Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES September 6, 2016 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, September 6, 2016 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Norm Childress, Ron Shriner and 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 Mrs. Murray moved for approval of the minutes from the August 30, 2016 regular meeting. Mrs. Ross seconded. Passed. QUOTE OPENING Alabama Street Gutter Replacement President Henriott stated that there were no quotes submitted. OLD BUSINESS Special Event Request-OUTFest Revised Request (tabled 8/30/16) Mr. Shriner moved to remove this item from the Table. Mr. Childress seconded. Removed. Margy Deverall, OUTFest Co-Chair, presented to the Board and recommended approval of a Special Event Request for OUTFest. Mrs. Deverall stated that the revision includes the street closure requesting to change the closure time for Main Street, between 4th & 6th Streets, and 5th Street north of Main only. This will alleviate potential conflicts with customers (not vendors) parked on those blocks for the Farmers Market and reduce or eliminate the likelihood of having to tow cards in order to begin the early setup. Mrs. Deverall stated that the 2nd Good Neighbor Letter was handed out to businesses affected by the time change request and answered any questions that arose about that letter. Mr. Shriner moved for approval. Mrs. Ross seconded. Passed. NEW BUSINESS Engineering Recommendation for Award-2016 Fall Tree and Right of Way Planting Project (Re-Bid) Leanne Wells, Urban Forester, presented to the Board and recommended approval of a Recommendation for Award for the 2016 Fall Tree and Right of Way Planting Project (Re-Bid) with Custom Cuts Lawn Care Inc. in the amount of $71,882.15. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Board of Public Works and Safety September 6, 2016 Page 2 Contract-2016 Fall Tree and Right of Way Planting Project (Re-Bid) Ms. Wells presented to the Board and recommended approval of a Contract for the Fall Tree and Right of Way Planting Project (Re-Bid) with Custom Cuts Lawn Care Inc. in the amount of $71,882.15. Mrs. Murray moved for approval. Mrs. Ross seconded. Passed. Notice Proceed-2016 Fall Tree and Right of Way Planting Project (Re-Bid) Ms. Wells presented to the Board and recommended approval of a Notice to Proceed for the 2016 Fall Tree and Right of Way Planting Project (Re-Bid). Ms. Wells stated that the work will begin sometime between mid-September/mid-October with working be complete in November. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Change Order #2-Big Four Depot Renovations Jenny Leshney, Public Works Director, presented to the Board and recommended approval of Change Order #2 for the Big Four Depot Renovations. The change order is a deduction of ($574.94). Mrs. Ross moved for approval. Mrs. Murray seconded. Passed. Inspection Contract –South Street and Scott Street Intersection Mrs. Leshney presented to the Board and recommended approval of an Inspection Contract for the South Street and Scott Street Intersection with TBird Designs in the amount of $64,500.00. Mrs. Leshney stated that this project will be bid out in January 2017. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $6,115,964.99. President Henriott asked if there were any further questions and there were none. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. DEPARTMENTAL UPDATES Information Technology Andy Milam, IT Director, gave the follow update: Board of Public Works and Safety September 6, 2016 Page 3 Marketing Kara Bishop, Marketing Director, gave the following update: This November marks two years since the creation of the Communications Department for the City of Lafayette. It has been an honor to develop and cultivate a communications and marketing component for the city that not only supports each city department's communications needs, but also provides comprehensive awareness, education and transparency for our residents and visitors. Why Communications AND Marketing? The world is changing and local government has a tremendous opportunity to transform their role by taking their cities to the next level, both locally and globally. It is not enough for government to just communicate. In order to compete in a global economy we must also market our city. We must think and act like a business by celebrating accomplishments, actively competing for industry and growth and aggressively selling quality of life. Board of Public Works and Safety September 6, 2016 Page 4 The mission of the City of Lafayette Communications Department is to connect and communicate with a variety of audiences, across multiple platforms, on a consistent basis with the goal of educating, engaging and entertaining. EDUCATING: An informed public is an educated public. We strive to not only tell people, but tell them why. This strategy allows us to own the message and stress the importance of community awareness and how each city project/program benefits each individual. ENGAGING: Our communication/marketing must be pro-active. We connect through a variety of content, as well as a variety of platforms. From traditional media to social media, communication must happen on many levels and each outreach must be communicated differently, depending on delivery, to achieve ultimate engagement and citizen support and empowerment. ENTERTAINING: We have some amazing stories to tell. From department specific, to city-wide, we are dedicated to telling the stories that make our services and our community unique and special. We use a variety of creative components from photos to video, even live event coverage, to accomplish above average results. So what have we been doing for the last 2 years? • City website redesign and content development - launch July 2015 - monthly average page views: 55,796; uniques 42,725 • City app design and content development - launch February 2016 - to date we have 1,023 downloads • Developed comprehensive social media strategy for city specifically on Facebook and Twitter, cultivated positive/supportive environment, posts follow a strategic audience profiling and analytics data strategy along with buying strategies, even time of day driven content - Likes on Facebook have gone from 2,153 to 7,883 (+5,730), monthly reach 15,800 - Consistently reach more than 7,500 people on Facebook every day, 43 cities - Post reach averages 5,000-10,000 depending on content, highest reach to date was 167,000 for bridge explosion (went viral), also did several contests - Facebook engagement highlights include road projects, staff awareness, community initiatives and downtown development - Followers on Twitter have gone from 2,700 to 5,253 (+2,553) - Average 100,000 impressions each month - Twitter engagement highlights include local news, sports/recreation, and shares with crime/safety (LPD) Board of Public Works and Safety September 6, 2016 Page 5 - BUY examples, analytics/profile driven, success with workforce: GE hiring/awareness 66,528, SIA hiring 47,086 and Fort Campbell 15,307, strategize though demographics, age, interests and job availability (message+audience+low$= huge impact) - If you combine all of the city social media platforms we reach 33,400 every day • Covered hundreds of local events (both city generated & other) as well as awareness support for local business announcements (GLC partnership) • Hub for media notices and press releases • Supported and developed communication and marketing strategies for a variety of department specific projects • Media outreach and public relations • Presentation design/development and event planning • Graphic design and photography • Press conferences • Community Safety and Crime Prevention communications strategy with LPD (launched September 2015) • Economic, workforce and talent development outreach • Industry support initiatives • Provide quotes and content for media coverage • Campaign/project development (just to name a few) - America's Best Communities project - Recycling and new toter awareness - Downtown merchant awareness, shop owner stories and shop video - "Likes" campaign on FB with Almost Home Humane Society and others - Mayor's Youth Council video series - Restore Sagamore communication/online development - Main Street Streetscape marketing campaign and Will/Marq video series Board of Public Works and Safety September 6, 2016 Page 6 - Water Wisdom, weekly social media campaign - Parks events and programing (Art in the Park, Walking Towards Wellness) - Utility Billing new billing service transition and Citizen Self Service feature How have we grown? Approximately 10 months into the first year of the Communications Department, it was evident we needed to expand and realign/develop some marketing presence for other departments (specifically parks). A Marketing Coordinator position was developed and we hired Stacey Baisden in October 2015. Stacey has taken on the role of overseeing marketing for parks and specifically the event development for the Art in the Park art and music festival series, as well as backup support for city communications/marketing as assigned. Also under the communications/marketing umbrella comes a part-time marketing manager for the parks and the zoo. What's next? See above. Momentum is building. Our audiences not only appreciate the increased levels of communication, but they have more importantly come to expect it. We are engaging with more people than ever before. It is an exciting time as we continue to offer internal department-specific support and strengthen our focus externally on the areas of workforce and talent development, community safety and quality of life, all while staying on top of government communications research and social media trends. In closing I would like to reiterate that this department exists because of everyone in this room and I am personally so thankful for how you have all embraced the Communications Department. Our sole purpose is to support the great things our government and our community do every single day. Everything matters. We will never run out of stories to tell. Thank you! Time: 9:30 a.m. BOARD OF PUBLIC WORKS AND SAFETY APPEAL MINUTES September 6, 2016 Appeal Hearing: The Board of Public Works and Safety met on Tuesday, September 6 2016 at 9:30 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 reconvened the Board of Works meeting. Animal Control Appeal for Hornor Jesse Leroy Hornor (tenant and dog owner), Wendy Jo Allen (landlord), ACO Josh Klumpe and ACO Jenna Manuel were all present. Ed Chosnek stated that the Board has received a packet that includes all call and history of Mr. Hornor and his various dogs going back to 2012. Mr. Chosnek stated that the first incident report was filed on March 14, 2012 where a caller made a call that there was a brown dog that was running loose in her neighborhood for the past 6 days and has appeared to have chewed through a rope that it may have been Board of Public Works and Safety September 6, 2016 Page 7 tied to. ACO Randy Hale, now retired, handled that call and spoke with Mr. Hornor at that time. Mr. Hornor explained that the dog broke its leash and jumped the fence. ACO Hale stated in the report that there wasn’t anything particular wrong. Mr. Chosnek stated that the next call happened on October 24, 2012 where there was a call about dogs fighting. It turns out that the call was made by a friend of Mr. Hornor’s daughter. Two of the dogs that were owned by Mr. Horner were fighting over food but everything settled down by the time that ACO Hale arrived. Mr. Chosnek stated that on April 10, 2013 there was a call and report that there was a loose pit-bull chasing a lady into a house. An LPD officer was dispatched to the call because the ACO’s were off duty at the time. The dog was friendly but they had a difficult time getting back into its home. This is another incident showing that the owner did not maintain the animal on its property. Mr. Chosnek stated that the next call happened on June 21, 2013 where there was a call made that a neighbor was bit by another neighbor’s dog. The LPD assisted the call but there was not anything further done. Apparently the neighbor was in the ER at St. Elizabeth Central. Mr. Chosnek stated that the next call happened was on November 16, 2013 where there was a call about a dog was not on a leash, out running around and looked injured. The dog has a leash attached to it and the dog was dragging it around. The neighbor was afraid and ran from it, but was not bitten. Mr. Chosnek stated that the dog went back to the owner’s home and the owner was advised to keep the dog maintained on their property under control. Mr. Chosnek stated that the next incident happened on June 2, 2014 where there was a call made about multiple dogs outside in the rain. At that time ACO Manuel went out and found two (2) dogs that were outside in the rain, the owner indicated that there were dog houses that they could get in. When ACO went around to the back of the home she noticed a third dog in the garage. The owner advised that the in- tact male was in the garage does not get along with the other dogs so the dog was kept in the garage. ACO Manuel advised the owner that neutering the dog would make things better. Mr. Chosnek stated that the next call was made on August 1, 2014 where there was a call about the dogs that were not being taken care of. ACO Baldwin assisted with that call where he checked the two dogs in the backyard. One of the older dogs has flea bites, ACO Baldwin went back several times to check on the older dog, Sparky, but discovered the dog was deceased either from old age or improper care. Mr. Chosnek stated that the next report happened on August 8, 2014 where ACO Klumpe assisted the call. ACO Klumpe found a dog asleep in the front yard; not on a leash or fenced in area. Mr. Chosnek stated that the next call was made on January 7, 2015 where the temperatures were a below freezing day. The call was about a dog outside in the harsh temperatures/conditions. ACO Manuel advised the owner that if the dog continues to be left outside there will citations issued and depending on the situation, the dog could be ceased for by virtue of mistreatment and improper ownership. The dog in question was the sheltie/collie named “Buster”. Mr. Chosnek stated that with all of these calls there were never any citations issued. Basically the ACO’s attempted to educate the owners regarding proper care and treatment of their animals. Mr. Chosnek stated that the next report happened on April 3, 2015 where a call was made to LPD and said “would you send somebody to shut-up the neighbor’s dogs” and then hung up. So there was not much information about the caller but the LPD officer went to the home talked to the owners and told the owner that they needed to keep them inside or quiet. Mr. Chosnek stated that the next report happened on November 21, 2015 where there was a call that there were two dogs and 5-6 puppies that were outside and concern for the condition of the dogs. ACO Manuel assisted with the call. Mr. Chosnek stated that these last two or three reports are the real reason of the removal. The prior history is a history to show that there have been many efforts to attempt to educate the owners regarding the proper responsibility and need to care. Mr. Chosnek stated that there are two dogs and 5-6 puppies were inside the home. ACO Manuel stated that there were 5-6 puppies outside in a window well, two adult dogs; a black female pit-bull named “Niko” and a tan male sheltie/collie mix Board of Public Works and Safety September 6, 2016 Page 8 named “Buster” and if anything was at all wrong the dogs should be taken. ACO’s went and checked to make sure the dogs were not going to be left outside and will continue checking again. Mr. Chosnek stated that this particular dog got pregnant again less than a year later. ACO got a call that there were 5 puppies running around in front of the house on the road on August 21, 2016. The report indicates that ACO Manuel noticed 5 puppies running in the road in front of 2810 Elk Street. She was able to catch 3 of the 5 puppies where the other 2 reentered the fenced area where apparently there was a gap in the fence. ACO Manuel attempted to contact the owner of the puppies which is Mr. Hornor. No contact was made at the door. While standing on the front porch ACO Manuel witnessed the front window having a message in pink window paint. The message read “If you want them come get them. 2 free puppies. Don’t hesitate. Pitbull mix.” ACO Manuel then noticed 2 bowls that were placed on the porch that where empty and could not locate any water for the animals. There were 3 other dogs there; a black female pit-bull named “Niko”, a tan male sheltie/collie mix named “Buster” and a third dog located in the garage named “Mack”. There was no way to secure the puppies so ACO Manuel removed them. Mr. Hornor was issued a citation for the puppies running at large and for lack of care and provisions. Then the 5 puppies were transported to Almost Home Humane Society (AHHS). Mr. Chosnek had ACO Manuel come to the podium and go over the pictures of the dogs, house and living conditions that were in the packet. ACO Manuel stated that she transported the 5 puppies to AHHS and where then seen by a medical personnel on staff so the puppies could be checked for fleas and injuries. In the first picture of the all the puppies standing on the scale it was right after they were fed. When AHHS placed bowls on the floor full of wet dogfood the puppies basically attacked the bowls which is an indication that they have not been fed in a while. ACO Manuel went through the pictures describing all 5 puppies to the Board. Puppy #1 is an in-tact black male with patches of fur missing on his head and had fleas. All of the puppies were infested with fleas. Before AHHS started medical on puppy #1 he actual had a bowel movement which contained Styrofoam and plastic. Puppy #2 is an in-tact black/white female with fleas and missing fur on her lip and spots where she was digging at her fur from the flea bites. Puppy #3 is an in-tact black female with fleas and missing several patches on fur on the top of her head and she was very itchy. ACO Manuel stated that she was one of the worst of the three puppies so far. Her skin was extremely sensitive. Puppy #4 is an in-tact brown female with fleas with several bites to her ears and also 2 missing/broken canine teeth. Puppy #5 is an in-tact white/brown female with fleas. Mr. Chosnek asked ACO Manuel to go over the condition of the 3 adult dogs. ACO Manuel stated that she did a follow-up the next day with ACO Klumpe to check on the wellbeing of the adult dogs because there was not food or water the day before. At that time ACO Manuel issued a citation so it can stand as a 24-hour notice that way the owner could contact her and once again discuss the lack of provisions. When ACO Manuel and ACO Klumpe arrived on scene they were greeted at the gate by the sheltie/collie and pit-bull. When they entered the yard they saw one empty bowl. There was another bowl with an inch or two of water but it was very dirty. Later they discovered that one of the neighbors actually filled that with water because they didn’t have any yesterday. ACO Manuel stated that the first picture is a front picture of the house when you walk up. There is lots of debris, plastic and trash in the yard. This picture was taken on the day that she and ACO Klumpe arrived on scene. The next picture is a picture of the pink message written on the front window. The next picture shows that both bowls were completely empty. The next picture shows the in-tact male lab mix named “Mack” in the garage. In the picture you can see that the dog’s living space is very cluster/compact with buckets, miscellaneous items and a large amount of dog feces. The feces had started to turn grey and fuzz over which indicates that the feces had been there for some time. ACO Manuel stated that later that day when she returned after making contact with Mr. Hornor, he was cooperative and did help remove the animal and placed Mack into her truck. Another picture was taken after the dog was taken to show what the garage looks like with feces laying on the floor from the front of the garage where the door is to the back. ACO Manuel stated that Mr. Hornor’s appeal stated that he wants Mack back. Every time that ACO Board of Public Works and Safety September 6, 2016 Page 9 is called to the home Mack has been in the garage. ACO Manuel stated that based on the amount of feces it appears that Mack never is let out of the garage. Other pictures on file are of the house, yard and kennel system. ACO Manuel stated that there were 2 dog houses in the back of the house which one was inside a kennel system. The kennel system was closed and the door was closed with a propane tank blocking the door. ACO Manuel stated that all 3 of the adult dogs were then ceased at that time. Mack was fear aggressive in the sense due to him being in the garage for so long, he was very nervous. Mr. Hornor did help ACO Manuel put Mack into her truck. ACO Manuel stated that once she brought Mack to the shelter they did not do medical on him at that time because he was so fear aggressive. The dog today is very friendly and the staff at AHHS loves him and has had no issues with him. Mr. Chosnek stated that the dog is not the problem in this particular case, it is his care and treatment. ACO Manuel stated that with the proper care and socialization he has been a very friendly dog. All 3 adult dogs were infested with fleas. ACO Manuel issued a citation to Mr. Horner on August 21, 2016 when the puppies were running loose in the street with no provisions provided. Each of those are separate offenses that were assessed a fine of $200.00 each for a total ticket of $400.00. And on August 22, 2016 when ACO Manuel removed the 3 adult dogs she issued Mr. Hornor a citation regarding animal care for 2 dogs left without proper provisions with a fine amount of $500.00. There are 2 citations one for $400.00 and one for $500.00 which have not been paid to date. In all of the prior contacts with Mr. Horner with LPD or the ACOs it was all in efforts to get compliance with proper care and treatment of dogs. And in only the last instance did the ACOs issued tickets. ACO Klumpe stated that you can tell by the history that they have been called there a lot. Up and to the point of the dogs being removed the ACOs felt not taken seriously by Mr. Horner. ACO Klumpe stated that compliance only went so far and then it came to a head on August 21 & 22, 2016. Mr. Childress asked a question regarding the report on June 21, 2013 and April 10, 2013. Mr. Childress stated that the case has been sufficiently made for poor care of the animals but these two reports appear to be safety issues. ACO Klumpe stated that the fence isn’t all that secure and the dogs are able to get out easily. ACO Klumpe stated that LPD responded to the call on June 21, 2013 and was unsure if there was follow-up to the bite. Mr. Hornor, 2810 Elk Street, stated that the incident with the dog chasing the lady back to her house was not his dog. He didn’t get his current pit-bull until 3-4 years ago and that it belonged to his daughter’s friend. Mr. Hornor’s daughter’s friend moved away so he assumed custody of the dog. The 3 adult dogs and 5 puppies belong to him. The pit-bull and the puppies were his and then gave the pit-bull to another guy but the guy brought it back a couple days later because he was moving into an apartment with no pets. Mr. Hornor told that guy that they would take care of the dog until he got another place and was paying Mr. Hornor $50.00 per month and some dog food. That payment arrangement happened one time and then the guy disappeared. Mr. Hornor stated that in the meantime all this other stuff happened with the pit-bull, sheltie/collie and Mack. Mr. Shriner stated that these pictures are of your backyard and no matter who the dogs belong to they are in your yard and you are responsible for them. Mr. Shriner stated that this is wrong, out of control and not acceptable. Mr. Hornor stated that he was taking Mack out in the evenings because he works all day long. Mack doesn’t like other dogs which is why he was in the garage. Mr. Chosnek asked Mr. Hornor how long Mack has been in the garage. Mr. Hornor stated approximately 2 years in the garage but has had Mack for the past 10 years. Mr. Hornor stated that he can take care of Mack if he is the only dog that he has. Mr. Hornor stated that his oldest daughter is home all the time and is pretty good with the dogs. Mr. Shriner moved to deny the appeal and ownership rights are terminated. Mrs. Murray seconded. Denied. Mr. Hornor asked if he was allowed to have others dogs now. Mr. Chosnek explained that this appeal was for Mack’s return only and has been denied. Your rights are not impacted but if Mr. Hornor does have another dog and it’s found in this kind of condition that there will likely be criminal charges Board of Public Works and Safety September 6, 2016 Page 10 added. ACO Klumpe stated that this has been turned over to the prosecutor and could possible go in front of a Judge. The Judge will make that determination whether Mr. Hornor would be allowed to have dogs in Tippecanoe County. Time: 10:10 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. **A list of all permits issued for the preceding week is available at http://lafayette.in.gov/2085/7400/Weekly-Permit-Reports?activeLiveTab=widgets