City Council Minutes

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

Absent: Mayor ProTem Carolann Ayers (excused)

Also Present: City Manager Gary Word, Assistant City Manager/Finance Director Nicolette Bateson, Deputy City Clerk Carol Kasprowicz, DPW Director James Gallogly, Parks and Recreation Director Traci Sincock, Reporter Pauline Lupercio, and 12 citizens.

A. Citizen Comments – None

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

Approve City Council Minutes:

Regular Meeting of March 17, 2003

Approve Bills List: Checks #31210 to #31324

Checks #31325 to #31394

Checks #31395 to #31479

Receive Board and Commission Minutes:

Downtown Development Authority: 3/11/03

Planning Commission: 3/4/03

Senior Citizens Advisory Council: 2/20/03

Youth Assistance: 2/11/03

Receive Departmental Reports:

Youth Assistance: 2/03

Board and Commission Appointments:

Parks and Recreation: Teresa Folino

Wayne County Road Closure Permit / Galyan’s Northville Solstice Run

Arbor Day Proclamation

Resolution Supporting Oakland County Traffic Signal Retiming Project

2003 "Welcome to Northville" Signs / American Cancer Society

Street Closure Request / Main Street / Annual Flower Sale

Amendment to Clean Michigan Initiative (CMI) / Recreation Bond Program Agreement

At the regular meeting of March 17, 2003, City Council introduced for first reading a proposed ordinance indicating the Northville Housing Commission practice of paying service fees to the City in lieu of property taxes for City services. The ordinance was requested by the Michigan Department of Treasury.

Motion Hartshorne, seconded by Swigart to waive the second reading and adopt the proposed ordinance regarding the Allen Terrace service fee, with the effective date within 10 days, upon publication. Motion carried unanimously.

The specified ordinance indicates that dogs are not permitted on public properties except when on a leash, in a shipping receptacle, or in an automobile. In reviewing the ordinance for compliance with the recent City Council approval to allow a temporary off-leash area behind the Senior Center, the existing ordinance requires revision.

Council comments/discussion: A question was asked regarding the liability associated with incidents of off-leash dogs. Answer: As part of the permit process, every dog owner is to sign a waiver of City liability. The dog owner will be held liable.

Motion Swigart, seconded by Mittman to accept for first reading the proposed amendment to Article I, Chapter 10, Animals, Second 10.2 Dogs At Large by the addition of item "(c): Provided, however, that Section (a) and (b) above do not apply to any piece of City property designated by the City Council as ‘off leash’ property." Motion carried unanimously.

In accordance with the City Charter, the proposed budget document is to be presented to the City Council at the first meeting in April. Accordingly, the FY 2003-04 budget notebook has been distributed with the April 7, 2003 City Council meeting packet. City Council is being presented a balance budget that proposes a slight decrease in the total millage rate. Several factors and significant items in the budget are:

- Voter approval for bonds to be issued by the City for needed improvements to Allen Terrace.

- Removal and replacement of 120+ Ash trees on public right-of-way.

- Hefty increase in health insurance costs.

- Implementation of Phase One of build-out of Rural Hill Cemetery to begin summer of 2003.

- Further revisions to the Historic District Ordinance.

- Street improvements include Northville Road, Taft, Lexington, Springfield, Caldwell, and Bloomcrest.

- Rental inspection program should be initiated during 2003-04 fiscal year.

- The 2003 tax base is approximately $310M.

- The gap between SEV and Taxable Value is now at 29%.

- The operating millage rate for 2003-04 is the same as last year’s at 13.30 mills.

- The total millage rate is the lowest in over ten years at 15.8289 mills.

The budget hearings are scheduled for Tuesday, April 8^th, Monday, April 28^th, and Wednesday, April 30, 2003, all at 7:30 p.m.

Discussion/comment: The Mayor requested Council members and Staff to limit the budget discussions to questions on the materials presented in the budget document versus having a presentation given by each department head.

Staff had been directed to establish a street improvement program for FY03-04 based on the following:

- For the summer of 2003, perform patching on Taft Road sufficient to extend the life of the existing roadway two to three years.

- Reconstruct S. Lexington Boulevard (Potomac to 8 Mile Road).

- Continue with an annual sidewalk replacement program and consider a crack-sealing program.

Staff has proposed the following program for FY03-04 budget year:

- S. Lexington Blvd. Reconstruction (Potomac to Eight Mile Road) $325,000

- Taft Road Maintenance Project (Eight Mile to City Limits) $ 30,000

- Caldwell and Bloomcrest Street Improvement Project $145,000

- Annual Sidewalk Replacement Program $ 30,000

- Springfield Drive Design $ 90,000

- Northville Road Resurfacing (Beal Street to 7-Mile Road) $ 50,000

Discussion: Several residents from Bloomcrest, Caldwell, and nearby Main Street expressed concerns regarding the proposed project. Jennifer Lagasse, Norm Baker, Sue Baker, Amy Horton, and Carie Lee each spoke of their wish to have the water and sewer system improved but each is opposed to a paved road, concrete curb and gutter, and City sidewalks in their neighborhood. Concern was also expressed for the trees and bushes that would be affected by the street placement. Suggestion was made to improve the road with asphalt paving without curb and gutter. Staff was directed to place the water main, sanitary sewer, storm sewer, and asphalt paving on Caldwell. No improvements are to be made to Bloomcrest. Additionally, no sidewalks will be placed on Bloomcrest or Caldwell at this time.

Motion Hartshorne, seconded by Swigart to approve the above listed projects for submittal into the FY03/04 budget document with the amendments to the Caldwell and Bloomcrest Street project, and authorize a budget amendment in the current FY02/03 budget for engineering services to design the S. Lexington Boulevard project and half of the local share for Wayne County’s Northville Road resurfacing project. Motion carried unanimously.

Motion Hartshorne, seconded by Swigart to approve a resolution approving and agreeing to Wayne County’s conditions under the County’s Internal Resurfacing Program for the resurfacing of Northville Road (S. Main Street). Motion carried unanimously.

Properties at 222 and 226 S. Wing Street are owned by the City and were obtained in an effort to reserve land necessary for possible Post Office expansion. Although the Post Office expansion does not appear imminent, the City wishes to retain these properties. However, the structures on these properties have deteriorated to the point that the course of action to be decided is either demolition or renovation. City Council has approved a $20,000 budget in the Public Improvement Fund for this project. If demolition is chosen, Staff is recommending the creation of a temporary parking lot at the site for up to 80 vehicles at a cost not to exceed $10,000.

Discussion: Residents Dan Shutte, Dwayne Miller, and Tim Borthwick, all of Wing Street, expressed their opposition to the suggestion of a parking lot in place of the two structures. They all favored either renovation for both structures, or renovation of 222 S. Wing and the grassing of the lot at 226 S. Wing. Council discussion ensued over the demolition or renovation of one or both structures. Unanimous opposition was expressed to the placement of a parking lot on either or both lots.

Motion Mittman, seconded by Swigart to authorize the demolition at 226 S. Wing Street and grassing the area, and improving the property at 222 S. Wing Street. Motion carried unanimously.

In March 2003, City Council directed staff to begin preparations for the design and reconstruction of S. Lexington Boulevard between Eight Mile Road and Potomac. In an effort to fast-track this project, City Staff has requested a proposal from Orchard Hiltz and McCliment Inc. (OHM) to perform professional services on this project. OHM had successfully undertaken the South Morgan Circle reconstruction. The proposal submitted by OHM estimates the construction cost of this project to be approximately $250,000. The engineering fees will be $45,500. While the project will be undertaken in the FY03/04 budget year, it is proposed that the professional engineering services for this project come from the current FY02/03 budget so that the work can begin immediately for a spring 2003 bid opening and award.

Motion Mittman, seconded by Hartshorne to approve a not-to-exceed fee of $45,500 to Orchard, Hiltz & McCliment, Inc. for professional engineering services on the S. Lexington Boulevard reconstruction project. Motion carried unanimously.

As part of the 2003 Cost Review Project, City Staff has requested proposals from firms that specialize in audit of utility and telecommunications billings and services on a contingent fee basis. The industry standard rate for that service is 50% of costs recovered. Three proposals were received: Standard Rate Review at 25%, Troy & Banks, Inc. at 40%, and Utility Reduction Analysts at 50%. The firm that provided the lowest rate did not respond to a significant amount of the information requested in the proposal, including references. Accordingly, the proposal was disqualified. The lowest qualified bidder, Troy & Banks, appeared to have a solid reputation in the industry.

Motion Mittman, seconded by Swigart to authorize City Staff to contract with Troy & Banks for the audit of Utility and Telecommunications Billings and Services, pending review of the contract by the City Attorney. Motion carried unanimously.

Due to peak workload times and special projects over the past several years, it has been necessary to have a "make shift" workstation in the Finance and Tax Department office area. The area is inadequate, insufficient, and uncomfortable. In order to provide for an acceptable workstation, City Staff has evaluated converting the office shared by the Assessing firm and part-time Finance Analyst to an open area and adding a workstation adjacent to the existing shared office desk. A quote for this work was obtained in 2001. The cost of removing the wall was approximately $1300, and a workstation costs approximately $3700.

Motion Swigart, seconded by Mittman to authorize City Staff to proceed with the office reconfiguration to provide an official workstation in the Finance/Tax area. Motion carried unanimously.

Swigart: Gave a brief report on the recent Historic District Seminar that took place on Saturday, March 22^nd.

Mittman: Asked City Administration to look into the possibility of amending the City Ordinance to include the restriction of use of the Segway (personal transportation "scooter") in the downtown area. Also questioned what would be required of the City regarding trees in the expanded Rural Hill Cemetery in light of the Woodlands Ordinance and Tree Ordinance. Staff was directed to generate a tree inventory of the cemetery within the next month.

Johnson: Reminded Council of the Northville Township groundbreaking ceremony of the new Township Hall taking place Tuesday at 6 p.m.

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

Respectfully submitted,

Carol T. Kasprowicz

Deputy City Clerk