December 27, 2023
City of Dexter City Council Meeting
Wednesday, December 27, 2023 at 7 p.m.
3515 Broad Street, Dexter, MI 48130 and via Zoom
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Meeting ID: 881 4138 1694#
Meeting Agenda: https://files.dextermi.gov/City_Council/2023/Agendas/2023-12-27-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2023/Packets/2023-12-27-CC-P.pdf
NON-ARRANGED PARTICIPATION
Non-arranged participation will include those in the audience not listed on the agenda that wish to speak. At the Mayor’s discretion, members of the audience may be called on to speak at any time. Those addressing the Council will state their name, and address. This section is limited to 5-minutes per participant or 10-minutes for group representative.
As always, there are two opportunities for non-arranged public participation: one near the beginning of the meeting and one near the end of the meeting. See the agenda for details. Just state your name and address and then share your thoughts–it’s that easy!
VARIOUS UPDATES
Council will review (1) minutes of its most recent meeting(s) and (2) the upcoming meeting list. We will also hear various updates from staff, including the City Manager and the Mayor (note that corresponding written reports are included in the meeting packet).
Updates that might be of interest:
Downtown Development Authority Strategic Plan Update 2023 – Market Studies: In November the DDA received a presentation of the results of the Residential, Real Estate, Demographic market studies and Economic Analysis. A bullet pointed list of key strategies accompanies this memo. The results of the online survey will be presented to the DDA at its January18, 2024 meeting. Additionally, the DDA will be conducting a Focus Group Work Session in early 2024, to obtain input from city leaders, business owners & merchants, and residents, and other stakeholders. A Public Open House and Developers Forum are being planned for spring 2024.
As a reminder, the 60-day review and comment period for the Draft DDA Development and TIF Plan ends December 22, 2023. Staff anticipates Council will consider an Ordinance to approve or reject the Plan, or approve it with modifications at its January 8, 2024 meeting.
See beginning page 16 of the packet for the draft executive summary of the Housing + Retail Market Strategy report prepared by LandUseUSA UrbanStrategies. The summary includes a residential and retail analysis. I have pasted the first five recommendations from each section. See the packet for the complete list.
Residential Analysis
In the housing market, build 30 new detached houses or large cottages for the owner market, every year over the next five years.
Build 20 alternative formats for the owner market, such as side-by-side townhouses or condominium style apartment. Again, build them every year over the next five years. For-sale townhouses should have private entrances with porches, plus a private one-car garage.
For the owner market, also rehab, remodel, or renovate 25 existing detached houses and 5 attached townhouses every year over the next five years.
Build 65 new cottages, accessory dwellings, and/or units in apartment houses for the renter market, every year over the next five years.
Build 15 new lofts in the downtown, in walk-up buildings, or in courtyard apartments for the renter market, every year over the next five years.
Retail Analysis
Based on the results of the in-depth retail analysis, up to twenty (20) new businesses are supportable within Dexter’s Downtown, including two restaurants, five apparel and accessories stores, four home improvement specialty stores, and a variety of other traditional merchants and small businesses. Assuming an average storefront size of about 2,000 square feet, they collectively could support up to 40,000 square feet of additional retail and commercial space in the downtown core.
All vacancies with bay windows should be reserved for traditional merchants rather than non-retail businesses – even if they remain vacant while waiting for the ideal tenant.
Existing attorney, real estate, financial, and Martial Arts types of businesses occupying merchant space may be “grandfathered” in. However, whenever they close or relocate, then their store fronts should be reserved for traditional merchants with discovery types of shopping experiences.
The city’s seasonal cider mill that should be programmed as far more than a Fall Destination, and special events should be programmed year-round. The mill’s retail store should be an expanded gift shop that is open all spring, summer, and fall. Also, a small gift shop in the downtown core would help build brand awareness among visitors.
Other recommendations for the city and DDA include reducing vehicular speeds and potential conflicts at the intersection of Main and Central Streets to slow traffic, encourage impulse shopping by drive-by visitors, and improve pedestrian safety.
Washtenaw County Sheriff’s Office Noteworthy Events (November).
On November 8th Deputies were dispatched to the 2400 block of Dongara Drive for a medical assist. As Deputies arrived, a subject advanced toward Deputies while holding a knife in a threatening manner. Deputies gave verbal commands for the subject to drop the knife, however they did not comply and continued to advance on the Deputy. A Taser device was discharged, and the subject was then taken into custody without further incident. Deputies then learned that another subject inside the residence had been stabbed and requested medical attention. The suspect was lodged at the Washtenaw County Jail and charged with Assault with Intent to do Great Bodily Harm, Felonious Assault, and Resisting a Police Officer.
February 27, 2024 Presidential Primary. Staff is working to mail absentee ballot application forms for the February 27, 2024 Presidential Primary. Staff anticipates that these applications will be received by residents in the first two weeks of the New Year.
WCRC Millage Renewal. Staff met with representatives of the Washtenaw County Road Commission. From that discussion, it appears that the WCRC will be seeking a renewal of the County roads and non-transportation millage in 2024. The City receives a portion of this millage back each year for City managed road projects.
CONSENT AGENDA
Following the presentation and any discussion of these reports, Council will consider (i.e., take formal action on) the following items as part of the Consent Agenda. Unless Council votes to do otherwise, these items are voted on as a single bundle without Council discussion.
Bills & Payroll in the amount of: $340,553.18
Resolution Amending the Policy for Board and Commission Compensation
The City has historically compensated members of the Planning Commission and Parks and Recreation Commission via a per diem for their attendance at commission meetings. Over the last few years, City Council added the Zoning Board of Appeals and the Arts, Culture, and Heritage Committee to the list of boards and commissions receiving compensation. Staff has received an increasing number of requests from commission members who wish to waive their per diem or donate those funds back to the City. While donations back to the City have been permitted, the City still has to first issue the commissioner their check; they cash their check; then submit their own cash or check.
In some instances, finance staff has issued commissioner per diem stipends and then found that commissioners have not cashed their checks. Then, those commissioners have been unresponsive to follow-up requests to cash their checks. Finance staff would like to offer commissioners the option of waiving the issuance of their per diem stipend, if they so desire.
DISCUSSION AND/OR CONSIDERATION ITEMS
In addition to any items described under Consent Agenda (above), Council will consider (i.e., take formal action on; “C”) or discuss (i.e., take no formal action on; “D”) the following business:
Public Safety Facilities - Sheriff’s Office Location (C)
During the October 9, 2023 meeting, City Council voted to relocate the Sheriff’s Office away from 8140 Main St. to another site to be determined. Since that meeting, staff has received no additional feedback regarding potential locations other than 3515 Broad St.
As stated at the October 9th meeting, representatives of the Sheriff’s Office have indicated that their preference is to not be located at 8140 Main St., and they would be comfortable being located at 3515 Broad St. The Sheriff’s Office representatives feel that 3515 Broad St. would provide more and better controlled parking for their personal vehicles, more opportunities to directly engage with City staff, and sufficient space for their needs. Partners in Architecture (PIA) and Cunningham-Limp (CL) have indicated that locating the Sheriff’s Office at 3515 Broad St. would reduce the project cost by approximately $300,000.
PIA has indicated that in order for them to proceed with the next steps of design for temporary fire facilities at 3515 Broad St., it would be helpful for City Council to make a determination regarding whether or not the Sheriff’s Office substation will be located at 3515 Broad St. The inclusion of the permanent design for the Sheriff’s substation at 3515 Broad St. will help reduce the duplication of efforts in the design and construction at 3515 Broad St. PIA can factor the layout of the Sheriff’s Office into the plans for temporary fire facilities.
Public Safety Facilities – Costs, Funding, and Alternates (D)
The Public Safety Facilities Committee met on Wednesday, December 20, 2023 to receive updates from Partners in Architecture (PIA) and Cunnigham-Limp (CL) regarding the Public Safety Facilities project. PIA provided updated plans and renderings for a five-bay station at Main St., and options/alternates for various other station components. The options and alternates are provided below and are included in CL’s cost estimate.
CL’s current construction-only cost estimate ($8,228,500, excluding CM fee) is significantly higher than the previous cost estimate that was presented in September/October ($7,100,000, CM fee backed-out). This is in spite of the relocation of the Sheriff’s Office to 3515 Broad St. and the reduction in the number of bays from 6 bays to 5 bays. PIA and CL are aware that this cost increase places the project outside of the current project budget, and are working on strategies and suggestions to reduce the construction cost. A construction-only cost of $7,300,000 and below will fall within the current project budget, factoring-in: 1) additional bond investment revenue (~$300,000); 2) owner’s and construction contingencies; and 3) architect and CM fees.
PIA and CL have indicated that knowing what alternates are to be included in the project would assist with narrowing the scope of the design, thus increasing the speed with which they can proceed with the design and construction documents. While a conversation about the inclusion of alternates may be preliminary until the City learns from PIA and CL what strategies they are recommending to reduce the construction cost, if Council wishes to proceed with the incorporation of any of the additive elements into the building’s design, then Council will also need to discuss, prioritize, and determine additional sources of funding.
See beginning page 47 of the packet for a detailed list of the cost of proposed alternates and proposed alternative funding sources.