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07-02-09 Site Review MinutesSITE DEVELOPMENT REVIEW COMMITTEE SUMMARY Thursday, July 2, 2009 Lower Level Main Conference Room 201 First Avenue East ATTENDING: Charlie Johnson, Construction Manager Tom Jentz, Planning & Bldg Director D.C. Haas, Fire Department Michelle Anderson, Recording Secretary Jeff Clawson, Building Official Chad Fincher, Parks Superintendent P.J. Sorensen, Chairman Guests: Tim German, Sparrow Group and Jason Hatton, Datum Design. Hear the Public: No one wished to speak. Performance Bond Reminders: Diamond Ridge Estates — Johnson again reported he is having problems getting a maintenance bond for Diamond Ridge and he will be contacting them again. Silverbrook Estates — Johnson said Howard Mann is working on Silverbrook's maintenance bond with Schellinger Construction. OLD BUSINESS: Spring Creek Apartments Phase 2 — Sorensen reviewed the previous discussion at Site Review for Phase 1 of Spring Creek Apartments and the expectations of phase 2. Phase 1: Public Works noted the fire hydrant and valve were raised and they are happy. They still need the record drawings and the warranty bond. Public Works also will require a letter from the Fire Department indicating they are satisfied before the C of O will be issued. Johnson said Public Works also has concerns with the access road on the east side of the property noting the access must be a joint access with the neighboring property to the east. German had not been briefed on that issue either and will look into it. Johnson added there was some correspondence indicating that the access issue would be worked out with the property owners to the east and the city has not seen this agreement and now the utilities have been moved which will complicate the completion of the joint access road. Sorensen noted another question related to Public Works was whether the storm drainage facilities needed to be moved in conjunction with the removal of the fill for the floodplain. German said there was discussion on this issue but didn't know the result. Phase 2: Public Works would like to see a complete set of plans that would be ready for their review. German said he came today with the thought the city had already received the complete set of plans and he apologized and said he will find out if the entire set was delivered who the plans were delivered to and he will pick up the plans and deliver them to Public Works. Sorensen noted the city needs 5 copies of the complete set of plans. Phase 1: D.C. Haas of the Fire Department noted he took the ladder truck out to phase 1 yesterday and they are not able to ladder the building for any rescues because of the carports. German asked if it is a 3 story sprinkler building does the Fire Department have to access the building with a ladder truck for rescues and Haas said he doesn't have an answer for that so he will have to talk to the Chief. Haas added there isn't access to the back either because of its proximity to the other buildings. German said if it is determined that the ladder has to reach the 3rd story it would scratch the carports and he would have to go back to the state and get permission to remove the carports because it is a deviation from what the state approved. Haas said a crushed gravel turnaround has been completed and they would be willing to sign off on the C of O. Johnson requested a letter from the Fire Department indicating there are no unresolved issues be sent to the Public Works Department for approval of phase 1. Phase 2: D.C. Haas of the Fire Department noted for phase 2 the carports need to be either closer to the building or the road moved away from the building so the ladder truck can ladder the building. Haas indicated the location of a hydrant and road cut that needs to be moved to the south to accommodate the emergency vehicles. Haas sent the engineer specs on the truck to the engineer. German said he will check with the engineer to see if they incorporated that change and noted the hydrant will be moved in phase 2. Sorensen asked if any parking spaces would be eliminated and Haas thought one space would be affected. German said he would also check on the parking numbers. Haas reviewed the hydrants and noted it appears there are not enough. Sorensen suggested the plans sent to the city may not be complete and Johnson added that is why it is important that a complete set be sent to the city. An all-weather access road will be required before any vertical construction is started. Phase 1: Parks & Recreation — Fincher said there are some landscaping issues but revisions were recently made so he needs to complete a final review. Phase 2: Parks & Recreation — Fincher said they will need information on the landscaping materials. Phase 1: Planning — Sorensen said he needs the final certification on the floodplain from Billmayer & Hafferman Engineering. He said they received the LOMR from FEMA that takes the building out and the flood proofing certificates on the carports. Phase 2: Planning — Sorensen said there is a window of opportunity where the engineer could submit the revised metes and bounds description to FEMA for phase 2 instead of waiting for a month or more for the floodplain development permit and resubmitting everything to FEMA. Sorensen noted he had already talked to German regarding the parking layout. General Comments: Tim German noted they are trying to start Phase 2 this fall so they can be enclosed before winter and Glacier Bank is buying the tax credits which will take a bit longer than usual to process. German said he wanted to help and improve the relationship with the city and Johnson said they are looking forward to that too. Montana Club - Sorensen said he had some discussions with Aaron from JCM Architecture about their lighting and encroachment into the setback area but hasn't heard anything else at this point. NEW BUSINESS: Bojangles — Sorensen said this project comes from the bypass construction where Bojangles is preparing to move their parking and storage/trash container areas. Jason Hatton of Datum Design said they are proposing having the changes built prior to construction of the bypass and the state will connect to it. He reviewed the site plan with the committee. There was discussion regarding the access roads, and the need for detail drawings on the access road along the north side of the property; Public Works is also requesting a detail of the sidewalk and boulevard that will be installed; a 5-foot buffer between the road and the existing parking would be required; there should be 3 handicap parking spots one of which is van accessible; the property is currently on city sewer with a well and they have had discussions with city staff regarding the well and storm water issues; screening on the north side of the property would be required however no fencing is allowed in the front setback of a B zone; a trash enclosure will be required and Public Works asked for a detail on the enclosure area; a parking lot lighting plan will need to be submitted that shows that the pole from grade to the top of the fixture would not be more than 25 feet, would have to be a full cut-off fixture and they need to submit a cut sheet for that, and it needs to show that it doesn't exceed '/z foot candle at the property lines. Sorensen continued 5% of the parking lot area should be landscaped so it may have to be reworked, a detail on the landscaping materials to be used will have to be submitted, and no rock is allowed. Hatton said the landscaping along the north will be grass without irrigation. The sign will be left as is and its current location should be shown on the site plan. A grading/stormwater plan for the new parking lot should be submitted. Haas asked if the hood system, which is out of compliance, will be addressed and Hatton said they are not addressing that issue. The detail drawings of the bypass in this location are available in the Planning Department. Jentz noted the drawings will show the right-of-way design but the curb, gutter, boulevard, landscaping drawings may be outdated. PLANNING OFFICE ITEMS: Silverbrook Estates Phase 1A Final Plat — Jentz said the Final Plat of Phase I of Silverbrook Estates is going before council on Monday July 6th. Lazy Creek is now in the city. Fincher said he wrote the letter regarding the landscaping issues with Silverbrook Estates Phase I and he will send it to planning. OTHER REPORTS: Silverbrook Estates Issues - Johnson reported that the service lines coming in to the main sewer lines at Silverbrook are failing and he will be contacting them today. He asked if all of Silverbrook Drive is included in phase IA and Jentz said yes. Haas asked if he should be concerned with an engine crossing the bridge in Silverbrook and Johnson said the bridge is engineered to handle fire trucks and water tenders and clarified the bridge is maintained by the county but the city reviews the design. Taco Bell — There was discussion to clarify the work being done at the Taco Bell on East Idaho. Fire Department Building Plans — There was discussion regarding the grant for the Fire Department improvements and Haas said the grant was for the doors and the energy efficiency work. The building will be sprinkled. The new plans removed the fire pole which Clawson said is not permitted under the building code. Mountain Mudd — Fincher reported he is still having difficulty contact Kirk with Mountain Mudd so the bonding for landscaping issue will be deferred to Mike Baker and the City Attorney if Fincher doesn't get a response from Mountain Mudd's Billings representative. There was discussions regarding the newly vacant lot south of the Earl Bennett Building and no plans have been submitted to the city for that lot or the materials stored there. Johnson said Public Works wants to know the plans for the lot because there is a sewer connection there that needs to be capped off and if they are not going to use the water the county will need to shut it off in the street. Jentz added if they pave the lot they will have to pay stormwater impacts fees and if they don't pave it the county will be in violation of air quality standards. Sorensen said the county has an agency exemption (from zoning requirements) for the area and whether or not it would expand to this lot is a question that needs to be answered. The meeting was adjourned at 10:58 a.m.