08182016 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION AUGUST 18, 2016 255 each year. Upon a motion by Ms. Maradik, seconded by Ms. Doran and carried, the program was approved. Mr. Gilot noted the picture shows a flapper valve system but there's a number of different designs. He asked if the City is only accepting the flapper design. Mr. Horvath stated they will accept other designs. Board members discussed the following item(s) from the agenda - Professional Services Agreement — Hull and Associates, Inc. Ann Kolata and Chris Dressel, Community Investment, stated this agreement is for the continuing process of the industrial scrubbing of ground water contamination at the Oliver — Industrial Park. Ms. Kolata noted there will be additional monitoring wells in place for recording for IDEM reporting. - Agreement —Mail Finance, Inc. Mr. Cecil Eastman, Code Enforcement, stated this is a five (5) year agreement for lease of a mail folder/inserter. He noted it is billed yearly at a cost of $1,800, and has a cancellation clause included. - License Subscription Renewal - CD W-G Mr. Shawn Delahanty, Information Technologies, stated this is a renewal for all of the city's Microsoft licensing. He added it includes Office 365 licensing upgrades for employees still using Windows 3. Mr. Delahanty stated it is a three (3) year agreement but is billed yearly. - Resolution No. 37-2016 — Establishing a Policy for the Provision of Services to an Annexation Area in German Township Michael Divita, Community Investment, stated this annexation area is just over seventy-one (71) acres. He noted the Airport Authority is requesting the annexation and will transfer the property to the city for development. He noted there will not be any extra public works expense, adding water is currently available, but the sewers would have to be extended eventually if needed. - Professional Services Agreement —New Avenues Ms. Caitiyn Chase, Human Resources, stated this agreement has a slight increase of $.15 per employee. She noted New Avenues has been doing an excellent job so the increase is worth it. Ms. Chase stated approximately 4% to 8% of employees take advantage of the program. - Change Order — Century Center Electrical Distribution Upgrades Mr. Rich Estes, Engineering, stated this Change Order is over the 20% limit and all items are due to unforeseen circumstances. Mr. Estes confirmed they were not visible and noted the increase is also for incandescent lights proposed to switch to LED lights on the pedestrian bridge. He noted a new transformer was installed and tripped the lights, so they are not functioning. Attorney Michael Schmidt stated they talked about this request, but there is a 20% threshold on these projects, and the legal standard is high to approve exceeding that threshold. He noted it is up to the Board's discretion, but as the Board Attorney, he can't give his legal blessing. He suggested the additional lighting could be bid out and noted the issue of going out to bid is contractors have already been out to the site and know what is needed. He added bidding may delay the work slightly, but it might be a good idea. Attorney Schmidt noted he did not believe this meets the legal requirements of going beyond the 20% threshold. Mr. Estes informed the Board that they couldn't tell what capacity the transformer was due to the wear and tear on the labeling and had to assume it was the same as the other transformers on site. He noted adding the lighting makes the increase over 20%, it's approximately an additional $4.000. Mr. Toy Villa, Engineering, stated the problem with trying to bid the lighting is it's hard to request quotes on an ongoing project with a contractor on site and in control of the site. Attorney Schmidt stated it's low risk to go out and quote this. Ms. Dorau suggested they might just do a preferred vendor on a $4,000 job. Attorney Schmidt agreed if it's outside the scope of the contract. Mr. Estes stated he would redo the Change Order and remove the lighting and quote that as a separate item. Revised City Documents, Procedures, and Programs — Downspout Disconnect Program Ms. Hana Parkhill, Engineering, stated the law requires that residential downspouts be disconnected by 2017, and commercial downspouts by 2030. She stated these forms and this application are designed to meet the Ordinance. Attorney Schmidt stated these forms are for the Program to follow the Ordinance and even go above and beyond the Ordinance. He noted when there are exceptions to the Ordinance, the Board of Works will be notified and asked for their approval of the exemptions. He explained the reasoning for the Board's review is to make it so there is not one single person that grants permission for exemptions. He added these won't be brought to the Board individually, there will be a list of recommended ones brought together. - Change Orders 0 2016 Yard Lamppost Program Mr. Toy Villa, Engineering, stated this large 79.2% decrease in the project is due to only thirty (30) residents signing up for the program. He noted the engineer worked hard to try to get people