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HomeMy WebLinkAboutCOUNCIL STUDY - 2015-10-05 CITY OF LIVONIA— CITY COUNCIL MINUTES OF STUDY MEETING HELD OCTOBER 5, 2015 Meeting was called to order at 8:00 p.m. by President Brosnan. Present: Lynda Scheel, Susan Nash, Brandon Kritzman, Brian Meakin, Laura Toy, and Maureen Miller Brosnan. Absent: John Pastor. Elected and appointed officials present: Todd Zilincik, City Engineer; Mark Taormina, Director of Planning & Economic Development; Don Knapp, City Attorney; Judy Priebe, Director of Legislative Affairs; Susan Hoff, City Clerk; and Mayor Jack Ki rksey. Toy asked for a moment of prayer to send good wishes to Cheryl Wallman and her family as she goes through a health struggle. Nash expressed condolences to former City Clerk and Treasurer, Linda Grimsby, whose mother passed away. Vice President Meakin announced that the Annual Beer and Wine Tasting Fundraiser for the Livonia Community Foundation is being held on October 29, 2015 at 7:00 p.m. at One Under. Tickets are $35 and are available at www.LivoniaCommunityFoundation.org or by calling his office at 734-425-7555. Kritzman announced the Livonia Hall of Fame was held on October 1, 2015. The Class of 2015 includes: Carol Strom, introduced by Kathleen McIntyre, Livonia YMCA introduced by Councilman Brandon Kritzman, Friends of Greenmead introduced by Mayor Jack Engebretson, Joe Neussendorfer introduced by Livonia School Board Trustee Liz Jarvis, Laura Toy introduced by Livonia City Treasurer Dennis Wright, Alan Helmkamp introduced by Wayne County Commissioner Terry Marecki, Carl Riegal introduced by Livonia School Board Trustee Tammy Bonifield, Dr. Janet Haas introduced by Livonia City Councilwoman Lynda Scheel. He congratulated all the recipients. AUDIENCE COMMUNICATION: None. NEW BUSINESS: 1. AUDIT REPORT: Livonia Housing Commission, re: for the fiscal year ending December 31, 2014, excluding Silver Village, Newburgh Village, the CDBG Program and single family City-owned properties. Jim Inglis, Executive Director, Housing, presented the report to Council. The Livonia Housing Commission respectfully submitted the audit report and management letter for the twelve month period ending December 31, 2014. 2 The audit report covers the following federal programs administered by the Livonia Housing Commission: 1) Low Rent Public Housing Contract C-885 (McNamara Towers, Single Family Homes) 2) Section 8 New Construction Contract C-3189NC (Brashear Tower) 3) Section 8 Voucher Contract C-3189-V (Rent Subsidy) 4) 2012 Capital Fund Program MI-28-P0550112, 2013 Capital Fund Program MI-28-P05550113, 2014 Capital Fund Program MI-28-P0550114, 2015 Capital Fund Program MI-28-P05550115 and Capital Fund Financing Bond/Loan #968. Please be advised that the Silver Village and Newburgh Village senior citizen housing communities, Community Development Block Grant Program and single family city owned properties are contained in the City of Livonia audit report prepared by Plante Moran for the fiscal year ending November 30, 2014. The Livonia Housing Commission is required to prepare its financial statements and reports in accordance with accounting practices prescribed by the U.S. Department of Housing and Urban Development and General Accepted Accounting Principles. The audit is in conformance with the single audit act and has been submitted to the HUD Inspector General for Audit, HUD Real Estate Assessment Center and the State of Michigan Treasury Department for their review and information. The independent auditor rendered a clean and unqualified opinion with no audit findings or concerns. Additionally, the Housing Commission submits the fiscal year 2014 HUD Public Housing Assessment (PHAS) and the Housing Choice Voucher Assessment (SEMAP) which evaluates the Commissions performance of these federal housing programs. The PHAS and SEMAP scores are 95 and 96 respectively which designates the Commission as a high performer. The Livonia Housing Commission would respectfully request that the audit report provided be received and filed for the information of the City Council. Toy offered the approving resolution to receive and file this report for the Consent Agenda. DIRECTION: RECEIVE & FILE CONSENT 2. REQUEST TO UTILIZE THE GREENMEAD PROPERTY FOR THE ANNUAL MOTOR CITY IRISH FEST: Department of Community Resources and the Motor City Irish Fest, re: for the festival days of June 17-19, 2016. 3 Kevin Murphy, 35194 Parkdale, presented the request to Council. He said this is the 7t" year of the Motor City Irish Fest. They put on the festival to promote their Irish heritage and culture. He said for the past 5 years they have held the festival in Redford Township. Last year they had close to 7,000 people in attendance. The festival is family oriented. They have not had any issues with the police. The security they use are retired police officers. They have outgrown the Redford location and are seeking a venue that will accommodate larger crowds. They believe that Greenmead is an excellent venue for their event. Linda McCann, Director, Community Resources, said they endorse the use of the Greenmead grounds for the 2016 Motor City Irish Fest. They would like to use the grounds from Friday evening of June 17, 2016 through Sunday evening of June 19, 2016 at 8 p.m. Payment would be $3,000, 20% of the parking income, as well as $1.00 for every advance ticket sold by Greenmead. Greenmead will also be given the opportunity to operate as a food or merchandise vendor. Motor City Irish Fest will provide all necessary insurance and licensing the City requires. This is another great event that would fit nicely at Greenmead Toy offered the approving resolution for the Consent Agenda. Vice President Meakin said he did attend their event in Redford last year. He said it is a family oriented event with crafts, shopping, dancing, music, and even Sunday morning mass. He said he supports their desire to expand their event here in Livonia. He said he would support a 3 year contract if they so desired to enter into one. Toy said she would happily amend her motion to include support of a 3 year contract if it is desired by the petitioner. Kritzman also expressed his support for this item and welcomed them to Livonia. DIRECTION: APPROVING —WITH OPTION CONSENT FOR A 3 YEAR CONTRACT Kritzman stepped down at 8:14 p.m. to avoid any perceived conflict of interest. 3. AWARD OF CONTRACT: Public Service Division, re: to provide a DPW Master Plan, including the design and specifications of the proposed Water and Sewer Building. (CR 184-15) Donald Rohraff, Director of Public Works, presented the request to Council. The Finance Department coordinated with the DPW and Engineering Division to advertise for a Request for Proposals (RFP) to provide a Master Plan for the Livonia DPW, Including the Design for the Proposed Water and Sewer Building on MITN. This RFP was placed on MITN on July 30, 2015 and a mandatory pre- bid meeting was held on August 4, 2015. In response to our request, five (5) 4 proposals were submitted on August 18, 2015. A summary of their respective proposal has been provided to Council for its review. The five (5) firms are listed below: • AECOM • Ehresman Associates • Ghafari • OHM Advisors • Sidock Architects The Qualification Statements were independently reviewed by the Director of Public Works, the City Engineer, the Assistant City Engineer, the Water and Sewer Supervisor and the Purchasing Manager. The top three (3) firms were then invited for an interview and to make a presentation on September 10, 2015. They are as follows in no particular order: • Ehresman Associates • OHM Advisors • Sidock Architects Based on the reviewers' final evaluation, it is recommended that the City Council authorize the Mayor and the City Clerk to enter into an agreement to provide a Master Plan for the Livonia DPW, including Professional Design Services for the proposed Water & Sewer Building with Sidock Architects in an amount not-to- exceed $245,200 based on the RFP submitted on August 18, 2015. The Engineering Division will be responsible to provide a topographic survey along with utility design which includes domestic water, sanitary sewer, and storm water management to within five (5) feet outside the building (once the location has been identified and approved for the proposed Water & Sewer Building). The Master Plan component that will include assessment of the existing facilities will be completed in October 1 early November to determine the recommended location for approval and allow design plans and specifications to be completed by mid-January 2016. The project is anticipated to be bid in February 2016 for construction to begin in April 2016. The construction is anticipated to be completed by November 30, 2016. It is therefore, recommended that the Council proceed as follows: • Authorize an additional appropriation and expenditure of $245,200 to Sidock Architects, 45650 Grand River Avenue, Novi, Michigan, 48374, for the Livonia DPW Master Plan, including the design and specifications for the Proposed Water and Sewer Building from the Unexpended Fund Balance of the Water & Sewer Fund. Additional Services that may be required at the discretion of the DPW Administration are allowed to be billable per their hourly rate schedule as submitted in their proposal on page FP-1 for an amount not-to-exceed $3,500.00 from Consulting Services Account. 5 • Authorize the Director of Public Works to approve minor adjustments in the work as needed. Toy said this is long overdue and now seems like an appropriate time for this project. Vice President Meakin concurred that this is long overdue and necessary. He said when they toured the current billed he said that it was hard to believe the condition of the building they currently are using. He said he will be supporting moving this item along. Nash asked that Council be notified of any future Master Plan for DPW meetings. Rohraff said they would be happy to let them know of any future meetings. Toy offered the approving resolution for the Regular Agenda. DIRECTION: APPROVING REGULAR Kritzman returned to the podium at 8:21 p.m. 4. REQUEST TO ADOPT A RESOLUTION WITH WAYNE COUNTY TO APPROVE THE ABANDONMENT OF THE 6-INCH SANITARY SEWER LINE: Engineering Division, re: underneath Five Mile Road east of Levan Road. Todd Zilincik, City Engineer, presented the request to Council. In connection with the sanitary sewer project on Levan Road, just south of Five Mile Road, the Wayne County Department of Public Services has requested that the City approve a resolution abandoning the existing 6-inch sanitary sewer line underneath Five Mile Road, east of Levan Road that was previously connected to the existing 21-inch sanitary sewer running east/west along the north side of Five Mile Road. The Engineering Division has reviewed this matter and respectfully recommends that the City Council adopt a resolution which abandons the existing 6-inch sanitary sewer under conditions set forth as referenced in Rule 4.26 of the Wayne County Permit Manual and includes the following- 1) ollowing:1) The City shall maintain ownership and responsibility of the abandoned sanitary sewer facility. 2) At the discretion of Wayne County, the City may be required to remove their abandoned sanitary sewer in a timely manner and restore the area at their cost to conditions satisfactory to Wayne County. 3) All abandoned existing underground utilities shall be filled with flowable fill material. 4) The City shall maintain detailed records of the abandoned sanitary sewer facilities including, but not limited to, location, depth, size and type of material. 6 A copy of these record drawings shall be submitted to the Wayne County DPS Permit Office. Scheel offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 5. REQUEST TO APPROVE 2016 ROAD REPAIR PROGRAM: Engineering Division, re: as reviewed by the Citizens Advisory Committee on roads for the fourth year of the ten-year road paving millage approved by Livonia residents. Todd Zilincik, City Engineer, presented the request to Council. Included in this report is the suggested 2016 Road Repair Program as prepared by the Department of Public Works and reviewed by the Citizens Advisory Committee on Roads. Next year is the fourth year of the ten-year road paving renewal millage approved by Livonia residents for pavement repairs on the entire road system in 2012. 2016 Road Repair Program Development The Department of Public Works, using the PASER system, established a rating or each road segment throughout the City to use in the evaluation of the current road condition. The PASER Ratings are scheduled to be performed by City staff using ROADSOFT Software in 2016 by driving 370 miles of roads and will be updated on the City Website upon review and completion. The PASER Ratings were last completed in 2014. The PASER Ratings are anticipated to be completed every two (2) years. By performing this task in-house, City staff gain first-hand knowledge on the condition of our streets. The Department assigns the funding available for the year in each of the road repair categories of; reconstruction, rehabilitation, and planned preventative maintenance. Our staff has analyzed the data and generated a list of streets and scheduled the type of repair along with a cost estimate of those repairs. The list has been reviewed by the Engineering and Road Maintenance staffs to verify the road conditions, recommend the repair treatments, and better arrange the work to efficient contract groupings. The list was then reviewed by the Citizens Advisory Committee on Roads at two (2) separate meetings, including with public comments that were heard on September 17, 2015. The Department staff considered these recommendations for the Road Repair Program and the list is contained herein for the Council's approval. Recommendations The list of repair locations including the repair method is shown on Attachment 1. There are a total of 47 street segments. The estimated cost of street repairs are $4.5 million shown on the proposed list for 2016. However, they will maintain a 7 budget of $4,000,000 (anticipate $2.5 million for concrete and $1.5 million for asphalt repairs). The Citizens Advisory Committee on Roads has concurred with the list and added consideration to rehabilitate Laurel and Vargo (N. of 6 Mile Road) as an alternate candidate to be completed in 2016 if funding is available (resolution provided to Council for its review). In addition to these programmed locations, the following major road construction projects are scheduled to begin in 2016. Street Segment From/To Repair 1-275* 5 Mile to 1-96/M-5 Concrete Inlay Old M-14 Plymouth Road* Farmington Road to Telegraph Mill & Fill Eight Mile Road** Farmington Road/Gill Road Reconstruction Seven Mile Road** Farmington Road/Newburgh Reconstruction Road Newburgh Road Beneath the CSX Bridge, Reconstruction (City of Livonia Jurisdiction) North of Amrhein *Michigan Department of Transportation (MDOT) is responsible for the administration of 1-275 and Old M-14 (Plymouth Road) Projects. **Wayne County is responsible for the administration of the Eight Mile Road and Seven Mile Road Projects. All of these road projects represent our proposed list for construction in 2016. It is subject to change based on the consulting engineer's evaluation and final design, the bid prices received, and the project programming by the Michigan Department of Transportation. In order to proceed with the 2016 Road Repair Program, it is recommended that the Council approve the 2016 Road Repair Program as proposed by the Department of Public Works and shown on the Proposed 2016 Road Repair Program list (copy provided to Council for its review). Toy asked when the Plymouth Road project is projected to start. Zilincik said it is projected for 2016, depending upon funding availability. She asked about Farmington Road from 5 Mile to 8 Mile Road, if anything is planned. Zilincik said that's a County Road and they are on a list. He said Inkster Road from 5 Mile to 8 Mile Road is also on a list. He said hopefully they group those 2 areas together; he added that they are both in desperate need of repair. He said Inkster Road from Schoolcraft to Plymouth Road is currently under construction. Kritzman asked Zilincik about the difference in the estimate and the amount being budgeted. Zilincik said every year they put together an estimate. He said if 8 they don't have the funds to complete the roads identified on the list, they are usually carried over to the following year. He said if they come in under budget they will use those left over funds on the next priority road on the next upcoming list. President Brosnan commended them for all their efforts in keeping the roads in Livonia in good condition. She also acknowledged these projects would be impossible without the millage passed by the voters for the road improvements. She said she is also thankful for the Citizens Advisory Committee and their involvement in this process. Toy offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT Kritzman stepped down from the podium at 8:31 to avoid any perceived conflict of interest on the following items. 6. AWARD OF CONTRACT: Engineering Division, re: for the 2016 Concrete Road Repair Program - Contract 16-C. Todd Zilincik, City Engineer, presented the request to Council. The City Council approved Qualification Based Selection (QBS) firms pursuant to Council Resolution No. 367-13, adopted November 6, 2013 to perform all professional engineering services on various federal, state and locally funded projects through fiscal year 2016. Under this procedure, they are recommending that Anderson, Eckstein and Westrick, Inc. (AEW) continue as our consultant for the 2016 Concrete Road Program. Copy of a dated September 24, 2015 from AEW for design and construction engineering services has been provided to Council for its review. The estimated construction costs for the concrete program, which forms the basis for the Engineering contract, is show on the attached sheet. In order to proceed with these projects, it is respectfully recommended that the Council take the following actions: • Authorize the Mayor and the City Clerk to execute an amendment to the Engineering contract with Anderson, Eckstein and Westrick, Inc., 51301 Schoenherr Road, Shelby Township, Michigan 48315 in the amount of $437,500 ($137,500 for Design Engineering and $300,000 for Construction Engineering) for the Concrete Program. These amounts are based on the preliminary construction cost estimates and may be adjusted based on the actual bids. 9 • Authorize an expenditure in the amount of $437,500 from budgeted funds in the Road, Sidewalk and Tree Fund Account. • Authorize the City Engineer to approve minor adjustments in the work, as required. Vice President Meakin offered the approving resolution for the Regular Agenda. DIRECTION: APPROVING REGULAR 7. AWARD OF CONTRACT: Engineering Division, re: for the 2016 Asphalt Paving Replacement Program — Contract 16-A. Todd Zilincik, City Engineer, presented the request to Council. The City Council approved Qualification Based Selection (QBS) firms pursuant to Council Resolution No. 367-13, adopted November 6, 2013 to perform all professional engineering services on various federal, state and locally funded projects through fiscal year 2016. Under this procedure, they are recommending that OHM Advisors (OHM) continue as our consultant for the 2016 Asphalt Road Program. See the attached letter dated September 25, 2015 from OHM Advisors for design and construction engineering services. The estimated construction costs for the asphalt program, which forms the basis for the Engineering contract, is shown on the attached sheet. In order to proceed with these projects, it is respectfully recommended that the Council take the following actions: • Authorize the Mayor and the City Clerk to execute an amendment to the Engineering contract with OHM Advisors, 34000 Plymouth Road, Livonia, Michigan 48150 in the amount of $267,925 ($80,425 for Design Engineering and $187,500 for Construction Engineering) for the Asphalt Program. These amounts are based on the preliminary construction cost estimates and may be adjusted based on the actual bids. • Authorize an expenditure in the amount of $267,925 from budgeted funds in the Road, Sidewalk and Tree Fund Account. • Authorize the City Engineer to approve minor adjustments in the work, as required. Nash offered the approving resolution for the Regular Agenda. DIRECTION: APPROVING REGULAR Kritzman returned to the podium at 8:36 p.m. 10 8. SIGN PERMIT APPLICATION: Planning Commission, re: Petition 2015-08-SN- 04 submitted by Huron Sign Company, on behalf of the Livonia Family YMCA, for a replacement ground sign with variable electronic message board for the recreational facility located on the west side of Stark Road between Schoolcraft Road and Lyndon Avenue (14255 Stark Road) in the Southeast 1/4 of Section 21. Bill Short, Huron Sign Company, Ypsilanti, Michigan. He said they're making all of the signs. There are ten Metro Detroit YMCA's. They're doing all of those. It's been kind of an interesting experience for him because he really hadn't had much contact with the YMCA as he grew up. There wasn't any in his town. But in going around to every one of the ten over the last couple months, he's been just completely astonished about the kind of vibrance and beehive of activities that they are, and also the appreciation by their host communities. The YMCA's are non-profits. They are always looking for ways to increase membership and participation, and the electronic signs have proven to be an economical way to get the word out to the public about their programs and events, such as open enrollment, daycare availability, yoga classes, swimming classes, on and on. All ten are getting new signs because there's a rebranding program nationwide which has been going on for a couple of years with the YMCA USA. This sign kind of represents a conformance or an extension of that rebranding process. He mentioned too that the sign, the graphics are the only things that light up. The background is opaque and it is dark at night. Many of these YMCA's are in R- zoned properties. This particular property is ten acres. It's truly an exceptional situation in the City of Livonia and the neighborhood is pretty exceptional too. At night, softball is going on and ice skating and picnics and whatever. So it's really an interesting situation. He also mentioned they have downsized their original request after hearing the recommendations of the Planning Commission to obtain approval. Mark Taormina, Director of Planning and Economic Development, said Livonia Family Y is seeking approval to replace the facility's main identification ground sign with a new monument sign that incorporates a variable electronic message board. The subject site is located on the west side of Stark Road between Schoolcraft Road and Lyndon Avenue, and is zoned R-2, One Family Residential. Signage for this type of use is regulated pursuant to Section 18.50E of the Zoning Ordinance. Privately owned and operated community buildings in a single family zoning district are permitted one (1) identification sign not to exceed six (6) square feet in sign area and if erected as a ground sign, shall not exceed four feet (4') in height and have a minimum setback of twenty feet (20') from any right-of-way line. The existing sign measures fifty-six (56) square feet in area and is four feet eight inches (4 ' 8") in height. It is located between the building and Stark Road, adjacent to the northeast corner of the building, and set back approximately thirty feet (30') back from the sidewalk. The original proposed replacement sign measured seventy-one (71) square feet in area, but that has 11 been reduced to approximately 36 square feet. The petitioner has agreed to move it back to a 20 foot setback. The proposed sign does include a variable electronic message board. Variable electronic message boards are not allowed in an R-2 district. The Planning Commission is recommending approval of the reduced sized sign. It would be subject to final approval from the Zoning Board of Appeals. Vice President Meakin offered the resolution referring this matter to the Legislative Affairs Committee for its Report and Recommendation for the Consent Agenda. Nash asked if they discussed hours that sign would be allowed on. Taormina said it was discussed but nothing was specified. Toy said the Legislative Affairs Committee will be meeting on October 13, 2015 and could add this item to that meeting if need be. DIRECTION: REFER MATTER TO CONSENT LEGISLATIVE AFFAIRS COMMITTEE FOR ITS REPORT & RECOMMENDATION AUDIENCE COMMUNICATION: None. Toy wished everyone a Happy Columbus Day. As there were no further questions or comments, President Brosnan adjourned the Study Session at 8:47 p.m. on Monday, October 5, 2015. DATED: October 15, 2015 SUSAN A. HOFF CITY CLERK