Board of Public Works & Safety

REGULAR MEETING – January 17, 2017 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Tuesday morning, January 17, 2017 at the hour of 8:30 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, Richard Murphy and Virginia Keating (3) A QUORUM WAS NOTED PRESENT. Also noted in attendance: Amber Lapaich, City Attorney Russ Hatfield, Code Enforcement Sue Downs, Code Enforcement Craig Phillips, City Planner Skylar York, Assistant City Planner Aaron Borngraber, Associate City Planner Charles “Spike” Peller, City Engineer Randy Novak, M.C.F.D. Chief Jeff Cox, M.C.F.D. Assistant Chief Gale Neulieb, City Clerk Jennifer Clouse, City Clerk Secretary APPROVAL OF MINUTES President Janus asked if there were any corrections to the minutes of the Regular meeting of January 3, 2017 and the Special Meeting of January 11, 2017. Vice-President Murphy made the motion to approve the minutes as presented. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. AGREEMENT – Worker’s Compensation Excess Insurance Renewal, Buffer Layer Excess Insurance Renewal, and Third Party Administrator (TPA) services agreement – Excess Policy Term: 1/15/2017 to 1/15/2018, TPA Contract Term: 1/15/2017 to 1/15/2020 – Charles Keene, General Insurance Charles Keene, General Insurance Services explained this is for the City of Michigan City and Sanitary Districts self-insurance Worker’s Compensation program; seeking formal approval of the Third Party Administrative Services, Excess Insurance as well as the Buffer Layer Insurance; advising there was a meeting on January 9, 2017 with several City Officials as well as a presentation to the Sanitary Board on January 11, 2017 and they did approve the renewal; Mr. Keene provided the Board with a brief summary of the agreements; asking for approval. Discussion ensued between President Janus, Corporate Counsel Amber Lapaich and Charles Keene regarding the premiums; Mr. Keene advised that there is a small increment increase per year and it is outlined in the three (3) year fee scheduled; Counsel Lapaich clarified that Regular Meeting – January 17, 2017 Page 2 the increase per year is for the three years and is for the Third Party Administrator, not for the other two components. Vice-President Murphy made the motion to approve the renewal of the Worker’s Compensation as outlined for the City and the Sanitary District in the proposal presented to the Board. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR SOLICITATION OF BIDS – Jeff Oltmanns, Global Engineering is requesting to solicit bids for the 2017 Community Crossings Paving Program Grant The following request was received in the City Clerk’s Office on December 28, 2016 by Jeff Oltmanns: Global Engineering is preparing bidding documents for the 2017 Community Crossings Paving Program Grant and requests permission to advertise and solicit bids for the project. Charles “Spike” Peller, City Engineer addressed the Board requesting the approval to solicit bids for the 2017 Community Crossing Paving Program; further stating Counsel Lapaich and Mr. Peller have both reviewed the documents; asking for approval. Corporate Counsel Amber Lapaich added everyone has worked very hard on this project, agreeing with Mr. Peller to allow for the solicitation of bids; asking the Board approve the request subject to Counsel Lapaich’s review of the final document. Vice-President Murphy made the motion to approve the request to solicit bids for the 2017 Community Crossings Paving Program per Attorney Lapaich’s final review. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. AGREEMENT – Agreement between the City of Michigan City and Smith Donovan for Professional Services for Creation of Website and Hosting for “Create, Play, Repeat” Corporate Counsel Amber Lapaich addressed the Board explaining the agreement to create a website entitled “Create, Play, Repeat”; asking for approval. (NOTE: Agreement is with Redevelopment Commission) AGREEMENT – Agreement between the City of Michigan City and Smith Donovan for the Professional Services for the Creation of Website and Hosting for the Michigan City Promise Scholarship Corporate Counsel Amber Lapaich addressed the Board explaining the agreement would be created to deal with the new program, the Michigan City Promise Scholarship; further explaining there would be pages for the student, donations, questions and answers as well as forms; advising the launch date would be May 2017 and the agreement amount is $32,060.00; asking for approval. Vice-President Murphy made the motion to approve the agreement between the City of Michigan City and Smith Donovan for the Professional Services for the Creation of Website and Hosting for the Michigan City Promise Scholarship in the amount of $32,060.00. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. Regular Meeting – January 17, 2017 Page 3 AGREEMENT – Agreement between the City of Michigan City and Smith Donovan for Professional Services for Video Production Corporate Counsel Amber Lapaich addressed the Board explaining the agreement; advising this would be promoting the winter, spring and summer events; further advising the duration of the contract is one (1) year and the amount of that agreement is $70,200.00; asking for approval. Discussion ensued between Corporate Counsel Amber Lapaich, Craig Phillips and Vice- President Murphy regarding the agreement of “Create, Play, Repeat” being with the Redevelopment Commission. Vice-President Murphy made the motion to approve the agreement between the City of Michigan City and Smith Donovan for Professional Services for Video Production in the amount of $70,200.00. The motion was seconded by Virginia Keating and carried as follows: AYES: Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. REQUEST TO PURCHASE VEHICLE – Craig Phillips, City Planner is requesting to purchase a new vehicle for the Planning Department The following request was received in the City Clerk’s Office on January 10, 2017 by Craig Phillips: Please place a request for approval of the purchase of a new vehicle for the Planning Department on the January 17th BOW agenda. Craig Phillips, City Planner addressed the Board explaining the request; advising he often takes visiting consultants or other staff around town and it was suggested to Mr. Phillips that he look into the purchase of a new vehicle; Mr. Phillips did get three quotes for a 2016 Jeep Cherokee Latitude 4x4 and they are as follows: Michigan City Chrysler Dodge Jeep Ram $25,000.00, Country Chrysler Dodge Jeep Ram $26,198.00; Mike Anderson Chrysler Dodge Jeep Ram $29,392.20; asking for approval. Corporate Counsel Amber Lapaich addressed the Board explaining this is under $50,000 therefore the Board did not have to seek sealed quotes, but the Board should approve the purchase as Counsel Lapaich is trying to put together a procedure for smaller purchases. Vice-President Murphy made the motion to approve authorization for purchase of the lowest quote of $25,000.00 for the 2016 Jeep Cherokee Latitude 4x4 from Michigan City Chrysler Dodge Jeep Ram for the Planning Department. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. REQUEST TO ACCEPT DONATIONS – Amanda Glanz, City Forrester is requesting to accept a donation of 500 seedlings from NIPSCO to hand out at the Farmer’s Market on Saturday, May 6, 2017 The following request was received in the City Clerk’s Office on January 10, 2017 by Amanda Glanz: Please accept NIPSCO’s donation of 500 utility friendly seedlings. The seedlings will be passed out by the Michigan City Tree Board at the Farmer’s Market in celebration of Arbor Day. Species of seedlings will be Regular Meeting – January 17, 2017 Page 4 selected by the Tree Board. NIPSCO would also like to have an arborist present to pass out educational materials about tree planting and 811. Vice-President Murphy addressed the Board explaining Ms. Glanz had secured a donation of 500 seedlings and is requesting to accept the donation; asking for approval. Corporate Counsel Amber Lapaich addressed the Board explaining she recommends that anytime something is donated to the City a motion is made to accept the donation; noting the purpose of this request is so the Tree Board can hand out the seedlings; recommending approval. Vice-President Murphy made the motion to accept the donation of 500 seedlings from NIPSCO to be handed out by the Tree Board to the public. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. REQUEST TO SOLICIT BIDS – Russ Hatfield, Code Enforcement Officer is requesting to solicit bids for demolition of 1123 W. 8th Street, Michigan City Russ Hatfield, Code Enforcement Officer addressed the Board requesting to solicit bids for the demolition of 1123 W. 8th Street, Michigan City; advising bids would be open on February 21, 2017; asking for approval. Vice-President Murphy made the motion to solicit bids for demolition for 1123 W. 8th Street, Michigan City. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. 2017 LANDSCAPE AGREEMENT RENEWAL – Renewal of Landscape Maintenance Service Agreement between the City of Michigan City and Servicescape, LLC for Michigan Boulevard and Franklin Square for 2017 (NOTE: TABLED from the January 11, 2017 Special Meeting) Corporate Counsel Amber Lapaich asked that the Board Table this request until the February 6, 2017 meeting. Virginia Keating made the motion to TABLE the 2017 Landscape Agreement Renewal until the February 6, 2017 meeting. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. RETIREMENT – Michigan City Police Department announces the retirement of Steve Gutowski, effective January 16, 2017 with 24 year of service (NOTE: For Informational Purposes Only) The following correspondence was received in the City Clerk’s Office on January 10, 2017 from Police Chief Mark Swistek: I, Steve Gutowski, herewith tender my retirement from the Michigan City Police Department, after having served over 24 years with this department. It is requested that my retirement be effective after the close of business on the 16th day of January 2017. I further petition the Trustee of the Police Pension Board that I be placed on a 21 ½ year Pension (3 ½ year DROP). Regular Meeting – January 17, 2017 Page 5 RETIREMENT – Michigan City Police Department announces the retirement of Al Bush, effective January 12, 2017 with 38 years of service (NOTE: For Informational Purposes Only) The following correspondence was received in the City Clerk’s Office on January 10, 2017 from Police Chief Mark Swistek: I, Al Bush, herewith tender my retirement from the Michigan City Police Department, after having served over 38 years with this department. It is requested that my retirement be effective after the close of business on the 12th day of January 2017. I further petition the Trustee of the Police Pension Board that I be placed on a 36 year Pension (2 year DROP). RETIREMENT – Michigan City Fire Department announces the retirement of Captain Dave Koss, effective December 22, 2016 with 35 years of service (NOTE: For Informational Purposes Only) RETIREMENT – Michigan City Fire Department announces the retirement of Driver/Operator Harry Hoffmaster, effective December 20, 2016 with 32 years of service (NOTE: For Informational Purposes Only) RETIREMENT – Michigan City Fire Department announces the retirement of Captain Ron Martin, effective January 14, 2017 with 29 years of service (NOTE: For Informational Purposes Only) FIRE DEPARTMENT – Fire Chief Randy Novak would like to announce Probationary Firefighters Alfonso Bray and Tyler Krieghbaum started December 27, 2016 (NOTE: For Informational Purposes Only) The following correspondence was received in the City Clerk’s Office on January 11, 2017 from Fire Chief Randy Novak: The Michigan City Fire Department announces the retirements of Captain Dave Koss, December 22, 2016 – 35 years of services. Driver Operator Harry Hoffmaster, December 20, 2016 – 32 years of service. Captain Ron Martin, January 14, 2017 – 29 years of service. They have 96 years of combined service and will truly be missed. WE thank them for their service to the City of Michigan City and its Citizens! Would also like to announce that Probationary Firefighters Alfonso Bray and Tyler Krieghbaum, started December 27, 2016. CLAIMS AND PAYROLL Virginia Keating 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 Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy 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 7 01/06/2017 $401,680.75 Regular Meeting – January 17, 2017 Page 6 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 01/17/2017 $543,067.06 1 of 1 01/19/2017 $45,422.19 UNFINISHED BUSINESS Promotional Video for the 2017 Shelf Ice Brew Fest Date Change Vice-President Murphy addressed the Board stating due to bad weather, the Promotional Video for the 2017 Shelf Ice Brew Fest was not able to happen on January 16th or 17th as planned, Vice-President Murphy asked if the date could be changed to Wednesday, January 18th with a rain date of Thursday, January 19th at the same locations as approved at the January 11th Special Meeting; asking for approval. Vice-President Murphy made the motion to approve the request to allow for the Promotional Video for the 2017 Shelf Ice Brew Fest to change the video shoot date to January 18, 2017 with a rain date of January 19, 2017. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. Demolitions Russ Hatfield, Code Enforcement Officer, addressed the Board stating he will have two (2) Notice for Bidders at the February 21, 2017 meeting. Purchase of City Owned Property next to 703 Nahas Street Corporate Counsel Amber Lapaich addressed the Board explaining how the request came before the Board and how the City came to own the property; Counsel Lapaich will send letters to the surrounding property owners to submit a qualified offer of purchase if interested and informing them opening of bids at the March 6, 2017 meeting; further explaining if there is more than one bid received, they would have the opportunity to rebid again; all the city departments have no objections to disposing of this property; asking for approval to sell parcel number 460122426003.000-022 in the 700 block of Nahas Street. Vice-President Murphy made the motion to go ahead with the bidding process for the sale of city owned property, parcel number 460122426003.000-022 in the 700 block of Nahas Street. The motion was seconded Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. Snow Route Signage throughout the City Charles “Spike” Peller, City Engineer addressed the Board stating he is working with Craig Phillips, City Planner and Brad Minnick, Primera Engineering with regards as to where these signs will be placed; will report back at the March 6, 2017 meeting. Regular Meeting – January 17, 2017 Page 7 Vice-President Murphy made the motion to TABLE the request for placement of Snow Route Signage throughout the city till the March 6, 2017 meeting. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. Semi-Truck Signage on Larkspur Lane Charles “Spike” Peller, City Engineer addressed the Board with his recommendation with signage; asking for approval. Councilman Don Przybylinski addressed the Board stating he and the neighbors are happy with the recommendation of the City Engineer and City Planner. 111 Franklin Street President Janus asked Code Enforcement for an update on 111 Franklin Street. Russ Hatfield, Code Enforcement Officer addressed the Board stating about two (2) weeks ago the owners did submit a purchase agreement with the bank for the adjoining parcel; Mr. York did find an error with the parcel number in this agreement and the owner has been informed; there have been a few inspections done at this property; HVAC has been installed. PUBLIC COMMENT President Janus asked if there were any Public comments at this time, there was no comment. BOARD COMMENTS President Janus asked if there were any Board comments at this time, there was no comment. (NOTE: RECESSED FOR HEARING OF GRIEVANCE) ADJOURNMENT President Janus inquired whether there was anything else to be considered by the Board at this time and, there being none, declared the meeting ADJOURNED (approximately 9:17 am). Virginia Keating made the motion to adjourn. The motion was seconded by Vice- President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: (0). Motion Carries. _________________________________________ Gale A. Neulieb, City Clerk