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HomeMy WebLinkAbout03/03/2003 RECORD OF PROCEEDINGS Minutes of Dublin. City Gouncil ~~~ting DAYTON LEGAL BLANK CO.. F-ORM NO 1014!j ReIn March 3, 2003 19 Mayor McCash called the Dublin City Council meeting of Monday, March 3 to order at 7:00 p.m. in Council Chambers at the Dublin Municipal Building. Mr. Kranstuber led the Pledge of Allegiance. .. Roll Call Council members present were: Mayor McCash, Vice Mayor Boring, Mr. Kranstuber, Mr. .. Lecklider, Mr. Reiner and Ms. Salay. Ms. Chinnici-Zuercher arrived at 7:10 p.m. Staff members present were: Ms. Brautigaum, Ms. Grigsby, Mr. Smith, Mr. McDaniel, Mr. Ciarochi, Chief Epperson, Mr. Harding, Mr. Hammersmith, Mr. Hahn, Mr. Stevens, Mr. Gunderman, Mr. Turnock, Ms. Crandall, Ms. Hoyle and Ms. Gilger. Approval of Minutes of February 18, 2003 Regular Meeting Mr. Kranstuber moved approval of the minutes as submitted. Ms. Salay seconded the motion. Vote on the motion: Mr. Reiner, yes; Mrs. Boring, yes; Ms. Salay, yes; Mr. Lecklider, yes; Mr. Kranstuber, yes; Mayor McCash, yes. Correspondence The Clerk reported that a Notice to Legislative Authority was sent regarding transfer of liquor permits to Ted's Montana Grill, Sawmill Road. There was no objection to the transfer of these permits. CITIZEN COMMENTS Steven Gvuro. Council representative to The Dublin Fund provided a brief update to Council, including a categorized list of all of the grant funding awarded by the group since their founding in 1980. He noted that the group meets quarterly to review proposals from . community organizations. They also solicit proposals and provide training sessions for those who want to seek grant funding. In terms of major issues, their challenges include recognition that the Dublin Fund exists; obtaining increasing support base for the fund; .."",..,. and continuing to identify proposals which provide "seed money" for innovative programs, those which benefit the community and the quality of life of the residents. He thanked Council for the opportunity for input. Council Members thanked him for his ongoing seNice in representing City Council to the Dublin Fund. (Ms. Chinnici-Zuercher arrived at this point.) Tom Fletcher, President of Bristol Commons Homeowners Association, 5525 Bristol Parkway noted that he is accompanied by Steve Henck, 5507 Fawnbrook Court. He addressed Council regarding the Association's safety concern for families and children who cross Brand Road at Bristol Parkway. They are requesting Council's consideration for a tunnel at this location. This proposal was presented to the City Manager recently, and her office responded that the design and construction of a tunnel is awkward, difficult and costly. He asked that Mr. Henck describe briefly the rationale for their request. Steve Henck distributed materials that support their request. The geography of Brand Road includes CUNes and blind spots that make crossing difficult. In addition, the speed of traffic and related driver reaction time impacts the safety of bicycles and pedestrians who cross at this location. While the speed limit is 35 mph along Brand, drivers consistently exceed the speed limit. Further, cars must accelerate in a left turn onto .. Brand Road to head east, making the situation very dangerous. The traffic has increased along Brand Road recently, and future development northwest of Dublin and the opening .. .. of the new high school will result in more traffic. As a result of the school redistricting, Bristol Commons is the only development north of Brand Road that has children attending Wyandot Elementary. Busing is provided for the 97 children, but there are many before and after school activities that are not accommodated. The recreation activities at the Earlington Park and Dublin pool require safe access from the neighborhoods. Unattended children should not cross Brand Road, but they do. The City needs to provide safe access to this area with a tunnel. Mr. Kranstuber pointed out that Pat Johnston of Bristol Commons brought this request to Council a few years ago. Tunnels are extraordinarily expensive, and several areas would likely meet the criteria as outlined by the residents tonight. It is an issue of the amount of funding available for such projects. RECORD OF PROCEEDINGS Minutes of Dublin.. City..Council .... ...... ..... ..... w,"W ............ ..W ..... . ..... .......w...M~~t~!1:g.. DAYTON LEGAL BLANK co., FORM NO 10148 March 3, 2003 Page 2 Heln 19 Ms. Chinnici-Zuercher pointed out that in terms of recreation, there are other parks available on the north side of Brand Road serving the residents of Bristol Commons. Perhaps better communication between the City and the Schools could facilitate consideration of all of the issues that result from school redistricting, such as those mentioned by the residents tonight. There are some less expensive options staff could consider in relation to the traffic issues - perhaps crosswalk signalization may improve the ~....,;.;;-" safety, if it is warranted. In any case, all of this would have to be considered within the context of other traffic considerations on the table at this time. Mrs. Boring agreed, noting that Council has tried to maintain the rural character of Brand Road. Even if a tunnel were built, not all children would cross at the tunnel location. This entire issue merits reconsideration, however, because of the nature of the topography and the roadway. Mayor McCash summarized that staff will investigate further and report back to Council. He asked that staff keep in contact with the residents on this issue. Steve Thomas, 238 Clover Court stated that after several months of discussion and the CDM study that verified the likelihood of flooding along the Monterey Creek, Council approved a resolution to effect changes within the City owned easement to eliminate flooding potential along Clover Court. That was done in August of 2002. He would like to know and have Council be made aware of the status of this project and the timeline for its implementation. This is the fifth spring he has been waiting for this project. Mr. Hammersmith stated that staff has made contact with the three property owners whose participation is required for the minimum channel improvements project. Mr. Thomas is the only one who has acknowledged participation in the project. Staff is in the process of setting up a meeting with the Muellers to seek their participation. As of now, the participation in the project is not secured. iI' Ms. Salay added that the project is in the design phase. It is programmed for construction .....'c.".-"'" in 2004 in the CIP. It is a matter of securing the participation from the residents. She is trying to work with staff and the property owners to show them how their properties will be impacted. Wallace Maurer, 7451 Dublin Road commented regarding the injustice in the Kindra firing. On September 16, Council sought to stop further discussion by indicating it was a personnel matter handled by the Interim City Manager and that Council does not deal with personnel other than the City Manager and the Clerk of Council. He noted that he is not heading toward any legal action with this. He asked if any executive sessions were held between June 3 and the present time with respect to Mr. Kindra. Mayor McCash stated that his recollection is that the matter was settled prior to June 3, and there were no executive sessions on this subject within the timeframe specified. Mr. Maurer asked if Mr. Kindra was aware of his option to have a public hearing, as provided for in the Ohio Revised Code? Mrs. Boring noted that if there were an executive session regarding a personnel matter, Council is not required to indicate anything other than the general subject matter for the executive session, per the ORC language. LEGISLATION SECOND READING/PUBLIC HEARING - ORDINANCES Ordinance 15-03 Accepting the Lowest/Best Bid tor the Stormwater Management System Maintenance Program - General Construction Services Contract 2003, and Declaring "!c- an Emergency. Ms. Brautigam reported that there is no additional information from staff. Mr. Kranstuber moved for emergency passage. Mrs. Boring seconded the motion. Vote on the motion: Mr. Reiner, yes; Mr. Kranstuber, yes; Mrs. Boring, yes; Ms. Chinnici- Zuercher, yes; Ms. Salay, yes; Mayor McCash, yes; Mr. Lecklider, yes. Vote on the Ordinance: Ms. Salay, yes; Mr. Kranstuber, yes; Mr. Lecklider, yes; Ms. Chinnici-Zuercher, yes; Mrs. Boring, yes; Mr. Reiner, yes; Mayor McCash, yes. Ordinance 16-03 Accepting the Lowest/Best Bid tor the Right-ot-Way Maintenance-North 2003 Project in the City ot Dublin, and Declaring an Emergency. Ms. Brautigam reported that there is no additional information from staff. RECORD OF PROCEEDINGS Minutes of DubUnCilyCQuocil. .N ... .... ...... ...........'....mNmN~~~!i~g DAYTON LEGAL BLANK co., FORM NO 10148 March 3, 2003 Page 3 Heln 19 Mr. Reiner: moved for emergency passage. Mr. Kranstuber seconded the motion. Vote on the motion: Ms. Salay, yes; Mr. Lecklider, yes; Ms. Chinnici-Zuercher, yes; Mrs. Boring, yes; Mayor McCash, yes; Mr. Kranstuber, yes; Mr. Reiner, yes. "''' Vote on the Ordinance: Mayor McCash, yes; Mr. Kranstuber, yes; Mrs. Boring, yes; Ms. Chinnici-Zuercher, yes; Mr. Reiner, yes; Mr. Lecklider, yes; Ms. Salay, yes. -"",. Ordinance 17-03 Accepting the Lowest/Best Bid for the Right-of-Way Maintenance-South 2003 Project in the City of Dublin, and Declaring an Emergency. Ms. Brautigam reported that there is no additional information from staff. Ms. Salay moved for emergency passage. Mr. Lecklider seconded the motion. Vote on the motion: Mrs. Boring, yes; Mr. Kranstuber, yes; Mr. Reiner, yes; Ms. Salay, yes; Ms. Chinnici-Zuercher, yes; Mr. Lecklider, yes; Mayor McCash, yes. Vote on the Ordinance: Ms. Chinnici-Zuercher, yes; Ms. Salay, yes; Mayor McCash, yes; Mrs. Boring, yes; Mr. Kranstuber, yes; Mr. Reiner, yes; Mr. Lecklider, yes. Ordinance 18-03 Accepting the Lowest/Best Bid for the Landscape Installation - 2003 Project in the City of Dublin, and Declaring an Emergency. Ms. Brautigam reported there is no additional information from staff. Ms. Chinnici-Zuercher moved for emergency passage. Ms. Salay seconded the motion. Vote on the motion: Ms. Chinnici-Zuercher, yes; Mr. Kranstuber, yes; Mr. Reiner, yes; Mrs. Boring, yes; Mayor McCash, yes; Ms. Salay, yes; Mr. Lecklider, yes. Vote on the Ordinance: Mr. Kranstuber, yes; Mrs. Boring, yes; Ms. Salay, yes; Mr. Lecklider, yes; Mayor McCash, yes; Mr. Reiner, yes; Ms. Chinnici-Zuercher, yes. JI!il!',-..." Ordinance 25-03 6/io.,.uiit' Authorizing the City Manager to Enter into a Memorandum of Agreement with the Franklin County Board of Health for the Maintenance, Storage and Joint Purchasing of Mosquito Control Equipment and Products. Ms. Brautigam reported there is no additional information from staff. Vote on the Ordinance: Mr. Kranstuber, yes; Mr. Reiner, yes; Ms. Chinnici-Zuercher, yes; Mayor McCash, yes; Mrs. Boring, yes; Ms. Salay, yes; Mr. Lecklider, yes. Ordinance 27-03 Adopting the Lowest/Best Bid for an Ozone Generator. Ms. Brautigam stated that staff is requesting this ordinance be postponed until March 17. Favorable recommendations were obtained regarding the low bidder, but staff is reviewing other ways to potentially lower the cost and wants an opportunity to pursue this. Mr. Kranstuber moved to postpone this ordinance until March 17. Ms. Salay seconded the motion. Vote on the motion: Mr. Kranstuber, yes; Mr. Lecklider, yes; Mayor McCash, yes; Ms. Salay, yes; Ms. Chinnici-Zuercher, yes; Mrs. Boring, yes; Mr. Reiner, yes. INTRODUCTION/FIRST READING - ORDINANCES Ordinance 28-03 Accepting the Lowest/Best Bid for Renovations of the 5800 Building and Appropriating Funds Therefor. Ms. Salay introduced the ordinance. Ms. Brautigam stated that the bids were very favorable, and staff is recommending the bo' lowest/best bid of $227,000. Mr. Price is available to respond to questions. Ms. Salay asked which items were considered and then eliminated from the project. Mr. Price stated that staff considered several options, including reorientation of the building. Some things dropped were a first floor conference room of sufficient size to host large meetings and the improvement of the currently non-conforming gravel parking lot. Ms. Brautigam stated that later in the agenda, discussion of the Council Chambers renovations is scheduled. The low bid for this project frees up some of the funding allocated in the budget for the 5800 Building renovation and could potentially be used to fund improvements at City Hall. Mr. Reiner asked if staff has experience with the contractor in view of the low bid. RECORD OF PROCEEDINGS Minutes of .. DublinCilyCQuncil ..............................mmn ..... ..... .....,~~~!!!l:g ... DAYTON LEGAL BLANK co., FORM NO 10148 March 3, 2003 Page 4 HeIn 19 Mr. Price responded that the architect has worked with the contractor previously and the contractor has performed well in a number of public service projects under $.5 million. He added that the decision was made previously to delay the bids until the first quarter of 2003 in the hope of a favorable bidding environment. There will be a second reading/public hearing at the March 17 Council meeting. $. .. Ordinance 29-03 Accepting the Lowest and Best Bid and Authorizing the City Manager to Enter into a Contract for Construction of the Department of Service Site Improvements. Ms. Brautigam stated that staff is requesting that this ordinance not be introduced. Staff felt that the bids were too high, and staff prefers to return at a later date with an ordinance. Ordinance 30-03 Authorizing the City Manager to Execute and Grant an Additional Easement Agreement with AEP for the Development of the Ballantrae Golf Course in the City of Dublin, County of Franklin, State of Ohio, and Declaring an Emergency. (Request to dispense with public hearing) Ms. Salay introduced the ordinance. Mr. Smith stated that this facilitates electric service to the golf course. It has been reviewed by Legal staff and Engineering. Ms. Chinnici-Zuercher moved to dispense with the public hearing and treat this as emergency legislation. Ms. Salay seconded the motion. Vote on the motion: Mayor McCash, yes; Mr. Reiner, yes; Ms. Salay, yes; Mrs. Boring, yes; Mr. Lecklider, yes; Mr. Kranstuber, yes; Ms. Chinnici-Zuercher, yes. Vote on the Ordinance: Mr. Lecklider, yes; Ms. Chinnici-Zuercher, yes; Mayor McCash, yes; Mr. Reiner, yes; Ms. Salay, yes; Mr. Kranstuber, yes; Mrs. Boring, yes. ft' INTRODUCTION/PUBLIC HEARING - RESOLUTIONS 'I!Mii.."'" Resolution 13-03 Authorizing the City Manager to Accept the Donation of a .96 Acre Parcel of Land Located at 5359 Post Road from the Continental Real Estate Company Ms. Salay introduced the resolution. Ms. Brautigam stated that the owner of this property approached the City recently regarding their desire to donate the land. The City wants to accept the donation, but a Phase 1 environmental assessment is needed prior to moving forward with acceptance. Staff is recommending passage. Vote on the Resolution: Ms. Chinnici-Zuercher, yes; Mayor McCash, yes; Mrs. Boring, yes; Mr. Kranstuber, yes; Mr. Reiner, yes; Mr. Lecklider, yes; Ms. Salay, yes. OTHER Concept Plan - Tartan West Colby Turnock, Planner stated that this is a concept plan for Tartan West, a 211- acre site. This site was zoned "R" after annexation to the City. He showed aerial slides of the site and surrounding area located in the northwest portion of the City. Much of the land to the west is not within the City limits, and is located within the Glacier Ridge Metro Park; to the east is Phase 43 of Muirfield. The site plan of 211 acres includes 423 units for a density of two units per acre. There are 95 single-family lots, all 100 foot or wider; 112 cluster units; and 225 condominium units. For the most part, the single-family lots are located at tfI' the northern portion of the site with the exception of a small subarea. The site has areas that are heavily treed, with the western side fairly open. The architecture has not been ti, determined for the condos and cluster units. The single-family product will be similar to that of Tartan Fields. There has been mention of a "seaside" type village for the cluster units around a 13-acre lake. This lake is part of the proposed open space and will be open to the general public. Another main portion of the proposal is a fitness/wellness center of 60,000 square feet on the west side of the site. There is an existing barn in the southwest corner of the site, and the applicant has mentioned a potential equestrian center for this location to tie into the existing riding trails at Glacier Ridge. There are 66 acres of open space proposed, mainly on the linear out portions of the site and also diagonally through the middle of the site, in accordance with a 150-foot wide electrical easement. The existing three large electrical towers on the site are located within the open space area on the plan. RECORD OF PROCEEDINGS Minutes of DubJin City Gouncil .u wl\1:~u~!~!l:gw r'r","",',', rmm'... ..../"...-M...."..n'''.m..h...''.'~."'"'"^./ DAYTON LEGAL BLANK co., FORM NO 10148 March 3, 2003 Page 5 HeIn 19 The P&Z Commission voted to disapprove the concept play by a vote of 5-2 on the following bases: 1) The Plan is not consistent with the Community Plan in that it needs to be more rural in character; ".. 2) That there are unaddressed density issues; 3) That there are traffic and water considerations that still have to be dealt with; and 4) That there needs to be preservation of natural resources. ...... Mayor Kranstuber invited questions from Council for staff. Mr. Reiner asked what the Community Plan specifies for this area. Mr. Turnock responded that, originally, the Plan called for this area to be Metro Park. Last year, however, a new future land use map was adopted and it calls for medium density residential of under two dwelling units per acre. There is an area plan that doesn't specifically call for a density, per se, but for developments to have a rural character in keeping with the Metro Park plan. That plan assumed the Metro Park would be located further to the east, but it has been shifted westward. Mr. Lecklider stated that this is another reiteration than the version staff was considering in their recommendations to P&Z. Does staff still stand by the conditions recommended at that time? Mr. Turnock responded affirmatively. Ben Hale, Jr., 37 West Broad Street indicated he represents the applicant, together with Michael Fite of Bird/Houk Collaborative. He reported that his client has obtained an option for an additional tract of land, which will increase the development to 250 acres. He provided a brief history of the project, noting that the owners of Tartan Fields wanted to expand in an area relatively close to Tartan Fields. The concept for this development is ,.. " unique, and they were able to combine 5 pieces of property of 40 acres each, which provides an opportunity to plan over 200 acres. Similar opportunities in Dublin were in 1iiIiio<".... Muirfield and Ballantrae. The end product is much better than a number of separate parcels. This development proposal provides homeowners the opportunity for membership at Tartan Fields and the value in this allows for a higher market price. They also plan to build a health and wellness center at a cost in the range of $15 million. It will include rehab and other health screening opportunities, along with typical country club amenities. In Central Ohio, some aspire to a different lifestyle as their children are grown, and the plan de-emphasizes single-family homes and accommodates "empty-nesters." Muirfield was built in 1973 and many who live in Muirfield and other northwestern Franklin county areas are ready to move to this type of housing. In terms of impact on the schools, this project will produce in excess of what it costs to educate the children it generates - a total of $1,750,000 per year - which will educate 270 students in the district. The target group of residents will not impact municipal services in the same way as younger families. In terms of the process, their goal at the concept plan stage is to ensure they are on the right track, to listen and gather information so that the preliminary development plan takes into consideration all of this feedback. The Planning Commission has recommended an additional rural feel, and preservation of natural resources. In this effort, the plan has been sent to Randall Arendt for review and they have begun to revise their plan based on the P&Z feedback and that from Mr. Arendt. They believe that in terms of the big picture, this is a concept plan, which should be approved. It provides housing opportunities for empty nesters that want to remain in the community and has a positive impact on the school system. This represents an opportunity to build something of high quality and architectural standards in Dublin. Their commitment is to do this at the highest possible level. He asked Mike Fite to comment briefly about the plan. They haven't filed anything new, but want to share with Council some of the things they are moving towards in terms of planning issues for the development. In addition, they have a video that portrays the quality and the type of development they are trying to deliver. Mayor Kranstuber asked if what is being presented is the same information as that presented to Planning Commission. Mr. Hale confirmed that it is. He added that they intend to file a preliminary development plan, which is the zoning action, which will take into account the feedback from Planning Commission, Le., natural resources preservation, etc. RECORD OF PROCEEDINGS Minutes of DubJ.in. City Council Me~ting .,,,,,.",-""",",",'","M,"//'''N''/'-/'/W'',"" ","./.." ,,,'/,gm// ","WN/ DAYTON LEGAL BLANK co., FORM NU 1014t:i March 3, 2003 Page 6 HeIn 19 Michael Fite, Bird/Houk Collaborative stated that they are at concept level, but have approached this as a working document with the staff, the Planning Commission and with Council. They are taking notes and responding to the suggestions made by Planning Commission. The details of the plan are not important tonight, but rather the concept P"""". proposed which includes high architectural standards, a health and wellness center, and focus on the lake. The two plans submitted to Council, and the third sketch to be shared tonight conceptually are the same - trying to attract a different marketplace, preserving ~-""~ natural resources, incorporating a lake and a health and wellness facility. The video contains images that portray what they are trying to achieve. Mrs. Boring noted concern with showing a new plan to Council that was not shown to Planning Commission. Mr. Fite responded that the issues expressed by P&Z are being addressed, and the applicant believes it is important to show that they are responding to what has already been suggested. This is a non-binding concept plan and they are working toward filing a preliminary development plan. Mrs. Boring asked if a supermajority vote is then needed to override the P&Z vote. Mr. Smith responded that this is not a rezoning case and a supermajority is not needed. P&Z is not bound by their vote, and Council will not be bound by their vote tonight. This is only a concept plan. He spoke with Mr. Hale today and indicated that the concept plan shown to P&Z should be presented to Council. If changes have been made, they can be discussed; however, Council is to vote on the plan that P&Z voted upon. Mr. Hale confirmed this, noting that they have not filed any additional documents with the City. What they want to show Council tonight are the changes being made in the plan to date. Mayor McCash stated that in reading the staff report of February 20, staff recommended .h'" approval with 6 conditions. Many of the Commissioners' concerns related to those six conditions. Do the changes in the alternative plan address the six conditions? - Mr. Hale said that they address these conditions and others. Mr. Reiner applauded the applicant for responding to the suggestions of the Planning Commission. Mrs. Boring noted that she spoke with Mr. Hale outside of the meeting. The concern is that P&Z tried to expedite the process by devoting a Saturday to walking the area and reviewing the plan. The next meeting of the Commission was devoted entirely to this case. Tonight there are changes that have been made and presented to Council- why weren't these done previously? The important issues are the density in the area near the Metro Park. Why wasn't P&Z given the opportunity to consider these items? Mr. Hale responded that P&Z made several suggestions at the first meeting - more curvilinear roads, relocation of the club - and the plan was amended and submitted to them. At the Saturday meeting, the applicant was not allowed to speak during the three- hour meeting. The plan was not changed between the Saturday meeting and the following meeting, but it was first presented at the meeting on February 20. Based on the feedback from that meeting, the applicant is responding. He suggested that Council see the video and review the plan previously submitted to P&Z. Following the video, Mr. Fite summarized that the important question is whether this '" project deserves the opportunity to proceed. They are requesting Council's approval of the concept plan. 'il>. Mayor McCash stated that there are two plans in the package submitted for this meeting - Exhibit G, Site Plan Original Submission and Exhibit G, Site Plan Resubmission. Is the resubmission the one reviewed by P&Z on February 20? Mr. Fite confirmed that the resubmission plan was viewed by P&Z at the Saturday meeting and the first discussion of that plan was at the February 20 P&Z meeting. Mr. Reiner asked if the architecture shown in the video is being considered. Mr. Fite responded that there is a Tuscan flavor for the architecture to be utilized for the club. One of the cluster components developer/builder favors the Tuscan theme and they are exploring the various elements needed. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 March 3, 2003 Page 7 Held 20 Mr. Kranstuber stated that his assumption is that the focus tonight is not on road design, but on the big picture concepts. Mr. Fite agreed, noting that details will be discussed at the preliminary development plan stage. Mr. Reiner noted that the northern lots are described as similar to Tartan. Are the lots of a similar size? Mr. Hale responded that the single family homes priced at $1 million plus will be on very large lots of 200 by 250 feet - the rest are a minimum of 100 feet wide, similar to Tartan Fields. The remainder are clustered are attached condominium units. He noted that there is a creek through the middle of the site and power lines. Some adjustments have been made to preserve the trees and to make it more open. He showed the updated plan to Council. Mr. Fite explained that the club has been relocated toward Hyland-Croy Road. An in- depth study was done of every tree on the site, and 150 landmark trees have been identified. Only one tree will be impacted where the road could not accommodate it. There is three times the amount of open space required which is dedicated to public use. They are requesting the maximum density, but are providing the maximum quality. At the time of preliminary development plan filing, there will be 251 acres at two units per acre, with 95 acres of open space and a variety of land uses - all residential other than the club. Most of the 4,000 trees have been saved and will be relocated to the perimeter. Mr. Fite added that they plan to meet with Mr. Arendt to share their plan and obtain additional feedback. Mr. Arendt's major concern was with elimination of the stream or swale. Mr. Kranstuber stated that he likes the plan and doesn't believe that Council should be sidetracked for procedural reasons. He senses some members are a little uncomfortable. For him, he was surprised with the P&Z vote in view of the land uses proposed. They could have approved it with direction regarding the changes needed in the plan. He asked if the developer would be willing to return to P&Z for a streamlined review of the concept plan. Is there a timing issue? Mr. Hale responded that they have been under review with P&Z for four months, and their options on the land expire in October. They would prefer to have P&Z reviewing a preliminary development plan that is "real." He is hopeful that the City removes concept plans from the process - a work session for a preliminary development plan would be much more productive. Mr. Kranstuber stated that some might not feel that way, so he wants to ensure that P&Z has an opportunity to review this prior to reviewing the preliminary development plan. Ms. Chinnici-Zuercher commented that the P&Z vote was surprising - in reading the minutes, it seemed they could have approved the concept plan with the six conditions, as those were the focus of their concerns. Discussion continued. Mr. Lecklider stated that he spoke briefly with Mr. Hale by telephone about this project. The iteration presented this evening demonstrates the applicant's willingness to work with the City in good faith. There is a lot of negotiation that takes place in the development process and this is simply a concept plan. If he should vote in favor of this tonight, it is the concept he is endorsing - not the most recent iteration shared tonight. Ms. Salay stated that the applicant has indicated that he was not allowed to comment at the Saturday session. Procedurally, it would make more sense in the future to give the applicant an opportunity to discuss what is being demonstrated to the Commission during these special sessions. Discussion continued. Ms. Chinnici-Zuercher summarized that Council is voting tonight on the concept plan that was reviewed by P&Z. The applicant will be coming in with a new plan because they have acquired an additional 40 plus acres. Mayor McCash invited public testimony at this time. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 March 3, 2003 Page 8 Held 20 Cynthia Reed. 5208 Arvshire Drive stated she has lived in Dublin since 1986. As a member of the Civic Action Committee, she wants to identify their issues of concern to Council: 1) Safety and traffic concerns. 2) Water pressure concerns of the entire northwest area, particularly the existing Phase 43 of Muirfield and this proposed development. 3) Density at this level will bring more traffic. 4) The 500-seat media and wellness center will bring more density and more traffic to the area. . She is concerned with the City policy to connect developments. In keeping with this policy, staff has proposed that the Glick Road stub be connected to Tartan West, although there have been six accidents at the Glick/Manley intersection. For the safety of children walking to school and for residents, it makes no sense to make Glick Road a thoroughfare and shortcut or service road to access Tartan West. Connectedness will make block watch programs more difficult and crimes of theft more difficult to prevent. . Regarding water, the P&Z staff report of February 20, Page 6 indicates that the City performed a utility study for the North Fork Indian Run sewer shed. The water pressure in northwest Dublin was identified as a concern. The proposed plan with six-story structures will present an issue for water service. Residents of Phase 43 Muirfield have made known to P&Z the current scarcity of water in and around their homes. It was noted in the P&Z minutes of December 12 that a water storage tank will be needed to service this site and that the staff has concerns that the pressures may be too low for this development due to the location of the site in relation to the existing water towers in the City. . Regarding density, Tartan has proposed a conservation plan. This concept creates a large pocket of green space with crowded higher density areas in smaller spaces of the plan. A recent Columbus Dispatch article focused on several Central Ohio areas that have this type of conservation development. Dublin should not tradeoff density for greenspace. The high density in this project will bring more traffic. . The concept plan was vague in regard to the 500-seat media center. This may be a venue for concerts, and could violate the noise ordinance. It could also bring commercial strip center development. In summary, Ms. Reed noted that residential neighborhoods should remain residential and commercial in commercial corners of the City. Whenever retail strips are located near residential areas, there should be proper buffers so that property values are not impacted. Does anyone have an overall vision for this corner of the City, complete with infrastructure and roads to handle the added traffic? The Civic Action Committee is not opposed to the general Tartan West concept. However, in the P&Z staff report of February 20, it indicated concerns with the density of the proposal and plan for utility services. The Civic Action Committee is requesting: (1) a water/sanitary system analysis for northwest Dublin; (2) that the Committee be involved in a new traffic study to be prepared; and (3) that the appropriate set of road improvements be provided by the developer, subject to staff approval, as noted in the staff recommendation under Condition #4. Mr. Kranstuber asked for confirmation that the Civic Action Committee is in agreement with residential development for this area. Ms. Reed responded that Muirfield Phase 43 is concerned with the density and the resulting traffic as well as the proposed connection of Glick Road to Tartan West. Mr. Kranstuber added that in lieu of piecemeal development of all of the individual tracts, this plan would be an improvement. He urged the Committee to address their concerns within the context of this very positive development proposal. Mr. Reiner noted that a fence along the Muirfield reserve property would be desirable. Larrv Holbrook. Muirfield Association, 8372 Muirfield Drive stated that the primary concern of the Board and the residents is the connection with Glick Road. They trust that the density issues will be addressed by P&Z and Council. The original developer of Phase 43 had 59 acres and had developed 207 lots north of Glick Road with non-connecting streets - Phase 36, Phase 40. The City did not require the stub street at that time, and he does not believe there is a safety issue if the road connection is not made. The Muirfield RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 March 3, 2003 Page 9 Held 20 Association has met with the developer regarding some concerns, and they have demonstrated a willingness to work with Muirfield. Marie Andrews, resident of Muirfield noted that if this development were approved, the resulting traffic would be horrendous. The children will have problems in crossing the streets. She would prefer not to have any further development in the area. She is opposed to this entire development, unless the access can be provided in some other way. She is concerned with the traffic impacts on Glick Road, Concord Road and Sawmill Road. Jamie JudQe. 8894 Glassford Court North stated that he lives directly behind the proposed development. A few years ago, a proposal for a self-storage and gas station was made for this area. He can't imagine any better development proposal coming forward for this site. He trusts the details will be worked out with the City officials. In terms of Glick Road being connected, he is opposed to this, due to the impact on young children crossing the streets. It could result in the same issue described by the Bristol Commons residents earlier this evening. He urged Council to approve the concept plan tonight. Dan Lorenz, 9341 Jerome Road stated that there are many reasons to support this proposal: (1) Fiscal reasons - a great return on the investment, unlike Ballantrae or the Rec Center; limited number of children for the schools, which does not adversely impact the tax base; (2) fits the Dublin demographics in terms of housing for those who want to downsize; fits with the Metro Park; and saves trees; and (3) the track record of these developers is excellent as evidenced in Tartan Fields and Ballantrae. He has attended both of the P&Z meetings on this proposal and the applicant has responded to the suggestions. Mayor McCash closed the public hearing and invited Council to comment. Mr. Reiner stated that Dublin is trying to stop the urban sprawl of 80-foot lots in a legal manner. In this effort, Dublin is considering the new ruralism. If this developer is consulting with Mr. Arendt, the plan should reflect those concepts. Otherwise, it will be difficult to persuade Council to do another such project in the future. It is important that the concept be executed correctly. The water pressure issue can be resolved, and the street connection issue will be addressed with another viable solution. The developer has also indicated a willingness to fence off the Muirfield reserve area. This concept can then be incorporated for other areas in Dublin where appropriate. Mr. Hale noted that site plans are exceptionally important, but good architecture and good housing stock makes a good plan a great plan. They intend to do all of these things well. Mayor McCash asked about the number of builders for the development. Rav Hustick. salesperson for Tartan Fields and Tartan West stated that for cluster areas, they envision that a single architect and a single builder are key to creating a neighborhood feel. There are many examples in the Columbus area. Mr. Hale added that for the single-family areas, there would likely be 10-15 high quality, top end custom builders involved. The single-family home prices will range from $500,000 to $1 million plus. In averaging the clusters and single family together, the average price will be $500,000. Ms. Salay stated that she is basically in favor of the concept, but she is interested in the impact of the wellness center. Some intense uses are still being considered and a traffic analysis is needed. It is important to address the Glick Road extension issue and provide direction to staff. There is a lot of concern from the residents about this issue. She is confused about the architectural concepts - new rural ism is a concept that celebrates what is unique about the site. She is not certain this architecture is in keeping with its characteristics. It is important to study the water needs for the area prior to approving any development to ensure the needs can be met and are programmed. She is personally interested in as much public open space as possible. She would like to see connectivity provided through this area to the Metro Park and to the Dublin park system. Mr. Lecklider disclosed that he has had conversations with several people who are opposed to the project. He urged the residents to take comfort in the fact that Council, staff and P&Z listen to their concerns and to have confidence that they will be addressed. He appreciates the time and energy the Commission has devoted to this project and RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 March 3, 2003 Page 1 0 Held 20 understands some of their frustrations. Personally, he views this as a concept - a positive vote does not constitute absolute approval of any iteration proposed to date. His general concerns are with traffic, utilities, especially water, and with the density within the context of what is being proposed. In regard to the road connection, he offered that the Phase 43 development likely met with opposition from some others in the area when it was developed and probably contributed to a more dangerous intersection at Manley and Glick. With respect to Glick Road, he supports the connection of neighborhoods to the community - whether this one is done by an extension of Glick Road or otherwise. He doesn't agree with having islands of subdivisions within the community. They are all part of the larger Dublin community. Mr. Kranstuber asked staff for an assessment about the impact of eliminating the Glick Road connection to Tartan West. Mr. Hammersmith responded that this is difficult to determine until the final traffic study is completed. Staff does have concerns with this intersection as well as creating a new intersection on Manley Road that would require left-hand turn lanes. This may also be an opportunity to resolve the problems with an existing dangerous intersection. Ms. Salay pointed out that Muirfield Phase 43 has no sidewalks, which contributes to the pedestrian safety issues resulting from the connection of Glick Road. Mr. Hammersmith responded that the street could be adapted with sidewalks. Mayor McCash stated that if the connection is made of Glick Road to Tartan West Boulevard, could Glick then be cut off at Avery/Manley/Glick so there is not a four-way connection in that location? In other words, Phase 43 would have access solely off of Manley and a left turn into Phase 43 rather than Phase 43 coming off of Avery and Manley. That would resolve the issue of cut-through traffic and would perhaps improve the safety at the intersection. Mr. Kranstuber stated that the "proof' will be in the details of the implementation of the concept plan. He noted that, legally, the City couldn't prevent development other than by purchasing land. The Metro Park project, envisioned in the Community Plan, is twice the size anticipated and has taken all of that land out of development. He urged the residents to support this high quality development proposal. Ms. Brautigam suggested that staff comment on the issue of water utilities. Mr. Hammersmith stated that staff has expended considerable efforts to evaluate both the water and sanitary sewer systems in this area - not only to serve Tartan West but to serve all future development in Dublin's exclusive expansion area as well as the negotiated expansion area. It was identified in 1998 that areas above an elevation of 952 feet would experience water distribution and pressure problems. Solutions have been identified to meet the needs of Tartan West, Muirfield 43 and the surrounding areas. Staff will work toward making this development part of the solution toward the existing problems. Ms. Salay asked about the costs for these utilities. She would not want the City to be in a position where it approves development that it is not prepared to serve. Mayor McCash responded that the general policy is that the developer pays any costs associated with the development. Mr. Hammersmith stated that staff has identified the cost of the outside utility extensions to serve Tartan West, and that would be the developer's responsibility. The City has also identified additional costs to make immediate improvements needed within the area. Mr. Reiner stated that he envisions closing the road as beneficial due to the limited number of people in Phase 43. He is not certain about the impacts on property owners of doing this. He is in agreement with the developer to close Glick Road at the back of Phase 43. Mayor McCash stated that he spoke with Mr. Fite regarding the original proposal and with Mr. Hale last week regarding the new proposal. Some of his concerns are with density - not necessarily with the two dwelling units per acre - but how the wellness center fits in with that density. The Community Plan addresses only the residential area density. This is similar to the Muirfield development, with residential as well as clubhouses with banquet facilities. The uses permitted for the wellness facility should be clarified at the P&Z review. The conditions recommended by staff address the various areas of concern. He would be concerned with connecting Glick Road through to Tartan West and creating RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 March 3, 2003 Page 11 Held 20 another Tara Hill or Tullymore situation. There may be some other options for providing another access for this development without connecting through Phase 43. Mrs. Boring noted that Council is reviewing a concept plan at this time and it is not appropriate to make recommendations regarding traffic engineering. Mayor McCash stated that he is hearing from a majority of Council the general sense not to provide that connection as the development moves into the preliminary development plan stage. There remains a need to review the intersection of Avery, Glick and Manley Roads to determine how to address the safety issues, and this will be a staff function. Mr. Reiner asked the developers to review Mr. Arendt's books and to follow his principles in this development. Mr. Kranstuber moved approval of the concept plan for Tartan West, including the six conditions, with an amendment to condition #5 to eliminate the language "neighborhood connectivity" and "multiple connections." Ms. Chinnici-Zuercher seconded the motion. Ms. Salay suggested she would feel more comfortable with leaving Condition #5 as written, in view of the fact that many comments have been made tonight by Council about the road connection. She would rather empower staff and the developer to be creative with the road network to address the concerns expressed tonight. Mr. Kranstuber amended his motion to approve the concept plan with the six conditions as outlined in the staff report for February 20. Ms. Chinnici-Zuercher seconded the amended motion. Vote on the motion: Mr. Reiner, yes; Mrs. Boring, no; Mayor McCash, yes; Mr. Kranstuber, yes; Ms. Salay, yes; Ms. Chinnici-Zuercher, yes; Mr. Lecklider, yes. STAFF COMMENTS Council Chambers ReconfiQuration Proiect Ms. Brautigam noted that staff has come up with three priorities in terms of the improvements of Council Chambers: lighting, audiovisual capabilities and the appearance of the room. An architect has assisted in this effort, but the total cost of the items is $128,000, exceeding the established budget of $50,000. Items proposed include lighting and audiovisual equipment, including a document imager to project presentations for meetings - so that the audience and Council can both view the presentation materials. The room would be painted, and a glass, opaque backdrop added for Council. The projection screen would be improved; the plastic laminate replaced on the tables; and the sound walls improved. The Council chairs would be replaced as well as the audience chairs. Staff worked on various schematics to improve the set-up of the Council Chambers, but the placement of the dais in the room made this a very expensive undertaking. The podiums will be replaced with smaller scale ones, as the ADA compliant podium actually obstructs the view of some of the audience members. Based upon the goals outlined, staff has recommended a prioritization for items in order to reduce costs: keeping the current projection screen and the closet doors; not adding the glass backdrop but instead removing the clutter from the wall; keeping the plastic laminate; and not replacing the audience chairs. Staff is recommending replacement of the Council chairs. These could be used in the new City Hall, as they would be ergonomic type chairs, suitable for any use. In addition, portable tables are recommended to replace the larger staff tables - they will accommodate various meeting set-ups. The bid for the 5800 Building renovations was lower than anticipated, as indicated earlier tonight, but Mr. Price is recommending that the conference room renovation be added to the 5800 Building project. She would like input from Council about the extent of improvements they would like to see for this room, based on this information. After input from Council, staff will then report back at the March 17 Council meeting after discussions with Mr. Price about the true costs for the 5800 Building conference room and whether additional funding is available for the Council Chambers renovation. Mr. Lecklider asked if anyone has considered how the opaque glass will televise, if future meetings are broadcast? Ms. Brautigam responded that this has not been determined. Mr. Kranstuber suggested that the glass backdrop be eliminated, as it doesn't seem necessary. He would suggest increasing the budget, as this is the primary location where RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 March 3, 2003 Page 12 Held 20 the public interfaces with the City officials. It relates to the City's image, and if anything, the glass panel should be eliminated and the other items left intact to do it properly. Mayor McCash commented that the laminate is not expensive. Would the new audience chairs be used in the future City Hall? Ms. Brautigam stated that there is always a need for chairs, but she doesn't believe that chairs used for this room will ultimately be used in the new Council Chambers. The new Chambers may be quite different than the current one. Mr. Lecklider asked about the estimated costs for the conference room for the 5800 Building. Ms. Brautigam stated that staff would report back on March 17 on this matter. She would like to have a sense from Council about the amount they are willing to spend to improve Council Chambers. Mr. Lecklider stated that he agrees with the comments made by Mr. Kranstuber, but he also recognizes the importance and need for a conference room at the 5800 Building. If feasible, he would like to do both. Ms. Salay noted that she would be interested in more information about a conference room for the 5800 Building and how the lack of this may contribute to inefficiencies in operations. Mayor McCash stated that he would suggest removing the new projection screen, not removing the closet doors, and not adding a backdrop. He recommends including the plastic laminate, the audience chairs and the rest of the items. Mr. Lecklider stated that the amount of $3,000 for a new projection screen may help to create an overall enhanced image for the room. Mayor McCash stated that the issue is balancing this desire with the 5800 Building needs. Ms. Chinnici-Zuercher believes the improvements in the Council Chambers are needed. Her only question relates to the audience chairs, which are costly. Perhaps only a portion could be replaced or some could be recovered. She agrees that the backdrop is unnecessary. Perhaps eliminating the audience chairs would allow for the conference room improvements at the 5800 Building. Her goal would be to improve Council Chambers while allowing for the 5800 Building conference room improvements. Mrs. Boring echoed Ms. Chinnici-Zuercher's comments. She agrees with the comments regarding the need for the conference room. She appreciates the approach taken by staff. Mayor McCash summarized that the direction is to go beyond the $50,000 previously budgeted, but to consider the 5800 Building conference room needs as well. Ms. Salay suggested that perhaps more comfortable chairs could be provided for the staff members. She supports having new chairs for Council. Government Access Cable Television Report Ms. Brautigam summarized that this is related to some extent to the Council Chambers improvements discussion. Ms. Gilger is present for any questions. The general recommendation of staff is to proceed with Phase One of the plan - to purchase some minimal equipment already budgeted to provide character generation on the cable television channel. Mayor McCash summarized that Council has had previous discussion on this matter and given direction. Mr. Lecklider asked about a projected timeframe for televising live P&Z and Council meetings. Ms. Brautigam responded that this is not planned in the near future. In order to videotape or televise, equipment is needed which the City does not have. The City would need to rely upon the schools for the equipment and volunteers for staffing. Moving from the step of videotaping and televising meetings will require equipment and staffing. However, staff will make this a priority if there is a high level of interest from Council. She does not perceive a high level of interest from Council at this time. It was the consensus of Council to proceed with Phase One, as recommended by staff. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 March 3, 2003 Page 13 Held 20 Request for Waiver of Special Flood Hazard Area Permit Fee - Indian Run United Methodist Church Mr. Hammersmith stated that the church has forwarded a letter outlining their request for this fee waiver. Staff has been working with the church since last year on a parking lot expansion, a portion of which lies in the 1 OO-year flood plain. It does require application for a special flood hazard area permit to work in the flood plain. The fee is currently $510 and has not been waived previously, to his knowledge. Mr. Kranstuber stated that he was contacted by the church minister a couple of months ago who indicated frustration with the process. Apparently, the fee was a surprise to them at the end of the process. Mr. Hammersmith responded that he was not involved in all of their meetings and does not know if this is accurate. Mr. Ciarochi stated that in the process, there were quite a few meetings where a number of issues were discussed with church representatives. He does not believe anyone from staff identified this particular fee early in the process. Mayor McCash asked about the purpose of the fee and the review itself. Mr. Hammersmith stated that, per the cost study, the fee is established to review the costs of the review by staff. The review is necessary to determine the impact on the floodway area. There is a requirement for compensatory storage for fill within the 1 OO-year flood plain, and that evaluation is needed as well. That has been resolved in terms of this permit. Mr. Kranstuber moved approval of the fee waiver. Ms. Chinnici-Zuercher seconded the motion. Vote on the motion: Mr. Reiner, no; Ms. Salay, no; Mr. Lecklider, no; Ms. Chinnici- Zuercher, yes; Mayor McCash, no; Mrs. Boring, no; Mr. Kranstuber, yes. Dublin Chamber of Commerce Letter Reqardinq Deleqation to Visit Dublin. Ireland Ms. Brautigam stated that she received a letter from Chamber Board President Bill Cseplo seeking Council's interest in City participation in a delegation to visit Dublin, Ireland in July of 2003. The purpose of the trip is to exchange business and cultural ideas and to foster tourism between the two cities. They are seeking feedback from Council by March 15, and she suggested that Council discuss this at the March 10 study session. Mayor McCash noted that Council Members received an e-mail regarding this request. Further discussion will be held at the study session. Mrs. Boring stated that a City trip to Dublin, Ireland took place in 1988. Any background information staff could obtain would be helpful. Snow Removal Ms. Brautigam stated that it is a testament to the Department of Service's budgeting skills that the budget is in good shape, despite all of the necessary overtime for snow removal. NPDES Phase II Stormwater Requlations - Report on Compliance Activities Ms. Brautigam reported that federal laws require that the City move forward with this by March 10 and the program is on schedule. Economic Development Strateqy - Revised RFP Ms. Brautigam stated that the changes requested by Council at the February study session have been incorporated into this document. Staff is available to respond to any questions. COUNCIL COMMITTEE REPORTS/COUNCIL ROUND TABLE Mr. Kranstuber. Administrative Chair stated that interview dates are needed for boards and commissions. Following discussion, it was the consensus of Council to meet on Monday, March 17 at 6 p.m. prior to the Council meeting. The Council meeting start time will be delayed until 7:30 p.m. The second set of interviews will be done on Monday, March 24 beginning at 6 p.m. Ms. Salay reported that the study session regarding the Riverwalk Project in Historic Dublin has been delayed from March 10 until April 14. There are residents of South Riverview who may be contacting Council Members about their viewpoints. A letter was sent out by staff regarding the date change. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK. INC.. FORM NO. 10148 March 3, 2003 Page 14 Held 20 Mrs. BorinQ wished Mr. Smith a "Happy Birthday" tomorrow! She noted that the Dublin News has assigned a new reporter to Dublin who is present tonight - Nikki Bornhorst. She suggested that Community Relations provide an orientation packet to her. Mayor McCash noted that staff members Doug Denk and Jeff Stallings recently demonstrated heroic actions in extinguishing a garage fire in the Muirfield area. He suggested that they be recognized at an upcoming meeting with a proclamation. Ms. Chinnici-Zuercher reminded Council Members that forms were included in the St. Patrick's Day packet that are to be returned to Community Relations. It was the consensus of Council to postpone the previously scheduled executive session until the next meeting. d at 10:40 p.m. ~(!~ Clerk of Council .Ii;,.