CITY PLANNING, PROJECTS, & SERVICES COMMITTEE

CITY HALL, 100 LOCKVILLE ROAD

WEDNESDAY, JUNE 22, 2011

REGULAR MEETING

7:07 P.M.

1. ROLL CALL. Mr. Fix called the meeting to order at 7:07 P.M., with Mr. Fix and Mr. Barletta present. Mr. Blair was absent. Others present were: Bill Vance, Lynda Yartin, Greg Bachman, Joe Henderson, Chet Hopper, Lynn Miller, Cristie Hammond, Kathy Smith, Bill Yaple, Joy Davis, Sandy Melillo, Nate Ellis, and others.

2. APPROVAL OF MINUTES OF May 18, 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: NONE.

4. DEVELOPMENT:

A. Development Director’s Report.

(1) Annexation – Update. Mr. Vance stated we are still working with the County engineer’s department on finishing up the Bashore annexation on Diley Road.

(2) Development Process

a. Presentation on City/Township Economic Development Proposal. Ms Joy Davis stated she has been talking with Mr. Vance, Mr. Yaple, and other staff members and she and Mr. Henderson have been working together on a few different things. She stated in order to integrate her more fully into the City so she can more effectively market and continue the efforts she has been making, not only for Violet Township in attracting folks to our community, but also to the City. She stated she had provided some comments to the Committee prior to the meeting. Ms Davis stated Pickerington has been working for some time making some major investments and doing some infrastructure work such as roadways and water treatment, and she wants to continue to encourage that activity as well as take advantage of it once it is done. She stated she participates in the Fairfield 33 Development Alliance, Columbus 20/20, and going out and talking to site selection consultants and let them know we are a great community to be in. Ms Davis stated there are things the Township cannot handle because the City obviously has some advantages since you have zoning in place and you do land use planning and continue to search and look for growth, while the Township has a lot of green field space but it is not zoned so she can actively get a project in the ground any time soon. She stated if she has a site but the zoning process would take a year, she would lose that project, but if the City has a building or an area that is already zoned, that would give her an advantage and she could work with the City and continue to bring interests in. Ms Davis stated she has been with the Township for three years and has developed relationships with people and businesses in the community and if she were working jointly with the City and the Township it would enable her to expand those relationships. Ms Davis further stated City staff and Township staff seem to work together and get along and find ways to make things happen, and she sees this as an opportunity for her to be more involved and help our community more competitive in the future as being a successful, thriving, diversified community with businesses so we are not taxing our residents to death because we are a bedroom community. Ms Davis stated she hoped everyone would embrace the fact that we are moving toward a situation where the City and the Township does more together and in the future as budget cuts happen at the State we are probably going to be looking to each other for more and more help and she hoped this is just a step along the way.

Mr. Yaple stated that in her time with the Township has been certified in her economic development position and he felt this put together some things that have been talked about in the last few years, that this is coming together and providing cross-services and cooperation among government entities. He stated he feels this will become more of a mandate in the future than it has been in the past and this would start that. He continued that no matter what decision is made here, they have been and will continue to try to socialize and do things with all businesses in the Township, whether it be the City of Pickerington, the Township, or Canal Winchester because they are still a part of his community as well as your community. He stated he felt we could save dollars and provide the service and not cut the service. Mr. Yaple stated the biggest thing Ms Davis has done in the last two to three years is to spend time on the ground, out of the State, getting to know site selectors, getting to know people around the country and trying to attract those site selectors to come here and see what this community has to offer in this area. He stated this is not a short term move, it is a ten to fifteen year turn around to get those people in our ballgame and that is what they have been doing and the name is beginning to get out there. Mr. Yaple stated those are some of the reasons he feels this should be a cooperative organization and work together to fill this position.

Mr. Barletta stated he liked the idea of working together and we have talked about it for quite some time, so he liked the positive move in that direction. He stated he felt this would be a win/win from a budgetary standpoint for the City and the Township. He stated we are one community and we are not going to attract business by butting heads and having controversy, but we are going to attract business by working together and providing an environment where they don’t have to be afraid of the political environment. Mr. Fix stated he agreed and there are certainly many opportunities that are ahead of us where we can work together on any number of things, not just economic development, although he feels economic development is one of the most important things we can work on jointly right now. Mr. Fix stated his question would be what this Committee should do tonight and Mr. Vance stated the main thing to do this evening is just to understand the broad strokes associated with the proposal. He stated it is his understanding the employee would be a Township employee and the City would be financially supporting half of the salary, half the benefits, etc. He stated the resources that we would have available would be related to the current development services position which is currently open with the City. Mr. Vance stated he would recommend if this Committee would be comfortable with the City contributing fifty percent of the cost associated with the position, which would be a Township position associated with economic development services provided to both the Township and the City, we move forward. Mr. Fix inquired if the Township would be comfortable looking at it from the opposite perspective, that it be a City position supported by the Township and Mr. Yaple stated he had not thought of that or talked about that with the Board of Trustees, but he would not have a problem with that. Mr. Fix stated he thought there were several reasons that proposal might work better and be more justified. Mr. Fix stated he felt he and Mr. Barletta agreed that finding a way to work cooperatively on economic development is a high priority and if Mr. Yaple could bring that back to this Committee in a form they can recommend. Mr. Vance stated his sense of urgency is we have a void in our staff that he would like to fill and he was trying to get to the heart of the matter that would be discussed so he can have very clear communications between now and the next time this Committee meets so he can have specifics. He stated at that point in time he would be prepared to know whether or not this is a proposal that can go forward. He stated further that he anticipated during the budget process the City Manager would be working very hard with Mr. Yaple to see how the Township and the City can become co-investors into the shop as far as fleet maintenance activities, so this is just the first of many examples where he sees us going back and forth. Mr. Fix stated he understands that, and this position is the highest priority for him and perhaps he could meet with Mr. Vance, Mr. Yaple, and the Mayor and put together an outline of what would work and see if we can put something together. Mr. Barletta stated we have a niche to fill in the development area and we should try and take care of that and then if we want to branch into other areas where we can achieve mutual benefits we should take it one step at a time. Mr. Fix clarified there is no specific proposal at this time. Mr. Vance stated it is his understanding that this Committee is supportive of investigating ways the City can maximize our resources on a community-wide level in working with the Township and if this concept is of interest to this committee, then he could work with Mr. Yaple and come back with specifics for direction next month. Mr. Fix stated he would encourage Mr. Vance to do that and he would be happy to assist in any way he could. Mr. Yaple stated in the meantime to make sure that everything continues for your development department, Ms Davis is at your service to take care of that need.

b. Discussion regarding Diley Road Economic Development Signs. Mr. Vance stated the Columbus Realtors visited last year and one of the potential improvements or enhancements they recommended was promotional signs along the Diley Road corridor. He stated the City Manager would like to come up with some proposals and have the committee’s permission to bring those proposals back to you next month for a funding recommendation.

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

(4) Business Retention Project – Update. Mr. Vance stated he wants to drastically step up our personal visits to local businesses.

(5) Long Range Economic Development Plan – Update. No report.

(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 at the last Planning and Zoning meeting they voted to reconsider the Ebright/Homestead property soccer complex at the July meeting. Mr. Henderson stated there was also discussion on the proposed rezoning of the Gillilan property that will be discussed later on the agenda.

B. Planning and Zoning Department Report (Mr. Henderson) Mr. Henderson stated he had provided a written report and would answer any questions anyone might have.

C. Fairfield County Regional Planning Commission – Update. Mr. Henderson stated the Commission had a very light agenda last month.

D. ACTION ITEMS:

(1) Review and request for motion to approve draft ordinance approving the rezoning and Final Development Plan for the approximate 5.82 acre Gillilan property from C-3 (Community Commercial District) to PC-3 (Planned Community Commercial District) located on the northeast corner of the Refugee Road and Milnor Road intersection. Mr. Henderson stated this is basically a single lot of approximately 5.82 acres and Mr. Gillilan would like to get it shovel ready and for that it needs to be replatted. He stated the rezoning is a part of the process for a preliminary and final development plan. Mr. Fix clarified the Planning and Zoning Commission approved this as a final development plan with the five conditions listed in Exhibit “A” of the draft ordinance. Mr. Barletta clarified that there are plans in the future to add a traffic signal at Spring Creek once it is warranted and some funds have been deposited with the County Engineer to be used for that traffic signal although the amount is not enough to cover the entire cost of the signal. Mr. Fix moved to approve and forward to Council and to schedule a public hearing for July 19, 2011, at 7:00 P.M. on the rezoning and Final Development Plan; Mr. Barletta seconded the motion. Roll call was taken with Mr. Fix and Mr. Barletta voting “Yes.” Motion passed, 2-0.

a. Review and request for a motion to schedule a public hearing on the rezoning and Final Development Plan for the approximate 5.82 acre Gillilan property for July 19, 2011, at 7:00 P.M. Mr. Fix stated this was included in the last motion.

(1) Refugee Road Study – Update. Mr. Henderson stated a public hearing was held prior to the last Planning and Zoning Commission meeting and there were a few changes that would be made to the Study. He stated there was discussion regarding a COTA stop being put into the study and there has been preliminary discussion on this issue. Mr. Henderson stated he hoped to have the Study back for Planning and Zoning Commission’s review at their next meeting.

6. BUILDING DEPARTMENT.

A. Building Department/Chief Building Official’s Report. Mr. Hopper stated he had provided a written report for the Committee and would answer any questions. Mr. Hopper stated so far this year we have 25 new homes under construction or permitted and we are on track to meet our estimate for the year. Mr. Hopper stated we do have some commercial construction on-going with Mt Carmel just completing the alteration of some doctor’s offices on Stonebridge, and five buildings are under construction for the Pickerington Pointe apartments. Mr. Hopper stated we have over $27 million worth of new construction activity in 2011.

B. Discussion regarding potential Code revisions. Mr. Hopper stated he would have a draft ordinance for the next meeting addressing home owners doing their own projects. He stated it has been a concern of the department that contractor’s are requiring homeowner’s to pull the permit and the contractor doing the work without registering. Mr. Vance clarified that we have about 20 registered vacant homes and it appears that vacant homes are being maintained. Mr. Fix clarified that we have approximately 80 vacant homes in the City.

7. SERVICE DEPARTMENT

A. Service Manager’s Report. Mr. Fix stated Mr. Drobina was attending a conference, however, he had submitted a written report for the Committee.

B. WASTEWATER

(1) TDS – Update. Mr. Bachman stated we are in pretty good shape with TDS so far this year.

C. WATER.

(1) Water storage tank maintenance contract - Update. Mr. Vance stated he would like to have a presentation of the benefits of a tank maintenance program at the August committee meeting.

8. ENGINEERING DEPARTMENT

A. Engineer’s Report. Mr. Bachman stated we have installed two rain barrels, one at City Hall and one at the Building Department. Mr. Bachman stated the rain barrels reduce the amount of storm water that immediately goes to our streams from roof run-off. Mr. Bachman stated the rain barrels help homeowners by giving them water to water their plants without having to use city water.

B. ACTION ITEMS:

(1) Water Master Plan and Sewer Master Plan - Update. Mr. Bachman stated he has received the Water Master Plan and is conducting the final review of it. He stated if this committee would like, he could provide a presentation during a short work session on what we have. Mr. Fix stated he felt it would be beneficial to have a short work session so Council can get an understanding of what our strengths and weaknesses are because that will create our long term capital improvements plan projects. Mr. Fix asked Mrs. Yartin to coordinate a work session on both the water and sewer master plan some time in July or August.

(2) S.R. 256 Safety Improvement Project - Update. Mr. Bachman stated he is working with ODOT on this and ODOT has completed the crash analysis of the corridor for the last three years from I-70 down to Diley Road. He stated they concurred that congestion is the main cause of crashes along S.R. 256 in that area.

(3) Partially collapsed storm sewer on S.R. 256 - Update. Mr. Bachman stated the portion that was collapsed has been fixed and they have TV’d the rest of the line.

(4) Review and discussion regarding submission of the S.R. 256 storm sewer for OPWC funds. Mr. Bachman stated our consultant that conducted the review of the storm sewer has recommended that we line the entire 2400 feet with a cured in-place pipe liner and the estimated cost for this is $300,000. Mr. Bachman stated it would be his recommendation that we move forward with pursuing financing options for this project and one financing option is to submit this project for OPWC funding and if we were successful with that we could begin construction after July 1^st of next year. He stated this would fund approximately 75 percent of the cost leaving about $75,000 for the City to pay. Mr. Fix clarified that we would not know if the grant were approved before we begin the budget process for 2012. Mr. Bachman stated another option he would like to pursue is OPWC emergency funding. Mr. Fix and Mr. Barletta stated they felt Mr. Bachman should pursue the grants for this project.

C. TRANSPORTATION

(1) Review and discussion regarding City’s acceptance of Postage Drive. Mr. Vance stated he would request the law director provide Council with an update on the easement negotiations, but it appears that now would be the appropriate time to move forward with the actual ownership of Postage Drive if this committee would like to support that. Mr. Fix stated he felt everyone understood this issue and he would like to have the law director prepare the appropriation legislation. Mr. Barletta moved to forward legislation to Council for the City to accept Postage Drive as a public street; Mr. Fix seconded the motion. Roll call was taken with Mr. Barletta and Mr. Fix voting “Yes.” Motion passed, 2-0.

9. CHAIRMAN.

A. Strategic Plans Goals – Update. Mr. Fix stated there was no update this evening.

10. OTHER BUSINESS:

A. Proposed solar panel project at the water treatment plant - Update. Mr. Vance stated he anticipated having discussions with the power company on the accommodation of solar power at the City’s Diley Road water plant.

B. Review and discussion regarding parking agreement between the City of Pickerington and 37 East Columbus Street. Mr. Vance stated staff has no problem working with Ms Melillo to come up with a proposal for the City to work with her business on the improvement of the parking lot that we both share. Mr. Vance stated a grant of parking easement was adopted by Council in the past that was never executed, however, the spirit remains that we would like to work together to improve the parking lot. Mrs. Hammond stated she would like to clarify that Ms Melillo had no objections to this lot being used for public parking after business hours. Ms Melillo stated she does not have a problem with that, and in fact that is already occurring. Mr. Fix stated he would like Mr. Vance to move forward in working with Ms Melillo and bring a proposal back to this committee.

11. ADJOURNMENT. There being nothing further, Mr. Fix moved to adjourn; Mr. Barletta seconded the motion. Mr. Fix and Mr. Barletta voted “Aye.” Motion carried, 2-0. The City Planning, Projects, and Services Committee adjourned at 8:05 P.M., June 22, 2011.

RESPECTFULLY SUBMITTED:

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Lynda D. Yartin, City Clerk