City Council Minutes

Mayor Johnson called the meeting to order with the Pledge of Allegiance at 7:30 p.m. in the City of Northville Municipal Building Council Chambers, 215 West Main Street, Northville, Michigan.

Consent agenda as follows:

Approve City Council Minutes:

Regular Meeting of October 3, 2005

Approve Bills List: Checks #45927 to #46036 and Checks #46037 to #46151

Receive Board and Commission Minutes:

Board of Zoning Appeals: 9/7/05

Housing Commission: 9/14/05

Parks and Recreation: 9/14/05

Planning Commission: 9/20/05

Receive Departmental Reports:

Parks and Recreation: 9/05

Police Department: 5/05, 6/05

Board and Commission Appointments:

Downtown Development Authority: Lynda Heaton reappointed to a four year term expiring on September 30, 2009

Temporary Sign Placement Request / Annual Scouting for Food Drive
Amended to change sign location request for "Taft Road and N. Lexington Blvd. (East entrance to Lexington Condominiums)" as listed in the Council Communication to "Taft Rd. at the east entrance to Lexington Commons" as this is the actual location noted in the 10/6/05 request submitted by the Scouting for Food Coordinator.

Disposal of Used Equipment / Fax Machine

• The number of volunteers needed to ensure the safety of the participants has not been adequate. Vests provided last year to easily identify volunteers were worn under winter coats, which defeated the purpose of the vest.
• Notification to members of the community regarding the event and road closings continues to be a problem. Residents on some blocked streets were not notified and notification was not provided to churches in time to publish in bulletins prior to the event. Volunteers will distribute information to homes and businesses along the route and to homes on neighboring streets that may be blocked. Advance notification will be given to area churches.
• The cost for police services is anticipated to be between $1,600 and $2,000. Wayne County Sheriff Department Reserve Deputies were used in the past at no cost. The cost to provide police protection would need to be increased if this free resource is not available this year.
• The Department of Public Works cost for barricade placement and removal is estimated at $2,000, with additional costs if snow removal is necessary. These costs should be the responsibility of the event organizers.
• A certificate of insurance, naming the City as an additional insured, with minimum coverage of $1M general liability and an executed a "hold harmless" agreement approved by the City Attorney should be provided by November 22, 2005.

These concerns were discussed with the event organizers and a commitment was made to improve the situation as best as they are able.

Council Comments and Discussion: Comments, discussion, and questions pertained to:

• A comment noted that the Jingle Bell Run is considered one of the best run events in Michigan.
• A comment stating the belief that the number of police officers, early street closures, and barricades are excessive and exceed the safety measures found at similar run events in other communities, with a suggestion to find alternate methods to provide these services at a reduced cost to the organization, i.e. use of more volunteers to man street corners and hold back traffic as an alternative to closing streets, which would the use of police officers and barricades and decrease costs.
• Discussion pertaining to the City’s main concern of public safety and the fact that roads are closed early to avoid participant and vehicle traffic conflicts. In the past, reductions in police staff in exchange for the use of additional volunteers to assist in public safety was not successful as the volunteers do not show up or arrive too late to be properly trained. Adequate police presence is necessary for a safe event and it was believed that it was in the best interest of all to error on the side of safety.
• Questions and discussion pertaining to barricade delivery and removal costs, and the minimum call-in hours and pay rates for Police Department personnel.

Scott Cleven of the Arthritis Foundation noted the following:

• All volunteers will have lime green vests for ease in identifying race volunteers, with a commitment to increase the number of volunteers for this event.
• Police costs are in line with other communities; however, the DPW costs are high. Use of additional volunteers to assist in holding back traffic as opposed to the use of barricades could alleviate the higher costs.
• Area churches were notified of the race event and proposed street closures to allow sufficient time to post notices in church bulletins.
• Resident notices will also include streets not on the route but affected by the event.

1. Provide a Certificate of Insurance, naming the City of Northville as an additional insured, with minimum coverage of $1,000,000 no later than Tuesday, November 22, 2005.
2. Execute a "Hold Harmless" agreement approved by the City Attorney prior to the event, but no later than Tuesday, November 22, 2005.
3. Provide documents of approval by the management of Northville Downs permitting the use of the property for the event and the placement of the banner sign on the fence no later than Tuesday, November 22, 2005.
4. Reimburse the City of expenses related to the event.
5. Provide sufficient advanced notification to affected residents, businesses, and churches. Notification to churches should include those located in neighboring areas.
6. Provide a sufficient number of easily identified volunteers to properly staff the route.

and to work with the Police Department to reduce costs for this year’s event with final determinations pertaining to sufficient public safety measures to be approved by the Police Chief. Motion carried unanimously.

Council Comments and Discussion: Questions and comments pertained to:

• It was questioned whether building codes require emergency access from third floor living spaces (finished attics). It was responded that building code restrictions, if any, were unknown.
• Changes to the proposed ordinance amendments were more restrictive, which warrants holding another public hearing to receive public input on the revisions.
• The intent of holding another public hearing is not to stall the process but to ensure that the ordinance is watertight.
• The proposed amendments would keep house heights at a lower and more appropriate scale.
• It was noted that "lot coverage" is buildable area, i.e. house, garage, gazebo, and does not include the driveway.

City staff revised the current banner policy to include placement of cross-street banners, addressing liability and placement issues as follows:

• Proposed changes allow a maximum of two cross-street banners at any given time.
• Maximum cross-street banner size limited to 2’6" x 28’, placed 17 feet above the road.
• Written permission from the building owners must be provided to the City.
• Sponsoring organization is responsible for installing cross-street banners.
• Sponsoring organization must provide required insurance to protect the City.

Cross-street banner placement and the cost of installation would be the sole responsibility of the sponsoring organization.

Council Comments and Discussion: Questions, comments, and discussion pertained to:

Lisa Malpede, 618 Fairbrook, questioned the types of events proposed to be publicized using cross-street banners, and whether there were problems in getting people to events that warranted allowing this type of banner.

Sherrie Mewha of the Northville Central Business Association noted the following:

• The NCBA did not intend for the letter to convey a lack of respect to the City Council. She noted that in the past year, four events requesting the use of cross-street banners were denied and the letter’s intent was to demonstrate the NCBA’s frustration.
• The NCBA feels strongly that cross-street banners would greatly increase awareness of downtown events and provide a new opportunity to publicize events. Petitions signed by the various NCBA members requesting modification to the Municipal Banner System Policy to allow cross-street banners were submitted to the City Council.
• The Special Events Advisory Board (composed of the Northville Chamber of Commerce, NCBA, Downtown Development Authority, Northville Parks and Recreation, Northville Arts Commission, and the Northville Community Foundation) would like the opportunity to review the proposed revisions to ensure that the proposed changes address the needs of the various groups.

James Vannier of Northville Gallery stated his belief that an increase of two banners (in addition to the fifty street light banners currently allowed) was not excessive. He further noted that most people do not read the other banners and that cross-street banners would be an effective means to inform the public of upcoming events.

It was the consensus of the City Council to refer the banner policy back to the City administration for further review by City staff as well as the Special Events Advisory Board.

Word distributed a revised comprehensive Strategic Planning Report and noted that the recent community visioning workshop was a successful event.

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

Respectfully submitted,

Dianne Massa
City Clerk