Board of Public Works & Safety

REGULAR HYBRID/ZOOM MEETING - March 6, 2’23 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday , March 6, 2’23, at 8:3’ a.m., hosted by “Hybrid/ Zom ” and streaming live on “My Michigan City” Facebok page. The meeting was caled to order by President, Virginia Keating, who presided. Noted present in person: Virginia Keating, Michael Vinson, and Mayor Parry (3), Absent: None (’). A QUORUM WAS NOTED PRESENT. Also noted in attendance: Amber Lapaich Stalbrink, Corporate Counsel Brad Minick, City Engineer Andrew White, Alco TV Chris Yagelski, Mayor’s Administrator Skylar York , Director of Planing Brian Wright , MCPD Trafic Shong Smith, Street Department Director Terry Greetham, Special Events Director Diane Gonzales, Human Rights Director Shano Eason, Assistant Superintendent Park Dept. Yvone Hofmaster, Controler Natalie Wiliams, Attorney Assistant Christine Vanderburg, Code Enforcement Oficer Cranston Harris, Central Service Superintendent Gale Neulieb, City Clerk Stacy Dudley, Deputy Clerk. APPROVAL OF MINUTES President Keating asked if there were any corrections to the minutes of the Regular “Hybrid/Zom ” meeting of February 21, 2’2 3 Regular Hybrid/Zom Meeting - March 6, 2023 Page 2 Vice President Vinson made a mo tion to aprove the minutes as read of the Regular “Hybrid/Zom ” meeting of February 21, 2’23; seconded by Mayor Parry the folwing vote: AYES: Board members, Parry , Vinson, and Keating (3). NAYS: None (’). Motion Carries. President Keating read the folwing item on the agenda. SCULPTURE PLACEMENT REQUEST- Shano Eason, Public Art Comittee is requesting the placement of three (3) art sculptures on City property Shano Eason, Public Art Comittee Treasure, addressed the board asking to place three (3) sculptures on City property, first sculpture is the Peace Tree to be moved from the th th southwest corner of 5 and Franklin Street (Horizon Bank) to southeast corner of 5 and Wabash Streets (Lakeshore Cofee) ; second sculpture is Clairvoyance to be moved from the th northwest corner of Highway 12 and Michigan Blvd to the southwest corner of 5 and Franklin Street (Horizon Bank) when the sculpture is repaired and wil be set up on the concre te stand, third sculpture Dasein owned by the City to be places at the southeast corner of Ohio and An Street. The Park maintenance wil be assisting and moving al pieces in one day. President Keating asked if there were any coments from the p ublic, there was no response. President Keating asked if the board had any questions or coments , there was no response. Vice President Vinson made a motion to aprove the placement of three (3) art sculptures on City property , second by Mayor Parry and the motion carried by the folwing vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (’) Motion carries. President Keating read the folwing request on the agenda. RETIREMENT- Chief Doug Legault, Michigan City Fire Department is anoucing the retirement of Driver/Operator Alan Kreighbaum with 32 years o f service with the department; efective Wednesday, February 21, 2’23. (Note: For information al purpose only) President Keating thanked Mr. Kreighbaum for his service. President Keating read the folwing item on the agenda. REQUEST FOR OPENING OF BIDS- Jef Wright, Haas & Associates, LLC. Opening of bids for the Comunity Crossing Matching Grant 2’22-2 Paving Cycle Regular Hybrid/Zom Meeting - March 6, 2023 Page 3 President Keating asked if there was anyone here wishing to submit a bi d today There being no, President Keating asked for a motion to close the bids Vice President Vinson made a motion to close the bids, second by Mayor Parry and the motion carried by the folwing vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (’) Motion carries. Attorney Lapaich stated the city received two (2) bids  The first bid is from Reith and Riley in the amount of $1,578,506.00 with the alternate cost for division 19 being $187,167.00.  The second is from Milestone Contractors in the amount of $1,699,044.75 with the alternate cost for division 19 being $180,515.20. President Keating asked for a motion to submit to the legal department and any other associated department. Vice President Vinson made a motion to submit to the legal department and any other associated department for review , second by Mayor Parry and the motion carried by the folwing vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (’) Motion carries. President Keating read the folwing propsed resolution by title only. MICHIGAN CITY BOARD OF PUBLIC WORKS & SAFETY RESOLUTION NO. 2836 REQUESTING MONTHLY REPORTS FROM THE CITY’S SPECIAL EVENTS DIRECTOR REGARDING UPCOMING CITY-SPONSORED SPECIAL EVENTS THROUGHOUT THE YEAR & ALSO REQUESTING MONTHLY REPORTS FROM THE PARK SUPERINTENDENT, OR HIS/HER DESIGNEE, REGARDING UPCOMING SPECIAL EVENTS OCCURRING ON PARK PROPERTY THROUGHOUT THE YEAR WHEREAS, the City’s Special Events Director is responsible for hosting numerous City- sponsored special events throughout the year, including but not limited to the St. Patrick’s Day Parade, Farmer’s Market, Kiddie Parade, Patriotic Parade, Singing Sands Festival, Octoberfest, and Festival of Lights; and WHEREAS, to assist the Special Events Director, on October 3, 2023, the Board of Works (hereinafter referred to as “Board”) enacted Resolution #2832 entitled Authorizing the City’s Special Events Director to Execute Contracts in the Amount of $5,000 or less for City-Sponsored Special Events, which in relevant part provided as follows: “The City’s Special Events Director is authorized to enter into contract with vendors for City-sponsored special events throughout the year, which include but are not limited to the St. Patrick’s Day Parade, Farmer’s Market, Kiddie Parade, Patriotic Parade, Singing Regular Hybrid/Zom Meeting - March 6, 2023 Page 4 Sands Festival, Octoberfest, and Festival of Lights, so long as the following conditions are met: a. The contract does not exceed $5,000.00; and b. The Special Events Director has first sought the review and approval of the contract with the City’s Legal Department. The Special Events Director shall file copies of all executed contracts $5,000 and under with the City Clerk’s Office. The City Clerk Office shall maintain a file for all executed contracts. No need exists for City Clerk to place these executed on the BOW agenda for further ratification;” WHEREAS, although the Board of Works granted the Special Events Director permission to execute contracts under $5,000, the Board of Works believes it to be in the best interest of the City and residents herein that the Special Events Director, or his/her designee, appear before the Board at least monthly to inform the Board and the residents about upcoming City-sponsored special events; and WHEREAS, in addition to the City-sponsored events under the jurisdiction of the Special Events Director, through the year, numerous community-oriented events also occur on Park property; and WHEREAS, the Board also believes it to be in the best interest of the City and residents herein that the Park Superintendent, or his/her designee, appear before the Board at least monthly to inform the Board and the residents about upcoming community events occurring on Park property. NOW, THEREFORE, BE IT RESOLVED BY THE MICHIGAN CITY BOARD OF PUBLIC WORKS AND SAFETY AS FOLLOWS: 1. The aforementioned “Whereas” sentences are incorporated herein as if fully set forth herein. 2. The Special Events Director, or his/her designee, shall appear at least once a month at Board meetings to provide the Board and general public with updates and details as to all upcoming City-sponsored special events, which shall include but not limited to any and all vendors who will be at the upcoming events (ie: food vendors, alcohol vendors, merchants, musicians, etc..), dates and times of the event, admission fees, verification of alcohol permit/license issued by the State Excise, map and diagrams, along with Indiana licensed bartenders, Certificate of Liability Insurance, etc… 3. In addition, the Park Superintendent, or his/her designee, shall appear at least once a month at a Board meeting to provide the Board and general public with updates and details as to all upcoming community events occurring Park property, which shall include but not limited to any and all vendors who will be at the upcoming events (ie: food vendors, alcohol vendors, merchants, musicians, etc..), dates and times of the event, admission fees, verification of alcohol permit/license issued by the State Excise, map and diagrams, along with Indiana licensed bartenders, Certificate of Liability Insurance, etc… 4. Clerk’s Office is directed to place “Event Updates from Special Event Director” and “Event Updates from Park Superintendent” on each of the Board’s regularly scheduled meetings each month under the “Pending Items List.” Adopted by the Board of Public Works & Safety of the City of Michigan City, Indiana by a vote of 3-0 this 6th day of March, 2023. Regular Hybrid/Zom Meeting - March 6, 2023 Page 5 /s/Virginia Keating, President Michigan City Board of Public Works & Safety President Keating asked if the board had any questions or coments, there was no response. Vice President Vinson made a motion to aprove the Resolution REQUESTING MONTHLY REPORTS FROM THE CITY’S SPECIAL EVENTS DIRECTOR REGARDING UPCOMING CITY-SPONSORED SPECIAL EVENTS THROUGHOUT THE YEAR & ALSO REQUESTING MONTHLY REPORTS FROM THE PARK SUPERINTENDENT, OR HIS/HER DESIGNEE, REGARDING UPCOMING SPECIAL EVENTS OCCURRING ON PARK PROPERTY THROUGHOUT THE YEAR, second by Mayor Parry and the motion carried by the folwing vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (’) Motion carries. President Keating read the folwing item on the agenda. REQUEST TO SOLICIT BIDS- Christine Vanderborg, Code Enforcement Oficer is requesting to solicit demolition bids for the folwing properties  614 Ridgeland Avenue- Owner L. Delaramon, L. Loomis & Solid Waste  442 Hayes Avenue- Owner Terrance Collins  816 W. 7th street- Owner City of Michigan City Christine Vanderborg Code enforcement oficer, addressed the board asking for aproval to solicit bids. Attorney Lapaich stated the bids are due on or before April 3,2’23 BOW meeting Christine Vanderborg stated there wil also be a pre bid meeting on March 21, 2’23. President Keating asked if there were any coments from the public, there was no response. President Keating asked if the board had any questions or coments. Vice President Vinson asked if possible before demolition if the Police Department can use those properties for search and rescue and ventilation practice. Regular Hybrid/Zom Meeting - March 6, 2023 Page 6 Attorney Lapaich stated we are able to work with the Police Department as we put those provisions in our bid packet to alow them to use the properties. Vice President Vinson made a motion to aprove to solicit the demolition bids , second by Mayor Parry and the motion carried by the folwing vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (’) Motion carries. President Keating read the folwing request on the agenda. INSURANCE RENEWAL- Charlie Keene, General Insurance Services, is requesting the aproval of the 2’23 Property and Casualty Insurance. Charlie Keene President of GIS, addressed the board stating he is here today to get aproval of the 2’23-2’24 property and casualty insurance renewal for the City of Michigan City furthering explaining details to the board. President Keating asked if there were any coments from the public, there was no response. President Keating asked if the board had any questions or coments. Mayor Parry stated he would like to thank Charlee Keene and his firm for al that that have done for the City of Michigan City. Mayor Parry made a motion to aprove the 2’23 Property and Casualty Insurance, second by Vice President Vinson and the motion carried by the folwing vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (’) Motion carries. President Keating read the folwing request on the agenda. CONTRACT REQUEST- Brad Minick, Primera Engineers, Ltd. is requesting a new contract for engineering service for the total amount of $15’,’’’.’’ for work on individua l projects that began during that calendar year until they are completed. Attorney Lapaich, stated when the board aproved the contracts back in December for the 2’23 year, we learned after the fact there was monies that was not apropriated that it had to go before the Comn Council for the apropriation on monies which was aproved but reducing the amount of the apropriation; Primera Engineers contract was originaly was $25’,’’’.’’ and is being reduced to $15’,’’’.’’, we are asking for the board to aprove the engineering contract as wel as re-ratification with Hass & Associates as wel but that price has not changed. Regular Hybrid/Zom Meeting - March 6, 2023 Page 7 President Keating asked if there were any coments from the public, there was no response. President Keating asked if the board had any questions or coments , there was no response. Vice President Vinson made a motion to aprove a new contract for engineering service for the total amount of $15’,’’’.’’ for work on individual projects that beg an during that calendar year until they are completed., second by Mayor Parry and the motion carried by the folwing vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (’) Motion carries. CONTRACT REQUEST- Haas & Associate is requesting a new contract for engineering services not to exceed $5’,’’’.’’. Attorney Lapaich stated this is a re-ratification nothing has changed as we now have funding and won ’t need to bring this back in front of the board to aprove again. President Keating asked if there were any coments from the public, there was no response. President Keating asked if the board had any questions or coments . Mayor Parry stated for the public ’s understanding if yo u watch the Board of Works or Comn Council meeting s you wil hear a lot of discussion o n the amount of money spent for engineer ing services as Michigan City is moving forward, where it has never been before (1) bilion dolar double track project or be able to continue to do paving projects or sidewalks . Vice President Vinson made a motion to aprove Haas & Associate to ratify their contract for engineering services not to exceed $5’,’’’.’’. , second by Mayor Parry and the motion carried by the folwing vote: AYES: BOW members Parry, Vinson, and Keating (3) NAYS (’) Motion carries. CLAIMS AND PAYROLL President Keating read the folwing payrol docket s from February 24 , 2’23 and March 1, 2’23 and the BOW Claim Docket for March 6, 2’23: PAYROLL DOCKET February 24, 2023 City Payroll $ 864,095.01 Regular Hybrid/Zom Meeting - March 6, 2023 Page 8 PAYROLL DOCKET March 1, 2023 City Pension $ 239,734.14 CLAIMS DOCKET March 6, 2023 Municipal $ 1,510,301.44 Health & Life Ins. Fund $ 259,924.55 CDBG $ 56,439.17 Workers Comp Trust $ 51,275.05 Total Claims: $ 1,877,940.21 Vice President Vinson made a motion to aprove the City Payrol Docket in the amount of $864,’95.’1, City Pension Docket $239,734.14 and the Claims Docket in the amount of $1,877,94’.21, second by Mayor Parry and carried as folws: AYES: BOW members Parry, Vinson, and Keating (3). NAYS: None (’). Motion Carries. UNFINISHED BUSINESS Kevin McGuire CFO Michigan City Area Schols- Use of Right-of-Way Corporate Counsel stated that she did hear back from the schol, and they wil be taking it to the Schol Board for aproval, once aproved it wil be brought back. President Keating stated that this matter wil stay on the pending items list until March 21, 2’23. 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 ofice. Also caled attention to the Board ’s Resolution #2823 enacted on December 6, 2’21 and reading in pertinent part that Public Coment is limited to three (3) minutes. Al coments are addressed to the Board President not to the individual Board members. Al coments must be germane to and within the mandate authority of this Board. President Keating asked if there were any public coments . Tomy Kulavik 1316 Ohio Street asked Mayor Parry to please get a Fire and Police escort tonight for the boys ’ basketbal team leaving City for their sectional game . Regular Hybrid/Zom Meeting - March 6, 2023 Page 9 Mayor Parry responded he wil do the best he can. BOARD COMMENT President Keating asked if there were any Board comen ts , there was no response. ADJOURNMENT The presiding oficer inquired whether there was anything else to be considered by the Board at this time and, there being noe, asked for a motion to ADJOURN the meeting at aproximately 8:5 ’ a.m. Vice President Vinson made the motion to Adjourn. The motion was seconded by Mayor Parry. AYES: Board of Public Works and Safety members Keating, Vinson, and Parry (3). NAYS: None (’). Motion Carries . _________________________________________ Gale A. Neulieb, City Clerk