Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES October 30, 2018 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, October 30, 2018 at 9:00 a.m. in the Common Council Chambers. Members present were: Cindy Murray, Ron Shriner, Norm Childress and Amy Moulton. Absent: Gary Henriott Jacque Chosnek, 1st Deputy City Attorney, was also present. Mrs. Murray called the meeting to order. The Pledge of Allegiance was given to the flag of our Country. MINUTES Mr. Shriner moved for approval of the minutes from the October 23, 2018 regular meeting. Mrs. Moulton seconded. Passed. NEW BUSINESS Lafayette Renew Recommendation for Award-2018 Sewer Rehabilitation Project Brad Talley, Renew Superintendent, presented to the Board and recommended approval of a Recommendation for Award for the 2018 Sewer Rehabilitation Project with Insituform Technologies USA LLC in the amount of $485,771.00. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Contract-2018 Sewer Rehabilitation Project Mr. Talley presented to the Board and recommended approval of a Contract for the 2018 Sewer Rehabilitation Project with Insituform Technologies in the amount of $485,771.00. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Notice to Proceed-2018 Sewer Rehabilitation Project Mr. Talley presented to the Board and recommended approval of a Notice to Proceed for the 2018 Sewer Rehabilitation Project that starts today on October 30, 2018. The substantial completion date is April 7, 2019 and the final completion date is May 7, 2019. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Engineering Contract-Curb, Sidewalk and Drive Approach Replacement for 19 N. 29th Street (Dixon Construction) Jeromy Grenard, Public Works Director, stated that proposals under the amount of $5,000.00 for this project were accepted by Dixon Construction in the amount of $2,026.00, Heartland Excavating in the Board of Public Works and Safety October 30, 2018 Page 2 amount of $2,995.00 and Xtreme Contractors in the amount of $5,087.00. Mr. Grenard presented to the Board and recommended approval of a Contract for the Curb Sidewalk and Drive Approach for 19 N. 29th Street with Dixon Construction in the amount of $2,026.00. Mrs. Moulton moved for approval. Mr. Childress seconded. Passed. Notice to Proceed- Curb, Sidewalk and Drive Approach Replacement for 19 N. 29th Street (Dixon Construction) Mr. Grenard presented to the Board and recommended approval of a Notice to Proceed for the Curb, Sidewalk and Drive Approach Replacement for 19 N. 29th Street. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. Contract-Installation of Limestone Step for 624 South Street (Xtreme Contractors) Mr. Grenard stated that proposals under the amount of $5,000.00 for this project were accepted by Xtreme Contractors in the amount of $996.00, Heartland Excavating in the amount of $2,125.00, Dixon Construction in the amount of $2,200.00, and Milestone Contractors in the amount of $6,295.00. Mr. Grenard presented to the Board and recommended approval of a Contract for the Installation of Limestone Step at 624 South Street with Xtreme Contractors in the amount of $996.00. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Notice to Proceed- Installation of Limestone Step for 624 South Street (Xtreme Contractors) Mr. Grenard presented to the Board and recommended approval of a Notice to Proceed for the Installation of Limestone Step at 624 South Street. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Contract-Gutter Replacement for SW Corner of Alabama Street & 4th Street (Xtreme Contractors) Mr. Grenard stated that proposals under the amount of $5,000.00 for this project were accepted by Xtreme Contractors in the amount of $4,527.00, Dixon Construction in the amount of $4,914.00 and Heartland Excavating in the amount of $4,965.00. Mr. Grenard presented to the Board and recommended approval of a Contract for Gutter Replacement at the SW Corner of Alabama St. & 4th Street with Xtreme Contractors in the amount of $4,527.00. Mr. Childress moved for approval. Mrs. Moulton seconded. Passed. Notice to Proceed- Gutter Replacement for SW Corner of Alabama St & 4th Street (Xtreme Contractors) Mr. Grenard presented to the Board and recommended approval of a Notice to Proceed for the Gutter Replacement at the SW Corner of Alabama Street & 4th Street. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Contract- Curb, Sidewalk and Drive Approach Replacement for 2418 N. 18 Street (Dixon Construction) Mr. Grenard stated that proposals for this project were accepted by Dixon Construction in the amount of $8,002.00, Xtreme Contractors in the amount of $11,202.00, and Heartland Excavating in the amount of $11,695.00. Mr. Grenard presented to the Board and recommended approval of a Contract for the Curb, Sidewalk and Drive Approach Replacement at 2418 N. 18th Street with Dixon Construction in the amount of $8,002.00. Mr. Childress moved for approval. Mrs. Moulton seconded. Passed. Board of Public Works and Safety October 30, 2018 Page 3 Notice to Proceed- Curb, Sidewalk and Drive Approach Replacement for 2418 N. 18 Street (Dixon Construction) Mr. Grenard presented to the Board and recommended approval of a Notice to Proceed for the Curb, Sidewalk and Drive Approach Replacement for 2418 N. 18 Street. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Legal Counsel Resolution 04-2018 A Resolution of the Board of Public Works and Safety of the City of Lafayette, Indiana, Recommending the Participation of Said City in the Motor Fuel Budgeting Program of the Indiana Bond Bank for the 2019 Budget Reimbursement Agreement in Connection Therewith and Other Related Matter Mike Jones, Controller, presented to the Board and recommended approval of Resolution 04-2018 A Resolution of the Board of Public Works and Safety of the City of Lafayette, Indiana, Recommending the Participation of Said City in the Motor Fuel Budgeting Program of the Indiana Bond Bank for the 2019 Budget Year, the Execution of the Qualified Entity Reimbursement Agreement in Connection Therewith and Other Related Matters. Mr. Jones stated that participating in the program acts as an insurance policy against the price fluctuations. Mr. Jones explained the process and function of the bond bank. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Purchasing Declaration of Worthless Property-Clerk’s Office Dave Payne, Purchasing Manager, presented to the Board and recommended approval of a Declaration for Worthless Property for the Clerk’s Office that includes a Widmer Time Recorder Model No. T-LED-# Serial No. 256675. Mr. Payne stated that this item will be recycled. Mr. Childress moved for approval. Mr. Shriner seconded. Passed. CLAIMS Mr. Jones presented for Board approval, Claims in the amount of $7,195,613.06. Mrs. Murray asked if there were any further questions and there were none. Mr. Shriner moved for approval. Mr. Childress seconded. Passed. DEPARTMENAL UPDATE Street/Sanitation Department Street Commissioner, Dan Crowell and Sanitation General Foreman, Ron Berryman gave the following update: For some time now the Sanitation Department has been stretched as thin as we can go. Inner-city housing construction in the downtown area such as the Midwest Rental and Erie St. redevelopments have added homes to the routes. New developments in the suburbs like Cobblestone, Brittany Chase, Herron Bay, Woodfield Village, and Rush Grove have also added a significant number of homes along with the annexations of Weston Woods, Amelia Station, and the surrounding areas. The Sanitation Department has Board of Public Works and Safety October 30, 2018 Page 4 absorbed all of these growths and annexations into the current routes without adding any manpower or equipment, and we are now stretched beyond a reasonable and safe limit. The standard for this type of residential collection is about 100 houses per hour per truck (equivalent to 36 seconds per house) for just garbage pick-up, and our crews are collecting both the garbage and recycle. This time includes the drive time from one house to the next, hopping off the truck and rolling the toters to the lifts, dumping both the recycle and garbage at the same time, pushing the toters back to the curb, making sure the area is clean, and picking up any extra or dropped items and then getting back on the truck. Our eight hour day should be set up like this:  100 houses per hour x 6 hours (Route Time) = 600 houses per day per crew / route  30 minute transfer trips to unload x 2 = 1 hour  1 hour remaining for getting the truck ready in the morning, fueling at the end of the day, and for lunch. We currently run 7 garbage and recycle routes each day. Most of our routes are currently over the 600 household standard by 30 to 70 stops, and this causes some crews to skip their lunch in the interest of completing their routes and not working over their shift. This creates more stress and fatigue for the crews, and injuries and safety issues are likely to start rising. We have asked the crews to do more because of the past growth, and they have responded with a lot of hard work and sacrifice. The increase in route size has also resulted in more wear and tear on the trucks. The extra houses each day can add up fast. This gives the trucks accelerated wear and creates more down time for repairs, resulting in even more workloads for the rest of the fleet and the crews. In response to this, we are implementing a plan to increase from 7 to 8 routes each day. We currently service 22,065 households, and we have created new routes to bring the route sizes closer to 600. This will allow us to relieve the excess stress and fatigue on the crews by making the routes the proper size. It will also create a space at the end of the week for regular truck maintenance, washing, and repairs to get ready for the next work week. The new routes will result in 3,212 houses changing collection days. We hope to start the new routes in February of 2019. We will provide letters to all the households that will be changing collection days, and we will also provide information on the City of Lafayette website. We have purchased two new Labrie/Crane Carrier vehicles that have been specially built to fit our program. The new trucks are double-sided, dual-collection vehicles that will allow us to be efficient and safe. The crews are welcoming the changes and are currently in training to learn how to run the new routes and operate the new trucks so that the February change will be as smooth as possible. We have also added a third large item truck to accommodate the growing routes and increases in large item collection. These changes should bring the Sanitation Department back in line and create a safe environment for our employees. It will also allow us to take better care of the vehicles, creating longevity for our fleet. Time: 9:19 a.m. BOARD OF PUBLIC WORKS AND SAFETY Cindy Murray s/s President Pro-Tem 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 or online at http://www.lafayette.in.gov/agendacenter. **A list of all permits issued for the preceding week is available at http://www.lafayette.in.gov/DocumentCenter/Index/375