Board of Public Works & Safety

REGULAR MEETING – September 5, 2017 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Tuesday morning, September 5, 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 mee ng room of this Board. The mee ng was called to order by President Steve Janus, who presided. Noted present: Steve Janus, Rich Murphy and Virginia Kea ng (3) Absent: None (0) A QUORUM WAS NOTED PRESENT. Also noted in a endance: Amber Lapaich, Corporate Counsel Lt. Je Loniewski, M.C.P.D. Tra c Division Jessica Rosier, Director, Barker Mansion & Civic Center Sue Downs, Code Compliance O cer Joe Plunk, Code Compliance O cer Skylar York, Assistant City Planner Kalon Kubik, Mayor’s Administrator Gale Neulieb, City Clerk Kim Sliwa, Deputy City Clerk APPROVAL OF MINUTES President Janus asked if there were any correc ons to the minutes of the Regular mee ng of August 21, 2017. Vice-President Murphy made the mo on to approve the minutes from the August 21, 2017 Regular mee ng. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. OPENING OF BIDS – 201 Vail Street President Janus asked if there was anyone present who wished to render a bid at this me; there was no response. Virginia Kea ng made the mo on to close the acceptance of the bids for 201 Vail Street. The mo on was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. Corporate Council Amber Lapaich addressed the Board advising two (2) bids were received as follows: 1) JSG-J.Sho ner General Contractor, Inc. $24,000.00 2) Pavey Excava ng Company, Inc. $16,600.00 Vice-President Murphy made the mo on to refer the bids to the appropriate departments for their review and recommenda on. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. OPENING OF BIDS – 207 Vail Street President Janus asked if there was anyone present who wished to render a bid at this me; there was no response. Vice-President Murphy made the mo on to close the acceptance of the bids for 207 Vail Street. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. Corporate Council Amber Lapaich addressed the Board advising two (2) bids were received as follows: 1) Pavey Excava ng Company, Inc. $12,300.00 2) JSG-J.Sho ner General Contractor, Inc. $20,000.00 ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ffi ffi ffi ti ti ti ti ti ti tt ti ti ti ti ff ff ti ti ff ti ti  Regular Mee ng – September 5, 2017 Page 2 Vice-President Murphy made the mo on to refer the bids to the appropriate departments for their review and recommenda on. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. REQUEST FOR STREET CLOSURE – Kelsey Pearson, Student Council President, M.C. High School is reques ng street closures for the Annual Homecoming Parade on Friday, September 15, 2017; star ng at 6:00 p.m. beginning at Elston-going west on Ripley Street and then south down Franklin Street to Ames Field Kelsey Pearson, Student Council President, M.C. High School, addressed the Board explaining the request for the street closures for the Annual Homecoming Parade on Friday, September 15, 2017; asking the Board for approval. Lt. Je Loniewski, M.C.P.D. Tra c Division, addressed the Board sta ng this is an annual event and is the same route as previous years and have never had any issues with it; recommending approval. Vice-President Murphy made the mo on to approve the street closure for the Michigan City High School Annual Homecoming Parade on Friday, September 15, 2017 star ng at 6:00 p.m. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. REQUEST TO HANG BANNERS – Candy VanBuskirk, M.C. High School, is reques ng to hang Senior Athlete Banners on poles lining Franklin Street Candy VanBuskirk, Principal, M.C. High School, along with Andy Skwiat of Marquiss Electric, addressed the Board sta ng they would like to hang banners down Franklin Street; commen ng on the arms on the poles and there being roughly 29 poles that have arms and the School System is willing to purchase another 25-30 arms to be placed on the poles, and that Mr. Skwiat of Marquiss Electric has agreed to hang the arms for them, so they can get their Senior Banners up for the fall season; further advising they have done this in the past and that this year they will be having more banners as this will not only include the football team it will include all of the Fall Senior athletes. Discussion ensued between Corporate Counsel Amber Lapaich and Ms. VanBuskirk regarding the purchase of the addi onal arms that will be put on the city light poles, as well as NIPSCO’s poles. Ms. VanBuskirk stated she does have a le er from NIPSCO giving them permission to hang the arms and banners from their poles. Discussion con nued between Corporate Counsel Lapaich and Ms. VanBuskirk regarding the placement of the arms and banners on city light poles and who the arms would belong to. Ms. VanBuskirk referred to a conversa on she had with the Mayor’s Administrator, Kalon Kubik, and the possibility of the City wan ng to hang banners on them as well and that this would be a reciproca ng arrangement; and the arms would be le on the poles inde nitely unless either party wanted them removed. Kalon Kubik, Administrator to Mayor Ron Meer, addressed the Board sta ng the Mayor fully supports this; and his only concern was with the ownership once the arms are on the poles. Mr. Skwiat addressed the Board advising if either the school or the city wanted the arms removed he would take the arms down at any me. Corporate Counsel Lapaich advised Ms. VanBuskirk that a Cer cate of Insurance would be required naming the City of Michigan City as the addi onal insured in case there was a problem. Vice-President Murphy stated this was a great idea; asking when the arms would be installed. Mr. Skwiat advised he was hoping to start the project the end of this week depending on how quickly they install. Vice-President Murphy made the mo on to approve the request to hang banners for student athletes along Franklin Street. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. REQUEST FOR ROAD CLOSURE – Ryan Miller, D&M Excava ng Inc. is reques ng the closure of Barker Road from Franklin Street to Adams Street for the construc on of 2 storm sewer e ins, new curb & new asphalt for approximately 2 days beginning on September 11, 2017 at 6:00 a.m. thru September 13, 2017 at 5:00 p.m. Lt. Je Loniewski, M.C.P.D. Tra c Division, addressed the Board recommending approval. Virginia Kea ng made the mo on to approve the request for road closure of Barker Road on September 11, 2017 from 6:00 a.m. to September 13, 2017 at 5:00 p.m. to install 2 storm sewers. ti ti ti ti ti ti fi ti ti ti ti ti ti fi ti ti ti ft ti tt ti ti ti ti ti ti ti ti ti ti ffi ffi ti ti ti ti ti ti ti ti ti ti ti ff ff ti ti  Regular Mee ng – September 5, 2017 Page 3 The mo on was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. APPROVAL OF QUOTE – Jessica Rosier, Director, Barker Mansion & Civic Center, is reques ng approval of quote for bathroom ADA remodel Jessica Rosier, Director, Barker Mansion & Civic Center, addressed the Board reques ng approval of the quote that she received to remodel the rst oor bathroom to be handicap accessible; advising she did invite three (3) companies to submit quotes, however, two (2) declined and just one (1) came back interested; further sta ng J3Workforce did submit a quote in the amount of $14,727.00. Discussion ensued between Corporate Counsel Lapaich and President Janus regarding the purchase being less than $50,000.00 and that Ms. Rosier did formally solicit three (3) companies to bid. Corporate Counsel Lapaich advised the Board that she did not have a problem with the Board awarding this to J3 Workforce; further advising that she did dra an Agreement between the City and J3 Workforce, which they have signed; and that the Board will sign as well; sta ng they have submi ed the necessary EEO bid packet material as well. Vice-President Murphy commented that Jessica is doing a wonderful job at the Barker Mansion and Civic Center in making these improvements; on behalf of the Mayor’s O ce they have receive the bene ts of the improvements based on Ms. Rosier’s hospitality; further commen ng on Ms. Rosier’s hospitality in hos ng the Soul Children of Chicago and the Soul Steppers of Michigan City at the recent Taste of Michigan City. Vice-President Murphy made the mo on to approve the quote for the Barker Mansion bathroom ADA remodel; and the Agreement with J3 Workforce in the amount of $14,727.00. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. SPECIAL PURCHASE – Amanda Glanz, City Forester, is reques ng the approval of a Special Purchase conducted under Emergency Condi ons I.C. 5-22-10-4 to alleviate poten al life/ property safety hazards along the city easement of the 400 block of South Porter Street Corporate Counsel Amber Lapaich addressed the Board advising that Mrs. Glanz would not be present today; reminding the Board that a few mee ngs ago Mrs. Glanz had some other hazardous work that had to be done on an emergency basis, and because the City has a new Purchasing Policy anything over $5,000.00 should technically come before this Board before the department makes a service purchase, however, given the emergency condi on with these trees and the situa on that presented itself; advising the Board that Mrs. Glanz does contact contractors on a rota ng basis to try to give everybody a fair shot when there are emergency condi ons, and in this case she had to hire A-1 Loggins Tree Service in the amount of $5,200.00; asking the Board for approval of that amount. Virginia Kea ng made the mo on to approve the Special Purchase for the emergency tree removal in the 400 block of S. Porter Street, which was awarded to A-1 Loggins Tree Service in the sum of $5,200.00. The mo on was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. SPECIAL PURCHASE – Amanda Glanz, City Forester, is reques ng the approval of a Special Purchase conducted under Emergency Condi ons I.C. 5-22-10-4 to alleviate poten al life/ property safety hazards along the city easement of the 100 block of South Dickson Street Corporate Counsel Amber Lapaich addressed the Board explaining this is the same thing; Mrs. Glanz is informing this Board that on South Dickson Street there were dead tree limbs hanging over the street that required necessary a en on that couldn’t wait to a mee ng before this Board to approve; advising Knoll & Sons Tree Service was hired for this job and the amount was $6,475.00 that Mrs. Glanz is asking permission and approval of. Virginia Kea ng made the mo on to approve the Special Purchase for the tree removal in the 100 block of S. Dickson Street; awarding it to Knoll & Sons Tree Service in the sum of $6,475.00. The mo on was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. AGREEMENT – Charles “Spike” Peller, City Engineer, is reques ng approval of an Agreement between the City and Precision Concrete Cu ng for the Sidewalk Joint Grinding Repair Project-2016 Corporate Counsel Amber Lapaich addressed the Board explaining Mr. Peller would not be present today, and that the Agreement is originally from 2016 and is being carried on; further sta ng that ti ti ti ti ti ti ti ti ti ffi ti ti ti ft ti ti ti ti ti fl ti ti ti tti fi ti ti tt ti ti ti ti ti ti ti ti ti ti ti ti ti fi ti tt ti ti ti ti  Regular Mee ng – September 5, 2017 Page 4 for the purposes of con nuing the Sidewalk Joint Grinding, Precision Concrete Cu ng has agreed to do addi onal work, and because it is under a certain threshold amount, Mr. Peller has provided the Board with a le er as to jus fying why this Board can award this contract at this me to Precision Concrete Cu ng for a cost not to exceed $30,000.00. Virginia Kea ng made the mo on to approve the agreement between Precision Concrete Cu ng and the City of Michigan City for the Sidewalk Joint Grinding Repair Project extension of the 2016 agreement in the sum not to exceed $30,000.00. The mo on was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. CORRESPONDENCE – Correspondence was received in the City Clerk’s O ce on August 25, 2017 from Joseph Zaknoen, A orney, Board of Directors of the M.C. Port Authority, regarding future Cardboard Boat Dash and protocols for future events President Janus commented on the correspondence received in the City Clerk’s O ce from the A orney for the Board of Directors of the M.C. Port Authority reques ng that in the future the Board of Works or a City Department take over the Cardboard Boat Dash/race; advising this would be referred to the Mayor’s O ce for the future recommenda on. CLAIMS AND PAYROLL Virginia Kea ng 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 rm(s) as set forth, and payrolls approved. The mo on was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on carries. The Board signed: Payroll items in Register of Claims for informa onal purposes (which Register is in the possession of the City Controller) as follows: Page Date Amount 1 of 11 09/05/2017 $622,564.65 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 4 09/05/2017 $509,917.20 1 of 1 09/05/2017 $65,702.39 UNFINISHED BUSINESS Request for Stop Sign Replacement – Johnny S mley, Zoological Society, requests to replace the current roll out stop sign with a cut-out of an animal holding the stop sign at the crosswalk to the zoo entrance President Janus stated the next item on the Agenda was Un nished Business and the rst item is a request by the Zoological Society to install a bear holding stop sign in front of the zoo; advising that Charles “Spike” Peller, City Engineer has looked at it and is making the recommenda on that the Board approve it. Virginia Kea ng made the mo on to approve the request for the bear holding the stop sign at the zoo entrance. The mo on was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on carries. ti tti fi ti ti ffi tti ffi ti ti ti ti ti ti fi ti ti ti ti ti ti ti ffi tt ti ti tti tt ti ti ti ti ti ti tt fi  Regular Mee ng – September 5, 2017 Page 5 Village Green Entrance Signs – Daniel Nieding, represen ng the Village Green Neighborhood Associa on requests maintenance be done on the entrance signs at the east and west ends of Broadbrook Lane Signage Placement – Robert Solomon, 1102 Lake Shore Drive is reques ng the installa on of “No Public Parking” signage and “Dead End” sign when the Smith Valley Li Sta on is completed Signage Placement – Bryant Dabney, 1st Ward Councilman, requests the installa on of stop signs going east and west on Lake Hills Road at Wayne Street President Janus stated there are a few items that asked the Street Superintendent to install/ maintain signage; asking that a le er be sent to request his presence at the next mee ng. Corporate Counsel Amber Lapaich stated she would send him an email. Board Demoli ons – President Janus asked if there were any demoli ons coming up today. Sue Downs, Code Compliance O cer, addressed the Board presen ng an updated list of demoli ons; explaining there have been some issues in the past and she is working on the process so as not to have the same issues as they just recently had with the last demoli ons. Discussion ensued between the Board and Ms. Downs on the priority of the demoli ons; the process for the demoli ons; how they decide on what needs to be demolished rst; advising the list will begin with: 224 Willard Avenue; 726 S. Carroll Avenue; 121 N. Porter Street; 611 Thomas Street; 911 W. 10th Street; 222 Holiday Street; further commen ng that each of them has its own di erent set of issues with the demoli on, as some of them have gone into bankruptcy, which requires going through the bankruptcy and a few of them were purchased by Housing Opportuni es and they want to donate them to the City, but will s ll need to be demolished; working with the owners; ge ng asbestos tes ng done before they are processed for demoli on, which will be an addi onal cost. PUBLIC COMMENT President Janus asked if there was any public comment; there was no response. BOARD COMMENTS President Janus asked if there were any Board comments. Vice-President Murphy addressed the Board regarding a ma er from August 21, 2017 where a member of Notre Dame Parish was reques ng to use some land for a public demonstra on in front of the “YOU ARE BEAUTIFUL” art sculpture; advising he believed the Mayor’s O ce did receive some correspondence; that the Board of Public Works and Safety asked them to go to the Redevelopment Commission to ask permission, but if the Redevelopment Commission gives permission would the Board of Public Works and Safety then also have to approve the request, an cipa ng that all of this happens before their event scheduled for September 19, 2017. Discussion ensued between Corporate Counsel Amber Lapaich and the Board; with President Janus asking if there was an Ordinance on Public Demonstra ons; Counsel Lapaich advised there wasn’t one. President Janus stated he didn’t believe the Board needed to revisit this as it is on Redevelopment Property. Vice-President Murphy explained Ms. Stratman from the Notre Dame Parish was reques ng to hold a Peace Demonstra on in front of the “YOU ARE BEAUTIFUL” public art sculpture installa on on September 19, 2017; she approached the Redevelopment Commission to ask permission to do that as it is their land; so the ques on is - the Redevelopment Commission can answer that ques on, but if they do, is there an addi onal request by the Board of Public Works and Safety to approve that. Further discussion ensued between Corporate Counsel Lapaich and Vice-President Murphy regarding the number of par cipants. Vice-President Murphy stated there would be less than 250 people was referenced in the correspondence; and this being just more of a procedural ques on. President Janus advised if it was needed they could call a Special Mee ng. Vice-President Murphy stated he would forward the informa on that he and the Mayor received on this. ti ti ti ti ti ti ti ti ti fi ffi ti ti ti ft ti ti ti ti ti tt ti ti ti ti ti ti ti ti tt ffi ti tti ti ti ti ti ti ti ti ti ti ti ti ff  Regular Mee ng – September 5, 2017 Page 6 President Janus stated he thought the Redevelopment Commission approved this. President Janus asked if there were any board comments, there was no response. ADJOURNMENT President Janus stated as there was no other items on the agenda to be considered by the Board at this me, declared the mee ng ADJOURNED (approximately 8:55 a.m.). Virginia Kea ng made the mo on to adjourn. The mo on was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: (0). Mo on Carries. _________________________________________ Gale A. Neulieb, City Clerk ti ti ti ti ti ti ti ti