City Council Study Session / Special Meeting

CITY OF LATHRUP VILLAGE CITY COUNCIL STUDY SESSION MEETING MINUTES APRIL 5, 2021 MINUTES OF THE STUDY SESSION MEETING OF THE CITY OF LATHRUP VILLAGE HELD ON MONDAY, APRIL 5, 2021 HELD REMOTELY VIA ZOOM. The meeting was called to order at 6:00 p.m. by Mayor Pro Tem Kantor and Roll Call was taken. Present: Mayor Pro Tem Bruce Kantor Council Present: Council members Ian Ferguson and Saleem Siddiqi Excused: Mayor Mykale Garrett and Council member Donna Stallings Also Present: City Administrator Dr. Sheryl Mitchell Theriot, Asst. City Administrator/Treasurer Pamela Bratschi, Susie Stec, Director, Community & Economic Development & DDA, Kelda London, Government Operations, City Attorney, Scott Baker, Administrative Assistant Melody Simpson and City Clerk Yvette Talley All City Council Members stated they are in Lathrup Village, Michigan – Oakland County Purpose of meeting is to discuss City Council Agenda items. Discussion Items: A. Discussion – Professional Auditing Services – Draft Request for Proposals Dr. Sheryl Mitchell Theriot gave an overview and answered specific questions. Plante & Moran have provided professional auditing services to the City for several years. Council requested an RFP be issued to solicit responses for these services. Anticipated to present to Council at the April 19, 2021 meeting for approval. B. Discussion – Infrastructure Committee – DRAFT Recommendations for 2022 Road Projects Mayor Pro Tem Bruce Kantor gave an overview and answered specific questions. The DRAFT recommendation for year 2022 in which the Infrastructure committee will recommend roads for each construction season for City Council to act on their recommendation. The engineering portion has to be done before the it snows. Also, the engineering team makes the recommendation to the Infrastructure committee so there will not be any bias. They base their recommendation on engineering, cost, and minimizing disruption. They picked the 1A full reconstruction roads which are the most expensive to repair. All 1A roads will be grouped together in one season to maximize the volume, we can get a good discount from the chosen vendor. There are 2 roads undergoing water main replacements and repaved as part of next years project. Another cost saving reason south of 696 (Lathrup Blvd.) from Southfield Rd. 1 to Coral Gables and construction will be mobilized in that area, the engineers decided it makes sense to do the repairs in that area and not incur charges for that area next year. C. Discussion -Sign Ordinance Scott Baker, City Attorney gave an overview and answered specific questions. Council discussed and have more edits/language updates. This item will be discussed further at the next Study session meeting April 19th. City Attorney asked Council to send their thoughts/comments to him. D. Discussion- Michigan EGLE - 3rd Administrative Consent Order (ACO) Dr. Sheryl Mitchell gave an overview and answered specific questions. The City negotiated a Town Outlet Capacity (TOC) for sanitary wastewater that can be discharged of 3.35 cubic feet per second. This is anticipated to be replaced with the future Oakland County “Flow Capacity Agreement. E. Discussion – Evergreen – Farmington Sanitary Drain Drainage District – Chapter 20 Section 471 Agreement Dr. Sheryl Mitchell Theriot gave an overview and answered specific questions. There will be a 3-preson board chaired by the Oakland County Drain Resource Commissioner will make the recommendations and decision on the overall drainage district. This project will increase capacity of the flow going into the system. Lathrup Village portion will be upgrades to the sanitary retention tank which is approximately $500,000 which is included in the bonds that we are currently going forward with. There will be 2 bonds issued one by the Great Lakes Water Authority and the other by Evergreen – Farmington Sanitary Drain Drainage District and they will be paid back by the sewer funds/rates. F. Discussion – Lathrup Village Lead Service Line Replacement Policy and Agreement Dr. Sheryl Mitchell Theriot stated – The city is responsible for replacing water service lines that are lead or galvanized. This policy will replace the stop boxes as well. The purpose is to identify if there is lead in the home or the stop box, if so, the lines are replaced. G. Discussion – 2021/22 Goals & Performance Measures Dr. Sheryl Mitchell Theriot – Council was given the updated goals/objectives which was discussed at March 30, 2021 meeting. Goals/objectives category are things that council want to see accomplished. Strategies – How it’s to be accomplished. 2 H. Discussion – Fund balance and Reserve Policy Dr. Sheryl Mitchell Theriot stated – Discussed best practice policy for fund balance. City Administrator Report Dr. Mitchell introduced the newest team member Melody Simpson – Administrative Assistant. Meeting packets are on municode, zoom link information on the website, municode and facebook. The current telephone system is outdated and they have limited ability to do repairs. The new telephone system will be updated from T1 to cable system with $300 per month cost savings. Point & Pay is up and working well – for water bills, property taxes and permits. It will be expanded to dog licenses, freedom of information act requests and business licenses. Your Town has been printed and mailed. City Administrator reports have been added to a City Administrator page on the city’s website. This is the 3rd year Anniversary for our City Administrator being in Lathrup Village! Yard waste service started today and will be every Monday, chipping service will be every Friday. There will be an election for 3 council seats November 2, 2021 and we have received 1 nominating petition. There is a grant for the Police Department which has been submitted for police equipment and software. Meeting weekly with staff regarding projects in the city and to keep the channels of communication open. Recreation Dept.- Saturday, had breakfast with the bunny event in a COVID-19 safe environment and June 19th will be an art fair. Street improvements projects are moving forward and there will be a link is on the website. Public spacing information will be on the website so that residents can have access to what is happening on their particular block. Ask residents to participate in the water service line survey. Planning will have a public hearing April 20th on the building material standards. DDA will meet April 16th . There will be a first time Juneteenth celebration which will include a diversity champion recognition. The updates to the website are underway. Community Foundation is celebrating their 25th Anniversary and you will begin to see banners and more event information. Free food distribution will be April 17th from 1:00 p.m. – 4:00 p.m. in city hall parking lot. Businesses will have a corridor clean-up from April 19-23 and DDA will have another clean-up June 5th. In celebration of Earth Day and Arbor Day - Hazardous waste day will be April 24th and residents will be able to do self-shredding. Bond rating company asked for more financial documents which will be given to them by tomorrow. WWJ radio contacted the City Administrator regarding point & pay. Council Comments Council member Siddiqi asked if the city has documented receipt of funds that have been received from Stimulus Act. Received approximately $400,000 and being used for sanitizing the building, cleaning supplies, masks provided to staff, emergency pay for first responders (Police Officers - $1,000 each) other material and computers. City Administrator will be providing a summary of Stimulus Act funds. Mayor Pro Tem Kantor will record public service announcement updates of the infrastructure projects. 3 City Attorney Comments City Attorney Scott Baker said he saw a different material used for stop boxes and manhole covers that is less expensive and he’ll share the information with City Council and engineers. Public Comments None Adjourn: 6:58 p.m. 4