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HomeMy WebLinkAbout02-27-12 CDC MinutesDUBLIN CITY COUNCIL COMMUNITY DEVELOPMENT COMMITTEE Monday, February 27, 2012 — 5:30 p.m. Minutes of Meeting Mr. Reiner, Chair, called the meeting to order at 5:30 p.m. in Council Chambers. He noted that there are eight applications, with requests totaling over $30,000. The grant funding established for 2012 is $15,000. Committee members present Mr. Reiner, Vice Mayor Salay and Mrs. Boring. Staff members present Ms. Crandall, Ms. Kennedy, Ms. Husak, Ms. Colley. Ms. Colley stated there are eight applications from Dublin Homeowner Associations. The applications have all been reviewed by the internal grant review team, comprised of City staff members. A memo provided to the Committee provides the staff comments, the average scores, pertinent information regarding each project. Staff reviewed each application, and each grant review team member scored the application separately. The group came together, discussed each application, did some background research on the projects, and a score sheet was established — with an average of the individual team scores. She noted that Mrs. Boring had asked her about 2011 grants, and the Committee and Council awarded $13,000 last year for grant projects, just under the $15,000 grant budget. All of the 2011 projects have been completed, and each of the HOAs has been reimbursed. Staff is now ready to begin the 2012 application cycle. Staff is recommending that the Committee review the applications and staff analysis and make recommendations to Council regarding grants at a March Council meeting. Mrs. Boring asked if Ms. Colley has learned whether or not the $2,000 remaining from 2011 grant funding can be carried over for 2012 grants. Ms. Colley stated she did not determine whether this can be done. Mrs. Boring stated that this should be possible to do, and requested that staff add this $2,000 to the grant funds available for 2012. Vice Mayor Salay agreed, noting that Council would have the discretion regarding whether to add this $2,000 to the 2012 funding. Ms. Colley proceeded with review of the applications. Review of Applications 1) Bishop's Run — Bishop's Crossing They are proposing installation of five natural stone benches and landscape beds. They also propose modifying a lighting system to lower energy consumption by retrofitting with LED bulbs. Total grant requested is $5,000 and the total project cost is $13,485. The average score by staff for this application was 23. The HOA will match $5,000 plus an additional $3,485 for the project. They have volunteer participation, and the volunteers will plant, mulch, and retrofit the lighting systems. They are interested in obtaining certification as a Community Garden through the National Wildlife Federation. Staff proposes that the Association consider using native plants in place of the non - native selections, and the Association has indicated their willingness to do this. Community Development Committee February 27, 2012 Page 2 of 10 Mrs. Boring stated that, in view of the grant requests exceeding the funds available, Council will not be able to completely fund the requests — unless Council makes additional funding available. Are the benches $2,000 each, or $400 each? Ms. Colley stated that the $2,000 is for all five benches. Mr. Reiner asked if the homeowners are installing the plant material. Ms. Colley responded affirmatively. Mr. Reiner asked if the HOAs put the projects out to bid to try to reduce the cost of the projects. This would bring down the cost of the projects, given the limited funding available. Ms. Colley responded that she does not know, but reps from each of the HOAs are present to respond. A representative of Bishop's Run - Bishop's Crossing indicated that the project cost was negotiated with the landscaping contractor. Mrs. Boring stated that the application notes that an in -kind contribution was received for this project in design services. Depending upon the grant award of Council, the HOA can then decide whether they will move forward as it is designed or modify it due to the funding level. Mr. Reiner stated that many of these applicants may have to apply again in a future year to help facilitate completion of the entire project. He commended the HOAs for their matching commitment and for securing the in -kind donations. Mrs. Boring pointed out that the match is part of the grant requirements. 2) Bryson Cove Ms. Colley stated that they propose removal of the wooden fences and installation of landscape beds with evergreens. This project is planned for two phases. The HOA is requesting grant funding from the City for the first phase. They have worked with staff since their application was submitted last year to develop their project. The second phase, as funding allows, incorporates some of the suggested plant materials in those beds to fill them out and make them more attractive. Their first phase includes the base evergreens and the beds developed. The total grant amount requested is $3,875 and the total project cost is $7,750. The match amount is $3,875. They have volunteer participation. They will help install additional plant material in the future, perhaps this year. They are interested in looking into the National Wildlife Federation certification for a Community Garden. The only staff condition recommended is that the HOA work with Finance staff to develop a maintenance agreement with the City for the proposed project location to ensure the HOA will maintain the area. If they receive the grant award, they are willing to execute this agreement. Their average criteria score by staff was 23. Mr. Reiner asked whether all of the applicants have volunteer maintenance groups to ensure the plants are watered. If the City is investing these funds, it is critical to have them take responsibility for watering. Ms. Colley responded that all the groups have volunteer participation for their landscaping in some form. Mr. Reiner emphasized that the watering and maintenance is critical to the project and its survival. He notices in this landscape plan a repeated series in all the entryways. They should Community Development Committee February 27, 2012 Page 3 of 10 consider alternating some of the entryways versus using massive coreopsis. Perhaps they should add some catmint, as they are hardy and bloom all season. Ms. Colley stated the HOA was hoping for a consistent appearance of the entryways, but staff will suggest they incorporate the catmint. The plantings are actually in the second phase. Mr. Reiner stated that many of the projects include one gallon plants, and they can be planted fairly quickly. Mrs. Boring asked if staff reviews the budgets to ensure there are adequate monies for maintenance and that they had reserves available for unanticipated repairs. 3) Campden Lakes Ms. Colley stated that the HOA is proposing at their entryway at Summitview Road and Campden Lakes Boulevard to install artwork. The proposed artwork is a steel heron with steel reeds attached to a steel base, and mounted on a concrete pad. They are also proposing to light the entrance, as it is not currently lit, resulting in a safety issue due to the speeds on Summitview and the entryway not being visible. They also plan to install wiring and a new pole on the northwest corner of the property and will use LED lights to illuminate the entryway poles and artwork. They also propose the removal of invasive undergrowth, planting shrubbery and installing bird boxes and bird houses. Their total grant request is $5,000; their total project cost is $13,130; the match amount is $8,130. They also have $1,040 in in -kind donations. They have volunteers who will install lighting, remove invasive species, plant new landscape materials and install the bird houses and boxes. They are looking to be certified through the National Wildlife Federation. Staff proposes one condition: due to cost of artwork maintenance, staff wants to ensure the HOA understood that this could be an additional maintenance cost for them, and the HOA has prepared a statement for their application indicating they will take that into consideration in their budget cycle, and that they have funds available for that. The only other staff request was for detailed budget information, and that has been provided to the Committee tonight. Mr. Reiner asked if there are details available regarding the sculpture. In terms of maintenance, what material will be used, what is the life of the material? Ms. Colley responded it is a steel sculpture. Mr. Reiner asked if this is a Corten steel project. An HOA representative stated that it could be Corten steel. They are working with Fortin Iron Works on the fabrication. It will be 1 /2 inch steel, 5 -6 feet in height. The logo for Campden Lakes has been a heron. He described the appearance of the sculpture. Mr. Reiner stated that he believes the project is very interesting as described. Vice Mayor Salay asked about the lifespan of the sculpture and what maintenance will be required for it. An HOA representative stated that he prefers the sculpture have a more subtle look and be illuminated at night. He prefers the Corten steel material. Mrs. Boring asked about the lighting — are they contemplating entryway features to improve the visibility. Community Development Committee February 27, 2012 Page 4 of 10 The HOA rep indicated that there would be two lights on either side of the signage wall, which indicates "Campden Lakes" on it. The two flanking walls and the entrance and the exit would have lighting on them as well. Mrs. Boring asked if they have approached Wedgewood Hills about sharing in the lighting cost. The HOA rep indicated they have not, but it is a good idea. They all use the entrance as well. 4) Dublin Village Dublin Village is proposing two pieces. They are proposing removal of hedges, spirea, day lilies from their main entryway to improve visibility. They are planning to remove diseased crabapple trees and replacing with three new trees. Creating two new plant beds at the front of each of the ponds and installing dogwood trees in the open space between the new beds and the frontage material along the road. They will remove a dead juniper tree and installing crabapple trees at the Avery Road entry. They will also install two dogwood trees and one crabapple tree at the Dublin Village Drive /Hyland Drive entry. The second portion of this project is to replace all the old lighting with LED lighting, which will have sensors to control the timing. They also propose installation of timers on the fountains in the ponds. Their total grant request is $5,000; their total project cost is $10,577; the match amount is $5,577; and they have $1,702 in in -kind donations. The staff score was 19. They have volunteer participation for planting new material, relocating the roses, spirea and day lilies. They are not planning to pursue the National Wildlife Federation certification. For conditions, staff looked at some compliance issues for this HOA from 2009, when Dublin Village removed some trees and committed to replace those trees. To date, not all the trees have been replaced. Staff is working with the HOA to ensure those are replaced. Should this HOA receive a grant award for 2012, they have committed to replacing all the trees that they promised would be replaced before any new project would be undertaken. Mr. Reiner asked why they are removing the six trees. Ms. Colley responded that they are diseased crabapple trees. An HOA rep indicated they are diseased. They are 25 years old, and are becoming a maintenance problem. Mr. Reiner stated that they are removing 45 feet of taxus. Is this due to visibility issues? The HOA rep responded that there is a visibility for some residents when pulling out onto Muirfield Drive because of the size of the taxus. Any additional trimming will result in the bushes not surviving. Mrs. Boring stated that the application indicates that they are removing crabapples, but also that they are installing new ones. The HOA rep commented that they are a different variety of crabapple tree. Mrs. Boring noted that this application had a low score. What is the reason for this? Ms. Colley responded that, based upon the concerns about trees that were to be replaced as part of the 2009 agreement, some of the grant review team members were somewhat cautious about this application. In addition, the application did not receive bonus points for the National Wildlife Federation certification. Those were the two major issues. Mrs. Boring asked if the Wildlife certification is appropriate for all areas. Community Development Committee February 27, 2012 Page 5 of 10 Ms. Colley responded that in talking with Ms. Migliore, for entry features, the idea is to provide plant material and habitat for birds. Anything birds can eat or places that provide shelter would be related to this. Mr. Reiner noted that he, Mayor Lecklider and Vice Mayor Salay have attained this certification in their yards. The requirements are screening to accommodate animals, such as evergreens and conifers; food plants, such as vibernum that produce berries and seeds; and a continuous source of water throughout the year. Mrs. Boring stated that these are not back yards, however. Mr. Reiner stated that some of these entry areas have lakes and /or ponds which would give the water source. An HOA rep indicated that there are some issues related to the original plans for this development to be condominiums, which then could not be sold, so they became apartments, and later were converted to condominiums. All areas within the development are community property and therefore approval is needed from all of the homeowners regarding this work. There was notification required for all homeowners regarding this project because of the way this is configured. 5) Glenbarr at Muirfield Ms. Colley stated that they are proposing replacement of the entry sign on the west side of Muirfield Drive, north of Brand Road. Their total grant amount requested is $1,500, and the total project cost is $4,000. The match amount is $2,500. They do not have any in -kind donations for this project, and they do not have volunteer participation, as the project does not lend itself well to use of volunteers because it is a sign installation. On an annual basis, they do have a large amount of volunteer labor on their landscaping work. They are not looking to certify under the National Wildlife Federation because they have already done so. The criteria score is 18. Mrs. Boring asked which rendition is the one to be installed. An HOA rep indicated that they are replacing it with a sign that will look much like the original sign. Vice Mayor Salay asked if it will be made of wood. The HOA rep indicated that the original estimate was for wood, but they are waiting for two other estimates. Mrs. Boring asked if approval is required from the Muirfield Association. The HOA rep indicated that this is necessary. Mrs. Boring complimented the HOA on the beautiful entry landscaping and plantings. Vice Mayor Salay agreed. Mr. Reiner complimented them on the landscaping, agreeing that the sign does need to be replaced. Community Development Committee February 27, 2012 Page 6 of 10 6) Sheffield Meadows Ms. Colley stated that they are proposing to install two stone signs in the entryways at Avery Road and Muirfield Drive, replacing the existing wooden signs. They will eliminate a third sign that exists on the south side of Wynford. They are replacing existing lighting with LED lighting. They also propose to repair their stone walls around the landscaped beds in the entryways. They plan to install new landscape material in those beds. Their total grant amount requested is $5,000, and the total project cost is $17,911. The match amount is $12,911 and they have $7,689 in in -kind donations. They have volunteer participation — some in the form of financial donations. Sixty percent of their HOA members donated additional dues for the matching funds. They have over 40 volunteers registered to dismantle signs, remove debris, power wash, remove old landscape material, and plant new landscape material. The HOA is also planning a block party at the end of their project to increase participation from the neighborhood. They are planning to certify their project as a community garden. The score for the project was 24. Mr. Reiner stated that this is a very ambitious project and the landscape plan around the sign looks great. Mrs. Boring noted that the major cost is for the sign. Vice Mayor Salay commented that she is impressed that the volunteer association came together and contributed extra funds for this project. An HOA rep thanked Council for their consideration of the application. They are using stone versus the wood due to the rotting problems experienced. Their entry signage is 16 years old. Mrs. Boring thanked Vice Mayor Salay for noting the impressive volunteer efforts of the neighborhood for this project. 7) Wedaewood Glen Ms. Colley stated that they are proposing landscaping on three of their islands within Section 12 of the development. Currently, the islands have no landscaping or irrigation. The HOA proposes planting material that will not require irrigation. The amount requested for the grant is $3,811; the total project cost is $7,623; the match amount is $3,811. They do not have in- kind donations; they do have volunteer participation, as they will be planting and mulching. They have tied this project to their annual clean -up day to secure as many volunteers as possible. They also have volunteers whose properties neighbor the island areas and they will water the plants after installation to help in the establishment. They do not plan to certify through National Wildlife Federation. The proposed condition by staff is that the Association work with Finance staff to develop a maintenance agreement with the City for the proposed project locations to ensure the HOA will maintain the areas in the future. Staff also suggests that the HOA consider using redbud trees versus crabapples due to the potential for future maintenance issues. The HOA indicated they will consider this. The score for the project was 20. Mrs. Boring asked why the developer was not required to do this landscaping. Ms. Colley responded that it was not part of the development commitments. Community Development Committee February 27, 2012 Page 7 of 10 The HOA rep indicated that there are four island areas in the development. Virginia Homes w as required to develop one island on Conine Court. The others were not required to be developed at the time it was reviewed by the City. Mr. Reiner asked how much of the project will be contracted out. What is the contractor providing? The HOA rep responded that the contractor will deliver the materials and install the trees and bushes. The HOA will plant the annuals and mulch, and handle the additional irrigation. Mrs. Boring asked if there will be any site distance issues as a result of the project. The HOA rep responded that they will not. Mr. Reiner stated that it was difficult to determine what the contractor is charging in terms of cost per plant. Is the contractor doing all of the site prep, including topsoil? The HOA rep responded affirmatively. Outside of this grant, the HOA will also work to bring the fourth island area up to appropriate standards. Mr. Reiner stated that another possibility is to increase the size of the plants. If the contractor preps the beds, volunteers could potentially plant the trees. This could bring some savings. The HOA might want to have the contractor rework the numbers based on this. The HOA rep stated that the contractor has indicated there could be some savings if the Association did some more of the work. 8) The Woods of Dublin Ms. Colley stated that the HOA is proposing to plant six 7 -foot tall spruce trees on Dublin Road, south of Windwood Drive, near the main entrance. They are also removing honeysuckle and planting three redbud trees on the north side of Windwood Drive, west of the main entrance. The total grant amount requested is $1,739; the total project cost is $3,478; the match amount is $1,739; they have in -kind donations of $195; and they have volunteer participation for removing honeysuckle and helping to water the new plants. Their project score was 21. They are not planning to certify as a Community Garden, but staff believes this can be done and has offered to work with them on this. This would be a proposed condition of the grant. Mrs. Boring asked if staff is notifying neighborhoods about the honeysuckle removal support available from staff. Neighborhoods should be initiating these efforts, supported by the City crews. Ms. Colley responded that the honeysuckle removal efforts by neighborhoods began about the same time as the grant applications were being submitted. Going forward, that will be highlighted for next year's process. Mrs. Boring asked if there is any funding budgeted for honeysuckle removal in the applications submitted. Ms. Colley responded that staff will review this. Mrs. Boring asked if any of the trees to be planted along Dublin Road will be in the right -of- way. Ms. Colley responded they are not. Mrs. Boring asked if they could be planted in the City's right -of -way. An HOA rep stated that it is the HOA's intent to plant them set back from the right -of -way. Community Development Committee February 27, 2012 Page 8 of 10 She added that they had to remove dozens of ash trees, including 13 from private property in the last couple of weeks. That is part of the reason they want to install these trees of a significant height. Mr. Reiner responded that this will be a nice improvement along the roadway. He added that the redbud trees are listed at $455, but the going rate for these is about $100 per inch. The quote includes honeysuckle removal. Reworking this should bring some savings to the HOA. Mrs. Boring noted that the City has tree preservation funds available. Is there any possibility of an in -kind donation from the City for labor because this does enhance the area along Dublin Road? Ms. Colley responded that she will check on this. Brief comments from the HOA rep followed about the ash trees that were removed and the impact on the view from Dublin Road. Mrs. Boring asked that staff look into the possibility of any City assistance for this project. She also asked that staff review the issue regarding what type of trees are appropriate so that they will not interfere with power lines. Committee Discussion Mrs. Boring suggested that prior to making any recommendation, the questions regarding the Tree Preservation Fund and in -kind donations be checked by staff. Mr. Reiner responded to the question of whether the City could buy these plants at a wholesale price. He believes that in most of these situations, the landscape contractor maintains the property. If the HOA was able to purchase them at a wholesale price, there would not be a warranty available. This could be problematic. Ms. Colley added that there is another issue with the City purchasing these items and then reselling them to the HOAs. This may be a legal /financial issue. Vice Mayor Salay recalled that, years ago, the City of Grandview Heights wanted to line a boulevard with flowering pear trees. The City purchased the trees and the homeowner committed to taking care of them and watering them. What resulted was a benefit to both Mrs. Boring suggested that the Committee have staff investigate such a program. Vice Mayor Salay suggested that another alternative would be to have Council increase funding for the grant program in view of its success. She is very encouraged with the volunteer participation from the HOAs, and this should be rewarded. Mrs. Boring stated that perhaps the Campden Lakes proposed art piece could be funded through hotel -motel tax funds. This is in keeping with the City's desire to encourage art work throughout the City. Mr. Reiner responded that the hotel -motel tax grants are really designed to encourage overnight stays in the Dublin hotels. Mrs. Boring stated that the bed tax funds are also to fund beautification in the City. Vice Mayor Salay noted that the City has also encouraged businesses and corporations to install art on their properties. The Committee could ask staff to explore this idea. Community Development Committee February 27, 2012 Page 9 of 10 Ms. Colley agreed to do so. Mrs. Boring clarified that the request is for the $5,000 request from Campden Lakes to be granted as a City beautification grant. Vice Mayor Salay stated that it would also encourage other HOAs to install artwork at their entries, which is positive, but may bring additional requests for funding. Mrs. Boring added that many of these applications include energy saving entry lights, and this is something the City wants to encourage. Mr. Reiner noted that this is very positive, as the LED lights have a life of 20 or more years. Mrs. Boring summarized the information needed from staff: • Questions regarding the Woods of Dublin and tree preservation funds or in -kind labor support from the City • Possibility of funding the Campden Lakes artwork from bed tax This information is needed before the Committee could finalize their recommendations. Mrs. Boring asked if the Committee desires to recommend smaller grants given the limited total amount available. Mr. Reiner responded that these are all excellent applications and well thought out. They will result in big improvements for the subdivisions. Vice Mayor Salay stated that if the Campden Lakes and the Woods of Dublin were funded in other ways, this would bring the requests down to $20,300. Mrs. Boring stated that the $2,000 not distributed last year could be utilized as well. Vice Mayor Salay stated that, without taking away from the project, the Wedgewood Glen proposed project is not as visible as the others are from the roadway. If a distinction must be made, this is the difference. However, the funding available is close to the amount requested, if the Woods of Dublin and Campden Lakes are funded in other ways and if the $2,000 from last year is added back. Mr. Reiner stated that perhaps an across the board percentile could be applied to the applications, once the numbers are finalized for the amount available. Mrs. Boring stated that she would like to find a way to fund all of these. Entire communities are working on some of these projects, like Sheffield Meadows. The sign at Glenbarr definitely needs to be replaced. Vice Mayor Salay commented in regard to the Dublin Village application that the area is highly visible along Avery- Muirfield and they are operating under the challenge of having no community property, which requires approval from all of the property owners. The fact that they were out of compliance does need to be addressed. The HOA rep indicated the HOA has already allocated $3,600 and the contract has been executed to replace those trees. He has worked this out with City staff member Brian Martin. Mrs. Boring confirmed that she would support funding all of the requests and recommending to Council that additional funds be allocated for the grants. Following brief discussion, it was the consensus of the Committee that the recommendation to Council includes additional funding for the grant applications for 2012. Community Development Committee February 27, 2012 Page 10 of 10 Mrs. Boring congratulated staff on their communication efforts to HOAs about the need to increase volunteer participation in the projects. Vice Mayor Salay moved to recommend to Council that the grants be funded fully, with the exception of: 1. The artwork for Campden Lakes, which the Committee recommends be funded separately from hotel -motel tax revenues 2. The Woods of Dublin project, which the Committee recommends be funded out of the tree preservation fund as an in -kind — if this is possible. And that Council approves additional funding in order to fully fund the grant requests. Mrs. Boring seconded the motion. Motion carried unanimously. Mr. Reiner thanked staff and all of the applicants for their hard work in the application process. The Committee recommendation will be forwarded to City Council for review and approval. The meeting was adjourned at 6:30 p.m. Clerk of Council