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

A. Citizen Comments None

State Representative Craig DeRoche provided an update on the upgrades at the I-96/Beck Road Interchange, the status of the Beck Road Providence Medical Center request to become a full-bed hospital, and the State budget deficit of approximately $900M. Representative DeRoche acknowledged the City’s concern with continual cuts in state-shared revenues.

City Council reiterated that state-shared revenue has continued to decrease for the past four years. A concern for safety prompted the City Council to request a report on MDOT plans to address the lack of traffic control at the I-275/Eight Mile Road southbound exit ramp.

The Housing Director and J.S. Vig Construction provided a brief update on the Allen Terrace renovations. The residents continue to receive construction updates at Housing Commission and Resident Council meetings, through the newsletter, and memoranda from the Housing Director. The terrace project was completed in August and the apartment kitchen project began on October 7^th, with an anticipated completion date of November 30, 2003. Residents have expressed great satisfaction with the new kitchens. A final comment noted that the project remains on budget.

Project updates were provided by the Parks and Recreation Director, Skanska USA, and members of the Senior Advisory Council. Completed items include design development, Historic District and Planning Commission review and approval to proceed, and relocation of several site trees. Site demolition and foundation bid packages were issued and final results will be presented to the City Council and Township

Board of Trustees as it becomes available. Once the building permit is received, the construction site will be secured, the Old Village playground will be dismantled, and the interior building demolition will begin. The construction schedule was reviewed and material samples and color renditions of the building’s interior were presented.

Council Comments / Discussion: Discussion followed relative to the necessity to relocate activities to other buildings. A comment noted that this project is, again, a successful cooperative effort of three governmental units.

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 October 6, 2003

Approve Bills List: Checks #34306 to #34429

Receive Board and Commission Minutes:

Board of Zoning Appeals: 7/2/03

Downtown Development Authority: 9/9/03, 9/30/03

Historic District Commission: 8/20/03, 9/17//03

Parks and Recreation: 9/10/03

Planning Commission: 6/3/03, 8/5/03, 9/2/03

Senior Advisory Council: 9/18/03

Receive Departmental Reports:

Parks and Recreation: 9/03

Request to Schedule Public Hearing / FY 2004 Oakland County Community Block Grant Funds

Disposal of Used Equipment / Copier

Proposed Election Inspector Wage Increase

Northville Rotary Club Goodfellows Newspaper Drive

Resolutions / Grants for Northville Road Bike Path

With the anticipated 2004 completion of the Senior Community Center renovation project, the senior adult program and staff will relocate to the new facility. The Arts Commission and the Northville Community Foundation Youth Advisory Council have expressed interest in using the Senior Center/Scout building when it becomes available. Staff has suggested that consideration be given to all appropriate uses of the facility. The preferred approach in determining the best possible re-use solution is the solicitation of proposals to evaluate building operating costs, address accessibility issues, and assist in determining whether the re-use fulfills an identified unmet community need.

Members of the Northville Community Foundation Youth Advisory Council addressed the City Council, offering their proposal to use the Senior Center/Scout building as a Teen Center. Their presentation cited the need for a safe haven where teens can socialize, congregate after school hours, receive help with their studies, and make new friends. The Youth Advisory Council has been formulating a business plan, including proposed center rules and regulations. Adult supervision would be required during the Teen Center operating hours.

Council Comments / Discussion: Discussion ensued relative to the building’s use, the need to involve all age groups in the planning and advisory process, funding, the need to survey area teens to determine the level of interest in having a teen center, and the fact that a safe environment for teens is not currently available. While the City Council was open to the vision of a teen center, it was suggested that the needs of other interested groups be considered before a final decision is made.

The Parks and Recreation Director was instructed to solicit Requests for Proposals for the re-use of the Senior Center/Scout Building from interested groups, and report back to the City Council in 45 days.

At the October 13, 2003 Public Information Meeting and its October 14, 2003 regular meeting, the Northville Downtown Development Authority expressed a desire to revisit the size, location, and footprint of the proposed parking deck to be located on Wing Street, between Main and Dunlap Streets. As the ballot language being considered on November 4^th is focused on funding and not on the specifics of a particular design, it was suggested that the City Council consider affirming the DDA’s position relative to revisiting the design and location of the proposed parking deck.

Council Comments / Discussion: Discussion ensued relative to the proposed parking deck location, parking deck design, and the parking bonding proposal on the November ballot. Comments and questions included:

• A comment from City Council questioned whether the proposed five-level project was "dead". It was responded that the five-level project is an option to be reviewed; however, based on public comments, it is not the only option being revisited and new designs would be reviewed if present.
• A resident questioned whether the public would be involved in the revised design and development processes. It was responded that hundreds of hours were spent on the previous design and development processes during the public meeting process. The public was encouraged to continue to attend the public meetings relative to the design and development revisions.
• A comment from City Council reiterated the fact that the parking bonding referendum is not a request for a millage increase but a request to sell tax-limited bonds. It was noted that the DDA has committed to pay the debt service on the bonds through DDA tax increment revenues. Further, the cost of any parking improvements, including a parking deck, would be within the funds made available through the sale of bonds as well as other funds that have been marked for this project.

Neil Mansilla, 605 Horton, questioned whether it would be fiscally responsible for voters to approve the bonding proposition without a plan for use. It was responded that the City Council, DDA and City administration have spent years on developing the project, including costs, documentation, meetings, and providing information on several parking expansion and improvement concepts. The type of bond proposed for the parking expansion did not require voter approval. However, the right of referendum was exercised, which placed the bonding proposal on the November ballot. A final comment from Council noted that the bond proposal was unexpected and the City must live with the outcome of the election.

Laurie Marrs, Chamber of Commerce Executive Director, noted that $5M is the maximum amount of bonds that can be issued. If the bond proposal is approved, the City is not obligated to spend or issue the entire amount of funds approved by the voters. However, when a final parking project is identified, the funds will be available for the project to proceed.

Additional comments from the City Council included:

• The City of Northville was one of the first communities to use the DDA mechanism to assist in revitalizing the downtown. The formation of the Northville DDA put public funds into the public infrastructure in the business area, allowing for more development, which continues to increase the community tax base. With controls on the City’s power to tax, as well as the continual decreases in state-shared revenues, an increase in the residential and commercial tax bases benefits the community by assisting the City in raising monies to fund City services without raising taxes.
• As DDA tax increment revenues may only be spent in the DDA district, a comment suggested that it was inaccurate to imply that an increase in the downtown tax base helps the City afford city services for the entire community. It was countered that the prosperity of the downtown has increased not only the downtown tax base, but the commercial and residential tax base and the value of the community as a whole. A viable downtown benefits not only the City of Northville tax base, but the tax bases of surrounding communities as well.
• A comment suggested not allowing the Cambridge Place development project on Cady Street to move forward so that the City could utilize the area to build additional parking at that site. It was countered that studies and surveys have shown that parking is inadequate at the Main Street level and the best way to address this inadequacy is through the construction of a parking deck level with Main Street.
• A comment noted that the City Council is obligated to put parking in the Cady Corridor, which is the area that the downtown is headed. It was countered that the Gibbs Green study stressed the importance of enhancing business in the downtown on Cady Street that would not create competition within the downtown. A further comment pertaining to the Gibbs Green report stated that the study did not sufficiently address parking in the downtown. It was responded that not all recommendations of studies or consultants are used and that the City decides what is best for the community.

Motion Ayers, seconded by Swigart to concur with the position of the DDA regarding revisiting the size, location, and footprint of any parking deck(s) that might be constructed in the downtown. Motion carried unanimously.

On October 6, 2003, the City Council held a public hearing on the Downtown Development Authority’s (DDA) proposed 2003 Amendments to the Downtown Development and Tax Increment Financing Plan. The proposed amendments would allow the DDA to expand its existing parking system through the acquisition and construction of a single or multi-level deck within the downtown. The proposed deck would be financed in part through the issuance of limited tax general obligation bonds. The DDA has committed to pay debt service on bonds issued by the City through their final maturity in 2024. As such, it is necessary that the DDA be in existence until at least 2024 in order to collect the funds to service the bonds.

The 2003 Plan amendments, as presented to the City Council on October 6, 2003, were drafted when the parking expansion program was on schedule for a fall bond sale with construction commencing in January 2004. However, the November 4, 2003 referendum vote relative to the bond sale does not allow the opportunity to sell bonds this fall. As such, the City’s bond counsel has recommended that the 2003 Plan expiration be modified from 2024 to 2028. This would allow the DDA some flexibility in issuing bonds and ensuring the ability to service the bond debt.

As the development area has at least 100 residents, state statute requires that the Northville Citizens District Council (CDC) meet to review the proposed Plan Amendments. The CDC met on October 14, 2003, and after a thorough review of the proposed Plan Amendments, voted unanimously to support the

proposed Plan Amendments through the year 2028. In addition, the CDC voted unanimously to support the 2003 Parking Expansion Program as presented. However, in the event that the project is changed in

footprint, height, or location, the CDC requested that a meeting of their Commission be reconvened for future comment and consideration.

Council Comments / Discussion: A comment expressed opposition to expanding the DDA boundaries and it was questioned whether there were plans to expand the current DDA boundaries. It was responded that the focus at this time was on the Plan Amendment and extending the existence of the DDA until 2028. The proposed Plan Amendment would not change the DDA’s current boundaries and that any plan to expand the DDA boundaries was on hold at this time.

Motion Ayers, seconded by Swigart to accept the CDC’s comments on the proposed 2003 Plan Amendment, and introduce for first reading an Ordinance approving an Amendment to the Development Plan and Tax Increment Financing Plan for the City of Northville Downtown Development Authority, and modifying the proposed 2003 Plan Amendment to extend the DDA’s existence from 2024 to 2028. Further, second reading and possible adoption is scheduled for Monday, November 3, 2003, with an effective date of November 13, 2003, upon publication. Motion carried unanimously.

On September 3, 2003 the City of Northville received bids for the removal of the existing signs and the placement of four new city entrance signs by January 1, 2004, as follows:

The Sign Studio $42,510

Signs By Tomorrow $40,500

Graphic Visions $39,230

Perfect Impressions $34,760

Based on the bid review and analysis, along with an interview and meeting with the low bidder, Staff recommends a contract award to Perfect Impressions of Farmington Hills, Michigan.

Council Comments / Discussion: Discussion ensued on the bids received and it was noted that Graphic Visions, although not the low bidder, was a local company that had worked closely with the City to create the new city entrance sign design, and should receive local consideration for the bid award. It was countered that Graphic Visions had been compensated for any design work and that the difference in the bid amounts was too great to give local consideration. The City Council inquired about the references submitted by Perfect Impressions. The Director of Public Works noted that he had looked at several signs and it appeared that Perfect Impressions could provide a quality product.

Laurie Marrs, Chamber of Commerce Executive Director, stated that the lowest bid is not always the best bid. She urged the City Council to consider using a community-based business known for its quality and service.

Sue Dillon of Graphic Visions stated that Graphic Visions tried to submit the lowest price possible in order to provide a quality product. She expressed concern with Perfect Impressions subcontracting certain phases of the sign construction and questioned their ability to create a quality product.

Motion Ayers to award a contract in the amount of $39,230 to Graphic Visions for the City Entrance Sign project. No support.

Motion Hartshorne, seconded by Mittman to award a contract in the amount of $34,760 to Perfect Impressions of Farmington Hills for the City Entrance Sign project. Yes: Hartshorne, Mittman, Swigart. No: Ayers, Johnson. Motion carried.

The City of Northville’s Newspaper Box Ordinance requires that all newspapers and other publications to be sold or provided in newspaper boxes located in the public right-of-way be placed in and sold from modular units. The modular units would be provided by the DDA at locations where clusters of newspaper boxes currently exist. Staff researched numerous newspaper rack vendors and found that the Arlington Style modular unit by Sho-rack is aesthetically compatible with the other downtown furnishings. The DDA recommends the following newspaper modular unit sizes and locations:

1. Replacement of 18 boxes at the Wing Street parking lot location with one Arlington Style modular unit, 5 boxes wide, 139⅞" long, to house 8 regular newspapers and 4 free publications. The current boxes offer 7 newspapers and 11 free publications. The modular unit would be located across Main Street next to the exiting mail box, and set back of the sidewalk on the lawn panel.
2. Replacement of 13 boxes located at the band shell area with one Arlington Style modular unit, 5 boxes wide, 139⅞" long, to house 8 regular newspapers and 4 free publications. The current boxes offer 8 newspapers and 5 free publications. The modular unit would be located on the east side of the area facing the band shell.

The June Mainville Foundation has given the City a $20,000 grant for specific projects to improve the community. Representatives from the foundation have agreed to the $20,000 expenditure to assist in this purchase. Once installed, the DDA would assume the responsibility of ongoing maintenance and replacement of the newspaper racks.

Council Comments / Discussion: Questions were raised pertaining to newspaper registration requirements, the number of spaces allocated in each modular unit for the various publications, and the proposed newspaper rack locations. It was noted that the "newspaper" mast would be eliminated and that the pillars would be lowered and capped on each modular unit.

Motion Ayers, seconded by Mittman to approve the DDA purchase of two Arlington Style modular newspaper racks from Sho-rack by Kaspar, following the replacement plan recommended by the DDA as presented, at a cost of $6,687.97 per unit. Motion carried unanimously.

On September 30, 2003, the City accepted bids for the Phase I development of Rural Hill Cemetery. This is the first part of a multi-phase project to develop the remaining six acres of the cemetery. Phase I is a grading and landscaping project, which includes clearing, drainage, water supply, fencing, topsoil, and seeding of a specific area of the cemetery. The bid results were as follows:

Acme Contracting $373,737.00

Anglis Civil Contracting $363,162.00

Andezick-Pitea $326,609.50

Blaze Contracting, Inc. $297,428.00

McNeely and Lincoln Associates, Inc., the City’s consultant retained for this portion of the project, reviewed the bids. Since all bids exceeded the established budget for this project, the City’s consultant worked with the low bidder to reduce the project scope and bring it within the City’s budget of $220,000 for this portion of the project. As such, the consultant has offered a post-bid addendum and recommends a contract award in the amount of $211,705.68 to Blaze Contracting, Inc.

Council Comments / Discussion: Due to seeding, it was noted that Phase I would be completed in the spring of 2004. A question was raised on the status of the Northville Laboratory project.

Motion Mittman, seconded by Swigart to award a contract in the amount of $211,705.68 to Blaze Contracting, Inc. of Detroit, Michigan, for the Rural Hill Phase I Development Project. Further, the Director of Public Works is authorized to sign the contract on behalf of the City. Motion carried unanimously.

A 1987 environmental study of the Community Center indicated that the pipe insulation in the boiler room and basement areas contained asbestos. The pipes will be disturbed by the installation of the buildings new ventilation system and must follow State of Michigan procedures for asbestos abatement. These services are considered specialty services and are not part of the construction management contract provided by the project construction manager Skanska USA. Two area firms were contacted and offer the following estimates:

The cost for this service would be covered by the 10% construction contingency.

Motion Hartshorne, seconded by Swigart to award a contract to HealthAir, Inc. of Plymouth, Michigan, in the amount of $1,378 for asbestos abatement project administration and $4,255 for asbestos abatement services, for a total of $5,633. Motion carried unanimously.

Swigart circulated a photo showing the new Dog Park sculpture created from a recycled Ash Tree.

Brief discussion ensued relative to the combined meeting of the Historic District Commission, Planning Commission, and the City Council, to discuss the Historic Preservation Ordinance and other HDC tools, with a suggestion that a meeting be scheduled in late November or early December.

Ayers will be out of town and unavailable for the November 3, 2003 City Council meeting.

B. Staff Communications None

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

Respectfully submitted,

Dianne Massa
City Clerk