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HomeMy WebLinkAbout11-14-12 MINUTES OF THE BOARD OF PUBLIC WORKS OF THE CITY OF JEFFERSONVILLE, INDIANA November 14, 2012 Mayor Moore called the meeting to order at 9:35am and on the call of roll were Councilperson Bryan Glover replacing Councilperson Lisa Gill, and Engineering Coordinator Rick Lovan. Also present: Animal Shelter Director Sarah Green, Assistant Fire Chiefs Bruce DeArk and Josh Thompson, I.T. Director Matt Dyer, Parks Superintendent Paul Northam, Building Commissioner Russ Segraves, Assistant City Engineer Bill Dixon, Street Commissioner David Hosea, Police Chief Chris Grimm, Safety Director Mike Ogg, Vehicle Maintenance Director Bubby Vissing, Sewer Office Manager Rick Stephenson, Controller Monica Harmon, Redevelopment, Grant Administrator DeLynn Rutherford, City Attorney Les Merkley, Corporate Council Tom Lowe, UEZ Director Kelly Reed, Planning and Zoning Coordinator Dan Matson, Mayor's Executive Assistant Judith VanGuilder and City Council Administrative Assistant Candy Stewart. Mr. Lovan made a motion to approve the November 7, 2012, minutes with Councilperson Glover seconding, passing on a vote of 3 -0. Mr. Lovan made a motion to approve payroll, with Councilperson Glover seconding, passing on a vote of 3 -0. OLD BUSINESS: 1.) None NEW BUSINESS: 1.) Joey Robertson — Request for road closures at Spring and Maple: Mr. Robertson requested Spring and Maple Streets be closed in order to shoot scenes for a movie at Perkfections, His request was for Monday, December 3, 2012, between 4:00pm and 4:OOam. Mayor Moore felt the time and day would be problematic for the downtown business owners and rush -hour traffic. Councilperson Bryan Glover suggested changing the time and day of the closure to Sunday, December 2, 2012, between 7:OOpm and 7:OOam so street closings will not be a burden on businesses and traffic. Mr. Robertson agreed to speak to his producer about this and see if a change can be made. Mayor Moore requested the Police Department be involved and tabled the request for one week so Mr. Robertson can discuss the day and time change with his producer. 2.) Paul Northam — Approval to sign a permit for work at Duffy's Landing: Mr. Lowe presented on Mr. Northam's behalf, an Army Corps of Engineer's permit for the work that was done at Duffy's Landing and is asking the board to approve Mr. Northam signing it. Mr. Lovan made a motion to approve Paul Northam signing the permit, with Councilperson Glover seconding, passing on a vote of 3 -0. 3.) Les Merkley — Approval of Contract with ProMedia: Mr. Merkley presented a contract with ProMedia who would be responsible for providing all communications and media services for the city for the next twelve months. Mr. Merkley stated that ProMedia was obtained last Friday, but it was contingent upon the Board of Public Works approving the contract. Mr. Merkley explained that ProMedia will be doing everything that was previously being done by the Communications Director. Mr. Merkley directed the board members' attention to page two of the contract which outlines some of ProMedia's responsibilities: ProMedia agrees to do a monthly video news release, take responsibility for the social media campaign for the city such as the Facebook page, the Twitter account, the Twitter feeds and will maintain the city website and the quarterly newsletter. They will not be responsible for the printing of the newsletter. Printing will be a separate item, as it has been in the past. Mr. Merkley referred the board to page three of the contract which references more specific services. Mr. Merkley stated that the cost of the contract is $4,800 per month which totals $57,600 for a twelve -month period. He explained that the city was previously paying $38,000 for a full -time employee, and after factoring in the employee's benefits, taxes, etc., the employee's total package was $58,000. Councilman Glover asked if there would be quarterly newsletters provided as they have had in the past. Mayor Moore explained that four will be provided in the future so long as the council does not cut any more funding. Mr. Merkley explained the city did not provide four newsletters this year due to the high cost of printing, but it is their hope that ProMedia will be able to find more affordable printers. Mayor Moore stated that this year's budget only allowed for three newsletters. Councilperson Glover asked if it was the administration's position that they are 100% in favor of a quarterly newsletter. Mayor Moore affirmed that the newsletter is a valuable tool to the community and would prefer to produce a newsletter every six to eight weeks, but is cost prohibitive. Councilperson Glover asked if any demographics have been done to see if there are citizens who would prefer a more cost effective electronic newsletter. Mayor Moore asked Dan Williamson, owner of ProMedia, to give a summary of what his company is going to provide for the city. Mr. Williamson explained that ProMedia intends to go through the database very closely to see where they can trim expenses by giving people the option of receiving an electronic newsletter and to eliminate mailings to people who do not want to receive the newsletter. Mr. Williamson feels that the city needs to provide both a paper and electronic version of the newsletter to the citizens of Jeffersonville. Mayor Moore asked, and Mr. Williamson confirmed, that Jeffersonville was not new to his company. He stated that he is a life -long resident of Southern Indiana and he has two employees who are Jeffersonville residents. He said they are looking forward to working with the City of Jeff. Mr. Merkley stated that the primary objective for ProMedia is to promote the positive things throughout the city - not just the administration, but the city in general. Mr. Williamson agreed that ProMedia's goal is to promote a positive message stating that they are not a news organization. Councilperson Glover explained that he is familiar with Mr. Williamson's good work, but as a member of the City Council and due to some action being taken, he wishes to abstain from voting on the contract. Mayor Moore stated to Councilperson Glover that he would love to have his support. Mayor Moore stated that remarks were made by some members of the Council that they wanted to take this role away from "the Mayor's arm length ". Mayor Moore explained to Councilperson Glover that now that there is a company handling these responsibilities outside of City Hall, the Council's reasoning no longer holds water. Councilmember Glover stated that if he was voting on behalf of himself only, he would support it 100 %, but he is a representative of the City Council and feels it would behoove him to abstain to get more feedback from the Council. Mayor Moore stated to Councilperson Glover that just for the record, he was here as Bryan Glover the citizen, not a City Council representative. Rick Lovan made a motion to approve the contract with ProMedia, with Mayor Moore seconding, passing on a vote of 2 -0 with Councilperson Glover abstaining. 4.) Les Merkley — Contracts: Mr. Merkley reminded the board that anytime there is an approval of a contract to please give the original to the City Clerk's Office. If the contract involves payment, Controller Monica Harmon will also need a copy for audit. Mr. Merkley explained not only are the contracts public record, but if there was ever a legal issue that develops down the road in regards to that contract, the Clerk's Office would need to be able to access it. 5.) Rick Lovan — Street Department Holiday Schedule: Thanksgiving Week - Trash normally scheduled for pick -up on Thursday, November 22" will be picked up on Wednesday, November 21, 2012. Trash normally scheduled for pick -up on Friday, November 23 will be picked -up on Monday, November 26, 2012. Christmas Week — since Christmas Eve and Christmas Day fall on Monday and Tuesday this year, Monday and Tuesday trash will be picked -up on Wednesday and Wednesday and Thursday trash on Thursday, Friday's pick -up will be on normal schedule. New Year's Week -- trash pick -up scheduled for Tuesday and Wednesday, January 1 & 2, 2013 will be picked up on Thursday January 3 and Thursday and Friday trash will be picked up on Friday, January 4th Councilperson Glover made a motion to adjourn at 9:56am with Mr. i2ovan seconding, passing unanimously. 0 ----L--- i Mayor ATTESTED BY: t 1cat 0 Ai))) Gym_ N) L114 UAAA/ pep-LI