Parks board approves event contracts, purchases and fees in busy February meeting

The Michigan City Parks and Recreation Board on Wednesday approved a series of event licenses, vendor contracts, equipment purchases and a $40 special-event parking fee for major summer events, the board said. Most measures were adopted by voice vote after staff presentation and brief discussion.

Board members voted to accept the park department's fourth-quarter 2024 report and to approve multiple event agreements including the Jump Rope Competition, the Walk to End Alzheimer's license, a Fish Thief documentary screening at the Senior Center on March 9, and a three-year Great Lakes Grand Prix contract with the Convention & Visitors Bureau that removes the jet-ski portion of the event. The board also approved a two-year lease renewal for the Harbor Country Adventures greenhouse, renewed a Pepsi vendor contract, extended a ServiceScape landscape-maintenance contract for 2025, and approved a liability adjustment for JB West to complete zoo roof repairs.

Why it matters: the approvals set the schedule and vendor arrangements for major summer events, lock in concessions and sponsorship arrangements, and authorize purchases and repairs that affect operations through the spring and summer seasons.

Among purchases and operational decisions, the board authorized a special-purchase repair for Truck No. 5 after an accident, approved the special purchase of a new Ford F-250 with plow (the vehicle purchase is funded in part from ARPA funds), and renewed a $40,000 annual professional-services agreement for contracted golf spraying until in-house staff become licensed. The board also accepted a $50,000 grant agreement from the Dulin Health Council toward construction of the Fetters Alley playground project.

Votes at a glance (outcomes recorded from meeting proceedings): - Accept 4Q 2024 Park Department report — approved by voice vote. - Approve Jump Rope Competition event (Just Alicia Moore Positivity) — approved by motion and voice vote. - Approve Walk to End Alzheimer's license (annual event, Oct. 4) — approved by voice vote. - Table "Soccer in the Sand" major event licensing to research fees — motion to table carried. - Harbor Country Adventures greenhouse lease renewal (year 2 of 3-year lease) — approved by voice vote. - Approve Fish Thief documentary event at Senior Center (Mar. 9) — approved; Trail Creek Watershed to cover police costs. - Approve Great Lakes Grand Prix contract with Convention & Visitors Bureau (2025) — approved; event will use main lots and additional grass parking (approx. 1,100 spaces + 600 grass spaces); staff raised concerns about lost parking revenue and demand for off-site shuttles. - Approve placement of Tree of Life sculpture in Memorial Park (two-year lease; art committee pays costs) — approved. - Authorize repair of Truck No. 5 (special purchase to expedite insurance-approved repairs) — approved. - Approve special purchase of new Ford F-250 with plow (in-stock vehicle; partly ARPA funds) — approved. - Approve professional-services agreement for golf spray technician (Tony Staley; $40,000 services; chemicals not included) — approved. - Approve special event parking fee of $40 per car per day for July 4 fireworks and Great Lakes Grand Prix (Aug. 3) — approved. - Approve Dulin Health Council $50,000 grant agreement for Fetters Alley playground construction — approved. - Approve Pepsi concession/vendor contract after legal review — approved. - Approve ServiceScape 2025 landscape contract renewal for Millennium Plaza — approved. - Approve JB West umbrella-liability adjustment for zoo roof repairs (lower umbrella for this contract under carrier agreement) — approved. - Accept claims docket ($259,755.25) and payrolls for January (two pay periods) — approved.

Several items were approved after staff described operational details (parking logistics, insurance, and whether vendors provide equipment). Board members and multiple members of the public raised concerns about event parking losses, trash and labor costs for large events, and ensuring contracts do not obligate the city to unwanted marketing placements. Staff said lost parking revenue is included in event cost calculations and that special-event parking fees help offset municipal costs.

The board unanimously carried most motions by voice vote; when details such as specific vote tallies were not read, meeting minutes record approval by the standard "All in favor, say aye" format and no recorded no votes were announced.

The meeting also produced several items the board will return to in coming months, including fee research for the Soccer in the Sand major event and follow-up on insurance and liability language tied to construction contractors.

Notes: The board's legal reviewer on the Pepsi contract was named as attorney Laura Nuremberg. Staff used ARPA funds as part of the funding for the F-250 purchase and said the purchase would proceed because a dealer offered government-discounted pricing.