September 25, 2023
City of Dexter City Council Meeting
Monday, September 25, 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/2023-09-25-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2023/Packets/2023-09-25-CC-P.pdf
PRE-ARRANGED PARTICIPATION
During pre-arranged participation, Council will hear from Jennifer Olmstead representing Ann Arbor Spark. The packet includes Ann Arbor Spark’s 2022 Annual Report. Per their report: “Ann Arbor SPARK will advance the economy of the Ann Arbor region by establishing it as a desired place for innovation, business location and growth, and for talented people to live and work. The Ann Arbor region will be recognized for its academic, business, and community resources, and its collaborative culture.”
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:
Amendment to the Brownfield Redevelopment Financing Act (PA 381 of 1996). In July the governor signed into law an amendment to the Brownfield Act, (PA 381 of 1996) that would allow tax increment financing (TIF) to be used for eligible housing development projects through the state’s brownfield program. Staff respectfully requests Council consider scheduling a work session in October to learn more about the amended Brownfield Act and how to effectively use the tool to achieve the city’s economic development goals and objectives for the downtown and community.
Resignation. At its meeting on Thurs, Sept 21st, the DDA addressed the allegations made by former DDA Board of Director member, Phil Mekas in his August 24, 2023 resignation email. The Board also heard from City/DDA Attorney, Scott Munzel, who at the request of the City Manager, contacted Mr. Mekas. According to Mr. Munzel, Mr. Mekas declined to provide any details or information to support his allegations. According to Sec. 17-7 of the City’s General Code of Ordinances, following the declaration of a potential conflict of interest, details of the potential conflict must be provided. In this case, no details were provided. As such, Attorney Munzel indicated that without details to support the allegations, there is nothing to investigate. To allay any concerns the public might have, each Board member declared publicly that they did not have a personal relationship with Common Sail and therefore, no conflict of interest. The Chair deed the matter closed.
Tree Donation. The City of Dexter has been selected to receive a donation of 30 deciduous trees this fall. The tree planting locations have been marked and affected property owners have been notified. DPW and staff are working with DTE, ReLeaf, and the Huron River Watershed Council (HRWC) on volunteer recruitment. The date of the planting is scheduled for October 14, 2023. In the packet, you will find the press release, which contains information to sign up as a volunteer.
Dexter-Chelsea Connector Trail Geotechnical. Staff has received an application from the engineer working with Washtenaw County Parks on the Dexter-Chelsea Trail Connector to perform geotechnical investigations on City property where the bridge abutments are planned to be located. The engineering firm is planning for the drilling and investigation work to take place the week of September 24th.
Hotel Hickman. Staff received notification that Hotel Hickman permanently closed operations the week of September 18th and has or will be declaring bankruptcy. Staff is working with City Attorney Munzel to evaluate the impacts of the bankruptcy declaration and the City’s lease agreement. Staff anticipates bringing an item to City Council for the October 9th meeting to discuss next steps for the 8050 Main St. property.
DTE Gas Renewal Program. Staff met with DTE representatives, who indicated that DTE intends to begin a gas line renewal/replacement program in Dexter starting in the spring of 2024. The packet includes a PowerPoint presentation provided by DTE regarding the program.
Community Park Swings Installation. The new expression swings in Community Park were installed on August 30th by Sinclair Recreation. Staff will be working over the next few weeks to install the timber playground borders and have new playground mulch installed. Since the DPW will already be working on the site, staff had a conversation about the overgrowth in the adjacent swing play area. To remedy this, staff is looking to dig 12” down in the play area, remove the mulch and dirt, put down a liner, and then have new mulch delivered. By doing so, the City anticipates this will help reduce future maintenance in Community Park and help alleviate some of the wetness that impacts the swing play areas.
Paul Cousins Commemoration. At the September Parks & Rec meeting, the commission discussed ideas related to a commemoration for Mr. Cousins. During the discussion, Ex- Officio Griffin provided information that she gathered after a discussion with the Cousins family related to honoring Paul. During that discussion, the family had mentioned a preference for a commemoration be for both Paul and Pat, rather than just Paul. After discussing some ideas during the Parks & Rec meeting, the commission were favorable to a larger educational sign (example image below) and renaming of the Mill Creek Trail to the “Pat and Paul Cousins Trail”. Parks & Rec has not formally made a recommendation to Council, as Ex-Officio Griffin indicated that see will communicate the ideas discussed at Parks & Rec with the family to get additional feedback.
Draft Rental Inspection Ordinance. Staff had solicited a proposal from Carlisle-Wortman Associates to assist with the development of the draft rental inspection ordinance. Instead of proceeding with the proposal, Community Development staff has been able to proceed with drafting an ordinance for Council’s review and discussion. Staff anticipates bringing a draft ordinance to City Council for the October 23, 2023 meeting.
Draft Solicitation Opt-Out Ordinance. Over the last few weeks, staff has received a number of complaints about solicitors that have received hawker/peddler permits. Staff is aware that other Michigan communities have established lists to allow residents to opt- out of solicitors visiting their homes via ordinance, which serve a similar function to “do not call” lists. Staff has started the process of drafting an ordinance for Council review and discussion. Staff plans to bring a draft forward to the October 9th City Council meeting.
In Stream Structure Installation (9/11/23). Council may remember that Council provided support for an application to EGLE to install in-stream structures in Mill Creek by Ann Arbor Trout Unlimited (AATU). AATU has completed the permitting process, and is planning the installation of the in-stream structures for habitat enhancement on September 21-23 and September 25-26.
Citizen Advisory Board to the Downtown Development Authority (DDA). Mayor Keough, per his report, is still assisting our Community Development Manager to help find residents that live within our Downtown Development Authority (DDA) boundary to serve on a Citizen Advisory Board to the DDA. The Citizen Advisory Board will be provided an opportunity to comment on the DDA’s next Strategic Plan. If anyone is interested in serving on this citizen board, or knows of someone that might be interested, please contact City Hall.
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: $536,178.58
Road Closure of Central St. from Main to Fifth for Apple Daze
A road closure permit request has been submitted by the Dexter Lions Club to host their annual Apple Daze event on Saturday, October 7th. Per their permit request, the following road(s) have been requested to be closed: Central Street between Main and Fifth from 6:00am to 6:00pm
Appointment to Boards/Committees
Downtown Development Authority – Term Ending June 2025: Christi Lower
Zoning Board of Appeals – Term Ending June 2026: Lisa Smerek* (formerly ZBA Alternate)
Agreement for Election Services for Early Voting Administration with Washtenaw County
City Council is asked to consider entering into an Agreement for Election Services with Washtenaw County for the purposes of administering early voting and authorizing the City Clerk to sign the agreement. Part of the approved 2022-2 ballot initiative in November 2022 regarding voting rights involved the implementation of voters’ right to an early voting site for all state and federal elections. This process will allow residents to visit a polling location in-person for 9-days prior to an election and feed their ballot directly into a tabulator. In order to provide this access as required by the Constitution and new provisions of the Michigan Election Law added by Senate Bill 367, municipalities must do one of the following:
Single municipality EV: Conduct EV as a single municipality (MCL 168.720e)
Multiple municipality EV: Enter into an agreement with one or more other municipalities within the same county to jointly conduct an EV with those municipalities (168.720f)
County EV: Enter into an agreement authorizing the county to conduct EV (168.720g)
Letter of Support for a Missing Middle Grant Application to be Submitted by Grand Development Group, LLC for Mill Creek Flats Apartments
Having obtained conditional preliminary site plan approval from City Council, Grand Development Group, LLC, the applicant proposing the multiple-family residential housing development at 7965 and 7997 Grand Street, intends to submit an application for a Missing Middle Grant to the Michigan State Housing Development Authority (MSHDA). The Grand Development Group, LLC project, known as Mill Creek Flats, consists of two (2) three story buildings, seventy-six (76) apartments and eighty-five (85) on- site parking spaces and six (6) on-street parking spaces, along with a stormwater management system, dumpster enclosures, landscaping, and other site improvements. Through its representative, Mike Penn, Grand Development Group, LLC is requesting a Letter of Support from the DDA and City Council.
In the packet (my words: letter currently missing from packet), you will find a draft Letter of Support, to be executed by the Mayor, on behalf of the City and Chairman Finn, on behalf of the DDA. The Letter is an essential component of the Missing Middle Grant application because it demonstrates the City’s/DDA’s commitment to the Project. Additionally, the Letter identifies that the Project meets City/DDA goals for housing development options, neighborhood and downtown revitalization and placemaking in the downtown.
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:
Scio Township Interaction Committee Goals and Objectives (C)
On Monday, September 11, 2023, City Council held a work session to discuss providing direction to the Scio Township Interaction Committee on the City’s goals and objectives for the proposed Sloan- Kingsley property. During this work session, City Council discussed what additional information City Council would request to be able to evaluate the proposal; questions for Scio Township; and priorities for what benefits Council Members would like to see out of the development, should the proposal move forward.
A consideration item was provided on the subsequent regular meeting agenda to offer an opportunity for Council to provide formal direction to the Committee. During the regular meeting, City Council discussed using the minutes of the work session as the basis for direction and communication for the Scio Township Interaction Committee, the developer, and Scio Township. City Council then approved a motion to postpone the consideration item to the September 25th agenda to allow staff to prepare the work session minutes for consideration as normal.
The documents and information provided to City Council as part of the September 11, 2023 work session meeting are included in the packet.
As discussed at the September 11, 2023 meeting, City Council is asked to consider sharing the September 11, 2023 City Council Work Session minutes with the prospective developer and the committee appointed by the Scio Township Board.
Partners in Architecture Presentation Regarding Public Safety Facilities Design (D)
The Public Safety Facilities User Group has been meeting on a regular basis to review updates provided by David Gassen regarding the conceptual design of public safety facilities (DAFD + WCSO). As directed by City Council at the August 14, 2023 meeting, the group has been moving forward with a conceptual design that involves a full demolition and newly constructed building at 8140 Main St. As discussed at the August 14, 2023 meeting, Partners in Architecture has indicated that there are limited options for a design that 1) meets the needs as stated by DAFD and WCSO, and 2) meets the budget.
Partners in Architecture and the User Group narrowed its focus to the proposed option of a two-story facility that eliminated any facilities at park level. Based on this conceptual design, the User Group directed Partners in Architecture to provide a base option that would meet the budget, then provide additive options that Council could consider. Then, during the meetings over the last month, members of the group proposed a variety of possible options to investigate to help with challenging aspects of the project, namely the amount of space, parking, and their relation to the budget. Examples of concepts investigated included parking below the building (putting the building on a parking structure); parking on the roof of the building; stacking the building so that facilities were located over the bays; various locations of the building on the site to allow for more surface parking at Main St.; and expanding the parking lot at park level to allow for segregated police/fire parking. Partners in Architecture determined that these options would be greater than the budget currently allows.
The presentation attached to this memo provided by Partners in Architecture provides a base structure option that is estimated to meet the current budget, based on the City’s bond dollars plus the $1 million that had been set aside as contingency. The presentation then offers additive options with associated costs for City Council to consider. Staff has invited David Gassen with Partners in Architecture to give a presentation during the September 25, 2023 City Council meeting.
See the packet for extensive details.
Direction Regarding Public Safety Facilities Design (C)
Potential action resulting from discussion of the previous agenda item.
Draft 2024-2026 Transportation Asset Management Plan (TAMP) for Road Improvements (D)
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). The plan as proposed draws-down on the Major/Local/Municipal Roads Funds fund balance to perform a series of larger City-wide projects that will have an impact on roads throughout the City. Staff has invited representatives from OHM Advisors to attend the September 25, 2023 City Council meeting to present the Plan. If Council is supportive of the direction of the Plan, then staff will bring an item back at the October 9th meeting to consider adopting the Plan.
Ordinance Regulating the Use of Engine Compression Brakes (D)
The referenced item was requested to be included as a part of the September 25, 2023 agenda by Council Member Hubbard.
