April 8, 2024
City of Dexter City Council Meeting
Monday, April 8, 2024 at 7:00 p.m.
3515 Broad Street, Dexter, MI 48130 and via Zoom
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Meeting ID: 827 1693 8464#
Meeting Agenda: https://files.dextermi.gov/City_Council/2024/Agendas/2024-04-08-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2024/Packets/2024-04-08-CC-P.pdf
Site Plans Under Consideration: https://files.dextermi.gov/City_Council/2024/Packets/site.plans.combined.pdf
PRE-ARRANGED PARTICIPATION
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)
None.
NON-ARRANGED PARTICIPATION
Non-arranged participation will include those in the audience not listed on the agenda that wish to speak. At the Mayor’s discretion, members of the audience may be called on to speak at any time. Those addressing the Council will state their name, and address. This section is limited to 5-minutes per participant or 10-minutes for group representative.
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:
PSPC24-0001 Dexter Senior Center Combined Site Plan – The Planning Commission recommended approval a combined site plan for an approximately 9,000 sq. ft. one-story senior center building, located at 2740 Baker Road. Staff anticipates the case will be on Council’s April 22nd meeting agenda.
WWTP Capacity Study Presentation and Water Master Plan. Staff has been working with Fleis & Vandenbrink in the preparation of an updated Wastewater Treatment Plant capacity study. F&V is nearing the completion of a final draft of the study, and is planning to attend the April 22nd City Council meeting to present the findings. Staff is also working with OHM on the update to the City’s Water Master Plan (AMP). Staff has performed hydrant flow testing in order to provide necessary data to OHM, which they will use to update hydraulic modeling.
Mill Creek Park North Playground Vision Board Session. At the last Parks & Recreation Commission meeting, staff had the commission divide themselves into two groups to do a vision board exercise for the Mill Creek Park North playground. This session was designed to put elements on the boards that commissioners were interested in having included as a part of the playground. This session was helpful because the input received can be utilized for the project whether the City is successful with the MDNR Trust Fund grant or does a smaller project through City funding and crowdfunding campaign. At the next meeting, Parks & Rec will be consolidating the boards into one, which will lay the ground work for elements that can be included in a proposal to prospective playground vendors in the future.
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: $407,649.34
Appointments to Boards and Commissions
Arts, Culture, and Heritage Committee – June 2026: Georgia Frost
Board of Review (Alternate) – January 2026: Paul Herndon
Publication of Notice of Delinquent Utility Bills
The City Charter requires that staff provide Council a report of any delinquent utility bills that will be placed on the 2024 tax roll if not paid by April 30, 2024. The Charter language states that the charges must have been outstanding for six months as of March 31st, which means that the bill must have been outstanding since September 30, 2023. Attached is the list of addresses. Property owners have been sent letters and reminder notices over the past several months, including a letter stating that the delinquency will be placed on the 2024 tax roll. The Charter also requires that Council direct an ad to be published stating that unpaid charges will be placed on the tax roll. A copy of that ad is attached.
Setting a Public Hearing for The Pelham Final Site Plan on May 13, 2024 as Recommended by the Planning Commission
On Monday, April 1, 2024 the Planning Commission considered the above referenced Planned Unit Development Final PUD Site Plan Review Application for The Pelham Condominiums. The Final Site Plan for The Pelham PUD proposes a 28-unit, multiple-family residential condominium development consisting of two (2) 4-story buildings, each with fourteen (14) owner-occupied dwelling units; forty-three (43) below grade and surface parking spaces; landscaping and creekbank stabilization; and the extension of nearly 600 lineal feet of public watermain.
Following presentations by the applicant, and reviews by staff, CWA, OHM, and DAFD, the Planning Commission voted unanimously to recommend APPROVAL to the City Council, after finding the Final Site Plan for The Pelham Planned Unit Development, dated March 1, 2024 is 1) in substantial compliance with the Preliminary PUD Plan, revision dated September 29, 2023, which was granted conditional approval by the City Council on November 27, 2023, and 2) continues to meet the intent of the PUD District and all development standards outlined in Section 19.03 – 19.05, of the Zoning Ordinance, subject to the conditions outlined beginning page 39 of the packet.
According to Section 19.05.I, after receiving the recommendation of the Planning Commission, the City Council shall schedule, and then conduct a public hearing, in accordance with Section 505(5) of PA 110 of 2006 (MZEA), as amended. Following the public hearing, the City Council shall review the final site plan and proposed PUD agreement, together with the recommendations of the Planning Commission, city staff, consultants and other reviewing agencies. Upon completion of its review, the City Council shall approve, approve with conditions, or deny a planned development proposal. In taking action, the City Council shall state its conclusions, its decision, the basis for its decision, and any conditions imposed on an affirmative decision.
The Pelham Planned Unit Development (due to its size, associated documentation is provided separately as Documents, on the Council’s Agendas, Minutes, & Packets webpage) (pgs. 1-60). (see here)
Final Site Plan Approval Extension for the Millenium Place Planned Unit Development
On April 1, 2024 the Planning Commission considered a request to extend final site plan approval for the Millennium Place Planned Unit Development (PUD). The request was submitted by, Marhofer/Campbell Development Co., LLC for the property located at 7960 Grand Street (ID#08-08-06-280-009) and 7956 Grand Street (ID#08-08-06-280-028).
After the application addressed the Planning Commission and staff presented her review, the Planning Commission voted unanimously to recommend approval to City Council, subject to the conditions outlined beginning page 43 of the packet.
According to Section 21.06H of the Zoning Ordinance, an approved final site plan expires two (2) years following the date of approval, if a Zoning Compliance permit has not been issued and construction has not begun. An extension of final site plan approval may be granted by City Council, provided an applicant has submitted a written request prior to plan approval expiring and, if recommended by the Planning Commission, per Section 21.06I.
Millennium Place Final Site Plan (due to its size, the plan is provided separately as Documents, on the Council’s Agendas, Minutes, & Packets webpage) (pgs. 96-117). (see here)
Award of 2024 Road Program for Microsurfacing and Slurry Seal to Pavement Maintenance Systems in an Amount not to Exceed $463,014.68
As part of the City’s Transportation Asset Management Plan (Road Plan), the 2024 program included the microsurfacing of the Industrial Park and slurry seal in Westridge. These treatments are proposed to cover all of the roads in Westridge and the Industrial Park. Bids for this portion of the road program were released in February and were due on March 12th. As of the bid response deadline, the City received one bid from Pavement Maintenance Systems for $441,014.68. OHM Advisors has reviewed the accuracy of the bid and contacted vendor references. The recommendation is to proceed with the bid award to Pavement Maintenance Systems with a 5% contingency for a total project award of $463,014.68.
Proposal from OHM Advisors for Construction Engineering Services for 2024 Road Program Microsurfacing and Slurry Seal in an Amount not to Exceed $47,200
As part of the City’s Transportation Asset Management Plan (Road Plan), the 2024 program included the microsurface of the Industrial Park and slurry seal in Westridge. These treatments are proposed to cover all of the roads in Westridge and the Industrial Park. Bids for this portion of the road program were released in February and were due on March 12th. As of the bid response deadline, the City received one bid from Pavement Maintenance Systems. The proposed bid award to Pavement Maintenance Systems is included on the April 8, 2024 agenda. OHM Advisors has also provided a proposal for construction engineering to administer and provide oversight on this project for an amount not to exceed $47,200.
Proposal from OHM Advisors for Construction Engineering Services for Baker Road Resurfacing in an Amount not to Exceed $89,100.00
The City of Dexter was awarded a Federal Transportation Improvement Program (TIP) grant through WATS for the resurfacing of Baker Road from Main St. to Grand St. The total City award estimate was $363,109, however MDOT will cover 68.65% of Part A (grant eligible) expenditures. Most of the project’s expenditures are eligible under Part A.
Due to the project’s participation in the TIP program, the project was required to be bid through MDOT’s bid letting process. On Friday, February 23rd, staff was notified that MDOT released the Baker Road Resurfacing project for bids, and staff received copies of the MDOT contract for this project. Bids were opened on Tuesday, March 5th, and the as-read low bidder was Cadillac Asphalt. Cadillac’s as-read bid was $588,800 (approximately 9.39% under the engineer’s estimate).
During the March 11, 2024 meeting, City Council approved the MDOT resolution to continue moving forward with the Baker Road resurfacing project. OHM Advisors has also provided a proposal for construction engineering to administer and provide oversight on this project for an amount not to exceed $89,100.
Proposal from OHM Advisors for Storm Sewer Lining Project Assistance for an Amount not to Exceed $7,600
In 2023, the Washtenaw County Water Resources Commissioner’s Office released an ARPA- supported grant application program for stormwater capital improvement projects. The City submitted an application, and was awarded $50,000. In anticipation of some level of grant award, staff included match funds in the Roads Funds for FY 2023-24. Staff is proposing a match of $100,000 for a total storm sewer lining project of $150,000. OHM Advisors has provided a proposal to provide project assistance, including selecting appropriate storm sewer pipe segments, preparing technical specifications, and bid support.
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:
Special Land Use and Preliminary Site Plan for Superior Storage (C)
On March 4, 2024 the Planning Commission continued its consideration of the above referenced Application for Special Land Use (PSLU23-0002) and Preliminary Site Plan (PSPP23-0002) for Superior Spaces, submitted by Superior Storage Group, LLC. The revised plans call for the construction of three (3) new, multi-tenant industrial buildings, each with three (3) units, and a self-storage facility that includes an office building and nine (9) 30-foot x 150-foot storage buildings, which would provide 338 self-storage units. The subject site is located at 2558 Bishop Circle West (08-08-07-125-047) and is comprised of four lots, numbers 9, 10, 11 and 12. The subject site is zoned RD, Research and Development. Self-storage facilities are special land uses in the RD District. Multi-tenant industrial buildings are a permitted in the RD District.
Following presentations by the applicant, CWA, OHM, DAFD and staff, the Planning Commission engaged in a thorough discussion, before voting 5-1 to find the application for a Special Land Use Permit (PSLU23-0002) for Superior Spaces, located at 2558 Bishop Circle West (08-08-07-125-047) MET the standards for special land uses in Sections 8.03, and recommended APPROVAL to City Council, subject to the conditions outlined beginning page 87 of the packet.
Superior Storage Special Land Use and Preliminary Site Plan (due to its size, the following are provided separately as Documents (pgs. 61-95), on Council’s Agendas, Minutes, & Packets webpage. See also here.
Compatibility with Adjacent Uses.
The proposed Special Land Use shall be designed, constructed, operated, and maintained to be compatible with, and not significantly alter, the existing or intended character of the general vicinity in consideration of environmental impacts, views, aesthetics, noise, vibration, glare, air quality, drainage, traffic, or similar impacts.
When the Planning Commission considered the applicant’s preliminary plan on October 2, 2023, the applicant was proposing the development of only lots 11 and 12. At that time, the plan showed a ten (10) building self-storage facility located behind the two (2), multi-tenant industrial buildings, which fronted onto Bishop Circle West and screening the self-storage facility.
On the revised preliminary plan, the applicant is proposing to develop all four lots (9-12) of the subject site, in 2 Phases. Three (3) of the multi-tenant industrial buildings are proposed on lots 9 and 10, with a nine (9) building self-storage facility, including a leasing office on lots 11 and 12.
Two (2) of the multi-tenant industrial buildings, the leasing office and 3 of the self-storage facility buildings are proposed in Phase I. One (1) multi-tenant industrial building and six (6) self-storage facility buildings are proposed in Phase 2.
With the relocation of the multi-tenant industrial buildings, the self-storage facility once again becomes the prominent feature at the entrance to the Business and Research. The applicant is proposing a 3-foot-high landscaped berm to screen the storage facility. However, even with the proposed landscape berm, concerns regarding the potential negative visual impact the storage facility would have at the entrance to the Business and Research Park, are cited in the CWA review letter and were discussed during the pre-application meeting for this project, on July 10, 2023.
Carnival Agreement with WadeShows for Dexter Bicentennial Celebration (C)
As has been discussed during prior City Council meetings and provided in reports, staff has been working with WadeShows to develop the concept for the Bicentennial Carnival. In March, staff received a draft agreement from WadeShows for the Bicentennial Carnival. The draft agreement was shared with the City Attorney and the City’s liability insurance provider, who reviewed the agreement and provided feedback. Staff made the changes as recommended by the City Attorney and insurance provider and returned it to Mike Prelesnik, a representative for WadeShows, who has indicated the draft agreement is acceptable with no further changes.
In the agreement, staff included the following changes that WadeShows has agreed to:
Increased insurance coverages
Naming the City as additionally insured
Adopting a more limited set of hours of operation
Agreeing to provide three hours of free ferris wheel rides on Friday evening (with a back- up day and time occurring of Saturday in the event of poor weather)
Staff would like to note that WadeShows has been willing to work with staff in addressing concerns that have been raised, including:
Finding an overnight location outside the City to alleviate concerns of housing within the City during the carnival’s operation, and bussing employees in everyday to operate the carnival;
Molding the carnival to meet the areas available;
Adjusting and limiting the hours of operation to address concerns;
Openness to communicate with any business that may have questions for the carnival operator;
Agreeing to additional stipulations included in the contract
Staff has also worked to alleviate concerns of local businesses, which includes:
Planning to bring in additional portable toilets to discourage using business restrooms
Bring in an additional dumpster for the event (which may be at no charge from WM)
Worked with WadeShows to strategically close lots and streets to allow parking to remain open as long as possible prior to closures
Worked with the schools to utilize Creekside and Bates parking lots for carnival parking during the event
Work with WAVE to potentially provide a shuttle service to easy traffic during the event
Creating materials to help residents and visitors navigate the carnival area and use City media platforms to communicate information to the public regarding the event
During the planning of the carnival, one option staff researched was renting a ferris wheel during the Bicentennial for the community to enjoy. After some investigation, staff found that renting a ferris wheel would cost upwards of $40,000, making it non-feasible as an event alternative with the current Bicentennial budget. With the WadeShows agreement, the carnival will pay $50 per food and game concession, at a minimum of $1,000 total to the City, which will assist with Bicentennial expenses, such as additional portable toilets. WadeShows will also pay for actual water usage on hydrants that they use while operating in town. Staff did confirm with WadeShows that no additional or specific police presence is requested or required.
Dexter Bicentennial Celebration Road Closure Request (C)
The Dexter Bicentennial Celebration, including the Bicentennial Carnival is set to take place Thursday, June 20th to Saturday, June 22nd on Central Street (between Main and Fifth) and Broad Street (between Forest and Grand).
Staff has been working with carnival operator, WadeShows, who has agreed to host and operate the event. The carnival’s hours of operation are as follows:
Thursday, June 20th from 4:00pm to 10:00pm
Friday, June 21st from 12:00pm to 10:00pm
Saturday, June 22nd from 12:00pm to 10:00pm
The closures are expected to take place over the week, with the reopening of the lots Sunday, June 23rd in early afternoon. Below is a timeline of the closures:
Sunday, June 16th – The parking lots located along Broad Street are closed for WadeShows to begin bring in equipment and trailers
Tuesday, June 18th – Broad Street between Forest and Grand is closed to allow WadeShows to begin moving rides into place
Wednesday, June 19th – Central Street and the parking lot adjacent to 8080 Grand Street are closed for set-up prior to opening day
Thursday, June 20th to Saturday, June 22nd – The Dexter Bicentennial Carnival is in operation
Sunday, June 23rd – Roads are reopened at noon after the carnival equipment is removed and the carnival leaves town
Monument Park will also be the location for events during the Bicentennial. Opening ceremonies are proposed to begin in the evening on Thursday, June 20th in Monument Park. Events being held in and around Monument Park throughout the week include Dexter Jeopardy, Friday Night Music Series, Dexter Community Band performance, Dexter Community Choir performance, Dexter Olympics (old-timey and yard games), and closing ceremonies on Sunday, June 23rd. City Council approved the road closure permit for the Bicentennial Parade in February 2024. The final list of activities is still being formed, and City Council will be kept apprised as events are confirmed.
Public Safety Facilities Update Presentation from Partners in Architecture (D)
An item has been included on the April 8, 2024 agenda for an update on the public safety facilities project from Partners in Architecture and Cunningham-Limp. PIA has indicated that they will be looking for discussion and feedback on accommodating future expansion via expanded footings and façade improvements.
Temporary Sculpture Display (C)
After narrowing the submissions down to a final eleven during Arts, Culture and Heritage Committee’s March meeting, all submission and the ACH recommendations went in front of the Art Selection Committee on April 4th to determine the final slate.
The following is the timeline going forward regarding notification and installation:
Week of April 8th – Pending Council approval on April 8th, artist willed be notified of selection by email or phone
May 15 – May 31st – Current sculptures are removed
June 1st – June 15th – New sculptures are installed
Since ACH and ASC meet after the packet is sent to members of Council, the final recommendations will be included as a part of a supplement report. Attached to this item, staff has included all applicable submissions for this year’s possible slate of sculptures. (see beginning page 147 of the packet)