July 24, 2023
City of Dexter City Council Meeting
Monday, July 24, 2023 at 7 p.m.
3515 Broad Street, Dexter, MI 48130 and via Zoom
Join Zoom Meeting
https://us06web.zoom.us/j/88141381694
Dial In 877 853 5247 OR 888 788 0099 US Toll-free
Meeting ID: 881 4138 1694#
Meeting Agenda: https://files.dextermi.gov/City_Council/2023/Agendas/2023-07-24-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2023/Packets/2023-07-24-CC-P.pdf
NON-ARRANGED PARTICIPATION
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!
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
Staff updates that might be of interest:
Baker Road Holdings, LLC Annexation Request
Staff participated in a meeting between the City of Dexter (Councilmembers Semifero, Aldag and Hubbard) and Scio Township (Clerk Flintoff and Trustees Knol and Reiser) on August 14th. The purpose of the meeting was to discuss an Annexation Request submitted by Baker Road Holdings, LLC (Dave Lutton). The agenda for the meeting included a discussion of township and city goals, the possible/potential alignment of the goals, and would the propose annexation help the two communities achieve those goals.
Following introductions, we discussed the City’s policy for expanding the municipal boundaries and extending public utilities, which according to the Master Plan, would be considered “under mutual consent between the City of Dexter and adjacent townships.” We discussed the Township’s goals for the property, which included open space preservation and maintain semi- rural character of the Township, and if an annexation would achieve their goal of open space preservation. We discussed the status of the City’s pending capacity study and our goals for regional connectivity. We agreed that additional conversation was needed to determine if our goals aligned and if the proposed annexation would help us achieve our goals. We agreed to meet again on August 11th. In the meantime, Scio officials will review their goals for land preservation and parks and recreation, and the city will work on a capacity study.
Mill Creek Park Trailhead
The pending construction of the Dexter-Chelsea B2B connector, which will cross the Mill Creek and tie into the Mill Creek Park Pathway, has triggered public commentary regarding the need for a Trailhead in Dexter and its potential location. Staff thought it might be a good time to revisit the city’s previous trailhead planning efforts. The first thing to know is that the area between 3045 Broad Street and the Cemetery and between Broad Street and Mill Creek Park is Grand Street. It’s just not been improved as the rest of Grand Street has. See graphic on next page.
The redevelopment of the 3045 Broad Street site has been a top priority of the DDA and City. In addition to high-density mixed-use development, the DDA and City envision improvements along Mill Creek Park, including a trailhead where Grand Street dead ends at Mill Creek Park, public parking (on-street and public off-street), sidewalks, street trees, lighting, and other streetscape elements. See DDA Project 1.01, in the Capital Improvements Plan. Additionally, Washtenaw County, in conjunction with the Huron Waterloo Pathways Initiative is proposing a pavilion and kiosk for the trailhead that would coincide with the city’s plans. A copy of the rendering of the pavilion/kiosk will be included in your supplemental packet before the meeting on Monday. In the meantime, additional information can be found in the Mill Creek Park Recreation Master Plan, by doing a key word search for “trailhead”.
Proposed Development/Redevelopment Projects
The new webpage for Proposed Development/Redevelopment Projects is up and running. Please check it out and let staff know what you think. (https://dextermi.gov/government/departments_and_services/proposed_development_projects.php)
Staff anticipates receiving an Application for Preliminary PUD Site Plan Review for The Pelham and Mill Creek Flats Projects, for consideration by the Planning Commission at its August 7th meeting. At the Preliminary PUD stage, the Planning Commission conducts a public hearing.
Public Safety Facilities
The Public Safety Facilities User Group met on Wednesday, July 19, 2023. Documents from this meeting are attached to this report. During the meeting, the group reviewed:
Planning/zoning and construction timelines for the permanent facility and temporary facilities
Options for temporary facilities
Schemes for new build and renovation approaches
Preliminary design options
Methodology for budgeting
DPW Job Openings. In May, one member of the Department of Public Works resigned. Staff has received a second notice of resignation, leaving two (of five) openings in the DPW. Staff is working through the interview process to fill the two vacancies.
Poison Ivy Treatments for Mill Creek Park/Trail. In June, staff was notified by the Library and a resident about poison ivy in both Mill Creek Park and along the Mill Creek Trail. Staff met with “Leafs of Three – Lansing” on July 19th to evaluate and begin treatment of poison ivy. With the first treatment occurring on the 19th, Leafs of Three will return for a second treatment in roughly two to three weeks to clean-up any surviving poison ivy. A majority of the patches were found in Mill Creek Park North, which were significant.
Washtenaw County Road Commission Roundabout Project at Dexter-Chelsea Rd. On Wednesday, July 19th, staff participated in a meeting with the Washtenaw County Road Commission regarding the proposed roundabout at Dexter-Chelsea Rd. The group discussed a variety of topics relating to the roundabout and utilities in the area. These topics included coordinating road maintenance work on Main St. during the road closure, updates to the City’s traffic signals, a vehicle height detection system for the viaduct, water and sewer main locations, proposed developments in the area,
Now
Finalize Roundabout Geometry and preliminary design. • Utility Coordination
Public information meeting
NEPA
March 2024 – GI Plan Submittal
July 2024 – Submit Parcel Exhibits to the WCRC
July 2025 – ROW Certification (Attachment B)
July 2025 – Final Plan Submittal
October / November 2025 – Letting
2026 Construction
Dan Hoey and Lexington Resurfacing Work. Concrete work on Dan Hoey is close to completion. The current schedule (weather permitting) for the remainder of the work would see milling of the road on July 28th and July 29th, following the application of materials, the road would re-open on August 8th.
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: $280,794.18
Dexter High School Student Council Road Closure Permit Request for the Homecoming Parade on October 6, 2023
The City of Dexter has received a road closure permit request submitted by the Dexter High School Student Council for the Dexter High School Homecoming Parade on October 6th, 2023. The parade will include closures to the following roads between 1:30PM to 2:40PM:
Parker
Dexter-Chelsea
Main
Baker
Shield
Senior Services from Dexter Senior Center for an Amount not to Exceed $105,000
During FY 2021-22 and FY 22-23, the Senior Center requested an increase in the City’s contribution to $16,560. City Council was receptive to this request, and the $16,500 was included in the City’s General Fund Budget. For 2023-24 fiscal year, the Dexter Senior Center requested another substantial increase, initially to $45,000, then to $105,000. City Council approved the Senior Center’s request for an additional $60,000 at the July 10th meeting.
Per MCL 400.571 – 400.577, it is a lawful expenditure for the City to provide services to persons 60 years or older or to appropriate money to a private organization servicing seniors as long as the arrangement is specified in an agreement. The Dexter Senior Center has provided the attached invoice to serve as the agreement for the current fiscal year.
Award of Water Master Plan to OHM Advisors for an Amount not to Exceed $30,000
Every five years, water service providers are required to update their Water Master Plan on file with the State of Michigan’s Department of EGLE. The City went through a significant update in 2018 alongside (but separate from) the SAW grant that the City received for wastewater and storm sewer asset management plan development.
Staff was notified that the City received the Drinking Water Asset Management Plan grant for $138,000, which included $38,000 for the update of the City’s Water Master Plan. The grant is anticipated to cover the proposed work.
The proposal includes the following scope of services:
Verification of Inventory
Condition Assessment
Criticality
Level of Service
Capital Improvement Plan & Revenue Structure Evaluation
Future Demand
Monthly Reporting of Grant Activities
Award of Sewer Capacity Study to F&V for an Amount not to Exceed $22,800
In 2017, the City of Dexter contracted with F&V to perform a wastewater capacity study/evaluation. This work involved studying the City’s wastewater system and provide an analysis of existing flow and loading on the City’s wastewater treatment plant and lift stations. The analysis included the assignment of REUs to various development areas and proposed developments. There have been some significant changes within the City with regard to the capital project that took place at the Wastewater Treatment Plant in 2018, the developments that have come on-line, assumptions made, and developments that have been proposed. Staff feels that it would be an appropriate time to update the wastewater treatment capacity study.
Purchase of Collection Box for Chipper Truck from Truck & Trailer Specialties, Inc. for an Amount not to Exceed $9,945
As a part of chipping services, the City’s Department of Public Works uses a 1-ton pick-up with a chipper box situated in the rear cab to collect the woodchips that are thrown from the woodchipper trailer. The existing chipper box is made of wood, which has deteriorated over time. The chipper box is critical to the operation of chipping services, and is in need of replacement.
VC3 Service Contract for IT Services in an Amount not to Exceed $6,574.08
Since 2012, the City’s information technology needs have been serviced by an outside company named IT Right, which was acquired in 2022 by VC3. Basic services such as technical support, managed anti-virus, performance monitoring of both servers and workstations, and remote back-up have been performed via a service contract, the current of which expires at the end of this month. IT Right/VC3 has served all of the City’s locations (City Offices, WWTP, DPW) and workstations.
Staff is requesting approval of a one-year service contract with VC3 in the amount of $6,574.08, running through the end of June, 2024. Since VC3 purchased IT Right, the cost for service has increased significantly, and service has stopped meeting expectations. Unfortunately, it will take time to on-board a different service provider, and it is our intention this year to issue a request for proposals for a longer contract for IT services to begin with the 2024-2025 fiscal year.
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:
Award of City Hall Monument Sign to Johnson Sign Co. for an Amount not to Exceed $16,750 (C)
At the May 22nd City Council meeting, staff brought forward a proposal from Johnson Sign Co. for a proposed monument sign that will be located at 3515 Broad Street, facing Broad Street toward the railroad crossing. At that meeting, City Council postponed the item to a later meeting so staff could solicit additional information and get a revised design and proposal from Johnson Sign.
Taking feedback from that City Council meeting, staff met with a representative from Johnson Sign to discuss the sign and look other possible placements for the sign. During that conversation, staff was provided an updated design that utilizes design aspects similar to the signs located in Lions and Peace Parks. The updated design also adds the address to the bottom of the sign. After taking a look at placement, staff found that placing the sign parallel with the building would be the best placement of the sign as it is visible from the stop sign located at the intersection of Huron and Broad coming toward City Hall and to people traveling over the railroad tracks on Broad Street.
As mentioned in the original memo, the sign complies with our sign ordinance, with the face fitting within the 20 sq ft maximum. This project was budgeted as a part of the FY 2023-24 budget. No lighting elements will be included as a part of the design, but can be added optionally in the future.
Installation of Mini Split AC System for 8140 Main St. to Cunningham-Limp in an Amount not to Exceed $24,000 (C)
An item was included on the July 10, 2023 City Council agenda to purchase a replacement air conditioning unit for 8140 Main St. The purpose of the item was to replace the unit following the failure of the unit servicing the second story of the existing fire station. Understanding that construction on the station is upcoming, staff reached-out to Partners in Architecture (PIA) and Cunningham-Limp to source a unit that: 1) could be purchased and installed relatively quickly, given the summertime heat infiltrating the building, and 2) would make sense to reuse in the new facility.
Following conversations with Partners in Architecture and Cunningham-Limp, the recommendation was to purchase and install two mini-split systems. The cost of purchasing the two units and installation was proposed to be $24,000. City Council discussed the purchase at the July 10th City Council meeting, and voted to postpone the item until staff could gather additional information to address questions posed by City Council.
Storage Unit Text Amendments as Recommended by Planning Commission (C)
On July 11, 2023 the Planning Commission conducted a public hearing for the purpose of considering the following text amendments to the City of Dexter Zoning Ordinance:
Amend Article 2, Definitions, Section 2.2, Definitions, to add definitions for Self-Storage Facilities.
Amend Article 5, Access, Parking. Loading and Sidewalks, Section 5.05 Schedule of Minimum Number of Required Parking Spaces by Use Table to include parking requirements for self- storage facilities.
Amend Section 10.10 Non-Residential District Use Table, sub-section B to designate Self-Storage a special land use in the I-1 and RD District.
Amend Article 14, Specific Use Provisions to add a new Section to establish specific standards for Self-Storage Facilities.
Council-Initiated Charter Amendment (C)
This item was requested to be included as a part of the July 24th agenda by Council Member Griffin to consider a Council-initiated charter amendment.
Per MCL 117.21 (my emphasis added in bold):
(1) An amendment to an existing city charter, whether the charter was adopted under this act or formerly granted or passed by the legislature for the government of a city, may be proposed by the legislative body of a city on a 3/5 vote of the members-elect or by an initiatory petition. If the amendment is proposed by the legislative body of the city, the amendment shall be submitted to the electors of the city at the next regular municipal or general state election, or at a special election, held not less than 60 days after the proposal of the amendment. If the amendment is proposed by an initiatory petition, the amendment shall be submitted to the electors of the city at the next regular municipal or general state election held in the city not less than 90 days after the filing of the petition.
As confirmed by the Chief Deputy Clerk of Washtenaw County, Ed Golembiewski, the following deadlines apply to the November 7, 2023 regular election date:
Ballot wording of proposals qualified to appear on ballot certified to local or county clerks. August 15 at 4:00 pm
Local clerks receiving ballot wording must forward to county clerk. August 17
As documented in recent Council meeting packets, the public has petitioned for the following Charter amendment:
Provisions of existing charter altered or abrogated by the proposal if adopted (new language capitalized, deleted language struck out with a line):
SECTION 1.04 MILL CREEK PARK NORTH
THE CITY-OWNED PUBLIC LAND BOUNDED BY ALPINE STREET, MAIN STREET, MILL CREEK, AND THE RAILROAD SHALL BE RETAINED IN PUBLIC OWNERSHIP, IN PERPETUITY, AND BE SET ASIDE FOR AND DEVOTED TO ACTIVE RECREATION, PASSIVE RECREATION, OR BOTH.
As further documented in the July 10, 2023 meeting packet, staff and the City Attorney have determined that the citizen-initiated petition may only be placed on the November 5, 2024 General Election ballot.
Given the public interest in and time-sensitive nature of this matter, I submit that it would be prudent for Council to initiate its own Charter amendment as permitted by state law. As described above, Council can submit such an amendment to the voters at a special election on November 7, 2023, though I would welcome staff and legal counsel’s confirmation of those details.
The suggested motion is to direct staff to prepare a draft resolution for the above-mentioned Charter amendment as initiated by Council, the legislative body. Council would then vote on that resolution at its next meeting, on Monday, August 14, in time to meet the stated deadlines.