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HomeMy WebLinkAboutCOUNCIL STUDY - 2015-09-09 CITY OF LIVONIA— CITY COUNCIL MINUTES OF STUDY MEETING HELD SEPTEMBER 9, 2015 Meeting was called to order at 8:38 p.m. by President Brosnan. Present: Brian Meakin, Laura Toy, Lynda Scheel, Susan Nash, Brandon Kritzman, John Pastor, and Maureen Miller Brosnan. Absent: None. 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. President Brosnan announced there is new data on Item 3 requesting that it be removed from the Agenda. President Brosnan announced the passing of former Mayor Robert Bennett, arrangements are being handled by R.G. and G.R. Harris Funeral Home, Livonia. President Brosnan announced there will be a Citizens Advisory Committee Meeting held on Thursday, September 17, 2015 at 7:00 p.m. at the Department of Public Works Building located at 12973 Farmington Road. She said that all are welcome to attend. AUDIENCE COMMUNICATION: None. NEW BUSINESS: 1. REQUEST TO WAIVE THE CITY'S NOISE ORDINANCE: John Paepke, PE, Traffic Operations Engineer-Taylor, State of Michigan, Department of Transportation, re: in conjunction with the Plymouth Road (Old M-14) Resurfacing Project, from Farmington Road to Inkster Road, to allow the contractor to work during the nighttime hours, tentatively scheduled to begin in spring 2016. Todd Zilincik, City Engineer, presented the request to Council. In an effort to adhere reduce the impact to the motoring public and to allow the Contractor to maintain an aggressive work schedule, Michigan Department of Transportation (MDOT) has requested a reprieve from the City of Livonia's Noise Ordinance regarding work during the night time hours for the duration of the Plymouth Road (Old M-14) Resurfacing Project from Farmington Road to Telegraph Road. The portion related to the City of Livonia will be from Farmington Road to Inkster Road and will allow MDOT to place the noise ordinance waiver into their specifications for the portion of work performed in the City of Livonia. Work along Plymouth Road is tentatively scheduled to begin in the spring of 2016. The Engineering Division in conjunction with the Inspection Department has no objection to this request and would like to respectfully recommend that the 2 Council approve MDOT's request to allow the work to be completed in a timely manner and in the interest of safety. Vice-President Meakin asked Zilincik, if it was for just grinding and not reconstruction. Zilincik replied that was correct and added that reconstruction is projected for 2022. He said there are some areas of concern with issues of standing water He said they intentions are to mill and fill along with some sidewalk repairs. Vice-President Meakin said he assumes they will be using bright lights and said that could pose a problem for some residences that may be affected. Zilincik said it could possibly be just daytime work but since they sent a letter to the City, he is following through with the request. Vice-President Meakin said this isn't 1-96 it is Plymouth Road and said if they could be convinced to do the work during the daytime it would be best. Toy asked Zilincik if they would be leaving some lanes open for the local businesses during the construction. Zilincik stated yes they would. Kritzman asked Zilincik was kind of timeframe he estimates for the project. Zilincik said 40 working days or approximately 2 months for the portion within the City limits of Livonia. Zilincik suggested perhaps limiting the number of days permitting working at nighttime, if that would be feasible. He said he is aware of how disruptive that kind of work can be to residents and said it's his intention to minimize the disruption to the residents. Vice-President Meakin offered the approving resolution for the Regular Agenda. DIRECTION: APPROVING REGULAR 2. REQUEST TO APPROVE AND RECOGNIZE THE CLARENCEVILLE HIGH SCHOOL HOMECOMING PARADE TO BE HELD ON FRIDAY, OCTOBER 9, 2015; REQUEST TO APPROVE THE PARADE ROUTE AND THE CLOSING OF CERTAIN CITY STREETS; AND REQUEST TO DESIGNATE AND AUTHORIZE SENIOR POLICE OFFICER MICHAEL ARAKELIAN TO SIGN THE WAYNE COUNTY ROAD COMMISSION PERMIT ON BEHALF OF THE CITY TO CLOSE A PORTION OF MIDDLEBELT ROAD, WITH THE CITY TO ASSUME LIABILITY FOR ANY DAMAGE CLAIMS WHICH MAY ARISE AS A RESULT OF THE ROAD CLOSURE: Kevin Murphy, Athletic Director, re: same Jason Debrandt, representative for Clarenceville High School presented his request to Council. He said it's the same route they had for the past several years and all the paperwork has been submitted. Pastor offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 3 3. APPOINTMENT OF LEO NEVILLE TO THE ZONING BOARD OF APPEALS: Councilmember Susan Nash, re: to fill the unexpired term of Robert Bowling, which expires July 12, 2017. President Brosnan noted there was new data on this Item. A letter from Councilmember Nash requesting this Item be moved to the next Regular Meeting. At the direction of the Chair, this Item was removed from the Agenda and was moved to the Agenda of the Regular Meeting of September 9, 2015 as an X-Item and the letter from Councilmember Nash dated September 4, 2015 requesting the same will be received and filed. DIRECTION: RECEIVE & FILE CONSENT 4. REQUEST FOR ADDITIONAL APPROPRIATION AND EXPENDITURE: Livonia Fire & Rescue, re: for additional work that was outside the scope of original bid that was repaired during the work on the repair and reconditioning of the bay floors at Station #1 and Station #6. (CR 147-15) Keith Bo, Senior Fire Inspector, standing in for Fire Chief Shadd Whitehead, presented the request to Council. At the Regular meeting, held on May 18, 2015, the Council accepted the bid and authorized the expenditure to Tercon Systems for $31 575.00, for the repair and reconditioning of the apparatus bay floors at Fire Stations 1 and 6 (Resolution #147-15). During the course of the work performed, the contractors recognized the need for additional repairs due hazards created from drain grates, standing water issues and threshold changes. There were also repairs to an increased number of divots and pitting that far exceeded the number in the original bid. Although this additional work was outside the scope of the original bid, it was prudent to have the needed repairs accomplished during the course of the original work and not come back at a later time in order to address the additional repair needs. The change order for the additional repairs for Station 1 was $1,400.00 and Station 6 for $3,900.00, for total of $5,300.00. It is respectfully requested that City Council approve an additional expenditure in the amount of $5,300.00 to Tercon Systems for the change order work performed during the original repair and reconditioning of the bay floors. Appropriate funds have been budgeted and are available. Toy offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 4 5. AWARD OF BID: Department of Parks & Recreation, re: for the fairway drainage at Whispering Willows Golf Course, from budgeted funds. Ted Davis, Superintendent, Park and Recreation, presented the request to Council. The Department of Parks and Recreation has taken bids for fairway drainage at Whispering Willows Golf Course. Two (2) bids were received. The bid tabulation has been provided to Council for its review. They are recommending XGD Systems receive the contract, as the low bidder received an unfavorable reference on the only golf course project they reported having completed. Although not the low bidder, XGD Systems has completed several golf course projects and they feel comfortable with their knowledge and expertise in this area. They request that City Council authorize the Mayor and City Clerk to execute a contract in the amount of $25,500 with XGD Systems, LLC, 415 Flagler Ave., Unit #302, Stuart, FL 34994. A copy of their form of proposal and bid specifications has been provided for Councils review. The bids are good for 120 days from opening. Budgeted funds are available. Pastor offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 6. REQUEST TO APPROVE PURCHASE: Department of Management Information Systems, re: of a replacement Wi-Fi infrastructure utilizing a State of Michigan approved contract under the Midwestern Higher Education Compact (MHEC) to replace the current aging system, from budgeted funds. Dan Putman, Director of Information Management Systems, presented the request to Council. One of Information Systems major projects this year was to replace our aging network infrastructure. He said they brought a proposal to Council for a Dell Network earlier this year. That Dell Network allowed them to replace our entire network infrastructure with equipment that is easier to use, has more redundancy/reliability, and came in at 40% less than they were planning on spending on a similar Cisco solution. They now have an opportunity to use some of the savings to replace their Wi-Fi network equipment in order to support the newer faster rates and to enhance their features. Wi-Fi technologies have changed over the years. As new standards have come out, the theoretical speeds have increased. Below is a chart that shows the progression Standard Year Adopted Speed 802.11 b 1999 11 Mbps 802.11 a 1999 54 Mbps and 802.11 g and 2003 802.11 n 2009 300 Mbps 802.11 ac 12014 1 Gbps 5 They have been using Aruba Networks for the past 8 years for their Wi-Fi networks. This has been a good solution for them and allows them to offer both a public and a secured Wi-Fi network. Over the 8 years they have used Aruba, they have upgraded it from 802.11 b and g to 802.11 n. Due to the complexity of configuring the Aruba equipment, they have had to use consultants to help them with configuring and upgrading it. They currently have 19 wireless access points distributed around City Hall, DPW, Housing and Senior Center. They also have 3 access points that run independently at the LCRC that the will need to upgrade when they complete their fiber project. One downside to the Aruba Networks Wi- Fi solution is that it uses a physical controller. This controller is what directs each of the wireless access points. Their controller limits them to 32 access points. The controller did make it easier to program the functionality of the access points, but if it fails, the entire Wi-Fi network goes down. Aruba Networks has also been purchased by another company and time will tell on whether they will continue to be a strong product. The Aerohive Wi-Fi network that they are now proposing is a "Cloud" or Software as a Service (SaaS) solution. All of the programming is done on a secured web site and then downloaded to the Wireless Access Points. They have done a proof of concept project and have been able to complete all of the needed programming ourselves without the use of consultants. The wireless access points are all the new standard of 802.11 ac so they have the increased speed and capacity. As part of this proposal, they will be able to incorporate the LCRC into our Wi-Fi network and enhance their coverage, they will be adding the Housing McNamara Towers, and they plan to expand our Wi-Fi network outside to Nehasil Park. This proposal includes 30 indoor wireless access points, 2 outdoor wireless access points and five years of support. This purchase is being done through a State of Michigan approved contract under the MIDWESTERN HIGHER EDUCATION COMPACT (MHEC) through Dell. It is the recommendation of the Information Systems Department that Council approve the purchase of the Aerohive Wi-Fi Network in the amount of $23.742.90 from Dell Marketing L.P., C/O Dell USA L.P., PO BOX 643561, Pittsburgh, PA 15264- 3561 from budgeted funds. Toy offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 7. REQUEST TO APPROVE ALLIANCE OF ROUGE COMMUNITIES (ARC) ANNUAL ASSESSMENT FOR 2015: Public Service Division, re: in the amount of $28,502.00 from funds budgeted for this purpose. Don Rohraff, Director of Public Works, presented the request to Council. The City of Livonia has actively participated in the Alliance/Assembly of Rouge Communities (ARC) since its inception in 2004. Each year the City has paid an annual assessment for the City's share based on population and land area to fund the services for the communities provided by the ARC. The significant services completed on behalf of Livonia include stream water quality sampling 6 and testing, joint projects in watershed management public education, and representing and advocating for providing representation and advocacy for communities in discussions and negotiation with the Michigan Department of Natural Resources and Environment (formerly Michigan Department of Environmental Quality) on storm water permits. The ARC has and will continue to solicit grants for storm water initiatives for communities both individually and collectively. Incidentally, community assessments total fifty percent of the total annual income for the activities of the ARC. A Federal Clean Water Fund grant again financially supports the other fifty percent of the budget. The 2015 assessment has been reduced by $511.00 to reflect the 2010 census numbers. Livonia participation in the ARC is recommended again this year for the following reasons: • Preparation/guidance in the required upcoming new MS4 Storm water permit process due in April 2016. • Broad participation of the Rouge River communities that eliminates redundancies and provides cost savings resulting from use of common storm water management practices used by multiple communities. • Communication and cooperation between the staffs of Rouge communities on storm water and related issues has been advanced. • The ARC has more of a voice when working with the MDEQ on permit compliance issues. • Participation in a watershed-wide group of communities and counties improves the opportunity of the City to receive future storm water grant awards. For these reasons, it is requested the Council approve payment to the Alliance of Rouge, a non-profit organization, in the amount of $28,502.00 for the annual assessment to Livonia for 2015. No appropriation is required since this amount was included in the 2014-2015 approved City budget. Scheel offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT AUDIENCE COMMUNICATION: None. As there were no further questions or comments, President Brosnan adjourned the Study Session at 8:58 p.m. on Wednesday, September 9, 2015. DATED: September 17, 2015 SUSAN A. HOFF CITY CLERK