Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES March 8, 2016 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, March 8, 2016 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Ron Shriner, Dawn Ross and Norm Childress. 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 March 1, 2016 regular meeting. Mrs. Ross seconded. Passed. BID OPENING 2016 Curb, Sidewalk and Ramp Replacement Project This being the time set to open bids for the 2016 Curb, Sidewalk and Ramp Replacement Project, the following bids were received and opened: Calumet Civil Contractors Whitestown, Indiana Base Bid: $157,500.00 Dixon Construction Lafayette, Indiana Base Bid: $111,685.00 CC&T Construction Company Indianapolis, Indiana Base Bid: $162,827.50 Milestone Contractors Lafayette, Indiana Base Bid: $247,352.50 Fairfield Contractors Lafayette, Indiana Base Bid: $195,490.00 Mr. Shriner moved to take the bids under advisement for further review. Mr. Childress seconded. Passed. Board of Public Works and Safety March 8, 2016 Page 2 2016 Pavement Markings Addendum #1 was issued on March 4, 2016 extending the Bid Opening date of this project to March 15, 2016. BIDS UNDER ADVISEMENT Beckenham Trail President Henriott stated that this item will remain under advisement. Greenbush Street: Resurface, New Traffic Signal and Sidewalk from Erie Street to Elmwood Avenue President Henriott stated that this item will remain under advisement. NEW BUSINESS Economic Development Change Order #1-Main Street Streetscape Dennis Carson, Economic Development Director, presented to the Board and recommended approval of Change Order #1 for Main Street Streetscape Project. The change order is in the amount of $273,145.30 which brings the revised change amount to $4,480,104.60. Mr. Carson also requested a revised the time line to change the completion date from December 1, 2016 to December 21, 2016. Mr. Childress moved for approval. Mrs. Ross seconded. Passed Historic Demolition Permit-603 Kossuth Street Daniel Walker, Economic Development, presented to the Board and recommended approval of a Historic Demolition Permit for 603 Kossuth Street. Mr. Walker stated that this is a partial demolition of the kitchen attachment. Mr. Walker stated that the Lafayette Historic Preservation Officer, Dan Keiser, reviewed the request and after discussing the demolition plans with the homeowner and has determined that because most historic fabric will be reused in the project. Mr. Keiser does not see a need to uphold the waiting period. Mr. Walker recommended waiving the 60 day waiting period. Mrs. Murray moved for approval. Mr. Childress seconded. Passed Purchasing Declaration of Worthless Property-Utility Billing Office Rick Morrissey, Purchasing Manager, presented to the Board and recommended approval of Declaration of Worthless Property for the Utility Billing Office that includes 2 each IBM 6400 Printers Serial #’s 01G0367 and 01K0394. Mr. Morrissey stated that once declared worthless property the printers will be taken to eRecycling at Oscar Winski for disposal. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Board of Public Works and Safety March 8, 2016 Page 3 CLAIMS Tim Clary, Deputy Controller, presented for Board approval, Claims in the amount of $ 3,029,595.89. President Henriott asked if there were any further questions and there were none. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. MISCELLANEOUS Banner Request-Child Abuse Prevention President Henriott presented to the Board and recommended approval of a Banner Request for Tippecanoe Child Abuse Prevention Council. The banner will be hung on Main Street from April 19-May 3, 2016. Mrs. Ross moved for approval. Mr. Shriner seconded. Passed. Taxi Cab Permit Police Chief Patrick Flannelly presented to the Board and recommended approval of a taxi cab permits for Michelle Hershberger, Timothy Simpson and Peter Normandin. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. DEPARTMENTAL UPDATES Parks Department Claudine Laufman, Parks Superintendent, gave the following update: 3.7.16 City Council-Parks & Recreation Department Report The Parks and Recreation Department manages over 20 properties and over 600 acres of land and includes the following:  Three family aquatic centers  One regional park (Columbian Park)  Seven community parks  Nine neighborhood parks  Linear park trail system  Series of parks along the Wabash River  Community recreation center  Zoo As a Department, we have 32 full-time employees, several part-time year round staff persons, and rely on an additional 175 seasonal employees to accommodate the busy summer season. Over the past few years, many noticeable changes have occurred within our department including changes in leadership, organizational structure, and organizational culture. As we look to the future, we anticipate implementing additional changes as the City’s needs change and our department grows. These changes will occur not only with our physical facilities, but also with our staff in the way of professional development, training, and organizational ownership. Project Updates  Since our last report, Subaru South Tipp Park was completed and dedicated Board of Public Works and Safety March 8, 2016 Page 4  Sterling Heights: construction started fall of 2015 and we are planning a late spring dedication this year  McAllister Park/former Municipal Golf Course: Partnering with WREC and the firm Rundell, Ernstberger, Associates (REA), to conduct re-use study for the North Reach area. Final report is expected later this month  At the Zoo, the Animal House kitchen was completely renovated through a gift from Friends of Columbian Park Zoo. The Lafayette Kiwanis Club generously sponsored the new outdoor “Education Station”, which is an outdoor education presentation area. In addition, 17 large commercial planters were added through the generosity of a donor  The Rush Pavilion and Boathouse received a fresh coat of paint and deck stain. 20 new hanging baskets were installed on the veranda of Rush Pavilion. Late in the year, several new tables and chairs reflecting the Victorian area were purchased for installation this coming spring. The tables and chairs were made possible through the generosity of a donor  The basketball courts at Centennial and Armstrong were resurfaced along with the roller hockey court at Shamrock Park; new striping was added to the existing tennis courts at McCaw Park to create a total of eight new pickle ball courts to accommodate the growth of pickle ball in our community  At McAllister Recreation Center, new rubber flooring was installed in half of the cardio area and new wall mirrors were installed in the free weight area.  Memorial Island was renovated through a successful partnership with SIA and numerous donors. Several veterans memorials previously scattered throughout the City were relocated to the island and a new granite monument honoring the Gold Star families was commissioned and installed on the island. Construction was completed in late May and a dedication event coincided with the annual Memorial Day celebration. Many families of fallen local veterans were in attendance, along with Herschel “Woody” Williams, who is the last surviving Medal of Honor recipient from the battle of Iwo Jima. Personnel Updates:  Recently, the McAllister Recreation Management team was restructured to reflect a more linear chain of command with a Manager, Assistant Manager, and a Program Coordinator position  In the Maintenance area, we successfully combined two work departments into one central team. Within the central team, we have recently created four specialized work teams in the areas of Building Construction, Mowing/Snow Removal, Aquatics/Equipment, and Landscaping, which will improve efficiency and effectiveness. In addition, the Urban Forestry position was relocated to the Engineering Department late last summer and the Natural Resources Coordinator position was reviewed, the responsibilities were modified to fit the department’s needs, and the position was retitled to Natural Resources and Recreation Planner  Professional development: Various staff members have engaged in several opportunities over the past year including attendance at Indiana Parks and Recreation Association’s annual conference, management training seminars, and safety training seminars. In addition, three of our staff members successful attained certification as Certified Playground Safety Inspectors, bringing our total certified to six; three of our staff members attained certification as Aquatics Facility Operators, five staff members attained certification as Certified Pool Operators, and nine Board of Public Works and Safety March 8, 2016 Page 5 staff members attained certification as Pesticide Applicators. Two Zoo staff members attended a management course offered through the Association of Zoos and Aquariums. A total of seven zoo staff members attended online courses through the San Diego Zoo Global Academy which included webinars on such topics as safety, conservation, interpretation, customer service, and a variety of animal-related topics such as nutrition, handling, and behavior. Impact Numbers for 2015:  A total of 3,989 Daily fitness passes were sold at McAllister Recreation Center  2,450 employees and/or their family members utilized the fitness area at McAllister, which is a 76% increase in usage over 2014  On average, 163 kids attended summer camp at McAllister each day  Over 7,200 annual flowers, accent plants and perennial plants were planted in our Parks and other City locations  38,017 individuals of all ages participated in the Zoo’s educational programs  36,399 riders rode the Columbian Park Express train ride  Volunteers logged 14,109 hours at the Zoo Programs:  The Park Department continues to provide and facilitate a variety of programs for a variety of audiences. Just a sampling of these offerings include the following: Adopt-A-Spots, roller hockey, basketball, disc golf, baseball, softball, Zumba fitness, dance, art, swim lessons, Junior Counselor & Zoo Teen programs, and yoga, among others.  We have begun to successfully expand the Park Department’s Volunteer Program. The volunteer program at the Zoo is highly successful and has been used as a model for the entire Department. Last summer, we continued our partnership with the YMCA Trailblazers group. These pre-teen and teen participants in Camp Straight Arrow were led by former Mayor’s Youth Council participant Mason Fisher. Approximately 15 kids met our staff once weekly during the summer to “beautify” our park facilities. In exchange for their hard work, the kids received a courtesy pass to one of our amenities each week.  Our popular Art in the Park music and art series will continue on a regular basis at Memorial Island in Columbian Park this summer. Our fitness series, “Walking Towards Wellness”, has also been successful and will also begin in late May for another summer session of weekly walks. “Tails on the Trails”, will again encourage dog-owners and their dogs to enjoy our trails during the cooler fall weather. Public & Private Partnerships:  In early 2015, the Parks Department began discussions with MKE Sports regarding a partnership to bring a collegiate baseball team to play in Loeb Stadium. In late 2015, a successful partnership was announced and the public was invited to help name the team. “The Aviators” was selected from a long list of suggestions. Their first game in Loeb Stadium is slated to take place on June 1 and I’d like to extend an invitation to each of you to attend.  The Zoo also embarked on an important conservation partnership with Purdue University and The Indiana Department of Natural Resources to house three juvenile Eastern hellbenders and maintain them for future release in the wild. Hellbenders are the largest salamanders in North America and are fully aquatic. They are considered endangered in Indiana. The Zoo held a “Help the Hellbender” special event last summer in collaboration with both Purdue University and the DNR to raise awareness for this interesting amphibian.  The Parks Department continues to embrace numerous public and private partnerships both for short-term and long-term goals. From the Lafayette Parks Foundation to Friends of the Zoo to Board of Public Works and Safety March 8, 2016 Page 6 Tree Lafayette, dozens of organizations have partnered with our Department to ensure its success and commitment to improving the quality of life for all residents of Greater Lafayette. We look forward to continuing these partnerships in the future to provide many more fun and recreational opportunities in our community. Traffic Improvement Department Fred Koning, TID Foreman, gave the following update: We were able to add two more intersections to our ATMS, bringing the total to 93. We replaced 75 One Way signs with larger and more reflective faces. We replaced the street name signs at 58 intersections. We replaced the School Advance and School Crosswalk signs at 146 locations and refurbished the School legends at 8 locations. All of the thermoplastic pavement markings for school crosswalks were redone. Four of the School flashers were replaced with solar units. We replaced the controller cabinets at 4 intersections. We realigned the lanes on Elmwood Ave to accommodate bike lanes. We recapped the thermoplastic pavement markings at 26 intersections. We replaced 96 LED signal bulbs. We repaired 27 pedestrian pushbuttons and 7 pedestrian signal assemblies. We installed a speed bump along with warning flashers and signs at 26th and Gregory. We maintained all of the LED streetlights that have been added to the City’s inventory. We assisted wherever needed in the various construction projects going on. We were able to help with parking removal, road closures, and special event signage for the Farmers’ Market and various festivals, weddings, church events, block parties, and the annual Christmas Parade. 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 *A digital audio recording of this meeting is available in the Lafayette City Clerk’s Office. Board of Public Works and Safety March 8, 2016 Page 7