City Commission Packet 11-27-2012

View the PDF version Google Docs PDF Viewer

  CITY OF MUSKEGON
   CITY COMMISSION MEETING
                 NOVEMBER 27, 2012
 CITY COMMISSION CHAMBERS @ 5:30 P.M.
                             AGENDA

CALL TO ORDER:
PRAYER:
PLEDGE OF ALLEGIANCE:
ROLL CALL:
HONORS AND AWARDS:
  A. Recognition JAAR Partnerships Participation in the “GOOD BUDDY
     BUCKS” Program. PUBLIC SAFETY
  B. Recognition of Fall 2012 Citizen’s Academy Graduates. PUBLIC SAFETY
INTRODUCTIONS/PRESENTATION:
CONSENT AGENDA:
  A. Approval of Minutes. CITY CLERK
  B. State of Michigan Resource Management Fees. PUBLIC WORKS/WATER
     FILTRATION
  C. Moratorium on Fees for 2013 Vacant Buildings.             PLANNING &
     ECONOMIC DEVELOPMENT
  D. Extension of Vinyl Siding Supplier and Installer Contract for Fiscal Year
     2012. COMMUNITY & NEIGHBORHOOD SERVICES
  E. To Impose a Ten-Year Limit on Applying for Priority Housing Repairs and
     Approve Clerical Changes to Citizen Participation Plan. COMMUNITY &
     NEIGHBORHOOD SERVICES
  F. Rezoning Request for the Property Located at 137 E. Laketon Avenue.
     PLANNING & ECONOMIC DEVELOPMENT
PUBLIC HEARINGS:
COMMUNICATIONS:
CITY MANAGER’S REPORT:
UNFINISHED BUSINESS:
   NEW BUSINESS:
       A. Temporary Employment Services Provider RFP. AFFIRMATIVE ACTION
       B. Former Central Fire Station – Purchase Agreement Between the City of
          Muskegon and Parkland Muskegon.            PLANNING & ECONOMIC
          DEVELOPMENT
   ANY OTHER BUSINESS:
   PUBLIC PARTICIPATION:
   Reminder: Individuals who would like to address the City Commission shall do the following:
   Fill out a request to speak form attached to the agenda or located in the back of the room.
    Submit the form to the City Clerk.
   Be recognized by the Chair.
   Step forward to the microphone.
   State name and address.
   Limit of 3 minutes to address the Commission.
   (Speaker representing a group may be allowed 10 minutes if previously registered with City Clerk.)

   CLOSED SESSION:
   ADJOURNMENT:
ADA POLICY: The City of Muskegon will provide necessary auxiliary aids and services to individuals who
want to attend the meeting upon twenty four hour notice to the City of Muskegon. Please contact Ann
Marie Cummings, City Clerk, 933 Terrace Street, Muskegon, MI 49440 or by calling (231) 724-6705 or
TTY/TDD dial 7-1-1 to request a representative to dial (231) 724-6705.
Date:        November 27, 2012
To:          Honorable Mayor and City Commissioners
From:        Director Jeffrey Lewis
RE:          Recognition JAAR Partnerships participation in the
                 “GOOD BUDDY BUCKS” program


SUMMARY OF REQUEST:

                        RESOLUTION
   RECOGNITION OF JAAR PARTNERSHIPS PARTICIPATION IN THE
              “GOOD BUDDY BUCKS” PROGRAM


WHEREAS, the Muskegon Police Department and the City Commission recognizes the
         importance of building good character in our youth today in order to
         positively impact the future for everyone and;

WHEREAS, it is the desire of the Muskegon Police Department and Muskegon City
         Commission to build positive mentoring relationships between law
         enforcement and youth and;

WHEREAS, it is our belief that the more positive mentoring situations we can place youth
         in, the less likely they will be to turn to negative influences and activities.


NOW, THEREFORE, BE IT RESOLVED, that the Muskegon City Commission hereby
         recognizes and thanks JAAR Partnerships for its participation in the
         successful “Good Buddy Bucks” program which rewards youth for displaying
         “Good Character” and allows youth to positively interact with law
         enforcement.


Given on behalf of the Muskegon City Commission this 27th day of November, 2012.



__________________________________
Stephen Gawron, Mayor


STAFF RECOMMENDATION:
Approve - Director Jeffrey Lewis
                        RESOLUTION
   RECOGNITION OF JAAR PARTNERSHIPS PARTICIPATION IN THE
              “GOOD BUDDY BUCKS” PROGRAM


WHEREAS, the Muskegon Police Department and the City Commission recognizes the
         importance of building good character in our youth today in order to
         positively impact the future for everyone and;

WHEREAS, it is the desire of the Muskegon Police Department and Muskegon City
         Commission to build positive mentoring relationships between law
         enforcement and youth and;

WHEREAS, it is our belief that the more positive mentoring situations we can place youth
         in, the less likely they will be to turn to negative influences and activities.


NOW, THEREFORE, BE IT RESOLVED, that the Muskegon City Commission hereby
         recognizes and thanks JAAR Partnerships for its participation in the
         successful “Good Buddy Bucks” program which rewards youth for displaying
         “Good Character” and allows youth to positively interact with law
         enforcement.




Given on behalf of the Muskegon City Commission this 27th day of November, 2012.



__________________________________
Stephen Gawron, Mayor
Date:        November 27, 2012
To:          Honorable Mayor and City Commissioners
From:        Director Jeffrey Lewis
RE: Recognition of Fall 2012 Citizen’s Academy Graduates


SUMMARY OF REQUEST:

                        RESOLUTION
   RECOGNITION OF FALL 2012 CITIZEN’S ACADEMY GRADUATES

WHEREAS, the City Commission desires to provide citizens with a better understanding
         of the functions of law enforcement, dispelling misconceptions and
         increasing positive communication between citizens and police; and

WHEREAS, it is the desire of the Muskegon City Commission to encourage cooperation
         between the public and law enforcement to positively impact our
         communities;


NOW, THEREFORE, BE IT RESOLVED, that the Muskegon City Commission hereby
         congratulates and recognizes:

             Deborah Betts                                 Tammy Lauber
             Brenda Cowherd                                Lea Markowski
             Christina DeGroat                             Barry Parker
             Steven Fink                                   Elizabeth Parker
             Michelle Janusiewicz                          Wendell Wickland
             Julia Koch                                    Roger Willcutt


             for their faithful attendance, completion and graduation from the 10 week
             Fall 2012 Citizen’s Police Academy

Given on behalf of the Muskegon City Commission this 27th day of November, 2012.



__________________________________
Stephen Gawron, Mayor


STAFF RECOMMENDATION:
Approve - Director Jeffrey Lewis
                        RESOLUTION
   RECOGNITION OF FALL 2012 CITIZEN’S ACADEMY GRADUATES


WHEREAS, the City Commission desires to provide citizens with a better understanding
         of the functions of law enforcement, dispelling misconceptions and
         increasing positive communication between citizens and police; and

WHEREAS, it is the desire of the Muskegon City Commission to encourage cooperation
         between the public and law enforcement to positively impact our
         communities;


NOW, THEREFORE, BE IT RESOLVED, that the Muskegon City Commission hereby
         congratulates and recognizes:


             Deborah Betts                                 Tammy Lauber
             Brenda Cowherd                                Lea Markowski
             Christina DeGroat                             Barry Parker
             Steven Fink                                   Elizabeth Parker
             Michelle Janusiewicz                          Wendell Wickland
             Julia Koch                                    Roger Willcutt


             for their faithful attendance, completion and graduation from the 10 week
             Fall 2012 Citizen’s Police Academy

Given on behalf of the Muskegon City Commission this 27th day of November, 2012.



__________________________________
Stephen Gawron, Mayor
Date:    November 27, 2012
To:      Honorable Mayor and City Commissioners
From:    Ann Marie Cummings, City Clerk
RE:      Approval of Minutes




SUMMARY OF REQUEST: To approve minutes of the November 13th
City Commission Meeting.


FINANCIAL IMPACT: None.


BUDGET ACTION REQUIRED: None.


STAFF RECOMMENDATION: Approval of the minutes.
     CITY OF MUSKEGON
       CITY COMMISSION MEETING
                   NOVEMBER 13, 2012
    CITY COMMISSION CHAMBERS @ 5:30 P.M.
                                MINUTES

The Regular Commission Meeting of the City of Muskegon was held at City Hall,
933 Terrace Street, Muskegon, MI at 5:30 p.m., Tuesday, November 13, 2012.
Mayor Gawron opened the meeting with a prayer from Reverend Bill Freeman
from the Harbor Unitarian Universalist Congregation after which the Commission
and public recited the Pledge of Allegiance to the Flag.
ROLL CALL FOR THE REGULAR COMMISSION MEETING:
Present: Mayor Stephen Gawron, Vice Mayor Lawrence Spataro,
Commissioners Sue Wierengo, Byron Turnquist, Lea Markowski, Eric Hood, and
Willie German, City Manager Bryon Mazade, City Attorney John Schrier, and
Deputy City Clerk Linda Potter.
2012-83 CONSENT AGENDA:
     A. Approval of Minutes. CITY CLERK
SUMMARY OF REQUEST:        To approve minutes of the October 23rd City
Commission Meeting.
FINANCIAL IMPACT: None.
BUDGET ACTION REQUIRED: None.
STAFF RECOMMENDATION: Approval of the minutes.
     B. Poverty Exemption Guidelines for Board of Review. FINANCE
SUMMARY OF REQUEST: Due to recent court decisions and policy changes by
the State Tax Commission, the County Equalization Department has requested
the City amend its Board of Review Poverty Exemption Guidelines.
The Resolution to Adopt Poverty Exemption Income Guidelines and Asset Test
has been prepared to meet these new standards.
FINANCIAL IMPACT: The revised guidelines provide clarification to the Board of
Review in the granting of poverty-based tax exemptions.
BUDGET ACTION REQUIRED: None.
STAFF RECOMMENDATION: Approval of the poverty guideline resolution as

                                      1
requested by the County Equalization Department.
      C. SCADA Computer Upgrade Proposal for Water Filtration Plant. PUBLIC
         WORKS
SUMMARY OF REQUEST: Authorize staff to enter into an agreement with Tetra
Tech 710 Avis Drive, Ann Arbor, MI for SCADA programming and the purchase of
Dell computers for a total cost of $44,000.
FINANCIAL IMPACT: $44,000.
BUDGET ACTION REQUIRED: None at this time but future budget re-forecasting
may be considered.
STAFF RECOMMENDATION: Authorize staff to enter into an agreement with Tetra
Tech for SCADA programming and to purchase Dell replacement computer
equipment for a total expense of $44,000.
      D. Deficit Elimination Plan for Home Rehabilitation Fund and State Grants
         Fund. FINANCE
SUMMARY OF REQUEST: At June 30, 2012, the City of Muskegon Home
Rehabilitation Fund had a deficit balance of $182,501 and the State Grants
Fund had a deficit unassigned balance of $8,781. Act 275 of the Public Acts of
1980 requires that the City file a Deficit Elimination Plan with the Michigan
Department of Treasury. Staff is requesting adoption of the Home Rehabilitation
Fund and State Grants Fund Deficit Elimination Plan Resolutions.
FINANCIAL IMPACT: As presented by the Deficit Elimination Plan, the Home
Rehabilitation Fund and State Grants Fund will no longer have a deficit by June
30, 2014.
BUDGET ACTION REQUIRED: None.
STAFF RECOMMENDATION: Adoption of the Deficit Elimination Plan Resolutions.
      E. Union Contract Agreement – Service Employees International Union
         (SEIU), Local 517M (Clerical). CITY MANAGER
SUMMARY OF REQUEST: To approve an agreement with SEIU, Local 517M
(Clerical) to extend their union contract for one year (through December 31,
2013) under the same terms (no salary increase) and conditions.
FINANCIAL IMPACT: None.
BUDGET ACTION REQUIRED: None.
STAFF RECOMMENDATION: To approve the agreement to extend the union
contract with SEIU, Local 517M and authorize the Mayor and Clerk to execute it.
      F. Union Contract Agreement – Service Employees International Union
         (SEIU), Local 517M Unit 2. CITY MANAGER
SUMMARY OF REQUEST: To approve an agreement with SEIU, Local 517M, Unit 2

                                      2
to extend their union contract for one year (through December 31, 2013) under
the same terms (no salary increase) and conditions.
FINANCIAL IMPACT: None.
BUDGET ACTION REQUIRED: None.
STAFF RECOMMENDATION: To approve the agreement to extend the union
contract with SEIU, Local 517M and authorize the Mayor and Clerk to execute it.
Motion by Commissioner Wierengo, second by Commissioner German to
accept the Consent Agenda as presented.
ROLL VOTE: Ayes: Markowski, Gawron, Hood, Spataro, German, Wierengo, and
           Turnquist
            Nays: None
MOTION PASSES
2012-84 PUBLIC HEARINGS:
      A. Request for an Industrial Facilities Exemption Certificate – Graphics
         House. PLANNING & ECONOMIC DEVELOPMENT
SUMMARY OF REQUEST: Pursuant to Public Act 198 of 1974, as amended,
Graphics House Sports Promotions, Inc., has requested the issuance of an
Industrial Facilities Tax Exemption Certificate. The company will be investing
$154,722 in real property and $111,437 in personal property. The investment is
expected to create three jobs. This qualifies them for a tax abatement of six
years on personal property and 12 years on real property.
FINANCIAL IMPACT: The City will capture certain additional property taxes
generated by the expansion.
BUDGET ACTION REQUIRED: None.
STAFF RECOMMENDATION: Approval of the resolution granting an Industrial
Facilities Exemption Certificate for a term of six years for personal property and
twelve years for real property.
The Public Hearing opened to hear and consider any comments from the
public. Mr. Brent McKinnon, 444 Irwin, representing Graphics House, explained
the request.
Motion by Vice Mayor Spataro, second by Commissioner Wierengo to close the
Public Hearing and approve the request for an Industrial Facilities Exemption
Certificate for a term of six years for personal property and twelve years for real
property for Graphics House.
ROLL VOTE: Ayes: Hood, Spataro, German, Wierengo, Turnquist, Markowski, and
           Gawron



                                        3
            Nays: None
MOTION PASSES
2012-85 NEW BUSINESS:
      A. Transmittal of 6/30/12 Comprehensive Annual Financial Report.
         FINANCE
SUMMARY OF REQUEST: The City’s June 30, 2012 Comprehensive Annual
Financial Report (CAFR) has previously been distributed to City Commissioners
via both email and hard copy. The CAFR is also available on the City’s website
at www.shorelinecity.com. At this time the CAFR is being formally transmitted to
the Commission in accordance with state law. The CAFR has been prepared in
accordance with GASB accounting standards. The CAFR also includes the
single-audit of federal grants received by the City.
FINANCIAL IMPACT: The CAFR report summarizes the City’s financial activities for
the year and includes the independent auditor’s unqualified opinion on the
City’s financial statements.
BUDGET ACTION REQUIRED: None.
STAFF RECOMMENDATION: Acceptance of the CAFR for the period ended June
30, 2012.
Motion by Vice Mayor Spataro, second by Commissioner Hood to accept the
CAFR for the period ended June 30, 2012.
ROLL VOTE: Ayes: German, Wierengo, Turnquist, Markowski, Gawron, Hood, and
           Spataro
            Nays: None
MOTION PASSES
PUBLIC PARTICIPATION: Public comments received.
ADJOURNMENT: The City Commission Meeting adjourned at 7:07 p.m.


                                           Respectfully submitted,




                                           Ann Marie Cummings, MMC
                                           City Clerk




                                       4
        Commission Meeting Date: November 27, 2012




Date:       November 14, 2012
To:         Honorable Mayor & City Commission
From:       Planning & Economic Development Department
RE:         Moratorium on fees for 2013 Vacant Buildings


SUMMARY OF REQUEST: Request to approve a moratorium on fees
charged to owners of vacant buildings that are entering their fifth year
billing cycle in 2013. Eligibility requirements for the moratorium of fees
charged are proposed to remain the same as the 2012. Moratoriums
would be determined based on the criteria included on the attached
Vacant Building Registration Moratorium (this remains unchanged from
last year).


FINANCIAL IMPACT: Exact amount unknown but should be minimal.


BUDGET ACTION REQUIRED: None


STAFF RECOMMENDATION: Staff recommends approval of a fee
moratorium for vacant building invoices meeting the approved criteria.


COMMITTEE RECOMMENDATION: None
             Vacant Building Registration Moratorium on 5th year fees.

A proposed billing moratorium could be initiated for the year of 2013, impacting all
structures that are about to enter their fourth vacant building billing cycle. This
moratorium would apply only to structures that meet certain criteria to insure that the
structure is being properly maintained and the owners are current on all their
responsibilities to the various city departments.

The criteria staff feels a vacant building would have to meet to qualify for a moratorium
of fee are:

   1.      All taxes & fees, such as mowing charges, vacant building registration,
           landlord registrations, business registrations and any other applicable fees,
           must be fully paid and current.
   2.      All city supplied utilities for the property must be fully paid.
   3.      There were no more than 2 environmental letters sent to the address with no
           work being performed at the address in the vacancy years in question.
   4.      The building owner can demonstrate that they have made recent investments
           in the vacant building during the vacancy period or in the case of a building
           in good condition, they have continued to provide the necessary financial
           support for the building to be in usable and move-in condition.
   5.      The property has been listed during the vacancy period and is still currently
           listed for sale with a professional realty firm.

Due to the complexities of the overall program, city staff would utilize our current
appeal process to administer the moratorium and the owners that feel they qualify would
be required to apply for the moratorium after being billed. To make the public aware of
this opportunity, we would have to mail a notice to each qualified owner informing them
of the moratorium and its requirements to qualify. If the owner felt they could meet the
criteria, they would apply with supporting documentation, if they do not meet the criteria
we would hope they would not apply for it and consume staff time with the reviews.

Because of the criteria that must be met and the large number of structures that we will
be billing, staff would not be able to review all the invoices prior to billing. We simply
do not know if all of the structures can meet the criteria and we do not have the staff to
make those determinations in advance.

Using the appeal process, staff can make the determination by requiring the owner to
provide some of the above listed information and this will cut down on staff time spent.
Even so, this will substantially increase the amount of time staff must spend processing
paperwork for this program.
Commission Meeting Date:                 November 27, 2012


Date:       November 19, 2012

To:         Honorable Mayor and City Commission

From:      Community and Neighborhood Services Department

Re:      Extension of Vinyl Siding Supplier and Installer
         Contracts for Fiscal Year 2012
_______________________________________________________

SUMMARY OF REQUEST: To authorize the Community and
Neighborhood Services Department to extend the contract through
June 30, 2013 to Keene Lumber, located at 346 W. Laketon Avenue,
Muskegon, MI, for the balance of 2012 Fiscal year.

To authorize Community and Neighborhood Services to extend the
contract through June 30, 2013 to Mark N. Tucker, LLC, 9121 Holton
Road, Holton, MI, to install vinyl siding for the balance of 2012 Fiscal
year.

FINANCIAL IMPACT: Funding will be disbursed from the 2012
Community Development Block Grant Vinyl Siding fund.

BUDGET ACTION REQUIRED: FY 2012 Balance remaining:
$45,749.

STAFF RECOMMENDATION: To approve request.

COMMITTEE RECOMMENDATION: The funding for the Vinyl Siding
Program was approved by the Commission during the 2011 – 2012
allocation period, which would end November 2012; our request is to
extend this agreement until 6/30/13.
        Commission Meeting Date: November 27, 2012



Date:        November 20, 2012
To:          Honorable Mayor and City Commissioners
From:        Planning & Economic Development
RE:          Rezoning request for the property located at 137 E. Laketon Ave.


SUMMARY OF REQUEST:

Request to rezone the property at 137 E Laketon Ave from B-2, Convenience and Comparison
Business District to B-4, General Business District, by Jack Kennedy.

FINANCIAL IMPACT:

None

BUDGET ACTION REQUIRED:

None

STAFF RECOMMENDATION:

Staff recommends approval of the rezoning.

COMMITTEE RECOMMENDATION:

The Planning Commission unanimously recommended approval of the request at their 11/15
meeting.




                                                                                      1
Planning Commission packet excerpt:


      BACKGROUND


1.     The applicant will be purchasing 109 and 137 E Laketon Ave. Both properties are zoned B-2,
       Convenience and Comparison Business District. He would like to rezone the property at 137
       E Laketon Ave to B-4 General Business district so that it may be used for a funeral home.
       There currently any plans for the building at 109 E Laketon Ave.
2.     The property at 137 E Laketon Ave was last used as a physical therapy office. Before that, it
       was used as a funeral home.
3.     This case is only for the rezoning of the property to B-4, General Business District. If
       approved, the property would be allowed to all of the uses in that district, which includes
       funeral homes. However, because it will be a change of use from office to funeral home, it
       will require a minor site plan review from staff. Parking may become an issue during the
       review. Funeral homes require one parking space for every 25 sqft of usable floor area of
       chapels and assembly rooms. The building measures roughly 2,900 sqft. The applicant has
       stated that the two properties will share parking and will be able to have 32 parking spaces.
4.     The hospital is located to the north of the property. Residential is to the east and south.
       Marsh field is located to the west of 1009 E Laketon Ave.
5.     A notice letter was sent to all properties within 300 feet of this property. Staff has received
       one message in opposition of the rezoning from Maria Avila, owner of 1847 Hoyt. She
       would not like a funeral home that close to her house.


                                      137 E Laketon Ave looking east




                                                                                                         2
Zoning Map




Aerial Map




             3
                                CITY OF MUSKEGON

                             MUSKEGON COUNTY, MICHIGAN

                                 ORDINANCE NO.

    An ordinance to amend the zoning map of the City to provide for a zone change for a
 property from B-2, Convenience and Comparison Business District to B-4, General Business
                                       District.

THE CITY COMMISSION OF THE CITY OF MUSKEGON HEREBY ORDAINS:

The zoning map of the City of Muskegon is hereby amended to change the zoning for the following
described property from B-2, Convenience and Comparison Business District to B-4, General
Business District.
             CITY OF MUSKEGON PLAT A MUSKEGON HTS LOT 1 & N 10 FT LOT 2 BLK 4


This ordinance adopted:

Ayes:

Nayes:

Adoption Date:

Effective Date:

First Reading:

Second Reading:

                                                 CITY OF MUSKEGON

                                                 By: __________________________
                                                        Ann Cummings, MMC
                                                        City Clerk




                                                                                              4
               CERTIFICATE (Rezoning of 137 E Laketon Ave from B-2 to B-4)

The undersigned, being the duly qualified clerk of the City of Muskegon, Muskegon County,
Michigan, does hereby certify that the foregoing is a true and complete copy of an ordinance
adopted by the City Commission of the City of Muskegon, at a regular meeting of the City
Commission on the 27th day of November, 2012, at which meeting a quorum was present and
remained throughout, and that the original of said ordinance is on file in the records of the City of
Muskegon. I further certify that the meeting was conducted and public notice was given pursuant
to and in full compliance with the Michigan Zoning Enabling Act, Public Acts of Michigan No. 33
of 2008, and that minutes were kept and will be or have been made available as required thereby.

DATED: ___________________, 2012.            ________________________________
                                             Ann Cummings, MMC
                                             Clerk, City of Muskegon



Publish:       Notice of Adoption to be published once within ten (10) days of final adoption.




                                                                                                        5
                                             CITY OF MUSKEGON
                                            NOTICE OF ADOPTION

Please take notice that on November 27, 2012, the City Commission of the City of Muskegon
adopted an ordinance amending the zoning map to provide for the change of zoning for the property
from B-2, Convenience and Comparison Business District to B-4, General Business District:

                CITY OF MUSKEGON PLAT A MUSKEGON HTS LOT 1 & N 10 FT LOT 2 BLK 4

Copies of the ordinance may be viewed and purchased at reasonable cost at the Office of the City
Clerk in the City Hall, 933 Terrace Street, Muskegon, Michigan, during regular business hours.

         This ordinance amendment is effective ten days from the date of this publication.

Published ____________________, 2012                           CITY OF MUSKEGON

                                                               By ___________________________
                                                                     Ann Cummings, MMC
                                                                     City Clerk

---------------------------------------------------------------------------------------------------------------------

PUBLISH ONCE WITHIN TEN (10) DAYS OF FINAL PASSAGE.

Account No. 101-80400-5354




                                                                                                                        6
TO:              Honorable Mayor and City Commissioners
FROM:            Dwana Thompson, Affirmative Action and Risk Management Director
DATE:            November 16, 2012
RE:              Temporary Employment Services Provider RFP

SUMMARY OF REQUEST:
    Approval to allow staff to negotiate the 2013-2015 temporary employment services provider contract with
    the lowest responsible bidder, Elwood Staffing Services, contingent upon working out agreement terms
    acceptable to the City Manager and City Attorney.

        RFP solicitation resulted in four proposals, due on October 30, 2012 at 2:00 p.m.
        Proposals were received from:

                 P.I.E. Management, LLC; 120 North Washington Square, Suite 805, Lansing, MI 48933
                 Elwood Staffing Services, 230 North River, Suite B, Holland, MI 49424
                 Phoenix Personnel, 1910 E. Apple Avenue, Muskegon, MI 49442
                 Trillium Staffing Solutions, 1478 E. Ellis Road, Norton Shores, MI 49444

        A committee consisting of managers and users reviewed proposals, listened to presentations, and
        interviewed the following two lowest bids:

        P.I.E. Management, LLC. While the low bidder, P.I.E. Management, LLC has no presence in West
        Michigan, and lacks the experience filling many of the needed positions listed in the RFP. The company did
        not provide adequate verification that their insurance company would not deny any of the positions at the
        rates he quoted, and did not follow up with staff regarding said questions.

        Elwood Staffing Services (formerly Beacon Staffing) has been the City’s temporary services provider for the
        past four years. The company has established an excellent working relationship with City staff and has
        provided exceptional service throughout their contract in terms of flexibility, responsiveness, hiring,
        orientation process, reporting, and commitment to equal employment opportunity. Elwood remains fully
        prepared to handle all of the City’s temporary employment staffing needs except the optional position of
        part-time police officer.

FINANCIAL IMPACT:
        The 2013 projected temporary staffing services cost is approximately $875,000.

BUDGET ACTION REQUIRED:
        The 2013 budget allowed for the financial resources.

COMMITTEE RECOMMENDATION:
        The committee unanimously recommends granting approval to negotiate the 2013-2015 temporary
        employment staffing services contract with Elwood Staffing Services.

STAFF RECOMMENDATION:
        Staff recommends and requests approval to negotiate the 2013-2015 temporary employment staffing
        services contract with the lowest responsible bidder, Elwood Staffing Services, contingent upon working out
        agreement terms acceptable to the City Manager and City Attorney.
TO:               Mayor Steven Gawron and City Commissioners
Cc:               City Manager Bryon Mazade, Finance Director Tim Paul
FROM:             Dwana Thompson, Affirmative Action and Risk Management Director
DATE:             November 16, 2012
RE:               Summary of Process for Temporary Employment Services Provider RFP


The RFP was prepared and mailed to area employment services providers:

         Elwood Staffing, 4595 Broadmoor, SE Suite 180, Grand Rapids, MI 49512
         GoodTemps, 950 W. Norton Avenue, Suite C, Muskegon, MI 49441
         Kelly Services, 388 Garden Avenue, Suite 140, Holland, MI 49424
         Manpower, 4536 Dowling Street, Montague, MI 49437
         Manpower Group, 5797 Harvey Street, Suite C, Norton Shores, MI 49444
         Phoenix Personnel, 1910 E. Apple Avenue, Muskegon, MI 49442
         Staffing, Inc., 1635 W. Sherman Blvd., Norton Shores, MI 49441
         Trillium Staffing Solutions, 1478 E. Ellis Road, Norton Shores, MI 49444

The City Clerk’s Office ran the RFP public notice in The Muskegon Chronicle as required. The bids were due and
opened at 2:00 p.m. on Tuesday, October 30, 2012 in the City Commission Chambers. Listed in the order of low
bidder to high bidder, bids were received from:

         P.I.E. Management, LLC; 120 North Washington Square, Suite 805, Lansing, MI 48933
         Elwood Staffing Services, 230 North River, Suite B, Holland, MI 49424
         Phoenix Personnel, 1910 E. Apple Avenue, Muskegon, MI 49442
         Trillium Staffing Solutions, 1478 E. Ellis Road, Norton Shores, MI 49444

The first opportunity to assemble all committee members for bid review occurred on November 2, 2012 where the bid
list was distributed, and as a committee we reviewed the lowest two bids, which were PIE Management and Elwood
Staffing Services. Committee members present at the meeting were Public Works Superintendent Doug Sayles,
Parks Supervisor Bernadette Young, Marina Supervisor Kevin Santos, DPW Administrative Supervisor Leigh Ann
Archer, Public Safety Director Jeff Lewis, Assistant Finance Director Beth Lewis, and Affirmative Action and Risk
Management Director Dwana Thompson.

In addition to bid quotations, the committee’s discussion focused on factors such as bidder flexibility, location and
local presence, the vast range of bids received, responsiveness to City requirements, recruitment process and filling
the hard to fill positions, insurance, workers’ compensation and transporting injured employees. The committee
compiled a list of questions for the companies based on the responses and tabulations submitted in the bid packets.

P.I.E. Management, of Lansing, Michigan submitted the lowest overall bid, and presented to the committee on
Wednesday, November 7, 2012. Upon interview and discussion the company gave the committee reservation as to
whether they would be able to adequately service our needs. Companywide they currently staff approximately 170
people, in various locations throughout the State of Michigan, Texas, and Wisconsin. P.I.E. Management has no
presence in West Michigan. Their closest office is in Lansing, and that is where they would be servicing our account
from, until they are able to establish a presence in the Muskegon area.

The chief concern was that the bids were consistent for each position, while the other submissions permitted
variation in the rates to allow for differences in levels of liability that would typically affect the markup rate in each
position. For example a gun carrying police officer would typically carry a higher level of liability than a clerical CSR-
I position. He would adhere to the rates submitted in the bid; however, if his liability insurance denies any positions,
he would elect not to fill that position.

In discussion as to his experience in filling the positions in the RFP, he demonstrated experience and an ability to
service us in the clerical and administrative positions, the landscaping and general cleanup duties involved in the
parks department, and the building maintenance position. He did not demonstrate experience in the cemetery,
highway, and seasonal beach maintenance positions. Concern was expressed with the cash handling requirements
of the marina aides, and farmers’ market positions, and he spoke of not having any experience filling the public safety
positions of police cadets, or part-time firefighters.

Elwood Staffing Services of Holland, Michigan is our current Temporary Staffing Service provider. They submitted
the second lowest bid and presented to the committee what we believe to be the lowest responsible bid on
Wednesday, November 14, 2012. The city has worked with Elwood (formerly Beacon Staffing) for 4-years and has
established an excellent working relationship. Companywide they put 42,000 people to work each year, with 60
branch offices in eleven states.

Elwood currently offers a 1% discount for companies who pay using same week electronic transactions, which we
are able to provide with BS&A. Upon interview and discussion Elwood established that the rates quoted in the bid
have been approved by their insurance carrier; however; they would not opt to fill part-time police officer positions.
Having had experience filling all the other positions with the City of Muskegon, we entered into additional discussion
about recruitment for the hard to fill positions, the pre-employment process, and establishing a local Muskegon
presence. A very candid discussion took place regarding what happens when an Elwood employee gets injured on
the job, and response time.

Upon elaborate review the committee highly recommends and requests approval to allow staff to negotiate the 2013-
2015 temporary employment services provider contract with the lowest responsible bidder, Elwood Staffing Services,
contingent upon working out agreement terms acceptable to the City Manager and City Attorney.
CITY OF MUSKEGON  
RFP – TEMPORARY EMPLOYMENT SERVICES PROVIDERS 
10‐30‐2012 




                                                                                                            CEMETERY/ PARKS/ 
                                                                               FINANCE DIRECTOR 




                                                                                                                                                                                                 FARMERS MARKET 




                                                                                                                                                                                                                                                               PART TIME POLICE 
                                                                                                                                                        SEASONAL BEACH 
                                                         ADMINISTRATIVE 




                                                                                                                                                                                                                       POLICE CADETS 
                                                                                                                                                        MAINTENANCE 



                                                                                                                                                                              MAINTENANCE 
                                                                                                                                    MARINA AIDES 




                                                                                                                                                                                                                                            FIREFIGHTER 
                                                         SECRETARY 




                                                                                                                                                                                                                                            PART TIME 




                                                                                                                                                                                                                                                                                   (OPTIONAL) 
                                                                                                            HIGHWAY 




                                                                                                                                                                              BUILDING 
                               CSR‐1 



                                            CSR‐2 
        COMPANY 
                                                                                     42%/                                       42%/                42%/                  42%/               42%/                  60%/                 60%/               60%/ 
 Phoenix Personnel         38%          38%          38%                   $2123.07 
                                                                                     38%                                        38%                 38%                   38%                38%                   70%                  70%                70% 
                                                                                     NO/                                        NO/                 NO/                   NO/                NO/                   37%/                 52%/               NO/  
 Elwood Staffing           37.5%        37.5%        37.5%                 $2061.54 
                                                                                     38.5%                                      50%                 46%                   38.5%              37%                   38.5%                53.5%              NO 
                                                                                     25%/                                       25%/                25%/                  25%/               19.5%/                19.5%/               19.5%/             19.5%/ 
 P.I.E. Management, LLC    21.5%        21.5%        21.5%                 $1828.46 
                                                                                     21.5%                                      21.5%               21.5%                 21.5%              21.5%                 21.5%                21.5%              21.5% 
                                                                                                        NO HWY 
                                                                                                                                                    *70%/ 50%/ 
                                                                                                                                50%/                                                         50%/ 
                                                                           $2153.84  50%/ 
 Trillium Staffing         42%          42%          42%                                                                                                                                                           NO/ NO               NO/ NO             NO/ NO 
                                                                                                                                44%                                       44%                44% 
                                                                                                                                                    65% 
                                                                                                        44% 
                                                                                                                                                                                                                                                            

                                                                                                   *  City would cover liability  
                                                NO HWY – Unable to cover Highway Positions 
           Cemetery/Parks/Highway/Marina Aides/Seasonal Beach Maintenance/Farmers Market Positions are bid (With PPE/Without PPE) 
                                    Police Cadets/Part‐Time Firefighters are bid (With PPE/Without PPE) 
                                      Part‐Time Police are bid (Payroll only services/Traditional services) 
                                                                       
                                                                       
        Commission Meeting Date: November 27, 2012




Date:       November 6, 2012
To:         Honorable Mayor & City Commission
From:       Planning & Economic Development Department
RE:         Former Central Fire Station- Purchase Agreement
            between the City of Muskegon and Parkland
            Muskegon




SUMMARY OF REQUEST: Jon Rooks of Parkland Muskegon would
like to purchase the former Central Fire Station at 75 W. Walton from the
City of Muskegon. Mr. Rooks plans to make at least $100,000 in
improvements to the facility within the first 24 months of ownership. He
agrees to move his corporate headquarters into the building by June 1,
2013. In addition, he will be leasing out commercial space for other
users within the facility.
FINANCIAL IMPACT: Although the purchase price for the building is
minimal, the building and its occupants will generate taxes for the City in
the future.
BUDGET ACTION REQUIRED: None.
STAFF RECOMMENDATION: To approve the Purchase Agreement
between the City of Muskegon and Parkland Muskegon and authorize
the Mayor and Clerk to sign all necessary documents, including closing
documents at the time of sale.
                                          Exhibit A 

                                      Legal Description 

                                               

CITY OF MUSKEGON BLK 762 OF AMENDED PLAT OF BLK 359 & LOTS 1‐12 BLK 360 THE VAC PORTION OF 
WALTON AVE & VAC ALLEY IN BLK 360 1903 REVISED PLAT OF CITY OF MUSKEGON LOCATED IN PART OF 
GOV LOT 1 SEC 19 T10N R16W 

                                               

 

Top of Page