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HomeMy WebLinkAbout03-04-15 CDC MinutesDUBLIN CITY COUNCIL COMMUNITY DEVELOPMENT COMMITTEE Wednesday, March 4, 2015 Minutes of Meeting Mr. Reiner called the meeting of the Community Development Committee to order at 6:08 p.m. in Council Chambers. Committee members present: Mr. Reiner, Mr. Peterson and Ms. Salay (arrived late). Staff members present: Ms. Husak and Ms. Ball. • Review of 2015 Applications for Beautify Your Neighborhood Grants Ms. Husak stated that there were four applications submitted by Dublin homeowner associations, but there was one last-minute withdrawal. Representatives from each of the remaining three neighborhoods are present: Riverside Woods, Wyandotte Woods and Wedgewood Glen — all are on the east side of the river. Riverside Woods and Wyandotte Woods are requesting the maximum grant amount of $5,000. Wedgewood Glen is requesting $4,592. The total request is for $14,592. The total BYN Grant budget for the year is $32,000. Last year, six BYN grants were funded for a total of $22,682 - all of those projects have been completed. Riverside Woods The application is for two main areas: the entrance off Hard Road — a landscape island in the road median, and for a larger island at Yellow Wood Drive/Beachwood Drive, which has a stormwater management pond. Landscaping and lighting are the main components of this proposal. It also includes two areas of grass within two other cul de sacs. Plant material is proposed primarily around the islands and to the sides of the islands, lights to illuminate the existing and newly planted trees, and lights for the existing trees within the pond island. Drought -resistant grass will be within the cul de sac islands, because there are no irrigation systems there. Staff recommended substituting the proposed Redbud trees with a hardier species and that the light fixtures be placed to focus on the plant materials and trees, rather than into the right-of-way or road. Staff will also work with the applicant on placement of the hydrangeas. The proposed area for installation is tight, so they could either be spread out a little or fewer plants installed. Committee consensus was to recommend the Riverside Woods application for Council approval. Wyandotte Woods Ms. Husak stated that this application focuses on a landscape island entry feature at Wyandotte Woods Boulevard and Riverside Drive. Staff worked with the homeowner association (HOA) in 2006 on updates to the neighborhood areas to the north and south of this island, which include landscaping and stone walls. At that time, a new entry feature sign was also proposed. The sign was approved, but the HOA did not pursue the installation at that time. The sign is part of this new proposal. Also proposed is replacement of existing trees that are not doing well within that area and landscape materials within the island. Staff has not determined whether the right-of-way encroachment for the new sign had been approved. Their existing sign is also in the right-of-way, but the new sign will be slightly taller. The proposed stone matches the existing stone on the north and south. Staff recommendations are that: the applicant work with staff to finalize the right-of- way encroachment; the lighting focuses on the landscaping and not the right-of-way; some of the proposed species be replaced with more hardy species. Kathy Harter, 7825 Holiston Court, Dublin stated that, currently, their neighborhoods are two Community Development Committee Minutes —March 4, 2015 Page 2 of 3 separate neighborhoods. Would it be possible for the HOA to also propose a project for the back of the neighborhood next year? Mr. Reiner inquired if that area has another entryway. Ms. Harter responded that it does. Mr. Reiner inquired if the grant application criteria permits back-to-back applications. Ms. Husak responded that the grant criteria requires a three-year waiting period between applications from a neighborhood. This would be considered one neighborhood. Council may want to consider the issue of neighborhoods with several entrances. Last year, the Llewellyn Farms application was for three entrances. Mr. Peterson stated that there aren't many applications for this grant program. Perhaps three bonus points could be attributed to new applicants; two points if an application was submitted two years later; and one point if an application was submitted the previous year. Mr. Reiner expressed support of that idea. [Ms. Salay arrived.] Ms. Husak stated that staff would like to review the grant criteria in detail before the next grant cycle. Staff is seeking Council feedback on whether the grant cycle should continue to be annual. Mr. Peterson stated that he would agree with amending the grant criteria, as the current criteria limits the ability to award grants. Mr. Reiner inquired if staff's recommendation is that the cycle be twice per year. Ms. Husak responded that several ideas have been discussed. One is that once a month, perhaps every third Monday, applications could be submitted and reviewed with staff. Grants could be awarded quarterly. Committee consensus was to recommend the Wyandotte Woods application for Council approval. Wedgewood Glen Ms. Husak stated this application was a late submission. Staff did not have an opportunity to meet with the applicant prior to the submission, and staff has a couple of concerns about the final proposals, specifically because it centers on the landscape island at the entry of Conine Drive and Summitview Road. There is a large entry feature with a sign at Wedgewood Glen Park by the pond. The proposal is to enhance this island, which currently contains trees. Planters are proposed. Cut sheets were submitted, but staff is unclear which ones are the preferred planters. Because this area is in the right-of-way, raised planters are not recommended. Staff would prefer to work with the applicant to tie the existing landscaping on the right and left into this area. Plantings and mulching could be added to connect the trees in a more informal manner. Staff has some ideas they would like to discuss with the HOA representative. Ms. Salay inquired if this a right-of-way encroachment issue. For instance, the Wyandotte Woods sign is in the middle. Ms. Husak stated Wyandotte is pursuing a right-of-way encroachment approval. Signs have been permitted, but she cannot recall planters being approved. There are also concerns about how hardy the planters are -- would they survive the freeze and thaw of winter? It may also be too formal of a design for this entry. The essential idea is great, but staff would like to do a little more design work with the applicant. Ms. Salay inquired if staffs recommendation is to table this application tonight and have the Committee provide a quick review at a later time to permit the application to go forward. Community Development Committee Minutes —March 4, 2015 Page 3 of 3 Mr. Reiner stated that very few applications were received for this grant cycle. If Committee members concur, he would prefer to fund the application with the condition that the details are worked out satisfactorily with staff. Mr. Peterson inquired if lighting is proposed on either side or down the middle. Chuck Crist, 4166 Boroe Way, Dublin, stated that the only lighting that exists at this time is a City lamp post at the very end of the median on the right corner. There is also landscape lighting on the right side with a water feature, but none on the left side of the entranceway. The existing lighting illuminates a good portion of the island at the entry. Mr. Peterson inquired if the HOA particularly wanted planters. Mr. Crist responded that the HOA had contracted with a grounds maintenance company in January, and only recently asked them to provide a proposal. Mr. Holmes completed a project similar to this proposal near Polaris, which he recommended. The HOA liked the photos that he had provided. Mr. Peterson suggested that copies of the photos be provided to staff for discussion purposes. Mr. Crist agreed to do so. Mr. Reiner stated that there are some planters that will hold up well, but they wouldn't be ceramic. He would recommend that they find how long the planters have been there, what they are made of and identify who would be responsible for the maintenance. Plantings in planters require weekly care, so an HOA member would need to be responsible for that. Mr. Crist noted that there is irrigation on that median, currently. Mr. Reiner inquired if a drip system into the planters could be added. Mr. Crist responded that it could be added. Mr. Reiner stated that staff may have a better idea than the planters, but he recommends that the HOA research the information regarding the planters. If staff determines they are not the best idea, however, they can help the HOA find another, perhaps unifying, idea. If the HOA is willing to work with staff to achieve that, he would recommend approving the grant request. Mr. Crist indicated that the HOA is agreeable. Committee consensus was to recommend the Wedgwood Glen grant application for Council approval. Ms. Husak noted that the Committee's recommendations would be scheduled on the March 23, 2015 Council meeting agenda. Approval of Minutes of March 14, 2014 meeting The committee unanimously approved the minutes of the March 14, 2014 Community Development Committee as submitted. The meeting was adjourned at 6:30 p.m. Deputy Clerk of Council