Board of Public Works & Safety

REGULAR MEETING – June 20, 2016 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, June 20, 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: Amber Lapaich, City Attorney Russ Hatfield, Code Enforcement Officer Charles “Spike” Peller, City Engineer Jessica Gage, Assistant City Planner Kalon Kubik, Administrator Craig Phillips, City Planner Sue Downs, Code Enforcement Officer Bob Zondor, Central Services Superintendent Capt. Steve Jesse, M.C.P.D. Traffic Division Frank Seilheimer, City Forrester Judy Pinkerton, C.D.B.G. Yvonne Hoffmaster, Deputy Controller Kyle Kazmierczak, M.C.F.D. Fire Marshal Mike Neulieb, M.C.F.D. Chief Mark Swistek, M.C.P.D. Gale Neulieb, City Clerk Jennifer Clouse, Secretary City Clerk APPROVAL OF MINUTES President Janus asked if there were any corrections to the minutes of the Regular meeting of June 6, 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. AWARDING OF BIDS – 2016 Street and Alley Paving Program The following Correspondence was received in the City Clerk’s Office on June 20, 2016 by Amber Lapaich-Stalbrink: Dear Board Members, You may recall at our last public meeting held on June 6, 2016, I opened two (2) sealed bids received from the aforementioned project and read the Base Bid aloud. More specifically, I read that Walsh & Kelly, Inc. Base Bid was $1,154,750.26 and Reith & Riley’s Base Bid was $557,821.00. Enclosed herein please find the specific cover pages of each bidder that I read at that meeting. (Walsh & Kelly’s cover page is attached hereto as “Exhibit A” and Reith & Riley’s cover page is attached hereto as “Exhibit B”). Regular Meeting – June 20, 2016 Page 2 Following the meeting, after our engineer and I had the opportunity to fully review the entire bid packet submitted by each bidder, it was determined that Walsh & Kelly inadvertently added the Base Bid and each alternate cost, for a total project cost including all alternates, to their cover page references as “Exhibit A,” rather than just putting the Base Bid on this document. In the bid packet, Walsh & Kelly submitted a detailed itemization of their Base Bid and a detailed itemization of their alternates. (Walsh & Kelly’s itemization is attached hereto as “Exhibit C”). As you can see, Walsh & Kelly’s Base Bid is $535,557.97. For purposes of this project, the City desires to award the Base Bid and Alternate A. The bids submitted by the bidders reflect the following: Base Bid: Alternate A: Total: Walsh & Kelly $535,557.97 $110,960.62 $646,518.59 Reith & Riley $557,821.00 $107,000.00 $664,821.00 Walsh & Kelly is the lowest bidder, with the Base Bid price of $535,557.97 and Alternate A of $110,960.62. According to the bid documents, this Board may waive any informalities and minor defects. To that effect, I believe it is reasonable for this Board to waive the minor defect in the cover page submitted by Walsh & Kelly, which is attached hereto as “Exhibit A” and award the Base Bid ($535,557.97) and Alternate A ($110,960.62) to Walsh & Kelly as the lowest responsive and responsible bidder. Very truly yours, Amber Lapaich-Stalbrink Corporate Counsel Amber Lapaich addressed the Board explaining the correspondence she had submitted pertaining to the review of bids. Charles “Spike” Peller, City Engineer addressed the Board explaining the City is requesting the Base Bid plus Alternate A; recapping 2016 projects; the Board approved the On Call Sidewalk program; the City will be looking at the Cleveland Avenue Sidewalk; crack sealing on Michigan Boulevard and Franklin Street; guard rail repair and thermoplastic repairs; concrete cutting for ADA compliance; Karwick Sidewalk Program and Ohio Street wall; also recapped the projects that Redevelopment is funding; recommending awarding this bid to Walsh & Kelly, Inc. Vice-President Palmer made a motion to award the bid for the 2016 Street & Alley Paving Program to Walsh & Kelly, Inc for the Base Bid of $535,557.97 and Alternate A for $110,960.62 for a total of $646,518.59 also waiving the minor defect in the documents provided by Walsh & Kelly, Inc in the original bid. 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 BIDS – 2016 Sale of Surplus City Equipment Corporate Counsel Amber Lapaich addressed the Board with the highest bids and recommends they be awarded as follows: 2003 Ford Crown Vic Mark Quartuch $406.00 Highest Bidder 1994 Dresser 520C Payloader Ace Auto Service $1,279.00 Highest Bidder 1992 1 Ton GMC Dump Grey Dennis Wantland $852.00 Highest Bidder 2012 Int’l Bus Vin ending 3347 Chicago Autoplex $1,389.00 Highest Bidder 2012 Int’l Bus Vin ending 2261 Chicago Autoplex $1,389.00 Highest Bidder 1991 Camel VAC Truck Sterling Andy’s Truck $1,269.00 Highest Bidder 2004 GMC Chevy Impala White Roberto Enamorado $551.00 Highest Bidder 1986 Tractor/Backhoe Dennis Wantland $2,756.00 Highest Bidder 1995 Tandem Dump Truck Andy’s Truck $929.00 Highest Bidder Regular Meeting – June 20, 2016 Page 3 Vice-President Palmer made a motion to approve the awarding of the items listed in the 2016 Sale of Surplus City Equipment to the highest bidder. 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 STREET CLOSURE – Doris Mitchell, Pleasant Hill M.B. Church is requesting street closure on Sunday, July 24, 2016 from 12:00pm – 5:00pm for the 28th Annual Down Home Days The following Request was received in the City Clerk’s Office on June 1, 2016 by Doris Mitchell: This is our 28th Annual Down Home Day. It symbolizes how the church will be getting more community involvement in a positive manner. Our doors will be open to the community as we provide enjoyment for everyone. Doris Mitchell, Pleasant Hill Missionary Baptist Church addressed the Board requesting to close 10th and Maple Streets for the 28th Annual Down Home Day; requesting barricades to block the streets off; asking for approval. Capt. Steve Jesse, M.C.P.D. Traffic Division addressed the Board confirming the street to be closed is Maple Street between 10th and 11th Streets, and there are no objections. Vice-President Palmer made a motion to allow the Pleasant Hill Missionary Baptist Church to close the street on Sunday, July 24, 2016 from 12:00pm – 5:00pm for the 28th Annual Down Home Day and requesting the Street Department provide barricades for this. 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 WALK/RUN – Johnny Stimley requesting to hold the annual “Running Wild for the Washington Park Zoo” on Sunday, July 10, 2016 from 8:45am – 12:00pm The Board asked if Johnny Stimley or anyone was present to discuss this, there was no response. Vice-President Palmer stated there was not a route attached to the request. Capt. Steve Jesse, M.C.P.D. Traffic Division addressed the Board stating he believed it was the same as they have done in the past; and if so, the department would be able to take care of this with the help from EMA like in years past. Discussion ensued between Corporate Counsel Amber Lapaich and Vice-President Palmer about who provided the insurance in the past, stating it was the Zoological Society. Virginia Keating made a motion to approve the “Running Wild for the Washington Park Zoo” event scheduled for July 10, 2016 between 8:45pm – 12:00pm contingent on the Park Department approval and the receipt of the Certificate of Liability Insurance naming the City as an additional insured. 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 – June 20, 2016 Page 4 REQUEST FOR CAR CRUISE – Johnny Stimley representing MainStreet Association is requesting to have their 1st Annual Mid-Summer Splendor Car & Motorcycle Show & Cruise on Saturday, July 16, 2016 The following Request was received in the City Clerk’s Office on June 13, 2016 by Johnny Stimley: Car Cruise leaving Al’s parking lot at 11:00 am. Cruise down Franklin to downtown. Already talked to Police Chief and Traffic. Capt. Steve Jesse, M.C.P.D. Traffic Division addressed the Board with concerns regarding closing a lot of intersections; for the amount of time these are closed would depend on the amount of entries; Fire Department has offered to help. Discussion ensued between Vice-President Palmer and Corporate Counsel Amber Lapaich about concerns with the Certificate of Liability Insurance; Counsel Lapaich stated in the past each event for MainStreet Association has been listed on the certificate with what the event is for. Vice-President Palmer made a motion to TABLE the request for a Car Cruise until the July 5, 2016 meeting. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Discussion ensued between the Board and Corporate Counsel Amber Lapaich regarding when an item is TABLED it should be placed on the Pending Items list. Counsel Lapaich stated she likes how it is being handled presently. President Janus stated to leave everything how it presently is. REQUEST FOR STREET CLOSURE – Erika Hanner, Lubeznik Center for the Arts is requesting the closure of Washington Street North of 2nd Street and 2nd Street West of Washington Street to Shoreline Brewery Driveway for the Lubeznik Art and Artisan Festival for the weekend of August 19-21, 2016 The following Request was received in the City Clerk’s Office on June 6, 2016 by Erika Hanner: Closure of Washington Street North of 2nd Street and 2nd Street West of Washington Street to Shoreline Driveway for Lubeznik Art and Artisan Festival Erika Hanner, Executive Director of the Lubeznik Center for the Arts addressed the Board to request a closure for the 35th Annual Lubeznik Art and Artisan Festival; explaining in conjunction with Shoreline Brewery they are hoping to create a festival environment; wanting to make sure the festival goers can move safely between the two places; presenting background about the festival and a site map. Discussion ensued between Erika Hanner and Vice-President Palmer expressing concerns about businesses being able to access their properties especially the Train Station. Erika Hanner stated that she has been in communication with all the businesses and they can get to their properties from Franklin Street and Wabash Street. Capt. Steve Jesse, M.C.P.D. Traffic Division confirmed the closure of streets; stating as long as the Board was ok with this, he had no issues. Regular Meeting – June 20, 2016 Page 5 Discussion ensued between Vice-President Palmer and Corporate Counsel Amber Lapaich regarding getting something in writing from the businesses that they are aware of the street closure so there are no issues come that weekend. Counsel Lapaich stated getting something in writing is not required but if the Board wanted to they could. Capt. Steve Jesse, M.C.P.D. Traffic Division added he has some concerns with parking. Erika Hanner explained parking, there will be a shuttle going between the Lubeznik Center and Blue Chip Casino; hoping the police station will be out of their building by that time as well; Ms. Hanner will check again with the owners of the Train Station as they have previously promised use of their parking lot. Corporate Counsel Amber Lapaich stated that Redevelopment owns the Police and News Dispatch parking lots, so Ms. Hanner would have to check with them to make sure it was ok and provide a Certificate of Insurance as well. Discussion ensued between the Board, Corporate Counsel Amber Lapaich and Erika Hanner regarding Liquor Liability; location of the Beer and Wine tent on Shoreline Brewery’s property adding it will not be on a city street. Further discussion ensued between the Board, Corporate Counsel Amber Lapaich and Erika Hanner regarding the food vendor’s permits. Counsel Lapaich asked to look at the ordinance then respond to Ms. Hanner by email. Capt. Steve Jesse, M.C.P.D. Traffic Division stated his concerns about not having a cross walk from the Police Station to the Lubeznik Art Center if using the Police Station for parking. Virginia Keating made a motion to TABLE the request for street closure until the July 5, 2016 meeting. 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 CLOSURE – Brian Mann, The Tree Mann Inc. is requesting the closure of Greenwood Avenue between Jackson Street and Tilden Avenue on Tuesday, June 21, 2016 from 7:00am-6:00pm for tree removal The following Request was received in the City Clerk’s Office on June 10, 2016 by Brian Mann: I would like to close Greenwood Avenue between Jackson Street and Tilden Avenue so that I can use a crane to remove trees for Greenwood Cemetery Frank Seilheimer, City Forrester addressed the Board explaining this is in conjunction with the Cemetery Project. Corporate Counsel Amber Lapaich stated the Certificate of Liability Insurance was ok. Virginia Keating made a motion to approve the request to close Greenwood Avenue between Jackson Street and Tilden Avenue on June 21, 2016 from 7:00am – 6:00pm for tree removal. 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 – June 20, 2016 Page 6 REQUEST TO BLOCK OFF PARKING SPACES – Ginger Scoville, Green Leaves Tree Service is requesting to block 6-9 parking spaces in front of Trinity Church on Tuesday, July 12, 2016 from 8:00am – 4:00pm for tree removal The following Request was received in the City Clerk’s Office on June 13, 2016 by Ginger Scoville: We would like to block 6-9 parking spaces on the east side in front of Trinity Church to be able to safely remove dying locust trees. Jason Scoville, owner of Green Leaves Tree Service addressed the Board explaining there are 9 spots directly in front of the church; asking to close off the parking spaces the night before so that he can have empty spots in the morning. Corporate Counsel Amber Lapaich addressed the Board that the Certificate of Liability needs to be amended; the City needs to be listed as an additional insured. Vice-President Palmer made a motion to allow Green Leaves Tree Service to close 9 parking spots in front of Trinity Church on Franklin Street to be blocked the night previous to July 12, 2016 for tree removal provided the Certificate of Liability Insurance is properly executed and returned to the City before the project begins. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS None (0). Motion Carries. CONCERNS AND QUESTIONS – Ake Schnappinger, Panini Panini 1720 Franklin Street will address the Board regarding issues in the alley way between Pine and Franklin Street in the 1700 block of Franklin Street The following Request was received in the City Clerk’s Office on June 3, 2016 by Ake Schnappinger: Issues in the alley between Pine and Franklin Streets in the 1700 block Ake Schnappinger, owner of Panini Panini addressed the Board with his concerns about pot holes and a street light in the alley way in the 1700 block of Franklin Street. Virginia Keating made a motion to refer the issues of the pot holes in the alley between Pine and Franklin Streets in the 1700 block to the Street Department and refer the issue of the broken street lamp to the City Engineer. 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 TO HOLD 5K RUN/WALK – John and Joy Collins, istand4inc., non-profit is requesting to hold a 5K run/walk along Lakeshore Drive on Saturday, August 20, 2016 (NOTE: Tabled at the June 6, 2016 meeting) Vice-President Palmer made a motion to take this request off the table. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Joy Collins, 17 Constitution Dr. addressed the Board requesting to hold an inaugural 5K walk/run focusing on being family oriented on Saturday, August 20, 2016; providing a Regular Meeting – June 20, 2016 Page 7 tentative map of a route; they are aware they need the proper Certificate of Liability; and are also aware they need to contact the Park Department. Discussion ensued between Vice-President Palmer and Joy Collins regarding the organization being non-profit and where would the funds go. Ms. Collins stated they are looking to charge $25.00 to use for school supplies and a back pack for low income youth and families; other programs if funds are available would be taking middle school and high school students on college tours; hoping to have 100 participants in the run/walk; Vice-President Palmer stated with the police department budget stretched, Ms. Collins may be required to reimburse the police department for the officers working the event. Capt. Steve Jesse, M.C.P.D. Traffic Division addressed the Board with his concerns about runners/walkers going down Lakeshore Drive and how each intersection needs someone there suggesting to keep this in the park somehow; adding if Ms. Collins can get volunteers from the department, provide a list of which officers will be volunteering. Discussion ensued between Vice-President Palmer and Joy Collins about possibly changing the route and date; a suggestion of Striebel Pond was made and to go to the Sanitary District to get approval. Vice-President Palmer made a motion to place the request to hold a 5K run/walk on the Pending Items list so that Ms. Collins can report back at the July 5, 2016 meeting. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. VENDOR LICENSE – Christine Giannini, G’s Sandwich Bar is requesting a Mobile Food Vendor License (Note: Tabled at the June 6, 2016 meeting) Vice-President Palmer made a motion to take the request off the table for Mobile Food Vendor License for G’s Sandwich Bar. 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 addressed the Board stating that she has received the Food Vendor License, Certificate of Insurance and advertisement. Discussion ensued between Vice-President Palmer and Christine Giannini about asking for a six (6) month license; and all documents requested by the Board at the June 6 meeting has been provided. Vice-President Palmer made a motion to approve the vendor license application for G’s Sandwich Bar Mobile Food Vendor License for six (6) months. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. CORRESPONDENCE – Kyle Kazmierczak, Michigan City Fire Department clarifying outstanding matters for the 2016 Fire Fest Street Dance Kyle Kazmierczak, M.C.F.D. Fire Marshal addressed the Board explaining the Certificate of Liability has been received from Mike and Brandon Jones for use of their liquor license; Shoreline Brewery has submitted their Certificate of Liability; explaining the street will be Regular Meeting – June 20, 2016 Page 8 closed at 12:00 pm on July 2 for set up; also explaining parking will be available at Shoreline Brewery along with the gravel lot adjacent to Brandt’s has been made available. (For Informational Purposes) SERVICE AGREEMENT – Charles “Spike” Peller, City Engineer is requesting the approval of funds to assist in developing a Design Standards Manual Charles “Spike” Peller, City Engineer addressed the Board explaining this will be paid for through professional services account 431.005; the dates for the fee schedule will be July 31, 2016- July 31, 2017. Corporate Counsel Amber Lapaich stated she was fine with the contract as drafted. Craig Phillips, City Planner addressed the Board explaining this is the City’s Standard Manual for City right-of-way; recommending approval as this is badly needed. Virginia Keating made a motion to approve the service agreement between SEH of Indiana and the City of Michigan City in regards to the engineering services to be provided for a term to freeze the rate July 31, 2016 – July 31, 2017. The motion was seconded by Vice- President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. SIGN PLACEMENT – Charles “Spike” Peller, City Engineer is requesting the placement of 5 Ton Load Limit Signs on Twin Rd. Charles “Spike” Peller, City Engineer addressed the Board explaining the request; recommending approval. Virginia Keating made a motion to approve the placement of 5 Ton Load Limit signs on Twin Rd. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. LIABILITY INSURANCE PROPOSAL – Charles Keene, General Insurance presenting insurance proposals and coverage options for the spectator liability for the parade skydive/parachute activity on Saturday, July 2, 2016 Corporate Counsel Amber Lapaich addressed the Board explaining this is for the purpose of 4th of July parade; recommending it would be wise to have the insurance. Charles Keene, General Insurance addressed the Board explaining this is to protect the public in an event of an accident that arises out of skydiving demonstrations; listing the City of Michigan City, Michigan City Parks and Recreation and the Michigan City Area Schools as additional insurers; explaining why Michigan City Area Schools is involved. Vice-President Palmer made a motion to approve the insurance for the parade skydive activity on Saturday, July 2, 2016, the $5,000,000.00 policy with the premium of $1,020.00 listing the City of Michigan City, Michigan City Park and Recreation and the Michigan City Area Schools as additional insurers. 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 – June 20, 2016 Page 9 REQUEST FOR SIGN PLACEMENT – Ryan Laughlin, MainStreet Association is requesting placement of pedestrian Wayfinding Signage in downtown area Craig Phillips, City Planner addressed the Board explaining these would be temporary signs to help with placement of permanent signs; Redevelopment will talk about this at the July meeting; Redevelopment will fund this project; asking for approval. Vice-President Palmer made a motion to approve the request by MainStreet Association to place wayfinding signs in the downtown area provided the Redevelopment Commission gives approval for funding the project. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. DESIGN PHASE AGREEMENT – Design Phase Agreement between National Railroad Passenger Corporation and the City of Michigan City, Indiana (Singing Sands Lighthouse Trail – Phase 1) Corporate Counsel Amber Lapaich addressed the Board explaining this is an agreement with Amtrak for the first phase of Singing Sands Trail to do the project design; expressing concerns with the contract about placing certain funds in a force account and if funding was available. Craig Phillips, City Planner stated according to the assistant director of the Parks, the funding is there; and expressed concerns about waiting. Yvonne Hoffmaster, Deputy Controller addressed the Board stating there are three (3) outstanding purchase orders but none were for this specific request; wanting to look at the ordinances to make sure what amount of this money was available. Vice-President Palmer made a motion to approve the design phase agreement between the National Railroad Passenger Corporation and City of Michigan City for the Singing Sands Lighthouse phase 1 project subject to a funding source for the project. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. SOLICATION OF QUOTES – Charles “Spike” Peller, City Engineer is requesting to solicit quotes for the 2016 Cleveland Avenue Sidewalk Repair Project Charles “Spike” Peller, City Engineer addressed the Board explaining this goes along with the new park at the new police station so that there may be proper sidewalks; City Attorney has reviewed; this will go from Michigan Boulevard to Greenwood Cemetery; this will be new sidewalks by the park and repairing the sidewalks heading towards cemetery; asking for approval. Vice-President Palmer made a motion to approve the request to solicit quotes for the 2016 Cleveland Avenue Sidewalk Repair project. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. SOLICATION OF QUOTES – Charles “Spike” Peller, City Engineer is requesting to solicit quotes for the 2016 South Karwick Road Sidewalk Project Regular Meeting – June 20, 2016 Page 10 Charles “Spike” Peller, City Engineer addressed the Board explaining some council members and mayor have requested the placement of a sidewalk between the housing complex and Krueger Middle School; asking for approval. Corporate Counsel Amber Lapaich stated she has reviewed and is fine with the solicitation of the quotations. Virginia Keating made a motion to approve the solicitation of bids for the 2016 South Karwick Road Sidewalk project. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. STREET CLOSURE – Christopher Beck, NICTD is requesting the closure of 11th Street from Cedar Street to Michigan Boulevard stating Monday, July 18, 2016 until Wednesday, August 17, 2016 for track repair Christopher Beck, Chief Engineer with NICTD addressed the Board explaining they need to replace the tracks from Cedar Street to Michigan Boulevard on 11th Street; asking for approval. Craig Phillips, City Planner stated the City will also be replacing the pavement after the tracks are replaced; Redevelopment Commission has approved the funding for the paving. Vice-President Palmer made a motion to allow NICTD to close 11th Street from Cedar Street to Michigan Boulevard starting Monday, July 18, 2016 until Wednesday, August 17, 2016 for track repairs. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Further discussion ensued with NICTD stating they will provide barricades for the street closures. CHANGE ORDER REQUEST – Changer Order #004 – New Michigan City Police Station Chief Mark Swistek, M.C.P.D. addressed the Board asking for approval of Change Order #004 for the new police station. Vice-President Palmer made a motion to approve Change Order #004 in the amount of $318,632.00. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. APPROVAL OF FUNDS – Mike Hoopingarner, American StructurePoint – Construction Contingency Allowance Chief Mark Swistek, M.C.P.D. addressed the Board explaining the monies needed that will be spent from the Construction Contingency Allowance of $34,526.00; asking for approval. Vice-President Palmer made a motion to approve using the funds needed from the Construction Contingency Allowance of $34,526.00 leaving $28.00 in the Contingency Allowance account. 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 – June 20, 2016 Page 11 CHANGE IN SERVICE AUTHORIZATION REQUEST – Mike Hoopingarner, American StructurePoint – Change in Services Authorization #05 – Michigan City Police Department Chief Mark Swistek, M.C.P.D. addressed the Board explaining this was for American StructurePoint to take on services that were not included in the contract; this is not to exceed $6,000.00; asking for approval. Vice-President Palmer made a motion to approve the Change in Services Authorization #05, not to exceed $6,000.00, with American StructurePoint. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. CLEVELAND PARK Chief Mark Swistek, M.C.P.D. addressed the Board regarding the Cleveland Park amenities; seeking the Boards approval to release the specification for bid on June 29, 2016, with possibly opening of bids on July 18, 2016. Corporate Counsel Amber Lapaich stated she would like to approve the documents before being released; asking to bring this before the Board at the July 5, 2016 meeting allowing for time for Counsel Lapaich to review, first meeting in August is when the bids would be opened. RANK REDUCTION APPROVAL – Mark Swistek, Chief of the M.C.P.D. is requesting Rank Reduction within the Michigan City Police Department Corporate Counsel Amber Lapaich addressed the Board stating after talking with Chief Swistek they would like the Board to take no action at this time and will place it back on the agenda when ready. STREET LIGHT REMOVAL – Craig Phillips, City Planner is requesting the removal of redundant street lights Craig Phillips, City Planner addressed the Board about lights throughout the Uptown Art District; asking for permission to approach NICTD to request removal of lights along 11th Street as listed; removal of redundant lights in the Uptown Art District; 8th Street Utility Pole (Safety and Beautification Upgrade) by Marquiss Electric; asking for approval. Vice-President Palmer made a motion to approve the listed 16 lights Mr. Phillips would like removed; sending a letter to NICTD requesting them to remove 6 of the lights on 11th Street; and allow Marquiss Electric to remove and redesign the two (2) poles that are in the Farmer’s Market at 8th and Washington Streets at a cost of $24,380.00 which will be paid by the Redevelopment Commission. The motion was seconded by Virginia Keating and carried 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 Regular Meeting – June 20, 2016 Page 12 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 07/01/2016 $205,136.90 1 of 1 06/15/2016 $105,295.32 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 9 06/10/2016 $418,883.87 1 of 1 06/15/2016 $499,165.15 1 of 4 06/16/2016 $496,939.57 1 of 1 06/22/2016 $4,916.42 UNFINISHED BUSINESS Corporate Counsel Amber Lapaich addressed the Board about a previously approved request for North Central Community Action Agencies for a block party on July 9, 2016; the Certificate of Liability Insurance states it excludes any type of bounce house; asking there not be any kind of inflatable devises on the city streets, property or right-of-way. Chief Swistek addressed the Board that he will be meeting with them today and will share the concerns. Vice-President Palmer made a motion to amend the approval that was given to the North Central Community Action Agencies to include they cannot use a bounce house on city property and amend the Certificate of Liability Insurance to include the City as an additional insured. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. 111 Georgia Ave Craig Phillips, City Planner addressed the Board stating there was nothing new to report, will report back at July 5, 2016 meeting. Two-Way Street Conversion Project Update Craig Phillips, City Planner addressed the Board stating the traffic flow is going smoothly; only complaint received is the number of stop signs on Washington Street which will be reviewed in the future to determine if all are needed. Vice-President Palmer made a motion to approve the additional stop sign at 7th and Washington Street. 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 – June 20, 2016 Page 13 Vice-President Palmer stated there is a traffic backup on Washington Street because of the stop sign, but the train signal at 11th Street gets stuck from time to time and traffic gets backed up. K-Todd Behling explained how the actuator might not be releasing and the light cycle might need to be adjusted. Discussion ensued between the Board, K-Todd Behling, Brad Minnick and Craig Phillips regarding No-Parking Signs on Washington and Pine Streets suggesting these need to be taken down; also stating on Washington Street by the courthouse there is handicap parking by the front door and how cars are using that as a driving lane when no cars are parked there; asking to look at No-Parking where the mailboxes use to be and allowing parking there. Wabash Street Project Craig Phillips, City Planner addressed the Board stating that work is underway and work should be completed by June 30, 2016. Discussion ensued between Vice-President Palmer and Craig Phillips about the intersection of Highway 12 and Wabash Street being redesigned; Mr. Phillips will look at this. Trash Cans in Farmer’s Market Craig Phillips, City Planner addressed the Board stating that he will ask Redevelopment for funding; pending the approval of funding, asking the Board to approve subject to funding. Public Piano Art Project Craig Phillips, City Planner addressed the Board stating that he instructed Jay Brown to find a sponsoring organization that would be able to handle the insurance requirements. PUBLIC COMMENTS Capt. Steve Jesse, M.C.P.D. Traffic Division addressed the Board about a woman who uses Cleveland Avenue area with a motorized wheelchair and is unable to get up on the curb or sidewalk at Highway 20, asking is there something that can be done. Charles “Spike” Peller, City Engineer stated this can be done through the On Call Sidewalk program. BOARD COMMENTS Vice-President Palmer addressed Charles “Spike” Peller, City Engineer about a striping issue at Highway 421 and 20 southbound as crossing Highway 20 and the lanes merge, there is no striping there, need to get some. Discussion ensued between President Janus and Russ Hatfield, Code Enforcement Officer about 1202 Washington Street; Mr. Hatfield stated that it was sold on Land Contract but will look at it and report back. Regular Meeting – June 20, 2016 Page 14 Discussion ensued between Vice-President Palmer and Russ Hatfield, Code Enforcement Officer about a list of 2016 demolitions; Mr. Hatfield stated he was working with Counsel Lapaich stating with the tax sale and bidders possibly getting the properties they’re afraid to start demolitions orders. 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 10:57 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