CITY OF PICKERINGTON
SERVICE COMMITTEE
OF COUNCIL
CITY HALL, 100
LOCKVILLE ROAD
THURSDAY,
SEPTEMBER 18, 2003
REGULAR MEETING
AGENDA
7:30 P.M.
1. ROLL CALL. Mr. Maxey called the meeting to order at 7:30 P.M., with Mr. Shaver and Mr. Maxey present. Mr. Parker arrived at 7:40 P.M. Others present were Joyce Bushman, Frank Wiseman, Jerry Dailey, Bob Mapes, Lance Schultz, Lori Aberman, Rick Palsgrove, Anthony Barletta, Adam Murray, Brittany Dye, Jeff Kraus, James Keaton, Dennis Boruszewski, Mike Maurer, Bob Harding, Tim Bryant, Ted Hackworth, Steve Reade, Gail Oakes, Dale Kocarek, and others.
2. A. APPROVAL OF MINUTES OF July 10, 2003,
Regular Meeting. Mr. Maxey moved to
approve; Mr. Shaver seconded the motion.
Roll call was taken with Mr. Maxey and Mr. Shaver voting “Yea.” Motion passed, 2-0.
B. APPROVAL OF MINUTES OF July 24, 2003, Work Session. Mr. Shaver
moved to approve; Mr. Maxey seconded the motion. Roll call was taken with Mr. Shaver and Mr. Maxey voting “Yea.” Motion passed, 2-0.
3. PLANNING AND ZONING DEPARTMENT
A. REPORTS
(1) Board of Zoning Appeals – No Report
(2) Planning and Zoning Representative Report (Mr. Maxey). Mr. Maxey
stated the meeting was held earlier this month. The minutes have been provided for all of the Council people and he would be happy to answer any questions. The meeting dealt with the standard signs and Certificates of Appropriateness.
B. ACTION ITEMS
(1) Review and request for motion to approve draft ordinance to
rezone 28.548 acres of land located south of Refugee Road and north of Long Road
(Woodward property) from AG to R4 (TABLE, 11/14/02)
(2) Review and request for motion to approve final development plan
for a single-family development on approximately 79.912
acres located north of Long Road and south of the railroad tracks (formerly
Lane property) (TABLE, 11/14/02)
REGULAR MEETING
SEPTEMBER 18, 2003
4. SERVICE DEPARTMENT
A. WATER UTILITY MAINTENANCE
(1) Water services to Pearl Lane and Florence Drive (CIP# 98-01-002) –
Update. Mr. Wiseman stated they had an Open House and there were approximately three comments requesting the City to comment on, which has been done. They are getting ready to put this out for bid and hopefully they will have something in about a month to bring back to the next Service Committee meeting to approve or disapprove for approval to forward to Council.
B. WASTEWATER UTILITY MAINTENANCE – No Report
C. STREET MAINTENANCE
(1) Annual Street Repaving Program – Project Complete. Mr. Wiseman
stated this project is complete. Mr. Maxey stated this can be removed from the agenda.
D. STORM WATER UTILITY MAINTENANCE
(1) Janice Lane/Long Road/Diley Road Stormwater Study (CIP# 97-04-001) –
Review. Mr. Wiseman stated Mr. Hartman was supposed to present tonight, however is not present at this time. Mr. Maxey stated if Mr. Hartman shows up they will come back to this item.
5. ENGINEERING DEPARTMENT CAPITAL PROJECTS
A. WASTEWATER – R.D. ZANDE
(1) Wastewater Plant Expansion (CIP# 03-02-005). Mr. Wiseman stated Mr.
Kocaruk from R.D. Zande is present to address any questions
regarding the Wastewater Plant Expansion.
Mr. Kocaruk stated they have made a lot of progress in the last few
months. They have been continuing to
work with the Ohio EPA Division of Financial Environmental Assistance to
complete the facilities planning. The
environmental assessment for that is being prepared at this time. A public open house was held on August 20,
2003, to present the Wastewater Treatment Plant project, which was sparsely
attended. The Ohio EPA issued a draft
issuance for the permit to install on the Wastewater Treatment Plant on
September 15, 2003, subject to all pending Ohio EPA Director’s actions. A public hearing has been scheduled for the
draft PTI on November 5, 2003 in the City of Pickerington Council Chambers, and
the comments deadline is November 12, 2003.
They advertised for building bids for the three projects, the Wastewater
Treatment Plant, the pump station and the replacement sewer on August 24,
2003. A pre-bid meeting was held in Council
Chambers on September 9, 2003 and we are scheduled to open bids on October 8,
2003. The bid date was extended to avoid
conflicts with other projects that contractors are bidding on and to allow for
better pricing for these projects. Mr.
Kocaruk stated it is still their intention to provide the Ohio EPA with
virtually everything they need to process the Water Pollution Control Loan Fund
loan after the December 11, 2003 OWDA Executive Board meeting. The construction duration for the Wastewater
Treatment
SERVICE COMMITTEE OF COUNCIL
REGULAR MEETING
SEPTEMBER 18, 2003
Plant has been set at 660 days and is scheduled to start after the first of the year in 2004 and will culminate toward the end of 2005. Mr. Kocarek distributed copies of the handout that was provided at the August 20, Open House. Mr. Shaver stated it is his understanding that the City has not received EPA approval for the expansion. Mr. Kocaruk stated that is correct. Mr. Shaver inquired as to whether they have determined the impact on user fees. Mr. Kocaruk stated they wanted to acknowledge the fact to the public this was still an issue that was under development. Mr. Shaver stated the residents really don’t know how the City is paying for this expansion. Mr. Kocaruk stated there was discussion at the Finance Committee meeting that was held immediately following the open house. Mr. Kocaruk stated he has met with the City Manager, Finance Director and Dennis Schwallie to discuss how this project will be paid for. He continued that we really need to wait for the Finance Committee findings, however, it looks as if this can be paid for with an increase in the tap fees. Mr. Shaver inquired if our present sewer system can serve our capacity? Mr. Kocaruk stated at the present time yes it can. Mr. Shaver stated the need for this expansion is based on proposed growth. Mr. Kocaruk stated that is correct. Mr. Shaver stated if we keep the current sewer system, what additional capacity, how many more homes could we add. Mr. Kocaruk stated if growth stops the current system receives and treats 1.1 million gallons per day at the Water Reclamation Facility, which is an annual average. The functional treatment capacity is 1.2 MGD (million gallons per day), which leaves a balance of 100,000 gallons per day. Mr. Shaver inquired what does that translate to in regards to residential units? Mr. Kocaruk stated based on usage of 300 gallons per home, it would compute to 333 single-family equivalent units. Mr. Maxey stated that only takes in to consideration residential growth, however, that does not account for any commercial growth that the City may realize in the next coming years. Mr. Shaver stated he understood that figure was based only on future residential growth. Mr. Shaver inquired as to whether these plans could be scaled down. After a brief presentation, Mr. Kocaruk stated it would not be advisable to scale the plans down. Mr. Shaver stated he gets the feeling that this is all the City can do with this site and if there was a need for any more expansion the City would have to build a whole new sewer plant on an entire new site. Mr. Wiseman stated this plan before the Committee also maximizes the stream capability. Mr. Shaver inquired what would the cost be for a new sewer plant at a new site. Mr. Kocaruk stated you need to keep in mind that this proposal does not require any changes to the administration building and several other existing items as well. Mr. Kocaruk stated the average construction cost for a new facility would be based on charging about $4 to $5 per gallon, just for the base construction costs. Mr. Shaver clarified that when it is stated that the City could upgrade to a Class A that means the City would be able to sell the waste product. Mr. Kocaruk stated they discussed that about a year ago and that is something that the Service Director has always taken an interest in. Mr. Kocaruk clarified several items for the public. Mr. Parker clarified on the west side of S.R. 256 from the Cross Creeks development back down thru there is our service area for commercial development in that area, and this plant will handle that area.
REGULAR MEETING
SEPTEMBER 18, 2003
(2) Review and request for motion to approve draft ordinance to authorize the
City Manager to enter into an agreement with Stilson Consulting Group, LLC, for engineering services for the wastewater treatment plant expansion and Sycamore Creek replacement sewer (Phases 2 and 3). Mr. Parker stated the Committee had received a draft contract in their packets for review. Ms. Bushman stated as far the timetable is concerned, the City has the MPDS permit for the plant, and we do not have the PTI. The City is going through the final processes for the PTI. As far as the time table there are several things that have to occur. The construction services contract and the bidding have to be in contract by the end of the year in order to proceed with the financing for the project through the EPA loan program. Mr. Parker stated there are a couple of exclusions that are in the contract. They are small items such as the minority employment statute that needs to be in the contract and other than that the contract is standard. Mr. Maxey moved to approve; Mr. Parker seconded the motion. Roll call was taken with Mr. Maxey and Mr. Parker voting “Yea,” and Mr. Shaver voting “Nay.” Motion passed, 2-1.
B. TRANSPORTATION
(1) Cycle Way/Freedom Way (CIP# 02-03-013) – Update. Mr. Dailey stated
this is still in progress.
(2) Courtright Road
(A) Courtright Road Extension Project, Phase I, (CIP# 02-03-011) -
Complete. Mr. Dailey stated the project is complete. Mr. Parker stated this can be removed from the agenda.
(B) Courtright Road Extension Project, Phase III (CIP#s 03-03-011
and 03-03-012). No report.
(3) Diley Road Improvements Project
(A) 256 Widening Phase (CIP# 98-03-005). No Report.
1. Diley Road/S.R. 256 Storm Sewer Project – Update.
Mr. Dailey stated this project is complete.
(B) MORPC/ODOT Project (CIP# 98-03-005 and 03-03-005).
Mr. Dailey stated the major Diley Road widening project will be coming up in the future for which there will be a public meeting in the next six to eight weeks.
(4) Downtown Revitalization Project Phase III, IV, and V and West
Columbus Street Public Parking Lot (CIP#s 02-06-001, 03-06-001, & 03-06-003) – Update. Mr. Dailey this project is in progress. The anticipated completion date should be around the end of October. Ms. Oakes stated the alley that runs next to her business looks to be smaller and she wanted to know why the alley put back in smaller than it was to begin with. Ms. Bushman stated actually the alley is not smaller. It is an optical illusion because of the curbing. The goal of the Downtown Revitalization Project was to keep pathways open to connect the park to the Olde Village area. It is still functional as an alley. It was concreted because it gets used a lot as a walkway during community events. Ms. Oakes asked when will the alley be open? Ms. Bushman stated the alley will be open when the project gets completed at the end of October. Mr. Maxey inquired as to whether it will still be opened to automobile traffic. Ms. Bushman
REGULAR MEETING
SEPTEMBER 18, 2003
stated it would still be able to be used by automobiles; however, historically it is used more as a walkway.
(5) Cover/Ebright Connector (CIP# 02-03-010).
(A) Pickerington Health Care Access Road – Update. Mr. Dailey stated this should be completed by the end of September.
(5) I-70/S.R. 256 Joint Improvements Project with Reynoldsburg and ODOT -
Update. No Report. Mr. Parker stated he met with Mr. Engle and gave him a list of four major problems with the last plan. The understanding is that there will be an alternate proposal brought before the Committee in the future. Mr. Barletta stated he has been a two-time loser this week trying to commute. Each day it has taken forty minutes for him to commute to Mount Carmel East. Mr. Barletta stated there was a power failure right after Labor Day that affected the light. He stated since it was restored the timing of the traffic light at S.R. 256 and S.R. 204 was altered. This has made S.R. 256 back-up every morning to Steak ‘n Shake, while S.R. 204 remains fluid. Mr. Barletta stated he would like to see the timing of the lights restored. Mr. Dailey stated he was not aware of the timing problem until yesterday when the Police Department reported it to him. The traffic engineer will be taking a look at it this week. Mr. Dailey stated the first thing they need to do establish that the timing has been changed and that it wasn’t just a change in the pattern of traffic. Mr. Dailey stated they are looking into it and will try to have it resolved by Monday.
(A) Review and request for motion to approve
draft ordinance to authorize the City Manager to execute a state controlled
closed loop system agreement with ODOT for the traffic signals at Tussing Road,
S.R. 204, and S.R. 256 (TABLED, 07/10/03)
Mr. Maxey stated in regards to the Diley Road program he
understands that there are a couple of different consulting engineers working
on this program as a whole. He continued
that what he would like to do is to authorize the Service Director to write a
letter to all of the consulting engineers and funnel all of the information
into a “managing engineer,” because the City has separate contracts out there
for the whole of Diley Road, so there is only one group of folks communicating
to ODOT and communicating to the Service Director. Mr. Maxey moved to authorize the Service
Director to write a letter to all of the consulting engineers and funnel all of
the information into a “managing engineer,” Mr. Parker seconded the
motion. Ms. Bushman stated the City
already has a lead engineer on that project, who is responsible for overseeing
all of the engineers. Mr. Maxey stated
he is aware of that, however, what he would like to do is reiterate that to all
of the other consulting engineers working on this program so that information
is funneled through the lead engineer and not directly to ODOT or vice
versa. Ms. Bushman stated she would like
the motion to be amended because Council does not have the authority to direct
a Department Head to take an action. Mr.
Maxey stated Ms. Bushman is correct and that he would amend is original
motion. Mr. Maxey amended the motion
to direct the City Manager to authorize the Service Director to write a letter
to all of the consulting engineers and funnel all of the information into a
“managing engineer” and to also include all parties involved on the Diley Road
project and to copy this information to all Service
REGULAR MEETING
SEPTEMBER 18, 2003
Committee members as well; Mr. Parker seconded the
motion. Roll call was taken with Mr.
Shaver, Mr. Maxey and Mr. Parker voting “Yea.”
Motion passed, 3-0.
C. WATER:
(1) Water Plant Expansion Project (CIP# 00-01-006) – Projected Completion
Date: November 30, 2003
D. STORMWATER
(1) East Street Outfall (CIP# 01-04-003) – Engineering Completed. No
Report.
6. CHAIRMAN
A. Review and Discussion regarding Community First requested traffic study. Mr.
Parker stated he wants to get a little bit more focused on this. He stated The City of Pickerington is meeting with Reynoldsburg and ODOT right now to try to work out the S.R. 256 issues, we know there is a big study being completed by ODOT regarding Interstate 70 and the widening of Diley Road. Mr. Parker stated there is a new Transportation Director for this MORPC area. Mr. Dailey stated Mr. Lawler has been with MORPC for a long time and has been promoted to this position. Mr. Parker stated he feels it might be in the City’s best interest to start discussions with Mr. Lawler, and asked Mr. Dailey if he would meet with Mr. Lawler along with Mr. Barletta to help address the issues that the residents are concerned with. Mr. Dailey stated he will call Mr. Lawler to set a time to meet.
B. Review and Discussion of Draft Community Authority. Mr. Parker stated he
wants the Community Authority to be run through Service Committee so Mr. Shaver has an opportunity to add his input, and Service is a good community forum for the Community Authority. Mr. Parker stated it was his understanding that the BIA has made a few changes on it and clarified it has not been presented to the School Board yet. Mr. Parker stated if the changes are agreeable it will come to this Committee to take a look at it. Mr. Shaver stated until they know what the BIA’s new idea is, the Committee really does not need to discuss this. Mr. Parker stated once they have something concrete to review they will discuss it.
C. Review of Section 1(c) and (d) of Ordinance 2003-47 (Comprehensive Plan). Mr.
Parker stated this has to do with hiring the Regional Planner. He stated Mr. Maxey made a recommendation at the last Council meeting that this come through Service Committee and they find a regional planner. Mr. Parker stated at this point in time we need to do an RFQ (Request For Qualifications) for these people. Ms. Bushman stated the Committee should refer to the memo from her office with a sample RFQ, and this Committee may want to consider the option of using the same firm the Township is using. Ms. Bushman states she would like to point out that the ordinance requires us to ask the township if they would participate in the hiring of regional planner, and it may be difficult for them to participate since they are already in that
SERVICE COMMITTEE OF COUNCIL
REGULAR MEETING
SEPTEMBER 18, 2003
process and have already hired a regional planner. Mr. Maxey clarified the Township has hired Edwards and Kelkey. Mrs. Bushman stated she will ensure the advertisement for RFQs is placed in the papers. Mr. Shaver stated he feels they need to advertise for this position so we can get someone with new fresh ideas. Mr. Shaver stated the whole point of this process was to start at square one on how we want to organize and develop this community. Mr. Shaver ascertained those meetings are held the last Wednesday of the month at the Township offices. Mr. Shaver stated he has no objection to joining those meetings or being added as a City Representative on that Committee. Mr. Parker stated he felt it would be good to have more representatives at those meetings and they will still go ahead with the RFQs. Mr. Shaver stated all they will be doing is gathering information, which is good. Mr. Maxey moved to advertise for the Regional Planner; Mr. Shaver seconded the motion. Roll call was taken with Mr. Parker, Mr. Shaver, and Mr. Maxey voting “Yea.” Motion passed, 3-0.
7. OTHER BUSINESS
A. Review and request for motion to approve 2003-2007 Capital Improvements Plan.
Mr. Maxey moved to approve; Mr. Parker seconded the
motion. Ms. Bushman stated this is
self-explanatory; this is for the annual capital improvements plan. She stated it covers all capital improvement
projects and projects five years out.
She stated this has been in place for 11 years and each year we amend it
based on the issues that are arising.
Roll call was taken with Mr. Parker, Mr. Maxey and Mr. Shaver voting
“Yea.” Motion passed, 3-0.
Mr. Mapes presented the Committee with the legislation to
accept the dedication of Fuller’s Way. Mr.
Parker moved to forward the Ordinance to accept a deed of road right-of-way
from Refugee Park, LLC for Fuller’s Way roadway improvements; Mr. Maxey seconded
the motion. Roll call was taken with
Mr. Parker, Mr. Shaver and Mr. Maxey voting “Yea.” Motion passed, 3-0.
Mr. Mapes stated in regards to the moratorium statute there will only be 100 houses per year or 25 per quarter. Mr. Mapes stated the first lottery was held on August 10th, only ten days after the legislation was effective and there were only 16 applications, leaving 9 permits not issued. He stated his advice will be that at the next lottery on November 10th, there will be 25 permits available plus the 9 unused permits from the first quarter. He stated he felt it would be easier to handle it in this manner so you are not left at the end with adding permits. Mr. Mapes stated he would take whatever input the Committee may have, but there has been confusion on this issue. Mr. Mapes stated he has discussed this with Mr. Shaver, and Mr. Shaver agreed it made more sense to add the 9 permits now. Mr. Parker stated he concurred it would be cleaner to include those 9 permits in the next quarter. Mr. Mapes stated if there are less than 34 permits for the November lottery, then the lottery would not be held, however, if there are more that 34 that 34 will be drawn and the remaining will go over for the next lottery.
SERVICE COMMITTEE OF COUNCIL
REGULAR MEETING
SEPTEMBER 18, 2003
8. ADJOURNMENT. There being nothing further, Mr. Maxey moved to adjourn; Mr. Parker seconded the motion. Mr. Maxey, Mr. Shaver and Mr. Parker voted “Aye.” Motion carried, 3-0. The Service Committee adjourned at 9:30 P.M., September 18, 2003.
RESPECTFULLY SUBMITTED:
________________________________
Lori L. Aberman, Deputy Municipal Clerk