May 8, 2023
City of Dexter City Council Meeting
Monday, May 8, 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/2023-05-08-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2023/Packets/2023-05-08-CC-P.pdf
2023-2028 Capital Improvements Plan: https://files.dextermi.gov/City_Council/2023/Packets/2023-05-08-CC-P-2023-2028_CIP_document.pdf
“The Pelham” Planned Unit Development (PUD) Application (8180 Main Street): https://files.dextermi.gov/City_Council/2023/Packets/2023-05-08-CC-P-The_Pelham_Concept_PUD_combined.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!
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:
Hotel Hickman – Staff learned that the former owner of Hotel Hickman, Scott Thomas has made arrangements with the new owner, Melissa McClure to continue to operate his catering business out of 8050 Main St. Since Mr. Thomas’ business entity is different from Ms. McClure’s, it may be necessary for the city to have a lease with Mr. Thomas, as well as with Ms.McClure. Staff has reached out to the City attorney for assistance. It is anticipated that whether one or two leases are needed, they will be on Council’s next agenda.
Water Tower Update. Fedewa Inc. has indicated that there is a possibility of completing the water tower work by May 15th, placing them ahead of schedule. The opening of the water tower would alleviate current watering ban that was imposed during the duration of the project. The original goal was to open the water tower by June 1st.
Huron Farms Curb and Gutter Work and Lexington Concrete Work. On Tuesday, May 2nd, staff participated in a pre-construction meeting for the Dan Hoey Road project. The contractor is seeking to proceed with the concrete curb and gutter work in Huron Farms and the sidewalk work on Lexington as soon as is feasible. They could start as soon as the middle of May. Staff will make contact with impacted residents and business owners before work begins.
Department of Public Works Part-time and Full-time Positions. Following a resignation in the Department of Public Works, staff will be posting an opening for a full-time laborer.
Farmers Market Opening Day.The opening day for the Farmers Market season will be Saturday, May 6th. The market will be opened its normal hours of 8:00am to 1:00pm. Ed Young will be providing musical entertainment from 10:00am to 12:00pm. As a friendly reminder, the Tuesday market will be opening June 6th and running from June to September. The Saturday market will be running from May to October.
Community Garden Opening Day. The Community Garden located on Dan Hoey Road next to Hilltop Apartments will be opening for the season in mid-May, with a target date of May 21st. If interested in getting a plot in the garden, please fill out a Community Garden application and email it to the Garden Coordinator, Marianne Wendt, at farmersmarket@dextermi.gov. The applications can be downloaded at: https://files.dextermi.gov/Community/Community_Garden/2023_Community_Garden_Application.pdf
Petition via Friends of Mill Creek Park. On Tuesday, May 2nd, staff received a citizen- initiated charter amendment from the group “Friends of Mill Creek Park.” Staff is working through the process of evaluating the petition and determining appropriate next steps. The petition seeks to add a section to the City’s Charter to read:
“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.”
Westridge Food Truck. Staff received an event permit request for a bi-weekly food truck event in Westridge. Staff is anticipating that this item will come to the May 22nd meeting for Council consideration. DAFD is currently working on their review of the permit and has some concerns they are preparing to share regarding food trucks in residential areas.
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: $268,788.18
Setting a Public Hearing for Millage Rate and Budget for June 12, 2023
Each year Council is required to hold a public hearing on the budget and the millage rates that will be used to support that budget. This year, the public hearing will be held on June 12, 2023. The public hearing notice will be posted in the Sun Times and sent out via the e-mail update. The draft ad is provided with this memo.
The proposed millage rates as shown are open for continued discussion during City Council’s budget discussions.
Setting a Public Hearing for Water Sewer, and Rubbish Rate Ordinance for June 12, 2023
The City Charter requires that rates for our public utilities be set via ordinance. Council is asked to set the required public hearing for Monday, June 12, 2023. The draft ordinance below includes a 5% increase to water rates and a 7% increase to sewer rates. These rates are based on a rate study performed by Baker Tilly. These numbers were discussed at budget work sessions. Council will be asked to take action on the final version of the ordinance at the June 12, 2023 meeting.
Drinking Water Asset Management (DWAM) Grant Agreement and Award of Associated Additional DSMI Verification Work to M&K Jetting and Televising for an Amount not to Exceed $100,000
In April 2023, the City of Dexter was notified that a 2020 Drinking Water Asset Management (DWAM) Grant application submitted to the Michigan Department of Environment, Great Lakes, and Energy (EGLE) was successful. This grant will provide up to $100,000 for additional drinking water system materials inventory (DSMI) investigation work, and up to $38,000 for the creation of a water system asset management plan (AMP).
In August 2022, the City bid work for 2022-23 DSMI verification and awarded $25,000 to the low bidder, M&K Jetting and Televising. Staff is proposing to extend that contract to include an additional $100,000 in work through the DWAM grant. Staff has spoken with M&K, and they are comfortable with extending their bid pricing for the additional work. The grant work would allow the City to pothole and inventory approximately 220 additional water service leads ($450 to pothole, identify, and backfill). The replacement of curb stop boxes would not be an eligible grant expense.
OHM Advisors will be preparing a proposal to fulfill the $38,000 in grant work to create the Water Asset Management Plan (AMP). This proposal will be brought to Council at a later date.
Resolution to Create Fund 372 – Public Safety Facilities Debt Fund
City Council voted to approve the issuance of $8.4M in bonds for the purposes of public safety facilities. As the repayment of this debt will have a dedicated revenue source in the form of an annual millage, staff believes that the most straight-forward way to track the millage revenue and bond debt payments is through the creation of a fund dedicated for this purpose.
Public Safety Facilities Bond Issuance and Underwriting Costs in an Amount not to Exceed $189,600
During the February 27, 2023 meeting, City Council approved the issuance of the 2023 unlimited tax general obligation bonds for the public safety facilities (which was subsequently amended). Along with the City Council’s approval of the bond authorizing resolution, Council will also need to approve the costs associated with the issuance and underwriting of the bonds. As identified on the attached page from Baker Tilly, these costs include:
Miller Canfield, Bond Counsel, $42,500
Baker Tilly, Municipal Advisor, $37,600
US Bank, Paying Agent, $500
Michigan Dept. of Treasury, Treasury Filing, $1000
Bond Buyer, Notice of Sale Publication, $1,800
ImageMaster, Official Statement Printing, $3,500
Standard and Poor’s, Bond Rating, $18,500
Underwriting, $84,200
Council will consider (i.e., take formal action on; “C”) or discuss (i.e., take no formal action on; “D”) the following business:
Conceptual PUD Review of KLA Concept Plan for 8180 Main St. (D) —> See below for links to recent Planning Commission and City Council discussions of this topic.
The City Council is scheduled to review and discuss a Planned Unit Development Application for a Conceptual Site Plan Review. The applicant, The Pelham, LLC, represented by Jeffrey Mahaney is proposing a multiple family housing development, at 8180 Main Street. The applicant has entered into a purchase agreement with the property owner is 76 Properties, LLC, represented by Nate Pound and this conceptual review is part of the applicant’s due diligence.
The proposed multiple family development project consists of three (3) five story multiple family buildings, each with eleven (11) dwelling units and fourteen ground floor parking spaces. Additional surface parking is also proposed. According to the applicant, as The Pelham, LLC team “researched the rich history of Dexter it was important that we recognize the brilliant engineering directly adjacent to our site. Fredrick Pelham's famous stone viaduct is an inspiration and we believe our project incorporates details of the historic homes (crown with a double corbel), and this stone viaduct that is still standing after 134 years. Our goal is to create a project that bridges the historic Main Street, and this engineering accomplishment. The Pelham will incorporate a cast stone base, and an arched entry with glass and steel canopy. The upper floors of the building will be reminiscent of the historic homes that define the city's charm and character. Each building will have a slight variation in the color scheme above the cast stone base. Phase 1 will be built at the north-east end of the property to allow for easy access during phase 2 and 3. The phase 2 and 3 buildings have been oriented to present the front entry feature to cars traveling in both directions, in and out of town. We believe that our site section presents our building favorably as a 5-story structure, due to the natural topography, existing trees, and the district library.”
All proposed PUD projects are required to undergo a conceptual review, first by the Planning Commission, and the by the City Council. The purpose of the conceptual review it to provide an applicant an opportunity to present conceptual plans to the entire Planning Commission and City Council, respectively, and obtain valuable feedback before submitting for preliminary PUD review. No action is taken and comments provided are not binding. At this stage, detailed landscaping, site grading, drainage, and utilities, etc. are not required. Basic question of use, density, design, architecture, integration with existing development in the area, and impacts on and the availability of public infrastructure are generally discussed.
Planning Commission Discussion (watch the full discussion here: https://youtu.be/BGopxuGTvsE?t=738)
On May 1, 2023 the Planning Commission reviewed and discussed the proposed conceptual plan. The Commission generally agreed that the extension and looping of the water main was a significant material and public benefit of the project that otherwise would not be achieved. The Commission recognized the inherent conflict between planning for higher density residential development and the reality of what a project looks like when a plan is submitted. The proposed density and building heights were not an issue for most of the Planning Commissioners. However, the Commission recognized that the public may have difficulty with both.
The applicant was encouraged to consider the scale and massing of the project, as it is viewed from Mill Creek Park North. One suggestion that several Commissioners welcomed was for Building #1 to be pushed back toward the railroad embankment and the front entrance to be oriented to face Mill Creek. That would address the fire department concerns regarding access to Building #1 and it would allow the extension of a sidewalk along the front of the building, which would comply with zoning requirements. Another concern echoed by a majority of the Planning Commission was the lack of a sense of place and encouraged the applicant to consider how the layout interplays with the scale and massing of the buildings. Lastly, there was consensus to eliminate the 3 parking spaces in the front yard (facing Main St) and the dumpster overlooking Mill Creek.
(my words) City Council also discussed this at its recent work session on Tuesday, May 2. You can watch that discussion here: https://youtu.be/0jEQ3BV8h4E?t=4086
See the packet (beginning page 67) for a detailed memo and much more information about this.
Use of Masonic (DDA) Parking Lot Use on Broad St. for Dexter Daze (C)
Staff received a request from Council Member Griffin to include an item on the May 8, 2023 agenda related to Dexter Daze’s use of the public parking lot on Broad St. near Main St.
Council should be aware that the property occupied by the parking lot (“Masonic Lot” on the attached map) is owned by the Dexter Downtown Development Authority (DDA), and the DDA board did receive the request, but has not yet granted approval. During the March DDA meeting, the board asked that the Dexter Daze Committee make contact with the immediately adjacent business owners to get consent to use the lot. This was communicated to the Dexter Daze Committee point of contact. Staff has not received an update from the Dexter Daze Committee that this work been done.
Another item has been provided on City Council’s agenda for the May 8th meeting to consider Dexter Daze’s annual park use permit for the closure of Central St. That item does not include the use of the DDA’s parking lot.
Road Closure Request from the Dexter Daze Committee for Central Street from Wednesday, August 9, 2023 – Sunday, August 13, 2023 (C)
The City of Dexter received a Park Use and Road Closure Permit request for the 2023 Dexter Daze Festival from Julie Wilkinson on behalf of the Dexter Daze Committee. The Committee asked that City Council approve the Festival permit, as planning and preparation for the Festival are required. The proposed dates for the Dexter Daze Festival are Friday, August 11th – Saturday, August 12th.
The following has been requested regarding the closure of roads:
Block off Central Street from Main Street to Fifth Street on Wednesday, August 9th after morning rush hour to begin booth arrangement.
Assist the Sheriff’s department in closing off Ann Arbor Street and Main Street on Saturday, August 12th from 9:45 a.m. to approximately 11:45 a.m. from Kensington to Alpine Street for the parade, which starts at 10:00 a.m.
Right-of-Way Permit Applications from Michigan Department of Environment, Great Lakes, and Energy (C)
Starting in early-2022, the City was contacted by a contractor representing the Michigan Department of Environment, Great Lakes, and Energy regarding a request to access the City’s right-of-way for soil gas sampling. Initially, EGLE was looking to investigate a 1990s gasoline leak at the former Clark Station (now Marathon).
In EGLE’s latest packet of information, they are requesting the following:
Access enter 8140 Main St. and sample
Access to enter and sample in the City’s right-of-way, particularly near 3115 Broad St.
Access to enter and sample on 3045 Broad St.
Waiving of fees for the ROW permit application
The pieces that are relevant to City Council are the request to access and sample on 8140 Main St. and the request to access and sample in the City’s ROW. The DDA will need to consider the request to access 3045 Broad St.
See the packet for extensive documentation.
Amendment to the Organizational Matters Resolution to Create a Sloan-Kingsley Property Committee and to Appoint Representatives to the Committee (C)
During the April 24, 2023 meeting, City Council heard from David Lutton and representatives of the Scio Township Board of Trustees regarding a proposed development at the Sloan-Kingsley property on Baker Road south of the Dexter Crossing neighborhood. During those conversations, City Council discussed appointing representatives from City Council to meet with representatives of the Scio Township Board of Trustees.
This item is provided to amend the Organizational Matters Resolution to create a committee (and appoint members to the committee) to meet with the Scio Township Board of Trustees’ representatives.
Adoption of CIP as Recommended by Planning Commission (C)
Council is asked to consider the Planning Commission’s recommended 2023-2028 Capital Improvements Plan (CIP) for adoption.
The CIP is a program that projects and coordinates public expenditures to improve the City’s transportation and utility systems, facilities, and other capital assets over a six-year period. The Planning Commission prepares and updates the CIP on an annual basis under the authority of the Planning Enabling Act (PA 33 of 2008), as amended. It is the Planning Commission’s goal that the CIP be used as a tool to implement the City’s Master Plan and assist in preparing the upcoming fiscal year’s budget.
The CIP includes a Table of Changes to the document, which is included in the Appendix. A total of seventy-four (74) projects were carried over or initiated in this year’s CIP, with a six-year funding need of $ 22,203,500 and a first-year funding need of $ $5,544,500. Please note that a variety of funding sources contribute to the projects. For a complete breakdown of project expenditures by funding source, please refer to the Project and Fund Summary tables within the appendix. Also note that costs, funding sources, and schedules are unknown for several projects including Downtown Property Acquisition, Downtown Façade Improvements, and Parks ADA Audit Projects.
The total six-year funding need increased by seventy-four percent from the previous year-s CIP which anticipated $12,340,000 in expenditures during fiscal years 2022-2027. The majority of this increase stems from the cost of the Fire Station Project with a funding need of $8,400,000. Additionally, several projects from last year’s CIP were completed or are anticipated to be completed in Fiscal Year 2022-2023. These projects include Second Street New Sidewalk Installation, Dan Hoey Sidewalk, City Hall, Third and Broad Reconstruction, Dexter Crossing Asphalt Replacement, and Second Street Water Main.
30-Minute Parking on Baker Near Post Office (D)
This item was requested to be included as a part of the May 8 agenda by Mayor Keough to discuss 30 minute parking near the post office along Baker Road.
Student Representatives (D)
This item was requested to be included as a part of the May 8 agenda by Council Member Michels to discuss student representative mentorship.