CITY OF SOUTH LYON

CITY OF SOUTH LYON

AND

CHARTER TOWNSHIP OF LYON

SPECIAL MEETING

TO DISCUSS COLLABORATIVE EFFORTS

DATE: Thursday, March 30, 2006

TIME: 7:00 PM

PLACE: South Lyon City Hall – 335 S. Warren, South Lyon

Call to Order: Mayor John Doyle called the meeting to order at 7:05 PM.

Supervisor Young called the meeting to order at 7:05 PM.

Pledge of Allegiance

Introductions:

Mayor Doyle thanked everyone for coming to the second joint meeting of the City of South Lyon and Lyon Township.

Introduced were the following:

Moderator – Gary Butler, PE; Butler-Fitzgerald Associates

City of South Lyon Officials Lyon Township Board of Trustees

- Mayor John Doyle -Supervisor Lannie Young

- Mayor Pro-tem Ray Dryer - Brent Hemker, Trustee

- Glenn Kivell, Council Member - Troy Schilling, Trustee

- Harvey Wedell, Council Member - John Hicks, Trustee

- Patti Maida, Council Member - Pamela Johnson, Clerk

- Ron Morelli, Council Member - Dan Cash, Trustee

Also present: Chris Olson, Township Superintendent

Julie Zemke, City Clerk/Treasurer

Lieutenant Steve Sharp, South Lyon Police Department

Sergeant Jeff Crockett, Oakland County Sheriff Department

Jeff Potter, County Commissioner

Approval of Agenda

Motion by Wedell, supported by Kivell

To approve the agenda as presented

Voice Vote: MOTION CARRIED UNANIMOUSLY

Review of Minutes – January 18, 2006 Joint Meeting

Motion by Kivell, supported by Young

To approve the minutes as written

Voice Vote: MOTION CARRIED UNANIMOUSLY

Brainstorming:

(a) What are the opportunities and constraints in the following areas?

(b) What are the expectations of each community?

Mr. Butler reviewed the progress that took place at the last meeting. The agreement at the end of the last meeting was that the two boards would bring information to this meeting to make it a more productive discussion. He stated that there was also an item that was added to the agenda regarding the Pontiac Trail and Eleven Mile Intersection, which was of some concern. This is intended to be a brainstorming session to work through a list of possible topics and get an understanding of the positions of the two communities. It is not intended to be a problem-solving session, but rather an information and communication session to identify the things that can be worked on jointly.

Public Safety:

Police

Mr. Butler stated that police service was touched on very briefly at the last meeting. Discussion was held on breaking the topic down into sub-topics.

Sub-topics:

Economics
Community Expectations
Both Models – how they work

Ø Areas of Coverage

Ø Number of Officers

Ø Capital Means

ü Vehicles

ü Stations

ü Lodging

ü Communications

South Lyon Model

Lieutenant Sharp stated that the City currently has 18 full-time Police Officers including the Chief, Lieutenant, two Detectives, and one School Liaison Officer. The officers work 12-hour shifts with 2-3 Patrol Officers and a Sergeant on every shift. We have just under four square miles of coverage. We have two full-time Detectives and one officer assigned solely to the High School.

The question was asked where the City sends its lab work. Lt. Sharp stated that we use both the State and the County, depending on the situation.

Discussion was held on how the City reinforces the Police Officers in the event that it is needed. Lt. Sharp stated that if it is an emergency we request assistance from the County Sheriff and Green Oak Township, but if we have time, we would call in our officers.

Discussion was held on support staff. Lt. Sharp stated we have two full-time clerical and one part-time cadet.

Discussion was held on the holding cell. Lt. Sharp stated that we can hold a person for up to six hours. However, the City has a contractual agreement with Novi and we would transport them there. It was stated that the City’s dispatch services are also contracted through Novi.

The question was asked if there is a time busier than others. Lt. Sharp stated that summer is always busier, and of course, at night.

Discussion was held on officers patrolling on bicycle. Lt. Sharp stated that if there are three officers on duty, one may be on bicycle to patrol the rail trail.

Discussion was held on number of vehicles. Lt. Sharp stated that the City has six marked vehicles, four unmarked vehicles and two motorcycles.

The question was asked what the majority of the police calls are. Lt. Sharp stated that drunk driving is frequent at night. We have our share of domestic disputes. We have a problem with larceny of parked cars. He stated that we are very low on serious crime. Burglary is very low even in comparison to other cities the size of South Lyon.

Trustee Cash asked if there was a way to compare statistics between the City and the Township. Lt. Sharp stated that we could provide those statistics. Discussion was held on density of the City versus the Township as well as population.

Councilman Wedell stated that even though South Lyon has its own police force, the County Sheriff has an Arson Unit, Computer Crimes Unit, Drug Enforcement, helicopters, Canine Units, etc. all of which are available to South Lyon as well as any other community in the County as needed. The question was asked if there is a cost involved with using these services. Councilman Wedell stated that there is no charge; it is part of the County taxes.

The question was asked if there is a formal agreement between departments for mutual aid. Lt. Sharp stated that there is no formal agreement. All of the communities will work together.

Response times: Lt. Sharp stated that for an emergency, it would be one minute or less. Routine calls, non-emergency would have a response time of five minutes or less.

The question was asked if there were an emergency not in the City but close, would South Lyon respond. Lt. Sharp stated that they would not, unless it was requested.

Discussion was held on radio systems. Lt. Sharp stated that currently they communicate with other jurisdictions through dispatch. He further explained the new county-wide radio system. He stated that essentially everyone in Oakland County will have the availability to speak to each other if the situation arises. It was stated that it is not only the Police, but also Fire and EMS.

Lyon Township Model

Sergeant Jeff Crockett of the Oakland County Sheriff’s Department, Lyon Township substation stated that they currently have 12 officers working out of the substation including 1 Sergeant, 1 Detective, 1 DARE Officer and 9 Patrol Officers. The Patrol Officers work 24 hours, 7 days a week working 8 hour shifts. They have two cars on the road at all times and have no clerical staff.

Discussion was held on incident reports for comparison. Sgt. Crockett stated that he can provide them month by month as well as yearly.

Discussion was held on patrol area. Sgt. Crockett stated that there is 36 square miles in the Township, and they patrol everything, but the City for a patrol area of 32 square miles.

Sgt. Crockett stated that all police agencies work together. If one agency needs assistance, they jump in. He stated that if they hear of something big going on in Wixom, they start heading that way and they will let dispatch know if they need help. They have done the same with the City and the City does the same for them.

The question was asked where they are dispatched. Sgt. Crockett stated that the Dispatch Center is in Pontiac.

Discussion was held on the number of vehicles. Sgt. Crockett stated that they have four marked and two unmarked. He further stated that they have no holding facility. All of their arrests go to Pontiac. When they remodeled Township Hall, they talked about including a holding area, however they chose not to because the liability.

Discussion was held on response times. Sgt. Crockett stated that he is not certain on the exact number, however he believes that it would be five minutes, depending on where the cars are as well as traffic conditions. Councilman Kivell stated that the City is almost at build-out now, therefore it is unlikely that we will end up having a dramatically different response time. The Township will be dramatically larger. Sgt. Crockett stated that they operate under a dedicated millage, and it will build with the new development. The question was asked if it would be the availability of money that would trigger the enlargement of the force or will it be in an effort to decrease response time. Sgt. Crockett stated that money is always the critical issue.

Discussion was held on the role of the State Police. Sgt. Crockett stated that the State Police predominately stay on I-96. They have a good working relationship with them. They have two troopers working out of their substation simply to benefit the Township. If they were not here, they would come from Oak Park, which is where they are dispatched from. They run from Kent Lake Road up to Oak Park. If they are not available, then the County cars are on the expressway. The Township residents are not paying for them to patrol I-96, but rather the surface streets. He further stated that Wixom Police will go up on I-96, but their jurisdiction ends at a certain point, where as the Sheriff’s Department goes all the way to the County line.

Discussion was held on the type of calls. Sgt. Crockett stated that they have gone up dramatically in larceny in the last year, which is largely due to the retail development as well as the construction. Quite often, they have reports of stolen building materials, etc. He further discussed the increase in larceny and retail fraud. It was stated that they have their first 24-hour store as well as banks located near the expressway.

The question was asked if there are certain areas other than the commercial district that would generate more calls. Sgt. Crockett stated that the trailer parks would require more. He stated that this is not uncommon. Further discussion was held on the density in the mobile home parks. Discussion was held on Colonial Acres in the City that has a large population of senior citizens, which require more fire runs.

Mayor Pro-tem Dryer asked if it is more difficult to get to some of the more land-locked areas such as Woodland Drive. Sgt. Crockett stated that it does become more difficult, but it depends on where the cars are located at the specific time.

The question was asked if the two cars split the township. Sgt. Crockett stated that they do not. He stated that typically you know where the more activity is, therefore you tend to drift in that direction. He stated that the officers put 70-100 miles on the vehicle per day so they are all over the Township.

Discussion was held on individual contracts the Township has with different areas such as the mobile home park. Sgt. Crockett stated that the largest contract they have had was with Kensington Mobile Home Park. They would patrol, at one point three days per week from 8 p.m. to 2 a.m. They paid an overtime rate to the Township in order to have that additional support. That car was assigned to the mobile home park for those hours. The question was asked if that lowered the activity. Sgt. Crockett stated that it did. However, due to economics, the mobile home park discontinued the contract. They did see a mild increase in activity. They still patrol the area, but they knew that the County was there.

Councilman Morelli asked if when the new high school opens, will the County have a full-time officer there. Sgt. Crockett stated that they do hope to. He stated that they had to discontinue the position they had at the middle school due to the fact that the funding would not support it. He feels that it is an important position. The original thinking was when the high school opened, the middle school officer was going to move over there.

Trustee Cash stated that Lyon Township and the City are funding positions when there are several other communities within the school district. We have Milford, Wixom, Novi, Salem, Green Oak and Northfield. He believes that schools should look at funding that cost so that every resident who pays school taxes would be funding that officer. Councilman Kivell stated that the City also feels the need for equity. However, the City is funding the officer at the high school that is within it’s boundaries. Sgt. Crockett stated that the middle school is also within the City’s boundaries. He further stated that there was an agreement years ago that the City would take care of the high school and the Township would take care of the middle school.

Discussion was held on the DARE officer. Sgt. Crockett stated that they have spoken with the coordinator of the DARE program and he has indicated that they have gotten funding for the next school year to continue the DARE program.

Discussion was held on working through the school district to try and get funding from all of the communities within the district. Township Superintendent Olson discussed the 600 additional units being built in Novi that will be using the new high school and elementary school. He stated that this is significant amount of development and tax base available to the South Lyon Schools. The schools would be the logical place to tie this together. The schools in the past have felt that public safety is the responsibility of the local communities, but they are the single tie amongst all of the communities and would be able to come up with a fair and equitable method of funding so the City and the Township are not bearing the burden of the entire amount. There is a mechanism there; it just needs to be utilized. Discussion was held on trying to force the issue with the district. Discussion was held on a district vote for millage for such an issue. Superintendent Olson stated that he is not aware of any legislation that would allow a separate millage vote for public safety presence. However, just as the City has discretion with its general fund budgets, the schools may have something for non-instructional purposes that they would have discretion on. A forum such as this with the School Board and representatives from the other communities would be the ideal place to have that discussion. Discussion was held on viability of working with all of the individuals involved in all of the communities’ boards. Supervisor Young stated that the School Board is the logical point because it is their borders that connect all of our communities. Discussion was held on the need for a united front to approach the School Board.

Councilman Kivell stated that historically, their argument has been that their charge is to educate children and not provide public safety. Mr. Butler stated that maybe there is a creative solution and the school can be involved, but not fund this. Possibly the communities can come up with a way the School Board can help in coming up with fair funding. Discussion was held on Mayor Doyle and Supervisor Young approaching Dr. Pearson. Discussion was held on the ramifications of not having an officer at the high school.

Discussion was held on what the officer does at the school. Lt. Sharp stated that it is mainly having a presence. He stated that this results in a lot of things such as information when crimes are committed. Discussion was held on the rapport this officer has with the kids.

Further discussion was held on the other communities in the school district. It was stated that every one of these communities has a line item for public safety in their budget, the schools do not. Councilman Kivell stated that we need to do a better job with coordinating with our neighbors who are not participating in this activity.

The consensus was that Supervisor Young and Mayor Doyle would approach the neighboring communities to begin the dialogue on this topic.

Discussion was held on the Blue Cross/Blue Shield facility. Clerk Johnson stated that they are a tax-exempt institution and in turn have indicated that they will give back to the community. Discussion was held on approaching them about possible funding.

Community Expectations

Mayor Doyle stated that the response times for the residents in this community is very quick, and if we were to go beyond those parameters, we would have a problem. Councilman Morelli asked if, as more subdivisions are being built in the Township and new residents are moving in, are they asking for or requiring faster response times.

Trustee Cash stated that he has never received any complaints about the Police Department. Supervisor Young stated that any calls he has received relating the Police Department have been about speeding down the dirt roads, especially when they are in need of repair.

Councilman Kivell stated that he believes that as people move in from other areas, they are also going to import their expectations that they had from where they moved from.

Trustee Cash stated that the amount of taxes in the Township is 4.3 mills compared to the City, which is 13.75. People move here for the lower taxes. He stated that as their vacant land is developed, their tax base will also increase. He discussed the loss of close to 1000 acres that was removed from their tax roll for the park, airport, etc. As they grow, however they will be able to add more officers, but it will take time.

Discussion was held on the City survey currently being done. Mayor Doyle stated that we send out approximately 700 surveys randomly throughout the City. It gives us a sense on how people feel and we do measure public safety and how satisfied they are. Discussion was held on sharing this survey with the Township.

Mr. Butler asked Lt. Sharp and Sgt. Crockett if there are any areas that the departments receive complaints. Sgt. Crockett stated that they do get a lot of speeding complaints. The Township has a number of dirt roads, and often they get calls about trucks speeding, noise and dust. Unfortunately the Township has more traffic and no more roads. Consequently, people are in more of a hurry and have less patience. He further stated that he has never received a complaint about their response time. If people are unhappy, they are not telling him. He stated that on an emergency call, they can be anywhere in the Township in about five minutes on an average.

Lt. Sharp stated that they almost never receive complaints about service. Councilman Kivell stated that this is also evident based on our surveys.

Supervisor Young explained the response they received in the large storm last year with straight-line winds. Sgt. Crockett stated that they had the entire traffic unit, which is 12 officers per shift. Supervisor Young stated that he was very impressed that they had that type of resource bank. It was stated that this would also be available to any community in Oakland County.

A resident of Lyon Township relayed his experience with both Police and Fire while experiencing a recent heart attack.

Economics

Supervisor Young stated that if the voters chose additional millage, they would be able to put another officer on the road. Discussion was held on the dedicated millage for police services in Lyon Township. Supervisor Young stated that it started as a 3.25 millage and due to the Headlee override, it is now 2.75 mills. Superintendent Olson stated that is a 20-year millage and expires 2016. Councilman Kivell questioned how Headlee will affect the millage by that time. Superintendent Olson stated that ideally, you have 1 officer per 1000 population, and if they see the population increase as they expect, they may not be able to do that within the current millage levy. He stated that this is why many communities do not go more than 6 years on their typical millage so they are not impacted so much by Headlee. Trustee Cash stated that as a Charter Township, they cannot raise taxes without a vote of the people, whether it be for operating, police, fire, etc. Further discussion was held on the Township growth and the impact of Headlee.

Discussion was held on cost comparisons between the two communities. Sgt. Crockett stated their numbers are all inclusive. When you buy an officer, it is a flat rate; you do not pay benefits, workmen’s compensation, etc. Superintendent Olson compared the numbers within the two budgets including building costs, vehicle costs, cost per officer, insurance, communication costs, etc.

Capital Needs

Mayor Doyle stated that the City will have a need at some point for a new station. He explained the current buildings. Councilman Kivell stated that we are in the very early stages of determining what our needs are.

Sgt. Crockett stated that he currently has room for 25 officers. They built for expansion. Trustee Cash stated that at some point, there may be a need for a substation at the south end of the Township. Mr. Butler stated that at the south end of the Township is the City. This could be an opportunity to share resources.

Superintendent Olson stated that the Township is looking at a library millage, which may free up some square footage in that location. He also discussed the City owned building that the Recreation Department currently rents that may suitable if the Recreation Department ever chooses to relocate.

Mr. Butler stated that most of the other subtopics have already been covered. He stated that there appears to be a couple of items that we may want to look at as opportunities to work together.

Sgt. Crockett stated that if the City wanted to look at a cost for the Sheriff’s Department to provide police services to the City, it would require a vote from the City Council for a cost study to be done and a letter from the City to the Under Sheriff. They will then review and find out what the needs are and come up with some options. Mayor Doyle stated that Chief Collins has made a similar offer as well, if there is any interest. Supervisor Young stated that if there are some figures available, we should at least look at them. Trustee Cash stated that he would like to see some kind of study done to determine if there is anything that we are duplicating that could save money.

Mayor Doyle stated that, structurally there are tremendous differences between the City and the Township. We are going through the process looking at everything we are doing, not because we have a necessity to cut anywhere. But we need to go through and make sure we are being smart with the taxpayer’s money.

Oakland County Capital and Cooperative Initiatives Revolving Fund

Oakland County Commissioner Jeff Potter stated that this is an issue that the County is very concerned about; not mandating what communities do, but rather offering opportunities for partnership. To that end, the County Commissioners and the County Administration put a budget item within this fiscal year’s budget in an amount of approximately $210,000 called the Capital and Cooperative Initiatives Revolving Fund. This is money put in the budget so that communities that want to study ways to improve their performance and have an idea can have a factual basis laid out by an outside professional. That professional will determine things such as what are the individual needs. Some of the models of shared services do not involve consolidation; they could involve a fiscal arrangement of some type. There is nothing that presupposes that two communities would want exactly the same level of service. Since the budget was passed, the County Board and Administration has come up with an application process. Wixom and Walled Lake are looking to use these services. He stated that if there is an opportunity for South Lyon and Lyon Township to use these funds, he would like to help. We need to collectively help ourselves improve our economic performance so that we can compete in an environment where we are losing our State Revenues and losing money through duplication. If there is a specific issue these boards would like to study, he can help make application to that program to get professional consultants to come in and help. He further discussed the surveys the City did over the years and stated that 80-83% favored cooperative efforts in areas such as library, bike path, recreation, etc. and also revealed some interest in looking at cooperative police and fire.

Discussion was held on acting quickly in order to use some of these funds. Commissioner Potter stated that sooner would be better, but you have to have a specific issue to be studied. He stated that packets are going to be sent to each community with additional information.

Discussion was held on successful cooperative efforts such as Nine Mile Road and Griswold Road paving. Commissioner Potter stated that these would not have been accomplished if not for the cooperation between the City, Township and Green Oak.

Discussion was held on target date for the next meeting. Mayor Doyle stated that it will be slightly more difficult setting up the next meeting because of vacations, etc., but we should try for next month.

Adjournment:

Motion by Morelli, supported by Wedell

To adjourn the Special City Council meeting at 9:07 p.m.

Voice Vote: MOTION CARRIED UNANIMOUSLY

Motion by Hemker, supported by Schilling

To adjourn the Special meeting of the Board of Trustees at 9:07 p.m.

Voice Vote: MOTION CARRIED UNANIMOUSLY

Respectfully Submitted,

John M. Doyle, Jr. Julie C. Zemke

Mayor City Clerk/Treasurer

Lannie Young Pamela Johnson

Supervisor Clerk