October 23, 2023
City of Dexter City Council
Public Hearing and Meeting
Monday, October 23, 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/2023-10-23-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2023/Packets/2023-10-23-CC-P.pdf
International Property Maintenance Code (2021): https://files.dextermi.gov/City_Council/2023/Packets/2023-10-23%20IPMC.pdf
Official Public Hearing Notice (Updated Downtown Development Authority Development and Tax Increment Financing Plan): https://files.dextermi.gov/Dexter_PublicHearingNotice.for%20paper.pdf (On October 9, Council postponed holding this public hearing until this meeting, Monday, October 23.)
PRE-ARRANGED PARTICIPATION
During pre-arranged particpiation, Council will hear from Zach Devivo, a Planning Commission student representative, regarding EV charging stations. Pre-arranged participation will be limited to those who notify the City office before 5:00 p.m. Monday of the week preceding the meeting, stating name, intent and time requirements. (10-minute limit per participant)
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!
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:
Mill Creek Park Work Day. A workday in Mill Creek Park will be held on Saturday, October 28, 2023 from 8:00 am to 12:00 pm. Volunteers are welcome to come get their hands dirty as we work to prepare the park's plants for winter in various areas of Mill Creek Park. Volunteers are not required to stay the entire time. Come and join as your time allows!
Halloween and Downtown Trick-or-Treating. As approved by City Council during the October 9th meeting, Halloween Trick-or-Treating will take place on October 31st from 5 - 7:30pm. The Dexter Chamber’s Downtown Trick-or-Treat will take place on October 31st from 1 – 4pm.
Farmers Market Final Day for the Season. The final day of the Dexter Farmers Market for the 2023 season will be Saturday, October 28th. The Farmers Market will be holding a dog costume contest that day starting at 11:45am.
Newsletter Draft. Staff has included a draft of the Fall Newsletter as a part of this report. (see beginning page 106 of the packet)
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: $428,784.90
FY 2023-24 Budget Amendments
Award of 3515 Broad St. Council Chamber Enhancements to Midwest Visual Works for and Amount not to Exceed $32,000
Task #1 involves the installation of a more robust audio and visual system that will allow the City to better present meetings both in-person and to individuals attending the meetings virtually. System improvements as proposed include upgraded on-table microphones for each seat, a multi-camera system, three (3) displays, audio mixing equipment to reduce echo, Council Chamber speakers, and other improvements.
City Hall Security Improvements from SSD Cabling & Cameras LLC in an Amount not to Exceed $19,000.00
Task #2 is the installation of electric strikes on some internal and external doors of City Hall. With the installation of strikes, staff will be able to improve security and safety for employees working at City Hall.
Task #3 involves the installation of three security cameras to monitor both the City’s drive-up drop box and the City Hall parking lot. This item is driven by recent State of Michigan legislation that requires new drop boxes that are utilized for absentee ballots to be monitored by a security camera.
Adoption of 2024 – 2026 Transportation Asset Management Plan (TAMP) for Road Improvements
Staff has been working with OHM Advisors to develop a road maintenance/improvement plan for the next three years. The plan is presented as the City’s Road Asset Management Plan (TAMP).
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 HEARING to Consider the Updated Downtown Development Authority Development and Tax Increment Financing Plan (C)
The Plan is being amended to reflect legal requirements per Public Act 57 of 2018 (the “Act”) and updates to the Development Authority Proposed Improvements including, Project Implementation Strategies and updates to the Tax Increment Financing Plans. The DDA Plan provides guidance to the DDA board and City Council in making future decisions related to district area improvement projects. The DDA hired CIB Planning to prepare the Plan amendment.
Following the public hearing, City Council will consider adopting a Resolution of Intent to Amend the Plan. Adoption of the Resolution triggers a 60-day review period by the public and taxing jurisdictions. After the 60-day period concludes, Council shall consider an Ordinance to approve or reject the Plan, or approve it with modifications.
Contract with Partners in Architecture for Architectural and Engineering Design for Public Safety Facilities (C)
The Public Safety Facilities User Group met on Tuesday, October 3, 2023 and Tuesday, October 17, 2023 to review progress made by Partners in Architecture based on City Council’s direction of proceeding with the design of a new facility at 8140 Main St. with the inclusion of selected alternates. During the meeting, the group was presented with more developed internal building schematics, and discussed the design process.
As discussed during the September 25, 2023 City Council meeting, Partners in has provided a proposed contract that includes the remainder of the design phase, bidding, and construction. The proposed contract uses a standard American Institute of Architects document as a base, similar to what the City approved for the design of City Hall at 3515 Broad St. The proposed attached contract has been reviewed by City Attorney Munzel.
The proposed contract amount, as proposed, including geotechnical, mechanical, civil, electrical, and structural engineering is 9% of the total budget for the work (Section 11), with the understanding that the project budget includes construction, AE fees, CM fees, and other project costs incurred to-date (Section 1.1.3)
Per the agreement:
The Owner and Architect agree as follows.
The City of Dexter and PARTNERS in Architecture, PLC have collaborated in a "Concept Planning Phase" to study options and prepare a space program, concept site plan, building layout concept and design character possibilities for a new Public Safety Facility including Fire Services and Sherriff Sub-Station of approximately 16,900 SF including a mezzanine area. The location of the proposed new facility is at the existing Fire and Sheriff site on the corner of Main Street and Alpine Street. The prepared and attached site and floor plan concepts dated October 9th, 2023 will be used to refine the planning and design for the new Dexter Public Safety Facility as part of this contract. The building imaging included as part of the concept planning phase is the direction that will be evaluated and refined as the desired character and materials for the building. Temporary Fire and Sheriff accommodations will be planned as part of the work at the City Offices Building site, 3515 Broad Street.
Draft Property Maintenance Code and Rental Housing Certification Ordinances (D)
Discussion regarding a rental inspection program began in September, 2020 as a means to establish and enforce life, health, and safety standards for rental properties in the City. The discussion was prompted by a fire at a duplex rental building at 3319 Central Street. While no one was injured by the fire, subsequent DAFD and Building Department inspections found numerous electrical code violations throughout the building, and that no smoke detectors were present in the duplex units when the fire occurred. Staff has received complaints from tenants who live in the City about similar maintenance issues over the last few years, including complaints about faulty heating equipment, plumbing, and general disrepair.
The development of the draft Property Maintenance Ordinance is based on the 2021 International Property Maintenance Code (IPMC). Staff referenced examples from the City of Saline and Augusta Township, both of which adopted a property maintenance code and rental inspection /certification ordinances. Staff and the City Intern also conducted a review and reconciliation with equivalent sections in the City’s General Code and Zoning Ordinance to ensure the draft ordinances are consistent with, and do not overlap those codes. Reviews by the City Attorney, Scott Munzel; the Washtenaw County Building Department; and Dexter Area Fire Department are still needed, for that same purpose.
The City and County building department have an excellent working relationship and staff recommends this relationship be expanded to include enforcement of the property maintenance code and to coordinate with the city on the rental certification program, in much the same way as we do currently for zoning compliance and building permits.
Next Steps
Coordination with the Washtenaw County Building Department will be necessary, prior to the Council scheduling a public hearing and subsequently adopting of these ordinances and implementing a certification program.
A workshop with property owners/landlords must be organized and scheduled to inform them of the proposed new regulations.
Development of a schedule of rental inspection program fees and fines will be required. Fees and fines vary between communities, but are generally structured as shown in Table 1 as shown on page 254 of the packet.
Draft Solicitation Opt-Out Ordinance (D)
Recently, staff has received a number of calls and complaints regarding door-to-door solicitors. At least one resident has specifically asked about the ability to opt-out from solicitors visiting their residence. With many other municipalities enacting “solicitation opt-out” ordinances, staff prepared a draft ordinance and “No Solicitation Registry” form that residents would fill out to be placed on the list. This ordinance would seek to accomplish the following:
Allow residents to determine if they wish to be visited by solicitors
Limit the number of complaints from residents who wish to not be visited by solicitors
Specify penalties for solicitors who violate the ordinance
Crack down on solicitors who utilize “aggressive” sales strategies while visiting people’s
homes
Other important items to note:
Residents would be able to fill out the form both virtually and in-person
Residents would be able to fill out a separate form to remove themselves from the registry
Hawkers/peddlers will be provided the most up-to-date list upon approval of their hawker/peddler permit
Draft Residential Chipping and Leaf Collection Policy (D)
The adoption of the policy would establish formal guidelines for those who utilize the wood chipping and leaf collection services, which include how to set out chipping materials, items that cannot be chipped, who is eligible to receive the services, and a portion related to the timing of chipping holiday trees. The policy would also formalize the timeframe for chipping, and enforcement for violating the terms of the service. The adoption of the policy would also allow City staff to utilize the formal structure to properly handle any conflicts related to residential wood chipping and leaf collection.
During the previous discussion of this item, Council was interested in seeing properties that would be excluded from the chipping service due to the criteria of the policy/are currently excluded. That list includes, but is not limited to:
Cottonwood Condominiums (Private Roads)
Huron Commons (Private Roads)
Victoria Drive in Dexter Crossing (Private Roads)
Grandview Commons (Private Roads)
Apartments at the corner of Baker & Forest (Commercial Dumpster System)
Dexter Flats Apartments (Commercial Dumpster System)
Walkabout Creek (Private Roads + Commercial Dumpster System)
The Cedars of Dexter (Private Roads)
Homeowner Association Common Areas
Commercial and Industrial Properties
All the properties listed above either do not fall under single-family or duplex style dwellings requirement, are situated on a private road or use commercial dumpsters. As a part of the policy, these residential units would have their bi-monthly refuse bill reduced by approximately $8 ($4 per month for chipping services). Staff also plans to introduce a leaf collection policy that will also reduce the bi-monthly refuse bills by an additional $8 ($4 per month) for that service.