Council approves amended planning-services agreement; tables planning and zoning fee resolution

The W ixom City Council on July 7 approved a letter of agreement with Carlyle Wortman Associates to amend the planning-services fee schedule and extend the contract term, but postponed action on a separate resolution that would adopt a revised planning and zoning fee schedule.

City staff told the council the amendment would update hourly rates, monthly retainer amounts and certain review fees and lock in rates for a longer period. "As a whole, staff has been satisfied with Carlyle Wortman and Associates," City staff member Mister Benson said, adding that the proposed fixed-rate increases would require roughly a $4,000 budget amendment.

Council members raised objections to the size and timing of the increases. Several members said the proposed fixed-dollar increases amount to double-digit percentage jumps in the first year for some retainer items and pushed staff to renegotiate. One council member argued the original contract obligated the consultant to the prior rates and questioned why the city should grant a multi-year increase now.

Counsel and staff discussed alternatives, including keeping the current contract for the remaining two years and re-bidding or reopening negotiations in 2027. Benson said staff's intent in negotiating an amendment was to provide predictability by locking in rates over a longer term, but acknowledged council prerogative.

After discussion the council voted to approve the letter of agreement and instructed staff to continue working with Carlyle Wortman on the details. Separately, when the council considered a resolution to adopt a revised planning and zoning fee schedule effective July 9, 2025, a motion to table the resolution passed.

Why it matters: Changing planning hourly rates, retainer amounts and review fees affects development costs that are often passed to applicants; council members noted those increases can influence redevelopment and building costs.

Details and next steps: Staff said the amendment would slightly raise monthly retainers (described in the staff attachment) and increase certain site-plan and review fees used for private development review. Staff recommended a modest budget amendment to cover the fixed-cost increases in year one. Council directed staff to continue negotiations with the consultant and to return with revised numbers before adopting a fee schedule.

Votes and motions: The council approved the letter-of-agreement amendment for planning services by voice vote; the planning and zoning fee-schedule resolution was tabled by motion and majority vote.