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HomeMy WebLinkAboutSTUDY - 2018-05-09 CITY OF LIVONIA – CITY COUNCIL MINUTES OF STUDY MEETING HELD MAY 9, 2018 Meeting was called to order at 8:00 p.m. by President Toy. Present: Jim Jolly, Brandon Kritzman, Scott Bahr, Cathy White, Kathleen McIntyre, Brian Meakin, and Laura Toy. Absent: None. Elected and appointed officials present: Mark Taormina, Director of Planning and Economic Development; Todd Zilincik, City Engineer; Paul Bernier, City Attorney; Susan M. Nash, City Clerk; Ted Davis, Superintendent, Parks and Recreation; Mike Slater, Director of Finance; Dave Heavener, Fire Chief; Jacob Rushlow, Superintendent, Public Service; Linda McCann, Director of Community Resources; and Mayor Dennis Wright. th President Toy wished Councilmember Bahr a Happy Belated Birthday (May 6). President Toy announced Judy Nagy, former City Assessor of many years, is back in Livonia and doing better and President Toy extends, on her behalf, good wishes to everyone. AUDIENCE COMMUNICATION: None. NEW BUSINESS: 1. REQUEST TO BARRICADE CITY STREETS: Keleigh Styles, re: on Monday, August 6, 2018 through Friday, August 10, 2018, from 9:00 a.m. to 1:30 p.m. each day on Van Court between Raleigh and Levan, for Vacation Bible School. Hannah Gore and Keleigh Styles addressed Council and presented their request to barricade Van Court between Raleigh and Levan. Hannah said she is the th Secretary for the Vacation Bible School. This is their 10 year hosting Vacation Bible School and their third year requesting to barricade the road. She said officers from the Police Department have come out and spoke to the kids and allow them to ask questions and sit in the car. She said the kids have really enjoyed this and she extend their appreciation and thanks for allowing them to be a part of that. She said the Vacation Bible Schools runs Monday, August 6, 2018 through Friday, August 10, 2018, from 9:00 a.m. to 1:30 p.m. each day. She said the average attendance is about 100 children and adults. It is run in a station format where the children spend about 15 minutes on activities, so there is a lot of movement on their site. She said some sports activities are conducted in a grassy field across the street from their church. She said it is helpful to have the barricades so there is no traffic when the kids are crossing the street. It isn’t a heavily trafficked road but there is enough traffic to think about with the kids moving around. The 2 blockades do provide a much safer environment and they don’t have to have someone stationed there to help them necessarily to safely cross the street. President Toy asked which church they were affiliated with. Gore replied the Christadelphian Ecclesia. Bahr said this is something that has been going on for several years and is an ideal spot for this. Bahr offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 2. REQUEST TO WAIVE THE CITY’S NOISE ORDINANCE: Ralph McComber, re: for a band to play from the hours of 6:00 p.m. to 11:00 p.m. at a graduation party on Saturday, June 9, 2018, at 14048 Blackburn Street. Ralph McComber addressed Council and presented his request. He said the would like to have a band play from 6:00 p.m. to 11:00 p.m. for his daughter’s graduation party. Jolly asked if they have invited the neighbors. Mr. McComber said they will invite them. Meakin offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 3. PLYMOUTH ROAD DEVELOPMENT AUTHORITY (PRDA) ANNUAL REPORT FOR 2017: Michael T. Slater, Treasurer, re: as submitted pursuant to Public Act 197 of 1975. Mike Slater, Director of Finance, and Treasurer for PRDA, submitted the Annual Report for the PRDA for the information of the City Council. He said item is to be received and filed but said he would be happy to answer any questions Council may have. Meakin offered the approving resolution for the Consent Agenda. DIRECTION: RECEIVE & FILE CONSENT 4. REAPPOINTMENT OF ELIZABETH McCUE TO THE LIVONIA PLANNING COMMISSION: Office of the Mayor, re: for a three-year term, which will expire on June 9, 2021. 3 Mayor Wright made the recommendation for reappointment of Elizabeth (Betsy) McCue to the Planning Commission for another three-year term, which will expire on June 9, 2021. He called Betsy McCue up to the podium. Betsy McCue, addressed Council, and thanked them for the opportunity to serve on the Planning Commission. She said it has been really enjoyable and said they have a group of people serving with a very diverse background and they complement each other well Kritzman offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 5. REAPPOINTMENT OF CAROL SMILEY TO THE LIVONIA PLANNING COMMISSION: Office of the Mayor, re: for a three-year term, which will expire on June 9, 2021. Mayor Wright made the recommendation for reappointment of Carol Smiley to the Planning Commission for another three-year term, which will expire on June 9, 2021. Carol Smiley addressed Council and said it has been a pleasure to serve and she looks forward to continuing serving. She thanked Mayor Wright and Council for their support. Meakin asked Smiley if she was the most senior member on the Planning Commission. Smiley said she was the longest serving member on the Planning Commission. She also commented on what a genius Mark Taormina is and how lucky the City is to have him as the Director of Planning. Meakin offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 6. REAPPOINEMENT OF IAN WILSHAW TO THE LIVONIA PLANNING COMMISSION: Office of the Mayor, re: for a three-year term, which will expire on June 9, 2021. Mayor Wright made the recommendation for reappointment of Ian Wilshaw to the Planning Commission for another three-year term, which will expire on June 9, 2021. Ian WIlshaw addressed Council and said he is the second longest serving member on the Planning Commission and said he has been the Chairperson for going on 2 years. He said he appreciates Council’s consideration for his reappointment. 4 Bahr offered the approving resolution for the Consent Agenda. President Toy asked Wilshaw if there was anything that stands out in his mind. Wilshaw said he is excited about the mixed-use development on Haggerty Road that recently went before Council. He said it is a unique development. He said it serves a need that there isn’t a lot of in our community. DIRECTION: APPROVING CONSENT 7. REQUEST FOR AUTHORIZATION TO PURCHASE ONE (1) 2018 FORD TRANSIT 350 12-PASSENGER WAGON THROUGH THE STATE OF MICHIGAN BID PROCESS: Department of Community Resources, re: to replace one (1) Ford Explorer for use by Livonia Television, from budgeted funds. Linda McCann, Director of Community Resources, presented the request to Council. The 2018 approved capital outlay budget includes the purchase of one (1) vehicle for Community Resources-Livonia Television. This new vehicle will replace the Ford Explorer which will be transferred to Greenmead for continued use. Arrangements were made to incorporate the new vehicle purchase through the State bid process (Contract No. 071 B7700180 and Macomb County Contract #71 -15). This vehicle will be assigned to the Community Resources Department. It is the recommendation of the Public Service Division that Council authorize the purchase from Signature Ford, 1960 E. Main St., Owosso, Michigan 48867, for a grand total of $36,126.00 from funds already approved in the capital outlay budget for the Community Resources Department/Cable Television. McIntyre offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 8. AWARD OF CONTRACT: Department of Parks & Recreation, re: for carpet installation at the Jack E. Kirksey Community Recreation Center. Ted Davis, Superintendent, Parks and Recreation, presented the request to Council. The Department of Parks and Recreation has taken bids for carpet replacement in the fit hub, gymnastics viewing area, gymnastics room and equipment desk area for the Jack E. Kirksey Community Recreation Center. Specifications were prepared by the Department, and an advertisement for bids was placed in the Sunday, March 25, 2018, issue of the Livonia Observer. Three bid invitations were received. They are recommending SCI Floor Covering, Inc., receive the contract, as the low bidder and having received favorable references on similar projects they completed. This would be done during their shut down during the last week in August. They request that City Council authorize the Mayor and City Clerk to execute a contract in the amount of $46,484.76 with SCI Floor Covering, Inc. Budgeted funds are available. They believe it is going to make a huge difference to the facility and he was ready to answer any questions. 5 Jolly offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 9. AWARD OF CONTRACT: Livonia Fire & Rescue, re: for supplying uniforms and related uniform items for a period of three years. Dave Heavener, Fire Chief, presented the request to Council. They are seeking Council approval to accept the bid from Allie Brothers for supplying the Fire Department with uniform items for a three-year period from June 1, 2018 through May 31, 2021. Allie Brothers was the low qualifying bidder that met all the bid specifications. Appropriate funds have been budgeted and are available. Meakin offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 10. REQUEST TO APPROVE SOFTWARE MAINTENANCE AGREEMENT WITH SOLE SOURCE PROVIDER: Department of Management Information Systems, re: with ESRI Inc., for the City’s Geographic Information System (GIS) for a period of one year, from budgeted funds. Dan Putman, Director of Information Systems, presented the request to Council. He said this is a software maintenance agreement they have been doing this since 1997, approximately, with ESRI, Inc. It’s for the City’s Geographic Information System (GIS) which is used to support many departments of the City. He said the City is also using to work with the U.S. Census Bureau, the next major Census is 2020. He said they are going through and verifying their data to make sure that they have all the addresses within the City. He said they have already identified 823 addresses that were not in their database and would have been missed in the next Census. They are trying to do all that they can to prove the City’s population count in the Census to make sure that it’s accurate. This is the only option out there for GIS software. It is a sole source and is being purchased through the State of Michigan contract. The total cost for the next year is $17,683.14. Funds have been budgeted. McIntyre offered the approving resolution for the Consent Agenda. McIntyre commended Putman. She said he has so many contracts and vendors that he keeps track of and whenever he comes before Council everything is always buttoned up and said she’s not sure how he does it but it’s a job well done. Jolly asked Putman what he attributed the missing addresses to. Putman said some of it was overlooked in the past. He said they are doing a much more thorough job. He said they have a partnership with LUCA. He said they signed up 6 for it and they are aggressively pursuing it. He said this will be about a 3-month project for his GIS person to work on to make sure that they have all those addresses buttoned down. He said it’s a little more intensive than what they have done in the past. DIRECTION: APPROVING CONSENT 11. REQUEST TO APPROVE PURCHASE OF ROCK SALT FOR ICE CONTROL: Public Service Division, re: utilizing a cooperative bidding process, for the 2018- 2019 and 2019-2020 season from budgeted funds. Don Rohraff, Director of Public Works, presented the request to Council. The City of Livonia purchases rock salt through a cooperative bidding process that includes 30 governmental entities in Wayne, Oakland and Macomb counties. The Cooperative has traditionally received lower prices per ton than those received under the State of Michigan Extended Purchasing Program. The Director of Finance requested that the consortium include Livonia's volume of 2,500 tons in this year's request for bids. This year's bid is for a two-year period, with three additional one-year extensions at the approved three percent per year increase upon mutual consent between the vendor and the City of Livonia. The "early fill" unit price is for all salt received before October 1st of each year. The City of Livonia will not take advantage of the early fill quote for the 2018-2019 seasons as our salt facilities are presently filled. It is the recommendation of the Public Service Division that Council authorize the purchase of 100% of the City's rock salt needs from Detroit Salt, 12841 Sanders Street, Detroit, Ml 48217at the unit price of $49.85 per ton for the 2018-2019 season; and at the unit price of $51.35 per ton for the 2019- 2020 season, additionally, authorize three one-year extensions at the approved three percent per year increase upon mutual consent between the vendor and the City of Livonia. White offered the approving resolution for the Consent Agenda. Meakin said that price seemed a little high. He recalled a price more in the $42.00 per ton range. Rohraff said that was correct he said it has gone up a few dollars per ton over the past 5 years. Meakin said what about the 3% annual increases on the option years. Rohraff said that will put them in the year 2023 at $56.11 per ton. Rohraff added that is still cheaper than if they had stayed in the previous contract. Meakin said it seems to be creeping up quite a bit. President Toy asked Rohraff what happens when they run out of the rock salt. Rohraff said they would be additionally if they were over the contractual amount. He said there’s a 30% buffer either way. He said they haven’t had that happen in the past. He said they have it dialed in pretty good, so they are right at where they need to be. President Toy asked where it is stored. Rohraff replied, on Glendale. 7 McIntyre commended Rohraff on the wonderful job he does. She said he too, like Mr. Putman, has many contracts and vendors to keep track of. She said for example, if anyone wants to understand the reach of the federal government, and how they complicate life for municipalities, this requires a Material Safety Data Sheet that consists of four pages for what is essentially an inert, non-toxic benign substance. It’s interesting when we see this and we all pay the price. A required safety sheet for a safe inert substance. Kritzman called Jacob Rushlow, Superintendent, Public Service, to the podium. He announced that the American Society of Civil Engineers (ASCE), the Michigan Chapter, annually honors one of their fellow engineers with the Franklin D. Meyers Civil Engineer Award. The selection of this outstanding engineer is based on an individual who has been judged to attain significant professional achievement by degree to which the service has shown service to the advancement of this profession, advancement of technical competence, high character, ethics, integrity, leadership to the development of younger members and public service outside of their professional career. This year the Michigan Chapter of the ASCE has bestowed that honor upon Livonia’s own Jacob Rushlow. He congratulated Mr. Rushlow. McIntyre acknowledged that Mr. Rushlow is celebrating his 1-year anniversary of employment with the City of Livonia. She said the City was very fortunate to capture and retain his skills and talents. She said she knows that the award is a very prestigious and difficult award. She also congratulated him. Rohraff thanked Kritzman and McIntyre for recognizing Mr. Rushlow. He said Mr. Rushlow is one of the best hires they have seen in a long time. He’s doing wonders at DPW. He’s doing a fabulous job. He said there will be a write-up coming out recognizing Mr. Rushlow. Jacob Rushlow, Superintendent, Public Service, addressed Council. He thanked them for their kind words and recognition. He said he very surprised to receive the award. He said it is a nice thing to be honored by your peers. DIRECTION: APPROVING CONSENT 12. REQUEST TO AUTHORIZE ADDITIONAL APPROPRIATION AND EXPENDITURE: Public Service Division, re: for emergency sanitary sewer siphon replacement on Burton Ct. to Pollyanna, from budgeted funds. (CR 265-17) Jacob Rushlow, Superintendent, Public Service, presented the request to Council. Back on January 29, 2018 they were notified of a sewer overflow off of Burton Court in the rear yard where they have a sanitary sewer siphon that goes from a Chamber underneath the Barlow Drain, and comes out on the other side at Pollyanna. The DPW sewer crew quickly responded and was able to clear the line. The sewer crew also attempted to clean the second line and could not make the 8 full length of the line, indicating the likelihood that the line had collapsed. At that time, DPW staff began working with OHM to perform emergency surveying and engineering design for a replacement siphon system. Continual coordination between DPW staff, OHM, and D'Angelo Brothers (our emergency repair contractor) was essential to determining the best replacement option and moving forward quickly to avoid any further overflows. As the design options were being evaluated, temporary access easements were being obtained and construction materials were being ordered. President Toy asked Rushlow to give a description for the audience of where this was located. He replied it is just south of Six Mile Road and west of Farmington Road in the subdivision known as Burton Hollow. He said the Barlow Drain is a small tributary that goes into the Bell Creek. The Barlow Drain is where this siphon crosses. On March 13, 2018 D'Angelo Brothers began installation of the replacement siphon by directional drilling. During the course of installing the new siphon lines, they identified extensive issues with the existing 1950's 12-inch vitrified clay sewer pipe upstream of the siphon. Given the siphon work already occurring the decision was made to replace this line with a new 12" PVC truss pipe. The siphon and sewer installation work was completed by March 22, 2018 and the new system has been in operation since that time. They are requesting payments be made: to D'Angelo Brothers, Inc., 30750 Eight Mile Road, Farmington Hills, Ml 48336 for materials and labor necessary to perform the sanitary sewer siphon replacement. and to OHM Advisors, 34000 Plymouth Road, Livonia, Ml 48150 for engineering services for the sanitary sewer siphon replacement. Funding for these repairs, $159,837.61, are budgeted in the Water and Sewer Fund. Kritzman offered the approving resolution for the Consent Agenda. Meakin said he appreciates the great working relationship D’Angelo Brothers has with the City to handle these emergencies. DIRECTION: APPROVING CONSENT 13. WAIVER PETITION: Planning Commission, re: Petition 2018-03-02-05 submitted by Vibe Credit Union requesting approval to construct and operate a credit union with drive-thru facilities located on the west side of Middlebelt Road between Puritan Avenue and Six Mile Road (16825 Middlebelt) in the Northeast ¼ of Section 14. Mark Taormina, Director of Planning and Economic Development, presented the request to Council. This petition requests waiver use approval to construct a new Vibe Credit Union branch with drive-thru facilities. The subject site and the parcel to the south (now a Tim Horton’s) was originally developed as Moy’s Chinese Restaurant. Tm Horton’s was the first phase of development of that restaurant 9 property. The balance, the northern half of the property, sat vacant for a number of years. Vibe Credit Union is proposing to construct a new branch credit union. This is a 1.2-acre site, it has 165 ft of frontage along Middlebelt Road. The building is roughly, 3,360 square feet in size. It would be centrally located on the property it does include drive-up facilities that would be in the southwest corner of the building with an overhead canopy provided for the three lanes of drive-up operation. Parking on the site is adequate. The Ordinance requires 18 parking spaces, they are proposing 28 parking spaces. The site contains a substantial amount of green space. The Ordinance requires 15% and the site plan shows 46%. A large portion of that is located in the westerly portion of the property which is shown on the plan as storm water detention basin. It is undetermined at this time whether it would be above ground or below ground. Either way it serves as a green space. Signage is conforming. Site lighting is conforming. There would not be a dumpster, that would all be handled internally through their secure system of trash containment. Lastly, with respect to the building elevations. It is a somewhat unique design. The Planning Commission spent quite a bit of time discussing this with the architect who is here this evening. The elevation plans submitted indicate that the exterior walls of the credit union would be constructed out of a combination metal panels and limestone. The front of the building would be defined by small silo feature. The one-story structure would have a maximum height, as measured from the finished grade to the top edge of the silo feature, of twenty feet four inches (20’4”). The Planning Commission is recommending approval with one stipulation and that is modifying the required width of the drive-thru lanes. The ordinance requires 12 feet in width and Council has allowed a width of 9 feet 6 inches which is what they are proposing. Meakin seem to recall a previous approval for a bank at this site location. Taormina said he knows there was some discussion about the possibility of a bank at this site but isn’t certain whether or not there was actually an approved plan. He said he would have to check the file. Meakin said he thought they did and would like to see what happened to that plan. Obviously, it was never developed. He asked if that then would become void or would they have to take any special action if that were the case. Taormina said it’s nothing that would conflict with any action Council may take this evening. Bahr said he did not see a dumpster at all on the plans. Taormina said they have a company that handles that removes it, primarily for security purposes. Kritzman said he does not recall any other plan being approved, in the past 6 and ½ years that he has been on Council, without a dumpster enclosure. He asked how it works if Vibe Credit Union leaves and a new business moves in, in relation to the dumpster enclosure. Taormina responded stating that there are many businesses that handle their trash through curbside pick-up that he is aware of. There are other businesses where no dumpsters are provided so it is not a requirement per se that they provide a dumpster. However, if they do it is one of the elements reviewed during the site plan approval process. It is somewhat 10 unique, but he did not think it was without precedence. He said should the time come if Vibe Credit Union or a future user of the property needs a dumpster that’s something they can look at in the future in the back-parking area. Something that would be conforming to the site plan and not be obtrusive to the neighbors or visible from the area around it. He said perhaps the petitioner may have some additional suggestions to offer about how Vibe Credit Union handles their trash removal. Mark Zimmerman, Zimmerman Design, L.L.C., 12875 Moorcroft Court, Plymouth Michigan 48170, addressed Council. He said they have done two of these branches for Vibe Credit Union. He said due to the fact they are a financial institution they don’t really generate trash they can put into a dumpster. They generate mostly shredded paper that is removed by a service. Other than that, it may be some pizza boxes or trash from employee lunches, it is put into a bag and removed by a private contracted service and it is typically picked up behind the building at the end of the sidewalk that’s an employee approach to the employee entrance. It’s been very successful for them to handle it in this manner. Kritzman thanked Zimmerman for that explanation. He said he did confirm with our Finance Director that commercial trash pick up is typically contracted privately. He said he is aware there are some business that set it out at the curb along Plymouth Road; there are also some scattered properties that are grandfathered in. Meakin expressed some concerns about having a trash receptacle being stored outside the building. Zimmerman said he didn’t mean to give that impression. He said it is kept inside the building and set out the evening before trash collection day. It is about a 60-gallon trash can on wheels. Vice-President Jolly offered the approving resolution for the Consent Agenda. Bahr said it is another iconic property here in Livonia being redeveloped. He said he keeps wondering if they will have a fish tank when you walk in, like the old Moy’s Chinese Restaurant had. DIRECTION: 1) APPROVING CONSENT 2) SEPARATE RESOLUTION WAIVING 12 FT WIDTH REQUIREMENT FOR DRIVE -THRU LANES 14. REQUEST TO APPROVE LICENSE AGREEMENT FOR A PORTION OF CITY OF LIVONIA GLENDALE PROPERTY: Department of Law, re: with Consumers Energy for annual rent of $30,000 for a one-year term beginning in May, 2018, with ability to extend the agreement up to three years at the same annual rent. Don Rohraff, Director of Public Works, presented the request to Council. He said that Consumers Energy was looking for a location to park their equipment, personal vehicles during the day and trucks and tractor equipment overnight. This 11 wasn’t something that the City was out advertising for, Consumers Energy approached the City. They have a lot of work out in the area and stated they were looking for a location that would be conducive to not having a lot of travel time and things of that nature. So that is how this project kind of got started and the ball got rolling. They met a couple of times with representatives from Consumers Energy. He said from their prospective this would not be disruptive to the City’s operations at all. There were some discussions back and forth with regard to the different things there that were needed. In general, they are looking to come in and the one plus from the City’s perspective and in Mr. Rohraff’s opinion is the City has this property that Consumer’s Energy is going to be able to use and they will provide security 24/7 there. Obviously when they are watching and overseeing their equipment and property they will be watching the City’s as well which is a huge bonus. He said seeing that this is a utility company he kind of sees this as a good will gesture. They deal with Consumers Energy on a daily basis, sometimes multiple times a day. He said he would defer to the Law Department to go over the particulars in the agreement. Paul Bernier, City Attorney, said the agreement is for one year at a cost of $30,000. It is renewable for three years by Consumers Energy if they want. The site is as is, so the City doesn’t have to do anything to the site. They believe the agreement has protected the City. There is an indemnification agreement and the City is protected against any civil law suits that arise out of it. He said they feel that they’re protected against any lawsuit. Rohraff explained how Consumers Energy would access the property. He explained that Consumers Energy will be making some improvements putting down gravel on the area they will be driving on and parking the equipment and trucks. He said when Consumers Energy leaves they will leave the gravel parking area as is. So, the City will benefit from them improving that parking area with the gravel. President Toy asked the approximate size of the property they will be utilizing. Norman Burns, Consumers Energy, replied indicating approximately 4 acres. He said they will be investing about $50,000 in improvements to the property. There will be no structures, just leveling and gravel parking. Meakin said this is a good will gesture, it sounds like a good deal for both. Meakin offered the approving resolution for the Consent Agenda. Vice-President Jolly commended the Consumers Energy workers in his neighborhood where he resides. He said they do a great job and leave the properties in ship shape when they are done. DIRECTION: APPROVING CONSENT 12 AUDIENCE COMMUNICATION: None. President Toy wished the mothers in the audience and at home a Happy Mother’s Day. As there were no further questions or comments, President Toy adjourned the Study Session at 8:57 p.m. on Wednesday, May 9, 2018. DATED: May 15, 2018 SUSAN M. NASH CITY CLERK