Board of Public Works - Regular Meeting

All right, we'll go ahead and call to order the meeting of the Charles Charletown Board of Public Works for March 5th, 2026. It is 10 a.m. We will begin with the pledge of allegiance. Please join to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Thank you. Let the record show this meeting is being live streamed by city staff today. Um for roll call termination of quorum. All board members are present as well as cl treasure Donna Cooper and our attorney Carrie McCall. We have an agenda. We need a motion to approve.

I make a motion. Motion by Ernie Thompson. Second. Second by Maggie Wild. Any edits? Hearing none. All in favor say I. I. I. That's unanimous. We have our standing business which includes our meeting minutes from February 19th, our current claims and our payroll allowance docket from February 9th to February 22nd. Need a motion to approve. 19th. 19th. Mine says Mine says the 9th. Hold on. Let's get clarification.

There it is. Nope. On the official document, it is it must it must be a reprint or bad print on yours, but it says the payroll is from February 9th to February 22nd. Y can I get a motion? Maggie makes a motion. I'll second Thompson seconds. All in favor say I. I. That is unanous. Anyone sign it for public comment? No. Okay. Um, no old business straight into new business. I'll call for Chief Eric Cruz um to make a presentation for 10 years of service. All right, he's gonna make you come up again.

All right, this Corporal Tyler Lions. Uh, we want to honor him today for his 10 years of service. He was hired in March of 2016, seems like yesterday. Um, kid. Yeah. Uh so so over the year last 10 years Tyler has served as a patrol officer firearms instructor and then in I think it was 21 or 22 you're promoted to corporal right 20 22 I think 22 22 he was promoted to corporal uh and then for the last year and a half he's been in the school serving as our elementary school resource officer. So we would like to present him with his 10 years of service award. All right congratulations Tyler. Awesome.

Speed. Thanks. Sounds like John. Doug, you want to say anything? No. His other son. We No better than give him a microphone. Thank you, Tyler. We appreciate your service. All right, Chief. You've got a new general order for us.

All righty. This new general order which is 26.035.A. This is adoption of the Indiana law enforcement training board's defensive tactics training program. So this is a statewide policy that they have put out that we are to adopt and follow. So we actually already started following this with our defensive tactics training last week. And so we just like to get this with a motion and vote to approve put in our policies. I'll make that motion. Thompson makes the motion. Maggie second. Perry, did you have a chance to look that up? Yes. Did he send it to me week or two ago? I think a while. Yes, I did. Thank you. Good deal. All in favor say I. I. I. That's unanimous. There you go. Thank you.

You got out there not even asking for your money. Speech. Speech. All right. And then we have Hannah Pearson with the parks department gonna make a presentation on a couple of items. Good morning.

Good morning. Um, so first thing we have on the agenda is some quotes that we got back for our founders day audio. Um, there were three bids that came in. Um, Kentucky Indiana Productions at 7500, Sounds Unlimited Productions at 9,125, and then Soundscape Pro Audio at 6,000. Um, we did some research on all of the companies and we also did reference checks and even though Soundscape Pro Audio is the lowest bidder just based off of the research we've done. They have not handled a crowd of Founders Day size. So, it has been recommended to us um that we select Kentucky Indiana Productions for that bid.

Okay. So, we have staff recommendation for responsible responsive bidder to Kentucky Indiana productions of 7,500. Most of most of the time these are covered by sponsorships. The team's been actively working to get sponsorships. They've already gotten several through founder say that would cover this cost. So see a motion to approve. I'll make that motion. Motion by Maggie Wild. Second by Thompson. Um Perry, do you see any issues with that? No. Um all in favor say I. I. I. That's unanimous. You'll make sure that you get all the required documentation to Yes. Is he the one y'all were telling me about one that doesn't do their certificate of insurance until right before or that might

carries? So, um, Donna, if there was one that they don't do the certificate of insurance until a little bit later. So, that if his isn't in that packet, then that's why it is not. Okay. Okay. Yeah. Because he what happened was his insurance expires right before. So, it gets the renew. So, he sends us the new one. He'll send us the new one right before the event, but we'll make sure we've got it before the event. Okay. Yum. All right. And then the senior dinner. Yes. So, for your senior dinner, we have booked the Paul Bogs Band. Um that'll be on November 5th, 2026 from 6:00 to 8. Their charge for that performance will be $600. And we pay for that out of the revenue fund or probably

These are all good questions. Carrie usually answers these. Um, I want to say she pays for that out of either I think it's her revenue fund that she take it down the police department. Okay. So, do we have a motion for that? I'll make that motion. I'll second Thompson makes the motion. Maggie W seconds. Any questions? All in favor say I. I. That's unanimous. We'll make sure we have all their documents, contract, waiver, all that stuff. Yes. All right.

Um, and then the last piece that I have is for two different events that we have at the end of the year. um for trail and treat and for our reindeer night. Normally for those we have booked um a a photo opportunity that everybody seems to love. They get their pictures printed out right there. Good memorable thing that keeps people coming back. Unfortunately, we can't use the same service again um just because we need to go with a more budget friendly option. So, Take Entertainment has a 360 photo booth that they are willing to provide at both of these events. um $800 for both separate events. So that's the option that we are looking at book for our trail and treat and reindeer night.

And I believe those are paid for the trail and treat is a sponsored event. So that's paid for out of sponsorships and the reindeer event is paid out of winter entertainment. Yes. All right. Can we get a motion to approve those events? Motion. Motion by Maggie Wild. I'll second. Second by Ari Thompson. Any questions on that? All in favor say I. I. That's unanimous. She'll make sure she gets all the paperwork for that as well. All right. Thank you, Hannah. Uh Tony Jackson is going to present quotes for a coal cleaner. Good morning, everybody. Good morning. Uh what we're doing here is we need a piece of equipment to help us maintain and repair our roads and do some modifications. What?

And so Wes has gone out and did some investigation and stuff and found out that uh a coal planter coal planter would be the best to do the job to make the repairs. And so we went and got three bids. One from Bob Cattleville, one from Boyac, one from Southern Indiana Equipment. Southern Indiana Equipment didn't didn't have equipment. So, so after we looked at everything, looked what's compatible with ours with our uh skid loaders and uh we determined that the coal planer from Bobcat of Louisville would be our best served. It's got the better price and it also has the equipment has an add-on equipment that the other ones don't.

So, we're recommending that we get the coal planter from the Bobcat of Louisville for the price of $13,671.32. Okay. Okay. And just for the record on the minutes, the quote from Boycat was $16,188.66. Um, and the staff recommendation is to go with Bobcat for the amount of 13,671.32.

I'll make that Thompson, second by Maggie Wild. Now I so just with the board's information um Wes who does our street repair had um come to me a while back and said that if we purchased this equipment it would allow him to do some internal repairs that right now we would have to contract out that he with a couple of the guys on staff could so there's like a section specifically in the industrial park down um Pike Street towards towards the end close to like you're headed to was that down there um just past Mitchell like down that way near Viking, that's what it is, past that way. There's a pretty seat section needs to be repaired. So, he could repair that. Um, it would allow him to do other kinds of small repairs around patch jobs and stuff without having to continually rent the equipment or hire a contractor. So, that's that's why we're moving toward this. Um, all right. So, I have a motion by Ernie, a second by Maggie. Any other questions? All in favor say I.

I. That is unanimous. Thank you, Tony. Um, on the next item, the pedestrian bridge inspection and recommendations. Um, I reached out to HWC Engineering, who we have an on call agreement with, um, and asked them for a quote to inspect the two covered bridges in Greenway Park. They they're worn down and I don't know if it's just aesthetic that, you know, needs to be repaired or if it's structurally needs to be addressed. And so I thought it would be very fitting and appropriate for us to have them review those for both structural soundness and aesthetic repair. Um and so on that on call they're proposing doing that for a budget of $7,500 to complete that work. Um they'll complete the work within 75 days of the notice to proceed and present any inspection findings that anything that's urgent um immediately as well. So I just need a motion to approve that on call service.

I'll make that motion. Motion by Maggie Wild. Second Ernie Thompson. Any questions on that? All in favor say I. I. That's unanimous. Um and then Baptist Health Direct Screens. Heather, were you going to explain that for us? Morning. Good morning. Baptist Health has been administering our drug testing program for years, but now they've decided they're going to charge us to do it. It's always been complimentary. So, they're going to charge I think it's a $50 setup fee. We actually have two different service contracts because one of them is the testing for our CDL drivers.

The other is just our random pool. It's going to be $50 setup and then every time they pull a name quarterly, it's $25 per employee. We typically only have two or three names drawn per quarter. So, the charge is not going to be astronomical. And by allowing them to do this for us, it eliminates any appearance of any impropriy on the city's part because we are completely at it. We send them the list. They draw the names. Okay. I see. Great. Can I get a motion to approve that? I'll make a motion. Motion Thompson. Second by Maggie W. Any questions? All in favor say I. I. That unanimous. Thank you. And that is all I had. Donna, did you have anything for us? Thank you.

We were going to do the lightning. We're not doing lighting. Is that the next meeting?

Oh, thank you, Perry. Yes. Um, my apologies. I should have amended the agenda when we when we came on. Um, there was an agreement that was mailed out separate at the end, amended agenda. So, um, just to clarify that, um, the reason this item came out late, it was sent out as an amendment. So, this would be item I on our agenda now is the Shadow Lake lighting agreement. The reason it was not sent out with the original and had to be amended is because we were waiting on the redevelopment commission to take action on this first and the redevelopment commission took action on it at their meeting Tuesday night. Um this is an agreement by which the city or the redevelopment commission is funding the installation of some street lighting in the new Shadow Lake business park area. um as far as paying the first I think two years and then um there is a um building association out there and they will take over the regular payments on that in the future but the board of works is the since since they're in the city um we are the responsible party um for maintaining the accounts setting up the account through um through our EMC on that and maintaining dealing Then whenever there's a repair that needs to be made. So that's what this agreement is for. Pair, you've looked over this.

I looked at the only thing a lot of pages to to do this little thing. Attorneys get paid to make pages, I guess. Anyway, the only thing I saw concerned me personally was not was the notice of service. They had my wrong address. Oh, okay. Um, so I just needed to be modified. Okay. We can get that corrected. Yeah. And but otherwise could be approved and just add that change in there. I didn't see any other changes. Okay, the description was attached, so it's good to go. Good deal. All right, so we just need a motion to approve that um agreement, that lighting agreement, the shut. I'll make that motion. Maggie W makes that motion. Ernie Thompson seconds. Any questions on that. All right. All in favor say I.

I. That is unanimous. I'll get these executed and and get over to them. Um and that will wrap that up and we'll be able to get those lights in. That's been requested. that if you've driven uh Christianity Parkway through there, it is quite dark. So, this will be good to get that done. Now, I think that's it. So, now we just need a motion to adjurnn. I'll make that Thompson makes the motion. Maggie seconds. All in favor say I. I. We