REGULAR MEETING OF THE MIDLAND CITY COUNCIL

City Hall  333 West Ellsworth Street  Midland, Michigan 48640  989.837.3300 * 989.837.2717 Fax  www.cityofmidlandmi.gov

REGULAR MEETING OF THE MIDLAND CITY COUNCIL City Hall, 333 W. Ellsworth Street October 26, 2015

7:00 p.m. AGENDA

CALL TO ORDER - Maureen Donker, Mayor PLEDGE OF ALLEGIANCE TO THE FLAG

ROLL CALL -

Thomas W. Adams Steve Arnosky Diane Brown Wilhelm Maureen Donker Marty A. Wazbinski

CONSIDERATION OF ADOPTING CONSENT AGENDA ITEMS: All resolutions marked with an asterisk are considered to be routine and will be enacted by one motion. There will be no separate consideration of these items unless a Council member or citizen so requests during the discussion stage of the “Motion to adopt the Consent Agenda as indicated”. If there is even a single request the item will be removed from the consent agenda without further motion and considered in its listed sequence in regular fashion. APPROVAL OF MINUTES: 1.

* Approve minutes of the October 5 regular City Council meeting. TISDALE

PROCLAMATIONS, AWARDS, RECOGNITIONS, PRESENTATIONS: PUBLIC HEARINGS: 2.

Amendment to the Housing Fund budget for the 2015-16 Building Trades Project (also see material sent in the October 5 agenda packet). KAYE

3.

Amendment to the 2015-16 Riverside Place budget for completing fire alarm system upgrade (also see material sent in the October 5 agenda packet). KAYE

PUBLIC COMMENTS, IF ANY, BEFORE CITY COUNCIL. (Please sign up with City Clerk before meeting). This is an opportunity for people to address the City Council on issues that are relevant to Council business but are not on the agenda.

ORDINANCE AMENDMENTS: RESOLUTIONS: 4.

Establishing the 2016 regular meeting dates for the Midland City Council (tabled from October 5). LYNCH

5.

Approving an extension of time for completion of sidewalk in City Forest Estates Subdivision No. 1. KAYE

6.

Approving an extension of time for completion of sidewalk in City Forest Estates Subdivision No. 2. KAYE

7.

* Receiving the 2014/2015 Cable Access Advisory Commission Annual Report. BEACOM

8.

* Accepting the transfer of jurisdiction of a portion of Waldo Road from the Midland County Road Commission to the City of Midland. MCMANUS

Considering purchases and contracts: 9.

* Change Order from Melching Inc. for asbestos testing and abatement. KAYE

10.

* 2015 W. Sugnet Extension Project Management and Construction Engineering Services. MCMANUS

11.

* Evaluation of City's current Curbside Refuse and Yard Waste Collection Services. MURPHY

12.

* Police and Light Duty Vehicles. MURPHY

13.

* Water Service Fittings - Water Distribution. BUSH

14.

* Sewer Linings of Patrick Road Crossovers - Wastewater. BUSH

Setting a public hearing: 15.

* Amendment to the 2015-16 General Fund budget for park improvement projects in Chippewassee Park and along the Tittabawassee riverfront (11/9). MURPHY

16.

* Amendment to the 2015-16 Water Enterprise Fund budget for MDOT Eastman Avenue Water Main Project (11/9). BUSH

NEW BUSINESS:

TO CONTACT THE CITY WITH QUESTIONS OR FOR ADDITIONAL INFORMATION:

Citizen Comment Line: City of Midland website address: City of Midland email address: Government Information Center:

837-3400 www.cityofmidlandmi.gov [email protected] located near the reference desk at the Grace A. Dow Memorial Library

Attached documents for item Maureen Donker, Mayor

Attached documents for item * Approve minutes of the October 5 regular City Council meeting. TISDALE

* Approve minut... - 1 of 4




Attached documents for item Amendment to the Housing Fund budget for the 2015-16 Building Trades Project (also see material sent in the October 5 agenda packet). KAYE

Amendment to the... - 1 of 7

SUMMARY REPORT TO CITY MANAGER for City Council Meeting of 10-26-15

SUBJECT: 2015-16 Building Trades Budget Amendment RESOLUTION SUMMARY: THIS RESOLUTION WILL AMEND THE FISCAL YEAR 2015/16 HOUSING FUND BUDGET BY INCREASING BOTH REVENUES AND EXPENSES TO FUND THE 2015/16 BUILDING TRADES PROJECT. ITEMS ATTACHED: 1. Letter of Transmittal. 2. Resolution to City Council. CITY COUNCIL ACTION: 1. Public hearing is required. Date: October 26, 2015. 2. 3/5 vote required.

C. Bradley Kaye, AICP, CFM Assistant City Manager for Development Services CBK/djm


City Hall  333 West Ellsworth Street  Midland, Michigan 48640-5132  989.837.3300  989.835.2717 Fax  www.cityofmidlandmi.gov

October 21, 2015

Jon Lynch, City Manager City Hall - 333 West Ellsworth Street Midland, Michigan 48640 Dear Mr. Lynch: Over the past year, staff has been working with an individual community member in need of an accessible, barrier-free and zero-step designed house. The construction of this house has been planned to be provided for by the Building Trades Program, a joint program between the City and Midland Public Schools. During the meeting on September 21, 2015, City Council approved a resolution that authorized the Mayor and City Clerk to execute a Housing Construction Agreement to establish a partnership between the three parties, contingent upon whether an agreement could be reached between the community member and the insurance company to provide for the funding of this individually-designed house. Since the September 21 meeting, staff is pleased to report that a settlement has been reached between the community member and the insurance company. As a result, the Housing Construction Agreement has been executed between the individual, Midland Public Schools, and the City. This agreement has effectively secured the funding for the house project and established a reimbursement schedule from the individual. To recall, the expenses for this project will be the responsibility of the City and the community member will reimburse the City for its total construction costs. For the City, all expenses for this project will come through the Housing Fund. The revenue source for the project will be the community member for which the home will be built, and will be collected through the reimbursement payments mentioned above. Given the timing of the reimbursement payments, this arrangement will result in the City carrying the expenses during construction but will be completely reimbursed at the conclusion of the project. This process is typical for the building trades program. At the present time, the Housing Fund includes revenues and expenses that were budgeted and anticipated to be adequate for the 2015/16 building trades program. The revenue and expense amounts budgeted for this program, however, are not sufficient to cover the increased costs associated with the house that must be built to meet the specific design and accessibility needs of the future home owner. As such, a budget amendment to increase both the revenue and expense amounts for the building trades program within the Housing Fund is needed to meet the estimated costs of this year’s project. For fiscal year 2015/16, the approved budget amount currently stands at $270,000. The estimated cost of the house now being built is $287,300. Staff is proposing to increase the budgeted revenue and expenses for the building trades program by $30,000, for an overall project amount of $300,000. This budget amount will allow for completion of the project as currently contracted and any minor cost overruns. Any overruns above the estimated amount will of course be negotiated and agreed upon in writing before being incurred in order to ensure full reimbursement to the City. Amending a budget requires a public hearing and City Council involvement at two separate meetings. At the first meeting City Council sets the date for the public hearing. At the second meeting, City Council holds the public hearing and may then proceed to decide on the proposed budget amendment.

Housing Fund Budget Amendment 2015/16


October 20, 2015

On October 5, 2015 the City Council set a public hearing for the Monday, October 26, 2015 City Council meeting at 7:00 p.m. to amend the Housing Fund budget accordingly. City Council approval of the budget amendment is now requested. A 3/5 vote is required for this action. Respectfully,

C. Bradley Kaye, AICP, CFM Assistant City Manager for Development Services

Page 2 of 2



BY COUNCILMAN WHEREAS, the City of Midland has agreed to construct a barrier-free, zero-step designed Building Trades House, in collaboration with Midland Public Schools, at 5004 West Wackerly Street; and WHEREAS, on September 22, 2015, a Housing Construction Agreement was executed between the City, the Midland Public Schools, and the community member whom the house will be built for; and WHEREAS, it is expected that the City will have total costs up to $300,000 towards construction of this house which will be reimbursed by the buyer in full upon completion of the project, per the contents of the Housing Construction Agreement; and WHEREAS, the FY 2015-16 Housing Fund budget does not currently include revenues or expenditures of this amount related to this project and it is necessary to amend the FY 2015-16 Housing Fund budget; now therefore RESOLVED, that the FY 2015-16 Housing Fund budget is hereby amended by increasing both revenues and expenditures in the amount of $30,000, with the funding coming from the Housing Fund and which will be fully reimbursed by the community member at the conclusion of the project. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.

___________________________________ Selina Tisdale, City Clerk




Attached documents for item Amendment to the 2015-16 Riverside Place budget for completing fire alarm system upgrade (also see material sent in the October 5 agenda packet). KAYE


SUMMARY REPORT TO CITY MANAGER for City Council Meeting of 10-26-15 SUBJECT: Riverside Place Budget Amendment and Contract for completion of the Riverside Place fire alarm system upgrade PETITIONER: Riverside Place SUMMARY: THIS RESOLUTION AUTHORIZES A BUDGET AMENDMENT IN THE AMOUNT OF $30,437.30 AND AUTHORIZES A PURCHASE ORDER TO HONEYWELL INTERNATIONAL INC. OF SAGINAW, MI FOR $25,607.30 WITH AN ADDITIONAL $4,830 FOR THE PURCHASE OF EQUIPMENT/STROBES TO COMPLETE THE RIVERSIDE PLACE FIRE ALARM SYSTEM UPGRADE. ITEMS ATTACHED: 1. Letter to City Manager. 2. Honeywell Building Systems Agreement Proposal Number 973-150509. 3. Resolution for Council action. CITY COUNCIL ACTION: 1. 3/5 vote required to approve resolution.


10-20-15

Domestic and Heating Boilers WW



October 21, 2015

Jon Lynch, City Manager City Hall - 333 West Ellsworth Street Midland, Michigan Dear Mr. Lynch: On October 6, 2014, City Council authorized a purchase order with Honeywell Building Systems to complete an upgrade of the fire alarm system in Riverside Place. Funding for this upgrade was generously donated to the City of Midland by The Herbert H. and Grace A. Dow Foundation. Funds received from The Herbert H. and Grace A. Dow Foundation were received during the 2013/14 fiscal year. Actual upgrades with Honeywell began in the 2014/15 fiscal year. To date, the upgrade has not been fully completed. The system is fully operational with the exception of meeting ADA/Hearing Impaired code requirements. Current fire code requires that Riverside Place have a minimum of 12 ADA compliant rooms for the hearing impaired. When Riverside Place was built, it was built to meet the needs of the hearing impaired in all 150 units. It is Riverside Place’s desire to continue functioning with all 150 units servicing hearing impaired needs. As the project was nearing completion, it was discovered that a specified field device was unable to produce the ADA/hearing impaired strobe necessary to meet our needs. This temporarily put the project on hold as an acceptable solution was sought. Honeywell and Riverside Place staff have since been working together to identify all necessary changes and components needed to bring all 150 units up to ADA/hearing impaired code standards. Based on this review, it has been determined that additional field devices, electrical wiring, panel and software programming will be necessary. A mutual agreement has been reached whereby Honeywell will provide Riverside Place with discounted services to complete this work. This agreement provides that Honeywell will supply labor and all necessary coordination with the electrical contractor for an additional $25,607.30 above the original contract price. Riverside Place staff has identified sourcing for the necessary strobe field devices and will separately purchase those devices for all units for a further $4,830. The additional expenditures necessary for this work and devices were not anticipated by Riverside Place at the time the original contract was awarded and, therefore, a budget amendment is required. The additional cost associated with the upgrades that has been identified to bring all 150 rooms into compliance with ADA standards, as outlined above, will be $30,437.30. An additional $5,000 is recommended for contingency purposes should this


become necessary as the work proceeds. Sufficient capital is available to provide for these expenses. Attached for consideration is a resolution authorizing a budget amendment in the amount of $35,437.30. The resolution, if approved, would increase authorized expenditures by this amount, with funds moving from working capital within the Riverside Place budget. The resolution further authorizes a change order contract with Honeywell International Inc. for the material and services to be provided by the contractor. A public hearing is required prior to consideration of the resolution and 3/5 vote of City Council is required for adoption. Respectfully,


Page 2 of 2











BY COUNCILMAN WHEREAS, Riverside Place is undergoing system-wide improvement to the fire alarm system; and WHEREAS, a series of additional upgrades have been identified and are necessary to bring all 150 rooms at Riverside Place into compliance with ADA standards for occupancy by hearing impaired residents; and WHEREAS, the additional cost of $30,437.30 for the equipment and installation of the additional devices necessary is not provided for in the fiscal year 2015/16 budget but such funding is available within the Riverside Place working capital funds; and WHEREAS, funds in a working capital account must be transferred to Riverside Place budget prior to execution of any purchase order; now therefore RESOLVED, that the Riverside Place 2015/16 budget be amended by increasing expenditures in the amount of $35,437.30 with such funds coming from working capital; and RESOLVED FURTHER, that an agreement with Honeywell International Inc., Proposal Number 973-150509 will be accepted upon approval by the City Attorney and the City Purchasing Agent is authorized to issue a change order to Honeywell for $25,607.30; and RESOLVED FURTHER, that the City Manager is authorized to approve further change orders in an aggregate amount not to exceed $5,000. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.

__________________________________ Selina Tisdale, City Clerk





Attached documents for item Establishing the 2016 regular meeting dates for the Midland City Council (tabled from October 5). LYNCH

Establishing the... - 1 of 5

SUMMARY REPORT for City Council Meeting of October 26, 2015

SUBJECT: 2016 SCHEDULE FOR CITY COUNCIL MEETINGS

RESOLUTION SUMMARY: This resolution establishes the 2016 regular meeting dates for the Midland City Council.

ITEMS ATTACHED: 1. Letter of Transmittal 2. 2016 Proposed Council Meeting Dates 3. Resolution

COUNCIL ACTION: 3/5 vote required to approve resolution

Jon Lynch, AICP ICMA-CM City Manager



October 21, 2015

Honorable Mayor and City Council City of Midland Michigan Dear Councilmen: Under the provisions of Public Act 267 of 1976, the Open Meetings Act, the City Council must establish by resolution and then publish the regular formal meeting dates, times, places and other information for the following year. The City Charter, in Section 4.6, also requires the setting of regular meetings by resolution with a minimum of two per month, with no meetings on holidays permitted. Past Councils have interpreted “holiday” to be those observed by City employees when City Hall is closed. Besides the two meetings per month and the holiday considerations, the meeting schedule must recognize and dovetail with the budget adoption schedule (see Chapter 11 of the City Charter). In accordance with the above requirements, the following schedule for the 2016 City Council meetings is proposed: January 11 and 25 March 14 and 21 May 9 and 23 July 18 and 25 September 12 and 19 November 14 and 21

February 15 and 29 April 11 and 25 June 13 and 27 August 15 and 22 October 10 and 24 December 5 and 12

Please contact me if you have further questions. Sincerely,

Jon Lynch, AICP ICMA-CM City Manager

Establishing the... - 3 of 5 2016 MONDAY CALENDAR (*indicates suggested Regular City Council Meeting Dates)

JANUARY 1

NEW YEAR'S DAY - City Offices closed

16

Special meeting - City Council goal-setting session

4 11* 18 25*

Engineering priorities & budget priorities and Introduction of City Council goals and objectives

FEBRUARY 1 2/2-2/5 8 15* 22 29*

MLGMA WINTER INSTITUTE (Port Huron)

MARCH 7 14* 21* 25 3/25-4/3 27

GOOD FRIDAY - City Offices closed SPRING BREAK - MIDLAND PUBLIC SCHOOLS EASTER

28 APRIL 4 11* 18 25* MAY 2 9* 16 23* 30 JUNE 6 13* 20 27* JULY 4 11 18* 25*

Present proposed budget to Council Special meeting - Council budget work session 1st public hearing on proposed budget

2nd public hearing on proposed budget Adopt budget - Charter mandated date for budget adoption MEMORIAL DAY - City Offices closed

Special meeting - City Manager and City Attorney job performance reviews

INDEPENDENCE DAY - City Offices closed

7/26-7/29 MLGMA SUMMER WORKSHOP (Midland)

Establishing the... - 4 of 5 AUGUST 1 8 15* 22* 29 SEPTEMBER LABOR DAY - City Offices closed 5 12* 19* 9/25-9/28 ICMA CONFERENCE (Kansas City, MO) 26 OCTOBER 3 10* 17 24* 31 NOVEMBER 7 14* 21* 24 25 28 DECEMBER 5* 12* 19 25 26 31

THANKSGIVING DAY - City Offices closed City Offices closed

6 p.m. Special Meeting with Parks & Recreation Commission on Fees

CHRISTMAS DAY City Offices closed NEW YEAR'S EVE



BY COUNCILMAN

RESOLVED, that regular meetings of the Midland City Council for the calendar year 2016 shall be held in the Council Chambers at the Midland City Hall, 333 W. Ellsworth Street, Midland, Michigan, telephone number 837-3300, at 7:00 p.m., on the following dates: January 11 and 25 March 14 and 21 May 9 and 23 July 18 and 25 September 12 and 19 November 14 and 21

February 15 and 29 April 11 and 25 June 13 and 27 August 15 and 22 October 10 and 24 December 5 and 12

; and RESOLVED FURTHER, that the City Clerk be and is hereby directed to cause a public notice of the foregoing regular dates and times for meetings and the place at which meetings are to be held by publishing a notice once in the Midland Daily News, a newspaper of general circulation in the City of Midland; and RESOLVED FURTHER, that public notice of each special meeting or each rescheduled regular or special meeting listing the date, time and place of each meeting shall be given by prominently posting a copy of the notice at the Midland City Hall at least twenty-four (24) hours prior to the time of such special or rescheduled meeting; and RESOLVED FURTHER, that proposed minutes of a meeting will be available for public inspection during regular business hours, at the office of the City Clerk in the City Hall, 333 W. Ellsworth Street, Midland, Michigan, not more than eight (8) business days after said meeting and approved minutes of said meeting will be available for public inspection during regular business hours at the same location not more than five (5) business days after the meeting at which they are approved. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.

__________________________________________ Selina Tisdale, City Clerk T:2016 council mtgs

Attached documents for item Approving an extension of time for completion of sidewalk in City Forest Estates Subdivision No. 1. KAYE

Approving an ext... - 1 of 5


SUBJECT:

Extension of time for completion of sidewalk in City Forest Estates Subdivision No. 1.

PROPRIETOR: Wiskin Developments, Inc. RESOLUTION SUMMARY: THIS RESOLUTION APPROVES A TWO-YEAR EXTENSION OF TIME FOR COMPLETION OF SIDEWALK IN CITY FOREST ESTATES SUBDIVISION NO. 1. ITEMS ATTACHED: 1. Letter to City Manager including a recommendation of approval. 2. Resolution for City Council action. 3. Letter from proprietor, requesting extension. 4. Map of subdivision indicating where sidewalk has not been installed. CITY COUNCIL ACTION: 1. Public hearing is not required. 2. 3/5 vote required to approve the time extension.

C. Bradley Kaye, AICP, CFM Assistant City Manager for Development Services CBK/djm 10-21-15

Summary Sidewalk Ext City Forest No 113125 Ext.



October 21, 2015

Jon Lynch, City Manager City Hall - 333 West Ellsworth Street Midland, Michigan Dear Mr. Lynch: In our periodic review of subdivisions to determine the installation status of required improvements, we have identified that not all of the sidewalk in City Forest Estates Subdivision No. 1 has been installed. City Forest Estates was originally platted on January 10, 2000. The City Council has granted sidewalk installation extensions in 2002, 2004, 2006, 2008, 2009, 2011 and 2014. The last extension will expire on January 10, 2016. Since the granting of the last extension, sidewalks have been completed on two parcels with the sale of a third parcel now pending. Two of the original nine lots remain undeveloped and without completed sidewalks. Roy Wise, proprietor of City Forest Estates Subdivision No. 1, is requesting a two-year time extension to complete the sidewalk installation in the subdivision. The city’s standard sidewalk extension policy would not recommend more than two extensions totaling four years beyond the initial two-year contract. However, in recognition of the many previous extensions granted and the minimal number of lots that remain undeveloped, another two-year time extension may be warranted. Alternately, if an extension is not approved, the city would invoke the provisions of the current Letter of Credit and install the remaining sidewalk at the proprietor’s expense. The time extension is conditioned upon the receipt of a new financial guarantee to cover the cost of the sidewalk yet to be installed. The new financial guarantee shall be valid for one year beyond the approved extension date. In the event Council approves the requested extension and a new financial guarantee is not submitted by November 30, 2015, it is recommended that we collect on the existing Letter of Credit and install the remaining sidewalk. Attached is a resolution granting a further two-year extension for required sidewalk in City Forest Estates Subdivision No. 1. Respectfully submitted,




BY COUNCILMAN WHEREAS, a written request has been received from Roy Wise of Wiskin Developments, Inc., proprietor of City Forest Estates Subdivision No. 1, to extend the period of time to complete the sidewalk within said subdivision; now therefore RESOLVED, that in accord with the Code of Ordinances of the City of Midland, the City Council hereby extends the period of time to complete the sidewalk within City Forest Estates Subdivision No. 1 until January 10, 2018 conditioned upon receipt of a financial guarantee in an amount determined by the City Engineer, valid for a period of one year beyond the date of the required completion of the sidewalk; and RESOLVED FURTHER, that if a new financial guarantee is not provided by November 30, 2015, Council authorizes staff to use the existing financial guarantee on file to install all remaining sidewalk. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.



City Forest Estates Approving an ext... - 5 of 5

>Sidewalk Installation

TOBOGGAN RUN

C ITY F O RE S T E STATES

STURGEON

City Forest Estates No. 1 Legend Sidewalk Not Installed Subdivision Boundary

Lots with Sidewalks

Lots without Sidewalks Total Lots

City Forest Estates No. 1 7 2 9


City Forest Estates No. 2

F

Attached documents for item Approving an extension of time for completion of sidewalk in City Forest Estates Subdivision No. 2. KAYE



SUBJECT:

Extension of time for completion of sidewalk in City Forest Estates Subdivision No. 2.

PROPRIETOR: Wiskin Developments, Inc. RESOLUTION SUMMARY: THIS RESOLUTION APPROVES A TWO-YEAR EXTENSION OF TIME FOR COMPLETION OF SIDEWALK IN CITY FOREST ESTATES SUBDIVISION NO. 2. ITEMS ATTACHED: 1. Letter to City Manager including a recommendation of approval. 2. Resolution for City Council action. 3. Letter from proprietor, requesting extension. 4. Map of subdivision indicating where sidewalk has not been installed. CITY COUNCIL ACTION: 1. Public hearing is not required. 2. 3/5 vote required to approve the time extension.

C. Bradley Kaye, AICP, CFM Assistant City Manager for Development Services KB/djm 10-21-15

Summary Sidewalk Ext City Forest No 213130



October 21, 2015 Jon Lynch, City Manager City Hall - 333 West Ellsworth Street Midland, Michigan Dear Mr. Lynch: In our periodic review of subdivisions to determine the installation status of required improvements, we have identified that not all of the sidewalk in City Forest Estates Subdivision No. 2 has been installed. The final plat for this subdivision was approved April 14, 2003. The two-year contract period for which all required improvements was to have been completed expired on April 14, 2005. The City Council subsequently granted extensions for sidewalk installation in 2006, 2008, 2009, 2011 and 2014, the last of which is due to expire on April 14, 2016. Two of the original six lots remain undeveloped and without completed sidewalks. Roy Wise, proprietor of City Forest Estates Subdivision No. 2, is requesting a two-year time extension to complete the sidewalk installation in the subdivision. The city’s standard sidewalk extension policy would not recommend more than two extensions totaling four years beyond the initial two-year contract. However, in recognition of the many previous extensions granted and the minimal number of lots that remain undeveloped, another two-year time extension may be warranted. Alternately, if an extension is not approved, the city would invoke the provisions of the current Letter of Credit and install the remaining sidewalk at the proprietor’s expense. The time extension is conditioned upon the receipt of a new financial guarantee to cover the cost of the sidewalk yet to be installed. The new financial guarantee shall be valid for one year beyond the approved extension date. In the event Council approves the requested extension and a new financial guarantee is not submitted by November 30, 2015, it is recommended that we collect on the existing Letter of Credit and install the remaining sidewalk. Attached is a resolution granting a two-year extension for required sidewalk in City Forest Estates Subdivision No. 2. Respectfully submitted,




BY COUNCILMAN WHEREAS, a written request has been received from Roy Wise of Wiskin Developments, Inc., proprietor of City Forest Estates Subdivision No. 2, to extend the period of time to complete the sidewalk within said subdivision; now therefore RESOLVED, that in accord with the Code of Ordinances of the City of Midland, the City Council hereby extends the period of time to complete the sidewalk within City Forest Estates Subdivision No. 2 until April 14, 2018 conditioned upon receipt of a financial guarantee in an amount determined by the City Engineer, valid for a period of one year beyond the date of the required completion of the sidewalk; and RESOLVED FURTHER, that if a new financial guarantee is not provided by November 30, 2015, Council authorizes staff to use the existing financial guarantee on file to install all remaining sidewalk. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.



City Forest Estates Approving an ext... - 5 of 5

>Sidewalk Installation

TOBOGGAN RUN

C ITY F O RE S T E STATES

STURGEON

City Forest Estates No. 1 Legend Sidewalk Not Installed Subdivision Boundary

Lots with Sidewalks

Lots without Sidewalks Total Lots



City Forest Estates No. 2

F

Attached documents for item * Receiving the 2014/2015 Cable Access Advisory Commission Annual Report. BEACOM

* Receiving the... - 1 of 5

SUMMARY REPORT TO MANAGER For City Council Meeting of October 26, 2015

SUBJECT:

Cable Access Advisory Commission Annual Report, 2014/2015

INITIATED BY: Ron Beacom, MCTV

RESOLUTION SUMMARY: This resolution accepts the Annual Report to City Council submitted by the Cable Access Advisory Commission for fiscal year 2014/2015.

ITEMS ATTACHED: 1. Letter to City Manager from the Manager of MCTV & Library Communications 2. Resolution 3. Cable Access Advisory Commission Annual Report, 2014/2015

CITY COUNCIL ACTION: 3/5 vote required to approve resolution.

______________________________________ Ron Beacom Manager of MCTV & Library Communications


City Hall  333 West Ellsworth Street  Midland, Michigan 48640-5132  989.837.3300  989.835.2717 Fax

October 20, 2015

TO:

Jon Lynch, City Manager

SUBJECT: Commission

Accept Annual Report from the Cable Access Advisory

In compliance with the duties listed in the ordinance establishing the Cable Access Advisory Commission, the commission requests that the City Council receive and accept the annual report for fiscal year 2014/2015. The report notes the highlights for the commission for the past year. In recognizing that the Cable Access Advisory Commission performed within the duties established by the ordinance, it is recommended that the Annual Report of the Commission be accepted. Respectfully submitted:

___________________________________ Ron Beacom Manager of MCTV & Library Communications


City of Midland Cable Access Advisory Commission Annual Report 2014/2015

GOALS FOR 2014-2015 The Commission developed and approved the following goals for the fiscal year:  Quarterly receive a report on the status of the Cable Communications Fund.  Quarterly receive a report on the activities of the Friends of MCTV.  Quarterly receive a report on status of video franchising in Midland and Michigan.  Inform access users and the public about the challenges and opportunities facing MCTV.  Inform the public about the benefits of MCTV.  Participate in MCTV’s “Honors Night 2014.”

OUTCOMES In September, the Commission was shown a demonstration by MCTV production assistant Billy Bethune of the new MCTV JVC HD field cameras purchased with a grant from the Friends of MCTV. The video captured on these cameras is being edited on Final Cut X on Apple iMacs. The video is being stored and edited on a new shared server, the ProMax. In February, the Friends of MCTV gave a presentation about their new public affairs show, “Community FOCUS.” It’s a 30-minute program featuring different non-profit organizations promoting their services and events. Linda Malekadeli and Judy Kuehl are the co-producers and also serve on the Friends board. John McPeak is the primary host. The Friends started production in August 2014. Community groups can apply at MCTV or through MCTV’s website. The Friends also held two fundraisers. The first was a Magic Show in the library auditorium, the second was a restaurant event at Bennigan’s.


The Commission received a report about the third Media Workshop for Non-Profits hosted by MCTV over the past 6 years. Thirty-five individuals representing many nonprofits attended the workshop on October 1. The Commission learned about MCTV’s plans to celebrate the station’s 30 th anniversary in November. The anniversary was celebrated at Honors Night and also at a special luncheon. The Commission was also informed about MCTV’s participation in the Midland Daily News Senior Expo at the Midland Mall, held in late April. Roy Green, representing the commission, presented the Rosemarie Byers Community Voice Award to Creative 360 for their Artshop program at MCTV’s “Honors Night” event in November, held at Whiting Forest. The Commission voted unanimously to begin each meeting with the Pledge of Allegiance beginning with their February 2015 meeting.

COMMISSION MEMBERS Roy Green served as chair. Scott Cochran served as vice-chair. Cathy Nelson Price resigned from the commission after the November meeting due to a move to North Carolina. That position remains vacant.

Respectfully submitted,

Cable Access Advisory Commission, 2014-15

Scott Cochran Ron Felzke Bob Granstra Roy Green



BY COUNCILMAN

WHEREAS, the Cable Access Advisory Commission has submitted an annual report for fiscal year 2014/2015 in accord with Article I of Chapter 15 of the Midland Code of Ordinances; and WHEREAS, the Cable Access Advisory Commission has identified in the annual report activities that are in compliance with the duties defined in the ordinance; now therefore RESOLVED, that the 2014/2015 Annual Report of the Cable Access Advisory Commission be accepted.

YEAS:

NAYS:

ABSENT:

I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.

___________________________ Selina Tisdale, City Clerk

Attached documents for item * Accepting the transfer of jurisdiction of a portion of Waldo Road from the Midland County Road Commission to the City of Midland. MCMANUS

* Accepting the... - 1 of 5

SUMMARY REPORT TO THE CITY MANAGER for Council Meeting of October 26, 2015

SUBJECT:

COUNTY ROAD TRANSFER

INITIATED BY:

City of Midland Engineering Department

RESOLUTION SUMMARY: This resolution accepts the transfer of jurisdiction of Waldo Road from approximately 0.23 miles south of Wackerly Road to 1.22 miles south from the Midland County Road Commission to the City of Midland. ITEMS ATTACHED:

1. 2. 3. 4.

Cover Letter Resolution Resolution by Midland County Road Commission Location Map

CITY COUNCIL ACTION: 3/5 vote required to approve resolution SUBMITTED BY:

Brian P. McManus, City Engineer



DATE:

October 20, 2015

TO:

Jon Lynch, City Manager

FROM: Brian P. McManus, City Engineer RE:

County Road Transfer (Waldo Road)

Attached hereto is a resolution adopted on September 24, 2015 by the Midland County Road Commission approving the transfer of jurisdiction of Waldo Road commencing 0.23 miles south of Wackerly Road and extending south for 1.22 miles to near Whitewood Drive. It is recommended that the City Council accept jurisdiction of this portion of Waldo Road. With the extension of public improvements this past summer from Wheeler Street to Diamond Drive, and with the recent annexation of more than 400 acres of property fronting Waldo Road, this section of roadway should now be under the jurisdiction of the City of Midland. This road transfer has been reviewed and approved by the Engineering and Public Services Departments. A resolution is attached for adoption by City Council.



BY COUNCILMAN WHEREAS, the Midland County Road Commission adopted a resolution on September 24, 2015, authorizing the transfer of jurisdiction of Waldo Road from 0.23 miles south of Wackerly Road and extending south for 1.22 miles to near Whitewood Drive; and WHEREAS, the City of Midland is desirous of accepting jurisdiction of said county road to better serve the residents of the city of Midland; now therefore RESOLVED, that the City Council hereby accepts jurisdiction of Waldo Road from 0.23 miles south of Wackerly Road to a point 1.22 miles further south for maintenance and operation. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015. ___________________________ Selina Tisdale, City Clerk


* Accepting the... - 52of 5

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WALDO ROAD SOUTH OF WACKERLY TO WHITEWOOD ACQUIRED JURISDICTION 10/21/2015 11:07:45 AM R:\CADFILES\PROJECTS-MAP\14-15\Waldo Wheeler to wackerly road annex.dgn,1:410.497,Default

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Attached documents for item * Change Order from Melching Inc. for asbestos testing and abatement. KAYE

* Change Order ... - 1 of 5


SUBJECT: 426 River Street (former 4D/Old Castle property) asbestos abatement contracts RESOLUTION SUMMARY: THIS RESOLUTION AUTHORIZES A CHANGE ORDER IN THE AMOUNT OF $10,300 TO THE DEMOLITION CONTRACT SIGNED WITH MELCHING INC. FOR ASBESTOS TESTING AND ABATEMENT AND FURTHER AUTHORIZES ADDITIONAL CONTRACT CONTINGENCIES NOT TO EXCEED $20,000. ITEMS ATTACHED: 1. Letter of Transmittal. 2. Resolution to City Council. 3. Asbestos Testing Proposal Dated 09/21/15. 4. Asbestos Abatement Proposal dated 10/8/2015. CITY COUNCIL ACTION: 1. Public hearing is not required. 2. 3/5 vote required.




October 21, 2015

Jon Lynch, City Manager City Hall - 333 West Ellsworth Street Midland, Michigan 48640 Dear Mr. Lynch: On September 14, 2015, City Council authorized a contract with Melching Inc. to demolish the buildings located on the former 4D/Old Castle property at 426 River Street, which is now owned by the City of Midland. Council approval was for a contract award in the amount of $104,000, being low bid on the project. No contingency was included in the resolution drafted by staff and approved by City Council. Subsequent to the bid award, the potential existence of asbestos containing materials in the building(s) was identified and the need for an asbestos survey was confirmed. Melching Inc. advised that they were qualified and willing to do this work. As demolition work cannot proceed in advance of this survey, Melching Inc. was given direction to proceed immediately with the survey. The results of the asbestos survey confirmed the presence of asbestos containing materials in the former office area of one building on the property. Asbestos containing material includes floor tile, associated mastic, transite siding, stair treads, linoleum and paneling glue. This material must be properly abated before demolition may proceed. Melching Inc. is a qualified firm to complete asbestos abatement work and has submitted a contract in the amount of $8,300 to complete such work. It is the opinion of staff that this is a reasonable contract price for the work to be completed. It is the further opinion of staff that it is in the best interest of the city to have the on-site demolition company first complete the necessary abatement processes. The original asbestos survey was performed for the cost of $2,000. With the additional abatement work needed, the total additional asbestos-related costs for the project are $10,300. City Council approval of these costs is requested. In addition to these specific change order costs, staff is further requesting that a contingency fund up to the amount $20,000 be approved should any further unforeseen costs arise during the demolition process. Funding for this entire process comes from the Federal Emergency Management Agency (FEMA) Hazard Mitigation grant received by the City. Staff has confirmed that these costs are eligible for full reimbursement through the grant fund. Respectfully,



City Hall  333 West Ellsworth Street  Midland, Michigan 48640-5132  989.837.3300  989.835.2717 Fax  www.midland-mi.org

BY COUNCILMAN WHEREAS, sealed proposals were advertised and received in accord with Section 2-18 of Chapter 2 of the Midland Code of Ordinances for demolition of buildings on the former 4D/Old Castle property located at 426 River Street, Bid No. 3722; and WHEREAS, the City Purchasing Agent was authorized to issue a purchase order in the amount of $104,000 by resolution of Midland City Council on September 14, 2015, but such authorization did not provide for any contingency funding; and WHEREAS, possible asbestos containing materials were identified and subsequently confirmed in the buildings to be demolished, requiring specialized asbestos abatement personnel and techniques; and WHEREAS, Melching Inc. is qualified to complete the necessary asbestos abatement work and has submitted change order contracts to complete such work that are deemed reasonable and necessary; and WHEREAS, it is deemed appropriate to provide for further contingency funding of up to $20,000 should unforeseen circumstances arise during building demolition; and WHEREAS, sufficient funds are included in account 101.4010.97.010, Capital Outlay Land; now therefore RESOLVED, that the asbestos testing and abatement contracts submitted by Melching Inc. of Nunica, Michigan, in the aggregate amount of $10,300 are hereby accepted; and RESOLVED FURTHER, that the City Manager is authorized to approve further change orders in an aggregate amount not to exceed $20,000. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.

_____________________________________ Selina Tisdale, City Clerk



Attached documents for item * 2015 W. Sugnet Extension Project Management and Construction Engineering Services. MCMANUS

* 2015 W. Sugne... - 1 of 3

SUMMARY REPORT TO THE CITY MANAGER for Council Meeting of October 26, 2015

SUBJECT:

2015 W. Sugnet Extension Project Management and Construction Engineering Services

INITIATED BY:

City of Midland Engineering Department

RESOLUTION SUMMARY: This resolution authorizes a purchase order to OHM Advisors from Mt. Pleasant, MI to perform project management and construction engineering services for the “2015 W. Sugnet Extension” project. ITEMS ATTACHED: 1. Cover Letter 2. Resolution CITY COUNCIL ACTION: 3/5 vote required to approve resolution SUBMITTED BY:

Brian McManus, City Engineer

JJM W Sugnet Extension Construction Engineering Services RPT.doc

* 2015 W. Sugne... - 2 of 3


October 20, 2015 Jon Lynch, City Manager City of Midland, Michigan Dear Mr. Lynch: We have determined a need for outside project management and construction engineering services for the “2015 W. Sugnet Road Extension” project. This project was approved during the 2015 project priority process and a contract between the City and MDOT for the construction of this street extension was approved by Council at the September 21, 2015 regular meeting. Proposals were received on October 6, 2015 for qualifications and hourly rates from engineering firms to perform the requested services. The bid proposals were analyzed based on minimum required MDOT quality assurance and quality control qualifications, minimum of 3 years of related project experience and hourly rates. The firms submitting proposals are listed below: OHM Advisors (Mt. Pleasant) R.S. Scott Associates (Alpena) Wade Trim, Inc. (Bay City) Survey Solutions, Inc. (Standish) Northwest Design Group, LLC (Petoskey) Spicer Group, Inc. (Saginaw) Rowe Professional Services (Mt. Pleasant) Fleis & Vandenbrink Engineering, Inc. (Midland)

$44,750.00 $48,050.00 $53,100.00 $54,000.00 $54,707.00 $56,429.75 $58,875.00 $62,780.00

It is our recommendation that the proposal submitted by OHM Advisors of Mt. Pleasant in the amount of $44,750.00 be accepted in the best interest of the City of Midland and that the Purchasing Agent be authorized to issue a purchase order. Respectfully submitted,

___________________________ Brian P. McManus, City Engineer

JJM W Sugnet Extension Construction Engineering Services LTR.doc

_________________________ Mike Meyer, Purchasing Agent

* 2015 W. Sugne... - 3 of 3


BY COUNCILMAN

WHEREAS, the Engineering Department has determined a need for outside project management and construction engineering services for the “2015 W. Sugnet Extension” project; and WHEREAS, proposals were received from interested engineering firms in accordance with the City’s purchasing policy; and WHEREAS, funding for said project is provided by the Major Street Fund; now therefore RESOLVED, that the proposal received from OHM Advisors of Mt. Pleasant, Michigan is hereby accepted; and RESOLVED FURTHER, that the City Council authorizes a purchase order in the amount of $44,750.00 for project management and construction engineering services on the “2015 W. Sugnet Extension” project based on rates provided and estimated hours; and RESOLVED FURTHER, that the City Manager has the authority to approve any changes to the purchase order in an aggregate amount up to $10,000. YEAS: NAYS: ABSENT:

I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015. ____________________________ Selina Tisdale, City Clerk

JJM W Sugnet Extension Construction Engineering Services RES.doc

Attached documents for item * Evaluation of City's current Curbside Refuse and Yard Waste Collection Services. MURPHY

* Evaluation of... - 1 of 12

SUMMARY REPORT TO MANAGER For City Council Meeting of October 26, 2015 SUBJECT:

Approve purchase order to GBB Solid Waste Management Consultants to conduct an evaluation of the City’s curbside refuse collection services.

INITIATED BY: Department of Public Services RESOLUTION SUMMARY:

This resolution approves a purchase order to GBB Solid Waste Management Consultants of Fairfax, Virginia not to exceed $30,000 to conduct an evaluation of the City’s current curbside refuse and yard waste collection services and provide recommendations on a potential conversion to automated collection methods.

ITEMS ATTACHED: 1. Letter of Transmittal 2. GBB Solid Waste Management Consultant’s proposal 3. Resolution

CITY COUNCIL ACTION: 1. 3/5 vote required to approve resolution

__________________________________ Karen Murphy Director of Public Services


Public Services  4811 North Saginaw Road  Midland, Michigan 48640-2321  989.837.6900  989.835.5651 -Fax www.cityofmidlandmi.gov

October 16, 2015 Jon Lynch City Manager Midland, MI

RE:

Approve purchase order to GBB Solid Waste Management Consultants to conduct an evaluation of the City’s curbside refuse collection services.

The City’s current method of curbside weekly refuse and yard waste collection involves the use of five semi-automated split stream trucks each operated by a single employee. Refuse and yard waste are collected by the same truck, either manually by the employee throwing refuse or yard waste bags into the front hopper of the truck or semi-automatically with the employee using the tipper mechanism on the front hopper to dump wheeled 95-gallon carts. While this method of collection has proven to be economical for the City since its inception in the mid-1990s, as one split-stream truck can do the work of two single-stream trucks by collecting two different commodities at once, there is quite a history of employee injuries caused by the repetitive motion of throwing the items into the truck. As the City limits have expanded over the years and new developments have been built, certain refuse routes have seen an increase in customer base. In addition, for going on six years now, the City has participated in a more robust curbside recycling program that has reduced the amount of refuse that gets collected on certain routes. The recycling program uses a fully-automated single stream collection method, where one driver operates a truck with an automated arm that lifts the recycle carts and dumps them into the truck. The driver does not have to manually throw any items into the truck, thereby reducing the chance of injury. One important item learned from the current recycling collection program is that the overhead automated arm technology of a fully-automated collection method is compatible with the City’s many neighborhood configurations that have overhead wires and large mature outlawn trees posing overhead obstructions, and cul de sac streets with limited space for larger collection vehicles to maneuver. There is $610,000 in this year’s capital budget to replace two refuse trucks, with funds recommended in each of the next two years to replace the remaining four trucks. The anticipated useful life of a refuse truck is six years, so the opportunity to evaluate truck design and collection method factors does not present itself often. Given all these factors, I believe it is time to re-evaluate the semi-automated collection method to be certain that it remains the best option for the City before investing over $1.8M to replace the current fleet of refuse trucks.


Jon Lynch October 16, 2015 Page Two

Attached is a proposal from GBB Solid Waste Management Consultants that outlines an evaluation of the City’s current refuse collection service that will look specifically at route optimization and the feasibility of converting to an automated system. Staff have talked with several other communities that have used GBB’s services to evaluate various aspects of their refuse and recycling services, and received very positive feedback on the value they received from GBB’s work as well as the knowledgeable, professional manner in which the evaluations were conducted. There are funds budgeted in the current fiscal year’s General Fund to cover the cost of the proposed study, and we feel the timing is right to conduct this study given the need to start replacing the refuse truck fleet. Section 2-19 of the Code of Ordinances states that sealed proposals are not required for contracts for professional services such as those offered by GBB. Therefore, we recommend that City Council authorize staff to accept the proposal offered by GBB Solid Waste Management Consultants and authorize the Purchasing Agent to issue a purchase order not to exceed $30,000 to conduct an evaluation of the City’s current curbside refuse collection services.

Respectfully Submitted,

___________________________________ Karen Murphy, Director of Public Services

_______________________________ Mike Meyers, Purchasing Agent









Public Services  4811 North Saginaw Road  Midland, Michigan 48640-2321  989.837.6900  989.835.5651 -Fax www.cityofmidlandmi.gov

BY COUNCILMAN WHEREAS, the City’s current method of refuse and yard waste collection has been in place since the mid-1990s with minimal changes; and WHEREAS, the current method has led to multiple repetitive motion injuries for employees doing the work; and WHEREAS, the routes have not been thoroughly re-evaluated for adjustments given the growth of the City and the decrease in the volume of refuse due to implementation of a more robust curbside recycling program; and WHEREAS, the City has budgeted to begin replacing the refuse truck fleet at a cost of over $1.8M; and WHEREAS, staff is recommending a professional review of the City’s current refuse and yard waste collection service to look specifically at route optimization and the feasibility of converting to an automated system prior to investing in a new fleet of refuse trucks; and WHEREAS, a proposal to do such a review has been received from GBB Solid Waste Management Consultants whom staff have received good references on with regard to value and professional service delivery; and WHEREAS, Section 2-19 of the Code of Ordinances states that sealed proposals are not required for contracts for professional services; now therefore RESOLVED, that City Council authorizes a purchase order not to exceed $30,000 to GBB Solid Waste Management Consultants of Fairfax, Virginia to conduct an evaluation of the City’s current curbside refuse and yard waste collection services and provide recommendations on a potential conversion to automated collection methods. YEAS: NAYS: ABSENT:



____________________________________ Selina Tisdale, City Clerk

T: Solid Waste Refuse Study 10-26-15

Attached documents for item * Police and Light Duty Vehicles. MURPHY

* Police and Li... - 1 of 4


SUBJECT: Purchase of Police and Light Duty Vehicles

INITIATED BY: Department of Public Services

RESOLUTION SUMMARY: This resolution authorizes purchase orders to Snethkamp Dodge of Lansing, Michigan in the amount of $163,917.00 for three Dodge Charger patrol cars, one Dodge Journey detective vehicle and one 4x4 crew-cab truck with equipment, based on the State of Michigan’s Extended Purchasing Program pricing; and to Red Holman GMC of Westland, Michigan in the amount of $30,119.00 for one GMC 2500 4x4 crew-cab pickup truck, based on Oakland County Cooperative Purchasing Program contract pricing.

ITEMS ATTACHED: 1. Transmittal letter to City Manager 2. Resolution


___________________________________ Karen Murphy Director of Public Services


Department of Public Services 4811 North Saginaw Road  Midland, Michigan 48640  989.837.6900  989.835.5651 Fax www.cityofmidlandmi.gov

October 20, 2015 Jon Lynch City Manager Midland, Michigan RE: Purchase of police and light duty vehicles The State of Michigan’s Extended Purchasing Program and the Oakland County Cooperative Purchasing Program solicit bids for light and medium duty vehicles on a bi-annual basis. Vendors statewide are eligible to submit bids through these programs. Staff experience has shown that the bid prices from these bids are lower than what could be solicited locally, and the City of Midland is authorized to make purchases from the State of Michigan and Oakland County bids. The vehicles scheduled for purchase at this time are replacements funded through the Equipment Revolving Fund. Each year, the vehicle maintenance supervisors re-evaluate the condition, mileage and maintenance cost of every vehicle in the fleet to determine whether it is cost-effective to keep the vehicle in the fleet for an additional period of time or whether the vehicle needs to be replaced. Three Police Department patrol vehicles are budgeted for replacement this year, due to high mileage and poor condition. The Water Department’s 4x4 utility truck with equipment is a budgeted replacement as well due to age and poor condition. All of these vehicles will be replaced with like units. The remaining two replacement vehicles included here are upgrades to the current units as follows: 

The Dodge Journey cross-over detective vehicle is an upgrade from a 4-door sedan budgeted for replacement due to age and poor condition. Detectives are now required to carry additional crime scene investigation equipment at all times, exceeding the cargo capacity of the trunk of their current vehicles. The cost to upgrade this vehicle is included in the Police Department Fund Capital Outlay budget.



The 4x4 crew-cab pickup is a replacement for two Fire Department vehicles, a Chevrolet Malibu staff car and a Dodge Dakota pickup. Both of these vehicles were under-utilized and not well suited for current Fire Department operations. Fleet Management and Fire Department staff worked together to analyze Department needs, and chose a 4x4 crew-cab truck as the most versatile option to meet those needs. The Malibu staff car will be sold as excess, and the Dakota pickup will be transferred to another department as a replacement for an older, higher mileage Dakota.


Jon Lynch October 20, 2015 Page 2

Bid prices from the selected vendors for the vehicles are as follows: Qty Vehicle Type 2016 Dodge Charger Police 3 Patrol Car 2016 Dodge Journey Police 1 Detective Vehicle 2016 Dodge 4500 4x4 1 Utility Truck and Equipment for Water Department 2016 GMC 2500HD Crew1 Cab 4x4 Pickup Truck for Fire Department

Vendor Snethkamp Dodge Lansing, MI Snethkamp Dodge Lansing, MI Snethkamp Dodge Lansing, MI Red Holman GMC of Westland, Michigan

Unit Price

Total Cost

$24,266.00

$ 72,798.00

$21,443.00

$ 21,443.00

$69,676.00

$69,676.00

$30,119.00

$30,119.00

Sufficient funds are included in the FY 2015/16 Equipment Revolving Fund and Police Department Capital Outlay budgets for the purchase of these vehicles. Therefore, we recommend that the City Purchasing Agent be authorized to issue purchase orders to the State of Michigan’s selected vendor, Snethkamp Dodge of Lansing, Michigan in the amount of $163,917.00 for three Dodge Charger patrol cars, one Dodge Journey and one Dodge 4500 4x4 utility truck with equipment; and to Oakland County’s selected vendor, Red Holman GMC of Westland, Michigan in the amount of $30,119.00 for one GMC 2500 crew-cab 4x4 pickup truck.

Respectfully submitted,

Karen Murphy Director of Public Services

Mike Meyer Purchasing Agent


Department of Public Services 4811 North Saginaw Road  Midland, Michigan 48640  989.837.6900  989.835.5651 Fax www.cityofmidlandmi.gov

BY COUNCILMAN

WHEREAS, bids for vehicles are solicited by the State of Michigan and Oakland County, and the City of Midland is authorized to make purchases from these programs; and WHEREAS, sufficient funding for the purchase of three police patrol vehicles, one detective vehicle, one 4x4 crew-cab truck with equipment, and one 4x4 crew-cab pickup truck is included in the FY 2015/16 Equipment Revolving Fund and Police Department budgets for Capital Outlay; now therefore RESOLVED, that the Purchasing Agent is authorized to issue purchase orders to the State of Michigan’s selected vendor, Snethkamp Dodge of Lansing, Michigan in the amount of $163,917.00 for three Dodge Charger patrol cars, one Dodge Journey and one Dodge 4500 crew-cab 4x4 truck with equipment; and to Oakland County’s selected vendor, Red Holman GMC of Westland, Michigan in the amount of $30,119.00 for one GMC 2500 crew-cab 4x4 pickup truck, all in accordance with the State of Michigan Extended Purchasing Program and Oakland County Cooperative Purchasing Program proposal and specifications. YEAS: NAYS: ABSENT:



T: Police and Light Duty Vehicles 10-26-15

Attached documents for item * Water Service Fittings - Water Distribution. BUSH

* Water Service... - 1 of 3

SUMMARY REPORT TO MANAGER For City Council Meeting of Monday, October 26, 2015

SUBJECT:

WATER DISTRIBUTION – INVENTORY PURCHASES OF WATER SERVICE FITTINGS, BID NO. 3734

INITIATED BY:

Noel D. Bush, Utilities Director

RESOLUTION SUMMARY: This resolution accepts the low total bid submitted by ETNA Supply of Grand Rapids, for inventory purchases of water service fittings, and authorizes a purchase order to be issued in the amount of $40,690.00, in accord with Sec. 2-18 of the Code of Ordinances for the City of Midland, and further authorizes the City Manager to approve changes modifying the purchase order in an aggregate amount not to exceed $5,000.00. ITEMS ATTACHED:

1. 2.

Letter to Council Resolution

CITY COUNCIL ACTION: 1.

3/5 vote required to approve resolution

NDB:jjs


Utilities Department • 333 West Ellsworth Street • Midland, Michigan 48640-5132 • (989) 837-3341 • [email protected]

October 21, 2015 Jon Lynch, City Manager Midland, Michigan Re: WATER DISTRIBUTION – INVENTORY PURCHASES OF WATER SERVICE FITTINGS, BID NO. 3734 Dear Mr. Lynch: The City’s Water Distribution Department repairs water mains, installs new services, and replaces corroded bolts and fittings throughout the distribution system. As many of these items require immediate attention when discovered, it is necessary to have an inventory of fittings and parts available. Periodic solicitations for bids are necessary as prices for much of the Department’s inventory needs are only held by the vendor for a short period of time. On Tuesday, October 20, 2015, sealed bids were received and opened, in accord with Sec. 2-18 of the Code of Ordinances for the City of Midland for Bid No. 3734, Water Service Fittings. The bids received were for 57 individual items, based on estimated quantities to be purchased. The following total bids were received. Bidder ETNA Supply - Grand Rapids Michigan Pipe & Valve – Saginaw HD Supply Waterworks – Canton

Total Bid $40,690.00 $42,909.00 $45,697.41

Staff considers the low total bid from ETNA Supply of Grand Rapids to be acceptable, and recommends award for inventory purchases of water service fittings from Water Enterprise Fund Inventory Account #591.13.031. The attached resolution will authorize a purchase order in the amount of $40,690.00, and further authorizes the City Manager to approve changes modifying the purchase order in an aggregate amount not to exceed $5,000.00. A 3/5 vote is required to approve the resolution. Respectfully submitted,

_________________________ Noel Bush, Utilities Director File: Water - 151026 Water Service Fittings Bid 373413186

___________________________ Mike Meyer, Purchasing Agent



BY COUNCILMAN WHEREAS, sealed bids for Bid No. 3734 Water Service Fittings, have been advertised and received in accord with Section 2-18 of the Midland Code of Ordinances; and WHEREAS, staff considers the low bid received from ETNA Supply of Grand Rapids to be acceptable, and recommends award for inventory purchases of water service fittings; and WHEREAS, the purchases will be made from Water Enterprise Fund Inventory Account #591.13.031; now therefore RESOLVED, that a purchase order is hereby authorized to ETNA Supply in the amount of $40,690.00; and RESOLVED FURTHER, that the City Manager is hereby authorized to approve change orders in an aggregate amount not to exceed $5,000.00. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.

_______________________________ Selina Tisdale, City Clerk

File: Water - 151026 Water Service Fittings Bid 373413186

Attached documents for item * Sewer Linings of Patrick Road Crossovers - Wastewater. BUSH

* Sewer Linings... - 1 of 5


SUBJECT: WASTEWATER – SEWER LININGS OF PATRICK ROAD CROSSOVERS SOUTH ACROSS US10 TO THE WASTEWATER TREATMENT PLANT, BID NO. 3733

INITIATED BY: Noel D. Bush, Utilities Director

RESOLUTION SUMMARY: This resolution accepts the low bid units submitted by Insituform Technologies of Chesterfield, Missouri, and authorizes a purchase order in the amount of $526,675 for the trenchless sewer rehabilitation of: (2) crossover sewers from Patrick Road south to the junction chamber located at the wastewater plant, in accord with Sec. 2-18 of the Code of Ordinances for the City of Midland, and staff further recommends that the City Manager be authorized to make changes to the purchase order in an aggregate amount not to exceed $20,000.

ITEMS ATTACHED: 1.

Letter of transmittal

2.

Location Map

3.

Resolution

COUNCIL ACTION: 1.

NDB:jjs

3/5 vote required to approve resolution.



October 21, 2015

Jon Lynch, City Manager City of Midland SUBJECT: WASTEWATER – SEWER LININGS OF PATRICK ROAD CROSSOVERS FROM PATRICK ROAD SOUTH TO THE JUNCTION CHAMBER LOCATED AT THE WASTEWATER PLANT, BID NO. 3733

Dear Mr. Lynch: Wastewater staff proactively inspects concrete sanitary sewer lines to find any defects or infiltration, and prioritizes the repair or trenchless rehabilitation needs of the sanitary system. Each year, the areas of greatest need are budgeted for repair or rehabilitation. Two sections of sanitary sewer pipe have been identified as needing to be rehabilitated: 1) 1,425’ of 42-inch sewer from Patrick Road, south across US10 to the junction chamber located at the Wastewater Treatment Plant. 2) 1,700’ of 36-inch sewer from Patrick road south across US10 to the junction chamber located at the Wastewater Treatment Plant. The pair of crossover sanitary pipes in the past had carried heavier sewer flow. Over the years, as flow has been diverted in different directions and the elimination of infiltration, the flow has dropped substantially. As the infiltration and flows have decreased, the concentration of the sewage has increased, which increases the formation of corrosive hydrogen sulfide. Hydrogen sulfide has severely damaged these sections of pipe. On October 20, 2015, bids were received, in accord with Sec. 2-18 of the Code of Ordinances for the City of Midland for Bid No. 3733, Sewer Lining. The unit prices received, and associated total costs for each pipe diameter and lengths, are shown in the following table:

File: Wastewater - 151026 Sewer Liner Repair - Cross-overs of US10 to Plant13191


1,425' of 42" dia

1,700' of 36" dia

Bidder Insituform Tech- Chesterfield, MO

Unit $ $199.00

Total $283,575

Unit $ $143.00

Total $243,100

Total Bid $526,675

Layne Inliner- Hilliard, OH Inland Waters- Detroit, MI Michels Pipe Services- Brownsville, WI

$225.00 $266.00 $288.00

$320,625 $379,050 $410,400

$165.00 $170.00 $191.00

$280,500 $289,000 $324,700

$601,125 $668,050 $735,100

Lanzo Trenchless Tech- Roseville, MI

$380.00

$541,500

$290.00

$493,000

$1,034,500

The low bid unit prices for both the 42-inch and 36-inch diameters were received from Insituform Technologies of Chesterfield, Missouri. The total low bid value is therefore, $526,675 (1,425’ x $199.00 + 1,700’ x $143.00). Sufficient funding for the sewer pipe lining is budgeted in Capital Outlay account #590.9120.97.050. Staff therefore, recommends that a purchase order be authorized to Insituform Technologies in the amount of $526,675. Staff further recommends that the City Manager be authorized to make changes to the purchase order in an aggregate amount not to exceed $20,000. A 3/5 vote is required to approve the resolution. Respectfully submitted,

_________________________ Noel Bush, Utilities Director


__________________________ Mike Meyer, Purchasing Agent


Location Map  1,425’ of 42-inch sewer from Patrick Road, south across US10 to the junction chamber located at the Wastewater Treatment Plant.  1,700’ of 36-inch” sewer from Patrick road south across US10 to the junction chamber located at the Wastewater Treatment Plant.

36-Inch


42-Inch



BY COUNCILMAN WHEREAS, Wastewater staff proactively inspects concrete sanitary sewer lines to find any defects or infiltration, and prioritizes the repair or rehabilitation needs of the sanitary system; and WHEREAS, two parallel sections of sanitary sewer pipe have been identified as needing to be rehabilitated; 1) 1,425’ of 42-inch sewer and 2) 1,700’ of 36-inch sewer, both crossing US10 at Patrick Road to the junction chamber located at the Wastewater Treatment Plant; and WHEREAS, on October 20, 2015, bids for Bid No. 3733, Sewer Lining, were received in accord with section 2-18 of the Midland Code of Ordinance; and WHEREAS, the low bid unit prices for 42-inch ($199.00) and 36-inch ($143.00) pipe lining services were received from Insituform Technologies of Chesterfield, Missouri; and WHEREAS, the total low bid value is therefore $526,675 (1,425’ x $199.00 + 1,700’ x $143.00); and WHEREAS, sufficient funding for the sewer pipe lining is budgeted in Capital Outlay account #590.9120.97.050; now therefore RESOLVED, that the bid value of $526,675, based on the low bid unit prices, is hereby accepted, and authorization is granted for the issuance of a purchase order in that amount to Insituform Technologies of Chesterfield, Missouri; and RESOLVED FURTHER, that the City Manager is authorized to approve changes to the purchase order in an aggregate amount not to exceed $20,000. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015. _______________________________ Selina Tisdale, City Clerk


Attached documents for item * Amendment to the 2015-16 General Fund budget for park improvement projects in Chippewassee Park and along the Tittabawassee riverfront (11/9). MURPHY

* Amendment to ... - 1 of 4

SUMMARY REPORT TO MANAGER For City Council Meeting of October 26, 2015 SUBJECT:

Setting a public hearing to amend the FY 2015-16 General Fund budget to utilize grant funds for park improvement projects in Chippewassee Park and along the Tittabawassee riverfront

INITIATED BY: Department of Public Services RESOLUTION SUMMARY:

Set a public hearing for November 9, 2015 at 7:00 p.m. in City Council Chambers on a proposal to amend the FY 2015-16 General Fund budget to increase revenues and expenditures by $87,000 for two park improvement projects in Chippewassee Park and along the Tittabawassee Riverfront.

ITEMS ATTACHED: 1. Letter of Transmittal 2. Letter from The Herbert H. and Grace A. Dow Foundation 3. Resolution


__________________________________ Karen Murphy Director of Public Services


Parks & Recreation  4811 North Saginaw Road  Midland, Michigan 48640-2321  989.837.6930  989.835.5651 -Fax www.cityofmidlandmi.gov

October 16, 2015

Jon Lynch City Manager Midland, MI

RE:

Setting a public hearing to amend the FY 2015-16 General Fund budget to utilize grant funds for park improvement projects in Chippewassee Park and along the Tittabawassee riverfront

In September 2013, the City received a very generous grant of $3,016,000 from The Herbert H. and Grace A. Dow Foundation to fund infrastructure and public asset improvements. Upon completion of the improvements, $87,000 of the funds remained unspent and the City sent a formal request to the Foundation that these funds be reallocated to two ongoing park improvement projects as follows: 



$38,200 to be used to fix a drainage issue in Chippewassee Park associated with the repaving of the existing asphalt path that connects the Tridge to the Currie Parkway bridge and the installation of an additional asphalt path that extends out into the open green space of the park $48,800 to be used to clear invasive plant species from the riverfront, introduce native plant species and do additional cleanup of the riverbank that would support the proposed water pump station renovation project along the upper area of Emerson Park.

Attached is a letter from The Herbert H. and Grace A. Dow Foundation approving the reallocation of the grant funds for these projects. In order to utilize the reallocated funds, the FY 2015-16 General Fund budget must be amended to recognize the prior year’s revenue and the associated expenses for each project. Amending the budget requires a public hearing and Council involvement at two separate meetings: the first meeting to set the date for a public hearing, and the second to hold the public hearing. The attached resolution for City Council’s consideration schedules November 9 as the date for holding the public hearing on the proposed budget amendment.

Respectfully Submitted, _______________________________ Karen Murphy Director of Public Services



Parks & Recreation  4811 North Saginaw Road  Midland, Michigan 48640-2321  989.837.6930  989.835.5651 -Fax www.cityofmidlandmi.gov

BY COUNCILMAN

WHEREAS, the City was awarded a very generous grant of $3,016,000 from The Herbert H. and Grace A. Dow Foundation in September 2013 to fund infrastructure and public asset improvements and $87,000 of the grant remained unspent at the completion of the improvements; and WHEREAS, the City sent a formal request to The Herbert H. and Grace A. Dow Foundation asking to reallocate these funds to be used on two ongoing park improvement projects in Chippewassee Park and along the Tittabawassee riverfront and the Foundation approved said request; and WHEREAS, in order to utilize the funds for the park improvements the FY 2015-16 General Fund budget must be amended to recognize the prior year’s revenue and the associated project expenses; now therefore RESOLVED, that in accord with Section 11.6 of the Charter of the City of Midland, a public hearing shall be conducted at 7:00 p.m., November 9, 2015 in the Council Chambers of City Hall on the proposal to amend the FY 2015-16 General Fund budget to increase revenues and expenditures to recognize $87,000 in reallocated grant funds from The Herbert H. and Grace A. Dow Foundation to be used toward ongoing park improvement projects; and RESOLVED FURTHER, that the City Clerk is hereby directed to give notice as provided in Section 5.11 of the Charter of the City of Midland.

YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.

____________________________________ Selina Tisdale, City Clerk T: Chippewassee drainage – set public hearing 10-26-15

Attached documents for item * Amendment to the 2015-16 Water Enterprise Fund budget for MDOT Eastman Avenue Water Main Project (11/9). BUSH



SUBJECT:

WATER DISTRIBUTION – AMENDMENT TO THE WATER ENTERPRISE FUND BUDGET FOR MDOT US10 MAIN REPLACEMENT

INITIATED BY:

Noel D. Bush, Utilities Director

RESOLUTION SUMMARY: This resolution sets a public hearing for Monday, November 9, 2015 at 7:00 p.m. on the proposed amendment of the 2015/16 Water Enterprise Fund budget to increase revenues by $255,000.00 from working capital, and to increase appropriations for MDOT Eastman Avenue Water Main Project by $255,000.00

ITEMS ATTACHED: 1.

Letter of transmittal

2.

Resolution

COUNCIL ACTION: 1. 3/5 vote required to approve resolution.

NDB/jjs



October 21, 2015

Jon Lynch, City Manager Midland, Michigan

SUBJECT:

WATER DISTRIBUTION – AMENDMENT TO THE WATER ENTERPRISE FUND BUDGET FOR MDOT US10 MAIN REPLACEMENT

Dear Mr. Lynch: This is a request to set a public hearing for an amendment to the Water Enterprise Fund, increasing the 2015 Eastman Avenue water main replacement project by $255,000 to a total of $606,000. The increase is a combination of $70,000 for water main installation by the contractor and MDOT (State of Michigan Department of Transportation), and the sum sufficient to cover the city’s water department costs of $185,503. The fast-tracked design-build MDOT Eastman Avenue/BR10 Improvement Project was announced in June 2014, and was made possible by special funding from the State of Michigan. Upon learning of the project, water and wastewater crews evaluated the city’s infrastructure in the proposed construction zone. Eastman Avenue is a major route through the city and this project provided us with an opportunity to replace aging infrastructure (water, sanitary sewer, and storm water) with new infrastructure that could have a 100+ year life. Eastman Avenue from West Buttles Street to West St. Andrews Road (approximately 3,800 lineal feet) contains some of the oldest water main piping in the city (55 to 75 years old), and was made of thin-wall cast-iron, putting the pipe at exceeding its service life. Portions of the pipe had been replaced, patched, or modified since it was first installed, and while the need for the main replacement was on the horizon, it had not yet been proposed due to the excessive cost the city would incur for road reinstatement. In essence, we were waiting as long as possible or for when MDOT was to rebuild the road so we could simultaneously perform the main replacement. In discussions with MDOT staff, we learned that the State was willing to participate 50-50 on the relocation of the sanitary sewer force main; however, they would not participate in sharing the replacement of water mains. This was primarily due to the age of the water mains and knowing that the pipe needed to be replaced anyway.

File: Water - 151026 BA MDOT US10 Water Main Replacement13185


We were further advised that our water project activities could not hold up the contractor’s work on rebuilding the roadway, and therefore we were required to perform much of the city’s necessary work on overtime; out of the way of the contractor. On November 24, 2014, City Council approved the construction agreement with MDOT, which included an estimated total cost of $417,200 for the total cost of the water main replacement. The bids for the MDOT project were received on December 19, 2014, indicating the water main portion to be $370,497. We understood at the time that the bids came in lower than expected, so we made the assumption that the bid amount communicated to the City was for the total cost of the water main replacement. We learned later construction engineering (CE) costs would be applied in addition as a weighted percent of the entire $6 MM project, which included the curbto-curb reconstruction of the road, water main replacement, and sanitary force main replacement. This project is unique for the City, in that we are generally in control of the project planning, bid specifications, and construction engineering oversight. For this project, we were further removed; MDOT provided all those services, while the City worked within the process that MDOT managed. The design-build model is not typical for MDOT either, contributing to the City not being able to plan necessary activities as we normally would. Original estimates for the work the water department would be required to perform were compromised by the age of the records available . The original plans were hand drawn with very few notes. Over the past 75 years, modifications to the piping had occurred and early information on location depth and appurtenances was compromised by the reconstruction and widening of Eastman Avenue during that time period. This required field modifications to the piping after it was exposed. The City’s cost ultimately included 19 major tie-ins to the system, 53 services re-tapped, the purchase and installation of four new fire hydrants, and increasing the pipe sizing to make the system more efficient. As with all water projects, we provide the disinfection and flushing of the new piping. This project was an opportunity to simplify and improve the hydraulics of the City’s water system by, 1) upsizing the 12-inch on St. Andrews to 16-inch, in preparation to continue this size main from Eastman to Helen, thus improving flows in this area, 2) the Buttles main was upsized from 4-inch to 8-inch, which was a bottleneck that made it harder to move water in this area, and 3) replacing the1956 vintage Eastman Avenue 8-inch water main considerably improved the pipe flow friction coefficient in that area, which facilitates an increased flow and higher psi. The City’s budget for the water main project is currently $351,000, and will not be enough to complete the project. The water main project now stands as follows:



MDOT Water Main Bid MDOT engineering (est.) Total MDOT Costs Internal Supplies/Misc Internal Equipment Internal Labor/Benefits Total City Costs Total Estimated Project Costs Current Project Budget Additional Project Funding Needs

$

$

370,497 50,000 $

420,497

$ $ $ $

185,503 606,000 (351,000) 255,000

73,083 15,382 97,038

This project was an opportunity to replace end-of-life pipe and undersized pipe to increase the volume of water for fire protection and to remove system bottlenecks. The estimated cost to undertake these water system improvements, independent of an MDOT project, and including reinstatement of the road and curb to MDOT specifications, would be a minimum of an additional $400,000, making the total cost over $1 MM. The attached resolution sets a public hearing for Monday, November 9, 2015 at 7:00 p.m. in the Council Chambers of City Hall as the date, time and place of the required public hearing on the proposed amendment to the 2015/16 Water Enterprise Fund budget to increase revenues by $255,000.00 from working capital, and to increase appropriations for MDOT Eastman Avenue Water Main Project by $255,000.00. Respectfully submitted,

_________________________ Noel Bush, Utilities Director




BY COUNCILMAN RESOLVED, that in accord with Section 11.6 of the Charter of the City of Midland, a public hearing shall be conducted at 7:00 p.m. on Monday, November 9, 2015, in the Council Chambers of City Hall on the proposal to amend the 2015/16 Water Enterprise Fund budget to increase revenues by $255,000.00 from working capital, and to increase appropriations for MDOT Water Main Project Eastman Avenue by $255,000.00. YEAS: NAYS: ABSENT: I, Selina Tisdale, City Clerk, City of Midland, Counties of Bay and Midland, State of Michigan, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by a yea vote of all the Councilmen present at a regular meeting of the City Council held Monday, October 26, 2015.

_______________________________ Selina Tisdale, City Clerk
