May 28, 2024 (Tuesday)
City of Dexter City Council Meeting
TUESDAY, May 28, 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/2024-05-28-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2024/Packets/2024-05-28-CC-P.pdf
2024-2029 Capital Improvements Plan: https://files.dextermi.gov/City_Council/2024/Packets/2024-29_Capital_Improvements_Plan.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:
Downtown Business Updates –
The Painted Trout is closing due to the owners retirement. Staff has spoken with the owner of the building and he is working with a new tenant on a lease. The new tenant would operate a sporting goods store, similar to the Painted Trout.
The Eve and Annie Boutique is/has closed. Staff spoke with the owner, who loved the town, but indicated there just wasn’t enough foot-traffic to support her type of business. Staff has reached out to the property owner, but has not yet connected with him.
Public Input on 3045 Broad Street Redevelopment. The public workshop for the 3045 Broad Street Redevelopment Project area is scheduled for Tuesday, June 11th, at 6:00 pm. The workshop will take place at the Dexter District Library.
Washtenaw County Sheriff’s Office April Report Excerpt (Noteworthy Events)
On April 7th, Deputies observed a vehicle traveling at a high rate of speed through the downtown district. As Deputies followed the vehicle, they noted that the driver crossed over the center line on more than one occasion. Deputies effected a traffic stop and when contact was made with the driver, Deputies detected a strong odor of intoxicants. Deputies conducted sobriety evaluations and determined the driver was intoxicated. Deputies placed the driver under arrest and obtained a blood draw. Lab results are pending with the Michigan State Police Forensics Laboratory.
2024 Road Projects Virtual Public Meeting. A virtual meeting to discuss all of the 2024 road improvement projects has been scheduled for Wednesday, May 29, 2024 at 6:30pm.
DTE Gas Work. During the week of May 20th, DTE Gas is working on remainder of Ann Arbor Street, East, Inverness, Second and Third then to Kensington and Grand. DTE is estimating two months to complete their work. Staff is coordinating with DTE regarding the replacement of downtown business gas meters.
Notice of Filing Deadline for the Election to be Held of Tuesday, November 5th, 2024 for the City of Dexter (as will appear in forthcoming Spring Newsletter)
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: $260,211.97
Resolution to Amend the Social District to Add Highline Spirits
The owner of Highline Spirits is requesting approval to participate in the Dexter Downtown Social District. The participation of Highline Spirits does not require an amendment to the Social District Boundaries, but it does require an amendment to add a new “qualified licensee. A copy of the Updated City of Dexter Social District Management and Maintenance Plans accompanies this memo.
Acceptance of Alpha Metals Butterfly Public Sculpture Donation
In early May, staff was contacted by Alpha Metals, located on Huron Street, about donating a sculpture to the City in celebration of the Dexter Bicentennial. The sculpture would be a butterfly that would be roughly 4’ x 4’ x 3-4’. The proposed location would be City Hall located next to the ramp leading up to the front entryway of the administrative offices.
At the last Arts, Culture & Heritage Committee meeting, members voted to recommend the sculpture to Art Selection Committee for consideration, and was interested in having a portion of the sculpture have the royal blue color included since it is similar to the Bicentennial blue.
The Art Selection Committee met on Tuesday, May 21st, and voted to recommend to City Council the approval of the Butterfly sculpture donation to be located at City Hall with the inclusion of the royal blue. ASC also provided some feedback on avoiding some colors such as gold and citron, and possibly sticking to a single color or matching the royal blue with black or gunmetal grey.
Staff will work with Alpha Metals to finalize the color pallete with appropriate colors. An image of what the sculpture will look like, the possible colors, and location map are included in the packet.
Amended 2024 Hardship Guidelines
Based on a Michigan Tax Tribunal case, the State Tax Commission has issued direction that a local unit’s asset test cannot include the value of the applicant’s principal residence. This makes Section 3(2)(i) of our guidelines null and void.
The Board of Review has granted one poverty exemption in 2024. The parcel in question would not have been an issue under this section as the petitioner has owned the property for at least 25 years (electronic assessment rolls started in 1999 and there have been no transfers). Therefore, the parcel would have been exempt from that requirement.
This was brought to our Treasurer/Finance Director/Assessor’s attention by the person who is performing our PA 660 Audit (formerly AMAR), with the requirement that the guidelines be readopted by Council. Washtenaw County communities are scheduled to meet with the Auditor on June 10th, so Council will need to act upon this at their May 28th meeting.
Included in the packet is a redlined version of recommended guidelines.
Adoption of 2024-2029 Capital Improvements Plan
The CIP is a program that projects and coordinates public expenditures for improvements to the transportation and utility systems, municipal facilities, and other improvements over a six-year period. Preparation of the capital improvements plan is done under the authority of the Planning Enabling Act (PA 33 of 2008), as amended. It is the goal of the Planning Commission that the CIP be used as a tool to implement the City Master Plan and assist in the City’s financial planning.
Assessment of the CIP was conducted by staff, individual departments, and various boards and commissions, including Downtown Development Authority (DDA) and the Parks and Recreation Commission, and the Planning Commission, between September and April (2023-2024). The Planning Commission reviewed a draft of updates, edits, and recommendations for CIP projects on February 5, 2024. Discussion centered on changes and updates to the plan.
On Monday, May 6, 2024, the Planning Commission held a public hearing for the purpose of considering the 2024-2029 CIP. There were no public comments offered. The Commission voted unanimously to approve the Resolution of Adoption of the 2024-20295 Capital Improvements Program and recommend approval of the 2024-2029 CIP to City Council.
Included in the packet is a Resolution of Adoption. The 2024-2029 Capital Improvements Plan (CIP), including the Executive Summary and Project Worksheets, has been provided separately and is available on the City’s website at: https://files.dextermi.gov/City_Council/2024/Packets/2024-29_Capital_Improvements_Plan.pdf. A chart in the Executive Summary of the CIP summarizes the administrative changes made to the CIP document for FY 2024-2029.
Excerpt from Executive Summary
A total of seventy-four (74) projects were carried over or initiated in this year’s CIP, compared to 73 last year. The six-year funding need for the FY 2024-2029 CIP is $28,362,077, with a first-year funding need of $11,671,577; an increase of $6,1568,577 or 27.74%. Two projects, Project #4.03, Fire Station and #6.01A, Road Maintenance-Mill & Overlay are the primary contributors to the funding needs increase.
Two projects were removed from the CIP; 1) the Grandview Commons Connector (#2.09), and 2) Baker Road Crosswalk at Forest (#3.03). Both of those projects are projected to be completed this year. One new project, #9.04 Community Park Well Access was added to the FY 2024-2029 CIP.
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:
Public Safety Facilities Site Design Budget Review (D) and Public Safety Facilities Alternates (C)
Design Alternates
At the April 8th meeting, City Council discussed the desire to see a timeline for decisions regarding bid alternates. Partners in Architecture provided a list of design alternatives for the April 22, 2024 City Council meeting.
Site Design Review
Partners in Architecture have provided a presentation for an update on site design, elevations, and schedule. A copy of that presentation is included in the packet.
3515 Broad St. Bid Package for Temporary Fire and Permanent Sheriff
The bid package for temporary facilities for the Dexter Area Fire Department and permanent facilities for the Sheriff’s Office Substation has been released on May 15, 2024. Bids are due to Cunningham-Limp on May 29, 2024, and award recommendation from Cunningham-Limp is anticipated for the June 10th City Council meeting.
8050 Main St. (Formerly Hotel Hickman) Next Steps (D)
City Council started discussing the future of 8050 Main St. in late-2023. Based on those conversations, staff started reaching out to contacts in the real estate and trades fields to get high-level estimates for the value of the building/property and the potential costs associated with renovating 8050 Main St. for public restrooms and/or making it white box ready for lease. City Council most recently discussed the property during the FY 2024-25 budget work sessions. During those work sessions, Council expressed an interest in moving forward with conversion of at least a portion of the building into public restrooms.
Cost of Public Restrooms/White Box Space
Staff met with Sam Ashley of Cunningham-Limp, on April 16th regarding high-level budget estimate for improvements at 8050 Main St. (former Hotel Hickman). Preliminary total project cost is $109,500.
Potential Value of the Property
Regarding the value of the property, staff contacted local realtor Jeff Evans. Mr. Evans suggested a listing price at or near $300,000, if the City were interested in selling the property. If the City were interested in engaging in another lease, then the likely lease value would be $16 - $22 per sq. ft.
Historical Society
At City Council’s suggestion, staff also contacted the Historical Society to gauge their interest in the building. Per Bev Hill, Vice-President of the Historical Society, the topic was discussed and she indicated that there might be interested in the building; however, there was no detailed discussion about what direction that may take. Ms. Hill did indicate that the Historical Society would certainly not want to see the building demolished.
Draft Waste Management Contract (D)
The City’s current five-year contact extension expires June 30, 2024. Staff and Mayor Keough have been meeting with Waste Management representatives to discuss another contract extension. Waste Management representatives provided a draft agreement on Tuesday, May 21st. Staff and the City Attorney have not had a chance to thoroughly review the proposal before the release of the agenda packet. Staff and the City Attorney are planning to meet to review and discuss the draft contract before the first meeting in June. Below is a summary of items discussed as part of the contract extension:
Five-year extension
4% per year through June 2029 =
Current residential rate is $19.29 per month, not including the recycling charge/rebate per ton (averages $2,000 - $4,000 per month).
Residential service would remain the same:
Once per week trash, recycling, and yard waste
One bulk item per month on the first Monday, and Spring/Fall “Clean-Up Days”
Would maintain the single hauler contract, but would transition the billing for commercial refuse from the City to Waste Management (no longer billed via utility bills)
Bagster implementation