May 14, 2019 8:30 A.M

City of West Lafayette, Indiana Board of Public Works and Safety MINUTES

May 14, 2019 8:30 a.m. Temporary City Hall (Former Happy Hollow Elementary School) Council Chambers

Members present were M. Michelle Dearing, Brooke E. Folkers, and Thomas J. Kent. Jason D. Huber was absent. Clerk Sana G. Booker presided.

1. APPROVAL OF MINUTES a. May 7, 2019, Meeting Ms. Folkers moved to accept the minutes of the May 7, 2019, Board of Works meeting. Ms. Dearing seconded the motion.

The motion was adopted.

2. NEW BUSINESS a. Certification of Eligibility List for Applicants to the West Lafayette Police Department – Police Merit Commission Police Chief Troy Harris requested that the Board certify a sealed list from the Police Merit Commission (PMC) for applicants to the Police Department. He noted that the Board does not see the names on the list, and neither does he. He explained that the hiring process to become a police officer is a comprehensive process involving many interviews and tests, all of which are assessed a score. The cumulative score of each applicant, certified by the PMC, and sealed in an envelope given to Corporation Counsel Eric Burns. This is to protect the integrity of the list and the hiring process. This list was approved last night by the PMC, and we are now coming to the Board of Works to approve it.

Counsel Burns explained that if someone decides at a future time that they were not treated fairly by this process, they would be able to subpoena this list and see that they were treated exactly the way indicated by their score. Counsel Burns gave the sealed list to the Clerk’s Office to deliver to Human Resources Director Diane Foster.

Mr. Kent moved that the certification of the PMC applicant eligibility list be approved. Ms. Dearing seconded the motion.

The motion was adopted.

b. Street Closing: Elm Drive (Between Salisbury St. & Woodland Ave.) – Block Party – Police Police Sergeant Jason Philhower requested approval to close Elm Drive, between Salisbury Street and Woodland Avenue, for a Block Party on June 15, 2019, from 3:00 p.m. to 8:00 p.m.

Ms. Folkers moved that the street closure on Elm Drive be approved. Mr. Kent seconded the motion.

The motion was adopted. c. Street Closing: Portions of Chauncey Avenue, Northwestern Avenue, and Columbia Street – Global Fest – Police Police Sergeant Jason Philhower requested approval to close portions of Chauncey Avenue, Northwestern Avenue, and Columbia Street for the Global Fest event. He noted that it will have a new footprint this year due to the renovations at Morton Community Center. The earliest partial closure is at 7:00 a.m. on September 20, and all will be reopened at 1:00 a.m. on September 22, 2019. This allows a four-block area to hold the festival.

Ms. Dearing moved that the street closures for Global Fest be approved. Ms. Folkers seconded the motion.

Mr. Kent asked for confirmation that this will not be a hindrance for the Fire Station. Sergeant Philhower stated that the plans have been approve by the Fire Department, and this footprint is similar to other festivals, such as Starry Nights, that have been held in that area.

The motion was adopted. d. Hires: Interns – Edward Hutchinson and Zachory Stewart – Engineering City Engineer Ed Garrison requested approval to hire two interns, Edward Hutchinson and Zachory Stewart. They will each be paid a rate of $12.00 per hour effective May 15, 2019.

Mr. Kent moved that the hire of Edward Hutchinson and Zachory Stewart be approved. Ms. Folkers seconded the motion.

Mr. Garrison confirmed for Mr. Kent that both are Purdue University engineering students.

The motion was adopted. e. Agreement: Farmers Market Assistant – Annette Britton – Development Julia Zuchkov, Economic Development Administrative Aide, requested approval to enter into a service agreement to hire Annette Britton as a Farmers Market Assistant for $1,700.00 for the 2019 season. She noted that Ms. Britton has been a long-time volunteer with the Market.

Ms. Folkers moved that the agreement with Annette Britton be approved. Ms. Dearing seconded the motion.

The motion was adopted. f. Memorandum of Understanding: 2020 Ouiatenon Preserve Grant – Ouiatenon Preserve, Inc. – Development Mayor John Dennis stated that in Tippecanoe County we have a wonderful resource called Fort Ouiatenon. Each year we have several events there, which can bring as many as 50,000 people to our community. Like most well-used parks, it is getting a bit tired. There are some plans by the administration that runs the group, led by Colby Bartlett who does a lot of volunteer work for our City and community, to do some work on the Fort to make the grounds more accommodating for the event crowds. They are also looking into creating new events and having more visual aids there. Mr. Bartlett approached us and

1200 N. Salisbury St.  West Lafayette IN 47906  (765) 775-5150 (TTY: 711)  email: [email protected] Agendas, Minutes, and documents are available on the City Home Page at http://www.westlafayette.in.gov page 2 of 5 BOARD OF WORKS MINUTES, May 14, 2019, CONTINUED other governmental entities in order to get some assistance in the form of grants. He requested approval for a memorandum of understanding to provide a grant in the amount of $50,000.00 to Ouiatenon Preserve, Inc. for that purpose.

Mr. Kent moved that the MOU with Ouiatenon Preserve, Inc. be approved. Ms. Folkers seconded the motion.

Clerk Booker asked where exactly this money comes from. City Controller Gray stated that it comes out of the Mayor’s budget.

The motion was adopted. g. Declare Items Surplus: Garbage Trucks and Paint Machine Tanks – Engineering Street Commissioner Ben Anderson requested approval to declare two garbage trucks as surplus, which have served our community well past their useful life and no longer have value. Both trucks have over 2,500 engine hours, which is more significant than miles for municipal garbage trucks. He also requested to declare three tanks as surplus that were removed from an old paint machine. Details about the trucks and tanks are below:

 2003 Sterling Garbage Truck, 49HHBVAKX3RL68081, 138,932 miles  1999 Sterling Garbage Truck, 2FZXMJBB6XAA42071, 127,696 miles  3 tanks that were removed from paint machine (50355296080192R)

Ms. Folkers moved that the items declared as surplus be approved. Ms. Dearing seconded the motion.

Ms. Dearing asked what happens to the items. Mr. Anderson stated that they will be listed on a site called Gov Deals for sale in hope that they will benefit someone else.

The motion was adopted. h. Quitclaim Deed: Morton Minor Subdivision – City Hall – Redevelopment Authority – Legal City Engineer Ed Garrison stated that we have been working on re-subdividing the Morton Subdivision. He explained that there were a bunch of different lots and an old alley where Morton Community Center is sitting. We have had many other developments re-plat everything so that it becomes a single plat instead of several subdivided plats. We now need to have a quitclaim deed approved to be able to claim all of that property.

Corporation Counsel Eric Burns noted that it also goes to the Redevelopment Authority (RDA) so that it be part of the City Hall project. The City of West Lafayette, by this quitclaim, will be transferring it to the RDA, and it will then be used to lease back to the Redevelopment Commission (RDC). This is all part of the bond and how the bank loan is secured.

Ms. Dearing moved that Quitclaim Deed be approved. Mr. Kent seconded the motion.

The motion was adopted. i. Claims i. AP Docket $179,896.12 ii. AP Docket $708,472.09

Ms. Dearing moved that the claims be approved. Mr. Kent seconded the motion.

There were no questions or comments about the claims.

The motion was adopted. j. Informational Items i. Legal Budget & Expenses – Controller There were no questions or comments about the listing. ii. Park Board Dockets There were no questions or comments about the listing. iii. Purchasing Card Transactions There were no questions or comments about the listing. k. Other Items ► Deputy Fire Chief Jeff Need reported that the Department is continuing to train this week with the Lafayette Fire Department. With the shifts at each station, there are nine training groups, with the last two groups finishing today and tomorrow. He stated that it has been a learning experience working with our brothers and sisters at Lafayette Fire, which has been the most important thing. It is also great to do high-rise training in a realistic scenario with training on difficult situations. We will be able to apply this training if, heaven forbid, the real situation ever arises in our City. Additionally, the State of Indiana has a live-burn trailer, which will arrive near the end of this week and put in the gravel pits at Purdue. This trailer will allow us to do live-burn training with simulated firefighting, such as coming downstairs at a kitchen fire. It is difficult to do live trainings within the City, but this is approved by the State because it uses propane for better control. People may notice more activity than normal with the firetrucks in the area.

►Street Commissioner Ben Anderson reminded everyone that leaf season is finished for the spring, so leaves should now be put in a bag or rigid container. He thanked the media for spreading the story about the closure of the recycling center. The Department is removing the signs and dumpsters and cleaning up the area. We have reached out to the Transfer Station to try to support any needs, such as signage. There has been a long line there as people learn that they do not need to cross the scales to use the recycling area.

► Project Engineer Dan Auckley reminded everyone that North River Road is closed for the next 90 days. The County is working on a project to raise a section of the road so that it does not flood near River Bend Hospital. The goal is to have it open before school starts in August. The official detour for that is to take Happy Hollow Road and Soldiers Home Road. Signage is being added at US 231, South and North River Road, and I-65 to try to divert traffic. He hopes that this will be the last project to close this road for a while.

Mr. Kent asked if the Happy Hollow Park entrance will be completed on schedule. Mr. Auckley responded that he believes it will. It was closed last Thursday, and they are supposed to have it open by Memorial Day Weekend. There is a progress meeting for that project tomorrow.

► Mayor John Dennis stated that he has taken another successful motorcycle trip. This year there was an issue with bears. He found out that bears like to eat everything, including pizza, when a large bear came up and tried to eat pizza that was left outside. Mayor Dennis also reported that we have a new investment in the community with the announcement that SAAB is building a facility here. One of the greatest things that happens in this community is that when something like this occurs, we all pull on the same side of the rope. Tippecanoe County, Purdue University, West Lafayette, and Lafayette, all came together personally and financially to make this deal happen. The folks at SAAB and the administration at Purdue were absolutely astounded at the level of cooperation and partnerships that we have. If you ever want a shining example of what goes well, just look around the corner here. The executive team that we worked with were impressed by the quality of life that we are able to provide here in this community. He praised the department heads for doing a great job influencing not only what goes on locally, but also around the world. It is something to be proud of.

► Mr. Kent ended the meeting with a quote. “Prejudice is a great time saver. You can form opinions without having to get the facts.” – E. B. White

3. ADJOURNMENT There being no further business to come before the Board, Ms. Folkers moved that the meeting be adjourned, and Clerk Booker adjourned the meeting.