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.