Board of Public Works & Safety

REGULAR MEETING – December 18, 2017 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, December 18, 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 Joe Plunk, Code Compliance O cer Chris Vanderborg, Code Compliance O cer Skyler York, Assistant City Planner Andrea Smith, Director Personnel Liz Sonderby, Mayor’s Administra ve Assistant Lt. Je Loniewski, M.C.P.D. Tra c Division Chief Mark Swistek, M.C.P.D. Steve Stanford, M.C. Sanitary District Robert Zonder, Superintendent Central Maintenance Kim Sliwa, Deputy City Clerk Dawn Debald, Assistant Deputy City Clerk APPROVAL OF MINUTES President Janus asked if there were any correc ons to the minutes of the Regular mee ng of December 4, 2017. Vice-President Murphy made the mo on to approve the minutes from the December 4, 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. AWARDING OF BIDS – Demoli on of 508 Holiday Street Corporate Counsel, Amber Lapaich addressed the Board sta ng that Pavey Excava ng Company, Inc. was the lowest most responsive bidder in the amount of $15,900.00; recommending to award the bid to Pavey Excava ng Company, Inc. Virginia Kea ng made the mo on to award the bid for the demoli on of 508 Holiday Street to Pavey Excava ng Company, Inc. in the sum of $15,900.00. 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. REQUEST TO PURCHASE CITY PROPERTY – Eleanore & Larry Hartman, 230 Fogarty Street, are reques ng to purchase a vacant City lot located between Fogarty and Blaine Streets, parcel #460121361005000022 President Janus stated that the Hartman’s could not be present and asked the Board to carryover un l the next mee ng. Vice-President Murphy made the mo on to carry over the request to purchase City property by Eleanor & Larry Hartman to the next 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. REVISION TO EMPLOYEE MANUAL – Andrea Smith, Personnel Director is reques ng the approval of a revision to the current vaca on policy Corporate Counsel, Amber Lapaich addressed the Board reques ng that addi onal language be added to the policy; sta ng the current policy reads that if an employee is unable to take their vaca on by the end of the year, it is forfeited; a er looking at the policy, Counsel Lapaich and Andrea Smith, Personnel Director decided there may be emergency or extenua ng circumstances ti ti ti ti ti ti ti ti ti ti ti ti ft ti ffi ti ti ti ti ti ffi ti ffi ffi ti ti ti ti ti tt ti ti ti ti ti ti ti ff ti ti ti ti ti ti ti ti  Regular Mee ng – December 18, 2017 Page 2 that requires special considera on; the current policy does not make any excep ons; explaining in the event someone could not use all of their vaca on by the end of the year and had an extenua ng circumstance, the employee has the ability to request the vaca on days be carried over; this request would be approved or denied by the Department head and the Mayor; asking for approval. Virginia Kea ng made the mo on to approve the revision to the Employee Manual regarding the current Vaca on Policy. 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. ACCESS TO CITY PROPERTY – Michael Kuss, General Manager Sanita on Department is reques ng permission to access property located at the City of Michigan City Land ll, between 1617 & 1625 East U.S. Highway 12 to assess the exis ng condi on of the deten on basin inventory Steve Stanford, M.C. Sanitary District, addressed the Board sta ng this is a visual assessment by Haas & Associates; it is part of the deten on basin inventory project; explaining he has a key to the gate, so no assistance is needed; asking for approval. Corporate Counsel, Amber Lapaich added this area is under a Federal Consent Decree; and is being managed by Waste Inc.; advising she and A orney Jim Meyer reached out to Waste Inc. and gave them a heads up that the Sanitary District would like to do the visual inspec on, and no work is being performed; Waste Inc. did not have a problem with this. Vice-President Murphy made the mo on to approve the request for access to City property by Michael Kuss, M.C. Sanitary District. 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. PLACEMENT OF DO NOT ENTER SIGNS – Dean Carl Johnson, Resident Engineer/Project Manager, NICTD is reques ng the installa on of four (4) Do Not Enter signs at Pleasant and Woodland Avenues to upgrade the crossing warning system President Janus stated that Charles “Spike” Peller, City Engineer, recommended approval. Virginia Kea ng made the mo on to approve the request for the placement of Do Not Enter signs on Pleasant and Woodland Avenues by Dean Johnson, NICTD. 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. SOLICITATION OF BIDS – Kevin Urbanczyk, Assistant Chief, M.C.P.D. is reques ng approval to solicit bids for (7) 2018 Ford Police Interceptor u lity vehicles AWD Ford Op on package (K8A) Corporate Counsel, Amber Lapaich addressed the Board sta ng M.C.P.D. will not be reques ng a solicita on of bids; more speci cally the M.C.P.D. is asking to use a special purchasing method; the State of Indiana has received a bid under the Quali ed Purchase Agreement (QPA) process for vehicles; the QPA contract is already in place; explaining M.C.P.D would like to purchase the (7) 2018 Ford Police Interceptor vehicles from Bloomington Ford Inc.; and at the same me trade in (7) old police department vehicles; the funding for this contract would be for 2018; so no purchases would happen un l then; asking for approval. Vice-President Murphy made the mo on to approve the special purchase request by the M.C.P.D. for (7) Ford Police Interceptor u lity vehicles for 2018; and also approve the trade in of old Police vehicles. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: (0). Mo on Carries. INTERLOCAL AGREEMENT – Interlocal Government Agreement for School Resource O cer by and between the Michigan City Area Schools by and through the School Board and the City of Michigan City to provide law enforcement services for 3 years 2018-2020 Corporate Counsel, Amber Lapaich addressed the Board sta ng the Michigan City Common Council and the School Board have approved this agreement; asking the Board to approve; this is to provide a Resource o cer to the School for the next 3 years; the payment would be $44,000.00 per year; the total Contract is $132,000.00. Virginia Kea ng made the mo on to approve the Interlocal Agreement between the City of Michigan City and the Michigan City Area Schools by and through the School Board for the period of January 1, 2018 thru December 31, 2020; payment to the City to total $132,000.00 for 3 years at ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti fi ti ti ti ti ti ti tt ti ti ti ti ti ti fi ti ti ti ti ti ffi ti ti ti ti ti ti ti ti ti ti ti ti ffi ti fi  Regular Mee ng – December 18, 2017 Page 3 $44,000.00 per year. 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 SINGING SANDS INSURANCE POLICY RENEWEL- Charles Keene, General Insurance Services is reques ng approval for Singing Sands Trail – General Liability and Excess Liability Insurance renewel –Policy Term 01/01/18-01/01/19 Charles Keene, General Insurance Services addressed the Board seeking approval for the annual Insurance renewel for Singing Sands Trail; explaining in January 1, 2017 the City purchased the Insurance Policy to sa sfy an agreement between the South Shore Railroad and the City of Michigan City; the total liability coverage is $10,000,000.00 (ten million dollars); this is required by the South Shore Railroad Contract. Vice-President Murphy made the mo on to approve the Singing Sands Insurance Policy renewel by Charles Keene from General Insurance Services (GIS) for the period of 01/01/2018-01/01/2019. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: Janus (0). Mo on Carries. CONTRACT SINGING SANDS TRAIL PHASE 2- Contract by and between the City of Michigan City, Indiana and Butler, Fairman and Seufert, Inc. for Singing Sands Trail-Phase 2 for right of way management and supervision Corporate Counsel, Amber Lapaich addressed the Board sta ng this is a Contract for the right away services that Butler, Fairman and Seufert, Inc. is providing for Phase 2 of the Singing Sands Trail; the amount of the Contract is $53,000.00; Redevelopment has agreed to pay for the cost of this Contract. Vice-President Murphy made the mo on to approve the Contract for Singing Sands Trail Phase 2 by and between the City of Michigan City and Butler, Fairman and Seufert for the Trail Phase 2 for right of way management and supervision. The mo on was seconded by Virginia Kea ng and carried as follows: AYES: MEMBERS Janus, Murphy and Kea ng (3). NAYS: Janus (0). Mo on Carries. DISIPLINARY EXTENTION REQUEST – Randy Novak, Chief M.C.F.D. is reques ng to extend the me to inves gate a disciplinary issue un l December 31, 2017 President Janus advised the Board, this is for informa onal purposes only. 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 8 12/18/2017 $516,821.19 1 of 8 12/18/2017 403,943.61 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: ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti fi ti  Regular Mee ng – December 18, 2017 Page 4 Page Date Amount 1 of 25 12/18/2017 $485,934.98 1 of 2 12/18/2017 $131.63 UNFINISHED BUSINESS Dona on of 131 Edward Street – Corporate Counsel, Amber Lapaich Corporate Counsel, Amber Lapaich addressed the Board sta ng she has nothing new to report; she is s ll working with the Trust Company on the Purchase Agreement; explaining that once it is executed, closing will be set up; asking for this to be carried over. PUBLIC COMMENTS President Janus asked if there were any Public comments, there was no response. BOARD COMMENTS President Janus asked if there were any Board comments. President Janus thanked everyone si ng on both sides of him for all the help they have given him over the last year; along with all the Department heads and employees that help in making his job easier; wishing everyone a Merry Christmas. 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 8:47 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 tti ti ti ti ti ti ti ti