MINUTES OF THE MEETING OF THE BOARD OF PUBLIC WORKS & SAFETY

VALPARAISO, INDIANA

November 12, 2021

The Board of Public Works & Safety of Valparaiso, Indiana met November 12, 2021 at 10:00 p.m. in City Hall. Present were Mayor Murphy, Steve Poulos and Holly Howe. Mayor Murphy called the meeting to order and led the Pledge of Allegiance.

Motion: Steve Poulos moved that the minutes of the October 22, 2021 meeting be approved, seconded by Holly Howe and so approved with a 3-0 vote.

Motion: Holly Howe moved that the claims be approved for payment subject to appropriation balances, seconded by Steve Poulos and so approved with a 3-0 vote.

Public Hearing Office of Community and Rural Affairs – COVID Grant

Brandon Dickinson gave a brief update. Valparaiso was the only community to apply for and receive a $250,000 grant from the Office of Community and Rural Affairs to go towards support of small businesses. Fifty small businesses have received awards. Mayor Murphy opened the Public Hearing.

Rex Richards – Chamber of Commerce. Award winners are very appreciative. He also appreciates the City going after this type of grant.

Seeing no one else wishing to address the Board Mayor Murphy closed the Public Hearing.

This item does not require a vote.

Solar Powered School Zone Flashers

Mike Jabo requested approval to open quotes for solar powered School Zone Flashers:

Midwestern Electric $50,040.00

Hawk Enterprises $41,850.00

Michiana Contracting $63,700.00

The Engineer’s estimate was approximately $50,000 to $70,000.

Eisenhower Avenue Change Order for Stormwater Infrastructure

Matt Zurbriggen requested approval of a Change Order in the amount of $23,102.64 for the Eisenhower Avenue Stormwater Infrastructure. There were some cost savings on this project.

Motion: Steve Poulos moved to approve the change order, seconded by Holly Howe and so approved with a 3-0 vote.

Lannert Group Professional Services Agreement Keystone Subdivision, Vale Park Road Pathway

The City is preparing contract documents for the construction of a pathway on Vale Park Road between Froberg Road and Campbell Street, excluding the existing pathway through the Brooks development. It is the recommendation of the Engineering Department that the Board of Works approve and accept the professional services agreement presented by Lannert Group on an hourly basis for a not-to-exceed amount of $9,250.00.

Motion: Holly Howe moved to approve the professional services agreement with Lannert Group, seconded by Steve Poulos and so approved with a 3-0 vote.

Quality Inn Hotel Demolition – Change Order No. 1

Before demolition of the hotel, a dumpster pen and other fixtures had been maintained by the adjacent property owner in the northeast corner of their property. G.E. Marshall has requested a Change Order for the demolition of the dumpster pen and removal of all trash left in the pen. The Change Order would increase the project cost by $3,875.00 revising the not-to-exceed maximum price from $190,885,00 to $194,760.00. It is the recommendation of the Engineering Department that the Board of Works accept the Change Order No. 1.

Motion: Steve Poulos moved to approve Change Order No. 1 for the Quality Inn Hotel Demolition, seconded by Holly Howe and so approved with a 3-0 vote.

Comcast Cable Installation – Ransom Road and Naples Dr

Mike Jabo requested approval of the Site Work Applications of Comcast. This is for Ransom Road and Naples Drive. It is the recommendation of the Engineering Department that the Site Work Application be approved.

Motion: Holly Howe moved to approve the Site Work Applications of Comcast, seconded by Steve Poulos and so approved with a 3-0 vote.

Silhavy Road Improvements – Supplemental Agreement No. 5

Mike Jabo requested approval of Supplemental Agreement No. 5. He presented a list of items that will require additional effort by DLZ as presented in Supplemental Agreement No. 5. It is the recommendation of the Engineering Department that the Board of Works approve and accept Supplemental Agreement No. 5 for professional services presented by DLZ for a revised not-to-exceed amount of $674,525.00 an increase of $15,000.

Motion: Holly Howe moved to approve Supplemental Agreement No. 5, seconded by Steve Poulos and so approved with a 3-0 vote.

Traffic and Safety Recommendations

Mike Jabo presented a review of the intersection of SR 130 at Froberg Road. The Traffic and Safety Committee feels this review supports the installation of a traffic light at this intersection.

Motion: Holly Howe moved to approve the installation of a traffic signal at the intersection of SR 130 and Froberg Road, seconded by Steve Poulos and so approved with a 3-0 vote.

MOU Permanent Right of Way and Utility Easement 155 Burlington Beach Rd

Mike Jabo presented an MOU for a permanent right-of-way and utility easement for the property at 155 Burlington Beach Road. This is to connect a sidewalk to the driveway at Bicentennial Park. It is the recommendation of the Engineering Department that the Board of Works approve and execute the MOU and Permanent Right Of Way and Utility easement as presented.

Motion: Steve Poulos moved to approve the MOU and Permanent Right of Way and Utility Easement at 155 Burlington Beach Road, seconded by Holly Howe and so approved with a 3-0 vote.

US 30 Corridor Improvement, Supplemental Agreement No. 3

Mike Jabo presented Supplemental Agreement No. 3 for the US 30 corridor improvement for work by Beam, Longest and Neff. The original agreement and previously approved supplemental agreement totaled a not-to-exceed amount of $2,499,465 for preliminary Engineering Services and a not to exceed amount of $75,500 for Right of Way services. Supplemental Agreement No. 3 will increase preliminary engineering services by $621,950 to $3,121,415.00 and decrease right of way services by $30,100 to $45,400. It is the recommendation of the Engineering Department that the Board of Works approve and accept the Supplemental Agreement No. 3.

Motion: Steve Poulos moved to approve Supplemental Agreement No. 3, seconded by Holly Howe and so approved with a 3-0 vote.

Acquisition of Roadsoft Software

Mike Jabo discussed Roadsoft which is a program that helps with the rating of roads and the financial side of this. He has been looking at a lot of software and has settled on Roadsoft. Locally Chesterton and Porter County use the program. Tim Burkman, former City Engineer, uses it in his new job in Michigan. The upfront cost for the software suite is $5,995 with a recurring annual fee of $1,495 due prior to each anniversary date. The software can be installed on as many City computers, laptops, tablets and smart phones as necessary without additional cost. It is the recommendation of the Engineering Department that the Board of Works approve and accept the license agreement presented by Michigan Technological University for procurement of the Roadsoft software suite in the amount of $5,995 with an annual amount of $1,495.00.

Motion: Holly Howe moved to approve and accept the license agreement presented by Michigan Technological University for procurement of the Roadsoft software suite in the amount of $5,995 with an annual amount of $1,495.00, seconded by Steve Poulos and so approved with a 3-0 vote.

Eminent Domain Proceedings as to Real Property

Attorney Patrick Lyp advised he is meeting with the property owner early next week. Hopefully this matter can be resolved without legal proceedings.

MOU with Recycling and Waste Reduction of Porter County Board

Steve Poulos presented a MOU with Recycling and Waste Reduction of Porter County. This is a yearly agreement.

Motion: Holly Howe moved to approve the MOU with Porter County Board of Recycling and Waste Reduction, seconded by Steve Poulos and so approved with a 3-0 vote.

Professional Services

Mike Jessen presented an updated contract with Kim Radiger for communication services throughout the City. The previous contract was for 20 hours a week. That is being changed to 25 hours per week. The agreement is being extended through December 2022.

Motion: Holly Howe moved to approve the professional services contract with Kim Radiger as presented, seconded by Steve Poulos and so approved with a 3-0 vote.

Community Care Network Services Agreement

Mike Jessen explained this is the contract that allows employees to go to two different urgent care facilities through the St. Mary’s network. The cost per visit will remain at $90 per visit for 2022 and in 2023 the cost will be an adjustment from $90 to $93 per visit.

Motion: Holly Howe moved to approve the contract with Community Care Network for urgent care facilities, seconded by Steve Poulos and so approved with a 3-0 vote.

Telamon Enterprise Ventures LLC Professional Agreement

Steve Poulos explained solar has been looked at by the City over the last ten years. Since 2018 the technology has changed. The estimated capital expenditure to the Civil City would be $385,392 and to the VCU $357,756. The immediate rate of return for all projects is 13.8% with a payback of 8.2 years. Total savings over the life of the solar panels is $4.6 million dollars. The savings does not reflect net metering credits from NIPSCO. Bruce Telamon of Telamon Enterprise Ventures was present.

Motion: Holly Howe moved to approve the Engineering Contract with Telamon Enterprise, seconded by Steve Poulos and so approved with a 3-0 vote.

Property Maintenance/Rental Housing Code Violation Matters

Vicki Thrasher updated three cases:

57 South Street – New owner. Recommendation is to dismiss and work with new owner.

1307 Calumet – The owner is trying to sell the property. Recommendation is to continue to December 10^th meeting.

703 Jefferson – There is a possible new owner. Recommendation is to continue to the December 10^th meeting.

Motion: Steve Poulos moved to approve the recommendations as presented by Vicki Thrasher, seconded by Holly Howe and so approved with a 3-0 vote.

Temporary MOU with Beer Peddler

Beth Shrader presented an MOU with Beer Peddler who is proposing to start a multi-passenger pub crawl. The MOU contains a route, expectations of passengers, and maintenance. This will be in place until the City sees it necessary to implement a registration. This has been reviewed by the Engineer office and the Police Department. There is no consumption on the vehicle. The crawler is reserved by a customer for a time period.

Motion: Holly Howe moved to approve an MOU with Beer Peddler, seconded by Steve Poulos and so approved with a 3-0 vote.

Road Closures

• Race the Region Resolution Run 5K, January 1, 2022 10:00 a.m. until noon.
• Valpo Events Holiday Express Train, Saturday, December 4, 2021 3:00 to 6:00

Motion: Steve Poulos moved to approve road closures as presented, seconded by Holly Howe and so approved with a 3-0 vote.

Emergency Hiring

Chief Balon is before the Board to get approval of an emergency hire policy. He is asking for suspension of the hiring process for certified officers. There are six openings. A non-certified officer will have to go through the academy which will take a year.

Motion: Steve Poulos moved to approve emergency hiring procedure, seconded by Holly Howe and so approved with a 3-0 vote.

Final Plat O’Reilly Subdivision

Beth Shrader presented the final plat for the O’Reilly three-lot subdivision. This has been reviewed by all departments and the Plat Committee. It is the recommendation of the Plan Department to approve.

Motion: Steve Poulos moved to approve the final plat of O’Reilly Subdivision, seconded by Holly Howe and so approved with a 3-0 vote.

Solar Powered School Zone Flashers

Mike Jabo advised the corrected Engineer’s estimate for this project is between $45,000 and $55,000. Having reviewed all three quotes submitted, the Engineering Department recommends:

Hawk Enterprises at $41,850.00

Motion: Holly Howe Steve Poulos moved to approve Hawk Enterprises at an amount of $41,850.00, seconded by Steve Poulos and so approved with a 3-0 vote.

Grant Checklist Approval for Bio-Digester for Downtown

Brandon Dickinson requested approval of a Grant Checklist for a Bio-Digester for Downtown. The grant amount is $1,500,000. This will handle the waste by-product from Journeyman.

Motion: Holly Howe moved to approve the Grant Checklist for a Bio-Digester for Downtown, seconded by Steve Poulos and so approved with a 3-0 vote.

EKG Monitors and Defibrillators (8)

Chief Dutz requested approval to purchase new EKG monitors and defibrillators. It is chief Dutz recommendation to approve the Quote of:

Philips Healthcare at $239,755.28 with extended warranty of $22,944.38

Motion: Holly Howe moved to approve the Purchasing Agreement from Philips Healthcare at $239,755.28 with extended warranty of $22,944.38, seconded by Steve Poulos and so approved with a 3-0 vote.

2022 BOW Schedule

Clerk-Treasurer Taylor presented the 2022 BOW schedule. The meeting time is changing to 3:00 p.m.

Motion: Steve Poulos moved to approve the 2022 BOW schedule and time, seconded by Holly Howe and so approved with a 3-0 vote.

There was no further business, and the meeting was adjourned.