Board of Public Works & Safety

REGULAR MEETING – December 21, 2015 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, December 21, 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 Jessica Gage, Assistant City Planner Liz Sonderby, Administrative Assistant Bob Zondor, Superintendent Central Maintenance Craig Phillips, City Planner Andy Matanic, IT 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 December 7, 2015. Vice-President Palmer made the motion to approve the minutes as presented. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion carries. AWARDING OF BID – 522 Pleasant Ave Vice-President Palmer stated that these bids were opened at the October 22, 2015 meeting. Russ Hatfield, Code Enforcement Officer stated that the 522 Pleasant Ave bid has been reviewed by the department and the recommendation is Caretaker Landscaping & Lawn, LLC in the amount of $9,600.00. Vice-President Palmer made a motion to award the bid of 522 Pleasant Ave to the lowest and most responsive bidder which was Caretaker Landscaping & Lawn, LLC in the amount of $9,600.00. The motion was seconded by Virginia Keating and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Regular Meeting – December 21, 2015 Page 2 AWARDING OF BID – 501 Hoyt Street Russ Hatfield, Code Enforcement Officer stated that the 501 Hoyt Street bid has been reviewed by the department and the recommendation is Caretaker Landscaping & Lawn, LLC in the amount of $9,600.00. Corporate Counsel Amber Lapaich asked just for the record, all three bids that Mr. Hatfield was presenting are the lowest most responsive bidders and Mr. Hatfield responded that was correct. Virginia Keating made a motion to award the bid of 501 Hoyt Street to the lowest most responsive bidder which was Caretaker Landscaping & Lawn, LLC in the amount of $9,600.00. The motion was seconded by Vice-President Palmer and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. AWARDING OF BID – 228 W. Coolspring Ave. Russ Hatfield, Code Enforcement Officer stated that the 228 W. Coolspring Ave bid has been reviewed by the department and the recommendation is Caretaker Landscaping & Lawn, LLC in the amount of $9,600.00 which is the lowest most responsive bidder. Virginia Keating made a motion to award the bid of 228 W. Coolspring Ave to the lowest most responsive bidder which was Caretaker Landscaping & Lawn, LLC in the amount of $9,600.00 The motion was seconded by Vice-President Palmer and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. ALLEY REPAIR REQUEST FOR THE 100 BLOCK OF BIES STREET President Janus asked if this should be referred to the City Engineer. Corporate Counsel Amber Lapaich stated she believes the City Engineer emailed everyone on this matter and it was his recommendation not to approve this request at this time due to: 1) the cost; and 2) as question of ownership. Vice-President Palmer made a motion to follow the recommendation of the City Engineer and deny this request at this time. The motion was seconded by Virginia Keating and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: (0). Motion Carries. REQUEST FOR STREET CLOSURE - RUNNIN’ FOR PRESTIN ON SEPTEMBER 17, 2016 Discussion ensued between the Board members asking that a letter be sent stating that the Certificate of Liability Insurance is needed as well as the Park Department’s approval and this will be referred to the M.C.P.D. Traffic Division also. Vice-President Palmer made a motion to refer this request to the M.C.P.D. Traffic Division, that the Certificate of Liability Insurance is needed and approval from the Park Department is needed as well. The motion was seconded by Virginia Keating and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: (0). Motion Carries. Regular Meeting – December 21, 2015 Page 3 REQUEST FOR PARKING AT 204 S. LAKE AVENUE David Traiforos 204 S. Lake Avenue stated he has been living there for about nine (9) years now, this is his part time residence. Mr. Traiforos stated he has an issue where they are just not able to park in front of their house especially in the summer time; he stated that the residents who live in the condos on the east side of the street are starting to park on the side of the street his residence is on even though the condo residents have parking lots and driveways. President Janus stated that the Board will recommend the City Engineer look at this. Vice-President Palmer made a motion to refer this to the City Engineer and to report back at the second January meeting. The motion was seconded by Virginia Keating and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR PLACEMENT OF SCULPTURE Tim Haas representing the Public Art Committee addressed the Board regarding getting the Board’s permission to place the sculpture named Thin Series: Off the Diet at the NE corner of 7th and Franklin St; that this sculpture use to be in Westcott Park and has been replaced by a new sculpture. Mr. Haas stated this sculpture would be placed by the public parking lot, right in the middle of the sidewalks, it is a very wide sidewalk area and a very small sculpture; and this sculpture would be placed there for no less than a year. Corporate Counsel Amber Lapaich added that the city is insuring this sculpture. Virginia Keating made a motion to approve the request to place the sculpture Thin Series: Off the Diet at the NE corner of 7th and Franklin Streets. The motion was seconded by Vice- President Palmer and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR CITY WIDE PHONE SYSTEM Andy Matanic, Michigan City IT Department stated he wanted to requested authorization to purchase Mitel Network Corporation My Voice City Wide Phone System from Automated Data Systems. The Mitel Corporation My Voice City Wide Phone System is part of the Information Technology Refresh Project and is funded through that appropriation; further stating currently all of the phone system throughout the city are inconsistent, many are between 20-30 years old and can no longer get parts; that this is the last phase of the Refresh Project; that this system is being recommended because it is the leader across the entire industry. Mr. Matanic has spoken with users across the state and they have found significant savings with reoccurring cost; also, with going through Automated Data Systems, this is a local company right here in Michigan City, and this Mitel System is already placed at Barker Civic Center which was installed by Automated Data Systems and they did an exceptional job; the support is right here in town for a very quick response. Mr. Matanic received different quotes and found the best option would be to use the National Joints Power Agreement which is an agreement that is available to local governments and this was significantly cheaper than going through a regular quoted price. Mr. Matanic stated that there would be a savings of over $77,000.00 with using the National Joints Power Agreement then going with a quoted phone system; that one quote is for the hardware portion and the other is for installation therefore that is the reason why the Board sees two quotes; the quote without the labor is Regular Meeting – December 21, 2015 Page 4 $222,471.70 with the Agreement it is $144,884.82; that this has been reviewed with Attorney Meyer and he has helped Mr. Matanic throughout this entire process. Mr. Matanic advised Attorney Meyer stated he was comfortable using this Agreement pricing. Mr. Matanic asked the Board for permission to proceed with ordering the phone system and also proceed with hiring Automated Data Systems to do the installation. Discussion ensued between Mr. Matanic and Vice-President Palmer about special pricing if this agreement is signed today. Vice-President Palmer made a motion to allow Mr. Matanic to proceed with the purchase of the Mitel Networks Corporation Phone System and Automatic Data System for the installation for the total price not to exceed $204,884.82 and that the hardware is included. The motion was seconded by Virginia Keating and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. PROPOSAL OF DISPLAY AD BENCHES BY JANICE KIMBROUGH Janice Kimbrough 1701 W. Linden Ave, South Bend, Indiana addressed the Board stating that she would like to place advertising benches throughout the Michigan City Area along bus routes. Ms. Kimbrough stated that there would be no more than two benches in front of any location, in most locations there would be just one, and she would like to start with 10 benches and work up from there. Corporate Counsel Amber Lapaich addressed Ms. Kimbrough about what profit she would be making by selling advertisement. Ms. Lapaich stated that she is concerned about what the benches look like and if they were allowed permission to place these benches, the Board would have no way to control the content of advertisement. Vice-President Palmer also asked if this would have to be bid out because another company might want to do this as well? Corporate Counsel Amber Lapaich stated yes, it would have to be a bid process. Craig Phillips agreed with Corporate Counsel Amber Lapaich, that this should be a bid process. Vice-President Palmer made a motion that he believes it is not in the best interest of the City to proceed with this project. The motion was seconded by Virginia Keating and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS None (0). Motion Carries. CAPITAL GRANT AWARDED FOR M.C TRANSIT DEPARTMENT President Janus stated this was a yearly report and the City has matching funds. Corporate Counsel Amber Lapaich stated the Board just needed a motion to approve this. Vice-President Palmer made a motion to approve the Indiana Department of Transportation Grant Program for the Federal Capital Assistance Program for the buses in the amount of $211,634.00. The motion was seconded by Virginia Keating and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Regular Meeting – December 21, 2015 Page 5 PURCHASE AGREEMENT BETWEEN BOARD OF PUBLIC WORKS AND SAFETY AND MICHIGAN CITY PUBLIC ART COMMITTEE Corporate Counsel Amber Lapaich addressed the Board stating she was notified by the Art Committee that they intend to purchase a three (3) part oil painting entitled “The Painted Lakeshore” from an artist: that they intended to display the artwork at City Hall upstairs, but the Art Committee that wants to give possession to the City, so Ms. Lapaich wants to do a purchase agreement. Virginia Keating made a motion to approve the Purchase Agreement between the City of Michigan City and Michigan City Public Art Committee to facilitate the purchase of the “The Painted Lakeshore” to be displayed at City Hall with the ownership to be granted to the City. The motion was seconded by Vice-President Palmer and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. SINGING SANDS LICENSE Craig Phillips, City Planner addressed the Board stating this is a Supplemental Agreement for ongoing services the City has had with Butler, Fairman and Seufert, Inc. regarding the Singing Sands Trail Phase I Project; that this is the latest in steps necessary to get the project to completions; and that it involves a combination of different services that would be the final design of the trail; that the City Council has appropriated the funding necessary for this request in the amount of $87,750.00 and they are now asking for permission to have the contract signed. Vice-President Palmer stated as he was reading the agreement, there was an increase in the compensation and who would pay part of that? Mr. Phillips stated that is what was approved by the City Council. Vice-President Palmer made a motion approve the Supplemental Agreement Number 3 between the City of Michigan City as owner and Butler, Fairman and Seufert, Inc. Company as Engineer on the Singing Sands Trail Project. The motion was seconded by Virginia Keating and carries as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. APPROVAL OF THE 2016 BOARD OF WORKS AND SAFETY MEETING DATES Vice-President Palmer made a motion to approve the Board of Works meeting calendar for 2016. The motion is seconded by Virginia Keating and carries as follows: AYES: MEMBERS Janus, Palmer, and Keating (3). NAYS: None (0). Motion Carries. CLAIMS AND PAYROLL 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. Regular Meeting – December 21, 2015 Page 6 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 8 12/11/2015 $381,717.74 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 5 12/21/2015 $1,285,516.24 UNFINISHED BUSINESS – Pending Items Pending Items – 1125 E. 8th Street Russ Hatfield, Code Enforcement Officer, stated he has several orders for title work and this one was included and should be in front of this Board in February for Demolitions hearing. Vice-President Palmer asked that this be moved to the quarterly report. Pending Items – “Do Not Litter” Signage on Warnke Road Russ Hatfield, Code Enforcement Officer, stated Mr. Peller could not be present to answer for the “Do Not Litter” sign. The Board requested this be held over until the next meeting. PUBLIC COMMENTS UPDATE – 2 WAY STREET CONVERSION Brad Minnick with Primer Engineers offered an update on the 2-way Street Conversion Project; stating there has been a lot of sidewalk removal this past week; that this will continue through the winter months weather permitting; that foundations for the pedestrian, cross walks, and lights will be going up during the winter months; that Reith Riley will continue working through the winter. President Janus stated all the streets are 3 way stops, and are going to go to 4 way stops; does the Board have to approve the 4 way stops? Corporate Counsel Amber Lapaich stated that the plan to go forward with this conversion has already been approved by the Board, therefore, this would be included in that approval. President Janus also asked about 4 way lights at the corner of Pine and 11th Streets. Regular Meeting – December 21, 2015 Page 7 Mr. Minnick explained there will be a caution light that will only be operational when the train is in the station. BOARD COMMENTS President Janus asked if there were any Board comments. Vice-President Palmer wanted to wish everyone a Happy Holiday; and “Thank You” to all the department heads for their cooperation last year in all the projects; it was appreciated. President Janus “thanked” his fellow Board members for the last four (4) years; that they have helped accomplished much in this City, but there is still a lot to do in the coming four (4) years. President Janus asked Corporate Counsel Amber Lapaich if there is a state law regarding getting paid by more than one Board and there are a lot of questions in the Controller’s Office about this. Corporate Counsel Amber Lapaich said she would be happy to help with this. 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 9:35 am). Virginia Keating made the motion to adjourn. The motion was seconded by Vice- President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: (0). Motion Carries. _________________________________________ Gale A. Neulieb, City Clerk