Board of Public Works & Safety

REGULAR MEETING – April 4, 2016 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, April 4, 2016 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: Mayor Ron Meer Russ Hatfield, Code Enforcement Officer Charles “Spike” Peller, City Engineer Robert Zondor, Superintendent Central Services Judy Pinkston, CDBG Director Jessica Gage, Assistant City Planner Capt. Steve Jesse, M.C.P.D. Traffic Division Lt. Tim Richardson, M.C.P.D. Asst. Chief Sgt. Chris Yagelski, M.C.P.D. Frank Seilheimer, Forrester/Vector Kalon Kubik, Administrator Craig Phillips, City Planner Randy Novak, M.C.F.D. Fire Chief Tony Drzewiecki, M.C.F.D. Arber Himaj, Sanitary District Engineer 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 21, 2016. 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. PRESENTATION OF QUOTES – Frank Seilheimer will be presenting quotes for the 2016 Landscaping Project. President Janus addressed the Public; asking if there was anyone present who wished to submit a quote for this project; there was no response. Vice-President Palmer made the motion to close the acceptance of quotes for the 2016 Landscaping Project. 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 – March 21, 2016 Page 2 Corporate Counsel Amber Lapaich opened the following two (2) quotes: ServiceScape, LLC $49,440.95 Total Project Price for both locations De Lau Landscaping $102,902.00 Total Project Price for both locations Vice-President Palmer made a motion to refer this to Frank Seilheimer for his review as well as the other departments involved and report back at the next Board of Works meeting which is April 18, 2016. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. OPENING OF BIDS – One (1) Tandem Dump Truck President Janus addressed the Public, asking if there was anyone present who wished to submit a bid; there was no response. Vice-President Palmer made a motion to close the acceptance of bids for the One (1) Tandem Dump Truck. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel Amber Lapaich opened the following two (2) bids: Selking International $207,976.44 Price of Equipment $4,500.00 Trade In $203,476.44 Total Net Price Pozzo Trucking $214,917.00 Price of Equipment $17,000.00 Trade In $197,917.00 Total Net Price Vice-President Palmer made a motion to refer the bids to Central Services and the appropriate departments for review and to report back at the next Board of Works meeting which is April 18, 2016. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. OPENING OF BIDS – Purchase of eight (8) M.C.P.D. vehicles President Janus addressed the Public, asking if there was anyone present who wished to submit a bid; there was no response. Vice-President Palmer made a motion to close the acceptance of bids for the eight (8) M.C.P.D. vehicles. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel Amber Lapaich opened the following four (4) bids: Sauers Ford Lincoln Inc. $237,887.00 Price $10,000.00 Trade In $227,887.00 Total Net Price Regular Meeting – March 21, 2016 Page 3 Sam S. Roberts Bloomington Ford $222,073.44 Price $9,600.00 Trade In $212,473.44 Total Net Price Lakeshore Ford $237,499.00 Price $19,700.00 Trade In $217,799.00 Total Net Price Paul Huering Motors $234,435.00 Price $11,000.00 Trade In $224,435.00 Total Net Price Vice-President Palmer made the motion to refer the Bids to Asst. Chief Tim Richardson for review and tabulation as well as any other appropriate departments and report back at the next Board of Works meeting which is April 18, 2016. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. OPENING OF BIDS – Franklin Street ADA Sidewalk Project President Janus addressed the Public, asking if there was anyone present who wished to submit a bid; there was no response. Vice-President Palmer made a motion to close the acceptance of bids for the ADA sidewalk project. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel Amber Lapaich opened the following five (5) bids: Rieth-Riley $95,525.00 Total Cost Deutscher Construction $135,000.00 Total Cost Gariup Construction $142,620.00 Total Cost Walsh & Kelly $283,000.00 Total Cost Woodruff & Sons $168,305.00 Total Cost Vice-President Palmer made a motion to refer the Bids to the City Engineer for review and tabulation as well as any other appropriate departments and report back at the next Board of Works meeting which is April 18, 2016. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. RESOLUTION – Appointing the Superintendent of Center Services/Central Maintenance as the “Purchasing Agent” for purposes of the Competitive Procurement for Petroleum Products. Corporate Counsel Amber Lapaich presented the following Resolution to the Board: MICHIGAN CITY BOARD OF PUBLIC WORKS & SAFETY Regular Meeting – March 21, 2016 Page 4 RESOLUTION NO. 2809 APPOINTING THE SUPERINTENDENT OF CENTRAL SERVICES/CENTRAL MAINTENANCE AS THE “PURCHASING AGENT” FOR PURPOSES OF THE COMPETITVE PROCUREMENT FOR PETROLEUM PRODUCTS WHEREAS, the Michigan City Board of Public Works and Safety (hereinafter referred to as “Board”) is authorized to enter into contracts on behalf of the City, and as such, is the “purchasing agency” of the City as defined by I.C. 5-22-2-25; WHEREAS, the desires to appoint a “purchasing agent,” as defined by IC 5-22-2-26, to act as an agent for the Board in the administration of the duties of the Board specifically pertaining to the competitive procurement procedures for petroleum products as outlined in IC 5-22-17-10; WHEREAS, the Board reasonably believes that the Superintendent of Central Services, who is also the Superintendent of Central Maintenance, shall be the “purchasing agent” for this specific purpose. NOW THEREFORE BE IT ORDAINED by the Michigan City Board of Public Works and Safety as follows: 1. The Superintendent of Central Services, who is also the Superintendent of Central Maintenance, (hereinafter referred to as “Superintendent”) shall serve as the “purchasing agent” for the Board with respect to the competitive procurement procedures for petroleum products as outlined in IC 5-22-17-10 and that have been adopted and implemented by the City. 2. The Superintendent is authorized to solicit quotes for petroleum products with only those suppliers with whom the Board has deemed responsible and responsive offers and with whom the Board has a valid contractual arrangement and only pursuant to the terms and conditions of said contract. 3. The Superintendent must request current price quotes in writing based upon the terms and conditions of the original offer (as awarded) from all successful responsible and responsive offerors, and the Superintendent shall purchase petroleum products from the lowest of the responsible and responsive suppliers. 4. The Superintendent shall keep record of the quotes in writing to the Board, and the Board shall document the quotes in its minutes. This Resolution will be in full force and effect from and after its passage by the Board. Adopted by the Board of Public Works & Safety of the City of Michigan City, Indiana by a vote of 3 to 0 this 4th day of April, 2016. /s/ Stephen Janus, President /s/ Virginia Keating, Member /s/ Michael Palmer, Member ATTEST: /s/ Gale Neulieb, City Clerk Regular Meeting – March 21, 2016 Page 5 Michigan City, Indiana Prepared by Corporation Counsel Corporate Counsel Amber Lapaich addressed the Board explaining it is important for the Board to appoint the Superintendent of Central Services/Central Maintenance as the Purchasing Agent for soliciting fuel; asking for approval of this Resolution. Virginia Keating made a motion to approve the Resolution appointing the Superintendent of Central Services/Central Maintenance as the “Purchasing Agent” for the purposes of competitive Procurement for Petroleum Products. 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 APPROVAL – Bob Zondor, Superintendent, Central Services/Central Maintenance is requesting approval to solicit bids for the purchase of fuel Corporate Counsel Amber Lapaich addressed the Board explaining this is so the City can competitively procure the petroleum; Mrs. Lapaich has prepared the bid documents which will be published in the newspaper; asking the Board to review the bid documents and approve them so this can be sent out for publication. Discussion ensued between President Janus and Corporate Counsel Amber Lapaich regarding if this would be a quarterly or yearly solicitation; with it being an annual solicitation. Virginia Keating made a motion to approve the request to publish solicitation of bids for the purchase of fuel. 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 LIGHT FIXTURES – John Leinweber, Friendship Botanic Gardens is requesting 17 Sterhberg light fixtures The following Request was received in the City Clerk’s Office on March 28, 2016 from John Leinweber: 17 Sterhberg light fixtures to be installed in the first half of Friendship Gardens using funds appropriated by the Michigan City Redevelopment Corporation and Nipsco. Rena Binder, Friendship Botanic Gardens addressed the Board giving a brief presentation on Friendship Gardens; asking the Board for their approval to donate 17 light fixtures. Corporate Counsel Amber Lapaich explained in 2014 this Board and the Park Board passed a Resolution agreeing to transfers these lights to the Park Board; the Superintendent for the Park plans on bringing this in front of his board to get a formal motion or Resolution on whether or not the Park Board is still interested in these lights. Mrs. Lapaich explained if this Board wanted to approve this request subject to the Park Department’s, that is an option; or the Board could TABLE it till until such time when the Park Board responds to the issue. Craig Phillips, Executive Director of the Redevelopment Commission wanted the Board to be aware that Redevelopment is one of the partners that is helping to pay for the installation of these lights if approved. Virginia Keating made a motion to approve the request for 17 Sterhberg light fixtures contingent on the Park Board approval to distribute them. The motion was seconded by Regular Meeting – March 21, 2016 Page 6 Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR OPEN AIR MARKET – Leigh Coburn, St. Paul Lutheran Church is requesting approval for an Open Air Market. The following Request was received in the City Clerk’s Office on March 17, 2016 from Leigh Coburn: This will be an Open Air market with Farm & Craft Products. We are asking the City to not charge our vendors licensing fees as amended chapter 10 of the Michigan City Municipal Code stipulates. This amendment passed City Council on February 23, 2016. Ann Miller, St. Paul Lutheran Church addressed the Board asking for approval to hold an Open Air Market on Fridays between the times of 3:00 PM to 8:30 PM in the fenced in lot at the corner of 8th and Franklin Street. Ms. Miller explained there would be arts, crafts, farm, and food trucks; also explaining with First Fridays it will increase St. Paul’s presence in the community. Discussion ensued between Ms. Miller and President Janus about the food vendors. Corporate Counsel Amber Lapaich stated since this is not on City property, a Memorandum of Understanding did not have to be done. Asst. Chief Tim Richardson stated he has talked with Fire Chief Novak about this and neither have any issues with this request. Vice-President Palmer made a motion to allow St. Paul Lutheran Church approval for their Open Air Market to be held on Fridays beginning May 27, 2016 thru October 28, 2016 from 3:00 PM to 8:30 PM provided the Certificate of Liability is up to date and appropriate departments give their approval along with waiver of fees for the vendors and permit fees. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR ROAD CLOSURE – Dave Pfeiffer, St. Paul Lutheran Church and School is requesting to utilize the parking lanes on the north side of 9th Street between Franklin and Pine Street on Friday, April 22, 2016 from 4:00 PM to 7:00 PM for “drive up” pick up lane for the Annual Jonas Fish Fry. The following Correspondence was received in the City Clerk’s Office on March 30, 2016 from Dave Pfeiffer: As the Committee Captain in charge of traffic and logistics I am requesting permission to use the left lane of 9 th between Franklin and Pine for a waiting/staging line for the carry-out orders. This would be from 4:00 PM to 7:00 PM on Friday, April 22, 2016. We would have the left traffic lane “coned” off from the alley between Franklin and Pine Streets on the north side of 9th and between the church and the school to just west of the intersection of 9 th and Pine. This is the identical methods we have used in years past. We have had no issues or complaints in previous years. The lane will be marked and manned (by myself and other EMA personnel). Regular Meeting – March 21, 2016 Page 7 Dave Pfeiffer, representing St. Paul Lutheran Church explained the request for road closure; asking for approval. Capt. Steve Jesse with M.C.P.D. Traffic addressed the Board that this has been done in the past, there are no issues with this request. Virginia Keating made a motion to approve the request for road closure for St. Paul Lutheran Church and School for the parking lanes on the north side of 9th Street between Franklin and Pine on Friday, April 22, 2016 from 4:00 PM to 7:00 PM for the Jonas Fish Fry. 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 STREET LIGHT – Robert Murray, 218 Autumn Trail is requesting the installation of a street light at the intersection of East Coolspring Avenue and Autumn Trail. The following Correspondence was received in the City Clerk’s Office on March 28, 2016 from Robert Murray: On behalf of the residents of Edgewood Forest I request the installation of an overhead street light at the intersection of East Coolspring Avenue and Autumn Trail. This area is confusing as it is the location of Jackson Street intersection, lit and the Autumn Trail intersection (divided via median) and two intersections for Mall Court. Lighting the Autumn Trail entrance/intersection would greatly improve driver awareness and safety. Many of our residents have mentioned this need at our residents meetings. Thank you for your consideration. Sincerely, Robert Murray. Charles “Spike” Peller, City Engineer addressed the Board explaining he has not looked at this and would like to as well as have the Police Department look at it to see if the light is needed. Vice-President Palmer made a motion to TABLE this request and place it on the Pending List until the next Board of Works meeting so that Mr. Peller and the Police Department can review the situation and report back. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR BURN PERMIT – Tony Sadowski, Frank & Edward Skwiat Post 451 is requesting a Burn Permit for a Flag Disposal Program on April 30, 2016 at 1:00 PM. The following Correspondence was received in the City Clerk’s Office on March 28, 2016 by Tony Sadowski: We the members of Skwiat Post 451, would like to request a Burning Permit, for our Flag Disposal Program on April 30, 2016. The program will start at 1:00 PM. We the members of Post 451, thank you for your consideration on this matter. We try to do this every year, Thank You again. Sincerely, Tony Sadowski Fire Chief Randy Novak addressed the Board explaining this is an annual event and will be coordinated with the Fire Marshal; there are no issues with the Fire Department. Virginia Keating made a motion to approve the burn request for Frank & Edward Skwiat Post 451 for April 30, 2016 at 1:00 PM. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Regular Meeting – March 21, 2016 Page 8 REQUEST TO USE WESTCOTT PARK – Bennie Edwards, Director Patch Harborside Heritage Organization is requesting to have the 13th Annual Patch Harborside Celebration on August 13, 2016 from 9:00 AM to 9:00 PM. It’s that time of year again, when the Patch Harborside Heritage Organization will ask for permission to conduct our 13th Annual Patch Harborside Celebration on August 13, 2016. The event will be held on the former “Patch & Harborside home location” now known as the “Charles R. Westcostt Park”. Over the past 12 years, we have had the opportunity to serve our community in summer activities and community services. We feel strongly about our on-going relationship with the City and the continuation of our Heritage Tradition. We have worked very 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. Utilizing Parking in spaces available. Within the Park & Michigan Blvd. 2. Picnic tables (40) 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 12. Portal Dance Floor has been provided and stored by the Park Dept. Thank you, Bennie Edwards Bennie Edwards, Director of Patch Harborside Heritage Organization addressed the Board explaining the request; asking for approval. Capt. Steve Jesse, M.C.P.D. Traffic addressed the Board stating there were no concerns. Vice-President Palmer made a motion to allow Patch Harborside Heritage Organization to hold their 13th Annual Patch Celebration on August 13, 2016 from 9:00 AM to 9:00 PM as well as needing the Certificate of Liability Insurance prior to the event. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR VENDOR LICENSE – Jack Elia, Blue Chip Casino, LLC is requesting a Mobile Food Vendor License. Discussion ensued between the Board and Capt. Steve Jesse about any issues in the past with them operating within the city, there has been none. Corporate Counsel Amber Lapaich addressed the Board about the dates on page 3 of the application, stating it said 2015 and it should say 2016. Virginia Keating made a motion to approve the request for a vendor’s license for Blue Chip Casino, LLC for the dates July 31, August 1 and August 2 2016. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. POLICE RESERVE OFFICERS – General Insurance Service – Accident & Sickness Policy for Police Reserve Officers Policy Term: 04/18/2016 to 04/18/2017. Regular Meeting – March 21, 2016 Page 9 Charles Keene, General Insurance Services addressed the Board explaining the coverage; asking for approval. Discussion ensued between the Board and Asst. Police Chief Tim Richardson about how many Reserve Officers the City has at this time, which Asst. Police Chief Richardson responded there are 2 Reserve Officers. Vice-President Palmer made a motion to approve the General Insurance Accident & Sickness Policy for the Police Reserve Officers beginning April 18, 2016 to April 18, 2017. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. HONORARY STREET SIGN – Mayor Meer requests the placement of a street sign honoring Father Kevin Huber to be placed in the section of East Barker Avenue, between Woodland Avenue and Esther Street. The following Correspondence was received in the City Clerk’s Office on March 30, 2016 by Mayor Ron Meer: I am requesting an honorary street sign be approved for Father Kevin Huber of Queen of All Saints. The honorary distinction would designate the section of East Barker Avenue, between Woodland Avenue and Esther Street, as “Fr. Kevin Huber Lane”. I am requesting an installation date of Wednesday, June 1, 2016. Thank you for your consideration. Sincerely, Ron Meer, Mayor Mayor Ron Meer addressed the Board explaining the request; asking for approval. Vice-President Palmer made a motion to approve the request for the street sign honoring Father Kevin Huber to be placed on the section of East Barker Avenue between Woodland Avenue and Esther Street to be installed on Wednesday, June 1, 2016. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. CSX RAILROAD CLOSURE – Beginning April 11, 2016 CSX Railroad will perform track work on Greenwood Avenue between Roeske Avenue and Woodland Avenue. Charles “Spike” Peller, City Engineer addressed the Board explaining the request and detour. Note: For Informational Purposes Only REQUEST TO CLOSE ALLEYWAY – Tim Richardson, Asst. Police Chief is requesting to close the alleyway adjacent to the new police station for construction of the new parking lot and new entrance starting April 18, 2016. The following Correspondence was received in the City Clerk’s Office on March 30, 2016 by Asst. Police Chief Tim Richardson: Can I add to the Monday agenda a request to close the alley adjacent to the new police station @ 1201 E. Michigan temporarily for construction of the parking lot and new entrance starting April 18 th for four weeks. The alley runs between Michigan and Cloud. Thank you, Tim Richardson – MCPD. Asst. Police Chief Tim Richardson addressed the Board explaining the request; asking for approval. Regular Meeting – March 21, 2016 Page 10 Virginia Keating made a motion to approve the request to close the alleyway between Michigan Boulevard and Cloud Street adjacent to the new police station to construct a parking lot and new entrance beginning April 18, 2016 and continuing for approximately four (4) weeks. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. TWO-WAY STREET CONVERSION – Craig Phillips, City Planner to update the Board on the Two-Way Street Conversion project and City Hall access impacts Craig Phillips, City Planner addressed the Board with an update on the Two-Way Street Conversion Project discussing intersection improvements as well as light and signal installments along Washington and Pine Streets; advising the Two-Way Street Conversion is anticipated to occur on or about the week of June 13, 2016. Discussion ensued between the Board and Craig Phillips about the City Hall property; stating the entrance off of Pine Street has been deemed an unsafe situation for people to turn onto the property off of Pine Street. Mr. Phillips further explained what would be the new entrance into City Hall. Mayor Meer addressed the Board about his support of closure of the entry way, however, he does not want barricades up for very long and wants a curb and sidewalk installed. Discussion ensued between Vice-President Palmer and Craig Phillips regarding the entrance way possibilities and concerns. Vice-President Palmer made a motion to allow Planning to close the East Entrance of the parking lot immediately for the conversion project and keep open the fact City Hall may need to put in another entrance if need be. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating. (3). NAYS: None (0). Motion Carries. Craig Phillips, City Planner addressed the Board explaining signage to be located along what will now be the entrance to City Hall stating “not a thru street, City Hall parking”. Discussion ensued between the Board, Craig Phillips, Capt. Steve Jesse and Asst. Chief Tim Richardson concerning thru traffic on alleyways and signage on the alleyways. Vice-President Palmer made a motion to allow Planning at their discretion what signs are needed, placing “No Parking Signs” between City Hall and the News Dispatch along City Hall side. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Brad Minnick, Primera Engineering addressed the Board explaining possible parking solutions for the old Memorial Hospital site. Further discussion ensued between Brad Minnick, Capt. Steve Jesse, Craig Phillips and the Board about 9th Street now being two way to Ohio Street and intersections that will be 5 or 6 ways stops. Discussion ensued between the Board and Craig Phillips about Washington St. and 11th Street concerning traffic trying to go south, possibly delaying the stop lights as an option. Regular Meeting – March 21, 2016 Page 11 REQUEST FOR INSTALLATION OF STOP SIGN – Charles “Spike” Peller, City Engineer is requesting the installation of stop signs at the intersection of Wabash Street and 5th Street Discussion ensued between Charles “Spike” Peller, Craig Phillips and the Board about safety concerns for pedestrians crossing the street at Wabash Street and 5th Street. Capt. Steve Jesse, M.C.P.D. Traffic had no issues with this request. Virginia Keating made a motion to approve the request for the installation of a stop sign at the intersection of 5th and Wabash Street. 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 – Singing Sands Trail Discussion ensued between Corporate Counsel Amber Lapaich, Craig Phillips and the Board about this being a License Agreement with the South Shore Railroad; Insurance was available through General Insurance Services. Virginia Keating made a motion to approve the License Agreement between the South Shore Railroad and the City of Michigan City with an effective date of January 1, 2017 and a term of 25 years. 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 PARADE & STREET CLOSURE – Sgt. Chris Yagelski is requesting approval to hold the 2nd Annual Kiddie Parade on Friday, July 1, 2016; with the closure of Franklin Street from 8th Street north to 4th Street from 4:00 PM to 7:00 PM The following Correspondence was received in the City Clerk’s Office on March 28, 2016 by Sgt. Chris Yagelski: The Michigan City Police are requesting to host the 2 nd Annual Kiddie Parade. This event is to take place in conjunction with First Friday’s on July 1, 2016. We are requesting to CLOSE Franklin St. from 8 th Street north to 4th with restricting parking from 4:00 PM to 7:00 PM. We will additionally like to close 7 th St. and 4th St. from Pine to Washington as this will be the parade line-up route, judging area, and food and awards area as last year. All businesses on 7th St. have been contacted and HealthLinc, Fagan Pharmacy, First United Methodist, and the Library not only give permission but are also are a participant in the event. The line-up and judging will begin at 5:15 PM with the parade itself starting at 6:00 PM. The route will be from 7th Street north to 4th St. ending at the Michigan City Library where food will be served along with the awards presentation. We are predicting to be finished by 7:00 PM. Sgt. Chris Yagelski, M.C.P.D addressed the Board explaining the request to hold the 2nd Annual Kiddie Parade; asking for approval. Vice-President Palmer made a motion to allow the 2nd Annual Kiddie Parade on Friday, July 1, 2016 with the closure of Franklin Street from 8th to 4th Street as well as 7th Street from Pine to Franklin Street. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. SAFETY CONCERN – Charles “Spike” Peller, City Engineer is requesting to replace the existing yield signs on Carroll Ave at the South Shore tracks with solar powered stop signs Regular Meeting – March 21, 2016 Page 12 Charles “Spike” Peller, City Engineer addressed the Board explaining the request; recommending that the Yield Signs be replaced with Stop Signs, which South Shore Freight will provide. Discussion ensued between the Board and Charles Peller about the commuter line that is next to the freight tracks and how a backup could occur if a stop sign is placed on the freight tracks. Further Discussion ensued between Capt. Jesse, Craig Phillips, the Board and Asst. Chief Tim Richardson about when the last accident was at this locations; location of trains just sitting on the tracks waiting to be moved; and if there is additional liability by not changing the signs. Vice-President Palmer made a motion to TABLE this request for further review by M.C.P.D. Traffic, Planning and Engineering. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. CORRESPONDENCE – Received from Christopher Willoughby with Braje, Nelson and Janes LLP on behalf of Michael and Kathleen Newman The following Correspondence was received in the City Clerk’s Office on March 28, 2016 by Christopher Willoughby: Enclosed you will find a copy of a Notice of Public Hearing on a Petition for Development Standard Variances which has been prepared and filed on behalf of our clients, Michael E. Newman and Kathleen Newman, who are seeking development standard variances from the Michigan City Board of Zoning Appeals in order to allow construction of a new residence on property located in LaPorte County, Indiana, and commonly known as 1400 “A” Lake Shore Drive, Michigan City, Indiana 46360. The Michigan City Board of Zoning Appeals will meet on April 12, 2016, at 6:30 p.m. in the City Council Chambers of the City Hall, Michigan City, Indiana for the purpose of considering this Petition. You may attend and be heard at such meeting or you may, in the alternative, file a written remonstrance. However, you are under no obligation to do so. A copy of the Petition and supporting documentation may be examined in the Planning Department, City Hall, Michigan City, Indiana. Very truly yours, Christopher Willoughby Craig Phillips, City Planner addressed the Board explaining the City owns the property adjacent and this is a notice; this is for information purposes only. STREET LIGHT REMOVAL – Charles “Spike” Peller, City Engineer to update Board on removal of NIPSCO lights and poles in Art District Charles “Spike” Peller, City Engineer addressed the Board explaining there were a number of street light removals and Mr. Peller is still in the process of looking at the street lights once the new lights are installed. Discussion ensued between the Board, Charles Peller, and Craig Phillips about the lights being in addition to the ones that were already approved; explaining all the streets between 11th and 4th going north and south and between Wabash and Pine will have new street lights; asking to remove the lighting where it is redundant. Regular Meeting – March 21, 2016 Page 13 Corporate Counsel Amber Lapaich clarified this is a general approval of any redundant lights but this request is just part of the request of additional redundant lights and there will be more lights brought before the Board. Mrs. Lapaich asked Mr. Peller to bring a list before the Board each time so the Board could approve a specific list of lights instead of having a general approval. Vice-President Palmer made a motion to remove the redundant lights presented today. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. SERIVE AGREEMENT – Michigan City Fire Department 2016 Public Safety Medical Exam Service Agreement Randy Novak, Michigan City Fire Chief addressed the Board explaining this is the annual physical at $465.93 per person; asking for approval. Vice-President Palmer made a motion to approve the 2016 Public Safety Medical Exam for the Fire Department at the rate presented. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. PHYSICAL FITNESS TESTING – The Michigan City Fire Department will be conducting its semi-annual physical fitness testing, beginning April 5, 2016 Randy Novak, Michigan City Fire Chief explained this is just a notice to let the Board know the dates the department will be doing the physical fitness at the station. (NOTE: INFORMATION PURPOSES ONLY) NEW BUSINESS - FIREWORKS PERMIT Randy Novak, Michigan City Fire Chief explained he just received the permit for the city fireworks and everything was signed and the Certificate of Liability Insurance was attached and was leaving a copy for the Board. (NOTE: INFORMATION PURPOSES ONLY) 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 President Janus 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 Regular Meeting – March 21, 2016 Page 14 1 of 9 04/01/2016 $586,941.60 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 03/31/2016 $126,686.87 1 of 1 03/31/2016 $7,932.35 UNFINISHED BUSINESS Open Air Market for St. Stanislaus Parish Capt. Steve Jesse, M.C.P.D. Traffic stated in regards to the alley closure there was no issues, it was just one large parking lot. Corporate Counsel Amber Lapaich stated there needed to be some type of Memorandum of Understanding or License Agreement along with needing insurance. Craig Phillips, City Planner addressed the Board about the closure of the alley. Vice-President Palmer made a motion to allow St. Stanislaus to hold their Open Air Market on Saturdays and to be able to use the alley provided the Agreement is signed; the Certificate of Liability Insurance that is necessary is provided to the City Clerk’s Office; the fees be waived to the vendors and licensing fees waived to St. Stanislaus to hold their Open Air Market. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Palmer and Keating (2) ABSTAIN: Janus (1) NAYS: None (0). Motion Carries. MainStreet Association requesting street closure for First Fridays Corporate Counsel Amber Lapaich explained she was to draft a Memorandum of Understanding; it is in the process but not finalized yet; it will be presented at the next Board meeting. MainStreet Association requesting street closure for “Mid Summer Splendor” Johnny Stimley, MainStreet Association explained the closure on Franklin Street would be from 9th Street to 4th Street and he has talked with Capt. Jesse about this; believing since there is no alcohol sales, security is not needed; hours being 11:00 AM till 7:00 PM. Vice-President Palmer made a motion to approve the MainStreet Association event on Saturday, July 16, 2016 from 11:00 AM to 7:00 PM closing Franklin Street from 4th Street to 9th Street for the “Mid-Summer Splendor” event, which will host a car show as well as sock hop along with children’s games and activities. 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 – March 21, 2016 Page 15 MainStreet Association First Fridays Corporate Counsel Amber Lapaich asked to revisit the MainStreet Association First Fridays Memorandum of Understanding; for clarification the document will not be addressing the mobile food vendors the MainStreet requested for certain spots on Franklin Street. The Board agreed. PUBLIC COMMENTS President Janus asked if there were any comments from the public. There was no response. BOARD COMMENTS President Janus asked if there were any comments from the Board. 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 11:05 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