May 22, 2023
City of Dexter City Council Meeting
Monday, May 22, 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/2023-05-22-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2023/Packets/2023-05-22-P.pdf
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!
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).
Staff updates that might be of interest:
Water Tower Update. The water tower project has been completed ahead of schedule and the outdoor watering ban put in place during the project have officially been lifted as of 5:00pm on Friday, May 12th. The City has returned to normal odd-even watering restrictions.
Public Safety Facilities User Group Meeting. The public safety facilities user group met on May 17th to begin the process of reviewing information related to the construction of fire station. During the first meeting, the user group went over the following items, with the corresponding materials having been distributed to City Council the morning of May 18th:
The phase one meeting schedule
Reviewing previously provided site and planning schemes and space programs
Reviewing the Construction Manager RFP/RFQ (attached to this memo)
Looking ahead to future meetings
Starting the discussion for temporary relocation of fire and police services
Ways to reduce future maintenance internally and externally through the design
process
Phase II environmental in the process of starting
Public Safety Facilities Bond Sale. Bids were due on the City of Dexter’s bond sale for public safety facilities on May 11, 2023. The low bid was from R.W. Baird & Co. The estimated millage that will need to be levied in 2023 for bond repayment is 1.7560 mills. Attached to this report are the final bond repayment schedule and cost of issuance.
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: $299,240.40
Purchase of Conference Room Tables from West Michigan Office Interiors in an Amount not to Exceed $6,500
City staff received a quote from West Michigan Office Interiors for new tables in the City Council Chambers. Staff was quoted for $6,269 for the tables, privacy screens, delivery and installation. The new tables will also have electricity running to them and will be similar to the look of the current tables. The current tables were originally from the conference room from the opposite end of the building. With the addition of the upgraded tables, staff will be able to utilize the far conference room for meetings and be able to accommodate larger meetings with a larger quantity of tables.
City Hall Monument Sign from Johnson Sign Company for an Amount not to Exceed $15,000
City staff have begun the design process with Johnson Sign Co. for the fabrication on City Hall’s new monument sign that will be located along Broad Street. The sign will be designed to match closely with the monument sign located out on Dexter Ann Arbor Road as people enter town. Huron Sign completed the original monument sign located of Dexter Ann Arbor Road, who was purchased by Johnson Sign Co. Due to the City Hall’s close proximity to the street and right-of-way, the sign will be situated parallel to the building. In accordance with our sign ordinance, the sign will be 20 sq ft, or 5ft by 4ft. The sign will be completed after July 1st as a project in FY 2023-24.
Barn Improvements from Structure Tec Restoration LLC in an Amount not to Exceed $51,150
City staff released an invitation to bid on April 20th for contractors to bid on the renovations for the 3515 Broad St. barn exterior. Prior to the bids being due, staff met with two potential vendors for on- site walks. On the bid deadline of May 8th, staff received three bids, with a fourth bid arriving at a later date.
The scope of work for the barn renovations includes:
Cleaning and painting the lower concrete block and second-floor wood paneling
Replacing deteriorating/damaged wood paneling and facia board
Refinishing or replacing windows on both the first and second floors
Replacing the two standard first story doors
Cleaning and painting metal tracking, door handles and stoppers on second-floor hanging doors
Replacing additional wood boarding
Setting a Public Hearing for 8050 Main Street Ordinance for June 26, 2023
City Council is being asked to schedule a public hearing to consider an Ordinance to Lease Property, located at 8050 Main Street to Melissa McClure, Agent for Chuckwagon BBQ, LLC, for a Period of Two Years.
On April 10, 2023 Council conducted a public hearing to consider a lease with Hotel Hickman, but voted 6-1 to postpone action, in order for staff to confirm the name of the business entity, agreement dated and the annual rent total. At that same meeting a motion to increase the rent to $912 per month failed (2-5).
In October of 2022, City Council approved an ordinance to lease the property at 8050 Main St. to Scott Thomas dba Hotel Hickman Wild West Adventure. Since the passage of that ordinance, Mr. Thomas has sold the business to Melissa McClure. Since the previous lease agreement specifically names Scott Thomas, Council will need to pass another ordinance to approve a lease agreement with Melissa McClure.
On March 13, 2023, City Council approved a motion to set a public hearing date for April 10, 2023 to consider a new ordinance to lease property to Hotel Hickman. However, the new lease will be with Melissa McClure, not Hotel Hickman, which requires that Council conduct a new public hearing. A draft public hearing notice accompanies this memo.
Staff has verified the lease would be with Melissa McClure, Agent for Chuckwagon BBQ, LLC and the lease dates are April 10, 2023 through March 31, 2025. Additionally, based on the action taken by Council during the April 10, 2023, the draft ordinance maintains a monthly rental rate of $700.00 through the end of December 2023, at which time the rental rate would increase to $725.00, until the lease expires at the end of March 2025.
Staff has also been able to verify that Mr. Thomas will be an employee of Ms. McClure and will not be operating his catering business at 8050 Main Street.
Appointment of Deanna Steffey to Parks & Recreation Commission
MLCC Liquor License Request from Encore Theatre
The Encore Musical Theatre Company has submitted a new application for a Club License to the Michigan Liquor Control Commission (MLCC), for its facility at 7714 Ann Arbor Street. Prior to the MLCC issuing that license, City Council must recommend approval. Accompanying this memo, you will find the MLCC Local Government Approval form. Council may recall it recommended approval of this same request on September 13, 2021. As it so happens, the Encore Theatre did not end up pursuing the license, at that time.
Change Order for Phase II Environmental Services
Details TBD
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 Safety Facilities Construction Manager RFP/RFQ Document
One of the main topics of the first public safety facilities user group meeting was input on some final changes to the RFP/RFQ document provided by Partner in Architecture such as the proper contacts, deadlines for questions, and a date for interviewing possible construction manager candidates later in June. Attached to this memo is the RFP/RFQ with the updated contact information and dates.
Staff has sent over additional minor changes since receiving the updated RFP/RFQ from David Gassen, including:
Adding Justin Breyer, City Manager, to the RFP/RFQ Contact
Updating the Final Construction Documentation date to Winter 2023
How the project is described in the RFP/RFQ:
Responses are being solicited for the purpose of contracting for a Construction Manager as the Constructor to perform a full range of pre-construction services including process participation to determine the project approach and project definition as phase one. Phase two will include project procurement, construction management and post-construction services for the construction of a facility that will service the community into the future. The initial pre-construction phase will include exploration and development of both a renovation / expansion scheme to the existing building and a new-build scheme option for City consideration. The Main Street site is currently a functioning Fire / Sheriff Station situated between Main Street and an active City Park with Mill Creek to one side and Alpine Street to the other side with significant topography changes across the site. The City successfully passed a bond proposal in November 2022 and has a maximum total budget for the project of $9 million. In addition to the functional project goals and objectives, the final scope and approach for the project will be determined considering the budgeted funds.