City Council Minutes

Mayor Johnson called the meeting to order with the Pledge of Allegiance at 7:36 p.m. in the Northville Municipal Building Council Chambers, 215 West Main Street, Northville, Michigan.

A moment of silence was observed in memory of former Mayor Paul Vernon who passed away last week.

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

Absent: None

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

Present: City Clerk Dianne Massa, Police Chief James Petres, DDA Executive Director Lori Ward, Assistant Finance Director Sandi Wiktorowski, Arts Commission Chairperson Ken Naigus, Housing Commissioners Bill Robertson and Sue Ellen Hooper, Reporters from the Northville Journal and Northville Record, and four citizens.

Citizen Comments None

City of Northville Police Chief Petres provided a consolidated dispatch update. Key items included:

The joint dispatch continues to work well. Since the beginning of the consolidated dispatch operation, only two complaints were received from citizens related to the dispatch response. One complaint pertained to a delay in patrol response and the factors that resulted in the delay were corrected. The second complaint received pertained to the handling of a call by the dispatcher. The matter was reviewed and it was determined the call was handled properly.

Concerns raised by police and fire personnel pertaining to radio reception and personnel education have been addressed through new Township equipment and a remote receiver at City Hall.

The City share of the dispatch workload is about 25%. A detailed comparison of City calls for the first seven months found that the number of Police Department calls decreased nearly 9%, due to procedural changes implemented with the combined dispatch operation and the Computer Aided Dispatch (CAD) system. Fire Department calls remain nearly the same.

A review of police call data pertaining to response times found very little change in the average response time for a police officer to arrive at the scene. The average time between call receipt and dispatch increased, while the time from dispatch and arrival decreased. The change in time is less than one minute and it is believed the variation is due to the change over to the CAD system. Detailed information regarding the calls for services was provided to the City Council.

After hours walk-in traffic at the City Police Department was reviewed. The building is normally staffed until 9:00 p.m. Monday through Friday, except holidays. When a City meeting or function occurs, the building is staffed and remains open until the conclusion of the event. Averages of four people per day come to the Police Department during the after-hours period, with the busiest period being between 4:00 p.m. and 5:00 p.m. More than 62% of visitors come in for information and most of this activity could be handled by contacting dispatch on the direct line phone at the entrance. A breakdown of the reasons for visits was provided to the City Council.

Council Comments and Discussion: Comments included:

Suggestion to review and possibly scale down the Police Department building after hours, as walk-in traffic after 7: 00 p.m. is minimal and most activity could be handled by contacting dispatch on the direct line phone.

Comments and discussion pertaining to the Township lock up facility, security garage, and increased technology.

It was mentioned that City Council toured the new public safety dispatch center prior to the Council meeting. The facility and personnel were impressive, and the consolidated operation has worked well, providing a better service at a reduced cost. City Council commended Chief Petres and Chief Werth for their efforts in making the consolidated dispatch a successful endeavor.

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

Consent agenda as follows:

Approve City Council Minutes:

Special Meeting of May 2, 2005

Regular Meeting of May 2, 2005

Approve Bills List: Checks #43383 to #43501, and #43502 to #43615

Receive Board and Commission Minutes:

Beautification Commission: 4/12/05, 5/10/05

Election Commission: 4/12/05

Parks and Recreation: 4/13/05

Youth Assistance: 3/22/05, 4/12/05

Receive Departmental Reports:

Parks and Recreation: 4/05

Board and Commission Appointments: None

Proclamation / Grand Seniors Birthday Celebration

Request to Canvass / Clean Water Action

Disposal of Used Equipment – Computer Equipment

Disposal of Used Equipment – Copier

Proposed MERS Resolution / Service Credit Purchase

MERS Resolution / Defined Contribution Plan

Proposed Amendments to the 2004-05 Budget through March 31, 2005 and Investment Report

On April 4, 2005, the FY 2005-2006 budget was presented to City Council. The budget was reviewed in detail at three separate meetings throughout the month of April. The proposed budget provides for general fund expenditures of $6,253,529. To support the budget, the following millage rates are recommended:

City Operating Millage of 13.30 mills, reflecting no increase or decrease from the 2004 Operating Tax Rate of 13.30 mills. The City Council has the authority under the City Charter to set the Operating Millage rate within the maximum allowed rate of 14.2988 mills, as adjusted by the Headlee roll-back formula.

0.5248 mills for debt service for the 1990 Street Construction Program, compared to 0.5564 mills in 2004.

1.7668 mills for the 1997 Street, Sidewalk and Drainage Program approved by the voters in 1997, compared to 1.7858 mills in 2004.

0.1466 mills for the 2000 Public Safety Debt bond issue, compared to 0.1721 mills in 2004.

The total City millage levy for operating, debt, and improvements is proposed to be 15.7382 mills, compared to the 15.8143 mills levied in 2004; a decrease of 0.0761 mills or 0.48%.

Motion Mittman, seconded by Swigart to adopt the Fiscal Year 2005-2006 Budget Resolution as presented. Motion carried unanimously.

Over the past several years, the Northville Arts Commission has sought outside funds to support the downtown summer concert series. Recently, the Arts Commission received a proposal from WWJ Newsradio 950 and an unknown automobile dealership to provide $7,000 toward the 2005 Clock Concert Series. The Arts Commission Chairperson reviewed the sponsorship proposal, noting:

Sponsors would provide $7,000 for twelve 2005 summer clock concerts (June 3^rd through August 19^th). The sponsorship would be for a one-year trial period. Should a rainout occur, some monetary refund or other form of advertising might be allowed.

The unnamed auto dealership would have title billing for the concerts and would be the exclusive sponsor. The Arts Commission would continue to be responsible for coordinating the Clock Concert Series.

Temporary signage promoting the dealership would be provided and a vehicle would be displayed before, during and after each concert.

The dealer would distribute flyers or brochures regarding the dealership and a table display promoting the dealer might be set up before, during, and after the concerts.

The Arts Commission would maintain the City and DDA budget support for 2005 ($6,000 and $3,100 respectively).

Council Comments and Discussion: Questions and comments pertained to:

The role of WWJ in the sponsorship. It was pointed out WWJ serves as the point of contact between the automobile dealer (sponsor) and the Arts Commission.

The Arts Commission should not offer any refund due to rainout as the scheduled performer must be paid regardless of the weather.

Prefer the event be advertised as Northville Clock Concert Series sponsored by "car dealer."

Concern with increased litter due to multiple flyer distribution. The Arts Commission will take responsibility to ensure the bandshell area is clean.

DDA funds were earmarked for the Clock Concerts. It was pointed out the funds must be spent in the downtown, with discussion on this contribution taking place during the next DDA meeting.

One councilmember voiced concern with the commercialization of the Arts Commission and its events. It was countered that the Arts are supported through many outside contributors.

Fred Shadko, 47040 Timberlane, noted that the City of Plymouth receives a sponsorship of approximately $12,000-$15,000 for their summer concert series, suggesting that the Northville Arts Commission consider bidding out future sponsorships.

Motion Swigart, seconded by Mittman to approve the sponsorship of the Northville Clock Concert Series as presented, that an agreement for sponsorship be drafted, that said agreement be reviewed by the City Attorney, and that the City Manager be authorized to sign the agreement on behalf of the City. Yes: Swigart, Mittman, Ayers, Johnson. No: Hartshorne. Motion carried.

While adult-themed businesses cannot be prohibited under the First Amendment of the U.S. Constitution, a community may enact adult use ordinance provisions to control the location and establish operational standards to minimize the impact on residential areas. Certain amendments to the Zoning Ordinance were drafted and considered by the Planning Commission. At the May 2, 2005 regular meeting, the City Council introduced for first reading, ordinance amendments incorporating controls on adult entertainment activities within the City of Northville. The proposed ordinance amends Article 14, Article 16, and Article 26 of the Northville Zoning Ordinance.

Motion Hartshorne, seconded by Ayers to waive second reading and adopt adult use ordinance amendments to the Northville Zoning Ordinance by adding the following provisions: Section 26.02 Sexually Oriented Business Definitions, Section 16.16 Sexually Oriented business, and Section 14.03, h, Sexually Oriented Business in accordance with Section 16.16. Motion carried unanimously.

In 1997, the Northville City Council adopted and enacted a revised Code of Ordinances. During the revision process, specific fees, fines, and penalties were removed from the Code, with language stating that the fees, fines, and penalties would be set by resolution of the City Council.

In reviewing proposed revisions to the fee schedule, it was found that Chapter 18 Businesses, Article II Licenses and Permits, Section 18-51, which addresses the late fee penalty for failure to renew a business license, was not consistent with the policy of setting fees, fines, and penalties by City Council resolution.

As such, staff has drafted an ordinance amendment to amend this section of the ordinance to provide for late fees to be set by resolution of the City Council.

Motion Ayers, seconded by Mittman to introduce for first reading, the proposed amendment to Chapter 18 Businesses, Article II Licenses and Permits, Section 18-51 Penalty for Failure to Renew, with second reading and possible adoption scheduled for June 6, 2005. Motion carried unanimously.

At a special meeting of the City Council held on May 2, 2005, City Council heard the final report of the Downtown Steering Committee (DSC). The report summarized the results of several meetings with input from Northville citizens. The City Council was requested to initiate leadership in implementing the vision or findings of the DSC. Following public comment and deliberations, City Council directed City staff to incorporate the public comments received on May 2^nd and present, for City Council review, a request for proposal (RFP) to assist the community in developing a detailed action plan to enhance the physical and economic environment of downtown Northville. The proposed RFP:

Focuses on physical and economic improvements for the central business district.

References work done to date, including the Gibbs Report, the Downtown Steering Committee Final Report, and other reference documents.

Provides for City Council approval for proposals and outcomes.

Focuses on the question, "how will downtown Northville remain successful now and in the future given the advent of nearby "lifestyle centers," changing retail habits, and economics?"

Asks the consultants to consider growth, density, parking, open/green space, and farmer’s market location issues while maintaining the historical and small town character of Northville.

Asks that the deliverable develop a process of community understanding and an action plan to achieve physical and economic improvements to the downtown.

Identifies the strategic plan as a narrative and illustrative guide for future development over the next five to seven years.

Requires proposals to be submitted by Monday, June 13, 2005; suggests interviews during the week of June 20^th with a recommendation to City Council by July 5^th; and a required project commencement by July 11, 2005.

The proposal selection process would include a proposal review team consisting of the Parks and Recreation Director, DDA Executive Director, DSC Chairperson, Chamber of Commerce President, and the City Manager. The City Council would serve as the interview team to determine the preferred consultant.

Council Comments and Discussion: Comments and discussion pertaining to the proposed RFP and review process included:

Suggestion to remove the five to seven year time frame. Northville wants to remain vibrant, viable, and economically successful. The time frame could be seen as limiting and short-term in relation to what Northville is.

Objection to the RFP requiring the consultant to incorporate the Retail Market Study and DSC Final Report as this requirement is too limiting and conceptualizes the process. It was suggested the requirement be removed and the strategic planner be offered use of those reports along with other tools (i.e. previous traffic study). The tools would be seen as a resource, but not a driving factor in the strategic planning recommendation.

The need to expand the review committee to involve other persons that spoke or expressed an interest in the process during previous visioning sessions or offer some strategic planning experience. Brief discussion ensued, with concern of the committee being too large, suggesting a limit of one or two additional members. Interested persons should submit a letter of interest to the City Manager, providing basic information including background, experience with strategic planning (as a planner or participant in the process), education, and employment.

The need for all proposals to be available to anyone for review. Further, the review committee would make a recommendation, with the final selection made by City Council.

Suggestion to have a steering or oversight committee to oversee the project as it evolves; however, not be intimately involved in the project.

Motion Ayers, seconded by Hartshorne to approve the amended RFP (by removing the five to seven year time frame and the necessity of incorporating the Retail Market Study and DSC final report) soliciting a consultant to develop a strategic action plan for physical and economic improvements to the Northville downtown.

Additional discussion following the motion voiced concern with the words "physical and economic improvements," feeling that this wording was too specific. It was stated the plan would not be limited to these improvements and that the City Council would objectively review any proposed recommendation. It was also suggested the motion be amended to include the word "comprehensive."

Lisa Malpede, 618 Fairbrook, stated she attended the DSC visioning sessions and found the process very positive. She requested clarification on how the strategic planner process would differ from the visioning sessions as well as a clarification on the "deliverable." Ms. Malpede also suggested adding the terminology of "change management plan" to any recommendation from the strategic planner, as her professional experience found that working through change is a process often met with resistance and emotion. Change management is a positive way to accomplish this.

Motion amended by Ayers, seconded by Hartshorne to approve the amended RFP (by removing the five to seven year time frame and the necessity of incorporating the Retail Market Study and DSC final report) soliciting a consultant to develop a comprehensive strategic action plan for physical and economic improvements to the Northville downtown. Motion carried unanimously.

The City’s collective bargaining agreements with its four unions require a 2.75% salary adjustment effective July 1, 2004. Traditionally, the non-union group has received a similar, but not exact, salary adjustment. An amount of $48,100 is requested for salary adjustments for full-time and part-time non-union personnel, fire fighters, and crossing guards, but excludes the City Manager. The amount reflects the cost of 2.75% to 3.25 % wage and benefit adjustments retroactive to July 1, 2004, consistent with the union contracts.

Council Comments and Discussion: A question was asked pertaining to the benefits adjustment. It was explained that the adjustments would be to salary only and the use of the word "benefits" was in error. A further comment noted the funds for the salary adjustments were included in the approved budget.

Motion Ayers, seconded by Mittman to authorize the City Manager to expend up to $48,100 for salary adjustments for non-union personnel (excluding the City Manager) effective July 1, 2004. Motion carried unanimously.

Mittman offered a photo and commented on the "dead end" drive approach at Hiller’s Market. The drive approach does not lead into the parking lot and is confusing. There was also concern with the liability of this approach. Brief discussion ensued and it was found that this approach is used for the speed trailer as well as by the Police Department to monitor Center Street traffic speed. It was suggested the DPW Director provide a cost analysis for re-engineering the approach so that it is clearly not seen as a parking lot entrance, but could still be used by the Police to monitor Center Street traffic. As this is not a budgeted item, it was suggested this project be placed on the lower priority list for use of Public Improvement Funds.

B. Staff Communications None

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

Respectfully submitted,

Dianne Massa, City Clerk