City Council Special Meeting

City Council Special Meeting Monday, March 06, 2023 – 6:00 PM 27400 Southfield Road, Lathrup Village, Michigan 48076 Meeting Minutes 1. Call to Order by Mayor Garrett 2. Roll Call Present: Mayor Garrett, Mayor Pro Tem Kantor, Councilmember Jennings, Councilmember Kenez, Councilmember Miller Also Present: Assistant City Administrator Pamela Bratschi, CED Susan Stec, Police Chief Scott McKee, City Attorney Scott Baker, City Clerk Kelda London 3. Pledge of Allegiance 4. Approval of Agenda Mayor Pro Tem Kantor moved to amend the agenda; move Closed Session to Action Item A., move the board appointment to Action Item G., add Action Item F Grievance Item and remove the Zoning Board of Appeals from the agenda. Motion seconded by Councilmember Miller. Yes: Jennings, Kantor, Kenez, Miller, Garrett No: None Motion carried. 5. Presentations A. A Proclamation Recognizing the 100th Birthday of Mrs. Julia Hervey Mayor Garrett read into the record the proclamation of Mrs. Julia Hervey and congratulated her on a long and healthy life. 6. Presentations A. 2022 Annual Police Department Report 274000 Southfield Rd | Southfield, MI 48076 | 248.557.2600 | www.lathrupvillage.org  Police Chief McKee gave a brief overview of the 2022 Annual Police Report and answered council questions. B. 2022 Downtown Development Authority Annual Report Downtown Development Authority Director Susan Stec presented the 2022 DDA Annual Report, and answered questions Councilmember Miller thanked both Police Chief McKee and DDA Director Stec for coming to the meeting to present their perspective reports. 8. Public Comment for Items on the Agenda (speakers are limited to 3 minutes) None 9. Consent Agenda All items listed under “Consent Agenda” are considered to be routine and non-controversial by the City Council and will be approved by one motion. There will be no separate discussion. If a discussion is desired, that item(s) will be removed from the consent agenda and discussed separately immediately after consent agenda approval in its normal sequence on the regular agenda. A. 01.23.23 Study Session 01.23.23 Regular Council Meeting 02.06.23 Town Hall B. January 2023 Building Department Report C. January 2023 Fire Department Report F. February 2023 CED Report G. January Mayor Pro Tem Kantor moved to approve the consent agenda removing Item E. January 2023 Disbursement Report. Yes: Kantor, Kenez, Miller, Garrett, Jennings No: None Motion carried. E. January 2023 Disbursement Report Mayor Pro Tem Kantor moved to approve the January 2023 Disbursement Report. Motion seconded by Councilmember Miller. 274000 Southfield Rd | Southfield, MI 48076 | 248.557.2600 | www.lathrupvillage.org  Yes: Kenez, Miller, Garrett, Jennings, Kantor No: None Motion carried. 10. Action Requests - For Consideration / Approval A. Closed Session – Attorney-Client Privilege Labor Attorney Action Mayor Pro Tem Kantor moved to close the Council meeting and move into Closed Session pursuant to item 8. H of the Open Meeting Act, to discuss a written correspondence from the City’s Labor Attorney. Motion seconded by Councilmember Kenez. Yes: Miller, Garrett, Jennings, Kantor, Kenez No: None Motion carried. Roll Call Present: Mayor Garrett, Mayor Pro Tem Kantor, Councilmember Jennings, Councilmember Kenez, Councilmember Miller B Sanitary Retention Tank Cost Sharing Agreement Assistant Administrator Bratschi gave a brief overview of the Sanitary Retention Tank Cost Sharing Agreement between the City of Lathrup Village and Evergreen Farmington Sanitary Drain District. The total cost of the project is $3,432,903. This agreement splits the cost by 75% EFC and 25% for Lathrup Village. Leaving the Lathrup Village’s share at $858,226. Councilmember Jennings moved to approve the Sanitary Retention Tank Cost Sharing Agreement between the Evergreen Farmington Drain District and the City of Lathrup Village. Motion seconded by Mayor Pro Tem Kantor. Mayor Pro Tem stated that this money is coming out of the Capital Improvement Bond. Yes: Garrett, Jennings, Kantor, Kenez, No: Miller Motion carried D. 2023 Pavement Resurfacing Project - Recommendation of Bid Award 274000 Southfield Rd | Southfield, MI 48076 | 248.557.2600 | www.lathrupvillage.org  Scott Ringler from Giffels Webster Engineering, presented the recommendation for the contract award, reviewed the bid specification. The total cost is approx. $1.79 million paving 3.5 miles resurfacing on about 15 streets. Mayor Pro Tem Kantor moved to award the 2023 pavement and resurfacing project to F. Allied Construction for $2,298,690.35. Motion seconded by Councilmember Jennings. Yes: Jennings, Kantor, Kenez, Garrett No: Miller Motion carried E. Gate Well Cleaning Quote The quote before Council to clean approx. 28 gate wells, the majority of them are along the Southfield corridor. Lathrup LLC (DPS) has tried to open the well for repair and discovered dirt and debris. The quote from DBM for a total of $12,175 to be paid out of the capital improvement bond. Councilmember Jennings moved to approve the quote submitted by DBM in the amount of $12,175.00 for the 2023 Gate well cleaning and traffic control. Motion seconded by Mayor Pro Tem Kantor. Yes: Kantor, Kenez, Garrett, Miller Jennings No: None Motion carried F. 2023 Water Main Recommendation The Infrastructure Study group recommended that in addition to the replacements that are already slated for 2023, to add two additional water main projects. Those recommendations are San Diego from Rackham to Stanford Ct and Lincoln under Southfield Rd. Mayor Pro Tem Kantor moved to adopt the recommendation of the Infrastructure Committee and instruct the City Administrator to add the main water replacement to the capital improvements projects. Motion seconded by Councilmember Kenez. Yes: Kenez, Garrett, Jennings, Kantor No: Miller Motion carried. G. Grievance Recommendation From the Labor Attorney Motion by Mayor Pro Tem Kantor to deny the grievance filed by employee Glynis Thornhill. The denial of her application for promotion to Deputy Treasurer was not 274000 Southfield Rd | Southfield, MI 48076 | 248.557.2600 | www.lathrupvillage.org  due to age discrimination and there was no violation of Article 19.03 of the City’s Personnel Manual of Employment Regulations. The City Council finds that the promotion of another candidate was based on legitimate business reasons, the administration’s assessment that the successful applicant had more job-related experience for the Deputy Treasurer position than Ms. Thornhill. Motion was seconded by Councilmember Jennings. Yes: Garrett, Jennings, Kantor, Kenez No: Miller Motion carried H. Mayoral Boards and Commissions Appointment Kantor moved to appoint Yolanda Arnold to the Board of Review with a term expiring 12/31/2026. Motion was seconded by Councilmember Jennings. Yes: Garrett, Jennings, Kantor, Kenez, Miller No: None Motion carried 11. City Administrator Report A report on the branches clearing from the Code Enforcement Officer William Diamond. Fontenot is will clearing branches until they have gone through the entire city. Big Dave’s Tree Service is working on getting the hazardous hanging branches around the city. Staff is continuing to contact residents that expressed concerns about the special assessment from the last meeting. 12. City Attorney Report No report 13. Reports of Boards, Commissions, and Committees A. Infrastructure Study Group Water loss continues to be at 3% or less for the 3rd month in a row. Continuing to believe that the cause has been discovered. B. Parks and Recreation Committee 274000 Southfield Rd | Southfield, MI 48076 | 248.557.2600 | www.lathrupvillage.org  The committee is looking at dates for Brunch with the Bunny. Bingo on March 16 th St Patrice’s Eve city will provide corn beef and residents are asked to bring a dish to pass. C. Planning Commission Adopted updated rubbish standards, changing the zoning language from shall to may regarding storing trash inside the building and garbage cans in the commercial corridor be covered and stored out of public view. D. SEMCOG No report E. Southfield Public School Board Launching a Celebrity Readers Program, volunteers can sign up to read in one of the classrooms. F. January 2023 SOCRRA minutes G. 2023 January SOCWA minutes 14. Unfinished / New Business A. Communications Plan Mayor suggested an emergency plan considering the recent storms. 15. Public Comment (speakers are limited to 3 minutes) None 16. Mayor and Council Comments Mayor Garrett thanked DPW for their above and beyond in the last two major storms. South Oakland Mayor’s Association had a great conversation about diversity, equity, and inclusion. They are continuing the conversation in the Community Room on Wednesday, March 8, 2023, at 6:00 pm with an event for the community. Councilmember Jennings – thanked the residents who attended his office hours and thanked the mayor for her response to the power outage with all of her contacts. Councilmember Miller stated she was very sorry for all the residents without power. There needs to be another conversation with DTE to determine what’s going on in Lathrup Village. “Councilmember Miller also stated that her comments are missing from the Mayor 274000 Southfield Rd | Southfield, MI 48076 | 248.557.2600 | www.lathrupvillage.org  and Council comments portion of the agenda. She stated, “I have requested information regarding what we’ve paid Giffels Webster in the infrastructure F.O.I.A. I went through the check register from 11/20 – 11/22. Giffels Webster was paid over one million, eight hundred thousand dollars in 2022. The point was we should be holding them accountable for all the issues that residents faced during the infrastructure projects”. Mayor Pro Tem Kantor – Requested an update on the encroachment discussion. Susan Stec stated that she and Bill Diamond, the new Code Enforcement Officer, are working together on getting him properly trained so we can move to the next steps. No update from the AG’s Office regarding the breach of the closed session. Giffels Webster is doing a good job at being under the industry standard. The correct figures for Giffels Webster Engineering fees are about 1 million dollars, almost 14% under budget in their engineering fees, and the total project, and it’s about 9.4% of the overall cost. 17. Adjourn Kantor moved to adjourn at 7:59 pm motion was seconded by Jennings. 274000 Southfield Rd | Southfield, MI 48076 | 248.557.2600 | www.lathrupvillage.org