SERVICE COMMITTEE OF COUNCIL

CITY HALL, 100 LOCKVILLE ROAD

THURSDAY, JUNE 8, 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, Mrs. Riggs, and Mr. Hackworth present. No members were absent. Others present were: Judy Gilleland, Jeff Fix, Lynda Yartin, Lance Schultz, Ed Drobina, Brenda VanCleave, Jennifer Frommer, Tony Barletta, Craig Bohning, Sean Casey, and others.

2. A. APPROVAL OF MINUTES OF May 11, 2006, Work Session regarding Access Management Plan. Mrs. Riggs moved to approve; Mr. Hackworth seconded the motion. Roll call was taken with Mrs. Riggs, Mr. Hackworth and Mrs. Hammond voting “Yea.” Motion passed, 3-0.

B. APPROVAL OF MINUTES OF May 11, 2006, Regular Meeting. Mrs. Riggs moved to approve; Mr. Hackworth seconded the motion. Roll call was taken with Mr. Hackworth, Mrs. Hammond, and Mrs. Riggs voting “Yea.” Motion passed, 3-0.

3. COMMUNITY COMMENTS: There were no community comments.

4. PLANNING AND ZONING

A. REPORTS:

(1) BZA Report. Mr. Schultz stated in May the Board of Zoning Appeals approved three items, and there are three items on the June agenda.

(2) Planning and Zoning Representative Report (Mrs. Hammond) Mrs. Hammond stated Planning and Zoning will meet next Tuesday.

B. ACTION ITEMS:

(1) Review and request for motion to approve draft ordinance accepting the Violet Township Maintenance Building use of Fairfield County Water. Mr. Drobina stated the County has water available directly across the road from the building and the City does not have water in that area. He stated they are requesting to connect to County water until such time as the City has water in that area. Mr. Hackworth stated the Committee has a draft ordinance, but not a draft agreement. Ms Gilleland stated an agreement is not available right now, and she would like to have this continued on the agenda.

(2) Review and request for motion to approve draft ordinance for Impact Fee Exemption for violet Township Maintenance Building. Ms Gilleland stated she received the exemption form and she has not completed reviewing it. Mr. Hackworth requested this item also remain on the agenda for the next meeting.

(3) Review and request for motion to approve draft ordinance regarding a Sanitary Sewer Fair Share Agreement with Violet Township. Mr. Drobina stated we are waiting for more information on how many homes can actually connect to the sewer when it is built. Mr. Hackworth stated this item would remain on the agenda.

(4) Review and request for motion to approve a rezoning and Preliminary Development Plan for approximately 4.22 acres from C3 Community Commercial to PO Planned Office District for an assisted living center facility for Holiday Retirement Corp., located on the west side of SR 256 just south of the Pickerington Health Center. Mr. Schultz stated Planning and Zoning approved this request at their May meeting. He stated if approved by this Committee this evening, it would then go back before Planning and Zoning Commission, Service Committee, and City Council for a Final Development Plan and zoning approval. Mr. Schultz stated they are proposing a two-story, 67,000 square foot, 86-suite assisted living facility. He stated there would be one access from S.R. 256 and the potential for a secondary access point from Courtland Lane through the Pickerington Health Care Center. Mr. Schultz stated P&Z approved the request with 11 conditions and the applicant agreed with those conditions. Mr. Schultz stated staff recommends this be moved forward to the Final Development Plan process. Ms Gilleland stated she noted in the report that turn lanes were not required on S.R. 256. Ms Frommer stated that was correct, the technical analysis did not show that a turn lane would be required. Ms Frommer stated they did, however, include in their recommendation that when the second part of this property develops, the residual four acres, as that development comes in it will be considered again for the entire 8.22 acres. She stated at that time, turn lanes may very well be warranted. Ms Gilleland stated she thought it just seemed like now would be the proper time to ask for the turn lanes. Ms Gilleland clarified that if this were approved tonight, it would still come back before P&Z, Service, and Council and this issue could be discussed further prior to that time. Mr. Hackworth stated he agreed with Ms Gilleland that now would be the time to look at requiring at least a left-hand turn lane. Mr. Hackworth further clarified the developer will dedicate 50 feet of right-of-way from centerline. Mr. Hackworth moved to approve the rezoning Preliminary Development Plan for 4.22 acres from C-3 to PO for an assisted living center facility; Mrs. Hammond seconded the motion. Roll call was taken with Mrs. Riggs, Mrs. Hammond, and Mr. Hackworth voting “Yea.” Motion passed, 3-0.

(5) Review and discussion regarding Ordinance 2005-50 “An ordinance accepting the final plat for the Wellington Park subdivision – Section 1 (Virginia Homes),” referred to Committee from Council. Mr. Hackworth stated he would ask this item be continued on the agenda at this time.

(6) Review and request for motion to approve draft ordinance amending proposed Chapter 1276.23 of the Pickerington Codified Ordinances entitled Residential Building Design Standards. Mr. Hackworth stated this ordinance has had two readings at Council and removes a sentence in the definition section dealing with residential developments. Ms Gilleland stated there was the one sentence in one of the definitions that was not clear, so this amendment will clean that up and prevent any confusion. Ms Gilleland further stated the enforcement of the guidelines was being delayed until this amendment is in effect. Mr. Fix ascertained the confusion dealt with the definition for residential development and the applicability of the design standards refers to residential buildings. Ms Gilleland stated the intent from the beginning was that these design standards do apply to any subdivision that has been approved, but the homes have not been built. Mr. Hackworth moved to approve; Mrs. Riggs seconded the motion. Roll call was taken with Mr. Hackworth, Mrs. Riggs, and Mrs. Hammond voting “Yea.” Motion passed, 3-0.

C. ACCESS MANAGEMENT PLAN:

(1) Review and request for motion to approve draft ordinance adopting Access Management Plans. Ms Frommer stated after Mr. Schultz reviewed the Access Management Plan he made some suggestions that she has included in the Access Management Plan. Ms Frommer distributed new copies of the Access Management Plan to all Committee members and stated the one they received in their packets should be replaced with this version. Ms Frommer stated the revisions were minor and reviewed the changes that had been included on the new Plan. Ms Gilleland stated this is an ever-evolving document and minor alterations will be limited and considered on a case-by-case basis. She stated further stated some alterations may require an amendment by Council and access point alterations may be done by Committee action, City-sponsored study and/or reviewed and approved by the City Engineer. She stated this will be reviewed and updated every few years. Mr. Hackworth moved to approve and forward to Council; Mrs. Hammond seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Hackworth, and Mrs. Riggs voting “Yea.” Motion passed, 3-0.

5. SERVICE DEPARTMENT

A. REPORTS:

(1) Utility Fees Review Committee Representative Report (Mr. Hackworth). Mr. Hackworth the Committee had recommended an option for rate increases. Ms Gilleland stated she will have a presentation on this recommendation at Finance Committee next week.

B. ACTION ITEMS: No Action Items.

C. WATER UTILITY MAINTENANCE.

(1) Review and request for motion to approve draft ordinance authorizing the City Manager to execute an agreement with Fairfield County for emergency water services and the construction of certain water facilities. Mr. Drobina stated the Committee had received a draft ordinance and this is for Fairfield County to have an interconnect on the south side of town to their tank. Mr. Drobina stated the meter pit will be moved back to the corporation limit rather than out at the tower. He stated further the County has agreed to pay for one-half of the meter pit and 100 percent of the cost of the line between the meter pit and their tower. Ms Frommer stated Mr. Drobina has done a wonderful job in working with the County on this issue and the result has been a significant cost savings to the City. Mr. Drobina stated if the County needs water and we cannot provide it, we will not have to; and it is the same for them, so we do not have to cut our residents short to provide them water. Mr. Drobina further stated as far as the cost of the water, it was agreed that the least expensive rate the entity was charging would be the one that was charged to each other. Mrs. Hammond clarified this was for emergency situations only. Mrs. Riggs moved to approve and forward to Council; Mr. Hackworth 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. Ms VanCleave stated the City is required by the EPA to submit an annual report for the National Pollutant Discharge Elimination System Permit. She stated she had prepared a draft that she distributed to the Committee members this evening. Ms VanCleave reviewed the draft report and explained the various education programs being contemplated. Ms Frommer stated there is legislation that is alluded to in the Storm water Management Plan that will help you enforce the plan and limit your liability. Ms Gilleland stated currently we are just submitting the annual report and next month Ms VanCleave will provide a full run down of the report.

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

6. ENGINEERING DEPARTMENT CAPITAL PROJECTS

A. WASTEWATER

(1) Wastewater Plant Expansion - Update. Mr. Hackworth stated at the next meeting he would like to have an update on what has happened in the last six months. Ms Frommer stated that would be provided for the next meeting along with a draft report from the consultant on recommended options.

(2) D-Line Interceptor Sewer Phase IIIB – Update. Mr. Drobina stated the sod has been put down and he would like to leave this on the agenda for one more month.

B. TRANSPORTATION:

(1) Courtright Drive.

a. Courtright Drive Extension Project, Phase III – Update. Ms Gilleland stated she has no update this evening.

(2) Diley Road Improvements Project:

a. MORPC/ODOT Project – Update. Mr. Hackworth stated he learned today that the City has been designated to receive approximately $1 million toward the Diley Road project. Ms Gilleland stated Congressman Hobson has worked very hard to get this money for us. Mr. Hackworth stated he understood we could put this toward our share of the project. Ms Frommer stated with regard to the project they just recently made a Stage 3 submittal to ODOT so we are close to the end from a design perspective. She stated as of the stage 3 submittal the total current project cost would be $17,823,520, however, the working estimate for the project is $20,213,615. She further stated right now there is $18,667,500 in dollars slated for your project and MORPC maintains a ten percent contingency for you, over and above the commitment of the $18 million, so you are just at over $20 million in available funds right now. Ms Frommer stated you are basically even on available funds and project costs. Ms Frommer stated at this point last month they were concerned that you would have a deficit need for project funds that you didn’t have in the range of $3.2 million. She stated the good news is the project cost to the middle of construction as it is estimated right now looks to be almost exactly what funds you have committed. She stated almost all of Congressman Hobson’s appropriation grant will go to buy down your local share. Ms Gilleland stated we also have the existing northern terminus that is already there. Ms Frommer stated the City’s project cost share is just under $4.7 million for the entire project start to finish.

b. Review and request for motion to approve draft ordinance vacating 0.341 acres, more or less, of Old Diley Road located southwest of S.R. 256, and 0.685 acres, more or less, of Old Diley road located south of Windmiller Drive, City of Pickerington, County of Fairfield, State of Ohio. Ms Gilleland stated she would request this item be continued on the agenda for next month.

(3) Cover/Ebright Connector

a. Pickerington Health Care Access Road – Update. Ms Gilleland stated she has no update this evening as our attorney is still working on this.

(4) Traffic Signal Update. Ms Frommer stated the City was awarded the Safety grant through ODOT of $2.2 million for the Refugee Road/S.R. 256 intersection improvements. She stated she will be working with ODOT in the next few weeks to see what in the scope can be revised to reflect a true 90 percent of the project so that your outlay will still be only 10 percent in addition to these funds. Mr. Hackworth clarified that their 90 percent capped at $2.2 million. Ms Frommer stated one of the biggest question marks in the project is the right-of-way acquisition at the corners of Refugee and S.R. 256. Mr. Hackworth stated he understood construction would not begin until early 2008, and Ms Frommer stated due to the right-of-way acquisition and utility relocation components that would be correct.

Mr. Hackworth further stated the Committee had received a report from Stilson on Future City Signal Projects. Ms Frommer stated ten items for improvements had been prepared with the project costs, etc. She stated these were projects that would be logical to consider. Mr. Drobina stated perhaps staff could go through this report and determine what we should proceed with. Mr. Hackworth stated that was a good idea, and if there were any funds left over we may be able to put it towards the safety grant.

(5) Discussion regarding U.S. 33/Pickerington Road Interchange. Mr. Hackworth clarified that the City Manager was going to write a letter on behalf of the Mayor and Council voicing our opinion of the project.

C. WATER:

(1) Review and discussion regarding Ebright water taps. Ms Gilleland stated she had no report this evening.

D. STORMWATER.

(1) Discussion regarding Cherry Hill Retention Pond. Ms VanCleave stated she had looked at this area and she also reviewed the original plans. Mr. Barletta stated he resides in this area and it does have water in it when we have heavy rain, however, it normally is dry. He stated the idea was to pave this area for the kids to play street hockey, basketball, or whatever. Ms VanCleave stated she would meet with Mr. Barletta to review this issue. Ms Gilleland stated further we do have projects in our parks we are not doing, but if we look at this and put it on the list as a possibility if we think engineering-wise it will work. Mr. Barletta stated safety was, of course, the first concern because we don’t want kids out there if it is going to flood.

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

8. OTHER BUSINESS.

A. Review and discussion regarding utility service on Wright Road (Slingluff property). Mr. Hackworth stated the Committee had received information from Mr. Schultz on the difference between City zoning and Township zoning in this area. Ms Gilleland stated the developer had informed her they did not plan on coming to the meeting this evening. She stated they were still trying to get some information regarding the sewer line. Mr. Hackworth stated this would remain on the agenda.

Mr. Drobina stated the Committee had received 14 draft ordinances for the purchase of right-of-way or the purchase of temporary easements along Diley Road. Mr. Drobina stated all of the property owners have agreed to the costs and each parcel must be done by separate ordinances. Mr. Hackworth clarified that although there were 14 separate ordinances, they can be forwarded to Council by one motion. Mr. Hackworth moved to forward the 14 ordinances 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.

9. ADJOURNMENT. There being nothing further, Mr. Hackworth moved to adjourn; Mrs. Riggs seconded the motion. Mr. Hackworth, Mrs. Riggs, and Mrs. Hammond voted “Aye.” Motion carried, 3-0. The Service Committee adjourned at 8:55 P.M., June 8, 2006.

RESPECTFULLY SUBMITTED:

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Lynda D. Yartin, Municipal Clerk