Board of Public Works & Safety

REGULAR MEETING – November 20, 2017 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, November 20, 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 Sue Downs, Code Compliance O cer Skyler York, Assistant City Planner Charles “Spike” Peller, City Engineer Steve Stanford, M.C. Sanitary District David Farmer, Director M.C. Central Services Liz Sonderby, Mayor’s Administra ve Assistant Gale Neulieb, City Clerk Dawn Debald, Assistant Deputy City Clerk MOMENT OF SILENCE President Janus requested a moment of silence on the passing of Al Whitlow; a great American, a City Icon, a City Councilman, and a friend. APPROVAL OF MINUTES President Janus asked if there were any correc ons to the minutes of the Regular mee ng of November 6, 2017. Vice-President Murphy made the mo on to approve the minutes from the November 6, 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. CONTRACT – 2018-2020 Union Contract between Amalgamated Transit Union Local #517 and the Civil City of Michigan City, Indiana Corporate Counsel, Amber Lapaich, addressed the Board sta ng this is the agreement between the City and the Transit Union; it is their Union Contract for the dura on of 2018-2020. Changes to the contract include a 1.5% raise for the en re City and a few language changes. Vice-President Murphy made the mo on to approve the 2018-2020 Union Contract between Amalgamated Transit Union Local #517 and the Civil City of Michigan City, Indiana. 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. CITY EMPLOYEE ASSISTANCE PROGRAM- An agreement between the City of Michigan City and New Avenues (Midwest Behavioral Health Network) for the City Employee Assistance Program (EAP) January 1, 2018 – December 31, 2018 Corporate Counsel, Amber Lapaich, addressed the Board sta ng this is a program that has been in e ect for several years; explaining this is to renew the annual Contract with New Avenues Employee Assistance Program; they provide counseling for employees, at minimal fees; she asked the Board to renew this for next year. Virginia Kea ng made the mo on to approve the agreement between the City of Michigan City and New Avenues for the Employee Assistance Program, pursuant to the fee scheduled a ached as exhibit “A”. The mo on was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. ti ti ti tt ti ti ti ti ti ti ti ti ti ti ti ti ti ffi ti ti ti ti ti ti tt ti ti ti ti ff  Regular Mee ng – November 20, 2017 Page 2 CONTRACT- Contract for Professional Community and Economic Development Services by and between the City of Michigan City and Economic Development Corpora on, Michigan City, Indiana Corporate Counsel, Amber Lapaich addressed the Board sta ng this is a Contract that has been in place for several years with the City of Michigan City and Economic Development Corpora on for their services; this is for the annual Contract commencing next year for 2018 and is of 1 year dura on; the Contract amount has not changed from last year, it is s ll $150,000.00, advising Clarence Hulse, Execu ve Director, Economic Development, did re-allocate some an cipated fees for service, based on project type. Vice-President Murphy made the mo on to approve the contract for Professional Community and Economic Development Services by and between the City of Michigan City and Economic Development Corpora on, Michigan City, Indiana. 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. AGREEMENT – Agreement between the City of Michigan City and +WeCreate Media (Designer) for design services Corporate Counsel, Amber Lapaich, addressed the Board sta ng the purpose of the Contract for +WeCreate is to maintain our Social Media; such as Facebook, Instagram and Twi er; it is for strategic design, graphic design and copyrights of pos ngs and also daily monitoring; advising this Contract is for services commencing currently un l the end of the year; an cipated payment for the services are $9,000.00. Vice-President Murphy made the mo on to approve the Agreement between the City of Michigan City and +WeCreate Media (Designer) for design services. 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. AGREEMENT – Agreement between the Town of Po awa omie Park and the City of Michigan City for Law Enforcement services to be provided by M.C.P.D. to the town of Po awa omie Park Corporate Counsel, Amber Lapaich addressed the Board explaining the Town of Po awa omie Park has agreed to the Interlocal agreement; also our Common Council has signed the Resolu on authorizing this Board to provide these services to the Town of Po awa omie Park; explaining this is for law enforcement services, such as providing daily patrols, tra c enforcement, tra c accidents inves ga on, drug inves ga ons, SWAT emergency response team, canine assistance, animal control services and access to our records division; the amount for the contract is $45,000.00; and this is a 1 year contract with Po awa omie Park. Vice-President Murphy made the mo on to approve the Agreement between Po awa omie Park and the City of Michigan City for law enforcement services to be provided by M.C.P.D. 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. ADDENDUM AGREEMENT – Addendum between the City of Michigan City and Smith Donovan to perform addi onal services regarding the Branding Master Plan Corporate Counsel, Amber Lapaich addressed the Board sta ng this is an addendum to the agreement for video produc on services with Smith Donovan; advising earlier this year, the Board entered into 2 contracts with Smith Donovan for website design and maintenance for the City and the Promise Scholarship; explaining, this is an addendum to that contract for all social media and marke ng e orts; the amount of compensa on for their services, is $8,100.00; asking the Board for permission to approve this addendum to the contract. Vice-President Murphy made the mo on to approve the Addendum between the City of Michigan City and Smith Donovan to perform addi onal services to the Branding Master Plan. 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. ADOPTION AGREEMENT – A Canine Adop on Agreement between the City of Michigan City and O cer Greg Radiger regarding his Police Canine Appollo’s Re rement Corporate Counsel, Amber Lapaich, addressed the Board sta ng that Appollo is set to re re from the Police Department at the end of this year, due to health concerns; explaining that currently ti ti ti ti ti tt ffi tt tt ti tt tt tt tt ti ti ti tt ti ffi ti tt ti ti ti ti ti ti ti tt tt ti tt ti tt ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ff ti ti ti ti ti ti ffi ti ti  Regular Mee ng – November 20, 2017 Page 3 pending in front of the Common Council is an addi onal appropria on for a new Police dog and training; advising O cer Greg Radiger, M.C.P.D. has agreed to take Appollo into his home upon re rement and care for him. President Janus proposed a fund in the City, set up by the City Council to accept dona ons for purchases in the future for any new canine’s, rather than ge ng addi onal appropria ons; this fund would also pay the medical expenses for re red canine’s that now falls upon the owner’s. Virginia Kea ng made the mo on to approve the Canine Adop on agreement between the City of Michigan City and O cer Greg Radiger, regarding Appollo’s re rement. The mo on was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. PURCHASE AGREEMENT – Purchase agreement between the City of Michigan City, Indiana and Terrawood Design Company by and through, Chris Grohs (Ar st) for artwork (Sheridan Beach Entrance Sign Project) Vice-President Murphy addressed the Board sta ng this is a project that has been in the works for years; this is a piece of public art that is proposed at the entrance of the Sheridan Beach neighborhood; the purpose is to promote the Michigan City Brand, Master Plan by Roger Brooks; this would leverage the Create, Play, Repeat theme; explaining this artwork is more the play piece of the slogan; this project has the support of the Michigan City Public Art Commi ee and also Mayor Meer; explaining there are 3 points to this the project, 1: promote the new Michigan City Brand, Create, Play and Repeat slogan; 2: to recognize neighborhood pride in the Sheridan Beach neighborhood, and 3: to incorporate the talent of a local ar st, who will build the sculpture; which is proposed to be a large Adirondack chair; it will say welcome to Michigan City in the Branding style guide of the Roger Brooks Master Plan. President Janus asked Mr. Murphy, asking where the artwork will be located. Mr. Murphy said it is being discussed now, and there are 3 proposed loca ons; he is not asking for approval on the loca on at this me; the Engineer, the Planning Department and M.C.P.D. are ok with the placement. Virginia Kea ng made the mo on to approve the request for the purchase agreement between the City of Michigan City and Terrawood Design Company for artwork to be placed at the Sheridan Beach Area in the sum of $8,000.00. The mo on was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries. RE-NEWEL CONTRACT – Na onwide Employee Bene t Life Insurance Corporate Counsel, Amber Lapaich addressed the Board sta ng this is to re-new the Employee Life Insurance and the accidental disability insurance that we maintain for employees; the life insurance went up slightly from .20 cents to .22 cents per employee, per month; the reason for the re-newel, is we have lost a few employees over the last year and claims have been made, which is the reason for the increase; explaining, they did seek bids on this, but many companies did not respond. Vice-President Murphy made the mo on to approve the Re-newel Agreement of Na onwide Employee Bene t Life Insurance. 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. DONATION OF PROPERTY – Dona on of 131 Edward Street, Michigan City, Indiana to the City from Na onal Community Stabiliza on Trust Dona on Program Corporate Counsel, Amber Lapaich addressed the Board sta ng the Na onal Community Stabiliza on Trust Dona on Program is a way for mortgage companies with dilapidated proper es to sign into the system to see if they can nd a match or a municipality that is willing to take over the property, and get it back on the tax rolls; explaining she received an email regarding 131 Edward Street, indica ng there was a possibility for dona on; the o er expires on November 28, 2017; advising we are ordering tle work on this property to see if there are any encumbrance’s or lien’s that will prevent us from taking the property over. Counsel Lapaich stated that Sue Downs, Code Compliance O cer, has iden ed 131 Edward Street as a demoli on property; and if the City obtains ownership of the property, the demoli on will be much simpler for us, explaining Mayor Meer is ne with the dona on as well; asking the Board to condi onally approve the dona on of 131 Edward Street, subject to her review and the approval of the tle work. President Janus asked Corporate Counsel Lapaich asking when the demoli on will take place. Counsel Lapaich responded as soon as we take ownership of the property; if not, then it is on the ti ti ti ti tt ti ti ti fi ti ti ti ti ti ff ti ti ti ti ti ffi ti ti tti ti ti fi ti ti ti ti ti ti fi ti ti fi ti ti ti ti ti ti ti ti ti ti ti ffi ffi fi ti ti ti ti ti ti ti ti ti ti ti ti ti ti  Regular Mee ng – November 20, 2017 Page 4 demoli on list and we have to go through the procedural steps mandated by the unsafe building act. Virginia Kea ng made the mo on to approve the dona on of 131 Edward Street to the City of Michigan City from Na onal Community Stabiliza on Trust Dona on, condi oned on the review of tle work and the check on encumbrance’s or lien’s. The mo on was seconded by Vice-President Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries SPECIAL PURCHASE – Amber Glanz, City Forester, is reques ng approval of a Special Purchase conducted under emergency condi ons I.C. 5-22-10-4 to alleviate the poten al life/property safety hazards in the City alley right-of-way behind 705 South Calumet Avenue Corporate Counsel, Amber Lapaich addressed the Board explaining that pursuant to the purchasing policy, Amber Glanz, City Forester has provided the le er to the Board, because the service from A-1 Loggins Tree Service that was hired to do the emergency tree removal at 705 South Calumet Avenue, exceeded the $5,000.00 threshold and was quoted at $9,000.00; she is following up with the Board with the le er as to why she had to deem this as an emergency and exceed the purchasing threshold and is asking for permission to approve this. President Janus asked Counsel Lapaich if the tree has been taken down; she responded yes it has. Vice-President Murphy made the mo on to approve the Special Purchase request from Amanda Glanz, City Forester, under emergency condi ons to alleviate the poten al life/property safety hazards in the City alley right-of-way behind 705 South Calumet Avenue. 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. BOARD OF WORKS DATE APPROVAL – Approval of the 2018 Board of Public Works and Safety mee ng dates Virginia Kea ng made the mo on to approve the Board of Works and Safety mee ng dates schedule for 2018. The mo on was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries 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 Murphy and Kea ng (2). 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 8 11/20/2017 $438,255.10 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 14 11/20/17 $494,173.29 1 of 3 11/20/17 $2893.29 ti ti tt ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti tt ti ti ti ti ti ti ti ti ti ti ti ti ti fi ti ti  Regular Mee ng – November 20, 2017 Page 5 Addi onal Claims from September 2017 that were approved and signed as follows: Page Date Amount 1 of 2 11/20/2017 $643,318.10 UNFINISHED BUSINESS Corporate Counsel, Amber Lapaich addressed the Board sta ng there is only 1 item on the list which is Ricky Collins request to purchase city owned property, located at 710 Springland Avenue; advising the Mayor and Craig Phillips, Director, Planning & Inspec on, are ne with us proceeding forward; explaining she just received the con rma on this morning, and was not able to check with the rest of the Departments in the City; she is asking the Board for permission to allow her to move forward with the sale of the property. Virginia Kea ng made the mo on to approve the request that Corporate Counsel, Amber Lapaich has made to condi onally approve, subject to all departments approval of the sale of the property. The mo on was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: None (0). Mo on Carries President Janus asked if there was a request to look at a street in the Sheridan Beach area; this was not a formal request. Vice-President Murphy stated the request was a concern from a resident on Fogarty regarding increased tra c; sta ng that it also may relate to discussion on the Center Street project from Route 12 to the Fogarty Street area; advising we need to ask the City Engineer to keep that this mind; also there is talk of improvements to the street and the need to address addi onal parking for the business’s; asking that this item go back on the pending list. Charles “Spike” Peller, City Engineer, addressed the Board sta ng that we are looking at improving Center Street; and also looking at the situa on with Canada Park and Fogarty Street; advising the consultant is pu ng together a rough plan and a rough es mate to do this work. PUBLIC COMMENTS Steve Sanford, M. C. Sanitary District, Opera ons Manager addressed the Board, explaining that the M. C. Sanitary District, ini ated construc on on sanitary sewer improvements at Suburban Estates Subdivision; the work is intended to provide proper sanitary service to new housing units and correct de ciencies to the current sanitary sewer system within the Subdivision; explaining the M.C. Sanitary District determined that the exis ng facili es they were intending to re-use, are unstable because they are not as shown in historical as-built informa on; this condi on has required modi ca on of the design, concurrent with construc on and now it is necessary to connect the new sewer with the main that is located in Ohio Street; sta ng Ohio Street was temporarily closed between Riviera Drive North and Riviera Drive South; also that the previously approved closure of Riviera Drive scheduled for last week did not take place, so it will be delayed un l later this week or next week; but all roads will be open to tra c over the Thanksgiving Holiday weekend. BOARD COMMENTS 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 8:59 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 ffi ti ti ti ti ti ti ti ti ti ti fi ti ti ti ti ti ti ti ti ti ti ti ti ti tti fi fi ffi ti ti ti ti ti ti ti ti fi ti ti ti