VILLAGE OF EVENDALE
PLANNING COMMISSION MEETING MINUTES
JUNE 16, 2005
4:00 PM
EVENDALE MUNICIPAL BUILDING
The special Evendale Planning Commission (EPC) meeting was called to order on June 16, 2005 by Chairperson Jim Guthrie at June 4 PM. This meeting continued the recessed meeting of June 8, 2005. In attendance were Chairperson Jim Guthrie, Secretary Dick Shaffer, Susan VanAmerongen, Michael Schwartzman, and Chris Schaefer from the EPC as well as Staff members James Jeffers, Village Engineer, Jack Cameron, Village Ass’t to the Mayor, and Linda Fitzgerald, Economic Development Consultant for the Village. Tim Burke and Scott Adams from Manley Burke were also in attendance.
From Anchor or supporting Anchor were Matt Grever, Mike Ricke, Anne McBride, and Debra Sullivan. Residents and interested parties were also present.
CONTINUING BUSINESS
The entire meeting was devoted to Anchor’s written responses to the EPC list of questions/concerns generated in a previous meeting dealing with the overall site development. Jack Cameron’s overall list with Anchor’s responses is attached for record. Comments from the audience were heard following completion of the list review by Anchor.
The EPC scheduled another special meeting for 30 June at 6 PM to receive Anchor’s responses to the Wal-Mart specific site. Another special EPC meeting was scheduled for July 7 at 6 PM to discuss Covenants, sample boards, and other matters of interest.
The meeting was adjourned on a motion by Chris Schaefer with a second by Michael Schwartzman by a 5 to zero vote at 5:50 PM.
Jim Guthrie
Chairperson Evendale Planning Commission
Attest:
Dick Shaffer
Secretary Evendale Planning Commission
Village of Evendale Planning Commission
Evendale Commons PBD Review Overall Development
Comment List for Submittal #1, May 2005
1) Traffic/Access
· Two commission members (Jim & Michael) meet with TEC & Jack to discuss scope of services
This is being handled by representatives of the Village and their traffic consultant, TEC.
· Final subdivision submittal restrictions & concerns
Anchor Properties will work with the Village to prepare this information for the Village’s review and approval.
· Out parcels on Reading Road access to main entrance/exit on Reading Road i.e.; internal frontage road
The Evendale Commons “PBD” was approved requiring cross access easements for the Reading Road parcels. The lots fronting on Reading Road will have cross access easements, the locations of which will be included on the Final PBD Plan and Final Plat for each lot. The provision for the cross access easements will also be required in the Declaration of Covenants and Restrictions and Reservation of Easements (copy to be provided).
· Reading Road curb cuts
A total of three (3) curb cuts were approved for the parcels fronting on Reading Road as a part of the Evendale Commons “PBD” in addition to the signalized access road. Two (2) of the curb cuts are full access and one (1) is limited access. Anchor Properties is not proposing any additional curb cuts on Reading Road other than those originally approved and has, with the addition of the Stiney property to the “PBD”, eliminated an additional existing full curb cut. The final design of the curb cuts will be included on the Final “PBD” Plan for each outlot impacted.
· Inwood Drive residential character
It is our understanding that the Village and TEC are reviewing the Inwood Drive intersection and options that would preserve the residential character of Inwood Drive. Anchor Properties would make a financial contribution to this effort.
· Size and traffic flow over Mill Creek bridge
American Consulting Engineers is in the process of analyzing the lane requirements for the Bridge and will prepare a report on same for review by the Village Traffic Consultant.
· Internal development roads traffic flow
American Consulting Engineers has analyzed the lane requirements for the internal roadway network and will prepare a report on same for review by the Village Traffic Consultant.
2) Legal/Marketing
· Final subdivision plan deed restriction/covenants
i. Maintenance of unused structures (vacant bldgs., overall site)
The Declaration of Covenants and Restrictions and Reservation of Easements (copy to be provided) address the ongoing maintenance of the Evendale Commons including individual buildings and common space areas. These Covenants are still enforceable should a building be temporarily vacant. Planning Commission, in their June 28, 2004 recommendation of approval for the “PBD” zone change, Item (d) required executed covenants be provided that would address the conditions of approval including maintenance.
ii. Design standards (New build, addition, expansion)
Design Standards were included and approved as a part of the Evendale Commons Business Park Requirements. The Design Regulations are contained within Part Six of the document and are enforceable as a part of the approved “PBD” zoning as is any other zoning requirement. Further, the Design Standards are referenced in the Declaration of Covenants and Restrictions and Reservation of Easements (copy to be provided) which will be a recorded document running with the land.
iii. Require membership and contribution from all to common areas
All of the property owners within the Evendale Commons PBD must execute the Declaration of Covenants and Restrictions and Reservation of Easements. This document requires that provisions are made for the maintenance of all property in the Evendale Commons “PBD”.
iv. Easement language for access between Reading Road out parcels
The Declaration of Covenants and Restrictions and Reservation of Easements provides for the cross access between the seven (7) lots fronting on Reading Road that share access points.
v. Mill Creek easement language & ownership issue
Anchor Properties or their designated entity will own the portion of Evendale Commons contained within the Mill Creek Floodway (GB-1 and GB-2) until such time as an entity is identified that is acceptable to the Village to whom ownership can be transferred. Draft Conservation Easement language has been submitted to the Village Solicitor for review.
vi. Evendale’s enforcement authority & mechanism to keep and require restrictions/covenants
The requirement for the Declaration of Covenants and Restrictions and Reservation of Easements is part of the “PBD” zoning approval. Failure to have the Declaration of Covenants and Restrictions and Reservation of Easements would be a violation of the zoning approval. The Village of Evendale, in making the Declaration of Covenants and Restrictions and Reservation of Easements a part of the zoning approval, has the ability to enforce all of the provisions of the Declaration of Covenants and Restrictions and Reservation of Easements as a part of the Zoning on this site similar to other provisions of the Zoning Code.
· PBD Overlay development phasing
The Phasing Schedule for the Evendale Commons “PBD” was submitted as Part Five: Development Schedule of the Evendale Commons Business Park Requirements. The most recent submittal for the Final Development Plan for the Business Park and Site “A-1” is consistent with the approved schedule.
· PG Graves and Formica access points identified
Anchor Properties has identified potential future access to adjacent properties to both the south (Formica Property) and the east (PG Graves Drive) on the Final Development Plan for the Business Park. The potential future access points have also been referenced in the Declaration of Covenants and Restrictions and Reservation of Easements. The final engineered location of these access points will be completed once there is a linkage point to access on the adjacent properties. Site improvements made as a part of the Evendale Commons Business Park will not impede these access points.
· Site features, utility easements, roads impacting right-of-way
All of the site features are shown on the Final Development Plan. Easements for utilities located outside of public right-of-ways will be indicated as locations are approved by the various utility companies. These easements will be included on the Final Plat of Subdivision.
· Underground utilities
All new utilities will either be located underground or suspended from the Bridge where crossing of the Mill Creek is required. All existing utilities will remain in place above ground.
· Vacant building – lease agreement including maintenance language and vacancy protection
The Declaration of Covenants and Restrictions and Reservation of Easements (draft copy will be provided) address the ongoing maintenance of the Evendale Commons including individual buildings and common space areas. These Covenants are still enforceable should a building be temporarily vacant. Planning Commission, in their June 28, 2004 recommendation of approval for the project, Item (d) required signed covenants that would address the conditions of approval including maintenance.
· Village Solicitor review of any covenants and restrictions
A copy of the draft Declaration of Covenants and Restrictions and Reservation of Easements will be submitted to the Village Solicitor, Tim Burke, for review.
· Section 6 Phasing - Office Plan detail for Phase I including marketing, discussions and the like
Anchor Properties has contracted with Colliers International to assure that successful professional marketing of the Office Park is done. A marketing brochure is being finalized to expand the marketing efforts of the office development.
· If Wal Mart SuperCenter, give examples of 3-5 existing sites with neighborhood retail co-habitants.
Following are examples of other locations where large scale retailers have successfully co-located with neighborhood retail:
1. Fort Wright, Kentucky
2. Deerfield Township/Mason Montgomery Road
3. Miami Township/State Route 28 and By-Pass 28
4. Deerfield Township/Waterstone
Photos of these locations will be provided for reference.
· If Wal Mart SuperCenter, give examples of 3-5 existing sites with successful office component.
Following are examples of other locations where large scale retailers have successfully co-located with offices:
1. Deerfield Township/Waterstone
2. Deerfield Township/Governors Point (Mason-Montgomery Road)
3. Florence, Kentucky / Houston Road
Photos of these locations will be provided for reference.
3) Topographical/Infrastructure
· Finished condition of Mill Creek (fencing, slope, matching existing grade with proposed)
The Enlarged Plans of Areas GB-1 and GB-2 indicate the proposed grading to take place in this area. Cross sections are being prepared of representative locations in GB-1 and GB-2 to illustrate the grade changes. The understory brush in this area will be cleared so that mature trees can be preserved. The finished appearance of this area will be similar to that of the Formica Property to the south. A fence is not proposed at the top of the GB-1 and GB-2 areas as it will disrupt the natural appearance of the area.
· Existing trees and vegetation to remain around Mill Creek shown on plan
The limits of construction and grading have been indicated on Sheets GB-1 and GB-2 and any areas outside the construction/grading limits will be preserved. The understory brush will be cleared in these areas so that mature trees can be preserved. The final appearance of this area will be similar to that of the Formica Property to the south.
· Underground utilities
All new utilities will either be located underground or suspended from the Bridge where crossing of the Mill Creek is required. All existing utilities will remain in place above ground.
· Water Management & Sedimentation Control Plan through Council, Planning Commission to provide comments to Council
Water Management, Sedimentation Control and Stormwater Pollution Plans have been submitted and are being reviewed by the Village Engineer.
· Detention/Retention basin locations not consistent with PBD approved plan
The Preliminary Development Plan for the Evendale Commons indicated preliminary locations for the storm water management basins. In the design process of final engineering there will be the need to address site conditions, Village requirements, etc. that will result in some variations from the Concept Plan. The storm water management systems submitted on the Final Development Plans is consistent with the intent of the approved Preliminary Development Plan. As each site is submitted for review and approval of a Final Development Plan, final storm water management plans will be incorporated either on site or in development storm water basins. The Final Development Plans submitted to the Village indicated the final location of the basins for Site A-1. A
retention basin is located on the eastern portion of Site A-1 and a detention basin is located on the western portion of Site A-1. These basins meet or exceed the design requirements of the Village. The Final Development Plan for the overall development includes the locations of additional temporary basins that are designed to collect erosion and manage storm water during construction.
· Drainage system not an overall site system, not consistent with PBD approved plan
The drainage system for the Evendale Commons PBD is designed to accommodate storm water for the entire development. It is being developed in phases as Final Development Plans are prepared, reviewed and ultimately constructed. The overall design will meet or exceed the requirements of the Village for storm water management, consistent with the approved PBD Plan.
· Design around detention/retention basins (landscaping, water movement)
The storm water basin on the eastern portion of Site A-1 will be a retention basin with landscaped edges as indicated on the Landscape Plan (detail to be provided). The Basin will include a water feature.
· Front retention basin incorrectly indicated as storm water detention basin on plans
As indicated above, the basin on the eastern portion of Site A-1 will be a wet retention basin and the basin to the rear of the Wal-Mart store on the western portion of the site will be a dry detention basin. The Plans have been revised to identify the status of the basins correctly.
· Street names (Planning Commission responsibility)
Evendale Commons Drive has been selected as the name for the street that serves as access to the office development to provide corporate identity. Anchor Properties has suggested that Planning Commission and/or Council determine the names for the other two (2) roadways. As an initial suggestion, Anchor Properties would suggest the following names: Mill Creek Drive, Cunningham Place, Froelich Drive or Gorman Way.
· Cross walks treatments in public road
Anchor Properties is aware that the pedestrian crosswalks in the Evendale Commons development need to be identified in a manner that provides motorists with an awareness of pedestrian activity while adding to the design element of the project. Suggestions for the appropriate material are still being researched by the Village.
· Fencing for function and aesthetics
For liability reasons, a six foot tall black metal fence to emulate wrought iron, has been included around the retention basin of Site A-1. A detail of the fence is located on Sheet 7 of 8. Given the location of the fence relative to the topography, only approximately four feet of the fence should be visible through the landscape material. This type of fencing has been selected as it is both functional and attractive for this location.
· Reading Road outlot grading of existing matching proposed (treatment & landscaping)
A grading plan has been submitted that indicates the rear portion of the seven (7) lots on Reading Road will be graded at a 3:1 slope which is maintainable. The landscape plans for these areas will be submitted with the Final Development Plans for each of the seven (7) lots. Temporary seeding and erosion control planting will be in place following grading of this area.
4) Mill Creek
· Easement language and Ownership recommendation and language from Solicitor
Anchor Properties or their designated entity will own the portion of Evendale Commons contained within the Mill Creek Floodway (GB-1 and GB-2) until such time as an entity is identified that is acceptable to the Village to whom ownership can be transferred. Draft Conservation Easement language (copy to be provided) will be submitted to the Village Solicitor for review.
· Clarify pedestrian access to Mill Creek floodway area from Evendale Commons areas
Future pedestrian access to the areas of GB-1 and GB-2 are indicated on the detail sheets GB-1 and GB-2 and will be labeled as such.
· Wetlands relocation area
i. In easement area
ii. Removal of large trees in that relocation area
There will be minimal disturbance in relocating the wetlands area to the Mill Creek. Anchor Properties will prepare a detailed Wetland Relocation Plan which will be submitted to the Village Engineer for review and approval.
· Grading inside easement area
Anchor Properties will prepare a detailed Wetland Relocation Plan indicating grading which will be submitted to the Village Engineer for review and approval.
· Headwalls draining storm water from developed site area
A detail of the headwall discharge is located on Sheet number C-6.2.
· Litter control (Mill Creek drainage)
Efforts will be made to keep litter within the Evendale Commons development to a minimum. Trash receptacles designed in keeping with the development (sample to be provided) will be provided throughout the common areas. All waste areas (compactors or dumpsters) will be located within enclosures that meet or exceed Village requirements. Additionally, signage will be posted prohibiting litter and the businesses are to enforce a litter control policy for their business as required in the Declaration of Covenants and Restrictions and Reservation of Easements. The Declaration of Covenants and Restrictions and Reservation of Easements can be enforced as a zoning requirement since this was a requirement of the PBD.
· Orientation of Reading Road outlots front doors
The final orientation of the buildings to be located on the seven (7) lots fronting Reading Road will be as approved on the Final Development Plan for each lot. No service elevation of a building will be directly adjacent to Reading Road or the entry road.
· Site wildlife displacement (Planning Commission)
Planning Commission is to address this issue.
5) Architectural Features
· Construction sequencing of common area features
The construction of all of the common area features as indicated on the Submitted Final Development Plan will be done as a part of the initial Phase One of construction. Should they not be completed as approved, the Village can withhold the issuance of a Certificate of Occupancy for the development.
· Features consistent with PBD plan?
The proposed common area features are consistent with requirements of the “PBD” and are indicated in Section 5 of the submittal “Checklist of PBD Requirements”.
· Submittal consistent with guidelines (Architectural Review Board)
The Architectural Review Board is currently reviewing the submittal.
· Design intent examples from existing sites
The building materials and design focal elements are drawn from the architectural vocabulary of Evendale. The Evendale Commons does not replicate another development but has set out to create one that is uniquely Evendale and is responsive to the specific characteristics of the site such as the Mill Creek.
· Detention/Retention basin detail (fountain?)
The retention basin on the eastern portion of Site A-1 will have a water feature. It will be a fountain that not only serve to aerate the water but provides visual interest.
· Water feature (seating areas)
A seat wall, approximately fifty (50) feet long, is incorporated into the design of the water feature. The main seating area with benches is to the west of the water feature in the pedestrian gathering area.
· Sign design details
The details of the development signs have been revised to reflect building materials and additional detail. A sample board of building materials will be provided.
· Common area details to personalize effect
In addition to the water feature and clock tower, there will also be the pergola, landscaping and pavement accents to personalize the experience in the common areas. Along with creating seating areas, a monument to the Cunningham Family will also be featured in this location.
· Architectural features for terminus points
Anchor Properties is utilizing landscaping as a feature for the terminus points. When the office site at the western terminus point develops, they may choose to center their building on this axis or enhance the landscape area.
· Compare Reading Road Revitalization Plan with submittal
A comparative analysis of the Evendale Commons Development with the Reading Road Revitalization Plan was done and included with the August 24, 2004 Submittal in Section III.
· Brad D’s comments included
We have not received any comments from Brad.
· Materials
i. Sample boards
ii. Walkways
iii. Bridge
iv. Signs
Material Samples will be prepared for the walkways, bridge and development signs.
6) Landscaping
· Construction sequencing of common area features
The construction of the Common Area Features will be with the initial Phase One of the Evendale Commons Business Park. Final Development Plans have been submitted for these features. If the Common Area features are not completed as approved, the Village can withhold the issuance of a Certificate of Occupancy for the development.
· Features consistent with PBD plan?
The Landscape Features are consistent with those approved with the “PBD”. Streetscape Treatment has been created for both Reading Road and Glendale Milford Road. Entryway features have been created for the two (2) main access points and the entrance to the business park. The common features and central landscape corridor enhance the site. Landscaping for Site A-1 meets or exceeds the requirements of the Village.
· Submittal consistent with guidelines (Architectural Review Board)
The Architectural Review Board is reviewing the submittal.
· Ralph T’s comments included
Anchor Properties is working directly with Staff to address these comments.
· Utilize aspects of the Mill Creek in design
The landscape architect for the development, Bentley Koepke, will be consulted in the selection of plant material for the development to complement or enhance plant material found in the Mill Creek.
· Unique features to personalize the area
In addition to the water feature and clock tower, there will also be the pergola, landscaping and pavement accents to personalize the experience in the common areas. Along with creating seating areas, a monument to the Cunningham Family will also be featured in this location.
7) Development Features/Signage
· Construction sequencing of signs
The development signs will be constructed with the initial Phase One of the development as approved by the Village. The signs will be constructed so that the retailer for Site A-1 will be incorporated initially; the tenant(s) for Site A-2 will be added.
· Consistent and compatible with landscaping and architectural features (Architectural Review Board)
The Architectural Review Board is reviewing.
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