City Council Minutes

Mayor Johnson called the meeting to order with the Pledge of Allegiance at 7:34 p.m. in the Northville City Hall Council Chambers, 215 West Main Street, Northville, Michigan.

Present: Mayor Christopher Johnson, Mayor ProTem Carolann Ayers, Councilmembers Kevin Hartshorne, Jerome Mittman, and Thomas Swigart.

Also Present: City Manager Gary Word, Assistant City Manager/Finance Director Nicolette Bateson, Deputy City Clerk Carol Kasprowicz, DPW Director James Gallogly, Fire Chief James Allen, Police Chief James Petres, Parks and Recreation Director Traci Sincock, Housing Director Joanne Inglis, Housing Commissioner Sue Hooper, Financial Consultant Warren Creamer, Reporters Heather Connor and Pauline Lupercio, and 17 citizens.

A. Citizen Comments None.

A correction was made in Consent Agenda Item, Proposed Amendments to the 2002-03 Budget through September 30, 2002 and Investment Report. Attachment A, Item #19 is to read "…($687,500) estimated to be spent by June 30, 2003."

A substitution was made of the Historic District Commission minutes of October 16, 2002 with a corrected set of minutes which included the words "and site plan" in describing Case #2: Northville Parks and Rec / Dog Park.

It was requested that New Business Item, Proposed Public Improvement Fund Designations be removed from the agenda and rescheduled for consideration at the "goals and objectives" meeting.

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

Approve City Council minutes of:

Regular Meeting of November 18, 2002

Approve Bills List: Checks #29642 to #29882

Receive Boards and Commission Minutes:

Arts Commission: 7/10/02, 8/14/02

Historic District: 10/16/02

Housing Commission: 9/11/02, 10/22/02

Planning Commission: 9/17/02

Senior Citizens Advisory Council: 8/15/02, 9/19/02, 10/17/02

Receive Department Reports:

Fire Department: 10/02

Boards and Commissions Appointments: None

Proposed Amendments to the 2002-03 Budget through September 30, 2002 and Investment Report

The City had received a petition from residents on Carpenter and Horton Streets to consider the vacation of an alley located between Horton and Carpenter and running from Lake Street to Baseline Road. 81% of the property owners abutting this segment of alley have signed the petition. The alley is one block long and has been maintained by the abutting property owner as a grass surface. The utilities located in the alley are the power, telephone, and cable companies. Neither the gas company nor the three City utilities (storm, sanitary, and water) are located in this alley. Staff cautioned against vacating the alley in favor of protecting a possible future need by the City.

Discussion: Alan Grooms, 529 Horton, defended the request and stated the vacation would prevent the establishment of a late-night hangout of teens, would reward property owners for ongoing maintenance of the alley, allow the installation of fencing, and bestow legal rights regarding police enforcement. Council reiterated the need of the City to own the alley for possible future utility use, and a reluctance to set a possible precedent for other alleys in the City. It was suggested that a permit procedure be established to allow for the fencing of the alley by the property owners without relinquishing City ownership. Staff was directed to consult with the City Attorney regarding the establishment of a permitting mechanism for this purpose.

In July 2002, City Council approved the use of City streets for a 5K-charity race sponsored by the Michigan Chapter Arthritis Foundation. The event is to be held on Sunday, December 15^th from 7:00 a.m. and 9:30 a.m. The event would begin and end at the main entrance to Northville Downs on S. Center Street. At this location, the event organizers wish to place a banner across the road indicating the start-finish line for the contestants. They intend to place the banner immediately before the race, and remove it directly after the race. The proposed banner is not approved in the City’s Banner Policy. Council, however, has waived the banner policy and approved this type of banner for the Roadrunner Classic.

Discussion: Discussion ensued regarding the specific placement of the banner, method of hanging the banner, and City expenses incurred in policing the event. Also, it was pointed out a banner was presently hanging on the Northville Downs fence without approval from Council.

Motion Mittman, seconded by Swigart to waive the City’s Banner Policy requirements and approve a request by the Arthritis Foundation, Michigan Chapter, to place a "Start/Finish" banner across S. Center Street to be in place during the hours of 7:00 a.m. and 9:30 a.m. on Sunday, December 15, 2002 for a 5K-charity race called Jingle Bell Run & Walk for Arthritis, subject to City Administration approval of banner placement and scaffold construction; and approve the placement of a temporary banner on the Northville Downs fence through December 15, 2002. Yes: Hartshorne, Johnson, Mittman, Swigart. No: Ayers. Motion carried.

In August 1998, the Northville City Council adopted an ordinance regulating access to and the use of public rights of way and public utility easements within the City by telecommunications providers. In late Winter 2002, the Michigan Legislature adopted the Metropolitan Extension Telecommunications Rights-of-Way Oversight Act (Metro Act). The legislation mandates that as of November 1, 2002, a municipality shall not enact, maintain, or enforce an ordinance that is inconsistent with the Metro Act or assess fees beyond those required under the Metro Act. As such the City’s telecommunications ordinance (#08-03-98) needs to be amended to comply with the new requirements. At its regular meeting of November 18, 2002, the City Council adopted a resolution to opt into the State’s fee-sharing payments. In addition, the City Council waived first reading and introduced the proposed ordinance amendment.

Motion Ayers, seconded by Mittman to waive second reading and adopt an Ordinance to Amend Article 1 to Chapter 80 of the Code of Ordinances, City of Northville, to become effective upon publication on December 12, 2002. Motion carried unanimously.

On December 2, 2002 at 1:30 p.m., five bids were received for the sale of $1,375,000 in general obligation bonds. The debt is to be issued for the purpose of acquiring, constructing, furnishing, and equipping improvements and renovations to Allen Terrace. Warren Creamer of Robert W. Baird & Company, the City’s bond counsel, announced that Citizens Bank provided the lowest interest rate at 4.442434%. As the 20-year plan for Allen Terrace was budgeted at the rate of 5%, the net impact of the lower interest rate results in a favorable savings of $222,269 over the 20-year period. Creamer stated the recent designation of a more favorable bond rating of AA- speaks to the strength of management and fiscal responsibility of the City, and played a part in garnering the favorable interest rate.

Motion Ayers, seconded by Hartshorne to adopt the awarding resolution to Citizens Bank at the rate of 4.442434% with the schedule as submitted by Citizens Bank. Motion carried unanimously.

In September 2001, an ad hoc Dog Park Committee was formed to research the possibility of creating Off Leash Recreation Areas (OLRA) (dog parks) in Northville. The Dog Park Committee’s work resulted in an off-leash area being included in the capital improvement schedule of the approved Five-Year Parks and Recreation Master Plan. After several months of extensive research, the Committee developed a proposal outlining a plan to establish one temporary and two permanent OLRAs in the Northville park system. The proposal includes the development of a temporary site behind the Senior Center/Scout Building (Phase I), and the development of the City owned property behind the Water Wheel Center and a larger site in Northville Township (Phase II). It was further proposed that the OLRAs should be self-sustaining with the revenues providing enough funds to pay for operation and development of future sites. It is estimated that the Phase I site can support up to 400 households, with Northville residents receiving priority use. It is proposed that the Parks and Recreation Department collect the fees, issue passes, and establish the user database. The ongoing maintenance of the site will either be performed by the Public Works Department or the Parks and Recreation Department. An anonymous donor has committed the start up funds.

An extensive discussion took place with the following points being made:

- The need to receive feedback from adjoining neighbors of the proposed sites.

- Objection cited to a park near residences.

- Questions regarding maintenance of the temporary park.

- Questions regarding the parking and timing of library and senior citizen center use.

- The pros and cons of a card swipe system or key system.

- The decision between specific hours or "dawn to dusk" for use of the park.

- Questions regarding type of landscaping.

- Objection to site location because of inadequate size.

- Questions regarding access to water.

- Fear of excessive noise from barking dogs

- Approval of the temporary site is not conjoined to all sites.

- Correct management of the site will be the key to success.

- Land behind the Water Wheel is earmarked for open recreation space.

Motion Mittman, seconded by Hartshorne to call a public hearing to obtain input regarding the Parks and Recreation Commission proposal to develop a temporary Off Leash Recreation Area behind the Senior Center as outlined in the proposal prepared by the Dog Park Committee, and direct the Administration to make arrangements for such public hearing. Motion carried unanimously.

Motion Mittman, seconded by Hartshorne to have the Phase II location behind the Water Wheel Center dropped from consideration of a future Off Leash program. Yes: Hartshorne, Mittman. No: Ayers, Johnson, Swigart. Motion failed.

- Ruling out a recommended site, prior to further collection of data, is inappropriate at this time.

- Site itself is inappropriate based on size and other uses of the site. The site is best used as a park for everyone versus a restricted use such as a dog park.

- Motion premature at this time. Would like to see how the temporary park progresses.

In 2001, a committee was appointed to review open space area within the City limits and develop recommendations for their continued use. The committee submitted an outline of the open space parcels to the Parks and Recreation Commission for approval. The Commission requested further information prior to action. Staff researched the parcels including descriptions of the properties, ownership information, and budget impact of any recommended development. The Parks and Recreation Commission approved the report at their November 13, 2002 meeting.

Discussion: Question was asked regarding the process required by the Charter to revert land from a park to saleable land. Administration was directed to contact the City Attorney regarding this matter. Questions were asked regarding specific parcels as outlined in the submitted report.

From time to time, the City Council reviews requests from various charitable organizations seeking permission to solicit on City streets. During the spring of 2002, City Council expressed concern with the safety of persons in the intersections while soliciting for their organization. As such, Staff was directed to develop guidelines designed to address the Council’s liability and safety concerns. Staff had drafted a Charitable Organization Solicitation Policy that included the key items of soliciting event dates, eligibility, application and approval, insurance requirements, safety, and other approvals.

Discussion: Discussion centered on safety issues and the appropriate use of safety vests or similar safety-minded attire, and the efficacy of using safety cones and in what manner. Additionally, the suitable time limits for solicitation were discussed. Administration was directed to make suggested changes in the language regarding these issues.

E. Proposed Public Improvement Fund Designations (removed from the agenda)

City Staff annually reviews the cemetery rates in light of the cost of operating Rural Hill Cemetery. Currently, the City’s operation and maintenance budget is $121,970. The projected revenue is $65,000, with the remaining deficit to be subsidized by the City’s General Fund. Staff is recommending a course of action to keep future subsidized amounts at a specific level. In addition to the subsidy issue, the City must also consider the upcoming cost of developing the remaining portions of Rural Hill Cemetery.

Staff is recommending a rate increase in the range of 10% for City residents, 15% for Township residents, and 20% for non-residents, all to become effective January 1, 2003. In addressing the anticipated development of Phase I of the Rural Hill expansion, it was proposed that the costs be allocated to the Public Improvement Fund and/or other sources.

Discussion: A suggestion was made to add a 10% surcharge on the proposed rate increase for the purpose of funding the expansion of the cemetery, with an exception to be made for long-term City residents. Further comments were directed toward a perpetual care fund for the cemetery. Staff was directed to address the issue of a surcharge and a perpetual care fund within six months.

Motion Ayers, seconded by Mittman to approve the proposed Rural Hill Cemetery Fees as presented, with the fees to become effective January 1, 2003. Motion carried unanimously.

An old redwood sign located in the southwest corner of Center and Eight Mile Road was destroyed in a storm three years ago and a replacement sign has been designed by Graphic Visions Inc. in conjunction with City Staff, Northville Public Schools, Russell Design, and the Beautification Commission. Northville Public Schools has agreed to allow the City to extend underground power from its Hillside Middle School sign to the City of Northville sign for after dark lighting. City Staff had requested and received price quotes from two qualified sign companies. The price quotes were:

The Sign Studio $9,055

These amounts include the construction and installation of the sign.

Discussion: Questions were asked regarding the sign’s design being in compliance with the City’s sign ordinance, the direction of the lighting for the sign, and the specific location on Eight and Center. A suggestion was made to have the arrow on the sign be more distinctive.

Motion Ayers, seconded by Swigart to approve the purchase of a "Welcome to Northville" direction sign from Graphic Visions Inc. of Northville, Michigan in the not-to-exceed amount of $8,025 with the provision that the sign be in conformance with the City’s sign ordinance, and further authorize payment of the design fee of $985 to Graphic Visions Inc. for the design work on this sign. Motion carried unanimously.

The Police Department dispatch communications logging recorder is in need of replacement because the previous unit has failed and is no longer in service. Phone calls are recorded on a short-term basis on the E-911 equipment. Radio communications are not recorded. Bids were received in February 2001 from six vendors. Due to an error in the specifications, bidders were invited to submit revised bids, which were opened in April 2001.

Ft. Lauderdale, FL & Southfield, MI With options $20,259.36

CVDS Inc Base bid $15,999.00

Boca Raton, FL With options $17,144.00

DSS Corporation Base bid $15,950.00

Southfield, MI With options $24,200.00

Mobile Communication Service Base bid $16,784.00

Livonia, MI With options $23,659.00

Stephen Campbell & Associates Base bid $15,500.00

Cleveland, OH With options $19,594.00

VanBelkum Base bid $18,062.00

Grand Rapids, MI With options $22,412.00

Unfortunately, the project was delayed due to research requirements and time constraints. Bidders were contacted in March and April 2002 to determine if they could still honor the bids. All were interested in being considered and, due to advances in technology, several indicated the possibility of reducing costs. References were reviewed and the number of Michigan installations for each vendor was a factor. DSS Corporation of Southfield has many installations in the area and very favorable comments were received regarding DSS. Additionally, DSS was able to quote a revised price of $18,500 for the system with options due to equipment and software upgrades.

Motion Hartshorne, seconded by Swigart to accept the revised bid of DSS Corporation of Southfield for a Racal 24 channel Mirra recorder as outlined in the document dated March 6, 2002, with an uninterrupted power supply, for $18,500. Motion carried unanimously.

Traditionally, Council has met in late January or early February to determine goals, objectives, and priorities in preparation for the next fiscal year budget. City Department Heads will be working on their respective department goals and objectives. A summary of their efforts will be presented to the City Council prior to the date selected by Council for the establishment of its 2003-04 priorities.

Motion Ayers, seconded by Swigart to set a special meeting on January 27, 2003 at 7:30 p.m. in City Council Chambers for the purpose of determining the goals and objectives for FY2003-04 and review the Public Improvement Fund designations. Motion carried unanimously.

City Hall offices are traditionally, and by collective bargaining agreements, closed on Christmas Eve Day and Christmas Day, December 24^th and 25^th. This year the holidays fall on Tuesday and Wednesday of the week. City Staff has requested that City Hall be also closed on Monday, December 23^rd. The Police Department and DPW will not be affected, and the Parks and Recreation Department offices at Hillside will be open for citizen inquiries.

Discussion: Concern was expressed over the fact that between the Christmas and New Year’s holiday days off and the weekend, there will only be three days where City Hall offices will be open for business.

Ayers questioned the progress in repairing Taft Road after the utility installations.

Mittman informed Council of a vacancy on Planning Commission.

Gallogly stated the leaf collection program is continuing despite the snow.

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

Respectfully submitted,

Carol T. Kasprowicz

Deputy City Clerk