CITY OF PICKERINGTON
SERVICE COMMITTEE
OF COUNCIL
CITY HALL, 100
LOCKVILLE ROAD
THURSDAY, MARCH 9,
2006
REGULAR MEETING
7:30 P.M.
1. ROLL CALL. Mr. Hackworth called the meeting to order at 7:30 P.M., with Mrs. Hammond, Mr. Hackworth, and Mrs. Riggs present. No members were absent. Others present were: Jeff Fix, Lynda Yartin, Lance Schultz, Ed Drobina, Jennifer Frommer, Bruce Englehart, Sean Casey, Robin Harris, Stuart Schlotterbeck, and others.
2. A. APPROVAL OF MINUTES OF February 9, 2006, Work Session regarding Access Management Plan. Mrs. Hammond moved to approve; Mrs. Riggs seconded the motion. Roll call was taken with Mr. Hackworth, Mrs. Hammond, and Mrs. Riggs voting “Yea.” Motion passed, 3-0.
B. APPROVAL OF MINUTES OF February 9, 2006, Regular Meeting. Mrs. Riggs moved to approve; Mrs. Hammond seconded the motion. Roll call was taken with Mrs. Riggs, Mrs. Hammond, and Mr. Hackworth voting “Yea.” Motion passed, 3-0.
3. COMMUNITY COMMENTS: Mr. Hackworth stated he understood Mr. Schlotterbeck would like to address the Committee this evening.
Mr. Schlotterbeck stated he and his wife would like to address the Committee regarding the Diley Road Widening project and read a statement into the record. (Attachment 1 to these minutes)
Mr. Hackworth clarified with Mr. Drobina that we are still on track to have the appraisal done next week. He stated Ms Gilleland is ill this evening, however, she had stated she was going to set up a meeting next week on this issue. Ms Frommer stated Mr. Schlotterbeck and Ms Harris have been very patient through this entire process and we appreciated that. Mr. Hackworth stated as he understood it, initially Mr. Schlotterbeck and Ms Harris were told the City was going to take all three acres and the house, and now they are being told they are going to take the house and one acre and the decision the City must make is if we will purchase the remaining two acres. Mr. Schlotterbeck stated that was correct. Mr. Fix stated Mr. Schlotterbeck’s statement was extremely well stated and they have been very patient with the City through this entire process. Mr. Fix stated he understood that the communications coming from several different angles at different times is very confusing. Mr. Fix stated if there was one person they could speak to at any given time would ease their discomfort with the process, and if a Council person or someone at the City would be responsible for communicating with all of the residents on Diley Road who would be impacted would prevent anyone else from going through this same experience. Mr. Schlotterbeck stated Mr. Fix was correct, and that would be much easier for everyone involved, and if they had an individual that was directly affiliated with the City it would give them the sense that the City is on board and understands what is taking place. Mr. Fix stated there seemed to be a lot of individual details that have to do with Mr. Schlotterbeck’s particular piece of property that we will have to address very soon, and he thanked Mr. Schlotterbeck for letting the City know that we do need a different process than we have been using.
4. PLANNING AND ZONING
A. REPORTS:
(1) BZA Report. Mr. Schultz stated there were two agenda items in February, and there are three items on the March agenda.
(2) Planning and Zoning Representative Report (Mrs. Hammond) Mrs. Hammond stated Planning and Zoning will meet next week.
B. ACTION ITEMS: There were no action items.
C. ACCESS MANAGEMENT PLAN: Mr. Hackworth stated a work session was held earlier on this issue, and Service Committee would hold another work session on April 13, 2006, 6:30 P.M.
5. SERVICE DEPARTMENT
A. REPORTS:
(1) Utility Fees Review Committee Representative Report (Mr. Hackworth). Mr. Hackworth stated the Utility Fees Review Committee met in January and at their next meeting they would begin discussing user fees.
B. ACTION ITEMS:
(1) Review and discussion regarding funding request for renovation of water tower in the old downtown. Mr. Hackworth stated Mr. Good is not present this evening so he would like to have this continued on the agenda for the April meeting.
(2) Review and discussion regarding capacity fee reimbursement for Mr. Ebright. Mr. Hackworth stated he understood Mr. Ebright could not be present this evening and requested this item remain on the agenda for the next meeting.
Mr. Hackworth stated before we go further on the agenda, he would like to let everyone know that the Wright Road JEDD issue would not be discussed this evening. He stated we were supposed to receive some figures from the developer and we did not receive them, so that item would be continued on the agenda for the next Service Committee meeting.
C. WATER UTILITY MAINTENANCE.
(1) Review and request for motion to approve draft ordinance authorizing the City Manager to enter into a contract with Neptune Equipment Company. Mr. Drobina stated this was an annual request to allow us to purchase Neptune Meters as we use Neptune Meter Reading equipment. Mr. Drobina stated the contract is not to exceed $100,000 and we have that amount in the budget for purchasing meters. Mr. Drobina stated these would be meters for new construction as well as replacement meters. Mrs. Riggs moved to approve and forward to Council; Mr. Hackworth seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Hackworth, and Mrs. Riggs voting “Yea.” Motion passed, 3-0.
(2)Review and request for motion to approve draft ordinance authorizing the City Manager to execute an agreement with URS Corporation for consulting services regarding design and construction of a new 1.0 MG elevated storage tank. Mr. Drobina stated the Committee had received a draft ordinance on this item. He stated we did a Request for Qualifications and URS was the company selected for this project. Mr. Drobina stated our attorney has reviewed the contract, and our engineer has reviewed the task and the task hours. Mr. Drobina stated hours for survey and property research were included in the event the tank would be located somewhere rather than property we already own. Ms Frommer stated in the event the tank is located on City owned property you would recognize a savings in the contract. Ms Hammond clarified that part of the contract will include determining the ideal spot for the tank. Mr. Drobina stated it has always been assumed that the ideal spot would be by the other tank, so if that is the best location the surveying and property research would not have to be done. Mr. Hackworth clarified if the tank is located on City owned property that would be approximately $10,000 savings on this contract. Mr. Drobina stated he would get with URS and ensure they understood that if the tank is located on City owned property these two items will not be performed. Mr. Hackworth moved to approve and forward to Council for an amount not to exceed $79,400; Mrs. Hammond seconded the motion. Roll call was taken with Mrs. Riggs, Mr. Hackworth, and Mrs. Hammond voting “Yea.” Motion passed, 3-0.
D. WASTEWATER UTILITY MAINTENANCE. Mr. Drobina stated he had nothing to report this evening.
E. STREET MAINTENANCE. Mr. Drobina stated he had no report this evening.
F. STORM WATER UTILITY MAINTENANCE. Mr. Drobina stated he had no report this evening.
G. TREE COMMISSION. Update. Mr. Drobina stated the Arbor Day ceremony is scheduled for April 28, 2006, at the Arboretum. He stated a Horse Chestnut tree will be planted this year.
6. ENGINEERING DEPARTMENT CAPITAL PROJECTS
A. WASTEWATER
(1) Wastewater Plant Expansion - Update. Mr. Drobina stated he will visit three wastewater plants next week and he will report back to the utility committee. Mr. Hackworth stated the committee has met a few times and discussed the future capacity that we need and the best way to approach that.
(2) D-Line Interceptor Sewer Phase IIIB – Update. Ms Frommer stated the project is still in construction. She stated we have encountered some poor soils near the railroad right-of-way, and she hoped the bore could be completed next week.
B. TRANSPORTATION:
(1) Courtright Drive.
a. Courtright Drive Extension Project, Phase III – Update. Mr. Hackworth stated we are still waiting on information from the developer and he would like this item continued on the agenda.
(2) Diley Road Improvements Project:
a. MORPC/ODOT Project – Update. Ms Frommer stated she would like to ensure the Committee that there is a single point of contact negotiating with the residents and receiving their concerns, and that is the right-of-way consultant right now. She stated she will facilitate a meeting with the Schlotterbeck family and Ms Gilleland next week and hoped to resolve that issue.
b. Review and request for motion to approve draft ordinance authorizing the City Manager to accept a 0.082 acre, more or less, fee simple interest from Sylvia R. Cook, located on the north side of Windmiller Drive and west of Diley Road, City of Pickerington, County of Fairfield, State of Ohio. Ms Frommer stated this is in the Diley Phase III project, and Ms Cook gave a right-of-entry so the work could commence and this is essentially the execution of the document. Mr. Hackworth clarified this is a donation. Mrs. Hammond moved to approve and forward to Council; Mr. Hackworth seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Hackworth, and Mrs. Riggs voting “Yea.” Motion passed, 3-0.
c. Review and discussion regarding Diley Road Traffic Signal Pre-Emption Devices. Mr. Hackworth stated he had understood the Fire Chief, Chief Taylor, was going to be present this evening. Ms Frommer stated it is important to note that this issue came up as the Fire Chief was doing a review of the most recently completed set of Diley Road widening plans and noticed no specifications for pre-emption devices. Ms Frommer stated the two signals in your project and all of the signals in the Canal project are capable of it, and the Township project is installing these devices in their signals. She stated the Fire Chief would like the City to consider that, and it is not currently included in the project plan. Mr. Hackworth stated he would like to have this item continued on the agenda for the next meeting.
(3) Cover/Ebright Connector
a. Pickerington Health Care Access Road – Update. Ms Frommer stated there has been movement on this issue, however, there is no resolution as yet.
(4) Traffic Signal Update. Mr. Hackworth clarified that we are still communicating with ODOT regarding the traffic signals that we turned over to them. Ms Frommer stated we are funneling complaints as they are received to ODOT. She stated complaints have slowed, but did increase recently with regard to the northbound 256/westbound Tussing. She stated she understood Safety Committee had discussed that issue. She stated we have requested some timing programs that ODOT has recently initiated and some feedback from a new contract they initiated to improve the timing in the corridor, however, she has not received it as yet. Ms Frommer stated she would continue to follow-up on this.
(5) Review and request for motion to approve draft ordinance authorizing the City Manager to submit a grant application to the Ohio Department of Transportation for the purpose of acquiring funds for the Refugee Road/S.R. 256 intersection improvement project and the Refugee Road widening project. Mr. Hackworth stated the Committee had received a draft ordinance with a summary sheet. Mr. Drobina stated he has taken care of obtaining a purchase order to allow Stilson to do the work to submit the application. Mrs. Hammond stated the intersection improvement at S.R. 256 and Refugee would likely involve additional lanes at that intersection, and as much of the widening of Refugee Road from Melody Lane to Fullers’ Way. Ms Frommer stated ODOT has indicated they will support as much as we can justify, but it might not be a five-lane widening the entire distance. Ms Frommer stated right now ODOT is looking at a 90-10 split on funding of the project cost, however, that can change as it is dependent upon how much money they get, how many projects they receive, how competitive they are against each other, etc. Ms Frommer stated it would not be likely that City funds would be expended this year, and we should know by mid-summer if we are selected. Mr. Hackworth moved to approve the draft ordinance and forward to Council; Mrs. Riggs seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Hackworth, and Mrs. Riggs voting “Yea.” Motion passed, 3-0.
D. STORMWATER. Ms Frommer stated the Corps of Engineers application for Long Road was submitted to Congressman Hobson’s office in the form of a budget appropriation. She stated she would let the Committee know when she heard anything on this issue.
7. CHAIRMAN. Mr. Hackworth stated he had nothing to bring forward.
8. OTHER BUSINESS.
A. Supplemental Water Agreement for Canal Winchester.
(1)Review and discussion regarding draft ordinance to amend Ordinance 2005-78 by authorizing the City Manager to execute an addendum to the Supplemental Water Service Agreement with the Village of Canal Winchester. Mr. Hackworth stated at the last meeting Mayor Miller of Canal Winchester had requested we extend the current water agreement to 18 months from the time they are able to hook into our water system, and that appears to be about the end of May. Mr. Hackworth stated if we approve 18 months from that time, we are looking at this agreement ending in approximately November 2007. Mr. Drobina stated our chief operator feels comfortable that we could provide the 300,000 gallons per day, and the agreement does read that we may refuse or restrict that amount if necessary. Mrs. Hammond moved to approve and forward to Council; Mr. Hackworth seconded the motion. Roll call was taken with Mr. Hackworth, Mrs. Hammond, and Mrs. Riggs voting “Yea.” Motion passed, 3-0.
B. Review
and discussion regarding propose JEDD on Wright Road (Slingluff property). Mr. Hackworth stated this would be continued
on the agenda for the next meeting.
Mr. Drobina stated he had received a letter from Canal
Winchester regarding the meter pit. He
stated they are asking for the engineer’s estimate of $71,600 for the meter pit
relocation and they are also asking for $25,000 for storm water impact. Mr. Drobina stated there is a $10,000
temporary line stop included in this, and he is not sure we can shut the water
off, even temporarily. Mr. Drobina
stated if we can set up a temporary tank we could save the $10,000 on the project. Mrs. Riggs stated she would like to have our
attorney look at this to determine what our position is with regard to
liability on doing this. Mr. Drobina
stated he would have a legal opinion prepared by our attorney for the Committee
to review.
9. ADJOURNMENT. There being nothing further, Mrs. Riggs moved to adjourn; Mrs. Hammond seconded the motion. Mr. Hackworth, Mrs. Riggs, and Mrs. Hammond voted “Aye.” Motion carried, 3-0. The Service Committee adjourned at 8:50 P.M., March 9, 2006.
RESPECTFULLY SUBMITTED:
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Lynda D. Yartin, Municipal Clerk