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Home My WebLink AboutRDC August 30, 2023 JEFFERSONVILLE REDEVELOPMENT COMMISSION REGULAR MEETING MINUTES August 30, 2023 The Jeffersonville Redevelopment Commission held a Regular Meeting on August 30, 2023 that was called to order at 5:01 pm in the Mayor's Conference Room located at 500 Quartermaster Court, Jeffersonville, Indiana Board Members present: Scott Hawkins, Jack Vissing, Matt Owen, Mike Moore, Duard Avery and Teresa Perkins. Staff Members present: Redevelopment Director Rob Waiz, Redevelopment Commission Attorney Les Merkley City Attorney, Grant Administrator DeLynn Rutherford, Administrative Assistant/Secretary Theresa Treadway, City Engineer Andy Crouch, City Controller Heather Metcalf, Assistant Controller Yvonne Dowd Guests: Josh Darby and Corey Smith with Jacobi, Toombs & Lanz, John Kraft with MAC Construction, Larry and Mary Kay Hesen. CALL TO ORDER Mr. Hawkins, President called the meeting to order at 5:01 PM. APPROVAL OF AGENDA Mr. Vissing made a motion to approve the agenda with the removal of the Manufacturing Days under new business with Mr. Moore seconding, passing unanimously 5-0. CONSENT REPORTS Minutes: Mr. Vissing made a motion to approve the minutes from July 26, 2023 with Mr. Moore seconding, passing unanimously 5-0. Claims: Mr. Moore made a motion to approve the TIF Claims in the amount of$1,197,733.34 with Mr. Avery seconding, passing unanimously 5-0. Mr. Vissing made a motion to approve the Redevelopment Operating Claims in the amount of $37,949.53 with Mr. Avery seconding,passing unanimously 5-0. JTL Ongoing Projects Update: Charlestown Pike Reconstruction, Segment 1 (Holman's Lane to Utica-Sellersburg Road) and Utica-Sellersburg Road Reconstruction, Segment 2 (Railroad Tracks North to Charlestown Pike: • Public Involvement meeting held on April 12, 2021 at 6:30 pm via Zoom. • 30% Schematic Design Plans and Updated Opinion of Project Costs were provided to City on 7/12/2021. • Public Information meeting held December 7, 2021 to unveil roadway layout plans to the public. • Buying is underway on both Charlestown Pike and Utica Sellersburg Road. Right of Way Acquisition nearing completion. 51 out of 57 parcels have been secured. The remaining 6 are nearing resolution. • Sent Relocation Work Plan Requests to Utilities. Relocation work plans are due by December 15, 2022. Received work plan from Clark County REMC, indicating all of their facilities will be relocated by December 1, 2023. Received work plan from Duke. Duke needs 7 months from Notice —to-proceed to complete relocations, which fits within project schedule. Issuing Notice to proceed to utilities for relocations (as property acquisition allows). • Notice to proceed has been issued to Clark County REMC and CenterPoint Energy for relocations along Utica-Sellersburg Road. • Received tree clearing quotes for Charlestown Pike to allow for Duke relocations. Present for Approval. Falls Landing Park(8th Street and Ohio Avenue) • Project awarded to Pace Construction. JTL providing full-time inspection and construction administration. • Pre-Construction meeting held April 25, 2023. Notice to Proceed with Construction issued May 8, 2023. Contract completion date is October 5, 2023, subject to unsuitable weather. • Coordinating with Duke Energy to have utility poles and overhead lines removed that currently cut across the south portion of the site. • Contractor has proposed restoration with sod as opposed to seed and straw. Present pricing for discussion and action. Mr. Moore made a motion to approve the funds for the sod in the amount of $48,443.91, with Mr. Avery seconding, passing unanimously 5-0. • Construction continues. Concrete installation nearing completion. Shade canopy construction has. See below for drone photos taken on 8/25/2023 showing construction progress, along with site plan drawing for comparison. United Consulting Project Update: • Bob Stein was not present but had City Engineer Andy Crouch give an update stating working on final parcels and tree clearing contracts. NEW BUSINESS Access easement agreement—Andy Crouch—This is an agreement between City, Mary Kay and Larry Hesen and Millenium Builders to access property at 417 & 419 W. Maple Street to construct said homes with easement access. This was already approved by Wastewater and will be signed by this board and all parties. Mr. Moore made a motion to approve the easement agreement contract with Mr.Avery seconding,passing unanimously 5-0. Preliminary Engineering Agreement—Andy Crouch—These agreements are with Louisville & Indiana Railroad for the widening of Charlestown Pike and Utica Sellersburg Road Project totaling $22,000. Mr. Moore made a motion to approve these contracts totaling$22,000 with Mr.Avery seconding,passing unanimously 5-0. Preliminary Engineering Agreement-Andy Crouch—These agreements are with CSX Railroad for the widening of Charlestown Pike & Utica Sellersburg Road project totaling $53,020. Mr. Moore made a motion to approve these contracts totaling$53,020 with Mr. Avery seconding,passing unanimously 5-0. Contract for Clearing of Trees-Andy Crouch—We received 2 bids for the clearing of trees along Charlestown Pike for the moving of utilities. Lowest bid was received by Grasshoppers in the amount of$45,700.00. Mr. Moore made a motion to approve the lowest bid to Grasshoppers in the amount of$45,700 with Mr.Avery seconding,passing unanimously 5-0. Police Shell Build Out Change Order#5-Les Merkley—Per this change order that was in your packet you can see the changes to add and deduct leaving a final total of$8,293.80 that is added to the final cost of the build out making the contract $756,167.58. Mr.Avery made a motion to approve change order#5 with Mr. Moore seconding,passing unanimously 5-0. Police Station Build Out-Mayor Moore—This is in addition to the previous change order, this ask is for the equipment needed to operate this room and will be approximately $1M in cost. This room is going to be state of the art and a great asset to the police and community. Mr. Moore made a motion to approve this, not to exceed$1M in overall cost of this project with Mr.Avery seconding,passing unanimously 5-0. Roads and Shirley Arbor-Mayor Moore—After a couple of neighborhood meetings, we have a couple of roads in need of repair. One being Shungate Road, this is parallel with Charlestown Pike and the residents in Raintree Ridge have voiced concern on that being under construction and Shungate gives them another exit and entrance that is used often. This road is very narrow and in need of paving. We will widen this road to 20' and pave it. We want to get this done and finished by the end of October. Mr. Moore made a motion to send out for bid and then open at the RDC meeting on October 20 with Mr.Avery seconding,passing unanimously 5-0. Whelan Lane—Mayor stated at this neighborhood meeting the road in this area are in need of milling and paving. This area does not have the amenities like downtown, no sidewalks or street lights but tax payers in this area. Most people may not even realize this street is there. There would be not sidewalks added as the homes are close to the road. Mr. Moore made a motion to mill and pave those roads in that area. Per City Engineer Andy Crouch, this will be included in the bid for Shungate as well. Mr. Avery seconded the motion, passing unanimously 5-0. Shirlev's Arbor—We have talked the last couple of years about having restrooms there, talking with Architect at TowerPinkster, who designed the restrooms for Lottie Oglesby Park, we will use the same design for Shirley's Arbor. Mr. Moore made a motion to approve the TowerPinkster contract in the amount of$18,650 with Mr. Vissing seconding,passing unanimously 5-0. QUESTIONS FOR EXECUTIVE DIRECTOR Everything is good BOARD COMMENT Ms. Perkins—No comment Mr. Owen—No comment Mr. Moore—Special meeting to open bids for Shungate& Whelan lane on September 20 at 5:00 pm, since we have a regular meeting scheduled the following week on September 27, can we just move the regular meeting to the 20th instead of doing back to back. All agreed in moving the meeting to September 20" and Johnna will issue notice of the change. Mr. Avery—Want to compliment Les he has been doing several things for the City of Jeff. Mr. Vissing—I would to apologize for taking that call, that was my cousin they just went through the Hurricane and she was letting me know she is ok but will be without a phone. Can we get some aerial of the Hike the Pike and the Charlestown Pike widening. Andy Crouch and Josh Darby will provide this information for review. Mr. Hawkins—I love the idea of redoing Shungate after living out in that area for so long,this has become a very traveled area. As you come out on Shungate to Utica Sellersburg, there is a blind spot, is there something that can happen with that intersection? Per Andy Crouch, the brush has already been cut down and the railroad tracks will be smoothed out. NEXT MEETING September 20, 2023 at 5:00 pm ADJOURNMENT Mr. Moore made a motion to adjourn at 5:33 pm .Adw- Scott Hawkins, President Submitted By: Theresa Treadway