 Gateway M465-E 0039239078 GWTF7230N3N Gateway M465-E 0039239091 GWTF7230N42 Gateway M465-E 0039239103 GWTF7230N4G Gateway MA1 35453661 BLAW5202777 Gateway MA6 GWTF6210MJ3 Gateway MA6 39239061 GWTF7230N33 Gateway MA6 39239071 GWTF7230N3F Gateway MA6 39239074 GWTF7230N3J Gateway MA6 GWTF7230N48 Gateway MA6 39239102 GWTF7230N4F Gateway MA6 GWTF7230N4K Gateway MA6 39239109 GWTF7230N4N Gateway QA1 4715425-0001 1QA10000031 Gateway QA1 4715450-0001 NGW1459 1878109 Gateway QA1 4715437-0001 NGW1459 1878109 Gateway QA1 4715451-0001 NGW1459 1878109 Gateway QA1 4715430-0001 NGW1459 1878109 Gateway QA1 4715429-0001 NGW1459 1878109 Gateway QA1 4715419-0001 NGW1459 1878109 Gateway QA1 4715421-0001 NGW1459 1878109 Gateway QA1 4715435-0001 NGW1459 1878109 Gateway QA1 4715443-0001 NGW1459 1878109 Gateway QA2 BQA01220385 3501006 Hitachi GSA-T11N CN0KN1324832176D1901 hitachi travelstar L4JSMNEC 08K0638H695530P53 Hitachi travelstar L4JREZ3C 08K0638H695530P53 HP Printer Inkjet MY89F192Q2EC 5871A HP TS-L632 SIM20091F33 445953-FCO Iomega Z100ATAPI G3AV342B0G 5500707 MF357G- Mitsubishi Electric 2188UAG XM002782 83ABB0056275 Pentax pt-a4211 041225470 Pentax pt-a4211 041227723 Pentax pt-a4211 041225906 Pentax pt-a4211 041227726 momentus seagate 7200.1 3MH112ES 9S3833-503 toshiba hdd2151 51P64946T243 MK1017GAP Board of Public Works and Safety December 17, 2013 Page 7 toshiba hdd2151 51P64260T243 MK1017GAP Western Digital Caviar Blue WMAV3D416945 WD1600AAJS-75M0A0 Western Digital Caviar Blue WMAV2FF66487 WD2500AAJS-75M0A0 Western Digital Caviar SE WMAM9SP38837 MY0NR6941255577A0WI8 Western Digital wd400 scorpio WD-WXE805170624 TH0X75711255259B03R1 Mr. Morrissey stated this is all electronic equipment that is outdated and is no longer in services. These items will be taken to Winski eRecycling for disposal. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. Permission to Advertise-100’ Rear Mount Aerial Platform Mr. Morrissey presented to the Board and recommended approval of a Permission to Advertise the 100’ Rear Mount Aerial Platform. Publication dates and the bid opening will be determined at a later time due to the length and review of the bid specifications. The project will be financed out of the McCarty TIF Fund. Deputy Fire Chief Steve Butram stated that the new aerial will replace the old 1995 fire truck which will be sold at a later date. Mrs. Ross moved for approval. Mr. Childress seconded. Controller 2014 Utility Budgets Mike Jones, Controller, presented to the Board and recommended approval of the Water Works and Water Pollution Control Utility Budgets. Mr. Jones explained the zero based budget model versus a baseline model methodology to the Board. All employees will receive a 2% salary increase with PERF; the state retirement fund increased the mandatory contribution per employee from 9.5% to 11%. The overall budget for Water Works for 2013 increased $245,950, which is an overall 3% increase over the 2013 budget. 20% of that increase comes from the pension costs. The reallocation of Water Works share of computer software/hardware maintenance expenses accounts for 43% of that increase. The Water Depreciating Fund budget is in the amount of $1,400,000.00. Mr. Jones presented the Water Works Utility budget for 2014 is in the amount of $845,250.00. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. The overall budget for Water Pollution control (WPCD) has raised $4,454,460.00 which is a change of 17.3%. Mr. Jones stated that such a large increase does tend to turn heads but of that increase 77% comes from 2 items. The 2 items include the increased Depreciation Fund transfers and the allocation of the computer software/hardware maintenance expenses. The Sewer Operations has an overall increase of $49,000.00; the largest item is the Part Time Payroll item. Mr. Jones stated that the Storm Water’s budget has begun to level out from the 1st pro forma plan that was adopted and the stability is reflected by the less than 1% increase. The WPCD Depreciation Fund budget will again include an emergency line item of $1,000,000.00. Mr. Jones presented the WPCD Utility budget for 2014 is in the amount of $30,228,855.00. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. Mr. Jones and Brad Talley, Water Pollution Control Superintendent, answered questions from the Board. Discussion ensued. Board of Public Works and Safety December 17, 2013 Page 8 CLAIMS Mr. Jones presented for Board approval, Claims in the amount of $2,787,440.24. President Henriott asked if there were any further questions other than the ones that were asked and answered in caucus. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. ANNOUNCEMENTS Mayor Roswarski announced Claudine Laufman is the new Parks Superintendent. Mrs. Laufman thanked the Board for letting her participate and she stated she is very interested in the process. President Henriott congratulated Mrs. Laufman on her new position. Time: 9:45 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. Board of Public Works and Safety December 17, 2013 Page 9 Board of Public Works and Safety December 17, 2013 Page 10