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HomeMy WebLinkAboutBPW June 26, 2024 CITY OF JEFFERSONVILLE BOARD OF PUBLIC WORKS MINUTES June 26, 2024 PRESENT(IN PERSON): Mayor Mike Moore, Andy Crouch City Engineer, Rob Waiz Redevelopment Director, Len Ashack Director of Wastewater, Kristie Ashcraft Animal Shelter Director, Kim Calabro HR Director, Bill Dixon Assistant City Engineer, Matt Dyer IT Director, Mike McCutcheon JFD Deputy Chief, Scott McVoy, Assistant Chief JPD, Les Merkley Corporation Counsel, Clark Miles Street Commissioner, Kevin Morlan Director of Street Department, Paul Northam Parks Director, Michael O'Brien Director of Vehicle Maintenance, Christy O'Neil Executive Assistant Mayor, Chad Reischl Director of Planning and Zoning, Delynn Rutherford Grant Administrator, Jason Sharp JFD Deputy Chief, Brian Smith Safety Manager,Jay Thompson Assistant Director of Wastewater, Larry Wallace Buiding Commissioner, Lisa Gill City Clerk, and Patsy Kiser Deputy Clerk. PRESENT(VIRTUAL): CALL TO ORDER: Mayor Mike Moore called the meeting to order at 9:31 a.m. in the Mayor's Conference Room in City Hall. The meeting was held in person and streamed on the City's Website. Andy Crouch and Rob Waiz served on the board. APPROVAL OF THE MINUTES: Mr. Crouch made the motion to approve the minutes from June 12, 2024. Mr. Waiz seconded the motion; motion passed, 3-0. APPROVAL OF PAYROLL: Mr. Waiz made the motion to approve the payroll. Mr. Crouch seconded the motion; motion passed, 3-0. OLD BUSINESS: NEW BUSINESS: 1. Scott McVoy-Request for approval of Handler/Canine Consulting Contract between Police Service Dog Consulting, LLC and Jeff Police Department—Assistant Chief McVoy advised this was an amendment to their contract as they have two new dogs which will require additional training. One of the K9s is replacing a K9 who recently retired and the second will be an additional K9 added to the unit. They do have the money in their budget. Mr. Waiz made a motion to approve the contract and Mr. Crouch seconded the motion;; motion passed, 3-0. 2. Brian Smith-Request for approval of contract between Eye Associates of Southern Indiana and the City for safety eyewear program— Mr. Smith advised this replaces a preexisting contract and he does have the money in his budget. Mr. Waiz made a motion to approve the contract and Mr. Crouch seconded the motion; motion passed, 3-0. 3. Larry Wallace-Request for approval of the following: • Lawn Service Agreement between Chris Fuller and the City • Uniform Conflict of Interest Disclosure Statement of Chris Fuller Mr. Wallace stated this was for a grass cutting agreement with an individual who is a City Employee so he is also requesting the approval of a Conflict of Interest Disclosure. He will provide backup grass cutting services for the City. Mr. Crouch made a motion to approve the agreement and the Uniform Conflict of Interest Disclosure Statement and Mr. Waiz seconded the motion; motion passed, 3-0. 4. Chad Reischl-Request for approval of contract between the City and Eocene Environmental Group for Tree Canopy Assessment,Tree Inventory and Forestry Work Plan— Mr. Reischl advise this was for a city wide tree assessment and inventory for the parks and public facilities and is funded by a grant received by DNR. Mr. Crouch made a motion to approve the contract and Mr. Waiz seconded the motion; motion passed, 3-0. 5. Les Merkley/Dustin White-Request for approval of Engagement Letter between the City and Baker Tilly Advisory Group, LP for Fire Territory Study— Mr. Merkley advised this was an agreement with Baker Tilly; a few weeks ago the board approved an agreement with Baker Tilly to prepare an analysis and study for the creation of a fire territory. This requests to expand the scope of that analysis to also include the fiscal feasibility of putting in place an EMS ambulance service as part of that fire territory. This is before the board today due to there not being a meeting last week. The Council is funding this. Mr. Waiz made a motion to approve the engagement letter and Mr. Crouch seconded the motion; motion passed, 3-0. Mayor Moore asked that they request a time frame of completion for the study. 6. Scott McVoy-Request for approval of Facility Usage Agreement Application between the City Police Department and Eastside Christian Church (ECC)for JPD Awards Ceremony on Friday, November 8, 2024— Assistant Chief McVoy advised this was an agreement with Eastside Christian Church who has been kind enough to donate their facility for the award ceremony. There is no charge however they do require a user agreement. Mr. Crouch made a motion to approve the agreement and Mr. Waiz seconded the motion; motion passed, 3-0. 7. Josh Darby/Kevin Morlan-Bid award for 2024-1 Jeffersonville CCMG Paving project — Mr. Darby advised there were two bids turned in from MAC Construction and Libs Paving and they were close in amount, within $17,000 of each other. Mr. Darby said they were opened yesterday and the low bid was from MAC Construction in the amount of$2,447,979.10. This is a 50% match grant funded project from the State. Mayor Moore advised before the bid opening he made it clear that Allison Lane and all around Utica Elementary would need to be completed prior to the start of school. Mr. Darby advised he spoke with MAC Construction about that and they were on board with it. Mr. Waiz made a motion to approve awarding the bid to MAC Construction and Mr. Crouch seconded the motion; motion passed, 3-0. 8. Scott McVoy-Request for approval of contract between Jeff PD and Axon— Assistant Chief McVoy advised JPD's current body camera agreement is set to expire shortly. This contract also includes replacement of all of the tasers JPD currently uses. Assistant Chief McVoy advised he did go before Council and inform them and they did not have any objections. JPD does have the money in their budget for the minimum down payment needed for the 60 month contract. He and Mrs. Metcalf are working on making sure the 60 month agreement can be satisfied and paid in less time by being funded through capital funds prior to another elected board coming in. Mr. Crouch made a motion to approve the contract and Mr. Crouch seconded the motion; motion passed, 3-0. 9. Scott McVoy-Submittal of Bids for the purchase of two (2) Chevy Tahoes for the Police Department— Assistant Chief McVoy advised he obtained 3 bids per the City bid process requirement. One of the bidders was nonresponsive. Assistant Chief McVoy submitted the bids to Mr. Merkley. Mr. Merkley advised the bid from Coyle Chevrolet was in the amount of $57,393.50 and the bid from John Jones was in the amount of$51,947. Assistant Chief McVoy advised Bachman Chevrolet was nonresponsive. Mr. Crouch made a motion to receive the bids and take them under advisement and Mr. Waiz seconded the motion; motion passed, 3-0. 10. Rob Waiz/ Les Merkley- Request for approval of easement to Duke Energy- Mr. Waiz advised Duke Energy would like to have an easement granted close to one of their transmission poles on Middle Road next to Allison Lane. He did meet with them yesterday to make sure it didn't affect the drainage basin that is located nearby and a service road going back to the park. He advised he informed them this easement could not affect the drainage basin or the service road. Mr. Crouch made a motion to approve the easement and Mr. Waiz seconded the motion; motion passed, 3-0. ATTORNEYS REPORT: No Comment ADJOURNMENT: Mayor Moore gave a shout out to Greater Clark. They hired Jeff Cowgill last night to take over the Jeff igh School Broadcasting and TV Class. That is a great hire and Jeff High is fortunate to have hi Wit o f rther busin ss, Mr. Crouch made a motion to adjourn at 9:40 a.m. Approved by Mayor Mike Mo re Attest: Lisa Gill, City Clerk SCOPE APPENDIX to Engagement Letter dated: May 6, 2024 Between the City of Jeffersonville, Indiana and Baker Tilly Advisory Group, LP RE: Financial Impact Analysis of Proposed Fire Territory DATE: June 21, 2024 This Scope Appendix is attached by reference to the above-named engagement letter (the Engagement Letter) between the City of Jeffersonville (the Client) and Baker Tilly Advisory Group, LP. SCOPE OF WORK Baker Tilly Advisory Group, LP (BTAG) agrees to furnish and perform the following services: A. Preliminary Financial Impact Analysis (Consulting Services) 1 Gather financial and operating data of the proposed participating units shown in (c) below and prepare a special purpose report to include the following: a. The property tax levy, property tax rate, and budget to be imposed or adopted during the first year of the proposed fire territory; b. The estimated effect of the proposed fire territory in the following years on taxpayers in each of the participating units, including the expected property tax rates, property tax levies and estimated tax liability impact; c. The proposed participating units include the following taxing units in Clark County: City of Jeffersonville and Utica Township Fire District (or at least one other taxing entity that is contiguous with the City of Jeffersonville's municipal boundaries). 2. Analyze funding alternatives and modify the report, as necessary. 3. Prepare a special purpose report summarizing the preliminary financial impact. B. Analysis of Emergency Medical (Ambulance) Services 1 Gather proposed operating data from the Fire Department in connection with providing emergency medical services. 2. Based on the data provided by the Fire Department, estimate the costs associated with providing emergency medical (ambulance) services to the area of the proposed fire territory. C. Finalize Report, Prepare Presentation, and Public Hearings (Consulting Services) 1. Provide the following additional information to the preliminary financial and tax impact analysis as described in Section A above: a. A description of the planned services and staffing levels to be provided in the proposed fire territory; b. Estimated annual debt service payments; c. The estimated effect of the proposed fire territory on other units in the county in the following years related to local option income taxes, excise taxes, and property tax circuit breaker credits, and �6 bakertilly Page SA 1 14 SCOPE APPENDIX to Engagement Letter dated: May 6, 2024 Between the City of Jeffersonville, Indiana and Baker Tilly Advisory Group, LP d. A description of any capital improvements to be provided in the proposed fire territory. 2. Finalize the tax impact analysis report and prepare an executive summary and formal presentation for the public hearings. 3. Prepare notices to taxpayers of the three (3) required public hearings for review by local counsel and publication as required by Indiana Code. 4. Attend three (3) public hearings to present analysis and answer questions. Additional meetings are covered under section D. D. Petition to the Department of Local Government Finance ("DLGF") (Consulting Services) 1. Analyze establishing procedures to verify completeness and timeliness of the necessary steps as outlined in the Indiana Code. 2 Assist with the preparation of budget forms for the Fire Territory Operating and Equipment Replacement funds including: a. Budget Form 1 (Budget Estimate) b. Budget Form 2 (Miscellaneous Revenues) c. Budget Form 3 (Notice to Taxpayers) d. Budget Form 4A (Summary of Appropriations) e. Budget Form 4B (Financial Statement) 3. Assist with the preparation of other supporting documentation, as needed. 4. Assist with the preparation of and file a petition with the DLGF for an initial maximum levy, provide supporting documentation, and answer questions from the DLGF, as necessary. E. Other Accounting and Support Services (Consulting Services) 1 Attend other meetings not covered under the above 2. Other agreed upon services. bakertilly Page SA 2 14 SCOPE APPENDIX to Engagement Letter dated: May 6, 2024 Between the City of Jeffersonville, Indiana and Baker Tilly Advisory Group, LP COMPENSATION AND INVOICING BTAG's fees for services set forth in the Scope Appendix will be: Service Fees A. Preliminary Financial Impact Analysis Not to Exceed $8,500 B. Analysis of Emergency Medical (Ambulance) Services Not to Exceed $5,000 C. Finalize Report, Prepare Presentation, and Public Hearings Not to Exceed $16,500 D. Petition to the Department of Local Government Finance Not to Exceed $2,500 E. Other Accounting and Support Services Time & Expense* *BTAG's fees will be billed at BTAG's standard billing rates based upon the actual time and expenses incurred. Standard Hourly Rates by Job Classification 12/1/2023 Hourly Rate Partners/ Principals/ Directdt' $400-$600 Managers/ Senior Managers MIMI $275 - $400 Consultants/Analysts /Senior Consultants $175 -$275 Support/ Paraprofessionals/ Interns 111A $110 -$175 Billing rates are subject to change periodically due to changing requirements and economic conditions. Baker Tilly will notify Client thirty (30) days in advance of any change to fees. If Client does not dispute such change in fees within that thirty(30) day period, Client will be deemed to have accepted such change The fees billed will be the fees in place at the time services are provided. Actual fees will be based upon experience of the staff assigned and the complexity of the engagement. The above fees shall include all expenses incurred by BTAG except for direct, project-related expenses such as travel costs. BILLING PROCEDURES Normally, you will receive a monthly statement showing fees and costs incurred in the prior month. Occasionally, we may bill on a less frequent basis if the time involved in the prior month was minimal or if arrangements are made for the payment of fees from bond proceeds The account balance is due and payable on receipt of the statement. Nonattest Services As part of this engagement, we will perform certain nonattest services. For purposes of the Engagement Letter and this Scope Appendix, nonattest services include services that the Government Auditing Standards refers to as nonaudit services. bakertilly Page SA 3 14 SCOPE APPENDIX to Engagement Letter dated: May 6, 2024 Between the City of Jeffersonville, Indiana and Baker Tilly Advisory Group, LP We will not perform any management functions or make management decisions on your behalf with respect to any nonattest services we provide. In connection with our performance of any nonattest services, you agree that you will. > Continue to make all management decisions and perform all management functions, including approving all journal entries and general ledger classifications when they are submitted to you. > Designate an employee with suitable skill, knowledge, and/or experience, preferably within senior management, to oversee the services we perform. > Evaluate the adequacy and results of the nonattest services we perform. > Accept responsibility for the results of our nonattest services. > Establish and maintain internal controls, including monitoring ongoing activities related to the nonattest function. Conflicts of Interest Attachment A to the Engagement Letter contains important disclosure information that is applicable to this Scope Appendix. We are unaware of any additional conflicts of interest related to this Scope Appendix that exist at this time. Termination This Scope Appendix will terminate according to the terms of the Engagement Letter. If this Scope Appendix is acceptable, please sign below and return one copy to us for our files. We look forward to working with you on this important project. Sincerely, BAKER TILLY ADVISORY GROUP, LP /"G. �Cc�LddrL� Paige E. Sansone, Principal Signature Section: h The services and terms as set forth G th Scope Appe dfx are agreed to on behalf of the Client by: Name: Title: '(VAa.k(0( t"VtIJ, tkoart-- Date: b4. bakertilly Page SA 4 14