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HomeMy WebLinkAboutPRDA MINUTES 2011-05-19 q (le MINUTES OF THE 228th REGULAR MEETING OF THE PLYMOUTH ROAD DEVELOPMENT AUTHORITY OF THE CITY OF LIVONIA The 228th Regular Meeting of the Plymouth Road Development Authority of the City of Livonia, Michigan, was called to order at 3:10 p.m., Thursday, May 19, 2011, in the 4th floor conference room of City Hall. Members Present: Wayne Glass, Chairman Betsy McCue, Vice Chairman Jack Kirksey, Mayor Scott Grace Toni Mette Greg Meyer Lowell Peterson Absent: John Hiltz (excused) Jeff Staebler(unexcused) Others Present: Mark Taormina, Economic Development & Planning Director Michael Slater, Finance Director Doug Moore, DPW, Parks & Forestry Supervisor Robert Auth, Resident Debbie Walter, Acting Secretary 1. Roll was called. A quorum was present. 2. Financial Reports. The Financial Statements of the Authority's Special Revenue Fund for the months ending November 30 and December 31, 2010, and January 31 and February 28, 2011, were presented by Michael Slater, Finance Director. The February 28, 2011, Balance Sheet reflects total assets in the amount of $4,952,678.74, total liabilities in the amount of $3,310,856.00 and a total fund balance of$1,641,822.74. On a motion made by Mette, seconded by Meyer, and unanimously adopted, it was #2011-10 RESOLVED, that the Plymouth Road Development Authority does hereby accept and approve the Financial Statements of the Authority's Special Revenue Fund for the months ending November 30, 2010; December 31, 2010; January 31, 2011; and February 28, 2011. Mr. Glass, Chairman, declared the motion is carried and the foregoing (tre resolution adopted. ( 4. May 19, 2011 2 An inquiry was made as to whether Beckett & Raeder have any outstanding bills that need to be paid by the PRDA. Mr. Slater advised that the Engineering Division was reviewing this matter, and that there was no need to send a formal termination of services notice to Beckett & Raeder. Wayne Glass acknowledged receipt of a copy of a letter sent to the State Tax Commission, dated April 26, 2011, which transmitted the PRDA's Annual Report for 2010 and general documentation used to determine the tax increment revenue for 2010. Mr. Glass inquired if this report should come from the PRDA Board with a formal resolution. Mr. Slater stated that this information is required under Act 197, and the numbers are taken from the financial statements that the Board reviews every month. As Treasurer of the PRDA, he transmitted the information in an effort to expedite it, and no formal action by the Board is needed. It was then agreed that a copy of the annual transmittal be provided to the Board each year to receive and file. 3. Old Business. (a) Special Assessment District. The City Council held a public hearing on April 18, 2011, to determine the necessity to create a Special Assessment District to continue to fund the operation and maintenance of the irrigation system that was installed by the PRDA along portions of Plymouth Road, formerly paid for utilizing PRDA funds. The Council affirmatively voted on this matter at their Regular Meeting held on May 11, 2011. The Engineering Division will be revising their report and providing new numbers to the Assessment Department, who will certify the information and transmit it to Council. The Council will schedule a second public hearing to confirm the roll in late June. More recent estimates of the cost of system maintenance will result in the assessed cost per foot being less than originally estimated. Mr. Slater clarified that the PRDA will still be making spending decisions and approving maintenance along the corridor, even if the SAD is approved. Funds generated by the SAD will be made available to the PRDA. The PRDA will need to approve invoices of contractors and other expenses, and these expenses will be reported on periodic financial reports of the PRDA. (b) Policy on Landscaping Improvements. Mr. Glass advised that the Executive Committee met to establish a policy for the removal, replacement or modification of landscaping in the Plymouth Road right- of-way by property owners, and distributed a form for that purpose to the Board. The policy will provide guidelines and establish that prior approval by the PRDA is required before any changes are to be made to any PRDA-installed landscaping. It was determined that if a request to change landscaping was straightforward, Mark Taormina would approve it, with an occasional report of such actions to the Board. If May 19, 2011 3 more complicated requests are received, they would be reviewed and approved by the Executive Committee or the full Board. Mr. Glass will email the revised form to Mr. Taormina to be posted on the City's website. The request from Kurt Richardson of The Brake Center to remove all weeds and unsightly growth and add plantings and annuals in the right-of-way was approved by the Executive Committee. The majority of the changes were on the inside of the fence (the side abutting the business's parking lot) not visible from Plymouth Road, with the addition of annuals on the outside of the fence. 4. New Business. (a) 16th District Court Probation Workers: Mark Taormina advised that Doug Moore, Parks & Forestry Supervisor, is working with the Mayor and the 16th District Court in setting up a process by which probationers will work on a regular basis pulling weeds, picking up trash and general maintenance along Plymouth Road. Pat Odowd, Probation Supervisor, and his direct supervisor, Natalie Stojcevska, may attend a future PRDA meeting. (b) MDOT/Plymouth Resurfacing: The Michigan Department of Cr' Transportation is hosting a meeting to provide an overview of the Plymouth Road resurfacing project scheduled to take place in 2012. The meeting will be on Monday, May 23, 2011, from 5:00 p.m. to 7:00 p.m. at the Livonia City Hall. All interested parties are invited to attend to learn details and ask questions about the project. (c) Irrigation Sprinkler Maintenance Contract: Mark Taormina reported that the original request for bids went out in late April. Five bids were received and the bid opening took place on Tuesday, May 10, 2011. The Executive Committee analyzed the bids and determined that Techseven Company was the low bidder. There was one Livonia- based company that submitted a bid, American Sprinkler, but even after applying the three percent discount preference for a Livonia- based company, they still did not come in as the low bidder. Mr. Taormina expressed appreciation for the work that Doug Moore and his staff performed in checking references and making sure all the paperwork was in order. The Law Department will review the contract prior to its execution. Mr. Moore reported that he reviewed the bids in detail, and the references provided by Techseven were contacted and provided positive reports. Mr. Taormina reported that Techseven's bid will lower the original projected SAD cost. The Mayor advised that irrigation will take place during non-peak hours between midnight and (kw 6:00 a.m. to keep water costs as low as possible. S r May 19, 2011 4 On a motion made by Grace, seconded by McCue, and unanimously adopted, it was #2011-11 RESOLVED, that the Plymouth Road Development Authority does hereby accept the proposal submitted by Techseven Company, P.O. Box 182247, Shelby Township, Michigan 48318, as detailed in their proposal dated May 3, 2011, to provide Plymouth Road Irrigation Sprinkler Maintenance pursuant to the Specifications and Contract Documents, dated April 21, 2011, as prepared by the City of Livonia Department of Public Works, Public Service Division, at a cost of $22,850.00 per year, plus the Optional Items for Irrigation System Check-up at a cost of$3,450.00 per year, for a term of two (2) years. Mr. Glass, Chairman, declared the motion is carried and the foregoing resolution adopted. (d) Electrical Contractor Bids: Mr. Slater advised that a request for bids for the City's electrical needs has been published. This request includes the repair and maintenance of the PRDA streetlights. Mr. Taormina advised that the current contractor, Above and Beyond, will need to be sent written confirmation of the termination of their contract. tof 5. Adoption of the Minutes. On a motion made by Grace, seconded by Kirksey, and unanimously adopted, it was #2011-12 RESOLVED, that the Plymouth Road Development Authority does hereby approve the Minutes of the 227th Regular Meeting held on April 21, 2011. Mr. Glass, Chairman, declared the motion is carried and the foregoing resolution adopted. 6. Polling of Members. Mayor Kirksey reported that the City Council approved placing two millage increase issues on the August primary ballot for voter approval. Mayor Kirksey said federal money is available to correct the environmental issues at the former GM Powertrain and GM Eckles plants, which is important in making the properties viable again. John Rogin has sold his used car inventory and has temporarily closed down his business. However, Mr. Rogin has plans to reopen a business in the future and does not plan to sell his building. The Chrysler dealership is still in litigation, and it is anticipated that more information will be available in the coming months. r _r May 19, 2011 5 Toni Mette asked if notification would be sent to owners who have had their property mowed by the City, advising them that future cuttings are their responsibility. Mr. Taormina advised that the property owners are sent a warning by the City to maintain their property before the City takes action, so they are aware of the process. Scott Grace noted that the street light pole located at Harrison is peeling. This pole was not included in the repainting of poles performed last November. Wayne Glass expressed his appreciation to Doug Moore and other City staff for their assistance with the Irrigation Sprinkler Maintenance Contract. Adjournment: On a motion duly made, seconded and unanimously adopted, the 228th Regular Meeting held by the Plymouth Road Development Authority on May 19, 2011, was adjourned at 4:35 p.m. The next meeting of the Plymouth Road Development Authority will be held on Thursday, June 16, 2011. tof C