Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES May 27, 2014 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, May 27, 2014 at 9:00 a.m. in the Common Council Chambers. Members present were: Cindy Murray, Gary Henriott, Norm Childress and Ron Shriner. Absent: Dawn Ross 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 20, 2014 regular meeting. Mrs. Murray seconded. Passed. NEW BUSINESS Engineering Recommendation for Award-2014 CDBG Sidewalk and Curb Replacement Project Jenny Leshney, Public Works Director, presented to the Board and recommended approval of a Recommendation for Award for the 2014 CDBG Sidewalk and Curb Replacement Project with CC&T Construction in the amount of $296,495.50 which includes the base bid and both alternate # 1 and #2. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Contract-2014 CDBG Sidewalk and Curb Replacement Project Mrs. Leshney presented to the Board and recommended approval of a Contract for the 2014 CDG Sidewalk and Curb Replacement Project with CC&T Construction in the amount of $296,495.50. The contract only reflects the base bid and needs to be changed to include both alternate #1 and #2 as well. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Notice to Proceed-2014 CDBG Sidewalk and Curb Replacement Project Mrs. Leshney presented to the Board and recommended approval of a Notice to Proceed for the 2014 CDBG Sidewalk and Curb Replacement Project effect May 27, 2014. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Recommendation for Award-N. 18th Street Curb and Ramp Replacement Project Mrs. Leshney presented to the Board and recommended approval of a Recommendation for Award for the N. 18th Street Curb and Ramp Replacement Project with CC&T Construction in the amount of $90,061.50. President Henriott stated the cover letter and notice of award need corrected to reflect the award amount of $90,061.50. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Board of Public Works and Safety May 27, 2014 Page 2 Contract- N. 18th Street Curb and Ramp Replacement Project Mrs. Leshney presented to the Board and recommended approval of a Contract for the N. 18th Street Curb and Ramp Replacement Project with CC&T Construction in the amount of $90,061.50. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Notice to Proceed- N. 18th Street Curb and Ramp Replacement Project Mrs. Leshney presented to the Board and recommended approval of a Notice to Proceed for the N. 18th Street Curb and Ramp Replacement Project effective May 27, 2014. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Supplemental Agreement #4-Technical Assistance for Durkees Run Guaranteed Savings Contract Mrs. Leshney presented to the Board and recommended approval of Supplemental Agreement #4 for the Technical Assistance for Durkees Run Guaranteed Savings Contract Appendix D in the amount hourly not to exceed $195,000.00. The supplement is for updated compensation for construction inspection with Butler, Fairman & Seufert. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. Construction Engineering Inspection for S. 18th Street from CR 430 South to Veteran’s Memorial Parkway Mrs. Leshney presented to the Board and recommended approval of a Construction Engineering Inspection for S. 18th Street from CR 430 South to Veteran’s Memorial Parkway in the amount not to exceed $622,500.00. The bid opening for this project is scheduled for September 2014. Mrs. Leshney stated that the Engineering office received proposals from five (5) firms with Butler, Fairman & Seufert was the highest ranked firm. The project is funded 80% with federal funds and 20% with local funds. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Community Development Release of Mortgage-901 Vine Street, West Lafayette Indiana Aimee Jacobsen, Community Development Director, presented to the Board and recommended approval of a Release of Mortgage for 901 Vine Street in West Lafayette, Indiana. The remainder of the balance has been paid. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. Purchasing Declaration of Surplus Property-Fire Department Steve Butram, Deputy Fire Chief, presented to the Board and recommended approval of a Declaration of Surplus Property for the Fire Department that includes the following: 15- Sections of 4” Supply Hose of various lengths totaling 1,450 linear feet. Mr. Childress moved for approval. Mrs. Shriner seconded. Passed. Board of Public Works and Safety May 27, 2014 Page 3 CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $4,135,617.69. President Henriott asked if there were any further questions and there were none. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. DEPARTMENTAL UPDATE Community Development Aimee Jacobsen, Community Development Director, gave the following update: Purpose of presentation: Department Responsibility Overview Primary Responsibilities of the Community Development Department Federal entitlement grant programs Historic Preservation Neighborhood Association development and assistance Special Initiatives The Department technically has 2 employees – Valerie 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 for 39 years since 1975. Currently, we fund: Sidewalk and curb replacement Streetlight installations Handicap ramps and other improvements related to ADA Neighborhood park improvements SHARP program Social service agency programs New for PY 2014 (July 1 – June 30) Owner Occupied Rehab program – Habitat Lafayette HUGUS program – completed 7 projects total between 2000 and 2006 The Department has been administering the HOME program as Lead Agency of the Lafayette Housing Consortium for 22 years since 1992. Currently, we fund: Affordable homeownership programs -acquisition/rehabilitation and new construction, primarily with Habitat for Humanity, New Chauncey Housing and the newly formed Faith CDC Affordable rental housing programs -Tenant Based Rental Assistance with Lafayette Housing Authority, YWCA Domestic Violence program, and Family Stability program in Miller School District with Bauer, United Way, DCS, Housing Authority, and Evangelical Covenant Church - For 2014, Wabash Center new construction of 3 group homes Historic Preservation - Contract with a local architect Dann Keiser who serves as our historic preservation officer. Assists with historic preservation requirements for federally funded projects and also with Historic Preservation Commission. - - Historic Preservation Commission approves and provides oversight Local Historic Districts – currently 2 commercial districts, 3 residential districts and 5 single-site districts Board of Public Works and Safety May 27, 2014 Page 4 - 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 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. Examples DOE grant that provided energy retrofits to almost 100 homes in Vinton and Glen Acres neighborhood and work related to coordination with other agencies, such as work with trying to end chronic homelessness and family homelessness. Trends Less federal funding and more regulations. CDBG funds were as high as $970,000 for Lafayette. The funds are allocated on a formula basis. The formula used considers the percentage of low and moderate income persons in Lafayette compared to the national percentage; the percentage of pre-1940 housing units in Lafayette compared to the national percentage; and population growth lag, which is the growth in Lafayette’s population compared to that of all CDBG eligible communities. Current allocation is $614,759. Expect funds to be cut for PY 2015. President requested $2.8 billion for CDBG formula grants in the federal budget, a cut of $23 million. The federal FY 2014 budget was $3.03 billion. HOME funds were as high as $1,026,371. Current allocation $710,654. Expect funds to be cut for PY 2015. President requested $950 million in the federal budget, a cut of $50 million. The federal FY 2014 budget was $1 billion. For the overall HUD budget, the President is requesting a 2.6% increase in the budget to $46.66 billion. The majority (84%) of the HUD budget is prioritized for: - renewing existing rental assistance/operating subsidies - Fund accrued capital needs of Public Housing - Renew existing homeless assistance grants The federal funding the City has received over the years has been very important to the community. We will continue to seek out opportunities and remain hopeful that the funding will continue. Time: 9:25 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 Board of Public Works and Safety May 27, 2014 Page 5 *A digital audio recording of this meeting is available in the Lafayette City Clerk’s Office.