City Council Minutes

Mayor Johnson called the meeting to order with the Pledge of Allegiance at 6:30 p.m. in the Northville City Hall – Meeting Room A, 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

The property of Linda Dzwigalski, 631 Fairbrook and Elaine Bannon, 617 Fairbrook, borders Rural Hill Cemetery. Each submitted letters, photos, and other documents outlining their concern with issues relative to the cemetery expansion project, which included the City’s request for a land easement, the proposed stormwater retention basin and its environmental impact on their existing retention pond, proposed natural buffer and fencing, a request for an entrance gate to address 24 hour cemetery traffic, problems with waste management, property damage, and grave placement.

One Councilmember requested a report on the cemetery expansion project to include project status conformance with the cemetery master plan. The City Manager was directed to report back to the City Council.

City Staff responded to questions from City Council on their previously submitted goals, objectives and priorities.

• Complete and implement an employee policies and procedures manual.
• Initiate and implement a rental housing inspection program.
• Acquire the Post Office facility at Wing and Cady Streets to help preserve the retail operation of the downtown Northville Post Office.
• Complete and implement combined police/fire dispatch operation with Northville Township.
• Facilitate the growth and development of the City’s central business district.
• Maintain City Manager certification.

Council Comments/Discussion:

• Comment noting that the four bargaining unit contracts expire in June 2004 and placing this as a high priority goal.
• Brief discussion on the status of the rental housing inspection program and a question on the reasons/evidence that point to a need for this program.
• Comment that the rental housing inspection program is staff intensive and would not be a good use of resources in a difficult budget year, with a suggestion to delay implementation of this program.
• Concern expressed with acquiring the Post Office property, prompting discussion which noted that should the building be vacated, purchase of the property would allow the City to control this area for redevelopment purposes.
• A request for the City Manager to report back to the City Council on the status of the Gibbs Green projection on sustainable growth in the downtown.

• Employee Benefits
  • Post Retirement Healthcare Funding: Evaluate post retirement healthcare funding investment structure.
  • Complete employee benefit plans restructure.
• Personnel
  • Complete implementation of personnel manual.
  • Implementation of new labor agreements.
• Continue investigation of e-government opportunities, including on-line payment for taxes, utility bills, and other services.

• Ensure stability of City’s information system by utilizing a contracted network administrator for diagnostic, troubleshooting, and maintenance issues.
• Continued implementation focusing on workflow for new documents in conjunction with the Document Management Information System.
• Geographic Information System to proceed pending departmental requests for GIS implementation.

• City Clerk to coordinate cross-training with emphasis on passport processing and front office (cashiering and switchboard) coverage.

Council Comments/Discussion:

• Question relative to the status of the implementation of GIS project.
• Question on the labor costs incurred for the Document Management Imaging System project.
• Comments and discussion relative to addressing millage and Headlee limitations, including the possibility of a special millage to fund certain programs or the possibility of a Headlee Override.

• Continue to professionally conduct all department business and respond to citizen requests and concerns.
• Review all current fees, fines, and other charges in the Fees, Fines and Penalties Schedule.
• Continue efforts to collect unpaid parking ticket revenues.
• Administer the August Primary and November General Elections.
• Continue implementation of the Document Management Imaging System project.
• Continue to address liability issues, obtain sufficient insurance from contractors and special event sponsors, and schedule staff training using the services of Michigan Municipal Risk Management Authority.
• Continued attendance at the Master Academy to obtain Master Municipal Clerk certification.

Council Comments/Discussion: A question was raised relative to the recent Election Consolidation legislation and its impact on the City.

• Continue to study the feasibility of a consolidated dispatch operation, with the goal of providing superior dispatch service to the City.
• Complete development of current job descriptions for police department positions and continue to review other Department policies and procedures for inclusion in the Department Manual.
• Update and improve equipment including the implementation of the wireless system, transition to a CAD system, transition to the new CLEMIS Records Management System (RMS), Oakland County 800 MHz radio project, and participate in Oakland County Mugshot System.
• Improve the Department facilities with the completion of the carport at the rear of City Hall, and repair and paint interior walls of City Hall where needed.
• Continue in-service training, staff programs, and special community service programs.
• Continue to work with the DDA and downtown businesses as it pertains to the parking management program.

Council Comments/Discussion: Question on the necessity of the carport.

• Perform annual leak survey and repair identified leaks.
• Continue the Watermain Flushing Program and valve and hydrant repair/replacement program.
• Enhance the Sanitary Sewer Cleaning Program to continue court-mandated cleaning and inspection of publicly-owned sanitary sewers, and comply with requirements of the City’s General Storm Water Permit.
• Reconstruct Springfield Drive (Morgan Blvd. to Coldspring), Lexington Court (Lexington Blvd. to end), and perform annual Sidewalk Replacement Program.
• Administer City’s solid waste program and facilitate the Household Waste Collection Day program with other communities.
• Utilize DDA funding to provide clean downtown streets and parking facilities and assist the NCA and the Chamber of Commerce with Downtown events and activities.
• Provide for the continued operation and maintenance of the City’s two cemeteries and assume the maintenance of the completed first phase of the planned Cemetery Expansion Project.
• Continue City street maintenance through the annual Street Crack Sealing Program, annual Utility Cut Repair Program, street sweeping, snow and ice removal activities, tree trimming and planting activities, and routine traffic sign replacement.
• Continue the equipment replacement schedule through the purchase of two pickup trucks and a tractor backhoe.

Council Comments/Discussion:

• Questions on the Taft Road reconstruction project.
• Question on the street crack sealing program.
• Brief discussion on DDA funding for snow removal from Downtown streets, curb areas, sidewalks, and parking lots.
• Question on the status of a rate analysis for proposed cemetery rate increases to assist in funding long-term cemetery operational costs and capital improvements.

Council Comments/Discussion: Questions on status of the open space discussions, with a response noting that this item would likely be presented to City Council in March.

• Complete fundraiser for the Golf Cart rescue vehicle.
• Implement the "Knox-Box System" program/installation for all new commercial construction and encourage installation in existing commercial buildings
• Continue training of citizens for CPR and use of the AED units located in City buildings.
• Implement the Rental Housing Inspection Program.
• Continue to provide high quality fire protection, medical service and public education.

Council Comments/Discussion: An explanation of the Knox-Box system was offered.

• Continue to conduct all department business in a professional and morally acceptable manner, by handling all business promptly and courteously and assisting citizens and contractors when a City code or ordinance is in violation.
• Complete the development and implementation of the rental housing inspection program.
• Continually strive for proactive code enforcement instead of reactive code enforcement.
• Support various boards, commissions, consultants, and other City departments and employees.
• Complete updating of various applications and processing procedures as required by the State of Michigan and complete the adoption of State of Michigan Rehabilitation Code for existing buildings.
• Continue seminar and education opportunities for contractual inspectors and support staff.

• Provide an expanded downtown parking system and administer the employee parking program.
• Continue implementation of Streetscape Improvement Plan and 1999 Landscape Master Plan.
• Paint and repair all railings in municipal parking decks, complete repair work associated with the parking deck elevator towers, and develop on-going maintenance and repair schedule for the parking decks. Repair and replace sections of brick and concrete sidewalks and curbing as needed and continue the purchase and replacement of site furnishings.
• Expand the DDA physical boundaries and revise the DDA Tax Increment Financing and Development Plan to include projects identified by the Downtown Planning subcommittee.
• Develop an outdoor open space ordinance or policy to assist in regulating and maintaining City-owned property, including the band shell, city-owned parks, and public plazas.
• Work with financial community to establish financial programs to encourage physical improvements to the existing downtown buildings and businesses. Work with the Northville Chamber of Commerce to complete the Business Recruitment Retention package to be used as a tool to attract prospective businesses and developers.
• Continued administration of the Old Church Square public restroom operation and maintenance and work to identify additional locations for Downtown public restroom facilities.
• Continue to maintain the DDA website.
• Reorganize the DDA Board, with standing Committees and Board assignments/responsibilities.

Council Comments/Discussion:

• Question on the expansion of the Band Shell park area.
• Questions on the DDA website pertaining to merchant and customer feedback and website features pertaining to parking information.

• Continue to provide service to Allen Terrace residents, maintain high occupancy, and follow an economic budget.
• Develop a capital needs summary, including past capital projects and future needs.
• Continue to explore possibility of expanding senior housing in Northville.
• Continued the administration of Community Development Block Grant program and identify qualified projects throughout the City.
• Enhance Commission staff through education and training.

• Continue to monitor the Community Dialogue Action Plans and keep all participants informed of their progress.
• Implement in-service workshops for mentors and schedule speakers for workshops.
• Stay in touch with mentors through the scheduling of one-on-one mentor/mentee/parent review and counseling sessions and other group activities.
• Establish a Youth Advisory Board by working with Community Dialogue leaders and schools to identify needs of board and student participants.
• Continue to increase visibility of the youth assistance program in the community through sponsoring speakers on parenting issues, working with the high school to develop a program for students transitioning into high school, and speaking to local organizations.

• Continue to improve existing programs: Art Market, Summer Clock Concerts, Michael Farrell lecture series, Student Art Show, art classes, and Public Art Program (selecting and installing a sculpture at Hutton Park).
• Continue development of the Art Club at Amerman School (new activity).
• Improve community awareness of Northville Arts Commission services and activities by launching a Marketing Subcommittee, developing a Volunteer Program for citizen participation and involvement, and increase participation in the Friends of the Arts in Northville membership program.

The following items were given a priority designation:

1. Water and Sewer System Improvements, with continuation of efforts to improve the utility infrastructure, control water loss, control inflow and infiltration to preserve sewer capacity, building working capital, minimize or avert future rate increases, and continue efforts to monitor regional water distribution and sewer capacity initiatives that might impact the City’s water and/or sewerage collection systems.
2. Long-Term Financial Stability, continued efforts to achieve and maintain a general fund balance minimum of 25%-35% of the City’s annual budget, continued investigation of alternate revenue sources or revenue enhancements which would include, but are not limited to, Headlee millage override, special or dedicated millages for parks and recreation or public safety.
3. City, Township, and School Facilities Development Plan for Future Recreation Needs in the Northville Community, through the development of a unified plan and partnership to provide appropriate and adequate facilities, including youth assistance programming and an expanded senior center. Emphasis placed on maximizing the use of existing facilities and resources.
4. Parking Management / Coordination Plan, by continuing the Parking Management Plan initiated in 2002, including short-term parking management initiatives to maximize the use of existing parking spaces as well as long-term parking enhancement plans to improve parking options in the central business district.
5. Labor Negotiations, successful negotiations for the union contracts expiring on June 30, 2004.

1. Retention of the Retail Operation of the Northville Post Office, by continuing to work with Northville Township to address to expansion needs of the post office while preserving the economic benefits of a retail post office within the central business district.
2. Street and Sidewalk Improvements, through the continuation of the annual crack sealing program and the annual street and sidewalk program approved in 1997.
3. Cemetery Build-Out, through the timely development of the remaining portion Rural Hill Cemetery within available resources. Emphasis placed on making the cemetery operation as self-supporting as possible, with minimum impact on the general fund.

1. Mill Pond, with consideration toward improvements and possible construction of a silt retention basin on the upstream portion of the Pond.

Projects on Hold: None identified.

1. Allen Terrace Renovation Project, to be completed in July 2004 and closed out by Fall 2004.
2. Historic District Ordinance, significant changes were adopted to reflect conformance with state statutes.

The City Council goals and objectives will be placed on the next meeting agenda for City Council review.

Historic District Commission Appointment/Reappointment was added to the consent agenda.

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

Approve City Council Minutes:

Regular Meeting of February 2, 2004

Executive Session of January 20, 2004

Approve Bills List: Checks #36162 to #36237, and #36238 to #36323

Receive Board and Commission Minutes:

Housing Commission: 1/7/04

Parks and Recreation: 1/14/04

Senior Advisory Council: 1/15/04

Receive Departmental Reports:

Fire Department: 11/03, 12/03

Parks and Recreation: 1/04

Historic District Commission: Leanie Bayly – reappointed - three year term expiring on 1/1/07

Traffic Control Order 03-07 / School Crossing Guard Locations

Traffic Control Order 03-08 / City Hall-Community Center Parking Lot

Traffic Control Order 03-09 / Senior Center Parking Lot

Historic District Commission Appointment/Reappointment:

Mark Cryderman – reappointed - three year term expiring on 1/1/07

Walter Coponen – appointed to fill vacancy – term expiring on 1/1/05

The City of Northville expects to receive approximately $65,000 from the Wayne County Community Development Block Grant (CDBG) program for fiscal year 2004. Recommended uses are as follows:

It was noted that the Allen Terrance Improvements include the replacement of the third floor carpet and wallpaper.

Council Comments / Discussions: Brief discussion on the proposed CDBG contribution at the county level and it was noted that the allocation of CDBG funds would be referred back to the City Council if the actual amount received is different than the estimate.

Motion Mittman, seconded by Hartshorne to allocate the FY2004 Wayne County Community Development Block Grant funds as proposed. Motion carried unanimously.

Johnson commented on the February 17^th DDA meeting, noting that the DDA would like to have a joint meeting with City Council, Planning Commission, and Historic District Commission to discuss parking expansion in the downtown.

Motion Mittman, seconded by Hartshorne to call a special joint meeting of the City Council, Downtown Development Authority, Planning Commission and Historic District Commission for Tuesday, March 23, 2004 at 7:00 p.m. (meeting to be held at the City Hall). Motion carried unanimously.

Swigart noted that the Youth Advisory Group did not submit their business plan for use of the Senior/Scout Building, to the Recreation Commission. As such, the Recreation Commission recommends moving forward with the Arts Commission’s proposed building use plan. Brief discussion followed relative to finding a way to identify the needs of community teens and a comment reiterating support of a teen center at the Senior/Scout Building.

Mittman noted that the Planning Commission public hearing on the proposed text amendments to the Zoning Ordinance pertaining to heliports was being held this evening. He also noted that the public hearing on the special use permit for Our Lady of Victory Church-School would reconvene on Tuesday, March 2, 2004 at 7:30 p.m. at Hillside Middle School.

B. Staff Communications None

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

Respectfully submitted,

Dianne Massa
City Clerk