Board of Public Works Meeting 04/16/2018

The Charlestown Board of Public Works met on Monday, April 16 at 9:00 am. Following is a summary of the meeting. Full audio is available at the end of the summary.

  1. Call to Order/Pledge of Allegiance
  2. Determination of a Quorum and Roll Call – All present
  3. Approval of Minutes from previous meeting, Claims, and Payroll Allowance Docket from 03/25/2018 – 04/07/2018 combined into one motion.
    • Motion to approve made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous Approval
  4. Public Comment – none
  5. Alessa Farnsley – approval to be sworn in as a new officer for the Charlestown Police Department
    • Motion made by Ben Ledbetter
    • Seconded by Ted Little
    • No Discussion
    • Unanimous Approval
  6. Chief Keith McDonald – Police Cars
    • They have a car that was purchased in 2014, issued to Detective Johnson. Maintenance on this car is excessive. The warranty for the car expired last year. They have spent over $5,000 on repairs for this one vehicle. They would like to trade the vehicle in as well as a 1999 Ford Mustang that was confiscated and is in the possession of the City. Chief McDonald is requesting permission to trade both of those vehicles for a replacement vehicle. Chief McDonald presented a bid that proposes (approximately) $14,000+ financing for this project. Cost can be absorbed by existing Police budget. Approached three vendors and presented three bids to Board. Recommended the bid that was the least expensive (Coyle Chevrolet $13,842).
      • Motion to dispose of two vehicles as trade-in value and purchase new vehicle from Coyle Chevrolet made by Ben Ledbetter
      • Ted Little asked Mayor Bob Hall if they wanted to use the LOIT fund to make this purchase instead of the existing Police budget. Mayor Hall noted that doing so would be possible but that using LOIT will require advertisement and be brought before the City Council.
      • Ted Little described an instance in front of his home recently in which a car was disabled in front of his home and a Police truck was able to assist, thus, having a truck is a good idea.
      • Call for vote – unanimous approval
    • Chief McDonald brought forward a second item of business. He would like to bring their aging fleet up to date with the purchase of some additional new cars. He presented three bids to the Board. The Indiana State Quantity Purchase Agreement from Community Ford in Bloomington has been the exclusive bid vendor for the state for a long time. They offer the best price on these vehicles. Chief McDonald proposes three 2013 Dodge Chargers and three 2014 Dodge Chargers that they would like to replace. The bid includes one Chevrolet Tahoe in the mix as well (Coyle Chevrolet offered cheapest at $35,419). The Tahoe offers more cargo room for a SWAT member use.
      • Mayor Hall called for comments or questions. Ben Ledbetter raised concerns over the upkeep and maintenance of the Dodge Chargers. Chief McDonald said that he’s not 100% sure that Dodge has fixed mechanical issues. He is looking forward to getting more reliable vehicles from a different vendor.
      • Motion to approve the purchase of the Chevy Tahoe
        • Motion Made by Ted LIttle
        • Seconded by Ben Ledbetter
        • No additional discussion
        • Unanimous approval
      • The other additional purchase requires no votes because there is no bid process. Approval for the funds has already happened with the City Council.
      • Chief McDonald needs to provide bids on the equipment that goes into the cars. Until he sees the cars and understands the needs he will not be able to provide these bids for equipment. He will group the Ford cars together and present at next opportunity.
  7. Technical Review Commission – New Police Department
    • Eric Vaughn presented two proposals for the construction of the New Police Department to review the financial reports and compare the scores of the Technical Review Committee for each proposal.
      • The first proposal came from the Wheatley Group. $1,332,700 total cost. The Technical Review Committee (Vaughn, Spicer, and Chris Jackson) had a scoring formula for the bids and the average score for Wheatley = 69.3.
      • The second proposal came from AML General Contractors. $1,499,417 total cost. Technical Review Committee score = 75.7
      • No alternate proposals
      • The proposed budget for the station was $1.2 million. Both bids exceed this amount. As both are over budget, Mayor Hall recommends taking this under advisement and consider options to negotiate with lowest bidder. Hope to have information by next meeting.
  8. Ben Ledbetter mentioned that Donna Coomer, who could not attend that day, recommended changing the employee benefit provider (inaudible)….
    • Motion made and seconded (unclear)
    • Unanimous approval
  9. Meeting adjourned
    • Motion made by Ben Ledbetter
    • Seconded by Ted Little
    • Approved

Full audio of meeting available here (33:30): 



Author: Treva Hodges

Resident of Charlestown, Indiana. Advocate.

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