MONDAY, JULY 16, 2007

REGULAR MEETING

7:30 P.M.

1. ROLL CALL. Mrs. Hammond called the meeting to order at 7:30 P.M., with Mrs. Hammond, Mr. Hackworth, and Mr. Fix present. No members were absent. Others present were: Lynda Yartin, Lance Schultz, Ed Drobina, Brenda VanCleave, Jennifer Frommer, Dan Heitmeyer, Gary Smith, and others.

2. APPROVAL OF MINUTES OF June 18, 2007, Regular Meeting. Mr. Hackworth moved to approve; Mr. Fix seconded the motion. Roll call was taken with Mr. Fix, Mr. Hackworth, and Mrs. Hammond voting “Yea.” Motion passed, 3-0.

3. COMMUNITY COMMENTS: There were no community comments.

4. PLANNING AND ZONING DEPARTMENT:

A. Planning and Zoning Director’s Report. Mr. Schultz stated he had provided a written report and he would answer any questions.

(1) Board of Zoning Appeals (Mr. Schultz). Mr. Schultz stated he had provided a written report and he would answer any questions.

(2) Planning and Zoning Representative Report (Mr. Hackworth) Mr. Hackworth stated Planning and Zoning met on July 10^th, and forwarded the rezoning request that is on tonight’s agenda. He stated the Commission had also reviewed some sign locations and a new Greek restaurant coming into the Winderly development.

B. ACTION ITEMS:

(1) Review and request for motion to approve draft ordinance for Rezoning and Final Development Plan for approximately 9.76 acres from AG Rural District to PC2 Planned Central Business/Mixed Use District for a Spa, Bed and Breakfast, and Office Development at 376 Hill Road South located just west of Pickerington Central High School (Heitmeyer). Mr. Schultz stated Planning and Zoning Commission approved this with the 13 conditions attached to the ordinance. Mr. Schultz stated five of the conditions are new since the preliminary plan was reviewed by Service Committee. He stated the first new condition reduced the front yard setback from 18 feet to 12 feet; condition 3 was revised to allow building five to be within five feet of the setback; condition 6 stated a turn lane shall not be required; condition 10 is that the buildings shall be consistent with the elevations included in the final development plan; and, condition 13 is that the tree survey shall be updated so the information on the survey is accurate. Mr. Schultz stated with regard to condition 6, a traffic impact study had indicated that a turn lane would be required if a drive thru is included in the plan after year 10, and that is based on the City growing, not from this site generating traffic. He stated staff had determined a turn lane would not be required at this time. Mr. Schultz stated he would answer any questions. Mrs. Hammond clarified the developer does not have any problems with any of the conditions attached to the Ordinance. Mrs. Hammond moved to approve the ordinance with the 13 attached conditions and forward to Council; Mr. Fix seconded the motion. Roll call was taken with Mr. Hackworth, Mrs. Hammond, and Mr. Fix voting “Yea.” Motion passed, 3-0.

a. Request for motion to schedule public hearing before Council regarding the proposed rezoning and final development plan for 376 Hill Road South, for September 4, 2007, at 7:20 P.M. Mr. Hackworth moved to schedule the public hearing for that date and time; Mr. Fix seconded the motion. Roll call was taken with Mr. Fix, Mrs. Hammond, and Mr. Hackwork voting “Yea.” Motion passed, 3-0.

5. SERVICE DEPARTMENT

A. REPORTS:

(1) Utility Fees Review Commission Representative Report (Mr. Hackworth) Mr. Hackworth stated the Commission has not met.

(2) Service Manager’s Report. Mr. Drobina stated he had provided a written report and he would be happy to answer any questions.

B. ACTION ITEMS: None.

C. WATER UTILITY: No Report.

D. WASTEWATER UTILITY MAINTENANCE:

(1) Review and request for motion to approve draft ordinance to authorize the City Manager to execute a second extension of the City’s contract with Synagro Central, LLC, for biosolids management services. Mr. Drobina stated this has been discussed in the past few meetings, and he was requesting the extension be forwarded to Council. Mr. Fix moved to approve and forward to Council; Mr. Hackworth seconded the motion. Roll call was taken with Mr. Hackworth, Mr. Fix, and Mrs. Hammond voting “Yea.” Motion passed, 3-0.

E. STREET MAINTENANCE. Mr. Drobina stated tomorrow the contractor will begin the depth repair on Long Road.

F. STORMWATER : Mr. Drobina stated a sink hole developed over a storm sewer line on Cherry Hill Drive and City crews will be repairing it during the next week.

6. ENGINEERING DEPARTMENT CAPITAL PROJECTS.

A. WASTEWATER

(1) Wastewater Plant Expansion - Update. Ms VanCleave stated she had provided a written report and would be happy to answer any questions. She stated she had reported our NPDES permit renewal was submitted on Friday, July 13^th, however, it will most likely be submitted tomorrow.

Ms VanCleave stated the design of the realignment of the D-Line 2C continues. Ms Frommer stated it would be her recommendation to bid the project up through Longview Acres, to Long and Diley and stop it there. She stated the coordination with contractors and delay claims could get ridiculous as opposed to making a request of the ODOT project that it execute a change order and upsize the line from Long and Diley down to Long and Wright. She stated that seemed less cumbersome, and the project is ready to bid with the exception of that portion of the line. She stated because you have belts and suspenders at the Lakes Edge station and the back up pump and back up generator, she would recommend you allow it to function the way it currently is, bid the force main improvement, and then wait to make the connection until the Diley project upsizes the line from that intersection down to Wright Road. She stated she did not feel it put the system in any further jeopardy than it has been over the past year. Mr. Hackworth clarified we were talking about a fourteen inch force main down Long Road to a manhole cover on Diley around the Long Road area. He further clarified that from Long Road down to Wright Road it is still an eight-inch line. Mr. Drobina stated when we widen Diley Road we will request a change order to put a fourteen-inch pipe in. Ms Frommer stated if you made this a part of this bid project not only will the City bear the additional cost of $150,000-$180,000, you would also be putting in a line in an area where the road widening set of plans has already been filed with ODOT and that line does not exist on those plans. She stated most likely ODOT’s contractor would not be aware there would be a line there, and you would open yourselves up to delay claims because they would have to coordinate with another contractor on a piece of infrastructure that wasn’t in existence when they received the bid. Ms Frommer stated she would recommend proceeding with the bid within the next week or so of the force main project which would tie it to Long and Diley, and then the road widening would upsize from that point down to Wright Road. Ms Frommer stated at this point the Diley project is slated to sell in mid-November, although that is not a firm date from ODOT as yet, so chances are excellent you would have utility work going on and completed by June to September of 2008 timeframe. She stated so she would recommend doing the force main work now, then that gravity will get upsized by approximately September of next year. Mr. Fix clarified no action was required by this Committee at this time. Mr. Drobina stated that was correct, he just wanted to make the Committee aware that it was staff’s recommendation to delay that portion of the force main project until the Diley Road project is underway. Mrs. Hammond clarified all members of the Committee concurred with that recommendation.

Ms VanCleave stated with regard to the Hill Road South sanitary sewer, she has spoken with Fairfield County Utilities regarding the properties on the east side of Hill Road that have annexation agreements. She stated the City had agreed to provide sanitary sewer service at whatever was required to get it there, and the parcels on the east side are actually in the County service area. She stated in speaking with the County, they fully intend to serve these parcels, however, at this time there is no sewer available. She stated what we are proposing at this time is just servicing those parcels on the west side of the road and leaving the east side for a date later to be discussed. She stated the rough cost of construction at this time is estimated at about $85,000 for one side of the road. She stated this is a part of our CIP. Ms VanCleave stated we one reason we can’t do the east side at this time is because those houses sit much lower and would require their own lift station to get up to the Hill Road sanitary sewer. Ms VanCleave stated the pre-annexation agreement states that the City will pay for the capacity fees and the service lines. Mrs. Hammond clarified this will involve four or five properties, and the $85,000 does not include the tap fees. Mr. Fix stated then, the City would pay to install the sewer, to put the line in from the main to the house, the tap fees, and also we will not collect any user fees. Mrs. Hammond stated the Committee concurred with doing what we have to do.

B. TRANSPORTATION:

(1) Diley Road Improvements Project:

a. MORPC/ODOT Project – Update. Ms Frommer stated the project was filed May 29^th with District and a progress meeting is scheduled for July 25^th at 1:00 P.M.

Ms Frommer stated the proposal for getting ready for the ACS lights is in her office and will be forwarded to Mr. Drobina this week. She stated that bid set will be out fairly quickly to put video at three intersections and do the LED change out. Mr. Hackworth clarified that we will do borrowing next year to complete the rest of the traffic signal project. Mr. Drobina stated when we start the budget for next year we will track that project to see what we need to budget.

C. WATER:

(1) Review and discussion of water tower project and Simsbury water tower painting project. Ms VanCleave stated with regard to the water tower repainting, this project has taken some time to get out to bid. She stated the bid opening is scheduled for July 26^th, and water tower painting is season dependent as once the temperature goes below a certain level they cannot do it. She stated we are closing in on the cutoff of getting it done this year. Ms VanCleave stated in order to get this project done this year, she would request a waiver of Committee action so it can go on the Council agenda for August 7^th. She stated she would also request three readings at that meeting so we will be able to complete the project this year. Ms VanCleave stated once we have the bid opening, she would get all of the information to the Committee members along with her recommendation for award of the contract. Mr. Hackworth, Mr. Fix, and Mrs. Hammond all stated they did not have a problem with waiving committee action.

D. STORMWATER. No Report.

7. CHAIRMAN. Mrs. Hammond stated she had nothing to bring forward this evening.

8. OTHER BUSINESS: Mr. Hackworth stated he had been contacted by a resident of the Fairfield condos by Kohl’s, and he had some issues about their pond. He stated numerous times the residents have found hypodermic needles in the pond that have washed in from the run off from the Kohl’s parking lot. Ms VanCleave clarified that Kohl’s and the Fairfield condos were designed as a joint project and, basically, all stormwater flows from the commercial property through that pond and outlets to the creek. Ms VanCleave stated the engineer that designed this project was to contact Kohl’s and he has not done that as yet. She stated she did speak to the store manager today and he will send something to corporate, so hopefully we will have an answer soon. Ms VanCleave stated they were to install a screen that should prevent debris from flowing into the pond. Mr. Hackworth stated the resident had also requested the City take over the maintenance of the road going into the condos, and since that is a private road he did not see that the City could do anything. Ms Hammond stated this was discussed in the past, and it was determined that we could not do anything. Ms VanCleave clarified the road does not meet city standards because the sidewalk is on one side of the road only and it is partially outside of the right-of-way. She stated in looking at the cross-section, it is more than adequate to meet our criteria, however, we did not inspect it so we don’t know if it was really built that way. She further stated she had our inspector look at the road and he found several problems with cracking, etc. Mr. Hackworth stated he would like to see if there is something we can do to when we approve these projects that would prevent this type of thing from happening in the future.

9. ADJOURNMENT. There being nothing further, Mr. Fix moved to adjourn; Mr. Hackworth seconded the motion. Mrs. Hammond, Mr. Fix, and Mr. Hackworth voted “Aye.” Motion carried, 3-0. The Service Committee adjourned at 8:20 P.M., July 16, 2007.

RESPECTFULLY SUBMITTED:

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Lynda D. Yartin, Municipal Clerk