Board of Public Works & Safety

Test REGULAR HYBRID/ZOOM MEETING – November 20, 2023 The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday, November 20, 2023, at 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 Ryan Beall, Deputy City Attorney Andrew White, Alco TV Brad Minnick, Interim City Engineer Chris Yagelski, Mayor Administrator Kyle Petter, Associate Planner Terry Greetham, Special Events Director Corporal Wright, MCPD Traffic Councilman Gene Simmons Chief Forker, MCPD Ta-Tanesha George, Personnel Gale Neulieb, City Clerk Amanda Pickens, Interim Deputy Clerk APPROVAL OF MINUTES President Keating asked if there were any corrections to the minutes of the Regular “Hybrid/Zoom” meeting of November 6, 2023. Vice President Vinson made a motion to approve the minutes as read of the Regular “Hybrid/Zoom” meeting of November 6, 2023; seconded by Mayor Parry and was approved by the following vote: AYES: Board members, Mayor, Vinson, and Keating (3). NAYS: None (0). Motion Carries. President Keating read the following item on the agenda. APPROVAL OF Meeting Dates - The Clerk ’s Office is requesting approval of the 2024 Board of Public Works and Safety meeting Dates. President Keating asked if there were any comments from the public, there was no response. President Keating asked if the board had any comments, there was no response. Vice President Vinson made a motion to approve the Board of Public Works meeting dates; second by Mayor Parry and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0) Motion carries. President Keating read the following item on the agenda. Street Closure Request – Jeremy Rossi, Uptown Social, is requesting the “4th annual Uptown Social walk/run 5K- Pride Color Run ”, starting at 9 th and Pine Street, heading south on Pine Street to Washington Park and returning on the same route, from 6:30 p.m. to 8:00 p.m. on June 27, 2024 . Corporal Wright MCPD traffic, advised the board this is an annual event and recommends approval. City Attorney Lapaich Stalbrink, stated everything is in order. President Keating asked if there were any comments from the public, there was no response. President Keating asked if the board had any comments, there was no response. Vice President Vinson made a motion to approve the “4th annual Uptown Social walk/run 5K- Pride Color Run”, starting at 9th and Pine Street, heading south on Pine Street to Washington Park and returning on the same route, from 6:30 p.m. to 8:00 p.m. on June 27, 2024; second by Mayor Parry and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0) Motion carries. President Keating read the following item on the agenda. INSURANCE POLICIES RENEWALS - Ta-Tanesha George Human Resource Director, is requesting contract renewals for the following Polices  Dental & Vision Insurance (MetLife) from January 1, 2024- December 31, 2024.  Employee Life Insurance (Dearborn Life Insurance) from December 1, 2023- November 20, 2024.  Stop Loss Insurance (United Healthcare) from January 1, 2024- December 8, 2024. Ta-Tanesha George Human Resource Director, addressed the board stating she is going to address each renewal out of the order they appear on the agenda. The Life Insurance policy by Dearborn is life insurance policy for all City employees that provides a $50,000.00 policy; the renewal is $0.02 more than last year, she recommended to approve this renewal. President Keating asked if the board had any comments, there was no response. Mayor Parry made a motion to approve the contract renewals for the following Policy Employee Life Insurance (Dearborn Life Insurance) from December 1, 2023- November 20, 2024; second by Vice President Vinson and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0). Motion carries . Ta-Tanesha George Human Resource Director, addressed the board stating the second item to be renewed is Dental and Vision with MetLife which is the same company for the last two years. The Vision portion is not changing but the Dental policy has a slight increase and would recommend approval. President Keating asked if the board had any comments, there was no response. Vice President Vinson made a motion to approve the contract renewals for the following Policy Dental & Vision Insurance (MetLife) from December 1, 2023- December 31, 2024; second by Mayor Parry and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0). Motion carries . Ta-Tanesha George Human Resource Director, addressed the board stating the third policy is Stop Loss and introduced Craig Menne from GIS to further discuss the policy. Craig Menne, GIS, addressed the board stating this is the administrative renewal for health insurance for City employees, further explaining in detail the policy and recommends renewing the policy with UMR and Barkley. President Keating asked if the board had any comments, there was no response. Mayor Parry made a motion to approve the contract renewals for the following Polices Stop Loss Insurance (United Healthcare) from January 1, 2024- December 8, 2024.; second by Vice President Vinson and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0). Motion carries . President Keating read the following item on the agenda. APPROVAL OF QUOTE - Brad Minnick, Haas and Associates, LLC., is requesting to approve a quote in the amount of $9,620.88 from Woodruff & Sons, INC., for additional work on Pahs Road by draining water away from the concrete curb, gutter, and asphalt pavement at the southeast corner of the intersection of Pahs Road and Cleveland Ave . President Keating stated funding is in place for this request. Brad Minnick, Haas and Associates, LLC., addressed the board stating this is in conjunction with the recently completed asphalt project. However, with the standing water a drainage structure needs to be added. Woodruff & Sons was the lowest quote and if approved they will complete this within the next two weeks and will be located behind the curb. President Keating asked that for the record, Mr. Minnick describe the scope of the work to be performed. please Brad Minnick stated they are going to install a curb line to drain the standing water that sits on the curb and asphalt pavement and pipe that to the adjacent ditch which will resolve the water, increase public safety, and prolong the asphalt pavement. President Keating asked if there were any comments from the public, there was no response. President Keating asked if the board had any comments, there was no response. Vice President Vinson made a motion to approve the quote in the amount of $9,620.88 from Woodruff & Sons, INC., for additional work on Pahs Road by draining water away from the concrete curb, gutter, and asphalt pavement at the southeast corner of the intersection of Pahs Road and Cleveland Ave; second by Mayor Parry and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0). Motion carries . President Keating read the following item on the agenda. APPROVAL OF CHANGE ORDER - Brad Minnick, Haas and Associates, LLC., is requesting a “Change Order #4” adding pavement grooving on Ohio Street and Franklin Street centerline markings to prolong the service life markings in the amount of $14,087.39 . President Keating stated funding is available. Brad Minnick, Haas and Associates, LLC., addressed the board stating this is Change Order #4 as #3 was canceled, the groove pavement markings will recess the thermoplastic pavement marking below the surface that allow snowplows to go over it without scraping it off the pavement and will also prolong the pavement life. This will be completed as a pilot project on Ohio and Franklin Street. President Keating asked Brad when this project will begin. Brad Minnick responded if the weather cooperates this fall if not, immediately in the spring when operation resumes. This project will be completed in two (2) days President Keating asked if there were any comments from the public, there was no response. President Keating asked if the board had any comments. Vice President Vinson asked what the process is for this project. Brad replied, they would grind immediately ahead of the thermoplastic track. Vice President Vinson made a motion to approve the “Change Order #4” adding pavement grooving on Ohio Street and Franklin Street centerline markings to prolong the service life markings in the amount of $14,087.39.; second by Mayor Parry and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0). Motion carries . President Keating read the following item on the agenda. REQUEST FOR SOLICITAION - Corporate Counsel Lapaich requests approval for the solicitation of bids for the sale of City property located on Wild Rose Drive parcel #46-01-13-232-022.000-022; along with the approval for the Notice of Publication and Bid Form. City Attorney Lapaich Stalbrink, addressed the board stating back in July of this year Attorney Barry McDonald approached the board on behalf of Indiana Vesco wanting to purchase this vacant lot on Wild Rose, it is in a wet land area. Indiana and Vesco own the abutting properties to this. The Sanitary Department initially had an objection but was provided with a legal easement which has been made a condition of this sale, they agreed to the sale, subject to the easement being granted. The board previously withdrew the motion to have an appraisal because the assessed value of this parcel is $1,800.00 as of 2023. If the board is still wanting to sell this, she would ask the board to set the offering price pursuant to Indiana code 36-1-11-5 and make a finding price the highest and best. The bid documents have been prepared and need to be published in the newspaper and sent out to abutting landowners. President Keating asked the board to set what the offering price is. President Keating made a motion to set the offering price to $1,800.00 for the property located on Wild Rose Drive parcel #46-01-13-232-022.000-022; Mayor Parry seconded the motion and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0) Motion President Keating stated the board needs to make a finding as to the highest and best use of the land to sell it to the abutting landowner. Vice President Vinson made a motion to make a finding as to the highest and best use of the land to sell it to the abutting landowner for the property located on Wild Rose Drive parcel #46-01-13-232-022.000-022; Mayor Parry seconded the motion and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0) Motion President Keating stated the last thing we need to approve is the notice of publication and bid forms that need to be published within 10 days after the board makes the determination required under IC 36-1-11-5d that are included with the letter that was received from Attorney Lapaich Stalbrink on November 14, 2023. Vice President Vinson made a motion to approve the Notice of Publication and Bid Form; Mayor Parry seconded the motion and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0) Motion President Keating read the following item on the agenda. RENEWAL AGREEMENT - Cranston Harris, Superintendent of Central Services, is requesting a contract renewal agreement between the Board of Public Works & Safety and Petroleum Traders Corporation, for the purchase and delivery of fuel beginning on January 1, 2024 and expiring on December 31, 2024. City Attorney Lapaich Stalbrink, addressed the board stating this is just a renewal as this creates a pool of vendors for Mr. Harris to go to and select the lowest bus every time he goes out for fuel. This provides an agreement, certificate of insurance, and the certification of non-debarment as well. President Keating asked if there were any comments from the public, there was no response. President Keating asked if the board had any questions or comments. Mayor Parry made a motion to approve the contract renewal agreement between the Board of Public Works & Safety and Petroleum Traders Corporation, for the purchase and delivery of fuel beginning on January 1, 2024 and expiring on December 31, 2024; Vice President Vinson seconded the motion and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0) Motion carries. President Keating read the following item on the agenda. RENEWAL AGREEMENT - Cranston Harris, Superintendent of Central Services, is requesting a contract renewal agreement between the Board of Public Works & Safety and CO- Alliance Cooperative INC, for the purchase and delivery of fuel beginning on January 1, 2024 and expiring on December 31, 2024. City Attorney Lapaich Stalbrink this is exactly like the last one and recommends approval. President Keating asked if there were any comments from the public, there was no response. President Keating asked if the board had any questions or comments. Vice President Vinson made a motion to approve the contract renewal agreement between the Board of Public Works & Safety and CO- Alliance Cooperative INC, for the purchase and delivery of fuel beginning on January 1, 2024 and expiring on December 31, 2024; second by Mayor Parry and the motion carried by the following vote: AYES: BOW members Mayor, Vinson, and Keating (3) NAYS (0) Motion carries. CLAIMS AND PAYROLL President Keating read the BOW Claim Docket for October 16, 2023: PAYROLL DOCKET November 3 , 2023 City Payroll $ 692,082.76 November 1, 2023 City Pension $ 208,021.14 November 17, 2023 City Payroll $ 744,113.83 CLAIMS DOCKET November 20, 2023 Municipal $3,850,767.21 Health & Life Ins. Fund $ 443,503.73 CDBG $ 38,782.26 WORKERS COMP TRUST $ 0.00 Special Events $ 17,238.48 Total Claims: $4,350,291.68 Vice President Vinson made a motion to approve the City Payroll Dockets and the Claims Docket in the amount of $4,350,291.68 second by Mayor Parry and carried as follows: AYES: BOW members Parry, Vinson, and Keating (3). NAYS: None (0). Motion Carries. UNFINISHED BUSINESS Pending item’s list Paul Przybylinski- Safety Issue/Concerns ADA corners for the Double Tracks on 10th and 11th Street. Brad Minnick stated these are still being repaired and recommended revisiting at the second meeting in December. President Keating stated this will be revisited on the December 18, 2023, meeting. PUBLIC COMMENT President Keating stated that the City ’s Website has the forms and explaining the requirements and procedures for being placed on the Board Agenda. The forms are also available from 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. Bob Kiser 3718 Dorchester Road, stated that the sidewalk on the south side of 8th and Franklin needs to be repaired. Brad Minnick stated he will add that sidewalk to the 2024 sidewalk repair contract. President Keating stated that this matter should be placed on the pending list and revisit in April 2024. GRIEVANCE- FOP Dunes Lodge #75 Grievance hearing. BOARD COMMENT President Keating asked if there were any Board comments. 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 9:35 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 (0). Motion Carries . ______________________________ Gale A. Neulieb, City Clerk