Board of Public Works & Safety

REGULAR MEETING – April , The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, April 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 Charles “Spike” Peller, City Engineer Craig Phillips, City Planner Kalon Kubik, Administrator Skylar York, Assistant City Planner Lt. Jeff Loniewski, M.C.P.D. Traffic Jeremy Kienitz, Park Superintendent Amanda Glanz, City Forrester Dave Farmer, Central Services 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 April 3, 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 (0). NAYS: None ( ). Motion Carries. AWARDING OF BIDS – City Wide Pavement Repair Project Corporate Counsel Amber Lapaich addressed the Board stating Charles “Spike” Peller, the City Engineer; the project engineer and herself have reviewed the bids received for the project; advising Rieth-Riley Construction Co., Inc. is the lowest most responsive bidder and recommends awarding the bid to Rieth-Riley Construction Co., Inc. in the amount of $121,515.00. Vice-President Murphy made the motion to award the bids for the 2017 City Wide Pavement Repair Project to Rieth-Riley Construction Co., Inc. in the amount of $121,515.00. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. Regular Meeting – April 17, 2017 Page 2 AWARDING OF BIDS – Pavement Crack Sealing Project Corporate Counsel Amber Lapaich addressed the Board stating Charles “Spike” Peller, the City Engineer, the project engineer and herself have reviewed the bids received for the project; advising American Pavement Solutions is the lowest most responsive bidder and recommends awarding the bid to American Pavement Solutions in the amount of $57,304.00. Virginia Keating made the motion to award the bids for the 2017 Pavement Crack Sealing Project to American Pavement Solutions in the amount of $57,304.00. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. AWARDING OF BIDS – City Wide Sidewalk Repair Project Corporate Counsel Amber Lapaich addressed the Board stating Charles “Spike” Peller, the City Engineer, the project engineer and herself have reviewed the bid received for the project; advising Rieth-Riley Construction Co., Inc. is the lowest most responsive bidder and recommends awarding the bid to Rieth-Riley Construction Co., Inc. in the amount of $53,665.00. Vice-President Murphy made the motion to award the bids of the 2017 City Wide Sidewalk Repair Project to Rieth-Riley Construction Co., Inc. in the amount of $53,665.00. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. REQUEST FOR STREET CLOSURE – Kyle Kazmierczak, Michigan City Fire Department, is requesting the closure of nd Street from Washington to Wabash Streets for the nd Annual Fire Fest on Saturday, July , The following request was received in the City Clerk’s Office on April 5, 2017 by Kyle Kazmierczak: 2nd Annual Fire Fest, closure of 2nd Street from Washington to Wabash Streets. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board stating this was the same as last year; there were no issues and recommends approval. Discussion ensued between President Janus and Corporate Counsel Amber Lapaich regarding the insurance; Counsel Lapaich stated that since the City is sponsoring this, the City’s insurance would cover this event; further advising that if alcohol is served on city property, Shoreline Brewery will need to submit insurance and liquor liability. Vice-President Murphy made the motion to approve the request for the closure of 2nd Street from Washington to Wabash Streets for the 2nd Annual Fire Fest on Saturday, July 1, 2017 starting at 10:00 am. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. REQUEST FOR A STREET LIGHT – Jennifer Hartke, > ? Warnke Road, is requesting the installation of a street light on poll located at > @ Warnke Road The following request was received in the City Clerk’s Office on March 30, 2017 by Jennifer Hartke: Requesting street light on opposite side of the street from my house. Pole located at 629 Warnke Rd. Regular Meeting – April 17, 2017 Page 3 Jennifer Hartke, 625 Warnke Road addressed the Board requesting a street light be placed on pole number 240/554; explaining the reasons for this request: arriving home at night to complete darkness; advising there is no speed limit sign on the road and where a street light would not slow drivers down, it would allow them to see; further explaining there are no sidewalks so there are a lot of bicyclers and runners on the road; Ms. Hartke explained there is a lot of coyotes and deer and want the children in the neighborhood to see them and not come in contact with them; and what Ms. Hartke feels is the most important reason is there are children that are picked up for school by a school bus before sunrise and with a street light it would be a safer environment adding that there are three (3) registered sex offenders in the area, and where there has never been a problem with them, the street light would help with seeing the environment at all times. Charles “Spike” Peller, City Engineer addressed the Board explained he has looked at this area, explaining there is a street light at Shady Lane and one where Warnke Road T’s at the north end as well as a street light half way in between; Mr. Peller explained City policy is to place a street light at intersections and street lights are present; further advising unless the Police Department recommends placement of the street light, Mr. Peller advises not to install the street light. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board explaining the past practice is to install street lights at intersections; advising there is street lights at each intersection and at mid-block in front of 617 Warnke Road; advising the Michigan City Police Department will defer to the Board on this request however Lt. Loniewski was unaware there were no speed limit signs and would request to install speed limit signs for both north and south bound traffic. Vice-President Murphy made the motion to approve the placement of speed limit signs on Warnke Road for both north and south bound traffic and to place the street light request on the Pending Items for Vice-President Murphy and President Janus to review and report back at the May 1, 2017 meeting. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. ALLEY IMPROVEMENTS – Todd Etzler, Horizon Bank, is requesting the use of platted but unimproved alley for parking lot spaces for ? Franklin Street The following request was received in the City Clerk’s Office on April 7, 2017 by Todd Etzler: Use of platted but unimproved alley for parking lot spaces for ? Franklin. Improvement of entrance from Pine Street to the two properties served by the entrance. Utilize underground conduit/wiring crossing alleys to provide power for new parking lot lights from existing electrical meter at the ? Franklin building. Todd Etzler, 515 Franklin Street, addressed the Board explaining there is property on Pine Street just southeast of the building at 502 Franklin Street that the bank owns, Horizon Bank would like to use this property for parking and they can get 39 additional parking spaces; Mr. Etzler explained in order to get these 39 additional parking spaces there is an existing platted but unimproved alleyway on the north side of the property; explaining Horizon Bank would like to jointly use this for the entrance to the parking lot; further explaining a connection of electric and utilities from the existing building at 502 Franklin Street to the parking lot to permit electric is also requested. Regular Meeting – April 17, 2017 Page 4 Skylar York, Assistant City Planner addressed the Board explaining he has reviewed this request and believed it is a much better and safer plan for the alley advising it is designed to city standards. Corporate Counsel Amber Lapaich stated that if both the request are approved, it would be subject to a license agreement. Vice-President Murphy made the motion to approve the use of platted but unimproved alley for parking lot spaces for 502 Franklin Street and utility design proposed for the parking lot subject to the terms of the license agreement to be finalized by Corporate Counsel Amber Lapaich. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. REQUEST FOR PARADE PERMIT AND STREET CLOSURE – John Franklin Miller Post No 0 , is requesting a parade permit and street closure for the annual Memorial Day observance and parade on Monday, May @, starting at : am The following request was received in the City Clerk’s Office on April 11, 2017 by Bob Hock: The American Legion Post 37 is once again in the process of organizing our annual Memorial Observance and parade. The event features salutes fired at area Veteran Memorials and a parade followed by a ceremony at Greenwood Cemetery. We are requesting the Board of Public Works to issue us a Parade Permit for Monday, May 29, 2017. The parade will assemble at Pythia Parkway near Ames Field and then march north on Franklin Street to Decatur Street and east on Decatur to Greenwood Cemetery. The program follows at the Grand Army of the Republic Monument. The parade will step off at approximately 10:00 am. We are also requesting the MC Street Dept check for low overhanging tree branches on Decatur Street so as not to interfere with flag carriers on the parade route. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board explaining this is the same route as last year; advising there has never been any problems; recommending approval. Corporate Counsel Amber Lapaich addressed the Board stating the Certificate of Insurance is incorrect, the City was not named as an additional insurer; advising if the Board approves this request it would be subject to receipt of an amended certificate naming the City as an additional insurer being received as per the City’s policy. Virginia Keating made the motion to approve the request from the John Franklin Miller post No 37 for a parade permit and street closure for the Annual Memorial Day Observance and Parade on Monday, May 29, 2017 starting at 10:00 am subject to the receipt of the amended Certificate of Liability Insurance. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. REQUEST FOR PARADE PERMIT AND STREET CLOSURE – Jeremy Kienitz, Park Superintendent, is requesting the closure of Franklin Street from Harrison to th Streets on Saturday, July , from @: am – : pm for the Michigan City Patriotic Parade The following request was received in the City Clerk’s Office on April 10, 2017 by Jeremy Kienitz: The City of Michigan City, with the Park Department being the lead agency, will be putting on the 2017 Michigan City Patriotic Parade on Saturday, July 1st at 11 am. We would like to request road closures for this event, from 9 am – 2 pm, as follows: Franklin St. – From Harrison St. to 11th St. Arthur St. – from Wabash St. to Tilden Ave. Arthur St. From Wabash St. to Tilden Ave. will be used for staging purposes. The Parade route Regular Meeting – April 17, 2017 Page 5 will now go north on Franklin from Arthur St. to Detroit St., as it did in 2016. When the different units of the parade are through, they could either stay straight and exit on 11th St. or filter off on Detroit St. This will allow us to keep the parade moving and not jam up the finish due to possible South Shore Trains coming through town. Jeremy Kienitz, Park Superintendent addressed the Board asking for the street closure for the Michigan City Patriotic Parade which will be Saturday, July 1, 2017 with the closures beginning at 9:00 am; Mr. Kienitz explained the change to the staging area with the change being not utilizing Franklin Street from Harrison Street to Coolspring Ave; asking for approval. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board stating the parade route will be shorten this year and hopefully eliminate some of the congestion at Coolspring Ave and Franklin Street last year, recommend approval. Vice-President Murphy made the motion to approve the request for parade permit and street closure for the Michigan City Patriotic Parade on Saturday, July 1, 2017 from 9:00 am – 2:00 pm. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. VENDOR LICENSE AMENDMENT – Raheem Prepares Chicken & Waffles is requesting to add one ( ) individual to their Mobile Food Truck Vendor Application Corporate Counsel Amber Lapaich addressed the Board stating there are no objections. Vice-President Murphy made the motion to approve the vendor application amendment for Raheem Prepares Chicken & Waffles by adding one (1) additional individual to their Mobile Food Truck Vendor Application. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF MICHIGAN CITY AND SAVE THE DUNES – Memorandum of Understanding between the City of Michigan City and Save the Dunes for the City Forrester to provide forestry knowledge at Sebert Forks Riparian Forest Amanda Glanz, Michigan City Forrester and Vector Control Officer addressed the Board explaining Save the Dunes recently received property in Michigan City called Sebert Forks which is currently a nature preserve; Sebert Forks is requesting Ms. Glanz help with forestry in exchange students would help with planting trees and dunes restoration; asking for approval. Discussion ensued between Vice-President Murphy and Amanda Glanz regarding address and how large Sebert Forks is; Ms. Glanz stated she would email the Board the information after the meeting as she did not have it on her at this time. Corporate Counsel Amber Lapaich stated she had no objections to the Memorandum of Understanding. Vice-President Murphy made the motion to approve the Memorandum of Understanding between the City of Michigan City and Save the Dunes for the City Forrester to provide forestry knowledge at Sebert Forks Riparian Forest. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. Regular Meeting – April 17, 2017 Page 6 REQUEST TO SOLICIT PROPOSALS – Andrew Matinic, IT Director, is requesting to solicit proposals for a Professional Digital Audio Visual System for the Michigan City Fire Department Administration Office Corporate Counsel Amber Lapaich addressed the Board explaining Mr. Matinic has put together a list of specifications to send out proposals for a new Professional Digital Audio Visual System for the Michigan City Fire Department Administration Office; Counsel Lapaich advised the proposals would be due on or before May 15, 2017; asking for permission to send out the request for proposals. Virginia Keating made the motion to approve the request to solicit proposals for the Professional Digital Audio Visual System for the Michigan City Fire Department Administration Office. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. REQUEST TO HOLD EVENT – Advancing Christ’s Kingdom Ministries, is requesting to hold an outside service on Sunday, June , in their parking lot located at E F E. Michigan Boulevard (For Informational Purposes Only) Corporate Counsel Amber Lapaich stated this was just for Informational Purposes Only; advising it is the same as last year and no special permit is needed. PROMOTION – Michigan City Fire Department announces the following promotions effective January E, : Robert Schaffer promoted to Captain Kyle Kazmierczak promoted to Lieutenant Robert Yates promoted to Driver/Operator (For Informational Purposes Only) FORMAL PUBLIC HEARING – Demolition hearing for ? Walker Street – Matthew Kirk (NOTE: Formal Public Hearing continued from March , Regular Meeting) Russ Hatfield, Code Enforcement Officer addressed the Board stating he has had no contact with Matthew Kirk in over a month; requesting the Board allow to continue on with demolition and prepare notice to bidders for the Boards approval. Vice-President Murphy made the motion to affirm the demolition order in order to proceed for bids for 215 Walker Street. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. FORMAL PUBLIC HEARING – Demolition hearing for ? F Holiday, Vail and Vail – Ashy Mohamed (NOTE: Formal Public Hearing continued from April 0, Regular Meeting) Russ Hatfield, Code Enforcement Officer addressed the Board explaining the property was sold to Mr. and Mrs. Sanders and they were unaware the property was under a continued hearing for an order to demolish; advising Mr. and Mrs. Sanders are present at the meeting and would like to speak to the Board. John and Betty Sanders, 1519 N. Cline Ave, Griffith, Indiana addressed the Board explaining they acquired the properties on Holiday Street and Vail Street; advising the plan is to demolish the house at 207 Vail Street and remodel the other two houses; further explaining Regular Meeting – April 17, 2017 Page 7 the timeline for each house, 508 Holiday Street would be completed by June 2017, 201 Vail Street by the end of July 2017. Russ Hatfield, Code Enforcement Officer requested continuing the hearing till the first meeting in June 2017. Discussion ensued between Virginia Keating and Mr. Sanders regarding when will the demolition of 207 Vail Street be completed; Mr. Sanders stated by July 2017. Discussion ensued between Vice-President Murphy and Mr. Sanders regarding the extent of the improvements to the two (2) homes; Mr. Sanders explained there has been drastic improvements to 508 Holiday Street; further explaining there is brick work that needs to be done at 201 Vail Street and a contractor will be doing this work. Virginia Keating made the motion to continue the demolition hearing for 508 Holiday, 201 Vail Street and 207 Vail Street till the June 5, 2017 meeting. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (0). NAYS: None ( ). Motion Carries. 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 (0). NAYS: None ( ). 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 of F 03/31/2017 $393,494.78 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 04/18/2017 $192,630.69 1 of 1 04/19/2017 $39,853.12 UNFINISHED BUSINESS Cook Street Russ Hatfield, Code Enforcement Officer addressed the Board explaining it is a unique situation due to what is inside of the building; Mr. Hatfield is still trying to get the details together to prepare a notice to bidders; request that the Board allow Mr. Hatfield to keep working with Counsel Lapaich on this matter. Regular Meeting – April 17, 2017 Page 8 Corporate Counsel Amber Lapaich addressed the Board stating the next step is Mr. Hatfield needs to prepare the specs for demolition and once Mr. Hatfield has those done, Counsel Lapaich will review. 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. 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 9:05 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 (0). NAYS: ( ). Motion Carries. _________________________________________ Gale A. Neulieb, City Clerk