Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES July 8, 2014 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, July 8, 2014 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Ron Shriner, Norm Childress and Dawn Ross. 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 July 1, 2014 regular meeting. Mr. Shriner seconded. Passed. NEW BUSINESS Community Development Release of Mortgage-622 N. 5th Street Valerie Oakley, Community Development, presented to the Board and recommended approval of a Release of Mortgage for 622 N. 5th Street. The period of affordability has expired. Mrs. Murray moved for approval. Mrs. Ross seconded. Passed. Water Pollution Control General Industrial User Permit-Sani Wash Brian Beeler, Water Pollution Control, presented to the Board and recommended approval of a General Industrial User Permit for Sani Wash. Mr. Beeler stated that is a 4-year permit renewal with the pre- treatment program as a General Industrial User. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Purchasing Declaration of Surplus/Worthless Property-Fleet Maintenance Rick Morrissey, Purchasing Manager, presented to the Board and recommended approval of a Declaration of Surplus/Worthless Property for Fleet Maintenance. Mr. Morrissey stated that the list is a continuation of the clean-up in inventory previously addressed. Items that can be turned in for scrap as surplus property will be taken to Oscar Winski for disposal. The remaining items will be deemed worthless property and disregarded. Mrs. Ross moved for approval. Mrs. Murray seconded. Passed. Board of Public Works and Safety July 8, 2014 Page 2 CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $1,174,070.67. President Henriott asked a question regarding Lafayette Warehouse for auto supplies and about the inventory system. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. MISCELLANEOUS Special Event Request-Boiler Bridge Bash President Henriott presented to the Board and recommended approval of a Special Event Request for the Boiler Bridge Bash to be held on August 21, 2014 from 8:00pm-10:00pm at Riehle Plaza and Big Four Depot Community Room. Mrs. Ross moved for approval. Mrs. Murray seconded. Passed. Special Event Request-St. Boniface Pilgrimage Walk President Henriott presented to the Board and recommended approval of a Special Event Request for the St. Boniface Pilgrimage Walk to be held on August 9, 2014 from 5:00pm-6:30pm. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Special Event Request-OUTFest Jeffrey Barbee, Event Representative, presented to the Board and recommended approval of a Special Event Request for the OUTFest to be held on August 2, 2014 from 12:00noon-3:00am on August 3, 2014. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Event Street Closure Request-River City Grapes and Hops Fest President Henriott presented to the Board and recommended approval of an Event Street Closure Request for the River City Grapes and Hops Fest to be held on August 16, 2014 from 1:30pm-10:00pm on 5th Street between Main and Columbia Streets. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. DEPARTMENTAL UPDATE Utility Billing Office Roger Detzner, UBO Business Manager, read the following update: I am pleased to be here today to announce that we have an amazing population here in Lafayette. In speaking with my peers, I’m always proud to learn that we are at the top of the list when it comes to the number of citizens that pay their bill on a regular basis. For our community that is 95%. When Mayor Roswarski first took office, the City was at less than 70% collection of monthly bills. Even though we seem to be at the top of our game, we have improvements to make. We currently send out 27,813 water & sewer bills and 1,655 separate Storm Water bills each month, via USPS, representing a budgeted revenue stream of $37,700,000. Payments for those bills come to us as 44% electronic payments via our website or through the banking system, 36% of the payments come through the mail or drop box, and 20% through our office. Our goal is to have over 50% in electronic payments. With the incorporation of Tyler Technologies Munis software in 2016, we will be able to incorporate email billing and expand our use of credit card payments via our website. Credit card receipts in our Board of Public Works and Safety July 8, 2014 Page 3 office currently make up 5% of sales. The credit card industry is moving towards microchip imbedded credit cards for security reasons, which will require new processing equipment in our office. Current information suggests that transition may need to occur by the end of 2015. In 2007 an ordinance passed allowing for Automatic Transfer Agreements, or Rollover accounts, to be established for landlords to have accounts roll into their names when a tenant departs. Since then we have 243 landlords sign up for that service with 1417 address in rollover status. A recent new policy that was established in our office is to allow Mortgage companies and banks to request water be turned off at properties that are vacant and/or in foreclosure proceedings, that they have a vested interest in. This policy insures that the property is secure from water problems that could arise due to freezing, or illegal entry onto the properties. I have 13 staff in my office with an operating budget of $870,500. We’ve operated under budget every year that I’ve supervised the office. This winter has been particularly brutal, and had an impact on our customer service operations in our office. Most of the calls that we received from customers were frozen pipes/meters on a daily basis. We performed almost no disconnects during the cold winter months because of the potential hazards of opening pits and stopping the water flow. Although this affected the cash flow during those months, it was in the best interest of citizens that we provided grace periods during that time. Finally, Mayor Roswarski has instituted customer feedback pamphlets throughout the City departments to assess the quality of service being delivered by each department. I’m very happy to state that the Utility Billing Office is currently leading the City in positive responses by our customers. Although we can still improve and develop better skills, I’m proud of my staff and our service to the citizens. I did discover one set of statics that may account for part of the positive responses. I have one staff member, who purchases, on her own, dog biscuits and dum dum lollipops for distribution, at the drive up window where she works, to children and drivers with dogs in their car. Those customers are always happy to see her. In a years’ time she will distribute 1,400 dog biscuits and 2,160 suckers. ANNOUNCEMENTS Jenny Leshney, Public Works Director, announced that starting Sunday, July 13, 2014 continuing on for 3 weeks from 7:00pm-7:00am road construction/paving will start on Sagamore Parkway from the entrance of Home Depot down to McCarty Lane in both directions. Signs, flyers and door to door information material will be displayed and distributed. Time: 9:16 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 July 8, 2014 Page 4