Board of Public Works & Safety

REGULAR MEETING – July 2, 2018 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, July 2, 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 Sue Downs, Code Compliance Officer Skyler York, Assistant City Planner Lt. Jeff Loniewski, M.C.P.D. Traffic Division Andrea Smith, Personnel Director Yvonne Hoffmaster, Assistant City Controller Paul Ruane, Associate Planner Charles Peller, City Engineer John Gorczyca, M.C. Sanitary District Kalon Kubik, Mayor’s Administrator Randy Novak, Fire Chief, M.C.F.D. 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 June 18, 2018 and the Executive Session meeting on June 18, 2018. Virginia Keating made the motion to approve the minutes from the June 18, 2018 Regular meeting and the Executive Session meeting on June 18, 2018. 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 – Jonathan Meyers, 370 Hawthorne Drive, is requesting closure of Franklin Street between 8th Street and 4th Street for the Michigan City Taking it to the Streets on Saturday, July 21, 2018 from 10:00 a.m. till 5:00 p.m. Jonathan Meyers, 370 Hawthorne Drive addressed the Board stating this event is for motorcycle enthusiasts; it is a free event for enthusiasts to park their bikes and drive them up and down Franklin Street to show them off. Lt. Jeff Loniewski, M.C.P.D. Traffic Division, addressed the Board stating he has several issues with this request; the first being the Chief received numerous complaints from several business owners in the area after the Kiddie parade; they were not happy with Franklin Street being shut down on busy weekends for events like this; the second is the overtime expense to the Department; they would need 5-6 offices to staff this event; thirdly, is the timing of this request, it will be hard to find officers to staff this event on such short notice; recommending this request is denied or tabled to discuss further venues and dates for the event. Vice-President Murphy addressed the Board stating he appreciated the spirit of the request; stating that the motorcycle enthusiasts are most welcome downtown; advising he has concerns with the closure on a Saturday, a prime retail day; explaining we are already receiving negative feedback from Franklin Street business owners; explaining he is not in support of closing Franklin Street, however Mr. Murphy is in support of motorcycle enthusiasts. Vice-President Murphy made the motion to deny the street closure request by Jonathan Meyers, the closure of Franklin Street between 8th Street and 4th Street for the Michigan City Taking it to the Streets on Saturday, July 21, 2018 from 10:00 a.m. – 5:00 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. VENDOR LICENSE – Deimon Meitus, Deimon Meitus Books, is requesting a Canvasser/Peddler/Solicitor license – for door to door sales to sell Educational books beginning on July 3, 2018 between 9:00 a.m. – 8:00 p.m. Deimon Meitus, addressed the Board stating he is a college student from Europe and is requesting a vendor license for door to door sales to sell Educational books. Discussion ensued between Corporate Counsel, Amber Lapaich and Mr. Meitus regarding the duration of the license. Mr. Meitus stated he will be selling the books for the month of July between the hours of 9:00 a.m. – 8:00 p.m. Vice-President Murphy made the motion to approve the request for a vendor license for Deimon Meitus to sell Education books door to door starting on July 3, 2108. The motion was seconded by July 2, 2018 Page 2 Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. REQUEST FOR STREET CLOSURE – Doris Mitchell, Pleasant Hill M.B. Church, 717 E. 10th Street, is requesting the closure of Maple Street between 10th and 11th Street on August 11-12, 2018 from 9:00 a.m. – 2:00 p.m. for a back to school bash – Church service Lt. Jeff Loniewski, M.C.P.D. addressed the Board stating he is recommending approval of this request. Corporate Counsel, Amber Lapaich addressed the Board stating they did provide the Certificate of Insurance however it doesn’t have the language required for the non-cancellation provision; recommending they provide an amended Certificate of Insurance. Virginia Keating made the motion to approve the request for street closure for Pleasant Hill M.B. Church on August 11-12, 2018 from 9:00 a.m. – 2:00 p.m. the closure of Maple Street between 10th and 11th Street subject to an amended Certificate of Insurance. The motion was seconded by Vice- President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. RELOCATION OF CITY PLANTER / MASONRY PIERS- Pete Courlas, CBRE Inc., is requesting the re-location of City planter / masonry piers located in front of the new Fifth Third Bank, 2604 Franklin Street, project start date July 3, 2018 at 8:00 a.m. Jim Williams, Blanton Construction and Peter Courlas, CBRE, Inc., addressed the Board asking for permission to move a set of planters and masonry piers, 20 feet to the south from where they are located now. Discussion ensued between President Janus, Virginia Keating, Mr. Willams and Mr. Courlas regarding how long the sidewalk will be closed and how long this project will take; Mr. Blanton stated this is the reason they are requesting approval to re-locate the planters; advising once the planters are moved it will be a straight sidewalk with the planters inside the sidewalk; explaining they should be able to get the work done in a week, but he does have to verify this with others working on the project. Further discussion ensued between Corporate Counsel, Amber Lapaich, Skyler York, Assistant City Planner and Mr. Blanton regarding if the planters will be on City property once they are relocated. Mr. York asked that the planters are moved back 2 feet so they are totally on Fifth Third’s property; stating they were supposed to sign an agreement prior to the project to memorialize the movement of the planters and who will maintain them; explaining he would still like to see some type of agreement. Mr. Williams explained there are 2 decorative lights on each side of the planters, to remain where they are presently located. Virginia Keating made the motion to approve the relocation of the planters and the masonry piers in front of the new Fifth Third Bank, 2604 Franklin Street; the project is set to start on July 3, 2018 at 8:00 a.m. subject to an agreement drafted and signed concerning the maintenance of those planters; in addition to that, include the fact that the decorative lights are to remain where they are presently located. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. CHANGE ORDER- Tom Weinmann, Haas & Associates, is requesting approval of Change Order No. 2 for the 2018 Eastport Resurfacing Project with Walsh & Kelly, Inc. (CDBG Funded) Tom Weinmann, Project Manager, Haas & Associates addressed the Board stating he is requesting approval for Change Order No. 2 for the 2018 Eastport Resurfacing Project; advising Sherry Neal, CDBG has $100,000.00 additional funding available through a current Community Development Block Grant project; explaining that CDBG requires that the money is spent within the Eastport Neighborhood on streets and sidewalks; further advising they are utilizing the money to fix sidewalks; originally this was part of the alternate bid #1 that was not chosen for construction due to lack of funding this year; this Change Order will now include Pleasant and Ridgeland Avenue from Michigan Boulevard to Holliday Street for the concrete work only; further advising the amount of this Change Order is $99,996.00; recommending approval. Vice-President Murphy made the motion to approve Change Order No. 2 by Tom Weinmann for the 2018 Eastport Resurfacing project in the amount of $99,996.00. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. CHANGE ORDER- Tom Weinmann, Haas & Associates, is requesting approval of Change Order No. 1 (Final) for the Hollywood Avenue Resurfacing Project with Woodruff & Sons, Inc. Tom Weinmann, Project Manager, Haas & Associates addressed the Board stating he is requesting approval for Change Order No. 1 (Final) for all completed work on the Hollywood Avenue Resurfacing Project in the amount of $5,350.44; advising this brings the total cost of the project to $134,728.36; recommending approval. Virginia Keating made the motion to approve the request for Change Order No. 1 (Final) for the Hollywood Avenue Resurfacing Project by Tom Weinmann in the sum of $5,350.44. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. July 2, 2018 Page 3 CORRESPONDENCE- The Clerk’s Office received correspondence on June 19, 2018 from Trish Johnsen, Children’s Ministry Director, First United Methodist Church; she is withdrawing her request for street closure on June 29, 2018 between 4:00 p.m. – 8:00 p.m. for the last night of the summer kids program Corporate Counsel, Amber Lapaich addressed the Board stating no action is required. CORRESPONDENCE – The Clerk’s Office received correspondence on June 27, 2018 from John Fegaras regarding a promissory note dated August 11, 2015 used for renovating his restaurant located at 3940 S. Franklin Street Corporate Counsel, Amber Lapaich addressed the Board and recommended this letter be referred to Legal, Controller’s Office and Clarence Hulse, Economic Development for further review and recommendation; asking that the correspondence be placed on the pending list. Vice-President Murphy made the motion to refer the correspondence from John Fegaras to Legal, Controller’s Office and Clarence Hulse for further review and recommendation and place the request on the pending list. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. AGREEMENT – Agreement between the City of Michigan City, Indiana and the Michigan City Mainstreet Association to provide funding in the amount of $15,000 for purposes of securing services at the 2018 Taste of Michigan City held on August 3-5, 2018 Corporate Counsel, Amber Lapaich addressed the Board stating last year we entered into a similar agreement with Mainstreet Association; advising this year we plan on doing the same; securing services such as providing a kids/family designated area at the Taste, securing the Soul Steppers for a performance on Saturday, August 4th, 2018, and providing matching T-shirts; explaining we have an agreement with Mainstreet that they will include us in their marketing efforts and we will include them in some of our marketing efforts for this event; recommending approval. Virginia Keating made the motion to approve the agreement between the City of Michigan City, Indiana and Michigan City Mainstreet Association in the sum of $15,000.00 for the purposes of securing services at the 2018 Taste of Michigan City held on August 3-5, 2018. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. SPECIAL PURCHASE – Fire Chief, Randy Novak, M.C.F.D. is requesting approval to furnish certain equipment as necessary for the Lakefront Security Camera Project from Colossus, Inc. (Caliber Public Safety) using the Special Purchase Method (I.C. 5-22-10, et seq.) in the amount of $4,650.00 Corporate Counsel, Amber Lapaich addressed the Board stating this request is NOT for the Lakefront Security Camera Project, this request is actually for software for the CAD system; advising the amount of the purchase is $4,650.00; explaining this has been bid out through the State’s QPA process; recommending approval. Vice-President Murphy made the motion to approve the special purchase by Chief Randy Novak, to purchase software for their CAD system from Colossus, Inc. (Caliber Public Safety) in the sum of $4,650.00. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. SPECIAL PURCHASE – Fire Chief Randy Novak, M.C.F.D. is requesting approval to furnish labor, material, and equipment to perform electrical work as necessary for the Lakefront Security Camera Project from Current Electric (quote #6834) using the Special Purchase Method (I.C. 5-22-10, et seq.) in the amount of $81,278.00 Fire Chief, Randy Novak, M.C.F.D., addressed the Board stating that Current Electric does the maintenance on the lights on top of the Catwalk; advising they work closely with the Port Authority and Michigan City’s IT Department; explaining there is a lot of specific equipment used with these cameras; further advising there is funding available for this purchase; asking for approval. Virginia Keating made the motion to approve the special purchase for Fire Chief Randy Novak, M.C.F.D., for labor, material and equipment to perform electrical work as necessary for the Lakefront Security Camera Project in the sum of $81,278.00. The motion was seconded by Vice- President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. 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 July 2, 2018 Page 4 1 of 11 06/22/2018 $590,355.38 1 of 2 06/29/2018 $226,445.48 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 19 07/02/2018 $1,545,993.43 1 of 2 07/02/2018 $5,305.36 UNFINISHED BUSINESS Keenan Perry, 1207 Buffalo Street request to purchase City property parcel #460132202023000022 Corporate Counsel, Amber Lapaich addressed the Board stating she is still preparing the documents for this request; requesting this item stay on the pending list. Renee Bauer, 400 Autumn Trail, Edgewood Forest Condo Association is requesting slow / curve signs & relocation of a “15 MPH” speed limit sign Charles “Spike” Peller, City Engineer addressed the Board stating he gave his recommendation to relocate a “15 MPH” sign and add 3 slow/curve signs; asking for approval. Vice-President Murphy made the motion to approve the installation of the signage per the City Engineer’s recommendation. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. Ron Lantroop- A Slice of Heaven, requesting fencing near his mobile vendor food truck President Janus stated this item will stay on the pending list until August 21, 2018 while the Planning Department researches the Industry standards. Demolitions Corporate Counsel, Amber Lapaich addressed the Board stating that Sue Downs, Building Commissioner is preparing the bid documents; asking the demolitions stay on the pending list. PUBLIC COMMENTS Yvonne Hoffmaster, Assistant Controller addressed the Board stating she has new business that didn’t make the agenda; advising she has been working for several months on trying to find a new time system for the City’s payroll; stating the current system crashes frequently and is not working efficiently; explaining she received quotes from 2 different companies that are compatible with the current system; further advising Tyler Technologies is giving a 50% discount and is the best fit for the City; further stating the contract she brought before the Board for approval is an addendum to the current Tyler contract; asking for approval. Virginia Keating made the motion to approve the special purchase and addendum from Tyler Technologies in the total sum of $101,291.00. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. BOARD COMMENTS President Janus asked if there were any Board comments. Discussion ensued between President Janus and Charles “Spike” Peller regarding how long the Board approved the closure to one lane on Pine Street by the Elston Legacy Apartments. Mr. Peller responded it is the parking lane, not a driving lane; advising it will be repaired when the project moves forward. ADJOURNMENT President Janus stated as there were no other items on the agenda to be considered by the Board at this time, declared the meeting ADJOURNED (approximately 9:11 a.m.). Virginia Keating made the motion to adjourn. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBER Janus, Murphy and Keating (3). NAYS: (0). Motion Carries. _________________________________________ Gale A. Neulieb, City Clerk