HomeMy WebLinkAboutFebruary 12th, 2013 JEFFERSONVILLE BUILDING AUTHORITY
February 12, 2013
The regular meeting of the Jeffersonville Building Authority was held on Tuesday, February 12,
2013, at 9:00 a.m. in the Building Commissioner's Conference Room on the second floor in the
Jeffersonville City Hall.
Present were Building Commissioner Russ Segraves, Board Members Don Sperzel, Dennis
Julius and Bill Fry. Also present was Administrative Assistant Susan Robertson.
MINUTES
Mr. Julius made a motion to approve the January 8, 2013 minutes. The motion was seconded by
Mr. Sperzel.
NEW LEASE'ORDINANCE
City Attorney Les Merkley was present to go over the draft of the City Hall Lease between the
Jeffersonville Building Authority and the City of Jeffersonville. Mr. Merkley said this Lease is
basically the same at the old Lease. He explained that the tenant (City of Jeffersonville — BPW)
is responsible for paying the utility bills. Mr. Julius asked the Finance Department to give Mr.
Segraves copies of the utility bills each month so that he can see the trends in utility usage. Mr.
Segraves and Mr. Julius are to get together to go over the figures in the Lease. The Board will
take a couple of weeks to review it.
Mr. Merkley also informed the Board that there will be a 70" wireless television put up in the
Mayor's Conference Room instead of a projector resulting in a savings of $2,500.00. The total
cost for the installation of the television is $2,100.00. The television is to be installed today.
The Building Authority will not be paying for the television.
HISTORY & APPROPRIATION REPORTS
Mr. Segraves presented the Detail Line Item Budget by Department of Fund — 2009 Actual
through Proposed Budget 2013 and the reserve money.
CAMERA CLAIM
Mr. Segraves said the claim for the damaged cameras is $11,000.00 with a $5,000.00
deductable. Ms. Harmon said the insurance fund will pay us back for the deductable. Mr.
Segraves said once he gets the check he will start working on it. He said hopefully he will have
something to present at the next meeting.
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LAWN MAINTENANCE
The Mayor requested that the grass and lawn maintenance contract for City Hall go out for bid.
Mr. Segraves contacted Cundiff Lawn Care and they did not get back with him. A bid from
Lawn Perfections was submitted for $6,270.00. This bid was $1,333.14 higher than the bid
submitted from Walnut Ridge. The Lawn Perfection bid did not quote a price for lawn
fertilization. The Board likes the fact that Walnut Ridge does the rest of the complex so
everything is done at one time, and they do a good job. Mr. Fry made a motion to approve the
Walnut Ridge bid in the amount of $4,936.86. The motion was seconded by Mr. Sperzel. Mr.
Julius abstained from voting. Richard Eklund was also in attendance and would like to see
flowers planted in the semi - circles as presented in the original plan. The Board could not recall
the semi - circles every being planted. Mr. Segraves said he would request another quote for
that.
PAINTING
A lengthy discussion was held on the painting that is being done in different offices. Mr. Julius
has received calls from people wanting their offices painted. It was said that some of the offices
are being painted during the day by other departments while other departments came in after
hours to paint their own offices. Another office hired a city employee to paint their offices after
hours. Mr. Julius is concerned about liability. The person that was hired to paint after hours
was asked to stop. Mr. Julius said that job should have gone out for bid. Mr. Segraves said it is
not a matter of the offices needing to be painted, it was a matter of the offices wanting a
different color, and does not feel it is the Building Authority's responsibility. Mr. Julius thought
we could start a list of offices wanting their offices painted. The list should go with need vs.
wanting to change color. Mr. Fry said there needs to be a better schedule when painting is
anticipated to occur and is based on financing. He said a lot of time leased areas give the tenant
a few paint colors to choose from. He said maybe we could offer three neutral colors to choose
from. Mr. Segraves said it would be hard to find a painter that is willing to come in to paint just
one room. The Board asked Mr. Segraves to contact some local painters to submit bids for
painting the common areas. Mr. Julius suggested the bidders also give a price on painting
individual rooms.
BUDGET REDUCTION
Mr. Segraves will meet with Mr. Julius.
WINDOW CLEANING
Mr. Segraves said window cleaning was taken out of the RT Solutions cleaning contract. He
said the Adam's cleaning contract included the window cleaning but we never used it. RT
Solutions quoted a price of $650.00 at the time the contract was signed. A recent quote from
RT Solutions was $750.00. Mr. Segraves received a verbal quote from Window King for
$850.00. They failed to give a written quote prior to the meeting. Mr. Segraves will get
additional bids.
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HVAC
Mr. Segraves received an e -mail from Mike Perkins, Manager of Comfort Systems USA who
has requested several times to meet with him to provide a quote to service City Hall. A
discussion was held and all agreed that Alpha was doing a good job on our complicated system.
The Bard agreed that if the price was the same that we stay with Alpha because they know the
system. A price change would create a bid process.
ENTRANCE DOORS
Chris Wallace with the Wallace Company presented a proposal for an automatic door operator
in the amount of $2,355.00. Wireless push buttons are proposed to be mounted on the interior
on a wall of choice and the exterior on a post. We are to provide the 120 volt AC needed to run
the operator. Mr. Segraves said he would like to use this company instead of going thru the bid
process because they have successfully worked on the doors. He has had other companies work
on the doors with no success. Mr. Fry said to make sure the automatic locking system does not
interfere with the automatic opener. The Board felt this was a fair price. Mr. Julius made a
motion to use Wallace Company to install the automatic door operator. The motion was
seconded by Mr. Fry.
CITY SEAL
A quote for a 48" plaque with the city seal for the Mayor's Conference Room was presented
from Attorney Tom Lowe from Art Sign Works, Inc. in the amount of $1,250.00. The Board
did not feel like the Building Authority should pay for the seal. The request died from a lack of
a motion.
LOCKS
The company that provides locks /keys for City Hall is Best Locks. They have recently subbed
out our account locally to WillisKlein. Mr. Segraves has met with our representative.
POLICE DEPARTMENT HALF DOOR
The Police Department has requested the Building Authority pay $371.00 for a half door in the
dispatch room. After a discussion the Board agreed that the Police Department should pay for
the door out of their own budget.
The next meeting will be held March 12, 2013.
The meeting was adjourned at 9:40 a.m. on a motion by Mr. Sperzel and seconded by Mr. Fry.
Minutes approved by: , Chairman