October 14, 2024
City of Dexter City Council
Public Hearing and Meeting
Monday, October 14, 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/2024-10-14-CC-A.pdf
Meeting Packet: https://files.dextermi.gov/City_Council/2024/Packets/2024-10-14-CC-P.pdf
Official Public Hearing Notice: https://files.dextermi.gov/Public_Notices/2024/PHNotice_3515_Broad_St_Lease_Ordinance_2024.pdf
PUBLIC HEARING: Lease of 3515 Broad Street (City Hall) to Dexter Area Fire Department
If you would like to address Council about this topic, please raise your hand (virtual or otherwise) or approach the podium, state your name and address, and share your thoughts. Action on a public hearing will be taken immediately following the close of the hearing unless otherwise indicated.
In conjunction with the Interlocal Agreement for the creation of the Dexter Area Fire Department, the Village of Dexter (at the time) established a lease agreement with the Dexter Area Fire Department for occupancy of 8140 Main St. The lease agreement was included as an exhibit to the Interlocal Agreement. With the Dexter Area Fire Department having vacated 8140 Main St. and relocating to 3515 Broad St., the City of Dexter should establish a new lease agreement for their temporary quarters at City Hall, 3515 Broad St. and suspend the existing lease at 8140 Main St.
A draft of the lease agreement as developed by City Attorney Munzel was presented to City Council at the September 9, 2024 meeting. An updated copy of the lease was shared with City Council at the September 23, 2024 meeting. The updated version attempted to address some of Chief Armstrong’s comments and concerns with the draft lease.
Per Charter, leases must be approved by ordinance, requiring a public hearing. At the September 23, 2024 meeting, City Council set a public hearing for the October 14, 2024 meeting. Staff published the notice of public hearing as required for the October 14, 2024 meeting.
Since the September 23rd meeting, City Attorney Munzel has continued to refine the draft lease based on feedback. The most recent version is included as an attachment, alongside the version shared at the September 23, 2024 meeting.
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:
Public Safety
Fire Station Update.
The revised final site plan has been reviewed and determined to satisfy the conditions of approval granted by the City Council. Demolition and Preliminary Zoning Compliance permits are pending and anticipated to be issued on October 8, 2024.
Bid responses to the released construction bid package were due to Cunningham-Limp by September 27, 2024. Cunningham-Limp is in the process of evaluating and leveling the bid responses. Staff and consultants will be looking to call a Public Safety Facilities Committee meeting within the next week. Staff anticipates an award recommendation at the October 28, 2024 City Council meeting.
Development in the City.
New Bed and Breakfast. A Bed and Breakfast has been approved for 7871 Ann Arbor Street. The Guest House will be a 6-bedroom, 5 1⁄2 bathroom, locally owned and operated historic downtown retreat for visitors to Dexter. The owners, Justin and Jordan Goeglein look forward to welcoming their first visitor in Spring 2025.
The Pelham. The property has been addressed and EGLE has issued Part 301 and 303 Permits for the water main extension, along Main Street. Permits from Amtrak and WCRC are pending. The applicant has submitted its Condominium Documents for review. Staff anticipates the Documents will be scheduled for consideration by City Council on one of its November agendas.
7001 Dexter-Ann Arbor Road (Kids Indoor Playzone). A preliminary zoning compliance permit has been issued for the interior and exterior improvements for two tenant spaces at 7001 Dexter-Ann Arbor Road (formerly Noble Appliance). Tenant space #1 will be a 19,605 sq.ft. retail space (tenant TBD). Tenant space #2 will be a 24,736 sq. ft. indoor kids playzone.
Dexter Crossing Commercial Outlot Update. The Planning Commission will hold a special meeting on October 23, 2024 at 7:00 pm to consider a revised Site Plan and Special Land Use Application for Ziggi’s Coffee, a free-standing, drive thru coffee establishment, located on Outlot #2 of the Dexter Crossing Shopping Plaza (7061 Dexter-Ann Arbor Road). There were no comments offered by the public. The Planning Commission voted unanimously to postpone action on the project to allow the applicant time to submit a revised site plan that addressed the comments and concerns cited in staff’s, CWA’s, OHM’s, and DAFD’s reviews, along with the feedback provided by the Planning Commission during the meeting.
Fall Newsletter. Staff is near completion on the fall newsletter and anticipates mailing it out to residents the week of October 14th.
November 5, 2024 Election. The November General Election will be held on November 5, 2024. The first round of absentee ballots were mailed on the week of September 23rd. The Election Commission held the public accuracy test for the City’s ballot tabulators on Friday, October 4th. Staff will be holding election inspector training sessions later in October as we prepare for the General Election.
FY 2024-25 Budget Document. Staff continues to work on preparing the FY 2024-25 Budget document in ClearGov. Staff anticipates the document will be ready for City Council adoption at the October 28th meeting. Once the document is adopted by City Council, it will be available on the City’s website and the City’s ClearGov page. A current draft of the document is included as an attachment to the agenda packet (separate document).
Current Vacancies on City Boards and Commissions. If you are interested in serving your community in this capacity, please complete the Committee/Commission application form found here: https://dextermi.gov/government/permits_and_forms.php#outer-241
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: $1,699,780.76
Award of HVAC Maintenance Work to Comfort Mechanical for a Three-Year Contract in an Amount not to Exceed $10,587
On August 30th, staff released a bid for twice per year preventative maintenance of the City’s HVAC infrastructure between the City’s current facilities at City Hall, the DPW, and the WWTP. For the preventative maintenance, the prospective vendor would visit City sites twice a year to conduct maintenance on HVAC units, such as cleaning components, changing filters, completing inspections, etc. Between the City’s three current facilities, there are roughly the following: Ten (10) A/C units, Five (5) split units, Nine (9) furnaces, Five (5) overhead heaters, One (1) water heater, and Two (2) boilers. Since the bid opening, staff has met with the as-read low bidder, Comfort Mechanical, to confirm their understanding of the outlined services for the preventative maintenance and is comfortable recommending them as the selected vendor.
Award of City Hall Ice Guard Installation to Green Oak Gutter, Inc. in an Amount not to Exceed $11,000
On August 30th, staff released a bid for the installation of ice guards at City Hall (3515 Broad Street). At the bid opening on September 27th, staff received four (4) bids for the work.
After the first winter on Broad Street, an apparent need arose for the installation of ice guards on the roof in order to protect pedestrian walkways, A/C condenser units, and lower sections of the roof. Throughout the winter, heavy ice repeatedly hit lower sections of roof and caused damage to one of the A/C condenser fans. By completing the installation at strategic points on the roof, the issues experienced during the previous winter will be mitigated.
After reviewing the bids, staff would recommend awarding the bid to Green Oak Gutter, LLC. Staff included a contingency of $880 in the event additional work is required.
Appointment of Terry Sharik to Parks and Rec Commission
Catch Basin Repair Work by Bostwick Company, Inc. for an Amount not to Exceed $5,750
The Department of Public Works has solicited quotes for catch basin repair at six locations in the City. Staff is recommending approving the proposal(s) from Bostwick Company Inc. for this work. This work is included in the FY 2024-25 Roads budgets.
One in alleyway parallel to Main St., behind Huntington Bank: Cost:$2,800
Grand St. and Broad St.: Cost:$2,950
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:
Survey Options for Housing Readiness Amendment to Master Plan (C)
The CWA Master Plan Update (Amendment) Proposal, dated January 5, 2024, was approved by City Council on March 11, 2024. The Scope of Work outlined in the approved proposal included an on-line survey, as part of the Community Engagement process. The Scope of Work, and subsequent Work Plan were discussed in detail during a Joint Meeting of the Planning Commission, City Council, and DDA, on April 24, 2024. During the Joint Meeting, there was not a request for a scientific survey. CWA uses Sogolytics, an on-line survey platform with tools such as ballot-box stuffing monitoring, branching and skip logic, and segmentation. CWA uses Sogolytics, an on-line survey platform with tools such as ballot-box stuffing monitoring, branching and skip logic, and segmentation.
Staff and CWA discussed options for a scientific survey. The attached memo from Ms. Masson-Minock identifies 3 options for Council’s consideration:
An Online Survey and Housing Community Event (i.e., Housing Forum) option is included in the approved Scope of Work for this project. This option would not impact the budget or the project schedule. Council should consider this option if the main goal is to gather feedback from the public (residents and non-residents) on what is the small-town character of the City of Dexter.
A Housing Listening Session & Scientifically Significant Survey option would require an amendment to the approved Scope of Work and result in additional expenses ($13,000) that would not be covered by the MSHDA Housing Readiness Grant. Council should consider this option if gathering information on current and future housing needs is the main goal.
Conduct a Housing Forum Event without a survey. CWA proposed an online survey as a way for individuals to participate, privately, as their schedules allowed. Without an online survey, additional public engagement events, help in multiple venues, date and different times, would be needed and those events would need to allow for virtual participation. Council should consider this option if it determines that “going to where the people are" is the best method for obtaining public input. Until the number of events is determined, it is unknow if additional expense would be incurred.
Requested Action
Staff respectfully request Council discussion and determine the following:
Move forward with the approved scope of work; or
Amend the scope of work to include a Housing Listening Session & Scientifically Significant Survey and authorize CWA to sub-contract with Cobalt Community Research to assist with a 4-page (two sheet) survey, to be sent to a random sample of 2,000 residents this calendar year , at a cost not to exceed $13,000 or
Amend the scope of work to include a Housing Forum Event without a survey, and direct staff to work with CWA to bring back to Council a plan for conducting additional public engagement events, to be held at multiple venues, with potential dates and times for those events, in order to determine if any additional expense will be incurred.