Votes at a glance: Westfield Board of Public Works and Safety, April 23, 2025

The Westfield Board of Public Works and Safety held a lengthy meeting on April 23 and approved a range of items by voice vote. Below are the action items the board voted on and short details captured in the meeting record. Where the transcript did not provide full numeric details, an item is marked “not specified.”

Votes at a glance (selected items from the agenda):

- Resolution 25-121 — Lease with Pattern Inc.: Approved. The city will enter a one-year lease with Pattern Inc., a nonprofit, to use a donated Indigo bus as a public-art-wrapped pop-up retail space on Jersey Street near the farmers market. Staff said monthly rent was set to make short-term retail testing affordable (rent referenced as $350/month in discussion). Pattern may sublease to vendors; city economic development staff will approve uses. (Agenda item 3; motion carried by voice vote.)

- Resolution 205-125 — Declare personal property surplus and transfer duty weapon to retiring Assistant Chief Scott Jordan: Approved. Westfield Police Department requested the routine approval to allow decades-of-service retiree Assistant Chief Scott Jordan to receive his duty weapon as part of retirement process. (Agenda item 4; motion carried by voice vote.)

- Action item 5 — Final RFP for residential solid waste, yard waste, recycling and disposal: Approved. Staff said the final RFP made only minor edits and proposals are due June 2; scoring and selection to follow. Board asked staff to report how resident performance complaints are logged and tracked. (Agenda item 5; motion carried by voice vote.)

- Action items 6 & 7 — Signing authority for utility easement agreements (Citizens Water and Westfield Washington Schools): Approved. Staff described a donated easement across city-owned greenway property to provide water service to a new school/transportation center; the easement is a donation at no cost to the school/utility. (Agenda items 6–7; motion carried by voice vote.)

- Action item 8 — Build-Operate-Transfer agreement for city fiber ring: Approved. See separate article for full discussion, public hearing and board action. (Agenda item 8.)

- Action items 9–26 — Eighteen neighborhood vibrancy grant agreements: Approved. Parks staff said 29 HOAs applied, 11 applications were deficient and 18 scored applicants will receive awards in this round. Staff said $250,000 was budgeted, approximately $166,000 will be awarded in round one, leaving roughly $90,000 for a fall round. (Agenda items 9–26; motion carried by voice vote.)

- Action item 27 — Contract with HWC Land Resources for post-construction BMP maintenance: Approved. Staff said the contract rate increased 3% from the prior year and the department budgeted for the change. (Agenda item 27; motion carried by voice vote.)

- Action item 28 — Resolution Group contract to inventory privately owned BMPs: Approved. Staff described a pilot to begin mapping and identifying privately owned best-management practices required by state guidance; work is budgeted for this year. (Agenda item 28; motion carried by voice vote.)

- Action item 29 — LPA contract with Aegis BLN for Towne Road extension (160 Sixth St. to SR 32): Approved. Board approved consultant contract for design work; staff said the project includes a bridge over Little Eagle Creek and will be designed to allow future widening. (Agenda item 29; motion carried by voice vote.)

- Action item 30 — A&F Engineering contract for construction inspection (160 First and Spring Mill roundabout): Approved. Contract amount cited in packet: $417,240. (Agenda item 30; motion carried by voice vote.)

- Action item 31 — A&F Engineering contract for Graham Park to Spring Mill design services (phase 2 of 190 First/Streets work): Approved. Contract amount cited in packet: $1,177,130. (Agenda item 31; motion carried by voice vote.)

- Action item 32 — Public right-of-way dedication from Westfield Collective (formerly iBeach): Approved. The developer dedicated a corner cut of right-of-way needed for an upcoming roundabout; board accepted the dedication. (Agenda item 32; motion carried by voice vote.)

- Action item 33 — Quitclaim deed acceptance for Austrian Pine greenway trail corridor (Westfield Properties): Approved. Staff to accept conveyance of trail-adjacent parcels to city. (Agenda item 33; motion carried by voice vote.)

- Action item 34 — Long R. Homes developer agreement (Osborne Trail section 15 perimeter trail): Approved. Developer will pay $77,000 (per the agreement discussed in the packet) to allow the city to build a perimeter trail later when the city constructs the roundabout and associated path. (Agenda item 34; motion carried by voice vote.)

- Action item 35 — Lochmiller Group master agreement (on-call inspection and design services): Approved. Contract added to allow task orders for inspection/design work; packet cited $293,000 for the master services agreement. (Agenda item 35; motion carried by voice vote.)

- Action item 36 — Waypoint Strategies signing authority for facilities program: Approved. Board granted signing authority for the contract; staff acknowledged the agreement arrived late in the packet and will provide follow-up timeline and contract-dollar details. (Agenda item 36; motion carried by voice vote.)

- Action item 37 — Recommendation of per diem for Westfield Fire Department and Westfield Police Department Merit Commissions: Approved. The board recommended that merit boards receive a per diem and noted the city council must set the rate. (Agenda item 37; motion carried by voice vote.)

Consent and departmental reports: The board approved the consent agenda and received March reports from Westfield Fire and Police departments (run volumes, retirements and staffing updates). The board also approved several engineering and inspection contracts and accepted multiple right-of-way and trail conveyances as listed above.

Notes on votes and missing details

- Many approvals were recorded as voice votes with “Aye” and “Motion carries”; the meeting transcript did not include roll-call tallies with individual yes/no positions for each item. Where contract dollar amounts or other numeric details were not read into the record, this summary lists those items as “not specified” or uses the packet figures cited in discussion. For items requiring additional detail (procurement comparisons, timelines, start dates), board members requested follow-up from staff.

If you need a separate file with the full agenda-item list, packet references and the meeting transcript timecodes for each item, staff can provide that on request.