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07-09-09 Site Review MinutesSITE DEVELOPMENT REVIEW COMMITTEE SUMMARY Thursday, July 9, 2009 Lower Level Main Conference Room 201 First Avenue East ATTENDING: Charlie Johnson, Construction Manager Paul Burnham, Assistant City Engineer Frank Castles, Deputy Public Works Director Chad Fincher, Parks Superintendent Sean Conrad, Senior Planner Dwain Elkins, Plans Examiner Dan Diehl, Acting Fire Chief P.J. Sorensen, Chairman Michelle Anderson, Recording Secretary Guests: James Freyholtz, MDT, Jim Atkinson, Eagle Transit/AOA, Sherry Stevens Wulf, United Way, Terry Kramer, Kurt Hafferman & Nick Fucci — Billmayer Engineering, Andy Hyde — Carver Engineering & Erica Wirtala — Sands Surveying. HEAR THE PUBLIC: No one wished to speak. PERFORMANCE BOND REMINDERS: Diamond Ridge Estates - Johnson reported Public Works still has not received the maintenance bond for Diamond Ridge Estates. Castles suggested no building permits should be issued for this subdivision until this matter is resolved. Eastside Townhouse - The work on the ADA sidewalk ramps and paving of the alley has not been completed for the Eastside Townhouses on 14th Street and 3rd Avenue East. If the work is not completed by July 17th the city will seize the bond and contract out the work. Sorensen stated he spoke to Councilman Kluesner about this project on Monday and he will need to send a memo to the Council through the City Manager with an update on this issue. Burnham said a copy of the letter being sent to the developer will also be sent to the Planning Department. Westview Estates - The warranty period on Westview Estates is ending on July 25th and Public Works will be completing a walk-through and will notify the developer if they find any corrections. Silverbrook Estates - Johnson reviewed the issues with the failing sewer lines in Silverbrook. They have issued a letter to Silverbrook Estates indicating that no building permits will be issued until the system is fixed. The warranty period on Silverbrook has not yet started and this issue is being treated as incomplete construction, but was not an impediment to the final plat. Further discussion was held. OLD BUSINESS: Spring Creek Apartments, Phase 2 — Sorensen noted the city received an updated set of plans yesterday that includes some of the information that Public Works was waiting for. Elkins stated he is waiting for the evaluation on the buildings and once the impact fees are received from Public Works the permit will be ready to go from the Building Department's end. Sorensen noted they were trying to get the floodplain information from FEMA. Sorensen said he still needs to review the outdoor lighting plan, parking counts and bike rack locations, and pads in the carports should be installed below grade. Fucci said the detail for the carport pads should appear on the structural plans and will be leveled with the asphalt surface in phase 2. Fincher said the Parks Dept will need to see a landscaping plan and list of materials to be used. Diehl noted the Fire Department has questions about hydrant locations and the turnaround needs to be completed from phase 1 even if phase 2 does not go forward including the relocation of the current hydrant and road that was discussed last week. For phase 1, Sorensen asked Kurt Hafferman to amend the certificate of completion to include a required stamp and specifically cite in the letter that the project is compliant with the floodplain development conditions. Fincher said he still needs to do a site visit to see if the landscaping work is complete on phase 1. Fucci said for phase 1 he understands that the Fire Department is ok with the current gravel turnaround and asked if he submits a letter from the Fire Department that says they are ok with what is out there can they get a C of O? Burnham said in order to get the C of O the turnaround has to meet city standards, which it currently does not, or the road in phase 2 has to be built. Hafferman noted they received an email from D.C. Haas that the current gravel hammerhead was acceptable. Diehl clarified that the hammerhead is working but Public Works is saying in order to get a C of O the turnaround has to meet city standards or the road has to be put in. Fucci noted the turnaround has to be a hammerhead and can't be a radius and he explained why. Fucci said if they complete the hammerhead and Hafferman added and change the as -built drawings to show a hammerhead turnaround could they then get the C of O and Public Works said yes. Hafferman asked if the hydrant has to be moved at this point and Diehl said in order to meet the code the hydrant will have to be moved. Montana Club - Sorensen asked if anything new has been received on the Montana Club Restaurant & Casino and the committee hasn't seen the drawings yet. No demolition date has been set. The committee is still waiting for the response to comments made at the previous Site Review meeting. Bojangles — Sorensen said nothing new has been received for the Bojangles project either. Castles noted the street that the MDT will build for the bypass, between Highway 2 West and Corporate Drive will not have boulevards because the R/W is very limited. However, Castles added that is the only spot of the bypass construction where the city streets or highway will not have a boulevard. NEW BUSINESS: Gateway West Mall - Sorensen said United Way will be coming in for a building permit to remodel space in the Gateway West Mall. Sorensen said this is before Site Review because it is a change of use. Terry Kramer said they met with the Fire Department who is requesting the fire lane be identified out front and that signage be added in the back. Kramer asked the Fire Department needs to clearly indicate where the lane and signs need to be located and then they can will paint the curb and install the signs. Sorensen noted handicap parking spaces are planned to be added in front and Kramer said they will be added along the sidewalks for the individual units for both employees and customers. Kramer reviewed their parking plan for the committee and Sorensen noted this work will be striping so no drainage issues will be involved. Sherry Stevens -Wulf noted the doors will be indicated as A, B & C as the Fire Department requested and the units will be individually numbered. There will be a different set of plans for each unit. Elkins suggested they inventory the existing plumbing fixtures for a possible credit on their impact fees. Terry Kramer will serve as the Construction Manager for the entire mall remodel. The committee approved the project. 135 Hutton Ranch, Ste 101— Sorensen reported this is the former location of Crossroads Realty will change from office to retail (Alltel-cell phone company). A change of use is typically reviewed by the Site Review Committee. Burnham said they could be subject to impact fees and Elkins will forward the information to Susie Turner for review. The committee approved the project pending impact fee review. PLANNING OFFICE ITEMS: Trumbull Creek Crossing Phase 2 - Conrad is asking the committee for their initial feedback on this project. Wirtala noted during the original site review they didn't meet the criteria between the radius for the intersections which has been corrected. This project is being submitted as a PUD but they are not asking for any variances or deviations from a Public Works standpoint that they are aware of. Wirtala noted they will not be going to a council work session but will be submitting the application to the planning board and then on to city council. Phase 1 has 54 lots and phase 2 is proposed at 176 lots. The annexation and PUD submittal will include annexation of the entire 200 acres owned by this developer. The following items were discussed: ❖ Burnham said they need to see the plan for the access road that will connect to Rose Crossing and that needs to be a finished road with the first sub -phase and not just an emergency access. ❖ Castles noted the Mountain View Drive intersection separation with Rose Crossing needs to be either 0 or 125 feet. ❖ Johnson noted Public Works would like to see the conditions that were placed on phase 1 for the emergency access road. Johnson said Public Works is also concerned with the islands shown on the site map. If islands are present there needs to be a break for easy access for both the residents and emergency vehicles. Public Works would prefer the islands were eliminated. ❖ Castles said the sewer along the back lot lines in several of the blocks would need a 15 foot wide all-weather access strip/easement to access the manholes. The sewer manholes could be located off the street instead. Also along the west side of block 3 a sewer easement will be required along the park. ❖ Conrad noted a secondary ingress/egress will be required. Johnson said Public Works is concerned with all the construction traffic going through a residential area and a paved secondary access would be required to minimize the impacts of this construction traffic. ❖ Diehl asked if a location for a future fire station along Rose Crossing is being considered and Wirtala said yes but it would be part of a future phase. ❖ The Planning Dept. requested a conceptual plan for the entire 200 acre site. ❖ A Traffic Impact Study will be required. Wirtala noted they have already completed one with the original submittal 2 years ago. ❖ Hyde asked for the radius curb requirements at the intersections and Diehl said to refer to the 2006 International Fire Code Appendix D. ❖ The park would also be required to be completed in the first sub -phase. Conrad also noted a conceptual improvement plan for the park should also be submitted. There was lengthy discussion regarding the existing sewer capacity and the Interlocal Agreement with the Evergreen Sewer District. Wirtala said and Hyde agreed that Mr. Anders is aware of the fact that 100,000 gallons per day will not serve the entire 176 lots in this phase and the system will need to be upgraded before this project is completed. Anders and other property owners with potential development plans in this area have already had these discussions regarding forming an alliance to address the sewer issues. The lift station included in the park area can't count as parkland. Wirtala has parkland information for Fincher. Hyde noted they are considering the idea of moving the lift station to the east which would work better in the centralized low point. Hyde said they laid the stormwater ponds out according to the new draft regulations and they put in 20 foot buffers from the high water to the outside of the stormwater pond areas and their plan is to locate fencing within the buffer to prevent access to the ponds and perhaps that way they can gain some parkland in those areas. Parks said that may be acceptable. Wirtala said the developer has a vision of the island boulevards with landscaping along the major street within this subdivision but if they city doesn't want the boulevards she asked if they had any other ideas that would be as attractive. Johnson noted the city has maintenance issues and these boulevards cause a lot of problems for them. Johnson added Public Works wants to review this issue thoroughly and would keep in mind Wirtala's request for alternatives to the island boulevards. Castles noted inverted crown streets will not be allowed and Hyde said they planned to crown the street in the middle with curb and gutter on both sides and Castles said that would be acceptable. Conrad asked for a detail for the storm retention areas, will there be fencing, what type of vegetation would be used, etc. Castles said the city would require shrubs and vegetation 10 feet from the water instead of fencing so access wouldn't be restricted for emergency response in the event a child was to get into the pond. There was discussion on the type of vegetation that would be used such as cat tails or bushes with thorns. Hyde said they would work with Oasis to come up with a satisfactory landscaped barrier. Wirtala said there are some subdivisions in Whitefish that have used the split rail fencing and she will take some photos to get an idea of what they would look like. Wirtala said if an annexation district would not be approved and the property was annexed what ifthe developer paid the city to maintain the infrastructure. Burnham said if the property was annexed these utilities would become owned and operated by the city except for water and sewer, which would be owned by the Evergreen Water & Sewer District. Hyde said for Fire, Police, and road maintenance would there be some way to address the maintenance so the council would be agreeable to annexation of this property. Wirtala said they recognize this property is some distance from the current city limits but there will be in -fill and this would be the first annexation on the table. Johnson said this is another issue that Public Works needs to discuss at length. OTHER REPORTS: Westview Estates Phase 3 Final Plat — Conrad said Westview Estates Phase 3 is scheduled for final plat at the July 20th council meeting, unless Public Works find some problems in the final inspection of the infrastructure. Autumn Creek Subdivision Extension — Conrad reported the developers of Autumn Creek have requested a one-year extension on their final plat. This project is located on Highway 2 West and Hathaway Lane. Bloomstone — Burnham asked the status of Bloomstone and Conrad said he hasn't seen their revised phasing & parks plan yet, although Conrad did speak to Jim Davis requesting the plans be submitted. 345 Windward Way - The committee discussed 345 Windward Way and noted the architectural issues have not been resolved and the fire sprinklers are still not functioning. Sorensen noted the hospital has been talking about taking over some of the suites in this building. 201 1st Avenue East - City Hall — There was discussion regarding the problems with the air conditioner and the restricted access to this equipment in the City Hall building. No C of O has been issued for the building because there are still multiple code issues that have not been resolved. Begg Park Pavilion — Castles said he was finishing up the footing design for the pavilion for Parks & Rec. House Move - 240 loth Street West — Sorensen said Kinniburgh is completing a house move on July 30 from one city lot to another city lot. In the new location (240 loth Street West) the lots were changed and now there are 2 — 70 x 100 foot lots and they are considering a townhouse development. Sorensen said they need to talk to Conrad regarding a subdivision of property but it is zoned R-4 with 7,000 square feet so they should be able to subdivide the property. Sorensen said there are issues with sidewalks and parking. Johnson said Public Works needs to take a look at the site and asked for a copy of the site plan. Burnham said if the lot is currently vacant they will have to pay impact fees. C of O/Performance Bonds — Sorensen said building inspector Gary Hoes has been giving contractors handouts with all departments contact information in an attempt to get the contractors to coordinate better with each department. That handout will be revised to indicate a week before they want their C of O they need to call the Building Department Clerk and then she will sent out the sign off sheets to the departments like she normally does. One of the problems is they call and want the C of O right away and hopefully this handout will eliminate their urgency. Regarding the performance bonds, it has been hard for the Building Department to keep track of the performance bonds and answer questions about the different conditions attached to the bonds. The C of O process was set up with the idea of each department working out their own issues with the developer and then notifying the Building Department whether it is approved or not by the date specified. If there is a bond involved, they should notify the city's Treasurer, Deb Deist who holds the bonds, and a copy should also be sent to Julie in the Building Department so she can be informed on the status of each project that has a bond. Mountain Mudd — Fincher said he turned the landscape bonding issue over to Mike Baker and the City Attorney. Construction Trailers at Hospital - Diehl said Swank has moved their construction trailers onto hospital property and asked if they have been in discussions with the city on any expansions or remodels. Sorensen said he has talked with them about some long-term expansions but not anything in the near future. Flathead Beverage - Diehl asked if Flathead Beverage on Highway 2 West, or their representative, have been in to talk about their expansion of utilities for annexation and Castles said he has been talking with the MDT engineers and they are working through those channels. Fed Ex — Terry Kramer got the bid for the new Federal Express building planned for Old School Station. Painting Addresses on Curbs — Johnson reported that a mailing has gone out for a "City Wide Alert" that appears to be from the city that would sanction the painting of addresses numbers on the curbs. Johnson said please let people know the city has nothing to do with operation. Johnson added the contractor needs to have a R/W permit, certificate of insurance, and MSDS. Diehl said he has talked to the guy who is sending those out and told him that the addresses on the curbs do not meet code and are not useful to the Fire Department. Diehl said he bring him over and introduce him to Public Works. Sorensen also suggested the newspaper may be willing to run an article to notify the public the city is not involved with this contractor. The meeting was adjourned at 11:40 a.m.