Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES December 15, 2020 Regular Session: The Board of Public Works and Safety met virtually in a regular session on Tuesday, December 15, 2020 at 9:00 a.m. Members present were: Gary Henriott, Cindy Murray, Amy Moulton, Norm Childress and Ron Shriner 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. Election of Board President Mrs. Murray moved to re-elect Gary Henriott as the 2021 Board of Works President. Mr. Childress seconded. Passed 4-0 on a roll call vote. MINUTES Mrs. Moulton moved for approval of the minutes from the December 8, 2020 regular meeting. Mrs. Murray seconded. Passed 4-0 on a roll call vote. BID UNDER ADVISESMENT RFQ Guaranteed Savings Contract President Henriott stated that this item is still under advisement. NEW BUSINESS Engineering Mr. Shriner attended the meeting at 9:06 a.m. Acceptance for Maintenance-Barrington Lakes, Section 1, Phase 1 Dave Griffee, Engineering, presented to the Board and recommended approval of an Acceptance for Maintenance for Barrington Lakes Section 1, Phase 1. This is for sanitary sewer and watermain in a new residential subdivision located northwest of County Road 50 S/McCarty Lane immediately east of Barrington Woods. The phase consists of 33 lots. Mr. Griffee stated that testing and inspections have passed. As-built drawings and the maintenance bond has been provided. Mrs. Murray moved for approval. Mr. Childress seconded. Passed 5-0 on a roll call vote. Controller Travel Policies Amendment to City of Lafayette Employee Handbook Jeremy Diehl, Deputy Controller, presented to the Board and recommended approval of the Travel Policies Amendment to the City of Lafayette Employee Handbook Section 9. Mr. Diehl stated that the amended language modifies the handbook as follows: removes subjective qualification of reasonableness from meal/restaurant Board of Public Works and Safety December 15, 2020 Page 2 choices, provides a firm ceiling on the meal expenses; and reduces administrative burden on employee, department administrative staff, and Controller staff in processing receipts and remediating compliance issues such as excessive tips. Discussion ensued. Mr. Shriner moved for approval. Mr. Childress seconded. Passed 5-0 on a roll call vote. Lafayette Housing Authority Amendment #1-Agreement between Lafayette Housing Consortium and Faith Community Development Corporation 2019-2020 President Henriott presented to the Board and recommended approval of Amendment #1 for the Agreement between the Lafayette Housing Consortium and Faith Community Development Corporation 2019-2020. This amendment extends the ending date for reimbursement of eligible agency operating costs to December 31, 2020. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed 5-0 on a roll call vote. Legal Counsel Agreement with Arman Lodge #49-Fraternal Order of Police Mayor Roswarski presented to the Board and recommended approval of an Agreement with Arman Lodge #49 Fraternal Order of Police. Mayor Roswarski stated that the contract was negotiated between the City involving himself, City Clerk, Controller, Legal and Police representatives. Mayor Roswarski stated that this 4-year contract and has been approved by the FOP. The contact runs January 1, 2021 through December 31, 2024. Mayor Roswarski stated that he appreciates the Police and Fire Departments and what they do for the community. Mayor Roswarski highlighted the changes made in the contract. Discussion endued. Mayor Roswarski and Mrs. Chosnek answered questions from the Board. Mr. Childress moved for approval. Mr. Shriner seconded. Passed 5-0 on a roll call vote. Park Department Change Order #2-Columbian Park Lagoon Dredging Improvements Project Claudine Laufman, Parks Superintendent, presented to the Board and recommended approval of Change Order #2 for the Columbian Park Lagoon Dredging Improvements Project with Merrell Brothers. The change order is an increase in the amount of $560,715.66 which brings the revised contract amount to $1,016,945.66. Mrs. Laufman stated that during the sediment removal process there was a greater volume of sediment present in the bottom of the lagoon that needed to be removed than originally planned. Discussion ensued regarding the cost of the change order. Mrs. Murray moved for approval noting that this change order is a change in condition. Mr. Shriner seconded noting the change in condition. Passed 5-0 on a roll call vote. Mrs. Laufman showed a few items to the Board that were found during the sediment removal of the lagoon. Purchasing Recommendation for Award-RFQ Fleet Maintenance Supplies 2021 Dave Payne, Purchasing Manager, asked the Board to remove this item from the agenda. Mr. Childress moved to remove this item. Mr. Shriner seconded. Removed 5-0 on a roll call vote. Contract Rewnal-2021 Fuel Contract with Newton Oil Board of Public Works and Safety December 15, 2020 Page 3 Mr. Payne presented to the Board and recommended approval of a Contract Renewal for the 2021 Fuel Contract with Newton Oil. Mr. Payne stated that Newton Oil is going to maintain their pricing/services from the 2020 contract. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed 5-0 on a roll call vote. CLAIMS Jeremy Diehl, Deputy Controller, presented for Board approval, Claims in the amount of $10,118,623.37. Mr. Childress asked a question on Page 14 regarding the LPD car printer paper bought as part of the Joint Purchasing Board. Mr. Diehl stated that paper is not included in items bought with the Joint Purchasing Board. Mr. Childress asked a question on Page 16 regarding Suspect Technologies video license. Mr. Diehl stated that is software that LPD uses for facial recognition. Mr. Childress asked a question on Page 17 regarding Students in Action Adviser Support. Mayor Roswarski stated that is an organization comprised of Purdue University and local public school corporation. The invoice is to give a stipend to the teachers of that program. Mr. Childress asked a question on Page 20 regarding Reclamite Preservative Sealing for Roads. Mr. Diehl stated that is a pavement rejuvenator product that has been used at a variety of locations around the city. Mr. Childress asked a question on Page 28 regarding Columbian Park Lagoon Dredging invoice in the amount of $23,616.00. Mr. Diehl stated that the amount stated is paid from the Park Bond. President Henriott asked a question on Page 18 regarding the Hats for Drone Team. Fire Chief, Richard Doyle, stated that both LPD and LFD have drone teams and gave the Board and brief description of what the drone team entails. President Henriott asked a question on Page 19 regarding Wabash Center invoice for $18,750.00 May 2020. Mayor Roswarski stated that this is HOME funds that have been awarded to Wabash Center from construction of group homes. President Henriott asked a question on Page 20 regarding EDF Natural Gas. Mr. Diehl stated that EDF is a gas supplier through the hedge program. President Henriott asked a question on Page 21 regarding the EAP Services and the level of participation. Megan Thompson, Human Resources, stated that the EAP Services have seen an increase in usage in 2020. President Henriott asked a question on Page 21 regarding Downtown Activation Project Oct/Nov/Dec in the amount of $40,000.00. Mayor Roswarski stated that the City give money to the Long Center trying to help bring large talent/acts to the City. This invoice is for the last 2020 commitment from the City. Mr. Childress moved for approval. Mr. Shriner seconded. Mrs. Moulton abstained. Passed 4-0 on a roll call vote with 1 abstention. MISCELLANEOUS Proclamation-Homeless Person’s Memorial Day 2020 Mayor Roswarski read the following Proclamation: WHEREAS, December 21, 2020 marks the first day of winter and is the longest night of the year; WHEREAS, the National Coalition for the Homeless and the National Health Care for the Homeless Council have designated December 21, 2020 as National Homeless Persons’ Memorial Day; WHEREAS, thousands die each year without stable housing; WHEREAS, homelessness continues to be a serious challenge for many Lafayette residents who have the right to adequate food, housing, clothing, safety and health care; WHEREAS, housing is a fundamental right and a basic human need; WHEREAS, homelessness raises one’s risk of illness, injury and death; WHEREAS, LTHC Homeless Services is a leader in ending homelessness by connecting individuals and families with resources and housing solutions; WHEREAS, members of the Homeless Prevention and Intervention Network will honor our neighbors who have passed away in 2020 as a result of homelessness; Board of Public Works and Safety December 15, 2020 Page 4 WHEREAS, by joining together and remembering our neighbors, we can honor their lives by working to provide solutions to end homelessness within this community; NOW, THEREFORE, BE IT RESOLVED BY MAYOR TONY ROSWARSKI: That December 21, 2020 is hereby named National Homeless Persons’ Memorial Day in Lafayette, Indiana to remember those who have died while experiencing homelessness and to encourage citizens to come together to celebrate their memory and address the factors that lead to homelessness. Jennifer Layton, Lafayette Transitional Housing Center, thanked the Board for the proclamation and bringing awareness to this serious problem of homelessness. ANNOUNCEMENTS Andy Milam, IT Director, thanked Rob Blue (IT) for helping run the Board meetings on YouTube while on the road and after hours. President Henriott thanked Mr. Milam for his constant work with cyber security for the City. Mr. Diehl stated that the Controller’s Office is working on year-end procedures/budgets/processes/spending. Mayor Roswarski wished everyone a Merry Christmas/Happy Holidays/Happy Hanukah and thanked the Board for working within the constraints of Covid-19 and for having a good 2020. President Henriott thanked the Board, Department Head and citizens for everything that they do for the community. Mrs. Murray reminded everyone that this is the last Board meeting in 2020. The first Board meeting next year will be held on January 5, 2021. Time: 10:00 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 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