CITY OF PICKERINGTON

SERVICE COMMITTEE OF COUNCIL

CITY HALL, 100 LOCKVILLE ROAD

THURSDAY, OCTOBER 13, 2005

 

WORK SESSION

REVIEW OF LONG ROAD/DILEY ROAD STORM WATER STUDY

 

6:30 P.M.

 

1.         ROLL CALL.  Mr. Hackworth called the Service Committee Work Session to order at 6:30 P.M., with Mr. Hackworth, Mr. Parker, and Mr. O’Brien present.  No members were absent.  Others present were Lynda Yartin, Ed Drobina, Jennifer Frommer, Jim Hite, Doyle Hartman, and others.

 

Mr. Hartman provided a brief review to the Committee of what has happened in this area in the past. 

 

Mr. Hartman stated the Committee was also interested in applying for grant money from the Army Corps of Engineers for stormwater issues in this area.  He stated the report he had completed in August 2004 was submitted to the Corps of Engineers and they came back and stated the project looked interesting, but was a little small.  He stated they had indicated it might be more interesting if it included some water and sewer issues as well.  Mr. Hartman stated at the request of this Committee he had then completed the report the Committee has before them this evening. 

 

            Mr. Hartman reviewed the report he had prepared and submitted to the Committee.  Ms Frommer stated if the Committee concurred, this would be the report submitted to the Army Corps of Engineers when applying for grant monies for this project. 

 

2.         ADJOURNMENT.  There being nothing further, Mr. Hackworth closed the work session at 7:07 P.M., October 13, 2005.

 

RESPECTFULLY SUBMITTED:

 

 

________________________________

Lynda D. Yartin, Municipal Clerk

 

CITY OF PICKERINGTON

SERVICE COMMITTEE OF COUNCIL

CITY HALL, 100 LOCKVILLE ROAD

THURSDAY, OCTOBER 13, 2005

 

REGULAR MEETING

7:30 P.M.

 

1.         ROLL CALL.  Mr. Hackworth called the meeting to order at 7:30 P.M., with Mr. Hackworth, Mr. Parker, and Mr. O’Brien present.  No members were absent.  Others present were:  Judy Gilleland, Lynda Yartin, Lance Schultz, Ed Drobina, Jennifer Frommer, Jim Hite, Phil Hartmann, Curtis Stewart, Todd Foley, Richard Ricketts, Jeff Monebrake, Jeff McInturf, Mike Sabatino, Kevin Zeffernick, Jim Watkins, Pastor Todd Henry, Jason Heitmeyer, Todd Phillips, Doyle Hartman, and others.

 

2.         APPROVAL OF MINUTES OF September 8, 2005, Regular Meeting.  Mr. O’Brien moved to approve; Mr. Hackworth seconded the motion.  Roll call was taken with Mr. Parker, Mr. Hackworth and Mr. O’Brien voting “Yea.”  Motion passed, 3-0.  

 

3.         COMMUNITY COMMENTS: 

 

A.        Mr. Curtis Stewart, 117 Shannon Drive.  Mr. Stewart stated he was present this evening to address the Committee regarding the issue of storm water runoff.  He stated is neighborhood is in a FEMA floodplain and they have had flooding problems ever since Lakes Edge was put in.  Mr. Stewart stated in order to resolve the issue the City put a culvert in, but it is not nearly the size it should have been.  He stated this was also supposed to be mitigated through future development and he noticed the condos that went in behind the Ricketts has no retention and that disturbs him.  Mr. Stewart further stated when the Good property is developed he hoped the City would enforce water retention to help mitigate, which means discharge less after development than what the storm conditions would be before development.  Mr. Hackworth clarified this was the Manor House development that Mr. Stewart was referring to.  Mr. Stewart stated when Lakes Edge was built it has one retention facility and it should have had three.  He stated further the one retention facility is undersized, and when that reaches its capacity he gets all the runoff.  Mr. Stewart further stated when the Good property is developed that would be the City’s chance to resolve this issue.  Ms Frommer stated when plans are reviewed by the City, we require the developer to retain on his site the difference between a 100 year post developed condition to a two year pre-developed condition.  She stated just because a site does not have a retention or detention pond does not mean they are not doing that.  Mr. Stewart stated he understood what Ms Frommer was saying, however, he felt the City had an obligation to meet FEMA’s requirements when they agreed that future development was supposed to help mitigate the problem during future developments, and what she was saying is that you were meeting the same requirements.  Mr. Hackworth stated he was not aware that Manor House was in a FEMA floodplain and requested Ms Frommer to check into this.  Mr. Stewart stated the floodplain runs all the way from Sycamore Creek clear up. 

 

B.         Mike Sabatino stated he would like to address the issue of traffic on S.R. 256 this morning.  He stated at approximately 7:00 A.M. today he was going down 256 and traffic was backed up all the way down beyond the Kohl’s’ location, and he had noticed ODOT working on the lights yesterday.  He stated he did not know if the back-up this morning was a result of that, but he felt it was something that Service Committee should look into.  Ms Frommer stated we have been working with ODOT over the past two months to look at the A.M. and P.M. peak in the area, we have found some bad loops, and we have received a copy of their model.  She stated we are making some suggestions to them on timing, and she did not know if the efforts yesterday came to any specific conclusions, but she is due to hear from ODOT any day now.  Mr. Sabatino stated the back-up could have been the result of an auto accident or something, it was just that he had observed the problem and he felt someone should follow up on that. 

 

            Mr. Sabatino stated with regard to Mr. Stewart’s concern about flooding, he had a question about an information request he had done several months ago.  He stated one of the bits of information that was revealed was that there is a situation where we have the connection of a sump pump to a sanitary sewer, and that was revealed back in January of this year.  Mr. Sabatino questioned what the City has done to address this thus far.  Mr. Drobina stated the only way we can find out where this is occurring, is to go into every home.  Mr. Sabatino questioned if it is permissible for these connections to be there and Mr. Drobina stated it is not permitted.  Mr. Sabatino then questioned what the City was going to do to address the situation, because as revealed in an e-mail the City knows of one instance, and he would like to know if the City is going to look the other way, investigate, or what will be done about it.  Mr. O’Brien stated the question had come up that if the house was built before there was an inspection department in the City, the County had inspected it and passed it, the question was if the City can go back and say something that was approved by the County was no longer valid and must be changed.  Mr. Sabatino stated he thought it was an issue with the EPA as far as allowing storm water to be discharged into the sanitary sewer system.  Mr. Drobina stated storm water should not be running into the sanitary sewer system, and Mr. O’Brien stated we have infiltration from old pipes, etc.  Mr. Sabatino stated this e-mail dealt with Mr. O’Brien’s situation and Mr. O’Brien is concerned that it exists in other homes as well.  He further stated if we know about it, are we going to do anything about it, or are we just going to let it slide.  Mr. Hackworth stated he understood Mr. Sabatino’s concern and he would ask staff to look at this and see what kind of policy we have.  Mr. Hackworth stated he was not prepared to answer anything tonight and ensured Mr. Drobina would look into this situation. 

 

            Mr. Sabatino stated his last question was to Mr. Hackworth regarding his e-mail regarding water rates.  He stated his question was what an election had to do with the price of water in Pickerington.  Mr. Hackworth stated it did not have anything to do with it, and the e-mail Mr. Sabatino is referring to was a response for an article idea in January, and it took until June to get all the members of the Utility Fees Review Committee seated and the first organizational meeting was in September, so obviously it would not be before the election.  Mr. Hackworth stated Mr. Sabatino voted against forming the committee in January, and Mr. Sabatino stated that was because he did not feel we needed the committee.  Mr. Sabatino again stated Mr. Hackworth stated the user fees may be raised, but he would hold off for a few months or a year because of the election.  He stated his question was what an election had to do with it, if we need to raise the water rates we should do it, if we don’t, we don’t.  Mr. Hackworth stated that is what the committee would figure out.  Mr. Sabatino stated he was just trying to get a straight answer. 

 

4.         PLANNING AND ZONING

 

A.        REPORTS:

 

                       (1)         BZA Report.  Mr. Schultz stated there were two cases approved in September and there are four cases on the agenda for October. 

 

            (2)        Planning and Zoning Representative Report (Mr. O’Brien) Mr. O’Brien stated Planning and Zoning Commission met on Tuesday and dealt with some sign issues, and some lighting and site plan and building materials for an office complex at Creek Bend.  Mr. O’Brien stated the Commission had also approved the preliminary development plan for the condominium development for the Retreat at Spring Creek, and the Residential Design Guidelines, both of which are to be considered this evening.    

 

B.         ACTION ITEMS:  Mr. Hackworth stated instead of waiting until the end of the meeting during the “Other Business” section, if there are no objections, he would ask for the discussion regarding the approval of the preliminary development plan for the Retreat at Spring Creek at this time.  All Committee members agreed to consider this issue at this time. 

 

            Review and request for motion to approve Preliminary Development Plan for the Retreat at Spring Creek.  Mr. Richard Ricketts stated he is the attorney representing the applicant and he would be happy to answer any questions the Committee may have.  Mr. Ricketts stated the Committee members had received detailed information regarding this project, and he provided a brief overview of the information presented.  Mr. Ricketts stated this project would be 90 single-family condominium units on 20 acres, for an approximate density of 4.5 units per acre.  Mr. Ricketts stated they understood this project will be subject to the Residential Design Guidelines that are going into effect to the extent that they are approved prior to the time this project is started.  He further stated stormwater studies have been completed and are included in the packet of information provided for review.  Mr. Ricketts continued stating that the applicant has no difficulties with the buffering requirements that Mr. Schultz has indicated will be required.  Mr. Ricketts stated also that Sycamore Creek Community Church is working with the developer, Beazer Homes, to ensure that the City issues are addressed.  He stated further the roads within the development will be private roads, but will be constructed to City standards.  Mr. Ricketts stated the biggest issue to be addressed is the traffic issue on Refugee Road.  He stated there has been a great deal of effort, and, in fact, Beazer has met the obligation to fund a traffic impact study for the Refugee area, that has been provided to the City as well as the other entities.  Mr. Ricketts stated at this point the County has not responded on what they believe is appropriate for this area, and what came out of Planning and Zoning on Tuesday night was the approval of what they have asked for in conjunction with their discussions with Stilson and with City staff.  He stated they felt they have done a good job of getting to where they need to be for a preliminary approval, and those details must be ironed out before the final development plan will be approved.  He stated Planning and Zoning Commission had approved the preliminary development plan subject to the fact that before they submit the final development plan they are able to get the additional report from Fairfield County, meet with Fairfield County, meet with Stilson, get everyone together and make sure everyone is on the same page to have a workable long term plan to start to integrate some of these intrajurisdictional issues that exist on Refugee Road.  Mr. Ricketts stated they are committed to working with Fairfield County, the City, and Violet Township to ensure this is an all inclusive process.  Mr. Hackworth clarified the units will range from approximately 1,600 square feet to 2,200 square feet.  Mr. O’Brien stated Planning and Zoning Commission’s questions had been answered satisfactorily for all members, and they had approved the preliminary plan with the ten contingencies listed in the staff report.  Mr. Parker clarified the price of the condominiums will have a base price of approximately $220,000 to $250,000.  Mr. Parker stated the property next to the condos is zoned commercial and he hoped that the developer would ensure that people buying there know they are moving in next to a commercial property.  A representative of Beazer Homes stated the sales people are very well coached on making sure they disclose what is going to be going in around a project.  Mr. Schultz stated procedurally, the final development plan will go before Planning and Zoning next month, then to Service Committee, and then to City Council.  Mr. Parker moved to approve the preliminary development plan for The Retreat at Spring Creek with the ten conditions set forth by Planning and Zoning Commission; Mr. Hackworth seconded the motion.  Roll call was taken with Mr. Hackworth, Mr. O’Brien, and Mr. Parker voting “Yea.”  Motion passed, 3-0.  

 

            Review and request for a motion to approve a draft ordinance adopting Residential Development Design Standards (Section 1276.23) and amending Section 1276.22 of the Pickerington Codified Ordinances.  Mr. Schultz stated over the past few months Planning and Zoning Commission has been reviewing design guidelines and a copy of the guidelines approved at their meeting on Tuesday has been provided to the Committee.  Mr. Schultz stated some of the highlights include that fifty percent of the front elevation shall be of natural materials, a higher grade of vinyl siding of .44 thickness is required, subsiding shall be a minimum of 7/16th inch OSB or plywood, windows or architectural features are required on all elevations with one architectural window on the front elevation, asphalt dimensional shingles, chimneys shall be constructed of brick, stone, or stucco and that does not include bay chimneys, exterior trim shall be a minimum of eight inches wide with the exception of four inches wide on dormers, window trim shall be four inches or install shutter pairs, trim is not required for windows on brick or stone, the main roof pitch is 6 to 12, and there shall be a minimum of four trees on each single family lot not including street trees, 8 shrubs per lot and a minimum mulch bed square footage shall be two and one-half times the lot width.  Mr. Schultz further stated mulch beds can be located in the front or around the corner of the house and lot landscaping shall include accent plants and shrubs.  Mr. Hackworth stated his largest concern dealt with four trees minimum and minimum diameter of the trees.  Mr. Schultz stated our code required two and one-half inch diameter trees.  Ms Gilleland stated if the Committee would like to take another month to digest this, that is perfectly alright.  Mr. Jason Heitmeyer stated as a home builder he would like to see an exception on the requirement for the eight inch overhang when you were using brick or stone.  Mr. Hackworth clarified that he was suggesting an eight-inch overhang except allowing a four-inch overhang where brick and stone are used.  Mr. O’Brien stated Planning and Zoning had spent a great deal of time discussing these guidelines and they felt this was the best they could do at this time.  Mr. O’Brien stated we can work with the builders and come back and modify them if necessary.  Mr. Parker stated his concern was we were adding the impact fee, we have these design guidelines, and then you have a house that can be built outside the incorporated area for less money.  He stated he felt we need to put pressure on the Township to do something similar to this, because if we start adding all of these things on you price yourself out of the market.  Mr. O’Brien moved to approve the Residential Development Design Standards and forward them to Council; Mr. Hackworth seconded the motion.  Roll call was taken with Mr. Parker, Mr. Hackworth, and Mr. O’Brien voting “Yea.”  Motion passed, 3-0. 

 

C.        ACCESS MANAGEMENT PLAN:  Ms Frommer presented a power point presentation on the draft Access Management Plan.  She stated she understood this was a lot of information and the Committee would probably want to schedule work sessions to review the document in depth.  Mr. Hackworth clarified some of the access issues will have an impact on properties that are going to be developing shortly.  Mr. O’Brien stated Council would be scheduling several budget work sessions in November and once that schedule is complete, Service could look at scheduling a work session on this issue.    

 

5.         SERVICE DEPARTMENT

 

A.        REPORTS:

 

            (1)        Utility Fees Review Committee Representative Report (Mr. Hackworth).  Mr. Hackworth stated the Utility Fees Review Committee will meet next Monday.   

 

B.         ACTION ITEMS:  None. 

 

C.                 WATER UTILITY MAINTENANCE. 

 

            (1)        Review and discussion of water connection options.  Mr. Drobina stated we had discussed if we should extend our offer to allow residents to hook on to City water as there are still several residents who did not respond to our first letter.  Mr. O’Brien stated with the number of people who did not respond, perhaps they did not receive the letter or whatever, and perhaps we should offer one more opportunity.  Ms Gilleland stated if the Committee concurred, we could send a letter to the individuals and see how many are interested in taking advantage of this opportunity.  Mr. Hackworth moved to authorize the City Manager to send a letter to potential water customers to see how many are interested in this offer; Mr. O’Brien seconded the motion.  Roll call was taken with Mr. Parker, Mr. Hackworth, and Mr. O’Brien voting “Yea.”  Motion passed, 3-0. 

 

D.        WASTEWATER UTILITY MAINTENANCE. 

 

            (1)        EPA 208 Plan – Update.  Ms Frommer stated both the City and the County are ready to move forward, however, she did not have the ordinance prepared authorizing submission of the document to the EPA.  Ms Gilleland stated she would like to have this continued on the agenda as our attorney was trying to work with Canal Winchester’s attorney on this issue.  Mr. Hackworth requested this item be continued on the agenda. 

 

E.         STREET MAINTENANCE. 

 

            (1)        Annual Street Repaving Project – Update.  Mr. Drobina stated the project is basically complete.  Mr. Hackworth stated he has had comments from residents regarding Diley Road breaking up and questioned if it will be worthwhile to do some repairs even though that road will be dug up during the widening project, and Mr. Drobina stated in some areas it would be appropriate to do some repairs.      

 

F.         STORM WATER UTILITY MAINTENANCE. 

 

            (1)        Long Road/Bowen Road Stormwater – Update.  Mr. Hackworth stated the study submitted by Hartman Engineering had been reviewed during a work session prior to this meeting.  Mr. Hackworth moved to forward legislation to adopt the Long Road near Georges Creek Stormwater, Sanitary, and Water Study prepared by Hartman Engineering to Council; Mr. O’Brien seconded the motion.  Roll call was taken with Mr. Hackworth, Mr. Parker, and Mr. O’Brien voting “Yea.”  Motion passed, 3-0.  

 

G.        TREE COMMISSION.  Update.  Mr. Drobina stated he had no update. 

 

6.         ENGINEERING DEPARTMENT CAPITAL PROJECTS

 

A.        WASTEWATER

 

            (1)        Wastewater Plant Expansion - Update.  Ms Frommer staff has met several times and we are working through some analyses to present to this Committee. 

           

            (2)        D-Line Interceptor Sewer Phase IIIB – Update.  Ms Frommer stated the easements are progressing nicely and she hoped to have those finalized by next week.  Ms Frommer stated further Mr. Drobina was hoping to schedule a preconstruction meeting next week as well. 

 

B.         TRANSPORTATION: 

 

            (1)        Courtright Drive. 

 

                        a.         Courtright Drive Extension Project, Phase III  – Update.  Mr. Schultz stated he has no update this evening.   

 

            (2)        Diley Road Realignment:

 

                        a.         Diley Road/256 Intersection Improvement Project, Phase II – Update.  Mr. Drobina stated we are still working with the contractor on some issues. 

 

 (3)       Diley Road Improvements Project:

 

                        a.         MORPC/ODOT Project – Update.  Ms Frommer stated she had distributed a memo dated September 30th and she apologized it was not included in packets when they went out.  Ms Frommer stated essentially this is a modification to the design contract to the Diley Road project in light of some work that will need to be done, and some that has been done that was discovered during design, things that you wouldn’t know until you proceeded through engineering design.  She stated all of the noise barrier work was not included in the original design contract because you did not know if they were warranted or if you would build them, and the amount for all the noise barrier items totaled $57,600.  Ms Frommer continued that for utility relocation (water, raw water, sanitary force main), it was disclaimed to the City very early on that until the alignment was firm and the profiles were designed, utility relocations were not included in the design.  She stated the total cost for the utility relocation totals $24,400.  Ms Frommer stated further for the retaining wall on the McDowell property the design fees total $1,800, for the median irrigation design the increase is $12,000, and an increase of $4,900 for traffic signal design modification and conversion.  Ms Frommer stated these changes total $100,700.  Ms Gilleland stated we are still debating the median issue.  Ms Frommer stated she understood this was a lot of information just being given to the Committee this evening and if they needed more time to review it she understood that.  Mr. Hackworth clarified that this cost is above what was previously authorized on the contract.  Ms Gilleland stated currently we are $400,000 to $500,000 over the MORPC cap.  Ms Frommer stated some of the large items, such as a construction contingency, that are usually 20 percent when design estimation begins are brought down to 15 percent and could come down to a 10 percent contingency amount.  Mr. Hackworth further clarified this was an increase for the design of the entire Diley Road project, which is three and one-half miles, and this is the second modification to the contract.  Ms Frommer stated that was correct, the first modification dealt largely with the road realignment shift.  Mr. Hackworth clarified this was something that needed to go to Council for approval.  Mr. O’Brien stated he knew this was more complex that it appeared, and this was just the engineering, not the cost to do the work.  Mr. Hackworth stated he would like to discuss this issue at the next meeting so they can have time to review the changes requested.  

 

                        Mr. Hackworth ascertained the right-of-way acquisition has not yet started.  Ms Frommer stated ODOT has right-of-way plans on both phases and we are waiting for comments on the second phase. She stated until they release those plans and the descriptions, we cannot proceed.  Mr. O’Brien inquired if the residents have been given any notification of the progress so they know what is going on, and Ms Gilleland stated she has not communicated with them, however, the individual working on the right-of-way issue has been talking with them.  Ms Frommer stated she felt it would be a good idea, once we make a phase three submittal, to send out a notice and let them know how we are proceeding. 

                       

                        b.         Noise Barriers – Update.  Ms Gilleland stated with regard to the noise barrier for Georges Creek, she will be sending a letter letting them know we will not be putting in the noise wall as they did not respond in time to meet the deadline.         

 

            (4)        Cover/Ebright Connector

 

                        a.         Pickerington Health Care Access Road – Update.  Ms Gilleland stated we are still waiting on a response from the property owner.  

      

            (5)        Traffic Signal Study - Update.  Ms Frommer stated the study is proceeding and she hoped to have something for the Committee next month. 

 

C.        WATER: 

 

            (1)        Wellfield Investigation – Update.  Ms Gilleland stated she did not have an update this evening.   

 

D.        STORMWATER.  No Report. 

 

7.         CHAIRMAN.    Mr. Hackworth stated he had nothing to bring forward.

 

8.         OTHER BUSINESS. 

 

A.        Review and request for motion to approve 2006-2010 Capital Improvements Plan.  Mr. Hackworth stated this had been approved at a special meeting.  Mr. O’Brien stated he would like to make a change to include work on the Long Road project discussed at the work session this evening.  Ms Frommer stated she would amend the CIP to reflect the cost of the full project.  Ms Frommer stated further if the City does not get the grant from the Army Corps of Engineers we would not spend that money.   

 

B.         Review and discussion of Supplemental Water Agreement with Canal Winchester.  Ms Gilleland stated we approved one agreement in which we changed the terms from 18 months to 12 months for supplemental and emergency connections.  She stated Canal Winchester sent a letter requesting we consider another six months for the supplemental connection.  Mr. Drobina stated he felt they wanted the additional six months because it would take them that long to get their new plant in production.  Mr. O’Brien stated the dry spell has passed, and clarified that if we cannot provide the 300,000 gallons of water per day, we would not have to provide it.  Mr. Hackworth stated he would like to have this continued on the agenda for the next meeting. 

 

9.         ADJOURNMENT.  There being nothing further, Mr. O’Brien moved to adjourn; Mr. Hackworth seconded the motion.  Mr. Hackworth, Mr. Parker, and Mr. O’Brien voted “Aye.”  Motion carried, 3-0.  The Service Committee adjourned at 9:45 P.M., October 13, 2005.

 

RESPECTFULLY SUBMITTED:

 

 

________________________________

Lynda D. Yartin, Municipal Clerk