Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES October 11, 2022 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, October 11, 2022 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Ron Shriner and Amy Moulton. Absent: Norm Childress Jacque 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 October 4, 2022 regular meeting. Mr. Shriner seconded. Passed. NEW BUSINESS Lafayette Housing Authority Controller Resolution 03-2022-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, the Execution of the Qualified Entity Reimburse Agreement in Connection Therewith and Other Related Matters Jeremy Diehl, Controller, presented to the Board and recommended approval Resolution 03-2022 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, the Execution of the Qualified Entity Reimbursement Agreement in Connection Therewith and Other Related Matters. Mr. Diehl stated that participating in the program acts as an insurance policy against the price fluctuations. Mr. Diehl explained the process and function of the bond bank along with the changes being made going forward. Discussion ensued. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Engineering Change Order #3-Columbian Park Parking Lot Improvements Jeromy Grenard, Public Works Director, presented to the Board and recommended approval of Change Order #3 for the Columbian Park Parking Lot Improvements with Heartland Excavating. The change order includes time and materials for asphalt wedging prior to placing surface. The change order is an increase in the amount of $8,296.73 which brings the revised contract amount to $563,411.78. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed. Board of Public Works and Safety October 11, 2022 Page 2 Lafayette Housing Authority Agreement between Lafayette Housing Consortium and Faith Community Development Corp. 2021 Project #1- Morton Valerie Oakley, Project Manager presented to the Board and recommended approval of an Agreement between the Lafayette Housing Consortium and Faith Community Development Corp. 2021 Project #1-Morton. This agreement is in the amount of $70,000.00 and commits their 2021 HOME funding award for construction of a new home at 1805 Morton Street. Discussion ensued regarding the price of the home, eligibility and the process of the fund allocations. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Amendment #1-Agreement between City of Lafayette and Tippecanoe County Council on Aging dba Tippecanoe Senior Center for the Senior Home Assistance Repair Program 2021 Mrs. Oakley presented to the Board and recommended approval of Amendment #1 for the Agreement between the City of Lafayette and Tippecanoe County Council on Aging (TCCA) dba Tippecanoe Senior Center for the Senior Home Assistance Repair Program 2021. The program provides home repair assistance for seniors in the Lafayette community. The PY21 Program has a carryover balance of $855.62. TCCA has projects in their pipeline and anticipates spending the funds by the end of December 2022. The original agreement ended on June 30, 2022 and the amendment extends the ending dates for reimbursement of eligible agency operating costs to December 31, 2022. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. CDBG-CV Agreement between City of Lafayette and Tippecanoe County Council on Aging dba Meals on Wheels Program Year 2019 Mrs. Oakley presented to the Board and recommended approval of the CDBG-CV Agreement between the City of Lafayette and Tippecanoe County Council on Aging dba Meals on Wheels Program Year 2019. Mrs. Oakley stated that the CDBG-CV states for Corona Virus. The agreement is in the amount of $20,00.00 to provide direct meal cost assistance for seniors or disabled residents experiencing food insecurity, but not receiving other financial assistance for meal costs. It is projected that this funding will provide one meal a day for a year for up to 15 households. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Parks Department Agreement with Chastain & Associates LLC for McCaw Park Claudine Laufman, Parks Superintendent, presented to the Board and recommended approval of an Agreement with Chastain & Associates LLC for McCaw Park. This master plan improvements include a restroom building, expansion of the existing parking lot near the playground, dog park, additional pickleball courts, and walking trails. The agreement is to perform a topographic survey, utility survey, and a drainage study of the site, develop an overall site utility plan, develop site construction documents and specifications for all amenities; and perform constriction engineering and administration for the sitework portion of the restroom building, expansion of the parking lot, and dog park. The contract will be based on time and materials basis with a guaranteed maximum price for this contract is $70,00.00. Work will commence in August 2022 and the anticipation completion of the construction is slated for late 2023. Mrs. Moulton asked for the Schedule of Rates from the construction company. Mrs. Laufman stated that she would get that for the Board. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed. Board of Public Works and Safety October 11, 2022 Page 3 Agreement with Kettelhut Construction for McCaw Park Mrs. Laufman presented to the Board and recommended approval of an Agreement with Kettelhut Construction for McCaw Park. This agreement is for project management services for the restroom building, expansion of the existing parking lot near the playground, and a new dog park. The agreement includes project management services through the design and construction phases of the project. These services will include assisting the schedules, monitoring contractor performance, and assisting will all cost related issues. The agreement will be based in a time and materials basis with a guaranteed maximum price of $82,735.00. Work will commence in August 2022 and the anticipated completion of construction is slated for later 2023. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Purchasing Declaration of Surplus Property-Information Technology Dave Payne, Purchasing Director, presented to the Board and recommended approval of a Declaration of Surplus Property for Information Technology that includes a Dell OptiPlex 790 Serial Number 3YYXRW1. Mr. Payne stated that this item will be sold on GovDeals.com. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. CLAIMS Mr. Diehl, presented for Board approval, Claims in the amount of $3,458,067.21. Mrs. Murray asked a question on Page 10 regarding the Leatham Family LLC LPD Public Safety Center Coins. Mr. Diehl stated that invoice is for commemorative tokens for the new public safety building. Mrs. Murray asked a question on Page 11 regarding the Drive Clean Indiana for the 2022 membership dues. Mr. Diehl stated that this is the organization that helped with the grant application and management for the VW Diesel Mitigation Grant. President Henriott asked a question on Page 10 regarding the Coverttrack Group Inc for DTF Equipment. Mr. Diehl stated that this invoice is for software that is used by LPD. President Henriott asked a question on Page 11 regarding Huston Electric for LED Lighting Preventative Maintenance invoices. Mr. Diehl stated that these are for monthly maintenance inspections for all streetlights that the City owns. President Henriott asked a question on Page 11 the Axon Enterprises for Officer Safety Program Expansion. Mr. Diehl stated that this invoice expansion is for additional body cameras for all additional officers. President Henriott asked a question on Page 13 regarding the MSA Safety Inc for the Annual Inspection of Stationary Air Quality Meters. Brian Beeler, Renew, stated that is for some of the Renew buildings that are explosion proof due to the explosive gases. This is for atmospheric monitoring of the buildings and gases. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. MISCELLANEOUS Special Event Request- Trunk or Treat for Halloween-Clear River Church Alan Yang, Event Representative, presented to the Board and recommended approval of a Special Event Request for the Trunk of Treat for Halloween Clear River Church to be held on October 31, 2022 from 5:00pm-8:30pm on Cincinnati Street from 3rd Street to 4th Street. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Board of Public Works and Safety October 11, 2022 Page 4 Special Event Request- Walk for Freedom/Human Trafficking Awareness Eric Schneider, Event Representative, presented to the Board and recommended approval of a Special Event Request for Walk for Freedom to be held on October 15, 2022 from 8:00am-11:45am at Riehle Plaza and the John T. Myers Bridge. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Banner Request-Christmas Parade Mrs. Murray presented to the Board and recommended approval of a Banner Request for the Christmas Parade to be hung on Columbia Street from November 22-December 6, 2022. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. 2023 City of Lafayette Holiday Schedule Mrs. Murray presented to the Board and recommended approval of the 2023 City of Lafayette Holiday Schedule. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. ANNOUNCEMENTS Mayor Roswarski thanked the Board for their approval of the contracts for the McCaw Park improvements. Mayor Roswarski stated that he is very excited about the upgrades to the park and the new amenities. Time: 9:32 a.m. BOARD OF PUBLIC WORKS AND SAFETY Gary Henriott s/s President ATTEST: Mindy Miller Riehle s/s Mindy Miller Riehle, 1st Deputy Clerk Minutes written by Mindy Miller Riehle, 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