July 8, 2024
City of Dexter City Council Meeting
Monday, July 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/2024-07-08-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2024/Packets/2024-07-08-CC-P.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:
3045 Broad Street Redevelopment Area:
The public workshop for the 3045 Broad Street Redevelopment Area was held on Tuesday, June 11th, at 6:00 pm. The workshop took place at the Dexter District Library. The workshop had more than 50 participants. A report from CWA is anticipated by Council’s next meeting. See beginning page 16 of the packet for the report from CWA.
As a follow-up to the 3045 Broad Street Redevelopment Area Workshop, the DDA has requested a scope of work and cost estimate for a second public engagement event, from CIB Planning, the consultant doing the DDA’s Strategic Plan Update. Staff anticipates the DDA considering the proposed scope of work at its July 17th meeting.
The DDA has decided to wait until after the second 3045 Broad Street Redevelopment Area Workshop, to make a decision whether to enter into a pre-development agreement or a purchase agreement, with Trowbridge Companies.
Dexter Crossing Commercial Outlot Update – A Site Plan and Special Land Use Application is expected on or before August 2nd, for consideration by the Planning Commission on September 3rd. The proposed use will be for a drive-thru coffee café.
Bicentennial Photos. Staff will be reaching out to the community to submit hard copy photographs from the Bicentennial, and staff will create a repository for storage.
2024 Road Project Closures. Baker Rd. has closed to through traffic, and concrete work has begun on the 2024 road projects – Baker, Forest, and Huron Farms. Staff is waiting for an update on when the Westridge and Industrial Park projects are set to begin.
Paint Dexter & Bicentennial Competition. The Paint Dexter Plein Air Festival is taking place Monday, August 12th to Saturday, August 17th. To celebrate the Bicentennial during the festival, Paint Dexter will be hosting a one-time Bicentennial competition. The competition is free to all participating artists where they will be randomly assigned a picture of old-time Dexter to paint. The pictures will range from various time periods in Dexter, and give artists the chance to recreate those moments in time in plein air. At the end of the week, they will be submitted with artists’ other pieces for judging, and subsequently for purchase Friday and Saturday.
August Primary Election. Staff has mailed absentee ballots to residents on the permanent absentee ballot list and those that have already requested absentee ballots. Staff is working to schedule an Election Commission meeting (likely on July 16th) to hold a public accuracy test and appoint election inspectors.
Charter Amendment Petition. Staff has received notice from the Attorney General’s Office and Governor’s Office that they have signed-off on the Charter Amendment Petition language. Staff will be submitting the required documentation to the County Clerk’s Office for inclusion on the November 5th ballot. Attached are copies of the AG and Governor’s Office letters.
Notice of Filing Deadline for the Election to be Held of Tuesday, November 5th, 2024 for the City of Dexter
To the qualified electors of the City of Dexter, Washtenaw County, Michigan:
In accordance with City Charter Section 4.10, notice is hereby given that the filing deadline for candidates to be included on the November 5, 2024 General Election Ballot is Tuesday, July 23, 2024 at 4:00pm. The following City offices will be included on the ballot:
THREE (3) CITY COUNCIL MEMBERS The qualifications for these offices are as follows:
(1) A candidate must be a registered elector residing within the boundaries of the City of Dexter for a minimum of one year prior to the date of the Election; and
(2) Submit an Affidavit of Identity in duplicate and City/Township Nonpartisan Nominating Petition(s) bearing the signatures of a minimum of 15 (maximum of 30) qualified electors residing within the boundaries of the City of Dexter.
All petitions and forms may be obtained by appointment at the Dexter City Hall, 3515 Broad St., Dexter, MI 48130; 9:00am to 5:00pm. Requests for appointment or for more information, please contact the Dexter City Clerk at jbreyer@dextermi.gov or (734) 426-8303.
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: $189,710.83
Award of 2024-2027 Winter Tree Trimming Services to Burman’s Tree Services, LLC
For FY 2024-25 through FY 2026-27 (next three winters), staff developed and released a bid package for annual winter tree trimming services. The next three winters are scheduled to address the original Village neighborhoods, Baker Rd., and Dexter-Ann Arbor Rd. At the bid deadline, staff received 10 bids (1 additional bid was submitted late). The low bid was submitted Burman’s Tree Services, LLC (formerly Arbor Care Tree Surgeons) from Chelsea, MI. The City has had a 10+ year history of working with Burman’s for tree trimming and removals. The next lowest bid, submitted by Wonsey Tree Services, was a total of $25,000 more over the three-year period.
Award of Replacement of Two Furnaces and Two AC Units at City Hall to Steele Heating and Cooling for an Amount not to Exceed $19,318
During the building inspection for City Hall, 3515 Broad St., the building inspection team identified that most or all of the mechanical units (furnaces and AC condenser units) were past their anticipated useful life. The City chose to address this issue outside of the City Hall renovation contract as to avoid the added architectural and general contractor costs. However, last summer staff contacted a local vendor to look into why the east side of the building was not cooling, and it was discovered that two of the AC condenser units had been removed during the project (due to them not working).
The two furnaces that the two AC condenser units were connected to are located in the building’s crawl space and are difficult to access. The vendor that identified the lack of AC condenser unit connections recommended that when the new AC units were installed, that would be an appropriate time to also replace the furnaces due to their age. This recommendation conforms with the initial building inspection assessment.
In order to provide relief to the east side of the building, and begin the process of replacing the building’s mechanical units, staff developed and released a bid package for the replacement of two furnaces and the installation of two AC units. As of the response deadline, staff received three bids. The low bidder was Steele Heating and Cooling from Chelsea, MI at $19,318.
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:
Rezoning Request for 2505 Baker Rd. Submitted by Dexter Community Schools (C)
The Dexter Community Schools (DCS) is requesting that property it owns, located at 2505 Baker Road (08-08-06-400-018), be rezoned from PF Public Facility to VR-1 Residential District. According to the applicant, the purpose of the rezoning request is to facilitate the sale of the property for residential use. The Planning Commission conducted a public hearing on Monday, May 6, 2024, for the purpose of considering a rezoning request, submitted by the Dexter Community Schools (DCS). No public comments were offered, either in-person or virtually. Following presentations by the City’s Planning Consultant, CWA, the Planning Commission determined the rezoning request satisfies the criteria for considering an amendment to the official zoning map, in Section 23.03 of the Zoning Ordinance and recommends approval to City Council.
Special Land Use Request for Vacation Rental Housing at 3141 Baker Rd. (C)
On July 1, 2024 the Planning Commission considered a special land use request, submitted by James Podojil and Scott Roberts, for Vacation Rental Housing, located at 3141 Baker Road. The application included a project narrative describing the property as consisting of being a 1,360 sq. ft. one and a half story single-family dwelling on a 4,702 sq. ft. lot. The house has one bedroom and one bathroom and has two onsite parking spaces, where one is required. The subject site is zoned CBD, Central Business District. Vacation rental housing is a special land use in the CBD District.
Commemoration of Paul and Pat Cousins as Recommended by the Parks and Recreation Commission (C)
The topic of how to honor Paul Cousins has been a topic of discussion since his death in December 2022. The Parks and Recreation Commission has been considering the topic, and at the June Parks & Recreation Commission meeting, commissioners discussed the following ideas as a way to commemorate Mr. Cousins, as well as his wife, Pat Cousins:
Renaming a park
Renaming a portion of the Mill Creek Trail
Renaming an overlook over Mill Creek
A plaque commemorating the Cousins
After the discussion, the following motion and recommendation was made for City Council to consider:
Motion by Griffin; Seconded by Miller to recommend to City Council that Mill Creek Trail be renamed "The Pat and Paul Cousins Memorial Trail” with final plaque language and plaque location to be determined after further consultation with the Cousins family.
Unanimous Voice Vote
Motion Adopted
This recommendation would seek to rename the Mill Creek Trail (from Mill Creek Park North to Baker Road by the Middle School) and the purchase of an educational historical commemorative plaque that would commemorate the Cousins. Kevin Cousins was in attendance at the meeting and was in support of this motion.
See beginning page 156 of the packet for information provided as a part of the Parks Commission item related to the trail and the plaque language, presented by Council Member Griffin, who has been the primary contact with the family related to the plaque language.
Application for Combined Preliminary and Final Site Plan for City of Dexter Fire Station, 8140 Main St. (C)
The Planning Commission considered the above referenced Application for a Combined Site Plan (PSPC24-0002) for the City of Dexter Fire Station, located at 8140 Main Street (08-03-31-474-007). The plans call for the construction of a 12,913 sq. ft., two-story building on a 50,968 sq. ft. portion of a larger 63,581 sq. ft. parcel. The parcel is zoned CBD, Central Business District, which is a Form-Based District and Public Facilities (PF), which is a Use Based District. The portion of the site proposed for redevelopment (50,968 sq. ft.) is zoned CBD and is currently a fire station and County Sheriff sub-station. The remainder of the site is zoned PF and is proposed to continue as a public park (12,613 sq. ft.).
Following presentations by Staff, CWA, OHM, and Partners In Architecture (PIA), the Planning Commission expressed its frustration and disappointment, with the process and final plan for the Fire Station, prior to determing the Combined Preliminary and Final Site Plan (PSPC24-0002) for City of Dexter Fire Station, located at 8140 Main Street (08-03-31-474-007) meets the requirements of Section 21.08 and 21.09 of the Zoning Ordinance, and voted (5-2) to recommend APPROVAL to the City Council, subject to the deviations and conditions outlined in the packet beginning on page 191.