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06-11-09 Site Review MinutesSITE DEVELOPMENT REVIEW COMMITTEE SUMMARY Thursday, June 11, 2009 Lower Level Main Conference Room 201 First Avenue East ATTENDING: Charlie Johnson, Construction Manager Jeff Clawson, Building Official Dwain Elkins, Plans Examiner Sean Conrad, Senior Planner Michelle Anderson, Recording Secretary Guests: Toby Macintosh, Jackola Engineering Hear the Public: No one wished to speak. Paul Burnham, Assistant City Engineer Tom Jentz, Planning & Bldg Director Chad Fincher, Parks Superintendent P.J. Sorensen, Chairman Performance Bond Reminders: Johnson said he sent Kevin Malloy at Carver Engineering an email stating they need to get the maintenance bond for Diamond Ridge Estates in place. Sorensen noted there were also discussions on the need for Mountain Mudd on East Idaho to bond for their landscaping. OLD BUSINESS: 4 CAVS: Sorensen said there were some issues that came up regarding landscaping and the location of the garbage enclosure for 4 CAVS. Toby Macintosh said he met with Chad Fincher of Parks on site to discuss landscaping. Since then Macintosh continued, the owners had some issues regarding the garbage enclosure location. They are proposing moving the enclosure from the lower lot on the north side to the southeast building corner. They are proposing to swap one parking space which would be relocated to the area where the existing enclosure is located. Sorensen noted since they would not be losing any spaces that would be fine. Macintosh added instead of a CMU enclosure it will be chain link and slats. Sorensen said if that would be approved by the HOA Architectural Review Committee the city wouldn't have a problem with using that material. Macintosh said the enclosure will be right up next to the property line and Sorensen said the city would treat it like a fence. Macintosh said the landscaping in the area of the enclosure will be matched with the landscaping that has already been installed on site and on the approved plans. Macintosh said there is some river rock in the drainage area and it was agreed with Parks since no one will be walking in that area the river rock isn't an issue. There is some river rock in the snow storage areas in the upper and lower lots and on the upper lot the rock is contained from the sidewalk and boulevard and the only spot that it abuts up to traffic is on the parking curb. He talked with Fincher about pulling the rock back 2-3 feet and putting in mulch. A solution hasn't been discussed for the lower snow storage area. Fincher asked if the city would ever take over the road and Public Works said it is unlikely. Fincher said in that case the river rock in the lower lot wouldn't be a city issue. Macintosh said there is a bond on the landscaping and if they put in plantings before the bond expires they should be able to meet the requirements. Johnson said they are removing a portion of curb and Macintosh said there is no requirement for curb because none of the adjacent lots have curb and gutter. Johnson said his concern with the location of the enclosure is how you keep the cars from hitting it. Macintosh said the reason it was located flush with the end of the parking stall is it was Jack's concern that they were not reaching too far with the garbage truck. Macintosh said they could pull it back so access to the lot will not be compromised. Burnham said there are still issues to resolve on the main road and Macintosh was not aware of that. NEW BUSINESS: Begg Park Picnic Pavilion — Sorensen said Parks & Rec is looking at constructing a 28' x 32' picnic pavilion at Begg Park located next to the play area. There was discussion regarding the location which is within the floodplain and floodway so Sorensen is working with them on the Floodplain Development Permit and they will need a building permit and architectural & site review approval. Sorensen added a No Rise Certificate may be required however the state may not need the technical data to back that up because it is not a fully enclosed building. Johnson said his concern is if it is floodplain or floodway and Sorensen said it doesn't matter for a picnic shelter. Clawson noted an engineer stamp will be required for the foundation and the Parks & Recreation Department will need to be listed as the general contractor for the building permit. Fincher said there is a group of people who want to give back to the community who will be doing the actual work but it will be easier for the departments to go through Fincher for anything relating to this project. Sorensen asked if the committee is ready to approve this project and Burnham said he would like to see a site plan to review first. This item will be on the next meeting's agenda. Spring Creek Apartments Ph2 — Lengthy discussion was held regarding the Spring Creek Apartments, Phases 1 & 2. Sorensen asked where the departments are in terms of signing off on the C of O for Phase 1. Burnham said Public Works is not ready to sign off yet and Johnson noted there were issues with the handicap parking spaces. Sorensen reviewed a recent letter received from the developers which resolves the handicap parking issues. Johnson continued on the original plans for phase 1 there was supposed to be a parking area on the east side of the site and Sorensen said it was a temporary parking area and since they are rolling into phase 2 they opted not to complete and Sorensen approved that change because it doesn't make sense to put in parking just to tear it out a few weeks later. Johnson said the other issue is the emergency turnaround hasn't been built and D.C. Haas said the Fire Department also has that concern. Haas continued in addition in phase 2 he noted there are areas where their trucks can't make the turn, which they will include in their comments. Johnson said they are also concerned that the developers want to put in the foundations, install the floors and then they will come in and do the rest of the paving before they go vertical. Johnson said the turning radius' are going to be a problem and they don't want to have the same problems with access as they did in phase 1. Johnson is concerned with the flood issues this will get bogged down. Sorensen said the only thing he is waiting on for the phase 1 C of O is the floodplain issues. Sorensen explained the issues and said they city is asking for the LOMR-F approval before the C of O is issued for the northern -most building in phase 1 or the drawings for phase 2 are approved. Johnson said Public Works wants to make sure they received all information regarding these projects and Burnham added Public Works is actually out on site and for them to understand the processes, such as the floodplain issues, they need to be in the loop so they are better able to discuss the problems with the developers/contractors on site. Johnson added Public Works wants to make sure phase 2 goes better than phase 1 did. Sorensen said the city has received the building plans and site plan but have not yet received the civil plans. Sorensen said although their submittal is not complete he wanted to put phase 2 on the agenda to get the discussions started. Johnson cited an issue with ditches in a location of a city easement as an example of issues that Public Works needs to know how the developer/engineer plans to handle them. Burnham said with phase 1 there was a discussion on the east access being a shared access but the way it is constructed there is no way it can be shared unless an easement is provided for the neighbor to use their driveway. With phase 2 one of the conditions that Public Works will have will be that the driveway has to be constructed so that it can serve as a shared access. Sorensen said they are still designing the layout of the civil plans. Sorensen added he talked to them about the 2' x 2' pads for the car ports that are encroaching into parking areas and the need for them to design them better than they did in phase 1. Johnson said Public Works will insist on having a complete set of plans so they can give the project the consideration that it deserves. The committee agreed that the Building Department should not issue the building permit until all the plans have been submitted. However, Sorensen suggested Public Works should contact their engineers about what their department would expect to see on the civil plans when they are submitted. There was discussion regarding the all-weather access policy and it was noted not all projects will require an all-weather access, however, this one will. Sorensen said the Site Review Committee along with the Fire Department will be reviewing the plans and a determination will be made on whether an all-weather access is required. Johnson cautioned the city is being led down the same path as phase 1 where the developers begin to pressure the city into granting site review approval and issuing the building permit before all the review materials have been submitted and the department's are not able to conduct a thorough review of the project. Sorensen said each department has the right to put a hold on any project if there are still issues pending. Burnham said one item that they need to be aware of is they will not be able to get occupancy until the cul-de-sac is built. Burnham also asked that Tim German be made aware of the issues with phase 1 so when the tax credit issue comes up again with a deadline the city is not going to approve phase 2 until the city's review of the project is complete. Sorensen said Tim German will be at the site review meeting in a few weeks and Sorensen will inform him of the committee's comments, including the request that a complete set of plans be submitted at that time. PLANNING OFFICE ITEMS: Conrad said the developers for Autumn Creek Subdivision have requested a one-year extension. This is a 20 lot subdivision, mostly single-family homes and Conrad said they haven't even broke ground yet and their preliminary plat was set to expire in October ofthis year. Westview Estates Phase 3 — Conrad said a final plat was submitted for Westview Estates Phase 3 which is the interior part of the subdivision with the park area. Conrad said phases 1 & 2 are already in so Taelor Road runs from West Reserve to Stillwater Road. Conrad continued one of the conditions is that all the required improvements have been inspected and comply with city standards and the developer stated that the existing infrastructure improvements are approved and the one-year warranty period for the city -owned and maintained existing completed improvements commenced on July 25, 2008. Burnham said there are some improvements that need to be fixed before the end ofthe warranty period. Johnson noted there have been a series of road failures throughout the site and the Public Works Department will discuss these issues and get back to Conrad. Johnson noted that the developer has been good about fixing the problems in the past but they just want to be sure they are all on the same page. Conrad said F. Ray Ruffatto had previously reviewed and approved the fire hydrant locations but there was an existing hydrant that needed a "stores" connection and Conrad asked Haas if that has been done. Haas said he didn't know and asked if there were any tie ins to the water system and Burnham said it does tie into the water system in that subdivision that ties to the reservoir water system. Haas said he would take a look at the site. Conrad said the phasing has changed since they received preliminary plat approval but the remaining lots will come in as phase 4. Conrad said he will contact Parks to see if they have any issues and wait to hear from Public Works and the Fire Department. Sorensen said in the past we have received a sign off from the Fire Department stating it is alright to issue building permits after the Fire Department has looked at the all-weather access roads, paving, functional hydrants and signage has been installed. OTHER REPORTS: There was discussion regarding the structural fire in the apartment building on 2nd Avenue East and there was confusion on the number of units there were in the building. Sorensen noted it is zoned RA-3 and as a permitted use a duplex could be allowed but not a tri-plex. Sorensen reviewed the history of property and there was a 1992 update that said they had just added a 4th unit. Sorensen said they are grandfathered at 3 units but probably not at 4 units and anything above that would not be allowed and he added that decision would be made by the Planning Director. Clawson said major work is being done on the structure and they need to know how many units would be allowed so they can determine which codes would apply. The building permit has not been issued and won't be until a determination on number of units is made. Further discussion was held. Burnham referred to the resolution that the city council passed related to the city providing sewer service to Trumbull Creek Subdivision and other subdivisions outside of the Evergreen RSID and they would have to meet city standards as far as utility improvements and roadways. Burnham asked if the city was inspecting homes outside the city limits and Clawson said no they have hired a private contractor to do the inspections. Burnham noted the question came up because Cottonwood Estates is now coming before the council to discuss this issue. The meeting was adjourned at 11:11 a.m.