CITY PLANNING, PROJECTS, & SERVICES COMMITTEE

CITY HALL, 100 LOCKVILLE ROAD

WEDNESDAY, AUGUST 17, 2011

REGULAR MEETING

7:25 P.M.

1. ROLL CALL. Mr. Fix called the meeting to order at 7:25 P.M., with Mr. Fix, Mr. Blair, and Mr. Barletta present. No members were absent. Others present were: Bill Vance, Lynda Yartin, Greg Bachman, Ed Drobina, Joe Henderson, Chet Hopper, Scott Fulton, Kathy Smith, Jim Hochradel, Joe Taylor, Matt Peebles, Mike Ebert, Ron Quail, Buddy Key, and others.

Mr. Fix stated since we have representatives from other local governments present if there were no objections he would like to start with the presentation of the water storage tank maintenance contract, and then address the issue of the City’s acceptance of Postage Drive as there are people present who are interested in that issue.

2. APPROVAL OF MINUTES OF July 20, 2011, Regular Meeting. Mr. Barletta moved to approve; Mr. Fix seconded the motion. Roll call was taken with Mr. Blair abstaining, and Mr. Barletta and Mr. Fix voting “Yes.” Motion passed, 2-0.

3. COMMUNITY COMMENTS: There were no community comments.

Mr. Vance stated we have been investigating the possibility of the City of Pickerington coordinating our water tank maintenance program locally and investigating if it could be done on a regional basis. Mr. Vance stated he thought we could do this and Mayor Ebert and Mr. Peebles of Canal Winchester are here this evening, as well as, Mr. Hochradel and Mr. Taylor of Baltimore. Mr. Vance stated Canal Winchester currently has a water tank maintenance program, but they want to keep up with what we are doing and potentially we could incorporate those activities. Mr. Vance stated Mr. Quail and Mr. Key of Caldwell would give a brief presentation on the benefits of water tank maintenance. Mr. Vance stated the County is interested in this effort as well so it seems we have the possibility of a few entities working together in the name of responsible water tank maintenance.

Mr. Quail gave a brief overview of tank maintenance and stated with this program you would gain an ease of budgeting because there would be no spikes, you would have tank protection, systematic maintenance, and you would know about current and future renovations in advance. He stated with a tank maintenance plan you know exactly what it will cost you each year to maintain that tank. Mr. Quail further stated a benefit from the program is that they, as a company, assume all the risks and they would do a visual inspection every year and a wash out/clean out every other year. Mr. Quail stated his company also offers emergency services. Mr. Quail stated in conclusion this simplifies the planned, consistent care of your tank and you don’t have the problem of having a problem and no way to take care of it quickly. Mr. Fix clarified the life of a water tank is somewhere between 50 and 100 years and contracts are typically written for 30 years, however, contracts can be for 3 years, 5 years, 7 years, etc. Mr. Fix stated his concern was that an amount would be agreed upon based upon projections of when things would hit, but then for whatever reason if Caldwell decided not to renew the contract the year before the big maintenance project then we would have spent all that money in advance of the project. Mr. Key stated their contracts are renewed annually for as long as you choose to do business with them and it is incumbent upon them to perform because you can fire them at any time. Mr. Key stated in order for Caldwell to leave the contract they would have to leave your tank in like new condition and that is in black and white in the contract. Mr. Key stated the only adjustment in their contract is based on CPI index and it can go up or down with whatever the fed establishes as the cost to the dollar and that keeps it honest and prevents any change orders. Mr. Quail stated one of the ways they figure out the cost is that an inspector will come in and inspect your tank before the contract is written so they have a very good idea of what is going to happen to that tank over its lifetime. Mr. Key stated before a tank is put on a contract it must be brought into like new condition or verify through their inspectors that the tank is in a like new condition. Mr. Key stated once it is verified that the tank is in like new condition, it is then their job to keep it in that condition, and they price based on a 30 year cycle. Mr. Vance stated he did not think staff was looking at a 30 year contract, but he thought we would want to go out 5 to 7 years at the most. He stated we would document the condition of our tanks today and come up with a 5 to 7 year plan as far as what type of maintenance we can expect in that time because that will be a significant investment and then negotiate an annual payment that will be equal over those 5 to 7 years. Mr. Key stated he would still recommend the contract be written with an annual renewal because if you lock in your number budgetarily it will benefit you in the long run, whether you renew it or not. Mr. Blair clarified we have three elevated water storage tanks although the third one is not on line as yet. Mr. Fix clarified that there is a cost benefit to regionalizing this program with some of the other governmental entities in the area. Mr. Key stated that was correct as long as there is cooperation among the entities as far as scheduling. Mr. Vance stated timeframes associated with maintenance could be negotiated. Mr. Fix stated conceptually this idea makes a lot of sense and regionalizing it makes sense if there is a financial benefit and would be a great opportunity. Mr. Fix stated with the agreement of the other members of the Committee he would encourage Mr. Vance to move forward in exploring this further. Mr. Blair stated he agreed and he felt Mr. Vance had the initial approval of this Committee to continue exploring this. Mr. Barletta stated he felt it made sense and if we can work with other communities he was all for it. Mr. Vance stated this would be a competitive process and we would do a request for proposals, request for qualifications, etc. Mr. Peebles stated Canal Winchester is very happy with their contract with Caldwell and they are financing tower maintenance projects over a ten year period, which is the length of their contract. Mr. Peebles stated it does keep your budget very flat and you do not have the spikes in there for higher priced projects. Mr. Peebles stated this has been a very good experience for them and Caldwell has been very cooperative and helpful. Mr. Peebles stated they project what tasks need to be done each year and when Caldwell inspected one of their smaller tanks they found the interior coating that was scheduled for 2010 was actually not needed so they were able to put that off for a couple of years and it would be done in the future per the contract. Mr. Taylor of Baltimore stated they have only one elevated water storage tank and how would Caldwell proceed in ensuring that they still had water when that tank was down. Mr. Quail stated they could bring in a portable water system and hook it up to the system and go with it. Mr. Fix stated he would look forward to seeing something on this issue coming back to Committee.

Mr. Fix stated with regard to the City’s acceptance of Postage Drive, he understood we were still working on paperwork completion. Mr. Bachman stated we are working on the re-plat of the original plat and he hoped to have something by early September. Mr. Fix stated then for the September or October meeting there should be legislation going forward.

4. DEVELOPMENT:

A. Development Director’s Report. Mr. Henderson stated he had provided a written report and would answer any questions.

(1) Annexation – Update. Mr. Hartmann is working on completing the Bashore annexation.

(2) Development Process. Mr. Henderson introduced Scott Fulton who will be filling the Planner II position.

(3) Economic Development Marketing Plan. Mr. Henderson stated he has located some material the previous Development Services Director was creating and he is working on how we can best utilize it when we meet with developers or potential business opportunities.

(4) Business Retention Project – Update. Mr. Henderson stated he is continuing to visit local businesses along with Ms Mayle of the Chamber and Ms Davis of the Township. Mr. Fix stated he felt this was a step forward in our business retention, and perhaps Mr. Henderson could periodically provide this Committee with a summary of some of the things they are hearing. Mr. Henderson stated he does plan on putting this information in his report as we move forward.

(5) Long Range Economic Development Plan – Update. Mr. Henderson stated he had met with members of Columbus 20/20 and MODE to discuss directions the City could take.

(6) Implementation of the Diley Road Corridor Plan – Update. Mr. Henderson stated he will be working on locations for the development signs we will be installing. Mr. Blair inquired if Mr. Henderson had something like a “fact sheet” for vacant properties in the City so he would have something to show developers should he get a call for specific type locations. Mr. Henderson stated he currently has a spread sheet that has some details, and he will be working with realtors, etc., to provide information they need about potential properties. Mr. Blair clarified that Mr. Henderson would be working to get this same information together on vacant land or potentially developable land.

5. PLANNING AND ZONING DEPARTMENT:

A. Planning and Zoning Representative Report (Mr. Blair) Mr. Blair stated the Planning and Zoning Commission had approved the expansion of Mark Matthews Associates, as well as the Remnant Church Day Care that is going into Turnberry Plaza, and a storage building for Seton Parish. Mr. Blair stated Deblin Design also spoke to the Commission about some of the work they will be doing using the program funded by the Volunteer Energy donation.

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. Mr. Henderson stated the Board of Zoning Appeals did not meet in July, but they do have two cases they will be hearing this month.

C. Fairfield County Regional Planning Commission – Update. Mr. Henderson stated the Commission had approved plan extensions for the Spring Creek and Meadowmore subdivisions in Violet Township.

D. ACTION ITEMS: There were no action items.

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. Vance clarified that Mr. Hopper is working on revising his report and including additional information for the Committee. Mr. Hopper stated so far this year we are just short of the projected 50 new homes and we have over $32 million worth of construction. He stated he does feel we will reach the projected 50 new homes yet this year.

B. Code Revisions. No report.

7. SERVICE DEPARTMENT

A. Service Manager’s Report. Mr. Drobina stated he had provided a written report and he would answer any questions. Mr. Drobina stated he had provided the Committee with a copy of the letter that would be sent to residents should the Committee approve the program provided by a partnership with the National League of Cities and Service Line Warranties of America. Mr. Fix stated he could see no reason not to approve this program and all Committee members concurred. Mr. Drobina stated he would proceed with this notification. Mr. Drobina stated he had also received a request by a resident that the City extend water and sewer services out to Milnor Road. Mr. Drobina stated if the Committee wanted he would get a cost estimate on extending our lines out that way. Mr. Fix stated it would probably be a good idea to get a cost estimate. Mr. Barletta clarified that the County supplies the services to Spring Creek and the Milnor Road area is closer to Fairfield County lines. Mr. Drobina stated he would work on this and he would work with the County to see if it was something they could do.

B. WASTEWATER

(1) TDS – Update. Mr. Drobina stated we are going through all the equipment and hopefully we will have the reverse osmosis working in a couple of weeks. Mr. Fix ascertained we have violated our TDS limit this year. Mr. Blair clarified that when the reverse osmosis is put online it would be seamless for the residents.

C. WATER.

(1) Water storage tank maintenance contract - Update. Mr. Fix stated this had been discussed earlier in the meeting.

(2) Discussion regarding water plant fence installation. Mr. Drobina stated there has been discussion about installing a fence between the water plant and the adjacent homes. Mr. Drobina stated the fence would be about 650 feet of fence and the quote he received was between $12,400 to $12,900 depending on where we put the fence. Mr. Vance stated this is a residential neighborhood adjacent to the ball fields and there has been a lot of traffic coming through their yards. Mr. Vance stated this is a chain link fence with a dark green covering. Mr. Fix inquired if the residents were asking for this and Mr. Vance stated it is just a proposal because it seems like the responsible things to do in accordance with the city’s development. He stated he was proposing a separation between the homes and the parking lot. Mr. Fix stated there is a lot of traffic at those ball fields and if there is a way to make the neighbors good with that we should probably take a look at it. Mr. Vance stated this would be a utility fund expenditure, not a general fund expenditure, because it is related to the water plant development. Mr. Vance stated he did not need action by this Committee, he was just bringing it to their attention, however, Finance Committee may have to take some action. Mr. Drobina stated he would have a survey done and put the fence on the property line. Mr. Fix stated if we put the fence 1-1/2 feet south of the hedge he thought we would be fine because it would be more work than it was worth to try and take that hedge out.

8. ENGINEERING DEPARTMENT

A. Engineer’s Report. Mr. Bachman stated he had provided a written report and he would answer any questions.

B. ACTION ITEMS:

(1) Water Master Plan and Sewer Master Plan - Update. Mr. Bachman stated he could provide a briefing to this Committee whenever they would like to schedule it. Mr. Fix clarified that we have mapped the water and sewer lines for the entire City and created a plan to address any immediate and long term issues. Mr. Fix stated he would suggest the plan be circulated and in a future Committee meeting allow for time for anyone on Council to come in and ask questions about that plan. Mr. Fix further stated once that plan is adopted this would basically become the Capital Improvements Plan. Mr. Bachman stated he would suggest distributing copies of the maps and setting aside some time to go over any questions anyone might have. Mr. Fix stated he would ask Mr. Bachman to put together a short presentation for Service Committee hitting the highlights of what the major issues might be, etc., and provide that at the October Planning, Projects & Services Committee meeting. Mr. Bachman stated he would be happy to do that.

(2) S.R. 256 Safety Improvement Project - Update. Mr. Bachman stated the application was submitted last week and we will have a review meeting with the District on September 1^st. Mr. Bachman stated he had also been requested to provide comments to ODOT on their TRAC program and he has identified approximately $140 million in savings. He had provided his comments to MORPC with a recommendation that any savings be applied toward the I-70/I-270 interchange as our top priority for moving traffic.

(3) Submission of the S.R. 256 storm sewer project for OPWC funds – Update. Mr. Bachman stated the applications are due October 1^st or 2^nd and he is also putting in for emergency funds to see if we can get that as well.

(4) Review and discussion regarding Ordinance 2002-07, accepting a permanent easement from Gregory D. and Ann H. Lisk. Mr. Bachman stated he had met with the surveyor at the site and this is a difficult area to determine the right-of-way. Mr. Vance stated it is our goal to get this resolved by the end of the year and the Lisk’s seem satisfied with that goal.

(5) Review and discussion regarding drainage issues on Cricket Court and Washington Street. Mr. Bachman stated as he understood it the option preferred on Cricket Court was to put in a catch basin and work on the storm sewer and that would cost approximately $25,000. He stated on Washington Street to add a catch basin and a much shorter amount of piping would be about $5,000 and we would need an easement and access agreement. Mr. Bachman stated he would proceed along those lines; however, it would be awhile before he can get to the design. Mr. Vance stated in the meantime we are maintaining contact with those property owners. Mr. Vance stated there will be some storm water discussion at the Council level and the City Manager would be making a recommendation as far as the stormwater rate and its consideration to be increased this fall. He stated we have a need for additional funds because we have additional projects that continue to come up. Mr. Barletta clarified that on the Washington Street catch basin our maintenance people would have to go out there and clean it if it were clogged up. Mr. Bachman stated that was correct and we cannot go between the houses, we would have to go to the dead end street and through the farmer’s field in order to get there and that is why we would need the easement and access agreement.

C. TRANSPORTATION

(1) Review and discussion regarding City’s acceptance of Postage Drive. Mr. Fix stated this was dealt with earlier in the meeting.

9. CHAIRMAN.

A. Strategic Plans Goals – Update. Mr. Blair inquired if we had a timeline for the crack sealing and Mr. Bachman stated he is looking to finalize the list very shortly. Mr. Bachman stated in talking with the County Engineer’s office about increasing the amount of crack sealing they indicated they had to see if they have enough manpower to do that much. Mr. Bachman stated he is planning right now to go out to bid with the crack sealing and on some streets that don’t use as much crack sealing as others he would have the County do those. He stated should the County come back and say they can handle all of it, he will go that way but he felt he needed to put the bid out just so we would be able to get it done one way or another.

10. OTHER BUSINESS:

A. Proposed solar panel project at the water treatment plant - Update. Mr. Vance stated he is down to the last item that needs to be coordinated regarding the solar power credit and he hoped to be able to get that done shortly. Mr. Vance stated once everything is worked out the law director will be addressing Council so he can get approval of not to exceed $10,000 to start what is necessary to create the contract.

B. Review and discussion regarding parking agreement between the City of Pickerington and 37 East Columbus Street. Mr. Vance stated we are working on this and hoped to have the final agreement and legislation for the next meeting.

11. ADJOURNMENT. There being nothing further, Mr. Blair moved to adjourn; Mr. Barletta seconded the motion. Mr. Barletta, Mr. Blair, and Mr. Fix voted “Aye.” Motion carried, 3-0. The City Planning, Projects, and Services Committee adjourned at 8:45 P.M., August 17, 2011.

RESPECTFULLY SUBMITTED:

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Lynda D. Yartin, City Clerk