Board of Public Works & Safety

REGULAR MEETING – March 3, 2014 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, March 3, 2014 at the hour of 9:00 a.m., in the Council Chambers, in the City Hall Building, located at 100 East Michigan Boulevard, Michigan City Indiana – a regular meeting room of this Board. The meeting was called to order by President, Steve Janus, who presided. Noted present: Steve Janus, Sharon Carnes and Michael Palmer (3). Absent: none (0). A QUORUM WAS NOTED PRESENT. Also noted in attendance: John Espar, Corporate Counsel Donna Pappas, City Controller Russ Hatfield, Code Enforcement Officer Terry Borolov, Code Enforcement Officer Lt. Jeff Loniewswki, M.C.P.D. Traffic Division Charles “Spike” Peller, City Engineer Skyler York, Asst. Planning Director Jeff Deuitch, Human Rights Director Rob Strader, Director Municipal Transit Ben Neitzel, Superintendent Central Maintenance Jocelyn McCray, Executive Secretary Mayor’s Office Shelley Dunleavy, Personnel Director Bob Zondor, Superintendent Central Services Frank Seilheimer, City Forester Mike Milatovic, Plant Superintendent Sanitary District Gale Neulieb, City Clerk Kim Sliwa, Deputy City Clerk APPROVAL OF MINUTES President Janus asked if there were any corrections to the minutes of the Regular meeting of February 18, 2014. Michael Palmer made the motion to approve the minutes from the regular meeting of February 18, 2014. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. AWARDING OF BID – 718 E. 11th Street, Jason Mergl-owner Russ Hatfield, Code Enforcement Officer addressed the Board stating the Planning Department did review the bids and recommended that the contract be awarded to Actin Contracting, LLC in the amount of $8,810.00. Regular Meeting – March 3, 2014 Page 2 Vice-President Carnes made the motion to accept Actin Contracting LLC’s bid for the demolition of 718 E. 11th Street. The motion was seconded by Michael Palmer and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. OPENING OF BIDS – 2014 Landscape Contract President Janus asked if there was anyone present who wanted to submit a bid for this project. There was no response, and President Janus asked for a motion to close the bidding process. Michael Palmer made the motion to close the acceptance of bids. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. Corporate Counsel John Espar opened the following bids for the 2014 Landscape Contract; stating there are four (4) bids received this morning: -Caretaker Landscaping & Lawn total bid - $138,790.00 Franklin Street from 11 Street to Coolspring Ave th $23,970.00 Franklin Square $23,954.00 Michigan Boulevard $78,960.00 Ice House & Weber Sign $4,955.45 Memorial Hospital Redevelopment Corridor $6,950.55 -De Lau Landscaping Maintenance, Inc. total bid - $196,636.25 Franklin Street from 11 Street to Coolspring Ave th $20,145.00 Franklin Square $84,231.75 Michigan Boulevard $82,707.50 Ice House & Weber Sign $1,835.00 Memorial Hospital Redevelopment Corridor $7,717.00 -Serviscape total bid - $170,310.72 Franklin Street from 11 Street to Coolspring Ave th $25,483.05 Franklin Square $43,060.00 Michigan Boulevard $55,777.67 Ice House & Weber Sign $15,330.00 Memorial Hospital Redevelopment Corridor $30,660.00 -Lakeshore Landscaping Inc. total bid - $135,095.30 Franklin Street from 11 Street to Coolspring Ave th $24,969.25 Franklin Square $24,954.10 Michigan Boulevard $73,265.85 Ice House & Weber Sign $4,955.45 Memorial Hospital Redevelopment Corridor $6,950.65 Corporate Counsel Espar recommended to the Board that they refer the bids to the appropriate departments for review, tabulation and recommendation at the Board’s next meeting. Regular Meeting – March 3, 2014 Page 3 Corporate Counsel Espar asked if the bids can be broken out based on their individual components. Frank Seilheimer, City Forester addressed the Board explaining the bids are as written; they asked for the breakdowns as the payments are separated out to be paid for out of different funds. Michael Palmer made the motion to refer the bids to the appropriate departments for review, tabulation and recommendation at the next Board meeting. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. POLICY RENEWAL – General Insurance – Employee Benefits Plan Renewal Policy term 04/01/2014 to 03/31/2015 Craig Menne, General Insurance Services addressed the Board regarding the Employee Benefits Plan Renewal Policy - term 04/01/2014 to 03/31/2015 with Anthem Blue Cross and Blue Shield; providing the Board with a packet of information and explained the policy and its coverage; the “Stop Loss” coverage with Anthem Optum, and asked the Board for their approval to renew the policy. Shelley Dunleavy, Personnel Director addressed the Board stating the City would recommend accepting the proposal for the Employee Benefit Plan renewal; with the switch for the Stop Loss coverage to Optum. Discussion ensued between the Board, Corporate Counsel John Espar, Mrs. Dunleavy and Mr. Menne regarding the specifics of the policy coverage and associated costs. Vice-President Carnes made the motion to approve the proposal for the Employee Benefits Plan renewal policy term 04/01/2014 to 03/31/2015; with Alternate 3 of the Anthem/Optum proposal. The motion was seconded by Michael Palmer and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. Further Discussion ensued between the Board, Corporate Counsel Espar and Mr. Menne regarding Anthem Blue Cross/Blue Shield versus other companies coverage. Mr. Menne explained that the last two years he did provide proposals that included other insurance companies, but Anthem has been the overall best option to date. UNINHABITABLE STRUCTURES – 124 Green Street Russ Hatfield, Code Enforcement Officer addressed the Board regarding the structure at 124 Green Street informing the Board that he did meet with the owner last week and supplied him with a list of the area demolition contractors, and the owner is actively seeking bids for the voluntary demolition. Mr. Hatfield stated he should have the schedule and the successful contractor’s name by the next Board meeting. Regular Meeting – March 3, 2014 Page 4 UNINHABITABLE STRUCTURES – 812 Manhattan Street Russ Hatfield, Code Enforcement Officer addressed the Board regarding the structure at 812 Manhattan Street informing the Board that he will have this property before the Board next month for a demolition hearing. Discussion ensued between the Board and Mr. Hatfield regarding a process for identifying uninhabitable and blighted structures; and a criteria for identifying a high priority blighted structure using the vacant housing registration list; and State grant monies for use in demolitions which has been looked into, but unfortunately only the top four (4) cities in the state will get that funding. REQUEST FOR ROAD CLOSURE – Johnny Stimley requests the closure of Franklin Street from 11th Street to 4th Street for the Annual St. Patrick’s Day Parade on Saturday, March 8, 2014 from 12:30pm to 2:30 pm The following correspondence was received in the City Clerk’s Office on February 26, 2014 from Johnny Stimley, 3205 Tilden Avenue: Type of Request: Road closure for St. Patrick’s Day Parade on Saturday, March 8, 2014 – closing Franklin Street from 11th Street to 4th Street from 12:30 pm to 2:30 pm. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board stating this is a well- organized annual event that will use the same route as last year, and recommended approval of the event. Lt. Loniewski informed the Board that the Traffic Division usually incurs approximately $700.00 in overtime. Michael Palmer made the motion to approve the request for the annual St. Patrick’s Day parade provided the Certificate of Liability Insurance is received in the City Clerk’s office prior to the event. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. REQUEST FOR ROAD CLOSURE – Nicole Caylor, Club Director for Northwest Athletic Club is requesting the closure of 400 N to 1100 (Hitchcock) on Tuesday, July 29, 2014 for the 1st Annual Wing Ding Dash 5K from 6:30 pm to 7:30 pm The following correspondence was received in the City Clerk’s Office on February 18, 2014 from Nicole Caylor, Club Director, Northwest Athletic Club: The Michigan City Buffalo Wild Wings and the Northwest Athletic Club is hosting the 1 st Annual Wing Ding Dash 5K for the benefit of the Boys & Girls Club on Tuesday July 29th. The 5K will consist of a 5K run and walk. The event will begin in Northwest Athletic Club (NAC) and move down 400N to 1100 (Hitchcock), with a turn-around just north of Kniola Automotive before returning to the NAC. The Northwest Athletic Club is requesting the closure of one lane of Hitchcock to the turn around and back to 400N. The Michigan City Police Department has signed off on the event and will be assisting with the road closures throughout the course. We plan to have over 20 volunteers for this event that will be stationed along the course for safety to assist those in need during the event. Safety of our participants and spectators are the number one concern which is why we are requesting this stretch of roadway be closed. The 5K will begin at 6:30PM just in front of the NAC and be finished by 7:30PM. All roads will Regular Meeting – March 3, 2014 Page 5 be opened up at that time. We would follow up the last runner by dropping all barricades and releasing the volunteers. Thank you for your consideration in assisting our event. Nicole Caylor, Club Director Northwest Athletic Club addressed the Board and explained the event/route that will be used; stating this event will replace the Super Fantastic 5K; and asked for their approval of the event. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board regarding the request, and recommended approval of the event. Vice-President Carnes made the motion to approve the request for the 1st Annual Wing Ding Dash 5K on July 29, 2014. The motion was seconded by Michael Palmer and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. Discussion ensued between the Board members regarding these types of requests and the strain it puts on the City’s budget. President Janus made the suggestion that the Mayor and Chief of Police come before the Board and give a recommendation on where the Board should go with these types of requests in the future. PERFORMANCE BOND REQUESTED – Old Lighthouse Museum – Property MD’s Home Improvement LLC (Note: TABLED at the December 16, 2013 meeting) President Janus addressed the Board stating to his knowledge the requested Performance Bond has not yet been received; and the item will stay TABLED until the next meeting and at that time the Board will either proceed with the Contractor or re-bid the project. CLAIMS AND PAYROLL Michael Palmer moved that the claims set forth in the Register of Claims (in possession of the City Controller) and appearing in the Register be severally allowed and ordered paid and proper warrants for payment thereof hereby ordered issued in the stated amounts to person(s) and/or firm(s) as set forth, and payrolls approved. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. The Board signed: Payroll items in Register of Claims for informational purposes (which Register is in the possession of the City Controller) as follows: Page Date Amount 1 of 7 02/19/2014 $383,501.50 1 of 3 02/28/2014 $219,958.49 Allowance of claims as set forth in the Register of Claims for the Board of Public Works and Safety and the Department of Redevelopment as follows: Page Date Amount 1 of 3 02/28/2014 $317,423.67 1 of 1 03/03/2014 $1,891.48 Regular Meeting – March 3, 2014 Page 6 UNFINISHED BUSINESS – Pending Items Pending Item – Smoking in City Vehicles President Janus addressed the Board stating he is going to schedule for the second meeting in April that all Department Heads the Board has jurisdiction over to come before the Board to make their recommendation on smoking in city vehicles; and asked if someone could let him know if there is any difference when they trade in vehicles from those that were not smoked in compared to those that were. Pending Item – Installation of Monitoring Wells-Acuity ES for two (2) permanent monitoring wells on S. Carroll Avenue Corporate Counsel John Espar addressed the Board stating he has drafted a License Agreement for that purpose and it’s being reviewed by Acuity ES. Pending Item – AT&T License Agreement to utilize City right-of-way Corporate Counsel John Espar addressed the Board stating he is continuing to work with AT & T and their Attorney’s on the License Agreement for the placement of the VRAD device. Pending Item – Painting of the Lighthouse Corporate Counsel John Espar addressed the Board regarding the Painting of the Lighthouse, stating the Port Authority Board has received authorization from both the State and Federal Historic Review bodies, and specifications have all been approved; solicitation for bids will be issued in the coming weeks. Pending Item – Sale of City Property-US Hwy 20 & Cleveland Avenue adjacent to Fire Station Corporate Counsel John Espar addressed the Board regarding the sale of City property adjacent to the Cleveland Avenue Fire Station informing the Board that he will be working with the City Clerk’s Office to devise that solicitation for bids. Pending Item – Daniel D. Bruce Memorial corrections Corporate Counsel John Espar addressed the Board explaining there will be a re-dedication ceremony of this monument scheduled for Memorial Day, 2014. Gale Neulieb, City Clerk addressed the Board stating there is an Additional Appropriation for $25,000.00 going before the Common Council at tomorrow nights scheduled Council meeting. Regular Meeting – March 3, 2014 Page 7 Pending Item – Installation of Trail Creek signs Skyler York, Assistant City Planner addressed the Board stating there is nothing new to report at this time. Pending Item – Ice Cream Parlor Russ Hatfield, Code Enforcement Officer addressed the Board regarding the property stating he has been working with Corporate Counsel Espar and Tom Przybylinski, Building Inspector; and his department will be having an internal meeting to discuss the demolition process associated with this property after this meeting at the request of Craig Phillips, City Planner. Pending Item – 202 Hilltop Charles “Spike” Peller, City Engineer addressed the Board regarding 202 Hilltop, stating he is working with the Mayor Meer on this matter. Pending Item – City Street signs Charles “Spike” Peller, City Engineer addressed the Board stating there is nothing new to report on the City Street signs at this time. Pending Item – 515 Union Street-Installation of Street Light in Alley Charles “Spike” Peller, City Engineer addressed the Board stating he is working with NIPSCo., who needed a letter from the City which he has provided. Pending Item – 704 W. 9th Street-removal of curbing Charles “Spike” Peller, City Engineer addressed the Board stating this will be taken care of when weather permits. Pending Item – Signage to identify US Hwy 12 & Michigan Boulevard Charles “Spike” Peller, City Engineer addressed the Board stating he is working with the Planning Department on this. Pending Item – 210 N. Lake Avenue Charles “Spike” Peller, City Engineer addressed the Board stating this will be addressed again in the spring 2014. Regular Meeting – March 3, 2014 Page 8 Pending Item – Crosswalk Michigan City High School Charles “Spike” Peller, City Engineer addressed the Board stating they have received the Grant, but at this time the City does not have the matching funds available; and will be looking into other options. Discussion ensued between the Board, Corporate Counsel John Espar and Mr. Peller regarding the Grant; which is a 80%/20% split, and would cost the City around $20,000.00 or less. Rob Strader, Michigan City Transit Department addressed the Board stating the Grant was obtained and is in the TIF, but when the Capital Budget was approved all the associated transit grants were removed. Mr. Strader further stated he will meet with the Mayor to discuss the matter. Pending Item – 1010 Providence-Street Light Installation Charles “Spike” Peller, City Engineer addressed the Board regarding the installation of a street light at 1010 Providence Street; stating he is working with Corporate Counsel Espar, and believes the request will go out to the homeowner to get a signed easement from them. Pending Item – Intersection of Greenwood and Woodland Avenues Charles “Spike” Peller, City Engineer addressed the Board stating sewer replacement is still on-going due to weather conditions. Discussion ensued between the Board and Mr. Peller regarding the re-configuration of the intersection. New Business – Larkspur Michael Palmer addressed Charles “Spike” Peller, City Engineer asking if anything has been done regarding identification of the turn on that road. Mr. Peller stated he will look into some type of sign to be installed to identify the curve for safety purposes. Update – Eastport School President Janus inquired about the additional funds needed to remove the cement wall that was found under the Eastport School site. Russ Hatfield, Code Enforcement Officer addressed the Board stating it was some type of old road bed. Charles “Spike” Peller, City Engineer addressed the Board stating he recommended to have the cement removed; and there is a contingency within the budget for this project which will cover the cost of the $18,000.00. Regular Meeting – March 3, 2014 Page 9 Pending Item – 124 Green Street Russ Hatfield, Code Enforcement Officer addressed the Board regarding the property at 124 Green Street, stating this was addressed earlier in the meeting. Pending Item – 915 Green Street Russ Hatfield, Code Enforcement Officer addressed the Board regarding the property at 915 Green Street, stating this will be before the Board for a demolition hearing next month. Pending Item – 812 Manhattan Street Russ Hatfield, Code Enforcement Officer addressed the Board regarding the property at 812 Manhattan Street, stating this was addressed earlier in the meeting. Michael Palmer asked Mr. Hatfield to supply the Board members with a copy of the list of properties/structures that will be before the Board for demolition hearings. PUBLIC COMMENTS President Janus asked if there were any other comments from the public. Mike Milatovic, Plant Superintendent Sanitary District addressed the Board regarding a parking issue they are having on California Avenue were a Lift Station is being constructed. Mr. Milatovic explained at the corner of Lake Avenue and California Avenue there is a vehicle being parked there that is obstructing access for the contractor; asking the Board how to proceed with either posting a “No Parking” sign or notification to the owner to not obstruct the contractor’s access. Corporate Counsel John Espar asked if anyone has reached out to the vehicle owner/property owner to try to resolve the situation amicably before the City tries to regulate the parking there. President Janus asked Lt. Jeff Loniewski, M.C.P.D. Traffic Division to see if there was anything he could do to help with this matter. Lt. Loniewski stated he will go there after the meeting adjourns to see if some “No Parking” signs could be posted. Craig Phillips, Planning Director addressed the Board regarding the Danny D. Bruce Memorial; reporting that the Planning Department has collected three (3) quotes from three (3) different companies. Mr. Phillips reported that the estimate for the entire project which includes the plaques as well as the flag poles, benches and landscaping will be included in an Additional Appropriation that will be before the Common Council in the amount of $25,000.00. Regular Meeting – March 3, 2014 Page 10 Craig Phillips, Planning Director addressed the Board stating the Planning Department, Code Enforcement Officers and Corporate Counsel John Espar will be having a meeting after the Board of Works adjourns to discuss the Ice Cream Parlor; and will report back. Mr. Phillips explained that the owner has proposed a timeline for the demolition, and his department will also be preparing a timeline. Craig Phillips, Planning Director addressed the Board regarding the sale of City Property adjacent to Cleveland Avenue Fire Station stating Corporate Counsel Espar is drafting the bid. President Janus asked if there were any other comments from the public. There was no response. BOARD COMMENTS President Janus asked if there were any Board comments. President Janus addressed the Board and Lt. Jeff Loniewski of the M.C.P.D. Traffic Division regarding Preschool/Nursery Buses; asking if they are licensed. Lt. Loniewski informed the Board that it depends on how many passengers the bus holds; and any time the Police Department receives any complaints they usually forward them to the Motor Carrier Division of the Indiana State Police as they are in charge of regulating bus transportation. Discussion ensued between President Janus and Lt. Loniewski regarding the licensing of these types of vehicles. President Janus addressed the Board regarding a complaint about the traffic light at Woodland and Coolspring Avenues for the cars going north and south; asking that someone look into this situation. Lt. Loniewski referred the matter to the City Engineer, Charles “Spike” Peller as this is an on- going issue. President Janus asked if there were any other Board comments. There was no response. ADJOURNMENT President Janus inquired whether there was anything else to be considered by the Board at this time and, there being none, declared the meeting ADJOURNED (approximately 10:05 a.m.). Vice-President Carnes made the motion to adjourn. The motion was seconded by Michael Palmer and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. _________________________________________ Gale A. Neulieb, City Clerk