Councilmembers

President Theresa Rusas; Councilmembers Michael Glagola, Elizabeth Heer, James Kovach, Jerry Aubry, and Jennifer Frankford

Others Present

Village Manager Arthur Shufflebarger, Treasurer/Financial Director Becky Jacques, Clerk Deborah Frazer, Chief Wayne Walli, Building Official Randy Sapelak, DPS Director Robert Calley, WWTP Supervisor Tom MacKenzie, and DDA Director Ann Barnette, DDA Chairperson Dale Feigley and Township Board Member Dale Wiltse.

Mr. Shufflebarger started the meeting speaking to the changes the Village has done to reduce costs (memo dated January 12, 2010).  He felt the current staffing was appropriate for the workload and that cuts will certainly be noticeable in the services the Village provides.

Jacques gave an outline of the situation.  An overview of  the Oakland County Taxable Values decreases was given, which projects approximately 30% reduction for Milford over the next three years.  She presented Council with the General Operating funding numbers, showing the projected tax loss of approximately $300,000 for 2009–2012.  This included $81,000 in revenue sharing for 2009.

Jacques told Council that there will not be enough money generated through the taxes to pay for Refuse Collection.  This is even with the DDA returning all of their Refuse taxes they receive through the TIF capture.  She presented three options:  1)  levy fee to make up difference (tried before, not popular with public);  2)  place as special assessment on properties (recommended, would be effective 7/2010); or 3)  restore millage.  She stated it would cost approximately $55 per year/per household to cover deficit.  Council remarked that if the refuse collection was placed on the ballot, the taxpayers could get a tax write-off as opposed to a special assessment. 

Mr. Shufflebarger stated this did not include any Emergency Response Funding that could be necessary in the next few years; i.e. ice storm damage removal.

Police Dept. (PD) budget was discussed next.  Approximately 80 percent of the PD budget is personnel.  The projected tax revenue loss over the next three years is approximately $875,000.  In additional, General Motors is requesting an 80 percent decrease on their taxes.  The percentage they will receive is still under discussion.

Walli stated a millage request of at least .5 mill will be placed on the August in hopes of decreasing the need of laying off additional Police Officers.  Walli will hold a department wide meeting to discuss the decision to contract out dispatching and the necessity to layoff officers.  He stated one of the biggest issues in dispatch is staffing schedules; there is a considerable amount of overtime used to cover shifts.  Once dispatch is contracted out, he plans to have two civilian personnel run the records/office portion of the PD weekdays only, 8:00-5:00.

Walli stated he has investigated the differences in price and services with the City of Novi versus Oakland County.  He felt the Novi option was more favorable.  Their proposal included prisoner lodging and meals.  We would be able to use existing radios with Novi.  It would be necessary to rent County radios which would be an additional cost, along with maintenance costs.

Walli stated there would be a cost to move equipment.  There would not be anyone at the front desk after hours.  A phone could be placed in the lobby to allow individuals to get in contact with Novi and all after hour calls would also go through Novi.  Prisoner Agreements we currently have in place with Walled Lake and Wolverine Village would be terminated. 

It was questioned whether we could regain our own dispatch again.  Walli stated this would be expensive.  He added there has been the likelihood of going to regional dispatching eventually.   Bringing back officers would be possible.

It was agreed to place item on the January 19, 2010 Council agenda asking Administration to work on contract with City of Novi for dispatching.

Festival Costs were discussed next.  Mr. Shufflebarger stated the need and advantages of holding festivals and parades in the Village is recognized; i.e. drawing the public into downtown Milford.  Because these events do promote the Downtown district, he stated it would be possible to get revenue through a “Special Tax for Advertising”.  This tax would generate approximately $50,000/year. 

Jacques stated the cost to the Village is approximately $20,000/year and has gone up each year.  Council discussed reducing the in-kind donations and the possibility of having the homecoming parades move to the school and the baseball parade done in the baseball field or at the schools.  Reduction of in-kind donations to $500 will be considered an upcoming Council meeting. 

Jacques provided Council with a list of recommended budget cuts for 2009-10.  These were to cover the loss of the Revenue Sharing of $81,000.  (Copy on file).  These included reduction of clerical position from full-time to part-time, meeting and conference fees for PC and ZBA, reduction in local and major road services, and reduction in ballpark maintenance.

The costs to maintain Janowski ballpark were discussed.  Costs include grass cutting, trash pick-up, water and electricity.  The Village has been absorbing these costs.  It was recommended the users of the park contract own services or the Village establish a maintenance fee.  Council requested total costs be put together for further discussion.

Calley provided Council with a copy of his current budget cuts.  (Copy on file.)

Other fees such as attorney and planning consultant fees have remained the same, no increases.

Randy Sapelak discussed ways to generate more revenue in the Building Department.  This included adopting a new Maintenance Code and conducting Rental Inspections.  There could also be an increase in the building department fees.

Mr. Shufflebarger commented on the possibility of a township wide Recreation Authority and suggested looking into a Volunteer Clearing House.

Mr. Shufflebarger briefed Council on the projected cut list (provided in outline, copy on file).  He also commented on items he felt Council should maintain; i.e. SEMCOG, MML and Chamber memberships, and HVYA contribution.  The Capital Improvement Bond will help with a lot of needed repairs.

Barnette discussed the DDA budget which she said is being hit twice as hard with an approximate 38 percent reduction.  She stated the bonds payments are still being met with approximately 40 percent of the revenue.  Barnette added that DDA is exceeding the required 60/40 split on the roads versus DDA projects with 1.2M going toward road projects.

Jacques stated an administrative fee could be placed on tax bills, which would raise approximately $12,000.

Union contracts are due for renegotiating.  Council felt union employees should have to take cuts same as non-union.

Council Remarks:

Kovach suggested investigating whether there would be any overall savings if the Village and Township formed into a City.  This has been reviewed in the past, but never found to be worthwhile.  Council agreed to form a subcommittee at their next Council meeting and ask two Township Board Members to join in this investigation.