City Council Minutes

Mayor Johnson called the meeting to order at 6:05 p.m. in the Northville City Council Chambers, 215 West Main Street, Northville, Michigan.

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

Absent: None

Also Present: City Manager Gary Word, Assistant City Manager/Finance Director Nicolette Bateson, Deputy City Clerk Carol Kasprowicz, Police Chief James Petres, Fire Chief James Allen, Director of Public Works James Gallogly, Building and Code Enforcement Officer Rick Starling, Parks and Recreation Director Traci Sincock, Housing Director Joanne Inglis, DDA Director Lori Ward, Youth Assistance Director Mary Ellen King, Reporter Pauline Lupercio.

CITIZEN COMMENTS: None

City Staff responded to questions by Council on their previously submitted goals, objectives and priorities.

· Complete and implement an employee policies and procedures manual.

· Initiate an effort to improve the aesthetic appearance including signage, walkways, and streets and the major entrances into the City of Northville.

· Propose, and if approved by the City Council, initiate a rental inspection program for the City.

· Develop, initiate, and enforce demolition guidelines within the Northville Historic District.

· Revise and present to the City Council a revised Historic District Ordinance that would be in conformance with state statute.

Council comments: It was suggested that the overseeing of the Allen Terrace renovation be included in the City Manager’s goals. It was cautioned that the goal of instituting the rental inspection program not interfere with the more pressing goals of the City.

· Employee Benefits – Post Retirement Healthcare Funding

- Pending budget constraints, obtain a revised actuarial analysis of the unfunded post-retirement healthcare liability. Evaluate firms for assistance in formal plan development and evaluate funding mechanisms.

- Complete implementation and integration into long-term financial plan.

· Personnel

- Complete implementation of personnel manual.

- Begin preparation for evaluation of labor contracts that expire June 30, 2004.

· Expand City website to enhance service to the Public and improve efficiency of City operations.

- Continue integrating web features for the public with City processes. For FY 2003 this included tax and assessing information

- ListServ implementation, agenda packets available in secured site location, employee intranet, on-line bill payment, website promotion, assist DDA with promotion of website and additional features as desired.

- Continue integrating web features for the public with City processes. This could include: assisting Parks and Recreation with investigating on-line registration capabilities, promote increased use of ListServ by City departments, implementation of selected agenda packets on-line, continue investigating on-line payment opportunities, implementation of employee intranet, website promotion – Phase II.

· Address shrinking unlevied millage due to Headlee and Proposal A limitations

- Investigate and report on Headlee Limitations in other communities and an evaluation of potential long-term need for future Headlee override proposal.

- Investigate and report on potential for dedicated millages.

· Cost Control Audit

- Utilizing tools available, perform a comprehensive review of all operating expenditure categories. This will begin during 2003.

· Financial Software Upgrades

- Upgrade to BS&A General Ledger and Accounts Payable Software

- Complete BS&A General Ledger and Accounts Payable Software conversions.

· GASB 34

- Continue implementation, including preparation of June 30, 2002 Balance Sheet using GASB 34.

- First full-year of GASB 34 implementation.

· Review ordinances with financial impact.

- Review of water and sewer ordinances.

- Review water and sewer ordinance and purchasing ordinance.

· Investment Program

- Monitor changes in investment program for continued improvement.

- Implement proposed restructuring of investment program utilizing a laddering approach.

· Automatic Debit Program

- Customer education on new program.

- Explore options and demand for automatic debit of tax payments.

· Staffing

- Continue program of professional development for new staff member, including specialized training in tax and assessing matters.

· Integrate new technologies into business processes.

City Treasurer:

- Create a Historic District in the Assessing program. Complete implementation of projects in process.

City Assessor:

- Implement Apex software for property sketching.

- Update process for handling personal property records.

· Contracted Network Administration

- Ensure stability of the City’s information system by utilizing a contracted network administrator for diagnostic, troubleshooting and maintenance matters.

· Internet Access Training

- Evaluate all applicable employees’ computer skills with focus on training and certification.

· Hardware Replacement Program

- Replace desktop PCs which were purchased in 1999.

· Document Management Information System

- Continue implementation of Phase I (Police and City Clerk Departments). Begin planning for Phase II (Building Department and Finance Department).

· Geographic Information System

- Coordinate Oakland and Wayne County data issues.

- Pending budget process outcome, move forward with City Sight software acquisition.

Council comments: Questions and discussion ensued regarding GASB 34, the affects of the Headlee limitations, and the impact of declining revenue sources. A question was raised regarding the City’s ability to respond to a crisis generated by infrastructure damage. Staff indicated that contact with all appropriate agencies has been established and procedures are in place for responding to emergencies.

· Continue to conduct all department business and respond to citizen requests and concerns in a professional manner.

· Continue efforts to collect unpaid parking ticket revenues.

· Continue inputting minutes from the various boards/commissions into the document imaging management system.

· Continue to address liability issues pertaining to the City, using the services of Michigan Municipal Risk Management Authority, MML, and SEMCOG.

· Continue to attend the Master Academy in association with the goal of Master Municipal Clerk Certification.

· Undertake and complete the construction of an 8" watermain and an 8" sanitary sewer on Caldwell Road.

· Perform an annual leak survey and repair any identified leaks.

· Continue the annual Watermain Flushing Program and begin an annual valve and hydrant repair/replacement program.

· Continue and enhance the City’s Sanitary Sewer Cleaning Program.

· Implement corrective sanitary sewer repairs on Springfield Drive and in other areas of the City.

· Undertake the design and construction of street improvement for Caldwell and Bloomcrest.

· Perform annual Sidewalk Replacement Program.

· Undertake the design and construction of the Mill Race Village parking lot improvement project.

· Complete the construction of the Eight Mile Road Bike Path.

· Work with Northville Township and Wayne County in a joint effort to connect Ford Field with the Six Mile Road bike path.

· Administer the City’s solid waste program in a cost efficient manner, including facilitation of the Household Hazardous Waste Collection, annual fall collection of leaves, and the proper operation of the compost facility.

· Provide necessary public services to Downtown Northville in cooperation with the DDA and the Chamber of Commerce.

· Provide proper operation and maintenance of the City’s two cemeteries.

· Undertake a special Ash tree removal and mitigation project along City streets and parks.

· Advertise for the purchase of a snow plow truck, general utility pickup, and tire mounting machine.

Council comments: Questions were asked regarding the sewer repairs on Springfield Drive, the street improvements for Caldwell and Bloomcrest, the Mill Race Village parking lot improvement project, cemetery improvements, and the ability to assist the Parks and Recreation in their equipment needs.

· Complete the development of comprehensive procedures manual including job descriptions, rules of conduct, and review of policies and procedures.

· Update and improve equipment including the implementation of the wireless system, transition to a CAD system, transition to a new CLEMIS Records Management System, and complete the installation of a communications recording system.

· Improve the facilities of the Department including the completion of the carport in the rear of City Hall, continuation of firearms training at Western Wayne Correctional Facility, and the review of plans to build a storage building in the DPW Yard.

· Train and involve junior staff in more of the administrative operation of the Department in preparation for the loss of senior staff in the next few years due to retirements.

· Service the community through cooperative efforts with other agencies.

Council comments: Comments on placing the 800 MHz radio project on a high priority.

· Work with the Building Department to initiate the Rental Inspection Program.

· Utilize paid on-call firefighters to staff the station during daytime hours Monday through Friday.

· Purchase a Thermal Imaging camera through a fund raising project.

· Provide CPR and AED training to more citizens in the community.

· Continue to provide high quality fire protection and medical rescue service.

Council comments: Questions were asked regarding the use of part time on-call firefighters and the function of the thermal imaging camera.

· Conduct all department business in a professional and morally acceptable manner by handling all business promptly and courteously and assisting citizens and contractors when a city code or ordinance is in violation.

· Complete the development and implementation of a Rental Property Registration and Inspection Program.

· Continually strive to provide for proactive code enforcement instead of reactive code enforcement.

· Continue to support the various boards, commissions, consultants, and other City Departments and employees.

· Continue to support computer training and software use by staff; complete the updating of the various applications, procedural processing, and permit application process as required by the State of Michigan; and complete the adoption of the State of Michigan Rehabilitation Code for Existing Buildings as required.

· Create and implement a minimum of three new activities for each age group.

· Maximize financial and personnel resources by taking advantage of partnership opportunities in the community.

· Update the current registration and facility reservation software with Internet accessibility.

· Renovate the Northville Community Center to include senior adult programming.

· Continue needed park improvements in the Northville Community Park, Fish Hatchery Park, Ford Field, Millennium Park, Henningsen Park, and Baseline/Carpenter Playground.

· Begin development of additional athletic fields at Community Park.

· Identify, develop, and implement a plan for an off-leash community recreation area.

· Construct a play area at Community Park.

· Continue joint facility use efforts with the School District.

· Develop local guidelines that are used when planning for recreation needs.

· Encourage the preservation and enhancement of the natural, historical, and cultural resources of the Northville community.

Council comments: Inquiry was made regarding the identification of additional recreation facilities for development. A comment was made for the need to insure the maintenance of any additional parks to be acquired and developed. A question was asked regarding the cost of on-line registration software.

· Continue to provide service to Allen Terrace residents, maintain high occupancy, and follow an economic budget.

· Manage the Allen Terrace renovation process with minimum disruption to the residents.

· Establish a replacement reserve for future capital needs expenses.

· Continue to explore the possibility of expanding the senior housing in Northville.

· Continue to assist the Northville Parks and Recreation Department in its effort to expand senior citizen programming and space.

· Begin administration of the City’s Community Development Block Grant Program. Investigate the implementation of a home repair program and utility shut-off program for low to moderate-income Northville residents.

· Enhance Commission staff through training and education.

Council comment: Questions regarding the responsibility of administering the City’s CDBG Funds.

· Identify vendor for newspaper box receptacles for the downtown. Purchase and locate boxes at key locations in the downtown.

· Paint and repair all railings in the City’s two municipal parking decks. Complete all painting and repair work in the three elevator towers in the parking decks.

· Reestablish the Rehabilitation Loan program for physical improvement projects in the downtown.

· Continue the maintenance program that was established in 2000; continue the implementation of the Landscape Master Plan for the downtown; repair and replace sections of the brick sidewalk and concrete sidewalk and curbing.

· Continue to administer the Employee Parking Permit program; identify locations and funding for potential parking lot/deck construction within the DDA District.

· Expand the DDA’s physical boundaries as recommended by the Downtown Planning Subcommittee; extend the DDA’s TIF and Development Plan past its current 2007 expiration date.

· Work with other Department Heads to develop an outdoor open space ordinance to assist in regulating and maintaining city owned property including the band shell.

· Work with the Downtown Public Restrooms Committee to identify a second location for a public restroom.

· Maintain, refresh, promote, and market the DDA’s website.

Council comments: Question posed regarding the Rehabilitation Loan program.

Youth Assistance:

· Sponsor a Community Dialogue for community leaders and students, with the support of the City, Township, and the School System.

· Implement an action plan from the outcome of the Community Dialogue.

· Outreach to more youths in all programs: mentoring, tutoring, homework help, and community service work.

· Follow up on mentor / mentee evaluations.

· Continue to increase the visibility of the program in the community.

The following items were given a priority designation:

· Water and Sewer System Improvements – High Priority

· Retention of the Retail Operation of the Northville Post Office – Medium Priority

· Long Term Financial Stability (with accumulated fund balance goal to be 25% to 35% of the City’s General Fund) – Medium Priority

· Street and Sidewalk Improvements – Medium Priority

· City, Township, and Schools Facilities Development – High Priority

· Parking Management / Coordination Plan – Medium Priority

· Cemetery Expansion – Medium Priority

· Allen Terrace Renovation – High Priority

· Homeland Security Awareness – Medium Priority

· Historic District Ordinance – Medium Priority

· Mill Pond Improvements – Low Priority

Racetrack funds (in excess of the cost of police department service provided at the racetrack) are recorded in the Public Improvement Fund. Over the past decade, the funds have mostly been used for capital outlay and construction activities. Based upon the FY 2002 audited financial report, breakage revenue of $412,094 was received by the Public Improvement Fund during the fiscal year then ended. Thus far, the following actions were taken regarding the Public Improvement Fund:

- During FY 2003 Budget discussions, City Council designated $34,000 for four projects.

- On October 7, 2003, City Council authorized $9,750 for Historic District Demolition Standards.

City Staff has compiled the following list for the remainder of the funds:

- Cemetery Expansion $100,000

- Pedestrian Walkway (Partner with Northville Township) 52,000

- Future Senior Center Project 75,000

- Replace All City Entrance Signs 35,000

- S. Wing Street Demolition and Parking Enhancements 20,000

- Tree Removal and Replacements (Emerald Ash Borer) 43,490

- 8 Mile and Novi Road Entrance Landscaping 5,000

- A/V Screen on South Wall in City Council Chambers 1,010

- Mill Pond Restoration 5,000

- Reverse 911 System Reserve 15,000

- Contingency / Grant Match 16,844

Council comments: Suggestion to assign funds for park development; suggestion to remove A/V screen; suggestion to adjust cemetery rates in the future to diminish the contribution to the Cemetery Fund from the General Fund; suggestion to change designation of S. Wing Street funds to read "S. Wing Street Properties."

Action on this agenda item was deferred to the Regular Meeting of February 18, 2003, New Business, Item 9I.

Meeting adjourned 7:20 p.m.

Respectfully submitted,

Carol T. Kasprowicz
Deputy City Clerk