Board of Public Works & Safety

REGULAR MEETING – December 3, 2018 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, December 3, 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 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 Captain Jeff Loniewski, M.C.P.D. Sue Downs, Code Compliance Officer Paul Ruane, Associate Planner Skyler York, Assistant City Planner Robin Tillman-Barzoni- Transit Director Kalon Kubik, Mayor’s Administrator Randy Novak, Fire Chief, M.D.F.D. Chief Randy Novak, 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 November 19, 2018. Vice-President Murphy made the motion to approve the minutes from the November 19, 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 TO PURCHASE CITY PROPERTY – Richard O’Brien, 638 South Karwick Road, is requesting to purchase City property located on Roeske Avenue, parcel #46-01-34-228-003.000-022 Corporate Counsel, Amber Lapaich addressed the Board stating she researched this; the Park Department informed her that this property was acquired by the City by virtue of the Lake Michigan Coastal Grant program; advising as a result of that program and the requirements of it, the City at this time cannot sell the property; recommending denial of the request. Virginia Keating made the motion to deny the request to purchase City property located on Roeske Avenue, parcel #46-01-34-228-003.000-022. 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 – William Critser, Gary Material Supply Company, LLC. is requesting street closure on Village Road at Highway 421, approximately 200 feet west, to install sanitary line for the new Hardees Restaurant on December 17, 2018 between 7:00 a.m. – 4:00 p.m. Discussion ensued between President Janus and William Critser, Gary Material Supply, LLC. regarding if the entire street will be closed. Mr. Critser responded yes, it will be closed from Highway 421, approximately 200 feet, just on the other side of the gas station entrance for one (1) day. Captain Jeff Loniewski, M.C.P.D. Traffic Division addressed the Board stating M.C.P.D. has no objections; advising Larkspur Lane is only one (1) block away, so that can be used as a detour; recommending approval. Vice-President Murphy made the motion to approve the street closure on Village Road at Highway 421, approximately 200 feet west to install a sanitary line for the new Hardees Restaurant on December 17, 2018 between 7:00 a.m. – 4:00 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. REQUEST TO STENCIL SIDEWALKS – Councilwoman Sharon Carnes, 314 Kenwood Place, Eastport Neighborhood Association, is requesting approval to stencil the sidewalks at key intersections along the 3-mile walking route of the Eastport Walking Trail; anticipated completion in March 2019; weather permitting Councilwoman Sharon Carnes, 314 Kenwood Place addressed the Board stating she is representing the Eastport Neighborhood Association; advising she is requesting approval to mark the walking route throughout the neighborhood; explaining she spoke to Planning and Legal regarding this and they do not have any problems with it; asking for approval. Discussion ensued between President Janus and Ms. Carnes regarding if this is sidewalks only. Ms. Carnes responded yes.  Page 2 Vice-President Murphy made the motion to approve the request by Councilwoman Sharon Carnes to stencil the sidewalks at key intersections along the 3-mile walking route of the Eastport Walking Trail; anticipated completion in March 2019; weather permitting. 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 SIDEWALK CLOSURE AND SIDEWALK REMOVAL – Mike Turner, Vero Design & Build, LLC. is requesting approval to close the sidewalks located along the building at 401 Franklin Street (Leeds Restaurant) for construction purposes Mike Turner, Vero Design & Build, LLC., addressed the Board requesting permission to close the sidewalk on Franklin Street for future construction work; asking for approval to remove portions of the sidewalk for construction; advising the sidewalks will be replaced by Vero Design & Build; explaining they will also be filling in two (2) curb cuts, one (1) on Franklin and one (1) on 4th Street. Sue Downs, Building Commissioner addressed the Board stating that when she went to the location to inspect the footings, there are zero (0) lot lines; advising they are building right on the line; explaining there is no way to put the footings in without removing the sidewalk. Discussion ensued between President Janus, Skyler York, Assistant City Planner, Ms. Downs and Mr. Turner regarding how long this is going to take. Mr. York stated the tuck pointing is what will take the longest; advising this is not contingent on the sidewalk. Ms. Downs explained the foundation part won’t take that long; it is weather permitting, they have concrete to pour. Mr. Turner explained this could be done in a few months; further advising the closure on 4th Street will take a little longer because there will be a temporary gas line. Virginia Keating made the motion to approve the request for sidewalk closure located along the building at 401 Franklin Street; this includes a curb cut removal on Franklin Street, a curb cut removal on 4th Street and the replacement of the sidewalk in those areas; the duration of this work will be as long as needed to repair and replace; the City Engineer is to review the specifications. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. MEMORANDUM OF UNDERSTANDING – Scott Kistler, Michigan City Sanitary District is requesting approval for a Memorandum of Understanding between the City of Michigan City, Indiana & the Michigan City Sanitary District for Information Technology (IT) Services; commencing January 2017; total annual compensation $316,715.16 Corporate Counsel, Amber Lapaich addressed the Board stating this should have been brought in front of the Board some time ago; advising it is $26,392.93 each month; explaining this agreement solidifies that payment; asking for approval. Vice-President Murphy made the motion to approve the Memorandum of Understanding between the City of Michigan City, Indiana and the Michigan City Sanitary District for Information Technology (IT) services; commencing January 2017; in the sum of $316,715.16. 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 Fuel Procurement for Unleaded & Diesel Fuel- Rebid of Project President Janus stated that the bids were opened at the last meeting on November 19, 2018 and are as follows: Al Warren Oil Company, Inc. Petroleum Traders Corporation Co-Alliance Knoll Brothers, Inc. Robert Zondor, Superintendent, Central Services reviewed the documents submitted by the vendors and found all four (4) are responsible and responsive bidders and will be included in the bidding pool; asking for approval. Virginia Keating made the motion to award the bids for the 2018 Fuel Procurement for unleaded & diesel fuel rebid project to Al Warren Oil, Inc., Petroleum Traders Corporation, Co-Alliance and Knoll Brothers, Inc.; those being the pool that we will choose from. 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 TO DISPOSE OF FURNITURE – Chief Randy Novak, M.C.F.D., is requesting approval to dispose of unused/unwanted office furniture from the Michigan City Fire Department Administrative Building Chief Randy Novak, M.C.F.D., addressed the Board stating this is office furniture that has been offered to all City departments with no takers; advising he will let Mary Lynn Wall, Assistant Controller know so she can take it off of the inventory; asking for permission to dispose of it. Virginia Keating made the motion to approve the request to dispose of unused/unwanted office furniture from the Michigan City Fire Department Administrative Building. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries.  Page 3 OPENING OF BIDS – Demolition of 925 W. 6th 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 925 W. 6th Street. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel, Amber Lapaich addressed the Board advising that (6) sealed bids were received as follows: Actin Contracting, LLC. $12,430.00 Smith and Sons Excavating, Inc. $12,900.00 Pavey Excavating Company, Inc. $11,600.00 LGS Plumbing, Inc. $27,120.00 Chem Check, Inc. $11,000.00 JSG Jay Shoffner General Contracting Inc. $10,350.00 Vice-President Murphy made the motion to refer the bids to Legal and Planning for review and recommendation and report back at the next meeting. 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 – Demolition of 635 Donnelly 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 635 Donnelly Street. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel, Amber Lapaich addressed the Board advising that (6) sealed bids were received as follows: Actin Contracting, LLC. $5,730.00 Smith and Sons Excavating, Inc. $6,200.00 Pavey Excavating Company, Inc. $8,900.00 LGS Plumbing, Inc. $13,448.00 Chem Check, Inc. $8,800.00 JSG Jay Shoffner General Contracting Inc. $9,650.00 Virginia Keating made the motion to refer the bids to Legal and Planning for review and recommendation and report back at the next 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. OPENING OF BIDS – Demolition of 222 Holliday 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 222 Holliday Street. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel, Amber Lapaich addressed the Board advising that (6) sealed bids were received as follows: Actin Contracting, LLC. $10,430.00 Smith and Sons Excavating, Inc. $9,450.00 Pavey Excavating Company, Inc. $9,860.00 LGS Plumbing, Inc. $13,300.00 Chem Check, Inc. $12,000.00 JSG Jay Shoffner General Contracting Inc. $10,350.00 Vice-President Murphy made the motion to refer the bids to Legal and Planning for review and recommendation and report back at the next meeting. 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 – Demolition of 915 Green 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 915 Green Street. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. Corporate Counsel, Amber Lapaich addressed the Board advising that (6) sealed bids were received as follows: Actin Contracting, LLC. $15,090.00 Smith and Sons Excavating, Inc. $12,400.00  Page 4 Pavey Excavating Company, Inc. $11,800.00 LGS Plumbing, Inc. $25,535.00 Chem Check, Inc. $12,500.00 JSG Jay Shoffner General Contracting Inc. $12,200.00 Virginia Keating made the motion to refer the bids to Legal and Planning for review and recommendation and report back at the next 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 BUS ROUTE CHANGES – Robin Barzoni-Tillman, Transit Director is requesting approval of a minor bus route to provide service to the new St. Anthony’s Hospital location, effective January 14, 2019; eliminating stops on the Westside and Meijer’s area Robin Barzoni-Tillman, Transit Director addressed the Board stating in order for us to provide service to the new St. Anthony’s Hospital, they had to eliminate some routes; advising they are also eliminating stops for the South Shore double tracking, because they will not be allowed to travel east down 10th Street; explaining they will be eliminating a stop at 10th and Grant Street; Hancock and Hayes Avenue; and 8th Street at Hancock Avenue and Grant Street; further stating there are sidewalks in that area and it is less than 3-4 blocks walking distance to the nearest bus stop; further advising they will be eliminating a stop at the old Carson Pirie Scott’s at the Marquette Mall on the backside; further explaining they will be adding a stop on Johnson Road to service the stops they are eliminating; further stating on Meijer Drive on Town’s Square (access road before you turn into the parking lot of Menard’s and Meijer’s) the bus will travel along that route and give access to those stores; as well as a transfer point at the Marquette Mall, allowing passengers to transfer from route 4 to route 3 at no extra charge to access the bus stop at Meijer’s; further advising they will continue the service to Walmart and will be adding the new St. Anthony’s Hospital stop; asking for approval. Vice-President Murphy made the motion to approve the request for bus route changes by Robin Barzoni-Tillman, Transit Director, per the description she outlined in her presentation. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion Carries. APPROVAL OF MEETING DATES- The Clerk’s Office is requesting approval of the Board of Public Works and Safety meeting dates for 2019 Virginia Keating made the motion to approve the Board of Public Works and Safety meeting dates for 2019. 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 1 of 10 11/21/2018 $548,352.49 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 11 12/03/2018 $1,894,440.66 UNFINISHED BUSINESS Demolitions 121 N. Porter Street Sue Downs, Building Commissioner stated she has nothing additional to add other than what was submitted at the last meeting; advising she gave a copy of the correspondence she received from Valerie Kubacki to the Clerk’s Office; explaining the house has not been demolished at this time and it is on their dime at this point.  Page 5 Steven Ray, 227 Pleasant Avenue is requesting an honorary sign for bishop Charles E. Dowdell at the corner of Woodland Avenue & Walker Street; the corner of Woodland Avenue and Rose Street; and the corner of Woodland Avenue & Holliday Street President Janus stated the Mayor has responded with a letter approving Mr. Steven Ray’s request to install street signs in honor of Auxiliary Bishop Charles E. Dowdell; to read Auxiliary Bishop Charles E. Dowdell Way; located at the corner of North Woodland Avenue & Holliday Street; North Woodland Avenue & Walker Street; and North Woodland Avenue & Rose Street. Virginia Keating made the motion to approve request per the letter from Mayor Meer to install street signs in honor of Auxiliary Bishop Charles E. Dowdell at the locations that have been indicated. The motion was seconded by Vice-President Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (0). Motion carries. Steven Ray, 227 Pleasant Avenue is requesting to purchase City property, parcel #46-01-27-357-010.000-022 and #46-01-27-357-009-000-022 Corporate Counsel, Amber Lapaich addressed the Board stating she is still researching this matter; asking for this to be held over. Bunny Dimke, 405 Lakehills Road, asking for improvements of the path on City property located at the end of Warren Road Skyler York, Assistant City Planner addressed the Board explaining they have had some discussion regarding this matter; advising they are going to make a site visit; stating they are moving forward with this request; asking this stay on the pending list. PUBLIC COMMENTS President Janus asked if there were any Public Comments. ***Chief Randy Novak, M.C.F.D., addressed the Board stating the Snowflake parade was postponed due to weather; asking for approval to move the date to Saturday, December 8, 2018 at 4:00 p.m. Vice-President Murphy made the motion to approve the Snowflake parade request to move the date to Saturday, December 8, 2018 at 4:00 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. ***Chief Randy Novak, M.C.F.D. addressed the Board explaining his next item is for informational purposes only; advising there was an early morning fire at 720 E. 10th Street; they removed half of the structure for safety purposes; stating he will be speaking to Sue Downs, Building Commissioner later. Discussion ensued between Chief Novak, Ms. Downs and Corporate Counsel, Amber Lapaich, regarding where are they at with Pleasant Avenue (explosion) demolition. Ms. Downs stated the contractor is taking it down. Chief Novak advised the contractor is bidding other projects, but there is a delay with them working on this project. Ms. Downs explained there is a problem with NIPSCO. Chief Novak stated the electric was retired the day of the fire. Counsel Lapaich asked if there is anything the City can do to prompt NIPSCO to get going on this. Ms. Downs advised there have been issues with this, hopefully it will be taken care of soon. ***Martin Bobcek, Project Manager, 2018 Community Crossings Grant Paving Project, Global Engineering, addressed the Board stating he has information regarding the project that is necessary for the 2019 grant eligibility; advising in order to apply they need to close out the project; explaining he has five (5) change orders for Walsh & Kelly which is final quantities for each project; further stating December 15, 2018 is the closeout deadline for this; further advising we need to pay the pay applications so they can get cancelled checks that are required for close out; further explaining the final invoice totals for the following divisions: Division 1 – $16,129.05 Division 2- $22,194.03 Division 3- $20,765.32 Division 4 - $18,924.54 Division 5 - $6,776.37 Mr. Bobcek further stated the 5 change orders all reflect the invoices and these are the final numbers; advising he received confirmation from the contractor. Vice-President Murphy made the motion to approve the five (5) change orders outlined by Martin Bobcek, Global Engineering, in order to close out the Community Crossings grant. The motion was seconded by Virginia Keating 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, there was no response. 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 9:14 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.  Page 6 _________________________________________ Gale A. Neulieb, City Clerk