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HomeMy WebLinkAbout03-12-14 CDC MinutesDUBLIN CITY COUNCIL COMMUNITY DEVELOPMENT COMMITTEE Wednesday, March 12, 2014 Minutes of Meeting Mr. Reiner called the meeting to order at 6:00 p.m. in Council Chambers. Committee members present: Mr. Reiner, Ms. Salay and Mr. Peterson. Staff members present: Ms. Husak, Ms. Crandall, Ms. Ball, Ms. Green and Mr. Kridler. Review of 2014 Applications for Beautify Your Neighborhood Grants Mr. Reiner stated that there are six applications from Dublin homeowner associations requesting a total of $22,682.51 in funds. The 2014 budget is $32,000. Ms. Husak stated that applications were received from the following homeowner associations: Ballantrae, Dunmere, Wellington Place, Llewellyn Farms, River Highlands and Park Place. She noted that no representative for the Park Place application is present tonight. However, staff has been working with the applicant on their application throughout the past year; it has also been reviewed through the Planning and Zoning Commission review process. Ballantrae Ms. Husak presented a brief overview. Ballantrae desires to upgrade their neighborhood entry at the Eiterman and Shier Rings Road intersection. The total grant request is for $4,971. Staff has evaluated the proposal and determined the design includes approved plants. To ensure that the hydrangea in the project is heat tolerant, staff is recommending a different variety. The proposal is not a certifiable wildlife landscape design. Staff encouraged the designer to use more native species in the planning stages of this project. However, only bayberry and little bluestem are natives. This is Ballantrae's second grant application. During their first request, staff was able to work with their design team to come up with many great, under -used native plant types. The work should ensure the utility boxes have sufficient clearance and thin out the existing daylilies. Proposed Staff Conditions: 1) Work with staff to include more native species on the proposed design 2) Replace the hydrangea with a heat tolerant variety 3) Thin out existing daylilies 4) Work with utility company to ensure sufficient clearance around utility boxes Mr. Reiner stated that this year's BYN projects do not contain much structure, just plant materials. The primary concern, then, is maintenance. He inquired if Ballantrae has a plan to address the maintenance, specifically the watering needs of this project. Applicant, Dan Pugh, 5916 Baronscourt, responded that there are 850 homes in the neighborhood, and revenue from their dues is sufficient to hire a service to handle the maintenance and water requirements. This year, they awarded the contract to Rocky Fork. Mr. Reiner inquired if they will water these plants for the HOA. Mr. Pugh responded that they will water, as needed. It is somewhat of a challenge as to how it will be done. Watering is available and already provided by the HOA on the south side of the subdivision, but not the north side. They will discuss how best to accomplish this with the Community Development Committee Minutes— March 12, 2014 Page 2 of 9 contractor. However, they have 12 other locations with the same issue. With their previous planting project involving multiple locations two years ago, they spent significant money on the watering needs. They will protect their investment and ensure that the water needs are met. Mr. Reiner inquired if the applicant had any issues with the four conditions recommended by staff. Mr. Pugh indicated that they had no objections. The project designer has already spoken with Ms. Ball and will work out acceptable plant replacements. Ms. Salay inquired which hydrangeas staff is suggesting as a replacement. Ms. Ball responded there are approximately six different hydrangeas that perform better. They will provide that list to Ballantrae. She noted that she works with Mr. Pugh frequently on right- of-way maintenance in the Ballantrae area. Ms. Salay requested that Ms. Ball email the list to her, as well, as she is personally interested. Mr. Pugh noted that this is actually Dublin property, as is the traffic circle in that area. Ballantrae often works with the City on the landscaping needs of that property. Ms. Salay recommended approval of the application to Council with the conditions proposed by staff. Mr. Peterson and Mr. Reiner concurred with the recommendation. Dunmere Ms. Husak stated that this application includes landscape upgrades to Dunmere's two neighborhood entrances -- at Muirfield Drive/Brigid's Close and at Avery Road/Holywell Drive. The proposal includes the removal of dead bushes and plants as well as the moving of a stone wall currently hidden under plant material. The total grant request is for $2,774. Proposed Staff Conditions: 1) Remove barberries and burning bush 2) Replace salvia 3) Label all proposed plant material 4) Use grasses such as switch grass, little bluestem or prairie dropseed 5) Use shrub rose such as rugosa, instead of knockout or drift rose 6) Use oakleaf or other dry soil tolerant hydrangea 7) Screen lights from right-of-way with plants 8) Substitute abelia 9) Work with staff to include lower height plants to ensure stone walls are visible Ann Fischer, 6000 Holywell Drive, stated that the project designers are present with her tonight to answer questions. Ms. Salay inquired about staffs recommendation to replace the proposed knockout roses with rugosa. Ms. Ball stated that last year, a soil borne disease spread by bird, entered this area of the City. It destroyed all of the roses near the Jack Nicklaus statue. Staff worked with Brickman on the issue, and they provided staff with a bulletin on this disease. She will forward a copy of that to Community Development Committee Minutes— March 12, 2014 Page 3 of 9 Committee members. The disease is spread rapidly by birds, and once the soil is affected, it is a permanent situation. They will never be able to plant a knockout rose in that soil again. The disease is contained to the drift roses and knockouts. Other species are not affected by the disease; the rugosa rose is suggested. Mr. Reiner inquired if Dunmere has any objections to the nine conditions recommended by staff. Stephen Beck, Tree Mendous Design owner, responded that they have no objections. They have worked with the City of Dublin for many years, and are accustomed to meeting City expectations. There is already significant plant material in the beds, and where possible, they will move around/transplant the plants that can be saved. Mr. Reiner inquired if there are any evergreen elements to avoid a bare look in this area during the winter. Mr. Beck responded that there are existing evergreen elements. Ms. Fischer inquired if staff desires that they remove all the barberry, because there is a significant amount of it. Ms. Ball responded that is staffs recommendation, because barberry is considered invasive. It shades out all native plants. Mr. Beck noted that he has removed some of it in his design; however, he left some of it on the left, because they were in good shape. If those are removed, as well, it will mean that more plants will be needed to replace it. Mr. Reiner requested that with these BYN grant applications, when staff has recommendations for significant removal/ replacement of invasive materials, that it be accomplished in a balanced, continuous manner over a period of time — removing the worst ones now and keeping the others for a while. Perhaps with their next grant application, the rest of the removal/replacement could be accomplished. He inquired who would be responsible for watering the project. Ms. Fischer responded that they have an irrigation system for both sides and both entrances of the subdivision. Mr. Reiner inquired if the HOA finances the irrigation. Ms. Fischer responded affirmatively. Mr. Peterson recommended approval of the application to Council with the conditions proposed by staff. Ms. Salay and Mr. Reiner concurred with the recommendation. Llewellyn Farms Ms. Husak stated that the application for Llewellyn Farms is intended to improve landscape features and reestablish landscape beds at the neighborhood entrances and will include new plants, restore edging and mulching, and the installation of new lighting along the newly constructed multi -use path along Dublin Road. New landscaping is proposed at the corners of Rings Road and Dublin Road, at the entrance at Dublin Road and Tuttle Road, and at the entrance at Rings Road and Hertford Lane. The total amount requested is $3,000. Proposed Staff Conditions: Community Development Committee Minutes— March 12, 2014 Page 4 of 9 1) Replace the limelight hydrangea with quickfire hydrangea or Doublefile Viburnum "Summer Snowflake" 2) Ensure the oakleaf hydrangea receives water during the growing season 3) Select one hydrangea variety for a unified look 4) Redesign to Dublin Road/Tuttle Road landscape bed to accentuate the stone wall 5) Incorporate lower height plants to avoid hiding the stone wall and allow visibility 6) Clarify tree removal and replacement impacts of the proposal Mr. Reiner inquired if the applicant has any objections to the conditions recommended by staff. Phil Petruska, 5691 Chatterfield Drive, responded that they have no objections. They can make the replacements recommended by staff. Mr. Reiner stated that there is one other plant he would prefer to see removed — the inkberry; they become leggy and bare at the bottom. He would recommend replacing those with boxwood, which will remain low and define the space. The boxwood will endure and avoid the need for additional money spent in the future. Ms. Salay stated that she would be fine with the applicant using a couple kinds of hydrangea, rather than limiting it to one. This is a "taste" preference, and if that is what the HOA wants to do she doesn't think the City should "over pick" their selections. Mr. Reiner inquired their plans for maintenance. Mr. Petruska responded that the homeowner on the corner does much of the maintenance, but there is an HOA group that maintains the entrances and does whatever additional is needed. They do not have an irrigation system, so getting the water there can be a challenge. Mr. Reiner responded that a plan for adequate water is a major requirement. We do not want to plant it only to replace it. Can he assure Council that will be done? Mr. Petruska responded affirmatively. Ms. Salay moved to recommend approval of the Llewellyn Farms grant application. Mr. Peterson noted that this application includes the highest BYNG criteria score. Mr. Peterson and Mr. Reiner concurred with the recommendation. Ms. Salay noted that as staff indicated, this area at Dublin/Rings Road was impacted by the City's bikepath construction project. Typically, the City will restore what was impacted. Would staff look into that and make sure the City has done whatever should have been done? She does not want to put any of that responsibility on the neighborhood, if the need was partially caused by the City's work. Mr. Petruska responded that it was a lengthier project than anticipated. Evidently, the contractor did not expect to find so much rock. The City did come back and add fencing on the culvert at Dublin and Hertford. Ms. Salay stated that she was curious about the corner of Rings and Tuttle. She had thought that had been significantly impacted. Staff can look into that. Community Development Committee Minutes— March 12, 2014 Page 5 of 9 Park Place Ms. Husak stated that Planning staff has been working on this application with the representatives and the landscape company to replace their entryway feature at Hyland -Croy Road. This is a very formal design that was approved by the Planning Commission as part of their Final Development Plan. It provides for cherry tree bosque on both sides of the entrance drive into the neighborhood. There have been concerns from the neighbors that the tree has not been performing well, due to: (a) the weather conditions; it is exposed and windy, and (b) the species that was selected isn't appropriate for the soil condition. This project is a very long- term, expensive project. The grant application is for Phase 1, at a request of $5,000. This phase would involve removing and replacing all the trees that are dead or dying that are adjacent to Park Mill and Hyland -Croy Road between the two reserves. Once these cherry trees are removed, new flowering Royal Raindrop Crabapple trees will be planted in a formal "L" shape along the two roadways to maintain the formal entry into the subdivision. All other existing trees will remain in the bosque arrangement. Ms. Salay inquired if the intent is, over time, to replace the cherry trees. Ms. Husak responded affirmatively. There are 53 trees and cannot all be replaced at one time. Ms. Salay inquired if the HOA anticipates coming back for additional BYN grants to complete this project. If so, how many years would it take? Ms. Husak responded that they do. It will take three grant cycles, or nine years to complete. Mr. Reiner inquired the present condition of the trees. Ms. Ball responded that the City Forester visited the site to verify their condition. She indicates that the trees are all in different states of decline. Proposed Staff Conditions: None. Mr. Peterson recommended approval of the application to Council. Ms. Salay and Mr. Reiner concurred. River Highlands Ms. Husak stated that this application intends to improve the neighborhood entrance at Zachary Court and Martin Road by cleaning and repairing stonework, installing a dry creek bed, and landscaping two tiered beds. The total amount requested is $1,937.51. There are some issues there with wash-out as the topography is steep in that area close to the river. This is a multi- phase project. In Phase II, improvements will be made to the drainage on Martin Road, clean out ivy, river rocks streambed to drain, and install steel edging. There are some questions with the second phase related to jurisdictional boundaries. There are also safety concerns, as the other portion of this will be at the Riverside Drive area of the neighborhood and the road would be close to where the landscaping would occur. However, those issues will be addressed with the second grant cycle. Ms. Salay inquired if staff is concerned about cars leaving the roadway and striking the stone walls. Ms. Husak responded that there have been problems with performing maintenance work in that corner, due to safety concerns for workers. Proposed Staff Conditions: Community Development Committee Minutes— March 12, 2014 Page 6 of 9 1) Work with staff to select appropriate plants for the soil conditions such as gro low sumac or golden globe arborvitae 2) Switch the dwarf fountain grass with prairie dropseed and the Karl Forester Reed Grass with little bluestem 3) In preparation for Phase II, work with staff on the cobble stone detail and secure Engineering approval Mr. Reiner inquired if the applicant had any objections to staffs conditions. Dale Voitus, 4421 Zachary Court, HOA trustee, responded that they have no issue with working with staff to meet expectations. Barb Hart, 4409 Zachary Court, HOA, stated that they have already discussed staffs conditions with the Landscape Architect, who indicates they can make the recommended switches with the plant materials and remain within the budget. Mr. Reiner noted that the recommended carex is good if there is a deer issue — they can't ingest it. It is a hardy plant and can withstand shady conditions. Ms. Hart responded that they do have an issue with deer. This is also a very shady area. Mr. Reiner inquired about drainage or runoff issues for this site. Ms. Hart responded that they spoke with Engineering about the runoff from Martin Road. Presently, nothing is diverting that. They will be installing a dry bed to guide the water down to the first catch basin. If that works, with their next proposal, they will try to do something similar all the way down to Riverside Drive. Mr. Reiner noted that the cobblestone is mined in this area, and you can get a significant amount of stone inexpensively. He noted that the stone can be more aesthetically pleasing, if placed in nature's manner — larger stones along the edges, smaller in the middle. A few, slightly larger ones can be placed in the middle to break the water flow. Mr. Peterson recommended approval of the application to Council with the conditions proposed by staff. Ms. Salay and Mr. Reiner concurred with the recommendation. Wellington Place Ms. Husak stated that this application includes the enhancement of the landscaping along the northwest side of the entrance into Wellington Place by adding trees to help better screen the neighborhood from Brand Road. Proposed plants include evergreens such as Blue spruce and Norway spruce as well as deciduous trees, shrubs, and perennials. The total grant amount requested is $5,000. Staff recommends using only one type of evergreen in that small of a planting, because the Blue and Norway spruce are over -used City-wide. Staff recommends using a fir. Proposed Staff Conditions: 1) Work with staff to redesign the proposal to include one evergreen variety, such as fir 2) No transplant of invasive grasses and include grasses such as switch grass, little bluestem, or prairie dropseed 3) Remove the serviceberry from the proposal, increase the tree spacing and add one fir Community Development Committee Minutes— March 12, 2014 Page 7 of 9 Mr. Reiner stated that Blue and Norway spruce are probably over -used because they have proven to be more disease resistant. Everything else in this area is being negatively impacted. Firs are borderline, due to their inability to withstand hot summers. What is staffs specific recommendation? Ms. Ball stated that Forestry and Horticulture took tree inventories and discovered the tree count is very lopsided. Staff wanted to avoid a situation similar to that which occurred with the ash tree, if something were to impact the Blue Spruce. In Parks, they have had good luck with the Conifers. The Siberian Spruce, which is not heavily used, is also good. Mr. Reiner indicated those recommendations are good. This area is not fir country, so he wanted to ensure that the recommendations to the HOA were as sound as possible. Ms. Salay stated that on the south side of the pond in Heather Glen Park there is Concolor Fir, and they are growing very well. Ms. Ball responded that tree works, as well. Ms. Salay noted that they personally installed a Concolor in their yard, when they noticed how well it did. Mr. Reiner inquired if the applicant has any objection to the three conditions of staff. Frank Pagnatta, 7465 Katesbridoe Ct, HOA Trustee, stated that they have no objections Mr. Reiner inquired about the maintenance plan for the project. Mr. Pagnatta responded that they planned for this need. They have much to do with this property and probably spend $6,000/year replacing and adding trees to achieve screening. They spend approximately $4,000/year on irrigation, and added five zones to their irrigation system three years ago to ensure it was adequate to the needs. Irrigation will not be an issue Mr. Reiner noted that they seem to have an aggressive homeowner association in terms of collecting dues. Mr. Pagnatta responded that they have a 100% collection rate, and everyone seems happy with the HOA. They have been in place about 15 years, and everyone works together. Ms. Salay inquired if the HOA is forced and funded. Mr. Pagnatta responded affirmatively. Mr. Peterson recommended approval of the application to Council with the conditions proposed by staff. Ms. Salay and Mr. Reiner concurred with the recommendation. Mr. Reiner thanked staff and the applicants for their work on the plans for these projects, which will enhance the entire community. The Committee's recommendations will be forwarded to City Council for review and approval. Ms. Salay inquired if staff had any concerns with the applications this year. Community Development Committee Minutes— March 12, 2014 Page 8 of 9 Ms. Husak responded that they were happy with the transition that occurred this year. Staff is working on revisions to the application. There is now a Community Relations representative on their team, and they anticipate highlighting the program more. They may be able to get a story on one of the civic association videos. Ms. Salay suggested that an article in Dub/in Life would also be well read. It would be good to show a "before and after' example. Request to Permit Sale of Alcohol at "Sundays at Scioto" Concerts in Scioto Park Mr. Reiner stated that Dublin Arts Council has requested City permission to sell alcohol at these concerts to raise revenue to make the event more self-sufficient. Before the meeting, Ms. Crandall indicated that there would be an associated cost, which is based on the number of attendees. Four police officers would be required for the four hours, for a total cost of $640. Ms. Crandall stated that there is an industry standard. This is actually about half the number required for the number of event attendees, but this is a very tame event. Ms. Salay responded that it typically has been, because alcohol has not been served. If that is changed, a different crowd could be attracted. Ms. Crandall responded if that should be the case, it would be re-evaluated. But, at this point, the number is based on past experience with the event. A fence perimeter would need to be set up, as well, to contain the event, and there is a cost associated with the installation/removal of the fencing. Therefore, the total cost of City services for the event is estimated at $3,600/event. Ms. Salay stated that Dublin Arts Council would have to sell a lot of alcohol to recover those costs. She does not support approving this request, because the environment of this event is very family-oriented. This would change that. The City struggles with permitting alcohol during the Dublin Irish Festival. In the years she has served on Council, she recalls only two other events for which Council approved the sale of alcohol — they were one-time events. Given the cost of City services to the Dublin Arts Council, she would not be supportive of approving this request. Mr. Peterson responded that he does not support approving the request, either. It will change the whole atmosphere/environment of the event. His initial reaction is that this would not be a good idea. Mr. Reiner responded that he would like to talk with DAC about the associated costs. He does not believe they can raise enough money to meet the $3,600 cost of City services. Mr. Peterson stated that there may be some families that would no longer want to take their young children to this event. A wine -drinking crowd creates a different atmosphere than a family-oriented crowd. Nor does this seem to fit with the fact that this event is held on Sundays — a family event on a Sunday afternoon is intended to be a low-key, simple idea. We would be complicating it with a dynamic that he does not believe is necessary. It may discourage some people from attending. Community Development Committee Minutes— March 12, 2014 Page 9 of 9 Mr. Reiner stated that there are two negative votes, and that is the majority. He will advise Dublin Arts Council of the fact that he will be taking a negative recommendation back to Council. Mr. Reiner noted that the recent addition of food trucks to the event was successful. Dublin Arts Council has been receiving a portion of those proceeds. Ms. Salay inquired how much profit DAC has from food sales. Mr. Reiner stated that there was a DAC board meeting last evening, and he asked that question, as well. He doesn't yet have those numbers. He knows that Jeni's Ice Cream sold out last year. This year, the Cheesy Truck will be there. Ms. Crandall stated that the City will continue to look for opportunities for Dublin Arts Council. They were invited to serve alcohol at the Fore! Fest, at which they generated approximately $10,000. Unfortunately, there is a wait list to serve alcohol and other beverages at the Dublin Irish Festival; but if there is an opportunity to include DAC, that will be considered. Mr. Reiner thanked fellow committee members, staff and the BYN Grant applicants who presented tonight. He appreciates everyone's efforts. The meeting was adjourned at 6:53 p.m. Deputy Clerk of Council