City Council Minutes

Mayor Johnson called the meeting to order with the Pledge of Allegiance at 7:30 p.m. in the Northville City Hall Council Chambers, 215 West Main Street, Northville, Michigan.

Present: Mayor Johnson, Councilmembers Kevin Hartshorne, Jerome Mittman, and Thomas Swigart.

Absent: Mayor Pro Tem Carolann Ayers (excused)

A. Citizen Comments None

Consent Agenda 4G / Proposed Purchase of Top Dresser – Parks and Recreation was moved to the Agenda as New Business 9E. Consent Agenda 4F / Request to Solicit – Moslem Shrine Temple was moved to the Agenda as New Business 9F.

Motion Mittman, seconded by Hartshorne to approve the agenda and consent agenda as amended. Consent agenda as follows:

Approve City Council Minutes:

Regular Meeting of March 4, 2002

Approve Bills List: Checks #25875 to #26062

Receive Board and Commission Minutes:

Downtown Development Authority: 2/12/02

Housing Commission: 2/13/02

Parks and Recreation: 1/30/02 Special Meeting-7:00 p.m., 1/30/02 Regular Meeting-7:30 p.m.

Youth Assistance: 2/12/02

Receive Departmental Reports:

• Fire Department: 1/02
• Parks and Recreation: 2/02
• Police Department: 10/01, 11/01, 12/01
• Youth Assistance: 2/02

The City received a request from the Northville Community Foundation to utilize City streets and public rights-of-way for the annual Independence Day Parade. In addition, the Foundation asked the City for a contribution of $3,000 for use in supporting the parade. In the past, the City has traditionally donated $3,000, with $1,000 toward the parade and $2000 toward the fireworks. In 2001, fireworks were not held in Northville and the full contribution was not made. It is possible that a fireworks display or other event could return requiring City support and resources. Therefore, a contribution of $2,000 and an accountability report for use of the funds was recommended.

Shari Peters, Northville Community Foundation Executive Director, was present for any questions. Ms. Peters stated that extra funds would go into the newly created "endowment", which would eventually be used to fund the parade.

Motion Hartshorne, seconded by Mittman to:

Approve the request from the Northville Community Foundation for use of City streets and public rights-of-way for the annual Independence Day Parade on July 4, 2002.

Contribute $2000 to the Northville Community Foundation to be used toward the 2002 Independence Day Parade, and further, that within 60 days following the parade, the Foundation shall provide an annual written report to the City Council describing how the funds were used.

The City received a request from River Park Building Company to continue the placement of temporary sales signs for River Park Place. In September 2001, the City Council granted approval for the signs for a six-month period ending April 1, 2002. The request is for a full year extension until April 1, 2003. River Park Building Company will need to seek permission from Northville Township, the City of Novi, and/or Wayne County for use of the public rights-of-way for signs not located within the City limits. Scott Drummond, representing River Park Building Company, was present for any questions. Mr. Drummond noted that 15 of the 38 units have been sold, with a majority sold after the placement of the temporary signs.

Council Comments / Discussion: A comment expressed concern with the increasing number of signs within the City and suggested that a six-month extension might be more appropriate.

Motion Mittman, seconded by Hartshorne to approve the request from River Park Building Company for the temporary placement of sales signs for River Park Place, within the City limits, until October 1, 2002. Motion carried unanimously.

During a recent special working session of the City Council, DDA, Planning Commission, and Historic District Commission, Hubbell, Roth and Clark, the City’s traffic engineer, presented a report and recommendation regarding traffic issues in the downtown area. One of the supported recommendations included a restriction of left turns onto W. Main Street for all northbound Center Street traffic. It was suggested that this be accomplished by installing an illuminated sign on the cantilevered arm of the existing traffic signal pole located on the northeast corner of this intersection.

Harlan Electric, the company that supplied and installed the traffic signals at this intersection, has provided a quote to furnish and install the new sign. As the cost is less than $5,000, staff requested that City Council waive the bidding process and award the project to Harlan Electric Company. Project funding would come from the Major Street Account / Traffic Signs and Devices / Contractual Services.

Council Comments / Discussion: It was noted that the sign would display the symbol for "no left turn".

Motion Mittman, seconded by Swigart to approve Traffic Control Order 02-02 for the placement of a left turn restriction for northbound traffic on Center Street at W. Main Street, and approve the placement of an illuminated traffic sign on the existing traffic signal pole by Harlan Electric Company, in the not-to-exceed amount of $3,480. Motion carried unanimously.

Through the Rouge Program Office, the City received a grant to pay for one half the cost of connecting existing homes to sanitary sewer. This offer was passed on to those property owners in Northville Estates that had indicated their interest in abandoning their septic systems and connecting to City sewer. Out of the nine property owners originally showing an interest in this program, six will take advantage of the grant, two will arrange their own connections, and one has backed away from the program.

Tadco Construction submitted the low bid in the amount of $75,053 to connect all nine property owners. However, the company has agreed to connect only those residents who have committed to do so. The City will need to front this money to Tadco Construction and the property owners will pay the City one half the cost of their connection. The City will submit to the Rouge Program Office for reimbursement of the other half of the connection cost. Project administration is the only cost to the City. Further, the City will receive sewer assessments in the amount of $6,000 for each of these connections, which will be placed in the sewer fund.

Motion Swigart, seconded by Hartshorne to award a contract to Tadco Construction in the amount of $42,569 for the connection of six homes in Northville Estates to the City’s sanitary sewer system. Motion carried unanimously.

In March 2000, the City Council authorized staff to work with Plante & Moran to perform a DMIS needs assessment. The needs assessment phase determined that the focus of the initial DMIS rollout would be the City Clerk and Police Departments. It was also determined that flexibility of the proposed system was necessary in order to meet the needs of all City departments. As a result of that analysis, in December 2000 City Council directed staff to proceed with a request for proposal.

In June 2001, six proposals were received. Following extensive review and evaluation of the proposals, it was determined that three of the vendors had a high percentage of compliance with the proposal specifications. Following on-site demonstrations and live demonstrations at municipal client sites, it was determined that the firm of G-A Computer Systems was the best match for the City’s DMIS project.

Staff has outlined a three-year implementation plan, with initial focus on Year One of the plan. The proposed Year One cost is $67,000. A contingency addition of $3,000 was recommended, bringing the total Year One budget to $70,000. Funds previously earmarked for this project equal $60,000. In order to meet the budget shortfall, staff recommended that $10,000 of funds currently set aside for the Geographic Information System (GIS) project be reallocated to the DMIS project. Although the GIS project will still move forward, internal and external resources and timing have caused some delay. Chuck Baffo of G-A Computer Systems gave a brief DMIS demonstration and was present for any questions.

Council Comments / Discussion: Questions were asked relative to FOIA, scanning, and system security and access.

Motion Swigart, seconded by Hartshorne to:

Accept the Document Management Information System Year One proposal presented by G-A Computer Systems in the amount of $67,000.

Direct staff to reallocate $10,000 from the GIS project to the DMIS project, bringing the Year One total budget to $70,000.

Authorize the City Manager to execute the purchase order contract, pending City Attorney review. Motion carried unanimously.

During the 2001-02 fiscal year budget process, the purchase of two police patrol vehicles was approved. On March 11, 2002, the City received the following bids:

Jack Demmer Ford, Inc., Wayne, MI $21,420.80 Each

$42,841.60 Total

Signature Ford, Perry MI $20,507.30 Each

(Macomb County Bid Price) $41,014.60 Total

Jorgensen Ford, Detroit, MI $20,886.80 Each

$41,773.60 Total

Council Comments / Discussion: It was noted that two older vehicles would be sold as excess equipment.

Motion Mittman, seconded by Swigart to approve the purchase of two 2003 Ford Crown Victoria police patrol vehicles from Signature Ford of Perry, Michigan, at a total cost of $41,014.60, with the vehicle repair manuals, wiring diagrams, and the electric vacuum technical manual for an additional $250 for a total purchase cost of $41,264.60. Motion carried unanimously.

The purchase of a top dresser unit was included in the FY 2002 Parks and Recreation Department budget. The use of the top dresser will improve the quality of the athletic fields by providing much needed soil enhancements. Bids were received as follows:

WF Miller $17,361.75

Bannerman $14,499.00

Turf Services $14,390.00

Council Comments / Discussion: It was noted that funding for this equipment is through the Parks and Recreation Department budget. A comment expressed concern that the purchase of this equipment benefits and serves two specific programs without their contributing to the equipment purchase or field maintenance and upkeep costs.

Motion Hartshorne, seconded by Swigart to approve the purchase of a top dresser unit for the Parks and Recreation Department from Turf Services in the amount of $14,390.00. Motion carried unanimously.

The Moslem Shrine Temple requested permission to solicit in the City on Friday, June 14 through Sunday, June 16, 2002. The Shriners will be conducting the Moslem Shrine Temple’s 24^th Annual Hospital Fund Drive to benefit Shriners Hospitals for Children.

Council Comments / Discussion: A comment noted that the Shriners should not stand in the streets while soliciting during this fund drive.

Motion Mittman, supported by Swigart to approve the request from the Moslem Shrine Temple to conduct the Moslem Shrine Temple’s 24^th Annual Hospital Fund Drive to benefit Shriners Hospitals for Children on Friday, June 14 through Sunday, June 16, 2002 in front of local businesses after being granted permission from the owner. Motion carried unanimously.

Mayor Johnson noted the absence of a quorum for the City Council Regular Meeting of April 15, 2002. It was suggested that the meeting be canceled and that agenda items be moved to the Special Meeting scheduled for Monday, April 22, 2002. It was further suggested that the meeting begin at 7:00 p.m. and the agenda for this portion of the meeting be kept light.

Motion Hartshorne, seconded by Swigart to cancel the City Council Regular Meeting of April 15, 2002, move the meeting to the Special Meeting Budget Discussion Session of April 22, 2002, and change the meeting time to 7:00 p.m. Motion carried unanimously.

Mittman complimented the City Manager on the department update report, questioned whether City decals would be placed on the new speed trailer (yes), and the possibility of selling the old street signs to interested residents. Following a brief discussion, the Council determined that it was important that everyone receive an equal chance to bid on the old street signs. Staff was directed to devise a program for disposal of the street signs for City Council review. Mittman also commented on the decrease in salt use, with a suggestion that excess funds from decreased salt use and unused staff overtime be used to purchase additional trees. The DPW Director noted that the City is obligated to purchase 80% of the salt ordered or pay a penalty. A final comment requested that the DPW Director and the DDA review the feasibility of placing two porta-johns (one to be ADA compliant) in the downtown near the bandshell area for public use during various downtown events scheduled from June through September, and report the same to the City Council during the budget review process. Brief discussion followed, with concern expressed relative to porta-john odor and location.

Hartshorne complimented the Assistant City Manager/Finance Director on the Technology Report. He raised questions relative to the County’s involvement on the GIS project, with a suggestion to reorganize the technology projects, and move funds from the GIS project to other technology projects during the budget sessions.

B. Staff Communications None

There being no further business to come before Council, the meeting was adjourned.

Respectfully submitted,

Dianne Massa

City Clerk