00:00:00:00 - 00:00:26:23 Unknown Good evening. Welcome to the Board of Public Works and Safety meeting for the city Beach Grove. Today's date is May 5th, 2025. My name is James Kaufman, Mayor. I will defer to the clerk. Treasurer. Roll call Will introduce yourself. Starting on my right. Ben Easley. Samantha Stratton. Clerk, Treasurer. Craig Wiley, City Attorney. Sandy Seward. Thank you. Word yet minutes from her last meeting dated April 21st, 2025. 00:00:26:28 - 00:00:57:00 Unknown Any questions or comments I had then at no questions or comments Motion to approve the Board of Works minutes from our meeting dated April 21st, 2025. I'll make said motion second. All those in favor say I was opposed. Motion carries. Thank you. Approval of claims You have corporate claims dated May 5th, 2025, consisting of 20 pages in the amount of $1,057,203.80. 00:00:57:08 - 00:01:33:11 Unknown Any questions or comments? I had none. I had no questions or comments. No questions or comments. Motion to approve the corporate claims dated May 5th, 2025, consisting of 20 pages. The amount of $1,057,203.80. I'll make some motion. Second, all those in favor say I II. I was opposed. Motion carries. Oh, there are no public comments this evening. Unfinished business carried over from a previous meeting. 00:01:33:13 - 00:01:58:28 Unknown Treatment for a bit bid. As you're well aware, the city received a grant last year due to some some stops in holding from the from the federal government. We had to wait to award the bid. This bid was publicly advertised and the city received four bids. Those were read at a meeting a couple of months ago. Now. Just to refresh your memory. 00:01:59:01 - 00:02:39:20 Unknown There were four bids received. Savitri bid $12,945. Metric engineering method. Environmental bid $17,500. Dating the $24,940 and Eocene bid. $26,720. Part of this grant we were awarded up to $17,500 for a tree inventory that will take place throughout the city. That being said, I think the most responsive bidder is save the tree and their bid was $12,945. Any questions or comments? 00:02:39:22 - 00:03:02:22 Unknown I have them just that I appreciate the Green Scape Commission and their work and the evaluating each of the different opportunities that we have. And yeah, the really comprehensive way that they have laid everything out. Save the Tree is certainly the the lowest bidder. And I think that they accomplish everything that we are looking for right this year for this. 00:03:02:24 - 00:03:31:12 Unknown I mean this like metric does check every box. But when we look at the look that the boxes that are unchecked, I mean, do we really need information broken down by species? Right. Do we really need that? It's almost like you have it on a spreadsheet. You can you can filter and thoughts and things like that. So and there will be a couple other steps to this grant process because the goal is to plant trees in in areas throughout the city that that need them. 00:03:31:12 - 00:04:10:09 Unknown So we'll continue to hear some presentations regarding this grant and award those as the process goes along. So entertaining motion to award the bid. So I want to make a motion. I'll make a motion. We award the bid to save a tree. I'll second all those in favor. Say I was opposed. Motion carries. Thank you. Board. As part of this process, we are several months from when these bids were first advertised and part of that process, DNR says we need to update our tree inventory timeline and they recommend three months from the date of the award to get that that tree inventory done. 00:04:10:09 - 00:04:35:21 Unknown So we'd like to update the timeline to have this done within three months from today. So does that allow for everything that we need to do within the limits of the program and everything that keeps us all compliant? It does. Okay. Yes, sir. Yep. So again, motion to update the treatment tree to allow save the tree three months from today to complete the tree and the tree for the city of Utah. 00:04:35:23 - 00:04:58:29 Unknown We're looking at August 1st, right? The 90 days are to my promise. I'll make that motion. Well, I'll say again for August 1st. All those in favor say I does oppose motion carries. And thank you for your patience at that board. I know we've been had that. And then I am an engineer for several, several meetings now, but I'm glad to get that work done and get that inventory completed. 00:04:59:02 - 00:05:48:18 Unknown And new business first is EMS Strike agreement, REP, the mayor and the board in your contract, in your package, strive for a contract and a little background on this. Our department services appliance life support provider, all emergency medical providers in the state of Indiana are governed to respond to medical incidents with certified and functioning EKG monitors. Our department started the process of research and replacing work for one year in 2024. 00:05:48:20 - 00:06:19:26 Unknown In April of last year, we came in, we gave a little presentation on the Stryker Aliens 360 program and brought up some equipment to show and demonstrate how it's used, why we use it in our human services. And with this, our monitors are currently 13 years old and have reached the end of service life and are no longer able to be maintained or service to staff medical. 00:06:19:28 - 00:07:04:06 Unknown We have experience, tomography and oxygen sensor issues that can jeopardize patient care and treatment. The age and service issues along the CDC's growth and various situation. The current state of our monitors for immediate action for replacement. With such a large financial impact on the city, alternative funding for the purchase of needed equipment for Beechcraft, as was researched with the mayor and through other efforts to come up with problem solving efforts to reduce the impact on the budget and ensure long term sustainability of EMAS equipment and service delivery within the city. 00:07:04:08 - 00:07:34:26 Unknown With this program with the Stryker contract is a seven year contract and it would be paid annually because that contract was pretty large when we came in last year to present this contract, it was over $900,000. It's right at around 700,000 right now, and that breaks down to 100 and $500,000 a year. And that would be paid to our ambulance billing. 00:07:34:28 - 00:08:04:27 Unknown And how this contract would be paid is we're now with the next meeting, we're going to enter a contract with Meadville, where they can start with hauling $8,800 a month out of our Hamlin's reimbursement and set that aside for the annual payment. This way we don't incur any new budgetary items for the state, etc.. We don't have to worry about funding this, the general budget or to the public safety tax. 00:08:05:00 - 00:08:57:15 Unknown It'll be funded through our amounts reimbursements. And for example, that last month we brought in $165,000 and ambulance reimbursement for the month. So basically instead of 165, the city was receiving $157,000. So that's how the money is allocated to meet Bill with this contract. It's provides a long term solution to issues we have and aims to replace three of our current monitors with three like that 35, which is needed in pay in time we go on a patient. 00:08:57:18 - 00:09:40:11 Unknown The heart monitors are very crucial for our service delivery. If someone's having a heart attack, shortness of breath, cardiac arrest is due to EKG, monitored and defibrillator pays. We give Captain Oglesby. So it's very vital that we have good updated equipment. It's time saying to if someone's having a heart attack, time is muscle. We can recognize if they're having that severe heart attack with the trolley EKG and start treating that patient and get them to the appropriate facility to serve that patient process. 00:09:40:14 - 00:10:12:27 Unknown And, you know, time as most of them save lives. So with this contract, that's the basis of it. And I greatly appreciate Mayor Tom and his work hand-in-hand on on trying to get this contract through, try and get the right numbers for the city and really help them looking for alternative funding for how we're going to fund this program for the equipment we need and we greatly appreciate all his help. 00:10:12:27 - 00:10:40:03 Unknown And last month, he had the opportunity to go down to the FDIC downtown and take a look at the Stryker equipment, meet with the Stryker medical representatives, and actually have a little hands on approach also to see the equipment and know what we're talking about. And we're really, really grateful for them here right now. So I don't know if you have any questions. 00:10:40:06 - 00:11:02:04 Unknown So why the answer? We did send this contract to the legal for review and we just received the medical contract today. Also. And they'll be sent off for legal for review before that's presented to the board. And will you be returning the old equipment in for a credit or you use that with training? What will you do with your two year old equipment? 00:11:02:04 - 00:11:53:01 Unknown All bills in for credit. Okay, So this package is a seven year lease purchase and then it is seven years. You purchase everything for a dollar and they do a refurb. They replace any cases, anything that's damaged, they come out. And this contract always also includes an annual maintenance contract that we currently have. Right now, our equipment's not under a contract and Stryker's been helping us out because they know we're looking to renew our maintenance contract with them and this program covers that also, which is a pretty substantial amount of money for the contract itself, but it's also worth it. 00:11:53:01 - 00:12:20:27 Unknown We had a motherboard go out on one of our monitors we have now. It saved us like 15% of its stolen. So I remember, I don't know, last year sometime you came to the board and presented quite a a wish list, Rob and it was, I pardon the expression, have a lot of fluff in it. I think every EMS department would love to have that. 00:12:21:00 - 00:12:44:12 Unknown You know, stage equipment brand new with with all the equipment that you were wanting. So I'm glad to see that you kind of went through and really took a look at what is needed most. So it was really trimmed down. And I do appreciate that. Thank you. I agree. I think those were drab. It and I'll be the first to say I was very nervous about this. 00:12:44:12 - 00:13:03:12 Unknown I mean it's it's a substantial amount of money and Rob knows that we had lots of conversation about this. But at the end of day, I think it's something that we need to have this this equipment out there for our employees to provide to the people that live here. Right. And if you're reporting to this, it's it's a matter of seconds. 00:13:03:12 - 00:13:25:05 Unknown And then that can make the difference in working with the 13 year old device I think is questionable at best. Right. So having having an entire brand new equipment across the board for all three of our new ambulances, I think I think is very important. The contracts that we've done in the past, what were that? Weren't they like $27,000 for an annual maintenance agreement with those? 00:13:25:11 - 00:14:02:05 Unknown That's just for the power pro cost and the power load itself. And of Lucas devices, there's an additional $15,000 for the monitors themselves. So you're looking at, again, a substantial amount of money just for a service contract which is provides. And that's something that we were paying previously this way just make sure that again, that that our employees have the equipment that works right and that they can trust it when they get out and, you know, they're right at your doorstep and, you know, it's it's not so much just the employee, right? 00:14:02:05 - 00:14:26:29 Unknown It's the the patient and station. It's the resident of Beech Grove. Every time I look at Rob, I'm thankful for him. I had an emergency right when I right before we had a meeting, my husband was having a heart attack. And thank God that Rob was close by and that team was in my house working on my husband with the equipment that worked. 00:14:27:01 - 00:15:03:15 Unknown So I'm very supportive of having equipment that you need. You So can you talk more about the the maintenance that was being offered here for seven years? My thought is that we've got a large cost now because we're replacing them all at the same time. And they it sounds like they are covered for the term, but does it make sense to phase them in in different ways such that we don't have one large cost there at one time, but they will do Stryker phases, equipment. 00:15:03:15 - 00:15:30:16 Unknown And for us, sort of first part we need is a monitor. So we get those shippers and then the searchers will come in and then they will start replacing the power load and our ailments cards. We do not pay for the contract until the last piece of equipment arrives. And we anticipate April of next year for the last piece of equipment to arrive in the same each curve. 00:15:30:18 - 00:16:02:16 Unknown And with the maintenance contract, they come in. Any time we have an issue, they're come in service, but they also do annual service of this equipment. And that also includes replacement of any batteries, which was bad. The Chargers will go bad, there's batteries and then leave the battery and the power load system itself, which they will replace and all these will be covered like a full service warranty throughout the program. 00:16:02:21 - 00:16:33:18 Unknown And then the big key I think, is what your get as far as when that seven years is up for a new refresh for that equipment. So you're getting good equipment. It's no we're looking at the long term sustainability with this and then the seven years and we're go back to do an annual service contract with Stryker. But I would anticipate a need for new equipment for quite a few years. 00:16:33:20 - 00:17:00:02 Unknown Is the lifetime expectancy of this equipment more or less than seven years that last or last monitors was 13 years. Okay. Okay. And we used to be able to maintenance that because it's is it they go to 12 or is it once a year hits year 13. They don't support that anymore. Is that how it works or. Yeah they don't support anymore the long term basically. 00:17:00:05 - 00:17:23:29 Unknown I do have one more question. So with the total amount being $628,215.58, Rob, how is that going to affect your budget come end of year? It's not in our budget. It's it's through AMOS reimbursement. It'll be covered all through ambulance reimbursement. Yes, 100%. Okay. So it shouldn't be an issue AT Yeah. So, yeah, we're looking for a funding source. 00:17:24:00 - 00:17:47:14 Unknown It didn't affect the budgets. We know we had maybe some tough times ahead with the appropriate taxes coming out. We don't know what those rates will be, how it affects budget. You know, we had some issues prior with the event budget and make sure that we stay within that budget where we were given and also the public safety tax. 00:17:47:16 - 00:18:13:01 Unknown We don't want to continue to hit those funds. Also, it's nice to have a balance of those and have those rollover for the next year for emergencies. And it's not just, you know, that he misses the place also. So it's good to have those funds and it's good to have those available when needed. But I don't think you should constantly tap out those funding sources every year either. 00:18:13:04 - 00:18:58:10 Unknown All right. Thank you for explaining that. Appreciate it. And the other questions. And there's other questions in motion to approve the Stryker agreement for new equipment with Peach Grove, EMS makes their motion. Second, all those in favor say I. I was opposed Motion carriers. Thank Rob, our producer, our board. Up next, we have feature of police department request to hire part time employee North Division board. 00:18:58:13 - 00:19:23:01 Unknown I'm requesting to hire the miller as a summer part time public assistance officer. This Miller is currently a student at Ball State University studying criminal justice. Her duties will include officer support, assistant compliance officers and other duties assigned to provide the command staff. This Miller will be paid 1750 an hour and up to 62 hours per week. Her start date will be May 19, 2025. 00:19:23:03 - 00:19:51:27 Unknown There is money in the budget for this position. Thank you, Chief. Any questions or comments? Have you had this position filled previously and the premium we have? Yes. Okay. Thank you. What's the terms of that position? She'll go back to school, I think, second week of August. I've got to go. Yeah, Yeah. But this affordable sticker. Yeah. So it's great. 00:19:51:27 - 00:20:21:21 Unknown So this this employee will going to have to do duties the public assistance officer and also assistant compliance officers right when you good becoming the busy time for the compliance officer so she will be there to help them throughout the busy time so that will be that'll be welcome so think that you know the questions or comments you know motion to approve the part time hiring of Sidney Miller at an hourly rate of $17.50 per hour not to exceed 29 hours per week. 00:20:21:24 - 00:20:57:27 Unknown Excel motion second all those in favor say I was opposed. The motion carries negative. It. Up next board, we have a letter from the Department of Transportation every year. DPW director Brad Merriweather is very successful in applying for a community crossing grants throughout through the state and one to present this letter to the board. I'll defer to the clerk treasurer to read it on the record and there's no vote tonight, but just want to put it out there for the public to hear and then at our next meeting will open up bids for the said project. 00:20:57:27 - 00:21:27:09 Unknown So what offered to a clerk? Treasurer Dear Mayor James Coffman. The Indiana Department of Transportation has completed the review and selection of projects for funding in the 2025 one Community Crossings Matching Grant Fund program. Your community has preliminarily been awarded $487,810.89 in community crossings, matching grant Fund. Based upon your estimates from your project application, a community a community crossings matching grant or more letter will be included in the local roads and bridges. 00:21:27:09 - 00:21:50:26 Unknown Matching grant Agreement as Attachment B, The community crossing matching grant funds, which are administered by and will be used for funding up to 50% of the construction of your project or the purchase of materials. These grant dollars will enable you to build and improve Indiana's infrastructure. The State of Indiana looks forward to partnering with all Hoosier communities, both urban and rural, to invest in road and bridge infrastructure projects. 00:21:50:29 - 00:22:15:15 Unknown Improvement to local roads and bridges will bring about economic development, create jobs and strengthen local transportation networks for all of Indiana. Sincerely, Mike Brown. Governor, thank you so very thankful for this for this additional funding from the state. Without this, we wouldn't be able to pay as many roads that we do in the city of Chicago. I think total, we are up to several million dollars. 00:22:15:15 - 00:22:36:17 Unknown I don't know the exact total, but $7 million in funding from this program from the state. And again, I applaud DPW, Dr. Brad Merriweather, for his for his assistance to getting this awarded each and every year. So, again, no vote tonight. But any questions about that? I we'll, uh, we'll open the bids at our next meeting. Up next, legal. 00:22:36:17 - 00:23:03:03 Unknown We have a judgment for the future of PD training center property. I'll defer to Craig. Well, to discuss this. Yeah, sure. We had to go through an acquisition process to acquire the property where the. The gun range is normal for a lot of municipalities. Expansion and growth. And and we we tried to negotiate a deal with the property owner and he couldn't. 00:23:03:03 - 00:23:35:11 Unknown So we went through the acquisition process and we we were entering into an agreed judgment. We're going to pay an announcer as the court has ordered us to do. So That's where we are on it. This has been a long, long time coming. I know we started this last year, I think, and so maybe before that. Yeah. So again, this is for the ancillary building there of on Emerson Avenue. 00:23:35:13 - 00:23:58:26 Unknown So not where the range is. The one just, just south of there. Um, so I know the chief has some, some good plans for that property, for that building and I look forward to actually taking full possession of it or actually ownership of it. I guess we have, we've had possession on it for a little bit. So yeah, so the total price goes to the system. 00:23:58:26 - 00:24:36:10 Unknown So obviously $550,000 which yeah, with interest being 500, so 560, $65,000 total for that property. So um, yeah, many questions or comments and then no more questions or comments. Motion to approve the City agreed judgment agreement with the property on Emerson Avenue for the new Beach Road Police Department Ancillary building. Do we need to vote on this? Okay go to that was payment is court ordered? 00:24:36:17 - 00:24:40:01 Unknown Yeah. Yeah. Okay. 00:24:40:04 - 00:25:07:26 Unknown So we are voting to accept to accept the judgment and to make payment. Oh, I see. So sure. This has already been paid for. $245,000 has already been paid from 345,000 has already been paid for previously. I'll make said motion. Thank you. All those in favor say hi as opposed to motion carries. Thank you. Thank you, Craig, for all your work on this and getting this accomplished. 00:25:07:28 - 00:25:51:05 Unknown I appreciate it. Two new items on the agenda this evening that we've added tonight. First is you Parker Pettigrew promotion to commercial driver Fred or Fred? Dear Board is my recommendation to the Board of Works that Parker Pettigrew be promoted to the position of commercial driver, the Department of Public Works. Mr. Pettigrew Pettigrew obtained his Class B CDL on Thursday, May 1st. 00:25:51:08 - 00:26:16:16 Unknown If approved, Mr. Pettigrew is new biweekly weekly salary will be $2,616.66. There is money in the Sewage works budget to fund this promotion and I very much appreciate you adding it to the agenda. Any question you don't know. Congratulations to Mr. Pettigrew. He was very excited about it. I ran into him over the weekend and he was not the out one to tell me the news. 00:26:16:16 - 00:26:36:21 Unknown So I appreciate you getting this letter to us, Brad, and congratulations to him. So I'm in motion to prove Lennox said motion. Yes. All those in favor say I was opposed by carriers. Exempt. Thank you. All right, last on the agenda. And I don't want to add this. I didn't want to add this to the gender, but I did. 00:26:36:24 - 00:26:56:06 Unknown Sandy Seward will be resigning from the Board of Works and Safety. So before we get to that letter, I'd like to say a few words. I'm going to read it. I don't want to miss anything. So not sure where to start, but I will start with this. In 2011, Mayor elect Dennis Buckley asked local resident Sandy Seward to serve on the Board of Works and Safety, and she accepted. 00:26:56:08 - 00:27:17:22 Unknown Fast forward 13 and a half years and I'm proud to say that the city of Beech Grove and myself have a true friend and champion here on the Board of Works. Sandy Seward has lived here for many years and has always been proud of the city she called home. She raised her family here, she volunteered here. She served here recently saying that she would retired from her professional career and she and her husband have decided to move south. 00:27:17:24 - 00:27:39:01 Unknown To be honest, I am sad for the city, but I am happy for her and her family. It would be impossible to list all the accomplishments Sandy has had a part in. So to be honest, I reached out to former Mayor Dennis Buckley for some help with this list. This list we came up with includes so much more than what I would mention tonight as it would be nearly impossible to find everything in the city that has been done in recent history. 00:27:39:03 - 00:28:12:08 Unknown That city has not had a part in the complete reconstruction of Main Street, countless 3D crossing grants, paving projects, sewer projects, creeks, stabilization projects, municipal building improvements, countless vehicles and public safety equipment and more. The Franciscan Trail Project, the Arlington Big Four Church. One Roundabout Project Thompson Trail Project. Churchman Perkins 25th Peanut Roundabout Project The Hornet Greenway. The new Police station. 00:28:12:10 - 00:28:30:14 Unknown The new shooting Shooting Range and training facility. Sandy made her mark here in Beech Grove, and her legacy will be felt for years over Sandy, nothing but the best and her new home and retirement. I know without a doubt Sandy will be back to visit, to walk the trails, to shop Main Street or to simply check in on me in the city that she loves. 00:28:30:17 - 00:28:58:04 Unknown And for that I'm grateful on behalf of the city, the Board of Works, City employees, and from the bottom of my heart. Thank you standing. Thank you, Jim. That being said, we will read read her letter into the record. And Dear Mayor Coffman and board members, both with gratitude and reflection that I formally submit my resignation as a member of the Board of Works and Public Safety for the City of Beach Grove effective May 5th, 2025. 00:28:58:06 - 00:29:15:03 Unknown My husband John and I will soon be relocating outside of Beach Grove. And while this transition is bittersweet, I remain deeply grateful for the opportunity to serve our community. Serving on the board for the past 13 years has been a great honor. I am proud of all that we have achieved together to strengthen the safety infrastructure and overall well-being of our residents. 00:29:15:05 - 00:29:35:09 Unknown Working with former Mayor Dennis Buckley for 12 years and with Mayor Jim Coffman, this past year has been a truly rewarding experience. And I'm deeply appreciative of their leadership and dedication to our city. Throughout my tenure, I've had the privilege of working alongside passionate city leaders, colleagues committed community members and dedicated public servants, all of whom have made a lasting impact on our city. 00:29:35:12 - 00:29:52:25 Unknown The progress we have achieved is a testament to the teamwork and shared vision that drive each grow forward. While I'm stepping away from my official duties on the board, I look forward to supporting the city's continued growth in new ways and testing the efforts of this administration flourish in the years ahead. Thank you for the trust, collaboration and memories over these past years. 00:29:52:25 - 00:30:13:28 Unknown It has been an honor to serve. Regards, Sandy shared. Here we go. There we are. Thank you. Thank you. Wish you nothing but the best. Thank you. Great to see you go. But thank you for everything that you've done for the city. This growth, you left it. You're leaving in a much better place than it was when you first went first thing. 00:30:14:05 - 00:30:37:13 Unknown That's for sure. Thank you. Any other questions or comments? I just appreciate your leadership and your mentorship, even in the past years. And thanks for your work. You're welcome. Thank you. Good luck with your bid. Opening next next meeting here. You know what? Let's let's let's let's pass the torch and take it with you. Then we'll do that. 00:30:37:13 - 00:31:07:20 Unknown Now, to go back. All right, then I can make a motion to accept the resignation of. Yes, I move that we accept this resignation. I second all those in favor. Say I thank you. Standing where we begin. That is all we have for this evening. Comment from board members. I have none. None. Our next board of Public Works. 00:31:07:20 - 00:31:28:16 Unknown The safety meeting will take place on Monday, May 19th, 2025. We will have our city council meeting this evening at 7:00. Motion to adjourn. I will make the last and final motion second. All those in favor say i. I. I. Meeting is adjourned at 634. Thank you. Thank you.