Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES January 30, 2024 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, January 30, 2024 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Amy Moulton and Ron Shriner. Absent: Eric Rody 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 January 23, 2024 regular meeting. Mr. Shriner seconded. Passed. NEW BUSINESS Engineering Permission to Advertise-Valley Forge Concrete Replacement Project, Phase 2 Jeromy Grenard, Public Works Director, presented to the Board and recommended approval of a Permission to Advertise for the Valley Forge Concrete Replacement Project, Phase 2. The publications are set to run on February 2 and 9, 2024 with the bid opening on February 20, 2024. Discussion ensued regarding the status of the housing addition. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Contract-Highland Park Curb Replacement Project, Phase 3 Mr. Grenard presented to the Board and recommended approval of a Contract for the Highland Park Curb Replacement Project, Phase 3 with Heartland Contractors in the amount of $136,252.00. Mr. Grenard stated that three quotes were received by Pour Boys in the amount of $168,834.00, Dixon Construction in the amount of $136,252.00 and Heartland Contractors in the amount of $136,252.00. Mr. Grenard noted that Dixon Construction and Heartland Contractors quotes were identical amounts, but Heartland Contractors submitted and time stamped their quote before Dixon Construction. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed. Notice to Proceed-Highland Park Curb Replacement Project, Phase 3 Mr. Grenard presented to the Board and recommended approval of the Notice to Proceed for the Highland Park Curb Replacement Project, Phase 3 which can start today. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Board of Public Works and Safety January 30, 2024 Page 2 Lafayette Housing Authority Amendment #1-Agreement between the City of Lafayette and Tippecanoe Senior Services for a CDBG-CV Program Year 2019 Meals on Wheels Program Michelle Reynolds, LHA Director, presented to the Board and recommended approval of Amendment #1- Agreement between the City of Lafayette and Tippecanoe Senior Services for a CDBG-CV Program Year 2019 Meals on Wheels Program. The Tippecanoe Senior Services was granted $20,00.00 in CDBG-CV funds. As of December 31, 2023 Tippecanoe Senior Services had $500.00 remaining to spend. This amendment extends the ending date of this agreement to March 31, 2024 to allow adequate time to utilize the remaining balance and process paperwork by April 15, 2024. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed. Amendment #2-Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2020 Project #4-Ravine Street Mrs. Reynolds presented to the Board and recommended approval of Amendment #2-Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2020 Project #4-Ravine Street. The project has been sold and is occupied. This amendment extends the ending date for submission of final paperwork and payment to be processed in order to close out the project by February 29, 2024. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Parks Department Amendment #1-Agreement with Chastain & Associates for McCaw Park Improvements Project Claudine Laufman, Parks Superintendent, presented to the Board and recommended approval of Amendment #1 for the Agreement with Chastain and Associates for the McCaw Park Improvements Project. The scope of the original contract has changed to include the following services: a boundary survey for the park, additional design services provided for changes to the master plan, and additions to the construction documents. The amendment is an increase in the amount of $26,572.25 which brings the revised contract amount to $96,572.25. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Certificate of Substantial Completion-McCaw Park Improvements Project Mrs. Laufman presented to the Board and recommended approval of a Certificate of Substantial Completion for the McCaw Park Improvements Project with J.R. Kelly Construction. The date of substantial completion is hereby established on January 3, 2024. Mrs. Murray moved for approval. Mrs. Moulton seconded. Passed. Contract with Chastain & Associates for McCaw Park Improvements Project, Phase 2 Mrs. Laufman presented to the Board and recommended approval of a Contract with Chastain & Associates for the McCaw Park Improvements Project, Phase 2 in the amount of a guaranteed maximum price of $32,280.00. The contract includes the addition of 12 more outdoor pickleball courts, a walking trail and new connecting pathways, relocation of battering cages, relocating the outfield fence on southwest ballfield along with earthwork and landscaping. Mrs. Laufman stated that work will commence immediately with an anticipated completion date of late 2024. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Board of Public Works and Safety January 30, 2024 Page 3 CLAIMS Jeremy Diehl, Controller, presented for Board approval of Claims in the amount of $5,519,661.54. President Henriott asked a question on Page 13 regarding Sam Gawaluck invoice for Annual Packtrack Subscription Reimbursement. Mr. Diehl stated that he would get back to the Board with an answer. President Henriott asked a question on Page 16 regarding the Tippecanoe County Government invoices for Quarterly Charge for Humane Shelter. Mr. Diehl confirmed that these invoices are for the new Humane Society. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. MISCELLANEOUS Special Event Request-McAllister Center Father Daughter Dance Chad Aldridge, McAllister Center Director, presented to the Board and recommended approval of a Special Event Request for the McAllister Center Father Daughter Dance to be held at McAllister Center and the surrounding streets on February 10, 2024 from 1:00pm-8:00pm for carriage rides. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Time: 9:14 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 month is available at http://www.lafayette.in.gov/DocumentCenter/Index/375