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12/14/2020 Board of Works Meeting Minutes

BOARD OF PUBLIC WORKS
December 14, 2020

The Board of Public Works and Safety met in a regular meeting on December 14, 2020, at 5:00 PM at the Community Schools of Frankfort Administration Building, 2400 E. Wabash Street, Frankfort, Indiana.

Mayor Sheets called the meeting to order and led the assembly in the Pledge of Allegiance. The following members were present: Mayor Judy Sheets, Greg Miller, and Megan Sheets.  Also present were City Attorney Les Bergum, Clerk-Treasurer Carol Bartley, and others as noted in the minutes.

MINUTES
The minutes of the November 23, 2020, regular meeting were presented for approval. M. Sheets moved to approve the minutes of the November 23, 2020, regular meeting as presented, seconded by G. Miller. Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

CLAIMS APPROVAL
G. Miller moved to accept the claims as presented, seconded M. Sheets. Upon a roll call vote, three ayes were recorded. Motion carried 3-0.

PUBLIC COMMENTS
None

POLICE DEPARTMENT
Police Chief Scott Shoemaker presented the board with a proposal to begin using the Relay app to better interact with the public and give citizens the ability to report crimes as they happen.  The Relay responder contract would cost $3,800 per year and will replace the Nixle program the department currently uses.  M. Sheets made a motion to approve the Relay agreement and give Mayor Sheets the authority to sign on behalf of the city, seconded by G. Miller.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

Chief Shoemaker informed the board that the police department has been awarded a grant in the amount of $31,574.10 from the Indiana Criminal Justice Institute.  He would like to put that award toward the purchase of 10 portable Motorola Radios at a total cost of $42,062.80.  The department will pay the balance of the bill but is asking for the Mayor to sign a notice to proceed with the order.  The grant and the purchase of the radios will both occur in 2021.  G. Miller made a motion to approve Mayor Sheets signing the notice to proceed, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

Chief Shoemaker discussed the invoices for Lexipol in the amount of $8,190.00 and Motorola in the amount of $27,836.10.  The board did not have any questions regarding the invoices and approved their payment by consensus.

Resolution 20-14 A RESOLUTION APPROVING AGREEMENT BETWEEN OWNER AND ARCHITECT FOR FRANKFORT POLICE STATION PROJECT

Chief Shoemaker presented the board with the contract for the design of the new police station at 1740 West State Road 28 by KJG Architecture.  The construction will begin in July of 2021 and will be completed in the summer of 2022.  G. Miller made a motion to approve the contract with KJG Architecture, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

FIRE DEPARTMENT
Fire Chief John Kirby asked the board for approval on the promotion of Dylan Henady to 1st Class Firefighter effective December 14, 2020.  M. Sheets made a motion to approve the promotion, seconded by G. Miller.  Upon a roll call vote, three ayes were recorded.
Motion carried 3-0.

Chief Kirby updated the board on the new fire truck being purchased by Center Township.  They are finalizing the installation of radios and training firefighters on their use.  He also thanked Union Township for the donation of headsets.

Chief Kirby thanked the police department for their help in escorting Santa through Frankfort and passed on the thanks of Frankfort Main Street.  He also informed the board that the fire department has made a donation in the amount of $1500.00 to the Boys and Girls Club in order to help with Christmas for three families.

STREET DEPARTMENT
Street Department Superintendent Jason Forsythe updated the board on the impact of the Rejuvtec rejuvenation project on several city streets. This product has had a significant improvement on the roadway and he is hopeful that we will have better results with other streets if the city continues to employ this type of road care in the future.

He informed the board that the street department donated funds to the Wayne Webster Christmas Fund. They were also able to obtain $2500.00 from Center Township. These funds helped out several families and 15 children for Christmas.

Mr. Forsythe informed the board that he had found out that AT&T may have to connect to the Washington Avenue Phase I utilities and could possibly have to dig a hole in the new roadway by the Milky Way.  He is going to be working with American Structurepoint and discussing options with the council in order to rectify the situation and will keep the board updated.

BUILDING SERVICES
Director of Planning and Housing Initiatives Don Stock presented the board with the permit report for November of 2020.  The building services department issued 61 permits for a total revenue of $3,533.24

Mr. Stock asked the board to waive the permit fee for 259 E Walnut Street, which is the Clinton County Probation office.  M. Sheets made a motion to approve waiving the fee, seconded by G. Miller.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

He also asked the board to extend the permit for Fabien Garcia at 500 N. Crescent Street for 45 days in order to complete the windows, doors, and siding on his garage.  G. Miller made a motion to approve extending the permit, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded. Motion carried 3-0.

Mr. Stock discussed the physical address for the new police station and Mayor Sheets advised the board that they are looking into possibly changing the name of State Road 28 to make it a named city street.  They will discuss it with factories in that area and address it at a later time.

Mr.  Stock spoke to the board about the demolition of a home located at 1001 E Clinton Street. Per Les Bergum, the city would need to obtain bids for the demolition.  The owner has filed for bankruptcy in chapter 11 and Les Bergum informed the board that per the agreement he is presenting tonight, the owner would need to give consent to allow the city to enter the property and demolish the structure and level it. When the city is satisfied there are no liens or back taxes they would demand a quitclaim deed so the city would have a title for the property. M. Sheets made a motion to approve the agreement with the understanding that the Mayor may need to make modifications as necessary to execute the agreement, seconded by G. Miller. Upon a roll call vote, three ayes were recorded. Motion carried 3-0.

The board discussed outside utilities such as Vectren damaging city streets.  Mr. Stock advised that he will be working to make sure they are all repaired.

PARKS
Bart Kraning asked the board to approve an additional security person for the Christmas Season until the lights are taken down.  G. Miller made a motion to approve the hiring of Mary Jane Hiper, seconded by M. Sheets.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

Mr. Kraning informed the board that the Christmas light donations are going very well and that the parks have also received a donation in the amount of $810.66 from Papa Johns for Christmas lights.    He is also looking forward to adding more lights next year.

COMMUNITY DEVELOPMENT DIRECTOR
Community Development Director Annie Bacon informed the board that she is working on identification cards for city employees who do not have identification badges so that employees can show they do work for the City.  The cards will have an expiration date and will be passed out to employees in January.

Annie is also working with Jason Forsythe on plans for press releases detailing changes to the trash collection schedule for Christmas and New Years.  The schedule will be released on social media and on the city website this week.

UNFINISHED BUSINESS
None

NEW BUSINESS:
Resolution 20-13 A RESOLUTION APPROVING AGREEMENT TO EXTEND GOLF COURSE OPERATIONS MANAGEMENT AGREEMENT

Cindy Casey presented the board with an overview of the 2020 Golf Course activities and an updated pricing schedule for 2021.
M. Sheets made a motion to approve the resolution, seconded by G. Miller.  Upon a roll call vote, three ayes were recorded.  Motion carried 3-0.

G. Miller made a motion to approve the pricing for 2021 at the golf course, seconded by M. Sheets. Upon a roll call vote, three ayes were recorded. Motion passed 3-0.

Mayor Sheets presented the board with the annual Apex Security Agreement for Old Stoney in the amount of $9823.00.  M. Sheets made a motion to approve the agreement, seconded by G. Miller.  Upon a roll call vote, three ayes were recorded.  Motion passed 3-0.

The board discussed the schedule of meetings for the board of works for 2021, with any meetings conflicting with holidays being moved to the following Tuesday.  The meeting schedule will be sent to the media.  The board approved the meeting schedule by consensus.

The board discussed the Covid-19 vaccine and the need to still be vigilant in following proper precautions as long as the virus is still an issue.

M. Sheets made a motion to adjourn the meeting, seconded by G. Miller. Mayor Sheets adjourned the meeting at 6:31 PM.

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