Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES August 27, 2024 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, August 27, 2024 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Amy Moulton, Eric Rody and Ron Shriner 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. Moulton moved for approval of the minutes from the August 20, 2024 regular meeting. Mr. Shriner seconded. Passed. OLD BUSINESS Addendum #1-Cross Safe Agreement with Lafayette Police Department (Tabled 8/20/2024) Police Chief, Scott Galloway, presented to the Board and recommended approval of Addendum #1 for the Cross Safe Agreement with Lafayette Police Department. The adjusted fees run from July 15, 2024 through December 31, 2024 for services provided. Chief Galloway stated that this contract and program is great for the community and eliminates the LPD from providing crossing guards, substitutes and uniforms. Mrs. Murray moved for approval. Mr. Rody seconded. Passed. NEW BUSINESS Economic Development Permanent Supportive Housing Rental Assistance Contract 2024 Amanda Ferguson, Homeless & Community Outreach Liaison with the Lafyette Police Department, presented to the Board and recommended approval of the Permanent Supportive Housing Rental Assistance Contract 2024 with the Indiana Housing and Community Development Authority. Ms. Ferguson stated that the contract will provide continuance of rental assistance for persons who are certified as chronically homeless with a co-existing disability, such as mental illness, substance abuse and/or HIV/AIDS. The contract sets aside $266,865.00 in rental assistance for the next year. Mr. Shriner moved for approval. Mr. Rody seconded. Passed. Engineering Supplement #3-S. 9th Street Reconstruction from Brick N Wood to Veterans Memorial Parkway Jeromy Grenard, Public Works Director, presented to the Board and recommended approval of Supplement #3 for S. 9th Street Reconstruction from Brick N Wood to Veterans Memorial Parkway with Butler, Fairman & Seufert. Mr. Grenard gave the Board a brief overview in detail of the project including Phase 1, Phase 2 breakdowns, and funding sources. The supplement is an increase in the amount of $93,400.00 which brings the revised contract Board of Public Works and Safety August 27, 2024 Page 2 amount to $919,730.00. Mr. Grenard stated that this supplement is a Federal Funded project to cover nearly 80%. Mr. Grenard stated that Phase 1 will be bid out in 2026 and Phase 2 will be bid out in 2027 to allow for Federal Funding for both phases. Discussion ensued regarding the scope of this project. Mr. Shriner moved for approval. Mr. Rody seconded. Passed. Mrs. Moulton abstained. Agreement for S. 9th Street Phase 2 from Brick N Wood Drive to Ortman Lane with Butler, Fairman & Seufert Mr. Grenard presented to the Board and recommended approval of an Agreement for S. 9th Street Phase 2 from Brick N Wood to Ortman Lane with Butler, Fairman & Seufert. The agreement is in the amount of $138,640.00. the funding sources for this phase will come from Federal Funds, local funds, and TIFF funds. This project is set to bid out in 2027. Discussion ensued regarding the details of construction plans. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Mrs. Moulton abstained. Lafayette Housing Authority Amendment #1-Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2021 Project #1-Ellsworth Valerie Oakley, Project Manager, presented to the Board and recommended approval of Amendment #1 for the Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2021 Project #1 214 Ellsworth. The amendment extends the ending date for submission of final paperwork and payment to be processed to September 30, 2024. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2021 #3-North 7th Street Mrs. Oakley presented to the Board and recommended approval of an Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2021 #3-North 7th Street. This agreement provides up to $52,500.00 to construct and provide direct homebuyer assistance at 1010 N. 7th Street. This project is the third of four funded with the 2021 award to Habitat. The completed project will provide an energy efficient, newly constructed home for a new homeowner. Mrs. Murray moved for approval. Mr. Rody seconded. Passed. Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2021 #4-North 7th Street Mrs. Oakley presented to the Board and recommended approval of an Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2021 #4-North 7th Street. This agreement provides up to $52,500.00 to construct and provide direct homebuyer assistance at 1006 N. 7th Street. The completed project will provide an energy efficient, newly constructed home for a new homeowner. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2023 #1-North 7th Street Mrs. Oakley presented to the Board and recommended approval of an Agreement between Lafayette Housing Consortium and Habitat for Humanity of Lafayette 2023 #1-North 7th Street. This agreement provides up to $50,000.00 to construct and provide direct homebuyer assistance at 1002 N. 7th Street from Habitat’s 2023 HOME award. This project is the first of two funded with the 2023 award to Habitat. The completed project will provide Board of Public Works and Safety August 27, 2024 Page 3 an energy efficient, newly constructed home for a new homeowner. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Lafayette Renew Contract for 2024 Sewer Data Collection Update with Butler, Fairman & Seufert, Inc Brad Talley, Renew Superintendent, presented to the Board and recommended approval of a Contract for 2024 Sewer Data Collection Update with Butler, Fairman & Seufert, Inc. This contract comprises of survey collection and updating of the city’s sanitary and storm GIS utility mapping. The contract is a not-to-exceed $55,000.00. Mr. Rody moved for approval. Mr. Shriner seconded. Passed. Change Order #1-Raineybrook Lift Station Upgrade Project Mr. Talley presented to the Board and recommended approval of Change Order #1-Raineybrook Lift Station Upgrade Project. The change order encompasses changes to lift station control package, delete safety hatch equipment for valve vault, upgrade to transformer bank and credit for unused portion of owner’s contingency. The change order is a deduction in the amount of $50,279.00 which brings the revises contract amount to $2,048,221.00. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Certificate of Substantial Completion- Raineybrook Lift Station Upgrade Project Mr. Talley presented to the Board and recommended approval of a Certificate of Substantial Completion for Raineybrook Upgrade Project. The substantial completion date is July 10, 2024. Mr. Shriner moved for approval. Mr. Rody seconded. Passed. Certificate of Final Completion-2023 Sanitary Sewer Rehabilitation Project Mr. Talley presented to the Board and recommended approval of a Certificate of Final Completion for the 2023 Sanitary Sewer Rehabilitation Project. The final completion date is June 28, 2024. Mr. Shriner moved for approval. Mrs. Moulton seconded. Passed. Legal Counsel Agreement between City of Lafayette and Humane Society for Greater Lafayette for Animal Sheltering Sharon Dull, Humane Society for Greater Lafayette Board President, presented to the Board and recommended approval of an Agreement between City of Lafayette and Humane Society for Greater Lafayette for Animal Sheltering. Mrs. Dull stated that the agreement term is from September 1, 2024 through December 31, 2024 and is a monthly rate in the amount of $32,732.00. Mrs. Dull invited the Board to come see the shelter firsthand and gave a brief overview of the shelter, staff and the impact in the community. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Board of Public Works and Safety August 27, 2024 Page 4 Parks Department Change Order #1-Arlington Park Basketball Court Project with A.G. Sport Surfaces Jon Miner, Assistant Parks Superintendent, presented to the Board and recommended approval of Change Order 31 for the Arlington Park Basketball Court Project with A.G. Sport Surfaces. Mr. Miner stated that the project, including the basketball court surfacing was funded through a CDBG grant. Davis Bacon wages applied to this project and were not originally accounted for in the contract. Mr. Miner stated that the change order corrects this oversight. The amended contract adds the required Federal Labor Standards Provisions and the applicable prevailing wage decision. Mr. Miner stated that the change order is an increase in the amount of $2,751.26 and brings the revised contract amount to $12,695.86. Mr. Miner answered questions from the Board. Mr. Rody moved for approval. Mr. Shriner seconded. Passed. Amendment #1-McCaw Park Improvements Project Mr. Miner presented to the Board and recommended approval of an Amendment #1 for McCaw Park Improvements Project with Kettelhut Construction. The amendment extends the time frame for project completion from July 2024 to December 2024. Mr. Miner stated that original contract amount was $82,735.00 with an estimated project completion of late 2023. There is no change in contract amount, but the project completion will now be late 2024. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Purchasing Declaration of Surplus Property-Fire Department Dave Payne, Purchasing Director, presented to the Board and recommended approval of a Declaration of Surplus Property for the Fire Department that includes: Year Description/Model Serial # or VIN 2008 Mercury F15M 15hp motor 0R277283 2016 Suzuki DF 20A 20hp motor 02002F-710149 2008 60hp Yamaha F60TLR boat motor 6C5 L1033424 2008 BearBJ 66-18 Trailer 41YAB201X92029761 2008 G3 1860VBW Boat N/A Mr. Payne stated that these items will be traded in on an upcoming purchase. Mrs. Murray moved for approval. Mr. Rody seconded. Passed. Water Works Contract with Ortman Drilling Inc for Installation of Two (2) Test Productions Wells Steve Moore, Water Works Superintendent, presented to the Board and recommended approval of a Contract with Ortman Drilling Inc for Installation of Two (2) Test Production Wells at the Glick Wellfield. The work will include well drilling, well development, pump testing, and water quality testing that will used to confirm desired performance and aid in the determination of design parameters for the permanent wells. The contract is in the amount of $527,130.00 for professional services. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Board of Public Works and Safety August 27, 2024 Page 5 CLAIMS Jermy Diehl, Controller, presented for Board approval of Claims in the amount of $4,277,013.53. President Henriott asked if there were any further questions and there were none. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. MISCELLANEOUS Special Event Request-MDA Fill the Boot Chris Conklin, Event Representative, presented to the Board and recommended approval of a Special Event Request for MDA Fill the Boot to be held on September 13-15, 2024 from 8:00am-5:00pm in front of all Fire Stations in the City of Lafayette. The Firefighters Local 472 raised nearly $27,000 in 2023. Mr. Rody moved for approval. Mrs. Murray seconded. Passed. ANNOUNCEMENTS John Collier, Economic Development, introduced their newest staff member, Halee Griffey, as the new Climate and Resilience Manager with the Economic Development Office. Ms. Griffey thanked the Board and looks forward to working with each of the city departments. Ms. Griffey gave the Board a little background information on herself, the new position, and the impact it will have on the community. Time: 9:28 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