City Council Minutes

Mayor Johnson called the meeting to order with the Pledge of Allegiance at 7:40 p.m. in the Northville City Hall Council Chambers, 215 West Main, Northville, Michigan.

Mayor Johnson requested a minute of silence in honor of Housing Commission Chairman Ray "Butch" Casterline, who had suddenly passed away and whose funeral was held today.

Present: Mayor Christopher Johnson, Mayor Protem Carolann Ayers, Council members Kevin Hartshorne, Jerome Mittman, and Thomas Swigart.

Absent: None.

Also Present: City Manager Gary Word, Assistant City Manager/Finance Director Nicolette Bateson, DPW Director James Gallogly, Fire Chief James Allen, Parks and Recreation Director Traci Sincock, Deputy City Clerk Carol Kasprowicz, Architect James Nield, Reporters from the Northville Record and Northville Journal, and 22 citizens.

A. Citizen Comments: None.

Arts Commission Chairman Ken Naigus distributed printed material which featured the Baseline obelisks, one of which is installed at the corner of Eight Mile and Center Road. With regard to the proposed sculpture, planned to be installed at the Main/Hutton park, Naigus addressed the concerns previously expressed by Council. He expressed his opinion that an 8-foot diameter sculpture, placed in the middle of the park, would not be obstructive to visitors. Naigus stated the Arts Commission would solicit proposals from artists, and subsequently proceed with the selection process as was done with the "Treble Clef" sculpture placed in the bandshell area.

Comments by Council included the suggestion to find a alternate site for the sculpture, objection to placing the sculpture in the middle of the brick area, and an objection to placing a tall sculpture piece in the area.

A 3-2 consensus was reached that approval be given to the Arts Commission to proceed with soliciting proposals from artists for a sculpture to be placed in the middle of the brick area in the Main/Hutton park.

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

Approve City Council Minutes:

Regular Meeting of March 15, 2004

Joint Meeting with DDA, Planning, and Historic District of March 23, 2004

Approve Bills List:

Checks #36602 - #36676

Checks #36677 - #36802

Checks #36803 - #36880

Checks #36881 - #36971

Receive Board and Commission Minutes:

Downtown Development Authority: 2/17/04

Housing Commission: 2/11/04

Youth Assistance: 2/10/04

Receive Departmental Reports:

Police Department: 2/04

Board and Commission Appointments:

Arts Commission / Laurie Fowler (fill a vacancy) / term expires 6/30/04

Request to Solicit / Northville Lions Club / April-May 2004

Arbor Day Proclamation / Tree City USA Recertification

Request to Solicit / Knights of Columbus / April 2-4, 2004

Street Closure Request / Main Street for Annual Flower Show

Proclamation / April as National Child Abuse Prevention and Awareness Month

Request to Close Streets / Art in the Sun / June 19-20, 2004

Proposed 5^th Annual "Heart ‘N Sole" 5K Race

Prior to construction of the first phase of the Rural Hill four-phase development program, an agreement between the City and adjoining property owners was sought. The agreement was to have provided an easement for the City to access private property to correct an erosion problem caused by the existence of an old gravel pit and stormwater runoff. During the negotiation process for the easement, the private property owners interjected several demands. These items were previously addressed and rejected by the City. These items included placement of restrooms, the removal of a planned fence, the installation of a gate, and placement of graves no closer than 25 feet from the property line. Faced with the inability to obtain an easement, an alternative stormwater management design was found. The property owners have requested an additional appearance before City Council.

Ms. Linda Dzwigalski of 631 Fairbrook, Mr. and Mrs. Charles Bannon of 617 Fairbrook, and Mr. and Ms. David Filkin of 621 Fairbrook spoke of their concerns regarding security, trash and human waste dumping, visual aesthetics, and obstruction of deer pathways. Also, Ms. Dzwigalski stated she had spoken with a member of the Michigan Department of Environmental Quality who had indicated input would be required from the MDEQ with regards to a possible retention pond.

Council Comments / Discussion: Council suggested that further communication take place between the administration and the property owners to see if a solution can be reached with regards to obtaining an easement. It was directed that the additional concerns expressed by the property owners be resolved separately from the easement agreement. The administration was directed to submit a report on this matter to City Council in 30 days.

The Northville Community Foundation had requested permission to utilize City streets and public-rights-of-way for the annual Independence Day Parade which is to take place on July 3, 2004. In addition, the Foundation had asked for a contribution of $3000 for use in supporting the parade.

Separate from the Foundation request, a request had been presented by the Chairman of the Senior Community Center Building Committee to formally request, as part of the $3000 contribution, that printed programs, publicity, and news releases regarding the Independence Day celebration include the Northville Senior Center activities for that weekend.

Additionally and separate from the above two requests, Mr. David Wilder, Poppy Chairman of the VFW, requested permission to sell poppies for a two-hour period before the parade in the crowd assembled to watch the parade.

Council Comments / Discussion:

- Discussion took place on when and where the poppies could be sold and it was suggested that one pass (back and forth) take place between 9 a.m. and 10 a.m. It was pointed out that a formal request for Poppy Weekend will be made at the following Council meeting, and this request will be included at that time.

- Council concurred with the request to include the Senior Center activities of the Fourth of July weekend in all Northville Community Foundation publicity for Independence Day activities.

- It was suggested that a written financial report be given to City Council of the projected budget for the Independence Day parade, and a final financial report of all revenues and expenditures be given within 90 days following the parade.

Motion Ayers, seconded by Mittman to contribute $3000 to the Northville Community Foundation to be used toward the 2004 Independence Day Parade. Further, the Northville Community Foundation is to provide a written projected budget for the parade prior to July 3, 2004, and a final financial report of all revenues and expenditures be given within 90 days following the parade. Motion carried unanimously.

In accordance with the City Charter, the City Manager must submit a proposed fiscal year budget at the first meeting in April. The proposed fiscal year 2004-05 was submitted for Council consideration. Specific points of the budget mentioned at this time included:

- It is a balanced budget with the same operating millage as last year, and with a slight total millage decrease, resulting in the lowest millage level in 10 years.

- Budget preparation was especially difficult due to the reduction in state shared revenues.

- Staffing decisions in certain departments have been altered or delayed.

- Despite a City of Detroit mandated increase in water rates of 2.1% and a Wayne County sewer treatment increase of 3.05%, the only increase recommended for water and sewer charges is for dual water meter users.

- The operating millage rate recommended for FY04-05 is 13.30 mills. The total millage rate is set for 15.8255 mills.

Public hearings for the FY04-05 budget is scheduled for Wednesday, April 7, Thursday, April 22, and Monday, April 26; all at 7:30 p.m. No action taken.

Bids were solicited for the refinishing of the gymnasium and stage floors in the Senior Community Center building. The work included stripping the existing finish, sanding the floor, painting the court lines, and sealing the floor with two coats of finish. Four companies responded, with the low bidder, Allcourt, Inc. of Northville, Michigan, submitting the low bid of $9,620.

Motion Mittman, seconded by Swigart to award the bid for the refinishing of the Senior Community Center gym and stage floors to Allcourt, Inc. of Northville, Michigan, in the amount of $9,620. Motion carried unanimously.

Facility Matrix Group of Birmingham, Michigan was the successful vendor in a recent competitive bid solicited by Northville Township for interior furnishings for their new fire station and township hall buildings. The furniture selected by Northville Township is the same as those selected for the Senior Community Center facility. The purchase of the Senior Community Center furniture, therefore, is eligible for an intergovernmental cooperative purchase as outlined in the City Charter. (Separate bids for tables will be solicited for the Center as Northville Township did not purchase a similar product.) The recommended purchase amount of the interior furnishings is $61,403.67.

Council Comments / Discussion: Questions were asked regarding the quality of the furnishings, in specific, the chairs to be used by staff. An explanation and progress report was made regarding the chairs being used by City staff.

Motion Ayers, seconded by Swigart to approve the purchase of interior furnishings for the Senior Community Center from Facility Matrix Group of Birmingham, Michigan in the not-to-exceed amount of $61,403.67. Motion carried unanimously.

In return for the use of additional property for the Senior Community Center building expansion, City Council and Township Board of Trustees had agreed that the project would include new playground equipment for the Old Village School with a maximum contribution amount of $130,000. A committee comprised of Old Village School administration, parents, and staff selected the preferred equipment and sealed bids were solicited for the equipment. Five companies responded and the committee determined that the low bidder, Play Environments, met the specifications of the equipment desired. In addition, the committee recommended that an added alternate for concrete curbing also be accepted.

Council Comments / Discussion: Questions were asked regarding professional installation of playground equipment versus volunteer efforts. Jim Nield, architect and Senior Advisory Council member, explained that the extraordinary installation requirements and liability concerns would preclude any use of volunteers in installing the equipment.

Appreciation and recognition was voiced for the work of Jim Nield on the Senior Community Center project in general and specifically, at this time, for the many hours of research and coordination regarding the playground equipment.

Motion Swigart, seconded by Hartshorne to award the Old Village School playground equipment purchase, including the addition of curbing, to Play Environments in the not-to-exceed amount of $104,912. Motion carried unanimously.

The DDA had recently asked that the City modify the curb and sidewalk on West Main Street in front of the MGM building. This modification will allow parallel parking on this segment of the roadway and provide an additional four parking spaces. The modification will retain the pull-over area for access to a US mailbox as well as the planned placement of newspaper boxes.

Bids were solicited for this project and of the four bidders who responded the low bid of Goretski Construction Company in the amount of $9,800 was found to be acceptable. Funds for this project are included in the FY2004 DDA budget.

Council Comments / Discussion: Questions were asked regarding the placement of mailbox and the newly purchased newsracks. It was suggested the mailbox be placed in line with the newsracks to enhance the aesthetics of the area.

Motion Ayers, seconded by Mittman to award a construction contract to Goretski Construction Company of Milford, Michigan in the amount of $9,800 for the DDA Sidewalk and Curb Replacement Project. Motion carried unanimously.

Racetrack breakage funds (in excess of the cost of police and fire department service provided at the racetrack) are recorded in the Public Improvement Fund. These funds have traditionally been used for capital outlay and construction related activities. Due to the nature of some capital needs, and the potential impact on upcoming FY 2005 budget discussions, City Council is being asked to review the status of the breakage funds to date at this time.

Based upon funds received through April 5, 2004, the City will have $153,781 for designation. It is requested that City Council consider three projects utilizing FY 2004 breakage funds at this time. The projects include:

- Randolph Drain Special Assessment at $29,341

- Municipal Building Front Sidewalk and Ramp at $20,000

- Municipal Building Humidifier at $7,150.

The final payment for the City’s share in the Randolph Drain Improvement Program is due at this time. The City Hall front sidewalk and ramp is in need of repair, and a recent indoor air quality study cited the inordinate low humidity in the building.

Council Comments / Discussion: The timing of the requests at this time was questioned. Also, discussion ensued on the humidity in City Hall, and the condition of the front City Hall sidewalk.

It was suggested that the sidewalk and humidifier issues be deferred until the Public Improvement Fund is discussed in total at a later date.

Motion Ayers, seconded by Mittman to designate $29,341 of the FY 2004 breakage funds for the payment of the Randolph Drain Special Assessment. Motion carried unanimously.

In conjunction with the Michigan Municipal League, Plante & Moran has released a new study regarding the statewide negative financial issues that impact all communities. Mr. Frank Audia of Plante & Moran has offered to present this information to the Northville City Council. It is suggested that a special meeting be scheduled for this showing.

Motion Swigart, seconded by Hartshorne to schedule a special meeting on Thursday, April 22, 2004 at 6:00 p.m. to receive the MML/Plante & Moran presentation "System Failure: Michigan’s Broken Municipal Financial Model" by Frank Audia. Motion carried unanimously.

Mittman stated he is unable to attend the April 19, 2004 City Council meeting.

Ayers stated she is unable to attend the April 19, 2004 City Council meeting.

Johnson stated he would be late for the April 7^th budget meeting.

Hartshorne expressed his sorrow at the death of Butch Casterline and suggested a proclamation of honor and appreciation for Casterline from the City Council.

B. Staff Communications None

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

Respectfully submitted,

Carol T. Kasprowicz
Deputy City Clerk