City Council Minutes

Mayor Christopher Johnson called the meeting to order with the Pledge of Allegiance at 7:30 p.m. at 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

Absent: None

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, DDA Director Lori Ward, Matt Jobin from Rich & Associates, Senior Adult Services Coordinator Sue Koivula, Senior Adult Advisory Council members Peggy Meyer, Bob Russell, and Jim Nield, Northville Record Reporter Maureen Johnston, and 13 citizens.

A. Citizen Comments – None

It was requested that an information memo be placed on the agenda. Cemetery Tree Policy was designated as New Business Item 9E.

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 April 21, 2003

Approve Bills List:

Checks #31607 - #31804

Checks #31805 - #31862

Checks #31863 - #31939

Receive Boards and Commission Minutes – None

Receive Departmental Reports:

Fire Department: 1/03

Board and Commission Appointments: None

Request to Solicit / VFW Auxiliary / May 8-10, 2003

In July 2002, City Council approved the use of City streets for a 5-K race and 5-K walk to be held on Saturday, June 21, 2003 beginning at 8:15 a.m. The event will begin on Griswold Street in front of Ford Field and will end inside Ford Field on the bike path. Permission is requested to place a banner across Griswold Street indicating the start line of the race. Griswold will be closed from 7:45 a.m. to 8:30 a.m., which will allow the banner to be hung after the road is closed. The banner will be removed immediately after the start of the 5-K walk that begins at 8:20 a.m. and before Griswold Street is reopened to traffic.

Questions / Comments: Questions were asked regarding the banner clearance to the street surface, and the notification of nearby residents of the race.

Motion Ayers, seconded by Hartshorne to make a special exception to the banner policy requirements for the Galyan’s Northville Solstice Race on June 21, 2003 to allow a start banner placement across Griswold Street beginning at 7:45 a.m. with removal after the start of the 5-K walk that commences at 8:20 a.m. Motion carried unanimously.

The State Court of Administrative Office has determined that the 35^th District Court Advisory, made up of representatives from each community, cannot be the appointing authority for Court Magistrates. As such, each respective 35^th District Court Township Board or City Council is being asked to adopt a resolution approving Magistrate Eric Colthurst and Magistrate Theodore Johnson as Magistrates of the 35^th District Court.

Motion Ayers, seconded by Mittman to adopt the resolution appointing Magistrates Eric Colthurst and Theodore Johnson as Magistrates for the 35^th District Court. Motion carried unanimously.

The homeowners on Lexington Court have petitioned City Council to reconstruct their roadway when S. Lexington Boulevard is reconstructed sometime in FY03-04. Lexington Court is a 380-ft. roadway connected to S. Lexington Boulevard that ends in a cul-de-sac. Lexington Court is a concrete roadway that will cost approximately $85,000 to reconstruct. Street improvements for 2003 have been approved leaving no funding for an additional street improvement in this year’s program. While the road is in poor condition, it is scheduled to be reconstructed after Taft Road is completed, in approximately 3-4 years.

Questions / Comments: Residents of Lexington Court were present and spoke of the condition of the street and their fears that, unless Lexington Court is reconstructed in the same time period as Lexington Boulevard, the rebuilding of the Court will be postponed indefinitely. Council responded with an explanation of the near future plans of rebuilding Taft Road and the financial implications of that plan. It was pointed out that the concrete work to be done on nearby Taft Road would allow convenient access to rebuilding Lexington Court. It was suggested that a joint sealing effort would be made to Lexington Court to alleviate some of the deterioration.

Over the past several months, the Northville DDA has focused on expanding parking in the central business district. At the same time, two development projects have been tentatively proposed. One is to be at the SW corner of Main and Wing, and the other is to be at the NW corner of Dunlap and Wing. A parking structure could be constructed between these two projects, which would provide enough parking spaces for the developments and approximately 70-100 additional spaces.

Other parking improvements could be made in Parking Lot #3 (behind the Marquis Theater). A parking structure has been conceptualized, as well as expanded surface parking. Either scenario would require the acquisition and demolition of the Edward’s Caterer building.

Matt Jobin, of Rich and Associates, the firm that had designed the decks for the Mainstreet ’93 Program, presented five conceptual scenarios. Three concepts focused on the Wing Street parking structure, which included variations in design, size, and number of levels. Two concepts focused on Parking Lot #3: one with a parking structure, and one with an expanded parking lot with no structure.

It is proposed that the parking structure would be financed through the issuance of a 15-20 year limited tax obligation bond. Bond payments would be made through the capture of tax increments within the DDA District, use of the Parking Fund, and payment of parking credits.

It is suggested that a joint meeting be scheduled in the near future to attain a design consensus between City Council, Planning Commission, and the DDA.

Questions / Comments:

- It was pointed out that the financial resources would allow either a parking structure on Wing Street and an expanded surface lot on Dunlap or a parking structure on Dunlap, but not two parking structures.

- Suggestion was made to reserve one or two parking spaces for bike racks or bike parking.

- Comments and suggestions were made on the specific concepts.

- Concern was expressed on the cost of providing parking for the proposed developments.

In planning for the construction of a parking structure with a completion date of October 2004, the design of the project must begin as soon as possible. The first step in the design process is to perform a proper survey of the proposed site. The survey would provide all legal information of the properties involved, elevations, and topographic features. In addition, the survey would locate all known utilities located below and above ground. The product of the survey would be a drawing completed in an AutoCad digital format. As the possible preferred site for a parking structure would be Parking Lot #2, City staff had requested and received a proposal from McNeely & Lincoln Associates to perform the surveying work.

Questions / Comments: It was requested that McNeely & Lincoln provide a proposal for surveying work of Municipal Parking Lot #3.

Motion Hartshorne, seconded by Swigart to award a contract to McNeely & Lincoln Associates, Inc. of Livonia, Michigan in an amount not to exceed $8,600 for professional land survey services necessary to provide sufficient information to begin the design of a new parking structure in Parking Lot #2, and further authorize the City Manager to sign the contract on behalf of the City of Northville. Motion carried unanimously.

Jim Nield, a member of the Community Center Subcommittee and Senior Adult Advisory Council, reviewed the thought processes in arriving at the proposed Community Center renovation project. Several concepts of development were formulated in researching a viable and affordable project. Concept "C" was the deciding option, which included the renovation of existing building HVAC, electrical, plumbing, interior finishes, exterior lobby windows, doors and service pantry upgrade, building addition, and playground. He presented a model of the project and explained in detail the various aspects of the proposed project including the renovation of the existing building, the construction of the addition, and the inclusion of a new playground.

The Community Center Subcommittee, comprised of City Finance Director Nickie Bateson, Township Finance Director Thelma Kubitskey, Parks and Recreation Director Traci Sincock, and Jim Nield, submitted a report to the Shared Services Committee on the Community Center renovation project. The Shared Services Committee recommended that the report be submitted for consideration and approval to City Council, Township Board of Trustees, and the Board of Education. Four actions are recommended.

1. Renovate the Northville Community Center as proposed in Concept C at a project cost estimated at $2,890,018, with the City of Northville financial commitment of $722,505;

2. Finance the project by equally sharing 50% of the project costs between the City and Township with the remaining 50% of the project costs to be loaned to the Parks and Recreation Department by Northville Township;

3. Select Fanny/Howey Associates for project architectural services and Skanska Inc. for project construction management services; and

4. Authorize the City Manager to co-sign with the Township Manager all legal documents, approve change orders, and execute other project documents as necessary within the scope and budget of the approved project.

Questions / Comments:

- Questions were asked regarding specific aspects of the building.

- A reservation was expressed regarding the division of financial responsibility between the City and Township.

Motion Mittman, seconded by Ayers to concur with the four recommendations as listed above. Yes: Ayers, Johnson, Mittman, Swigart. No: Hartshorne. Motion carried.

A memo was submitted to Council to provide an update on tree removal/replacement plans in Rural Hill Cemetery. A subsequent discussion regarding tree removal in Rural Hill Cemetery led to a suggestion to foster a spirit of tree replacement, even though the prevailing ordinance governing Rural Hill Cemetery does not require tree replacement. It was further suggested that a tally be kept of the trees that are removed from the cemetery, along with the number of trees being planted throughout the City. A further suggestion was made that a program be developed that would allow for the dedication of trees by individuals and/or groups.

Mayor and Council: Mittman complimented staff on the "New Resident Packet" of information that had been recently developed and available for distribution.

Staff: None.

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

Respectfully submitted,

Carol T. Kasprowicz
Deputy City Clerk