Board of Public Works & Safety

REGULAR MEETING – December 21, 2020 ZOOM MEETING The Board of Public Works, and Safety of the City of Michigan City, Indiana met in regular session on Monday morning, December 21, 2020, at the hour of 8:30 a.m., local time, hosted by “ZOOM” and streamed live on “My Michigan City” Facebook page. The meeting was called to order by Vice President Keating, who presided. Noted present: Andrew White, Virginia Keating, Mayor Duane Parry (3) Absent: (0) A QUORUM WAS NOTED PRESENT. Also noted in attendance: Amber Lapaich, Corporate Counsel Kaleb Goodwin, IT Randy Russell, Department of Water Works Dawn Debald, Deputy Clerk Kristina Zawacki, Assistant Deputy Clerk APPROVAL OF MINUTES Vice President Keating asked if there were any corrections to the minutes from the Regular “Zoom” Meeting of December 7, 2020. President White made the motion to approve the minutes from the Regular “Zoom” Meeting of December 7, 2020. The motion was seconded by Mayor Parry and carried as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. ALCO AGREEMENT-An agreement between Mike Dempsy, Access LaPorte County, Inc. (ALCO) and the Michigan City Board of Public Works and Safety; requesting the Fifth Extension of Agreement for Government Access Channel Programing (Channel 97), Public Access Channel Programing (Channel 99), and Public Access Studio for a one (1) year contract-commencing January 1, 2021 thru December 31, 2021-annual amount of contract $150,000.00 Mayor Parry stated that ALCO agreement furnishes programming and studio time for all of the meetings that are held within our City for City government; recommending approval. Mike Dempsey, Access LaPorte County addressed the Board stating this is a one (1) year contract extension. Mayor Parry made the motion to approve the Fifth Extension of agreement with Alco commencing on January 1, 2021 thru December 31, 2021. The motion was seconded by President White and carried as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. REQUEST FOR STREET CLOSURE-Randy Russell, Department of Water Works, is requesting to close eastbound lanes on Michigan Boulevard between Woodland and Carroll Avenue to replace a broken 6” valve and a damaged fire hydrant on Tuesday, December 29, 2020 from 8:00 a.m. to 3:00 p.m. Mayor Parry commented on the request; stating the Water Department needs to make sure that they have all appropriate detour signs posted and there is traffic flow during the closure. Discussion ensued between President White and Mayor Parry regarding whether notice will be sent out via social media and the media regarding the closure. Mayor Parry stated he will ensure that happens. Mayor Parry made the motion to approve the request to close eastbound lanes on Michigan Boulevard between Woodland and Carroll Avenue to replace a broken valve and a damaged fire hydrant on Tuesday, December 29, 2020 from 8:00 a.m. to 3:00 p.m. contingent on notice being given to the public and the appropriate diversion of traffic. The motion was seconded by President White and carries as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. APPROVAL OF AGREEMENT-An agreement between the City of Michigan City Board of Public Works and Safety and Electromedia for the purchase and installation of a keyless entry system for City Hall; services shall commence on or about December 22, 2020 and shall be completed by January 31, 2021 in the sum of $15,241.75 Corporate Counsel Lapaich stated that Andrew Matanic, I.T. Director, received several quotes pursuant to the purchasing policy; advising Vermillion’s quote was lower than Electromedia’s quote however there were several issues found in the terms and conditions of their contract; explaining they were not willing to negotiate and the terms in the contract were ridiculous and unacceptable; recommending the Board approve the next lowest most responsive bidder, Regular Zoom Meeting – December 21, 2020 Page 2 Electromedia in the sum of $15,241.75; further stating the funding for the contract will be paid out of the Cares funds the City received; recommending approval. Discussion ensued between Mayor Parry, President White and Mr. Matanic, regarding what will happen in the event of a power outage at City Hall. Mr. Matanic stated there is a backup generator and a backup battery if this would occur; advising, they will have keys to the building. Mr. Matanic stated the front doors at City Hall will be rekeyed and there will be a selected few that have keys. Discussion continued between Vice-President Keating and Mr. Matanic regarding public access to the building. President White made the motion to approve the agreement between the City of Michigan City Board of Public Works and Safety and Electromedia for the purchase and installation of a keyless entry system for City Hall; in the sum of $15,241.75. The motion was seconded by Mayor Parry and carried as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. SINGING SANDS INSURANCE POLICY RENEWAL-Charles Keene, Vice President, General Insurance Services (GIS) is requesting approval for Singing Sands Trail-General Liability and Excess Liability Insurance Renewal-Policy term 01/01/2021 to 01/01/2022; renewal annual premium total is $43,331.25 Charlie Keene, Vice President, General Insurance Services (GIS) explained the liability and excess liability insurance renewal policy; stating the reason for the premium increase is due to the trail now being open and a greater risk of people using the trail; advising the total for the renewal premium is $43,331.25; asking for approval. Discussion ensued between President White and Mr. Keene regarding the policies being initiated in 2017 and if they have been utilized since then. Mr. Keene responded no; advising construction started a year ago and the trails are not officially open at this time; advising the underwriter has agreed to extend the coverage at the same premium for all phases of the trail until they are completed. Discussion continued between Mayor Parry and Mr. Keene regarding the increase in the policy and if Mr. Keene anticipates any increases in the future. Mr. Keene stated the premiums have been the same since 2017; advising if there would be an increase in the future, it would be modest. Mayor Parry made the motion to approve the renewal request for Singing Sands Trail General Liability and Excess Liability insurance Policy term from 01/01/2021 to 01/01/2022 in the sum of $43,331.25. The motion was seconded by President White and carried as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. CORRESPONDENCE-The Clerk’s Office received correspondence on December 3, 2020 from Ken Purze regarding the status of sewer lines on 11th Street and Michigan Boulevard (Note: this is for informational purposes only) CLAIMS AND PAYROLL 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: CLAIMS DOCKET December 21, 2020 Municipal Claims $1,347,164.71 CDBG $29,690.88 Health & Life $0.00 Workman’s Comp $70,440.70 Total Claims $1,447,296.29 President White made the motion to approve the claims docket for December 21, 2020. The motion was seconded by Mayor Parry and carried as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. PAYROLL DOCKET December 18, 2020 – docket was not received in the Clerk’s Office; this will be ready for the January 4, 2021 meeting per the City Controller. December 4, 2020 City Payroll Total: $817,757.48 December 1, 2020 City Pension Total: $231,752.87 Regular Zoom Meeting – December 21, 2020 Page 3 President White made the motion to approve the Payroll Claims as presented. The motion was seconded by Mayor Parry and carried as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. UNFINISHED BUSINESS- Vice President Keating stated the first item on the Pending Items List is a request from Paul Przybylinski, concerning unused old hanging poles/wires that belong to NIPSCO or Comcast that need to be removed from City right-of-way Mayor Parry stated he will contact Jeff Wright, City Engineer today regarding the light poles and determine where NIPSCO is at with this project; this matter will stay on the pending items/unfinished business list until the second meeting in January which is Tuesday, January 19, 2021. Vice President Keating stated the next item on the Pending Items List is a request from James Taylor, requesting roadway access on Huron Avenue and would also like a streetlight installed The City Clerk’s office sent a letter to Mr. Taylor stating he needed to get in contact Jeff Wright, City Engineer, in regard to this matter. This item will stay on the pending items list until the second meeting in January which is January 19, 2021. Vice President Keating stated the next item on the Pending Items List is a request from Cora Cambridge, 220 Gladys Street, is requesting NIPSCO to switch the pole around in front of 227 for the light to hang over the street and not on the private property Corporate Council Lapaich stated that NIPSCO responded that they need formal approval of this request from the Board of Works that they can move forward on installing the light. Mayor Parry made the motion to approve the request and urge NIPSCO to install a light at Ms. Cambridge’s property located at 220 Gladys Street. The motion was seconded by President White and carried as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. This item will stay on the pending items list until it is completed. Vice President Keating stated the next item on the Pending Items List is a request to demolish 710 W. 10th Street-Owner Aleksandar Ristevski; Jason and Jane Straton Counsel Lapaich stated she asked Sue Downs, Building Inspector if she intends to move forward with the order to demolish; advising Ms. Downs indicated the owner has substantially complied with the order and she anticipates rescinding the order; advising there is nothing pending on this matter and it can be removed from the pending items unfinished business list. Mayor Parry made the motion to remove this item from the Pending items/unfinished business list. The motion was seconded by President Wright and carried as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. PUBLIC COMMENTS Vice President Keating asked if there were any public comments Councilman Don Przybylinski addressed the Board regarding Franklin Street, Michigan Boulevard and other areas in town where there are automatic street lights that are ADA accessible; advising there are buttons on the poles that control the stop lights/timers that are not working; asking that the City or a contractor audit all of the automated crossing intersections that have street lights with these devices and make sure they are working properly before spring; asking the Board of Public Works and Safety to set a date when this can be completed; wishing everyone a Merry Christmas and Happy New Year. Discussion ensued between President White and Mayor Parry regarding which City Departments this would fall under. Mayor Parry asked this matter to be placed on the pending items/unfinished business list for the first meeting in January, which is Monday January 4, 2021; advising he is not exactly sure who to speak to regarding this, but will research it and find out. Mayor Parry made the motion to place this item on the pending items/unfinished business list and will revisit at the first meeting in January, which is Monday, January 4, 2021 after having time to look into this matter. The motion was seconded by President White and carried as follows: AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. BOARD COMMENTS Mayor Parry wished everyone a Happy Holiday and good health; stating they are moving forward with the Covid-19 vaccine and hopefully we can get back to business in the first quarter of 2021. President White wished everyone a Happy Holiday; advising Mayor Parry is having a battle with LaPorte Mayor Dermondy this morning in regard to the Salvation Army; Mayor Parry beat Laporte. Regular Zoom Meeting – December 21, 2020 Page 4 Vice-President Keating wished everyone a Merry Christmas and a happy New Year. ADJOURNMENT Vice President Keating called for a motion to adjourn. Vice President Keating declared the meeting ADJOURNED (approximately 9:05 a.m.). President White made the motion to adjourn. The motion was seconded by Mayor Parry AYES: MEMBERS White, Keating and Parry (3). NAYS: (0). Motion Carries. _________________________________________ Gale A. Neulieb, City Clerk