Board of Public Works & Safety

REGULAR MEETING – July 5, 2016 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Tuesday morning, July 5, 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 Sgt. Darren Kaplan, M.C.P.D. Traffic Division 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 20, 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. OPENING OF QUOTES – Cleveland Avenue Sidewalk Repair Project President Janus asked if anyone was present wished to submit a quote at this time, there was no response. Vice-President Palmer made a motion to close the acceptance of 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. Corporate Counsel Amber Lapaich addressed the Board stating there were four (4) quotes received and they are as follows: Deutscher Construction, LLC $76,260.00 Total Quote Woodruff & Sons, Inc. $81,388.00 Total Quote Walsh & Kelly, Inc, $129,840.00 Total Quote Regular Meeting – June 20, 2016 Page 2 Rieth-Riley Construction, Inc. $69,987.00 Total Quote Discussion ensued between Vice-President Palmer and Charles “Spike” Peller confirming there were no alternates in this bid; there were no alternates so the totals are correct. Vice-President Palmer made a motion to refer the bids to the City Engineer and City Attorney for review and tabulation and report back at the July 18, 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. OPENING OF QUOTES – South Karwick Road Sidewalk Repair Project President Janus asked if anyone present wished to submit a quote at this time, there was no response. Vice-President Palmer made a motion to close the acceptance of quotes for the South Karwick Road 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. Corporate Counsel Amber Lapaich addressed the Board that there were three (3) quotes received and they are as follows: Woodruff & Sons, Inc. $78,035.00 Total Quote Walsh & Kelly, Inc. $107,323.00 Total Quote Rieth-Riley Construction, Inc. $73,766.00 Total Quote Vice-President Palmer made a motion to refer the bids to the City Engineer and the City Attorney for review and tabulation and report back at the July 18, 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. REQUEST TO SOLICIT BIDS – Global Engineering & Land Surveying is requesting permission to solicit bids for the Cleveland Park Playground project Jeffrey Oltmanns, Global Engineering addressed the Board explaining the bid package has been submitted to Corporate Counsel for review; asking for approval to release the documents for bidding for the Cleveland Park Playground Project. Corporate Counsel Amber Lapaich addressed the Board that there were some suggested changes and with these changes, the documents are fine; the documents have been amended and submitted to the Clerk’s Office. Virginia Keating made a motion to approve the request to solicit bids for the Cleveland Park Playground 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. CONTRACT – 2016 Local Street Rehabilitation Program Contract with Walsh & Kelly, Inc. Corporate Counsel Amber Lapaich addressed the Board explaining the bid has already been awarded; this is the contract that has been reviewed and asking for approval. Regular Meeting – June 20, 2016 Page 3 Vice-President Palmer made a motion to approve the 2016 Local Street Rehabilitation Program contract with Walsh and Kelly. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. PEDESTRIAN SAFETY – Steven A. Lyons, 317 Dupage Street, is requesting two (2) larger “Yield to Pedestrian” signs be installed to replace the two (2) smaller signs located on Washington Park Blvd. at the cross walk by the National Armory The following Request was received in the City Clerk’s Office on June 21, 2016 by Steven Lyons: On the west end of Washington Park Blvd. at approximately opposite the Armory there is a pedestrian cross walk, there are two small yield to pedestrian signs. I believe because they are so small drivers fail to notice they are suppose to stop for people in the cross walk. I walk across several times per week and cars rarely stop including city vehicles. I am requesting two bigger signs to alert drivers. Charles “Spike” Peller, City Engineer addressed the Board showing what size signs he thought would be appropriate for the situation; asking for approval. Craig Phillips, City Planner addressed the Board with a concern regarding if this property was under Board of Works jurisdiction or Park Board jurisdiction. Virginia Keating made a motion to place the signs located on Lakeshore Drive near the Armory on the Pending Items List. 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 NO PARKING SIGNS – Richard Johnson, 101 Rue Du Lac West, is requesting “No Parking” signs be installed in area of Warren Road up to Rue Du Lac West The following Request was received in the City Clerk’s Office on June 21, 2016 by Richard Johnson: Recently No Parking signs were installed on Lake Ave-Lakeshore Drive south to Warren Blvd. stop sign. Vehicles have been parking on lawn area – Warren Blvd. up to Rue Du Lac West south side, pulling over large rocks. Request “No” Parking signs in this area. Richard Johnson, 101 Rue Du Lac West addressed the Board with concerns of vehicles parking on lawn area of Warren Rd. up to Rue Du Lac West after No Parking signs were placed on Lake Avenue; asking for placement of No Parking signs. Virginia Keating made a motion to place the request for No Parking signs in the area of Warren Rd. up to Rue Du Lac West on the Pending Items List to be reviewed by the City Engineer and City Planner. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. VENDOR APPLICATION AMENDMENT – Blue Chip Casino is requesting to add one (1) individual to their King of the Road Mobile Food Truck Vendor Application The following Correspondence was received in the City Clerk’s Office on June 24, 2016 by Jamie Morford: Regular Meeting – June 20, 2016 Page 4 As you may know, Blue Chip Casino submitted a City of Michigan City mobile food vendor application for approval to operate the Kind of the Road food truck in local festivals and events. The application was reviewed and approved by the Board of Public Works on April 4, 2016. Blue Chip respectfully request approval to make the following amendments to our previously submitted application. We have identified one (1) additional individual, not submitted in the original application, to work on the King of the Road food truck. Attached your will find a copy of state issued identification for Jucila Best as well as the personal information requested of each individual required to obtain a City of Michigan City vendor’s license. Lastly, please be informed that Blythe Clowers, previously approved to be licensed, is no longer employed with Blue Chip Casino. Note that while she was approved to hold a vendor’s license, she never received an official license from the City of Michigan City. Thank you in advance for your consideration of the aforementioned amendment. Should you have any questions or require clarification I can be reached at (219) 879-7711 ext. 2417. Thank you Jamie Morford, Compliance Manager Vice-President Palmer made a motion to approve the request by Blue Chip Casino to add an additional employee to the King of the Road Food Truck and Removing one (1) employee who no longer works for them. 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 – 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 Lubeznik Art and Artisan Festival for the weekend of August 19 – 21, 2016 (Note: Tabled at the June 20, 2016 meeting) The following Request was received in the City Clerk’s Office on June 06, 2016 by Erika Hanner: Closure of Washington North of 2nd and 2nd west of Washington to Shoreline Driveway for Lubeznik Art and Artisan Festival. Virginia Keating made a motion to remove the request for Street Closure by the Lubeznik Center for the Arts off the TABLE for discussion. The motion was seconded by Vice- President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel Amber Lapaich addressed the Board stating she had reviewed the ordinance to see if all the vendors needed to be individually licensed; after further review what the Lubeznik Center should be asking for is a festival permit, all the vendors would be included under this, and because this is a charitable organization the Board could waive the festival permit fees. Erika Hanner, Executive Director for the Lubeznik Center for the Arts addressed the Board requesting a festival permit for the Lubeznik Art and Artisan festival which runs August 19 – 21, 2016 and also requesting the closure of Washington Street North of 2nd Street and 2nd Street West of Washington Street. Discussion ensued between Vice-President Palmer, Corporate Counsel Amber Lapaich and Erika Hanner about asking for permission from Redevelopment to use the parking lot at the Police Station and the News Dispatch, there is a request in to the Redevelopment Regular Meeting – June 20, 2016 Page 5 Commission to use these; there is permission from Brandt’s to use their parking lot as well as arrangements were made with Lighthouse Mall to use their parking lot that faces Highway 12; also notifying the Train Station Restaurant of what the plans are for street closure. Virginia Keating made a motion to approve the waiver of the festival permit fee, the request for the closure of Washington Street North of 2nd Street and 2nd Street West of Washington Street to the Shoreline Brewery Driveway for the Lubeznik Art and Artisan Festival for the weekend of August 19 – 21, 2016 with the provision that permission is received from the Redevelopment Commission regarding parking at the Police Station and News Dispatch. The motion was seconded by Vice-President Palmer and carried at follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. 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 (Note: Tabled at the June 20, 2016 meeting) Vice-President Palmer made a motion to remove the request for the 1st Annual Mid-Summer Splendor Car & Motorcycle Show & Cruise off the TABLE for discussion. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Johnny Stimley, representing MainStreet Association addressed the Board stating he has talked to Capt. Jesse and Chief Swistek who were going to ask the Fire Chief for help with closing some of the major intersections; adding MainStreet is working on the Certificate of Insurance; also stating this event is starting at Al’s Supermarket on Franklin Street and ending at 9th Street. Discussion ensued between Sgt. Darren Kaplan, Johnny Stimley and the Board concerning the number of officers available and how could the closure of intersections be possible; with the help of the fire department and EMA volunteers along with shift units there is confidence this can be done. Corporate Counsel Amber Lapaich addressed the Board stating that she would like to have both the Police and Fire Chiefs present to get all the information needed to make this decision, suggesting to schedule a special meeting. Vice-President Palmer made a motion to TABLE this request for the Car Cruise until the Special Meeting on Friday, July 8, 2016 at 9:00 AM to determine the traffic situation and the Certificate of Insurance is provided. 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 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 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 06/24/2016 $418,801.31 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 1 06/24/2016 $548,333.83 1 of 2 06/28/2016 $1,227,712.54 1 of 2 06/28/2016 $444,278.97 1 of 2 06/28/2016 $113,841.44 1 of 1 06/28/2016 $17,440.51 1 of 1 06/28/2016 $4,258.65 1 of 1 06/29/2016 $18,527.48 1 of 3 07/01/2016 $174,534.25 UNFINISHED BUSINESS Istand4inc 5K Run/Walk President Janus asked if Mr. or Mrs. Collins was present, there was no response. This request will be held over until the July 18, 2016 meeting. Pot Holes and Broken Street Light in the 1700 Block of Franklin Street between Franklin and Pine Streets Charles “Spike” Peller, City Engineer addressed the Board stating what is being called the alley is not city property therefore cannot be repaired by the city. Charles “Spike” Peller, City Engineer addressed the Board regarding the broken street light stated the person who is witnessing the outage can go online and report the street light out. Virginia Keating made a motion to deny the request to fill the pot holes in the area of the 1700 block of Franklin Street between Franklin and Pine Streets and also deny the request for help with the broken street lamp. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Hwy. 20 and Cleveland Avenue Curb Cut Charles “Spike” Peller, City Engineer addressed the Board explaining this will be included with the sidewalk program; will continue to update the Board. Discussion ensued between Craig Phillips, Charles “Spike” Peller and the Board about if the City or County owned the property on the east side of Cleveland Avenue between Hwy. 20 Regular Meeting – June 20, 2016 Page 7 and 400 N.; Mr. Phillips explained it was a small strip that quickly turns into county; Capt. Jesse and Mr. Peller will continue to work together and report back. Striping on Hwy 421 just south of Hwy 20 Charles “Spike” Peller, City Engineer addressed the Board that he has contacted INDOT and they will look into this matter; asking to place this on the Quarterly Pending Items List. Craig Phillips, City planner addressed the Board explaining the South Gate Way Corridor Project will narrow the travel lanes and re-striping of the lanes will take place, also this will provide sidewalks. 111 Georgia Ave Craig Phillips, City Planner addressed the Board stating there has been contact with the property owner; the property owner is trying to work out a solution that does not involve any impact to the City Right Of Way; will report back. Two-Way Street Conversion Project Update Craig Phillips, City Planner addressed the Board stating the only items remaining are the improvements on the west side of City Hall which included the removal of the planting islands next to the News Dispatch building; working on trying to widen the drive because of traffic flow; planning to stripe the drive and place striped parking spaces on the east side to help slow traffic; also updated the Board about a meeting with the Transit Director about a request she had with regards to striping as it effects the bus routes and safety to the public entering and exiting the buses; understands at this time there are not any major issues with the Two- Way Street Conversion. Craig Phillips, City Planner addressed the Board concerning the drive between City Hall and the News Dispatch Building with regards to striping, traffic using this drive as a through street, and liability. Discussion ensued between President Janus and Craig Phillips regarding decorative lights located along 11th Street between Michigan Boulevard and Washington Street, the grass is not replaced and still has sand in most of the corners. Further discussion ensued between the Board and Craig Phillips regarding the intersection at Washington Street and 11th Street, heading north, there are no lane markings. Sgt. Darren Kaplan, M.C.P.D. Traffic addressed the Board with safety concerns about the yield signs located north of City Hall which seem to be high, traffic seems to be watching to the right and not seeing the yield signs; requesting them to be looked at and adjusted. Discussion ensued between Vice-President Palmer and Craig Phillips regarding safety concerns with the intersection at 7th and Pine Street stating it is very hard to see heading east on 7th Street trying to cross Pine Street. Regular Meeting – June 20, 2016 Page 8 Wabash Street Project Tom Weinmann with Haas and Associates addressed the Board stating they are currently striping; wayfinding signage, signage for the rain garden and historical signage still need to be placed. Vice-President Palmer made a motion to remove the Wabash Street Project from the Pending Items List. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. Trash Cans in Farmer’s Market Craig Phillips, City Planner addressed the Board stating he has been in communication with Pat Molden with the 1st Presbyterian Church; there may not be an opportunity to place these on the city sidewalk; working on setting up a meeting to discuss options. Public Piano Art Project Craig Phillips, City Planner addressed the Board stating that he has not heard back from Jay Brown, believes Mr. Brown is working on getting an organization to carry the insurance. PUBLIC COMMENTS President Janus asked if there were any public comments; there was no response. BOARD COMMENTS Vice-President Palmer addressed the Board stating he had the opportunity to attend the Kiddie Parade and it was nice to see the public show up with a lot of children in the event. Vice-President Palmer thanked Sgt. Chris Yagelski and his crew for putting this together. Vice-President Palmer also thanked the City along with the Michigan City Police Department for their hard work over the holiday weekend without any major incidents over the holiday. Discussion ensued between President Janus and Craig Phillips about the 100 block of West 7th Street on the south side sidewalk is asphalt, there is also some on Washington Street and was wondering why this was not replaced with concrete sidewalks; this will be looked at. Further discussion ensued between the Board and Craig Phillips about jurisdiction on Hwy. 212, stating this was a state highway. Discussion ensued between President Janus and Russ Hatfield regarding signs in the right of ways; Mr. Hatfield stated he has been on top of this by collecting signs when he finds them in the right of way. Virginia Keating made a motion to place the asphalt in the 100 block of West 7th Street on the Pending Items List. 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 9 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 10:01 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