Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES May 10, 2016 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, May 10, 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 April 26, 2016 regular meeting. Mrs. Murray seconded. Passed. BID OPENING Columbia Parking Garage Renovations This being the time set to open bids for the Columbia Parking Garage Renovations, the following bids were received and opened: Carl E. Most & Sons.,Inc. Indianapolis, Indiana Base Bid: $1,005,748.08 Halverson Construction Co., Inc. Springfield, Illinois Base Bid: $1,103,362.00 Mid-States General Mechanical Contractors Corp. Lafayette, Indiana Base Bid: $1,262,600.00 Shiel Sexton Indianapolis, Indiana Base Bid: $1,025,000.00 Board of Public Works and Safety May 10, 2016 Page 2 Mr. Childress moved to take the bid under advisement for further review, Mrs. Ross seconded. Passed. Engineering Utility Service Agreement-Overture Flats Subdivision-Lot 1 Frontage Road Bob Foley, Engineering, presented to the Board and requested approval for a Utility Service Agreement for Overture Flats Subdivision. Mr. Foley stated the R3 district allows for 43 square feet of coverage and they are only using 21 % leaving a lot of green space and they have submitted a check for $109,535.00 to compensate the city for utilities. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Acceptance of Maintenance Bond-Hickory Ridge Subdivision, Phase 2 Mr. Foley presented to the Board and recommended approval of an Acceptance of Maintenance for Hickory Ridge Subdivision, Phase 2 from Brian Keene. Mr. Foley stated they had also included Maintenance Bond in the amount of $15,840.30 of Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Economic Development Main Street Streetscape Phase I & II-Change Order # 3 Dennis Carson, Economic Development Director presented to the Board and recommended approval of Change Order #3 for Main Street Streetscape Phase I & II . Mr. Carson stated the detectable warning elements at the intersections are being changed from ADA pavers to cast iron pavers which results in a decrease of $ 1,201.20. Mr. Carson stated this brings the revised change amount from $4,483,585.47 to $4,482,564.47. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. CLAIMS Mike Jones, Controller, presented for Board approval Claims in the amount of $3,352,746.40, President Henriott asked if there were any further questions and there were none. Mr. Childress moved for approval. Mrs. Murray seconded. Passed. MISCELLANEOUS Special Event Request-Bike to Work Day Steph Silva, Bicycle Lafayette, presented to the Board and recommended approval of a Special Event Request for the Bike to Work Day to be held on May 20, 2016 from 8:00am-10:00am on the John T. Meyers Bridge. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Special Event Request-First Christian Church-Joint Religious Service 5-15-2016 Board of Public Works and Safety May 10, 2016 Page 3 President Henriott presented to the Board and recommended approval of a Special Event Request for the First Christian Church-Joint Religious Service to be held on May 15, 2016 from 7:30am-1:00pm in the 300 block of N. 6th Street. Mrs. Ross moved for approval. Mrs. Murray seconded. Passed. Special Event Request-First Christian Church-Joint Religious Service 7-3-2016 President Henriott presented to the Board and recommended approval of a Special Event Request for the First Christian Church-Joint Religious Service to be held on July 3, 2016 from 7:30am-1:00pm in the 300 block of N. 6th Street. Mrs. Ross moved for approval. Mrs. Murray seconded. Passed. Special Event Request-Bike Rodeo in the Alley President Henriott presented to the Board and recommended approval of a Special Event Request for the Bike Rodeo in the Alley to be held on May 14, 2016 from 8:00am to 5:00pm. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. Special Event Request-35th Annual Taste of Tippecanoe Chris June, Director of Taste of Tippecanoe presented to the Board and recommended approval of a Special Event Request the 35th Annual Taste of Tippecanoe on Saturday June 18th from 4:00pm to 12:00am for the Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Banner Approval President Henriott presented to the Board and requested approval two (2) Banner Requests on behalf of Greater Lafayette Commerce and Tippecanoe Arts Federation. The banner will be hung on Main Street from June 1st –August 29th and Columbia Street from May 10th –August 29th Mrs. Ross moved for approval. Mr. Childress seconded. Passed. DEPARTMENTAL UPDATES Parking Operations Manager Kevin Harris, Parking Operations Manager gave the following Departmental Update:  one part time and three full time employees  We service approximately 1200 on street parking spaces  405 parking spaces in the garage with 284 currently rented  55surface parking spaces in the Depot and 6th street lots  We are the sales and service department for new contracts and scan cards for garage parking and city employees  Assist citizens with downtown directions and the Amtrak permits  Expanding outside of downtown to assist with neighborhood enforcement of abandoned vehicles, handicap violations, other parking code violations  Expanded area is Greenbush Street to the North, Romig Street to the South and 18th on the east to 2nd Street on the west Board of Public Works and Safety May 10, 2016 Page 4 Facilities Mike Roush, Facilities gave the following Departmental Update: Facilities Mission Statement The mission of the Facilities Department is to support the City by operating and maintaining our physical facilities operations in the most cost effective and efficient manner possible. Facilities views each department as a valued customer, and are committed to providing a safe, friendly and comfortable environment. We accomplish this through our dedicated, professional, and responsible team members. Custodial functions - perform general cleaning, security, minor maintenance, and act as receiving clerks. approx. 120,000 square feet, the industry standard is around 20,000 square feet per employee for the type of cleaning we perform. Maintenance Technicians functions - perform repairs, pre-emptive diagnositcs maintenance and replaceement of several types of electrical, ,mechanical , pheumatic, hydraulic, HVAC , and plumbing systems. re responsible for 19 city facilities. The department has change substantially over the last 6 years. Only one employee is the same. Due to a loss of a level of supervision we had to change things a bit. Our department goals are the same that they have been for the last three years. This is a continuous process for us. A) Improve employee performance and work quality. B) Increase customer satisfaction. C) Improve response time to a customer work order. D) Improve employee morale. We wanted our effectiveness and efficiency to improve. In order to accomplish our goals and have the department operate at a high level of service we changed the leadership style. We basically share power and decision making with them. I am most proud of our employees and the way they responded. (Servant Leadership) Each employee has taken ownership of their position and allowed the department to improve without hiring the level of supervision back. We needed the employees to become more autonomous, wiser and free to make their own decisions. We added 70 additional employees when the Street Dept. joined Dan has been very generous Also the great working relationship with all of the department heads has been a huge asset when solving problems. They have done that and more. Our customer service is exceptional. Our response time to a work order used to be 1 week , now it is within 24 hours and most of the time the same day. Board of Public Works and Safety May 10, 2016 Page 5 When we took over we had 72 work orders in our system and now we seldom have over 15. On average we handle 3000 work orders a year. When we took over our custodians handled roughly 15,000 sq ft now they handle 20,000 which is the industry standard. 1) Three most important projects completed in 2015 A) New HVAC units in fire stations 1, 7, & 8. B) Installation of new fire and burglary alarm panels. C) Successful addition of two ADA coordinators for the City. D) Successful assimilation of the Long Center into Facilities w/o additional personnel. E) Starting up new safety committee in Street and Sanitation. F) Remodeling of Police dept., Fire Station 8, Fire Station 1 in a cost efficient manner. G) Design and construction of new beet juice pumping system, instant hot water heater, and welding plug in at the Street Barn. President Henriott stated this was the end of the regular meeting and after a 5 minute recess the Board will reconvene for an Animal Control Hearing Time: 9:34 a.m. BOARD OF PUBLIC WORKS AND SAFETY Gary Henriott s/s President ATTEST: Sue Scott s/s Sue Scott, Deputy Clerk Board of Public Works and Safety May 10, 2016 Page 6 Weekly Permits 05/01/16-05/07/16 DEPARTMENT: ENGINEERING PROJECT : COMMERCIAL ADDITION/REMODEL DETAIL APPLICATION REF EST COST LOCATION PARCEL CODE OWNER ______________________________________________________________________________________ _____________________________________________ 4352 752,400 1100 ELIZABETH STREET 790721304014000004 LAFAYETTE SCHOOL CORP PERMITS 05/01/16 - 05/07/16 PERMITS YEAR TO DATE PERMIT NUMBER TYPE STATUS EST COST ISSUED EXPIRES EST VALUE FEES EST VALUE FEES BP407 COMM ADD ISSUED 752,400 05/04/16 10/31/16 0 250.00 0 250.00 DESC OF WORK: WASHINGTON SCHOOL HVAC RENOVATION 400 PARTIES INVOLVED: ELEC ELECTRIC PLUS INC GC TL KINCAID CONTRACTING OWNER LAFAYETTE SCHOOL CORP PLUMBER BENCHMARK MECHANICAL INC APPLICATION TOTALS 250.00 250.00 ______________________________________________________________________________________ _____________________________________________ 4697 501,979 611 SOUTH 21ST STREET 790728254009000004 LAFAYETTE SCHOOL CORP PERMITS 05/01/16 - 05/07/16 PERMITS YEAR TO DATE PERMIT NUMBER TYPE STATUS EST COST ISSUED EXPIRES EST VALUE FEES EST VALUE FEES BP408 COMM ADD ISSUED 501,979 05/04/16 10/31/16 0 250.00 0 250.00 DESC OF WORK: OAKLAND ELEMENTARY SCHOOL HVAC RENOVATION 800 PARTIES INVOLVED: ELEC ELECTRIC PLUS INC GC TL KINCAID CONTRACTING OWNER LAFAYETTE SCHOOL CORP PLUMBER BENCHMARK MECHANICAL INC APPLICATION TOTALS 250.00 250.00 PROJECT TOTALS 0 500.00 0 500.00 PROJECT : RESIDENTIAL ACCESSORY DETAIL APPLICATION REF EST COST LOCATION PARCEL CODE OWNER ______________________________________________________________________________________ _____________________________________________ 1185 3,500 91 BROOKBERRY 791108279024000032 LEDMAN DOUGLAS A & VALERIE D PERMITS 05/01/16 - 05/07/16 PERMITS YEAR TO DATE PERMIT NUMBER TYPE STATUS EST COST ISSUED EXPIRES EST VALUE FEES EST VALUE FEES BP399 RES ACCSRY ISSUED 3,500 05/02/16 10/29/16 0 100.00 0 100.00 DESC OF WORK: ABOVE GROUND POOL NA PARTIES INVOLVED: GC NTB INC DBA BURTON POOLS INC OWNER LEDMAN DOUGLAS A & VALERIE D APPLICATION TOTALS 100.00 100.00 PROJECT TOTALS 0 100.00 0 100.00 PROJECT : SIGN - PERMANENT DETAIL APPLICATION REF EST COST LOCATION PARCEL CODE Board of Public Works and Safety May 10, 2016 Page 7 OWNER ______________________________________________________________________________________ _____________________________________________ 4289 0 2131 SAGAMORE PARKWAY SUITE A 790734252003000005 ECC TEAL PLAZA LLC PERMITS 05/01/16 - 05/07/16 PERMITS YEAR TO DATE PERMIT NUMBER TYPE STATUS EST COST ISSUED EXPIRES EST VALUE FEES EST VALUE FEES SN428 SGN PERM ISSUED 0 05/06/16 11/02/16 0 200.00 0 200.00 DESC OF WORK: DUNKIN DONUTS PARTIES INVOLVED: OWNER ECC TEAL PLAZA LLC SIGN CONTR ANDY ALLENDER/CLOVER SIGNS APPLICATION TOTALS 200.00 200.00 ______________________________________________________________________________________ _____________________________________________ 4583 7,000 2250 TEAL ROAD 790733276002000004 LAFAYETTE STATION LLC PERMITS 05/01/16 - 05/07/16 PERMITS YEAR TO DATE PERMIT NUMBER TYPE STATUS EST COST ISSUED EXPIRES EST VALUE FEES EST VALUE FEES SN422 SGN PERM ISSUED 7,000 05/06/16 11/02/16 0 200.00 0 200.00 DESC OF WORK: MARSH SIGNAGE PARTIES INVOLVED: OWNER LAFAYETTE STATION LLC SIGN CONTR SIGN CRAFT INDUSTRIES APPLICATION TOTALS 200.00 200.00 ______________________________________________________________________________________ _____________________________________________ 4603 3,000 605 MAIN ST 790720483005000004 METCALF KENNETH E & JANE M TTEE'S PERMITS 05/01/16 - 05/07/16 PERMITS YEAR TO DATE PERMIT NUMBER TYPE STATUS EST COST ISSUED EXPIRES EST VALUE FEES EST VALUE FEES SN409 SGN PERM ISSUED 3,000 05/05/16 11/01/16 0 200.00 0 200.00 DESC OF WORK: BOBBY TS PUB PARTIES INVOLVED: OWNER METCALF KENNETH E & JANE M TTEE'S SIGN CONTR PYRAMID SIGN-DESIGN INC APPLICATION TOTALS 200.00 200.00 ______________________________________________________________________________________ _____________________________________________ 4701 3,236 13 NORTH EARL AVENUE 790048019364 CARMEN MCKEE PERMITS 05/01/16 - 05/07/16 PERMITS YEAR TO DATE PERMIT NUMBER TYPE STATUS EST COST ISSUED EXPIRES EST VALUE FEES EST VALUE FEES SN415 SGN PERM ISSUED 3,236 05/05/16 11/01/16 0 200.00 0 200.00 DEPARTMENT: ENGINEERING PROJECT : SIGN - PERMANENT DETAIL APPLICATION REF EST COST LOCATION PARCEL CODE OWNER DESC OF WORK: KC'S VAPOR SIGNAGE PARTIES INVOLVED: OWNER CARMEN MCKEE SIGN CONTR SKYLINE DESIGNS LLC APPLICATION TOTALS 200.00 200.00 PROJECT TOTALS 0 800.00 0 800.00 DEPARTMENT TOTALS 0 1,400.00 0 1,400.00 REPORT TOTALS 0 1,400.00 0 1,400.00 Board of Public Works and Safety May 10, 2016 Page 8 PERMITS ISSUED 7 7 ** END OF REPORT - 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