City Council Minutes

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

Absent: Mayor Christopher Johnson (excused)

Mary Ellen Patterson Hollis, 114 Walnut, expressed her appreciation to Henry Ford for his contributions to the community.

The Council viewed two brief commercials advertising the Solstice Run. The commercials will air on Flint PBS and locally on Comcast.

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

Approve City Council Minutes:

Regular Meeting of June 2, 2003

Approve Bills List: Checks #32329 to #32394 and Checks #32395 to #32481

Planning Commission: 5/6/03

Receive Departmental Reports: None

FY 2003 Millage Rate / Street, Drainage & Sidewalk Improvement Fund

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

The City received a request to purchase seven parking credits as a result of an addition to the Little Italy Restaurant located at 227 Hutton. The addition provides for additional kitchen space and a retail component to sell restaurant related items. When developers within the central business district are unable to provide onsite parking, City policy allows the purchase of parking credits in accordance with Section 17.03 of the City Zoning Ordinance. At the April 1, 2003 Planning Commission meeting, the Commission reviewed and approved the final site plan for the Little Italy expansion conditioned upon the City Council granting approval for the purchase of seven parking credits. In accordance with the Parking Space Credit Policy, the Council considers each purchase request on its own merit.

Council Comments / Discussion: It was noted that it has been four years since the last review of the parking credit fee structure and an adjustment may be warranted. Brief discussion followed relative to the addition’s proposed use.

Motion Mittman, seconded by Swigart to:

1. Determine that the need for parking space credits at 227 Hutton meets the criteria for sale of the credits under established City policy.

2. Allow the sale of seven parking credits at an established price of $3,200 per parking space credit for a total of $22,400.

3. Authorize City Staff to prepare and effectuate a special assessment agreement to allow the  payment of parking space credits over a ten-year period with an interest rate of 6% applied  against the unpaid balance. Motion carried unanimously.

The City received a request to purchase five parking credits as a result of the development of a new restaurant/piano bar adjoining Poole’s Tavern located at 157 E. Main. The expansion provides for approximately 1,000 square feet of entertainment area. When developers within the central business district are unable to provide onsite parking, City policy allows the purchase of parking credits in accordance with Section 17.03 of the City Zoning Ordinance. At the June 3, 2003 Planning Commission meeting, the Commission approved the final site plan subject to Historic District Commission review and City Council approval for the purchase of five parking credits. In accordance with the Parking Space Credit Policy, the Council considers each purchase request on its own merit.

Council Comments / Discussion: It was clarified that the parking credits remain with the building and that the building owner is assessed for the parking credits and is responsible for payment to the City. Payment default is added to their taxes.

Mary Poole, owner of Poole’s Tavern, 157 E. Main, asked the City Council to consider a fee adjustment as the new development requires only part-time use of the parking lot.

Motion Swigart, seconded by Mittman to:

1. Determine that the need for parking space credits at 157 E. Main meets the criteria for sale of the credits under established City policy.
2. Allow the sale of five parking credits at an established price of $3,200 per parking space credit for a total of $16,000.
3. Authorize City Staff to prepare and effectuate a special assessment agreement to allow the payment of parking space credits over a ten-year period with an interest rate of 6% applied against the unpaid balance. Motion carried unanimously.

Over the past several months, the City has initiated efforts to increase the total number of downtown parking spaces. Most recently, the focus has been on a project to construct a new parking deck within the central business district. The DDA and the Planning Commission have recommended that the proposed parking deck be located along Wing Street between Main and Dunlap Streets. The proposed deck would accommodate new development and provide 80-100 excess parking spaces beyond the development requirements.

Two firms have assisted staff in the preliminary study of design concepts and cost impact. Rich and Associates, Inc., architects for the two Cady Street parking decks, negotiated a lump sum fee of $245,000 for design of the proposed parking deck. The George Auch Company was the construction manager for the Northville Public Library and the City Hall renovation projects. In addition, Auch Company has extensive experience in parking deck construction. The construction management fee has been negotiated to 3.5% of the construction costs, with the construction manager holding the contracts.

The City Attorney reviewed the contracts and found them legally acceptable for signing, subject to the recommended insurance requirements of the City’s insurer, Michigan Municipal Risk Management Authority (MMRMA).

Council Comments / Discussion: Although section 5.1.1 of the construction contract cites Wing Street as the proposed parking deck location, it was decided that the location of the proposed parking deck should be formally determined prior to awarding or discussing the proposed professional services contracts.

Motion Mittman, seconded by Swigart to concur with the DDA and the Planning Commission recommendations regarding the location of the proposed parking deck on Wing Street between Main and Dunlap Streets, as well as the recommended reconfiguration of the Marquis parking lot. Yes: Mittman, Swigart, Ayers. No: Hartshorne. Motion carried.

A question was raised relative to the funds currently available to finance the proposed professional services contracts. Staff explained that the proposed contracts would be funded through DDA reserve funds for parking expansion and the parking fund, with a combined total of approximately $1.2M to assist in the project funding. The City Council noted that the proposed parking deck is developer driven and development agreements between the City and developers should be negotiated prior to presenting a resolution to the City Council requesting the bond sale. A final comment noted that any development negotiations or bids should include provisions for land sales as it was unlikely that any proposed land swaps would receive unanimous Council approval as required by the City Charter.

Motion Swigart, seconded by Mittman to approve the contract of Rich and Associates, Inc. to design a parking deck within the Northville central business district, in the lump-sum amount of $245,000, subject to recommended insurance requirements of MMRMA, and authorize the Mayor to sign the agreements on behalf of the City. Yes: Swigart, Mittman, Ayers. No: Hartshorne. Motion carried.

Motion Mittman, seconded by Swigart to approve the contract of George W. Auch Company to manage the construction of a parking deck within the Northville central business district at a fee not to exceed 3.5% of construction costs, subject to the recommended insurance requirements of MMRMA, and authorize the Mayor to sign the agreements on behalf of the City. Yes: Mittman, Swigart, Ayers.

Comment: Hartshorne stated that he is not against development; he is against overdevelopment.

In 1997, the Housing Commission installed a canopy over the ramp and entryway at Allen Terrace for the purpose of shielding the walkway from inclement weather. The canopy has been repaired to the extent possible and now requires replacement. The following proposals were received:

Belle Isle Awning $5,320

Signature Awning $5,400

J.C. Goss Company $5,995

At its May 28, 2003 meeting, the Housing Commission reviewed the proposals and recommended the contract award to Belle Isle Awning.

Council Comments / Discussion: A question was asked relative to the life of the canopy (unknown).

Motion Hartshorne, seconded by Swigart to award a contract to Belle Isle Awning, in the amount of $5,320 for the replacement of the canopy at Allen Terrace. Motion carried unanimously.

On June 11, 2003 the City received bids for pavement patching on Taft Road. The intent of the project is to perform surface repairs by placing a hot asphalt overlay on certain identified areas along Taft Road between Eight Mile Road and the City limits. The bids are summarized as follows:

Thompson-McCully Company $21,650

Florence Construction Company $23,025

ABC Paving, Inc. $24,500

S&J Asphalt Company $24,999

T&M Asphalt Paving, Inc. $28,550

Metropolitan Asphalt Company $36,479

The low bidder, Thompson-McCully, has performed projects for the City in the past and is considered to be one of the best asphalt paving contractors in Michigan. Funding for this project would come from the Street, Drainage, and Sidewalk Improvement Fund. Council previously approved a $30,000 budget for this project, with the expectation that the project would extend the life of the roadway two to four years.

Council Comments / Discussion: Since the bids came in under the budgeted amount, it was noted that the remaining funds, if needed, could be used to overlay additional areas of Taft Road, with a suggestion to save the funds to use toward any future projects that come in over-budget.

Motion Mittman, seconded by Swigart to award a contract in the amount of $21,650 to Thompson-McCully for the Taft Road Pavement Patching project and authorize the Director of Public Works to increase the contract up to the $30,000 budget limit to overlay additional areas on Taft Road. Motion carried unanimously.

On June 11, 2003, the City received bids for pavement marking along major streets within the City. This project includes centerline striping, edge of road striping, crosswalks, turn arrows, and legends. The bids are summarized as follows:

M&M Pavement Marking, Inc. $7,474.00

R.S. Contracting, Inc. $8,877.00

PK Contracting, Inc. $9,411.36

The low bidder, M&M Pavement Marking, Inc., has successfully performed this work for the City in the past. Funding of $6,000 for this annual project is included in the Major Street budget. The contract amount is greater than the budget amount; however, a budget transfer within the Major Street-Routine Street Maintenance fund can be made to cover this project.

Motion Swigart, seconded by Mittman to award a contract in the amount of $7,474 to M&M Pavement Marking, Inc. for pavement marking on City streets. Motion carried unanimously.

In 2001, the City made an application to the Michigan Department of Transportation for a proposed bike path on Eight Mile Road. The City received a grant for a maximum of $140,000 or one-half of the construction cost, whichever is less. The City of Northville and the Northville Public Schools agreed to contribute $80,000 each to the project as a local match. The project began in September 2002 and is now substantially complete. Russell Design, the project’s professional consultant, has prepared the final balancing change order based on as-built quantities. The change order exceeds the original contract award by $30,829.17, but not the budgeted amount. Basic extras, including an increase in gravel, sub-base undercutting, the addition of a retaining wall, and restoration of existing electrical and irrigation lines led to the project increase. The project is summarized as follows:

Project Costs:

Original Contract: $186,450.00

Final Balancing Change Order: $ 30,829.17

Professional Services: $ 36,297.00

Other Costs: $ 4,500.00

Final Project Total $258,076.17

MDOT Grant (minimum): $100,000.00

City of Northville local match: $ 80,000.00

Northville Public Schools local match: $ 80,000.00

Total $260,000.00

Council Comments / Discussion: Questions were raised relative to the retaining wall and the electrical repair.

Motion Mittman, seconded by Hartshorne to approve a final balancing change order for the increased amount of $30,829.17 to Summit Transport, Inc. for the Eight Mile Road Bike Path project. Further, the Director of Public Works is authorized to sign any MDOT documents that may be required to receive matching grant funding for this increase. Motion carried unanimously.

The City’s collective bargaining agreements require a 3.25% salary adjustment effective July 1, 2003. Traditionally, non-union personnel have received a similar, but not exact, salary adjustment. An amount of $48,500 is requested for salary adjustments for full-time and part-time non-union personnel, which would reflect the cost of a 3.25% –4.0% wage and benefit adjustment. Base adjustments would be effective July 1, 2003. Consistent with previous years, an amount of $10,000 for merit incentive pay for non-union personnel is also requested.

Motion Swigart, seconded by Hartshorne to:

Authorize the City Manager to expend up to $48,500 for salary and benefit adjustments for non-union personnel (excluding the City Manager) effective July 1, 2003.

Authorize the City Manager to expend up to $10,000 for non-base merit incentive pay during FY2003-04. Motion carried unanimously.

Swigart stated that Northville Soccer Association made a request for exclusive use of the soccer fields in the parks system. He summarized the recent discussions between the Northville Township Board of Trustees and the Recreation Commission relative to the Commission’s desire to delay specific projects until the completion and review of the Parks and Recreation long-term strategic plan report.

Hartshorne questioned why the Ford Field parking lot lights remain on during the day. The DPW Director stated that this might be due to a malfunction of the photocell. Hartshorne will be on vacation during the first two weeks of July and will not be at the July 7, 2003 regular City Council meeting.

B. Staff Communications

Word reminded the City Council that he would be out of town during the first week of July, but he will be back for the Independence Day Parade and the July 7, 2003 City Council meeting.

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

Respectfully submitted,

Dianne Massa
City Clerk