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HomeMy WebLinkAboutMarch 20th, 2013 MINUTES OF THE BOARD OF PUBLIC WORKS OF THE CITY OF JEFFERSONVILLE, INDIANA March 20, 2013 Mayor Moore called the meeting to order at 9:33am and on the call of roll were Councilperson Bryan Glover and Public Works Coordinator Rick Lovan. Also present:, Asst. Fire Chief Erik Hedrick, IT Director Matt Dyer, Building Commissioner Russ Segraves, City Engineer Andy Crouch, WWTP Director Len Ashack, Storm Coordinator Deb Ashack, Vehicle Maintenance Director Bubby Vissing, Street Commissioner David Hosea, Police Chief Chris Grimm, Sewer Office Manager Elisha Dale, Controller Amy Deering, Human Resources Generalist Morgana Landrum, City Attorney Les Merkley, UEZ Director Kelly Reed, Redevelopment Director Rob Waiz, Planning and Zoning Director Shane Corbin, Code Enforcement Officer Linda Mills, Grant Writer DeLynn Rutherford, Parks Superintendent Paul Northam, Administrative Assistant Candy Stewart. Mr. Lovan made a motion to approve the March 13, 2013, minutes with Councilperson Glover seconding, PASSING on a vote of 3 -0. Councilperson Glover made a motion to approve payroll, with Mr. Lovan seconding, PASSING on a vote of 3 -0. OLD BUSINESS: 1. Eric Hedrick — Grass and Mulch Fires: Chief Hedrick updated the board with information he compiled on the number of responses his department made regarding grass /mulch fires that took place in the Tenth Street medians. In 2011 there was one grass /mulch fire and in 2012 there were 56. Total grass /mulch fires in Jeffersonville for 2011 were 24, and in 2012 there were 87. Mayor Moore stated that it was his understanding that the mulch used on the Tenth Street medians was supposed to be flame retardant. Mr. Merkley responded that nothing in the specs or the 2 -year maintenance agreement states that the mulch should be fire retardant and the city is obligated to abide by the contract. Councilperson Glover asked for the total contractual cost for maintenance for 2013 and Mr. Merkley stated mulching is $48,000 with a maximum cost for maintenance at $44,640 totaling (approx.) $92,000. Mayor Moore stated that he would like to see Walnut Ridge help offset the cost of the fire runs that are caused by the mulch fires. Councilperson Glover asked Chief Hedrick if he could give him information on the cost of a fire run and Chief Hedrick said he would get that information to him. Councilperson Glover agreed to speak to Walnut Ridge about the fire runs and the possibility of switching the mulch for river rock. NEW BUSINESS: 1. Linda Mills — Condemnation of 725 Higgins: Mr. Corbin and Ms. Mills were administered oath by City Mr. Merkley. Both acknowledged their testimony was under the penalties of perjury. Ms. Mills testified that she received a complaint about the property at 725 Higgins and upon inspection, found the house to be in a state of deterioration. Mr. Corbin testified that the home owner had reduced her living space to one room as the roof had fallen in all the way around her except for the front living room. Mr. Corbin testified that he had to condemn the home with the owner living in it and feels the house should be taken out for public safety reasons. Mr. Corbin testified that Mike McCutcheon has placed a red "X" on the home to let firefighters know the house is too dangerous a structure to enter in case of a fire. Mr. Corbin and Ms. Mills further 1 testified they spoke to and hand delivered a letter to the owner at her new residence to invite her to attend today's BPW meeting regarding condemnation of the property and discuss the removal of any personal items, but she has failed to appear. Mr. Merkley stated that he recommends the board make a motion to accept the recommendation to condemn the property. Mr. Merkley wants the record to show that Planning and Zoning has duly notified all parties involved and they failed to appear. Mr. Lovan made the motion to condemn 725 Higgins, seconded by Councilperson Glover with the understanding that Chief Hedrick informs everyone that the red "X" on the front of the building means no one should enter, PASSING on a vote of 3 -0. 2. Russ Segraves — Maintenance Contract with Nixon Power Services: Mr. Segraves requested approval of the annual contract with Nixon Power that maintains the generator at City Hall. The Parks Authority has already approved Option "C" for $1,700. Councilperson Glover made the motion to approve the contract with Nixon Power Services Company, Option "C" for $1,700, seconded by Mr. Lovan, PASSING on a vote of 3 -0. 3. Les Merkley — Personal Services Agreement between City of Jeffersonville and Construction Solutions: Mr. Merkley stated that the Police Station Headquarters are out to bid at this time. Council adopted a bond resolution on the Police Station, which still needs to go back before the Redevelopment Commission for final approval. Mr. Merkley hopes to close on the bond April 25, 2013 and break ground on June 1, 2013. Construction costs on this project will be between $5,500,000 and $6,900,000 and the administration feels it would be wise to contract someone to be project manager to oversee the project. Clinton Deckard with Construction Solutions will assume the role as project manager and would be paid monthly from bond proceeds a fee not to exceed $120,000. The contract amount is based upon a city estimated time frame of 11 months and approximate construction value of $5,800,000 and $6,900,000. Mr. Lovan made the motion to approve the contract between the City of Jeffersonville and Construction Solutions, LLC with reference to the Police Station, seconded by Councilperson Glover, PASSING on a vote of 3 -0. 4. Rick Lovan — Census Bureau Rally: Mr. Lovan informed the board that the Census Bureau would be having a Rally today from 3:30pm — 6:30pm on the sidewalk in front of their building on Tenth Street referencing government cut -backs on services. There will be local news coverage on site. 5. Russ Segraves — Security Pros Contract: Mr. Segraves presented a contract from Security Pros to replace and improve camera equipment and recording devices at City Hall that had been storm damaged over a year ago. Mr. Segraves stated that the insurance claim was for $11,500, but the insurance deductible was $5,000 leaving the city with a check from the insurance company for $6,500. Mr. Segraves stated that Council has an insurance fund that will replace the $5,000 deductible and the Building Authority is contributing $9,000 making the contract $20,500. Mr. Segraves described an upgraded camera system that would show the entire perimeter of City Hall. Councilperson Glover made a motion to approve the contract with Security Pros for $20,500 pending Council insurance fund approval for the $5,000, seconded by Mr. Lovan, PASSING on a vote of 3 -0. 6. Les Merkley — Withdrawal from "No Kill Louisville" Partnership Agreement: Mr. Merkley requested approval from the board to withdrawal from the partnership with "No Kill Louisville ". 2 The agreement stated the partnership could be dissolved at any time if the city felt the partnership was no longer in the best interest of the Animal Shelter and the City of Jeffersonville and a 60 -day prior written notice with intent to withdrawal is received. Mr. Merkley and Ms. Green both felt the city could attain the same goals without the "No Kill Louisville" partnership and found the partnership not as beneficial as they had hoped. Councilperson Glover made a motion for the City of Jeffersonville to withdrawal from the partnership with a 60 -day notice, seconded by Mr. Lovan, PASSING on a vote of 3 -0. Rick Lovan made a motion to adjourn at 10:05am, with Councilperson Glover seconding, PASSING unanimously. Mayor ATT r BY: City Clerk 3