Board of Works Minutes 11.8.2017

MINUTES OF THE BOARD OF PUBLIC WORKS AND SAFETY

BRAZIL, INDIANA

FOR NOVEMBER 8, 2017

A meeting with the Board of Public Works was held on November 8, 2017 at 10:00 a.m. in the Council Chambers of the Brazil City Hall.  The meeting was called to order by Mayor Wyndham.

ROLL CALL: Mayor Wyndham, Ruthann Jeffries, Linda Messmer, City Attorney Traci Orman, Deputy Clerk Melissa Dorsett

OTHERS PRESENT: Fire Chief Jake Bennett, Police Chief Clint McQueen, Police Captain Dennis Archer, Wastewater Supt. Billy Goodrich, Brazil Times Editor Frank Phillips, Daniel Rose

PLEDGE: The pledge to the Flag was led by Mayor Wyndham.

APPROVAL OF MINUTES: October 25, 2017; Linda Messmer made a motion to approve; seconded by Ruthann Jeffries.  The motion passed 3-0.

OLD BUSINESS: NONE

FIRE CHIEF REPORT: Chief Jake Bennett

• October – 52 calls for service
• Firefighters performed a walk-through of the Davis Zeller projects at the Old Junior High and Davis Building.
• Chief Kellar picked up a training device from the Terre Haute Fire Department training center to be used for forcible entry training on station.
• Firefighters participated in Forest Park Elementary Career Day and gave presentations at Meridian Elementary and East Side during fire prevention week. Firefighters also gave station tours to Headstart preschool children.
• Halloween Events – Exceptional Living Centers Trunk or Treat, YMCA Fall Family Fun Night, City Parks Haunted Hollars, and handed out candy Oct. 30^th and 31^st during trick or treat hours.
• Escorted Northview Girls Volleyball Team through town after winning sectionals
• Aerial Truck (Ladder 222) was placed back in service on October 17^th
• Lead Engine (Engine 224), Engine 221 and Trucks 223 and 225 have all had preventive maintenance in October.

NEW BUSINESS:

• Stormwater Planning Grant: Strand Contract – The Stormwater Planning Grant application has been put together and has been sent to OCRA, we are just waiting on OCRA approval before going forward with the project. The Strand Contract is an agreement between the City of Brazil and Strand Associates to provide engineering services for the Stormwater Planning Study project. Linda Messmer made a motion to approve the Agreement between Strand Associates and the City of Brazil for $35,000, contingent on OCRA approval; seconded by Ruthann Jeffries. The motion passed 3-0.
• Stormwater Planning Grant: Kristy Jerrell Contract and Invoices – Linda Messmer made a motion to approve invoice no. 1 of 1 for Grant Administration fees of $4000.00 from Jerrell Consulting and the Agreement for Professional Grant Administration Services both contingent on OCRA approval; seconded by Ruthann Jeffries. The motion passed 3-0.
• Dennis Archer – Lease of Police Cars – Captain Dennis Archer was present and presented the Board with a Police Vehicle Replacement program. This would include replacement of 10 current Police cars (1-2009 Ford Expedition, 6-2012 Dodge Chargers, 3-2013 Dodge Chargers) with 2018 Dodge Chargers. Captain Archer explained that the warranties have expired on the current vehicles and maintenance costs have increased, significantly cutting into the budget.  Captain Archer explained that equipment from the current police cars will be transferred to the new cars, adding no additional costs.  Lease payment for the 2018 chargers will be about the same as the current payment.  Ruthann Jeffries made a motion to approve moving forward with the Police Vehicle Replacement program as set forth by the Police Department; seconded by Linda Messmer.  The motion passed 3-0.
• Sullivan Agreement for Services (Wastewater Treatment Operator 2018) – The last Wastewater Agreement with Sullivan was for one year, and expires December 31^st, 2017. The new agreement is for 2018 and is for the same amount as 2017.  Sullivan will agree to pay $4,1667.67 per month to the City of Brazil for Brazil to run operations including the use of a certified operator.  Ruthann Jeffries asked Billy Goodrich if this agreement has worked.  Billy Goodrich explained that Sullivan needs to work on their compliance plan and that they are under an agreed order with IDEM.  Billy advised that Sullivan needs to address the adequacy of their rates.  The agreement will be tabled until the next Board of Works meeting to see what actions Sullivan takes regarding their rates.
• GAI Consultant Invoices – Jackson St. Sidewalk Inventory – Ruthann Jeffries made a motion to approve invoice no. 2117476 for professional services from August 13, 2017 to September 16, 2017 for $1,008.00 and invoice no. 2118488 for professional services from September 17, 2017 to October 14, 2017 for $1,296.00 from GAI Consultants for 2017 Jackson Street Sidewalk Inventory; seconded by Linda Messmer. The motion passed 3-0.
• GAI Consultant Invoices – 2017 Paving RPR Community Crossings – Ruthann Jeffries made a motion to approve invoice no. 2117911 for professional services from August 13, 2017 to September 16, 2017 for $20,482.72 and invoice no. 2118566 for professional services from September 17, 2017 to October 14, 2017 for $6,157.73 from GAI Consultants for 2017 Paving RPR – Community Crossings; seconded by Linda Messmer. The motion passed 3-0.
• Resolution 6-2017: Designating the Brazil Police Department Reserve Police Officer Program as Inactive – Chief McQueen thinks it’s in the best interest of the Police Department to make the Reserve Police Officer Program inactive as of now because of specific requirements involving insurance. Mayor Wyndham stated that we are not abolishing the program, just making it inactive for now.  Linda Messmer made a motion to approve Resolution 6-2017: Designating the Brazil Police Department Reserve Police Officer Program as Inactive; seconded by Ruthann Jeffries. The motion passed 3-0.
• Wabash Valley Asphalt Invoice – Ruthann Jeffries made a motion to approve invoice no. 26610 for Community Crossing Street Repaving for August 2017 for $428,267.40; seconded by Linda Messmer. The motion passed 3-0
• Wabash Valley Asphalt Invoice – Ruthann Jeffries made a motion to approve invoice no. 26673 for Community Crossing Street Repaving for September 2018 for $393,611.14; seconded by Linda Messmer. The motion passed 3-0.

AUDIENCE COMMENTS: NONE

CLAIMS:

• Clerk – Linda Messmer made a motion to approve; seconded by Ruthann Jeffries. The motion passed 3-0.
• Utilities – Ruthann Jeffries made a motion to approve; seconded by Linda Messmer. The motion passed 3-0.

FUTURE AGENDA ITEMS: City Attorney Traci Orman wanted to confirm the next Board of Works meeting for November 22^nd, 2017 at 10:00 a.m.  All present agreed to confirm.

MAYOR COMMENTS:  NONE

ADJOURNMENT: A motion to adjourn the meeting was made by Ruthann Jeffries; seconded by Linda Messmer.  The motion passed 3-0.  Meeting was adjourned at 10:45 a.m.