Board of Public Works & Safety

REGULAR MEETING – March 19, 2018 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, March 19, 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 Sergeant Chris Yagelski, M.C.P.D. Charles “Spike” Peller, City Engineer Craig Phillips, City Planner Skyler York, Assistant City Planner Kalon Kubik, Mayor’s Administrator Amanda Glanz, City Forester/Vector Control Director Sue Downs, Code Compliance Officer Robert Zondor, Superintendent Central Maintenance 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 March 5, 2018 and the Special meeting on March 14, 2018. Vice-President Murphy made the motion to approve the minutes from the March 5, 2018 Regular meeting and Special meeting on March 14, 2018. 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 Sidewalk Repair Project Tom Weinmann, Project Manager, Haas & Associates, LLC., addressed the Board requesting the solicitation of bids for the 2018 City Sidewalk Repair Project; advising they will be repairing curbs, gutters and sidewalks; and provide ADA accessibility throughout the City Streets and right-of-ways. Virginia Keating made the motion to approve the request for solicitation of bids by Haas & Associates, LLC., for the 2018 City Sidewalk 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. REQUEST FOR SOLICITATION OF BIDS – Tom Weinmann, Haas & Associates, LLC., is requesting to solicit bids for the 2018 Pavement Crack Sealing Project Tom Weinmann, Project Manager, Haas & Associates, LLC., addressed the Board requesting the solicitation of bids for the 2018 Pavement Crack Sealing Project; explaining they will continue from where they left off last year, along Franklin Street from Coolspring to 4th Street and Michigan Boulevard from Highway 212 to Highway 12. Vice-President Murphy made the motion to approve the request for solicitation of bids from Haas & Associates, LLC., for the 2018 Pavement Crack Sealing Project. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. AWARDING OF BIDS – 2018 Eastport Resurfacing Project Tom Weinmann, Project Manager, Haas & Associates, LLC., addressed the Board stating they reviewed the bids received and Walsh & Kelly is the lowest bidder; recommending awarding the base bid along with alternate #2 to Walsh & Kelly for a total contract cost of $709,345.44. Corporate Counsel, Amber Lapaich advised Walsh & Kelly is the lowest, most responsive bidder. Virginia Keating made the motion to approve the awarding of bids for the 2018 Eastport Resurfacing Project to Walsh & Kelly; base bid and alternate #2 in the amount of $709,345.44 The motion was seconded by Vice-President Murphy and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. AWARDING OF BIDS – 2018 Michigan City Grant Paving Project Jeff Oltmanns, Global Engineering addressed the Board stating they reviewed the bids for Divisions 1-5 and Walsh & Kelly was the lowest and most responsive bidder in the amount of $756,579.60. Regular Meeting – March 19, 2018 Page 2 Corporate Counsel, Amber Lapaich advised Walsh & Kelly is the lowest, most responsive bidder for Divisions 1-5. Vice-President Murphy made the motion to approve the awarding of bids for the 2018 Michigan City Grant Paving Project to Walsh & Kelly in the amount of $756,579.60. The motion was seconded by Virginia Keating and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. OPENING OF BIDS- Demolition of 131 Edward Street President Janus asked if there was anyone wishing to render a bid at this time; there was no response. Virginia Keating made the motion to close the acceptance of bids for the demolition of 131 Edward Street. 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 (4) sealed bids were received as follows: Smith & Sons $6,800.00 Actin Contracting LLC. $7,200.00 J. Shoffner General Contractor, Inc . $12,900.00 Pavey Excavating Company, Inc. $12,500.00 Virginia Keating made the motion to refer the bids to Corporate Counsel and appropriate Departments for review and recommendation and report back at our next meeting. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. OPENING OF BIDS- Sale of Fogarty Street Property Corporate Counsel, Amber Lapaich addressed the Board stating the City did not receive any bids for the sale of Fogarty Street; advising no further action at this time. REQUEST FOR STREET CLOSURE – Ed Byers, Woodruff & Sons, Inc., requesting a street closure at 6th Street between Pine and Spring Street for water main work for Elston’s Legacy Apartments Phase I from March 20-21, 2018 between 7:00 a.m. - 5:00 p.m. Ed Byers, Woodruff & Sons, Inc., addressed the Board requesting street closure to get the water hooked up off of 6th Street into the project at Elston’s Legacy Apartments; advising this will be a complete street closure. Vice-President Murphy made the motion to approve the request for street closure by Woodruff & Sons, Inc., at 6th Street between Pine and Spring Street for water main work on March 20-21, 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. REQUEST FOR STREET CLOSURE – Ed Byers, Woodruff & Sons, Inc., requesting a street closure at 5th Street between Pine and Spring Street for off-site improvements for Elston’s Legacy Apartments Phase I from March 26-30, 2018 between 7:00 a.m. - 5:00 p.m. Ed Byers, Woodruff & Sons, Inc., addressed the Board requesting street closure at 5th Street between Pine and Spring Streets for improvements; advising this will also be a complete street closure. Vice-President Murphy made the motion to approve the request for street closure by Woodruff & Sons, Inc., at 5th Street between Pine and Spring Street for off-site improvements on March 26-30, 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. REQUEST FOR STREET CLOSURE – Father Kevin Huber, St. Mary the Immaculate Conception Parish, 411 West 11th Street, is requesting a street closure on Buffalo Street between 10th Street and 11th Street to facilitate the liturgical celebration of blessing the Easter Fire on March 31, 2018 between 7:30 p.m. – 8:30 p.m. Father Kevin Huber, St. Mary’s Church addressed the Board requesting street closure for the blessing of the Easter Fire; assuring the Board that provisions for handicapped accessibility into the building have been made. Lt. Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board stating he has no concerns. Virginia Keating made the motion to approve the request for street closure for St. Mary the Immaculate Conception Parish on Buffalo Street between 10th and 11th Street to facilitate the liturgical celebration of the blessing of the Easter Fire on March 31st between 7:30 p.m. – 8:30 p.m. 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 19, 2018 Page 3 LANDSCAPE AGREEMENT- 2018 Renewal between the City of Michigan City, Indiana and Serviscape LLC., for landscaping services in Franklin Square, South Franklin and Wabash Streets Corporate Counsel, Amber Lapaich addressed the Board stating the 2018 contract for the (3) areas will not exceed $104,580.57 for the full year. Vice-President Murphy made the motion to approve the 2018 Landscape Agreement renewal between the City of Michigan City and Serviscape for landscaping services in Franklin Square, South Franklin and Wabash Streets. The motion was seconded by Virginia Keating and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. CONSULTING AGREEMENT- Consulting Agreement by and between the Michigan City Fire Department and Woodland Labor Relations Consulting, Inc., for services provided by Douglas Bobillo, beginning on January 2, 2018 Corporate Counsel, Amber Lapaich addressed the Board stating that Chief Randy Novak would like to hire the consulting services of Douglas Bobillo from Woodland Labor Relations Consulting, Inc., specifically for assistance with performance evaluations; advising the total amount for the contract would not exceed $4,500.00; explaining Chief Novak does have the funds available in his budget; asking for approval. Virginia Keating made the motion to approve the Consulting Agreement between the City of Michigan City Fire Department and Woodland Labor Relations, Consulting, Inc., for services provided by Douglas Bobillo, beginning on January 2, 2018, not to exceed $4,500.00. The motion was seconded by Vice-President Murphy and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. REQUEST TO INSTALL STREET LIGHTS – Craig Phillips, Executive Director Michigan City Redevelopment Commission is requesting approval to install 31 new street lights and approval of the NIPSCO Community Acknowledgement Form for the Ohio Street Reconstruction Project Craig Phillips, Michigan City Redevelopment Commission addressed the Board and is requesting approval for installation of 31 lights in regards to the Ohio Street project; stating they received input from the community and they feel there is not enough adequate lighting along this corridor; advising there are 10 existing lights that will have new lights added on them, mostly on the South end of the project, in addition to that, they want to add 21 new lights throughout the corridor; explaining the cost associated with this will be covered by the bond from the Ohio Street project; advising the recommendation is the 3000K Kelvin (Alt. offering); stating if the 3000 Kelvin is not available when the project starts, the equivalent high pressure sodium lights will be installed for the time being. Mr. Phillips also requested approval of the Community Acknowledgement form, asking the President of the Board to sign the form once he receives the information about the number of existing lights in the City that need to be converted at a later date; stating this information will come from the Controller’s Office or NIPSCO, or both. Discussion ensued between Corporate Counsel, Amber Lapaich and Mr. Phillips regarding if the cost for this project will be absorbed by the bonding for Redevelopment and what the cost is; Mr. Phillips responded yes that is correct and the cost will be roughly be $420,000-$450,000. Virginia Keating made the motion to approve the request for installing 31 street lights and the approval of NIPSCO Community Acknowledgement form for the Ohio Street reconstruction project, which extends from Kieffer Road to U.S. 20 . The motion was seconded by Vice-President Murphy and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. SPECIAL PURCHASE – Amanda Glanz, City Forester is requesting approval of a Special Purchase conducted under emergency conditions I.C. 5-22-10-4 to alleviate the potential life/property safety hazards associated with high risk trees located along the 600 block of North Ridgeland Avenue Amanda Glanz, City Forester, addressed the Board stating the cost to remove the high risk trees is $12,100; advising Knoll & Sons has started the project since it was under emergency conditions. Vice-President Murphy made the motion to approve the Special Purchase under emergency conditions by Amanda Glanz, for high risk trees located along the 600 block of North Ridgeland Avenue. The motion was seconded by Virginia Keating and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. ANNUAL PHYSICALS – Agreement between the Michigan City Police Department and Workforce Health (LaPorte Hospital) for the 2018 annual wellness physicals Sergeant Chris Yagelski, M.C.P.D. addressed the board stating this is the third year for the contract for the City of Michigan City and the Fraternal Order of Police; advising the cost has not increased at all; asking for approval. Virginia Keating made the motion to approve the agreement between the Michigan City Police Department and Workforce Health (LaPorte Hospital) for the 2018 annual wellness physicals; with the cost remaining the same as 2017. The motion was seconded by Vice-President Murphy and Regular Meeting – March 19, 2018 Page 4 carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR PARADE PERMIT/STREET CLOSURE- Sergeant Chris Yagelski, M.C.P.D. is requesting the closure of Franklin Street from 8th Street North to 4th Street and 7th Street from Pine to Washington for the 4th Annual Kiddie Parade on Saturday, June 23, 2018 from 12:00 p.m. – 3:30 p.m. Sergeant Chris Yagelski, M.C.P.D. addressed the Board requesting street closure from 8th Street to 4th Street and 7th Street from Pine to Washington, and 4th Street from Washington Street to the entrance of the Library for the 4th annual Kiddie Parade; advising the day has been changed from Friday to Saturday to make it more conducive for parents and children to attend. Lt. Jeff Loniewski, M.C.P.D. Traffic Division, addressed the Board stating he has no concerns. Vice-President Murphy made the motion to approve the request for the parade permit and street closure by Sergeant Chris Yagelski, M.C.P.D., requesting the closure of Franklin Street from 8th to 4th Street and 7th Street from Pine to Washington for the 4th annual Kiddie Parade on Saturday, June 23, 2018 from 12:00 p.m. – 3:30 p.m. The motion was seconded by Virginia Keating and carried as follows; AYES: MEMBERS Janus, Murphy, Keating (3). NAYS: None (0). Motion Carries. ENCROACMENT AGREEMENT – Encroachment Agreement by and between the City of Michigan City, Indiana and Blue Chip Casino, LLC., for the expansion of the Convention Center that will encroach onto the water line easement within right-of-way of Union Street Corporate Counsel, Amber Lapaich addressed the Board stating last year Blue Chip Casino came before the Board and was given conditional approval subject to it occurring in writing; advising this is the written encroachment agreement; asking for approval. Virginia Keating made the motion to approve the Encroachment Agreement between the City of Michigan City and Blue Chip Casino, LLC., for the expansion of the Convention Center that will encroach upon the water line easement within the right-of-way of Union Street. The motion was seconded by Vice-President Murphy 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 03/19/2018 $599,791.80 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 16 03/19/2018 $759,519.12 UNFINISHED BUSINESS 600 Block of Barker Avenue (Barker Pub) Charles “Spike” Peller, City Engineer addressed the Board advising they have a plan worked out to stripe the curbs; advising he is working with Bob Zondor. Discussion ensued between President Janus and Mr. Peller regarding the parking lot and when it will be paved. Mr. Peller stated it will not be paved, the plan is to have it graveled. Discussion ensued between President Janus and Craig Phillips, City Planner regarding parking on both sides of the street. President Janus advising you can’t get emergency vehicles and cars through there at the same time; asking how long this is going to go on. Mr. Phillips stated there are a host of Regular Meeting – March 19, 2018 Page 5 issues ongoing with Barker Pub right now involving several attorney’s, for both the City and the property owner. President Janus stated we will keep this on the pending list. PUBLIC COMMENTS President Janus asked if there were any Public comments. Bill Guse, 301 West Coolspring Avenue addressed the Board stating in June of last year, 305 West Coolspring Avenue burned and it has not been remodeled; advising the only thing done to the house is a new roof; explaining he believes the house needs to be brought back up to code, and it should have been done last year, or at least attempted. Sue Downs, Code Compliance Officer addressed the Board stating she has been working with the owner of the property; explaining he has made considerable progress and hopes to have it done in the next 4 months. BOARD COMMENTS President Janus asked if there were any Board comments 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 9:41 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