REGULAR MEETING November, The Board of Public Works and Safety of the City of Michigan City, Indiana, met in REGULAR SESSION on Monday morning, November 20, 2017 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 Steve 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 Sue Downs, Code Compliance Officer Skyler York, Assistant City Planner Charles Spike Peller, City Engineer Steve Stanford, M.C. Sanitary District David Farmer, Director M.C. Central Services Liz Sonderby, Mayor s Administrative Assistant Gale Neulieb, City Clerk Dawn Debald, Assistant Deputy City Clerk MOMENT OF SILENCE President Janus requested a moment of silence on the passing of Al Whitlow; a great American, a City Icon, a City Councilman, and a friend. APPROVAL OF MINUTES President Janus asked if there were any corrections to the minutes of the Regular meeting of November 6, 2017. Vice-President Murphy made the motion to approve the minutes from the November 6, 2017 Regular meeting. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. CONTRACT 5- Union Contract between Amalgamated Transit Union Local #; and the Civil City of Michigan City, Indiana Corporate Counsel, Amber Lapaich, addressed the Board stating this is the agreement between the City and the Transit Union; it is their Union Contract for the duration of 2018-2020. Changes to the contract include a 1.5% raise for the entire City and a few language changes.
Regular Meeting November 20, 2017 Page 2 Vice-President Murphy made the motion to approve the 2018-2020 Union Contract between Amalgamated Transit Union Local #517 and the Civil City of Michigan City, Indiana. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. CITY EMPLOYEE ASSISTANCE PROGRAM- An agreement between the City of Michigan City and New Avenues (Midwest Behavioral Health Network) for the City Employee Assistance Program (EAP) January, 5 December 3, 5 Corporate Counsel, Amber Lapaich, addressed the Board stating this is a program that has been in effect for several years; explaining this is to renew the annual Contract with New Avenues Employee Assistance Program; they provide counseling for employees, at minimal fees; she asked the Board to renew this for next year. Virginia Keating made the motion to approve the agreement between the City of Michigan City and New Avenues for the Employee Assistance Program, pursuant to the fee scheduled attached as exhibit A. The motion was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. CONTRACT- Contract for Professional Community and Economic Development Services by and between the City of Michigan City and Economic Development Corporation, Michigan City, Indiana Corporate Counsel, Amber Lapaich addressed the Board stating this is a Contract that has been in place for several years with the City of Michigan City and Economic Development Corporation for their services; this is for the annual Contract commencing next year for 2018 and is of 1 year duration; the Contract amount has not changed from last year, it is still $150,000.00, advising Clarence Hulse, Executive Director, Economic Development, did reallocate some anticipated fees for service, based on project type. Vice-President Murphy made the motion to approve the contract for Professional Community and Economic Development Services by and between the City of Michigan City and Economic Development Corporation, Michigan City, Indiana. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. AGREEMENT Agreement between the City of Michigan City and +WeCreate Media (Designer) for design services Corporate Counsel, Amber Lapaich, addressed the Board stating the purpose of the Contract for +WeCreate is to maintain our Social Media; such as Facebook, Instagram and Twitter; it is for strategic design, graphic design and copyrights of postings and also daily monitoring; advising this Contract is for services commencing currently until the end of the year; anticipated payment for the services are $9,000.00.
Regular Meeting November 20, 2017 Page 3 Vice-President Murphy made the motion to approve the Agreement between the City of Michigan City and +WeCreate Media (Designer) for design services. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. AGREEMENT Agreement between the Town of Pottawattomie Park and the City of Michigan City for Law Enforcement services to be provided by M.C.P.D. to the town of Pottawattomie Park Corporate Counsel, Amber Lapaich addressed the Board explaining the Town of Pottawattomie Park has agreed to the Interlocal agreement; also our Common Council has signed the Resolution authorizing this Board to provide these services to the Town of Pottawattomie Park; explaining this is for law enforcement services, such as providing daily patrols, traffic enforcement, traffic accidents investigation, drug investigations, SWAT emergency response team, canine assistance, animal control services and access to our records division; the amount for the contract is $45,000.00; and this is a 1 year contract with Pottawattomie Park. Vice-President Murphy made the motion to approve the Agreement between Pottawattomie Park and the City of Michigan City for law enforcement services to be provided by M.C.P.D. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. ADDENDUM AGREEMENT Addendum between the City of Michigan City and Smith Donovan to perform additional services regarding the Branding Master Plan Corporate Counsel, Amber Lapaich addressed the Board stating this is an addendum to the agreement for video production services with Smith Donovan; advising earlier this year, the Board entered into 2 contracts with Smith Donovan for website design and maintenance for the City and the Promise Scholarship; explaining, this is an addendum to that contract for all social media and marketing efforts; the amount of compensation for their services, is $8,100.00; asking the Board for permission to approve this addendum to the contract. Vice-President Murphy made the motion to approve the Addendum between the City of Michigan City and Smith Donovan to perform additional services to the Branding Master Plan. The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. ADOPTION AGREEMENT A Canine Adoption Agreement between the City of Michigan City and Officer Greg Radiger regarding his Police Canine Appollo s Retirement Corporate Counsel, Amber Lapaich, addressed the Board stating that Appollo is set to retire from the Police Department at the end of this year, due to health concerns; explaining that currently pending in front of the Common Council is an additional appropriation for a new Police dog and training; advising Officer Greg Radiger, M.C.P.D. has agreed to take Appollo into his home upon retirement and care for him.
Regular Meeting November 20, 2017 Page 4 President Janus proposed a fund in the City, set up by the City Council to accept donations for purchases in the future for any new canine s, rather than getting additional appropriations; this fund would also pay the medical expenses for retired canine s that now falls upon the owner s. Virginia Keating made the motion to approve the Canine Adoption agreement between the City of Michigan City and Officer Greg Radiger, regarding Appollo s retirement. The motion was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. PURCHASE AGREEMENT Purchase agreement between the City of Michigan City, Indiana and Terrawood Design Company by and through, Chris Grohs (Artist) for artwork (Sheridan Beach Entrance Sign Project) Vice-President Murphy addressed the Board stating this is a project that has been in the works for years; this is a piece of public art that is proposed at the entrance of the Sheridan Beach neighborhood; the purpose is to promote the Michigan City Brand, Master Plan by Roger Brooks; this would leverage the Create, Play, Repeat theme; explaining this artwork is more the play piece of the slogan; this project has the support of the Michigan City Public Art Committee and also Mayor Meer; explaining there are 3 points to this the project, 1: promote the new Michigan City Brand, Create, Play and Repeat slogan; 2: to recognize neighborhood pride in the Sheridan Beach neighborhood, and 3: to incorporate the talent of a local artist, who will build the sculpture; which is proposed to be a large Adirondack chair; it will say welcome to Michigan City in the Branding style guide of the Roger Brooks Master Plan. President Janus asked Mr. Murphy, asking where the artwork will be located. Mr. Murphy said it is being discussed now, and there are 3 proposed locations; he is not asking for approval on the location at this time; the Engineer, the Planning Department and M.C.P.D. are ok with the placement. Virginia Keating made the motion to approve the request for the purchase agreement between the City of Michigan City and Terrawood Design Company for artwork to be placed at the Sheridan Beach Area in the sum of $8,000.00. The motion was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. RE-NEWEL CONTRACT Nationwide Employee Benefit Life Insurance Corporate Counsel, Amber Lapaich addressed the Board stating this is to re-new the Employee Life Insurance and the accidental disability insurance that we maintain for employees; the life insurance went up slightly from.20 cents to.22 cents per employee, per month; the reason for the re-newel, is we have lost a few employees over the last year and claims have been made, which is the reason for the increase; explaining, they did seek bids on this, but many companies did not respond. Vice-President Murphy made the motion to approve the Re-newel Agreement of Nationwide Employee Benefit Life Insurance. The motion was seconded by Virginia Keating and carried
Regular Meeting November 20, 2017 Page 5 as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. DONATION OF PROPERTY Donation of 3 Edward Street, Michigan City, Indiana to the City from National Community Stabilization Trust Donation Program Corporate Counsel, Amber Lapaich addressed the Board stating the National Community Stabilization Trust Donation Program is a way for mortgage companies with dilapidated properties to sign into the system to see if they can find a match or a municipality that is willing to take over the property, and get it back on the tax rolls; explaining she received an email regarding 131 Edward Street, indicating there was a possibility for donation; the offer expires on November 28, 2017; advising we are ordering title work on this property to see if there are any encumbrance s or lien s that will prevent us from taking the property over. Counsel Lapaich stated that Sue Downs, Code Compliance Officer, has identified 131 Edward Street as a demolition property; and if the City obtains ownership of the property, the demolition will be much simpler for us, explaining Mayor Meer is fine with the donation as well; asking the Board to conditionally approve the donation of 131 Edward Street, subject to her review and the approval of the title work. President Janus asked Corporate Counsel Lapaich asking when the demolition will take place. Counsel Lapaich responded as soon as we take ownership of the property; if not, then it is on the demolition list and we have to go through the procedural steps mandated by the unsafe building act. Virginia Keating made the motion to approve the donation of 131 Edward Street to the City of Michigan City from National Community Stabilization Trust Donation, conditioned on the review of title work and the check on encumbrance s or lien s. The motion was seconded by Vice-President Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries SPECIAL PURCHASE Amber Glanz, City Forester, is requesting approval of a Special Purchase conducted under emergency conditions I.C. ;---D to alleviate the potential life/property safety hazards in the City alley right-of-way behind ; South Calumet Avenue Corporate Counsel, Amber Lapaich addressed the Board explaining that pursuant to the purchasing policy, Amber Glanz, City Forester has provided the letter to the Board, because the service from A-1 Loggins Tree Service that was hired to do the emergency tree removal at 705 South Calumet Avenue, exceeded the $5,000.00 threshold and was quoted at $9,000.00; she is following up with the Board with the letter as to why she had to deem this as an emergency and exceed the purchasing threshold and is asking for permission to approve this. President Janus asked Counsel Lapaich if the tree has been taken down; she responded yes it has. Vice-President Murphy made the motion to approve the Special Purchase request from Amanda Glanz, City Forester, under emergency conditions to alleviate the potential life/property safety hazards in the City alley right-of-way behind 705 South Calumet Avenue.
Regular Meeting November 20, 2017 Page 6 The motion was seconded by Virginia Keating and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries. BOARD OF WORKS DATE APPROVAL Approval of the 5 Board of Public Works and Safety meeting dates Virginia Keating made the motion to approve the Board of Works and Safety meeting dates schedule for 2018. The motion was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). 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 Murphy and Keating (). NAYS: None (). 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 of 5 11/20/2017 $438,255.10 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 Date Amount 1 of 14 11/20/17 $494,173.29 1 of 3 11/20/17 $2893.29 Additional Claims from September 2017 that were approved and signed as follows: Page Date Amount of 11/20/2017 $643,318.10 UNFINISHED BUSINESS Corporate Counsel, Amber Lapaich addressed the Board stating there is only 1 item on the list which is Ricky Collins request to purchase city owned property, located at 710 Springland Avenue; advising the Mayor and Craig Phillips, Director, Planning & Inspection, are fine with
Regular Meeting November 20, 2017 Page 7 us proceeding forward; explaining she just received the confirmation this morning, and was not able to check with the rest of the Departments in the City; she is asking the Board for permission to allow her to move forward with the sale of the property. Virginia Keating made the motion to approve the request that Corporate Counsel, Amber Lapaich has made to conditionally approve, subject to all departments approval of the sale of the property. The motion was seconded by Rich Murphy and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: None (). Motion Carries President Janus asked if there was a request to look at a street in the Sheridan Beach area; this was not a formal request. Vice-President Murphy stated the request was a concern from a resident on Fogarty regarding increased traffic; stating that it also may relate to discussion on the Center Street project from Route 12 to the Fogarty Street area; advising we need to ask the City Engineer to keep that this mind; also there is talk of improvements to the street and the need to address additional parking for the business s; asking that this item go back on the pending list. Charles Spike Peller, City Engineer, addressed the Board stating that we are looking at improving Center Street; and also looking at the situation with Canada Park and Fogarty Street; advising the consultant is putting together a rough plan and a rough estimate to do this work. PUBLIC COMMENTS Steve Sanford, M. C. Sanitary District, Operations Manager addressed the Board, explaining that the M. C. Sanitary District, initiated construction on sanitary sewer improvements at Suburban Estates Subdivision; the work is intended to provide proper sanitary service to new housing units and correct deficiencies to the current sanitary sewer system within the Subdivision; explaining the M.C. Sanitary District determined that the existing facilities they were intending to re-use, are unstable because they are not as shown in historical as-built information; this condition has required modification of the design, concurrent with construction and now it is necessary to connect the new sewer with the main that is located in Ohio Street; stating Ohio Street was temporarily closed between Riviera Drive North and Riviera Drive South; also that the previously approved closure of Riviera Drive scheduled for last week did not take place, so it will be delayed until later this week or next week; but all roads will be open to traffic over the Thanksgiving Holiday weekend. BOARD COMMENTS President Janus asked if there were any Board comments, there was no response. ADJOURNMENT President Janus stated as there was no other items on the agenda to be considered by the Board at this time, declared the meeting ADJOURNED (approximately 8:59 a.m.). Virginia Keating made the motion to adjourn. The motion was seconded by Vice-President Murphy
Regular Meeting November 20, 2017 Page 8 and carried as follows: AYES: MEMBERS Janus, Murphy and Keating (3). NAYS: (). Motion Carries. Gale A. Neulieb, City Clerk