January 9, 2023
City of Dexter
City Council Meeting
Monday, January 9, 2023 @ 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/2023-01-09-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2023/Packets/2022-01-09-CC-P.pdf
WRRMA Draft Contract: https://files.dextermi.gov/City_Council/2023/Packets/2022-01-09-WRRMA-DraftContract.pdf
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!
During pre-arranged participation, Council will hear from Bob Davis, Washtenaw Regional Resource Management Authority (WRRMA) Attorney, regarding the WRRMA Trash/Recycling request for proposal (RFP).
The City of Dexter is one of eight municipal members of WRRMA, which was formed in September 2019. WRRMA’s primary goal is to reduce recycling contamination in its member communities, providing for improved cost savings and protection of the environment. In order to accomplish this, WRRMA has conducted recycling audits and education campaigns to highlight areas of improvement and provide materials to WRRMA community residents on the benefits of recycling properly.
One project WRRMA is currently undertaking is a potential request for proposal (RFP) that would consolidate the trash, recycling and yard waste services of participating member communities underneath the authority. In doing so, WRRMA would take on the following responsibilities during the process:
WRRMA develops and issues the RFP
WRRMA enters into agreements with the service provider(s) and the participating member communities
WRRMA would be the entity contracted with the service provider(s), not the City directly
The City would sign an agreement to pay WRRMA for the City’s portion of services, and in turn, WRRMA would pay the service provider(S)
WRRMA staff would be the point of contact (POC) for residents if an issue were to arise (missed pick-up, questions, etc.)
WRRMA’s attorney, Bob Davis, is attending this meeting to provide more information and answer questions regarding the process, goals and benefits of the proposed WRRMA RFP. A draft has been provided separately from this memo.
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).
Staff updates that might be of interest:
2nd Street Sub-Area Plan – The Michigan Planning Enabling Act (PA 33 of 2008, as amended) requires the Planning Commission to review its Master Plan every 5 years. The City last updated the Master Plan in November 2019, which means the next review would start November 2024. With that being just a year and a half away, the Planning Commission decided to wait until then to examine Second Street land uses, and building types.
Pre-Application Meeting Request – Kelly Anderson, of KLA Development has requested a pre- application meeting to present a concept for a 4-story 10–15-unit residential condominium project at 8180 Main Street. The City is working with Nate Pound, Justin Dalenberg and Common Sail Development Group to incorporate the proposed restaurant/micro-brewery and bike rental uses into the 3045 Broad Street redevelopment project. The pre-application committee consists of Mayor Keough, Council members Michels and Schlaff and Planning Commissioners Covert and Marsh, along with staff, DPW, DAFD and our planning and engineering consultants.
3045 Broad St. – Common Sail is updating its TIF strategies spreadsheets to reflect actual DDA tax captures. For example, the DDA does not capture 53% of Washtenaw County ISD millage nor does it capture 50% of WC millage. Commons Sail has indicated a desire to ask the Committee if it would support asking the County for 100% capture, due to the unique challenges associated with the site. Common Sail will also provide updated cost estimates for the concept plan, including parking (underground and above ground), two different pro-formas (MEDC’s and their own), results of their market study, and additional scale and massing perspectives requested by the 3045 Broad Street Committee. Common Sail will also present a revised concept addressing concerns that certain first floor residential units (in the building closest to the cemetery) are too close to the park/pathway. Staff anticipates the next Committee meeting with be January 19th, after the DDA meeting.
Recording Secretary. Staff is continuing to publish advertisements to seek a Recording Secretary.
The City of Dexter is recruiting for the position of Recording Secretary. The Recording Secretary will be responsible for attending City Council and Planning Commission meetings and producing written minutes of the meetings. Regular City Council meetings are held on the second and fourth Mondays of each month starting at 7:00 pm, and regular Planning Commission meetings are held on the first Monday of each month starting at 7:00 pm. These boards occasionally hold special meetings. The Recording Secretary is paid at a rate of $90 per meeting, including special meetings. Examples of prior City Council minutes (expected work product) is available on the City’s website at: https://www.dextermi.gov/government/cc.php. No experience necessary, and training will be provided. For more information or to apply for the position please contact the City Office at 734-426 -8303 or e-mail jbreyer@dextermi.gov.
The City’s Employment Application Form is available on the City’s website at: https://www.dextermi.gov/Permits_and_Forms/General_Permits/Employment_Application_2020-02.pdf
What We Love About Dexter. The Arts, Culture, and Heritage Committee has been working to collect materials for the What We Love About Dexter project, which involves a request to the community to submit pieces of art, including poems, drawings, paintings, etc. Submissions are due February 1st and will be displayed from February 14th – 28th in storefronts downtown.
City of Dexter Winter Newsletter/Update. A draft of the City’s upcoming newsletter begins on page 28 of the packet (here). This particular newsletter struck me as being packed with great information, so please review it now or when it arrives in your mailbox or inbox. Here are a few key excerpts:
City Committee Openings
Parks and Recreation Commission
The Parks & Recreation Commission is seeking one new member. The Commission meets on the third Tuesday of each month at 7:00 pm and is a 9-member commission that is responsible for making recommendations to City Council on the planning and development of City parks.
Arts, Culture, and Heritage Committee
The Arts, Culture & Heritage Committee is seeking one new member. The Committee meets on the first Wednesday of each month at 7:00 pm and is an 11-member group that advises City Council on the development of arts, culture and heritage; promotes and publicizes projects that support arts, culture and heritage; serves as advocates for arts, culture, and heritage and encourages networking and collaborations of the arts, culture, and heritage of the City of Dexter.
How to Apply
To apply, please submit a Committee Application Form to the City Offices at 8123 Main St., 2nd Floor or by e-mail to jbreyer@dextermi.gov. The application form is available on the City’s website at: https://www.dextermi.gov/Permits_and_Forms/General_Permits/committee_application_2020_1.pdf.
Car Locking Reminder
The Sheriff’s Office is encouraging residents to make sure car doors are locked and that vehicles are secured at all times. Many stolen vehicles are taken by opening an unlocked door and finding a set of keys hidden within the vehicle. Even if parked in your own driveway or garage, locking doors, rolling up windows, and removing valuables is encouraged.
Tips to prevent theft from your vehicle or a stolen vehicle:
Secure your vehicle: Make sure to always lock your doors and roll up your windows.
Know where your keys are: If you have multiple sets of keys make sure you know where they are. Losing a set for a thief to find or leaving them on the hook just inside your door and in plain view are just two of the more common ways for a thief to take your keys and come back at a later time to take your vehicle.
Parking matters: When possible, park in a well-lit area, use your garage, or park near doors to your home or office. If parking in your garage, close the garage door and lock the door to the house.
Valuables: Always remove valuables from your vehicle when possible. If valuables are left in the vehicle do not leave them in plain view. Store them in the trunk or locked glove box. Never leave important personal items such as identification cards, passports, social security cards, credit/debit cards or portable computers in unattended vehicles.
Idling vehicle: Do not leave your car running while you run into the gas station or when warming it up or cooling it down. All it takes is a few seconds for an opportunistic thief to come along.
Report any thefts from your vehicle promptly. If you see any suspicious activity around your vehicle or another vehicle report the incident to 911 as soon as possible.
2023 Property Tax Inflation Rate Multiplier
Every property in the State of Michigan has two valuations - the State Equalized Value (or market value), and the Taxable Value, which is the value used to calculate taxes. The Property Tax Act states that if a property has not been sold and has not had any value additions or losses based on modifications to structures or land, the taxable value will increase each year by the rate of inflation or 5%, whichever is lower.
The Inflation Rate Multiplier used for this calculation has never reached 5% – until now. The State Tax Commission calculated the inflation increase for 2023 at 7.9%, which is limited by the cap. This 5% increase will be applied to taxable values statewide, and is not something that an assessor or local board of review can change.
Following the presentation and any discussion of these reports, Council will consider 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: $158,898.00
Setting Dates for the Board of Review’s March, July, and December Meetings
The Board of Review at their December 13, 2022 meeting voted to recommend to City Council that the 2023 meeting dates be set as follows:
March 7, 2023 at 4:00 pm
March 20, 2023 from 1:00 – 5:00 pm and 6:00 -9:00 pm
March 22, 2023 from 9:00 am – Noon and 1:00 pm – 4:00 pm
July 18, 2023 at 4:00 pm
December 12, 2023 at 4:00 pm
Appointments to Boards and Committees
Mayor Keough has recommended to Council the following appointments:
Art Selection Committee – Term Ending December 2023
Meredith Giltner (Reappointment) – At-Large City Resident Position
Rita Holmes (Reappointment) – At-Large City Resident Position
Wa-Louisa Hubbard (Reappointment) – Planning Commission Representative
Phil Arbour (Reappointment) – Arts, Culture, and Heritage Committee Representative
Rich Bellas (Reappointment) – DDA Representative
Jeanette Frost – Parks and Recreation Commission Representative
Anna Oostendorp – Arts, Culture, and Heritage Committee Representative
Beverly Hill – Arts, Culture, and Heritage Committee Representative
Sanam Arab – Ex-Officio
Zoning Board of Appeals (Alternate) – Term Ending June 2024
Rita Holmes
Current Vacancies
Arts, Culture, and Heritage Committee (1)
Economic Development Corporation (1)
Parks and Recreation Commission (1)
Downtown Development Authority (1)
Council will consider (i.e., take formal action on; “C”) or discuss (i.e., take no formal action on; “D”) the following business:
City Council Rules (D/C)
Per City Council Rule 12: “Council rules shall be reviewed and adopted within 60 days after the General Election and/or a change in the membership of the Council. Council-adopted rules may be altered or amended by a vote of a majority of the members if notice of the proposed change shall have been given at a preceding meeting of the Council and a written copy of the proposed change has been distributed to all members.”
Following elections for City Council, the Council reviews and updates its Council Rules document, which puts into written form the norms for conducting business.
City Council discussed the City Council Rules document during the November 28, 2022 meeting, and voted to adopt the existing rules, but to also continue discussing amendments to the Rules document during the December 12, 2022 meeting. During the December 12th meeting, City Council voted to postpone continued discussion of amendments to the January 9, 2023 meeting.
Public Safety Facilites (D)
City Council last discussed public safety facilities at the December 12, 2022 meeting. During that meeting, David Gassen with Partners in Architecture presented several memos, which included information on timelines and expectations. Council expressed a desire to continue discussion on public safety facilities at the January 9, 2023 meeting.
Board of Review Hardship Guidelines (C)
Each year, local units of government are required to adopt guidelines for the administration of hardship property tax exemptions by the Board of Review. These guidelines were completely updated by the City’s Board of Review members and City Council for the 2021 tax year, with income guidelines at 2.2x the prior year’s federal poverty guidelines (https://aspe.hhs.gov/topics/poverty-economic-mobility/poverty-guidelines).
The Board of Review is not recommending any changes from the 2022 guidelines, with the exception of updating the incoming guidelines.
Hardship guidelines need to be in place prior to the start of the March Board of Review.
