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HomeMy WebLinkAboutBPW November 6, 2024 CITY OF JEFFERSONVILLE BOARD OF PUBLIC WORKS MINUTES November 6,2024 PRESENT(IN PERSON): Mayor Mike Moore,Clark Miles Street Commissioner, Rob Waiz Redevelopment Director, Len Ashack Director of Wastewater, Kristie Ashcraft Animal Shelter Director, Delynn Campbell Grant Administrator, Bill Dixon Assistant City Engineer,Yvonne Dowd Assistant Controller, Matt Dyer IT Director,Shawn Grant JFD Chief, Kenny Kavanaugh JPD Chief, Mike McCutcheon JFD Deputy Chief,Scott McVoy,Assistant Chief JPD, Les Merkley Corporation Counsel, Heather Metcalf City Controller, Kevin Morlan Director of Street Department,Christy O'Neil Executive Assistant Mayor,Shane Shaughnessy Planner II, 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):Michael O'Brien Director of Vehicle Maintenance 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. Clark Miles and Rob Waiz served on the board. APPROVAL OF THE MINUTES: Mr. Miles made the motion to approve the minutes from October 30,2024. Mr.Waiz seconded the motion;motion passed,3-0. APPROVAL OF PAYROLL: Mr.Waiz made the motion to approve the payroll. Mr.Miles seconded the motion; motion passed,3-0. OLD BUSINESS: NEW BUSINESS: 1. Les Merkley-Request for approval of the 2025 City Holiday Calendar—Mr. Merkley advised this was the proposed Holiday Calendar for next year. Mr. Miles made the motion to approve the 2025 City Holiday Calendar and Mr.Waiz seconded the motion, motion passed 3-0. 2. Shawn Grant-Request for approval of contract between Jeff FD and Lexipol— JFD Chief Grant advised this was for training software for the officer development program that they implemented last year and they do have the money in their budget. Mr.Waiz made the motion to approve the contract and Mr. Miles seconded the motion, motion passed 3- 0. 3. Michael O'Brien-Submittal of Bids for the purchase of two(2)vehicles for the HR Director and IT Director — Mr.O'Brien advised this was for two different departments;one for the IT Department and on for HR. The resources have been approved by Council. The first one for IT department an then there's three for HR. His recommendation is to purchase for the IT Department the 2024 Chevy Colorado from Bachman Chevrolet in the amount of$39,519. Mr. Merkley said he had three for IT;John Jones, Bachman,and Heritage. Mr.O'Brien confirmed that was correct and the recommendation was to purchase the Chevy Colorado from Bachman. Mr.Merkley stated the quote from John Jones was$49,907.50 for a 2024 Chevy Colorado and then Bachman was the lowest quote with was$39,519 and they were provided with the same specs for the vehicle. Mr. Miles made the motion to award the bid to the lowest bid from Bachman Chevrolet in the amount of $39,519 pending legal review and Mr.Waiz seconded the motion,motion passed 3-0. Mr. Merkley said the bids for the HR Vehicles were the following:2 bids from John Jones,one for a 2025 Buick Encore and one for a 2025 Chevy Equinox and then a bid from Heritage for a 2024 Ford Escape. Mayor Moore asked why there were two different models and Mr.O'Brien advised John Jones did not have a 2024 in the Buick Encore. Mayor Moore said if they are opening bids they have to be for the exact same specs that were requested. Mr.O'Brien advised they were advised to give quotes on a 2024 small size SUV. Mr. Merkley advised for John Jones the 2025 Buick Encore quote is$29,922.50 and the 2025 Chevy Equinox is$34,862.50 and for Heritage the quote for the 2024 Ford Escape is$31,200. Mr.O'Brien said his recommendation was to purchase the Ford Escape based on test driving. Mayor Moore advised the bid could not be awarded based on personal preference and requested the board to take this under advisement until Legal could review it. Mr.Waiz made the motion to take the bids under advisement and Mr. Miles seconded the motion,motion passed 3-0. 4. Matt Dyer-Request for approval of contract to archive emails—Mr.Dyer advise this would allow the City to archive emails for up to 10 years which is required by law. This will keep the City in compliance and he does have the money in his budget. Mr.Waiz made the motion to approve the contract and Mr. Miles seconded the motion,motion passed 3- 0. ATTORNEYS REPO : No Corn nt ADJOURNM NT: Wi n urther business,M Miles made a motion to adjourn at 9:39 a.m. Approved by. Mayor Mike Moore Attest: Use Gill,City Clerk