Board of Public Works & Safety

REGULAR MEETING – April 7, 2014 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, April 7, 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 Cprl. Jeff Piotrowski, M.C.P.D. Traffic Division Charles “Spike” Peller, City Engineer Skyler York, Asst. Planning Director Jeff Deuitch, Human Rights Director Ben Neitzel, Superintendent Central Maintenance Randy Novak, Fire Marshal M.C. Fire Department Sgt. Chris Yagelski, M.C. Police Department Bob Zondor, Superintendent Central Services Frank Seilheimer, City Forester Andy Matanic, I.T. Department Jan Orlich, Superintendent Park Department Shannon Eason, Administrative Director Park Department Craig Phillips, City Planner Judy Pinkston, Community Development Director 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 March 17, 2014. Michael Palmer made the motion to approve the minutes from the regular meeting of March 17, 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. Regular Meeting – April 7, 2014 Page 2 AGREEMENT – For IT Project Management Services-Andy Matanic Corporate Counsel John Espar addressed the Board regarding the Agreement; specifically asking if the services performed were only going to be at City Hall and not at any of the satellite locations. Andy Matanic, IT Manager for the City of Michigan City addressed the Board and Corporate Counsel Espar stating the services performed will be mainly at City Hall and throughout the City as the Project Manager may need to visit other location to be able to determine if things are implemented properly. Discussion ensued between the Board, Corporate Counsel Espar and Mr. Matanic regarding the language in the Agreement. Mr. Matanic explained the Agreement and services that are to be provided by the Temporary Project Management position who will oversee the information technology re-fresh for the City; this was appropriated by the Common Council last year. Mr. Matanic further explained the Project Manager will assist updating and finalizing the RFP’s that will be going out; and overseeing the entire project for the computer upgrades and phone system. Mr. Matanic stated the Agreement has been reviewed and finalized by Attorney Jim Meyer and Attorney Amber LaPaich. Vice-President Carnes made the motion to accept the Agreement for IT Project Management Service with ProITco. The motion was seconded by Michael Palmer and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. REDEDICATION CEREMONY REQUEST – Daniel D. Bruce Memorial – May 20, 2014 Steve Swanson, Westville IN addressed the Board regarding the Rededication Ceremony Request for the Daniel D. Bruce Memorial that will take place on May 20, 2014 in the Washington Park basin located outside of the Port Authority. The following is an itinerary for the program on May 20, 2014: Daniel D. Bruce Memorial Ceremony & National Veterans Awareness Ride Date: May 20, 2014 Time: 4-5 PM (Arrival of NVA Riders) Place: Washington Park – Michigan City – IN Schedule of Events: Motorcade Arrival/Parking/Move to Seating Area Master of Ceremonies – Introduction – Duane Parry Individual U.S. & Service Colors preceded by Bagpipes Advance and post at flag holders alongside each Service stone monument Posting of the Colors by Marine Corps Color Guard U.S. National Anthem and God Bless America sung by Choir – U.S. National Color and POW/MIA flag raised simultaneously during rendition, on new Memorial Flag pole by MC ROTC Master of Ceremonies leads public in the Pledge of Allegiance Master of Ceremonies – Welcomes attendees Prayers by Pastor Lorne Hodum, Lakeview Christian Center – (2 prayers) Reading of Pvt Daniel Bruce Medal of Honor Citation – Unveiling of Monument – Major McGraff Comments: Mayor Ron Meer and Senator Jim Arnold Readings: “Testament” – Lee Gruber Wreath Laying – Bruce Memorial Rifle Salute – 21 gun Regular Meeting – April 7, 2014 Page 3 Taps Colors Retired Ceremony ends Discussion ensued between the Board, Corporate Counsel John Espar and Mr. Swanson regarding the corrections that are being made to the Memorial. Counsel Espar addressed Mr. Swanson stating he can forward the information on his behalf to the Port Authority. Mr. Swanson stated that he did speak with the National Guard that is posted in Washington Park regarding parking issues, and may ask them to attend the ceremony in their dress uniforms. Craig Phillips, Planning Director addressed the Board regarding the urgency of finalizing the details for the changes that are being made. AGREEMENT – Michigan City Fire Department 2014 Public Safety Medical Service Agreement Fire Marshal Randy Novak, Michigan City Fire Department addressed the Board explaining the Agreement with Public Safety Medical is the same as last years for the department’s annual physicals with a decrease in cost. Michael Palmer made the motion to approve the Agreement with Public Safety Medical for the 2014 annual physicals for the Michigan City Fire Department. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. AGREEMENT – Michigan City Police Department 2014 Public Safety Medical Service Agreement Sgt. Chris Yagelski, Michigan City Police Department addressed the Board explaining the Agreement with Public Safety Medical is the same as last years for the department’s annual physicals with a decrease in cost. Michael Palmer made the motion to approve the Agreement with Public Safety Medical for the 2014 annual physicals for the Michigan City Police Department. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. PHYSICAL FITNESS TESTING – Michigan City Police Department The following correspondence was received in the City Clerk’s Office on March 19, 2014 from Sgt. Chris Yagelski: We again are having the Spring Physical Fitness Test for all police personnel at Striebel Pond Park. As in the past we are utilizing a Tonn and Blank Trailer located in the South Parking Lot. This testing will take place on Tuesdays and Wednesdays beginning on April 1st thru April 23rd, at 10:00 am and 2:30 pm, and will be conducted by Sergeant Robb Drake. (Note: For Informational Purposes Only) Regular Meeting – April 7, 2014 Page 4 PHYSICAL FITNESS TESTING – Michigan City Fire Department The following correspondence was received in the City Clerk’s Office on April 3, 2014 from Fire Chief Ron Martin: Physical fitness program will be conducted on Tuesday, Wednesday and Thursday of the following weeks: April 1st, 2nd, and 3rd April 8th, 9th, and 10th April 15th, 16th, and 17th April 22nd, 23rd, and 24th Station assignments as follows: Station 1 1:00pm-2:00pm Station 2 2:00pm-3:00pm Station 3 3:00pm-4:00pm Station 4 4:00pm-5:00pm The Training Officer will oversee the physical fitness program. (Note: For Informational Purposes Only) REQUEST TO USE STREET RIGHT-OF-WAY – Comcast Cares Day, April 26, 2014 – Volunteers completing litter cleanup and flower planting from 11th Street to Washington Park between Pullman Park and Liberty Trail The following correspondence was received in the City Clerk’s Office on April 2, 2014 from Tim Haas, MCNEAT Chairman: Please add the item “Comcast Cares Day, April 26, 2014” to the agenda for the Board of Works meeting for April 7th. I, and others, will be at the meeting to present the project and discuss the details with the Board. The project includes volunteers completing litter cleanup and flower planting from 11 th Street to Washington Park between Pullman Park and Liberty Trail. We will be requesting the Board’s approval to work in the street right-of-ways and also to have temporary lane closures. Please contact me with any questions. Tim Haas, MCNEAT Chairman, partnered with the Michigan City Historic Preservation and Education Foundation, addressed the Board regarding the request, explaining the project and asked for approval. Mr. Haas informed the Board that he will be working with the City Forester, Frank Seilheimer for the planting of annuals and wildflowers. Discussion ensued regarding the temporary lane closures for volunteer safety; and the “Volunteer Registration Form and Release of Liability Agreement” that will be signed by each volunteer and turned into the Planning Department at City Hall (forms are available at the Planning Department). Corporate Counsel John Espar addressed Mr. Haas regarding the “Volunteer Registration Form and Release of Liability Agreement” form, asking that the City of Michigan City and its employees” be added to the form. Cprl. Jeff Piotrowski, M.C.P.D. Traffic Division addressed the Board stating on April 26th at 8:00 a.m. the Skadaddle will be taking place with some temporary lane closures. Vice-President Carnes made the motion to approve the request for Comcast Cares Day for the temporary lane closures and the work that will be done in the City right-of-way and on the median contingent on receiving an inclusion of the “City of Michigan City and employees” as released parties on the waiver of liability. The motion was seconded by Michael Palmer Regular Meeting – April 7, 2014 Page 5 and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. REQUEST FOR PARKING INSTALLATION – Dianna Smith-Scott, owner LakeFront Salon requests parking be installed in front of 504 Wabash Street The following correspondence was received in the City Clerk’s Office on March 19, 2014 from Dianna Smith-Scott, LakeFront Salon, 524 Franklin Street: We are requesting parking to be added in front of what will be 504 Wabash Street when building is constructed this year. The building will face Wabash and I feel parking would be a great asset to my business. I have spoken to Craig and Skyler from the Planning and Zoning and they advised me not to place parking on the lot because it would place the building back to far. I have enclosed a view of where the proposed building is going to be. Thank you, and if you have any question, please call me at (219) 879-6168. Dianna Smith-Scott addressed the Board regarding the request; asking that parking be installed for her new business to be located at 504 Wabash Street. Craig Phillips, City Planner addressed the Board regarding the request; stating there appears to be room to place a couple of parking places in front of the proposed business at 504 Wabash Street. Mr. Phillips informed the Board that the City has received preliminary approval for a grant for improvements to Wabash Street as part of the Lake Michigan Gateway Strategy and a Lake Michigan Coastal Grant. Vice-President Carnes made the motion to approve the request for parking installation in front of 504 Wabash Street. The motion was seconded by Michael Palmer and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. Mr. Phillips stated the Planning Department will work with Central Services to make sure the “stripping” gets taken care of through them. REQUEST TO REMOVE HANDICAP PARKING SIGN – Randal Kayser, 410 E. Homer Street requests the removal of the Handicap Parking sign in front of his residence The following correspondence was received in the City Clerk’s Office on March 27, 2014 from Randal Kayser, 410 E. Homer Street: In May of 2013 I wrote concerning the property at 410 E. Homer Street owned by my grandfather, Erich Kayser. When he was alive we petitioned the board to have a handicap only parking sign put up in front of the property. This was needed as teachers and staff from Marsh School would park in front of his house causing him to have to park quite a ways down the street. My grandfather passed away in 1998 and now we rent out the property. We have no need for the handicap parking sign and would like it removed. A young person is living in the house and would like to be able to use the space without risk of getting a ticket. If you have any questions you can phone me, Randal on my cell (219) 871-3454. We would appreciate your help in removing the sign. Thank you. Cprl. Jeff Piotrowski, M.C.P.D. Traffic Division addressed the Board stating there is no one parking there; and they have no objections to having the sign removed. Regular Meeting – April 7, 2014 Page 6 Michael Palmer made the motion to remove the handicap parking sign at 410 E. Homer Street. 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 TO USE WESTCOTT PARK – Bennie Edwards, Director Patch Harborside Heritage Organization requests to have the 11th Annual Patch Harborside Celebration on August 9, 2014 from 9:00 a.m. to 9:00 p.m. The following correspondence was received in the City Clerk’s Office on March 20, 2014 from Bennie Edwards, Director Patch Harborside Heritage Organization: It’s that time of year again, when the Patch Harborside Heritage Organization will be asking permission to conduct our 11th Annual Patch Harborside Celebration on August 9, 2014. This event will be held on the former “Patch & Harborside home location” now known as the “Charles R. Westcott Park”. Over the past ten years, the Patch Harborside Heritage Organization has welcomed back hundreds of visitors in celebrating our long Heritage of the Patch Area. We continue to serve our community with activities and community services. We feel strongly about our on-going relationship with the City and the opportunity to conduct an event in one of our prestigious Parks. We have worked closely in the past with the Michigan City Parks Department and the Michigan City Police Traffic Control in making this event enjoyable and safe. In order for a successful day the following is requested: 1) Parking facilities on grounds, Michigan Blvd and Redevelopment Property (if needed) 2) Picnic tables (30) Park Dept. 3) Barbecue/Cooking on grounds 4) Electricity Use 5) Bands Permitted/DJ on site 6) Garbage Cans (Park Dept.) 7) Four Port-A-Pots (has been provided by the City) 8) Grass-Cut 9) Alcohol beverage permitted on grounds (No Sale of Alcohol) 10) Starting Time: 9:00 a.m. to 9:00 p.m. 11) Tents for shelter provided by family members in attendance. In order for a more enjoyable atmosphere, we would like our families to set up tents on both the Northside as well as the Southside of the Park. Bennie Edwards, Director Patch Harborside Heritage Organization addressed the Board regarding the request; asking for approval. Mr. Edwards will provide the City Clerk’s Office and the Park Department with a copy of their Certificate of Liability Insurance. Jan Orlich, Superintendent Park Department addressed the Board regarding the request explaining that once the Board approves the request it will go before the Park Board for their approval. Corporate Counsel John Espar addressed Mr. Edwards asking that the City of Michigan City and the Park Department be named as the “Insured” on the Certificate of Liability Insurance. Cprl. Jeff Piotrowski, M.C.P.D. Traffic Division addressed the Board stating the Police Department has worked this event over the past 10 years and expend approximately $1,000.00 for overtime; and recommended approval of the request. Vice-President Carnes made the motion to approve the request to use Westcott Park on August 9, 2014, 9:00 a.m. to 9:00 p.m. for the Haborside Organization. The motion was seconded by Michael Palmer and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. Regular Meeting – April 7, 2014 Page 7 REQUEST FOR TRANSIENT VENDORS LICENSE – Sateria Allen 404 Martin Luther King Drive requests a Transient Vendors License The following correspondence was received in the City Clerk’s Office on April 1, 2014 from Sateria Allen, 404 Martin Luther King Drive: Type of Request: Transient Vendors License – have a truck with detachable trailer where I wish to sell pre-packaged goods from. Sateria Allen, owner/proprietor QT Snack Shop, addressed the Board regarding the request; asking for approval. Discussion ensued between the Board, Corporate Counsel John Espar and Ms. Allen regarding the request, liability insurance coverage, hours of operation and location for the proposed food/candy truck. Ms. Allen stated her intended hours of operation would be Fridays, Saturdays and Mondays from 12:00 noon to 5:30 p.m. beginning June 21, 2014. Further discussion ensued between the Board, Corporate Counsel Espar and Ms. Allen regarding approval from the LaPorte County Health Department for the sale of the pre- packaged goods. Ms. Allen stated she will contact them to see what will be required of her for the sale of the pre-packaged goods. Charlie Keene, General Insurance recommended the Board be provided with a copy of Ms. Allen’s “Certificate of Liability Insurance” naming the City of Michigan City as an additional insured party. Michael Palmer made the motion to approve the request for a Transient Vendors License provided the proper paperwork, including the Certificate of Liability Insurance naming the City as an additional insured, is filed in the City Clerk’s Office as well as the City Controller’s Office; 12:00 noon to 5:30 p.m. Fridays, Saturdays, and Mondays beginning June 21, 2014. Sgt. Chris Yagelski, Michigan City Police Department addressed the Board and Ms. Allen regarding how the vehicle/trailer will be parked, customer/pedestrian traffic, and Health Department regulations/requirements regarding the approval of the pre-packaged goods that will be sold. Craig Phillips, Planning Director addressed the Board regarding regulations for food truck vending. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. CORRESPONDENCE – received from Attorney Pamela S. Krause regarding Vacancy on the Michigan City Fire Merit Commission The following correspondence was received in the City Clerk’s Office on March 19, 2014 from Attorney Pamela S. Krause: Mr. Keith Harris resigned from the Fire Merit Commission on January 20, 2014. Since that date, the Fire Commission has been operating without a fifth member, as his position has not been filled within the thirty (30) day requirement. Mr. Harris’ position is one filled by the Fire Department. Regular Meeting – April 7, 2014 Page 8 According to Section 54-132 of the municipal code, the Board of Public Works and Safety is responsible for conducting a secret ballot election to fill this position. The Fire Commission is requesting that you schedule this election at your earliest convenience per the specifications of the Code. Thank you for your attention to this matter. Discussion ensued between the Board and Corporate Counsel John Espar regarding holding an election when there are no candidates. Counsel Espar discussed the letter received from Michael Neulieb, President Local 475 of the Michigan City Fire Department, regarding appropriate Republican candidates to fill the position. (Note: For Informational Purposes Only) CORRESPONDENCE – received from Michael Neulieb, President Firefighters Local 475 regarding Vacancy on the Michigan City Fire Merit Commission The following correspondence was received in the City Clerk’s Office on March 19, 2014 from Michael Neulieb, President Firefighters Local 475: Just to let everyone know the Firefighters Local 475 has been looking to find a republican candidate but are having trouble finding a suitable if any republicans for the position. Therefore, conducting an election when the Firefighters have no one to put on the ballot would be foolish. If anyone has suggestions on how to find a republican candidate that has voted in the last 3 primaries as republican please feel free to contact me. (Note: For Informational Purposes Only) INSURANCE POLICY – Charles A. Keene, General Insurance Services-Accident & Sickness Policy for Police Reserve Officers term 04/18/2014 to 04/18/2015 Charles Keene, Vice-President General Insurance Services addressed the Board regarding the Accident & Sickness Policy for the Police Reserve Officers for the policy term of 04/18/2014 to 04/18/2015 at a cost of $500.00; explaining the policy and asking the Board for approval. Sgt. Chris Yagelski, Michigan City Police Department addressed the Board stating there are two (2) reserve officers presently, and there are no plans at this time to extend the program. Vice-President Carnes made the motion to approve the policy for the Accident & Sickness policy for reserve police officers for the term 04/18/2014 to 04/18/2015. The motion was seconded by Michael Palmer and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. REQUEST FOR ROAD CLOSURE – St. Joseph Men’s Society Inc. requests the closure of Tillotson Street between Franklin and Washington Streets for the Annual St. Joe Festival June 27th – 29th, 2014 The following correspondence was received in the City Clerk’s Office on March 19, 2014 from Eric Cambel, St. Joseph Men’s Society, Inc.: Annual Saint Joseph Festival, June 27-29, requesting to close Tillotson Street from Franklin Street Regular Meeting – April 7, 2014 Page 9 to Washington Street for the three (3) days of our festival. In addition to Tillotson Street being closed we request the north sidewalk on Tillotson also closed during this time. We will provide proof of insurance to the City for their files. Any questions please contact me: Eric Cambel of the St. Joe Club. Thank you. Cprl. Jeff Piotrowski, M.C.P.D. Traffic Division addressed the Board stating this is an annual event; and recommend approval. Vice-President Carnes made the motion to approve the request for the road closure pending receipt of their Certificate of Liability Insurance received in the City Clerk’s Office before the event. The motion was seconded by Michael Palmer and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. BOARD APPROVAL – Hesham Khalil, Global Engineering & Land Surveying – Aesthetic Improvements on US 421 Bridge over Interstate 94 The following correspondence was received in the City Clerk’s Office on April 2, 2014 from Hesham Khalil, Global Engineering: Type of Request: INDOT Agreement with the City of Michigan City Craig Phillips, City Planner and Executive Director of the Redevelopment Commission and Project Manager for this project on behalf of the Redevelopment Commission addressed the Board on behalf of Hesham Khalil of Global Engineering regarding the proposed project; requesting of the Board review and approval of the contract for this project with INDOT. Mr. Phillips explained the contract is a standard contract for INDOT; further explaining the packet of information that was given to the Board, along with the aesthetic improvements that are being proposed. Mr. Phillips informed the Board the project is being fully funded by the Redevelopment Commission; asking the Board for their approval. Corporate Counsel John Espar addressed the Board explaining the Board will approve the expenditure of funds for the project, which is being paid for by the Redevelopment Commission. Michael Palmer made the motion to approve the INDOT Agreement for the aesthetic improvements on the US 421 Bridge over Interstate 94. The motion was seconded by Vice- President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. CHANGE ORDER – Charles “Spike” Peller, City Engineer – Temporary Pavement Marking Paint – Michigan Boulevard project Charles “Spike” Peller, City Engineer addressed the Board explaining the “No Cost” Change Order is for the Michigan Boulevard Phase II project for the Temporary Pavement Marking Paint that will be used instead of the Pavement Marking Tape. Michael Palmer made the motion to approve the Change Order #2 for the Temporary Pavement Marking Paint. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. Regular Meeting – April 7, 2014 Page 10 CONSTRUCTION AGREEMENT – Rieth-Riley Construction – 2014 Crack Sealing Charles “Spike” Peller, City Engineer addressed the Board explaining the Agreement with Rieth-Riley Construction is for crack sealing, which is a pavement management tool that is very cost effective, and due to the amount of crack sealing that needs to be done is beyond the capability of the city at this point recommended the Board approve the agreement. Mr. Peller further explained there is no change in cost as this would be a part of the Pavement and Sidewalk program for 2014; and the crack sealing would cover the 2011, 2012 and 2013 resurfacing projects. Discussion ensued between the Board and Mr. Peller regarding the life expediency of a newly paved/re-surfaced street. Mr. Peller stated approximately 10 to 15 years at the most, but if it’s not crack sealed it’ll be maybe only 5 years. Mr. Peller explained this is part of the Pavement Management Program they are trying to put together; and crack sealing is a very cost effective way of maintaining the roads. Further discussion ensued between the Board and Mr. Peller regarding the amount being spent on the crack sealing and the continued sidewalk repair/replacement that is to occur throughout the City; and the work being completed this year. Mr. Peller stated in future contracts crack sealing will be made a part of the contract. Michael Palmer made the motion to approve the Construction Agreement with Rieth-Riley for the 2014 crack sealing in the amount of $203,169.15. The motion was seconded by Vice- President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. OPENING OF REQUEST FOR PROPOSALS – Old Lighthouse Museum Lantern Room Reconstruction Project President Janus asked if there was anyone from the public who would like to submit a bid at this time. There was no response. Michael Palmer made the motion to close the acceptance of proposals for the Old Lighthouse Museum Lantern Room Reconstruction Project. 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 addressed the Board stating the following four (4) bids were received: 1) Larson Danielson $87,497.00 + $8,029.00 for copper roof = $95,526.00 2) Kip’s Integrity Builders $114,531.00 3) Property MD’s Home Improvement (paper work not signed) $83,800.00 4) Gariup Construction $84,700.00 + $5,300.00 for copper roof = $90,000.00 Counsel Espar stated he did not see Bid Bonds or Liability Insurance for any of the submitted RFP’s; and recommended the RFP’s be forwarded to the appropriate departments for review, tabulation and recommendation at the Board’s next meeting. Vice-President Carnes made the motion to refer the bids to the appropriate departments for review and recommendations. The motion was seconded by Michael Palmer and carried as Regular Meeting – April 7, 2014 Page 11 follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. Discussion ensued between the Board and Shannon Eason, Administrative Director M.C. Park Department, regarding the bids being within the amount of the Lake Michigan Coastal Grant that the City received. Mrs. Eason informed the Board all the bids are more than the approved Grant amount; and asked the Board to allow time to consider the bids and to make sure they are complete. Mrs. Eason explained she will need to get with the Mayor to see about getting the additional funding that would now be required to continue this process. Mrs. Eason further explained that if the project isn’t completed prior to December 31, 2014 the City will lose the Grant dollars and would have to start the process all over; the next Grant Cycle begins January 15, 2015 and that would take the project out another 18 months. Mrs. Eason stated this was a matching Grant, originally awarded for $37,100, with the City’s matching amount $38,600.00 for a total of $75,700.00. AWARDING OF BID – 324 Douglas Street – Owners: Leona & Lawrence Carter Russ Hatfield, Code Enforcement Officer addressed the Board stating it was his recommendation that the bid be awarded to Actin Contracting, LLC in the amount of $6,300.00. Michael Palmer made the motion to award the Bid for the demolition of 324 Douglas Street to Actin Contracting, LLC in the amount of $6,300.00. 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 – 910 Green Street – Owners: James & Millie Gast Russ Hatfield, Code Enforcement Officer addressed the Board stating it was his recommendation that the bid be awarded to Smith & Sons Excavating, Inc. in the amount of $8,000.00 Michael Palmer made the motion to award the bid for the demolition of 910 Green Street to Smith & Sons Excavating, Inc. in the amount of $8,000.00. The motion was seconded by Vice-President Carnes and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. RETIREMENT – Michigan City Fire Department announces the retirement of John VanEtten after 21 years of service The following correspondence was received in the City Clerk’s Office on March 27, 2014 from Fire Chief Ron Martin: To the members of the Board of Works: The Michigan City Fire Department proudly announces the retirement of John VanEtten effective April 2, 2014. John served the department 21 years. Note: For Informational Purposes Only. Regular Meeting – April 7, 2014 Page 12 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 03/21/2014 $384,424.30 1 of 3 04/01/2014 $217,544.69 1 of 8 04/04/2014 $384,788.43 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 4 04/04/2014 $349,207.22 1 of 1 04/07/2014 $2,415.91 UNFINISHED BUSINESS – Pending Items Pending Item – Smoking in City Vehicles President Janus addressed the Board stating at the next Board of Public Works and Safety meeting he is requesting that any departments that the Board has jurisdiction over attends the meeting to state whether or not they will allow smoking in the City vehicles. Pending Item – Beachwalk Rear Access Road Corporate Counsel John Espar addressed the Board stating Attorney James Meyer filed adversary proceeding in connection with the Bankruptcy case of the owner Tom Moss; and is awaiting word from Mr. Meyer. Craig Phillips, City Planner addressed the Board noting that last week the road was re-grated and appears to be back in its former condition. Discussion ensued between the Board, Corporate Counsel John Espar and Mr. Phillips regarding removing the item from the Pending Item list. President Janus asked that the item be removed from the list. Regular Meeting – April 7, 2014 Page 13 Pending Item – Painting of the Lighthouse Corporate Counsel John Espar addressed the Board regarding the Painting of the Lighthouse, stating the Port Authority Board will be receiving bids at their regularly scheduled meeting this evening. 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. Discussion ensued between the Board and Corporate Counsel Espar regarding the terms of the Agreement. Counsel Espar stated he will bring the agreed upon Agreement back to the Board for their approval. 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 stating bidding has begun pursuant to the invitation to bid. Counsel Espar addressed the concerns of Fire Chief Ron Martin regarding the car dealership using the property which currently is owned by the City. Discussion ensued between the Board, Corporate Counsel Espar and Craig Phillips, Planning Director, regarding the zoning of the property; and letters submitted by the Department Heads concerning the sale of the property. Pending Item – Ice Cream Parlor Craig Phillips, City Planner addressed the Board stating the Inspection Department has issued permits that would allow for the completion of the exterior of the building; making it ready for a “build-out” for a tenant to come in and finalize the building to their specifications. Mr. Phillips stated the Planning and Inspection Departments are going to request a hearing on this at the next meeting. Russ Hatfield, Code Enforcement Officer addressed the Board stating the Orders to Repair have been issued on this property, which is part of the agreement for the finalization of this project. Pending Item – Trail Creek signs Craig Phillips, City Planner addressed the Board regarding the installation of the Trail Creek signs, stating he is still working with the Trail Creek Water Shed Management Group on this project. Regular Meeting – April 7, 2014 Page 14 Pending Item – 210 N. Lake Avenue Michael Palmer addressed the Board, City Planner Craig Phillips and City Engineer Charles “Spike” Peller regarding the road that the City is to install there. Charles “Spike” Peller, City Engineer addressed the Board stating this will be addressed after the Sanitary District is done with their project in that vicinity. Pending Item – City Street signs Charles “Spike” Peller, City Planner addressed the Board stating there is nothing new to report on the City Street signs at this time. Pending Item – 202 Hilltop Charles “Spike” Peller, City Engineer addressed the Board regarding 202 Hilltop, stating letters can be sent to adjacent property owners regarding “Barrett’s Law”, explaining the City will pay the maximum of $50,000.00 and the property owners would then divide the remainder of the cost (approximately $200,000.00) to improve/fix the stairway for public use. Mr. Peller stated he is working with the Mayor on this, and if the Mayor agrees then the letter can go out. Pending Item – 515 Union Street-Installation of Street Light in Alley Charles “Spike” Peller, City Engineer addressed the Board stating NIPSCo has been instructed to install a “dusk to dawn” light there. 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 and asphalt is being produced. 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 – Crosswalk Michigan City High School Charles “Spike” Peller, City Engineer addressed the Board stating he will be working on putting this together. Regular Meeting – April 7, 2014 Page 15 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 Corporate Counsel Espar has put out a request for a signed easement and is waiting for the signed easement to proceed. Pending Item – 112 Davis Drive Charles “Spike” Peller, City Engineer addressed the Board regarding the installation of a street light; stating the M.C.P.D. Traffic Division recommended the installation of the street light, and if the Board agrees to this he will contact NIPSCo to install a street light there. Discussion ensued between the Board, Corporate Counsel John Espar and Mr. Peller regarding the installation of the street light. Mr. Peller informed the Board that he has the pole number for the light and no easement is required, and needs the Board’s approval to move forward with the installation. Vice-President Carnes made the motion to install a street light in the area of 112 Davis Drive. The motion was seconded by President Janus and carried as follows: AYES: MEMBERS Janus, Carnes and Palmer (3). NAYS: None (0). Motion carries. Pending Item – Intersection of Greenwood and Woodland Avenues Charles “Spike” Peller, City Engineer addressed the Board regarding preliminary plans for the re-configuration of the intersection of Greenwood and Woodland Avenues; and he will be working with the Sanitary District on their project to implement as much as possible with regards to the re-configuration of the intersection, and the rest will be taken care of under the street and sidewalk program. Pending Item – Larkspur Road Charles “Spike” Peller, City Engineer addressed the Board stating the sign is up in its permanent place, and the item can be removed from the list. New Item – Construction signs along Michigan Boulevard Phase II President Janus addressed Charles “Spike” Peller, City Engineer asking if more signs need to be placed for the construction along Michigan Boulevard for the Phase II project. Discussion ensued between the Board and Mr. Peller regarding the configuration of traffic for the construction along Michigan Boulevard for the Phase II project and the Sanitary District project at the intersection of Michigan Boulevard/Vail/Poplar Street. Mr. Peller stated they are working on posting signs that read “Business Open During Construction” and their placement. Further discussion ensued between the Board and Mr. Peller regarding traffic, speeding and accidents. Regular Meeting – April 7, 2014 Page 16 Pending Item – 124 Green Street Russ Hatfield, Code Enforcement Officer addressed the Board regarding the property at 124 Green Street, stating the owner does have a contractor, and is waiting contractor scheduling for that demolition. 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. Pending Item – 812 Manhattan Street Russ Hatfield, Code Enforcement Officer addressed the Board regarding the property at 812 Manhattan Street, stating this will be before the Board for a demolition hearing. PUBLIC COMMENTS President Janus asked if there were any other comments from the public. Paul Niethammer, 125 Lakeshore Drive addressed the Board regarding his concerns with the proposed improvements/removal of the stairway adjacent to his property; stating it isn’t the stairway that is the problem but the retaining wall near 202 Hilltop. Mr. Niethammer stated he addressed the Sanitary District regarding a “sink hole” near his property, and they filled the area with gravel. Mr. Niethammer “Thanked” the Sanitary District for their immediate response. President Janus asked if there were any other comments from the public. Mary Stark, 112 Davis Drive addressed the Board “thanking” them for the approval for the installation of the street light. President Janus asked if there were any other comments from the public. Paul Niethammer, 125 Lakeshore Drive addressed the Board further concerning the proposed improvements/removal of the stairway adjacent to his property. 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. Regular Meeting – April 7, 2014 Page 17 Vice-President Carnes addressed the Board and Corporate Counsel John Espar asking if the Board needed to take some kind of action on the re-dedication ceremony request; or was the correspondence received for information only. Corporate Counsel Espar stated it was informational in nature, as the ceremony will be taking place on Port Authority property; and did not need the Board’s approval. 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 10:58 a.m.). Vice-President Carnes made the motion to adjourn. The motion was seconded by President Janus and carried as follows: AYES: MEMBERS Janus and Carnes (2). NAYS: None (0). Motion carries. _________________________________________ Gale A. Neulieb, City Clerk