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, Councilmembers Kevin Hartshorne and Thomas Swigart

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

Also City Manager Gary Word, Assistant City Manager/Finance Director Nicolette Bateson,

Present: Director of Public Works James Gallogly, City Clerk Dianne Massa, Fire Chief James Allen, Police Chief James Petres, Matthew MacDonnell of OHM, Reporters from the Northville Journal and Northville Record, Representatives from the Northville Eagles Relay for Life Team, and one citizen.

Citizen Comments None

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

Consent agenda as follows:

Approve City Council Minutes:

Regular Meeting of April 4, 2005

Special Meeting of April 6, 2005

Approve Bills List: Checks #42990 to #43054, and #43055 to #43181

Receive Board and Commission Minutes:

Board of Zoning Appeals: 2/2/05

Election Commission: 2/16/05

Parks and Recreation: 3/10/05

Planning Commission: 3/1/05, 3/15/05

Receive Departmental Reports:

Parks and Recreation: 3/05

Youth Assistance: 4/05

Board and Commission Appointments: None

Resolution Supporting Community Development Block Grant Program Future Funding

The Northville Eagles are participating in the American Cancer Society – Relay for Life event being held in downtown Northville on May 14, 2005. A representative from the Relay for Life team verbally requested to conduct a "royal flush" fundraiser in the City. The fundraiser consists of placing a commode decorated with flowers on a resident’s lawn. The accompanying sign would provide instructions for having the commode removed. Donations of $30 would remove the commode; $20 donations would move the commode to a residence of your choice. Persons not wishing to participate in the fundraiser could call the number listed on the sign and request removal.

Staff reviewed the request and was concerned some residents and neighbors might find a commode placed on their lawn to be offensive. There was also concern that since the commode is placed on the front lawn for others to see, residents would be publicly participating in an event in which they did not have prior knowledge. The request was denied and the team was informed they could appeal the denial to the City Council. On April 14, 2005, the Northville Eagles submitted a written appeal for Council consideration.

A representative from the Northville Eagle Relay for Life team addressed the City Council. It was noted that in 2004 the Walled Lake Relay for Life team raised approximately $2,500 through this fundraiser. Other teams are conducting door-to-door bottle drives and it was felt this fundraiser was similar in concept. It was also stated that the original request was not to seek permission to conduct the fundraiser, but rather an inquiry as to whether City ordinance prohibited this type of fundraiser.

City Council noted that, in the past, they have received citizen complaints for leaflet drops and it was felt that placing a commode on private property would likely generate complaints as well. There was concern in condoning a fundraiser that places something physical on private property, obligating the person to take some kind of action to have it removed. The American Cancer Society is an admirable cause and it was preferred that an alternative fundraising event be considered.

Motion Hartshorne, seconded by Swigart to deny the appeal from the Northville Eagles requesting permission to place decorated commodes on resident lawns in the City of Northville to raise funds for Relay for Life. Motion carried unanimously.

At the March 7, 2005 City Council special meeting, Council formulated a number of goals, objectives and project priorities for FY2005-2006. At its March 21, 2005 meeting, the Council reviewed and modified the project priorities summarized by the City Manager. At its April 4, 2005 meeting, the Council reviewed the modified draft summary and directed the City Manager to add an amendment to High Priority Project #4 "Review/Revision of City Zoning Ordinance by Planning Commission" to address house size to lot size ratio, otherwise known as "big foot." A draft copy was presented to the City Council this evening for further review and comment.

Motion Hartshorne, seconded by Swigart to finalize the City Council’s FY 2005-2006 Goals, Objectives, and Priorities. Motion carried unanimously.

The "Proposed Capital Improvements to Streets and Sidewalks" report submitted to City Council in March 2005 included the reconstruction of Grace Avenue from Baseline to Rayson. The improvements would be done in conjunction with recommended water system improvements for Grace Avenue, as recommended in the City’s "1997 Municipal Water System Improvements Report."

Based on past performance, City staff requested a proposal from Orchard, Hiltz and McCliment, Inc. (OHM) to serve as the professional engineering consultant for this project. OHM’s professional services would include providing the required surveying, street and utility design, bids, and construction oversight. OHM estimates the construction cost for the Grace Avenue project to be $340,000. Based on the size and scope of this project, their proposal for professional services is $75,000. OHM also recommended the City approve funds for construction testing services estimated at $9,000.

Funding for the Grace Avenue project is included in the FY2005 budget (Local Street Fund and Water and Sewer Fund). $110,000 was pre-approved in the FY2005 budget, which would sufficiently fund the professional services proposal submitted by OHM.

Council Comments and Discussion: It was stated the project would resolve drainage problems in the area.

Motion Swigart, seconded by Hartshorne to approve a not-to-exceed fee of $75,000 to Orchard, Hiltz and McCliment, Inc. for professional engineering services required for the design and construction management of the Grace Avenue reconstruction project, and to approve a not-to-exceed fee of $9,000 for construction testing services to Schleede-Hampton Associates. Motion carried unanimously.

The Fire Department received a $12,000 grant award from the Federal Emergency Management Association (FEMA) for the purchase of a thermal imaging camera. The grant requires a 10% City match. On April 7, 2005, the Fire Department received one sealed bid from Apollo Fire Equipment Company in the amount of $10,838.

Motion Hartshorne, seconded by Swigart to award the thermal imaging camera bid to Apollo Fire Equipment Company in the amount of $10,838, with the understanding that the City must provide a local 10% match to the bid in the amount of $1,084. Motion carried unanimously.

The mobile radios in two of the Fire Department vehicles are in need of replacement. Their age has made them costly to repair, making more economical sense to replace the units. Further, the handheld radios used by the City’s Fire Department are either old or are on loan from Plymouth City and Township. Quality, functional radio equipment is vital for firefighter safety. As such, a quote of $6,200 was received from Advanced Wireless Telecom for seven portable radios and two mobile radios. This quote is the same amount as submitted to Van Buren Township as part of their sealed bid process. Due to the relatively urgent nature of this equipment need, it was requested the City Council waive the competitive bid process and accept the quote submitted by Advanced Wireless Telecom. Funding for this purchase was included in the current budget as part of the Fire Equipment and Replacement Fund.

Motion Swigart, seconded by Hartshorne, to waive the competitive bidding process and authorize the purchase of seven portable radios and two mobile radios in the amount of $6,200 as quoted by Advanced Wireless Telecom. Motion carried unanimously.

D. Proposed Bylaws / Northville Planning Commission

In late 1999, the Planning Commission considered bylaws to assist in formalizing the Commission’s administrative procedures. However, the draft bylaws were not adopted. Over the last several weeks, the Planning Commission and Planning Consultant revisited the draft bylaws, formulating a revised draft for presentation to City Council. Proposed key revisions include:

Article IV: Membership remains at nine (9).

Article V, Section 1: Officers (Chairperson and Vice Chairperson) selected annually in January.

Article V, Sections 2 - 4: Officer roles defined.

Article VI, Sections 1 and 2: Meeting procedures defined.

Article VI, Sections 3-8: Order of business, including quorum definition, hearings, motions, abstaining consideration, and written responses.

Article VII: Minute taking policy.

Article VIII: Open Meetings and Freedom of Information provisions.

At its April 5, 2005 meeting, the Planning Commission reviewed and accepted the proposed bylaws and recommended their adoption by the City Council.

Motion Hartshorne, seconded by Swigart, to adopt the Planning Commission Bylaws as presented. Motion carried unanimously.

Over the past several weeks, the Northville Downtown Steering Committee evaluated the preliminary report from consultant Bob Gibbs. The group scrutinized three "models" identified by Gibbs as options Northville might consider for its future downtown development. The Downtown Steering Committee completed its overview and is prepared to present its summary findings to the City Council.

It was suggested the City Council consider meeting at 6:00 p.m. on Monday, May 2, 2005 for this purpose. Representatives from other advisory boards and commissions as well as representatives from the Charter Township of Northville would be invited to attend.

Motion Swigart, seconded by Hartshorne, to call a special meeting for Monday, May 2, 2005 at 6:00 p.m. to hear the presentation of the Downtown Steering Committee and commence a discussion with invited representatives regarding the next steps to take in the downtown planning process. Motion carried unanimously.

A. Mayor and Council Communications None

B. Staff Communications None

Motion Swigart, seconded by Hartshorne to recess the regular meeting to hold an Executive Session to discuss the status of labor negotiations. Motion carried unanimously.

Motion Swigart, seconded by Hartshorne to approve the tentative agreement between Northville Command Officers Association (NCOA) and the City of Northville as presented. Motion carried unanimously.

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

Respectfully submitted,

Dianne Massa
City Clerk