Board of Public Works & Safety

REGULAR MEETING – January 16, 2018 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Tuesday morning, January 16, 2018, 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, Rich Murphy and Virginia Keating (3) Absent: NONE (0) A QUORUM WAS NOTED PRESENT. Also noted in attendance: Amber Lapaich, Corporate Counsel Lt. Jeff Loniewski, M.C.P.D. Traffic Division Chief Mark Swistek, M.C.P.D. Kalon Kubik, Mayor’s Administrator Robert Zondor, Superintendent Central Services Shannon Eason, Assistant Park Superintendent Charles “Spike” Peller, City Engineer Craig Phillips, City Planner Skyler York, Assistant City Planner Gale Neulieb, City Clerk Dawn Debald, Assistant Deputy City Clerk APPROVAL OF MINUTES President Janus asked if there were any corrections to the minutes of the Regular meeting of January 2, 2018. Vice-President Murphy made the motion to approve the minutes from the January 2, 2018 Regular meeting. 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 STREET CLOSURE – Dave Petersheim, Next Modular, Goshen, Indiana, is requesting a street closure at 1721 Lakeshore Drive, in February 2018 (date to be determined by the weather) between 8:00 a.m.-6:00 p.m. The modular will be delivered on trucks using a crane to unload that will extend out onto Lakeshore Drive Dave Petersheim, Next Modular, addressed the Board explaining the request and asking for approval of the street closure. Discussion ensued between President Janus and Mr. Petersheim regarding a more specific date. Mr. Petersheim stated he could not provide a specific date at this time. The foundation is not in yet and the excavators should be there this week; explaining it is difficult with a modular; stating they build them and they don’t always know the finish date; also it is hard to plan for the crane’s and other things involved with it; advising there are many stages to the process. Discussion continued with Mr. Janus asking Mr. Petersheim, if this request was deferred until the February 5, 2018 meeting, would he have a better idea of a date. Mr. Petersheim answered he should have more clear information at that time. Vice-President Murphy made the motion to table this request until the February 5, 2018 meeting. 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 STREET CLOSURE – Johnny Stimley, St. Patrick’s Day Parade Committee, 401 Franklin Street, is requesting the closure of Franklin Street from 11th Street to 4th Street, 10th Street from Washington Street to Pine Street and Washington Street one lane from 10th Street to 5th Street for parade line up; for the annual St. Patrick’s Day parade on March 10, 2018 from 12:30-2:30 p.m. Johnny Stimley addressed the Board advising there are no changes from last year; asking for approval of the street closures. Lt. Jeff Loniewski, M.C.P.D. Traffic Division, addressed the Board explaining this is a well organized annual event; and he has no objections to the request; recommending approval. Vice-President Murphy made the motion to approve the request for street closure by Councilman Johnny Stimley for the St. Patrick’s Day parade on Saturday, March 10, 2018 from 12:30-2:30 p.m.. 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 STREET CLOSURE – Justin Post, Michigan City Mainstreet Association, is requesting the closure of Franklin Street from 8th Street to 6th Street, 7th Street from Pine to Washington Street for the 4th Annual Shelf Ice Brewfest on February 16, 2018 starting at 4:00 p.m. running through February 17, 2018 until 8:00 p.m. Regular Meeting – January 16, 2018 Page 2 Justin Post, 201 Fogarty Street, Michigan City Mainstreet Association addressed the Board requesting approval for street closure for the 4th Annual Shelf Ice Brewfest. Lt. Jeff Loniewski, M.C.P.D. Traffic Division, addressed the Board recommending approval. Discussion ensured between Corporate Counsel, Amber Lapaich and Mr. Post regarding fireplaces or barrels; she explained if they are being used, it would have to be approved by the Fire Marshall. Mr. Post explained he has been in contact with them. Virginia Keating made the motion to approve the request for street closure by the Michigan City Mainstreet Association, to close Franklin Street from 8th Street to 6th Street, 7th Street from Pine to Washington Street for the 4th Annual Shelf Ice Brewfest on February 16, 2018 starting at 4:00 p.m. running through February 17, 2018 until 8:00 p.m. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR 5K COLOR RUN – Elizabeth Meyer, Michigan City High School is requesting approval for a 5K Color run fundraiser on Lakeshore Drive from California Avenue back to the Zoo on April 21, 2018 at 8:00 a.m. Dawson Van Buskirk and Sarah Poulin, both sophomore’s from Michigan City High School addressed the Board requesting approval for the 5K Color run on April 21, 2018; registration at 8:00 a.m. and the 5K run will start at 9:00 a.m.; this is a fundraiser to raise money for their senior prom and a senior picnic. Discussion ensued between Vice-President Murphy and Mr. Van Buskirk regarding the run and exactly what it entails. Mr. Van Buskirk explained it is a 5K fun run; with colored powder that is throw around; it is just a fun event to get with your friends and raise money. President Janus asked if the Park Department has been contacted, Ms. Meyer responded they will be attending the Park Department meeting, tomorrow, January 17, 2018, asking for their approval. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board stating he has been in contact with the organizers; they have assured him there are no street closures; they will be using the sidewalks; explaining there will be no overtime for the M.C.P.D; there will be an officer required to be hired by the Park Department, per their policy; recommending approval. Vice-President Murphy made the motion to approve the request for the 5K Color Run by Elizabeth Meyer, Michigan City High School on Lakeshore Drive from California Avenue back to the Zoo on April 21, 2018 at 8:00 a.m. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. CONTRACT – Contract by and between the City of Michigan City and Ciorba Group, Inc. for professional engineering, surveying and related services, effective January 1, 2018 Charles “Spike” Peller, City Engineer, addressed the Board stating this is another Engineering contract; explaining the Consultant will be keeping track of the lift bridge over Trail Creek; they are looking at revamping it; asking for approval. Virginia Keating made the motion to approve the Contract between the City of Michigan City and Ciorba Group, Inc., for professional engineering, surveying and related services effective January 1, 2018; the sum not to exceed $30,000.00 as per exhibit C. The motion was seconded by Vice- President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. APPROVAL OF AGREEMENT – Agreement between the City of Michigan City and Feeling Not a Format, Inc. for radio airtime and remote broadcasts Michael Dempsey, Feeling Not a Format, addressed the Board stating this is a re-newel of last year’s agreement for sponsoring the radio show; explaining he enjoyed the Department heads coming on the show last year; Police and Fire departments also visited and spoke about different events going on in the City; requesting approval. Vice-President Murphy made the motion to approve the agreement between the City of Michigan City and Feeling Not a Format, Inc. for radio airtime and remote broadcasts. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. INSURANCE POLICY RENEWAL – Charles Keene, General Insurance Services is requesting approval for the City of Michigan City along with the Sanitary District- Workman’s Compensation Excess and Buffer Layer Excess Insurance Renewal Policy term 01/15/2018 - 01/15/2019 Charles Keene, General Insurance Services, addressed the Board seeking approval for the Excess Workman’s Compensation and the Buffer Layer Excess Insurance Policy renewals; explaining there are no changes to the program. Vice-President Murphy made the motion to approve the Insurance Policy Agreement from Charles Keene, General Insurance Services for the City of Michigan City along with the Sanitary District – Workman’s Compensation Excess and Buffer Layer Excess Insurance Renewal, Policy term Regular Meeting – January 16, 2018 Page 3 01/15/18 - 01/15/2019. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. AMENDMENT TO SPECIAL PURCHASE – Assistant Chief, Kevin Urbanczyk, M.C.P.D. is amending the trade-in list for the old police vehicles through the special purchase (QPA) Qualified Purchase Agreement Corporate Counsel, Amber Lapaich, addressed the Board stating that the M.C.P.D. decided to keep a 2003 Chevy Tahoe in their fleet of vehicles; replacing it with a 2008 Ford Crown Victoria on the trade in list. Virginia Keating made the motion to approve the amendment to the special purchase for the trade-in of old Police vehicles through the Qualified Purchase Agreement. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR STREET CLOSURE – Bruce Woodruff, Woodruff & Sons, Inc. is requesting street closure of the northbound lane of Pine Street between 5th and 6th Street, for installation of sanitary sewer and manhole for Elston’s Legacy Apartment Project, January 16-19, 2018 from 7:00 a.m.-5:00 p.m. daily Ed Buyers, Woodruff & Sons addressed the Board stating they need to close the road to install a manhole over the existing sewer, so the sewer can be run to the Elston Legacy Apartments; asking for January 16-19 because of the weather; will probably start on the project on January 18, 2018 and will definitely be done on January 19, 2018. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board, stating they have no concerns. Vice-President Murphy made the motion to approve the request for street closure by Woodruff & Sons, Inc.; the closure of the northbound lane of Pine Street between 5th and 6th Street for installation of a sanitary sewer for the Elston Legacy Apartments on January 16-19, 2018 from 7:00 a.m.-5:00 p.m. daily. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. CERTIFICATE OF COMPLETION –Rieth-Riley Construction Co. Inc. for substantial roadway construction, 2017 TIF Paving Project for HMA surface within project limits on mainline of 6th and 8th Streets Charles “Spike” Peller, City Engineer addressed the Board stating the Consultant has reviewed the work that has been completed; explaining we can now give them their retainage fee for the project. CERTIFICATE OF COMPLETION –Rieth-Riley Construction Co. Inc. for final roadway construction, 2017 TIF Paving Project for HMA surface within project limits on mainline of 6th and 8th Streets Virginia Keating made the motion to approve the following (2) certificates of completion; the substantial completion of the roadway construction of the 2107 TIF Paving Project for HMA surface within the project limits on mainline of 6th and 8th Streets; and the certificate of final completion of the roadway construction of the 2017 TIF Paving Project for all improvements within the project limits on mainline 6th and 8th Streets. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. CERTIFICATE OF COMPLETION –Rieth-Riley Construction Co. Inc. for substantial roadway re-construction for the Village Green Rehabilitation Phase 2 surface within project limits Charles “Spike” Peller, City Engineer addressed the Board stating the Consultant has reviewed the work that has been completed; explaining we can now give them their retainage fee for the project. CERTIFICATE OF COMPLETION –Rieth-Riley Construction Co. Inc. for final roadway re- construction for the Village Green Rehabilitation Phase 2 for all areas for contracted work or improvements within the project limits Vice-President Murphy made the motion to approve the following (2) certificates of completion; the substantial completion of the roadway re-construction for the Village Green Rehabilitation Phase 2 HMA surface within project limits; and the certificate of final completion of the roadway re- construction for the Village Green Rehabilitation Phase 2 for all areas for contracted work or improvements within the project limits. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. TRADE-IN/PURCHASE M.C.P.D. RADIO EQUIPMENT- Mark Swistek, Chief of Police, M.C.P.D. is requesting to trade-in unused radio equipment that is no longer compatible with the upgraded Communications Network and is also requesting the purchase of new equipment Chief Mark Swistek, M.C.P.D. addressed the Board explaining the request is to trade-in V.H.F. radio equipment which is no longer compatible to the digital 800 megahertz system; the credit of $9720.00 will be applied towards the purchase of emergency equipment; asking for the Board to Regular Meeting – January 16, 2018 Page 4 approve services in excess of $5,000.00 for the installation of the equipment and other pre-existing equipment into the new 2018 Police fleet; he advised Miner Electronics will be providing the services. Virginia Keating made the motion to approve the request for trade-in and purchase of radio equipment for the M.C.P.D. as outlined in the letter that was presented to the Board; the trade-in value is approximately $9,720.00; Corporate Counsel, Amber Lapaich added that this would include the installation and removal services. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. CONTRACT- Agreement between the City of Michigan City and Primera Engineers, Ltd. for Singing Sands Trail Phase I to provide services towards project completion Craig Phillips, Planning Director addressed the Board stating this is the contract for Primera Engineers, Ltd. for construction and inspection services; explaining that once the construction begins on the trail, Primera will be providing day to day onsite inspections and inspections throughout the project; they will be acting as the liaison between the City of Michigan City (owner) and the contractors on the project; advising Primera will be making sure the project is being completed according to specifications; bids will be put out for consideration in March; asking for approval. Vice-President Murphy made the motion to approve the contract between the City of Michigan City and Primera Engineering, Ltd for Singing Sands Trail Phase I to provide services towards project completion. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). 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 (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 01/16/2018 $409,880.55 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 17 01/16/2018 $1,052,510.02 UNFINISHED BUSINESS Donation of 131 Edward Street – Corporate Counsel, Amber Lapaich Corporate Counsel, Amber Lapaich addressed the Board stating she received the purchase agreement that has been fully executed; she is working with Ticor Title to schedule the closing date; she is hoping to have this done within the next couple weeks; asking for this to stay on pending list. Purchase of road salt – Robert Zondor Corporate Counsel, Amber Lapaich addressed the Board stating this is to purchase additional salt; explaining that Robert Zondor, Superintendent Central Services, provided the Board with a special purchase letter; indicating that the state of Indiana has procured salt through the Qualified Purchase Agreement (QPA) process in the amount of $277,506.00; asking for approval. Virginia Keating made the motion to approve the request to purchase salt through the State (QPA) program at the cost of $277,506.00. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. PUBLIC COMMENTS President Janus asked if there were any Public comments, there was no response. Regular Meeting – January 16, 2018 Page 5 BOARD COMMENTS President Janus asked if there were any Board comments. President Janus noticed that the 600 block of Barker Avenue (by Barker Pub) is getting very congested at many times throughout the week with parking on both sides of the street; explaining it is difficult for 2 cars to pass; and is wondering if a fire truck can fit between the parked cars; asking if Traffic and Engineering can look at this. President Janus stated that we had a number of special meetings last year mainly due to some departments not getting their requests sent in on time; explaining the City Clerk sends out a notice the Wednesday prior to the B.O.W. meeting, giving everyone the deadline for when requests are due; advising everyone they need to look at the deadlines and get the requests in on time; stating that for emergencies situations special meetings will be called; but he will be looking heavily at those that fail to get their requests in on time. President Janus has been asked by an individual to look at the stoplight at St. John’s Road and Franklin Street; explaining that since the Mall does not have the traffic it once did, is the light really necessary. ADJOURNMENT President Janus stated as there was no other items on the agenda to be considered by the Board at this time, declared the meeting ADJOURNED (approximately 9:06 a.m.). 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