Dexter City Council Work Session (6p) and Meeting (7p) on Monday, September 13 in person (3515 Broad Street) or via Zoom (see below for login/dial-in details)

WORK SESSION

The purpose of the work session is to continue reviewing and updating our Council Norms document, a document that outlines norms for conducting Council business, including where and when Council meets, the standard order of business (i.e., order of agenda items), council member behavior, and how council member vacancies will be filled.

REGULAR MEETING

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.

During pre-arranged participation, Mayor Keough will make two proclamations:

• Dexter Little League State Championship Proclamation
• Constitution Week Proclamation

Council will discuss and/or consider (i.e., take action on) the following (with clarifying excerpts from the packet):

• City Council Organizational Matters (Justin Breyer, City Manager and City Clerk; Ryan Bellas, Management Intern)
  • Following elections for City Council and the appointment of new members, City Council traditionally meets to review and discuss updates to the Organizational Matters document. This resolution lists Council and staff representatives to various boards and commissions as well as the designation of firms and individuals for various responsibilities.
• Resolution to Approve an Application to the Washtenaw County Connecting Communities Grant Program (Justin Breyer, City Manager and City Clerk)
  • Representatives from the County Parks and Huron Waterloo Pathways Initiative indicated that they could be ready for construction of the City of Dexter portion of the Dexter-Chelsea Connector Trail as soon as 2023. Walking that construction schedule back, this would require grant writing and permitting in 2022. Further, engineering on the project would need to start as soon as possible.
  • While the City has not budgeted for any activities related to this project for the current fiscal year, the County and HWPI representatives indicated that if the City is willing to serve as the fiduciary for the engineering activities, these activities would be eligible for grant funding through the Connecting Communities program. Additional funding could be sought through HWPI to make-up any difference between the Connecting Communities grant and the cost of the engineering proposal. Between these two funding sources, it is likely that no City funds would have to be contributed to this phase of the project.
• Succession Planning (Justin Breyer, City Manager and City Clerk)
  • During City Council’s budget work sessions, staff introduced the topic of succession planning. The reason for the introduction of this topic is that the City has three full-time employees that are immediately eligible for retirement, and seven full-time employees that are eligible to retire by the end of 2024.
  • The most immediate change, and the primary reason for the introduction of this topic is that the City’s Public Services Superintendent has indicated his intention to retire in early 2022. Additionally, the City’s Finance Director/Treasurer/Assessor will be eligible to retire by the end of 2024.
  • Through conversations with the Public Services Superintendent, Finance Director, and others, staff has developed a series of organizational charts outlining one option for a set of steps to ensure continuity of service while also looking at current and future organizational needs.
• Transportation Improvements Program Call for Projects (Justin Breyer, City Manager and City Clerk)
  • Staff was notified by the Washtenaw Area Transportation Study (WATS) at the end of August that applications for the FY 2023-2026 Transportation Improvement Program (TIP) are due no later than September 24, 2021. WATS is the regional organizing body for the distribution of Federal Highway Administration dollars that are set-aside for allocation to local road projects.
  • With the TIP applications due in a matter of weeks, staff, including the City’s Public Services Superintendent and DPW Foreman met with OHM Advisors on August 31st to discuss which road segments may be most appropriate for work through the TIP program. From the August 31st meeting, the following road segments were identified as priorities for the TIP application process: •
    • Baker Rd. from Main St. to Grand St. - Reconstruction
    • Broad St. from Fourth St. to Main St. (picking-up from where the 2022 project will leaveoff) - Reconstruction
    • Ann Arbor St. from Meadowview to Dan Hoey – Resurfacing
  • During the August 31st meeting with OHM, the group also discussed what local roads projects would be appropriate for non-TIP years. The group developed the following list:
    • Hudson St. from 2nd to 4th
    • Dan Hoey Rd. at Baker and at Ann Arbor St.
    • Forest St. – Ann Arbor to Kensington
    • Alpine and 5th St. – Farmers Market to Broad St.
    • 4th St.
    • The list above is based on the current PASER rating (the quality of the road), and the amount of time the DPW staff is currently allocating to maintaining these roads (i.e. filling potholes).
• Setting Public Hearing for Ethics Ordinance (Justin Breyer, City Manager and City Clerk)
  • City Council is asked to consider setting a public hearing for the Ethics Ordinance for Monday, October 11, 2021.
  • (my words) See the packet for the proposed Ethics Ordinance modeled after the one used in the City of Rochester, MI. Also, see the packet for comments on the proposed ordinance made by members of City Boards and Commissions and the City Attorney.
• Review of Fire Station Documents (Justin Breyer, City Manager and City Clerk)
  • Prior to the September 13, 2021 City Council meeting, Chief Smith provided two documents, which are included as attachments to this memo.
    • 1. Dexter City Fire Station Special Needs Description
    • 2. Pertinent OSHA Regulations for Fire Stations
  • As previously discussed and requested, staff has prepared a binder containing documents that were prepared for prior City Council fire station conversations.
  • As directed, following the August 23, 2021 meeting staff submitted a request to MIOSHA for an on-site consultation/T&C assistance meeting with the development of a hazard survey. This onsite meeting has been scheduled for Wednesday, November 10, 2021 at 9:30am.

REMINDER: Video recordings of past Council meetings are now available on the City's website (in addition to the City's YouTube channel): https://www.dextermi.gov/government/cc.php. If there's a particular past discussion you're interested in watching, just let me know and I'll do my best to point you to the relevant excerpt.

Work Session Agenda: https://www.dextermi.gov/City_Council/2021/Agendas/2021-09-13-CC-A-WS.pdf

Work Session Packet: https://www.dextermi.gov/City_Council/2021/Packets/2021-09-13-CC-P-WS.pdf

Meeting Agenda: https://www.dextermi.gov/City_Council/2021/Agendas/2021-09-13-CC-A.pdf

Meeting Packet: https://www.dextermi.gov/City_Council/2021/Packets/2021-09-13-CC-P.pdf

Join Zoom Meeting

https://us06web.zoom.us/j/97919645989

Dial In 877 853 5247 OR 888 788 0099 US Toll-free

Meeting ID: 979 1964 5989#