City Council Minutes

Mayor Johnson called the meeting to order with the Pledge of Allegiance at 7:30 p.m. in the Northville Municipal Building 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

Also Present: City Manager Gary Word, Assistant City Manager / Finance Director Nicolette Bateson, Department of Public Works Director James Gallogly, Parks and Recreation Director Traci Sincock, Police Captain Norman Kubitskey, Downtown Development Director Lori Ward, Deputy City Clerk Carol Kasprowicz, Reporters from the Northville Record and Northville Journal, and five citizens.

A. Citizen Comments None

It was noted that an additional name was added to Consent Agenda Item 4I – "Proposed Appointment to City 50^th Anniversary Commission." Ms. Stephanie Flynn was added as an appointee.

Consent Agenda Item 4G – "Finalization of FY 05-06 Goals, Objectives, and Project Priorities" was moved to the main agenda as New Business Item 9G.

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

Consent agenda as follows:

Approve City Council Minutes:

Special Meeting of March 7, 2005 (6:30 p.m.)

Regular Meeting of March 7, 2005

Approve Bills List: Checks #42572 to #42659, and Checks #42660 to #42789

Receive Board and Commission Minutes:

Downtown Development Authority: 1/15/05

Historic District Commission: 2/16/05

Parks and Recreation: 2/9/05

Planning Commission: 2/15/05

Senior Advisory Council: 10/21/04, 11/18/04, 12/16/04, 1/20/05

Youth Assistance: 2/22/05

Receive Departmental Reports:

Fire Department: 1/05

Youth Assistance: 3/05

Board and Commission Appointments: None

Proposed Memorial Day Parade / May 30, 2005

Request for Passage of "Local Governing Body Resolution for Charitable Gaming License" / Northville Historical Society

Proposed Appointment to City 50^th Anniversary Commission

The City received a request from the Solstice Group, Inc. to conduct a 5K run/walk and part of a 10K run in the City on Saturday, June 25, 2005 from 6:00 a.m. to 11:30 a.m. The request includes road closures, placement of street barricades, aid stations, banner placement at the Main Street clock, live music, and filming of the event by Comcast. Several clarifications and modifications of the initial request were made including:

- The Solstice Group has reserved Ford Field for after-race activities.

- Live music festivities will not begin until 7:15 a.m. and will be restricted to Northville Downs, Band Shell, and Ford Field.

- Cost of Police and DPW assistance will be reimbursed.

- Certificate of $1M general liability insurance will be submitted naming as additional insured the City of Northville, Parks and Recreation, and Northville Township.

- Written documentation of permission from Northville Township and Wayne County will be submitted to the City Clerk.

Council Comments and Discussion: Concern was expressed regarding the use of existing light poles to hang the "Start" banner. It was noted that the light poles are not high enough to accommodate the requested height of 16-18 feet off the ground. Alan Whitehead of Solstice Group, Inc. stated that the group will bring in their own equipment to hang the banner. Further discussion centered on the timing of the races, possible problems in closing the streets, and the local charities that will benefit from the proceeds of the race.

Motion Ayers, seconded by Mittman to conduct the Fifth Third Bank Solstice Run events on the streets of Northville on June 25, 2005, contingent on the specific arrangements agreed upon. Motion carried unanimously.

The Solstice Run, scheduled to be held Saturday, June 25, 2005, will require the temporary closure of several streets under the jurisdiction of Wayne County, namely a segment of Seven Mile Road and Sheldon Road. To close these streets, a permit is needed from Wayne County. To obtain this permit, the City must agree to indemnify, hold harmless and defend Wayne County and its officials and employees against any and all damage claims, and suits or judgments, resulting from the proposed permitted road closure. A resolution stating this is submitted for City Council approval.

Motion Mittman, seconded by Ayers to approve a resolution requesting a permit from the Wayne County Department of Public Services for the temporary closure of Seven Mile and Sheldon Roads inside the City of Northville for the Saturday, June 25, 2005 Northville Solstice Run. Motion carried unanimously.

The transfer of managerial oversight of current downtown events from the Northville Central Business Association (NCBA) and the Downtown Development Authority (DDA) to the Northville Chamber of Commerce has been a point of discussion between the groups for the past several months. Operationally, it is logical to pool the resources of the three organizations to provide unified management and strategic planning of current and future events that impact the downtown community. With combined financial and professional resources, downtown events will achieve maximum return on their investments with packaged revenue opportunities and cost efficiencies.

It has been proposed that a Special Events Coordinator position be created for a professional employee skilled in event management and marketing. The Special Events Manager would be housed at the Chamber of Commerce building, and would report directly to a Special Events Advisory Board. The Board will be comprised of key stakeholders from community organizations, including the Chamber, DDA, NCBA, Parks and Recreation, Arts Commission, and the Community Foundation.

The funding for this proposal is planned to be a 70/30 split between the Chamber (70%) and the DDA (30%). This would result in a $13,600 financial contribution from the DDA to the Chamber. Currently, the DDA budgets $10,000 a year on downtown special events through a contribution to the NCBA. If the agreement is approved, the DDA would no longer contribute special events money to the NCBA, and that money would be reprogrammed to the Chamber.

Council Comments and Discussion: The person chosen for this position is a present employee of the Chamber, Janet Bloom. Ms. Bloom will be reporting to the Chairperson of the Special Events Advisory Board, and her salary will be administered by the Chamber. It was noted that this agreement is for one year.

Motion Hartshorne, seconded by Swigart to approve the agreement between the DDA, NCBA, and Chamber of Commerce for the management of special events in downtown Northville, and direct the DDA Chair to execute the agreement on behalf of the DDA. Motion carried unanimously.

While the Northville DDA was established on December 4, 1978, a set of bylaws have never been adopted to formalize the operational policies of the DDA. A DDA subcommittee was formed to draft bylaws and a mission statement for the DDA. The subcommittee reviewed several bylaws and mission statements from over a dozen DDAs in the State. A draft copy of the bylaws was distributed to the DDA Board members at their January 16, 2005 meeting, and a final version was approved at the March 15, 2005 DDA meeting. The provisions of the proposed bylaws formalize the operational policies of the DDA, clarify the terms of the members, set up a conflict of interest policy, and establish a procedure for the election of officers.

Council Comments and Discussion: Questions were asked regarding the compliance of the bylaws with Act 197 of 1975, and insurance requirements of the DDA.

Motion Ayers, seconded by Mittman to approve the DDA bylaws as presented. Motion carried unanimously.

The contract with the City’s commercial solid waste contractor, Republic Services of Michigan, is due to expire in May 2005. The contract provides for daily (six days per week) pickup of trash and cardboard recycling services for downtown businesses and residents. The current contract, which was bid four years ago, included a request to supply the City with unit prices for an additional two-year extension of the contract. Republic Services has been contacted and is agreeable to extend their contract for an additional two years utilizing the prices they submitted in 2001. These unit prices increase their current fees by approximately 4.7% on June 1, 2005, and no increase for the following year.

It is noted that while Republic’s service has not been a problem over the past four years, downtown customers continue to ignore basic rules with regards to their use of this service, resulting in an unkempt appearance near the dumpsters. These rules include: no large bulk items (no attic/basement cleanouts), flattening all cardboard boxes, and placement of all trash into the dumpsters (not in front of or next to the dumpsters).

Council Comments and Discussion: It was suggested that enforcement of the dumpster rules be pursued with the infliction of the $500 fine, and reminder letters be sent twice a year to downtown businesses regarding the rules. Questions were asked regarding the reliability of Republic Services, which were answered with positive reviews of the contractor.

Motion Mittman, seconded by Swigart to authorize the Public Works Director to sign a change order to the City’s Commercial Solid Waste Contract accepting and approving the unit prices submitted by Republic Services of Michigan which will cover a two-year period (June 1, 2005 to May 31, 2007) and increasing the contract by 4.666%. Motion carried unanimously.

In November 1996, a comprehensive "Improvement Program for Streets, Drainage and Sidewalks" was approved by City Council and a subsequent millage request was approved by Northville voters. Each year, in conjunction with the City’s annual budget process, the City’s street improvement program is reviewed and modified to meet current financial and physical needs. Additionally, at the request of City Council, a re-inspection of the current condition of Northville’s streets, sidewalks, and storm sewers has been completed and a 10 year plan has been created. The plan includes the following information:

- Northville has zero debt associated with the street improvements performed over the past eight years.

- In 2004, City staff performed an inspection of streets and sidewalks similar to what was undertaken in 1996.

- Though recommended improvements and associated costs have changed from the 1996 plan, the proposed report remains true to the goals and priorities of the original program.

- The report contains information as to what streets are in need of repair, what method of reconstruction should be considered, and an estimate as to the cost of the recommended improvements. For the most part, the recommendations of the current report are consistent with the previous 1996 plan.

- It is guestimated that construction costs will increase by 3% each year for the next 10 years.

- As was proposed in 1996, it is recommended that priority be given to improving existing sidewalks over placing new sidewalks in the City, with a budgeted amount of $30,000 per year.

- Paved improvements to alleys are not addressed in the current report. However, if neighborhoods wish to have alleys improved, a special assessment district can be created to distribute the cost of the proposed improvement back to each of the benefiting property owners.

- Funding for bridge improvements has not been included in the report. Funding has been applied for under the State of Michigan’s Critical Bridge program for the Beal Street Bridge. If the City is successful in securing funds, a local match of approximately $80,000 will be required.

- While storm sewer improvements are allocated in cost estimates for street improvements, work on drains, creeks and rivers running through Northville are not covered.

- As stated in the 1996 report, City staff continues to recommend that gravel roads in Rural Hill Cemetery be improved.

- Street sign replacements are included in the street improvement program when each street is undertaken for improvement.

- No funding for street lighting is being proposed or included in the report.

- It is proposed that planned crack sealing or slurry sealing be undertaken every two or three years.

- Land purchase, for the purposes of widening roads, enlarging turning radii, or adding sidewalks, cannot be estimated and is not addressed in this report.

- A detailed 10-year plan is proposed, with approximately $700,000 of street drainage and sidewalk improvements undertaken each year. The plan utilizes every dollar available from the approved dedicated millage and calls for limited contributions from the DDA, and use of the City’s Public Improvement Fund, if available.

- The next five-year street improvement schedule includes: Grace Street from Rayson to Baseline, Taft Road, East Main Street from Center to Griswold, Griswold north from Main, cemetery streets, S. Rogers, Dunlap from Center to Hutton, Hutton from Dunlap to Main, and Novi Street.

- The following five year schedule includes: Springfield Court, Clement Road, Clement Court, North Ely Drive, Horton Street from Rayson to Eight Mile, Rayson from Center to Horton, Hutton Street from Dunlap to Rayson, West Main Street, West Cady Street, Church Street, Mary Alexander Court, and S. Griswold Street.

Council Comments and Discussion:

- A discussion ensued regarding the method of funding the paving of cemetery roads. A consensus was reached that Public Improvement Funds would be earmarked for this expenditure.

- A discussion took place regarding the placement of sidewalks on streets where no sidewalks exist.

- DPW Director Jim Gallogly was complimented on the quality and thoroughness of the report.

Motion Ayers, seconded by Mittman to accept the "City of Northville Proposed Capital Improvements to Streets and Sidewalks" report as the City’s guide in undertaking street and sidewalk improvements in the years ahead. Motion carried unanimously.

Listed in the Parks and Recreation goals and objectives for FY 06 was the repair and improvement to the Ford Field stairway and Fort Griswold playground for an estimated $6,000. It has been past practice that the City and Township have separately contributed the funds for park improvements and developments in their respective park properties. It is requested that Public Improvement Funds be utilized for the improvements in light of the fact that Ford Field provides an overall community wide benefit. It was noted that a $6,000 remainder amount from the Ford Field project was recently deposited into the Public Improvement Fund.

Council Comments / Discussion: It was suggested that a list of purchases designated against the Public Improvement Fund be submitted with additional requests. Questions were asked regarding the method of power washing the stairway.

Motion Hartshorne, seconded by Swigart to approve the use of up to $6,000 from the Public Improvement Fund for the Ford Field stairway and playground project during fiscal year 2006. Motion carried unanimously.

As is done annually, the City Manager’s performance was reviewed by each member of City Council in a numerical evaluation instrument. The City Manager’s performance was reported to be well above average with an overall numerical rating of 4.6 (with the score of 4 = Above Average, 5 = Outstanding). City Council is increasingly pleased with his excellent performance in the area of "fiscal management." Mr. Word’s highest overall rating is in "personal characteristics." An area for possible improvement is in "intermediate / long range planning." It was stated Mr. Word does well in handling near-term issues, but more attention is to be placed on planning for future changes and development.

City Manager Word extended his appreciation for Council’s kind words and reiterated his gratitude and appreciation of the hard work and support of the City Staff.

It was clarified that the High Priority Project of "parking management / coordination plan" was to be part of a broader vision of the issue of future development of the downtown. It was suggested the project be clarified and the report brought back to Council at the next meeting.

Ayers stated she is receiving comments from residents regarding their concern about the "overbuilding" on residential lots and urges the Planning Commission to review the City Ordinances to mitigate this from occurring.

Hartshorne requested a report on the cost of gas lights versus electric lights in the Pheasant Hills subdivision. (It will be presented during the budget hearings.)

Ayers and Mittman will not be at the April 18^th Council meeting.

Johnson will not be at the April 4^th meeting.

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