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Home My WebLink AboutBPW February 7, 2024 CITY OF JEFFERSONVILLE BOARD OF PUBLIC WORKS MINUTES February 7,2024 PRESENT(IN PERSON): Andy Crouch City Engineer, Rob Waiz Redevelopment Director, Len Ashack Director of Wastewater, Kim Calabro HR Director, Bill Dixon Assistant City Engineer, Yvonne Dowd Assistant Controller, Matt Dyer IT Director, Elisha Gibson Manager Sewer Billing, Shawn Grant JFD Chief, Kenny Kavanaugh JPD Chief, Anne Langley JFD Admin Assistant, Mike McCutcheon JFD Deputy Chief, Scott McVoy, Assistant Chief JPD, Les Merkley Corporation Counsel, Clark Miles Street Commissioner, Kevin Morlan Director of Street Department, Paul Northam Parks Director, Michael O'Brien Director of Vehicle Maintenance, Christy O'Neil Executive Assistant Mayor, Chad Reischl Director of Planning and Zoning, Amber Ridings Assistant Parks Director, Delynn Rutherford Grant Administrator,Jason Sharp JFD Deputy Chief, Brian Smith Safety Manager,Jay Thompson Assistant Director of Wastewater, Larry Wallace Buiding Commissioner, Kat Wang Public Arts Administrator, Lisa Gill City Clerk and Patsy Kiser Deputy Clerk. PRESENT(VIRTUAL): Mayor Mike Moore CALL TO ORDER: Mayor Mike Moore called the meeting to order at 9:30 a.m. in the Mayor's Conference Room in City Hall. The meeting was held in person and streamed on the City's Website. Andy Crouch and Rob Waiz served on the board. APPROVAL OF THE MINUTES: Mr. Crouch made the motion to approve the minutes from January 31, 2024. Mr. Waiz seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore— Aye; motion passed, 3-0. APPROVAL OF PAYROLL: Mr. Waiz made the motion to approve the payroll. Mr. Crouch seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore—Aye; motion passed, 3-0. OLD BUSINESS: NEW BUSINESS: 1. Larry Wallace-Request for approval of grass cutting contracts between the City and the following: • Marion Shepherd • Miller Bush Hogging • Morrison Construction Mr. Wallace advised these were the annual grass cutting contracts for Marion Shepherd, Miller Bush Hogging and Morrison Construction and are the same ones they have been using. Mr. Waiz made a motion to approve the contracts and Mr. Crouch seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore —Aye; motion passed, 3-0. 2. Larry Wallace-Request for approval of 2 service contracts between the City and Elevated for elevator repair(pumping unit replacement and controlled relay board replacement) - Mr. Wallace stated the elevator in City Hall was 17 years old and started to have some issues. The maintenance company recommended the tank and the pump mechanism up on the top be replaced. If the mechanism went bad they would not be able to get parts to repair it. The tank mechanism replacement cost was $29,800. Additionally the elevator's circuit board needs to be replaced. The circuit board replacement cost was $4,280. Mr. Waiz made a motion to approve the contract and Mr. Crouch seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore—Aye; motion passed, 3-0. 3. Larry Wallace-Awarding of quote in regards to purchase/installation of a heat pump system at City Hall (bids opened at 1/31/24 BPW meeting)- Mr. Wallace advised this concerned the heat pump that was taken under advisement at the last BPW meeting. After reviewing the quotes Mr. Wallace said his only concern was regarding the overtime and he spoke with Perfection who was the lowest bidder and they said they would work something out concerning the overtime. His recommendation was to accept the low quote from Perfection. Mr. Crouch made a motion to award the quote to the lowest bidder and Mr. Waiz seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore—Aye; motion passed, 3- 0. 4. Larry Wallace-Request for approval of service contract between the City and Perfection Group to check low glycol level at City Hall—Mr. Wallace advised this contract concerned work that was performed by Perfection when they attempted to locate where the leak was in the system. It took quite a bit of man hours and glycol that was put in before the main glycol was put in. The cost was$3,789.78. Mr. Crouch made a motion to approve the service contract and Mr. Waiz seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore—Aye; motion passed, 3-0. 5. Larry Wallace-Request for approval of service contract between the City and Perfection Group for heat pump rental-1st floor of City Hall— Mr. Wallace stated this was a service contract for the heat pump rental in the amount of$1,334. Mr. Waiz made a motion to approve the service and Mr. Crouch seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore—Aye; motion passed, 3-0. Mr. Wallace said he believed they would be able to remove the heat pump on Friday. 6. Larry Wallace-Request for approval of service contract between the City and The Pool Man for fountain services—Mr. Wallace stated this service contract was to service the fountain in front of City Hall. The amount of the contract was$50 each week plus the cost of the chemicals. The dates will be from approximately May 1, 2024 through October 1, 2024. Mr. Crouch made a motion to approve the contract and Mr. Waiz seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore—Aye; motion passed, 3-0. 7. Mike McCutcheon-Review of quotes in regards to the Fire Department purchase of two (2) work trucks—JFD Deputy Chief McCutcheon advised Mr. Merkley had three quotes from local dealers to be opened so the Fire Department could review them further prior. Mr. Merkley said the first quote was from Coyle Chevrolet-the 2024 Chevy Silverado was$38,677.80 and the second 2024 Chevy Silverado was$30,172.30. Mayor Moore asked JFD Deputy Chief McCutcheon if the dealerships were given an exact set of specifications that were supposed to be priced. JFD Deputy Chief McCutcheon confirmed that was correct and the two vehicles were a little different from each other in order to meet Department needs. Mr. Merkley advised the second quote was from Bachman; the 2024 Chevy Silverado was $37,965 and the second 2024 Chevy Silverado was$39,505. The third quote was from John Jones; the 2024 Chevy Silverado $48,500 and the second 2024 Chevy Silverado was $57,250. Mr. Merkley advised his recommendation was to take the quotes under advisement so they could make sure they had complied with the specs that were sent. Mr. Crouch made a motion to take the quotes under advisement and Mr. Waiz seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore—Aye; motion passed, 3- 0. 8. Scott McVoy-Request for approval of Uniform Conflict of Interest Statement of Mike Smith— JPD Assistant Chief McVoy advised this Uniform Conflict of Interest Statement was for Mike Smith for the work he does with JPD on videos and maintaining the website. Mr. Waiz made a motion to approve the Uniform Conflict of Interest Statement and Mr. Crouch seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore—Aye; motion passed, 3-0. 9. Scott McVoy-Review of quotes in regards to the Police Department purchase of vehicle— JPD Assistant Chief McVoy stated this was in regards to quotes for a 2023 Dodge Ram. The exact specs were sent to all three dealerships. Mr. Merkley confirmed 3 quotes were received and advised the quote request was for a 2023 Dodge Ram Crew Cab. The first quote was from Bachman for a 2023 Dodge Ram was in the amount of$48,500. The second quote was from John Jones for a 2023 Dodge Ram was in the amount of$42,855. The third quote was from Madison Chrysler Dodge, Jeep, but they could not provide a quote for a 2023; they could only provide a quote for a 2024 so they could not comply with the specs. Mr. Merkley recommended to take the quotes under advisement so they could be reviewed. Mr. Waiz made a motion to take the quotes under advisement and Mr. Crouch seconded the motion; roll call vote: Mr. Crouch—aye, Mr. Waiz—Aye, Mayor Moore—Aye; motion passed, 3- 0. ATTORNEYS REPORT: Mr. Merkley stated he had nothing for the attorneys report. ADJOURNMENT: With o f her bu iness, Mr. Crouch made a motion to adjourn at 9:42 a.m. 4A—. • — .1 -�� Approved by: Mayor Mike Moore Attest: L , City Clerk