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HomeMy WebLinkAbout02-22-11 CDC MinutesDUBLIN CITY COUNCIL COMMUNITY DEVELOPMENT COMMITTEE Monday, February 22, 2011 Minutes of Meeting Mr. Reiner, Chair, called the meeting to order at 6:00 p.m. in Council Conference Room. Committee members present Mr. Reiner, Vice Mayor Salay and Mrs. Boring. Staff member present Ms. Colley. Applicants present Peg Alexis, Riverside Woods and Brett McCoy, Park Place Mr. Reiner, Community Development Committee Chair, stated that the purpose of the meeting is to review applications for Beautify Your Neighborhood grants. Background: Ms. Colley stated that grant applications were due January 15. Five applications were received, totaling $17,700 in requests. The approved budget for the grant program is $15,000. Six members served on an internal grant review team. The applications were scored individually based upon the criteria. Then, the review team met with the applicants to address some issues. The scores were averaged to come up with final tally, which is depicted on the score sheet provided. Mrs. Boring inquired what the program's goal is. Ms. Colley responded that the goal is to beautify areas visible from the public roadway, and enhance and beautify the neighborhoods. Mrs. Boring noted that the application process is intense. This program was developed due to maintenance issues with a fence along Coffman road. Did staff review the homeowner association (HOA) balance sheet and determine what the HOA could afford? Ms. Colley responded that each applicant was required to provide financial documents clearly showing that they could financially sustain the project, due to the fact these are matching grants provided through reimbursements. Once the project is completed to the standards of the City, the HOA will receive reimbursement of the amount awarded. Therefore, it was necessary to confirm the HOA's ability to afford these projects, and that they also have the funds for future maintenance of the projects. Mr. Reiner stated that ongoing maintenance is an important aspect of the projects. He appreciates the fact that it was approached with diligence. If weeds are later present, then the project would not be an asset to the community. Council thanks staff for devising this process, as it was important that this not be a political process. The impartial score sheet is appreciated. Vice Mayor Salay inquired if there were other applications that did not make it to this point. Community Development Committee February 22, 2011 Page 2 of 12 Ms. Colley responded that there were none that were not included on the final score sheet. There was only one for which additional information was requested and received — Bryson Cove. Other HOAs indicated potential interest, but they did not apply. Mrs. Boring inquired the reason(s) they did not apply. Ms. Colley responded that any interested parties who contacted the office were encouraged to come in for a pre - application visit with staff regarding the application specifics — permits, P&Z approval, etc. Staff met with one HOA, but they did not take the form with them. They indicated that they had sufficient funds for their project without a grant. Staff did hear some comments that the grant application was unclear in certain places. This was anticipated with the first year of the grant. The intent was to revise the application as needed. The applicants with those comments were encouraged to meet with staff for assistance. Overall, the process went well. Mr. Reiner stated that he reviewed the plant materials on all the projects, but one. Did staff advise the applicants regarding the plant materials? Ms. Colley confirmed that they had. Perennials were encouraged as they do not require much maintenance or water. Grant funding does not cover irrigation systems. Native, environmentally sustainable plants were encouraged. Ms. Martin and Ms. Karagory worked with the applicants on their selections. In some cases, staff indicated they would continue to work with them to ensure the plant selection and placement was appropriate. The maintenance of the project is addressed in the grant application. It specifies that should a project not be maintained, the HOA is prohibited from applying again to fix that project. Also, if an HOA receives a grant award this year, that HOA can't apply for another grant for another three years. This provides time to ensure that the project has been maintained. Mr. Reiner expressed satisfaction that the regulations would ensure quality work and projects. He noted that the scoring on these projects ranges from 15 to 19, out of a possible score of 23. Riverside Woods Grant Application Peg Alexis, grant applicant, stated that she viewed the grant award results online. She noticed that they did not receive all the points for the financial component — only 2 of the 3 possible points. Their HOA is a new association and is going through a transition. Virginia Homes is the developer, and they will be turning over the HOA to the homeowners. Their annual meeting is next month. They have been paying a management firm $321 per month for their work. The residents have recognized that continuing to pay the management company will deplete their funds. There is a group who wants to take the leadership role, which would save the HOA $4,000 per year. An agreement with David Holmes of Rickert Property Management has been finalized for 2011. With their savings, their costs should not be an issue. Vice Mayor Salay inquired what is needed to maintain the project Community Development Committee February 22, 2011 Page 3 of 12 Ms. Alexis responded that irrigation exists for the project. The turf was re -done last year. The daylilies will be thinned out and planted in this project area. The maintenance will be keeping the project mulched, weeded, and irrigated. They have a service that will do that. Ms. Colley noted that this area is City owned. Should Riverside Woods receive a grant award, the City would work with the association to form a maintenance agreement for this space. Ms. Alexis responded that the HOA is already fertilizing and irrigating the area. Vice Mayor Salay inquired if the pond is wet all the time. Ms. Alexis responded that it is. Mrs. Boring inquired if there is a walking path around the area. Ms. Alexis responded that there is not. They worked with the City to get rid of cattails in the ponds. Eventually, they want to have park benches there. Mrs. Boring stated that she is impressed with the In -Kind Service donation. What will volunteers be doing? Ms. Alexis responded that when they sent an email inquiry to the homeowners, many responses to volunteer were received. The service will be organized by a landscaper. Mr. Reiner noted that the landscaper will need to bring some topsoil. Ms. Alexis responded that is part of what he is going to do. Mr. Reiner noted that it appears they are forming a garden club. Ms. Alexis responded that they are enthusiastic about improving the pond area aesthetics. Those who could not contribute time have given money. Vice Mayor Salay inquired the number of homeowners in the neighborhood. Ms. Alexis indicated that there are 39 homeowners. Mr. Reiner inquired how the HOA is funded. Ms. Alexis responded that their HOA fees are $480 per home per year. Mrs. Boring stated that in regard to the Environmental component — it appears that the HOA will be recycling the flowers, so why did they receive only a score of 2 in this category? Ms. Colley responded that recycled, reclaimed materials would be more environmentally creative, and increase the score. Mr. Reiner noted that he likes the HOA's initiative. Ms. Alexis stated that they want to make the retention pond look as good as possible. Mrs. Boring stated that the HOA is required to record the number of volunteer hours. What happens if they do not reach 32 hours? Community Development Committee February 22, 2011 Page 4 of 12 Ms. Colley responded that tracking volunteer hours is required in the first year to help the association become familiar with doing so. Staff will visit and inspect the project and work with Finance to secure the reimbursement funds. Receipts will be required. Mrs. Boring clarified that the conditions for acceptance are a formal maintenance agreement and working with staff on plant selections. Park Place -Post Preserve Grant Application Brett McCoy, grant applicant, stated that this project is for Park Place, located off Hyland -Croy. Vice Mayor Salay inquired the reason that they are required to obtain Final Development Plan approval from P&Z? Ms. Colley responded that they have already done so. The HOA has worked with staff on their proposed project. The Planning Commission has approved the project with the condition they do not mow the area or install structured planting for two years within the no -mow area to provide the opportunity for the area to become established. Mr. McCoy stated that this project enhances the existing fence. Mrs. Boring noted that this HOA is using the same management company as Riverside Woods — Rickert Property Management. Mrs. Boring inquired who is doing the project installation. Mr. McCoy responded that the bulk of the work will be done by Dave Holmes with the homeowners assisting. The initial project will be at the north entrance into the community. New beds with perennials will be installed. Mr. Reiner inquired how the association is funded Mr. McCoy responded that the annual dues per home are $220 /year. Vice Mayor Salay inquired how they became one association. Mr. McCoy responded that occurred before his involvement. He believes MI Homes worked to have one association. This is still to be formalized with the state. Vice Mayor Salay inquired the location of the project. Mr. McCoy responded that there are two parts to the project. Mr. Reiner indicated that their project team's score was 18. Community Development Committee February 22, 2011 Page 5 of 12 Mrs. Boring stated that they are already maintaining their own grounds. Do they have irrigation? Mr. McCoy responded that they do. He inquired if they could be given a partial grant. Committee members responded affirmatively. Ballantrae Grant Application Vice Mayor Salay inquired if they were required to obtain approval to change their schematics. Ms. Colley responded that they have not yet received a response. Vice Mayor Salay stated that because Ballantrae is very themed and planned, the project could be an issue. Mrs. Boring stated that she shares that concern. The Ballantrae landscape plan was developed with a definite theme. She is unsure if their intent to remove some ground cover is compatible with that theme. Ms. Colley stated that the staff review team had indicated that this project doesn't fit with the existing theme. However, they have spoken with Dan Pugh of Ballantrae, who indicates there is now a desire to have colorful plantings, similar to those in the nearby traffic circle at Baronscourt Way and Woerner Temple. Vice Mayor Salay stated that there were originally grape hyacinths and daffodils within that traffic circle. When the bulbs died out and plants matured, it was no longer attractive. On the other side of the traffic circle, they wanted a wildflower meadow. However, that suggestion was not well received; it would have been difficult to establish. Therefore, they planted flowers, which are beautiful. Vice Mayor Salay suggested that a review be made of the rock outcroppings. Mr. Reiner stated that he understands that they wanted to add flowers, but they are tearing out good ground cover to have color that will not exist four months of the year. Vice Mayor Salay inquired if they could work with the cotoneaster, but they would also need some evergreen. Mr. Reiner inquired what staff's direction was to them. Ms. Colley responded that the HOA really wanted flowers; however, their selections were all tall plants -- coneflowers, geraniums, etc. Staff was concerned about the layout of the beds, the ground cover in back and the tall plants. They recommended as condition that they work with staff on their choices and on an arrangement that doesn't impact the site line. Community Development Committee February 22, 2011 Page 6 of 12 Vice Mayor Salay suggested that, with staffs help, perhaps they could mix in some items, such as grasses, in the summer. Mrs. Boring stated that these are perennials. Do they ever need maintenance? There are no volunteer hours listed. Vice Mayor Salay stated that all of this needs to be dead - headed to be attractive. Do they have landscape maintenance? Ms. Colley responded that they do, but without volunteer hours. A landscape company will install everything. Vice Mayor Salay inquired if the HOA would maintain it. Ms. Colley responded that their HOA budget has monies for maintenance of landscaping, so she assumes this will be included. Vice Mayor Salay indicated that the traffic island on the west side of that traffic circle has ornamental grasses and grape hyacinth. Who is responsible for maintenance of the thin median or divider in the center of the road? Ms. Colley indicated she did not know, but could look into that Vice Mayor Salay stated that she knows the association is not satisfied with the way in which the City is maintaining some things. Mr. Hahn has worked with them, and they have taken over the landscape maintenance of the Ballantrae areas to ensure their plants were approved. Mrs. Boring stated that she is disappointed that there are no volunteers. She needs more information about removing the ground cover. The catnip and the cotoneaster, particularly, should remain. There appears to be a lot of ground cover to remove, and then maintenance of the flowers would be necessary. Further work needs to be done on this application, plus there are zoning questions. Ms. Colley suggested that the Committee could add a condition on the grant approval that they could remove 'k" amount. Mr. Reiner stated that it is necessary to be careful. They want a dramatic flower bed, and he understands that would be a visual color improvement. Vice Mayor Salay noted that the existing plant materials are nine years old. Landscape does cycle. She wonders if this ground cover is viable. Mr. Reiner responded that this ground cover and the existing landscaping are good. Mrs. Boring stated that the issue is what it will look like in winter. Community Development Committee February 22, 2011 Page 7 of 12 Vice Mayor Salay suggested that perhaps shrub roses would be the answer, as those are beautiful in the winter — grasses, too. Zoning issue The site is a triangle. Mr. Reiner stated that the landscaping should be low enough not to have an impact. Ms. Colley stated that staff would ensure that City landscape architects worked to ensure this. Mr. Reiner asked confirmation that none of the current applicants could apply for grant funds next year if they receive an award today. Ms. Colley confirmed that is correct. Mr. Reiner stated that the HOA wants a garden and they will take care of it. However, he is reluctant to approve their tearing out the green. Mrs. Boring stated that if grant funding for the project were to be approved, the committee would develop a plantings plan ... without that, questions arise. They need to seek P &Z approval of that plan. She would recommend that the grant be approved with the following three conditions: - Check zoning to ensure approvals are given - Work with staff to have plant architecture to provide four- season interest - Site triangle review Mrs. Boring suggested that consideration be given to having some grasses for year -round interest. Vice Mayor Salay noted that the HOA has a large amount of ornamental grass Bryson Cove Grant Application Ms. Colley stated that they were invited to attend a Bryson Cove HOA meeting. The HOA has submitted a request for funding to modify six of the existing landscaped beds. These sites are: west of the Bryson Cove entryway along Hard Road; the Clover Park entryway along Hard Road; and the Claddaugh Lane entryway along Hard Road. The wooden fence there is deteriorating. The HOA wants to install yews and clean up the area. Mr. Reiner inquired what trees are proposed on the plan. Vice Mayor Salay responded that they appear to be all dogwoods Community Development Committee February 22, 2011 Page 8 of 12 Ms. Colley noted that this HOA did not have good drawings to indicate where the plants will be planted. Mr. Reiner stated that the installation would contain all the same shrubs and some dogwood trees. The span will be approximately 40. Vice Mayor Salay read a portion of the HOA project proposal Mrs. Boring noted that Council does not have a copy of their plat plan. Mr. Reiner stated that the drawings don't reflect the development text. Ms. Colley stated that this HOA did not come in to meet with staff, but communicated via phone. Mrs. Boring stated that more pictures are needed. The fences are not in character along that roadway and should be replaced. Vice Mayor Salay stated that the application is not complete Mr. Reiner responded that they needed a better site plan or something more Ms. Colley stated that a picture of the site location was provided. Mr. Reiner noted that dogwoods do not thrive with a full day of sun. He does not believe Council should approve the dogwood installation on full -sun sites. Mrs. Colley stated that the HOA wanted evergreens to complement the existing stonework. Consensus of the committee was not to recommend funding of the plan as submitted; that the HOA meet with staff to recommend some plantings that are imaginative and will beautify the neighborhood entryway. Muirfield Grant Application (Mr. Reiner left the meeting due to a conflict of interest with this application.) Ms. Colley stated that the general manager, Walter Zeier, met with staff. She noted that the Muirfield Board and Committee members will be volunteering their time to do inspections of these projects to ensure proper installation -- that is the in -kind donated time. The signage approval was given on February 14. Mrs. Boring inquired the reason one person is applying for waivers and another for grants. Community Development Committee February 22, 2011 Page 9 of 12 Mrs. Colley stated that when she met with Mr. Zeier, their application was nearly complete. He indicated that their HOA was working with the City to ensure that the sign upgrade could be done. The review committee said that if the sign were approved, the only condition would be that if it should have to be moved in the future, it would be at the HOA's expense. Mrs. Boring noted that Mr. Zeier is the project leader. The applicant then is the Muirfield Association. Mrs. Boring stated that the sign gives directions to The Country Club at Muirfield and the Muirfield Village Golf Club. How much money are the Country Club and the Golf Club contributing to this project? The HOA does not operate the Golf Club or Country Club. What are they contributing to this sign? Ms. Colley noted that they originally included the City of Dublin name with a shamrock. Unfortunately, they are not permitted to include the City logo — only the City may do so. Mr. Reiner noted that perhaps they could include just a shamrock on their sign. Mrs. Boring stated that this is a directional sign for a business. She is not aware of another such sign for which the City would give a grant award. The request for the landscaping component is $500, and the plan looks nice. The City has granted previous fee waivers. Vice Mayor Salay noted that she would be more comfortable with this if it were a sign for Muirfield Village only and not the Golf Club. However, it might be possible to help them with the landscaping component. Mrs. Colley stated that the total cost of their project is $13,006.48, which exceeds the City's grant limit. They are requesting $5,000, and would be adding monies of their own over and above the match amount. Mrs. Boring inquired about the source of the funding. Ms. Colley noted that the application revision next year will require that the applicant specify the source of funds. Mrs. Boring stated the Country Club pays the Muirfield Association an assessment. Mrs. Boring stated that when the Muirfield Tournament is held, the City of Dublin installs temporary directional signs. Funding Discussion: Muirfield Association Mrs. Boring stated that the money awarded would be for the landscaping component only, and it would be a matching amount. Community Development Committee February 22, 2011 Page 10 of 12 Vice Mayor Salay summarized that the Muirfield Association would be spending $13,000 on the project. They are requesting a grant of $5,000. One - fourth of each sign face is devoted to Muirfield Village. This entryway will be much nicer than what exists there now. It does beautify the City. She can support a lesser funding amount than they requested, for the reasons stated herein. Mrs. Boring suggested a grant amount of $2,500. Vice Mayor Salay concurred with the amount of $2,500. The funds are available, as the Bryson Cove application will not be approved this year. Mrs. Boring clarified that the opportunity is available for them to submit a grant application at a later date. (Mr. Reiner returned to the meeting.) Funding Discussion: Riverside Woods Vice Mayor Salay stated that the grant amount requested is $1,585.25. Is the project in the spirit of what was envisioned? Committee consensus was that it is. Ms. Colley stated that they can include the score sheet, comments and recommendation list so everyone can see all of the information. Mrs. Boring suggested that with the next grant cycle, more staff comments on the scoring be provided. Vice Mayor Salay suggested that it be a narrative about how the points were weighted. Park Place /Post Preserve Grant Application Vice Mayor Salay stated that this concept is not the typical manicured Dublin pond, but a natural, rural character pond. She assumes staff's position is that the "no mow" grass will work. Is this concept similar to what is in Ballantrae? Ms. Colley responded that the wildflower bed did not work. They have been mowing the entire area. So they proposed, and what the City wants, is something more naturalized. Once the "no mow" grass is established, trees and shrubs will be added. Mrs. Boring noted that P &Z also approved structural plantings. Mr. Reiner stated that the plan appears to be hardy. There are several conditions. He has no objection, and supports approval of the entire amount requested of $2,124. Community Development Committee February 22, 2011 Page 11 of 12 Mrs. Boring and Vice Mayor Salay concurred with the funding amount requested. Funding: Ballantrae Mrs. Boring stated that she has many questions about this project. There is no community involvement. There are zoning process issues, and approvals needed — site line, plantings. Vice Mayor Salay stated that she would be satisfied with staff approval, but there might be a need to change the project. Ms. Colley noted that they have included a large amount of plant material. Vice Mayor Salay responded that it might be better to sub some things out. Ms. Colley stated that they have to match the total grant amount. Mrs. Boring noted that community involvement would make a difference. Mr. Reiner asked if there are any concerns about the maintenance or theme. Ms. Colley stated that it would not be a problem for staff to work with the HOA on the plantings. Vice Mayor Salay stated that her only hesitancy is that this project is not in the spirit envisioned; therefore, she would award a lesser amount. Committee consensus was to recommend an amount of $4,000. Funding: Bryson Cove Committee consensus was that more information is needed for this application. Therefore, the HOA should be thinking about this for next year, and in the meantime, work more with staff and provide a better site plan and view of the site with pictures and photographs — a more creative development. Funding: Muirfield Vice Mayor Salay stated that part of the sign design is beautiful and part is the business location in Muirfield. Mr. Reiner indicated that there is a budget problem with the project — plantings. Vice Mayor Salay noted that they are requesting $5,000. Are these signs lit? Ms. Colley responded that they are not. Community Development Committee February 22, 2011 Page 12 of 12 Vice Mayor Salay stated that she does not understand why the City would waive the fees. Mrs. Boring expressed a similar concern. Vice Mayor Salay stated that there is no volunteer component, other than donation of professional services and plant materials. This is not consistent with the spirit of this grant program. Ms. Colley responded that when she discussed the application with Mr. Zeier, she indicated that match funding was not available for volunteer hours. Vice Mayor Salay inquired if these people would actually be working in the field. Ms. Colley responded that they would not. Rather than contributing the hours for putting together the application, they will have them go out and inspect the installation of the sign and landscaping to ensure it is done appropriately. Mrs. Boring stated that she is disappointed with the staff ratings. The project meets both the City of Dublin and the HOA's needs. Vice Mayor Salay stated that she would have preferred considering all of this together — waivers and grant application. Mrs. Boring suggested, based on those factors, a grant of $2,000.00. Vice Mayor Salay concurred. Vice Mayor Salay expressed concern with the lack of volunteer hours; it is not within the spirit of the grant in terms of community involvement. In addition, this will be directional signage for three businesses located within the community. Vice Mayor Salay noted that the $2,000 grant amount would be in addition to the value of the fee waiver. The meeting was adjourned at 6:50 p.m Clerk of Council