Board of Public Works & Safety

REGULAR HYBRID/ZOOM MEETING – December 19, 2022 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, December 19, 2022, at the hour of 8:30 a.m., hosted by “Hybrid/Zoom” and streaming live on “My Michigan City” Facebook page. The meeting was called to order by President, Virginia Keating, who presided. Noted present in person: Virginia Keating, Michael Vinson, and Mayor Parry (3), Absent: None (0). A QUORUM WAS NOTED PRESENT. Also noted in attendance: Amber Lapaich Stalbrink, Corporate Counsel Brad Minnick, City Engineer Andrew White, Alco TV Chris Yagelski, Mayor’s Administrator Skylar York, Director of Planning Ta-Tanesha George, Personnel Director Shong Smith, Director of Street Department Brain Wright, MCPD Traffic Marty Corley, Assistant Chief of Police Dave Cooney, Assistant Chief of Police Gale Neulieb, City Clerk, Stacy Dudley, Deputy City Clerk and Amanda Pickens, Asst. Deputy Clerk. APPROVAL OF MINUTES President Keating asked if there were any corrections to the minutes of the Regular “Hybrid/Zoom” meeting of December 5, 2022, and the Special Meeting December 12, 2022. Mayor Parry made a motion to approve the minutes as read of the Regular “Hybrid/Zoom” meeting of December 5,2022 and Special meeting December 12, 2022; Vice President Vinson seconded by the following vote: AYES: Board of Public Works and Safety members, Mayor Parry, Vinson, and Keating (3). NAYS: None (0). Motion Carries. President Keating read the following request. Approval Of Contract- Tim Hass, President & Associates, is requesting approval of their engineering contract between the Michigan City Board of Public Works and Safety and Haas & Associates, LLC. for professional engineering services, surveying, and related services: effective January 1, 2023 and not to exceed $50,000. Amber Lapaich Stalbrink Corporate Counsel stated she had reviewed the contract, and everything is in order. President Keating asked if there were any Public comments, there was no response. President Keating asked if there were any Board comments. Mayor Parry stated that this request is necessary due to the workload of the double track project, the community crossing grant and the recent passing of Mr. John Doyle. Regular Hybrid/Zoom Meeting – December 19, 2022 Page 2 Vice President Vinson made a motion to approve the engineering contract between the Michigan City Board of Public Works and Safety and Haas & Associates, LLC. for professional engineering services, surveying, and related services, effective January 1, 2023, and not to exceed $50,000, Mayor Parry second and carried by the following vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (0) Motion carries. President Keating read the following item on the agenda. Stop Sign Request- Coleman Moore, 201 Hoyt Street, is requesting stop sign or speed bumps be placed at Barker Avenue and Buffalo Street to break up the speed of traffic. Coleman Moore 201 Hoyt Street stated he is requesting a stop sign to help slow down speeding traffic at Buffalo Street and Barker Avenue. Corporal Brian Wright, MCPD Traffic asked the Board to Table this matter until the next meeting so he can do more research on this area. President Keating asked if there were any Public comments, there was no response. President Keating asked if there were any Board comments, there was no response. Vice President Vinson made a motion to Table the stop sign request for the Police Department to review and give their recommendation, second by Mayor Parry and carried by the following vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (0) Motion carries. President Keating read the next item on the agenda. Update to Job Descriptions – Ta-Tanesha George, Human Resource Director, is requesting to update the following job descriptions • Administrative Assistant- Special Events • Social Worker- Police Department Ta-Tanesha George Human Resource Director addressed the Board explaining the newly created positions. Marty Corley Assistant Chief of Operations MCPD, addressed the Board regarding the Social Worker position located at the Michigan City Police Department further explaining that this position will be paid through a government grant by HealthLinc. Further conversation ensued between Marty Corley and the Board on how the Social Worker will be used, hours and how the referral process works. President Keating asked if there were any Public comments, there was no response. President Keating asked if there were any Board comments. Mayor Parry stated he has payed very close attention to all of the police activity as a lot of calls are addressed as being mental health, so he believes this is vital and needs to be put into place; further explaining that Mr. Greetham is expanding the events for the community and the visitors who come to Michigan City it is becoming necessary for him to have an administrative assistant. Vice President Vinson asked Mr. Corley if this social worker will be a trained officer. Marty Corley stated no, it will be a Licensed Clinical Social Worker with a master’s degree. Regular Hybrid/Zoom Meeting – December 19, 2022 Page 3 Amber Lapaich Stalbrink Corporate Counsel asked how long the grant is for. Marty Corley stated it is a 2-year grant that they will continue to re-apply for as long as it is available. Vice President Vinson made a motion to Update to Job Descriptions that Ta-Tanesha George, Human Resource Director, is requesting to update the following job descriptions Administrative Assistant- Special Events and Social Worker- Police Department, second by Mayor Parry and carried by the following vote: AYES: BOW members Parry, Vinson, Keating (3) NAYS (0) Motion carries. President Keating read the next item on the agenda. 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 01/02/2023 to 01/01/2024; renewal annual premium total is $46,334.00. Charles Keene Vice President General Insurance addressed the Board giving an overview of the policy renewal. President Keating asked if there were any Public comments, there was no response. President Keating asked if there were any Board comments, there was no response. Vice President Vinson made a motion to approve the Singing Sands Trail- General Liability and Excess Liability Insurance Renewal- Policy term 01/02/2023 to 01/01/2024; renewal annual premium total is $46,334.00, seconded by Mayor Parry and carried by the following vote: AYES: BOW members Parry, Vinson, Keating (3) NAYS (0) Motion carries. President Keating read the next item on the agenda. Approval of Contract – Chief Forker, MCPD, is requesting the approval of a contract between the Board of Public Works and Safety and “Big Idea Company’ to obtain contractual services for marketing recruitment and retaining staff. Marty Corley Assistant Chief MCPD, addressed the Board asking if there were any questions he can answer about the contract. Amber Lapaich Stalbrink Corporate Counsel stated she helped draft this contract so everything is in order. Marty Corley stated marketing is not high in our skill set but this is needed for the recruitment and retention of staff. President Keating asked what the term of the contract is. Marty Corley explained there is not a set term it’s on a month to month until we reach our $14,000.00 limit. Further conversation ensued between Marty Corley and the Board discussing the ending on the contract, how payments are scheduled and how MCPD will deem the contract is completed. Regular Hybrid/Zoom Meeting – December 19, 2022 Page 4 President Keating asked if there were any Public comments, there was no response. President Keating asked if there were any Board comments. Mayor Parry asked Amber Lapaich Stalbrink if there could be a performance duration added to the contract stating no more than 12 months. Amber Lapaich Stalbrink stated the Board can approve the contract, subject to adding a 6- month duration. Mayor Parry made a motion to approve the contract between the Board of Public Works and Safety and “Big Idea Company” to obtain contractual services for marketing recruitment and retaining staff pending certificate of insurance and the amended contract, second by Vice President Vinson and was carried by the following vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (0) Motion carries. President Keating read the following request on the agenda. Amendment To Contract – Brad Minnick, Primera Engineers, Ltd. Is requesting the second amendment to their engineering services contract between the Board of Public Works and Primera Engineers, Ltd. Brad Minnick addressed the Board stating that Primera Engineers has enjoyed working with the City of Michigan City and is looking to extend their contract through 2023. Amber Lapaich Stalbrink Corporate Counsel stated Mr. Minnick submitted a contract and she submitted back to Primera Engineers with some minor changes to specifically to reflect the actual dated of services going into 2023, the Board can approve subject to her amendments being accepted. President Keating asked if there were any Public comments, there was no response. President Keating asked if there were any Board comments, Vice President Vinson made a motion to approve the second amendment to their engineering services contract between the Board of Public Works and Primera Engineers, Ltd. pending the amended contract, second by Mayor Parry and was carried by the following vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (0) Motion carries. President Keating read the following request on the agenda. Double Track Updates – Brad Minnick, Primera Engineers, Ltd. Is providing an update on the intersection improvements and enhance safety at eastbound only 11th Street and Ohio Regular Hybrid/Zoom Meeting – December 19, 2022 Page 5 Street, Lafayette Street, and Oak Street and the intersection of Chicago Street and Green Street near the Amtrak railroad crossing. Brad Minnick Primera Engineers, Ltd. addressed the Board explaining in detail the updated safety improvements and referencing the changes on the map he provided and commenting on which streets it will affect. President Keating asked if there were any Public comments. Tommy Kulavik 1316 Ohio Street stated he had a fear of train versus vehicle collision with the new double track and the quiet zones. President Keating asked if there were any Board comments, there was no response. Vice President Vinson made a motion to approve the intersection improvements and enhanced safety at eastbound only 11th Street and Ohio Street, Lafayette Street, and Oak Street and the intersection of Chicago Street and Green Street near the Amtrak railroad crossing, second by Mayor Parry and was carried by the following vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (0) Motion carries. President Keating read the following request on the agenda. Retirement- Chief Steve Forker, Michigan City Police Department is announcing the retirement of Officer Charles F. Henderson with 26 years of service with the department; effective Wednesday, January 11, 2023. (NOTE: This is for informational purposes only) President Keating and the Board would like to thank officer Henderson for his service. President Keating read the following request on the agenda. Policy Amendment – Mayor Parry is requesting an amendment to policy #305 in the employee manual by adding an additional holiday effective January 1, 2023. Mayor Parry stated for almost three (3) years we have been under the effect of Covid, and he is very proud of his staff and administration which have done a great job in this stressful time this is a gift he would like to give to the staff of Michigan City. President Keating asked if there were any Public comments, there was no response. President Keating asked if there were any Board comments, Vice President Vinson asked if this is for all City employees. Regular Hybrid/Zoom Meeting – December 19, 2022 Page 6 Mayor Parry replied this is for all City further explaining that this benefit will be available for employees to take any day in their birthday month. President Keating asked if this includes part time employees. Mayor Parry replied no it does not. Vice President asked if this disrupts Union Contracts. Mayor Parry stated that this has been looked at and Union contract dates are predetermined. Amber Lapaich Stalbrink Corporate Counsel stated this is for all employees who are subject to the City handbook. There are some departments who make their own rules in this regard example the Park Department would have to make an adjustment to their handbook. Vice President Vinson made a motion to approve an amendment to policy #305 in the employee manual by adding an additional holiday effective January 1, 2023., second by Mayor Parry and was carried by the following vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (0) Motion carries. CLAIMS AND PAYROLL President Keating read the following payroll dockets from December 1,2022, December 2, 2022, and December 16, 2022 and the BOW Claim Docket for December 19, 2022: PAYROLL DOCKET December 1, 2022 City Pension $ 207,216.47 December 2, 2022 City Payroll $ 895,625.00 December 16, 2022 City Payroll $ 956,689.94 CLAIMS DOCKET December 19, 2022 Municipal $ 1,979,222.84 Health & Life Ins. Fund $ 29,654.75 CDBG $ 303.75 Workers Comp Trust EFT $ 0.00 Total Claims: $ 2,009,181.34 Mayor Parry made a motion to approve the City Payroll Docket as read and the Claims Docket for the amount stated, second by Vice President Vinson and carried as follows: AYES: BOW members Parry, Vinson, and Keating (3). NAYS: None (0). Motion Carries. Regular Hybrid/Zoom Meeting – December 19, 2022 Page 7 UNFINISHED BUSINESS Kevin McGuire CFO Michigan City Area Schools- Use of Right-of- Way Amber Lapaich Corporate Counsel asked to table this till the January 23, 2023 meeting to hear back from the Attorney Kaminski regarding the MOU agreement. PUBLIC COMMENT President Keating stated that the City’s Website has the forms and explains the requirements and procedures for being placed on the Board Agenda. The forms are also available in the Clerk’s office. Also called attention to the Board’s Resolution #2823 enacted on December 6, 2021 and reading in pertinent part that Public Comment is limited to three (3) minutes. All comments are addressed to the Board President not to the individual Board members. All comments must be germane to and within the mandate authority of this Board. President Keating asked if there were any Public comments, Tommy Kulavik 1316 Ohio Street, wanted to thank Captain Jeff Loniewski for his services and to have a Happy Retirement also a Merry Christmas to the City Departments and Board of Works. BOARD COMMENT President Keating asked if there were any Board comments. Mayor Parry would like to send his gratitude and thanks to Caption Jeff Loniewski for the years of services, hard work and dedication to the Michigan City Police Department and the City of Michigan City, he has gone above and beyond for the Board he will be missed and welcome Corporal Brian Wright. Vice President Vinson would like to thank the Board for helping him and listen to his concerns, straightening him out and quieting him down, when need be, as this is his first dive into government helping. President Keating would like to thank everyone who has participated during this past year, the attendance at the Board meetings and City Departments who are here on a regular basis. ADJOURNMENT The presiding officer inquired whether there was anything else to be considered by the Board at this time and, there being none, asked for a motion to ADJOURN the meeting at approximately 9:20 a.m. Mayor Parry made the motion to Adjourn. The motion was seconded by Vice President Vinson. AYES: Board of Public Works and Safety members Keating, Vinson, and Parry (3). NAYS: None (0). Motion Carries. _________________________________________ Gale A. Neulieb, City Clerk