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HomeMy WebLinkAbout2019-03-25 CITY OF LIVONIA – CITY COUNCIL MINUTES OF STUDY MEETING HELD MARCH 25, 2019 Meeting was called to order at 8:00 p.m. by President Laura Toy. Present: Brandon Kritzman, Scott Bahr, Cathy White, Kathleen McIntyre, Brian Meakin, Jim Jolly 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; Casey O’Neil, Director of Information Systems; Dave Heavener, Chief of Fire; Don Rohraff, Director of Public Works; and Dave Varga, Director of Administrative Services. Councilmember Brian Meakin led the meeting in the Pledge. Councilmember McIntyre congratulated Councilmember Bahr on his daughter’s performance in the Stevenson High School production. She then stated that this past Saturday was the Livonia Chamber of Commerce Home Improvement Show at the Kirksey Recreation Center and thanked the Inspection Department who staffed the booth over there as well as Brian Duggan and Bill Fried who were there with Spree information. President Toy wished Councilmember McIntyre a happy birthday as well as th Councilmember Cathy White who has an upcoming birthday on March 30. President Toy wished the China Inn well on their opening at their new location. She then stated there is New Data on Item 19. AUDIENCE COMMUNICATION: None NEW BUSINESS: 1. REQUEST TO WAIVE THE CITY’S NOISE ORDINANCE: Rev. Fr. Tony Massad, Pastor, Saint Rafka Maronite Catholic Church, re: in order to hold a cultural festival with music played by a DJ and live bands at Saint Rafka Maronite Catholic Church located at 32765 Lyndon Street on Saturday, August 3, 2018, from 3:00 p.m. to 12:00 a.m. and Sunday, August 4, 2018, from 1:00 p.m. to 9:00 p.m. Father Tony Massad, 32765 Lyndon, Saint Rafka Maronite Catholic Church, presented this request to Council. He stated every year they have a cultural 2 festival that they hold in the first weekend of August and grows each year, with more Livonia residents in attendance, and being able to showcase their parish, culture, foods and great music, both Arabic and American bands. So they are asking to waive the City’s Noise Ordinance to have the live bands and DJs play on rdth Saturday and Sunday, the 3 and 4 of August. Councilmember Bahr said this is an annual event that has not caused any issues in the past and offered an approving resolution for the Consent Agenda. President Toy asked how long the event has been going on and Father Massad replied this is the fifth time he has come before Council for this. DIRECTION: APPROVING CONSENT 2. REQUEST TO WAIVE THE CITY’S NOISE ORDINANCE: Heather Plinka, re: for a wedding reception with a DJ and music playing throughout the event on Saturday, August 17, 2019, from 5:00 p.m. to 11:00 p.m. at 29610 Hoy Street. The Petitioner was not present for this item. Councilmember Meakin offered two resolutions for the Regular Agenda, an approving and a denying to allow the Petitioner to present her request to Council at the April 8, 2019 Regular Meeting. DIRECTION: 1) APPROVING REGULAR 2) DENYING 3. REQUEST FOR ISSUANCE OF A PERMIT FOR WADE SHOWS TO HOLD CARNIVAL AMUSEMENT RIDES AT FORD FIELD AND VETERANS’ PARK JUNE 25-30, 2019, DURING REFERENCED HOURS; A PERMIT FOR A FIREWORKS DISPLAY BY AMERICAN FIREWORKS, INC. TO BE HELD AT 10:15 P.M. ON JUNE 30, 2019 AT VETERANS’ PARK; AND AUTHORIZATION TO USE AND LEASE THE FACILITIES AT FORD FIELD, EDDIE EDGAR ARENA AND STYMELSKI VETERANS’ PARK DURING SPREE ’69: Dan Spurling, President, Livonia Anniversary Committee, Inc., re: same. Bill Fried, Livonia Anniversary Committee, presented this request to Council. He stated he is present for the next three items. Vice President Jolly offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 4. REQUEST TO CLOSE STARK ROAD FROM THE FAMILY Y (14255 STARK ROAD) TO LYNDON AND LYNDON FROM FARMINGTON ROAD TO STARK ROAD TO TRAFFIC FROM 8:00 A.M., JUNE 24, 2019 THROUGH 12:00 NOON 3 ON JULY 1, 2019 (MONDAY THROUGH MONDAY); AND TO REQUEST THAT THE CITY SEEK PERMISSION FROM THE WAYNE COUNTY ROAD COMMISSION TO ALLOW THE CLOSURE OF FARMINGTON ROAD BETWEEN THE I-96 OVERPASS AND FIVE MILE ROAD FROM 6:30 P.M. THROUGH 11:30 P.M. ON JUNE 30, 2019 (SUNDAY) IN CONNECTION WITH SPREE ’69: Dan Spurling, President, Livonia Anniversary Committee, Inc., re: same. Bill Fried, Livonia Anniversary Committee, presented this request to Council. Councilmember McIntyre offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 5. REQUEST TO DISPLAY BANNERS ON FARMINGTON ROAD AND FIVE MILE ROAD AND 4’ X 8’ SIGNS AT CITY HALL AND FORD FIELD FROM MAY 28, 2019 THROUGH JULY 1, 2019: Dan Spurling, President, Livonia Anniversary Committee, Inc., re: same. Bill Fried, Livonia Anniversary Committee, presented this request to Council. Councilmember White offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 6. REQUEST TO APPROVE PROPOSED SISTER CITY AGREEMENT: Office of the Mayor, re: proposed Sisterhood Agreement between City of Livonia and City of Silay, Republic of the Philippines, as presented by the Administration of Madonna University. Dave Varga, Director of Administrative Services, presented this request to Council. He stated this item was presented to the City by Madonna University and that they are present tonight as well as Barb Gamber, Economic Development Coordinator. Barb Gamber provided handouts to Council on the City of Silay put together by Madonna personnel. She stated it gives a nice overview of the culture, the community, as well as the partnership that Madonna has with Silay. About a year ago the Mayor of Silay came to Livonia and met with Mayor Wright and that visit initiated the relationship. Madonna and Silay have had a relationship for quite some time but then this opportunity came up and Madonna presented it to us, and they met a couple weeks ago with the Mayor and the Mayor liked the idea of it and wishes to move forward with it. Vice President Jolly asked if the City has any other Sister cities and Gamber replied to her knowledge they don’t. 4 Bahr asked what the motivation was for Madonna to reach out to Silay in particular for Madonna. Connie Tingson-Gatuz, Vice President of Madonna University, came to the podium, 14513 Riverside, Livonia. She stated the motivation really in the last five years, has been Madonna bringing students to a Study Abroad Program to Silay which happens to be the hometown of her parents. That was the initial relationship. Their students have gone every year consecutively, nursing, business students, and management students where they go down there for a couple weeks and have an experience which is part of their curriculum. Where it’s taken them further is that the Mayor of Silay was able to visit here in Livonia and conversations was started. Sister City allows for so much potential to exchange in the areas of education, in the areas of commerce or business, as well as other cultural exchanges and it could be municipalities of sharing ideas and programs in a place where she grew up in Livonia, where there’s so much grown internationally it like the next connection, to bring that together. Bahr then asked how many students Madonna sends to the Philippines and vice versa and Tingson-Gatuz replied in the first year they had a group of twenty-seven, and this coming June they have a group of twenty-one and it is for a semester, a condensed version of a semester. Bahr asked for a synopsis from a City perspective, what is the benefit, and what is the obligation for the City if we enter into something like this. Tingson-Gatuz stated from her perspective there isn’t a financial obligation, with that respect, it’s actually mutual sharing. What many of the students, and these are American students who travel there, have commented on is just the richness of culture and community in the exchange. So the parallels of our cultural performance, Livonia Orchestra, for example, they have a counterpart, where they host their international competition, they brought together seventy-five countries. This particular city is growing, it’s about 130,000 in population and it’s set to put in an amusement park and if you’re familiar with the Philippines, lots of different islands, it has a rich history and ties to the U.S., it was a former territory of the U.S. But also this city in particular, they are moving to different epicenters within the country, much like what would be equivalent to our Detroit, L.A., Chicago, as opposed to one major city, Manilla. So this is an area that’s growing and there’s a lot of parallels related to it. It used to be, you know, this version of Livonia is lots of farmland, their version is lots of sugar cane fields and they are seeing lots of exponential growth, but also wanting to share ideas and exchange educationally as well as in business. Bahr then said beyond the feel good nature of doing something like this, what would we able to do with an agreement like this that we couldn’t do anyway? All the things you just talked about, especially if Madonna is involved, those things are going to happen regardless. 5 Tingson-Gatuz replied there’s an organization called “Sister City International” that’s based in Washington, D.C., and they help set a standard that is global best practices within this area and they really help to facilitate youth programs, scholarships that Sister Cities can participate in as well as exchanges. It could be a teen from Silay visiting here to learn about City government here in Livonia. One of the comments that the Silay Mayor made was just the roads in this area and the growth and the landscaping and the urban planning. Comparatively to dirt roads and sugar cane, you can imagine the new expressway looked like to him. Because when he was here in 2017 I think we had just reopened 96, so it really changed his perspective and so he brought many of those conversations back. Bahr stated that Tingson-Gatuz had said there is no financial obligation, in the Agreement it says that “The Parties covenant to provide financial or in kind support to each other”, covenant is a pretty strong word and it sounds like financial obligation, can you tell us what’s involved with that. Tingson-Gatuz replied by choice, and turned it over to John Magee. John Magee, Assistant Vice-President, came to the podium and stated there are three components to the Agreement, there’s business, education and culture exchange. So really this provides a platform for that discussion and exchange so really it’s up to the Council and each of the two cities to determine what that relationship is going to look like. While Sister Cities International gives you the sort of structure for this arrangement, it really is just a platform on these three key components and how that’s going to work. So it really comes down to the cities to determine what financial obligation, if any, what the structure of the committee to manage it is like, and what are those areas the City wishes to focus on. President Toy stated when they came to the Educational Summit that was held, this Sister City concept was expressed and sounded very interesting. She then asked Gamber if there is a limitation on Sister Cities as she has a recollection of Livonia being a Sister City to either Sterling Heights or Warren in the past. Gamber replied you can have multiple Sister Cities, but she is not aware that Livonia had one but that could be before her time. Jolly stated that he works at Lawrence Tech and he works with some colleagues who he thinks have been in contact with the Study Abroad people in terms of partnering with different opportunities in order to send students abroad. At Lawrence Tech, they’ve had many agreements with other universities and he doesn’t know of any where they’ve proposed having a Sister City, and thinks it’s a novel idea, an idea he supports and commended the presentation. He cited the flyers and the details provided therein, the commonalities that exist between the two cities. He then offered an approving resolution. 6 Kritzman asked if the Law Department has had a chance to review some of the language in the Agreement and that he felt there was wording contained in the Agreement that guarantees an exchange of technology and in his professional career from a contract writing standpoint there’s certain words you try to stay away from and that would be one of them. He stated he supports the concept of the Sister City as a platform and an avenue to have that ongoing relationship and discussion and appreciates the positive comments of Jolly, but would ask wouldn’t it be prudent to have the Law Department look at it. Bernier replied they have looked at it, that he and Mike Fisher looked at it and described it as a ceremonial document without any real legal obligations that are enforced on the City. It’s more of we want everybody to get along and have this relationship. There are no legal obligations on the City to really do anything or expend any money more importantly. DIRECTION: APPROVING REGULAR 7. REQUEST FOR AUTHORIZATION TO PURCHASE FOUR (4) UNMARKED POLICE VEHICLES UTILIZING THE STATE OF MICHIGAN AND THE COUNTIES OF OAKLAND AND MACOMB CONSORTIUM BID PRICING: Division of Police, re: to be used by the Intelligence Bureau, from budgeted funds. Captain Ron Taig, Livonia Police Department, presented this request to Council. He stated they are asking for authorization to purchase four unmarked vehicles which they utilize by officers assigned to the Intelligence Bureau. The proposed purchase would utilize almost $128,000 of the $196,000 that was budgeted for the purchase from Drug Forfeiture funds maintained in Account 265-333-985-000. Pursuant to the Finance Ordinance, they are requesting a waiver of the City’s sealed bid process based on the Police Department’s Association with the three bid/purchasing consortiums, the State of Michigan, and the Counties of Oakland and Macomb. Councilmember White offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 8. REQUEST FOR AUTHORIZATION TO PURCHASE ONE (1) HEAVY DUTY MECHANIC SERVICE VEHICLE WITH SERVICE BODY UTILIZING THE 2019 MICHIGAN VEHICLE STATE CONTRACT COOPERATIVE BID PROCESS: Livonia Fire & Rescue, re: to ensure effective and efficient maintenance to our fleet, from budgeted funds. Dave Heavener, Fire Chief, presented this request to Council. He stated they are asking Council’s authorization to replace their current service maintenance vehicle which is sixteen years old. This vehicle replaces a very frontline vehicle that is crucial to the maintenance of their fleet and it responds to fires, and assures that 7 all of their fire apparatus properly operate during long term fires and long terms scenes in general. It serves as their mobile maintenance vehicle to make sure they provide the most efficient and effective maintenance for all of their vehicles throughout their fleet. This purchase would be made through a Cooperative Bid through the State of Michigan Bid Process as well as the Macomb County Contract as well and it is requested to purchase it through budgeted funds. Councilmember Meakin offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 9. REQUEST FOR AUTHORIZATION TO EXECUTE AGREEMENT WITH CBI TELECOMMUNICATIONS: Department of Management Information Systems, re: to perform phone auditing services on behalf of the City. Casey O’Neil, Director of Information Systems, presented this request to Council. He stated last year the Information Systems Department installed a new City phone system and also took control of the City phones that were formerly run by DPW. Along with this responsibility they inherited the task of tracking the City phone account. The City currently receives 117 AT & T telephone bills monthly that last year totaled approximately $230,000.00. They initially discovered several lines being paid for that were no longer in use and terminated those. They are confident there are additional unnecessary costs but because of the complex nature of these bills and the difficulty working with AT & T they feel a need to bring in outside expertise. CBI Telecommunications Consultants has vast experience auditing phone bills, they claim their process generally yields customers a 20 to 30 percent reduction in phone charges. CBI comes highly regarded with Oakland County who has a longstanding relationship with them and Oakland County currently offers their services to other government units through a pre-bid contract on the G2G Marketplace that they would like to take advantage of. This process costs the City no money up front, the City will only pay a 30% contingency fee on any recovered overcharges as well as the implemented savings going forward twelve months. This agreement will go a long way in cleaning up our phone bills and making our phone processes more efficient going forward. Bahr stated he applauds this effort and expects it to be fruitful and offered an approving resolution for the Consent Agenda but would also like to know the results after the twelve months and referred it to the Economic Development, Strategic Planning and Technical Committee for follow-up. DIRECTION: 1) APPROVING CONSENT 2) REFER TO ECONOMIC DEVELOPMENT COMMITTEE, STRATEGIC PLANNING AND TECHNICAL COMMITTEE 8 10. PROPOSED LOT SPLIT: Department of Assessment, re: requested by Michael Soave of Soave/Oro Construction, for Tax Item 46-053-02-0315-000, located on the north side of Greenland Avenue west of Middlebelt, south of Six Mile, at 29614 Greenland Avenue. (Petition #2019-02-LS-04) Mark Taormina, Director of Economic Planning and Development, presented this request to Council. He stated this petition involves the division of a single platted lot of record, this is Lot 15 of Supervisor’s Plat No. 4 located on the north side of Greenland Avenue. This property currently measures roughly 140 feet in width by 300 feet in depth. The petition is to split the parcel into two equal parts. There is a residential structure located on the easterly half of the parcel which is identified on this plan as Proposed Parcel B. That house would be demolished. Both Parcel A and Parcel B are deficient in lot area slightly. The ordinance requires a minimum of 21,780 square feet. Each of these lots would contain 20,989 square feet or .48 acres where .5 acre or ½ acre is required. Also the lot width is deficient by five feet. Please note the relationship of the proposed parcels to the surrounding area, many of the lots both to the east and to the west are similarly sized. There is a parcel across the street that still sits on the original platted lot of 140 feet and a few others adjacent to that but the mix seems to be a combination of 70 foot lots as well as a few 140 foot original platted lots. Bahr asked for clarification on the width deficiency and Taormina responded it is five feet. He then asked about the original lots being 140 and there are also some 70 and Taormina replied that they’ve been split over time. Brian Duggan, 14315 Denne, Livonia, came to the podium representing the Petitioner. He stated that they are planning on tearing the house down and put two new structures up, a ranch or colonial, anywhere between 1,700 square feet to 2,000 on a ranch, 2,000 to 3,000 on the colonial. He wants to custom build them but if he doesn’t he will put up his standard spec that he’s done throughout Livonia. The count on the map that is in Council’s packet, there are fourteen 70 foot lots on that street, two right to the east of the property and four to the west of the property so it will be conforming to the neighborhood with 70 foot lots. Kritzman offered an approving resolution for the Regular Agenda. DIRECTION: APPROVING REGULAR 11. AWARD OF CONTRACT: Public Service Division, re: for the 2019 Street Tree Planting Program, from budgeted funds. Don Rohraff, Director of Public Works, presented this request to Council. He stated before Council is the 2019 Right-of-Way Street Tree Planting Program. Bids were taken and advertised on MITN website. A mandatory pre-bid meeting was held. Two of the three bidders attended this meeting. Bids were opened and read th on March 5, there were three bids received. Greg Davis Landscaping Services 9 out of Grosse Pointe was the low bid contractor. This program is for 2019 only and they are planting approximately 497 trees and of course that are made up of all of the different species from the City’s approved species list. The department is requesting Council to approve the 2019 Right-of-Way Street Tree Planting contract with Greg Davis Landscaping Services for $123,753.00 from budgeted funds, and also accept the unit pricing for the next low bidder, Crimboli Nursery, Inc., in the event the low bidder is unable to supply certain trees. Councilmember Meakin asked how close have they been keeping to that number per year for actually replacing trees. Rohraff replied that this one is up a little bit from last year and he thanked the City Engineer for some of that, on the tree removals and the tree plantings that they’re doing but when they go through and do road work sometimes that varies on the numbers and changes the spots that we’re actually going to be putting some of these trees or removing them. Meakin then offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 12. REQUEST TO APPROVE ANNUAL RENEWAL OF SOFTWARE LICENSING AND MAINTENANCE FROM SOLE SOURCE PROVIDER: Public Service Division, re: with Azteca Systems LLC for the DPW work management system for the period of March 1, 2019 through February 29, 2020, includes Cityworks Online, from budgeted funds. (CR 196-17) Don Rohraff, Director of Public Works, presented this request to Council. He stated this is their annual maintenance and licensing contract with Azteca Systems. Cityworks is their CMMS, or Computer Maintenance Management System that they us. It’s for scheduling work, issuing work orders, tracking costs, monitoring inventory to name a few of the things. The annual maintenance and licensing covers everything mentioned plus it holds all of their data, training applications, mobile applications and up to 100 user licenses that are used for this program. The department is requesting City Council to approve the 2019 Cityworks Annual Maintenance and Licensing Agreement with Azteca Systems, LLC, in the amount of $77,500.00. Vice President Jolly offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 13. REQUEST FOR AUTHORIZATION TO PURCHASE ONE (1) 2019 FORD F550 TRUCK BUILT AS A SWAP LOADER THROUGH THE MI DEAL STATE BID PROCESS: Public Service Division, re: to replace a vehicle for the primary use of the Roads Department, from budgeted funds. 10 Don Rohraff, Director of Public Works, presented this request to Council. He stated this is the 2018/2019 approved Capital Outlay Budget that includes the purchase of this one multi-service truck for use primarily in Roads. This truck can be used year round because of its ability to be reconfigured by changing out the rear attachments. If you remember previously they were before Council with the Swap Loader Truck that they were trying about a year and a half, two years ago when they came before Council and up to this point that’s been working great. Some of the rear attachments that they will be using on this is it can be made into a flatbed, it can have an anti-ice tanker to apply brine to roadways prior to snow events. They can put their salt spreaders on there to get into tougher places that their larger snow trucks can’t reach. It can be used as mobile storage units for generators and things to be deployed during power outages. These are just some of the things that they can get the attachments for this truck to use that they would use moving forward. This truck will now increase their fleet, it will be replacing a truck that was used to perform many of these activities in numerous departments. The replaced vehicle will be disposed of through the MITN process, the auction process on MITN or commercial auction. This truck purchase is also through the MI Deal State Bid Process. The State bid for the chassis was awarded to Signature Ford; the upfitting was awarded to Truck & Trailer Specialties through the City of Rochester Hills Coop Agreement which also meets their required finance bidding process. It is the recommendation of the Public Service Division that Council authorize the following purchases: One Ford F550 Super Cab Truck Chassis from Signature Ford for a total of $46,426.00; upfitting from Truck & Trailer Specialties for a total of $75,583.00. The funds were approved in the Capital Outlay Budget. Councilmember McIntyre offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 14. REQUEST FOR AUTHORIZATION TO PURCHASE ONE (1) 2019 FORD F550 SUPER CAB 4x4 STAKE TRUCK THROUGH THE STATE OF MICHIGAN BID PROCESS: Public Service Division, re: to replace a vehicle for the primary use of the Roads Department, from budgeted funds. Don Rohraff, Director of Public Works, presented this request to Council. He stated this is a 2019 F550, the 2018/2019 approved Capital Outlay Budget includes this multi-service truck for the primary use of Roads. This truck will replace a vehicle that’s a 2001 which was removed from service because of its poor condition. The replaced vehicle will be disposed of through the auction process. This new truck again will be purchased through the MI Deal State Bid Process, MI Deal does meet our bid process and Finance Ordinance bidding process. The bid for the chassis again was awarded to Signature Ford, the upfitting again was awarded to Truck & Trailer Specialties and that was through the Rochester Hills Coop, again that meets the Finance bidding process. It is the recommendation of Public Service Division that Council authorize the following purchases: One Ford F550 Super Cab Chassis from Signature Ford in the amount of $48,962.00; and 11 secondly, the upfitting from Truck & Trailer Specialties for a total of $43,470.00. These funds are approved in the Capital Outlay Budget. Councilmember McIntyre offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 15. AWARD OF BID: Public Service Division, re: for emergency replacement of City Hall Fire Panel and Alarm System, from budgeted funds. Don Rohraff, Director of Public Works, presented this request to Council. He stated this item is to request payment for the emergency repairs that were performed on the City Hall fire panel and alarm system. DPW along with the Fire Department worked together to assess the needed repairs to bring the fire panel and the alarm system up to Code. Once it was determined that the alarm system was malfunctioning, they went out for emergency bids for the known work that they needed to take place. As discussed at that time, it was determined that additional work would be required by the Fire Department to keep this building off of the 24/7 building watch. Specifications were placed on MITN for the repair work and three bids were received with only two being accepted. The third quote was quoting the wrong items in the bid so they were disqualified. They met with the low bidder and it was determined they were qualified to perform all the necessary work associated with this repair. As the repair work started, the originally unknown required repairs were identified and agreed upon with the contractor to be completed. Some of those repairs consisted of new wiring for the notification devices in the restrooms, air duct detectors, additional horns, strobes, smoke detectors, and additional water flow switches to name a few. All of these requirements were needed to bring this building up to Code. So in accordance with City Ordinance we are notifying you of this emergency repair and requesting payment to be made to Heely Fire Protection, Inc. for completing all required work in connection with the fire panel and alarm system in the amount of $65,189.00. Funding for these repairs are from monies approved in the 2018/2019 Budget. Bahr questioned if funds are set apart for emergency things like this that might come up or are these being pulled from something that was budgeted for something else. Rohraff responded the answer to both of those questions are yes. For the last four to five years, they’ve been putting money into the Capital Outlay Budget for repairs that they were starting to look at on the fire panel. And going back about four or five years ago, they started to identify the fire panel, they just kept trying to piece it together and keep it along as far as we could to a point where they just could not repair it, to the point where it was going to be a safe environment to continue down that path. So there were budgeted funds for this project that they had set aside in 12 the current budget for that, but to answer the other part of your question, yes, there are emergency funds so to speak that are budgeted in case of emergency. Bahr offered an approving resolution for the Consent Agenda. Vice President Jolly asked how old was the fire alarm security system that was replaced and Rohraff stated it was the original one. He then spoke about the money being spent on City Hall and would like to see some sort of strategic plan in terms of what brings this building up to where it needs to be altogether, total ADA compliance and technology and address the issues that exist in the building and offered a resolution to look into that in the Capital Outlay and Infrastructure Committee. DIRECTION: 1) APPROVING CONSENT 2) REFER TO THE CAPITAL OUTLAY AND INFRASTRUCTURE COMMITTEE 16. REQUEST TO EXTEND CONTRACT WITH NAGLE PAVING COMPANY: Engineering Division, re: for the 2019 Asphalt Road Repair Program – Contract 19-A, at the unit prices from the 2018 contract unit prices. (CR 109-18) Todd Zilincik, City Engineer, presented this request to Council. He stated it’s the time of season for construction on the City’s asphalt and concrete roads. The concrete roads were previously approved and at this time it is the City’s asphalt roads. As you’re aware, the Citizens Advisory Committee was done last October to identify the streets that we look for for repairs. With that we have our consultant, OHM Advisors, to help assist us in collecting data, and in looking at those streets to help determine the amount of fixes we can do based on our budget available which was 3.4 million dollars. With the information we then take the list of streets out for bids. This year due to the lock out that happened last year and the backlog of projects, we believe it is our best interest to do the maximum amount of roads we can with our available funding and to extend the contract with Nagle Contracting this year. As you look at last year’s prices, Nagle was the lowest bidder at 2.44 million. The second low bidder was Florence Cement at 2.68 million. They are saving us $240,000.00. This year we are looking to do twenty-nine segments, most notably will be Gill Road from Bretton to Eight Mile; and Laurel Park Drive from Newburgh to University Drive but they can extend that in next year’s 2020 program. With that we felt it was in the best interest for the City to take advantage of the unit prices and Nagle has been the City’s contractor in 2012 and again in 2014 through 2018 and they’re also working on the Tatigian path along with a subcontractor to Shaw on the Rotary Park Tennis Courts. They’ve done numerous work around the City itself. Therefore, they are recommending their unit price be extended, with an additional appropriation request of $217,128.12 and with the total amount of the contract at $3,617.127.12 to fit that budget with the ability to reduce the number of streets that would have to be cut. They are seeking City Council’s approval to waive the formal bidding process 13 Section. 3.04.140.D.3 and request that the contract amount be awarded to Nagle Paving in the amount of $3,617,128.12. If approved, there will be a night meeting th with the residents tentatively scheduled for April 25, there will be notifications going out and the information will be put on the website with the updated map and the additional street segments. There is already preliminary information on the website itself, but again they have to fit the budget to the amount of streets that they have available to do those. He stated Rob Nagle, owner of Nagle Paving, is present and Mark Lock from OHM Advisors to help assist us in getting these street segments identified so we can complete them for our businesses and residents. President Toy asked Zilincik to name the streets. Zilincik responded Laurel Park Drive, University to Newburgh; Laurel Court from Laurel Park Drive to the end; Gill Road from Bretton to Eight Mile; Shadyside from Curtis to Seven Mile; Loveland, Curtis to Seven Mile; Sunset Boulevard from Pembroke to Sunset Avenue; Pembroke Avenue from Sunset to Milburn Avenue; another portion of Sunset, 100 feet north of Haldane to end; St. Martin’s which is from Sunset Boulevard to Milburn Avenue; north section of Sunset from 200 south of Gable to 100 feet north of Haldane; Haldane Avenue from Sunset to Flamingo Boulevard; Gable from Sunset Boulevard to Flamingo Boulevard; Lathers from Deering to Curtis; and the remaining sections are Westmore off of Middlebelt and south of Five Mile to Roycroft to Rayburn; Shadyside from Five Mile to Rayburn, Woodring from Roycroft to Rayburn; Woodring from north of Five Mile to Roycroft; Loveland from Five Mile to Rayburn; Mayfield from Five Mile to Rayburn; Brookfield from Five Mile to Rayburn; Fairfield from Five Mile to Roycroft; Fairfield from Roycroft to Rayburn; Cavour from Jamison to Five Mile; Paderewski from Jamison to Five Mile; Haller from Jamison to Five Mile; Garden from Jamison to Five Mile; Elsey from Middlebelt to Gardner; Jamison from Middlebelt to Garner; and Pickford from Shadyside to the dead end. Vice President Jolly asked Bernier if there is an ordinance that puts limitations on contract extensions or administrative policy that directs particular departments. Bernier replied he does not know but will provide an answer. Vice President Jolly then offered an approving resolution for the Consent Agenda. Meakin thanked Rob Nagle for coming to the meeting and stated the City has had a long relationship with Nagle Paving, an outstanding Livonia business, and he thanked him for working with the City to do projects and greatly appreciates the relationship the City has with the company. DIRECTION: APPROVING CONSENT 14 17. REQUEST TO AMEND CONSTRUCTION ENGINEERING CONTRACT THROUGH THE QUALIFICATION BASED SELECTION (QBS) PROCESS WITH OHM ADVISORS, FOR CONSTRUCTION ENGINEERING SERVICES FOR THE 2019 ASPHALT ROAD PROGRAM: Engineering Division, re: same. (CR 365-16 and 381-17) Todd Zilincik, City Engineer, presented this request to Council. He stated since the Asphalt Road repairs are being done, they need someone to oversee the construction and the testing part of it. They are looking to have OHM assist them in that manner to help make sure the roads are put back to the City’s specifications and standards. With that they’re partnering up with Soils and Materials Engineers th from Plymouth to help assist in that matter as cited in a letter dated March 4 from Mark Loch, the project manager. They are asking Council to execute an amendment to the Engineering contract with OHM Advisors in the amount of $434,055.37 to assist in this overall contract based on 3.617 million. They are stth looking to start May 1 and have an end goal of October 12. He also stated that Middlebelt and Merriman are not streets the City maintains but that the Mayor’s office has put in requests to get the potholes filled at those locations. He stated Wayne County did complete Seven Mile from Newburgh to I-275. Councilmember Meakin offered an approving resolution for the Consent Agenda and commended OHM on their work. President Toy then asked Zilincik to delineate the roads that are maintained by the City versus Wayne County. Zilincik stated the City of Livonia has 370 miles of local roads that they maintain, sixty of which are major which are typically Newburgh, Stark, Levan, those are under the City’s jurisdiction, they’re probably in better condition typically than the normal Wayne County roads. Then you have the County roads which are the mile roads which are Seven Mile, Six Mile, Five Mile, the north roads, Farmington, Middlebelt, Merriman, those roads are handled by the County itself, along with Eight Mile. I-275, 96, and a portion of Grand River and Plymouth Road are handled by MDOT so those are maintained by those folks itself. He stated his crews have been working diligently to cold patch the potholes filled on the City streets and they call in for service to the County on the roads like Merriman and Middlebelt and Farmington. President Toy asked if there is a pothole hotline and Zilincik replied that 1-88- ROAD CREW is the Wayne County number. DIRECTION: APPROVING CONSENT (President Toy passed the gavel to Vice President Jolly) 15 18. VACATING PETITION: Planning Commission, re: Petition 2019-01-03-01 submitted by the Nowak & Fraus Engineers on behalf of Smith-Watkins Investment, L.L.C. pursuant to Council Resolution 56-19 to determine whether or not to vacate the existing storm sewer easement located on the northwest corner of Pamco Drive and Merriman Road (31500 Pamco Drive) in the Northeast ¼ of Section 27. Mark Taormina, Director of Planning and Economic Development, presented this request to Council. He stated this was a referral back in February to the Planning Commission to review a request to vacate a portion of a storm sewer easement. This easement was impeding in an expansion of an industrial building on Pamco Drive, the storm sewer was relocated leaving the easement that is now an encumbrance on the property so the purpose of this would be to eliminate or vacate that easement altogether. The Planning Commission is recommending approval. Councilmember Kritzman offered an approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT (President Toy resumed the gavel.) 19. SITE PLAN PETITION: Planning Commission, re: Petition 2019-01-08-03 submitted by Community Alliance Credit Union to construct a single-story building addition, relocate the existing drive-thru operations and reconfigure the parking and driveway facilities of the existing credit union located on the southwest corner of Plymouth and Newburgh Roads (37401 Plymouth Road), in the Southeast ¼ of Section 30. Mark Taormina, Director of Planning and Economic Development, presented this request to Council. He stated the site of the original Community Alliance Credit Union received approval in 2006. The building consists of a one-story structure, 4,600 square feet, it really operates as a branch location for Community Alliance. What’s unique about this property is that it has frontage on four different roads, Plymouth Road, Jughandle, Edward Hines, as well as Newburgh Road, although access is really only provided from two of those roads, Plymouth and Jughandle. Parking is currently available on both the east and the west side of the building, there’s drive-up operations on the west side of the building. So, the proposal is to more than double the size of the building and turn this from just a branch location to relocate the company’s executive, administrative and other support services from Novi into Livonia bringing approximately twenty-two additional jobs. So the addition altogether would be also one-story in height, just under 10,000 square feet, bringing the building to about 14,600 square feet altogether. There are two setback deficiencies that really are created because of the quadruple frontage that they’re confronted with but the building really won’t appear any closer to the road than it currently is. There were variances granted in 2006. They’re going to hold 16 those existing setback lines but from both Plymouth and Edward Hines Drive those setbacks are deficient. The building itself would contain materials of similar to the existing building. There’s been some recent changes to the design and the architects will describe the difference between this particular rendering and the one that was approved by the Planning Commission but it primarily changed the roof lines of the building slightly. Parking was originally conforming. The Planning Commission asked that the dumpster be relocated on the site, that caused a couple of the parking spaces to be removed resulting in a slight deficiency in parking, however when we do the numbers and take a look at this, we’ll be able to either add those two deficient spaces or make a justification why they are not necessary, it’s minor altogether. There would be an additional driveway provided to Jughandle Road. The two existing driveways would remain. The plans presented include fully detailed landscape drawings that were removed by the Planning Commission. Additional storm water is required and all of that would be handled underground. Lighting will be kept to a height of 20 feet. And lastly, the drive-up operation will be relocated from the west side of the building to the south side where the number of services will be reduced from four down to three, the number of teller windows, if you will, and ATM. There is ample stacking as well as a bypass lane provided. Jeremy Cordell, Hooker/Dejong Architects & Engineers, came to the podium, 549 Ottawa Avenue, Grand Rapids. He introduced Michele Wollard from Community Alliance. Cordell stated that in the construction document process they are always revising everything and apologized for the late update. They are continuing to add more detail. He said it’s a slight subtle change. There is still a large headboard gabled roof, essentially the original building is the head roof so their idea was to basically duplicate that so there’s a second large roof volume. The original design also had the two kind of sloping volumes out in front, so all that is still there. The things they refined was just the depth of the roof line, the color of the roof line and little details. So the update was really just making sure that you had the latest rendering. Wollard stated they are very excited to move their headquarters to Livonia. Vice President Jolly stated that the City has had a lot of credit unions investing a lot of money in new structures and that this is an architecturally interesting building. He asked if there is a reason why there is an increase and Wollard replied that credit unions are growing and Community Alliance currently doesn’t have enough space for their employees so they’ve been leasing a building in Novi for the last five years so this will be a cost savings in the end to move everybody under one roof, one facility, become more efficient that way as well and reduce their monthly 17 expenses at the same time. She stated credit unions in general are growing and if they the opportunity to expand through mergers, etc., they’re building additional branches. She stated she doesn’t see brick and mortar ever going totally away. Councilmember Kritzman stated he was not aware there was New Data on this item. He said there is a complicating factor here because there is the existing roof structure to work around and they’re adding a significant portion to it. He indicated he understood the first design that was in the packet than the one with the New Data and that he is not a big fan of the standing seam metal roof being brought down as a wall panel material on that main piece. He then asked if other metal wall paneling materials as opposed to this. Cordell replied that for the most part the existing materials on the building are being wrapped around, so when you look at the rendering, you still get the same color, the same tone of brick maneuvering in and around the building. There is also stucco that’s being maintained but with a lot of credit unions they’re trying to update and create a fresher look as a marketing tool, as a branding tool. So that one element, that kind of primary idea, taking the existing hip roof and giving it an update, a new fresher look. So that’s where the longevity of a standing seam roof, it’s going to last well as opposed to an asphalt shingled roof. He stated they could look into other metal panel materials, standing seam, I don’t want to get into a lot of detail --- Councilmember Kritzman said he would like to hear details. Cordell continued saying metal composite material, MCM, is a rather pricy material and it wouldn’t be able to be wrapped up onto this, it’s not really a roofing material. So the cost, the investment for a product that will last long, standing seam seems to be a good fit for this kind of new image, this fresher look that kind of reinterprets the old but is something that is a little newer. Kritzman added on to the comment by Jolly concerning the onslaught of credit unions being built in Livonia and indicated he has a problem with the standing seam metal roof, because it is a roof system replacing an asphalt shingle roof system. He said this to him is the metal panel equivalent of an old Mansard roof, bringing those shingles down, and he thinks it’s going to have a dated look a lot quicker than some of the other panels and other materials. He said he agrees that you don’t take a metal wall panel system and wrap that all the way over the roof, that’s not financially viable. He asked for a little more articulation and to take the idea that he has of the iconic element and get more out of it. The other thing he is looking for is does he have a roof plan developed, not knowing how far into the CD process they are. The Petitioner replied not very far. They are coming before Council very early in the process. 18 Kritzman asked if they have a roof plan on the SD side. Cordell asked if Kritzman had concerns about the roof drainage and where the gutters are located. Kritzman replied he’s just trying to understand forms and shapes of it. You’re talking about potential setback issues and easement issues, just want to make sure we’re putting something out there that’s going to be appropriate for that location. Cordell stated when you look at the floor plan, there’s the original rectangle of the original building and that hip roof will come down and so there’s kind of bar of space, there’s a flat roof that sits between these two volumes and so as far as construction detail, the runoff off of one will hit the flat roof and be drained and properly captured. Kritzman asked if they do or don’t have a roof plan and Cordell answered they don’t right now. Kritzman then asked Cordell to produce a diagram of the roof plan. Councilmember Meakin stated they have one opportunity to make this look good, when it’s done it can’t look like they just added 10,000 feet onto an existing building and that was the first impression he had when he looked at the plans. He then offered to send the item to the Committee of the Whole to study it in further detail. President Toy asked if there was a timeline associated with this project and th Wollard answered their end date is February 29 of 2020. DIRECTION: REFER TO COMMITTEE OF THE WHOLE CONSENT 20. SITE PLAN PETITION: Planning Commission, re: Petition 2019-01-08-04 submitted by Leo Soave to develop a site condominium (Grove Court) consisting of seventeen (17) single-family homes located on the south side of Ann Arbor Trail between Norwich Avenue and Wayne Road (34417 Ann Arbor Trail and 34391 Dover Avenue) in the Southwest ¼ of Section 33. Mark Taormina, Director of Planning and Economic Development, presented this request to Council. He stated there are two parcels that are involved in this request, 34391 Dover which is the easterly parcel and that was rezoned from R- U-F to R-1 in the past six months. And then the westerly parcel, 34417 Ann Arbor Trail which is in the process of being rezoned from R-U-F to R-1. City Council gave first reading on the rezoning back in January and our second read and roll call are on hold pending review of this site plan. The R-1 District requires lots that would be a minimum of 60 feet by 120 feet or 7,200 square feet in area. The ordinance does allow for exceptions in the case of lot depths where there are immovable physical boundary limitations provided that the minimum area in width 19 are met. Council is familiar with this property. There are single family developments both to the east and to the west. Both are zoned R-1. This new development would consist of seventeen site condominium or single-family homes. All seventeen lots would take access from a new street or the extension of Dover which presently dead ends in the southeast corner of the property. Dover in this case would be extended about 540 feet. It would transition from a right-of- way width of 60 feet to 50 feet. It would extend north and then terminate with a cul-de-sac turnaround at the north end of the development. All seventeen lots meet or exceed the minimum area and width requirements, however due to limitations imposed by the site boundaries, Lot 7, 9 and 11 have average depths that are less than 120 feet, however all three of these lots do conform to the minimum area and width requirements and all of the homes built on those lots would still have to comply with the minimum setback requirements of the R-1 District. There area four parcels located to the north, these are identified as out lots, they would not be a part of the site condominium. Each of these lots would be described separately outside of the condominium, they would take access from Ann Arbor Trail. All four of these lots do meet the minimum lot area and width requirements and depth requirements of the R-1 District. Storm water detention would be accommodated with the construction of a new basin located at the south end of the project. Here land has been set aside within the development area for both a four bay as well as a detention area, this area would drain to the south to the Holiday Park Nature Preserve subject to approvals by Wayne County and the State of Michigan. Master Deed and bylaws were submitted with the application providing standards both for the size of the homes as well as certain construction requirements, exterior material, etc. Also, the plans include a landscape plan both for around the detention basin as well as for each of the lots. Sidewalks would be provided throughout the development as well. Then just to touch on the item that appeared on the Regular Agenda and that was the report from the Traffic Commission where a couple of suggestions were made related to this development. One of which would be the inclusion of a decel lane at Norwich Road, that is something that the Council should consider as part of the review this evening and stipulate whether it should be a requirement of the development. The other two items that would be either the responsibility or partially the responsibility of the developer. One is the relocation of the sidewalk along Ann Arbor Trail. That has been discussed in detail with the Planning Commission and it is something that will be done concurrent with this development even though it’s an improvement that occurs in front of those out lots. That too should be stipulated as part of the approving resolution, should there be one. And then the other item would be the turnaround for the driveways provided for those out lots. While the out lots again are not part of the site condominium, maybe the developer can respond relative to providing those improvements for the out lots 20 that would help mitigate some of the traffic concerns that have been expressed as part of this project. Kritzman asked Taormina to expound on the turnaround. Taormina then zoomed in on the area where the four out lots are located. Each one of them which would have a driveway to Ann Arbor Trail and to prevent cars from backing up directly onto Ann Arbor Trail, the suggestion would be to have some type of an area set aside where the vehicles could turn around and then be directed to Ann Arbor Trail without backing up. Kritzman asked if that would be in the right-of-way and Taormina said no, the suggestion would be that that apron, if you will, would be provided on the lots typically, I believe it’s not something that’s permitted within the right-of-way itself. That’s been a topic of discussion at other meetings. President Toy called the Petitioner to the podium. Sam Baki, 38901 Plymouth Road, Livonia, Michigan 48150, came to the podium. He stated as Mr. Taormina mentioned the site plan meets all of the requirements and they are willing to work with the City with respect to the out lots, that’s one of their intentions to make sure not just for traffic purposes, even for the homeowners to get in and out so it would be an obstacle if it’s not created up front. He cited the homes that were recently built on Farmington Road south of Seven Mile by Mike Soave, that those properties provide a means of turning around without encroaching the sidewalk. Bahr asked if the Petitioner had ever considered having another street come straight through off of Ann Arbor Trail, it seems they could get a couple more houses and Baki stated they did consider that a long time ago but one of the main issues is that the exit would come out right at the turnaround, the actual Ann Arbor Trail, it’s a homeowner’s nightmare. They didn’t want to create an issue there. Meakin asked if the Developer would be maintaining the detention basin and Baki replied that the Homeowners Association would be. Meakin asked if there were any plans for insect control and Baki stated the detention basin would be dry, they did some soil boring and they will do more and it is mostly sand so it will drain within 24 hours. Meakin then offered an approving resolution for the Regular Agenda. Jolly asked if any thought was given to extending the road closer to Ann Arbor Trail and having those four additional lots that would sit on Ann Arbor Trail actually on the street with the rest of them. 21 Baki stated that would create a bigger problem because the way it was going to exit, the road itself, would create a bigger problem for traffic. Jolly said what he is saying is if they would have just extended the turnaround closer to Ann Arbor Trail and built those houses internal, that’s what I’m talking about. That’s the only way that you’re not creating more traffic problems and you’re actually relieving some of the tension and some of the pressure on that roadway. I understand you say there’s a new house that’s under construction there, but that would be the right way to do this, to have those houses internally on the street with the other houses you’re proposing in the condominium association. Baki stated he can go back to the beginning and what happened, when they came to zone the property on the east, the property on the west they couldn’t make a deal on so the owner didn’t want to sell at first. So they came on the east so they can accommodate something, so they can get these lots split because that property on the east was all serviced by one water meter and septic field, no sewer. So for them to accommodate that, they came in and got the zoning on the first parcel, split those so we can get these homes sewer lines, then the lady on the west decided to sell after they had already moved forward the process. Jolly stated he’s disappointed and he’ll chalk it up to a lesson learned, we don’t piecemeal these things, keep that in the wheelhouse going forward because this is a bad idea where it could have been better. DIRECTION: APPROVING REGULAR AUDIENCE COMMUNICATION: None As there were no further questions or comments President Toy adjourned the Study Session at 9:42 p.m. on Monday, March 25, 2019. For the 1,870thRegular Meeting of April 8, 2019. DATED: April 1, 2019 SUSAN M. NASH, CITY CLERK In accordance with Title II of the American with Disabilities Act as it pertains to access to Public Meetings, the City Clerk’s Office of the City of Livonia, upon adequate notice, will make reasonable accommodations for persons with special needs. Please call (734) 466- 2236 or email clerk@ci.livonia.mi.us if you need assistance. Council agendas are available on the City’s website – www.ci.livonia.mi.us - under Government, City Council, Agendas.