Board of Public Works & Safety

REGULAR MEETING – September 6, 2016 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Tuesday morning, September 6, 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 Craig Phillips, City Planner Sue Downs, Code Enforcement Officer Bob Zondor, Central Services Superintendent Capt. Steve Jesse, M.C.P.D. Traffic Division Kalon Kubik, Administrator Robin Tillman, Transit Director Jeff Deuitch, Human Rights Randy Novak, M.C.F.D. Chief Mike Kuss, General Manager Sanitary District Tony Drzewiecki, M.C.F.D. Jessica Gage, Assistant Planner Kim Sliwa, Deputy 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 August 15, 2016 and the Special meeting of August 30, 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 – 2016 Michigan City Transit Bus Shelter on Westwind Drive 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 2016 Bus Shelter on Westwind Drive. 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 – September 6, 2016 Page 2 Corporate Counsel Amber Lapaich addressed the Board stating there was one (1) quote received and it was as follows: Marquiss Electric $6,928.00 Total Quote Vice-President Palmer made a motion to refer the quote for the Transit Bus Shelter on Westwind Drive to the Transit Director, City Attorney, and City Engineer for review and report back at the next Board of Works meeting on September 19, 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 QUOTES – 2016 Michigan City Transit Bus Stop Signage 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 2016 Bus Stop Signage Program. 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 was one (1) quote received and it was as follows: Marquiss Electric $96,019.00 Total Quote Vice-President Palmer made a motion to refer the quote for the Transit Bus Stop Signage to the Transit Director, City Planner, City Engineer, and City Attorney for review and report back at the next Board of Works meeting on September 19, 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 – 2016 Michigan City Guardrail Repair Project President Janus asked if anyone present wished to submit a bid at this time, there was no response. Vice-President Palmer made a motion to close the acceptance of bids for the 2016 Michigan City Guardrail Repair Project. The motion was seconded 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 was one (1) bid received and it was as follows: Woodruff and Sons $106,880.00 Total Bid Vice-President Palmer made a motion to refer the bid for the 2016 Michigan City Guardrail Repair Project to the City Engineer, City Planner, and the City Attorney for review and report back at the next Board of Works meeting on September 19, 2016. 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 – September 6, 2016 Page 3 OPENING OF BIDS – 2016 Fire Station #4 Paving Project President Janus asked if anyone present wished to submit a bid at this time, there was no response. Vice-President Palmer made a motion to close the opening of bids for the 2016 Fire Station #4 Paving 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) bids received and they were as follows: Gariup Construction Co., Inc. $214,700.00 Total Bid JCI Bridge Group $257,769.73 Total Bid Woodruff and Sons $139,812.53 Total Bid Rieth-Riley Construction $109,090.82 Total Bid Vice-President Palmer made a motion to refer the bids for the 2016 Fire Station #4 Paving Project to the City Engineer, City Planner, and the City Attorney for review and report back at the next Board of Works meeting on September 19, 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 – Sale of Surplus of Equipment (Part 2) President Janus asked if anyone present wished to submit a bid at this time, there was no response. Vice-President Palmer made a motion to close the opening of bids for the Sale of Surplus of Equipment (Part 2). 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 no bids received. REQUEST FOR STREET CLOSURE – Tom Miltenberger, 1501 State Road 2, La Porte, IN 46350, Nipsco Field Engineer is requesting the closure of Franklin Street for approximately 1 hour at 5:00 am at 3939 Franklin Street to install electrical service to this property. Tom Miltenberger, 1501 W. State Road 2, LaPorte, IN 46350 addressed the Board requesting the closure of Franklin Street at 3939 Franklin Street to install four (4) wires across the street; Mr. Miltenberger explained this closure would be for about 5 minutes allowing them to walk two (2) wires across then open up the street for traffic, then close it to walk the other two (2) wires across; would like to do this on September 15, 2016 at 5:00 am; the rain date is September 16, 2016. Vice-President Palmer asked Capt. Steve Jesse with M.C.P.D. Traffic Division to make a note of this request so that police presence was there for assistance. Virginia Keating made a motion to approve the request to close the street at 3939 Franklin Street on September 15, 2016 at 5:00 am to run some wires by Nipsco. 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 – September 6, 2016 Page 4 REQUEST FOR STREET CLOSURE – Kaitlyn Steinhiser, Student Council Secretary is requesting the closure of Ripley Street and Franklin Street for the Annual Homecoming Parade on October 7, 2016 starting at 6:00 pm. The following Request was received in the City Clerk’s Office on August 29, 2016 by Elaine Rivich: Please maintain street closures for our homecoming parade which will proceed from the Elston Middle School Parking lot west on Ripley Street and South on Franklin Street to Ames Field. Sara Smith, Michigan City High School Student Council President addressed the Board explaining this is for the Annual Homecoming Parade; Ms. Smith was not sure how many participants there would be at this time but that each class would have a float and the school band will also be playing. There was clarification that the date of Homecoming would be Friday, October 7, 2016. Vice-President Palmer made a motion to allow the closure of Ripley Street and Franklin Street for the Annual Homecoming Parade on October 7, 2016 starting at 6:00 pm. 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 SEWER INSPECTION – Jagtar Singh, 1811 Franklin Street is requesting a sewer inspection near his property at the corner of Barker Avenue and Franklin Street The following Request was received in the City Clerk’s Office on August 17, 2016 by Jagtar Singh: I received letter from sanitary district of Michigan City that indicated of broken sewer line at or near the tap location which is under Franklin Street due to traffic above that line is the only reason. With semi tractors traffic and longtime vibration on the top is reason for broken line. Michael Kuss, General Manager of the Sanitary District addressed the Board stating Mr. Singh was not present; he has approached the Sanitary Board at their August meeting with concerns about paying for the repair; Mr. Kuss explained the Sanitary District has a policy about payment for repairs; the Sanitary Board will take his request under advisement and will act on Mr. Singh’s request at the next Sanitary Board meeting which Mr. Kuss believed is the 27th of September. CITZEN CONCERNS – Jeffrey Kirsch, 1802 Lake Shore Dr. to address concerns regarding City Right of Way improvements near Whisper Dunes Subdivision The following Request was received in the City Clerk’s Office on August 30, 2016 by Jeffrey Kirsch: Concerns regarding City Right of Way Improvements proposed. Jeffrey Kirsch, 1802 Lake Shore Drive, presented the Board with concerns regarding City Right of Way improvements near Whisper Dunes Subdivision. Michael Kuss, General Manager of Michigan City Sanitary District addressed the Board explaining he could get a proposal together to test the ground soil; Mr. Kuss wanted to make sure it was also known that the storm water or storm sewers have not been approved for the Regular Meeting – September 6, 2016 Page 5 Whisper Dunes Subdivision; Mr. Kuss also offered to sit down with Mr. Kirsch and go over plans also welcoming anyone to come to the next Sanitary Board meeting on September 27th. Jessica Gage, Assistant Planner addressed the Board stating she could not comment on this request, Mr. Phillips, the City Planner oversees the Planning Commission matters. Charles “Spike” Peller, City Engineer addressed the Board that he has been in discussion with Global Engineering about what their plans are, but again nothing has been approved as far as the storm water portion. William McClinton, Developer for the PUD addressed the Board stating he was present to answer any question the Board may have. Vice-President Palmer made a motion to refer this request to the City Planner, City Engineer and Sanitary District for review. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. CONTRACT APPROVAL – 2016 Sidewalk Joint Grinding Repair Project – Precision Concrete, Inc. Corporate Counsel Amber Lapaich addressed the Board that this was awarded at the last Board of Works meeting to Precision Concrete, Inc.; asking for approval. Virginia Keating made a motion to approve the contract for the 2016 Sidewalk Joint Grinding Repair Project with Precision Concrete, Inc. in the sum of $30,000.00. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. CONTRACT APPROVAL – 2016 Ohio Street Retaining Wall Repair Project – Rieth-Riley Construction Co., Inc. Corporate Counsel Amber Lapaich addressed the Board that this was awarded at the last Board of Works meeting to Rieth-Riley Construction, Inc.; asking for approval. Virginia Keating made a motion to approve the contract for the 2016 Ohio Street Retaining Wall Repair Project with Rieth-Riley Construction, Co. in the sum of $30,319.00. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. TRANSFER AGREEMENT – Interdepartmental Agreement for the Transfer of the Police Department’s CNG Fueled Standby Generator to the Sanitary District Michael Kuss, General Manager of the Sanitary District addressed the Board, stating it is a Natural Gas Generator, not CNG asking for that to be changed on the agreement; explaining how the Police Department no longer has a use for this generator however, it could be used as a stand by generator for the IT Department; asking for approval. Corporate Counsel Amber Lapaich stated she will amend the contract to read natural gas generator instead of CNG Fueled. Regular Meeting – September 6, 2016 Page 6 Virginia Keating made a motion to approve the Interdepartmental Agreement for the Transfer of the Police Department Natural Gas Fueled Generator to the Sanitary District. The motion was seconded by Vice-President Palmer and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None (0). Motion Carries. SOLICITATION FOR BIDS – Charles “Spike” Peller is requesting to solicit bids for the Hitchcock Fire Training Facility Pavement Project Charles “Spike” Peller, City Engineer addressed the Board explaining the request; the Fire Department Budget will pay for; asking for approval. Vice-President Palmer made a motion to approve the solicitation of bids for the Hitchcock Fire Training Facility Pavement Project. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Palmer and Keating (3). NAYS: None. Motion Carries. REQUEST TO HAVE HAUNTED HOUSE – Kyle Kazmierczak, representing the Michigan City Police and Fire Departments is requesting to have a Haunted House during October 23-31, 2016 at the Fire Training Facility Randy Novak, M.C.F.D. Chief addressed the Board asking to change the location of the Haunted House to the old Police Station if the Redevelopment Commission would ok it. Craig Phillips, City Planner addressed the Board stating that he did not think it would be possible due to asbestos removal at the old Police Station, and the Redevelopment Commission will be accepting bids on the demolition of the building at the next meeting. Corporate Counsel Amber Lapaich stated that she has checked with General Insurance to make sure there were no exclusions on the policy and there are not any, however there was a check list provided of things to do to prepare for the event if approved. Vice-President Palmer made a motion to allow the haunted house to be held at the Fire Training Facility on Hitchcock for the last two weekends in October 2016. 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. 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 09/01/2016 $204,108.86 1 of 8 08/17/2016 $422,505.74 Regular Meeting – September 6, 2016 Page 7 1 of 9 08/31/2016 $395,811.48 Allowance of claims as set forth in the Register of Claims for the Board of Public Works and Safety and the Department of Redevelopment (which Register is in the possession of the City Controller) as follows: Page Date Amount 1 of 5 09/06/2016 $2,273,803.80 1 of 1 09/08/2016 $15,801.94 UNFINISHED BUSINESS Anticipated Street Closure Schedule for 11th Street – Jeff Oltmanns, Global Engineering Jeff Oltmanns, Global Engineering addressed the Board stating the street is fully open; pavement and striping has been completed; concrete work on the sidewalks is what is left but that will not affect the street closure. Vice-President Palmer made a motion to remove the Anticipated Street Closure Schedule of 11th Street 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. Two-Way Street Conversion Craig Phillips, City Planner and K-Todd Behling Primera Engineer addressed the Board with an update on the project; Mr. Behling stated that the contractor works all over and that it does take time for them to come back to the area, however once back it will only take them less than a day to finish. Mr. Phillips, City Planner stated that the improvements just west of City Hall have been completed; Mr. Behling is working on the markings at Washington and 11th Street as well as the intersection of 7th and Pine Street; the Yield Signs at 2nd and Franklin Streets have been moved. President Janus addressed concerns about the areas around where the decorative lighting has been placed along Washington Street, the decorative lighting has sand around the fixture instead of grass. The sand needs to be replaced with grass. Mr. Phillips, City Planner wants the Board to be aware that the contractor is working through the punch list, and it is common for a punch list to exist after a project. K-Todd Behling with Primera Engineer addressed the Board with the results from the Traffic Counts along Washington and Pine Streets after the Two-Way Street Conversion; Mr. Behling stated that all these intersections came in with an A or B grade; explaining what is looked at to receive the grade which include maneuvering of the vehicles, turn movements, crash data; Mr. Behling explained also that this data is also built up over time, recommending two – three years of data. Regular Meeting – September 6, 2016 Page 8 Intersection of Hwy. 12 and Pine Street Discussion ensued between the Board and Craig Phillips, Mr. Phillips asked that this be referred to the City Engineer; Mr. Behling stated that this is INDOT’s jurisdiction but will talk with INDOT to have them look at this intersection. Intersection of Hwy. 12 and Wabash Street Discussion ensued between Vice-President Palmer and Craig Phillips about improvements to the intersection and Mr. Phillips stated he is looking at this intersection and funding by possibly redirecting the funds earmarked for the Coolspring and Cleveland Avenue project. 111 Franklin Street Craig Phillips, City Planner addressed the Board that there is a draft copy of the order to repair, it will go out the week of September 6, 2016. Demolitions Russ Hatfield, Code Enforcement addressed the Board explaining he supplied the Board with a list of possible demolitions; tried to notate which ones were on the tax sale; some were recently redeemed. Striping on Hwy. 421 Charles “Spike” Peller, City Engineer addressed the Board stating he has placed a request to INDOT; they probably won’t do anything until they stripe 421; the other possibility is in the spring the city will have a striping contract and take care of it. Mr. Peller added that on Hwy. 12 and Wabash Street a traffic study has been requested from INDOT. PUBLIC COMMENTS President Janus asked if there were any public comments; there was no response. BOARD COMMENTS President Janus reminded everyone that the Board of Works meets every First and Third Monday of the Month. When the meeting falls on a holiday the meeting will be held the next day which is a Tuesday. There has been recent talk about starting the meetings at 8:30 am come the first of the year but would like any feedback. 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 10:09 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. Regular Meeting – September 6, 2016 Page 9 _________________________________________ Gale A. Neulieb, City Clerk