Board of Public Works & Safety

REGULAR MEETING – March 5, 2018 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, March 5, 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 Assistant Chief Kevin Urbancyzk, M.C.P.D. Charles “Spike” Peller, City Engineer Craig Phillips, City Planner Steve Stanford, M.C. Sanitary District John Gorczyca, M.C. Sanitary District Carl Ridle, Human Rights Director 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 February 20, 2018. Virginia Keating made the motion to approve the minutes from the February 20, 2018 Regular meeting. 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 SOLICITATION OF BIDS – Tom Weinmann, Haas & Associates, LLC., is requesting to solicit bids for the Hollywood Avenue Sidewalk Project Tom Weinmann, Project Manager, Haas & Associates, LLC., addressed the Board requesting the solicitation of bids for the Hollywood Avenue Sidewalk Project; advising they will be extending the sidewalk from Elmer Street to Gardena Street; and also adding signage at the intersection at Gardena Street and Hollywood Avenue. Vice-President Murphy made the motion to approve the request for solicitation of bids by Haas & Associates, LLC., for the Hollywood Avenue Sidewalk Project. 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 SOLICITATION OF BIDS – Tom Weinmann, Haas & Associates, LLC., is requesting to solicit bids for the 2018 City Wide Pavement Repair Project Tom Weinmann, Project Manager, Haas & Associates, LLC., addressed the Board requesting the solicitation of bids for the 2018 City Wide Pavement Repair Project; advising the project will be capped at $200,000.00; explaining the work will extend through the construction season, ending November 1, 2018. Virginia Keating made the motion to approve the request for solicitation of bids from Haas & Associates, LLC., for the 2018 City Wide Pavement Repair Project. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. OPENING OF BIDS – 2018 Michigan City Grant Paving Project President Janus asked if there was anyone present wishing to render a bid at this time; there was no response. Vice-President Murphy made the motion to close the acceptance of bids. The motion was seconded by Virginia Keating and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel, Amber Lapaich addressed the Board advising (2) bids were received as follows: Rieth-Riley Construction Division 1- Cleveland Avenue $143,182.89 Division 2 – Woodland Avenue $218,764.55 Division 3 – Karwick Road $206,101.30 Division 4- Ohio Street $215,821.22 Division 5 – Springland Avenue $68,639.50 Walsh and Kelly, Inc. Division 1- Cleveland Avenue $139,523.06 Division 2 – Woodland Avenue $195,425.68 Regular Meeting – March 5, 2018 Page 2 Division 3 – Karwick Road $179,245.00 Division 4 – Ohio Street $187,463.11 Division 5 – Springland Avenue $54,922.80 Vice-President Murphy made the motion to refer the bids to Corporate Counsel and Engineering for review and recommendation. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. OPENING OF BIDS – 2018 Eastport Resurfacing Project President Janus asked if there was anyone present wishing to render a bid at this time; there was no response. Virginia Keating made the motion to close the acceptance of bids. The motion was seconded by Vice-President Murphy and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel, Amber Lapaich addressed the Board advising (3) bids were received as follows: Woodruff & Sons, Inc. $609,356.88 Base Bid $179,872.88 Alternate 1 $209,031.88 Alternate 2 $77,540.88 Alternate 3 Walsh & Kelly, Inc. $508,641.04 Base Bid $185,240.70 Alternate 1 $200,704.40 Alternate 2 $70,212.00 Alternate 3 Rieth-Riley Construction Co. Inc. $522,624.30 Base Bid $176,709.70 Alternate 1 $209,226.10 Alternate 2 $63,785.00 Alternate 3 Vice-President Murphy made the motion to refer the bids to Legal and Engineering for review and recommendation. 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 COMPREHENSIVE PLAN- Kendig Keast Collaborative, requesting approval for a proposed contract amendment for supplemental planning services associated with the Comprehensive Plan, beginning the week of February 15, 2018 Corporate Counsel, Amber Lapaich addressed the Board stating the Board previously approved a contract with Kendig Keast for the Comprehensive Plan; explaining this serves as an addendum for additional services, including the re-formatting of 45 thematic maps and re-calculating land use areas; advising the cost for the additional services is $1,650.00 to the original contract; stating that Redevelopment has approved this and also payment. Virginia Keating made the motion to approve the amendment to the Comprehensive Plan from Kendig Keast Collaborative in the sum of $1,650.00. The motion was seconded by Vice-President Murphy and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR STREET CLOSURE- Woodruff & Sons, Inc., is requesting the closure of 420 Vail Street for sewer tap connection for the Michigan City Sanitation Department on March 7-9, 2018 between 7:00 a.m.-5:00 p.m. Ed Byers, Woodruff & Sons, Inc., addressed the Board requesting the street closure for Vail Street between Fir and Hobart Street to connect the sewer lateral for 420 Vail Street; advising the entire Street will be closed; explaining they have submitted detour plans along with the request for street closure. Rich Murphy made the motion to approve the request for street closure by Woodruff & Sons, Inc., for 420 Vail Street for sewer tap connection on March 7-9, 2018 between 7:00 a.m.-5:00 p.m. The motion was seconded by Virginia Keating and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. MEMORANDUM OF UNDERSTANING- Memorandum of Understanding between the Michigan City Port Authority and the City of Michigan City regarding the Singing Sands Trail Phase 2 project to install improvements along Michigan Boulevard from 6th to 8th Street Corporate Counsel, Amber Lapaich addressed the Board stating this is for Phase 2 of the Singing Sands Trail project; explaining part of the trail will be running through the Port Authority property on Michigan Boulevard; advising the Port Authority has given the City of Michigan City permission to place the trail there; advising the agreement also discusses maintenance that will be done to maintain the trail; asking for approval. Virginia Keating made the motion to approve the Memorandum of Understanding between the City of Michigan City and the Michigan City Port Authority regarding Singing Sands Trail Phase 2 project to install improvements along Michigan Boulevard from 6th to 8th Street. The motion was seconded by Vice-President Murphy and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. Regular Meeting – March 5, 2018 Page 3 RETIREMENT – Michigan City Fire Department announces the retirement of Doug Gardner effective January 16, 2018 (note: for informational purposes only) SPECIAL PURCHASE – Royce Williams, Chief of Services, M.C.P.D. is requesting to purchase 61-X2 Taser International Inc., Tasers for the Michigan City Police Department through the Special Purchase Method (I.C. 5-22-10) Chief of Operations, Kevin Urbanczyk, Michigan City Police Department addressed the Board requesting approval to purchase 61 Taser’s with the most updated technology; explaining the current Taser’s are obsolete and can no longer be repaired; stating there is a 5 year contract with the Taser’s; asking for approval; stating the funding has already been approved by the Council. Corporate Counsel, Amber Lapaich addressed the Board stating the Michigan City Police Department has provided the Board with their Special Purchasing letter justifying the purchase. Rich Murphy made the motion to approve the request for the special purchase by the Michigan City Police Department to purchase 61-X2 Taser International Inc. Tasers. The motion was seconded by Virginia Keating and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. SPECIAL PURCHASE/CHANGE IN CONTRACT – Kevin Urbanczyk, Chief of Operations, M.C.P.D. is requesting approval to purchase 3 additional Axon body camera’s Chief of Operations, Kevin Urbanczyk, M.C.P.D. addressed the Board requesting approval to purchase 3 additional body camera’s for recently hired Police Officers; explaining the camera’s come with a 5 year pro-rated contract, equipment, warranty and video storage space on M.C.P.D.’s evidence.com cloud; advising he is adding to the original contract. Virginia Keating made the motion to approve the special purchase/change in contract for 3 additional Axon body camera’s for the Michigan City Police Department. The motion was seconded by Vice-President Murphy and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. INSURANCE POLICY RENEWEL – Charles Keene, General Insurance Services is requesting approval for the City of Michigan City 2018 Commercial Property and Casualty Renewel Insurance – Policy term 03/01/18-03/01/19 Corporate Counsel, Amber Lapaich addressed the Board stating that Craig Menne, General Insurance Services was also present to discuss the Health Insurance. Charles Keene, General Insurance Services addressed the Board seeking approval for the City of Michigan City 2018 Commercial Property and Casualty Insurance renewel; explaining the annual renewel premium is $665,508.00; which represents roughly a 6.6% increase from the expiring policy; stating that because of the annual City increase, there is a slight increase in the general liability premium. Virginia Keating made the motion to approve the request for renewel of the Insurance Policy for the 2018 Commercial Property and Casualty Insurance beginning 03/01/18-03/01/19 in the total sum of $665,508.00 . The motion was seconded by Vice-President Murphy and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. INSURANCE POLICY PRESENTATION- Craig Menne, General Insurance Services, RFP Employee Benefits Plan Craig Menne, General Insurance Services addressed the Board seeking approval for the renewel of the RFP Employee Benefits plan; advising the renewel will start on April 1, 2018; stating the City retains a deductible of $150,000 for each individual; explaining that Anthem was hired to administer the plan; and Optum (a division of United Health Care) is the Stop Loss Insurance Company that we have had for several years; further explaining that Optum came in at a 13.5% increase; principally driven by the fact that we have 24 high cost claimants, who have incurred claims in excess of $50,000 a piece; further advising the recommendation from the Insurance committee would be to continue to keep Anthem as the administrator and replace Optum with Anthem for the Stop Loss Insurance coverage provider. Rich Murphy made the motion to accept the recommendation from General Insurance Services and the Insurance Committee to keep Anthem as the administrator and now have Anthem as the Stop Loss provider, effective April 1, 2018- through December 31, 2018. The motion was seconded by Virginia Keating and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. AGREEMENT FOR SERVICES – Agreement for Services by and between the City of Michigan City, Indiana and Seventh Son Media, Inc., by and through Vernon Williams, President of Seventh Sons, Inc., for the live stage performance of the “Divine Nine” on April 6, 2018 from 6:00 p.m.-9:00 p.m. Regular Meeting – March 5, 2018 Page 4 Carl Ridle, Human Rights Director addressed the Board seeking approval for the agreement for services with Seventh Sons Media, Inc.; advising they are producing a stage play on April 6, 2018; explaining the total sum is $2,650.00 and will come from donated funds. Discussion ensued between Corporate Counsel Amber Lapaich and Mr. Ridle regarding if the Human Right Commission will be sponsoring this event; Mr. Ridle responded, yes. Counsel Lapaich asked Mr. Ridle to explain a little about the event and where it will be held. Mr. Ridle stated the play was to be part of Black History Month; but due to logistical concerns, it had to be moved to April 6, 2018; explaining the play is a glimpse into the life of Black Greek Letter Fraternity and Sororities; highlighting their interaction with social concerns within the communities; advising the play will be held at the Holdcraft Performing Arts Center from 6:00 p.m.-9:00 p.m. Rich Murphy made the motion to approve the agreement for services between the City of Michigan City and Seventh Sons Media, Inc., for the live stage performance of Divine Nine on April 6, 2018 between 6:00 p.m.-9:00 at the Holdcraft Performing Arts Center. The motion was seconded by Virginia Keating and carried as follows; AYES: MEMBERS Janus, Murphy, 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 10 01/19/2018 $559,833.14 1 of 3 02/01/2018 $229,352.15 1 of 11 02/02/2018 $539,522.44 1 of 10 02/16/2018 $531,747.87 1 of 6 02/23/2018 $283,437.80 1 of 3 03/01/2018 $227,906.07 1 of 11 03/02/2018 $549,670.09 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 Amount 1 of 24 03/05/2018 $988,671.59 UNFINISHED BUSINESS 600 Block of Barker Avenue (Barker Pub) Charles “Spike” Peller, City Engineer addressed the Board regarding Barker Pub and the parking situation; explaining that Lt. Jeff Loniewski, M.C.P.D. Traffic Division and himself met with Barker Pub’s owner Zach Krachinski onsite; advising the owner has apparently purchased the property across the street on the North side and is planning to put in a parking lot; explaining they are working on logistics such as fire lanes; stating progress is being made, but they are not done yet. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board stating that they are not looking to take away parking on the North side of Barker Avenue; explaining they don’t want to push parking into the neighborhood, which is already a major complaint; advising the primary focus is on re-painting some of the curbs and installing 2 cross walks. Regular Meeting – March 5, 2018 Page 5 Charles “Spike” Peller said he is working with Robert Zondor, Superintendent Central Services on this. President Janus stated we will keep this on the pending list. PUBLIC COMMENTS President Janus asked if there were any Public comments. Craig Phillips, City Planner and John Doyle, Doyle & Associates, addressed the Board seeking guidance in regards to the parking spaces on the South side of the 5th Street right-of-way; advising this is part of the 2 way Street conversion project; explaining they installed a test block of reverse angle parking, where you back in first and pull out as you leave; advising they are trying to decide for final construction purposes if they should keep the reverse angle parking or change it back to normal parking style; stating if they change it there will be a cost associated with that. BOARD COMMENTS President Janus asked if there were any Board comments Discussion ensued between President Janus and Corporate Counsel, Amber Lapaich regarding Taxi licenses; Mr. Janus asked if they are automatically renewed every year. Counsel Lapaich stated the Controller’s Office handles them. Lt. Jeff Loniewski addressed the Board stating that every year the M.C.P.D is responsible for inspecting all the taxi’s in the City; advising the M.C.P.D. issues the approval’s to the Controller’s Office; explaining they then pay their fee to renew the license every year; stating we only have Yellow Cab Taxi service in Michigan City right now; explaining they are scheduled for re- inspection on Wednesday. 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 9:19 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