City Council Minutes

Mayor Johnson called the meeting to order with the Pledge of Allegiance at 7:32 p.m. in the Northville City Hall Council Chambers, 215 West Main Street, Northville, Michigan.

Present: Mayor Johnson, Mayor Pro Tem Carolann Ayers, Councilmembers Kevin Hartshorne, Jerome Mittman and Thomas Swigart

Absent: None

Also City Manager Gary Word, Assistant City Manager/Finance Director Nicolette Bateson,

Present: Director of Public Works James Gallogly, City Clerk Dianne Massa, Police Chief James Petres, Parks and Recreation Director Traci Sincock, Reporters Heather Connor and Arlynn Hill, State Representative John Stewart, and one citizen.

A. Citizen Comments None

State Representative Stewart addressed the City Council regarding state-shared revenue, the "dead" legislation pertaining to expanded gaming at horse racetracks, the appointment of former State Senator Robert Geake as the new Racing Commissioner, the State’s FY2004 budget, and the upcoming inaugural activities in Lansing. Council questioned whether Governor-elect Granholm would issue another round of cuts. Representative Stewart explained that the state budget is balanced for this year, through September 30, 2003. He noted that the FY2004 budget has a deficit that may require additional cuts. Representative Stewart reassured the City Council that maintaining revenue sharing was a high priority.

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

Approve City Council Minutes:

Regular Meeting of December 2, 2002

Approve Bills List: Checks #29883 to #30077

Downtown Development Authority: 11/12/02

Housing Commission: 11/13/02

Parks and Recreation: 11/13/02

Senior Citizen Advisory Council: 11/21/02

Youth Assistance: 10/8/02

Receive Departmental Reports:

Parks and Recreation: 11/02

Youth Assistance: 11/02

Downtown Development Authority – Reappointment of:

Margene Buckhave and David Larsen

The City received an application from TDS Metrocom to place a telecommunications system within the City’s right-of-way, for a length of about 300 feet from the northern City limits, south along Center Street, in existing Ameritech conduit. The permit application is being processed under the City’s telecommunication ordinance, which was amended to reflect conformance with the state law known as the Metro Act. Pursuant to the ordinance, the application must be processed within 45 days of receipt. As such, the City Council’s decision must be made by January 2, 2003, and the providers right to access and use of the public right-of-way may not be unreasonably denied. The Metro Act and the ordinance allow the City to require a bond to ensure that the public right-of-way is returned to its original condition. Given the distance and nature of the installation of this system, no bonding requirement is recommended.

Motion Ayers, seconded by Swigart to adopt resolution 02-038 authorizing the issuance of a permit to TDS Metrocom, Inc. for access to and use of the City of Northville public rights-of-way and public utility easements as proposed. Further, as the insurance policies are set to expire on January 1, 2003, the applicant shall provide updated insurance certificates, through the construction period, in the following limits: $2M general aggregate, $1M each occurrence, $9M excess coverage, and $1M workers compensation, with the City of Northville named as an additional insured on all policies allowed by statute. Motion carried unanimously.

At its regular meeting on December 2, 2002, the City Council reviewed a draft of the proposed Charitable Organization Solicitation Policy. Following their discussion, the City Council requested three revisions to the policy. Staff has revised the policy to reflect the following changes:

Soliciting Event Dates: Defines the soliciting date to be between the hours of 8:00 a.m. until 5:00 p.m. or from dawn to dusk, whichever is shorter.

Safety: Requests to solicit on public streets would be approved with the condition that minimum safety measures are maintained during the entire event. These include:

- Volunteers must wear reflective safety vests and/or bright, reflective, iridescent, or fluorescent colored clothing easily seen by motorists.

- Volunteers soliciting in the street must place traffic cones in the area in which they are standing to define the area in which the solicitation will occur.

If adopted, the policy would be effective on January 1, 2003 and a copy of the policy would be sent to the various charitable organizations on file in the City Clerk’s office.

Council Comments / Discussion: A comment expressed concern with the policy not stipulating that a solicitation volunteer be at least 18 years old before being allowed to solicit in the street. It was suggested that, should this become a problem, the policy could be revised at a later date.

Motion Mittman, seconded by Hartshorne to adopt resolution 02-039 establishing a Charitable Organization Solicitation Policy for soliciting funds within the public rights-of-way in the City of Northville. Motion carried unanimously.

The Shared Services Committee met in October 2002 and discussed the future ability to provide Parks and Recreation services, taking into account the continued population growth in Northville Township and unpredictable funding resources. The Committee concluded that professional services were needed to help develop a Parks and Recreation organizational structure that meets the needs of all residents and provides a long-term strategy that plans for expanded operations and future Department needs.

Four firms responded to the Proposals for Professional Services request. The members of the Shared Services Committee, along with City and Township Administration, interviewed three firms. Based on the interview/presentation, the Committee recommends the selection of GreenPlay, LLC of Broomfield, Colorado to conduct the Organizational Review and Long Term Strategy Project.

It is estimated that a project budget of $50,000 would be required to cover to cost of GreenPlay and the additional administrative support needed by the Parks and Recreation Department during the project. The Shared Services Committee recommends that the project’s cost sharing follow the shared basis of the current operating formula (78.2% Township, 21.8% City), with the City’s share being $10,900. The project was not budgeted for fiscal year 2003, thus a budget amendment would be necessary. Funds are currently available in the Public Improvement Fund.

Council Comments / Discussion: Discussion ensued relative to the appropriate funding source for this project. There was concern that funding program development projects was not an appropriate use of the Public Improvement Funds. It was maintained that Public Improvement Funds should be used to fund unique projects, such as development projects, that are not a part of day-to-day operations. It was suggested that $6,000 of CDBG funds be used as a funding source, with the remaining balance funded through the Fund Balance Reserve. It was noted that the Council could reimburse the Fund Balance Reserve with Public Improvement Funds, at a later date, if desired.

Further comments noted that the project would begin in January 2003, and the assurance that the focus groups and surveys would be representative of everyone in the community.

Motion Swigart, seconded by Mittman to accept the recommendation of the Shared Services Committee to contract with GreenPlay, LLC of Broomfield, Colorado for the Organization Review and Long Term Strategy Plan for the Parks and Recreation Department, at a project budget not to exceed $50,000. Further, Staff is authorized to prepare a budget amendment for the City’s share of the project, not to exceed $10,900, with $6,000 to be funded through CDBG funds and the balance to be funded through the Fund Balance Reserve. Motion carried unanimously.

In the spring of 2002, the Northville Police Department purchased two 2003 Ford Crown Victoria Police cars from the low bidder of Signature Ford. The price quoted in the bid was $20,507.30 per vehicle, the Macomb County bid price, which the dealer extended to other municipalities. During the 2002-03 fiscal year budget process, funding for the purchase of two police patrol vehicles was approved. At this time, Ford is still producing the 2003 model vehicles, with the cut-off for orders expected to be in early February 2003. Since vehicle production has not changed, staff contacted the low bidder and determined that the bid price is still valid and due to manufacturer incentives, the cost has been reduced to $19,914.00 per car, with an additional $25 per car discount if ordered before January 29, 2003.

Council Comments / Discussion: A question was raised relative to the safety of the Ford Crown Victoria fuel tanks. It was explained that Ford has made one fix to correct structural problems that could cause fuel tank punctures. It was also discovered that the additional police equipment placed in the trunk is contributing to the tank punctures. Ford has provided an additional fix to assist in correcting this problem. Further comments focused on the number of accumulated miles on older police vehicles that will later be declared as excess equipment.

Motion Ayers, seconded by Swigart to approve the purchase of two 2003 Ford Crown Victoria police patrol vehicles from Signature Ford of Perry, Michigan at a cost of $39,778.00, including the early order discount. Motion carried unanimously.

The Police Department operation includes dispatch service for police and fire operations. Civilian dispatchers are used for most of the dispatch operations. Staffing one position around the clock requires 4.2 employees, excluding any paid leave and training time. Factoring in only the lowest number of vacations specified in the labor contract, 4.45 employees are needed for the dispatch operation. The current staff includes one senior police clerk, two full-time dispatchers, two part-time dispatchers, and one part-time officer/dispatcher. Officers are also used for dispatch to fill vacancies in the schedule.

For the past several years, the technology used for dispatch operations has increased and become more sophisticated, resulting in dispatching becoming a specialized position requiring considerable training and a frequent use of the job skills to maintain proficiency. Officers typically do not receive the training and occasional assignment does not maintain the skill level needed in the computerized environment. A survey of similar sized communities indicated that all departments operating their own dispatch center used dispatchers rather than officers for dispatch operations.

The cost to add a full-time dispatcher would be $25,044 for the remainder of FY2003 and $53,215 for FY2004. The current budget has an excess unencumbered salary and fringe allocation of $102,700. Part of this is due to the seasonal overtime expenses related to the racetrack operation. Other sources of the excess include the reduced availability and use of part-time dispatchers and the pay rate differentials during the year.

Council Comments / Discussion: Comments included:

A question on whether technology would eventually reduce staff levels. It was explained that in larger departments, this could be the case; however, in small departments such as Northville, it is necessary to have someone staffing the dispatch center. The number of dispatchers required provides for one full-time dispatcher for each shift and one and one-half dispatchers needed to cover paid leave and training, which would not allow for a staff reduction.

Opposition to adding additional staff mid-budget year and the feeling that a more appropriate time to request additional staff is during the budget hearing process.

Continuing the practice of using patrol officers as dispatchers is not a good use of funds, as patrol officers are higher paid and both officers and dispatchers have different skill and training levels.

It is not uncommon for public safety to be at least 50% of the overall general fund budget. Past practice has indicated that residents support police funding.

Motion Ayers, seconded by Swigart to authorize the hiring of an additional full-time dispatcher in the Police Department. Yes: Ayers, Swigart, Mittman, Johnson. No: Hartshorne. Motion carried.

Mittman commented that he would be out of town for the January 21, 2003 City Council meeting. He also commented on correspondence he received from the Arthritis Foundation regarding the Jingle Bell Walk and Run held on Sunday, December 15^th. The Arthritis Foundation noted that the event was extremely successful and expressed their appreciation to Chief Petres, Sgt. Krueger, and the Police Department, DPW staff, and Northville Downs.

Swigart stated that a vacancy on the Historic District Commission is likely. He noted that training on Historic District standards, state statute, and historic preservation is scheduled for January – April 2003. Councilmember Swigart hoped that a new commissioner could be appointed in time to benefit from this training. It was suggested that the training be offered to the City Council, Planning Commission, and Downtown Development Authority as well.

On behalf of the City Council, the Mayor wished staff and residents a happy holiday.

B. Staff Communications None

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

Respectfully submitted,

Dianne Massa
City Clerk