City Council Minutes

Mayor ProTem Carolann Ayers 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 ProTem Carolann Ayers, Councilmembers Kevin Hartshorne, Jerome Mittman, and Thomas Swigart

Absent: Mayor Christopher Johnson (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, Reporters Maureen Johnston and Scott Spielman, and four citizens.

A. Citizen Comments – None

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

Approve City Council minutes of:

Special Meeting of April 28, 2003

Special Meeting of April 30, 2003

Regular Meeting of May 5, 2003

Approve Bills List: Checks #31940 - #32001

Checks #32002 - #32148

Receive Board and Commission Minutes:

Downtown Development Authority: 4/8/03, 4/16/03

Historic District Commission: 3/19/03

Parks and Recreation: 4/9/03

Planning Commission: 4/1/03

Senior Citizens Advisory: 4/17/03

Receive Departmental Reports:

Fire Department: 2/03, 3/03

Parks and Recreation: 4/03

Board and Commission Appointments:

Beautification Commission: Sally Hayes (appointment)

2003 "Welcome to Northville" Signs / St. Paul’s Lutheran School Open Enrollment

2003 "Welcome to Northville" Signs / Northville Sidewalk Sale

Request to Solicit / International Order of Alhambra

Request to Canvass / Michigan Consumer Federation

Proposed Amendments to the 2002-03 Budget through March 31, 2003 and Investment Report

The City Charter requires that the City Council receive a copy of the proposed fiscal year budget at its first regular meeting in April. Following presentation of the budget on April 1^st, the City Council discussed the draft budget at three separate meetings through the month of April. The proposed FY 03-04 budget provides for general fund expenditures of $5,847,222. To support the budget the following millage rates are recommended:

- 13.30 mills for the operating budget (same as current year)

- 0.5627 mills for debt service for the 1990 Street Construction Program

- 1.8090 mills for the Street, Sidewalk and Drainage Program approved by the voters in 1997.

- 0.1572 mills for the Public Safety Debt Millage approved by the voters in 2000.

A total millage levy for operating, debt, and improvements is proposed to be 15.8289 mills.

Motion Mittman, seconded by Swigart to adopt the budget resolution as presented. Yes: Ayers, Mittman, Swigart. No: Hartshorne.

Comment: Hartshorne stated that, although he commends staff on the budget as prepared and presented, he would not vote for a budget that includes a fee for card playing by senior adults.

At a recent meeting, residents of Caldwell and Bloomcrest received approval from City Council to modify the proposed improvements to Caldwell by eliminating sidewalks and curb and gutter, and by deleting all proposed improvements to Bloomcrest. As part of the discussion, it was noted that Mr. and Mrs. Horton, residents of 800 W. Main (northwest corner of W. Main and Caldwell),would be required to place a sidewalk along their property as a condition of their building permit. The Hortons have requested City Council to waive the required sidewalks, and offered to pay the City the 2003 sidewalk bid price for an amount equal to the square footage of sidewalk that would have been put in front of their home. The City would invest this money and use it for sidewalk placement.

Discussion: A lengthy discussion ensued regarding

• the topographical features of W. Main Street and Caldwell,

• the commitment to have Northville as a walking City as manifested by a resolution adopted by City Council in April 2001,

• the possible inequity of approving the appeal in light of previous denials,

• the desire to be consistent with the stated policy, and

• the compromise factor of the residents presently paying for a sidewalk that might be put in at a later date.

Motion Mittman, seconded by Swigart to grant the waiver for sidewalk placement to Mr. and Mrs. Horton at 800 West Main Street and to accept from the Hortons the equivalent cost of said sidewalk into the City’s sidewalk fund to be used for new sidewalk construction. Yes: Ayers, Mittman, Swigart. No: Hartshorne.

The City’s capital improvement plan proposes improvements to the City’s sidewalk system every year. For FY03-04, City Council has approved $30,000 to repair unsafe sidewalk throughout the City. On April 30, 2003, the City received bids for this year’s project from:

Goretski Construction $19,325

McCarthy Construction $19,585

Hartwell Cement Company $21,672

As the low bid was under the budgeted amount of $30,000, it was recommended that the size of the project be increased to the budgeted amount. Sidewalk placement locations were suggested for Council consideration.

Discussion: Discussion ensued on the appropriateness of specific areas of repair versus new construction. Suggestion was made to review and revise the 10-year new sidewalk plan in light of new information. Question was asked regarding the repair of sidewalks in front of City property.

Motion Swigart, seconded by Hartshorne to award a construction contract in the increased amount of $30,000 to Goretski Construction Company for the 2003 Annual Sidewalk Replacement Program, with the increase in project scope to be undertaken at the specified unit prices stipulated in the contract bid proposal. Motion carried unanimously.

The existing old wood retaining wall in front of 220 Hill Street is in poor condition. The wall is placed along the City’s right-of-way line and is leaning well out over the sidewalk, and is in such poor condition that it may collapse onto the City sidewalk. In discussing this matter with the property owner, Mrs. Bauchat, it was agreed that the City and property owner share the cost of replacing the wall.

The City requested and received a price quote from Old Village Landscaper of Plymouth for the retaining wall, in addition to a price quote for removal and replacement of brick pavers along East Main Street. The cost for the retaining wall is $9,850 (half of which will be paid by the property owner), and the cost for the brick pavers is $2,315.

Motion Mittman, seconded by Swigart to approve a contract with Old Village Landscaper for the installation of a concrete block wall at 220 Hill Street at a cost of $9,850 (half of which will be invoiced to the property owner), and for the installation of brick pavers along E. Main Street at a cost of $2,315. Motion carried unanimously.

On May 5, 2003, City Council agreed with the Northville Township Board of Trustees to proceed with the Community Center renovation/expansion project. A necessary step in the design process is obtaining a proper survey of the building and exterior grounds. The survey will provide the property descriptions, easements, elevations, site utilities, and topographic features. Staff requested and received a proposal from McNeely and Lincoln Associates, Inc. to perform the survey.

Motion Hartshorne, seconded by Swigart to award a contract to McNeely and Lincoln Associates, Inc. for professional surveying services for the Community Center renovation project at a cost not to exceed $5,400. Motion carried unanimously.

Two City parking lots are being considered for location of a new parking structure in downtown Northville. At its May 5, 2003 meeting, City Council approved a proposal to perform professional surveying services on Parking Lot #2 (Wing and Main). At that meeting, it was requested that surveying services be also performed on Parking Lot #3 (Marquis Theater lot). Subsequently, the Police Department requested that similar legal information be provided regarding Parking Lot #1 (Mary Alexander Court). The police have experienced problems with issuing tickets in this area, which may be resolved if property lines are identified. Proposals were requested and received from McNeely and Lincoln Associates for said services.

Motion Hartshorne, seconded by Swigart to award a contract to McNeely & Lincoln Associates, Inc. for professional land survey services in Parking Lot #1 for an amount not to exceed $5,200, and for professional land survey services in Parking Lot #3 in an amount not to exceed $12,600, and to authorize the City Manager to sign these contracts on behalf of the City of Northville. Motion carried unanimously.

The City’s water system has an underground reservoir immediately adjacent to the elevated water storage tank. The reservoir is supplied water by the City of Detroit, which the City of Northville then pumps into the elevated tank. One of the pumps was failing and a new motor was ordered and has since been installed. The replacement of the pump was considered necessary to protect the health and safety of the public, and was purchased as provided under Section 2-182(c)(4) of the Code of Ordinances.

Motion Mittman, seconded by Hartshorne to approve the purchase of a new motor for the water storage reservoir in the amount of $10,400.70 and authorize the necessary budget amendment. Motion carried unanimously.

City Staff was directed to accept sealed bids for the sale of used computers and related equipment. On May 14, 2003, 15 bids were received. Based upon an analysis of the bids received, participants who were outbid were offered, at the same price, a similar item that received no bids. The final recommendation of sale was summarized and provided. The remaining equipment will continue to be disposed of in the manner approved by City Council on April 28, 2003.

Motion Swigart, seconded by Hartshorne to accept the proposed bid awards as follows:

PC#36 Jeremy Leonard $120.00

PC#37 Jeremy Leonard $120.00

PC#38 Kay Thompson $ 20.00

PC#39 Dorothy Zarzecki $ 20.00

PC#41 Bruce Whelton $ 30.00

PC#42 Sandi Wiktorowski $ 23.00

PC#43 Douglas Shaw $ 40.00

PC#44 Douglas Shaw $ 40.00

PC#46 Sandi Wiktorowski $ 23.00

PC#47 Jena Shephardson $ 30.00

PC#53 Sharen Wiktorowski $ 20.00

PC#56 Jim Petres $ 35.00

PC#57 Jim Petres $ 35.00

PC#58 Phyllis Bowers $ 20.00

PC#59 Thomas Schultz $ 30.00

PC#60 Thomas Schultz $ 30.00

PC#61 Thomas Schultz $ 30.00

PC#64 Melville Simpson $ 23.99

PC#65 Jeremy Leonard $150.00

PC#66 Jeremy Leonard $150.00

PC#67 Dorothy Zarzecki $107.00

Printer #50 Bruce Whelton $ 20.00

Camera #1 Melissa Wyman $ 2.00

TOTAL $1,134.99

And to further authorize the disposal of the remaining equipment by (1) notice of sale posted on website for ten calendar days, (2) offer to other public agencies, (3) offer to nonprofit groups, and (4) recycle or scrap. Motion carried unanimously.

At its May 5, 2003 meeting, City Council was briefed on five conceptual parking deck plans had been formulated by the Downtown Development Authority. The same concepts were presented to the Planning Commission at its regular meeting on May 6, 2003. On May 13, 2003, the DDA discussed the plans and determined that parking deck "Concept A" and the Marquis surface lot "Concept B" were the preferred design concepts. As such, it would be advisable for the City Council, Planning Commission, and DDA to meet jointly to discuss the merits of these designs before further commitments are made.

Motion Hartshorne, seconded by Mittman to call a special joint meeting of the City Council, Planning Commission, and Downtown Development Authority for 7:00 PM on Thursday, June 5, 2003 to be held in the Council Chambers at City Hall. Motion carried unanimously.

Mayor ProTem Ayers reviewed the City Manager’s performance evaluation, which was conducted through individually written critiques by each Council member. The evaluation was divided into ten managerial characteristics with each characteristic given a decimal score from 1.0 to a 5, with 5 being "outstanding." Mr. Word’s 2003 evaluation was given a combined score of 4.7. The report gave the following assessments:

- Organizational Management = 4.6

- Fiscal Management = 4.9

- Program Development and Follow Through = 4.5

- Intermediate/Long-Range Planning = 4.5

- Intergovernmental Relations = 4.5

- Relationship with Public = 4.8

- Relationship with Employees = 4.6

- Relationship with Mayor and City Council = 4.8

- Professional Development = 4.6

- Personal Characteristics = 4.8

City Manager Word expressed appreciation of the support of City Council and credited City Staff for the specific accomplishments noted by Council.

Swigart presented an update on the Parks and Recreation Strategic Plan.

Hartshorne questioned the increase in water loss as noted in a recent report, noted the recent sale of the Northville Psychiatric Hospital, and provided further information regarding dog parks.

Mittman inquired as to updates on pending racetrack legislation, noted the activities of the recent Johnson Creek Day and complimented staff on their participation.

Ayers inquired as to the status of the Allen Terrace project.

B. Staff – None

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

Respectfully submitted,

Carol T. Kasprowicz
Deputy City Clerk