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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. • 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. } r 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