city of madison heights 300 w. 13 mile road regular

City website - www.madison-heights.org

CITY OF MADISON HEIGHTS 300 W. 13 MILE ROAD

REGULAR COUNCIL MEETING AGENDA June 12, 2017

7:30 P.M. CALL TO ORDER ROLL CALL INVOCATION BY MAYOR HARTWELL PLEDGE OF ALLEGIANCE APPOINTMENT OF ACTING CITY CLERK APPROVAL OF AGENDA:

1. Additions 2. Deletions

PRESENTATIONS

A – PUBLIC HEARINGS: REPORTS ON AGENDA OF INTEREST TO PARTIES IN AUDIENCE B - MEETING OPEN TO THE PUBLIC C - COMMUNICATIONS:

1. United Way for Southeastern Michigan - Request for use of Rosie’s Park for their “Meet Up and Eat Up” event on Wednesday, June 28, 2017.

2. Leukemia & Lymphoma Society – Request for use of Civic Center Park for the Light The Night Walk – event on Saturday, October 14, 2017.

D – REPORTS:

1. Community Development Director - 2017 Oakland County Local Road Improvement (LRIP) Cost Participation Agreement

2. Deputy City Manager – Michigan Employees’ Retirement System (MERS) – Delegates and Alternate to Annual Meeting

E - ITEMS FOR FUTURE PUBLIC HEARINGS:

F - BID AWARDS/PURCHASES:


G - ORDINANCES:

H - UNFINISHED BUSINESS:

MINUTES:

1. Minutes of the Special Council Meeting of May 22, 2017

2. Minutes of the Regular Council Meeting of May 22, 2017

APPOINTMENTS: Charter Amendment and Ordinance Revision Committee (2-year term)

a. Vacant term expires 01-09-18 b. Vacant term expires 01-09-18

Elected Officials Compensation Commission - (7-year term - Mayor’s Appointment)

a. Vacant term expires 10-01-22

Environmental Citizens Committee (3-year term)

a. Vacant term expires 02-22-18 b. Vacant term expires 02-22-18 c. Vacant term expires 02-22-18 d. Vacant term expires 02-22-18 e. Vacant term expires 02-22-18 f. Vacant term expires 02-22-18 g. Vacant term expires 02-22-18 h. Vacant term expires 02-22-18

Historical Commission (3-year term)


Information Technology Advisory Committee (3-year term)


Library Advisory Board (2-year term)

a. Lynne Bucciarelli term expires 07-01-17 (Willing) b. Jeffrey Scott term expires 07-01-17 (Willing)


I - EXECUTIVE SESSION: ADJOURNMENT NOTICE: Persons with disabilities needing accommodations for effective participation in this meeting should contact the City Clerk (248) 583-0826 at least two working days in advance of the meeting. An attempt will be made to make reasonable accommodations.

DATE: June 8, 2017 TO: City Council FROM: Melissa Marsh, Acting City Manager SUBJECT: Agenda Comments for the Regular Council Meeting of Monday, June 12, 2017 The following are my comments for items appearing on the agenda of the Regular Council Meeting of Monday, June 12, 2017. APPOINTMENT OF ACTING CITY CLERK Cheryl Printz will be on leave starting on June 9th with an anticipated return of August 4th. During this time staff has requested Romona Sanchez be appointed Acting Clerk for the Board. Staff and I request that Council approve Romona Sanchez as Acting Clerk for the Board through August 3, 2017. C - COMMUNICATIONS:

NUMBER 1: UNITED WAY FOR SOUTHEASTERN MICHIGAN - REQUEST FOR USE OF ROSIE’S PARK FOR THEIR “MEET UP AND EAT UP” EVENT ON WEDNESDAY, JUNE 28, 2017

United Way for Southeastern Michigan is requesting to use Rosie's Park for their Meet Up and Eat Up Block Party on Wednesday, June 28, 2017 from 3:00 p.m. to 6:00 p.m. No fee waiver is required for Rosie's Park. Staff and I recommend approval of the event subject to Council's Policy on Uniform Insurance Requirements for Special Events.

NUMBER 2: LEUKEMIA & LYMPHOMA SOCIETY – REQUEST FOR USE OF CIVIC CENTER PARK FOR THE LIGHT THE NIGHT WALK – EVENT ON SATURDAY, OCTOBER 14, 2017

The Leukemia & Lymphoma Society Michigan Chapter has requested to use Civic Center Park to hold their Light The Night Walk on Saturday, October 14, 2017 from 8 a.m. - 11 p.m., including the use of Pavilion A, B and C. They are requesting the fees for the Pavilions and damage deposit be waived. Staff and I recommend approval of the event subject to Council's Policy on Uniform Insurance Requirements for Special Events.

Agenda Comments June 8, 2017 Page 2

W:\MARILYN\CITY CLERK\Agenda Comments\2017\170608 comments.docx

D - REPORTS:

NUMBER 1: COMMUNITY DEVELOPMENT DIRECTOR - 2017 OAKLAND

COUNTY LOCAL ROAD IMPROVEMENT (LRIP) COST PARTICIPATION AGREEMENT

In 2016 Oakland County announced a new Local Road Improvement Program (LRIP) to assist local units of government with needed local road improvements. The program is based on a minimum 50% / 50% match between the City and County. The City was successful in receiving $37,716 through that program and constructed badly need repairs to Whitcomb Road west of Dequindre. Oakland County is offering the program again for 2017. We have applied for the maximum grant amount of $37,716 for sectional concrete repairs to Whitcomb from Barrington to west of Dequindre. This stretch of Whitcomb has been on our priority repair list for a number of years and we have been addressing critical repairs on a yearly basis as funding has permitted. The LRIP grant will be applied to our 2017 Whitcomb Sectional Repair project. On May 25, 2017 the Oakland County Board of Commissioners approved the full $37,716 in matching grant funds for the Whitcomb project. This will result in a total 2017 project of $240,716. The project will result in critical sectional repairs to Whitcomb. Funds are budgeted and available for this project and construction is scheduled for summer / fall 2017. Staff and I recommend that City Council approve the Cost Participation Agreement and authorize the Mayor to sign on behalf of the City.

NUMBER 2: DEPUTY CITY MANAGER – MICHIGAN EMPLOYEES’

RETIREMENT SYSTEM (MERS) – DELEGATES AND ALTERNATE TO ANNUAL MEETING

City Council is requested to appoint Ben Myers and Destiney Bodnovich to serve as Officer Delegate and Officer Alternate, respectively; and to certify the employee's election of Terry McGran as Employee Delegate to attend the 71th Annual MERS Meeting on September 21-22, 2017 at the Detroit Marriott at the Renaissance Center, Detroit, Michigan.

CITY OF MADISON HEIGHTS ELECTRONIC COUNCIL AGENDA REQUEST FORM

SUBMITTED TO:

SUBMITTED BY: DATE:

FOR CONSIDERATION AT THE COUNCIL MEETING OF:

ACTION REQUESTED PRESENTATION FUTURE PUBLIC HEARING PUBLIC HEARING – SPECIAL APPROVAL BID AWARDS / PURCHASES PUBLIC HEARING – OTHER ORDINANCE - FIRST COMMUNICATION ORDINANCE - SECOND REPORT OLD BUSINESS

DESCRIPTION OF ITEM

IF ORDINANCE, CITE TITLE/CHAPTER SECTIONS

POLICY CONSIDERATION

FINANCIAL IMPACT No Impact Fee Waiver Proposed Budgeted Fund Name(s) Department Name Appropriated in Acct. No. Budget Amount Amount Available in Acct. Second Account Number Budget Amount Amount Available in 2nd Acct. Revenue Generated Other Comments

REVIEW CHECKLIST

DEPARTMENT

DATE

DEPARTMENT DATE

CITY MANAGER

DATE

See P:\SHARED\COUNCIL AGENDA\FORMS Rev. January 2004 ITEM #

313 226 9408 The United Way

May 16,2017

City of Madison Heights 300 West Thirteen Mile Road Madison Heights, MI 48071

To Whom This May Concern,

10:32:32 a.m. 05-17-2017

1DOYEARS

United Way for Southeastern Michigan

660 Woodward Ave., Suite 300 Detroit. Ml48226 www.UveUnitedSEM.org

During the summer months when kids are out of school, United Way for Southeastern Michigan lends its support to promoting Meet Up and Eat Up, formally known as the USDA's Summer Feeding Program. Meet Up and Eat Up is a program that combats the childhood food insecurity that spikes when school is out for summer. It provides a financial offset to struggling families, and creates a safe, energetic community gathering space for adults and children. There are over 600 Meet Up and Eat Up sites throughout Southeastern Michigan, where kids can come for breakfast and lunch, every single day of the summer. There is no required sign up, and kids ages 0 to 18 are welcome to attend.

We have found awareness of the program is a large barrier. In Southeastern Michigan, on average, 18% of kids that utilize the summer lunch program take advantage of the Meet Up and Eat Up each summer. United Way for Southeastern Michigan is partnering with the Madison School District to help combat this barrier and raise awareness of the program.

This summer, United Way for Southeastern Michigan will host a series of five Meet Up and Eat Up Block Parties, including one in at Madison Elementary. We have partnered with the Madison School District to create a fun event for the kids, and promote the Meet up and Eat Up sites within Madison Heights. The event will encompass Meet Up and Eat Up meals for kids and adults, music, a bounce ~ouse, games, arts and crafts, Gleaners Mobile Pantry give away, and a variety of non-profit partners, providing resources to families.

We'd like to request your permission to hold this event at Rosie's Park, behind Madison Elementary, on Wednesday, June 281b, from 3-6 pm. We will have a security presence, as well as an ambulatory service. United Way also has an insurance policy on the event, should any issues arise. Th:mlc ynn fnr ynnr rnno:iriPr!lltinn .C::hnnlrl ynn h!li,,P ~!"!.!' qu.,.!ltil.:.'n£, ple21Ze fee! f~ee to re~~h c!.!t tom<::

directly at 734.620.7730.

Best regards,

Melissa Rapp Manager, Healthy Kids United Way for Southeastern Michigan

2/6

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3132269408 The United Way 10:33:19a.m. 05-17-2017 3/6 !.t;_;i:s-... , .... , :. ·

City of Madison Heights Park and Pavilion Rental

Che~:klist

-FOR OI'E'id USE o:NLv-· TAKENBY: . . DAD: ----~----~-

TENTAL F'EEE: :=:::::-. -------DAMAGEDEfOSJT: _ _;_...,.....,:.-TOTAL PEE:

Parlr/PavillonRentai 1\.0Si fL~ ParK Special Event Muk Uf at1d Eat. Up Blo~fat+ For Special Events Appli&:a~~ts

30 day notice is required for all Park usen. Location ~ as 1ft 'j PadL . ~ Comp.eted Signed AppH~:ation(s) 0 Fee(s) Submitted (Civi~: Center Park Rentals Only)

0 Fee Waiver Requested* (eligible groups only)

*Qualifying criteria Cor Pavilion Reservation Fee Waiver:

• Any group sponsored by the City ofMedisonHeigbts • Madison Heights non-profit (S01-C3) and education orurmizatious • Ally non-profit groups that do not reside in Madison Heights but are holding a charitable event • Service clubs that reside in Madison Heights

Please ~mit a lc~ for City Council requesting approval for a Special Event and a fee waiver if applicable. The letter should include a detailed description of the event, the group or pcrson(s) requesting to use the pavilion/park and the amount ofpeople . anticipated. The letter should also include the appropriate Certificate of Liability ~ce that coincides with MediumH~iml, ; . · High Huud qr Cami~ Ride Hazard and ulao uames the City ofMadiaon Heights u _addiuonally insured, Ple~ rcvjew papket,: mr each level ofhazard -risks for requirements. Pl~e submit completed application, letter 8nd certificate ofliabili1;Y ~ce 'tq ~ the City Clerk•s office lobe presented at the next schedaled Council Meeting.

}(Insurance Requirements Met

D Wgh Hazard Liability (Special Event Requirement)

' D lnsnran~:e for Equipment brought in for Applicant

D Beer and·Wine AppHeation (if required)

D . Liquor Liability Insurance

D Other Approval(s), if applicable

D Community Development--------0 Fire Department _______ _

D Council Approval _______ _

I acknowledge that I have read and undentand the requirements necessary for approval ofthis appDc:ation.

mRvJ~ ppnc:ant Signature Date I I

' • .j

lL~ __________ __ _......:.;__;_ _____ ____ ~ __ _..::..."'----..............,--'-""""' .. -··""'--···. ~--.~..::....!.:.1 ....

_313 226 9408 The United Way 10:34:0Sa.m. 05-17-2017 ·" r::;t;r''

PARK RESERVATION APPLICATION City of Ma~on Heights

Madison Heights, Ml48071 D.PS: 2&8.589.2294 or Clerk's Office: 248.583.0826

caoosEl ~ PARKNAME tZ.osw•s Park a-sPECIALBJIENT _____ _

4/6

' . -

Pavilion n A II Palmer St(CiiJIId side) __ Pavilion "Bn Agnello Dr. (Sdaal lid•l- Pavilion "C" (btTwStllloo}. __ None__ ~

Date(s)Requested UlAY\RI Q fb#t 1 tJ-.0 11 Time 5 To It PM ~t- ~/PM) N .... ofl'eao.ro_._,_,p ~~ Wa~tor Sf Michi@anf Md2Efl 15q- fo2D -7?~ Address lo(p 0 Woodward~~J~JOQ_ .city/Zip__btdnnt /10iU Contact Person's Email Address MAiss,tt &tJpp@ UVPAJl1tfldS ~~~~ersoo'~ Cell 93 4-b 2.0- f"{rt'W Activity Planned ~ \lJA&iJ Slft @ C~td. \MtV Expected Attendance J 00 -'bOO INU" 3 ij-ot,tr

f1Yl4t sp~V! Refund Check Made Payable To and Address ____ __________________ _

PARK FACTLlTTES

1. Park Hours: Sunrise to 10:00 p.m. :3, I'~:-!= !':a.-.~==-= c...~ e!.•.•ill!!~lo- £D.~"'!!~ t'!!t- ).&~~!r"'" Ue;c,h4o!7 roeirl•"te .. hncinP.~c:~. civic I!I"'UDS and reti.doUS Organizations.

Pavilions ''N' and "B" shelters are approximately 30 feet x 35 feet and will seat approximately 80 people. Pavilion "C" is approximately 30 feet x 52 feet and will seat approximately 115 people. Pavilions are rented on a first-come, first-served basis and a General Liability or Homeowner's Insurance is required. Tbere is a maximum oflOO people in Pavilion "A!lt & "B", and a maximum or 115 people in Pavilion "C". :

3. Restrooms will be open to the public on Saturdays and Sundays. 11:00 Lm.-7:00 p.m., fiom approximately May 16"' through September 3011., Restroom& may be avm1able Monday-Friday during this time, based upon your individual request As o pavilion user, your coopemtion in maintaiillng the cleanlloess of the rcstrooms in 1he pork is apprecialed.

4. Two standard, 110 electrical outlets are available upon request at the pavilions. There is one small barbecue by each pavilion. Electricity Requested __ Yes __ No

5. Picnic and volleyball kits are available for rent on a first-come, first-served basis at the Department of Public Services. 6. Not more than two {2) temporlU}' signs annoUDcing any annual or semi-annual public, charitable, educational or religious event

or function, located entirely within the premises on which lhe event or fUnction is to occur shall be penoitted. Maximum sign area sball .not exceed thirty-two (32) square feet per side or sixf;y-four (64) square ket total and the sign shall be free standing. Signs shall be erected no more than one (1) week prior to the event and shall be removed within twenty-four (24) haUlS after the end of the event or function.

lfflSERVATTONS

1. Pavilion Fees: $50.00 per Pavilion $50.00 per Pavilion refundnble damage/cleanup deposit

2. The Department ofPublic Services reserves the right to cancel any reservation, in conflict with a City-sponsored event A minimum of4B-boms notice will be given to the applicant if the need arises to cancel a reservation.

3. Reservations wiD be taken beginning in January of each year for the coming May through September. All reservations must be made in penon. Reservations will be accepted on a first-come, first-served basis.

4. Pavilion reservatioos are valid for the date and time sho-wn above on the pennit No rain dates are provided. S. A $10.00 service fee will be assessed fur a pavilion rental cancellation. If the cancellation notification is within one week of

rental, no refund will be issued. 6. Proof of Madison Heights residency or afiiliatioo with group/organization musl be provided when making reservation. 7. If a pavilion user wishes 1o usc the ball field, a sepomte permit must be obfnined 1icm the Department ofPublic Services. 8. A separate beer/wine only permit is required and must be obtained ftom the Madison Heights Police Depa.dment. An

approved parte reservation is required prior to obtaining a beer/wine only permit and users must have a Park Shelter Permit or a Ball Field Pennit NOTE: A BEER/WINE ONLY PERMIT wn.LMU:BE ISSUED FOR A GRADUATION PARTY.

9. A Park Ranger will periodicaUy check with the pavilion users during tho reDial time,

c==::>

--------------....... __

313 226 9408 The United Way 10:35:07 a.m. 05-17-2017 5/6 __ .

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PARKRl!LES

1. The pavilion areas must be left clean and all bash must be placed in the large dumpster near the tennill courts.

2. Applicants shall not be permitted to store items in the Park Shelter Building unless approved as part of a Special Event

3. No motorized vehlcles or trailer.~ (including caterers) are permitted on the gruss or walkiog trails (not even to unload). C813 are only allowed on the street and parldng lots.

4. No tents are permitted. Dunk tanks, moonwallcs, or any other outside equipm1:11t requires high risk insuranee.

S. Volleyball or softball must be played in designated areas. No horseshoes are permitted.

6. No political or religious signage or political fundmisers wm be pcnnittcd.

1. No bands or discjqckeys are permitted unless approved as part ofa Speclnl Event.

8. No a1cohol is pcrmi~d in the parks except beer and wine by pcnnit issued by the Madisan Heights Police Department.

9. No rowdy, raucous, or unacceptable behavior of any p.ersons affiliated with this rental will b" tolea:ated. ..· 10. No fires are allowed except in grills.

11. This permit can be revoked at any time without refund for non-comp1iarice with any provision·ofthis rental agreement, or,if the·:; best inle~sts of the City ofMa4ison Heights are served. '

fi&TIYITYSYPR/lVTSTQN

1. The applicant must be a responsible person over the age of 18.

2. Adult supervision is required ot all events. We recommend that groups composed of persons J~s than 18 years of age have at least one adult present for every 20 persons under tbe age of 18.

3. Adults will be responsible fur minor children nt all limes.

4. Keep in mind !hot other patrons are using the park. Please be courteous!

UARTI.TTY

1. The City ofMadiscin Heights assumes no responsibility, financial or o1herwise, for loss of property, accidents or injuries sustained by individuals or groups of individuals using the facilities.

2. The Applicarrt will be billed for any loss/breakage or ab~e of City equipment or the grounds.

3. The City reserves the right to deny any applicant use of the facility based on the type ofactivity or liability exposure.

TNDEMlliTFTCA TTONAGBHKMENT

1. The applicant will indemnifY the City of Madison iieigbfs. defend and save it hll!IIlless from and ilga.iost any and all ~;)aims, actions, damages; liability, and expense, including attorney's fees. in cormection with loss of life, jlerso~Dl injuiy and/or damage to prop~ arising from or out of the occupa.itcy or use by tbe applicant of the premises or any part thereof or any .. other par1s of the City's property, occasioned wholly or in part by nn act or admission of the applicant, ils agents, contractors, or employees. · . ·

2. A General Liabmtjr or Homeowners Insurance certificate is required In acc:ordaoc:e witlt the Uoifono Insurance J::U:quirewcui:f lui" ap~-.:ii:li &wen~ .... ~UJIJ' vi wiai~il ia ili.Li:&~in~u. 7.iu:i iu:tuJ a au.: . ..:=-~' iiiiU~i.:; Ulll..3t Us: l"l:¥it:wc&i Ji.JIIi

accepted by the City prior1he date of the activity.

I have read the attached policies and understand them thoroughly .. I further state that I have the authority to sign this application for tbe above-named group/organization.

SIGNATURE OF APPLICANT~ f2--~ 4/9Q015 F;\DPS\FORMS\RECREAT\PaviDon Reservation AppllcaUon - Updeted 2D09.DOC

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313 226 9408 The United Way 10:35:56 a.m. 05-17- 2017 6/6

UNiiWAY-09 SABR

ACORD• CERTIFICATE OF LIABILITY INSURANCE I DATE IMMIODIYYYY)

~ 5/17/2017

THIS CERTIFICATE IS ISSUED AS A MAnER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIF1CATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THiS CERnFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN IHE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder Is an ADDIT10NAL INSURED, the pallcy(les) must be endorsed. If SUBROGATION IS WAIVED, subject ta the terms and conditions of the policy, certain policies may require an endorsement. A statement an this certificate does not confer rights to the certificate holder In lieu af such endorsement(&).

PRODUCER (248) 433-1466 II' Jacob R. Madigan Oswald Companies • Detroit, Ml ea1: 1 r~N•1: 39572 Woodward Ave., Suite 201

A s: jmadlg [email protected] Bloomfield Hills, Ml 48304 INSURERISI AFFORDING COVERAGE NAICII

INSURER A :Citizens Ins Co of America 31534 INSURED United Way for Southeastern Michigan INSURER 8 :AIImertca Financial Bendlt lnturance Company 41840

660 Woodward Ave. INSURERC: Suite 300 IN5URERO: Detroit, Ml 48226 INSURERE :

INSURERF:

COVERAGES CERTIFICATE NUMBER• REVISION NUMBER· nilS IS TO CERTlFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO TliE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTMER DOCUMENT IMTH RESPECT TO WHICH THIS CERTlFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONOITlONS OF SUCH POLICIES. LIMITS SHOIIVN MAY HAVE BEEN REDUCED BY PAID CLAIMS, ..... I oe- -• oo• __ ,_, • ._ __

''~u wvu ru~.on., NUMDCI\ MMIUIIIYTH MMIUUIYYTT ·--~ UMII:I

A X COMMERCIAL GENERAL UABIUTY EACH OCCURRENCE s 1,000,000 r-~ CLAIMS·MAOE [!] OCCUR Z7BA542723 21212017 21212018 ~~~GlSis~E'!"a'"~ncel 300,000 y N s r-

10,000 r- MED EXP (Any ana persDn) 5

PERSONAL & ADV INJURY s 1,000,000 f--

2,000,000 GEN'LAGGREGATE UMIT APPUES PER: GENERAL AGGREGATE s q POLICY D ~~8i [!] LOC PRODUCTS. COMPIOP AGG s 2,000,000

OTHER: s AUTOMOBILE UABIUTY fE'!~:SNj.fn,~lNGLE UMIT s 1,000,000

B f-=-=-

21212017 X ANYAUTO N N AWBA525906 21212018 BODILY INJURY (Per person) $

f- AUOWNEO - SCHEDULED BODILY INJURY (Per ac:ddanl) 5 AUTOS AUTOS - - NO~WNEO (p'!,~~;.~lt~AMAu" s HIRED AUTOS AUTOS - -5

X UMBRELlA UAB ~OCCUR EACH OCCURRENCE s 4,000,000 f--

212/2017 21212018 4,000,000 A EXCESSUAB CLAIMS-MADE N N U7BA542733 AGGREGATE s DED I I RETENTION I s

WORKERS COMPENSATION I ~~UTE I l OT~ AND EMPLOYERS' LIABIUTV ER

YIN ANY PROPRIETORIPARTNERIEXECUnVE 0 NIA E.L. EACH ACCIDENT 5 OFFICEN'MEM6ER i:X.Ci.iitiEO? (M1ndalory In NHJ E.L. DISEASE • EA EMPLOYEE S

~~~~~1'~ gwgPEAATIONS below E.L DISEASE • POUCY LIMIT 5

DESCRIPliON OF OPERATIONS I LOCAllONS I VEHICLES (ACORD 101, Addlllon1l Remarks Schedule, mar be altached If moll! apacal1 ll!qul,.d) The City of Madison Heights Is listed as an additional Insured with respect to liability Insurance surrounding the event to take place June 28, 2017 at Rosie's Park.

CERTIFICATE HOLDER CANCELLATION

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

City of Madison Heights THE EXPIRAtiON DATE THEREOF, NOTICE WILL BE DELIVERED IN

300 W.13 Mile Road ACCORDANCE wmt THE POLICY PROVISIONS.

Madison Heights, Ml48071- AUTHORIZED REPRESENTATIVE

1 ~--~ ---

® 1988-2014 ACORD CORPORATION. All r1ghts reserved.

ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD

United Way for Southeastern Michigan

5/25/2017

Additional Insured wording from General Liability policy

Form: 421-2915 0615

Additional Insured by Contract, Agreement or Permit

The following is added to SECTION II -WHO IS AN INSURED:

Additional Insured by Contract, Agreement or Permit a. Any person or organization with whom you agreed in a written contract, written agreement or permit that such person or organization to add an additional insured on your policy is an additional insured only with respect to liability for "bodily injury", "property damage", or "personal and advertising injury" caused, in whole or in part, by your acts or omissions, or the acts or omissions of those acting on your behalf, but only with respect to: (1) "Your work" for the additional insured(s) designated in the contract, agreement or permit; (2) Premises you own, rent, lease or occupy; or (3) Your maintenance, operation or use of equipment leased to you. b. The insurance afforded to such additional insured described above: (1) Only applies to the extent permitted by law; and (2) Will not be broader than the insurance which you are required by the contract, agreement or permit to provide for such additional insured. (3) Applies on a primary basis if that is required by the written contract, written agreement or permit. (4) Will not be broader than coverage provided to any other insured. (5) Does not apply if the "bodily injury", "property damage" or "personal and advertising injury" is otherwise excluded from coverage under this Coverage Part, including any endorsements thereto. c. This provision does not apply: (1) Unless the written contract or written agreement was executed or permit was issued prior to the "bodily injury", "property damage", or "personal injury and

advertising injury". (2) To any person or organization included as an insured by another endorsement issued by us and made part of this Coverage Part. (3) To any lessor of equipment: (a) After the equipment lease expires; or (b) If the "bodily injury", "property damage", "personal and advertising injury" arises out of sole negligence of the lessor (4) To any: (a) Owners or other interests from. whom land has been leased which takes place after the lease for the land expires; or (b) Managers or lessors of premises if: (i) The occurrence takes place after you cease to be a tenant in that premises; or (ii) The "bodily injury", "property damage", "personal injury" or "advertising injJ.Jry" arises out of structural alterations, new construction or demolition operations performed by or on behalf of the manager or lessor. (5) To "bodily injury", "property damage" or "personal and advertising injury" arising out of the rendering of or the failure to render any professional services. This exclusion applies even if the claims against any insured allege negligence or other wrongdoing in the supervision, hiring, employment, training or monitoring of others by that insured, if the "occurrence" which caused the "bodily injury" or "property damage" or the offense which caused the "personal and advertising injury" involved the rendering of or failure to render any professional services by or for you. d. With respect to the insurance afforded to these additional insureds, the following is added to SECTION Ill - LIMITS OF INSURANCE: The most we will pay on behalf of the additional insured for a covered claim is the lesser of the amount of insurance: 1. Required by the contract, agreement or permit described in Paragraph a.; or 2. Available under the applicable Limits of Insurance shown in the Declarations. This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations.

Additional Insured- Primary and NonContributory

The following is added to SECTION IVCOMMERCIAL GENERAL LIABILITY CONDITIONS, Paragraph 4. Other insurance: Additional Insured - Primary and NonContributory If you agree in a written contract, written agreement or permit that the insurance provided to any person or organization included as an Additional Insured under SECTION II -WHO IS AN INSURED, is primary and non-contributory, the following applies: If other valid and collectible insurance is available to the Additional Insured for a loss covered under Coverages A or B of this Coverage Part, our obligations are limited as follows: a. Primary Insurance This insurance is primary to other insurance that is available to the Additional Insured which covers the Additional Insured as a Named Insured. We will not seek contribution from any other insurance available to the Additional Insured except: (1) For the sole negligence of the Additional Insured; (2) When the Additional Insured is an Additional Insured under another primary liability policy; or (3) when b. below applies. If this Insurance is primary, our obligations are not affected unless any of the other insurance is also primary. Then, we will share with all that other insurance by the method described in c. below.

Excess Insurance (1) This insurance is excess over any of the other insurance, whether primary, excess, contingent or on any other basis: (a) That is Fire, Extended Coverage, Builder's Risk, Installation Risk or similar coverage for "your work"; (b) That is Fire insurance for premises rented to the Additional Insured or temporarily occupied by the Additional Insured with permission of the owner; (c) That is insurance purchased by the Additional Insured to cover the Additional Insured's liability as a tenant for "property damage" to premises rented to the Additional Insured or temporarily occupied by the Additional with permission of the owner; or (d) If the loss arises out of the maintenance or use of aircraft, "autos" or watercraft to the extent not subject to Exclusion g. of SECTION I -COVERAGE A- BODILY INURY

AND PROPERTY DAMAGE LIABILITY. (2) When this insurance is excess, we will have no duty under Coverages A or B to defend the insured against any "suit" if any other insurer has a duty to defend the insured against that "suit". If no other insurer defends, we will undertake to do so, but we will be entitled to the insured's rights against all those other insurers. {3) When this insurance is excess over other Insurance, we will pay only our share of the amount of the loss, if any, that exceeds the sum of: (a) The total amount that all such other insurance would pay for the loss in the absence of this insurance; and (b) The total of all deductible and self insured amounts under all that other insurance. We will share the remaining loss, if any, with any other insurance that is not described in this Excess Insurance provision and was not bought specifically to apply in excess of the Limits of Insurance shown in the Declarations of this Coverage Part.

Method Of Sharing If all of the other insurance permits contribution by equal shares, we will follow this method also. Under this approach each insurer contributes equal amounts until it has paid its applicable limit of insurance or none of the loss remains, whichever comes first. If any of the other insurance does not permit contribution by equal shares, we will contribute by limits. Under this method, each insurer's share is based on the ratio of its applicable limit of insurance to the total applicable limits of insurance of all insurers


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DESCRIPTION OF ITEM




REVIEW CHECKLIST

DEPARTMENT

DATE

DEPARTMENT DATE

CITY MANAGER

DATE


Michigan Chapter

1471 E. 12 Mile Rd., Madison Heights, MI 48071 I tel. 248.581.3900 I fax. 248.581.3901 I toll free 800.456.5413

www.LLS.org

February 6, 2017 City of Madison Heights Attn: Mr. Kirby Rochester 300 W. 13 Mile Road Madison Heights, MI 48071

Dear Distinguished Council Members,

I am submitting this letter to request the use of Civic Center Park for our annual Light The Night walk on Saturday, October 14, 2017. The detailed nature of our request is described in the attached document entitled “2017 Metro Detroit Walk Overview.” The Light The Night Walk is the Leukemia & Lymphoma Society’s (LLS) annual fundraising walk and the nation’s night to pay tribute and bring hope to people battling cancer. Participants raise funds and come together to walk along an approximate one-mile route in their communities. Walkers carry illuminated lanterns—white for survivors, red for supporters and gold balloons in memory of loved ones lost. Dedication banners and remembrance activities provide an opportunity to display a name or message, honoring or commemorating a family member or friend with cancer. In 2016, the Metro Detroit Light The Night campaign raised nearly $300,000. The Michigan Chapter of The Leukemia & Lymphoma Society utilizes funds that are raised through Light The Night and other signature campaigns to make a tremendous local impact. For example:

Last fiscal year, LLS provided copayment assistance to 295 families in Michigan to increase their access to life-saving medications. This commitment to local families totaled over $1.2 million.

LLS is committed to funding blood cancer breakthroughs that also have life-saving promise for people living with solid tissue cancers like pancreas, cervical, and lung, and breast. Last year alone, LLS funded over $7.5 million in research being conducted by some of the very best researchers at The University of Michigan.

If you have any questions regarding this request, please do not hesitate to contact me at 248-581-3892 or via email at [email protected].

Thank you for your consideration,

Carrie Copeland Senior Campaign Manager, Light The Night

City of Madison Heights Park and Pavilion Rental

Checklist

-FOR OFFICE USE ONLY-TAKEN BY: ______ _ DATE: RENT A-:-L-::F=:EE::-: --DAMAGE DEPo-=-s=-=rr= :----TOTALFEE:

Park/Pavilion Rental Civic center Park with PavllionsSpecial Event Metro Detroit Ught The Night Walk

For Special Events Applicants 30 day notice is required for all Park users.

Location Civic Center Park

~Completed Signed Application(s)

0 Fee(s) Submitted ____ (Civic Center Park Rentals Only)

rsfFee Waiver Requested* (eligible groups only)

•Qualifying criteria for Pavilion Reservation Fee Waiver:

• Madison Heights non-profit (50 1-C3) and educational organizations • Any non-profit groups that are not based in Madison Heights but are holding a charitable event • Service clubs that are in Madison Heights

Please submit a letter for City Council requesting approval for a Special Event and a fee waiver if applicable. The letter should include a detailed description of the event, the group or person(s) requesting to use the pavilion/park and the number of people anticipated. The letter should also include the appropriate Certificate of Liability Insurance that coincides with Medium Hazard, High Hazard or Carnival Ride Hazard and also names the City of Madison Heights as additionally insured. Please review packet for each level of hazard risks for requirements. Please submit completed application, letter and certificate of liability insurance to the City Clerk's office to be presented at the next scheduled Council Meeting.

0 Insurance Requirements Met

0 General Liability or Homeowners Policy

0 High Hazard Liability (Special Event Requirement)

0 Insurance for Equipment brought in for Applicant

0 Beer and Wine Application (if required)

0 Liquor Liability Insurance

0 Other Approval(s), if applicable

0 Community Development--------

0 Fire Department _______ _

0 Council Approval _______ _

I acknowledge that I have read and understand the requirements necessary for approval of this

ap~;r& ApPfi;t Signatu~e Date

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PARK RESERVATION APPLICATION Ciq of Madison Heights

Madison HeighiS, MI 48071 DPS: 248.589..2294 or Cerk's Office: 248.583.0826

CHOOSEl 0 PARKNAME "i(SPECIALEYENT-------

Pavilion "A" PaJmerSt(C::.VOIW tWo) ..../Pavilion "B" AgnelloDr. {Sdllol •• ,..1_ Pmlion"C''(II1rnSIIIIQ).L None_

Date(s) Requested 1011412017 Time 8:00a.m. set up To 11:00 p.m. tear down

Name ofPerson!Organization!Group The leukemia & lymphoma Society Michigan ChapterPhone Number 248·581·3900

1471 E. 12 Mile Road Address __________________ .City/Zip Madison Heights 48071

Contact Person's Cell 248· 798·3794 Contact Person•s Email Address [email protected]

Light The Night charity walk ActivityPlanued ____________________ ExpccCcd Attendance 2,50Q.5,0oo

Refund Check Made Payable To and Address The Leukemia & Lymphoma Society, 1471 E. 12 Mile Road, Madison Heights, Ml48071

PARK fACUTTfES

1. ParkHoms: Sunrise to 10:00 p.m. 2. Park Pavilions arc available for rent to Madison Heights residents, businesses, civic groups aod religious organizations.

Pavilions ... A" and "B" shelters are approximately 30 feet x 35 feet and will seat approximately 80 people. Pavilion "C" is approximately 30 feet x 52 feet and wiD seat approximately 115 people. Pavilions are rented co a first-come, first-served basis and a General Liability or Homeowner's Insurance Js required. There is a maximum of 100 people in Pavillon "A" & "B", an.d a maximum ofllS people ln Pavilion "C'. ·

3. Restrooms will be open to the public on Saturdays and Sundays, 11:00 a.m.-7:00p.m., ftom approximately May 16111 through September 30~. .Restrooms may be ava~1ablc Monday- Friday during this time, based upon your individual request. As a pavilion user, your cooperation m maintaining the cleanliness of the rcstrooms in 1he park is appreciated.

4. Two standard. 110 electrical o~ are available upon request at tho pavilions. There is one small barbecue by each pavilion. Electricity Requested Yes __ No

S. PicniC and volleyball kits are available for rent on a first-come, first-served basis at the Department of Public Services. 6. Not more than two {2) temporary signs aMouncing any annual or semi-annual public, cbaritabJe, educational or religious event

or function, Jocmd entirely within the premises on which the event or function is to occur shall be permitted. Maximum sign area shall not exceed thirty-two (32) square feet per side or sixty-four (64) square feet total and the sign shall be free standing. Signs shall be erected no more than oDe (1) week prior to the event and sball be removed within twenty-fOur (24) hours after the end of the evc1t or function.

Rf;slfRV::tUQ~

1. Pavilion Fees: $50.00 per PavUirm $50.00 per Pavilion refundable damagolcleanup deposit

2.. The Department ofPublic Services reserves the right to cancel any reservation, in conflict with a City-sponsored evcnl A minimum of 48-hours notice will be given to the applicant iftbe need arises to cancel a ICSCI"VItion.

3. Reservations will be taken beginning in January of each year for the coming May through September. All rgervatfons must be made in pegog. Reservations will be IICCCpted on a first-come_ first-served basis.

4. Pavilion reservations are valid Cor the date and time shown abovo on the pennit No rain dates are provided. S. A $10.00 service fee will be assessed Cor a pavilion rental cancellation. If the cancellation notification is within one week of

rental, no refund will be issued. 6. Proof of Madison Heights residency or affiliation with group/organization must be provided when making reservation. 1. If a pavilion user wishes to use the ball field, a separate permit must bG obtained from the Department ofPublic Services. 8. A separate beer/wine only permit is required and must be obtained from the Madison Heights Police Department. An

approved parte reservation is required prior 1o ob!ai.ai.ng a beer/wine onJy permit and users must have a Park Shelter Permit or a Ball Field Pcnnil NOTE: A BEER/WINE ONLY PERMIT WU..L zm:t BE ISSUED FOR A GRADUATION PARTY.

9. A Park Ranger will periodically check with 1he pavilion users during the rental time.

• . .

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.• . .

fARK RUlE$

1. The pavilion areas must be left clean and all trash must be placed in the large dumpster near the tennis courts.

2. Applicants sball not be permitted to store items in the Park Shelter Building unless approved as part of a Special Event

3. No motorized vehicles or trailers (including caterers) are permitted on the grass or walking trails (not eyen io un]oad>. Cars are only allowed on the street and parldng lots.

4. No tents are permitted. Dunk tanks, moonwalks, or any other outside equipment requires bigb risk iosurance.

S. Volleyball or softball must be played in designated areas. No horseshoes arc permitted.

6. No political or religious sign age or political fundraisers will be pcnnittcd.

1. No bands or disc joekeys are permitted unless approved u part or a Speclal EvenL

8. No alcohol is permi~ed in the parks except beer and wine by pennit issued by the Madison Heights Police Deparbnent.

9. No rowdy, raucous, or unacceptable behavior of any persons affiliated with this rental will b~ tolerated.

10. No fires are allowed except in grills. . . .

. . 11. This permit can be revoked at any time without refund for non-compliance with any provision of this rental agreement, or if the·· "

best interests of the City ofMadison Heights are served. '

AGTWTTYmPERY'&QN 1. The applicant must be a responsible person over the age of 18.

2. AduJt supervision is required at all events. We recommend that groups composed of persons less than 18 years of age have at least one adult present for every 20 persons under the age of 18.

3. Adults will be responsible for minor children at aJl times.

4. Keep in mind that other patrons are using the park. Please be courteous!

LTARUW

1. The City of Madison Heights asswnes no responsibility, financial or otherwise, for Joss of property, accidents or injuries sustain~d by individuals or groups of individuals using the &cilities.

2. The Applicaat wiU be billed for any loss/breakage or abuse of City equipment or the grolUids.

3. The City reserves 1hc right to deny any applicant usc of the facility based on the type of activity or liability exposure.

TNP1WN1f1C4UQNAGRFEMEN'f 1. The applicant w:iU indemnifY the City of Madison Heights. defend and save it harmless fiom and against any and all claims,

actions, damages. liability, and expense, including attorney's fees, in connection with Joss of life, personal injuiy and/or damage to property arising fiom or out of the occupancy or use by the applicant of the premises or any part thereof or any other parts of the City's property, occasioned wholly or in part by an act or admission of the applicant, its agents, contractors, or employees.

2. A General Liability or nomeowners Insurance certificate is requlred In accordance witb the Unlfono Insurance Requirements for Special Events, a copy ofwhlc:b is attached. Thalnsunnce certificate mwt be reviewed and accepted by the City prior the date of the activity.

I have read the attached policies and understand them thoroughly. I fiuthcr state that I have the authority to sign this application for the abo~nemcd group/organization.

SIGNATIJREOF APPLICANI'_Cj£=--po~;...I.CQ~....,_ __________ DATE

<t/912015 F;\DPS\FORMS\RECRE.Al\Pavtnon Reservation Application- Updal8d 2.009.DOC

• ~ I • .

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. ,

Bxhibit7

BEER AND WINE APPIJCATION FOR USE IN A CITY PARK

Carrie Copeland

Printed Applicant's Name

1471 E. 12 M~e Road

Applicant's Street Address

38 Age

248-798-3794

Home Phone

81911978

DateofBirth

248·581·3892

Business Phone

DATE: 211512017

The Leukemia & Lymphoma Society Michigan Chapter

Organization, Group, Company, etc.

Madison Heights Ml 48071

City State Zip

c 145 108 238 623 Ml

Drivers License #

Civic Center Park

Facilities Requested

··········-······················· ... ·-····-·····-····· ........ _,,,, ···········-····· ... ·· ... ·-············· ... ······························· The alcoholic beverages may not be sold or offered for sale nor may you charge any

type of admission to your event. This pennit may be revoked at the discretion of the Police Department to presorw the Public Peace and to enforco all of the Jaws of the State ofMicbigan as tbey apply to the coDSUmption of alcohol. (ret: Sec. 19~57, Om. #510)

The person ma1ring application far this permit and signing below will be held responsible for the actions of their guests. This person may be cited and charged under Michigan Statutes for any violations of the li or laws relating to the consumption of alcohol by miuon.

2./ts ( \l Date

....................................................... ······ .............................................. . APPROVED/DBNIBD BY:

Cbiof of Police

Date ofEvent

Original to Applicant AD92-73

Date

Houm (from/to)

Make a Copy forLLC file

8

2017 Metro Detroit Walk Overview Light The Night Walk: The Light The Night Walk is The Leukemia & Lymphoma Society's annual fundraising walk and the nation’s night to pay tribute and bring hope to people battling cancer. Participants walk along a one-mile route in their communities. Those who participate carry illuminated lanterns—white for survivors, red for supporters and gold balloons in memory of loved ones lost. Dedication banners and remembrance activities provide an opportunity to display a name or message, honoring or commemorating a family member or friend with cancer. Event Program: 8 AM Event set-up with staff and volunteers 6 PM Festivities begin for participants (catered food, music, kids’ activities, money collection, battery-operated lantern distribution, etc.) 7:30 PM Event program on stage 7:45 PM Walk begins 8:15 PM Walkers start returning to site for music, contracted laser light show and cider/donuts 9 PM Clean-up begins 11 PM Leave site Expected number of participants: In 2016, the Metro Detroit Walk hosted approximately 2,500 participants. Parking: We are requesting that participants will be able to park in all open parking lots surrounding City of Madison Heights buildings and Civic Center Park. We will also request the use of Lamphere High School’s open parking lots for overflow parking needs. Orange cones or barricades will be placed throughout the event site to prevent cars from coming near the event festivities and/or walk route area. Litter control: Trash and recycling containers will be available throughout the event site and along the walk route. Volunteers will collect all garbage after the event and put it in a dumpster at the event site. Restrooms: We are requesting use of the on-site Civic Center Park restrooms. If needed, LLS will rent additional port-a-potties. Security: Several LLS staff members, including the Michigan Chapter Executive Director and board members, will be present at the event to oversee any problems or issues that arise. Additionally, a few armed guards will be hired to walk collected donations between the registration tent and the space where the accounting will take place. One armed guard and two volunteers carrying the funds will transport the donations to the bank for deposit. Laser Light Show: Because laser performances bring light to the evening, a laser light show grand finale is a national standard for Light The Night walks that are unable to conduct a fireworks finale. With your permission, LLS will hire a professional laser light show display company to perform an approximately 7-minute laser light show finale for the Light The Night walk. This professional contractor will be responsible for adhering to all guidelines associated with such a performance, and LLS will obtain the necessary liability insurance for this element of our event. Walk route and traffic control: Volunteers will be on hand to direct participants to designated event areas and to assist with walk route ensuring participants obey all traffic rules. At present, we believe the walk will proceed next to the stage area (see enclosed diagram), south on Palmer Street, east on the sidewalk along 13 Mile Road, north on the sidewalk along John R Road, west along Irving Avenue, north through the curve on the west side of the Fire Department building to the connecting Civic Park trail, and south along Palmer Street back to the stage area. We would request that Palmer Street and Irving Avenue be barricaded and staffed with LLS volunteers during the walk portion of the evening only, from approximately 7:45 to 8:15 p.m.

Sound: We request use of amplified sound from our stage area, and will be renting professional sound equipment with hired technicians for music and announcements between 6-9 p.m. Set up: We request the use of the grassy area and all pavilions located north of 13 Mile Road between Palmer Street and Agnello Street. We will be utilizing a professional tent rental company for the majority of our station needs and will also be renting a stage. Please note the enclosed sample layout for event flow:

Questions or concerns: We are flexible in our plans and set-up arrangements and value a mutually beneficial partnership for the use of this space. To that end, please do not hesitate to contact Carrie Copeland at [email protected] or 248-581-3892, should there be any questions or concerns.

~

I DATE(MMIDDIYYYY) ACC>RD• CERTIFICATE OF LIABILITY INSURANCE ~

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POUCIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER. AND THE CERTIFICATE HOLDER. ~ IMPORTANT: If the certificate holder Is an ADDITJONAL INSURED, the pollcy(les) must have ADDJTJONAL INSURED provisions or be endorsed.

.. .. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on • I;

this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). ;:I c

PRODUCER CONTACT ~ NAME; Aon Risk Services Northeast, Inc.

1 r.cg~. Ex.,, (866) 283 · 7122 I rMNo.l: soo -m~o10s ..

Morristown NJ office • 3! 44 Whippany Road, suite 220 E-MAIL 0 Morristown NJ 07960 USA AOORESS: :1:

INSURER(S) AFFORDING COVERAGE NAICII

INSURED INSURER A: Philadelphia Indemnity Insurance Company 18058 The Leukemia & Lvmohoma Societv. Inc. INSURER&; 3 International Drive

INSURERC~ suite 200 Rye Brook NY 10573 USA INSURERD:

INSURER E!

INSURER F:

COVERAGES CERTIFICATE NUMBER: ot' r.IIIUA.I:'D•

~Hci~c~T1~ .C~~~~~~~INT61~~~~~~~~a>&REMENT. T~~:f6~ J'J~g~~~~ ~~~N~~~¥~~Ji' d~~THER Do~0':i~l~~~E t~~~~~ ~gL~~t~~~~ CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. Limits ahown are as

'rN: TYPE Of' ..... liD A .... ~ INSD I WVII POUCY NUMBER . ~!'1.!0:,!.!0!"!"_ -~"'"-"'-! !'-~!' .. Ur.IITS ,. ~ GEN£RAL UABIUTY [PHPK1474l.:ll I EACH n,ooo,ooo p CL.AIUS-MADE 0 OCCUR I :::~:ii~~e:':::! .... SlOO,OOO f- I MED EXP (Ally one Pfi'IOn) SlO,OOO

I PERSONAL & ArN INJURY $1,000,000 ... "' N

~1 !..".LIMIT APPLIES PER: I GENERAL ....... ,.,..,.," S3,000,000 CD

:!i Ij POLICY D ;:g.r D LOC I PRODUCTS. COMPIOP AGO 53,000,000 N

"' OTHER: 8 ... ~~=;~~~INGLE LIMIT "' AUTOr.IOBILE LIABIUTY ..

- IIN'(AUTO BODILY INJURY I Per pe11on) 0 z - OWNED -SCHEDULED BODILY INJURY (Po. -~-~~~ .! - AUTOS ONLY - AUTOS :;,~""~""' :,';!"MAGE

Ill HIRED AUTOS NON-OWNED u

- ONLY - AUTOS ONLY !E t:: •

UMBREUAUA& H OCCUR EACH u

- ClAIMS. MADE ..,,....,cu•oc EXCESSLIAB

DEDI I""'""''"""

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II DESCRIPTION OF OPERATIONS I ·~~--.oiACORD 101, Addltlonol Rellllrl<t Schtckllo,_IIIIY_be otlllched If mol'ltpocoltl'lq~ll'ld)

I RE: Event: Li~ht The Night charity walk. certificate Holders is included as Additional I nsured in accordance with the policy provisions of t e General Liability policy.

\.oCI"'liJr-r..;ATE ~QLOEf' ~6r.lr!l:'l I -'TION ~ SHOULD ANt OF TIE IISOVE DESCRIBED POLICIES 8E C.INCELLED BEFORE THE i EXPRATION DATE THEREOF, NOTICE WILL BE DEUVERED IN ACCORDANCE WITH THE POUCY PROVISIONS.

.auTHORIZED ... ., I ~~~~~~Kf-

<C>1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/Dlt The ACORD name and logo are registered marks of ACORD

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02/15/2017

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03/01/2017 02/28/2018

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The City of Madison Heights 300 W. 13 Mile Rd. Madison Heights, MI 48071

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POLICY NUMBER: PHPK1474132 COMMERCIAL

GENERAL LIABILITY CG 20 261185

THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.

ADDITIONAL INSURED- DESIGNATED PERSON OR ORGANIZATION

This endorsement modifies Insurance provided under the following:

COMMERCIAL GENERAL LIABILITY COVERAGE PART

SCHEDULE

Name Of Additional Insured Person(s) Or Organlzatlon(s)

Any person or organization where required by written contract or agreement.

Information reQuired to complete this Schedule, If not shown above, will be shown In the Declarations.

(If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.)

WHO IS AN INSURED (Section II) is amended to include as an Insured the person or organization shown in the Schedule as an insured but only with respect to liability arising out of your operations or premises owned by or rented to you.

CG 20 2611 85 Copyright, Insurance Services Office, Inc., 1984


SUBMITTED TO:

SUBMITTED BY: DATE:



DESCRIPTION OF ITEM




REVIEW CHECKLIST

DEPARTMENT

DATE

DEPARTMENT DATE

CITY MANAGER

DATE


Community Development Department City of Madison Heights

300 W. 13 Mile Road Madison Heights, MI 48071

Phone 248.583.0831 / Facsimile 248.588.4143

MEMORANDUM DATE: May 25, 2017 TO: Ben Myers – City Manager FROM: Jim Schafer - Community Development Director SUBJECT: Oakland County Local Road Improvement Matching Fund Pilot Project – Cost

Participation Agreement – Whitcomb from West of Dequindre to Barrington In 2016 Oakland County announced a new Local Road Improvement Program (LRIP) to assist local units of government with needed local road improvements. The program is based on a minimum 50% / 50% match between the City and County. The City was successful in receiving $37,716 through that program and constructed badly need repairs to Whitcomb Road west of Dequindre. Oakland County is offering the program again for 2017. We have applied for the maximum grant amount of $37,716 for sectional concrete repairs to Whitcomb from Barrington to west of Dequindre. This stretch of Whitcomb has been on our priority repair list for a number of years and we have been addressing critical repairs on a yearly basis as funding has permitted. The LRIP grant will be applied to our 2017 Whitcomb Sectional Repair project. On May 25, 2017 the Oakland County Board of Commissioners approved the full $37,716 in matching grant funds for the Whitcomb project. This will result in a total 2017 project of $240,716. The project will result in critical sectional repairs to Whitcomb. Funds are budgeted and available for this project and construction is scheduled for summer / fall 2017. Staff recommends that City Council approve the Cost Participation Agreement and authorize the Mayor to sign on behalf of the City.

BOARD OF COMMISSIONERS

May 25 , 20 17

Communi ty Deve lopment Director Jim Schafer 300 West T hirteen M ile Rd. Madison He ights, M I 4807 1-1 899

Dea r Community Development Director Schafer,

RECEIVED MAY 3 1 2017

BY:

1200 N. Teleg ra ph Road Pontiac, Ml 48341-0475 J' honc: (248) 858-0 I 00 Fax: (248) 858-1 572

I a m pleased to inform you that the Board of Commi ss ioners has approved your application fo r f unding under the 201 7 Pil ot Local Road Improvement Program.

Poor condi t ions on our roads create an impediment to the economic development of our communi ty and dimini sh the excellent qua li ty of li fe our res idents expect. Oakland Coun ty is proud to be a partner w ith your loca l government to prov ide much needed in vestment in our loca l transpo1iation infrastructure.

Enc losed you w ill fi nd two (2) copi es of a Cost Part ic ipation Agreement. Following approva l by your governing a uthori ty and execution of the agreement, please forward the documents to:

Oakl and Co unty Board of Commiss ioners Attn: Michae l And rews, Sr. Ana lys t 1200 N. Te legraph Road Pontiac, Michiga n 48341-0475

We w ill return a fully executed copy to you fo r your records. Afte r you rece ive the fina li zed agreement, you can in vo ice our Management and Budget offi ce as instructed in the agreement fo r payment.

If you have any quest ions rega rding the program or agreement, please fee l to contact Michae l Andrews, Sr. Ana lyst of the Board of Commi ss ioners at (248)85 8-51 15 or andrew mb@oakgov .com. In addi tion, please fee l free to contact me if r ca n be of further ass istance .

Sincerely,

JJM( if. '1 1!~ Ga ry R. McG illi vray Oakl and Coun ty Commi ss ioner

LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM

COST PARTICIPATION AGREEMENT

Concrete Repairs on Whitcomb Avenue

City of Madison Heights

Board Project No. 2017-13

This Agreement, made and entered into this ____ day of ______, 2017, by and between the

Board of Commissioners of the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the City of Madison Heights, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD has established the Pilot Local Road Improvement Matching Fund Program, hereinafter the PROGRAM, for the purposes of improving economic development in Oakland County cities and villages. The terms and policies of the PROGRAM are contained in Attachment A. The BOARD intends the PROGRAM to assist its municipalities by offering limited funds, from state statutory revenue sharing funds, for specific, targeted road maintenance and/or improvement projects on roadways under the jurisdiction of cities and villages; and WHEREAS, the BOARD shall participate in a city or village road project in an amount not exceeding 50% of the cost of the road improvement, hereinafter referred to as the PROJECT, and also not exceeding the Preliminary Distribution Formula as it relates to the COMMUNITY, (Attachment B); and WHEREAS, the COMMUNITY has identified the PROJECT as the Concrete Repairs on Whitcomb Avenue, as more fully described in Attachment C, attached hereto, and made a part hereof, which improvements involve roads under the jurisdiction of and within the COMMUNITY and are not under the jurisdiction of the Road Commission for Oakland County or state trunk lines; and WHEREAS, the COMMUNITY has acknowledged and agreed to the BOARD’s policies regarding the PROGRAM, Attachment A, and further acknowledges and agrees that the PROJECT’s purpose is to encourage and assist businesses to locate and expand within Oakland County and shall submit a report to the BOARD identifying the effect of the PROJECT on businesses in the COMMUNITY at the completion of the PROJECT. In addition, the COMMUNITY acknowledges that the program is meant to supplement and not replace funding for existing road programs or projects; and WHEREAS, the COMMUNITY has acknowledged and agreed that the PROGRAM is expressly established as a pilot program and there is no guarantee that the PROGRAM will be continued from year to year. The COMMUNITY further acknowledges and agrees that if the PROJECT is a multi-year road improvement project, the maximum number of years for the PROJECT funding is three (3) years. The BOARD anticipates that most PROJECTS funded under the PROGRAM will be completed by the end of calendar year 2018. There is no obligation on behalf of the BOARD to fund either the PROJECT or the PROGRAM in the future; and

WHEREAS the COMMUNITY has acknowledged and agreed that the COMMUNITY shall assume any and all responsibilities and liabilities arising out of the administration of the PROJECT and that Oakland County shares no such responsibilities in administering the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $240,716; and WHEREAS, said PROJECT involves certain designated and approved Local Road Improvement Matching Funds in the amount of $37,716, which amount shall be paid to the COMMUNITY by the BOARD; and WHEREAS, the BOARD and the COMMUNITY have reached a mutual understanding regarding the cost sharing of the PROJECT and wish to commit that understanding to writing in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants set forth herein and in conformity with applicable law and BOARD resolution(s), it is hereby agreed between the COMMUNITY and the BOARD that:

1. The BOARD approves of the PROJECT, and in reliance upon the acknowledgements of the COMMUNITY, finds that the PROJECT meets the purpose of the PROGRAM.

2. The BOARD approves of a total funding amount under the PROGRAM for the

PROJECT in an amount not to exceed $37,716. The COMMUNITY shall submit an invoice to

the COUNTY in the amount of $37,716, addressed to Lynn Sonkiss, Manager of Fiscal Services, Executive Office Building, 2100 Pontiac Lake Road, Building 41 West, Waterford, MI 48328, upon execution of this Agreement. Upon receipt of said invoice, the BOARD shall pay

the COMMUNITY the sum of $37,716 from funds available in the PROGRAM.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and date first written above.

OAKLAND COUNTY BOARD OF COMMISSIONERS

By:___________________________ Its:___________________________ COMMUNITY By:___________________________ It’s:___________________________

ATTACHMENT C

Pilot Local Road Improvement Matching Fund Program

Concrete Repairs on Whitcomb Avenue

City of Madison Heights

Board Project No. 2017-13

Sectional concrete repairs of Whitcomb Avenue from Barrington to Dequindre.

ESTIMATED PROJECT COST

Administration, Engineering and Inspection $ 34,904

Road Reconstruction Costs $ 205,812

Total Estimated Project Costs $ 240,716

COST PARTICIPATION BREAKDOWN

COMMUNITY COUNTY TOTAL

FY2017 LRIP Program $37,716 $37,716 $75,432

Contribution $165,284 $0 $165,284

TOTAL SHARES $203,000 $37,716 $240,716


SUBMITTED TO:

SUBMITTED BY: DATE:



DESCRIPTION OF ITEM




REVIEW CHECKLIST

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CITY MANAGER

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Municipal Employees’ Retirement System of Michigan 1134 Municipal Way

Lansing, MI 48917 800.767.MERS (6377) Fax: 517.703.9707

2017 Officer and Employee Delegate Certification MERS 71st Annual Conference September 21 – 22, 2017 Detroit Marriott at the Renaissance Center, Detroit, MI

The voting delegate representative must be a MERS member, defined as an active employee on payroll who is enrolled in either a MERS Defined Benefit Plan, Defined Contribution Plan or Hybrid Plan

1. Officer (and alternate) delegate information The officer delegate (or alternate) shall be a MERS member who holds a department head position or above, exercises management responsibilities, and is directly responsible to the legislative, executive or judicial branch of government. Officer Delegate Name: Benjamin Myers, City Manager Officer Alternate Name: Destiney Bodnovich, HR/Purchasing Assistant

2. Employee (and alternate) delegate information The employee delegate (or alternate) shall be an employee member who is not responsible for management decisions, received direction from management and, in general, is not directly responsible to the legislative, executive, or judicial branch of government. Employee Delegate Name: Terry McGran Employee Alternate Name: N/A

3. Certification

Certification should be signed by a member of the governing body or administrative officers and municipality number provided in the space at the bottom. Employer: City of Madison Heights Municipality Number: 6308 Email address: [email protected] Employer Address: 300 West 13 Mile Road Employer City: Madison Heights Employer State: MI Employers Zip Code 48071 Signature: ________________________________________ Date: ________________________________________

mailto:[email protected]

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Special Council Meeting Madison Heights City Council Madison Heights, Michigan May 22, 2017 A Special Meeting of the Madison Heights City Council was held on Monday, May 22, 2017, at 6:15 p.m. in the Council Chambers of the Municipal Building at 300 W. 13 Mile Road, Madison Heights, Michigan. Present: Mayor Hartwell, Mayor Pro Tem Bliss, Councilmembers

Corbett, Clark, Gettings, and Scott. Deputy City Manager Marsh, City Attorney Sherman, City Clerk Printz.

Absent: Councilman Soltis Also Present: Special Labor Counsel Shifman, Human Resources Director

Misczak - left at 6:34 p.m. Special Environmental Counsel Thomas, Assistant City Attorney Sherman, Community Development Director Schafer, Fire Chief Lelito, Department of Public Services Director Vitali, Building Official Haywood -entered at 6:34 p.m.

CM-17-134. Councilmember Excused. Motion by Councilman Corbett, seconded by Councilwoman Scott, to excuse Councilman Soltis for tonight’s Special Meeting of the City Council. Yeas: Clark, Corbett, Gettings, Scott, Bliss, and Hartwell. Nays: None Absent: Soltis Motion Carried CM-17-135. Meeting Open to the Public. No members of the public were present to speak. CM-17-136. Executive Closed Meeting. Mayor Hartwell requested a motion to move to an Executive Closed Meeting at 6:17 p.m.

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Motion by Mayor Pro Tem Bliss, seconded by Councilman Gettings, to move to an Executive Closed Meeting to discuss labor negotiations and pending litigation, not subject to disclosure under Section 8 of the Open Meetings Act. Roll Call Vote: Yeas: Corbett, Gettings, Scott, Bliss, Clark, and Hartwell. Nays: None Absent: Soltis Motion Carried Special Labor Counsel Shifman updated City Council on the status of labor negotiations with the City’s bargaining units. It was the consensus to move forward in negotiations as discussed in Closed Session. Special Environmental Counsel Thomas and Assistant City Attorney Shifman updated City Council on the status of pending litigation. It was the consensus to place Counsel’s recommendation for the pending litigation on this evening’s Regular City Council agenda. CM-17-137. Adjournment. There being no further business, the Special Meeting was adjourned 7:31 p.m. Brian C. Hartwell Cheryl E. Printz Mayor City Clerk

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Regular Meeting Madison Heights City Council Madison Heights, Michigan May 22, 2017 A Regular Meeting of the Madison Heights City Council was held on Monday, May 22, 2017 at 7:35 p.m. in the Municipal Building at 300 West Thirteen Mile Road, Madison Heights, Michigan. Present: Mayor Hartwell, Mayor Pro Tem Bliss, Councilmembers

Clark, Corbett, Gettings, Scott, and Soltis. Deputy City Manager Marsh, City Attorney Sherman, and City Clerk Printz.

Absent: None. The invocation was offered by Councilwoman Soltis and was followed by the Pledge of Allegiance to the Flag. CM-17-138. Addition to the Agenda. Motion by Councilman Gettings, seconded by Councilman Soltis, to add item D-2, Pending Litigation, to the agenda. Yeas: Clark, Corbett, Gettings, Scott, Soltis, Bliss, Hartwell Nays: None Motion Carried CM-17-139. Meeting Open to the Public. Gloria Moore, 27368 Dartmouth, stated that the Friends of the Madison Heights Area Senior Citizens will have a meeting on Tuesday, June 20, 2017 at 7:00 p.m. at Wilkinson Middle School. All are welcome. Chester Grabowski, 26355 Wolverine, complimented police conduct and professionalism when he interacted with two officers, stating that he acted belligerent but they remained respectful toward him and he believes they should both be promoted. CM-17-140. Voting System Grant Agreement. Motion by Councilman Corbett, seconded by Councilman Gettings, to approve the Voting System Grant Agreement between the City of Madison Heights and

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the State of Michigan as follows, designate the City Clerk as the Grant Manager, and authorize the City Clerk to sign on behalf of the City:

CITY OF MADISON HEIGHTS COUNTY OF OAKLAND

A RESOLUTION AUTHORIZING ACCEPTANCE OF THE

VOTING SYSTEM GRANT AGREEMENT WHEREAS, the Grant Agreement is the mechanism by which Counties, Cities and Townships apply to the State of Michigan to receive Federal HAVA and State-appropriated funded voting systems, including optical scan tabulators, accessible voting devices and Election Management System (EMS) software, pursuant to the Federal Help America Vote Act (HAVA) of 2002; and, WHEREAS, the Grant Agreement process applies to voting system purchases occurring between March 1, 2017 and April 30, 2018; and, WHEREAS, The Grant Agreement is to establish a grant program to use State-appropriated and Federal HAVA funds to acquire and implement replacement voting systems throughout the state; and, WHEREAS, The Michigan Department of Technology, Management and Budget has entered into a Master Contract with each Contractor selected to provide voting systems; and, WHEREAS, State-appropriated and Federal HAVA funding provided via the Grant Agreement covers the purchase of the voting system, the software license fee for the EMS software for the full 10-year contract term, and the initial service and maintenance period for all components (which covers the acquisition year, plus 4 additional years); and, WHEREAS, the Master Contract includes an extended service and maintenance period beyond the initial service and maintenance period for an additional five-year period the costs of which along with any other additional expenses, if any, are the sole responsibility of each individual county/local jurisdiction; and, WHEREAS, the Municipality shall obtain this Grant by entering into the Voting Systems Grant Agreement. NOW, THEREFORE, BE IT RESOLVED THAT the City Clerk is designated as the Grant Manager and authorized to sign and enter into the Voting System Grant Agreement on behalf of the City of Madison Heights, Oakland County, Michigan.

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Yeas: Corbett, Gettings, Scott, Soltis, Bliss, Clark, Hartwell Nays: None Motion Carried CM-17-141. Pending Litigation. Motion by Councilman Soltis, seconded by Councilwoman Scott, to accept the recommendation of the Special Environmental Counsel and the City Attorney in regards to pending litigation. Roll Call Vote: Yeas: Scott, Soltis, Clark, Gettings, Hartwell Nays: Bliss, Corbett Motion Carried CM-17-142. Purchase of Hart InterCivic Voting Equipment. Motion by Councilman Corbett, seconded by Councilwoman Scott, to approve the purchase of two voting tabulators and a dedicated election night reporting computer and printer from Hart InterCivic, Inc., the sole-source vendor selected by Oakland County, for $13,975. Yeas: Gettings, Scott, Soltis, Bliss, Clark, Corbett, Hartwell Nays: None Motion Carried CM-17-143. DPS Street Sweeper Replacement. Motion by Councilman Clark, seconded by Councilwoman Scott, to approve the purchase of one 2017 Elgin Crosswind Street Sweeper from Bell Equipment of Lake Orion, in the amount of $226,665, through the National Intergovernmental Purchasing Alliance. Yeas: Scott, Soltis, Bliss, Clark, Corbett, Gettings, Hartwell Nays: None Motion Carried

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CM-17-144. City-Wide Water Meter Replacement Program – District 1, 2, and 3.

Motion by Councilman Corbett, seconded by Councilman Gettings, to approve the FY 2016-17, 2017-18, and 2018-19 purchase of Neptune T-10 meters, register heads, and R-900 transmitters for the unit costs contained in the attached price list for a total estimated amount of $1,783,529.50 through the Oakland County Cooperative Purchasing Contract #004822, and installation, cross-connection inspection, and software upgrade by the sole qualified bidder, Ferguson Waterworks, in the estimated amount of $894,677.50. This represents a total project cost of $2,678,207. District 3 funding is contingent upon FY 2018-19 Budget approval. Yeas: Soltis, Bliss, Clark, Corbett, Gettings, Scott, Hartwell Nays: None Motion Carried CM-17-145. Minutes. Motion by Councilman Corbett, seconded by Councilman Clark, to adopt the minutes of the Special City Council Meeting of May 8, 2017 as printed. Yeas: Gettings, Scott, Soltis, Bliss, Clark, Corbett, Hartwell Nays: None Motion Carried Motion by Councilman Clark, seconded by Councilwoman Scott, to adopt the minutes of the Regular City Council Meeting of May 8, 2017 as printed. Yeas: Gettings, Scott, Soltis, Bliss, Clark, Corbett, Hartwell Nays: None Motion Carried CM-17-146. Re-Appointment to the Brownfield Redevelopment

Authority/Downtown Development Authority. Motion by Councilman Corbett, seconded by Councilwoman Scott, to confirm the Mayor’s re-appointment of Marlene Spreitzer to the Brownfield Redevelopment Authority/Downtown Development Authority with a term to expire 06-19-21.

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Yeas: Scott, Soltis, Bliss, Clark, Corbett, Gettings, Hartwell Nays: None Motion Carried CM-17-147. Re-Appointment to the Library Advisory Board. Motion by Councilwoman Scott, seconded by Mayor Pro Tem Bliss, to re-appoint Flora (Dolly) Ferries to the Library Advisory Board with a term to expire 07-01-19. Yeas: Scott, Soltis, Bliss, Clark, Corbett, Gettings, Hartwell Nays: None Motion Carried CM-17-148. Mayor and Council - Comments. Councilman Corbett stated there will be Council office hours at the Library this Friday from 1 p.m. – 3 p.m., no appointment is necessary. He continued this would be the last Friday Council office hours until the fall. If you need to make an appointment over the summer, please contact the City Manager’s Office to make arrangements. He wished everyone a safe and happy Memorial Day weekend, and noted that the Memorial Day Parade is this Saturday, beginning at 10:00 a.m. Mayor Pro Tem Bliss recognized the members of the Information Technology Advisory Committee (ITAC) who were honored at the Madison Heights Community Roundtable Awards Banquet as the Madison Heights City Council Volunteer Group of the Year. He stated that this group is comprised of professionals in the community and have assisted the City on numerous information technology related decisions including how information technology is delivered in the City, upgrades to both the cable TV and to Council meeting videos, social media improvements, and the soon to be launched City website. He thanked them for their service to the community. Councilman Gettings had no comments this evening. City Attorney Sherman had no comments this evening. Deputy City Manager Marsh had no comments this evening. Councilman Clark encouraged everyone to participate in this year’s Memorial Day Parade on Saturday and noted that prior to the parade, a pancake

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breakfast is being held at the Senior Center at 9:00 a.m. Councilwoman Scott thanked the Save the Parade Committee that has worked so hard on the parade, and she recognized Martha Kehoe, Rita Dickel, and Andy McGillivray for their efforts. She thanked Rick Lewis for moderating this year’s parade and noted that the public can also watch the parade on cable. She stated that last week was the Madison Heights Community Round Table Awards Banquet. She recognized Laurie Geralds for the Madison Heights City Council Volunteer of the Year Award and Sandy Malotke for the Madison Heights Community Round Table Volunteer of the Year Award and noted both are worthy recipients. Councilman Soltis had no comments this evening. Mayor Hartwell encouraged everyone to participate in this year’s Memorial Day Parade and the related Memorial Day events. He stated that the VFW is also opening their doors to the public after the parade as well. He recognized ITAC and Laurie Geralds for their awards, and noted that Laurie Geralds has her hand in a lot of public service activities, the local schools, and in community arts. He continued that she was responsible for the establishment of Make a Difference Monday which is an effort to refurbish City parks every Monday during the summer. CM-17-149. Adjournment. There being no further business, the meeting was adjourned at 8:09 p.m. Brian C. Hartwell Cheryl E. Printz Mayor City Clerk

city of madison heights 300 w. 13 mile road regular

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