Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES August 2, 2016 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, August 2, 2016 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Dawn Ross, Norm Childress and Ron Shriner 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 Mrs. Murray moved for approval of the minutes from the July 26, 2016 regular meeting. Mr. Childress seconded. Passed. BID OPENING 2016 Fall Tree and Right of Way Planting Project This being the time set to open bids for the 2016 Fall Tree and Right of Way Planting Project, the following bid was received and opened: Yardberry Landscape Anderson, Indiana Beckenham Trail: $6,915.00 Greenbush Median and Street Trees: $78,719.00 Sagamore Pkwy Phase II: $59,885.00 430 S. Roundabout: $68,650.00 Mr. Shriner moved to take the bid under advisement for further review. Mrs. Ross seconded. Passed. OLD BUSINESS Change Order #1-Wayfinding Signage Phase II President Henriott stated that this item will remain tabled. NEW BUSINESS Economic Development Change Order #2-Streetscape Phase V Mr. Carson presented to the Board and recommended approval of Change Order #2 Streetscape Phase V for revised quantities and items. The change order is a decrease in the amount of $79,154.89 which brings Board of Public Works and Safety August 2, 2016 Page 2 the revised contract amount to $1,670,640.44. Mrs. Ross moved for approval. Mr. Shriner seconded. Passed. Engineering Change Order #1-2016 Curb, Sidewalk and Ramp Replacement Project President Henriott stated that this item will be tabled due to not having a signature from the contractor. Mrs. Murray moved to table. Mrs. Ross seconded. Tabled. Purchasing Declaration of Surplus Property-Fire Department Rick Morrissey, Purchasing Manager, presented to the Board and recommended approval of a Declaration of Surplus Property for Fire Department that includes 52 radios. The radios are not upgradable to the P25 Digital format and need to be replaced. The Fire Department is working on options to make this transition as affordable as possible. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Resolution 02-2016 A Resolution to Authorize the Exchange of Surplus Radios with West Lafayette Indiana Mr. Morrissey presented to the Board and recommended approval of Resolution 02-2016 A Resolution to Authorize the Exchange of Surplus Radios with West Lafayette, Indiana. Mr. Morrissey stated that the West Lafayette Fire Department will exchange radios with the Lafayette Fire Department and be able to make the upgrade, saving substantial money on needing to buy new radios. Mrs. Murray moved for approval. Mr. Childress seconded. Passed. Water Pollution Control Task Order #1-Sanitary Sewer Master Plan Phase 2 Brad Talley, Water Pollution Control Superintendent, presented to the Board and recommended approval of a Task Order #1 with Wessler Engineering for Sanitary Sewer Master Plan Phase 2. The original agreement for Phase I of the Master Plan was approved in August 2015 with the intent of this being a three (3) phase effort. The WPCD will use this master plan in a variety of ways, including budgeting, planning and optimizing future project. This task order is not to exceed $100,000.00 and will be completed by December 2016. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $4,401,095.18. President Henriott asked if there were any further questions and there were none. Mrs. Ross moved for approval. Mr. Shriner seconded. Passed. Board of Public Works and Safety August 2, 2016 Page 3 MISCELLANEOUS Special Event Request-St. Boniface Assumption Pilgrimage President Henriott presented to the Board and recommended approval of a Special Event Request for the St. Boniface Assumption Pilgrimage to be held on August 13, 2016 from 5:00pm until 7:00pm on the John T. Myers Bridge and Riehle Plaza. Mr. Childress moved for approval. Mr. Shriner seconded. Passed Special Event Request-Community Gathering for Prayer President Henriott presented to the Board and recommended approval of a Special Event Request for the Community Gathering for Prayer to be held on September 11, 2016 at 1:00pm until 4:00pm on the John T. Myers Bridge. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. DEPARTMENTAL UPDATE Water Pollution Control Brad Talley, Water Pollution Control Superintendent, gave the following update:  The City of Lafayette Water Pollution Control Department is broken down into six divisions. These divisions include; plant operations, laboratory, maintenance, collection system, surveillance, and storm water. The department is staffed 24 hours a day and has personnel available for a rapid response to any issue that may come up.  The plant operations staff, managed by Wally Hare, has effectively treated and average of 19.7 million gallons of wastewater per day in 2016 or a total of nearly 4 billion gallons. The wastewater plant is averaging 98% removal of CBOD, 99% of solids and nearly 100% removal of ammonia.  The laboratory is staffed by 2 technicians and managed by Brian Butler. The lab provides support on various plant processes, industrial discharges and other miscellaneous waste streams. So far in 2016 the lab staff has completed over 17,000 analyses for the department.  The department’s maintenance personnel, managed by Jason Burkes, are responsible for maintenance at the wastewater treatment plant and the 27 pumping stations throughout the City. Every piece of equipment is vital to the continued operations of the department and can range from very small components to a 1000 horsepower blower.  The collection system personnel, managed by Pete Corbin, are responsible for the maintenance of nearly 600 miles of sewers within the department’s service area. Maintenance of the collection system includes sewer cleaning, root cutting, repair, televising and inspection. This division is also responsible for underground locate calls.  The surveillance division, managed by Brian Beeler, is responsible for ensuring that the City’s 15 permitted significant industrial users and 5 permitted general industrial users maintain compliance with the City’s Sewer Use Ordinance. The surveillance crew is also responsible for the City’s land application program. So far in 2016, over 7.6 million gallons of biosolids have been applied to farm ground as a valuable nutrient.  Stormwater personnel, managed by Dale Chumley are responsible for erosion control inspection, illicit discharge investigation, street sweeping, and green infrastructure maintenance, all while maintaining the stormwater collection system. Public education programs are an integral part of the Stormwater Utility. Educations programs that the department is involved in include:  Wabash Riverfest  Paint the Rain – rainbarrel promotion Board of Public Works and Safety August 2, 2016 Page 4  4-H Fair education booth  Videos – Blue is the New Green, Stormwater Quality Inspections, Proper Concrete Washout, Street Sweeping Awareness  TV 18 Commercials – Household Pollution Prevention  Erosion Control Education and Contractor Training  Educational Pamphlets – Grease & Oil, Mowing, Stormwater Solutions PROJECTS  Compliance with newly mandated Phosphorus regulations begins on August 1, 2016. The department has worked with the City Council to incorporate new Phosphorus Discharge limits in the Sewer Use Ordinance. The department then worked with the Board of Public Works & Safety to integrate these limits into the Industrial User Permits in order to limit the amount of Phosphorus entering the wastewater treatment plant. Treatment options for the wastewater treatment plant were evaluated and chemical treatment was identified as the most efficient and cost effective for the City. Construction of the treatment processes has been complete, and the City began meeting the new regulations June 17th 2016.  The Brown Street sewer project is scheduled to begin this year. This project is identified in the next phase of the CSO Long Term Control Plan. The project will include a large diameter gravity sewer along Brown Street from Erie Street to 3rd Street. It will also connect to the Greenbush sewer that was installed in the spring of 2016. A very complicated connectivity structure will be constructed at the intersection of Greenbush and Elmwood Avenue beginning in the fall of 2016. The completion of this project will eliminate localized street flooding on North 27th Street and keeps the City in compliance with State and Federal CSO regulations.  The Greenbush CSO Storage Tank project is currently being designed and is scheduled to begin construction in 2017. This project is also identified in the next phase of the CSO Long Term Control Plan. This project will include an estimated 5.9 million gallon storage tank along the riverfront near Lybolt Park. The tank is expected to be completely underground and will be incorporated into the riverfront development plan that is being designed through the Wabash River Enhancement Corporation (WREC). This project along with the Brown Street sewer are designated to have the construction complete by the end of 2019 and then a 1 year post construction monitoring to occur in 2020.  The department is currently working on a Comprehensive Strategic Plan. As the City and the WPCD move forward, resource management and community partnering will become an ever growing opportunity to maximize environmental benefits and keep costs down for rate payers. The department is looking to re-brand and become more of a community resource utilizing community outreach and partnering with our industrial leaders for public private partnerships. Lafayette will be a leader for how utilities operate in the future. 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 August 2, 2016 Page 5 *A digital audio recording of this meeting is available in the Lafayette City Clerk’s Office. Board of Public Works and Safety August 2, 2016 Page 6 Board of Public Works and Safety August 2, 2016 Page 7