The URL can be used to link to this page

Home My WebLink About12-03-2018 Council MinutesRECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON. OHIO Held CALL TO ORDER December 3, 2018 Mayor Peterson called the Monday, December 3, 2018 Regular Meeting of Dublin City Council to order at 7:00 p.m. in Council Chambers at Dublin City Hall. ROLL CALL Present were Mayor Peterson, Vice Mayor Amorose Groomes, Ms. Alutto, Ms. De Rosa, Ms. Fox and Mr. Keenan. Mr. Reiner arrived at 7:05 p.m. Staff members present were Mr. McDaniel, Ms. Readler, Ms. Mumma, Ms. O'Callaghan, Ms. Goss, Mr. Earman, Mr. Rogers, Chief von Eckartsberg, Mr. Stiffler, Ms. Richison, Mr. Hammersmith, Ms. Husak, Ms. Burness, Mr. O'Brien and Mr. Plouck. PLEDGE OF ALLEGIANCE Vice Mayor Amorose Groomes led the Pledge of Allegiance. CITIZEN COMMENTS There were no citizen comments. CONSENT AGENDA Form 6101 Mayor Peterson asked if there were any requests for removal of an item from the Consent Agenda. Hearing none, he moved approval of the one Consent Agenda item: • Approval of Minutes of November 19, 2018 Ms. Alutto seconded the motion. Vote on the motion: Mr. Keenan, yes; Vice Mayor Amorose Groomes, yes; Ms. De Rosa, yes; Mayor Peterson, yes; Ms. Alutto, yes; Ms. Fox, yes. SECOND READING/PUBLIC HEARING — ORDINANCES Ordinance 87-18 Amending the Annual Appropriations for the Fiscal Year Ending December 31, 2018. Mr. Stiffler stated that at the first hearing on this ordinance, information on the amount of operating capital -related expenditures was requested, and that information has been provided to Council. Ms. De Rosa inquired for what specifically is the amount of $185,000 for Legal Services and Professional Fees. Mr. Stiffler responded that it is for services related to property acquisition. In this case, it was appraisal and negotiation fees for the Tuttle Crossing property acquisitions. Ms. Amorose Groomes stated that on page two, section 6 of the ordinance, an appropriation of $180,000 from the Agency Fund for "Refunds for Conditional Occupancy fees" is reflected. What is Conditional Occupancy? Mr. Stiffler responded that fee is part of the Building Permit process. Because it is taken from an Agency Fund, there are revenues to offset those expenditures. He does not know what that amount is specifically comprised of. Vice Mayor Amorose Groomes inquired what would trigger a refund of that amount — have they not met the threshold to occupy the building? Also, a refund is reflected for the Bridge Park New Community Authority. How did a refund for that entity occur? Ms. Mumma responded that any monies that are deposited into an Agency Fund are not the City of Dublin's. For example, if a deposit is paid for rental of a facility, in most cases that amount is refunded to that same party. All of the funds reflected are monies that the City has received that are not the City's, unless there are certain circumstances. In the case of the Bridge Park New Community Authority, that is the charge being levied on the hotels in that District that the City is collecting -- the City is serving as an intermediary. Because the City collects the hotel -motel tax, those hotels add that charge on to what is remitted to the City. The City does not want that revenue to go into the General Revenue because it is not the City's; therefore, it is held in the separate Agency Fund. She believes that fund also serves as a temporary holding place for the Conditional RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held December 3, 2018 Page 2 of 21 Occupancy Fee, pending some subsequent action. Staff can follow up with more detail for Council. Vote on the Ordinance: Ms. Alutto, yes; Ms. De Rosa, yes; Mayor Peterson, yes; Ms. Fox, yes; Mr. Keenan, yes; Vice Mayor Amorose Groomes, yes. (At this point, Mr. Reiner arrived.) Ordinance 88-18 Establishing Appropriations Based on the 2019 Operating Budget of the City of Dublin. Ms. Mumma stated that this ordinance authorizes appropriation of the funds that were approved as part of the 2019 Operating Budget. If this ordinance is approved tonight, on January 1, 2019, the funds will be appropriated into the correct accounts. Ms. De Rosa stated that these appropriations enable those expenditures. Is there a dollar limit for any individual contract that would require it to be reviewed by Council before the funds could be expended? Ms. Mumma responded that there are purchasing requirements, some of which are outlined in the City's Charter. There are also Administrative Orders regarding for which items three quotes are required or when there is a need to seek bids for a project. Ms. De Rosa stated that it is required for the Capital Budget. Is it also required for the Operating Budget? Ms. Mumma stated that any contract over $75,000 that is related to construction would need to be formally bid. Professional services are more difficult to gauge. The departments are expected to seek the lowest and best quote when evaluating which vendors to utilize. Operational purchases of less than $5,000 do not require quotes, but for any larger amounts, documentation must be submitted with the requisition. Ms. De Rosa inquired if that applies to any professional services contract. Ms. Mumma responded that it applies only to construction -related contracts. Mr. McDaniel stated that for construction contracts, amounts greater than the bidding threshold would be brought to Council for approval of the bid. Contract authority lies with the City Manager; he has authority to authorize professional services contracts. Those are not brought forward to Council for approval. Mr. Keenan stated that the GovDeals auction items are brought to Council for authorization. Mr. McDaniel responded that those are commodity sales. Those items must be declared as surplus and no longer of public value. Following Council's authorization, they are listed for sale at Gov Deals. Mr. Keenan stated there is a similar purchasing opportunity, as well. Ms. Mumma responded that is correct. The City participates in various State cooperative purchasing agreements. The State negotiates amounts for goods or services, and the City purchases through that State contract rather than purchasing from a different vendor. Ms. De Rosa inquired if, for professional service agreements, anything less than $75,000 would not require a bid. Ms. Mumma responded that even if the amount is over $75,000, it does not require a bid. Ms. De Rosa inquired if no bid is therefore required for any professional services contract. Mr. McDaniel stated that, occasionally, if the City does not have much experience with a service, quotes are requested. However, this process is not followed for those contracts for which there is already significant knowledge of the service. Ms. De Rosa requested that the guidelines regarding professional services greater than $75,000 that are not a recurring contract be forwarded to Council. There should be a competitive opportunity. Mr. McDaniel indicated staff would forward information regarding that process and the procedures to Council. Vote on the Ordinance: Mr. Reiner, yes; Ms. Fox, yes; Ms. De Rosa, yes; Mayor Peterson, yes; Vice Mayor Amorose Groomes, yes; Mr. Keenan, yes; Ms. Alutto, yes. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held December 3, 2018 Page 3 of 21 Form 6101 INTRODUCTION /FIRST READING — ORDINANCES Ordinance 89-18 Rezoning Approximately 8.68 Acres Southwest of Jerome Road, Approximately 1,000 Feet South of the Intersection with McKitrick Road from R, Rural District to PUD, Planned Unit Development District (The Hamlet on Jerome) for 18 Single-family Lots and 2.08 Acres of Open Space and a Preliminary Plat in Accordance with the Subdivision Regulations. (Case 18-030CP/Z/PDP/PP) Mayor Peterson introduced the ordinance. Ms. Husak presented the background and information regarding the rezoning. Background: This Ordinance is a request for review and approval of a rezoning of 8.68 acres from R, Rural District to PUD, Planned Unit Development District (The Hamlet on Jerome) and a Preliminary Plat for the subdivision of the site into 17 single-family Cluster Lots and one Estate Lot, two reserves of open space, and the right-of-way for a public street. • The Planning and Zoning Commission reviewed this application on October 11, 2018 and recommended approval. • On June 8, 2017, the Planning and Zoning Commission informally reviewed and commented on this proposal. Commission members commented on the proposed land use, density, site layout, and architectural character. The Commission was generally supportive of the density and welcomed the proposed housing type for this site. • If the rezoning is approved by Council, after the 30 -day referendum period has passed, the applicant may file for a Final Development Plan. Description: The site consists of two lots with approximately 270 feet of frontage along Jerome Road. The Tartan West subdivision is to the west and south of the site and is zoned PUD, Planned Unit Development District. There is a street — Roma Drive, off Corazon Drive that stubs into the site. To the north are large single-family tracts in unincorporated Jerome Township. To the east are the Tartan Fields subdivision and the Courtyards at Muirfield Ridge development under construction in Concord Township. • The Community Plan Future Land Use map provides for a mixed residential rural transition with a typical density of 1.5 dwelling units per acre. What is proposed is approximately 2 dwelling units per acre. • The Planning Commission recommends approval of the slightly greater density, believing that the proposed quality and character warrants that increase. Preliminary Development Plan: The proposal is for 17 new single-family lots and one estate lot accommodating an existing single family home; one new public street, Hamlet Court; and approximately two acres of open space. The proposal provides for the extension of Roma Drive from Corazon Drive, in Tartan West, north toward the adjacent parcel. The new cul-de-sac public road, Hamlet Court, will provide access to all proposed lots and the estate lot with the existing home. The proposed homes are targeted to empty -nesters. Preliminary Plat: The proposed preliminary plat subdivides 8.68 acres of land into 18 single-family lots and two reserves of open space. The plat also provides right-of-way for a new public street. The Subdivision Regulations require the dedication of 1.16 acres of open space, based on the size of the site and the maximum number of units proposed; however, the applicant is providing 2 acres. Proposed Development: The primary use for the development is proposed as single-family detached residential. The text designates two Subareas for the development. Subarea A includes the Estate Lot and is required to adhere to the R-1, Restricted Suburban Residential District in the Zoning Code for uses, accessory uses and development standards. Subarea B permits cluster lots, parks and open space and the text also refers to the R-1 District in the Zoning Code for permitted and accessont uses. The Estate Lot in Subarea A is permitted to remain as it is in the proposed development text at a lot size of approximately three acres. Setbacks and development standards are regulated based on the Zoning Code. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held December 3, 2018 Page 4 of 21 Form 6101 The Cluster Lots in Subarea B are to be a minimum lot size of 5,000 square feet. The lots are narrow and short— a minimum lot width of 45 feet and the minimum lot depth of 100 feet. The higher lot coverage is offset with the open space areas. Architecture: Two types of homes of village character are proposed, one or one and half stories, lower maintenance homes. Open Space The applicant is providing two reserve areas. Reserve A with Manley Road frontage has an existing pond in the center of the reserve, which will be altered to accommodate stormwater management. In total, there are approximately two acres of open space that will be owned by the City and maintained by the HOA. Maintenance of the pond will be the City's responsibility. There were concerns about the maintenance of the individual lots, as there is a significant amount of HOA maintenance within the development, particularly since the homes are an empty -nester type of product. The applicant was asked to provide details on the maintenance responsibilities of the HOA versus the individual homeowner, and that detail was provided. There are a couple of conditions that relate to that. There are areas that are under common maintenance, HVAC areas. Reserve B, an open space area adjacent to Jerome Road, will remain a naturalized area and not an active area. Recommendation of the Planning and Zoning Commission The Planning and Zoning Commission recommended approval of the Rezoning/ Preliminary Development Plan to City Council on October 11, 2018 with the conditions listed below. The applicant has addressed Conditions 1, 21 31 51 7, and 14 and all other conditions will be addressed at the final development plan stage. Rezoning/Preliminary Development Plan Conditions 1) That the boundary of Subarea A be revised to more clearly align with the lot driveway, subject to staff approval; 2) That the Estate Lot be included in the preliminary development plan as a lot; 3) That the development text address front yard setbacks for the Estate Lot and clarify which lot numbers require which rear yard setback; 4) That the applicant work with staff to further minimize the extensive landscape features on individual lots to be maintained by the HOA; 5) That the proposed development: text be clarified to address whether or not the Estate Lot will be required to be a member of the HOA; 6) That the applicant include the expected maintenance costs and responsibilities in the marketing materials, closing documents, and model home for this development. 7) That the development text and -the preliminary development plan include access and maintenance provisions between the homes for the AC units, landscaping and screening; 8) That sanitary easements be established for the proposed public sewer along the southwest side of Roma Drive; to the satisfaction of the City Engineer; 9) That the applicant provide a detailed grading plan, including site specific grading between lots, with the submission of the Final Development Plan to the satisfaction of the City Engineer; 10) That the applicant continue to work with the United States Postal Service (USPS) and staff to determine an acceptable location and unit type of the cluster mailbox units 11) That the applicant continue to work with the City and the adjacent property owner to the northwest of Reserve B to either acquire temporary grading easements or to regrade Reserve B in order to provide positive drainage, to the satisfaction of the City Engineer 12) That the applicant provide additional grading information along reconstructed Roma Drive to determine if temporary grading easements are required to provide positive drainage; to the satisfaction of the City Engineer; 13) That the applicant continue to work with Engineering to demonstrate compliance with stormwater requirements as defined in Chapter 53 to the satisfaction of the City Engineer; and, RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held December 3, 2018 Page 5 of 21 14) That the applicant continue to work with Engineering to determine an alternative sanitary alignment to connect to the existing sanitary sewer located at 9284 Donatello Drive in order to minimize impacts to existing trees. The Planning and Zoning Commission also recommended approval of the Preliminary Plat to City Council on October 11, 2018 with the conditions listed below, which have been met with this submission to City Council: 1) That the applicant make any other minor technical adjustments prior to Council review; 2) That the plat include the Estate Lot on the plat as a lot and address setback requirements; and, 3) The applicant will need to revise the plat to identify maintenance responsibilities for the two reserves prior to review by City Council. Staff recommends City Council approval of both the rezoning and the preliminary plat at the second reading/public hearing on January 8, 2019. Council Questions: Ms. Fox requested clarification of where on -street parking will be permitted. Ms. Husak responded that the zoning code requires that the development accommodate two -car garages, as well as two spaces in each driveway, and parking is permitted on one side of the street -- on the side without a fire hydrant. Ms. Fox inquired how many parking spaces would be possible on one side of the street, given there are six houses and parking is not permitted at an intersection. Ms. Husak responded that the lot sizes are a minimum of 45 feet, which would likely accommodate two cars. Vice Mayor Amorose Groomes inquired what is the driveway width — 22 feet? Parking is not possible in front of a driveway, so the available on -street parking space would be limited to approximately 22 feet. Ms. Husak responded that it might actually be 16-18 feet. Vice Mayor Amorose Groomes stated that, typically, the garage door width is 16 feet, and there would be an additional couple of feet on each side, resulting in a 20 -foot driveway. Of the 45 -foot lot width, approximately 25 feet would be lost with the driveway, including the driveway apron. Ms. Fox stated that Planning and Zoning Commission was concerned with the closeness of these units, and available parking space was one of the related issues. There are concerns about adequate parking for the residents; in addition, there is visitor parking only on one side of the street. Does that permit two-way traffic on the street? Ms. Husak responded affirmatively. Ms. Fox stated that regarding the HOA versus homeowner maintenance, her understanding is that the homeowner is to provide maintenance of all fences, screening walls, retaining walls and pillars on their property. However, there are retaining walls between the properties — how is that responsibility addressed? Ms. Husak responded that the graphic of the maintenance responsibilities provided by the applicant indicates that although these are single-family lots, the maintenance is handled similar to that in condominium developments. In the graphic, the pink areas are maintained by the homeowner; the hatched areas between the homes are maintained by the HOA, as well as the green areas. Ms. Fox inquired if that is exclusive of the AC units. Ms. Husak responded that the HOA is not responsible for the functionality of the AC unit, but they are responsible for the area around the AC units. Ms. Fox noted that the estate lot does not participate in the HOA. The 17 homes are subject to the architectural design guidelines. Do the HOA responsibilities apply to the estate lot? Ms. Husak responded that they do not apply. Ms. Fox stated it was indicated that if alterations were made to the home on the estate lot, the alterations must adhere to some of the guidelines. However, there is no design review committee. RECORD OF PROCEEDINGS Minutes of Dublin CityCouncil Meeting BARRETT BROTHERS - DAYTON, OHIO Held December 3, 2018 Page 6 of 21 Form 6101 Ms. Husak noted that the alterations also would not be subject to the zoning code, as the home was built before the related code was passed. Ms. Fox stated that her issue is that this development is proposed as a planned unit development encompassing eight acres. It allows for a higher density based on the eight acres, yet three acres are being carved out for one parcel, the estate lot remaining as a single-family home. The remaining burden on the other five acres becomes 3 dwelling units per acre, not 1.5 dwelling units. The Community Plan provides the expectation to conform to density requirements. Although an 8 -acre development would be conforming, a 5 -acre lot with 17 units would not. She views this as a 5 -acre planned unit development (PUD). Mayor Peterson requested clarification of the density for the three -acre, estate lot versus the remaining five acres. Ms. Husak responded that the first subarea is one unit per three acres; the second subarea is three units per one acre. Mayor Peterson inquired if the three acres is considered private property, not available to the remaining development for walking purposes. Ms. Husak responded affirmatively. Ms. De Rosa inquired if there are walking paths around the pond. Ms. Husak responded that at this point, those types of details are not available, as they are reviewed during the Final Development Plan stage. At this time, paths are not planned. Ms. De Rosa stated that the available green space is therefore smaller. Ms. Husak stated that there is a walking path planned where Roma Drive currently deadends, leading to the east and out onto Manley Road. Mayor Peterson stated that the end units to the right of Roma Drive have no need to walk down to the end of the street. Ms. Husak responded affirmatively. Ms. De Rosa stated that was her concern — whether the pond would be an active space. At this point, it is not. Ms. Husak responded that is correct, but those details are typically worked out in the Final Development Plan stage. There may be benches and a path, but it is not likely to be a paved path. Vice Mayor Amorose Groomes asked if the front fagade of these homes is permitted to have a 40% coverage garage. Ms. Husak responded affirmatively. Vice Mayor Amorose Groomes stated that half of the view of these homes from the street will therefore be of garages. Vice Mayor Amorose Groomes stated that a tree survey was included in the materials. The second half of the survey stated only "tree" and a size. No species of tree was indicated. Was this area researched for landmark trees? Some of the tree calipers indicate that they might be trees of age, but without knowing the species, it would be difficult to determine. Ms. Husak responded that, at this point, the applicant has not indicated plans to do anything other than replacing the trees per code. That is also typically defined at the Final Development Plan. The Preliminary Plan stage requests only a tree survey. Vice Mayor Amorose Groomes stated that it appears that there are plans to remove a significant number of large trees. Given all of this acreage and the fact that only a small portion of it will be used, why wasn't the development designed around some of the existing trees or more attempt made to do so? It appears that there are areas without existing trees that aren't being used, while the development is using areas with large, highly desirable trees of good quality. She is not very encouraged by this site planning, which seems to disregard the natural features and the drainage. Vice Mayor Amorose Groomes asked about the pond -- are the power and the aerator supplied by the City, as well as all of the pond maintenance? Ms. Husak responded affirmatively. Vice Mayor Amorose Groomes responded that she cannot support this plan, largely because this is essentially a private pond. There will be 18 units on this site. If the City built a pond and provided its aerator, power, and treatment for every 18 residential units RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held December 3, 2018 Page 7 of 21 - in this City, there would be nothing remaining in the Operating Budget. As proposed, this will be a significant expense and burden to the City to benefit three to five homes. She has requested staff to provide an estimate of that cost. This would burden the City for this development's drainage solution into perpetuity. Accepting that burden is not a judicious decision for the rest of the City. She does not believe this development has been designed in the best manner for the taxpayers. Mr. McDaniel responded that in the past few years, the City has taken on more of the stormwater retention responsibility. There have been cases where the City has taken over the actual aeration and operations of some of the stormwater systems. When staff responds to the request she submitted earlier today, they will include that information, as well. The City's actions have not been consistent, but are responsive to the hardships and issues that have occurred. With this development, staff has attempted to be proactive in regard to stormwater retention. Vice Mayor Amorose Groomes responded that she understands that but does not believe that for this number of units, that expense would be justified. She does not believe that is the practice the City should adopt, as it will become increasingly burdensome. There is a large amount of property to the northwest that will likely develop in a similar fashion. If this becomes the City's practice, it will be problematic. Vice Mayor Amorose Groomes referred to the slide image of the two homes side-by-side — typically, these corridors become very unsightly. In a ten -foot area between two buildings, it is not possible to grow a standard turf. Ultimately, these areas are mulched, graveled or covered with something more unsightly. Therefore, some cluster home communities put in a wing wall on opposite directions, which breaks up the sight view down the corridor. The meeting minutes reflected some discussion about stone columns, but she did not see any stone columns in the renderings. Are wing walls proposed at the ends of these units? Ms. Husak responded that the small squares in the renderings are intended to depict those columns, which would be an option for the homeowner, not a requirement. The white line on the rendering depicts a wall where there is a step down to the AC unit. The wall is intended to hide the view of the AC unit or the landscaping/mulch in that area. It is also intended to extend across the property line and meet both building walls. Vice Mayor Amorose Groomes stated that it would make it very difficult to replace the AC unit. She would suggest, instead, a wing wall that would extend three-fourths of the distance at the end of each. With that, access remains possible. Although grass and plants are depicted in the drawings, with this alignment there would be no sunlight in that area, which ultimately leads to gravel or mulch. Ms. Husak noted that is one of the details that staff has been attempting to address. Vice Mayor Amorose Groomes noted that Condition #14 reflects an attempt to change the sanitary sewer alignment to reduce the impact to existing trees. How has that been addressed? Ms. Husak responded that the adjacent home contains stormwater structures within the yard. When Tartan West was planned, -the intent was for this site to be absorbed into Tartan West development with this home's yard accommodating the stormwater management. This homeowner presented a plan to the Planning and Zoning Commission regarding his preference for the utilities layout. Staff and the applicant have visited that site numerous times to meet with the homeowner to determine where that sanitary line should be in order to minimize the structures in his yard and to minimize tree removal. Although some tree removal will be necessary to install the sanitary line, the resident is satisfied with how that will be addressed. Vice Mayor Amorose Groomes inquired if there will be no need for that along Roma Drive. Ms. Husak responded that is correct. Ms. Fox noted that if this site plan is approved as laid out and the estate lot is sold in the future, to what criteria would that parcel be subject? Would it be subject to this rezoning with 2.0 dwelling units per acre, or would the parcel be treated as an R1? Ms. Husak responded that it would be treated as an R1, but under the Planned Unit Development (PUD) zoning. The PUD has standards for that lot, but they defer to R1. Ms. Fox asked if there was desire in the future to develop the estate lot similar to the other side of the property, could it be done? RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held December 3, 2018 Page 8of21 Ms. Husak responded that it could not, unless that property owner requested an increase in the density permitted for that parcel through PZC and City Council. Ms. De Rosa inquired if this particular PUD is comprised of two zonings. Ms. Husak responded that the PUD contains two subareas, one with the R1 zoning and one with the zoning standards for cluster lots. Ms. De Rosa inquired in which subarea does the retention pond lie. Ms. Husak responded that it is located in Subarea B, which contains the cluster lots. Applicant TestimonX Dan Lorenz, 9341 Jerome Road, stated that he is the property owner and developer. With him are the civil engineer, the landscape designer, an architect for the Hamlet design concept, representatives from Corinthian Homes, the proposed builder, and also their sales manager. He noted the following: • He purchased this property in 1996-1997, moved in in 1998, rezoning it into Dublin, and their children have grown up there. • In 2008, the area began to develop around them. At his point, they have more land than they want to maintain, so instead of selling it and moving away from Dublin, they have decided to develop it as affordable housing for other empty nesters, so they do not have to leave Dublin. • Over a year ago, development -related discussion began, and an informal review by PZC last May received a positive response after which they have invested in the details of the development. • In regard to the parking in the proposed development, in addition to the two -car garage, two cars in the driveway and one to two cars on the street, there is a staging area along Roma Drive that could accommodate approximately 15 cars. They can forward more detailed information to Council on how many parking spots are available there. • In regard to shared maintenance, after helpful conversations with staff who are experienced with this issue, a plan has been developed. They can continue to work with staff to develop and provide greater detail, however. The intent is for these residents to have maintenance -free living within a quality environment consistently maintained by a landscape contractor, and all for an appropriate HOA fee. • Regarding the comment that the plan is not well developed in view of the trees and drainage, he disagrees. He is a civil engineer and has built 6,000 sites. A significant amount of time was spent on this design. He invites Council members to visit the site and view how it has been designed around the trees. Staff has visited the site several times to determine how best to accomplish this. Referring to a rendering of the plan, he pointed out three large trees that they have worked to accommodate in the design. The area where the homes will be built is an open field, but there are some existing trees along their driveway that they will lose. There are also trees around the pond, but they are required to re -structure that pond to meet City standards. • In regard to drainage, the homes are close together and they cannot skimp on the drainage. That is one of the biggest concerns of landowners — ensuring that the drainage works appropriately. He believes that is the reason that the City has asked to maintain this pond — to ensure it is maintained appropriately and there is no future liability with the landowners. A significant amount of grading detail around this pond is required to ensure that everything works appropriately and is safe. The pond has to be re -built to meet the current needs and concerns. • In regard to the concern about his parcel not being included in the HOA, they believe this is the fairest solution, due to the amount of land needed to be maintained on the estate lot. The HOA members would be paying only for the maintenance of their subarea. Mayor Peterson requested clarification of the density issue. One would assume that the density would be determined for the entire parcel, and that the open space would allow the units to either be fewer or spread over a greater area, so that all of the units would enjoy all of the property on the development. The way it is proposed, the three acres and the pond -- if there are no paths -- are separate. It seems as though there are two RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS •DAYTON, OH1O Form 6101 Held December 3, 2018 Page 9 of 21 halves, and all of the houses are crowded onto the right half, and all of the open space is on the left half, and the two are not to co -mingle. Although the "yellow area" is counted in the density, it is not common space. Mr. Lorenz responded that they decided to handle it in that way in order to reduce the area the HOA was required to maintain. The intent was to have the HOA area include only area of value to them. In regard to the pond, there will be a bench area around the pond. The residents will be able to walk around that area and enjoy the pond. Walking to the pond will be possible, as there will be sidewalks on both sides of the street. They worked with staff on the objective of providing that safety and connectivity. Looking at the greater area surrounding the development site, there are also pond areas within Tartan West with surrounding walking paths. That adjoining area will also be an amenity for the proposed development. Mr. Reiner inquired if the intent is to put slab boulders around the lake, as depicted in the rendering, to pull in that edge. Mr. Lorenz responded that the goal is to create a place to sit and enjoy the pond; however, the wall of boulders will not surround the entire lake. Mr. Reiner inquired if gravel or other materials would be used in the other areas that will slope to the pond edge. Mr. Lorenz stated that at this point, there is just existing grass. They have not reached a greater level of detail, but it can be provided when available, if Council desires. Ms. Alutto inquired if the area to the southeast is dedicated greenspace within Corazon. Ms. Husak responded affirmatively. Dwight McCabe, 7361 Career Road, Plain City, stated that he concurs with the comments about the spacing between the homes. Driving through different communities, he has taken pictures of the areas between the houses. Regardless of the width, from a zoning viewpoint, those are areas that are typically not used well. His goal is to address those areas in a more useful manner. When moving houses together, it is important to make a separation all the way from the street. Wing wall separators have been mentioned, and that reflects their mindset, as well. However, for these houses they are most interested in creating a layering from the street. When the houses are very close together, it is desirable to create a walkable place on the street itself. This makes the houses more intimate. The purpose of having these walls that are closer to the sidewalk is to bridge that gap. Behind that wall, planting materials will be provided at the front edge of the housing units. When that grows, it won't be possible to view the space in between. The goal is to see something of interest all the way down the sidewalk — building face and landscaping. From the streetscape point of view, the primary objective is not to have that in-between space. The second objective is to make it simple for a homeowner to maintain their AC equipment, and that will also be addressed. Mr. Reiner stated that he understands the intent to break off the corridor space. The graphic depicts plant materials, including a tree; have they developed that thought any further? Mr. McCabe responded that this plan was for the rezoning. The Final Development Plan will have greater detail. However, they have completed projects elsewhere that successfully accomplished this concept. In some of those projects, there have been walls all the way across the face of the housing units; he does not see that occurring for this development. They have had discussions concerning where to create breaks to reduce the walls, mindful of not creating any ongoing homeowner expenses, but tailored to the needs of this type of community. Mr. Reiner stated that sometimes actual walls can be used, sometimes plant materials. Is the intent to use primarily plant materials? Mr. McCabe responded that is not the case. There will be some permanent walls on the elevations that are not possible to clip out, as can occur with plant materials. Ms. Fox stated that because all of the density is in the five acres, is it possible to incorporate better uses of the pond space and green spaces. At an earlier P&Z meeting, some Commissioners suggested a fire pit or a small dock. She understands that the other acreage is an estate lot, but is there any reason the greenspace can't be made RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held Dublin City Council December 3, 2018 Meeting Form 6101 Page 10 of 21 more incorporating and usable for the other 17 homes, not just a stormwater retention pond? It would feel more like a planned unit development than it currently does. Mr. McCabe responded that Mr. Lorenz would have preferred to shrink his remaining property. He is undecided about how long he will remain in that large house; he may eventually decide to downsize. While reducing his space would have been preferable, the dilemma is that there is actually a stream that runs through that area that creates a very solid demarcation, and the stream cannot be touched. From a jurisdictional point of view, it has to remain as it is. During their planning process, new EPA regulations were issued and their permits have been revised. The volume of that basin increased because of jurisdictional and permitting matters. Due to the increase, extensive berming from the stream bed to the pond must be constructed before the retention pond construction can be done. There is an approximate 22 -foot fall across that distance — a dramatic landscape to be able to construct the required retention basin. The size of the basin has to be increased significantly due to the retention requirements. The pond currently handles the stormwater runoff from the property to the northwest. When that property develops, it will be required to have its Own stormwater retention, but for now, this basin must be larger to accommodate the runoff from the property to the northwest in addition to the 17 new housing sites. Ultimately, this basin will be oversized. Absent that stream, the new development could have been closer to the estate home. Mr. Lorenz stated that there was concern about building any structures around the pond, because the new homeowners would have to pay for the maintenance of those structures. John Kirk, 8136 Flynn Lane, Dublin, REMAX Premier Choice, stated that he has been a real estate agent for 21 years in Dublin. • In regard to the parking, the clientele who are looking for these types of homes typically consist of two residents per home, not families, where there would be multiple residents in the home with multiple cars. Primarily, there will be garage parking. • In regard to maintenance of the common areas, the biggest issue for subdivisions is when the homeowners have different lawn care companies who perform their work different hours and different days of the week. There is lawn equipment parked in the subdivision much of the time. The maintenance in this community will be done one day of the week. This will eliminate the need for vehicle traffic to weave in and out of parked maintenance vehicles. • In addition, the homes on the north side will have courtyard garages, which will allow more driveway space. • The clients for this community do not want large yards, nor are they looking for additional amenities because they do not want the amenity costs. They are looking for a lifestyle. Many of the people interested in purchasing this type of housing product will not be in the home more than 50% of the time, as they go to Florida during the winter months. In the summer they travel as well, so some would be there even less time. There won't be the parking issues that can occur in a normal subdivision. Ms. De Rosa stated that she served on the Planning and Zoning Commission when their informal review occurred. Some changes in density have been made since that first hearing. Could the road that leads from the cul de sac to the estate home potentially be moved to create an opportunity for less density? Mr. McCabe responded that they would have preferred that; in fact, the plan initially had more units in this area, but the issue was the stormwater retention basin. The slope of the grade between the northwest edge of the basin and the driveway is 4:1, the maximum permitted. With that, the driveway would be at the elevation of these homes. When it rains, the water level in the basin increases. There has to be a certain elevation for this to work, and that is where it is. An attempt was also made to place the cul de sac further to the west, but that did not work, either. There also has to be a minimum slope from the edge to the cul de sac. Ms. De Rosa stated that it would seem the only other alternative would be placing less units in the area. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held Form 6101 December 3, 2018 Page 11 of 21 Mr. McCabe responded that a minimum number of units is necessary to make the project financially feasible. With the loss of another unit, there would be no project. Ms. Fox stated that her understanding is that along the street there is a one -foot drop of the roofline, sloping towards the pond. Moving down the street, there is a sense of orientation toward the pond, due to the 4:1 slope in that direction. Is the pond visible from the street or located below view? Mr. McCabe stated that the pond is not visible from the street due to the slope. The view would be of the mature trees to the west. Currently, Mr. Lorenz has a view of the pond from his home. After the berming is constructed, his view also will be eliminated. Ms. Fox inquired what the view would be midway up that street. Ben Miller, 5120 Pleasant Chapel Road, Newark, Ohio, stated that he is a civil engineer on this project, and he designed the utilities and grading. The view from the street would be of the existing tree line that follows the creek -- all of the existing trees will remain along the creek. There is an approximately 30-35 foot fall from Jerome Road down to the creek. At the end of the court, it will be possible to look down into the pond. The drop from the cul de sac to the pond is approximately six to eight feet. Mr. Reiner inquired if the slope to the creek is maintainable. Mr. Miller responded affirmatively. The pond is designed to meet the City's stormwater design requirements for the pond, which is the 4:1 maximum slope. Mr. Reiner inquired if the existing trees along the creek would be impacted by the construction related to the stormwater retention pond modifications. Mr. Miller responded that the top of the existing bank of the creek was used as a starting point, so none of the natural features there will be impacted. Per City requirements, there will be a 15 -foot maintenance berm all the way around the pond that is essentially flat, so there will be pedestrian accessibility to the pond. Vice Mayor Amorose Groomes inquired if the normal level of the pond would be approximately 20 feet lower than the back of the curb. Mr. Miller responded that it is 10 feet from the normal water level to the maintenance berm and there is about five feet of storage, so it would be approximately 15 feet from the water level to the right-of-way line. Mr. Lorenz noted that there won't be an island in the middle of the cul de sac. Staff did not want that due to the maintenance needs. Mr. Reiner stated that over the years, the City has experienced numerous issues with existing HOAs not being sufficiently funded for needed maintenance projects, so they later have requested assistance from the City. The HOA fee with this development will be $249 per month. It would be preferable for the HOA to maintain water features in the future, rather than the City. The City would like new projects to be planned accordingly. It is a huge expense for the taxpayers to maintain private ponds. In fairness to taxpayers, it would be good if that cost could be covered by the HOA. Vice Mayor Amorose Groomes stated that, recently, there were also some underground water storage solutions required along Coffman Road. Mr. Miller responded that is acceptable. It was staff's direction that the City preferred to handle the stormwater retention pond maintenance. If the HOA is going to be responsible for maintaining it, it will be designed to avoid the need for future dredging. There will be a second reading/public hearing at the January 8, 2019 Council meeting. Mayor Peterson moved to waive the Council Rules of Order to address Ordinances 90-18 through 95-18 together. Ms. Alutto seconded the motion. Vote on the motion: Vice Mayor Amorose Groomes, yes; Mayor Peterson, yes; Ms. Alutto, yes; Ms. Fox, yes; Ms. De Rosa, yes; Mr. Reiner, yes; Mr. Keenan, yes. The Clerk read the names of the following properly owners and their addresses into the record. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held December 3, 2018 Page 12 of 21 Ordinance 90-18 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire A 0.306 -Acre Fee Simple Warranty Deed for Right -of -Way, Without Limitation of Existing Access Rights; A 0.025 — Acre Standard Highway Easement from Emmanuel Sanchez-Carballo and Yuko Sanchez, Located at 6169 Cara Road, for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. Ordinance 91-18 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.011 -Acre Temporary Easement from Mary Jo Reimann, Located at 5526 Cara Court, for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. (Second reading/public hearing January 8, 2019 Council meeting) Ordinance 92-18 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.086 -Acre Standard Highway Easement and a 0.007 -Acre Temporary Construction Easement from P. Michael Houser and Judy Faye Houser, Located at 5504 Avery Road, for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. Ordinance 93-18 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.054 -Acre Fee Simple Warranty Deed for Right -of -Way, Without Limitation of Existing Access Rights and a 0.086 - Acre Standard Highway Easement from Lynn M. G ray, Trustee of the Lynn M. Gray Revocable Living Trust Agreement, Located at 5544 Avery Road, for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. Ordinance 94-18 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire the Entire Parcel from Karen M. Sharp and Michael R. Sharp, Located at 5555 Avery Road, for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. . Ordinance 95-18 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.030 -Acre Standard Highway Easement from John D. Kormanik and Sharon L. Kormanik, Located at 5527 Cara Court, for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. Mayor Peterson introduced the ordinances. Mr. Hammersmith stated that these six ordinances authorize the acquisition of rights-of- way and easements necessary for the Tuttle Crossing Boulevard Extension and Avery Road Improvements Project. There will be a total of 45 total property acquisitions involved with this project. With these six, the total acquisitions completed is 21, with 24 remaining. The total cost of acquisitions to date is approximately $400,000. The City has reached mutually agreeable terms with these six property owners. There will be a second reading/public hearing of Ordinances 90-18 through 95-18 at the January 8, 2019 Council meeting. INTRODUCTION/ PUBLIC HEARING — RESOLUTIONS Resolution 70-18 Authorizing the City Manager to Cooperate and Enter into an Agreement with the Ohio Department of Transportation for the Resurfacing of SR -161 from RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO December 3, 2018 Page 13 of 21 Held Form 6101 just East of Riverside Drive to the Sawmill Road Intersection in Dublin (ODOT PID Number 106081). Mayor Peterson introduced the Resolution. Ms. O'Callaghan stated that this project is part of ODOT's Urban Paving Program whereby ODOT funds 80% of the cost of resurfacing State routes within municipalities, and the local municipality is responsible for funding the remaining 20%. ODOT contacted the City a few months ago to inform of their plans to resurface the area of Sawmill east to the SR315 interchange in Worthington. Staff requested that they extend those limits further west to the roundabout, which would essentially complete the paving of all of SR161 from Dublin's western limits to its eastern limits within a few years' timespan. ODOT agreed to do so. This resolution authorizes Dublin's financial contribution for the portion of the paving that is within the Dublin corporation limits, estimated at $102,000. ODOT plans to bid the project in June of 2019 and they require this resolution confirming the City's cooperation and agreement to the funding contribution prior to their bidding of the project. Ms. Fox stated that, hopefully, they begin this repaving on the western portion first, so that they do not impact the pedestrian bridge opening. Ms. O'Callaghan stated that the project has just been programmed. Once this Resolution is approved, staff will begin to work with ODOT on the design and bid details. The City will have influence in how that project is set up. Mr. Keenan stated that this project does not require Dublin's authorization only. There are other entities involved. Ms. O'Callaghan confirmed that is correct; ODOT will need a similar resolution from the City of Worthington. Ms. De Rosa stated that staff's memo indicates that the City is responsible for its share and that the City would be responsible for any improvements, such as curbs. What is anticipated in that regard? Ms. O'Callaghan stated that the general arrangement is the 80-20 cost split. As the design process proceeds, if the City staff identifies additional work it would like to address as part of the project, that will be indicated to ODOT. Those costs would be determined as the plan develops. At this time, the City has identified no specific requests. Mr. Keenan inquired if there has been any discussion about making SR161 more like the rest of Bridge Park with respect to pavers, granite curbs and gutters. Ms. O'Callaghan responded that the discussion has been limited to maintenance of the existing asphalt surface. Mr. Keenan inquired if City staff has contemplated such improvements. Ms. O'Callaghan stated that it was not contemplated as part of this resurfacing of SR 161. Ms. De Rosa inquired what funding is programmed in the 2019 CIP for this project. Ms. O'Callaghan responded that the expenses would be covered by the 2019 Street Maintenance Fund. Vote on the Resolution: Mr. Reiner, yes; Ms. De Rosa, yes; Ms. Fox, yes; Mayor Peterson, yes; Ms. Alutto, yes; Vice Mayor Amorose Groomes, yes; Mr. Keenan, yes. Resolution 71-18 Authorizing the City Manager to Enter into an Agreement with the Ohio Department of Transportation Through DriveOhio for the Connected Vehicle Roundabout Application Project (ODOT Project FRA -33-3.70 Smart Technology, PID Number 109356). Mayor Peterson introduced the Resolution. Ms. O'Callaghan stated that in October, Council was briefed on the portion of Dublin's Smart City strategy related to smart mobility. Some unique opportunities were shown that have been identified independent of the US33 Smart Mobility Corridor efforts, which could lead the way in the smart mobility arena for Dublin. This Resolution will authorize RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO December 3, 2018 Page 14 of 21 Held Form 6101 research and development of a connected vehicle roundabout application for the SR161- Riverside Drive roundabout. Dublin anticipates being the first entity in the nation to work on a roundabout application, and this particular roundabout would be the first connected roundabout in the nation. As envisioned, the application would collect driving information of vehicles circulating in the roundabout, including speed, location and critical headway. That information would be used to help approaching vehicles decide whether and when to enter the roundabout on the basis of calculated gap acceptance. As this project was being formulated, discussions were held with DriveOhio -- which was created by the Governor to serve as a statewide center for advancing smart mobility -- about partnering on this project. They have agreed to partner and to contribute up to $80,000 for this project. This agreement would memorialize that funding commitment. Staff plans to issue a Request for Proposal soon to initiate a competitive selection process for a team to lead this project. Design and pilot deployment of the application would proceed in 2019. Ms. De Rosa noted that at various Smart Corridor meetings, it has been indicated that Dublin is considering five potential intersections for initiation of smart mobility over the next two years. Ms. O'Callaghan responded that those five intersections referred to are associated with the US33 Smart Mobility Corridor efforts and the ATCMTV grant. There are five intersections planned to be connected as part of that project. Two of the intersections are on the Avery-Muirfield corridor, at Perimeter Loop and Perimeter, as part of the ATCMT grant project. The roundabout application is solely a Dublin project, independent of the US33 Smart Mobility Corridor grant. Mr. McDaniel stated that by leveraging additional state dollars in the City's capital budget this year as well as future dollars in the capital budget, we are trying to achieve a continuity in this corridor from US33 on Dublin's western limits up through the Historic District and across the river to this roundabout, including the Avery Road corridor. Dublin would like to be an integral part in the connected "playground." Ms. De Rosa inquired if this would be appropriating 2018 funds. Ms. O'Callaghan responded that Dublin's portion of the project would use 2018 capital funds. Ms. De Rosa inquired if any additional 2019 funds would be required. Ms. O'Callaghan responded that is not currently anticipated, but it is a research project, so it depends on how the research and the application development proceeds. Currently, the anticipated cost is $380,,000. Ms. De Rosa stated that this will generate a significant amount of data. The proposed agreement addresses a variety of factors, but it does not address the collection, use or sharing of the data. What should be included in the agreement to protect the taxpayers? Mr. McDaniel stated that he would look into that issue, which relates to a Council of Governments role. Various committees are involved in the grant deployment, the connected Marysville, connected Dublin initiatives, and the Council of Governments' oversight. There is ongoing discussion and negotiation between the COG, ODOT and USDOT relative to grant implications in the sharing of that data versus Dublin's data that is related to separate projects. The philosophical position is that data involving grant dollars would be shared among the participating entities. For Dublin's projects funded separately, the City would determine how that data is shared in the future. Similar data - related discussions are occurring with the Smart Region Task Force. Ms. De Rosa stated that her point is that the City is beginning to enter into agreements that are silent on that issue. Mr. McDaniel stated that the need is to first construct the overall smart mobility infrastructure among the entities. The data -sharing issue is sequential in those discussions. The memorandums of agreement would follow those discussions. Ms. De Rosa stated that as this process continues, some language is needed as a placeholder in the meantime, as this opportunity proceeds to becoming an exciting reality for the City. Mr. McDaniel responded that this need will be addressed as the next step as soon as the infrastructure related to the entities is determined. Mr. Reiner inquired if there is future value to this data that must be considered. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO December 3, 2018 Page 15 of 21 Held Mr. McDaniel responded that the future of data is important to businesses and local governments. Policy discussions are occurring at the local, regional, state and federal level. Today, the COG provided comments to USDOT on a number of things related to connected vehicles policy. The effort is to be on top of this, as legislation and policies regarding data management are put in place at all levels. Form 6101 Ms. Fox stated that this is very important when we look at the return on the investment. This is at the preliminary development of this project. By the time it moves to construction and acquisition of needed right-of-way, $3-4 million can be invested into a connected roundabout. That is an investment that is intended to be of value to the taxpayers, but if the $80,000 from Drive0hio permits them to share all the City's data — do we really want that $80,000? Ms. O'Callaghan responded that the project is estimated to cost $380,000, which includes the entire project scope — research, design and deployment of the infrastructure. Ms. Fox stated that this is really a policy question. If another entity contributes some money to the project and the data then becomes shared data, or they don't contribute money, and the data remains ours — which is preferable? Mr. McDaniel responded that staff has discussed that policy matter related to DubLink and fiberoptics. Dublin has very careful about permitting State and Federal money to be spent within the City's conduit and fiber optic system for that very reason. The intent is to retain the ability to sublease, leverage and use the fiberoptics, and not be prevented from doing so by State and Federal regulations. The model is similar with this project, although the greater corridor is different as it is an effort among the various entities. Absent the USDOT dollars and many State dollars, much of the project wouldn't be occurring. It is very focused on what the City is attempting to do in partnership with them specifically. For anything outside of that, the City is being very cautious in proceeding. Vote on the Resolution: Ms. AI utto, yes; Mr. Keenan, yes; Ms. De Rosa, yes; Mayor Peterson, yes; Vice Mayor Amorose Groomes, yes; Mr. Reiner, yes; Ms. Fox, yes. OTHER • Motion to Waive Competitive Selection Process for Appointment of Deputy Chief of Police Mr. McDaniel stated this is a request for the waiver of the competitive selection process for the new position of Deputy Chief of Police. As part of the Police Department's multi- year Strategic Plan, the need was identified to extend succession planning to include leadership development for the next Chief of Police. This plan includes the creation of a Deputy Chief of Police position. This position was contemplated and included in the 2019 Operating Budget. The position of Deputy Chief will provide for those opportunities as outlined in staff's memo. Information has also been provided in the staff's memo regarding a recommended candidate for the position. Based on that information, staff requests a formal waiver of the competitive selection process by motion for the new position of Deputy Chief. If Council concurs and proceeds accordingly, his intent is to then appoint Lt. Justin Paez to the position. Mayor Peterson noted that he has interacted with Lt. Paez, found him to be highly - qualified and concurs with the selection of this candidate. He inquired if there were any Council comments. There being no further comments, Mayor Peterson moved to waive the competitive selection process for the position of Deputy Chief of Police. Mr. Reiner seconded the motion. Vote on the motion: Mr. Reiner, yes; Ms. Fox, yes; Ms. Alutto, yes; Vice Mayor Amorose Groomes, yes; Ms. De Rosa, yes; Mr. Keenan, yes; Mayor Peterson, yes. • Development Plan/Site Plan — Riverside Crossing Park, East Plaza, Phase 1— (Case# 17-124DP/SP) Ms. Husak stated that this is a request for approval of a Site Plan for the first phase of development for the City of Dublin Riverside Crossing Park, East Plaza and Pavilion and associated site improvements, based on the approved Master Plan and Basic Plan. The site is located on the west side of Riverside Drive, north of the intersection with SR 161, and will include the landing of the bridge as well as the pavilion, which will be located RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held Form 6101 December 3, 2018 Page 16 of 21 directly across from Bridge Park Avenue. City Council approved the Basic Plan Review and designated themselves as the required reviewing body on December 5, 2016. The two steps of development plan review and site plan reviews are combined into one step for Council's review and approval. City Council then reviewed the final Development and Site Plan application at its May 7, 2018 meeting and requested additional information and public input prior to taking action on the application. An information only memo was included in City Council's June 11, 2018 packet outlining the specific items and ideas identified by the members, which has also been included in this meeting packet. Additionally, staff provided a detailed memo outlining how these items were addressed and a presentation at the June 25, 2018 City Council meeting. The Administrative Review Team has reviewed the Development Plan and Site Plan Review and recommends City Council take the following actions: • Approval of One Waiver: Fencing, Walls and Screening — §153.065(E)(1)(a-b). Required: Retaining wall heights shall .not exceed 4 feet in height when located to the front or 6 feet in height when located to the side or rear. Proposed: 14.5 feet. • Approval of the -Development Plan Review & Site Plan Review with Parking Plan with one condition: o A plat and a rezoning application will be submitted and processed through the appropriate approval process. A significant amount of the current is within the right-of-way that was currently vacated with the realignment of Riverside Drive. That application would be reviewed and approved later by Council. Mr. Earman thanked the present and previous Councils for the significant input that has been received to date, including that from the Planning and Zoning Commission and the Architectural Review Board, and for the input received from the public. At Council's previous reviews in May and June, Council had directed that more time be dedicated to soliciting input from the City's residents and, stakeholders. As a result of that, a much improved project has been achieved. Many enhancements have been made, some of which were discussed in Council's 2019 CIP budget reviews. Mr. Earman reviewed the enhancements that were included, showing a video depicting those features. He noted that one proposed enhancement was not included. Staff explored the option, but determined that fire pits would be a significant safety and maintenance concern. However, one enclosed fireplace feature is located near a column of the pavilion. He expressed special thanks to John Woods, MKSK, whose team created the video to assist in illustrating the Site Plan. Council Discussion: Ms. Fox expressed appreciation for an impressive site plan, which now includes so many nice details. The public had great input and helped produce a much better result. Ms. De Rosa stated that she and Ms. Fox attended the public input sessions, and she recognizes that much of that input was incorporated, including the food trucks. She expressed appreciation for the revisions made to the plan, which now feels much warmer. Mr. Keenan noted that he does have one concern. Some food trucks can produce a significant amount of noise, and the bench area and the eating area are very close. Is there a way to regulate the noise factor, perhaps by limiting food trucks that have generators producing a certain level of decibels? Mr. Earman stated that he would refer this issue to Legal staff, however, the City should have the ability to permit or not permit the different types of uses providing service on public property. Ms. Readier stated the City has ultimate regulation authority for public property. There has been past discussion about citywide food truck regulation; however, no steps have been taken to implement such regulations. Mr. Keenan stated that some Bridge Park residents have expressed complaints about the noise from the generators in front of Pins Mechanical. In the plan, the seating areas and eating areas are very close. This could be disturbing to the serene riverfront atmosphere that is desired. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON. OHIO Form 6101 December 3, 2018 Page 17 of 21 Held Ms. Alutto stated that the food truck traffic could also block the sidewalk if there are a lot of people queuing up at them. Mr. Keenan noted in regard to the fire pits that in his insurance business he has encountered large suits filed due to fire pit incidents, many in areas where one would not anticipate a problem. Vice Mayor Amorose Groomes: 1. Inquired if this approval covers only the site plan. She assumes that materials are not being approved. Mr. Earman responded that at this point, the design is 25% to 45% complete. If Council approves the plan, the design will proceed to construction drawings. However, if there are any portions of the plan for which Council would like to see more material detail when it is developed, that can be provided. 2. Stated that it appears that thin cut stone is used on the retaining walls. .John Woods, MKSK, 462 South Ludlow Street, Columbus, responded that it would be a thicker veneer of at least four inches. Vice Mayor Amorose Groomes noted that it is not a full dimension stone, but a cut stone. Mr. Woods responded that the back side would be cut or split, but a four -inch stone is considered a thick veneer. A thin veneer would be approximately 1.5 inches. It is stone, not a synthetic material. 3. Stated that there has been lengthy discussion about the handrail material above that, which would be adjacent to the bridge. The video appeared to depict a high-quality material. Mr. Earman responded that when the design reaches that level of detail, it can be provided to Council. Vice Mayor Amorose Groomes stated that it would helpful to see at that point, because the materials used there will be very important. Auxiliary materials won't be as critical as the materials at this location. Ms. Fox stated that it was indicated earlier that the intent was to have the arch of the maintenance garage reflect a more historical design. Is that still the intent? Mr. Woods responded that it is. There is a contrasting stone material that wraps around the arch, called quoining. Although it is also limestone, it has a more finished cut so is reminiscent of the historical images shown in the packet materials, using a rough split stone next to a cut stone. Ms. Fox stated that as the wall proceeds downward and addresses the river, it will add a sense of history to tie that areal together. When walking down the path, having an archway that reflects Old Dublin or parts of the Old Quarry that exists on the river will be significant. It appears to root or provide a historical foundation for that wall. Vice Mayor Amorose Groomes stated that it needs to look like an old cellar entrance, similar to the old cellar in the ground at the Dublin Arts Center. Ms. Fox noted that it will provide a sense of deep roots with the history and topography of the land. Congratulations to the design team — this is a beautiful feature! Mr. Reiner inquired if the park design has been in process for five years. Mr. Earman responded that the design process began in 2013. Mr. Reiner expressed appreciation to everyone who has worked on this effort. This park will be iconic, a symbol for Dublin. Mr. McDaniel stated that this is the Final Development Plan, and following Council's approval tonight, completion of the design process would proceed. He pointed out that while the plan does contain a promenade, that element is not currently funded; however, the remainder of the elements were included in the 2019-2023 Capital Budget. He would prefer that at the appropriate stage of the design plan, some of the finishing elements are brought back to Council for validation before launching further, unless Council does not deem it necessary. Vice Mayor Amorose Groomes expressed a desire to review them. RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held Dublin City Council Meeting Form 6101 December 3, 2018 Page 18 of 21 Mr. Earman stated that if the plan is 45 percent complete today, at around 70 percent completion, the majority of the materials should be identified. When the appropriate point for Council input is reached, the plan materials will be provided. Mr. McDaniel stated that if there should be a need to obtain Council's confirmation of a recommended material earlier, that will be done. Council had no further questions. Mayor Peterson moved to approve the waiver regarding Fencing, Walls and Screening — §153.065(E)(1)(a-b), which require that: retaining wall heights shall not exceed 4 feet in height when located to the front or 6 feet in height when located to the side or rear, to permit the proposed 14.5 feet. Mr. Keenan seconded the motion. Vote on the motion: Mr. Reiner, yes; Ms. De Rosa, yes; Mayor Peterson, yes; Vice Mayor Amorose Groomes, yes; Ms. Alutto, yes; Ms. Fox, yes; Mr. Keenan, yes. Mayor Peterson moved to approve the Development Plan and Site Plan with parking plan with one condition: that a plat and a rezoning application be submitted and processed through the appropriate approval process. Ms. Alutto seconded the motion. Vote on the motion: Ms. De Rosa, yes; Mr. Keenan, yes; Ms. Fox, yes; Mayor Peterson, yes; Vice Mayor Amorose Groomes, yes; Mr. Reiner, yes; Ms. Alutto, yes. STAFF COMMENTS Mr. McDaniel requested Council guidance on two matters in Council's Info Only packet: Competitive Selection Process for Professional Design Services for the Council Chambers Project. Staff is in the process of drafting a Request for Proposals (RFP) for professional design services. A selection team is being formed to include representation from City Council, Clerk of Council, City Manager's Office, Public Works Department, and Development Department. Staff recommends City Council select two of its members to serve on the selection team for the architect. However, all Council members will have input into the design of the building, once the architect is selected. Mayor Peterson suggested that the Mayor and Vice Mayor serve on the selection committee, unless another Council member would like to do so. Hearing no other suggestion, Mayor Peterson moved that the Mayor and Vice Mayor be appointed to the selection committee for the architect for the new Council Chambers building. Ms. Alutto seconded the motion. Vote on the motion: Vice Mayor Amorose Groomes, yes; Ms. Alutto, yes; Mayor Peterson, yes; Mr. Keenan, yes; Ms. Fox, yes; Ms. De Rosa, yes; Mr. Reiner, yes. Intelligent Community Forum 2020 Global Summit in Dublin The City of Dublin has been approached by the Intelligent Community Forum (ICF) to host their 2020 ICF Global Summit June 16-18, 2020. He provided background on the ICF and Dublin's involvement over many years. Staff recommends that the City of Dublin submit a proposal to host the ICF 2020 Global Summit. Because the announcement of the 2020 Intelligent Community will occur at that conference, the focus will be on Dublin as that event is watched around the world. He noted that $10,000 of a $50,000 licensing fee is required with the contract, which can be encumbered from the 2018 Operating Budget. The balance would be due in 2020. Initial estimates for the conference costs are in the range of $100,000 - $120,000. Conference costs not covered by conference fees would be offset through secured sponsorships. Sponsorship commitments would be sought throughout 2019; costs in excess of the sponsorships would be budgeted in the 2020 Operating Budget. Ms. De Rosa inquired who attend these conferences. Mr. McDaniel responded that City members of the ICF from across the world and technology organizations and vendors attend the conferences. The connected US 33 RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Dublin City Council Meeting Form 6101 December 3, 2018 Page 19 of 21 Held Smart Corridor will be making strides next year, and there will be the opportunity to leverage that significant economic development and broadband project at the conference. Mayor Peterson moved to support the City Manager's submission of a proposal to host the Intelligent Community Forum 2020 Global Summit in Dublin and grant him the authority to advance that goal. Ms. Alutto seconded the motion. Vote on the motion: Mayor Peterson, yes; Ms. De Rosa, yes; Ms. Fox, yes; Vice Mayor Amorose Groomes, yes; Mr. Reiner, yes; Ms. Alutto, yes; Mr. Keenan, yes. Mr. McDaniel thanked City Council for their untiring dedication in their roles as City Council members, contributing extensive time and efforts on behalf of the City. He expressed thanks to City staff as well for their excellent work in 2018. COUNCIL COMMITTEE REPORTS • Finance Committee Recommendations re. 2019 Hotel -Motel Tax Grant Awards Ms. Alutto, Committee member, stated that a staff memo in Council packet provided the Finance Committee's recommendations for the 2019 Hotel -Motel Tax Grant awards. The grant fund's budget was $200,000. The requests totaled $230,000. A discussion about the amount of the grant funds available was discussed and suggestions were made that will be discussed further at a later date in a policy discussion regarding hotel -motel tax. Ms. Alutto moved to approve the Finance Committee's recommendations for the following grant awards: • Arthritis Foundation (Auto Show and Cruise -in) —Cost of City services not to exceed $10,000 • Club Ohio Soccer (Nike Challenge) — Cost of City services not to exceed $7,500 • Crawford Hoying Foundation (Fore!Fest)— Cost of City services not to exceed $22,000 • Dublin Arts Council (B.R.E.A.D. Festival) —Cost of City services and direct expenses not to exceed $25,000 • Dublin Jerome High School Senior Class (Homecoming parade)— Cost of City services not to exceed $1,565 • Dublin Scioto Lacrosse Boosters (Tournament)— Cost of City services not to exceed $6,295 • Dublin Soccer League (Charity Cup) —Not to exceed $10,000 as itemized in grant application • Dublin Special Olympics (Shamrock Games) —Not to exceed $2,000 as itemized in grant application • Dublin United Soccer Club (Dublin United Champions Cup) —Cost of City services not to exceed $5,340 • Dublin Youth Athletics (Wayne Williams Tournament)— Cost of City services not to exceed $23,000 • Historic Dublin Business Association —Community engagement not to exceed $50,000 • Kiwanis Club of Dublin (Frog Jump) —Cost of City services not to exceed $5,000 • Ohio Premier Soccer Club (Annual Invitational)— Cost of City services not to exceed $7,300 • World Archery of Ohio (USA Archery National Collegiate Championship)— Not to exceed $25,000 as itemized in grant application Mr. Reiner seconded the motion. Vote on the motion: Mr. Keenan, yes; Vice Mayor Amorose Groomes, yes; Mr. Reiner, yes; Ms. Fox, yes; Ms. Alutto, yes; Mayor Peterson, yes; Ms. De Rosa, yes. Finance Committee Mr. Keenan, Chair stated that the Committee has identified a need for a policy discussion. Perhaps that the discussion can be included with the other policy discussions at the 2019 Goal Setting retreat. Administrative Committee Vice Mayor Amorose Groomes, Chair: RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held Form 6101 December 3, 2018 Page 20 of 21 1. Stated that per the email sent out by the Clerk of Council last week, there is a need to re -schedule the Council Goal Setting retreat from February 7 and 8 to February 21 and 22. She requested confirmation that the new date creates no schedule conflict for any member. There being no conflict indicated, the Clerk will revise Council's calendar to reflect the rescheduled dates. 2. Requested Council members to forward any suggested topics for the Goal Setting Retreat agenda. She and Mr. McDaniel will meet on Wednesday to begin work on that agenda, which will be forwarded to all Council members for feedback. 3. Noted that tentative dates are scheduled in December for interviews for ARB and PZC candidates. There is a possibility that the application deadline may be extended; if so, Council will be so advised. Public Services Committee: Ms. Alutto, Chair, reported that a Committee meeting is scheduled for December 5 to hear a presentation from Public Arts Consultant Helen Lessick on a proposed Public Arts Master Plan. Dublin Community Foundation: Vice Mayor Amorose Groomes, representative, stated that a meeting is scheduled on December 6, which she will be unable to attend. She will look for the meeting minutes and inform Council members of any information pertinent to Council. Dublin Friendship Association: Ms. Alutto representative, stated that the Association met in November. The Greater Columbus Sister Cities has a holiday gathering scheduled on Thursday. Council members are all invited. The Association will meet in January to plan their goals for the coming year. MORPC: Vice Mayor Amorose Groomes, Council representative stated that there will be an Executive Committee meeting on December 6 and a Board meeting on December 13. She will report at the next Council meeting. COUNCIL ROUNDTABLE Ms. Fox stated that the Dublin Bridges Steering Committee is being reorganized to include representatives from different entities within the City, including Washington Township, Dublin City Schools, Welcome Warehouse, Dublin Food Pantry, Syntero, the Community Foundation and Dublin Rotary. She has been serving as Council's ex officio member, but the organization is requesting that Council make that a formal appointment. She is willing to continue in that role, if Council has no objections. Vice Mayor Amorose Groomes moved to appoint Council Member Fox as ex officio member of the Steering Committee for Dublin Bridges. Ms. Alutto seconded the motion. Vote on the motion: Ms. De Rosa, yes; Mr. Reiner, yes; Mayor Peterson, yes; Mr. Keenan, yes; Ms. Alutto, yes; Vice Mayor Amorose Groomes, yes; Ms. Fox, yes. Ms. De Rosa: 1. Thanked staff for the impressive Christmas Tree lighting celebration — it was very well done! 2. Thanked the Clerk of Council office for piloting BoardPaq as the tool for providing Council meeting packets to Council members. She suggested this particular tool, and it has worked well for the COTA Board and the City of Westerville. She has been using it to view COTA packets and has found it to be a flexible tool. She is hopeful that other Council members will find it to be an easier tool to use, as well. Mr. Keenan stated that he had recently become comfortable working with the other system. Will both systems be used, or will the existing system be discontinued? Ms. Clarke responded that a parallel system would be used for a period of time, but it is anticipated that BoardPaq will serve the needs of Council better for the long term. Mr. Keenan inquired the date when the existing system will be eliminated. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held December 3, 2018 Page 21 of 21 Ms. Clarke responded that it would probably be within the first quarter of 2019, or as soon as Council members are comfortable with the new software. BoardPaq can be accessed easily from any device. Ms. De Rosa noted that it can be accessed from a phone, as well. 3. Noted that this month marks the end of her first year serving on Council. She appreciates all the help provided; she has asked many questions. It takes a lot to onboard new Council members, and everyone has been very helpful. Although she was impressed before, she is even more impressed with all that happens within the City. She wished everyone a very happy holiday! Mr. Keenan wished Seasons Greetings to everyone! Ms. Alutto: 1. Expressed Holiday Greetings to everyone! 2. Thanked staff for a great year. There were many changes, and she appreciates the willingness for open discussions. It has been a pleasure to work with the two new Council members, as well as being able to learn from her more seasoned colleagues. 3. Expressed thanks to the Dublin citizenry, who have given Council members the opportunity to serve on Council. Vice Mayor Amorose Groomes noted that she missed the last Council meeting and appreciates her colleagues excusing her to be able to spend time with family. She appreciates all the work that her colleagues do. It is nice to be able to go away and know that "all is well on the home front!" Mayor Peterson: 1. Echoed the same thanks to staff and his Council colleagues. Sitting in this seat, his respect continues to grow daily for each Council member as does his pride in this fantastic community. He echoes the phrase that "It is Better in Dublin!" 2. Wished everyone a Hap_ Holiday! ADJOU" M ENT a T - The eeting was adjourne at :21 p.m. Mayor — Presid' g Officer Clerk of Council