City Council Minutes

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

Absent: None

Also City Manager Gary Word, Assistant City Manager/Finance Director Nicolette Bateson,

Present: Director of Public Works James Gallogly, City Clerk Dianne Massa, Parks and Recreation Director Traci Sincock, Housing Director Joanne Inglis, Housing Commissioners Robert Buckhave (arrived 7:33 p.m.), Ray Casterline (arrived 7:36 p.m.), Charles Jerzycke, Sue Ellen Hooper, and Bill Robertson; Valerie Vig of J.S. Vig Construction Company, Reporters from the Northville Record and the Community Crier, and one citizen.

A. Citizen Comments None

In May 2003, the Northville Township Board of Trustees selected M.C. Smith, a landscape architecture firm, to prepare a concept use plan for the additional 80 acres of property located adjacent to and west of Northville Community Park.

The Parks and Recreation Director provided a brief presentation of the proposed concept plan presented to the Township Planning Commission and Township Board of Trustees during their July 17 and July 31, 2003 study sessions. The proposed plan calls for five full-size soccer fields and a practice/warm-up area, one lacrosse field, four ball diamonds, six sand volleyball courts, three basketball courts, a 1.4 mile path system, three playground and picnic areas, a skate park, fishing pond, 1200-seat amphitheatre, and parking for over 600 cars. The total project cost is estimated at approximately $11 million and it is proposed that the project would be completed in three phases. A Park Development subcommittee has been given the task of determining which scope items to recommend to the Board of Trustees for inclusion in phase one. It is the Township Board’s intent to allocate approximately $3 million of the funds generated by their Park Development Millage toward the development of phase one.

Council Comments / Discussion: Comments centered on the estimated operating costs for phase one as well as the overall operating costs once the park expansion is completed, the need to carefully prioritize when determining which scope items to include in each project phase, and the importance of including scope items in each phase that address the recreation needs of the entire community.

The minutes of the July 21, 2003 Regular City Council meeting were amended on page six to reflect Councilmember Mittman’s comments to read: "He also questioned the status of revising the cemetery fee structure as it pertains to funding long-term care cemetery expansion (the cemetery will be expanded in phases and the current expansion project is considered phase one)."

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

Halloween "Trick or Treat" Hours and Night Street Closures

Michigan Employees Retirement System (MERS) Annual Meeting

On July 14, 2003, the Allen Terrace Renovation Committee received bids for several renovation projects associated with the renovation of Allen Terrace. The bid proposals were presented to the Housing Commission at their July 24, 2003 meeting. The following proposals represent the Housing Commission’s recommendation to City Council.

Based on the construction costs, contingency of $62,824, allowances of $26,700, and professional services, the project has a shortfall estimated between $50,000 and $85,000, depending on the need for contingency

and allowances. Shortfalls include the elevator and parking lot projects, which would be completed following the projects listed above. Once these projects are completed, and depending on the need for budgeted contingencies and allowances, the Housing Commission will determine if additional financing is needed. Valerie Vig of J.S. Vig Construction Company reviewed the bid proposals and the proposed construction schedule.

Council Comments / Discussion: Questions were raised relative to flooring removal, cabinet and counter top material quality, the estimated amount of time needed to complete the various project phases in each apartment, and the method used to determine the order in which apartments would be renovated.

Motion Hartshorne, seconded by Swigart to approve the contracts listed above for the Allen Terrace Renovation Project, in the total amount of $865,297, and authorize J.S. Vig Construction Company to execute the contracts in accordance with the construction management contract. Motion carried unanimously.

Allen Terrace residents have expressed interest in purchasing used kitchen cabinets for their families and friends. The estimated value of the cabinets is $0. As such, the Housing Commission requests waiving the bid process so that the cabinets may first be offered for purchase to Allen Terrace residents. The cabinets will be sold in "as-is" condition, for the price of $20 for the set of top cabinets and $20 for the set of bottom cabinets. Sale offers would be made first to Allen Terrace residents and then by public notice to the general community. Fees collected would be designated to renovation related expenses, such as, but not limited to, providing resident meals during the renovation process.

Motion Hartshorne, seconded by Swigart to authorize the disposal of the Allen Terrace kitchen cabinets through the procedure recommended by the Housing Commission, without competitive bids, as the estimated value of the kitchen cabinets is $0 and no advantage to the City would result from competitive bidding. Motion carried unanimously.

On July 22, 2003, the Parks and Recreation Department received the following bids for the purchase of a 2003 Chassis F-450 XL Dump Truck, which would replace the 1978 Dump Truck currently used by the Department.

Astro Truck Equipment/North Brothers $40,517.19

North Brothers Ford/American Cargo $39,773.19

Signature Ford $35,639.00

Blackwell Ford $39,014.19

Jorgensen Ford $35,369.00

Due to the end of the 2003 model year, all vendors submitted bids for a 2004 chassis, which was acceptable to the Parks and Recreation Department. The lowest bid was submitted by Jorgensen Ford in the amount of $35,369. The dump truck purchase was included in the Parks and Recreation FY2004

budget as a financed purchase. An installment purchase financing proposal was prepared by Comerica Bank, with a financing rate of 2.95% for five years.

Motion Ayers, seconded by Mittman to approve the purchase of a 2004 Super Duty F-450 XL Dump Truck for the Parks and Recreation Department from Jorgensen Ford of Detroit in the amount of $35,369. Motion carried unanimously.

On July 22, 2003, the Parks and Recreation Department received the following bids for the purchase of a 2003 Chassis F-150 XL Pick Up Truck, which would replace the 1984 Econoline Van currently used by the Department.

Astro Truck Equipment/North Brothers $15,575.08

North Brothers Ford/American Cargo $15,575.08

Red Holman Pontiac GMC $18,573.00 (2004 chassis)

Signature Ford $17,867.00

Blackwell Ford $21,725.90

Jorgensen Ford $18,295.00 (2004 chassis)

Due to the end of the 2003 model year, two of the vendors submitted bids for a 2004 chassis, which was acceptable to the Parks and Recreation Department. The lowest qualified bid was submitted by North Brothers Ford of Westland in the amount of $15,575.08. The pick up truck purchase was included in the Parks and Recreation FY2004 budget as a financed purchase. An installment purchase financing proposal was prepared by Comerica Bank, with a financing rate of 2.95% for five years.

Motion Mittman, seconded by Ayers to approve the purchase of a 2003 F-150 XL Pick Up Truck for the Parks and Recreation Department from North Brothers Ford of Westland, Michigan in the amount of $15,575.08. Motion carried unanimously.

Motion Ayers, seconded by Mittman to adopt an installment purchase resolution and authorize City Staff to execute the installment purchase agreement with Comerica Bank for the financing of a 2004 Super Duty F-450 XL Dump Truck to be purchased from Jorgensen Ford of Detroit in the amount of $35,369, and a 2003 F-150 Pick Up Truck to be purchased from North Brothers Ford of Westland in the amount of $15,575.08, for the Parks and Recreation Department. Motion carried unanimously.

Swigart commented on the initiative of one of the residents in removing the weeds in the cemetery. He noted that the City is fortunate to have wonderful people willing to volunteer their time and talents to the community.

Hartshorne noted several items that were brought to his attention by residents: The possible need to place calcium chloride on the Grace Street alley, the fire hydrant at Lake and Grace was missed during the recent

fire hydrant repainting program, the need for sidewalk repairs on Grace Street, and the possible need to designate an official crosswalk(s) in the City. Further discussion ensued pertaining to crosswalks, including the lack of a crosswalk at Eight Mile and Center, liability, and a request to receive clarification on the criteria used to determine the designation of an official crosswalk.

Ayers noted that the Northville Youth Assistance Five Year Strategic Plan was approved by the Commission. She briefly reviewed the various components of the plan and noted that, while mentoring continues to be a prime focus, the strategic plan also concentrates on creating programs to reach out to young people before they get into trouble.

Mittman raised a question regarding the City’s cost for snow removal this winter compared to previous winters. He noted that he would be out of town and unable to attend the August 5^th Planning Commission meeting and that, depending on his flight schedule, he may also be late in arriving to the next City Council meeting. Mittman reviewed the various items appearing on the August 5^th Planning Commission meeting agenda.

B. Staff Communications None

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

Respectfully submitted,

Dianne Massa

City Clerk