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, Councilmembers Kevin Hartshorne and Thomas Swigart

Absent: Mayor Pro Tem Ayers (excused), Councilmember Mittman (excused)

A. Citizen Comments None

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

Approve City Council Minutes:

Special Meeting of April 5, 2004

Regular Meeting of April 5, 2004

Approve Bills List:

Checks #36972 to #37129 and #37130 to #37195

Receive Board and Commission Minutes:

Housing Commission: Special Meeting of 3/24/04

Parks and Recreation: 3/10/04

Youth Assistance: 3/23/04

Receive Departmental Reports:

Fire Department Run Report

Parks and Recreation: 3/04

Youth Assistance: 3/04

Board and Commission Appointments: None

Wayne County Road Closure Permit / Northville Solstice Run

Resolution Honoring Ray "Butch" Casterline

The City received a request from the VFW Auxiliary Post 4012 to distribute poppies to benefit disabled veterans at various locations in the City on May 6, 7, and 8, 2004, from 8:00 a.m. to 5:00 p.m. Locations under the purview of the City are Center and Dunlap and Main and Center. A certificate of insurance, naming the City as an additional insured, will be provided. The VFW made an additional request to distribute poppies prior to the annual Independence Day Parade on July 3, 2004, from 8:30 a.m. to 10:00 a.m. The VFW would be limited to two passes through each block on the parade route, with one pass defined as a forward and return route through a specific area.

Shari Peters of the Northville Community Foundation stated that it has been the Foundation’s practice to turn down all soliciting requests and granting one would lead to having to grant other requests. She expressed concern in creating an atmosphere of displeasure among the people attending the parade.

David Wilder of VFW Auxiliary Post 4012 stated that the purpose of the parade is to recognize veterans and the fight for freedom and that poppy distribution prior to the parade is appropriate.

Council Comments/Discussion: While the City Council respected the Community Foundation’s position on setting precedent, it was noted that granting the 2004 VFW request is a City Council decision, and that the poppy distribution was appropriate.

Motion Hartshorne, seconded by Swigart to approve the request of the VFW Auxiliary Post 4012 to distribute poppies at Center and Dunlap and Main and Center on May 6, 7 and 8, 2004, from 8:00 a.m. to 5:00 p.m., and to approve the request to distribute poppies along the parade route on July 3, 2004 from 8:30 a.m. to 10:00 a.m., allowing for only two passes along the parade route. Motion carried unanimously.

In December 2003, the Northville Arts Commission submitted a proposal to the City Council requesting that the Scout and Recreation Building be used as a community arts facility, with the facility operation managed by the Parks and Recreation Department. City Council deferred action on the request pending the submission of a proposal by the Northville Community Foundation Youth Advisory Group. In February 2004, the Community Foundation Youth Advisory Group determined their project would be unable to provide enough revenue to offset the building expenses and removed their request for use of the building.

Continued dialog with Arts Commission representatives formulated a use plan that was not a financial risk for the Parks and Recreation Department and also shared programming and operating responsibilities between the two organizations. The plan was reviewed by the Parks and Recreation Commission as well as the Arts Commission at their respective March meetings. The Arts Commission provided a resolution of commitment to the project. The following proposal was offered for City Council consideration:

• "Art House" would be a self-sustaining, collaborative effort of the Parks and Recreation Department and the Northville Arts Commission.
• The facility would be operated in the identical manner of the Recreation Center at Hillside and the Senior Community Center, with Arts Commission programs receiving first preference, followed by Parks and Recreation programs, and lastly, other community uses.
• The use of the building would be evaluated after six months, and again after one year.

Parks and Recreation Department would:

• Coordinate the building maintenance.
• Manage all facility uses and activity registrations, and continue developing arts and culture classes.
• Building use expenses would be included in the registration fees in accordance with the existing "pay for play" philosophy.

The Arts Commission would:

• Organize a clean-up effort for the building at their expense, which might include interior and exterior painting, signage, and landscaping.
• Provide staff for any program facilitated by the Arts Commission that occurs at the building or provide payment for a Parks and Recreation attendant to staff such events.
• Commit to year-round programming in the building.
• Keep the building in a condition that is also conducive to community use, such as business meetings, scouting events, recitals.
• Provide $10,000 annually to the Parks and Recreation Department to offset building operating expenses.
• Supply equipment and operating supplies at their expense, should they wish to have an office in the building.

It was noted that in the near future, a modification to the building use policy to consider allowing private rentals would be submitted to the City Council. A list of potential programs and uses was provided for City Council review. The Arts Commission stated that the operating costs, estimated at $25,000, would be funded as follows:

- $10,000 Northville Arts Commission contribution through Art Market revenues

- $ 5,000 Rent revenues

- $ 7,500 Joint fundraiser(s) with Parks and Recreation

- $ 2,500 Art class revenues

Council Comments/Discussion: Questions and comments included:

Questions on the ability of the Scouts to continue to use the building for scouting projects. It was noted that this use could continue and that the Parks and Recreation facility use fee schedule would apply.

A comment noting that the building would be managed by the Parks and Recreation Department, which is a shared service with Northville Township.

A comment expressing concern with moving the Winter Concert Series from Genitti’s, with a consensus that not all programs be moved to the Art House. The Arts Commission assured that appropriate program locations would be considered.

Ron Bodnar, 342 E. Main Street, read a prepared statement, with comments pertaining to:

A belief that the building was not designed for the use proposed by the Arts Commission.

Concern with the building’s lack of ADA compliance (no elevator), including restroom facilities, and how this would impact people attending programs and classes.

Concern that the costs to bring the building into ADA compliance (estimated at $100,000 - $300,000) would be at taxpayers’ expense.

The need for the Arts Commission to adhere to the 129 maximum occupancy building capacity.

The ability to provide adequate parking for Art House exhibits, classes, and events, and the impact of Art House parking on the temporary Dog Park.

The possibility of this property being a part of a future post office expansion project.

A suggestion to return the building to the City for business/commercial use in order to generate at least $30,000 in annual revenue, which would be half the amount needed to fund the cost of an additional police dispatcher.

A suggestion that the Arts Commission consider utilizing space in the new Long Development proposed for W. Main Street, as the building would have sufficient space and be ADA compliant.

The Arts Commission addressed some of Mr. Bodnar’s concerns pertaining to ADA compliance, noting that the Justice Department reviewed and found the Arts Commission’s business plan to address potential ADA

compliance issues to be appropriate.

City Council noted that the building has been in public use for over ten years and that the restroom, renovated several years ago, is ADA compliant. It was suggested that all promotional literature indicate using the Cady lot for parking and that the Arts Commission coordinate with MGM to insure that Art House functions do not impact the parking needed for MGM show dates. City Council also noted that it has been over two years since the post office discussed any expansion efforts at this location and the City has no control over the post office expansion project. A final comment noted that the Scout Building is likely an interim location for the Art House and, in the future, a larger space might be necessary.

Motion Swigart, seconded by Hartshorne to grant permission for the Parks and Recreation Commission and the Northville Arts Commission to collaboratively use the Scout and Recreation Building at 215 W. Cady Street, commencing on or about July 1, 2004, as proposed. Motion carried unanimously.

For nearly two years, the Fire Department has been receiving funds to purchase a utility rescue unit to provide public safety flexibility during crowded street events. The estimated cost of the utility rescue unit is $12,000 and the Fire Department has received adequate funds to proceed with the purchase. Two bids for this unit were received on April 13, 2004:

Club Car $11,436.20

Specialty Material Handling, Inc. $11,532.00

After reviewing the bids, it was suggested that the bid from Specialty Material Handling, Inc. be accepted as the bid includes the stretcher mount, which costs an additional $300-$400 to add separately. The bid also includes some graphics and a larger engine than the lower bid. As such, Staff believed the higher bid provided greater value.

Motion Swigart, seconded by Hartshorne to approve the bid of Specialty Material Handling, Inc. in the amount of $11,532 for the purchase of a utility rescue unit for the Northville Fire Department.

The parking lot reconstruction is the final project to be covered by the general obligation bonds for the renovations at Allen Terrace. Simultaneous to the Allen Terrace parking lot project are the modifications to the Mill Race Village parking lot. As such, the Request for Proposals included both projects. On March 11, 2004, the City received eight proposals as follows:

Schedule A: Allen Terrace Parking Lot Project – base bid
Schedule A-1: Allen Terrace Parking Lot (option to expand the parking lot)
Schedule B: Mill Race Village Parking Lot Project

Removal of the oversight function (an amount already approved for the City’s consultant) in the Nagle Paving Company proposal lowered the bid amount of the Allen Terrace Parking Lot project to $117,057.50.

An analysis indicated that there were insufficient remaining funds in the bond issue for the Allen Terrace parking lot project. However, the Housing Commission has sufficient operating funds to support this project and a portion of these funds could come from the Reserve for Future Projects. To ensure that funds are available, the Housing Commission recommended that the project commence in late June 2004 and be completed in July 2004, in order to allocate funds from two fiscal years if needed.

Motion Hartshorne, seconded by Swigart to award the Allen Terrance parking lot project to Nagle Paving Company in the amount of $117,057.50 and the Mill Race Village parking lot project to Nagle Paving Company in the amount of $45,470.00, and authorize the City Manager to sign both contracts with Nagle Paving Company. Motion carried unanimously.

On November 17, 2003, the City Council approved a contract with ThyssenKrupp, Inc. for the renovation of the original elevator at Allen Terrace. The elevator project requires two additional contracts for services not provided by ThyssenKrupp, Inc., including the electrical work for moving the elevator equipment to the new elevator room and sealing the elevator pit as required by the State of Michigan Elevator Safety Division.

The Housing Commission received one proposal for the electrical work from Bollin Electric Company in the amount of $4,275. Two proposals for the sealing work were received, with the low bid from The Vaquera Group in the amount of $6,000. There are sufficient operating funds to cover both projects.

Motion Swigart, seconded by Hartshorne to award the Allen Terrace elevator renovation electrical contract to Bollin Electric Company in the amount of $4,275 and the pit sealing contract to The Vaquera Group in the amount of $6,000, and authorize the City Manager to sign both contracts. Motion carried unanimously.

The proposed audio system for the Senior Community Center project requires wiring for the building speakers. Allied Communications, the City’s current voice consultant, provided a quote in the amount of $4,000. The project’s technology budget of $50,000 would cover the wiring project.

Motion Swigart, seconded by Hartshorne to award the audio system wiring to Allied Communications in an amount not to exceed $4,000. Motion carried unanimously.

The technology components needed to insure conformity with the City’s existing voice and data systems include voice and data cabling services and the purchase of equipment for the wireless and fiber optic systems. Allied Communications, the City’s current voice consultant, provided a quote for this project in the amount of $4,964. The project’s technology budget of $50,000 would cover this project.

Motion Hartshorne, seconded by Swigart to award the voice and data cabling services and technology equipment purchase to Allied Communications in the amount of $4,964. Motion carried unanimously.

Competitive bids were solicited for the purchase of tables for the Senior Community Center. Only one bid was received prior to the advertised deadline, from Facility Matrix Group, Birmingham, Michigan, in the amount of $22,878.06, including delivery and installation. A total of $83,000 was budgeted for furniture purchases. As City Council previously approved purchases in the amount of $61,403.67, the shortage of $1,281.73 could be realized from the savings on the playground project and from overall project bid savings.

Motion Swigart, seconded by Hartshorne to approve the purchase of tables for the Senior Community Center from Facility Matrix Group of Birmingham, Michigan, in the not to exceed amount of $22,878.06. Motion carried unanimously.

The City’s Capital Improvement Plan for streets, drainage, and sidewalks proposes a small amount of annual improvements to the City’s sidewalk system. The 2003 annual program was awarded to, and successfully completed by Goretski Construction Company of Milford, Michigan. In an effort to provide the company with early spring work, Goretski offered to do the 2004 sidewalk replacement program at last year’s bid prices. The contractor’s unit prices are of good value and the work performed has been of high quality, with minimal disruption to the residents. The replacement locations include areas of concern raised by residents and Staff inspections throughout the past year, as well as a petition submitted by residents of S. Rogers to extend the sidewalk on S. Rogers to Seven Mile Road.

The funding for sidewalk replacement comes from a dedicated millage for streets, drainage, and sidewalks approved by the voters in 1997. Though these funds are available, to proceed with this project before July 1, 2004, requires a budget amendment.

Motion Hartshorne, seconded by Swigart to award a construction contract utilizing 2003 unit prices for the 2004 Sidewalk Replacement Program, in an amount not to exceed $30,000, to Goretski Construction Company, Inc., and authorize a budget amendment to fund this project. Motion carried unanimously.

Hartshorne commented on the addition of four new parking spaces resulting from the recent curb and sidewalk project on Main Street in front of the MGM Building.

B. Staff Communications None

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

Respectfully submitted,

Dianne Massa
City Clerk