Board of Public Works and Safety

Board of Public Works and Safety Agenda MEETING DATE: Thursday, January 9, 2025, at 1:30 PM MEETING PLACE: Madison City Hall- Council Chambers A. Calling of roll and notice of absentees. B. Approval of minutes C. Claims • General • Payroll D. Adjustments • 203 Montclair Street E. New business • SRF Disbursement Request L-9 • Contract for Legal Services with Joe Jenner • Resolution 2025-1B: Returning Donated Property F. Unfinished business G. Mayor’s comments H. Public comments I. Next Meeting: Tuesday, January 21, 2025 (Monday is Martin Luther King, Jr. Holiday) J. Motion to adjourn. City of Madison acknowledges its responsibility to comply with the Americans with Disabilities Act of 1990. To assist individuals with disabilities who require special services (i.e. sign interpretative services, alternative audio/visual devices, etc.) for participation in or access to County sponsored public programs, services and/or meetings, the City requests that individuals make requests for these services forty-eight (48) hours ahead of the scheduled program, service and/or meeting. To plan, contact ADA Coordinator at 812-265-8300. Board of Public Works and Safety Minutes MEETING DATE: December 16, 2024, at 11:30 AM MEETING PLACE: City Hall- Council Chambers The Board of Public Works and Safety, City of Madison, Indiana, met at 11:30 AM in the Council Chamber, City Hall. Calling of roll and notice of absentees: Eaglin, Courtney, and Carlow were present (3-0). Approval of Minutes: Eaglin moved to approve the December 3, 2024, minutes, seconded by Carlow. All in favor, motion carried (3-0). Claims—General/Payroll: Carlow moved to approve the general and payroll claims as submitted, seconded by Eaglin. All in favor, motion carried (3-0). Adjustments: None. New business: SRF Disbursement Request L-8 and Substantial Completion – Utilities Superintendent Brian Jackson: Dave O’Mara Contracting submitted SRF Request L-8 for the Water Treatment Plants (Division “A”), dated November 8, 2024. The total invoice amount is $34,567.49, with a retainage of $1,728.37 (rounded to $1,728). Pay Application 20 and SRF disbursement is for $32,839.00. Additionally, for the Water Project (Division “A”), a Certificate of Substantial Completion was issued by Dave O’Mara Contracting on December 16, 2024. Motion: Courtney moved to approve the SRF Disbursement Request L-8, seconded by Carlow. All in favor, motion carried (3-0). Riley from Commonwealth Engineers gave the board a brief overview of the punch list left on the project but advised that Division “A” is substantially complete. The project is at a point at which it can operate and be released from the contractor. Motion: Courtney moved to approve the recommendation of Substantial Completion, seconded by Eaglin. All in favor, motion carried (3-0). Commonwealth Flood Mitigation/Stormwater Master Plan Amendment #1: The City of Madison entered into an agreement with Commonwealth Engineering to perform flood mitigation analysis of the Army Corps of Engineer’s data. They recommended potential mitigation to future flooding as well as master planning for the stormwater system. The city is substantially complete on the contract. Now, the city is proposing an amendment that adds additional scope of work to be funded by the remaining amounts in the appropriated ARPA funding, around $95,000.00. Matt Wirth with Commonwealth was present at the meeting to answer any of the board’s questions. Motion: Courtney moved to increase the scope of the contract with Commonwealth Engineers in Amendment #1, seconded by Eaglin. All in favor, motion carried (3-0). ETC Systems Comfort Station Agreement – Mayor Bob Courtney: This is a contract for $25,000.00 to furnish all materials, equipment, and labor subject to any exclusions listed by ETC Systems for the Comfort Station electrical upgrades. Motion: Carlow moved to approve the ETC Systems Comfort Station Agreement, seconded by Eaglin. All in favor, motion carried (3-0). Madison CCMG Change Orders #2 and #3 with O’Mara – Deputy Mayor Mindy McGee: These change orders are clean-up from the CCMG project, which is now complete except for a few items on a punch list. One change order is a negative amount of $271,918.00 for items that were deducted and removed from certain parts of the project. The final change order is a positive change order for $299,458.00. The net amount is about $27,000.00. Motion: Eaglin moved to approve the CCMG Change Orders #2 with O’Mara allowing the Mayor to sign the documents, seconded by Carlow. All in favor, motion carried (3-0). Motion: Eaglin moved to approve the CCMG Change Orders #3 with O’Mara allowing the Mayor to sign the documents, seconded by Courtney. All in favor, motion carried (3-0). MPD and MFD Water Rescue Boats Quotes – Chief of Police Shawn Scudder: Chief Scudder, joined by representatives from the watercraft search board, delivered a presentation detailing the selected watercraft, the reasons behind its selection, its importance for public safety, and its key features. The representatives were available to address questions from the board. The full presentation is available for review on the City of Madison YouTube channel. Motion: Eaglin moved to approve the quote for the proposed rescue boat pending the Mayor’s signature, seconded by Carlow. All in favor, motion carried (3-0). MPD Taser and Body Camera Quotes from Axon Enterprise – Chief of Police Shawn Scudder: Chief Scudder proposed a quote from Axon Enterprise to replace the Madison Police Department's outdated tasers and body camera equipment, which currently have a higher-than-acceptable fail rate. The new body camera system would include the capability to upload footage directly to a cloud-based platform, eliminating the need for officers to manually retrieve and upload recordings. The new proposed tasers are, overall, much easier for officers to operate while still focusing on the situations at hand. Motion: Courtney moved to approve the MPD Taser and Body Camera Quotes from Axon Enterprise authorizing the mayor to sign the contracts, seconded by Carlow. All in favor, motion carried (3-0). PACE Extensions – Historic Preservationist Brenna Haley: 623 Broadway, 1805 Orchard, 723 W Third, 725 W Third: Julie Brown has requested an extension for six months on the PACE Grant for 623 Broadway Street. The new deadline is June 20, 2025. The grant amount they were approved for was $25,000.00. They have received a midpoint disbursement. This extension includes a partial final payout of $9,375.00 in exchange for finishing three out of four exterior sides. Julie Brown has requested an extension for three months on the PACE Grant for 1805 Orchid Street. The new deadline is March 13, 2025. The grant amount they were approved for was $25,000.00. They have not received a midpoint disbursement. Pettit Properties has requested an extension for six months on the PACE Grant for 723 West 3rd Street. The new deadline is May 31, 2025. The grant amount they were approved for was $7,500.00. They have not received a midpoint disbursement. Pettit Properties has requested an extension for six months on the PACE Grant for 725 West 3rd Street. The new deadline is May 31, 2025. The grant amount they were approved for was $7,500.00. They have not received a midpoint disbursement. Motion: Eaglin moved to approve the PACE extensions, seconded by Courtney. All in favor, motion carried (3-0). PACE Scope Adjustment – Historic Preservationist Brenna Haley: 745 W 3rd Street: This structure was able to save money in another part of its project, and it was then able to use for the front porch. Work that was performed due to the saved money included scraping and repainting of the gingerbread, replacement of the ceilings on the porch, new roof deck, hardy board siding to match the aluminum siding, and trim for the bottom of the posts. The owners are not requesting any more money, but rather that the scope of their project be adjusted to include the work that was done on the porch. Motion: Courtney moved to approve the PACE scope adjustment, seconded by Eaglin. All in favor, motion carried (3-0). PACE Final – Historic Preservationist – Brenna Haley: 705 Walnut: Tyrie Jenkins has completed all work according to her PACE Grant. Work includes securing the door, the porch opening, the entry access, demolition of the rear addition, tuckpointing, painting, refurbishment of the front door, and replacement of doors, windows, and glass. Motion: Courtney moved to approve the PACE final for 705 Walnut, seconded by Eaglin. All in favor, motion carried (3-0). Unfinished Business: None. Mayor’s comments: There was a bid opening last week for the Hanover-Madison Connector Trail phase one. The city is closing out the current CCMG project and get right back at it again in January for the beginning of the reconstruction of the Main Street Corridor work. There will be a City Council meeting tomorrow night including a brief year in review. Merry Christmas and Happy New Year to everyone. Public comment: None. Next meeting: Monday, January 6, 2025, at 11:30 AM. Adjourn: Eaglin moved to adjourn, seconded by Carlow. All in favor, motion carried (3-0). Attested: __________________________________ _____________________________________ Shirley Rynearson, Clerk-Treasurer Mayor Bob Courtney _____________________________________ __________________________________ Karl Eaglin David Carlow  CITY OF MADISON WATER AND SEWER DEPARTMENT Customer had leak from broken water line on billing for 2 months. Adjust billing for wastewater back to average usage. _( SEE ATTACHED DOCUMENTATION L ACCOUNTNAME: MEICAI I I r- -l 203 ]VIONTCLAIR I lnoonrss _II r- *: 16-61801-03 I lnccourur I Hvd Penalty Penalty Penalty Date Water Tax Water Sewer Sewer Trash Trash Total Billed= 9127124 0.00 0.00 0.00 0.00 117 .31 0.00 0.00 0.00 117.31 Gal Used 13,800 SHB = 2,7OO 0.00 0.00 0.00 0.00 27.07 0.00 0.00 0.00 27.07 Reading Adjustment 0.00 0.00 0.00 0.00 90.24 0.00 0.00 0.00 90.24 Billed= 10129124 0.00 0.00 0.00 0.00 1219.74 0.00 0.00 0.00 1219.74 Gal Used 149,400 SHB = 2,700 0.00 0.00 0.00 0.00 27.07 0.00 0.00 0.00 27.07 Reading Adjustment 0.00 0.00 0.00 0.00 1192.67 0.00 0.00 0.00 1192.67 Total Amount of Adjustment: -$1,282.91 SIGNED: DATED: 1212312024  City of Madison Consumption History - Detailed Sort Order: Date Limitedto : Account No 166180103 Location No 1661801 Location No. Customer No. Customer Name Location Address Revenue Class Route seryice Bitl Oato Ratc Coda Units SerialNo Met.rSir. Ptior Rotd Curent Read actud Adiusl.d Billed Chargds Date Read DaE 1661801 166 1801 03 MEI CAI 203 MONTCLAIR Residential 16 11t2712021 1 gal 14873912 5/8' 2,901.00 10n1no21 2.921.OO 11 t01 t2021 2,300.00 0.00 2,300.00 12.63 10t29t2021 1 gal 't 4873912 5/8' I,,r07.00 10to1 t2021 149.400.00 0.00 1,19,,100.00 451.25 9t27t2021 1 oal 1 48739't2 5/E' 1,269.00 08t02t2021 1.407.00 09to1t2021 0.00 13,800.00 53.08 8t2Et2021 1 gal 1 4873912 5/8- 1,239.00 06t21 t2021 1,269.00 08t02t2021 3.000.00 0.00 3,000.00 12.63 7t29t2021 1 gal 1 4873912 5/E' 1,213.00 06t04t2024 1.239.00 06t21 t2021 2.600.00 0.00 2,600.00 12.63 6t27t2021 1 gal 1 4873912 5tE' 1,1 84.00 05t06t2024 1,21 3.00 06t0412024 2,900.00 0.00 2,900.00 12.63 5t2912024 1 gal 1 1873912 5/8' 1,155.00 04t04t2024 1.1 84.00 05/06/2024 2,900.00 0.00 2,900.00 12.63 1t29t2021 I gal 1 4873912 5/6' 1,127.00 03t05t2024 't,1 55.00 01to112024 2,E00.00 0.00 2,E00.00 12.63 3t27/2021 1 gal 11873912 5/8' 1,1 02.00 02t06t2021 1,127.00 0310512021 2.500.00 0.00 2.500.00 12.63 z2a/2021 I gal 14873912 5/8' 1,071.00 o't to1t2021 1,10200 02t04t2021 3,100.00 0.00 3,'t 00.00 'r3.05 1t29t2021 1 gal 1 4873912 5/E' 1,054.00 12t11t2023 1 ,071.00 01 10112021 1,700.00 0.00 1,700.00 12.63 Water 12t2Et2023 1 gal 1 1473912 5t8 1.023.00 12t11t2023 3,'100.00 0.00 3,100.00 13.05 'r,023.00 11t29t2023',| 10t2712023 1 gal gal 1 4A73912 14473912 5/E', 5/8' 994.00 958.00 101o412023 09t07 12023 99,1.00 11 1O6t2023 10t04t2023 '-a.ffi-- 2.900.00 0.00 0.00 2,900.00 3,600.00 12.63 15.16 9t27t2023 1 gal fia73912 5/E', 921 .00 08to1t2023 958.00 09to7 t2023 3,100.00 0.00 3,100.00 13.05 a129t2023 1 gal 14873912 5/E' 905.00 07 to1 t2023 927.00 04n1t2023 2,200.00 0.00 2,200.@ 12.63 712712023 1 gal 14473912 5/6' 876.00 06t0612023 905 00 07 to1 t2023 2,900.00 0.00 2,900.00 12.63 6t21t2023 1 gal 11473912 5/8' 854.00 05110t2023 876.00 06/06/2023 2.200.00 0.00 2,200.00 12.63 05t10t2023 3.300.00 3,300.00 't3.E9 513012023 1 gal 11873912 5/8" 821.00 04t05t2023 E54.00 0.00 412712023 1 gal 11E73912 5/8' 788.00 03t02t2023 E21.00 04tost2023 3,300.00 0.00 3,300.00 1 3.E9 3QAQ023 1 gal 1 1A73912 5/8' 760.00 02t01 t2023 788.00 03t02t2023 2,600.00 0.00 2,800.00 12.63 2t2at2023 1 qal 1 4873912 5/E' 737.00 01 to4t2023 760.00 02t01 t2023 2,300.00 0.00 2,300.00 '12.63 1n1D023 1 gal 1 4873912 5/E- 71,1.00 12t05t2022 737.00 o1 to112023 2.300.00 0.00 2,300.00 12.63 '12129t2022 1 gal 1 4873912 5/8' 683.00 '11 10312022 714.00 12t05t2022 3,100.00 0.00 3,r 00.00 t3.05 11t3012022 1 gal 14873912 5/6' 661.00 10to1t2022 683.00 1't to3t2022 2,200.00 0.00 2,200.00 12.63 10t27t2022 1 gel 1 4873912 5/8- 646.00 09t01t2022 661.00 1010412022 1,500.00 0.00 1,500.00 't2.63 9t24t2022 1 gal 1 4A73912 5/8', 626.00 08to212022 648.00 09t01t2022 2,000.00 0.00 2,000.00 12.43 8t29t2022 1 gal 1 48739 1 2 5/8" 609.00 07107t2022 626.00 08to2t2022 1,700.00 0.00 1,700.00 9.66 7t27t2022 'l gal 11473912 5/8" 584.00 04t03t2022 609.00 07 to7 t2022 2,500.00 0.00 2,500.00 7.11 6t28t2022 'l gal 14873912 5/E" 563.00 05rc6n022 5E4.00 06t03t2022 2,100.00 0.00 2.r00.00 1.11 Water 5t27t2022 1 gal 14873912 5/E' 546.00 01t11t2022 563.00 05t06t2022 1,700.00 000 1,700.00 7.11 4t27t2022 1 gal 14873912 5/E' 525.00 03t11 t2022 546.00 04t1112022 2,100.00 000 2,100.00 7.11 3t29t2022 1 gal 14873912 5/E' 506.00 02t15t2022 525.00 03t11 12022 1.700.00 0.00 1,700.00 7.11 2t28t2022 1 gal 14873912 5tE 481.00 01to6t2022 508.00 02t15t2022 2,700.00 0.00 2,700.00 7.11 1t21t2022 1 qal 't 4873912 5/8' ,r59.00 12t07 t2021 481.00 01 to612022 2,200.00 0.00 2,200.00 7.11 12t29t2021 1 oal 1 1873912 5/E' 435.00 11 n3n021 459.00 12t0712021 2,,100.00 0.00 2.,r00.00 7.11 11t30t2021 1 gal 11873912 5/8' 122.00 10n4t2021 435.00 11 tO3t2021 1,300.00 0.00 1,300.00 7.11 10t27t2021 1 gal 1 4873912 518' 387.00 o9to7 t2021 122.00 10t1112021 3,500.00 0.00 3,500.00 E.30 9t24t2021 1 gal 11873912 5/8- 351.00 08t03t2021 3E7.00 o9lo7 12021 3,600.00 000 3,600.00 8.53 8t27t2021 1 gal 1 4873912 5/E' 323.00 o7 tol /2021 351.00 08t03t2021 2,800.00 0.00 2.800.00 7.11 7t28t2021 1 gal 1 4A73912 5/8', 297.00 0610112021 323.00 07 t07 t2021 2.600.00 0.00 2,600.00 7.11 4t2912021 1 gal 14873912 5/E' 283.00 05t1712021 297.O0 06t04t2021 1,400.00 0.00 1,400.00 7.11 512712021 1 gal 11873912 5/8' 249.00 04rca12021 283.00 05117 12021 3,400.00 0.00 3,400.00 E.06 1na12021 1 gal 1,1873912 5/8' 212.00 03t01 t2021 249.00 04toEt2021 3,700.00 0.00 3,700.00 E.77 Service Units Rate Code Actual Adjusted Billed Charges Water gal 1 27't,200.oo 0.00 271.200.00 955.45 TotalWater - gal 271,200.00 0.00 271,200.00 955.45 'l2l 1912024 t 1:39: t 3AM Consumption History - Detailed Page I of I ks c+(- a.aL ,'S 27OO S*/9, nn^tA  I tn Yeey ; kt,r1 7A) 0cc yLe I 0 o yn€ (n s-c. f +. Z t- *f ttwt ( r u .I Itt € aL( , 0{e ar{ w € 9o f cil Lhe qlakr wq\ d;s ,]"ryu d it"r +h € Aav'l c€. a.f, 't)ne ulalar l1l?,'-s ,',4 tlre U^q/ YQ tQ, E$-.heW iLL tga Lo3 t_  , INVOICE CAtL DATE SERVICE DATE 3B1B N. Papermill Rd. I Madison, lndiana 47250 D^t) - 7L) TECHNICIAN I (812) 273-77e9 PC 1 1 600046 NAME STREET 7 CIIY STATE zlP L PHONE 27 z_- 3 )74 WORK PHONE EMAIL ) CUSTOMER DESCRIPTION \ AMOUNT TECHNICIAN DESCRI PTION ,(ef,et<, /e,,th l,t$eleL /4ausg ,4f 2o3 2sa ,o r/a*{c I *tz Et ,{' 6 * TERMS: DUE UPON COMPLETION SO SO ORDER AS OUTLINED ABOVE' lT I5 AGREED THAT THE SELLER WILL RETAIN IITLE TO ANY EOUIPMENT OR MATERIAL I HAVE THE AUTHORITY TO ORDER THE ABOVE WORK AND REMovE sAME AND THE SELLER FURNTsHED uNTrL FlNll a cor,,lpieIE pir-laeNi ueoc, er.ro n SETTLEMENT rs Nor MADE As AGREED, THE sELLER SHALL HAVE rHE RlcHTTo ii THE REMOVAL THEREOF' WILL BE HELD HARMLESS FOR ANY DAMAGES RESULTING FROM SUB TOTAL ABoVEoRDEREDWoRKHASBEENcoMPLETEDANDIACKNoWtEDGEREcEIPToFIVIYcoPY TAX x TOTAL \ SIGNATURE DATE )  UTILITY MANAGER BPW REPORT: January 6, 2025 Water Project – SRF Disbursement Request L-9 1. SRF Request No. L-9 – Commonwealth Engineers - One Invoice dated 09/30/2024. a. Invoice 61816 in the amount of $145.37 for American Iron and Steel Compliance Fees b. Total Amount of Invoice = $145.37 – Amount of SRF Disbursement No. L-9 = $145.00  CONTRACT THIS CONTRACT made and entered into this _____ day of ____________, 2025 by and between THE CITY OF MADISON (hereinafter sometimes referred to as the City), and WILLIAM JOSEPH JENNER (hereinafter sometimes referred to as Attorney), for and in consideration of past services performed by the Attorney, to the date hereof, and in consideration of the mutual covenants and agreements hereinafter set forth, the parties hereby agree as follows: 1. The City hereby hires and employs William Joseph Jenner for the year beginning January 1, 2025, to and including December 31, 2025. During this period, the Attorney shall handle all of the regular legal work for the City of Madison, including but not limited to work for the City of Madison Historic Board, the Board of Zoning Appeals and the City of Madison Plan Commission. 2. The attorney shall perform services on behalf of the City for a fixed monthly fee of Four Thousand Five Hundred Dollars ($4,500.00), which may include, but are not limited to the following: A. Giving legal advice regarding the interpretation of Ordinances and Statutes. B. Draft Ordinances and Resolutions on behalf of the City and or members of the City Council and Members of the Board of Public Works. C. The Attorney shall attend such City Council, Board of Public Works Safety, City of Madison Historic Board, City of Madison Plan Commission and City of Madison Board of Zoning Appeal meetings as the City may request either in person or virtually. 3. The Attorney shall perform services on behalf of the City, which may include, but are not limited to, the following: A. Giving legal advice pertaining to problems or matters arising out of the relationship between the City and its Citizens. B. Giving legal advice pertaining to matters or problems arising out of the  relationship between the City and its contractors, vendors, hourly noncertified employees, taxing authorities, other governmental units, or financial institutions or any other persons or institutions transacting business with the City. C. Giving legal advice, regarding the acquisition or purchase, disposal or sale, mortgage, pledge, or lease of any personal or real property, or tangible or intangible property. 4. The parties agree that certain services are not included within the scope of this Contract but shall be negotiated if and when the necessity arises. The parties agree that any services that pertain to litigation shall be billed at the rate of Two Hundred Fifty Dollars ($250.00) per hour. Other excluded services may include, but are not limited to the following: A. Legal work relative to Bond issues or other municipal financing; and B. Any other extraordinary services. 5. This Contract shall be reviewed at the end of each contract year and may be changed by mutual consent of the parties or may be extended by mutual consent of the parties. If, during the period of Agreement, unusual circumstances mandate an extraordinary number of hours in regular legal services, the parties shall review the compensation provided in this Contract; however, any change in the basic retainer will require the mutual agreement of the parties, and the provision of regular legal services is not to be contingent upon a review of the retainer agreement contained herein. 6. The Attorney shall be entitled to reimbursement for photocopying in excess of one hundred (100) pages, overtime secretarial help necessarily incurred for the City matters and long-distance telephone calls and travel expenses at the rate paid by the City. Such expenses shall be documented and submitted to the City quarterly. 8. In the event that the Attorney deems additional counsel necessary for any −2− specialized legal problem or problems, Attorney shall first consult with the City and, with the consent of the City and at the City's direction, may hire counsel to assist in any particular matter. Such counsel shall be paid directly by the City, and the fee to be paid such counsel shall be negotiated by the City and such special counsel and shall be paid directly to them. 9. None of the work required by the Attorney shall be done on a basis wherein the pay is contingent in nature. IN WITNESS WHEREOF, the parties have hereunto set their hands and seals at Madison, Indiana, this _______ day of ______________, 2025. CITY OF MADISON INDIANA BOARD OF PUBLIC WORKS BY: ___________________________________ Bob G. Courtney, Mayor ___________________________________ David Carlow ___________________________________ Karl Eaglin ATTORNEY: ___________________________________ William Joseph Jenner −3−