Board of Public Works & Safety

REGULAR MEETING – June 1, 2015 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, June 1, 2015 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, Michael Palmer and Virginia Keating (3). A QUORUM WAS NOTED PRESENT. Also noted in attendance: Amber Lapaich, Corporate Counsel Russ Hatfield, Code Enforcement Officer Terry Borolov, Code Enforcement Officer Charles “Spike” Peller, City Engineer Mark Swistek, Chief, M.C. Police Department Sgt. Ken Havlin, M.P. Police Department Traffic Division Skyler York, Asst. City Planner Judy Pinkston, Director Community Development Craig Phillips, City Planner Bob Zondor, Superintendent Central Services/Central Maintenance Gale Neulieb, City Clerk APPROVAL OF MINUTES President Janus asked if there were any corrections to the minutes of the Regular meeting of May 4, 2015 and May 18, 2015 meetings. Vice-President Palmer made the motion to approve the minutes from the regular meeting of May 4, 2015 and May 18, 2015. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. Note: These minutes were not completed at this meeting. REQUEST FOR POETRY EVENT Brenda Falls, 101 Top Flight Road Michigan City stated this was the second year requesting to have a poetry event be held on July 18, 2015 at Westcott Park from 4:00 pm – 8:00 pm. Ms. Falls has gotten the insurance that was requested. Ms. Falls also requested two (2) barricades and garbage cans with plastic bags. President Janus asked if she had talked to the Parks Department and stated she has spoken with the Park Department. Ms. Falls stated that once she got done with the Board of Works that it would be forwarded to them. Ms. Falls stated last year she had to go to the Parks department Board. Vice-President Palmer made the motion to approve the use of Westcott Park for Ms. Falls and provide the barricades and have the Park department provide the trash cans from 4:00 pm – 8:00 pm on July 18, 2015. The motion was seconded by Virginia Keating. AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. Regular Meeting –June 1, 2015 Page 2 PLACEMENT AGENT ENGAGEMENT LETTER Attorney Amber Lapaich stated this is an issue where City Securities will be serving as a placement agent. This is dealing with the refunding of the Special Taxing District Bonds for redevelopment that was approved not to long ago by the Common Council. As a placement agent will use commercial reasonable efforts to arrange for the purchase of the obligation. President Janus asked if this was South Side TIF or Wabash St. Attorney Amber Lapaich and Vice-President Palmer both explained that this was the Wabash Taxing District Bond and not the South Side. President Janus explained he thought South Side was taken care of. Vice-President Palmer made a motion to approve City Securities as the agent for placement for refunding of the Special Taxing District Bonds Series 2015 Governmental Entity. The motion was seconded by Virginia Keating. AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. REQUEST TO USE CITY SIDEWALKS Michelle Rentas, owner of “At the Beach Swimwear Resort” 222 W. 4th St. Requesting a sidewalk sale on June 20-21, 2015 between the hours of 10:00 am – 5:00 pm. Would like permission to put some clothing racks and other things like that out in front of the stores on that date. Vice-President Palmer asked on Franklin St. and Michelle stated on Franklin, there would be a few on 4th street and a couple on 6th Street. Mr. Phillips stated it was similar to ones they have done before, a few times in the past, it is well organized. He stated he didn’t have a lot to say, he thought it was good. Board of Works Attorney Amber Lapaich asked if a certificate of liability insurance was filled out in the past. President Janus was unsure. It was stated that this was done through the Main Street Association, and that this was probably done through the merchants. President Janus asked if there was a liability certificate on file for the Main Street Association Merchants, would they need others. Attorney Amber Lapaich stated if they are part of the Main Street but she assumes each individual merchant would be filing who would be participating in the sale. Michelle stated they just want permission to be able to put a rack out in front of their store. Michelle stated she has a double lot so she doesn’t block the sidewalk, but on Franklin St. there is no room and they want to be able to put a rack or two out. They want the Board of Works permission because it is the City’s sidewalk. Attorney Lapaich stated that she still thought they needed to file individual certificate of liability naming the City as an additional insured. Attorney Lapaich also offered to help them with it after the meeting. Virginia Keating made the motion to allow for the sidewalk sale on June 20-21, 2015 between 4th and 11th Street from 10:00 am – 5:00 pm as long as the liability certificates were provided to the City. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. FIREWORKS LIABILITY INSURANCE POLICY Charles Keene, Vice President of General Insurance Services, 421 Franklin St. in front of the Board of Works to get approval for liability coverage for the fireworks display on July 4, 2015. One day premium for the general liability coverage is $999.38. The umbrella liability is an additional $1,000.00 per an additional million dollars coverage. For a total of $1,999.38. The coverage term is one day, July 4, 2015 to July 5, 2015. The primary general liability coverage is for liability related incidents as a result of the fireworks display itself. The City’s policy has specific exclusions that specifically excludes the fireworks liability. Regular Meeting –June 1, 2015 Page 3 So we have to go out and purchase a stand-alone fireworks policy specifically for the fireworks display should someone get injured or a lawsuit. So the primary liability that we are proposing is a million dollars with a two million dollar general aggregate. Vice-President Palmer asked if that was per person and Mr. Keene responded with each occurrence. So per occurrence, so there could be multiple persons in one occurrence. We are also proposing an additional one million dollar umbrella policy over and above the general liability, so when you combine the general liability and the umbrella policy you have a two million dollar each occurrence limit and a three million dollar aggregate limit. Vice-President Palmer asked what the fireworks vendor needed to provide to the City. Mr. Keene stated that was a good question, the fireworks vendor who is Melrose Pyrotechnics has provided a certificate of liability insurance. It was reviewed and has named the City of Michigan City as an additional insured. So there is primary liability limit of a million dollars and umbrella of four (4) million dollars. President Janus asked if ours would be over theirs or in conjunction with. Mr. Keene responded if something happens they would name everyone. Mr. Keene wants the City to have a primary general liability policy, and the Controller would like to purchase the umbrella. President Janus stated the umbrella was not purchased last time but he likes all the coverage he can get and Mr. Keene agreed and stated it is not that he is trying to sell an insurance policy. Mr. Keene then went on to explain that a million dollars is not much if you have multiple people get injured, and hopefully Melrose’s policy would be out in front of the City’s. Vice-President Palmer stated he would assume that and Mr. Keene agreed. Vice-President Palmer made the motion to approve the request to accept General Insurance Firework Liability Insurance Policy in the amount of $999.38 as well as the umbrella policy for $1,000.00 for a total of $1,999.38. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. LIQUOR LIABILITY RENEWAL INSURANCE POLICY Charlie Keene, General Insurance Services, 421 Franklin St. here today to seek approval of the liquor liability insurance renewal policy. The liquor liability policy provides protection for the liability arising out of liquor operations at both city golf courses. There are no coverage changes from the expiring policies. I have reviewed this with the Parks Department as well. Vice-President Palmer stated it was the same coverage as last year, Mr. Keene stated “Exactly same coverage yes”. The policy is for one year beginning July 16, 2015. We have provided the board with a full liquor liability proposal that outlines the coverages and premiums. The limits of insurance are one million dollars each occurrence with a two million dollar aggregate. The annual premium $2,043.85 which is $97.38 less then expiring. President Janus asked if we were covered up to July 15 under the old policy. Mr. Keen stated that was correct. Vice-President Palmer made the motion to approve the Liquor Liability Renewal policy for $2,043.85. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. POLICE STATION BUILDER’S RISK INSURANCE Charles Keene, General Insurance Services, 421 Franklin St. here today to seek approval for the Builder’s Risk Insurance for the new Police Station on Michigan Blvd. The Builder’s Risk Insurance provides property coverage while in the course of construction. Mr. Keene has provided the board with an outline of proposed coverage’s that has been reviewed with the Regular Meeting –June 1, 2015 Page 4 Mayor, the Police Chief and various others. The limits of insurance, the builders risk coverage for $13 Million Dollars, transit coverage for $250,000, temporary storage at other location for $250,000, flood and earthquake both at $13 Million Dollars, builder’s soft cost at 10% of the limit at $1.3 Million and equipment breakdown is included as well. Terrorism coverage is included in the premium. There has been one change since I submitted this proposal to the Clerk’s Office, the actual premium Mr. Keene was able to negotiate a lower premium. So instead of proposed $15,580.00, it is $14,122.00. Vice-President Palmer asked if Mr. Keene had provided the Clerk’s Office with a new copy and Mr. Keene stated he would. Vice-President Palmer asked Mr. Keen to explain what the equipment breakdown was, that was explained as when systems get turned on, and there is an electrical arching to any electronic, mechanical, HVAC systems, computers systems, phone systems, there is sudden and accidental cause that would provide coverage for that equipment. Virginia Keating made the motion to approve the purchase of Police Station Builder’s Risk Insurance from General Insurance for the period of approximately June 15, 2015 thru June 16, 2016 for the sum of $14,122.00. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. REQUEST FOR FUND RAISER FROM ST. STANISLAUS FARMERS MARKET Brother Shaun who is a Holy Cross Brother from Notre Dame. His request is that St. Stanislaus has property on Franklin St. between Franklin and Pine St. that is vacant. They would like to use it as a fund raiser and offering it to some vendors to be able to bring in produce. St. Stanislaus would then charge them a fee for using the property and that would go back to the parish. The request was also if the parish could be abstained from any permits, cost of permits not only for St. Stanislaus but also for the vendors. Attorney Amber Lapaich stated that she had talked with Mr. York and they reviewed the ordinance and it is not possible to waive the fee for each individual vendor. Vice-President Palmer asked how the fees could be waived and Attorney Lapaich stated if the church were the one coming forward as the vendor, yes. President Janus asked if it affects them because they are Non for Profit and Ms. Lapaich stated not the way the ordinance is worded. Ms. Lapaich stated each individual vendor that would like to come on the land would have to come before the Board of Works and fill out a vendor application, ask for permission, and have the consent from St. Stan’s. Vice-President Palmer stated that if he needed any help, the Clerk’s Office would help him. And he was also told the applications are available online. Brother Shawn stated that any vendor that wants to participate would have to present their request and Attorney Lapaich stated yes. Ms. Lapaich stated unless the church is going to be a vendor itself, then the church could come in front of the board and ask to have a waiver. NO DECISION WAS MADE. MEMORANDUM OF UNDERSTANDING WITH AMERICAN RED CROSS Attorney Amber Lapaich stated that this memorandum was approached by the Police Department. The Red Cross locally has undergone some changes, and they have become regional. As such, I believe the regional office has approached our police department, specially our EMA volunteers and there has been an agreement between them to have our EMA volunteers trained as Red Cross volunteers. In doing so, Red Cross has agreed to allow our EMA volunteers use and access of their old Red Cross building here in Michigan Regular Meeting –June 1, 2015 Page 5 City for any type of meetings, training and more important, storage of some of our beach equipment. Attorney Lapaich suggested that she thought it was a good situation. Vice-President Palmer made the motion to approve the Memorandum of Understanding between the American Red Cross and the Michigan City Police Department. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. MICHIGAN CITY 2015 SIDEWALK PROJECT Charles Spike Peller, Michigan City Engineer. This is a Change Order No. 1. For the removal of concrete and curb and gutter. It was not in the original contract. There is additional curb and gutter that needs to be taken care of at a reasonable price at $14.00 a foot. Which this change order No. 1 would be in the amount of $23,940.00. There is money in the sidewalk and streets program to account for this. Vice-President Palmer asked if this was for the ADA sidewalks and Mr. Peller stated yes and this is going to be done this year. Virginia Keating made the motion to approve Change Order No. 2015-01 for Michigan City Sidewalk project in the sum of $23,940.00 to be paid to Reith Riley. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. CONTRACT AGREEMENT CITY OF MICHIGAN CITY AND LARSON DANIELSON Attorney Amber Lapaich stated at the last board meeting this board awarded the contract to Larson Danielson for the construction of the new Police Department. This is the contract that has been filled out with all the necessary data between the parties and allows Larson Danielson to move forward. (Contract in Clerk’s Office. BA-55) Vice-President Palmer made a motion to approve the contract between the City of Michigan City and Larson Danielson for construction of the new Police Station. The motion was seconded by Virginia Keating and carries as follows: AYES: Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. CORRESPONDENCE Judith Mutchler, Property Manager of Karwick Glen Townhomes regarding the condition of 208 Karwick Rd. Russ Hatfield, Code Enforcement Officer stated that he has spoken with the property owner. The owner is disabled and on a fixed income. He does want to improve the appearance of the home but he does not have the financial ability to do so. Mr. Hatfield is going to get with Ms. Pinkston and do some research on possibly some kind of assistance program to help him with improving the property. Vice-President Palmer asked if he was at least cleaning it up outside and Mr. Hatfield stated it looked a little, and stated again that he was disabled and really does need some assistance. President Janus stated that we will see what we can do and Mr. Hatfield stated he would be doing some research and getting back with him. CLAIMS AND PAYROLL Regular Meeting –June 1, 2015 Page 6 Vice-President 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 Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (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 3 05/20/2015 $210,344.62 1 of 8 05/29/2015 $429,213.03 Allowance of claims as set forth in the Register of Claims for the Board of Public Works and Safety and the Department of Redevelopment (which Register is in the possession of the City Controller) as follows: Page Date Amount 1 of 3 05/29/2015 $246,023.14 1 of 1 05/29/2015 $1,015.80 UNFINISHED BUSINESS – Pending Items Pending Item - 111 Franklin Street Craig Phillips, Planning Director, the only thing to report on this address is that they did submit at the state’s request a revised application for construction design release on the 14th of May. So it may be another couple of weeks before we hear anything on this address. The typical waiting time for response is about 4 weeks. We have no other activity taking place on the site that we are aware of. We have to wait until the state gets back to us on the outcome of the request. Pending Item – Roeske & Michigan Blvd. Car Lot Craig Phillips, City Planner stated they were still working on this. Need to talk to Corporate Council about the options on this. Pending Item – Church Parking Lot 7th & Franklin St. Craig Phillips, City Planner stated there has been nothing back from the Mayor yet. Mr. Phillips did asked Attorney Amber Lapaich if she has been able to contact the church and she stated she did try to email them and follow up with them and has gotten no response. Pending Item – Community Garden Regular Meeting –June 1, 2015 Page 7 Craig Phillips, City Planner stated he has looked at the inventory as far as the request for a community garden. There are a few lots available but not in the neighborhood where Mrs. Whitfield lives. Mr. Phillips is not sure if there is a need for it to be in the Eastport neighborhood. There are other lots in the city that may qualify. He believes that she wants this just for use not purchase. Still looking into. Pending Item – Scarby’s 1716 Franklin St. Craig Phillips, City Planner stated they did meet on site, they did talk about options, they are supposed to get with Mr. Phillips as how they want to proceed and as of date they have not done so. Pending Item – Zoological Society Craig Phillips, City Planner stated they have met on site for property on Peru St. They talked about what would be necessary to make the project a reality. Mr. York met with the City Forrester, Frank Seilheimer and Shawn from the Zoo staff. We need to finalize with Corporate Council what the necessary agreements would be. But they are supposed to get back with us to let us know if they want to use the lots that they looked at, as soon as we hear that, we will definitely proceed. It is the Mayor’s decision if he wants to let the Zoological Society use it or the adjacent property owner purchase it. And that is a different property purchase process then the one we went through previously with city properties. It is a simpler process but again it is up to the Mayor to decide. Vice-President Palmer suggested getting his approval first before going any farther and Mr. Phillips said he is waiting to hear back from the Mayor on what he wants to do. Pending Item – Two-way street conversion project Craig Phillips, City Planner stated that there will be a public information session on this in June. Working on a date but hoping it will be the 3rd week of this month. The Board of Works will receive notification. Pending Item – 1720 Franklin Street, Panini Panini requests bike racks and garbage cans Craig Phillips, City Planner has ordered and gotten permission to purchase the bike racks. We expect them to arrive within the next four (4) weeks, 4-6 weeks, depending on the backlog on orders. It is a standard order, not a custom order, so that probably should be quicker. In addition Mr. Phillips will be coming to the Board with a request, for a couple of trash cans that are being taking off of Franklin St. There was permission to transfer all that property to the Parks Board previous but their attitude is that there was not a specific number attached to that request and so they felt it was up to the Board of Works to determine whether or not we wanted to get a couple of those trash cans for that purpose. If the board so chooses, we can relocate some of those trash cans from the Franklin St. project to that area as soon as the other cans come in and they are installed which we expect sometime before the Taste of Michigan City. Vice-President Palmer asked if they had been removed yet and Mr. Phillips stated no they have not been removed yet. Then Vice-President Palmer asked about the agreement with the Parks and Attorney Amber Lapaich stated she recalled last year both Boards agreed this property would be transferred and she did not believe there was a number. Regular Meeting –June 1, 2015 Page 8 Virginia Keating made a motion to relocate a couple of trash cans from the Franklin St. project as soon as others arrive and are installed. The motion was seconded by Vice- President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3) NAYS: None (0). Motion Carries. Pending Item – Wells Chair building Craig Phillips, City Planner stated there was nothing new to report. It is a target of the South Gateway Project. In addition we are close to submitting the Property Maintenance Ordinance for consideration to the council. Mr. Phillips believes Corporate Council has been in the process of reviewing this with the help of Mr. Phillips. Attorney Lapaich stated she did receive this a couple weeks ago, she was surprised at how big it was and will get back with Mr. Phillips. Pending Item – Hilltop/Lake Avenue stairway replacement project Charles, Spike Peller, City Engineer stated everything is done, Mr. Peller was out there Friday and finishing up. Mr. Peller had not been out there as of Monday morning. Will have a final walk through and a certificate of final completion. Pending Item – Signage to Lake Hills School Charles “Spike” Peller, City Engineer stated he provided some maps to indicate where the City might put signs. Mr. Peller has not discussed with Mr. Zondor the cost. There are signs for other schools but it is not nearly extensive as what Mr. Peller has proposed. If you don’t know where the school is at, it is tucked away and hard to find per Mr. Peller. This may be and exception to what we normally do. Mr. Zondor was asked the cost per sign? About $50 per sign was stated. A post and manufactured sign would be needed. Mr. Peller stated about 8 signs would be needed. Mr. Peller stated that it would cost about $400 and if the board recommends this being done, it will be done properly and move forward with it. Vice-President Palmer stated the school is hidden and if you are not from the area, you can get lost trying to find it. Mr. Peller went out there, once you get close you kind of have to have the signs there so that you don’t wonder off in the wrong direction. Vice-President Palmer made the motion to provide signs to Lake Hills School and pay it out of the Sidewalks and Streets Fund. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Pending Item – Request to put a light on pole #240 205 Charles “Spike” Peller, City Engineer stated the request to put a light on a pole at 209 Grant St. was looked at and might have some pictures. Mr. Peller talked with the Police Dept. and they recommend we not put a light up. There are lights in and around the neighborhood and the Police recommended the individual could put a porch light up as most of the other residents in the area have. It costs roughly $500 a month for a street light. It was stated that there was a pretty big tree that block would block a new light and Mr. Peller agreed. Vice-President Palmer stated we were trying to cut lights now that could be cut and will have to deny request. AYES: MEMBERS Janus, Palmer and Keating None (0). Nays: (3). Request Denied as written. Regular Meeting –June 1, 2015 Page 9 Handicap Plastic Pieces Pending items – Handicap Plastic Pieces President Janus asked about Handicap Plastic Pieces that were coming off and could we replace the concrete? Mr. Peller stated President Janus was probably referring to the ones that are glued down on Franklin St. and what Mr. Peller thinks has happened is snow plows have hit them. The solution would be to take up the whole section of concrete and inlay the dimple platform on new concrete. They do need to be fixed or replaced. Pending Item – 1110 Washington Street-fire damage Russ Hatfield, Code Enforcement Officer stated that quite a few of the repairs have been made on the exterior. Looks like they are waiting for windows. Mr. Hatfield has not spoken with the owner anytime recently but will get with him on the status on getting the windows. Pending Item – 1214 E. Michigan Boulevard President Janus stated that the board was continuing the hearing. Russ Hatfield, Code Enforcement Officer stated the son was here to represent Mr. Karallas, the son did state they were going to start working on the house every day. They did get a new roof put on but like things came to a halt, then a section of roof came off, and left the debris and mess there for a couple of weeks. President Janus stated we are going to continue the hearing and allow Mr. Karallas to continue working on that project throughout the hearing. I would like the Board to order him to keep the project site neat and orderly on a daily basis. President Janus stated he noticed they tore all the siding off and nothing has been since then. They have torn off some of the stone work in front of like the little commercial looking building. Mr. Hatfield has no problem with Mr. Karallas working on this but he has to be speedy about this because it has been unsightly for too long. Vice-President Palmer stated that is why the hearing was continued so that progress would be made and it wouldn’t be unsightly. Attorney Lapaich stated Vice-President Palmer was correct it was continued about approximately 60 days prior, at the end of the April Meeting to give Mr. Karallas 60 days to see where they were at. A decision was made by this Board as to whether or not they would affirm, deny or modify the orders for demolition. Where we are at today is the continuance of that hearing and if I hear you correctly Mr. Hatfield, you are suggesting to this board to grant another continuance subject to the work site being kept clean? Mr. Hatfield added on a daily basis and he would even request we continue this in two weeks and see where they are at. President Janus stated he wouldn’t go any more than two weeks based on the last two weeks of no activity. Attorney Lapaich stated that it would be the second meeting in June. Vice-President Palmer asked to hear from Mr. Karallas to see if he agreed with this. Mr. Karallas’ son stated everything is now cleaned up around the building, all the brick is cleaned up in the front, the front of the roof was torn down because of too much mold. Everything is in a dumpster. Vice-President Palmer asked what kind of progress could be made in two weeks. The answer was the windows are ordered, but he would talk to his dad. Vice-President Palmer wanted him to understand he has two weeks to re-hab the roof and get the place cleaned up. He has to be working every day. Vice-President Palmer made a motion to continue the hearing in two weeks at the June 15, 2015 meeting. The motion to seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: (0). Motion Carries. Regular Meeting –June 1, 2015 Page 10 Pending Item – 1120 Elston Street Russ Hatfield, Code Enforcement Officer waiting for a title search. Pending Item – 1204 W. 7th Street Russ Hatfield, Code Enforcement Officer we are hoping to address this with the new property maintenance ordinance. Will give us different avenues and choices on how we can deal with the issue. Pending Item – 1125 W. 8th Street Russ Hatfield, Code Enforcement Officer stated he has received the title work on this property. Is in the process of getting the orders out. Mr. Hatfield stated that he has about 6 properties that he would like to bring in front of the board. However, he wanted to know if they would like to call a Special Meeting just for the demolition hearings or do it at the Regular meeting which could be lengthy. Vice-President Palmer stated there is a Special Meeting scheduled for Monday, June 8th at 1:00 PM. However, Mr. Hatfield stated there were some issues with the title searches and felt he would not have all of them ready at that time. Amber Lapaich said we talked about it a few weeks ago and said the June 8, 2015 was a no go. Vice-President Palmer asked for a date. Mr. Hatfield suggested somewhere in the first week of July. Then there would be enough time for the notification process, because Mr. Hatfield just received that paperwork on the title searches on the 6 properties last week. It was decided to wait until the next meeting to set a date and call a Special meeting. Pending Item – 701 Union Street Russ Hatfield, Code Enforcement Officer stated it would fall under this meeting. Pending Item – Old Chrysler building on Michigan Boulevard Russ Hatfield, Code Enforcement Officer stated we are still going to see what can be done. Pending Item – Safety fence at St. Anthony’s Hospital Russ Hatfield, Code Enforcement Officer gotten ahold of no one on this. The retaining wall is pretty high. Someone would have to try really hard to get over it. Pending Item – Sinking/receding property at northwest corner of Franklin & 7th Street Russ Hatfield, Code Enforcement Officer stated there is a call in to Mr. Lake, awaiting a call back. If no call back by the end of today, Mr. Hatfield will call again and get some fill in on the edges of the sidewalks. Pending Item – 915 Green Russ Hatfield, Code Enforcement Officer states this one is on hold for now. Pending Item – 228 W. Coolspring Avenue Regular Meeting –June 1, 2015 Page 11 Russ Hatfield, Code Enforcement Officer states this will fall in the same category as the other properties for demolitions. PUBLIC COMMENTS Craig Phillips stated there was an item he wanted to get on the agenda but there was some miscommunications between the Mayor’s office, planning department, consultant and NICTD. This is the official request with regards with the closure of 11th Street due to track replacement project. Chris Beck, one of the Engineers from NICTD was present to speak with the board about the timelines that are expected for this closure. There is an internal inner agency coordinating meeting with NICTD recently that took place to notify all the Boards and Commissions and Operators. It was pretty well attended and thought to go pretty well. There were a few missing agencies that are being followed up with to make sure they are aware of what is going on. Both Mr. Phillips and Mr. Beck wanted to give the Board information and have the Board take action at the next meeting if need be. It is a combination track replacement project with NICTD that they have notified the city about as well as the redevelopment commission take the opportunity to repave the street. During that time basically following the work being done by NICTD to take advantage of the same time line as well as some street scaping work that will be taking place between Spring St. and Wabash St. Mr. Beck pointed out that NICTD has been in discussion with the city since December of 2014 regarding restoring or rebuilding tracks from Tennessee St. to Washington St. along 11th St. NICTD needs to do this about every 10-13 years; the last time this track was done was about 14 years ago, so it is a little overdue. The work will require that 11th St. be closed and as Craig mentioned they will do this in conjunction with the City’s paving and curbs and sidewalks and maybe even some street lighting. They will coordinate this very closely with the City but are asking permission to close 11th St. from Tennessee St. to Washington St. beginning on July 20, 2015 thru September 4, 2015. The plan is to start at the west end and work to the east. As NICTD gets a section of their work done, as far as the tracks replaced the City will come in and start their work, and just follow behind NICTD. NICTD doesn’t know for sure when each crossing will be opened up, if the railroad was doing it on their own, they would open the streets from west to east as the work progresses. But being that the City is going to be paving from the tracks to the curb, it is their understanding it will be done all at once. So it sounds like 11th Street will be closed continuously from July 20, 2015 thru September 4, 2015. As Craig mentioned, there was a meeting on May 5, 2015 with all the department heads, the Mayor was in attendance. Most of the concerns were addressed of the City department heads. The primary concern was access for the Fire Department at Ohio St. and NICTD is going to make provisions during work to accommodate them so they can get over the tracks in the event of an emergency. There was some concern for the ambulance route. It was discussed that the ambulances could use Franklin St. which would not be affected by the project. As mentioned, NICTD will work closely with the City; the railroad will be responsible for all the road closure barricades and signage. At the May 5, 2015 meeting the Refuse department and Recycling Company that the city contracts with was there and NICTD is going to make accommodations for both of them to get in and out as needed. The Mayor also asked that NICTD attend the City Council meeting tomorrow night, Mr. Beck would like to make sure they are put on agenda if it is not to late and apologized that it was not on the Board of Works. Mr. Phillips stated it would be on as a department report. City Clerk Gale Neulieb asked for some correspondence so she could provide it to the City Council. Mr. Phillips said yes he would. Mr. Beck stated the Mayor urged the importance of issuing press releases on this project to make sure all the residence are in the loop, all department heads are in the loop. City said they would mail flyers to all affected residents along 11th Street. Vice-President Palmer asked Regular Meeting –June 1, 2015 Page 12 if NICTD would keep the public in the loop as far as what is going on. NICTD answered together with the city, because the city is doing work as well. Mr. Phillips said he would be coming before the board at the June 15, 2015 meeting with the details of the Street Scape project which does not include closures, just permission to install improvements. There will be another request coming for the permission to install curbs, street lights, and sidewalks and so on. Vice-President Palmer asked Mr. Peller if he was going to be the spokes person as far as press releases and closures. Mr. Phillips stated it would be coordinated through the consultant. Vice-President Palmer made a motion to close 11th Street from Tennessee to Washington from July 20 thru September 4, 2015. This information will be vital to the public during this portion of the project. The motion was second by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. BOARD COMMENTS Vice-President Palmer had one question for Attorney Lapaich regarding the St. Stan’s issue that morning. The Board allows Main Street to sell farmers market but the vendors there do not have to get license. Attorney Lapaich stated that was correct, because their ordinance states there is an agreement between them and the City. Vice-President Palmers stated that they were using our lot and Attorney Lapaich stated correct. Vice-President Palmer stated it did not sit well with him, that they are required to have a vendor’s license because they are on church property. They should be allowed to at least have the vendor’s fee waived. President Janus stated the Board does not require Queen of all Saints vendors to have a permit. Attorney Lapaich stated that the Board was talking about different things. One is an amusement festival; President Janus stated that there were food vendors there. Attorney Lapaich stated it was an exception that was laid out in the ordinance, specifically for amusement license. Attorney Lapaich stated she has looked at this several times. Vice- President Palmer stated it didn’t seem fair to the church that they are being penalized for this in an attempt to raise money to pay their bills. That could put a crimp in their project; the vendor would have to pay the church as well as the vendor’s license. Attorney Lapaich stated unless it was Non for Profit and the church qualifies then the fee could be waivered. Vice-President Palmer asked if there was any way to waive the fees by the Board. Attorney Lapaich stated unless they qualify, unless they are some type of Not for Profit, Veterans Organization, or some type of Fraternal Organization, something that would qualify for the wavier of the fee. Vice-President Palmer wanted to welcome back the City Clerk, Gale Neulieb. President Janus and Virginia Keating did as well. President Janus stated on the Handicap signs, they are putting stickers on those, and how far are we along? Mr. Zondor stated that the City was up to date. President Janus asked if all have been done and it was answered all 20-25 are done. Vice-President Palmer stated his other question was the board was working on, Police Department was supposed to get back to the board for events, and will it be at our next meeting? For holding Walks and so on, the board was supposed to have something before them for certain sections that they could have these walks so it would not cost the City any money as far as overtime. Attorney Lapaich hadn’t seen anything. Police Chief Mark Swistek was asked if he was still working on it and he stated yes. Regular Meeting –June 1, 2015 Page 13 Virginia Keating asked about the 11th Street project going on, what is going on with the South Shore station on 11th Street? Mr. Phillips stated that a private individual has purchased it and it is Mr. Phillips understanding that they are putting together a project to rehabilitate the facility. Their intention is to have it be a mixed use with residential and commercial uses involved. We should be getting more information soon. Virginia Keating asked if it was suppose to be a restaurant. Mr. Phillips stated it is now a different owner. 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 Palmer made the motion to adjourn. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. _________________________________________ Gale A. Neulieb, City Clerk