REGULAR MEETING OF THE EATON PLANNING
ZONING AND BUILDING BOARD ON JUNE 10, 2003
AT 7:30 P.M., IN COUNCIL CHAMBERS
The Eaton Planning, Zoning and Building Board met in regular session in Council Chambers on Tuesday, June 10, 2003, at 7:30 p.m.
The roll was called and the following was found to be:
Present: Ron Coleman
Pat Kieffer
Tim Lane
Harold Geeting - Vice Chairman
Gary Wagner
Joe Renner
Tom Jordan - Chairman
Also in attendance were City Manager Dave Daily, City Engineer Doug Spitler and City Law Director Donnette Fisher.
The minutes of the May 13, 2003 meeting were read and approved as written. Harold Geeting made a motion to approve and Ron Coleman seconded it. Motion was passed as follows.
Ayes: Coleman, Kieffer, Lane, Geeting, Wagner, Renner, Jordan (7)
Nays: None
SWEARING IN:
All members of the audience anticipating testify before the Board was asked to stand and be sworn in. The Secretary administered the oath or affirmation to the audience.
PBR
- Eaton Community Schools - Final Site Plan Approval:
Jordan: On the agenda now is the final site plan approval of the Eaton High School, 600 Hillcrest Drive. In the past months we have approved the building location, parking lot location and storm sewers and tonight we are going to look at the final plat and the plans you have submitted and make a recommendation. Would you like to add anything to that?
DeLuca: As Tom said we are here tonight seeking approval of the final site plan for the new High School. I know you have all been out by and it is going up fast. We have tried not to overlook anything that is required in developing the building. I know the plans have been in the hands of the City officials for weeks now and I know that Doug Spitler and Christa Lazarz and the others from our design firm have been in communication with one another and essentially I am here tonight with Board members Craig Springmeyer and Teresa Schmidt, architect Randy Sprunger, who designed the High School building and Christa Lazarz, who is the landscape architect, to answer any questions that the Board may have about the final site plan.
Jordan: Doug what is the staff review on this?
Spitler: In accordance with Chapter 1152.04 (a)(2), the Planning Board for buildings in a ‘P-1’ district over 5,000 square feet must approve site plans.
Just a little history for the Board, which will cover some of the issues we have looked at. On August 13th of last year, Planning Board gave preliminary approval of the building location, parking lay down areas to the north and south of the building, and the storm sewer. On that same night the applicant orally amended a variance request for parking space reductions to a total of 543 spaces. The variance was denied; a text amendment was pursued at the November 2002 meeting to reduce the required number of parking spaces from our code requirement. The amendment, as applied to the school area, required 567 spaces; the applicant proposed 573 spaces; the text amendment passed Planning Board and was passed by ordinance at council at the December 16, 2002, which became effective in January 15, 2003.
Additionally a temporary driveway permit was issued for the two accesses on St. Rt. 732.
I would like to go through what staff looked at on the site so you will know what we have looked at and you may have some questions. We really don’t have any concerns I just want to show you what we have addressed.
We have reviewed the following items:
Utilities-the water lines, sanitary and storm sewer lines-are the property of the school and will remain private.
Topographic features were shown with the contours.
The staff and bus parking entrance has a proposed 36’ width at the property line; also the loop road has a proposed 48’ width at the property line; although that is greater than the code of 30’, that requirement will be taken care of through Chapter 907 of City Ordinances when they come in for their final curb cut permit. It does not have to be part of the site plan, but it was shown on the site plan.
Storm water runoff is controlled with two detention ponds; one adjacent to 732 and west of the staff parking lot; another is on the north and east side of the site and that is the larger pond.
Erosion control plans were included with notes and specifications for seeding and restoration.
The buffer has been discussed previously; the drawing we have up on the board behind me shows the proposed buffer. It is a type ‘B’ along the east property line from an existing tree line to St. Rt. #732, also a type ‘B’ buffer along Camden Road, and a small type ‘B’ buffer south of their service and delivery. That is the area that is closest from their existing building and parking lot to residential development. That is what we have discussed in previous meetings and had established.
Sidewalk is shown from on the school property line and runs to the loop road and is adjacent along the loop road. The City had a road widening agreement with the school and in that agreement it is established that they will connect to where the City terminates the sidewalk. It is not determined if the sidewalk will go Hillcrest or if it will go Main Street to Camden. Their sidewalks will connect so we will have pedestrian access to the school.
There is no curb and gutter along the roadway but there is curb along the drive accesses, which does provide clearly marked entrances.
Christa, there is one question that I had. The staff parking lot does not indicate a curb and gutter although on the drawings it does say, a sloped curb down but it is just a note. Do you recall if there is curb and gutter?
Lazarz: What we do is a straight curb and we put the asphalt right up to it and then we grade that asphalt to go to that curb and then we use that curb, it is not like a rolled curb and gutter and it is at all the driveways. When you slope it down it will meet the grade.
Spitler: That is the only question I have for her.
The internal traffic movements were reviewed. We look at things like passing distances for fire apparatus or for vehicles in general and they are provided in accordance with recommended standards. The setbacks we looked at, they are 354 feet from St. Rt. 732 and 328 feet from Camden Road so they far exceed our requirements.
The number of parking spaces again is 573 proposed, what they show on their drawing and is required by the new amended code is 567. Parking stall dimensions meet our code for parallel and for the 90° parking.
One other item to point out to them is the PTI, permit to install, for their water and sanitary needs to be obtained from the EPA. A lot of times we require that and then the EPA says you don’t have to have it so basically we are asking the school to contact the EPA to find out their determination and I believe they will require it.
The Fire Chief has a couple of requirements. A fire lane needs to be posted with signs at the entrances to the school where the students and staff come into the school. You can get with him on all the details. Additionally the Fire Chief talked to two of the contractors or someone on site, I believe from Turner Construction, about two hydrants being relocated. They are placed right now, there is parking placed in front of those and there cannot be any parking. So hydrants had to be moved or we had to eliminate some parking. I believe he has already contacted the necessary people and he said they are complying with his request for the hydrant location.
One thing we did not look at was the signs and that still needs to go through the Building Department for their approval. I know they did have quite a few signs. They do have the school identification sign along with a lot of internal traffic moving signs and those will need to go through for a sign permit.
Turn Lanes - Just for a little background and status on turn lanes. The dedicated left turn lanes that we talked about will remain. There will be one for the loop road where it comes out onto Camden Road and also for the loop road where it comes out onto 732 and the staff and bus access on 732. Additionally the left turn west of Camden. Those are all as we discussed before. It is really not a site plan issue but just so the Board knows where those are. Since we last met, right turn lanes will be added on the 732 side only. Those will be prior to the loop road and staff parking accesses.
The City has to use the RFQ process, which is a request for qualifications to select a design consultant. It is a partnering agreement between the City, School and the County. The City will apply as an applicant for Issue II Grant state funding, in the sum of $250,000. Total estimated project cost is $450,000. The County Engineer will be doing in-kind work on the Camden Road portion. The school will have local revenue to throw into the project. The City is not throwing any funds into it, we have agreed to select a design consultant and we have agreed to bid the project and hire the contractor that will actually do the construction. Getting back to the RFQ process, it is a process where you use a scoring system to hire a design consultant and we are in the process of doing that now. You select that consultant, get the design done, get the approvals done and once that is all done we start the bidding and once the bidding is done we start actual construction. The date to be open is, we hope, is by 2004, the opening day of school. The County Engineer will be the construction manager on that. He will be providing the day-to-day construction management. Unless there are any other questions that is all that I have.
Jordan: Pretty good list. I will turn it over to the Board members if they have any questions or thoughts.
Geeting: The identification signs on the fire lanes that you mentioned and the permits to EPA, those have all been addressed and indications that they would be done, is that the situation?
Spitler: The fire lane thing is a regulation through the Fire Chief and they have to do that. It will be addressed once the pavement and stripping is done. It is something they can do right at the very end. The EPA is something I talked to Dr. DeLuca about a week ago and they are aware of that. They have done that before and they will contact EPA and find out the determination on that. That is a separate review from the staffs site plan approval, something the EPA requires or doesn’t require.
Jordan: The signs will be at a later date after they go to the Building Department.
Renner: You are satisfied we can approve the plat as presented?
Spitler: Yes.
Geeting: I make a motion that we approve the site plan as presented.
Renner: Second.
The motion was made and approved as follows:
Ayes: Coleman, Lane, Geeting, Renner, Jordan (5)
Nays: None
Abstain: Kieffer, Wagner (2)
Jordan: That is taken care of and you are free to go if you like.
DeLuca: It has been a long haul to get to this point tonight. We are glad to be here and glad to have met the requirements and finally received approval for the plat.
Jordan: Good Luck!
DeLuca: If you ever want to take a tour of the building site that is an open invitation to you and the City Council. Contact Dave and he will make arrangements with me and we can set it up. You will have to wear a hard hat or mud boots, depending on the day.
Fisher: Doug, have they got their final curb cut permit yet?
Spitler: No.
Fisher: That is something to keep in mind. You have just received a temporary curb cut permit so you will have to get a permanent one.
DeLuca: We won’t forget.
OLD BUSINESS;
Jordan: Is there any old business tonight? If not we will move on to new business.
NEW
BUSINESS;
Jordan: I think most of us were here for the first two hours and know what is going on there. Anything else.
Joe Renner made a motion to adjourn and Gary Wagner seconded. Meeting closed.
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Secretary Chairman