City Council Minutes

Mayor Christopher Johnson called the meeting to order with the Pledge of Allegiance at 7:30 p.m. in the Northville Senior Community Center, 303 West Main Street, Northville, Michigan.

Present: Mayor Christopher Johnson, Mayor ProTem Carolann Ayers, Councilmembers Kevin Hartshorne, Jerome Mittman, and Thomas Swigart

Absent: None

Also Present: City Manager Gary Word, Assistant City Manager/Finance Director Nicolette Bateson, Deputy City Clerk Carol Kasprowicz, Police Chief James Petres, Police Captain Norman Kubitskey, Fire Chief James Allen, Parks and Recreation Director Traci Sincock.

Charter Township of Northville officials: Supervisor Mark Abbo, Township Manager Chip Snider, Assistant Township Manager/Finance Director Thelma Kubitskey, Police Chief John Werth, Fire Chief Bill Zhemendek.

Others: Reporters from the Northville Record, Northville Journal, and Community Crier and approximately 150 citizens.

Motion Ayers, seconded by Hartshorne to approve the agenda as presented. Motion carried unanimously.

Mayor Johnson introduced the City and Township Fire and Police Chiefs, and the Township elected and administrative officials.

The special meeting was called to consider the consolidation of City of Northville police and fire dispatch and police lockup with the Charter Township of Northville. Tentative agreements have been formulated between the two governmental entities and have been put forth for Council approval.

Chief Petres conducted an illustrated presentation outlining various aspects of the subject matter. The following is a compilation of his presentation:

• Historical Background

- The issue of a joint dispatch has been considered in the past, specifically with the City of Novi.

- Consolidated dispatch is in operation in various local communities.

• Advantages of Consolidated Dispatch

- Combining resources is effective in emergency situations as well as "slow" times.

- Staffing can be problematic because of the competitive market for trained dispatchers and subsequent "raiding" of qualified personnel.

- Proper staffing with sufficient number of trained dispatchers allows police officers to be available for police calls instead of handling dispatch duty.

- Concerns over lockup liability can be alleviated. Present City lockup facilities are substandard and would need renovation in the future.

- Cost savings would include projected capital equipment and the cost of hiring an additional dispatcher.

• Disadvantages of Consolidated Dispatch

- Less control of outcomes with a larger organization.

- Loss of identity as "City" of Northville. .

- City police station staffing after business hours.

- Reduced staff pool minimizes flexibility in sharing of administrative tasks.

- Lack of knowledge of area by dispatchers.

- Operational differences between City and Township.

- Reduced service level.

- Set-up costs.

- The current City operation is a 24-hour, one-person dispatch operation. The entire dispatch staff consists of 2 full-time dispatchers, 2-3 part-time dispatchers, and one senior police clerk who also functions as the Records Clerk, Dispatch Supervisor, and dispatcher.

- The radio system utilized in the dispatch operation has dated equipment, the most recent was purchased in 1988. Portable and mobile equipment was purchased between 1973 and 1996. Current equipment will not meet the standards projected to be mandated by the FCC in the foreseeable future.

- Lockup facility needs repair and lacks new technology and audio monitoring which adds to the City’s vulnerability for liability.

• Maintain Separate City Dispatch

- To maintain a 24-hour dispatch operation with upgraded systems, a trained dispatcher (not a police officer) should be at the desk. It would require the employment of 4.6 people to staff a 24/7 operation. This would require the hiring of one and possibly two additional full-time dispatcher(s) at an initial salary of $54,000 per dispatcher.

- To meet FCC standards, present radio equipment would have to be replaced within the next eight years at a projected cost of $88,000.

- Additional equipment to be purchased includes a "reverse 911" system at a potential cost of $30,000.

- Lockup facility renovation would be initiated which would include resurfacing the flooring in the lockup area, obtaining an audio surveillance system, purchase of a computerized fingerprint system for $30,000, and purchase of an automated mugshot system at a cost of $12,000.

- The current City budget for dispatch operations is $325,000 or approximately 1.16 mills.

• Discussions with Northville Township

- Initial suggestion to begin tentative discussions of consolidated dispatch and lockup operations with Northville Township was made during the FY 2003-2004 budget process. Data was gathered regarding police and fire activities, discussions took place between City and Township staff and with the respective police unions, and proposed agreements were drafted.

• Proposed Lockup Agreement

- The Township lockup services for the City includes detention of a prisoner for up to 72 hours (maximum detention allowed by law), meal provisions, video arraignment if requested by the City, and the taking of the bond and releasing the prisoner.

- The Lockup Agreement does not include the booking and initial lodging of the prisoner, any medical treatment and hospital details, or transportation to the courts. These activities will be handled by City police officers.

- The cost of Township services regarding lockup has been determined to be one hour of police work per day; 30 hours per month; current cost of $10,337 per year. If activity increases, the cost will be adjusted.

- The City will pay for the meals provided to the prisoner.

- As the City is situated in two counties (Oakland and Wayne) and the Township is situated wholly in Wayne County, the cost of any activity related to Oakland County will be borne by the City.

• Proposed Dispatch Agreement

- The Township will provide emergency dispatch services to the City including answering all phone calls, dispatching police, fire, ambulances, and (after business hours) the DPW. Included in the dispatch operation will be the availability of LEIN (State Police Law Enforcement Information Network), NCIC (FBI National Crime Information Center), and CLEMIS (Oakland County records management system). However, the City will maintain its computer connections with these systems at the City station and in City patrol cars. The Township will monitor interagency radio systems and relay any information to the City.

- The Township will hire and train the dispatchers.

- The Township will maintain related administrative functions.

- The initial cost of Township services regarding emergency dispatch is 1/12^th of the Township dispatch budget. The annual cost in calendar year 2004 has been set at $69,756 and will be prorated if/when the agreement is put into effect. (Formula: Township presently has 11 dispatch positions; will add additional position for City = City pays 1/12 of budget.) If a 13^th dispatch position is created, the City will pay 2/13^th of the Township dispatch budget. Each year, the City and Township will agree on cost based on level of activity.

- City will pay for set up costs such as transfer of telephones, siren controls, etc.

- The City will continue to pay for equipment for City patrol cars and officers.

- The Township will hire the City’s two dispatchers, with protection of their current pay and benefits. The City’s Senior Police Clerk will remain at the City. City part-time employees will remain at the City and will be used for other duties such as building staffing during evening hours. Current patrol officer positions will be maintained.

• Impact of Both Agreements

- Total first year cost to the City: $80,093.

- Will provide City coverage with two dispatchers on most shifts, will free up City officers from dispatch duty, will diminish the City’s lockup liability, will benefit from the Township’s familiarity with the City, and will realize cost savings.

- Police front desk will close at 9 p.m. in City Hall Exceptions will be made for special evening events in the City. Patrol and coverage by City police officers will continue to be 24/7 operation.

- City will save approximately $76,000 to $130,000 per year in expenses dealing with the dispatch/lockup operations.

- Will save approximately $107,000 in capital expenses through FY 2012.

- 911 calls will be answered at the Township dispatch center. Present Township dispatchers are familiar with City areas. Two City dispatchers will be assimilated into the Township dispatch staff.

- City police officers will be directed to answer calls in the City; Township officers will respond to calls in the Township.

- There will be no change in the method of prioritizing the calls, and notifying the appropriate responders (i.e. police, fire, or DPW).

- There will always be a trained dispatcher on duty, and usually more than one dispatcher at a time.

In answer to questions and concerns previously voiced by residents, the following statements were presented:

- Many "what if" questions regarding various emergency situations reveal little change in operational response. Presently, a mutual cooperation agreement exists between the City and Township to cover those emergency situations where additional help is needed.

- There has been no discussion regarding further consolidation of police and fire services.

- The dispatchers will experience a "learning curve" regarding familiarizing themselves with the Township and City.

- Police officers occupied with prisoner bookings are not available for patrol duty regardless of whether the lockup would be in the City or the Township.

- The present joint dispatch operation of Plymouth and Plymouth Township is continuing for the foreseeable future.

- City dispatchers will not be losing their jobs; both will be employed by the Township.

- The City could, with difficulty, revert to providing separate dispatch services.

- Performance issues will be addressed if problems arise.

- The City will pay no more than the maximum cost of 2/13ths of the dispatch budget.

- The City has received assurances from the Township that prisoners will be accepted.

- Multiple emergencies will be handled in the same manner as presently.

Staff recommended the approval of the submitted intergovernmental agreements for Emergency Dispatch Services and Lockup Services between the City of Northville and the Charter Township of Northville.

Several members of the community had also prepared an illustrated presentation. The following are comments and observations made by Ms. Kathi Tarrant-Parks of 632 N. Center Street, Mr. Larry Parks of 632 N. Center Street, and Ms. Stephanie Flynn of 940 Grace Street.

- Citizens’ interest in two major controversial issues facing the City, namely the Our Lady of Victory school expansion and the proposed joint police and fire dispatch, has been evident in the number of visits to a website dedicated to citizens’ opinions, www.northvillenotices.net.

- Over 300 signatures were obtained in a 5-day period on a petition objecting to the proposed dispatch consolidation.

- Northville Volunteer League, a volunteer citizen advisory/canvassing organization, stated that the City budget is not in line with constituency priorities and suggested that a portion of the DDA budget could support public safety. Additionally, it was suggested that the budgets of the Parks and Recreation Department and the Arts Commission be scrutinized for potential cost efficiencies.

- Racetrack breakage funds, averaging over $500,000 annually for the last five years, should be used for Emergency Dispatch funding immediately.

- The City should have a dedicated millage that funds Public Safety, with a corresponding reduction in the City’s operating millage.

- The City should recognize a Citizen Advisory Committee that can provide assistance relative to community priorities, budget tradeoffs, and feedback regarding pending Council issues.

- Concern over the combining the City’s 6,000 E-911 calls with the Township’s growing 15,000 calls. It was suggested that the 911 call pattern be analyzed by call volume, call type, and response time.

- Concern over lack of familiarity of City specifics by Township dispatchers.

- Suggestion to pay for Township dispatch by type of call versus a percentage of the dispatch budget.

- Concern that Oakland County funds will be forfeited with the joining of dispatch functions.

- Concern over the method of dispute settlement.

- It appears the cost of merging dispatch operations could fund the hiring of the additional dispatcher, computer-aided dispatch training and implementation, and communication equipment upgrades.

- The concerns over the lockup agreement include the cost to the City of upgrading the Township’s compliance with Oakland County systems, the prospect of the Township rejecting the housing of detainees, and time spent by police officers in traffic between the City and Township lockup.

- Concern over each municipality not being liable for services performed.

All three residents urged the Council to vote "No" regarding the approval of the consolidated emergency dispatch and lockup agreements.

Many residents spoke in opposition of the proposed dispatch and lockup consolidation. These included:

- Sherry Underwood, 845 Horton

- Sally Keyes, 824 Revere Court

- Kevin Wine, 507 Beal

- John Shier, City of Northville Police Department

- Joan Noonan, 21300 Stanstead

- Michael Freedland, 537 W. Main Street

- Roxanne Casterline, 332 S. Rogers

- Earl Wild, 306 S. Ely

- Jacqueline Bousha, Allen Terrace

- Greg Swanson, 542 Carpenter

- J. Christopher Gazlay, 306 S. Rogers

- Mary Ellen Patterson Hollis, 114 Walnut

- Ed Pelic, 146 S. Rogers

- Bob Vonburskirk, 254 Linden

- Barbara Waldmann, 1106 Washington Circle

- Sue DeGiorgio, City of Northville dispatcher

- Jennifer Luikare 521 W. Cady Street

- Craig Roney, 456 Orchard

- Susan Hatch, City of Northville Senior Police Clerk and Dispatch Supervisor

- Carl Giroux, 127 S. Rogers

- Michelle Aniol402 Yerkes

- Resident, 29589 Clement

Concerns and comments expressed by the citizens included:

- Response time variations of Township dispatchers and City dispatchers.

- Township’s ability to refuse to accept prisoners.

- Inability to reconstruct dispatch operation once it is dismantled.

- Request to hire additional dispatcher for City’s operation.

- Request to put issue before the voters.

- Request to find funding for additional dispatcher.

- Use racetrack breakage funds for hiring of additional dispatcher.

- Concern over loss of local control and personal attention.

- What other options were evaluated?

- Concern over further consolidation of police and fire services.

- Loss of small-town atmosphere.

- Desire to retain personal attention and familiarity of police officers.

- Will support a dedicated millage for public safety.

- Encourage communication with the public regarding possible dedicated millage.

- How will quality of performance be measured?

- What is being done to broaden the City’s economic base?

Mayor Johnson stated the question of consolidated dispatch and lockup is an "advisory" question and it is against the law to place an advisory question before the voters. It is the responsibility of the Council to act on such matters.

He stated that for the past several years, the budget review has been "painful" in terms of careful review of expenditures. With regard to the use of racetrack breakage funds, it has been the policy of the City Council to limit the use of these funds for one time capital expenditures or matching grant funds. The funds are not used for personnel costs or ongoing expenses.

Johnson also further explained the difficulties all Michigan communities are experiencing as a result of legislation enacted to implement the Headlee Amendment and Proposal A. The affecting legislation prevents municipalities from gaining the tax revenue of increased property valuations and simultaneously reduces the community’s allowable millage.

Councilmember Hartshorne spoke of his concerns with several unfunded deficits namely medical pension liability, pension fund, and compensatory time. With a $6,000,000 budget, it is prudent to examine any avenue of reducing ongoing costs without sacrificing the quality of services. Hartshorne spoke of his confidence in joining with the Northville Township dispatch and lockup operation.

Councilmember Mittman clarified that a 24-hour phone will be available in the City police station, the City police desk will be manned until 9 p.m., and City police will patrol City streets. A quarterly evaluation of the program is planned. He reiterated the cooperative working relationship the City has with the Township, and stated the timing was right for the consolidation as the Township is undergoing a restructuring of the dispatch function and physical plant.

Councilmember Swigart stated he felt his job was to represent the citizens and their concerns. He stated that while he applauds the professionalism of the Northville Township police and dispatch operation, he finds fault with the structure of the agreement formulated to cover the consolidation. As it is structured, the City is in a weak position regarding any disputes and there is not enough dollars involved that could be used as leverage. Going back to a City dispatch is not a viable option. For these reasons, he could not support the consolidation.

Mayor ProTem Ayers declared her support for the citizens who had not come to the meeting. She has interpreted their lack of attendance at the meeting as trust in Council’s judgment. She declared her support of the consolidation. She later stated her belief that the consolidation will provide the best dispatch services possible for the City.

Mayor Johnson stated this was the second most difficult decision in his career as Mayor; the first being the resolution of the budget crisis in the early 1990s. He stated his confidence in the professionalism of the Township police department and dispatch operation and lockup procedures. A primary concern is the maintaining of the City’s own police and fire departments which will be realized by judicious decisions in budget allocations. Johnson stated he will support the consolidation.

Motion Mittman, seconded Ayers to approve the intergovernmental agreements for consolidation of emergency dispatch services and lockup services between the City of Northville and Charter Township of Northville. Roll call vote: Yes: Ayers, Hartshorne, Mittman, Johnson. No: Swigart. Motion carried.

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

Respectfully submitted,

Carol T. Kasprowicz

Deputy City Clerk