HomeMy WebLinkAboutSTUDY - 2017-02-27
CITY OF LIVONIA – CITY COUNCIL
MINUTES OF STUDY MEETING HELD FEBRUARY 27, 2017
Meeting was called to order at 8:37 p.m. by President McIntyre. Present: Cathy
White, Scott Bahr, Brandon Kritzman, Maureen Miller Brosnan, Jim Jolly, and Kathleen
McIntyre. Absent: Brian Meakin.
Elected and appointed officials present: Mark Taormina, Director or
Economic Development and Planning; Todd Zilincik, City Engineer; Don Knapp, City
Attorney; Susan M. Nash, City Clerk; Michael Slater, Director of Finance; Linda
McCann, Director of Community Resources; Ted Davis, Superintendent of Parks and
Recreation; Doug Moore, Superintendent, Public Works; Jim Inglis, Executive Director,
Housing; and Dennis Wright, Mayor.
President McIntyre announced there is new data on Item #11 requesting it be removed
from the Agenda.
AUDIENCE COMMUNICATION: None
1. REQUEST TO UPDATE CITY COUNCIL FROM THE SENIOR ALLIANCE:
Jennifer Trussell, Administrative Assistant, The Senior Alliance, re: Jason
Maciejewski, Chief Planning & Information Officer, on their programs.
Jason Maciejewski, Chief Planning & Information Officer, The Senior Alliance,
addressed Council and provided an annual update on their programs. He
provided a community services report to Council for its review. He said they
greatly appreciate the City’s support and look forward to their continued support.
White asked Maciejewski if the local match amount included in-kind services or if
it was a strict dollar amount. He replied a strict dollar amount.
Brosnan commented on what a great service they provide and commended them
on their excellent work and all they do.
President McIntyre said the report will be received and filed for the information of
the Council for the Regular Agenda.
DIRECTION: RECEIVE & FILE REGULAR
2. PROPOSED AMENDMENT TO THE LIVONIA CODE OF ORDINANCES, AS
AMENDED: Office of the Mayor, re: to add Chapter 110 (Greenleaf Commission
on Sustainability) to Title 2, to promote energy efficiency, conservation and
environmentally friendly practices.
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Mayor Dennis Wright said they are seeking Council approval to add an
Ordinance to establish a Greenleaf Commission on Sustainability to promote
energy efficiency, conservation and environmentally friendly practices. Over the
past three and a half years, one group of individuals has worked hard to promote
conservation, recycling and environmentally friendly practices in Livonia- the
Greenleaf Commission on Sustainability. Initiated by Councilman Kritzman,
Livonia's Greenleaf Commission has attained many achievements as a Council
committee, including instituting the Livonia Greenleaf Award, creating
opportunities for recycling education, contributing to various events such as
Passport to Safety, and assisting the City in earning recognition in the SEMCOG
Sustainable Community Program. He respectfully requests Councils concurrence
with the proposed ordinance (copy provided) that establishes the Greenleaf
Commission on Sustainability as an official commission of the City of Livonia. As
noted in the ordinance, the Department of Public Works will serve as
administration liaison. Should the Council agree with his recommendation to
establish this commission, he also requests that the Council vote to establish a
per-meeting compensation of $25 per member and $35 for chairperson for six
yearly voting meetings, with the option for other voluntary, unpaid study
meetings, as needed. He thanked Council for its consideration of this matter.
Vice-President Kritzman said this all started with an idea and discussions. After
all the years of effort that they have put in he said he is proud to say that he had
a small role in starting it. He said the success has been attributed to the
members themselves.
Vice-President Kritzman offered the approving resolution to prepare the
proposed Ordinance for first reading for the Regular Agenda.
Jim Baringhaus, 37594 Southampton, said several members of the commission
were present in the audience tonight. He said they are working with Madonna
University to promote sustainability and environment responsibility. He said the
Greenleaf Commission has been in existence for 3 ½ years. They have
contributed many resources to the City.
Bahr asked Baringhaus about their work with Next Door. Baringhaus gave a brief
explanation of their work and involvement on that project.
Brosnan pointed out the significance and importance of the Greenleaf
Sustainability becoming an established official commission of the City.
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DIRECTION: APPROVING - 1 READING REGULAR
3. REQUEST TO APPROVE FINAL BUDGET ADJUSTMENTS FOR THE FISCAL
YEAR ENDING NOVEMBER 30, 2016: Department of Finance, re: same
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Mike Slater, Director of Finance, presented the request to Council. He asked for
Council approval for an adjustment for the Final Budget for the Fiscal Year
ending November 30, 2016. He noted it was specifically for the line item for
health care insurance.
Brosnan asked Slater how that number stacked up with what they’ve done in the
past. Slater replied that it is a large overrun, in terms of the original budget. He
said medical claims are hard to estimate. It’s a large increase from the past. She
asked if these claims were denied by Blue Cross Blue Shield and then the City
picks them up. Slater replied no. He said the City is self-insured which means the
City pays actual costs of claims. He said the City’s actual experience was higher
than what was estimated. She asked how this would affect their decision making
going forward. He said the illustrative rates are adjusted every year. He said in
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fact they were adjusted March 1. He said that’s when the benefit year begins.
There are significant increases this year. She asked if there were any significant
factors that led to this increase. He said the usual suspects, prescription drug
costs, utilization, and there were a handful of very large claims. She asked if
employee wellness factor into any of this. He said it absolutely does if people
utilize less medical services. She asked if any consideration has been given to
an employee wellness program as an incentive. A program that supports overall
fitness and health. He said they have discussed that. He said one thing that is
offered that hopefully leads to healthier employees is incentives for employees to
use banked hours for memberships at the Community Recreation Center. He
said several employees take advantage of that. He said there are medical plans
that you pay a higher cost if you are unhealthy and lower costs to the employee if
they are healthy, that is something that would have to be negotiated. It has been
discussed but that is not what is currently in place. She said she thinks that
discussion deserves a little bit more consideration. She thinks as the City enters
negotiations it would be helpful if there was support from the Council that
endorsed a concept like that, if in fact it is found to be something beneficial.
However, they never engaged in that discussion as a Council.
Brosnan offered the resolution referring the subject of employee wellness to the
Committee of the Whole for future discussion for the Consent Agenda.
Vice-President Kritzman asked Slater what the original value of that line item. He
replied for employees and retirees it is between $13,000,000 and $14,000,000.
Kritzman said he understands it is probably not the easiest things to get a handle
on. He asked Slater if this year it was a bigger swing as far as actual costs.
Slater replied yes. Kritzman said he works for a company that is also self-insured
and said it has an extensive employee wellness program. He said he looks
forward to seeing where the discussion goes in the Committee of the Whole
regarding an employee wellness program.
Brosnan offered the approving resolution for the Consent Agenda.
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DIRECTION: 1) APPROVING CONSENT
2) REFER SUBJECT OF EMPLOYEE
WELLNESS PROGRAM TO THE
COMMITTEE OF THE WHOLE
4. AWARD OF BID: Department of Community Resources, re: for carpet and
installation at the Livonia Senior Center.
Linda McCann, Director of Community Resources, presented the request to
Council. The Public Service Division has received bids for carpet and installation
at the Livonia Senior Center. Bids were placed on MITN and two companies
submitted proposals. Bids for the Senior Center are as follows:
Library Design Associates, Inc., 1149 South Main St., Plymouth, Ml 48170:
Materials $33,489.00
Labor $22.713.00
Total $56,202.00
SCI Floor Covering, 30601 Ecorse Rd., Romulus, Ml48174:
Materials $29,636.00
Labor $19.086.50
Total $48,722.50
They are asking Council to approve the bid from SCI Floor Covering. Appropriate
funds are available.
Bahr offered the approving resolution for the Consent Agenda.
DIRECTION: APPROVING CONSENT
5. REQUEST AUTHORIZATION TO CO-SPONSOR THE RED, WHITE AND
BARBEQUE EVENT AT GREENMEAD WITH ULTIMATE FUN PRODUCTIONS:
Department of Community Resources, re: to be co-sponsored by Greenmead
and the Arts Commission for a three-year contract, to be held on July 7-9, 2017;
July 6-8, 2018; and July 12-14, 2019 and the city would receive a flat fee of
$10,000 per year.
Linda McCann, Director of Community Resources, presented the request to
Council. Ultimate Fun Productions has approached the City of Livonia to do an
event at Greenmead. This would be a Friday night, Saturday and Sunday multi-
faceted family oriented event. There would be music, arts vendors, kid's area,
food trucks and alcohol would be sold. With the Fire Department's approval, and
appropriated licensing, there would be a short firework display Friday night. This
would take place July 7-9 in the Village at Greenmead.
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We have met several times with the promoter and the police department. All
parties agree to the various licenses and insurance that must be provided to the
City of Livonia. The Police Department has checked with other Cities where
Ultimate Fun Productions has staged events, and they got positive reviews.
Along with the D drop at Campus Martius for New Year's Eve; a list of other
events the company stages has been provided to Council.
Greenmead and the Arts Commission, co-sponsors of this event, have reviewed
and agreed to the flat fee of $10,000 being paid to the City of Livonia. Ultimate
Fun Productions has agreed to pay all charges incurred by the Livonia Police
Department in relation to their assistance at the event. They will also provide and
pay for an ambulance on site, in case of any emergencies.
They are looking at a three-year contract to ensure growth for the event. They
are asking to be approved for July 7-9, 2017 - July 6-8, 2018- July 12-14 2019.
The hours will be 4 pm-11 pm on Friday, 12-11 pm on Saturday and 12-7 pm on
Sunday. There will be flat fee of $10,000.
They are hoping that this event will become successful at Greenmead and look
forward to continuing to work with Matt Flynn and Ultimate Fun Productions.
Therefore, we respectfully request that City Council approve the Red, White and
Barbeque proposal to hold the 2017, 2018 and 2019 event at Greenmead for the
fee of $10,000. To be split between the Arts Commission Trust Fund and the
Historical Commission Trust Fund.
Jolly offered the approving resolution for the Consent Agenda.
Brosnan said she thinks this is a great event and great use of Greenmead. She
noted that she was also happy to hear that they will pay the $10,000 for police at
the event.
President McIntyre asked what fees would be charged for the event. McCann
replied she believes a parking fee only but deferred the question to Matt with
Ultimate Fun.
Matt Flynn, Ultimate Fun Productions, 327 Norwood Drive, Rochester, Michigan,
said it will be a free event and they will charge for parking. Pays as you go, he
said there will be free attractions and some pay attractions.
DIRECTION: APPROVING CONSENT
6. AWARD OF CONTRACT: Department of Parks & Recreation, re: for design,
proofs, editing, printing and sorting of “L” Magazine for the period of May 2017 to
May 2019.
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Ted Davis, Superintendent, Parks and Recreation, presented the request to
Council. The Department of Parks and Recreation has taken bids for the printing
of the L Magazine. Specifications were prepared by the Department, and an
advertisement for bids was placed in the Thursday, January 19,2017, issue of the
Livonia Observer and on the MITN website. Three (3) bids were opened in the
presence of the Bid Committee at 2 p.m. on January 31, 2017. See attached for
breakdown of bids.
They are asking Council to award the bid to the lowest bidder, ID Enterprises.,
Michael W. Frasier, President, 32788 Five Mile Rd., Livonia, Ml 48154. Their
specifications asked for the cost to include design (cover & typesetting), three
proofs, editing, printing and sorting.
Based on the bids that they have received, they would recommend that the City
Council authorize the Mayor and City Clerk to execute a contract for an amount
not to exceed $37,000 per contract year. Each year Parks and Recreation
publishes three issues of the "L" magazine for the community: Winter,
Spring/Summer and Fall. The requested contract amount also includes
contingency funds for additional copies to be printed and increasing the size due
to increased content. Sufficient funds have been budgeted for 2016-2017 in
Parks and Recreation budget.
Brosnan offered the approving resolution for the Consent Agenda.
Brosnan said the “L” Magazine is a great magazine and said she loves looking
through it and seeing people she is familiar with.
DIRECTION: APPROVING CONSENT
7. REQUEST FOR INCREASE IN SENIOR GOLF RATES: Department of Parks
and Recreation: re: for Fox Creek, Whispering Willows and Idyl Wyld, effective
for the 2017 golf season.
Ted Davis, Superintendent, Parks and Recreation, presented the request to
Council. The Parks and Recreation Commission, staff and T JW, Inc. respectfully
request Council concurrence with the proposed fee increases for senior rates.
These increases would take effect for the 2017 golf season and would only affect
9 hole senior rates. With the last increase in 2015 (CR 47-15), increased
expenses for course improvements and rising wages, they feel this small
increase is justified.
Course 9-hole Resident 9-hole Non-resident
Current Fox Creek/Willows $9.00 $13.00
Proposed Fox Creek/Willows $10.00 $14.00
Current Idyl Wyld $8.50 N/A
Proposed Idyl Wyld $9.00 N/A
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This proposed increase would not affect the cart fees, currently set at $6 for 9
holes (CR 46-15). As recreation administrators, they must continue to evaluate
their fee structure on a regular basis and to suggest gradual increases to help
offset their cost of operation. If this request is approved the revenue increase will
be approximately $15,000 for 2017.
A comparison of fees from surrounding courses has been provided to Council for
its review.
White asked Davis what determines senior rates. He replied age 60 and older.
Brosnan clarified the increases at each location with Davis. She said this is tough
to do but necessary. She added that is important to not let too much time lapse
between the last increase in this increase to minimize the increase.
Brosnan offered the approving resolution for the Consent Agenda.
DIRECTION: APPROVING CONSENT
8. REQUEST FOR AUTHORIZATION TO PURCHASE FOUR (4) TORO ZERO
TURN MOWERS (ZTR) – 5000, MODEL #74933 THROUGH THE STATE BID
PROCESS: Public Service Division, re: to replace four (4) comparable units
through the State of Michigan bid process.
Doug Moore, Superintendent, Public Works, presented the request to Council.
The 2016 - 2017 approved Capital Outlay Budget includes the purchase of Four
(4) propane-powered 60" deck mowers. Arrangements were made to incorporate
the purchase through the State bid process for mowers (contract agreement No.
071 80200329), an extended purchasing program made available to local
governments through the State of Michigan. The State bid this year was awarded
to Commercial Lawnmower, a Livonia - based dealer.
The department wishes to purchase Four (4) Toro Zero Turn
Mowers (ZTR) - 5000, model #7 4933, propane - powered mowers
with Kawasaki FX 801V - 852 cc engines, and 60" Turbo Force
mowing decks at $11,118.00 and four (4) extra propane tanks at a
cost of $322.55 each; for a total price of $45,762.20.
This purchase will not increase our fleet, but will replace Four (4) comparable
units (Toro ZTR Z-500 models) all purchased in 2006, that are gas - powered,
and require repairs costing more than their current value. The replaced units will
be disposed of thru the auction process (MITN or commercial auction).
The department is making a concerted effort to change over its' fleet of ZTR
mowers from gas to propane power, resulting in a substantial cost savings. The
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department currently operates eighteen (18) propane powered mowers, along
with several other gas-powered mowers that are similar in type. Both types of
mowers are assigned to staff that assist in the daily maintenance of
approximately 400 acres of City property (buildings, parks, athletic fields,
boulevard islands, open areas, etc.) that are not part of the contractual
assistance mowing contract used by the department.
It is the recommendation of the Public Service Division that Council proceed as
follows:
1. Authorize the purchase of Four (4) Toro Zero Turn Mowers (ZTR)- 5000,
model #74933, propane - powered mowers with Kawasaki FX 801V- 852 cc
engines, and 60" Turbo Force mowing decks at $11,118.00 each and four (4)
extra propane tanks at a cost of $322.55 each; for a total price of $45,762.20
from Commercial Lawnmower, 32098 Plymouth Rd., Livonia, MI. 48150, from
the 2016-2017 Capital Outlay Budget.
2. Waive the formal bidding process in accordance with the provisions set forth
in Section 3.04.140.D.4 of the Livonia Code of Ordinances, as amended,
inasmuch as the same is based upon the low State of Michigan price; and no
advantage to the City would result from competitive bidding.
White offered the approving resolution for the Consent Agenda.
Brosnan recognized Mr. Murphy, owner of Commercial Lawnmower, in the
audience seeing this request through this evening.
DIRECTION: APPROVING CONSENT
9. REQUEST FOR AUTHORIZATION TO PURCHASE OF FOUR (4) JOHN
DEERE TH 6x4 TURF VEHICLES (GATORS) THROUGH THE STATE BID
PROCESS: Public Service Division, re: to replace four (4) comparable units
through the State of Michigan bid process.
Doug Moore, Superintendent, Public Works, presented the request to Council.
The 2016-2017 approved Capital Outlay Budget includes the purchase of four (4)
John Deere TH 6x4 Turf Vehicles, commonly referred to as a "Gator".
Arrangements were made to incorporate the purchase through the State bid
process for park maintenance equipment (Contract Agreement No. 071
87700085), an extended purchasing program made available to local
governments through the State of Michigan. The State bid this year was awarded
to Bader & Sons, Inc., 20801 Pontiac Trail, South Lyon, MI., 48178.
The Department wishes to purchase four (4) John Deere TH 6x4
Turf Vehicles (Gators) at a cost of $10,641.53 per unit; with a total
cost for four (4) units is $42,566.12
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This purchase will not increase their fleet; they will replace four (4) comparable
units that will be disposed of thru the auction process (MITN or commercial
auction).
The four (4) gators to be replaced were purchased in 2008 (2) and 2009 (2). On
average, the units are used approximately 300 hours each year. Life expectancy
of this type of equipment is five years. The cost of maintenance continues to rise
due to the increasing age, and the extreme weather conditions the units operate
in. The units are used for Park maintenance duties during the year. During that
period the units move soil, pull different implements, they are used for fertilizing,
and general turf maintenance. The units are assigned to three specific parks, and
used by both permanent, and seasonal staff.
It is the recommendation of the Public Service Division that Council proceed as
follows:
1. Authorize the purchase of four (4) John Deere, Model TH 6x4 Turf Vehicles,
from Bader & Sons Co., 20801 Pontiac Trail, South Lyon, Ml 48178, for a total
price of $42,566.12 from funds approved in the Capital Outlay Budget.
2. Waive the formal bidding process in accordance with the provisions set forth
in Section 3.04.140.D.4. of the Livonia Code of Ordinances, as amended
inasmuch as the same is based upon the low State of Michigan price; and no
advantage to the City would result from competitive bidding.
Vice-President Kritzman offered the approving resolution for the Consent
Agenda.
DIRECTION: APPROVING CONSENT
10. REQUEST TO EXTEND CONTRACT 14-D UNIT PRICES FOR 2017 JOINT
AND CRACK SEALING PROGRAM (CONTRACT 17-D): Engineering Division,
re: same. (CR 261-16, CR 163-15 and CR 283-14)
Todd Zilincik, City Engineer, presented the request to Council. The Engineering
Division has finalized the locations for the 2017 Joint and Crack Sealing
Program. In order to control costs and to continue to offer our residents quality
workmanship, the Engineering Division approached our contractor from the 2014,
2015 and 2016 Joint and Crack Sealing Programs, Michigan Joint Sealing, Inc.
for consideration to extend the Contract 14-D unit prices as our contractor for
Contract 17-D. They are willing to honor their unit prices from the 2014 Joint and
Crack Sealing Program (Contract 14-D). Please note that they are a local
contractor that has completed repairs for the City of Livonia in the past, including
2008, 2009, 2010, 2014, 2015 and 2016.
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They are recommending extending the Contract 14-D unit prices for Contract 17-
D to Michigan Joint Sealing, Inc. with a budget of $200,000.00 for the completion
of the 2017 Joint and Crack Sealing Program, Contract 17-D. Work is anticipated
to begin in early June and be completed on or before October 31, 2017.
In order to proceed with this project, they recommend that the Council take the
following actions:
Waive the formal bidding process under Section 3.04.140.D.3 of the
Livonia Code of Ordinances, as amended, since no advantage to the City
would result from competitive bidding.
Extend Contract 14-D unit prices for Contract 17 -D, 2017 Joint and Crack
Sealing Program in the amount of $200,000.00 to Michigan Joint Sealing,
Inc., 28830 West Eight Mile Road, Suite 103, Farmington Hills, Ml 48336.
The award should be based on the bid unit prices from 2014, Contract 14-
D, said amount to be adjusted based upon the quantities of work
completed.
Authorize an expenditure from budgeted funds of $200,000.00
($75,000.00 from Major Roads Account and $125,000.00 from Local
Roads Account.)
Authorize the City Engineer to approve minor adjustments in the work, as
required.
Bahr offered the approving resolution for the Consent Agenda.
Brosnan asked Zilincik how long does this program prolong the roads as he
mentioned. He replied asphalt roads approximately 5 to 7 years, concrete roads
it could be up to 10 years. She said it is important to the community. She wishes
the county would have a similar program.
DIRECTION: APPROVING CONSENT
11. WAIVER PETITION: Planning Commission, re: Petition 2016-06-02-14
submitted by Livonia Market II, L.L.C., in connection with a proposal to
redevelop, including demolishing the existing building and parking areas,
constructing a new 37,000 square foot square foot fitness center (LA Fitness)
and 8,060 square foot freestanding multi-tenant retail building on the property
located on the south side of Seven Mile Road between Middlebelt Road and
Melvin Avenue (29659 Seven Mile Road), in the Northeast 1/4 of Section 11.
At the direction of the Chair this item was removed from the Agenda at the
petitioner’s request.
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AUDIENCE COMMUNICATION: None.
As there were no further questions or comments, President McIntyre adjourned the
Study Session at 9:21 p.m. on Monday, February 27, 2017.
DATED: March 3, 2017 SUSAN M. NASH
CITY CLERK