Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES December 6, 2016 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, December 6, 2016 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Norm Childress, Dawn Ross and Ron Shriner. Absent: Cindy Murray 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 November 29, 2016 regular meeting. Mrs. Ross seconded. Passed. NEW BUSINESS Engineering Certificate of Completion-2016 CDBG Fall Tree Planting Project Jenny Leshney, Public Works Director, presented to the Board and recommended approval of a Certificate of Completion for the 2016 CDBG Fall Tree Planting Project with Williams Creek Management. Mr. Shriner moved for approval. Mrs. Ross seconded. Passed. Certificate of Completion-Big Four Depot Plaza Renovations and Interior Renovations Mrs. Leshney presented to the Board and recommended approval of a Certificate of Completion for the Big Four Depot Plaza Renovations and Interior Renovations. The final contract amount is $1,187,290.06. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Change Order #1-City Hall Plaza Project Mrs. Leshney presented to the Board and recommended approval of Change Order #1 for the City Hall Plaza Project with Heartland Excavating. The change order is in the amount of $4,800.00 which brings the revised contract amount to $46,791.79. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Certificate of Completion-City Hall Plaza Project Mrs. Leshney presented to the Board and recommended approval of a Certificate of Completion for the City Hall Plaza Project. Mr. Shriner moved for approval. Mrs. Ross seconded. Passed. Board of Public Works and Safety December 6, 2016 Page 2 Acceptance for Maintenance-Hawthorne Lakes Subdivision, Section 4 Bob Foley, Engineering, presented to the Board and recommended approval of an Acceptance for Maintenance for Hawthorne Lakes Subdivision, Section 4 which is the final section of the subdivision. The Engineering Office has reviewed the as-built drawings and received the maintenance bond. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Change Order #4-Beckenham Trail Mr. Foley presented to the Board and recommended approval of Change Order #4 for Beckenham Trail in a decrease in the amount of $14,093.56 which brings the revised contract amount to $289,346.45. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. Certificate of Completion-Beckenham Trail Mr. Foley presented to the Board and recommended approval of a Certificate of Completion for Beckenham Trail. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Legal Counsel Water Tower Lease Agreement with GTE Mobilnet of Indiana President Henriott stated that this item will be tabled due to insurance requirements. Mr. Childress moved to table this item. Mr. Shriner seconded. Tabled. Lafayette Housing Authority Agreement between Lafayette Housing Consortium and Lafayette Housing Authority Tenant Based Rental Assistance Program 2016-2017 Valerie Oakley, Project Manager, presented to the Board and recommended approval of an Agreement between Lafayette Housing Consortium and Lafayette Housing Authority Tenant Based Rental Assistance Program 2016-2017. The agreement is in the amount of $101,000.00 and provides 12 months of assistance for up to 18 additional families through the end of 2016. Mrs. Ross moved for approval. Mr. Shriner seconded. Passed. CLAIMS Mike Jones, Controller, presented for Board approval, Claims in the amount of $1,740,907.11. President Henriott asked if there were any further questions and there were none. Mr. Childress moved for approval. Mrs. Ross seconded. Passed. MISCELLANEOUS Retirement Announcement of K-9 Officer Douwe President Henriott presented to the Board and recommended approval of a Transfer Agreement for K-9 Officer Douwe. K-9 Douwe is retiring and will have ownership transferred to Sergeant Scott Anderson without reimbursement or compensation. Mrs. Ross moved for approval. Mr. Childress seconded. Passed. Board of Public Works and Safety December 6, 2016 Page 3 Proclamation-Indiana Statehood Day and Bicentennial President Henriott, on behalf of Mayor Roswarski, gave the following proclamation- Whereas Sunday, December 11, 2016 marks the 200th anniversary of the day President James Madison signed the act admitting Indiana as the 19th state of the Union; and Whereas On the occasion of Indiana’s 200th birthday, we honor the culmination of the Bicentennial year in Indiana – a year of celebrating history, nature, and community and igniting the future for generations to follow; and Whereas We take this opportunity today to recognize the many community leaders and volunteers who played vital roles in creating the legacies of this year that we will long treasure and the stories that will be told for years to come; and Whereas One year ago we celebrated the promise of the Bicentennial year for residents and visitors, today we pause to remember the Hoosier values and pride we saw on display, and make a promise to continue in the spirit of the Bicentennial and create a brighter future for our children; Now Therefore, I, Tony Roswarski, Mayor of Lafayette, do hereby proclaim December 11, 2016 as Indiana Statehood Day and Bicentennial And invite all citizens to duly note this occasion. In Testimony Whereof, I hereto set my hand and cause to be affixed the official seal of my office. Proclaimed at the City of Lafayette, Indiana this 6th day of December, 2016, for the 200th anniversary of Indiana Statehood and in the 240th year of the Independence of the United States of America. DEPARTMENTAL UPDATE Purchasing Department Rick Morrissey, Purchasing Manager, gave the following update: Bid Requests: Required for any purchases to be in excess of $150,000 We have been soliciting sealed bids with Tippecanoe County Government since 2005. Those bids include GSLS+RM, Asphalt product and Road Salt. The JPB has approved to include the Towns of Battle Ground, Shadeland and the City of West Lafayette. Other bids we solicit for are fuels (contract renewed since 2007) and Sodium Bisulfite & Sodium Hypochlorite (have invited West Lafayette for the past several years) and also Hydrochloric Acid. Requests for Quotes: Required for purchases between $50,000 & $150,000 Those items we solicit for quotes include Fleet Maintenance Supplies, City-Wide Mowing, Reservoir Mowing, Ordinance Violations Mowings, Traffic Paints and Sundry items (done with West Lafayette) and Non-Hazardous Waste Hauling (WPCD). Administrator for the following programs: P-Card program through JP Morgan Chase supported by use of 56 cards throughout our departments. Approve online orders through 5 vendor websites. Warehouse Management Manage the function of the total operation. This includes ordering in inventory, inventory control and all deliveries to our various departments. As of 11/14/2016 149 incoming deliveries have been received from various vendors and a total of 419 deliveries have been made to departments. Natural Gas Supply Board of Public Works and Safety December 6, 2016 Page 4 In 2014, the City of Lafayette contracted with EDF Energy Services for natural gas supply to 47 city- owned locations. EDF categorizes 2 programs of marketed natural gas supply based on unit measure in decatherms. The 1st program is known as their 225 program and is defined by total monthly use of 5,000 decatherms or less. The 2nd program is known as their 245 program and is defined by total monthly use exceeding 5,000 decatherms. EDF evaluates each metered location and hedges a 4-year average. If we are under the hedged amount, we receive a credit. If we exceed the hedged amount, we pay the current market rate for the decatherms used. Under the 225 program for the 1st 9 months of 2016, the City of Lafayette had a total savings of $8,344.26. Under the 245 program for the 1st 9 months of 2016, the City of Lafayette had a total savings of $6,082.51 or a total combined savings of $14,426.77. Time: 9:20 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://www.lafayette.in.gov/DocumentCenter/Index/375