December 12, 2022

Written By Brent Griffin

City of Dexter City Council

Work Session and Meeting

Monday, December 12, 2022 @ 6 p.m. (work session) and 7 p.m. (meeting)

3515 Broad Street, Dexter, MI 48130 and via Zoom

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Work Session Agenda: https://files.dextermi.gov/City_Council/2022/Agendas/2022-12-12-CC-A-WS.pdf

Work Session Packet: https://files.dextermi.gov/City_Council/2022/Packets/2022-12-12-CC-P-WS.pdf

Meeting Agenda: https://files.dextermi.gov/City_Council/2022/Agendas/2022-12-12-CC-A.pdf

Meeting Packet: https://files.dextermi.gov/City_Council/2022/Packets/2022-12-12-CC-P.pdf

Work Session @ 6 p.m.

The purpose of the work session is to next steps in the public safety facilities (i.e., fire station/sheriff substation) project. Note that the public is invited to make comments at the beginning and end of the work session. Just state your name and address and then share your thoughts–it’s that easy!

On Monday, August 8, 2022, City Council voted to put forward a ballot proposal for the November 8, 2022 Election for a public safety facilities millage-backed bond proposal for an amount not to exceed $8,423,890. The annual millage rate necessary to cover the bond repayment was estimated to be approximately 2 mills. At the end of the night on November 8, 2022, the unofficial election results indicated that the public safety facilities bond proposal passed by a margin of 1,525 “yes” votes to 986 “no” votes. Staff was notified by the Washtenaw County Clerk’s Office on November 15, 2022 of the completion of the Countywide election canvass, thus certifying the election results.

With the dollar amount set by the bond proposal ($8,423,890) plus the $1,000,000 set aside for the project, the next major looming question is: what is City Council’s preference for location? And, what information does City Council need in order to make a decision?

Meeting @ 7 p.m.

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!

During pre-arranged participation, Nina Kelly and Jennifer Morris from OHM Advisors will present the results of their ADA audit of the City’s parks. See pages 13-62 of the packet for more details. For example, here are their recommendations for Community Park:

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). 

Lt. Hunt and Commander Flores from the Washtenaw County Sheriff’s Office will be at the meeting at the request of staff and Council. Prior to our last meeting (November 28, 2022), Council Member Joe Semifero asked several questions (see pages 3-4) of Lt. Hunt regarding the Sheriff’s Office October monthly summary (see pages 45-47). Specific questions were raised about the Sheriff’s Office’s reporting of activities at Avalon Housing’s Hilltop View Apartments at 7651 Dan Hoey Road. To watch Council’s discussion of this topic on November 28, see here.

Staff updates that might be of interest:                       

  • Cornman Farms – Staff received a call from the Dexter Township Supervisor, who after speaking with the Township Attorney, explained that the Township will support Cornman Farms request to be annexed into the City, for the purpose of connecting to the City’s public utilities systems and a 425 Agreement will not be necessary. Staff is working with Cornman to schedule a meeting to discuss the next steps in the annexation process. 

  • 3045 Broad St Update – Common Sail is scheduled to meet with Mayor Keough, DDA Board Member Mike Penn, the City Manager and staff on Friday, Dec 9th, to present, review and discuss Tax Increment Financing (TIF) scenarios, in advance of meeting with the full 3045 Broad Street Committee meeting (hopefully next week). Copies of the materials for that meeting were not available before Council’s packet was finalized. Therefore, staff will shared them with Council on Monday.

    • (my words) At our last meeting in November, we discussed ways to keep the public informed of this proposed project’s progress. You might be interested in that discussion seen here. At Council’s request, staff has updated the City’s webpage for the 3045 Broad St. project. If you would like to share feedback about this project, I strongly encourage you to attend any and all meetings at which this project will be discussed. An unassuming member of the public might think that the official public hearing is the time to share feedback; unfortunately, in my experience, the public hearing is simply a legal formality that comes well after the project is, in fact, a “done deal.” Whether and to what extent the developer is willing to incorporate resident feedback is unclear to me. My preference is that the developer would reach out to neighbors, in particular, so that a positive relationship can be established from the beginning. Of course, as your council representative, I am happy to act as a liaison between you and Council, you and the developer, you and City staff, etc. So please feel free to share your feedback however you feel most comfortable doing so knowing that sooner is better than later.

  • 2nd Street Sub-Area Plan Proposal – CWA presented “game board” alternative approach to a charette process for obtaining public input for a study of the 2nd Street Corridor. Overall, the Commission preferred a “game board” approach over a 3-day charette, but the majority of the members present (4 of 5, with 3 absent) did not support conducting a study at this time, especially at a cost of approximately $20,000. However, the members present voted unanimously to postpone action on the proposal until all member of the Commission were present.

    • From CWA: As discussed at your November 7 th meeting, the Planning Commission is willing to consider amending the Master Plan and, possibly, the Zoning Ordinance, to create a mixed-use corridor zoning along Second Street. The Planning Commission felt that the process proposed by CWA was too expansive and asked for a revised process.

    • CWA can offer a game approach to public participation, as an alternative to the charrette process. In this scenario, CWA would use the base map of Second Street as a “game board” and design rules and game pieces to limit to the choices for the public. We used a similar approach during an on-line open house for the City of Northville’s Master Plan update. The game board, a completed game board and the participant handout for that on-line open house is attached.

  • What We Love About Dexter. The Arts, Culture, and Heritage Committee will be moving forward again this year with the What We Love About Dexter project, which involves a request to the community to submit pieces of art, including poems, drawings, paintings, etc. Submissions will be due February 1st and will be displayed from February 14th – 28th in storefronts downtown.

  • Trash and Recycling Carts. Staff would like to make City Council aware that there have been recent issues with Waste Management in scheduling the delivery and drop-off of trash and recycling carts. Over the last few months, there have been residents that have been without trash and recycling carts for over a month with no estimated delivery dates being provided. Staff has been escalating these issues as high as staff is able in an attempt to get these delivery delays resolved.

  • ClearGov Transparency Page. Staff has been working to implement the ClearGov Transparency module for City Council’s review. The Transparency Tool page is available at: https://cleargov.com/michigan/washtenaw/city/dexter. This tool pulls information from a variety of different sources for easy resident access in one location. Staff is still working to refine and implement the other ClearGov modules.

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: $378,053.92

  • 2023 Board and Committee Meeting Calendar

  • Resolution to Approve an Application to the Michigan Department of Natural Resources SPARK Grant Program for the Mill Creek Park North Playground Project for $500,000

    • The SPARK Grant Program through the Michigan Department of Natural Resources (DNR) requires that a resolution be passed by the elected body to support the application. The Parks and Recreation Commission would like to continue to move forward with planning for the Mill Creek Park North Playground Project. The SPARK grant allows for applications for amounts between $100,000 - $1M. The grant is federally-funded, and thus projects must meet several federal project requirements. City staff and the Parks & Recreation Commission discussed applying for $500,000 to go toward the Mill Creek Park North Playground project, with matching City funds of $200,000 (total $700,000 for the project). There is also possible crowdfunding through the Public Spaces Community Places program through MEDC (up to $100,000)

    • The design of the project is still ongoing; however, here is the latest draft rendering:

  • Proposal from Monroe’s Rubbish Removal for Excavation and Sludge Removal from Water Treatment Backwash Pond for an Amount not to Exceed $19,000

    • As City staff backwashes the filters located at the water treatment facility, the backwashed grey water is stored in the filtration backwash pond. Approximately every 15 years, the sludge remaining in the backwash pond needs to be removed from the site and taken to a landfill. This Project consists of removal, transportation, and disposal of iron sludge in the City’s backwash pond. The Contractor shall be responsible for the removal, transportation, and disposal of all accumulated iron sludge from the backwash pond to an appropriate land fill.

  • Purchase of a Backhoe from Southeastern Equipment Co. for an Amount not to Exceed $95,188.72, Including the Trade-In of the City’s Current Backhoe

    • The City’s current backhoe is a 2001 Case model. The Fiscal Year 2022-2023 Equipment Fund (now called Motor Pool) Budget includes funds for the purchase of a replacement Backhoe. Some tasks for which the Backhoe will be used include various road and concrete projects, snow hauling, and hauling dirt and other heavy material. The backhoe is also used in various parks-related maintenance activities.

  • Purchase of a Forklift from Morrison Industrial Equipment Co. for an Amount not to Exceed $33,176.17

    • The Fiscal Year 2022-2023 Equipment Fund (Motor Pool) Budget includes funds for the purchase of a new forklift for use by the Department of Public Works (DPW). The City does not currently own a forklift. Some tasks for which the Forklift will be used include for the safe and proper storage access of the mezzanine in the DPW building, as well as for the enhanced capability to store City property in the upper level of the Barn at 3515 Broad Street. Additionally, a City-owned Forklift presents our DPW with more freedom in utilizing the proper equipment for an appropriate job.

  • Purchase of X-Mark Zero Turn Mower from Boullion Sales for an Amount not to Exceed $14,399

    • The City’s current zero turn mower is a 2012 model. The Fiscal Year 2022-2023 Equipment Fund (now called Motor Pool) Budget includes funds for the purchase of a replacement zero turn mower. This mower is used for mowing grass in the City’s parks and open spaces.

  • Use of Logo for Bicentennial Activities

    • Local plein air artist Steve Burdick created a logo for usage by the Bicentennial Subcommittee. The power of who could utilize the logo was also given to the subcommittee. This work was completed pro bono and the logo was given to the subcommittee. The logo would be utilized on marketing materials for the Bicentennial Celebration.

    • The logo has been recommended to the Arts, Culture, and Heritage Committee from the Bicentennial Subcommittee. This recommendation is anticipated to be considered during the Arts, Culture, and Heritage Committee’s meeting on Wednesday, December 7th. As ACH has been in full support of the Bicentennial Subcommittee, staff anticipates that this item will be recommended from ACH to City Council. In anticipation of this recommendation, to prevent delays, and to allow the Bicentennial Subcommittee to keep moving forward with its planning activities, staff is including this as an item in City Council’s December 12th agenda packet.

  • Recommended FY 2022-23 Budget for Bicentennial Activities for an Amount not to Exceed $5,290

    • The Arts, Culture & Heritage Committee has reviewed a budget developed by the Bicentennial Subcommittee in an amount of $5,290 for Bicentennial marketing.

    • The majority of the proposed budget revolves around marketing activities. This budget includes items such as flyers, an article in the Sun Times, a banner to be used across Main Street and in parades, and light pole banners. This budget will be utilized for marketing activities through June 2023.

    • For more extensive activities starting in 2024, ACH and BSC will discuss proposals and budget requests leading up to the City Council FY 2023-24 Budget work sessions, which are anticipated to begin in February.

  • Recommended Bicentennial Celebration Dates for June 20 – 23, 2024

    • The Arts, Culture & Heritage Committee and Bicentennial Subcommittee have discussed that the Bicentennial Celebration dates would be June 20th to June 23rd, 2024. These dates coincide with Judge Dexter purchasing the plats that would become the City. The ACH and BSC also wish to have their events separate from Paint Dexter in August so that their Bicentennial activities have an independent identity.

Council will consider (i.e., take formal action on; “C”) or discuss (i.e., take no formal action on; “D”) the following business:     

  • Amendment to City Council Rules (C)

    • Per Rule 12: “Council rules shall be reviewed and adopted within 60 days after the General Election and/or a change in the membership of the Council. Council-adopted rules may be altered or amended by a vote of a majority of the members if notice of the proposed change shall have been given at a preceding meeting of the Council and a written copy of the proposed change has been distributed to all members.”

    • Following elections for City Council, the Council reviews and updates its Council Rules document, which puts into written form the norms for conducting business. A copy of the latest edition of the City Council Rules document, last amended in November 2021, is attached to this memo. City Council discussed the City Council Rules document during the November 28, 2022 meeting, and opted to postpone action to the December 12, 2022 meeting.

    • Council Members Semifero and Michels have submitted proposed changes to the Council Rules document. See pages 138-159 of the packet for more details.

  • Recommendation from Arts, Culture, and Heritage Committee to Commission David Zinn Mural for an Amount not to Exceed $1,000 (C)

    • The Arts, Culture & Heritage Committee wishes to recommend a permanent mural by artist David Zinn as a pilot for a possible series of permanent murals by Mr. Zinn around the City. David Zinn is a well-known artist who creates unique 3D drawings with chalk and other materials in interesting locations. Examples of Mr. Zinn’s work are shown below. Additional examples are available on his website at: https://zinnart.com/.

    • During Arts, Culture & Heritage Committee’s November meeting, members of ACH voted to recommend the following regarding a mural to be created by artist David Zinn:

      • Location: Monument Park Gazebo

      • Creature: Chipmunk, Raccoon, Black Squirrel, or Friendly Alien

      • Cost: $600 to $1000

  • Washtenaw County Sheriff’s Office Contract Renewal Through December 31, 2026 (C)

    • As one of the service partners of the Washtenaw County Sheriff’s Office (WCSO), the City of Dexter has been provided contract renewal information from the WCSO. The WCSO provides the same rates to all of its contracting communities throughout the County. Contracting communities’ contracts also all expire at the same time, which for this cycle is the end of the 2022 calendar year. The Sheriff’s Office has provided four additional years of renewals (2023 to 2026) that City Council will be asked to consider at the first meeting in December. The yearly increases will be 3% in 2023, 4% in 2024, and 4.25% in 2025 and 2026.

  • Resolution to Amend Organizational Matters (C)

    • Following elections for City Council, the Council reviews and updates its Organizational Matters document, which lists City representatives to various boards and commissions as well as the designation of firms and individuals for various responsibilities. Attached to this memo is a redlined version of the Resolution Establishing Organization Matters, which was last updated in October 2022.

Brent Griffin
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