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HomeMy WebLinkAbout10-30-17 CDC MinutesDUBLIN CITY COUNCIL COMMUNITY DEVELOPMENT COMMITTEE Monday, October 30, 2017 Minutes of Meeting Vice Mayor Reiner called the meeting of the Community Development Committee to order at 6:00 p.m. in Council Chambers. Committee members present: Vice Mayor Reiner, Ms. Alutto, Ms. Amorose Groomes. Staff members present: Mr. McDaniel, Ms. Readler, Mr. Earman, Mr. Krawetzki, Ms. Puranik, Ms. Husak, Mr. Martin, and Ms. Cox. Consent Agenda • Approval of August 14, 2017 Community Development Committee Minutes Vice Mayor Reiner moved approval of the minutes of the August 14, 2017 meeting. Ms. Amorose Groomes seconded the motion. Motion carried unanimously. Mr. Earman stated that over the last two years, there have been discussions and requests to refresh the City's streetscapes and median landscapes. Tonight's discussion will focus on right- of-way landscaping concepts for the following key areas: • Emerald Parkway: from the intersection of Coffman Road and Emerald Parkway south to Tuttle Crossing • West Bridge Street: from the I-270/US33 Interchange east to the roundabout at Riverside Drive and Rt. 161 • Frantz Road: from Rt. 161 south to Tuttle Crossing • Avery/Muirfield tree replacement and screening He noted that feedback from the committee would be incorporated into more formal plans. In addition, there will be follow-up to the previous discussion of the City's Tree Replacement/ Fee Waiver Policy. Proposed Emerald Parkway Corridor Landscaping Enhancements Mr. Krawetzki stated that most of the medians along the Emerald Parkway contain perennial plantings and decorative grasses, which provide color from early spring through late fall. However, they are cut back for the winter and early spring months. This leaves the City's medians bare for about half of the year. The intent is to add salt -tolerant evergreen and other colorful woody shrub plantings that will extend the aesthetic value of the Emerald Parkway medians throughout the year. This would be accomplished by modifying the existing planting beds rather than completely replacing all of the plants. This method will reduce overall costs and provide the needed evergreen and color enhancing planting that is needed to carry the medians over all four seasons. The other goal is to replace the plantings in front of the stone walls, along the rights of way, with lower plant materials to expose and celebrate the stone walls that are so symbolic of the City of Dublin. [Displayed conceptual views] The committee indicated approval of the concept, stressing the use of evergreens and salt - tolerant trees. Committee Development Committee Minutes —October 30, 2017 Page 2 of 9 Proposed West Bridge Street Corridor Landscaping Enhancement Mr. Krawetzki stated that the West Bridge Street Corridor currently lacks a distinctive and cohesive streetscape that provides a gateway feature with year-round interest. By introducing a more rhythmic landscape design style, motorists entering Dublin from the west at higher speeds off of I-270 or US33 will be able to distinguish a transition from the highway corridor to Dublin through a more formal gateway aesthetic. An evergreen mix and year-round colorful plantings would ensure transition awareness year round. There will be additional plantings at the intersection of Frantz Road and along West Bridge Street up to the SR161 bridge. Options are also being explored to enhance the bridge itself through use of narrow planters or hanging flowers. Smaller trees could be used to reduce the scale in limited spaces, and a run of evergreen Inkberry, or other species, could be utilized in the limited space along the north side of SR161 to screen parking areas. Ms. Amorose Groomes inquired how much space is available. Mr. Krawetzki responded that from the edge of the ditch, there is approximately 3-4 feet. The space is additionally limited by the chain link fencing that runs the entire length. Mr. McDaniel noted that there is also a significant amount of new guardrail in this area, which transitions into a concrete barrier. Vice Mayor Reiner stated that Inkberry is not the best plant to use, as it quickly becomes scraggly. Ms. Amorose Groomes concurred. It would be much better to use the Sea Green Juniper, which is able to handle the salt and concrete environment. Mr. Krawetzki stated that the Brodie Red Cedar, which stays at a 12-15 height, six feet in width, could be used. His thought was to use a larger evergreen along the edge. Vice Mayor Reiner asked if that tree would show behind the guardrail. Mr. Krawetzki responded affirmatively. He was looking for a large evergreen for that area. Ms. Amorose stated that she does not believe the cedar would withstand the salt; sea green junipers would. Vice Mayor Reiner stated that another tall evergreen to consider is Green Giant Arborvitae. Ms. Amorose Groomes stated that it is a great plant, but it won't withstand the salt. Vice Mayor Reiner expressed approval of the use of landscaping to emphasize approaches to intersections. Mr. Krawetzki stated that the gateway would be refreshed, using the walls as a background to the plantings, plant materials that can be switched out, tall evergreens in the back; the Fire Chief Arborvitae would be used. Vice Mayor Reiner noted a need to keep the maintenance in mind. Mr. Krawetzki noted that smaller ornamental trees would be used in the medians, a stepping down approach to the intersections. On the eastern edge of the Dublin Plaza, an attempt is made to define a gateway element to signify the West Bridge Street/Corbins Mill Drive intersection. The Dublin Plaza area is difficult -- the ground slopes downward, and the once Code -required landscaping is becoming "tired." It may be possible to partner with the Dublin Plaza to extend the greenscape/trees into the parking lot, which would enhance the plaza area, as well. Committee Development Committee Minutes —October 30, 2017 Page 3 of 9 Vice Mayor Reiner noted that the Casto Company owns the shopping center. He suggested that staff contact the Casto architect, Mr. Bill Riat. Ms. Amorose Groomes stated that there appears to be an intent to fill in the ditch. Mr. Krawetzki responded affirmatively. The drains in that area could be altered or infiltration trenches used. Ms. Amorose Groomes indicated that in this area, it is important to extend the stone walls down SR161 through this section. She believes some of the setbacks will be greater than depicted. Although there was a previous work session where development density possibilities in the SR161 corridor were discussed, it is unlikely that this community will tolerate four to five -story buildings along the SR161 corridor any time in the near future. Therefore, she would like to make sure that the stone walls are extended wherever possible. That will be challenging along the north side of the street due to the ditch. Mr. Krawetzki stated that on the north side of the street, some clearing would be occurring along the edge to expose the bridge walkway and open up views into the greenspace. Ms. Amorose Groomes stated that top dressing, seeding and pruning — general maintenance — would help significantly. Supplement plantings would soften the view into that large parking lot. Vice Mayor Reiner stated that upon exiting the freeway, entry into Dublin should be more apparent. Perhaps the "Dublin" name on the concrete or the knotwork could be stained a mossy green to make it stand out. This could be a request to ODOT. Mr. McDaniel noted that the area between Frantz Road and Corbins Mill or Monterey has always seemed to be a dead zone. This concept is an attempt to improve that area. There have been discussions about future re -development of the southeast corner; that intersection will be studied in 2019, as well. It is necessary to find a balance between what should be invested now in view of future plans, but it is worth spending some dollars in the interim to improve the arrival into the City. There are light poles in that location that could be used for a banner program. In addition to landscaping, some other ideas could be considered. Vice Mayor Reiner stated that it is the repetition of cadence that ties the area together. Stone walls are very expensive, so it is debatable how many of those should be done. Mr. McDaniel stated that this is a limited access highway, but there may be an opportunity for shared -use path or sidewalk on the south side of the street. During City parades, maneuverability through this area is difficult. Vice Mayor Reiner stated that it might be productive to contact the Casto Company about working with the City to upgrade this area. They may be interested in working with the City. Mr. Krawetzki stated that a greenway through the shopping center could be created, using greenscape and "tabletop areas" at the top of the drive aisles to slow traffic. Committee Development Committee Minutes —October 30, 2017 Page 4 of 9 Ms. Amorose Groomes noted that if the ditch were to be filled in, it might be possible to use raised planters along the frontage to break up the monotony. This is probably the most expensive stretch that needs to be done. Mr. Krawetzki stated that staff is looking at ways in which to bring the green look onto the SR161 bridge. Narrow planters could be used. The sidewalk there is six -seven feet, but there may be room for something that is a foot or two wide -- to provide some security. Incorporating a foot -wide planter could provide some security. Hanging planters are another possibility. It would be necessary to work with Engineering to make sure the bridge could handle it. Ms. Amorose Groomes stated that on a recent meeting in Chicago, she took a train from Midway Airport into the downtown area and was impressed that, across the top of their river district, beautiful planters have been utilized to create a sense of a park on top of the river, not just a sidewalk crossing the river. Adding a visual interest across the SR161 Bridge would make a big difference, even if planters needed to be hung cantilevered off the south side of the bridge. It might be worth looking into what the City of Chicago does. Vice Mayor Reiner noted that his company has done similar work for the City of Columbus. It might also be worthwhile contacting his staff for information on how this could be accomplished. Ms. Amorose Groomes stated that the hanging planters idea is good. Even if it requires replacing the current light poles so that planters could be hung from them, it would be less costly and difficult than filling in ditches and constructing specific features. Proposed Frantz Road Streetscape Improvements Ms. Puranik stated that, in addition to the City's corridor landscaping prioritization program, the draft Dublin Corporate Area Plan identified the Frantz Road corridor for some high-level streetscape improvements. The character of Frantz Road differs from east to west. Many of the private properties have mature landscaping. The City's focus is on right-of-way improvements and updating the existing medians and streetscape. The draft Dublin Corporate Area Plan recommends the following streetscape improvements: Creation of gateways at the intersections with Bridge Street and with Tuttle Road. Landscape enhancements to existing medians at targeted intersections Additional landscape improvements to medians between intersections Accent paving at both existing and proposed crosswalks [Reviewed plan elements]. These improvements were included in the 2018-2022 CIP budget, with design in 2018 and construction in 2019. Ms. Amorose Groomes stated that Frantz Road was once the most beautiful street in the community. The only thing that happened to it is age. Frantz Road should be an easy fix, because the area is good; it just needs to be updated. She inquired about the status of the ash trees in this area. Ms. Earman responded there are areas within the City, such as Earlington Parkway, that are entire roadways of ash trees. Near the South Pool area, there are multiple ash trees. Committee Development Committee Minutes —October 30, 2017 Page 5 of 9 Ms. Amorose Groomes stated that it simply requires the will to fix this. The area was once beautiful without island plantings. Now, there are salt burns on the medians; they were not top dressed and seeded and probably were never aerated. Vice Mayor Reiner stated that there was a movie made, called "Landscape Laws at Work." It was filmed in Dublin, and featured Frantz Road area in the early 1980s, when it was beautiful. There is a way in which to improve the streetscape without refreshing the landscape along the roadways that costs less money -- that is by building 14 -foot mounds that are decorated with pine trees and other plantings. This buffer screens the buildings and parking lots from view. However, these must be required of the developer at the beginning of their developments. Buffers provide privacy and require only a few decorative crabapples or spruce trees. Dublin's original intent was to achieve a Seattle, Oregon lean, green look, and keeping that image is very important. Plantings must be replaced every 20 years and should be budgeted accordingly. Mr. McDaniel noted that if the City replaces its tired landscaping, it is hopeful that building owners will do the same. Ms. Amorose Groomes stated that to avoid the necessity of expensive replacements in the medians, it is necessary to aerate, top dress and add fertilization. Blocks of different trees could also be used. Mr. Earman stated that the City will be re -visiting its landscape maintenance formulas. Each area should have its own formula, based on the existing conditions and age. A perpetual maintenance plan can successfully carry the landscape to the 20 -year point. Ms. Amorose Groomes noted that heavily salted areas will have different nutritional needs than areas with different conditions. Vice Mayor Reiner noted that requiring berms in the development stage would avoid the effort and cost of the annual maintenance/replacement of the streetscape plants. Avery-Muirfield Tree Replacement Ms. Husak provided an overview of proposed Avery-Muirfield Tree Replacement plans. The Avery-Muirfield Drive buffer was required by the 1984 development regulations for Indian Run Meadows. The first section with frontage on Muirfield Drive was platted in 1985. Per the PUD: Within every 300' segment: 15 evergreen trees, seven shade trees and six ornamental trees and mounding are required Most of the existing trees were planted in the 1980s with pine, ash and crabapple Existing 10 -foot easement at rear of the lots for private utilities Staff has been evaluating and inventorying this area. The challenge is that the areas in need of improvement are on private property. Since 2015, staff has been contacting property owners but has achieved limited compliance from the landowners. This is different than Ballantrae, for example, where the buffer, although on private lots, is maintained by the HOA with the forced and funded money for the landscape. Staff requests Committee feedback re the following: Committee Development Committee Minutes —October 30, 2017 Page 6 of 9 • Does the Committee want the original landscape treatment (evergreens and deciduous) through the buffer zone? • What methods should be explored to bring the area into compliance? • Should our efforts focus on specific areas within this buffer, or the entirety of Muirfield Drive beyond Indian Run Meadows? Mr. Amorose Groomes stated that the original landscape treatment should be continued through the buffer zone. However, more creative methods are needed to achieve compliance. She added that the primary offender appears to be the HOA on the east side of Avery-Muirfield Drive. Ms. Husak responded that is Indian Run Meadows, but the HOA is voluntarily funded. Ms. Amorose Groomes inquired if it would be possible to contact that HOA and suggest that they apply for a BYN grant. Typically, that grant is not applicable for private property, but the community this would beautify is everything north of Post Road. Ms. Husak responded that it is an option that would benefit the greater community. The challenge is the way in which the grant is structured, which requires that the HOA fund 100% of the project, and the City would reimburse the HOA for 50% up to $5,000. Typically, it is the forced and funded HOAs that have the funds who are applying for the BYN grants. The HOAs that are not forced and funded have no funds for these projects to begin with, so are not eligible to apply. This is a concern. It would seem that the City should make exceptions for use of the grant money. Mr. McDaniel stated that one other funding source could be the Tree Fund. This fund is to be used for public properties; however, Council can manage use of its funds by exception, if desired. Council can determine that it would be appropriate to use the funding for this purpose, because it would benefit the entire community, not just the landowner. This method would avoid overburdening the Hotel -Motel Tax Fund. Vice Mayor Reiner stated that the developer installed the plants. Are the homeowners required to make the landscaping improvements by deed, lot or plat? Ms. Husak responded that there is nothing requiring the homeowners to do so; however, there is nothing that requires any other party to maintain or replace it. The buffer is on private property as required by the zoning. The City needs to find a way in which to memorialize its expectations for maintenance and upkeep for the future. Vice Mayor Reiner stated that because this is such an eyesore, he would suggest altering the required trees to Norway Spruces. It is possible to view the back of the homes through a mix of deciduous and evergreens. An evergreen screen would be more effective. The proximity between the rear of the homes and the street is tight. The Tree Fund could be used, or homeowners could be asked if they would like to participate via a low -bid contract that the City could pursue. Mr. McDaniel perhaps a Landscape Easement Fund could be established. The homeowner would retain their property, but with the easement, the City could take responsibility for the maintenance/replacement. Committee Development Committee Minutes —October 30, 2017 Page 7 of 9 Ms. Alutto stated that she finds an easement overlay with the City having responsibility for maintenance of private property problematic. It would require careful planning and clear, concise criteria. Mr. McDaniel concurred that it would be important to be mindful of setting a precedent for expectations. Ms. Amorose Groomes stated that the homeowners have an HOA. Ms. Husak responded affirmatively. Ms. Amorose Groomes inquired if the HOA could petition the City for maintenance assistance on the basis that it would be unusually burdensome for the HOA. Mr. McDaniel noted that is the reason he supports the Tree Fund approach. Ms. Alutto inquired if a combined approach could be used, due to the special circumstances of this case. If the homeowners are involved as well, they will be more likely to participate in some level of upkeep. This would avoid having the responsibility fall entirely on the City or the HOA. Mr. McDaniel responded that the City would never commit to taking on 100% of the responsibility, but due to how this was originally structured, the City has no recourse for enforcement. Ms. Husak noted that if the only recourse was to have a zoning document in place, enforcement would involve property owners being taken to Mayor's Court. However, although it is clear that the buffer is required, it is not clear who is required to maintain it. Ms. Amorose Groomes stated that the suggestion was to have the HOA obtain the easement, then have the HOA petition Council for maintenance cost assistance. Other HOAs have claimed that the cost of the required landscaping maintenance was too burdensome for the HOA dues to cover. On many occasions, the City has provided assistance. In that case, the City would be supplementing the HOA for the easement that they have so that it can be maintained to the City's standard. Vice Mayor Reiner agreed that the process should begin with the HOA. He advises homeowners next to a road to have buffers to screen the road, not landscaping. It would improve the value of those properties and improve the overall aesthetic for the community. Tree Replacement/Fee Waiver Policy Ms. Husak stated that an updated policy draft has been provided to the Committee that incorporates the Committee's previous meeting direction, including the preservation intent, elimination of numbers within the eligibility criteria and eligibility. Changes were also made to the types and condition of replacement trees and conditions for applications for waiver requests, which developers must submit. Staff requests Committee direction to schedule the policy for future Council consideration and approval. An updated fee for tree replacement inches is included in the updated Fee Schedule, which is scheduled for second reading at the November 6 Council meeting. Committee Discussion and Recommendations Ms. Groomes suggested the following changes to the policy: • On page three, under Health Assessment Ratings — Poor Condition, the last item read: "tree is not expected to live less than five years." That is a double negative, re -word that to perhaps "tree is expected to live less than five years." • In Tree Ratings, in Priorities One, Two and Three, the term "diameter breast height' is Committee Development Committee Minutes —October 30, 2017 Page 8 of 9 used; in the following item, Landmark Tree, the term "diameter at breast height" is used. Be consistent in term use. In the Tree Waiver Proposed Policy, under "Waiver Request Letter," a couple of words are needed for clarification. Ms. Husak responded that it would be amended to read: "Provision of detailed information comparing the replacement requirements in the Zoning Code to the requested waiver." • Because this is essentially a legal document, it is important to utilize the American Standards of Nursery Stock language. Add some definitions, or, if too lengthy, at least reference it. Other than those items, the proposed policy does capture the intent. Ms. Alutto suggested that the statement, "Site layout must preserve at least 50% of the Priority 1 Trees....." clarify whether it is number of trees or total inches. Ms. Husak responded that it is intended to be inches and would be clarified accordingly. Next Steps Ms. Amorose Groomes inquired what the next steps are in regard to the areas discussed: the Emerald Parkway, Bridge Street and Frantz Road and Avery-Muirfield corridors. Mr. Earman stated that some money has been budgeted for 2018, but that preceded tonight's discussion. Staff will evaluate whether tonight's suggestions can be accomplished with the budgeted dollars or perhaps require a phased approach. In any case, some of the suggestions will be funded and moved forward in 2018. Vice Mayor Reiner requested that after these landscaping plans are finalized that another CDC meeting be scheduled to review the plans before moving them forward to Council. Mr. Earman concurred that a follow-up CDC meeting would be scheduled when these are ready. Ms. Alutto inquired if staff is working on or will be working on a City-wide prioritization plan. Mr. Earman responded that, essentially, every roadway in the City needs to be enhanced in some manner, so there is a list of the areas and items to address. This was a preliminary list based on recent Council discussions. Staff will put some of this programming in place and subsequently provide a prioritization plan for the major thoroughfares in the City to either the Committee or Council for consideration. Ms. Alutto inquired if there is an estimated timeframe for beginning that work. Mr. Earman responded that significant discussion is necessary before bringing that list forward, but staff could put together what is envisioned. Mr. McDaniel stated that the Committee's feedback provides good direction for prioritization. There is money in the 2018 Operating Budget to begin some items, such as the plant materials. The following year, additional work, such as the stone walls could be scheduled in the CIP budget. This will be a comprehensive effort over time. Unless the Committee's direction is different, the highest priority areas are Emerald Parkway and Frantz Road. This comprehensive effort will extend to other rights-of-way and may include crosswalks and other ideas. Committee Development Committee Minutes —October 30, 2017 Page 9 of 9 Vice Mayor Reiner stated he is looking forward to reviewing staffs development of these designs and reiterated that contact should be made to the Casto Company regarding their interest in partnering with the City for the shopping center. Mr. McDaniel stated some of these ideas would be beta tested first to determine if they will meet the intent. Ms. Alutto noted that a plan is needed. Ms. Amorose Groomes stated that there are many plant beds along Frantz Road. Perhaps to begin with, 100 plants, 10 of 10 different varieties, could be installed thematically — but not using any more than five inkberry -- and see how that changes the appearance. Mr. Krawetzki inquired if that applies to all varieties of inkberries, as there are some more compact ones. Ms. Amorose Groomes responded that it would not matter. Although Nashville has beautiful inkberries and many evergreen/semi-evergreen shrubs, they don't succeed in this zone. There are maybe six or seven evergreen/semi-evergreen shrubs that can be counted on, and only three of those will tolerate salt. There was no further discussion. The meeting was adjourned at 7:30 p.m. Deputy Clerk of Council