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HomeMy WebLinkAboutPRDA MINUTES 2003-12-11 MINUTES OF THE 153rd REGULAR MEETING OF THE PLYMOUTH ROAD DEVELOPMENT AUTHORITY OF THE CITY OF LIVONIA C The 153rd Regular Meeting of the Plymouth Road Development Authority of the City of Livonia, Michigan was called to order at 3:08 p.m., Thursday, December 11, 2003 in the 4th floor conference room of City Hall. Members Present: Mayor Kirksey Mr. John Walsh Mr. Lowell Peterson Mr. Stan Anderson Mrs. Toni Mette Mr. Marvin Walkon Mr. Jerry Wordhouse Mr. Duane Wolfgang Mr. Bill Pike Mr. Dennis Kujawa Members Absent: Mr. Scott Grace Mr. Wes Graff Others Present: Mr. John Nagy, Director Mr. Mark Taormina, Planning Director Mr. Tim Knutsen, Beckett& Raeder Mr. Steve Levesque, Commercial Mowing Services Ms. Karen Kapchonick, Assistant Superintendent, Parks & Recreation Ms. Carol Swales Ms. Robby William Mr. Ralph Williams, Citizen Dr. Robert Auth, Citizen Ms. Marge Roney, Secretary 1. Roll was called. 2. Adoption of the 151St Regular Meeting Minutes and the 152n1 General Meeting Minutes. On a motion duly made, seconded and unanimously adopted, it was #2003-41 RESOLVED, that the Minutes of the 151st Regular Meeting, held on October 16, 2003, and Minutes of the 152nd General Meeting, held on November 20, 2003, by the Plymouth Road Development Authority are hereby approved. Mr. Walsh, Acting Chairman, declared the motion is carried and the foregoing CO resolution adopted. 1 3. Special Recognition: Robby Williams of the Planning Department was awarded a gift certificate in recognition for her years of service as Secretary to the PRDA and congratulated on her upcoming retirement from the City of Livonia. Karen Kapchonick of the Parks and Recreation Department and Carol Swales of the Mayor's Office were also given gift certificates in recognition of their efforts in helping to make the 2003 Holiday Parade a success. 4. Comments from the Chairman: Mr. Walsh, Acting Chairman, stated that he had received an email with respect to the lawsuit filed by the hotel on Plymouth Road as a result of the City's denial of waiver use application for the Hooters restaurant chain. He noted that the hotel had won the lawsuit but that there was no information available on whether Hooters is still interested in that location. The Mayor stated that his office did respond to the email and that no response has been received to date from the restaurant chain. 5. Finance Report: The financial report prepared by Michael Slater, dated November 20, 2003, was reviewed and accepted. In response to Mr. Pike's query, Tim Knutsen of Beckett & Raeder stated that Mr. Slater should have received the last piece of financial data that was requested for this fiscal year. On a motion by made by Peterson, seconded by Pike, and unanimously adopted, it was #2003-42 RESOLVED, that the Plymouth Road Development Authority does hereby accept and approve the Financial Statements of the Authority's Special Revenue Fund for the month ending October 31, 2003. Mr. Walsh, Acting Chairman, declared the motion is carried and the foregoing resolution adopted. 6. Beckett & Raeder: Mr. Knutsen stated that Phase 5A and 5B are completed but they cannot be closed out because the irrigation system has not been tested. Mr. Pike questioned why they couldn't be air tested. Mr. Knutsen responded that it wasn't a good indication of leaks and he wouldn't be able to tell where the rotors are spraying. He said the testing will have to wait until spring. Mr. Knutsen distributed a letter dated December 11, 2003, itemizing proposed improvements for 2004. In summary, the projects include: (A) Completion of the improvements at the northeast corner of Plymouth and Farmington Roads for the amount of $136,201.00 or (B) Leone frontage improvements in the amount of $228,081.01; (C) Tree replacements in the amount of$48,000.00; (D) Annual plantings at existing plazas in the amount of $25,000.00; (E) 2004 Construction Observation in the amount of $12,480.00; (F) Maintenance contract administration/construction observation 2004 in the amount of$5,720.00; (G) Miscellaneous assigned PRDA work in the amount of$2,250.00 to cover any extra work that may be generated next year; and(H)BRI reimbursables in the amount of$2,250.00. Part II of the letter covered updates on Phases 5A and 5B. Mr. Pike requested that a punch list of unfinished items be provided and Mr. Wordhouse requested that it be included in the agenda mailing before the January meeting. Mr. Nagy and Mr. Walsh (PW 2 concurred with these requests. Mr. Pike also requested a list of items that are to be covered under the change order. Part III covered Grounds Maintenance for 2003 and projected maintenance for 2004. Part IV addressed the 2004 PRDA Projects Budget, and Part V provided a Sample 2004 Projects Program. The Mayor requested a more detailed list of assumptions that the cost projections are based on, and Mr. Walsh requested Mr. Nagy to work with Beckett & Raeder to identify any other possible costs. After much discussion, it was requested that Beckett & Raeder revise the contract to provide a fee scheduled based on an hourly basis with added responsibility and oversight by staff in an effort to reduce overall costs. There was discussion on the Leone property. Mr. Anderson stated that the owner has already done some landscaping. Mr. Nagy responded that the PRDA improvements would cover the portion 15 feet north of the sidewalk and the installation of brick piers and fencing. Ms. Mette suggested considering the option of cutting this work back and questioned how much coverage in front was needed. 7. Committee Reports: Construction/Inspection: Mr. Peterson suggested delaying any new projects and recommended the following: (1) Improvements at the northwest corner of Plymouth and Farmington utilizing fence panels not used for Bill Browns Ford dealership; (2) complete tree replacements; and (3) annuals plantings at the existing intersections. He recommended competitive bidding and placing more responsibility with Mr. Nagy rather than Beckett& Raeder to help reduce expenses. In response to Mr. Wordhouse's query, Mr. Knutsen stated that they charge $65.00 per hour for field inspections and (irr that they could be used on an hourly basis as needed to control costs. Mr. Wordhouse said a check and balance is needed so it is known exactly what is being paid for. Mr. Walkon agreed and stated that if Mr. Nagy is going to be more involved in the daily operations that an hourly fee needs to be established. Mr. Nagy will work with Beckett & Raeder to adjust the budget for the 2004 construction season to cover the items recommended above by Mr. Peterson. The contract is to include a provision for invoices to be itemized on an hourly basis. In response to the question discussed at the previous board meeting regarding snow removal, it was stated that normal snow removal and salt applications will also be included in the contract from CMS and it provides for 20 snow removals. Should that number be exceeded, then the contractor can bill the PRDA separately for each event. Mr. Peterson stated that it is the recommendation of the Construction Committee to accept the contract from CMS in the amount of$220,000.00 for Ground Maintenance for the 2004 Season. On a motion made by Walkon, seconded by Wordhouse, and unanimously adopted, it was #2004-43 RESOLVED, that the Plymouth Road Development Authority does hereby accept and approve the contract as submitted by Commercial Mowing Services for grounds maintenance for the 2004 season. Mr. Walsh, Acting Chairman, declared the motion is carried and the foregoing resolution adopted. 3 Ms. Mette advised the Board that the Edison poles are still down at three Plymouth Road locations and the problem with the raised manhole at Deering and Plymouth is still an issue. The Major said he had asked the City Engineer to investigate the problem. Mr. Wordhouse suggested that the City Attorney should advise Edison that the City will not be responsible for accidents caused by the manhole. John Nagy agreed to the talk to the City Attorney about this issue. Ms. Mette also advised that there is a street sign laying across the sidewalk on the south side of the Bill Brown Ford dealership. Mr. Anderson said the "poles are still down." Mr. Nagy said Rousch is responsible and they are working on the problem. Ms. Mette also inquired if they could get a report from the Inspection Department regarding the lamppost problem at the Brake Shop located at Plymouth and Merriman Roads. Public Relations: Mr. Anderson advised the Board that the Public Relations Committee will meet in January and asked for suggestions for the agenda, including web page utilization. The recent newsletter was put on the web page by Sue Lang. It was suggested that the renovations at the Town Peddler and Burger King would be good items to feature in future newsletters. Development Assistance/Vacant Building: No report as Mr. Grace is absent. Banner Committee: Ms. Mette mentioned that the street banners are faded. Mr. Nagy is seeking a proposal for additional seasonal banners and to replace aging banners. Focus will be on fade-resistant colors and more weather resistant banners. 8. Director's Report: John Nagy stated a critique meeting will be held to discuss the tie Holiday Parade, evaluate three new routes and to what extend the PRDA wants to support it. The Big Boy restaurant at Plymouth and Farmington is planning an expansion and renovation of the exterior of the building. After discussion, it was decided that the PRDA Annual Christmas Dinner will not be held again this year so that the money can be donated to a needy family. John Nagy was authorized to proceed with a$700.00 donation to the Goodfellows to provide items to needy families. 9. Polling of Board Members: Mr. Peterson noted that the election of PRDA members will take place at the next meeting in January. Ms. Mette said her building is now fully rented and the latest renovations were done with supplies purchased from Plymouth Road businesses. Mr. Anderson said the Clements Circle Civic Association (CCCA) and the Eagle Boy Scouts were responsible for cleaning up the barn site. Mayor Kirksey expressed appreciation for Mr. Anderson's involvement in the CCCA and said that his efforts were a great model for the city. The members unanimously expressed their appreciation of Mayor Kirksey for his hard work and support of the PRDA during his eight year tenure. The Mayor compliment the PRDA stating that there were very few organizations like the PRDA and that he is honored to be part of this group.. Mr. Anderson also noted that there were downed poles at Plymouth and Deering and Plymouth and Farmington that need to be removed. Mr. Nagy said that he would check it out and that the delay in their removal was probably just an Edison timing problem. 4 10. Adjournment: On a motion duly made, seconded and unanimously adopted, the 153rd Regular Meeting held by the Plymouth Road Development Authority on December 11, ther 2003, was adjourned at 4:40 pm. The next meeting of the Plymouth Road Development Authority will be held on Thursday, January 15, 2004, in the Fourth Floor Conference Room of City Hall. Marge Ror40, Secretary (10, 5