HomeMy WebLinkAboutApril 6, 2023 City Council Special Meeting COMMON COUNCIL OF THE CITY
JEFFERSONVILLE, INDIANA
April 6, 2023
Special Workshop Minutes
The Common Council of the City of Jeffersonville, Indiana met for the Special Meeting/Workshop on
April 6, 2023. Council President Owen along with City Clerk Gill called the meeting to order at 3:00 p.m.
The meeting was open to the public in person.
ROLL CALL:
The roll call was conducted by City Clerk Lisa Gill and present in Council Chambers were Councilperson
Burns, Councilperson Anderson, Councilperson Webb, Council President Owen, and Councilperson Ellis.
Let the record reflect that 5 Council Members were present in Council Chambers. Councilpersons Croft
and Paris was absent. Council Vice President Hawkins arrived at 3:04 pm and Councilperson White
arrived at 3:07 pm.
1. Heather Metcalf-Capital Budget Workshop Discussion
Mrs. Metcalf explained the contents of the materials that were handed out. Included in the
materials were items that each department would be discussing.The last page of the materials
is a summary of all of the department on one sheet.
2. JFD Chief Grant-Capital Needs
Chief Grant voiced the need of an East End Fire Station with a sub-station for the JPD in the back
of the building by 2023 due to future growth. Another need is the ESBA's (Air Packs) that are
used to make entries into fires, which are on rotation and very expensive (between 7-8
thousand dollars a pack) and the current ones are approaching 15 years old. This rotation needs
to start in 2025. Additionally JFD needs a bigger training room as they cannot fit a whole crew in
their current training room. The estimated cost for this is$450,000.00. They will need to start
looking at replacing one of the Cascade machines,which is the air bottle filler,the one at Station
4 is approximately 30 years old. In 2025 two of the Fire Marshalls vehicles will need to be
replaced with an estimated cost of$150,000.00. The department has a 2008 Ford truck that
pulls the 5' wheel trailer and it will need to be replaced and has an estimated cost of
$85,000.00. They are additionally requesting a new fire apparatus by May 2026. Chief Grant
advised that some of the items needed they try to use the existing budget such as imaging
camera's, and Tough Books. Additionally Turnout Gear is going to be a huge issue; there are 92
firefighters and each one gets 2 turnout kits, estimated at$3,100.00 each. These kits last
approximately 4-5 years. Council President Owen asked if the Fire Department was doing 15
sets a year; if so that is around $50,000 a year which is already budgeted. Looking over the
materials, looks like the only thing outside the budget is the training vehicle, estimated at
$80,000.00. $225,000.00 out of the budget will be used toward these items discussed. Council
President Owen asked Chief Grant is the plan presented accounted for his and the Command
Staff's vehicles. Chief Grant advised it did not. If funds are available at the end of the year,
those funds would go toward the purchase of the Chief Battalion Vehicle. Chief Jason Sharp's
vehicle does need to be replaced, this was not put in the plan presented however the Fire
Marshall's vehicles are included in this plan. The high cost items needed are the new station,
training room, and fire apparatuses along with the River Ridge Station. Chief Grant advised he
has approached River Ridge twice over the past two years regarding helping with the cost, but
has not received a response. Chief Grant said it may be beneficial for the City Council and
Mayor Moore to reach out to them. Council President Owen advised the administration is
working on opening communication in that direction. Council President Owen also asked about
the rehab or replacement of Station 1. Chief Grant advised in his opinion, a 2 to 3 million dollar
station further east would spread out the resources and serve the people of Jeffersonville
better. Then some funds would be needed toward renovating Station 1. Council President
Owen asked if this would be done in the next five years. Chief Grant advised he would like to
see it completed in the next five years, preferably an East End Station first. Council President
Owen asked that each department do an outline something like the one that Vehicle
Maintenance Director Michael O'Brien had done as far as the vehicles for their department with
the make, model,year and mileage for each vehicle and major equipment and when they will be
due to be replaced. Chief Grant also advised that a new ladder truck is in need,the current one
is 26 years old, he has been working with Pierce Manufacturing and was told that pricing will go
up May 2023. Chief Grant advised this is crucial, half of the parts budget has already been used
and the 2 new trucks will take 3 years to get, the longer the City waits the more they will be
spending in repairs. Councilperson White asked Chief Grant which is needed the most,the River
Ridge Station or the Fire apparatus. Chief Grant advised both, there are plans for Station 4 until
the new station is built. They will leave Station 1 where it is, build another small station off of
10th street near the Quadrangle, then another small station in the East End. Council Vice
President Hawkins asked what the 6 million dollars will cover. Chief Grant advised it will cover
the River Ridge Station with the sub-station for the Police on the back of the building. Council
Vice President Hawkins asked what the life expectancy of the radios are. Chief Grant and Chief
Sharp advised usually 10-15 years, it is hard to tell with technology updates almost daily, use
and wear. Councilperson Webb advised the Council needs to vote on whether or not to proceed
with the order at the next Council Meeting on April 17, 2023 before the price increase.
3. Stephanie Miller/Heather Metcalf-Street Department Capital Needs
Mrs. Metcalf advised that she had spoken to Kevin Morlan-Street Department Director and he
had advised her of the needs of the Street Department. The first thing for 2023 is$150,000.00
for paving of the City Service Compound which will be split between Sanitation, Drainage,
Construction,Vehicle Maintenance and Street Department, estimated to be around $30,000.00
for each department which is not in the budget and has not been bid yet. They need to make
sure everyone is on board. They are going to need a dump truck for snow removal, which will
be approximately$160,000.00 and is in the current budget. The only additional money needed
by the Street Department for 2023 is$30,000.00. Stephanie Miller-Street Department
Administrative Assistant advised that Mr. Morlan had spoken about replacing some of the
trucks, but she is not sure which ones. Council President Owen asked about the buildings; the
lean-to and the pole barn with the electric, are those things they have plans for or are they
things that need to be decided upon. Administration is working with a consultant to look at
what all City property looks like and where everything is and how it may need to be re-organized
or if land need to be purchased for a new City Complex. Ms. Miller advised that Mr. Morlan
spoke of the City purchasing land behind the Police Station on 10th street and putting a
salt/brine system there and at some point having a salt barn on Hwy 62 as well to keep from
going place to place.The current salt/brine system is approximately 15-18 years old. Mr.
Morlan went and looked at a new system in Cargill, to install the complete system is
approximately$115,000.00. Mr. O'Brien advised on line number 11, building a lean-to salt box
supports at the Renfroe location, to come around to the other side and connect with Vehicle
Maintenance will allow moving the salt trucks to the Renfro location so everything is in one
place. Council President Owen asked if there is room for that. Mr. O'Brien advised there is. Ms.
Miller advised the pole barn was on the property when the City purchased the property,which
needs a new roof, however the barn it not worth putting a new roof on; it has mold and most of
the wood is rotten. The Insurance company says it needs to be torn down. Council President
Owen asked what the barn houses at this time. Ms. Miller advised trash cans for the public to
buy, tractors, mowers, pick-up trucks, and other misc.
4. Michael O'Brien-Vehicle Maintenance Director-Small Departments
Michael O'Brien provided the Council with and discussed the vehicles in each department and
which vehicles would need to be replaced in the next 5 years.
5. Chief Kavanaugh and Assistant Chief McVoy-Police Department Capital Needs
Assistant Chief McVoy advised there is a need for the parking area at JPD to be redone,the
paved parking lot is crumbling and has large holes that have been patched several times. Under
the advisement of the Jeffersonville Street Director, Kevin Morlan, the lot needs new asphalt
which he estimates to be around $150,000.00.Assistant Chief McVoy will get 3 estimates before
moving forward with the project. The HVAC system is constantly needing repair;they currently
have a Geo Thermal Unit and have had constant issues with it over the last 5 years. Alpha
Mechanical is the vendor for the Police Department, many repairs have been done to this
system but after one thing gets fixed they say another needs to be fixed. The company sent in
some engineers to inspect the system then sent an email stating to solve all of the problems, it
would cost$135,000.00 to replace a pump, and there is a well to the South of the Police
Department that is dug down 250-300 feet where the geo thermal coils are. When the building
was built, the pump that was put there is too small to pump water through a 3,500 square foot
building which is causing extra pressure on the pumps were installed.The unit that is there
cannot heat and cool. They will need to look at replacing the tasers; Axon recommends
replacement of tasers every 5 years, we have gotten longer use however the warranty is for 5
years. The taser with a cartridge is about$4,500.00 each. The X7 bundle which includes the
taser, holster, soft wear, link up, etc. is between $325,000.00 and $407,460.00 over a 5 year
period. Council Vice President asked if this could be put under a GL#and be put in the budget
every year. The report that was submitted was incorrect, so the 1st year payment would be
$40,000.00 and then $91,678.00 each year for 4 years. The last group of tasers were bought all
at once. Councilperson Webb asked if the company will give credit for any previous tasers.
Chief advised they give $200.00 for each taser that is turned in whether it works or not. For the
Taser 10 bundle, it would be $86,988.04 each year for the next 5 years, for a total of
$434,940.20, which is not in the budget. Councilperson Ellis asked what happens with the
batteries and holsters. Assistant Chief McVoy advised the batteries get recycled and the
holsters can be donated if any other department can use them but they will not receive any
money for them. Assistant Chief McVoy advised the Mobile Command Center/RV is constantly
having work done on it.There is serious concern it will even make it to an event. The Command
Center is used for several things for the City. This has been discussed for 3 years now. The RV is
at the end of its life and has been for 5 years. Mr. O'Brien advised it is a safety hazard. The
estimated cost for a new Command Center is$1,200,000.00. Grants can be applied for to help
with the cost,this is an item that will last 10-15 years. Council Vice President Hawkins asked if
the grants are only available if payments are being made, if it is paid for, will money still be re
cooped. Assistant Chief McVoy advised he does not think so but will check into that.
Laptops/MDT are recurring things with the technology changing every 2-3 years. They need to
get this on a rotation instead of it coming in all at once.The budget for 2024 needs to increase
by$50,000.00 in software/hardware. The contract for the body worn cameras expire in 2025.
The estimated cost for 2025 to 2029 will be $110,000.00 a year and they will need to increase
the budget by$20,000.00 in 2025. The police cars do not have cameras, Chief Kavanaugh
advised he will be checking on 18-22 police cars getting equipped with cameras.This is not on
the Capital Improvement Worksheet. The Rear Entry-Exit Gate is getting slower and slower and
the motor has been replaced once. The gate is opened numerous times a day with all of the
vehicles that are in and out. A hydraulic system would be better to handle the amount of
vehicles that do in and out. The gate is currently working but will need to be replaced soon with
an estimated cost of$20,000.00.The Shell is currently being finished. They still need to fund
installing IT/AV equipment for analyst center. In order to get the room the way it needs to be,
the audio visual and information technology information for an analyst center similar to Metro's
Real Time Crime Center the estimated cost is$951,000.00. That only takes care of the monitors,
running the cable, electric, servers and all the stuff that is integrated into a real crime center.
The original Shell build out money was funded by Redevelopment. The original cost was
$351,000.00 then things went to a standstill when Covid it, then 2 years later, the cost has gone
up to $741,000.00 just to finish the center at that time the AV needs totaled about$600,000
and since then has increased to$951,000. Council Vice President Hawkins asked how much
money is left in the fund that was set aside for this. Chief Kavanaugh advised the original
amount was$85,000.00; Mrs. Metcalf advised there is no more money in that fund. JPD would
like to purchase a vehicle for the Crisis Negotiation Team to be used during hostage situations.
This needs to be separate from the Command Center. The estimated cost of this vehicle is
$125,000.00 over the next 5 years. This does not cover the cover the video equipment that will
be needed to go along side of what we currently have that can be transposed over to the new
vehicle.This is not in the current budget line. Mrs. Metcalf asked if it is$100,000.00 or
$125,000.00. Assistant Chief McVoy advised the other$25,000.00 is for the extra equipment
that will probably need to be purchased, and this will be a leased vehicle over a five year period.
Chief Kavanaugh asked the Council about having a workshop prior to the next Council Meeting
regarding the retention of officers and recruiting new hires and the 3 step percentage
guidelines.
6. Clark Miles Sanitation Director—Mr. Miles advised the Council on what the Capital needs were
such as painting the exterior of the building, interior offices, paving the parking lot (having each
department contribute approximately$30,000.00), buying of dumpsters, trash cans, computers,
printers. The Vehicles needed are a packer truck, one arm trash truck, pick-up trucks (rotation),
and a grapple truck(claw). They are requesting lockers for the employees and paint the
concrete wall of the warehouse. The old yard that is shared with the Street Department, need
to be cleaned up, storm took the roof off of the building. There is one truck that was paid for
out of 2022 that should be here in July or August of 2023, wanting to make sure there is money
in there to order another truck this year, it takes about 6-8 months to receive it. Mr. Clark said
he appreciated all the hard work the Council has done to support all of the departments, this is a
beautiful city. Thanks to Debbie Gardner-Administrative Assistant. Council President Owen
asked if the Sanitation Department could put together an asset list of each piece of equipment,
how old it is and its value. Mr. Miles advised that they do have a list already done, Mrs. Gardner
gave that to Council President Owen. Mrs. Metcalf asked if the one-arm truck for this year has
already been budgeted. Mr. Miles advised it has not, nothing on the list has been budgeted.
Council Vice President Hawkins asked how many packer trucks the department has. Mr. Miles
advised they have 9-10 with a life span of 5 years. They are still used after 5 years, they just
start having problems. The cost of the garbage cans is a wash due to them being sold to the
public at cost which money goes back in to the Sanitations budget.
7. Paul Northam-Parks Director—Mr. Northam advised their department has worked with the
same budget for 6 years now with no increases and the City is growing. It is a struggle to keep it
going. Most things the Parks Department handles can be reached with the budget that the
department has, but it is a struggle. Some of the items on the Capital Improvement Plan need
to be done and some of them they would like to see done. The current budget can't be used to
fix things that go wrong, in example the restrooms and lights at Big 4. Last year$400,000.00
was added to the budget to get things done that had not been done for a long time. He and
Mrs. Metcalf discussed maybe that amount in the budget for a few years and get caught up on
some things but he understand the tightness of the budget. The department is back to the 5
years plan; there is also a print out of equipment and vehicles, no copy of this report as of today.
Currently there is money in the budget for vehicles; it is about$40,000.00 a year. The plan is,
every other year, either Maintenance or Green Space gets a new vehicle depending on whether
they need it or not. This year, everyone was in good shape, with the exception of a new
manager that was promoted, so a new vehicle was purchased for him. The plan is over the next
5 years is to use the money budgeted for vehicles, however the cost of vehicles are going up. It
is close to $50-60,000 now. There are some trailers that are well over 15 years old now that
need to be replaced. Council President Owen asked if there is a list of vehicles and equipment,
Mr. Northam advised they do have one. Council President Owen asked if the Capital
Improvement Plan is listed in the order that things need to be done or are there certain things
that need to be done first. Mr. Northam advised the priority for the next couple of years is the
electric upgrade at the Big 4 Bridge, some of which will be paid for out of the current budget.
Oglesby Shelter and Oglesby Trails have already been approved by Redevelopment to move
ahead and will be funded out of Redevelopment's budget. Poppy Parking has been worked on
for the past 3 years, put gravel down, then approval was needed from Flood Control to do the
work. Wilcoxson Park along with Wathen Park is in need of a new parking lot. Warder Park is in
need of restrooms but not a priority for this year. Councilperson White voiced concerns about
the transit people using the Warder Park as a hang out. Mr. Northam advised his concern is for
the people that attend the events and rent the spaces out needing the restrooms. Shirley's
Arbor is in need of a new pavilion and all parks are in need of new signage, out of 36 parks, 20
have been done. Councilperson Burns asked if there are funds that are due back from the
school corporation. Council President Owen asked if the windows for the Fieldhouse was just on
one side. Mr. Northam advised it would be for the North and East sides of the building. There
are no concerns with the current windows other than cosmetic. Councilperson White asked if
the tennis courts at Parkview are owned by the school corporation, Mr. Northam advised they
are. The caboose in Preservation Park is looking really rough and will either need to be repaired
or removed. Should the Parks Department fix it? Councilperson White asked if it is being used.
Mr. Northam advised it is not. Mr. Northam's plan was to paint the outside of it,fix the holes in
the siding and floor and put something around it so people could see that it use to be a usable
caboose. It is something that the department wants to do, but does not have to be done. It
brings a lot of character to the park. Councilperson White asked what was meant by Parking
Reservations. Mr. Northam advised there are 3-5 parking spaces could be put there for the
people that rent the Preservation out. Concerning permanent mooring of the Riverstage, Mr.
Northam stated he is not sure whether to spend the money to permanently moor down there
he is not sure how many more years the Riverstage is going to be there with all of the new
buildings going up, such as the property where Jeff Boat use to be. That could be a location to
hold a lot of events, and cut the cost of moving the stage back and forth and paying a monthly
storage fee. To store and transport it, it cost about$20-25,000 a year. Mr. Northam advised he
is not talking about moving the Riverstage, it is about after the Riverstage,when new things
cone along. The Pavilion will be on dry land on the old Jeff Boat property. Councilperson Webb
asked if the$100,000.00 is to purchase an Ice Rink. Mr. Northam stated last year it was brought
back to see how it would go, it went really good, so it will be rented again in 2023, if it continues
to go well, he advised it would be better to buy one than to keep renting one and would like the
Council's opinion. Council President Owen asked if that amount is to purchase the rink only, or
does the chiller come with that. Mr. Northam advised it is for the rink and chiller and they
would have to hire someone to come and set it up and would have to have someone come
down the first couple of years to make sure it is being done correctly. Councilperson Webb
advised that if the City continues to rent the rink, they can stop at any time, if one is bought,the
City is stuck with it. Council Vice President Hawkins asked what the $100,000.00 VIP room is for.
Mr. Northam advised that would be to build another room for entertainers that perform at the
Riverstage on the west side with a set of stairs and a bathroom, also for sponsors that support
the Riverstage. Council Vice President Hawkins asked if the WAC turf field is to be replaced in
2025 because that is what the company says. Mr. Northam advised when it was bought, the life
expectancy was 8 years, it is on its 8th year. It is playable, looks fine, they have had to band aid
places, and it is starting to look like patch work on the field, structurally it is still in good shape,
cosmetically it needs work. Councilperson White asked if this is ran by a non- profit
organization. Mr. Northam advised that it is ran by the Parks Department, there is 2 sections.
The front part with the turf field, parking lot and the building is owned by the Jeff City Parks
Department the other part is owned by the CCSA, a volunteer organization. CCSA requested to
own that land to continue to get grants. Mr. Northam is requesting to buy dumpsters to clean
up the debris from Duffy's Landing and Fisherman's Warf from the flooding's that happen. The
Street Department has been taking there dumpsters there, however, they fill up so quickly and
it takes 2-3 days to get them dumped and back to fill them again, Mr. Miles suggested that the
Parks Department buy their own. The Green Space Building is running out of room. Mr.
Northam encouraged the idea of all of the Fire, Street, Sanitation, Parks, department finding a
new facility for them all to join together, possibly across from Arby's where the church is. It was
decided that the departments would all contribute money to have a study to do the design work
on it and bring it to the Council to see if it is something worth doing. Councilperson White asked
if this is on the list, Ms. Metcalf advised no, it is not. Council President Owen advised that this
study has already been funded.
Heather Metcalf advised she will get with the other departments and get more details on the
vehicles such as mileage, condition, make, model and year. Also a list of additional
appropriations for this year to determine if there is money for funding or not. Mrs. Metcalf
would like to get some ideas from the Council and have a follow up meeting before anything is
presented to Council. Councilperson White asked this list not include what is already in the
budget. Mr. Webb asked if any more lists are given, those amounts will not typically be in the
budget. Mrs. Metcalf responded, correct or it will be designated separately with a sub total and
that the main focus should be on 2023. Mrs. Metcalf asked for the Council and herself to meet
to discuss the 2023 Capital Plan. The Council agreed at the next Council Meeting set the next
special meeting and let Mrs. Metcalf know what they think. Council President Owen voiced his
concerns regarding opening up a contract for the Police Department and thinks maybe outside
advice should be obtained. Council President Owen advised that he will bring someone to the
Council Meeting on April 17, 2023.
ADJOURNMENT:
Councilperson Burns made the motion to ADJOURN the meeting at 8:01 p.m.
APROVED
Matt Owen, Councsident ATTEST: Lisa Gill, Clerk