CITY PLANNING, PROJECTS, & SERVICES COMMITTEE

CITY HALL, 100 LOCKVILLE ROAD

WEDNESDAY, APRIL 20, 2011

REGULAR MEETING

7:30 P.M.

1. ROLL CALL. Mr. Fix called the meeting to order at 7:00 P.M., with Mr. Fix and Mr. Barletta present. Mr. Blair was absent. Others present were: Bill Vance, Lynda Yartin, Ed Drobina, Joe Henderson, Brenda VanCleave, Chet Hopper, and others.

2. APPROVAL OF MINUTES OF March 16, 2011, Regular Meeting. Mr. Barletta moved to approve; Mr. Fix seconded the motion. Roll call was taken with Mr. Barletta and Mr. Fix voting “Yes.” Motion passed, 2-0.

3. COMMUNITY COMMENTS: No comments.

4. DEVELOPMENT:

A. Development Director’s Report.

(1) Annexation

a. Review and request for motion to approve draft ordinance adopting a statement regarding possible incompatible land uses and zoning buffer for a proposed annexation of 0.860 acres, more or less, from Violet Township, Fairfield County, to the City of Pickerington, Ohio, as required by Section 709.023(C) of the Ohio Revised Code. Mr. Vance stated this legislation is required in connection with the annexation of a residential property where the well went bad and the city is working with the property owner. Mr. Vance stated the property now has water and we are now going through the annexation process. Mr. Barletta moved to approve and forward to Council; Mr. Fix seconded the motion. Roll call was taken with Mr. Fix and Mr. Barletta voting “Yes.” Motion passed, 2-0.

b. Review and request for motion to approve draft ordinance adopting a Statement of Services for a proposed annexation of 0.860 acres, more or less, from Violet Township, Fairfield County, to the City of Pickerington. Mr. Vance stated this is also required along with the previously approved draft ordinance. Mr. Barletta moved to approve and forward to Council; Mr. Fix seconded the motion. Roll call was taken with Mr. Barletta and Mr. Fix voting “Yes.” Motion passed, 2-0.

(2) Development Process – Update. Mr. Vance stated staff is making the development process more customer friendly as far a meeting with developers or potential developers and coming up with realistic game plans to allow them to proceed with development ideas. He stated we would obviously like to expedite the length of the process, but it appears that the Charter restricts a lot of the things we would like to do as far as expediting the timeframe associated with the process. He stated unless we change the Charter it appears the process is locked in at six months. Mr. Fix inquired if a conversation could be held about making some Charter changes that would expedite the process, and Mr. Vance stated he would welcome that discussion. Mr. Fix stated at the next Service meeting he would like Mr. Vance to be prepared to discuss the Charter changes that would expedite our development application process and requested this be added to the next agenda.

(3) Economic Development Marketing Plan – Update. No report.

(4) Business Retention Project – Update. Mr. Vance stated Council is supporting an effort to revitalize properties in the old village and that is an effort everyone is very proud of.

(5) Long Range Economic Development Plan – Update. Mr. Fix ascertained we have received approximately 15 resumes for the Economic Development Director position and the deadline is either April 30^th or May 1^st. Mr. Vance stated it was his goal to have someone in place by the first of July. Mr. Fix further clarified that we are working with the developer of the soccer complex and we are waiting for them to get back with us on when they can meet with us.

(6) Implementation of the Diley Road Corridor Plan – Update. No report.

5. PLANNING AND ZONING DEPARTMENT:

A. Planning and Zoning Representative Report (Mr. Blair) Mr. Henderson stated the Planning and Zoning Commission met last week and approved a comprehensive sign plan and discussed some text changes to the Code.

B. Planning and Zoning Department Report (Mr. Henderson) Mr. Henderson stated he had provided a written report and would be glad to answer any questions. Mrs. Hammond stated she understood a bicycle store would be opening and Mr. Henderson stated that was correct and they would be opening in the southernmost tenant space in Hunter’s Run.

C. Fairfield County Regional Planning Commission – Update. Mr. Henderson stated the only item approved in Violet Township was a variance for a lot split.

D. ACTION ITEMS:

(1) Refugee Road Study – Update. Mr. Fix stated he understood that Mr. Henderson planned to provide this Study to the Planning and Zoning Commission in either May or June and questioned if it would be possible to provide it to Service Committee at that time also. Mr. Henderson stated he would like to get the study out to everyone as soon as possible and have it on the Planning and Zoning Agenda next month and the following week to this Committee.

Mr. Fix stated some individuals are present tonight who would like an update on the status of the City accepting Postage Drive. Mr. Vance stated the City continues to maintain Postage Drive and the City Engineer is currently coordinating the descriptions associated with this issue and we are also trying to coordinate some connectivity approvals with Kohl’s and the adjacent property to the south. Mr. Vance stated the goal is to get this done as soon as possible; however, our Engineering Department is extremely busy with a limited staff. Mr. Vance stated we are basically waiting on them to get the time to create the legal descriptions and the law director has already begun discussing these plans with the Kohl’s representatives. Mr. Vance stated everything is in motion and active, and he is hopeful he will have something to this Committee by May or no later than June.

6. BUILDING DEPARTMENT.

A. Building Department/Chief Building Official’s Report. Mr. Hopper stated he had provided a written report and he would answer any questions anyone might have. Mr. Hopper stated he would point out that so far this year we have 21 new homes in the process and things are moving in the right direction of reaching our goal of 50 homes this year. Mr. Fix clarified that Mr. Hopper felt we had a fairly good inventory of the vacant properties in the City and he could provide that information to the Committee members.

B. Discussion regarding potential Code revisions. Mr. Hopper stated he had no report this evening as he is continuing to review the Code.

7. SERVICE DEPARTMENT

A. Service Manager’s Report. Mr. Drobina stated he had provided a written report and he would answer any questions. Mr. Fix clarified that the Wastewater Open House was in celebration of Earth Day and residents might be interested in coming in to see the new plant. Mr. Barletta stated he would also like to thank Mr. Drobina and Ms Medinger for the Arbor Day event.

(1) Review and request for to approve draft ordinance amending Section 1258.19 of the City of Pickerington Codified Ordinances to require individual meters and shut-off valves for each unit in a multi-family development. Mr. Fix stated this was discussed a couple of months ago and he felt it was a good idea to move forward. Mr. Barletta stated he also felt it was a good idea although it did put extra costs on the developer to provide this. Mr. Drobina stated in reviewing the draft he did question the terminology as a multi-family development could also mean apartments and this is actually designed for condominiums, and perhaps we could reword it so that is clearly understood. Mr. Sauer stated his question would be if this were worded for condominiums would that include something like twin-singles. Mr. Drobina stated he felt we should make it clear that if it was a product they were selling it would require individual meters, but if it was a product they were renting it would not. Mr. Sauer clarified it was typical for apartment buildings to have a single meter for the entire building. Mrs. Yartin stated she could word the legislation to reflect “multi-family individually owned unit.” Mr. Drobina stated he felt that would make it very clear and Mr. Vance stated he agreed with that wording. Mr. Barletta stated he was comfortable with that wording. Mr. Barletta moved to approve with the amended wording and forward to Council; Mr. Fix seconded the motion. Roll call was taken with Mr. Barletta and Mr. Fix voting “Yes.” Motion passed, 2-0.

B. WASTEWATER

(1) TDS – Update. Mr. Drobina stated we are still in compliance with our permit and he has no further update. Mr. Fix clarified that we have had no violations so far in 2011.

C. WATER.

(1) Review and discussion regarding water storage tank maintenance contract. Mr. Drobina stated he has no update this evening and a meeting is scheduled on April 29^th on this issue. Mr. Vance stated we are actively pursuing involvement with the County and to involve a competitive bidding process.

8. ENGINEERING DEPARTMENT

A. Engineer’s Report. Ms VanCleave stated Mr. Bachman had provided a written report and she would be happy to answer any questions.

B. ACTION ITEMS:

(1) Water Master Plan and Sewer Master Plan - Update. Ms VanCleave stated these plans are being finalized and hopefully would be ready for the next Committee meeting.

(2) S.R. 256 Safety Improvement Project - Update. Ms VanCleave stated as Mr. Bachman had indicated, ODOT is supportive of this project.

(3) Partially collapsed storm sewer on S.R. 256 - Update. Ms VanCleave we have requested quotes to get this line televised so we will know more by the next meeting.

(4) Review and request for motion to approve draft resolution authorizing the City Manager to apply for an Ohio EPA Section 319(h) nonpoint source project grant for CIP #SM-13, Sycamore Creek Stream Bank Stabilization and Restoration. Ms VanCleave stated this project is in the CIP for this year and this is a 22-foot bank on Sycamore Creek behind Shawnee Crossing that is being eroded and it is coming quite close to a home. Ms VanCleave stated the Ohio EPA has a grant program that will fund 80 percent of the project cost if certain conditions are met and she is talking with Fairfield County Soil and Water to work together on this project. She stated if we receive the grant they would assist with the engineering at no fee and we would use that as in-kind services as our 20 percent match. Mr. Fix stated then for zero dollars we could fix this issue and Ms VanCleave stated hopefully that was correct. Mr. Fix further clarified that this would be the City’s responsibility because the stream lies on city-owned property. Mr. Barletta moved to approve and forward to Council; Mr. Fix seconded the motion. Roll call was taken with Mr. Fix and Mr. Barletta voting “Yes.” Motion passed, 2-0.

C. TRANSPORTATION – No Report.

9. CHAIRMAN.

A. Strategic Plans Goals – Update. Mr. Fix stated the Committee had addressed several goals already this evening. Mr. Vance stated with regard to pavement maintenance, we have $20,000 budgeted for pavement maintenance and he would like to discuss a potential alley program so we could take care of some of our allies before any more significant paving funding becomes available. Mr. Fix requested Mr. Vance bring a plan to that effect to the next Committee meeting and Mr. Vance stated he would be happy to do that. Mr. Fix clarified that we did put $200,000 in the budget for the S.R. 256 safety grant and it had been discussed that if we did not get that grant those funds would be put toward paving. Mr. Fix further clarified we will know at some time in the future if we are awarded that grant.

Mr. Sauer stated he has noticed some of our curbs are beginning to deteriorate and clarified that the funds to repair those would come out of the stormwater funds. Mr. Sauer further clarified that we have been budgeting something like $40,000 for these repairs. Mr. Sauer inquired if Engineering could look at this and give Council an idea of what a maintenance plan would be for each year. Mr. Fix asked Mr. Drobina to bring what he thought was appropriate to this Committee.

10. OTHER BUSINESS:

A. Update on proposed solar panel project at the water treatment plant. Mr. Vance stated we are making progress on this.

11. ADJOURNMENT. There being nothing further, Mr. Barletta moved to adjourn; Mr. Fix seconded the motion. Mr. Barletta and Mr. Fix voted “Aye.” Motion carried, 2-0. The City Planning, Projects, and Services Committee adjourned at 7:35 P.M., April 20, 2011.

RESPECTFULLY SUBMITTED:

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Lynda D. Yartin, City Clerk