City Council Minutes

Mayor Johnson called the meeting to order at 6:30 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

Michael McClish, 647 Thayer, voiced concern with the City’s zoning ordinances, stating the ordinances are poorly written, are unable to sustain case law, lead residents to believe they are protected when they are not, and expose the City to legal pressure from developers. He requested the City Council allocate funds for a new professional planning and legal review of the zoning ordinance so that the City government and citizens are not further exposed to the injustices of the past year.

Mr. McClish also voiced concern with the City’s planning consultant, alleging the planning consultant’s performance as a significant contributor to the problem. He requested the City Council allocate funds to find a new planning consultant that shares the citizens’ view of what is acceptable and provide new insight during the zoning ordinance review. It was requested that both items be considered a high priority for fiscal year 2005/2006.

James Stewart, 761 Thayer, supported the comments made by Mr. McClish. He also voiced concern with the events of the past year, stating they were evidence that the City’s planning consultant does not understand what needs to be done in the community to comply with the master plan and the zoning ordinance.

City Staff responded to questions from City Council on their previously submitted goals, objectives, and priorities. Key items from the goals, objectives and priorities included:

• Survey the community regarding the risk and protective factors of the community youth.
• Increase direct supervision and counseling of mentors.
• Implement and utilize findings from the University of Michigan School of Social Work survey.
• Secure additional Youth Assistance funding through passage of the Northville Township millage.
• Continue increased visibility of youth assistance in the community.

Commissioner Michele Fecht was present to answer questions.

Comments / Questions: Brief discussion ensued pertaining to the Northville Township millage, its impact to the City, the need to review the millage language prior to endorsing the millage, the fact that youth assistance is a joint service and the Township depends on the millage to fund their share of this program, and a suggestion to consider a City millage for this program. It was suggested that past and present growth numbers be included as part of next year’s goals.

• Continue to improve existing programs, community awareness of Arts Commission services and participation in Arts Commission activities.
• Increase collaboration with local businesses.
• Increase financial contributions to the Arts Commission.
• Develop and implement a second year plan for the Art House.

• Complete implementation, establish reporting procedures, and monitor investment performance for Post Retirement Healthcare Funding.
• Complete implementation of personnel manual through employee meetings and follow-up.
• Continue integration of technological advancements into City operations, focusing on e-government opportunities.
• Continue integrating website features for the public with City processes, expanding City website marketing, and improve the calendar feature.

Comments/Questions: Questions pertained to website calendar, the Document Imaging project, the status of the GIS project, and the amount of staff time spent in labor negotiations.

• Address shrinking levied millage due to Headlee, General Property Tax Act, and Proposal A limitations.
• Continue strategizing for long-term financial stability in light of current legislative and economic conditions.
• Continue review of cost control audit and cost categories.
• Review purchasing ordinance and investigate ordinance to strengthen collection of delinquent account matters.
• Testing and implementation of new automatic debit feature in tax billing software.

• Continue ongoing professional development and training program for deputy treasurer.
• Continue with three year plan to upgrade City’s assessing records and data to meet state requirements and improve revenue opportunities, sketch and input of exempt parcels, reassessment of land values, and transfer of sketches in Apex system.
• Complete back-scanning and workflow integration for Document Imaging project for tax and assessing documents.
• Finalize the digital photo record database and develop policy for updating digital photo records.
• Develop a Sales Reference Book and organize data by ECF neighborhood.
• Develop land value, vacant land sales, and ECF maps, and update the Wayne County plat map.

Questions/Comments: Questions pertained to the assessing records update project, the formula used to determine true cash value of property, and the assessment cycle. The Inflation Rate Multiplier Used in 2004/Capped Value was reviewed.

• Ensure stability of the City’s information system by utilizing a contracted network administrator for diagnostic, troubleshooting, and maintenance matters.
• Begin Phase II – Part 2 (Building Department) scanning of documents.

• Continue with cross-departmental training.
• Continue formal staff training, pending availability of funds.

• Continue to professionally conduct all department business and respond to citizen requests and concerns.
• Continue efforts to collect unpaid parking tickets.
• Administer the May 3, 2005 and November 8, 2005 elections.
• Continue to work with the counties to comply with the Help America Vote Act (HAVA), including securing grant funding for voting equipment upgrade.
• Continue implementation of the Document Management Imaging System project.
• Review of records in City Clerk’s office, including storage, to identify documents stored in files, labeling of files, and a creation of an index/list of those documents.
• Continue to address liability issues pertaining to the City and ensure that contractors, event sponsors, etc. provide the City with sufficient coverage.
• Continued attendance at the Master Academy to attain Master Municipal Clerk certification.

Questions/Comments: Questions pertained to the Election Consolidation legislation and the increased cost to the City to administer the school election.

• Work with Northville Township to continue to provide quality dispatch and lock up operations to the community.
• Review the business operation of the Police Department, including staffing levels, vehicle impound procedures, and participation in the Traffic Improvement Association of Oakland County, in an effort to continue to provide quality, but cost effective service to the community.
• Complete development of current job descriptions for Police Department positions and review other department policies and procedures for inclusion in the Department Manual.
• Update and improve technology equipment used by Department members through continued participation with Oakland County in the CLEMIS upgrade project, transition to the new CLEMIS Records Management System (RMS) and Field Based Reporting (FBR) System, countywide 800 MHz radio project, implementation of the automated parking ticket system, and an upgrade of the public warning siren system.
• Facility improvement through completion of police vehicle carport.
• Train and involve junior staff in the department administrative operations.
• Continue in-service training, staff programs, and special community programs.

Questions/Comments: Brief discussion pertained to the Wayne County Sheriff prisoner transport system, the proposed public warning system upgrade, and the new CLEMIS Field Based Reporting (FBR) System.

• Perform annual leak survey and repair identified leaks. Continue program to systematically reduce the City’s annual winter running water accounts.
• Continue the Watermain Flushing Program and valVe and hydrant repair/replacement program.
• Continue to enhance the City’s sanitary sewer cleaning program and comply with the requirements of the City’s General Storm Water Permit.
• Continue the annual street improvement, annual sidewalk replacement, and new sidewalk programs.
• Administer the City’s solid waste program, provide for annual fall leaf collection, and facilitate household hazardous waste collections with other communities.
• Utilize DDA funding to provide clean downtown streets and parking facilities, and snow removal.
• Assist with downtown civic events and activities.
• Provide for the continued operation and maintenance of the City’s two cemeteries.
• Continue City street maintenance program 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 route traffic sign replacement.

Questions/Comments: Suggestion to modify goals as noted above in italics.

• Develop an ordinance to require Knox Box system installation in all new commercial buildings and an installation recommendation in existing commercial buildings.
• Create a program to staff the fire station with paid-on-call personnel during city hall business hours to assist in having staff available to respond to fire department runs.
• Continue to provide fire personnel with updated training and equipment.
• Continue to provide the City of Northville with quality fire protection, medical service, and public education.
• Maintain the department with quality personnel and equipment dedicated to serve Northville and its citizens.

Questions/Comments: Discussion ensued relative to the advantages of having the Knox Box system and the ongoing fire inspection program for downtown buildings. It was suggested that the proposed Knox Box system ordinance require Knox Box systems in all commercial buildings, not just new construction. Further discussion centered on the need to staff the fire station with paid-on-call personnel. It was responded that an increase in run volume, along with less fire personnel working in town, has slowed the department’s response time. It is anticipated that having paid-on-call personnel in the station will help resolve the matter.

• 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.
• Work closely with the Michigan Department of Environmental Quality (MDEQ) and Air Quality Division (AQD) in the enforcement of the National Emission Standards for Hazardous Air Pollutants (NESHAP) as it pertains to asbestos abatement for renovations and demolition projects.
• Work closely with the Oakland County Drain Commission office pertaining to the implementation of their Soil Erosion/Sedimentation Program.
• Continually strive for proactive code enforcement instead of reactive code enforcement.
• Support the various boards, commissions, consultants, and other City departments and employees.
• Complete updating of various applications, procedural processes, and permit application processes as required by the State of Michigan.
• Continue seminar and education opportunities for contractual inspectors and support staff.

Questions/Comments: Brief discussion pertained to the Building Official’s established routine in-office hours.

• Pursue alternate funding sources when implementing new programs, facilities, and services and to offset expenses of existing programs and facilities. This would be accomplished through MDNR grant submission, development of sponsorship policy, and working with the citizen millage committee on their 2006 campaign efforts.
• Coordinate with other city, township, and school district departments to improve programs and facility operations by evaluating existing facilities, developing community programs in partnership with the Northville Public School district and other regional organizations, participation with the Northville Youth Action Council and Northville Youth Assistance to offer two new teen programs, and monitor the need to increase local offerings for cost effective senior adult services.
• Develop a multi-year plan to create solvency for the Aquatics program.
• Develop department wide marketing plan strategies, attract and retain quality employees, and evaluate internal processes and procedures.
• Coordinate master planning efforts with future funding opportunities by beginning 2007-2010 Recreation Master Plan project, obtain funding for master plan efforts, and work on capital projects as outlined and reprioritized in the current master plan.

Questions/Comments: It was noted that the City’s Recreation Department received two awards from the Michigan Recreation Parks Association: "Outstanding Facility Design – Senior Community Center" and "Outstanding Landscape Design – Ford Field." It was also mentioned that Maybury State Park is entertaining the concept of a dog park. Brief discussion ensued pertaining to the need to find more creative names for the Ford "parks" and the presence of coyotes in Maplewood Park.

• Continue to provide services to Allen Terrace residents, maintain high occupancy, and follow an economic budget.
• Explore the possibility of expanding senior housing in Northville.
• Work with the Northville Community Center to increase activities at Allen Terrace.
• Continue administration of the City’s Community Development Block Grant (CDBG) program and identify qualified projects throughout the City.
• Enhance Commission staff through training and education.
• Analyze the capital improvements history and develop a long-term capital needs plan.

Questions/Comments: Brief discussion ensued pertaining to expanded senior housing in the community, with a suggestion to consider working with Northville Township on joint senior housing project.

• Continue the Steering Committee efforts to build community consensus on future downtown development. Develop an effective implementation strategy for the Steering Committee’s recommendations.
• Review the Downtown Planning Subcommittee’s recommendations to expand the DDA’s physical boundaries.
• Develop design guidelines to ensure consistent quality development in downtown Northville.
• Initiate the Streetscape Improvement Plan for DDA district as recommended by the Downtown Retail Market Study.
• Continue to work with the Steering Committee and the Downtown Parking Subcommittee to determine parking needs for the downtown and identify locations and funding mechanisms for potential parking lots/deck construction within the DDA district.
• Develop an on-going maintenance and repair schedule for City parking decks, continue maintenance program through DPW and DDA joint efforts, and continue Landscape Master Plan implementation.
• Work with the Chamber of Commerce and downtown building owners to develop additional tools to aid in the downtown recruitment and retention efforts.
• Promote and market the downtown website, and adopt a mission statement and written by-laws.
• Participate in the newly created Special Events Advisory Board, which oversees all special events planned for downtown Northville.
• Work with other departments to complete the Special Events Policy, which would regulate the use of city-owned property, including the band shell, city-owned parks, and public plazas.

Questions/Comments: Discussion ensued relative to the Steering Committee, including the methods being used to build community consensus, the need to move forward effectively and aggressively to resolve parking matters, and the suggestion to fund a professional consultant to assist in the community consensus building process. Additional discussion pertained to the DDA statute and the pros and cons of expanding the DDA’s physical boundaries.

It was suggested that further discussion on the DDA goals and objectives be deferred to the next City Council meeting so that the DDA Director would be present to respond to questions and concerns raised by City Council.

Discussion pertaining to City Council goals and objectives included the importance of finding community consensus on future downtown development, the Downtown Planning subcommittee recommendation to expand the DDA physical boundaries, the need to develop an action plan for the Gibbs report, parking needs, review and update the zoning ordinance (including related ordinances in the Code of Ordinances), and possible revision to the master plan.

In light of the Regular City Council meeting scheduled for 7:30 p.m., it was suggested that the special meeting be recessed at 7:29 p.m. and reconvened following the regular City Council meeting to continue the discussion and set priority designation for City Council FY2005/2006 goals and objectives.

Respectfully submitted,

Dianne Massa
City Clerk