President of Council Randy Danbury called Council to order on January 20, 1999, at 7:00 p.m.
The governmental body and those in attendance recited the pledge of allegiance. Mr. Knox gave the invocation.
Mr. Knox took roll call. Present were Council members Galster, Manis, McNear, Pollitt, Vanover, Wilson and Danbury.
The minutes of January 6, 1999 were approved with 7 affirmative votes.
COMMITTEES AND OFFICIAL REPORTS
RULES AND LAWS - no report
PUBLIC RELATIONS - no report
PUBLIC HEALTH, SAFETY & WELFARE - no report
PUBLIC WORKS Ė Mr. Vanover said they started putting figures and timetables together for the 1999 street program. We will get those figures to you before the next meeting and weíll be looking for your support at that time.
PUBLIC UTILITIES Ė Ms. Pollitt reported that ICRC will be meeting next Thursday, January 28 for their annual meeting.
CAPITAL IMPROVEMENTS - no report
FINANCE COMMITTEE - no report
PLANNING COMMISSION Ė Mr. Galster stated that they met January 12. The final plan approval for Golf Galaxy, 11825 Commons Drive was approved 7-0. We had a revision to the plan for the Northwest Business Center, commonly known as Pictoria Island. The applicant is here tonight to give a presentation. The preliminary plan was approved 6-1. We had a discussion on the publication racks which you got a report on earlier this evening from Mr. Osborn. The report got a favorable response from the Planning Commission members. We had a review of the Zoning Code draft. Itís still on-going.
BOARD OF ZONING APPEALS Ė Mrs. McNear reported that they met last evening. Mr. Vivian Harris requested a variance to erect a barn at 525 Smiley. He is the current owner and will be moving in there shortly. The square footage of the barn will be the same as his neighborís, whose barn was grandfathered in. That was approved with 6 affirmative votes.
BOARD OF HEALTH - Ms. Pollitt said they met January 14. There was a report on the status of the Best Western. Abatement has been successful on the seventh to tenth floors. Building repair is still pending with the architect. A tobacco compliance check was done and 7 of 14 vendors sold to minors. Also, there have been complaints about coyotes.
Mayor Webster said the Ohio Department of Natural Resources tells us there is not a whole lot we can. There is only one incidence on record of a coyote attacking a human being and that was in California. However, domestic pets such as small dogs and cats are in danger. The State recommended using a snare. We sent our trapper to the area and he did see evidence of coyotes; but he also saw a coon dog running through there. The trapper recommended using leg hold traps. I guess they have made improvements over the years but Iíll still have to be convinced to do that.
Mr. Osborn said the ODNR people advised the Health Commissioner that this is a very difficult issue to deal with because coyotes are extremely intelligent animals. The likelihood of trapping is not as high as it would be with some other animals. A family of coyotes typically has a range of 15 miles so there are probably none indigenous to a little woods between Oxford Hills and the Springdale Lake area. Coyotes do not travel in packs. At most they travel in family groups. The number of coyotes in the area is probably pretty small but we are pursuing it with ODNR and the Health Commissioner is
pursuing it further with our trapper. We do plan to have something in our next newsletter stating that these animals have been spotted in our community and people should take precautions. Small animals should not be allowed to run loose. Short of that we donít have an absolute solution to it.
Ms. Manis said I assume there is no shortage of food for them in the area they are inhabiting and they are not coming in to eat.
Mr. Osborn said the trapper said there was some sign of coyotes a lot more signs of deer. His theory is that the coyotes have followed the deer population into this area.
Mayor Webster said if we decide to exercise one of these trapping options we will make a mailing to all of the areas that are adjacent to that 100 plus acres.
Mr. Danbury stated every spring and summer we have the problem with skunks and I would like to remind people to get rid of grubs.
Ms. Pollitt reported that the number of animals trapped this year was: raccoon, 44; opossum, 34; groundhog, 20; skunk, 14; squirrel, 8; cat, 2; and 1 bird. Our cost was also down considerably.
CIVIL SERVICE COMMISSION Ė Mr. Coleman reported they are due to meet tomorrow. The civil service test for patrol officer is Tuesday, January 26, at 6:30 p.m. at the elementary school.
Mr. Osborn stated that the cut off for applications is close of business Friday, January 22.
O-K-I Ė Ms. Manis said they met January 14, a snow day. I didnít attend but do have the agenda if anyone is interested.
MAYORíS REPORT Ė Mayor Webster said Mayorís Night In will resume next Wednesday in the rotunda from 7 p.m. to 9 p.m. Anyone who would like to talk about city business is welcome to come up.
Debbie Gardnerís "Survive Seminar" is being sponsored by the Springdale Police Department in concert with the Community Center on Thursday night, February 11 from 7:30 to 9:30 p.m. There is no admission fee but we are asking people to pre-register. The number to register is 346-5777. It is available for anyone twelve years or older. The young woman who was assaulted in Oxford Hills back in the summer has volunteered to attend and give a first hand account of what itís like to survive an assault. I commend that young lady and her parents for allowing her to do that.
Mayor Webster continued I would like to share the results of the Food for Fines program. It was in effect from November 26 through December 25, 1998. There were 155 tickets issued that people elected to pay out with food. The dollar amount in fines that the City gave up was $6,165. The food was shared with ten Springdale families and there was food left over to share with Soul Ministries and the Vineyard Church. I have a letter from the Chief who would like to thank the City Administration and City leaders for allowing us to conduct this worthwhile program. "Both the Department and the City of Springdale received some very favorable publicity while helping some needy families during the holiday season. Each Springdale family visited received a variety of food items and were very appreciative of our efforts, and both volunteer organizations were thankful and advised that the donations will be put to good use." I commend the Police Department for starting this last year and following up on it again this year. I think they had time to prepare and we had a lot more food donated.
He said we continue to receive praises for our Street Maintenance Department. Weíve come to expect those over the years. The latest comes from Mr. Harry Cordell from the Springdale Elementary School who called and wished to express on behalf of himself and a number of other teachers at the school, their appreciation for a job well done in cleaning the streets of the ice and snow in the past few weeks. Once again the department is being recognized for its outstanding work during snow removal. Once
again Iíd like to thank our Superintendent of Public Works, Dave Butsch and his very capable staff for a job well done.
CLERK OF COUNCIL/FINANCE REPORT Ė Mr. Knox said I wanted to give a short statement of the Cityís financial situation to inform the citizens and set some peopleís minds at rest because we do have some large expenditures coming out. The Mayor and Mr. Osborn both said it wasnít going to be easy and they were absolutely right. Itís not an easy figure to come to because our income varies quite a bit because of our tax structure. Rather than do this monthly I propose to do it quarterly because it will give a fairer view of what we actually have. The outgo also varies substantially because of seasonal differences and other circumstances. The basis of the report will be the funds on hand which the Council gets a report on a monthly basis minus two months operating expense, minus $1 million for our insurance trust fund and minus encumbrances. Encumbrances are those things that Council has approved by vote. The remaining amount of money is money that will be available for other uses, particularly the Community Center expansion. Right now as of December 31, 1998, subtracting all those items, we have $1,135,000. I should note that the encumbrances include $400,000 and that has been subtracted before that figure, for the Community Center expansion and we have already paid $357,000.
ADMINISTRATORíS REPORT Ė Mr. Osborn said everyone received a copy of this document on publication racks in their mail bin today. This is the report we have been briefing you on the last few months. I might begin by saying the purpose of this report was to address the growing installation of publications racks in the public right-of-way. More and more we are seeing racks that promote apartment availability, job opportunities, etc. The nature of the industry is certainly expanding. They are putting the racks and boxes just about anywhere they choose to. The report you have assesses the number and location of existing boxes in our community. The second element of the report was to identify and emulate any successful regulatory efforts that we might be able to come across. Our City Planner, Anne McBride came across a situation in Coral Gables, Florida that has been court tested and validated. The third part of this report is to prepare and present legislation to help us regulate the placement of newsracks. That is part of the recommendation we are bringing to you. Some of the concerns we have are the fact that these are being put in the public right-of-way without consideration for pedestrian access, vehicular site distance, or aesthetic considerations. These are all factors that we think are critical, particularly the safety issues. The intention here is not to prohibit or ban these from the public right-of-way, rather to regulate them. We are proposing that the City establish fixed points that will be a concrete pad with a three-sided enclosure made out of wrought iron material and the boxes would be attached to the back of this enclosure. Right now we have eight locations identified. These locations would be in high traffic, but safe locations. The next steps for this process will include giving the vendors an opportunity to comment on the recommendations and I anticipate that we will be sending copies of the report to the various vendors in late January and giving them 30 days to respond. I anticipate some time to amend what we have after we get those comments and legislation will probably come before Council in April. If you have any questions on the material please give me a call.
I want to expand the Mayorís compliment to the Public Works Department to the Parks Department also. When we have routine snowfalls it is dealt with by the Public Works Department. When we have a severe snowfall we also bring in personnel from the Parks Department along with their equipment. There has been a lot of press in Cincinnati about the fact that they are just going across that approach in doing business. Iím sure their circumstances are different than ours but it made good sense for us to do that.
Ms. Manis asked how is the salt holding out?
Mr. Osborn replied itís tight. We got the new dome put up and it will hold 2500 tons. Our old bin would hold 500 tons. At the start of recent bad weather we had 500 tons on hand. We quickly used that up and as new salt came in, it was put in the dome. We never had more than 200 tons on hand at any given time. Weíre probably still in that position. We originally budgeted to fill the bin halfway this year and halfway next
year. Because we have very good rates in this yearís bidding for salt we are going to fill it up this year.
LAW DIRECTORíS REPORT - no report
ENGINEERíS REPORT Ė Mr. Shuler said in December we reported to Council that Cincinnati Water Works was going to begin the replacement of the water main on Kemper Road between Rt. 4 and S. R. 747 in January and they anticipated completing that work in June. They have since informed us that due to weather they are going to postpone beginning that job until March 1. They are also looking at changing their schedule slightly when they begin that work and are talking about working 4 days a week, 12 hours a day to get more hours in a week, have less disruption of traffic and hopefully cut a month off the schedule.
COMMUNICATIONS - none
COMMUNICATIONS FROM THE AUDIENCE
James Reece, 1073 Terrytown Court, said on December 22, 1998 an acquaintance and I were at Chamberlain Park when we decided to knock over some 1í x 4í posts that stick out of the ground. At the time I thought it was no big thing but soon the police came and I realized what I did was wrong. I regret my actions and would like to assure the community that it will not happen again. Thank you for your time and consideration.
Mayor Webster said I would like to commend the young man, his parents and family. I think itís a shame more people in this country donít stand up for their actions the way this young man has decided to do this evening. Carry that trait with you throughout your life.
Presentation Ė Pictoria Island PUD Modification Ė Steve Kelley, Woolpert, Bill Woodward and Dave Tipton of Tipton Associates
Mr. Kelley of Woolpert said we are proposing a revised preliminary plan that was approved by Planning Commission at the January 12, 1999 meeting. A public hearing will be held at the first meeting in March. We want to briefly inform Council members of the history of the project and maybe get some comments back that we are on the right track with our change of this preliminary plan unit. This is a 38 acre development which is located on the north side of Interstate 275, behind Showcase Cinemas between S. R. 4 and the Avon facility. Twenty-three acres abut I-275 that was changed with a preliminary development plan as the Pictoria Island retail development. Originally this entire acreage was part of the Northwest Business Center. The other fifteen acres was the office development. The use of the property is being proposed in retail and office form. We are showing four restaurant pads that are surrounding a lake that would have frontage on I-275. The restaurants would be sit-down type restaurants with associated parking. There is a combination of five office buildings with this project, two on the southern portion with good visibility to I-275. The buildings will have an attached parking garage in the rear. On the north portion there will be three office buildings where the parking would be outside at grade. With those parking fields weíve shown landscaped islands. Weíve tried to adjust the landscaping around the perimeter to make sure we have good and adequate buffers. We have submitted a concept landscape plan that shows we are going to have uniformity throughout. The site shows two locations for ponds on the project. We think the lake that has the largest of the two can be a real good focal point for the restaurants that will be surrounding it. Weíve talked with staff about working out geometric details and are willing to do that. The comments that staff and Planning Commission had made weíre in full agreement with. One would introduce a sidewalk from the restaurant development out to the Showcase Cinemas. There was a comment about screening the rooftop units.
Bill Woodward said we have assembled a team of David Tipton of Tipton Interests, Rusty Meyers with Cincinnati Capital Properties and me. We have been doing development together in Cincinnati for about twenty years. Davidís background is in banking and management of properties. Rustyís background is more in brokerage and leasing. My background is in construction, engineering and design of projects. In the past twenty years we have done about $400,000,000 worth of work in developments. Mr. Woodward showed pictures of some of their developments.
Pictoria Island previously submitted was a quality project; however, it was very futuristic. Our vision for the project is a class A project. If and when this is accomplished it would be the fifth largest office center in the city. Landscaping will be uniform. Lighting will be uniform. We envision having walking paths throughout the project so office users can go to the restaurants; restaurant users can go to the cinemas in the evening. Weíll have an architectural review committee. Weíll have strict maintenance standards. The lakes will be maintained by the association. There will be uniform signage throughout the project. All four restaurants will group together in the one pylon sign along the interstate and there will be a monument sign in front of the office project. The Planning Commission made several suggestions that we thought were excellent. They want to make sure that penthouse screening takes place on the mechanical equipment on all buildings. Non-glare lighting was suggested for the parking lot. The two garage structures needed to be screened very heavily with landscaping and a suggestion was made that the walkway go around the lakes. They were all good suggestions and we will incorporate those into the project.
Ms. Manis asked will the buildings be built to spec? Do you have anybody in mind for the office buildings?
Mr. Woodward replied we donít have anybody in mind. We have sent a proposal out for a 450,000 square foot office user for this site. We donít like to do spec buildings, although when you are in a strong market you occasionally want to take that risk.
Mr. Wilson asked what size hotel and do you have a proposed construction date?
Mr. Woodward responded we think that would be far in the future, 7-10 years. It would probably be 120 rooms.
Mrs. McNear inquired about traffic. According to this chart we have, the Crescentville/Rt. 4 area is at level C now.
Mr. Osborn replied if we do nothing, no project is built here, the same intersection will be at level F in five years just from the ambient traffic in the area. While we have to be very conscious about the additional traffic the project will develop, and while we will try to hold them accountable to help us with improvements to the infrastructure to mitigate that impact, it would be unfair to penalize the last developer in for all the existing conditions that we have out there now. It would be more incumbent on us, the City, to find solutions to move that traffic. We are taking a look at the Crescentville intersection. CDS has been instructed to issue a master plan for that intersection. In addition to the work already lined out in our five year budget, which includes an additional lane through northbound, there would be an additional lane southbound dedicated to expressway access. Right now we have one lane dedicated to access. That will give us the capacity to move more traffic through the intersection more rapidly. I just received a letter yesterday from Fairfield confirming that they are scheduling their improvements to the north segment of that intersection for planning for 2000; right-of-way in 2001; and construction in 2002. This would be an additional lane northbound and southbound from the intersection so that when we add that new right turn drop lane northbound, our existing right turn drop lane becomes a through lane. The problem is moving the traffic through the intersection. The more lanes we have, obviously the more traffic we can move. We canít add more minutes to an hour or more seconds to a minute. We can only try to add more highway capacity. I think this is a very viable project for our community. There are some consequences that weíll have to respond to. Beyond that intersection we are also exploring some other alternatives that I wouldnít want to go into right now. The project is going to be built over a ten year period. Itís going to be market driven. If the market slows down, then their project will slow down. We donít get opportunities like this every day to attract and work with a developer that is prepared to make the investment we see proposed here. Iím not arguing their project for them; Iím just saying when it comes to the traffic issue, we have to be diligent in getting concessions from the developer. At the same time we have the obligation to deal with the broader picture of the traffic problems we have out there. We do anticipate other factors influencing the level of traffic we see at the intersection but at this point they are unpredictable. They have not been factored into our modeling, that would be redistribution of traffic into the Butler County area as the result of an east/west corridor across Mulhauser Road. When we have the option of seeing this go and something else come in that may develop piecemeal and not look so large, but over time is going to develop the piecemeal way, we will end up with the same traffic volume but not anywhere near the quality of project. Traffic should be a consideration but it should not be a bar to a project of this size.
Mrs. McNear said thanks for those comments. Iím concerned that at the same time this ten year project is going on, weíre looking at construction of the railroad tracks on S.R. 747 so we have that entrance to the expressway tied up. We also have Rt. 4 which is already terrible. I dread having to drive down that when it turns into an F whether we have this project or normal growth. I want to make sure we are looking at alternatives. This project will develop whether itís this project or one down the road. We need to make sure we are looking at other things.
Mr. Osborn said the grade separation should be completed by the fall of 2003. I know the initial development phase of this project will be the restaurants, followed by one or two of the office buildings. By the time this project is built out, we should have that grade separation behind us by at least five years.
Mr. Woodward stated the project is currently approved for a very large retail operation. I would imagine that retail generates a lot more trips than an office building.
Mr. Danbury said Mr. Osborn, you were mentioning some of the ramps. The biggest problem I see is going onto I-275 from Rt. 4 northbound. Right now there is a bottleneck there. Sometimes people will sit in the middle and thereís really space for two cars to go in there. I think that could alleviate a lot of the problems like this.
Mr. Osborn said that is an issue we talked about. It wasnít a factor we attached to this project. The queueing of the traffic already seeks a split where there isnít one presently. I know we have talked to ODOT about trying to do that officially and we certainly can pursue that. The capacity issue we were talking about was moving people southbound out of the Crescentville/Rt. 4 intersection towards the expressway where virtually 75% of the traffic wants to go.
Mr. Danbury asked will the road in front of the development be connected with the area right in front of Avon?
Mr. Osborn replied that is not part of this plan, nor was it part of the previous plan. We have looked at that issue in the past with Avon and there are some problems that concern Avon with attempting to do that. I have asked the engineerís office to provide us with some CAGIS drawings of the area and my intent is to go back to Avon again and explore the possibility of routing across their property in front and I couldnít even begin to suggest that they are going to jump at the opportunity to let that happen. But there may be some incentive for them such as they would forego the responsibility and cost of maintaining that very long drive leading up to the front of their site. We are going back to Avon to see if there is a compromise we could reach to make this happen.
Mr. Danbury said Mr. Woodward, you said you have over 700,000 square feet of space for the entire development. How many employees would you say that would be?
Mr. Woodward replied there are usually about 5 employees per 1,000 square feet so there could be as many as 3,500 people working there.
Mr. Danbury asked is there an associated payroll that would go with something like that? Iím just trying to figure out what kind of income that would be.
Mr. Woodward responded use $30,000 per person times 3,500 people and it would be $105 million.
Mr. Osborn said based on that calculation we would see a payroll tax generation of over $1 million a year which will help us look at these regional traffic issues.
Mr. Knox said I like what I see but I would, for the record, like to find out what was the stated reason for the one nay vote.
Mr. Woodward replied the gentleman who voted no didnít ask any questions or make any statements.
Mr. Galster stated Jim Young voted no. I canít tell you all the reasons why.
Ms. Manis asked Mr. Osborn, do you know the traffic differences from when it was approved before and this plan?
Mr. Osborn said that was used as part of the review here. I donít have that information with me but we were at virtually the same situation with the previous development plan as we are with this one in terms of traffic generation at the intersection.
Ms. Manis stated we were all very excited and very mesmerized with the initial Pictoria Island. However, I think a development like this is probably more stable for the City. The income is more than was going to be there in the past. If you could possibly get the double highway access from Avon with both ramps there, it would be an immeasurable asset to the development. The revised plan is very nice.
Mr. Osborn said we have a good opportunity to make improvements on Rt. 4. Thatís certainly within limits under our control. We own the right-of-way. If itís in the access we have to deal with the State of Ohio but if weíre willing to fund it and argue strongly enough we can probably get a permit to do it. Obviously, we want to get outside funding to pay for that if possible. I would not want you to hold out hope that access from the east will happen but we will make a real effort to try to accomplish that. We would be faced with a major appropriation against one of our biggest industries and I donít think anybody wants to do that. They are a good corporate citizen. I donít know that we want to go to war with them over this access at this stage. They are still a manufacturing facility and they have certain transportation needs related to rail, trucks, etc. that complicate any idea of crossing their property.
Mayor Webster said I share some excitement regarding this project. Before we get too far into it I think itís only fair that all Council people realize we do have a TIF involved to build the initial road in. That TIF would be retired as a part of this and a new TIF issued. I certainly let the developers know what my concerns regarding the TIF were at the time and I think they have taken some steps to address those as far as guaranteeing the payment of that TIF. This would be one of significant dollar amounts to help with the construction of two multi-level parking garages.
Mr. Woodward stated that the current TIF has not been doing very well. With this project taking off, I guess that can be strengthened. I would like to explore a TIF for the small extensions of public roads as well as tax dollars available to help build the parking structures.
Mr. Osborn said I was going to highlight four things. One was traffic which was covered. Some of the features in this negotiation we are looking at on the TIF is the developer wants to use parking structures in order to reduce the spread of parking lots. The two office buildings out toward the expressway have the same as the three on the other property. Look at the parking fields for those three versus the parking and green space surrounding the two out front. Thatís an amenity that the developer wants to incorporate because of that corporate image they are talking about. Obviously itís advantageous to us because this is a gateway facility. Itís going to set the image for people coming into our community. Thereís an aesthetic advantage to us also. The question has been raised by the developer whether or not these parking garages can be financed through a TIF and weíre still waiting on confirmation from our bond council that such an improvement can be made under a TIF. I should also add, as the Mayor alluded, we have a $2 million TIF out there ourselves. We are currently the guarantor on that debt. We are rolling a note right now. We have to come up with any shortfall from service payments on the TIF to cover that debt obligation. What we have proposed to the developer and they are incorporating into their plan that they will present to us, is that the debt we have now will be rolled into their TIF and relieve us of the financial obligation to guarantee that debt. They, in turn, will guarantee their TIF through a letter of credit or some form of secured deposit. We think this is an attractive proposal of this aspect of this proposal. This is all in flux. We havenít finalized any of this and I hope I havenít committed you to anything beyond what you said to us. Hopefully, if we confirm that these facilities are subject to being part of a TIF, weíll come back to you with a package where the agreement involves the cancellation of our current debt and removal of that obligation from the City.
Ms. Manis asked if circumstances arise where we canít issue a TIF, is it a deal killer? Do you need the TIF to make the project go?
Mr. Woodward replied I think it makes it go at the size it is now in the attractiveness to corporate users. If that ground has to be surface parking instead of structured then it drastically reduces the size of the project. I think this is appropriate for the site with some structured and some surface.
Mr. Osborn said the final thing I want to make sure reaches public awareness is the building heights we are talking about for the structures facing the expressway are eight stories for the building to the west and six stories for the one to the east. They both will have five level parking structures behind them. The buildings, particularly the office buildings, will be buildings that exceed our zoning regulations, but I think all we have to do is look across the street at the hotel and we see a similar issue there. This is a public issue that we have to have a comfort level with if we are to process this application. I have not heard any discussion about that issue yet. We believe it is in scale to the site. There is good buffering by the expressway from any residential areas. As a staff we donít have concerns with it, but at the same time we want Council to be fully aware that itís an issue that you need to be comfortable with as well.
Ms. Manis asked how tall are Best Western and Showcase?
Mr. Osborn replied Best Western is thirteen stories and Iím not sure about Showcase.
Mr. Danbury said we do have a TIF and we built this for projects like this. We did have one other applicant who was looking at this property in the seven years something has been planned there and Council felt it wasnít appropriate for the type of land usage we would like to see. Iím not going to say Iím 100% for it but from what I hear right now, I know you have a good reputation for the things that you do. We have a public hearing scheduled for March 3, 1999 and it will be advertised for that time.
Mr. Osborn said if there are any outstanding issues or anything that hasnít been articulated here this evening, if you can share them with the staff relatively soon we would appreciate it because we are still working with this developer to refine the project.
Presentation Ė Community Center Project Update Ė Jim Schaeper and Jim Warner, CDS
Mr. Osborn said the Community Center detail process has been under way since early September and as Council can appreciate, itís been on a very fast track. Our target is to get this project out to bid in February with a bid opening in March. The 50% plan review meeting occurred early in December. Just a few days ago we had the 95% review. The presentation you will see this evening is based on those 95% completion documents. In order to keep this pace we have had to work in a fairly compact group that is comprised of the Recreation administrative staff, the director and three assistant directors you see out there this evening as well as the administrative assistant, Mr. Parham, the design team and me with Mr. Parham carrying the lionís share of the load from our office. As a result we feel we have been advancing very rapidly and making appropriate decisions. We are at a threshold point where we need your input and guidance before we finalize the plans. There are four significant things that we need consideration of this evening. That is the phasing of the project; how we propose to maintain the facility as an operating Community Center while at the same time doing an addition that is triple the original site. We want to show you the building design and elevation; something of the interior design as well as examples of the finish material that will go into the project and finally, we want to share with you the preliminary planning that is going into the sign package for the building. We certainly want any comments, insight and suggestions that are appropriate to direct us in a more appropriate way than we are proceeding right now. We also need to let you know that we will have to lengthen the project if any of these are significant. Many of them may have no time consequences at all but if they are major, it could affect timing.
Mr. Schaeper said we will put this out to bid and review the bids in early March. We would like to start the project in late March/early April. Mr. Schaeper had drawings showing the existing Community Center and expansion. Phase I will begin late March/early April 1999 and continue through December 1999. The majority of that phase will be focused on expansion. We will have to have a new temporary entrance. There will be a temporary sidewalk to that area and to the pool area. Also in Phase I will be the relocation of utilities. Phase I does not have a dramatic affect on the existing building and its function.
Phase II begins January 2000 through March 2000. That is creating the new full toilet and locker rooms. There is an existing alcove that we are in-filling and we are demolishing and renovating the existing exercise area.
Phases III and IV happen pretty much at the same time. The existing lobby area will be renovated. We will have to create an access aisle through the gym. At that same time the existing locker rooms, offices, game rooms and meeting rooms will be renovated. The office personnel will be relocated to what is now the existing art room. Phases III and IV happen April 2000 to the end of the project which is the end of July 2000.
Mr. Vanover asked when we relocate the entrances do we have security?
Mr. Schaeper replied we have the existing closed circuit TV camera in the lobby that will be put into this corridor. There is a closed circuit TV camera on the outside of the building looking at the bike racks that will be relocated.
Mr. Danbury said we will be eliminating a lot of the meeting rooms. Are we going to cancel meetings during construction?
Mr. Burton replied I donít think any of the meeting rooms will be affected until this time next year. Weíre already working with the Administration and have relocated some of those meetings that donít require a lot of peripheral needs to that building currently. At that six or seven month period we will have to relocate a lot more. The last thing we want to do is cancel.
Mr. Vanover said you mentioned the relocation of the transformer and generator. How much down time will we have on that?
Mr.Schaeper responded we are working with Cinergy to keep down time to a minimum. We will have the infrastructure in place, the new transformer pad, generator pad, conduits.
Jim Warner showed drawings of the expansion and examples of the finishes for the building. On the kiosk entrance is a banner that identifies the Community Center. Another banner is an exchangeable banner so you can advertise a baseball tournament, Spirit of Springdale, etc. The structure next to the gym is a similar design and has banners indicating swimming pool, etc. As a result of having to redesign the entrance to the complex, the current events sign has to be relocated. That will be relocated in a planter with landscaping around it.
I have a proposal for some decorative lighting. There will be some up lighting and some canned lighting mounted on the trellis around the building. We have created lighting internally so as you approach the building you will see a glow in the ceiling of the lobby and in the gym.
Mrs. McNear said I think you are creating a nightmare for the Board of Zoning appeals with those lights and banners because every business is going to want it.
Mr. Wilson asked what the life of the wiring of the lights? Lighting may be an issue but no more than Roberds, Mars, Dave & Busterís, etc.
Mr. Warner replied it is extremely long life. I think they have a five year warranty on the system.
Mr. Galster stated I think it will be accent lighting. I donít think it will be as prominent as neon lighting. I think the banners would be considered permanent signage. I like the banners and I like the ones we have on Rt. 4. How high is the kiosk? Is it higher than the building?
Mr. Warner replied yes. The building has a 31í parapet. The screen wall above it is at 37 feet.
Ms. Pollitt asked can you tell us a building that currently has that lighting so we can see it installed.
Mr. Warner replied I can find that out for you.
Mr. Vanover asked have we made arrangements for lightning arrester capabilities on the kiosks?
Mr. Schaeper stated we usually put lightning detecting systems as an alternate. Weíll take a look at that issue.
Mr. Warner pointed out the rooftop screening. Ms. Manis asked is that in back of the building also?
Mr. Warner answered we chose not to do that. It would be expensive. There is a lot of tree foliage.
Mr. Vanover asked what treatment are we using on the old section of the building?
Mr. Warner replied the material will bridge any cracks and provides a base. The color is tinted so the finished coat will tie in with the new building.
Mr. Danbury asked what is the life span of the coating?
Mr. Schaeper replied it has a ten year warranty on showing any change like chalking. The life span is greater than that. The issue is how well it is maintained.
Ms. Manis asked is the walkway covered completely?
Mr. Warner said the portion around the front where you are entering the plaza is open. Next to the equipped exercise area is closed.
Ms. Manis said the roof is flat. When you look out the windows at the top of the trellis will it be ugly?
Mr. Warner said I canít say there wonít be some astmospheric soiling but as far as roofs go, itís probably as clean as youíre going to see.
Ms. Manis asked how thick is the roof? Mr. Warner replied itís a ľ" slope per foot to the drain.
Mr. Osborn said the eifs material is the primary external finish particularly for the upper stories. It received a great deal of discussion. It is in the Dryvit family and looks like a stucco finish. We have had bad experiences with that material in this City, not by our construction but other site construction so it received a great deal of review and discussion. The architects advised us that there has been substantial improvement over the years in the production of this material. This is the material Showcase Cinema used and the Florence City Building is all eifs material in different accent shades. We had very similar concerns about the long term durability, maintenance, etc. From what we have been told it seems to be a durable product that will serve us well. Anything we put up will have to have maintenance. We put time and material into tuck pointing and resealing the existing building periodically. Thatís a major expense. Even with that we get internal leaking through the block and milking of the surface in areas. Weíre satisfied that this material they have chosen is of a quality that we think will work and will give us a cost benefit. Cost is another reason we made the decision on the roof finish material. We had the option of looking at color roof material with geometric patterns, nothing garish but something appealing. It would be something you would look down on from the walking track. We also chose not to run the roof top screening all the way around the building. That was staff driven. We are trying to get bang for the buck here and some of those features are nice add ons that would be attractive but weíve held back because of cost considerations.
Ms. Manis said I think outside lighting on a building is great. Having not seen these lights anywhere Iíd be interested in knowing where they are in use too. Last night I was driving down Mulhauser between S.R. 747 and Rt. 4. There was a building that had an outline of neon which drew you to the building. Our building now is dark. Itís supposed to be a friendly building and I think any time you can say come see what I have to offer, itís a great benefit. Iím for some kind of lighting.
Mr. Parham said the address will be added to the sign just below Springdale Community Center. There are two additional directional signs that are 18 feet with similar banners as we talked about before, located on the pool side of the building. One is near the split where you would go to the amphitheater and the other is further back at the swimming pool near the playground area.
Mr. Warner talked about the interior of the building and showed some drawings.
He showed samples of ceramic floor tiles. The textured paint is the same as you have in the lobby up here. It is darker on the first floor and then goes lighter. The elevator is glass faced.
Ms. Manis asked what areas will be carpeted? Mr. Warner replied the offices and meeting rooms. The decision was based on maintenance issues. Weíre also using acoustical block in the gymnasium. The same material is used under the running track.
Mr. Vanover said when two gyms are being used did we find a solution to the whistle problem?
Mr. Burton said we have explored a lot of things but there is nothing. Itís just something you have to deal with.
Mr. Vanover asked how are we addressing access to the ball fields during construction?
Mr. Burton replied there will be a sidewalk all the way around to the vehicular entrance to the pool. They could take either path.
Mr. Warner said I wanted to mention some light fixtures that are more decorative in character. One of them is exterior. Iíll leave brochures here so you can look at them. There will be pendant hung fluorescent lighting in the office area. We have accent type lighting for the reception desk. There will be track lighting around the trophy case.
Ms. Manis inquired for the two banner poles in the back, how low are the banners? Are they still out of reach? Mr. Warner replied they are 12 feet high.
Mr. Parham said as part of the approval for the design phase there is a position of overseer of the project, someone who will be down at the project and make sure things are installed on a timely basis, working in meetings with contractors, staff and architect. CDS has recommended Rex Baysore who is the former Safety Service Director for the City of Sharonville. He was overseer for the Sharonville Recreation Center and for the Convention Center. We thought he would be a great asset for our project and it frees up our staff to continue to handle the day-to-day operation of the facility.
Mr. Osborn said again this is a threshold point for us and there are some issues that have come out in our discussions or that I heard here this evening. One is the height of the sign at the entrance of the building. The height of the top of the structure is 40 feet. The highest point on the building itself is the parapet screening the mechanical equipment on top of the gymnasium. The issue of this height came up during our discussion as well and we wanted to leave it until we had a prospective drawing that would put it in scale to the rest of the structure. My comments are not to solicit opposition. I just want to make sure that we donít get to that point and then find out we should lower it by "x" feet. How does everyone feel about the scale of the sign that is being proposed?
Mr. Galster asked how deep is the white metal part? Iím trying to get a feel for its depth.
Mr. Warner said at the base itís 2 Ĺ feet. At the top it flairs out another foot.
Mr. Danbury said I have no problem with the forty feet.
Mr. Osborn stated we will proceed on the assumption that the scale of the sign is appropriate. We also wanted to bring before you the Tivoli lighting that you see on the top rim of the trellis. I heard comments in both directions. Should we proceed with the lighting as presented or should we do something else?
Ms. Manis asked is it built into the metal? Can it be added later?
Mr. Warner replied itís permanently attached. It could be added at a later date.
Mr. Osborn said right now weíre going to leave it in unless you tell us differently.
I want to make sure that everyone understood what was presented on the track lighting. Some of it will be with suspended fixtures over the counter area and the bistro type look. I think it will be a nice feature but again it is subjective. There will be track lighting in that same area highlighting trophy cases and other displays.
Mr. Osborn said I want to take the time to thank the Recreation staff: Jim Burton, Gary Thompson, Greg Karle, Sharon Casselman and their administrative assistant, Debbie Carpenter. They have put literally hundreds and hundreds of hours into this project since September. The quality and punctuality you see here, the product of the architect is derived a great deal from the input theyíve been able to get from the staff one on one. I would say they have averaged two meetings a week, probably 8-10 hours a week. I congratulate you all for your efforts.
Mr. Vanover asked if the track lighting is low voltage.
Mr. Warner replied it is 120 volts.
Mr. Vanover asked if the Tivoli lighting is dimmable?
Mr. Warner replied it is not. You can use lower voltage bulbs.
Ms. Manis asked are any of the windows shaded on the first floor with blinds?
Mr. Schaeper replied we have vertical, louvered drapes built into the project in the office areas and on the interior glass walls of the dance room and the exterior windows in the new meeting room.
Mayor Webster asked where do you think we stand as far as the initial cost estimate? Are we within budget?
Mr. Schaeper said we are still going with the $7.5 million. We are in the process of finalizing that number.
Ms. Pollitt said I see that a foot of the post is sticking up over the lighted walkway. Is it possible to get an accent lighting with some type of canister lighting that would be easier to maintain?
Mr. Warner said we have a can type fixture that is mounted on the face of those columns.
Ms. Pollitt said that is going down. What about going up?
Mr. Warner said we could look into that.
Ms. Pollitt asked if the Tivoli lighting would kill the concept if we donít put them on.
Mr. Warner replied it wonít kill the concept. It is an enhancement.
Mr. Osborn stated one of the ways the architect helped us try to stay within budget is that each element of the project has a budget number for them. As they brought each element to us such as floor tile, they would give us selections that were within our budget. I donít think any single area has gone beyond the budgeted number. We believe we are within budget based on those incremental numbers we have been looking at.
Ms. Manis said weíre bidding this out, correct?
Mr. Osborn replied that is correct but think about the hundreds of things in the building. In terms of the overall outcome itís hard to say how that will all balance out.
Mr. Warner said one of the reasons we pushed so aggressively on the schedule is so we can get the optimum bidding period and get the best shot at getting the best contractors before they committed to other projects.
Ms. Pollitt said you mentioned the replacement of an existing window. Will you replace the windows on the Lawnview side also?
Mr. Warner replied the frames will stay in place. The window that is currently in the game room would be interior construction and no longer exist.
Ms. Pollitt asked what kind of natural lighting will you have where the new building joins the old building? I was really impressed with Sharonvilleís Community Center. They had so much natural lighting.
Mr. Warner said I think if you look at the elevation of the lobby you will see a great amount of glass there.
ORDINANCE NO. 70-1998 ĎAMENDING ORDINANCE NO. 83-1997 TO PROVIDE FOR WAGE INCREASES AND DECLARING AN EMERGENCY"
Mr. Knox said the last line of the ordinance says the reason for said declaration of emergency is the need for proper compensation to be paid as of December 20. Weíre one month beyond that. I ask that it be changed to read "at the earliest possible date."
Mr. Vanover made a motion to adopt and Mr. Galster seconded. Ordinance 70-1998 passed with 7 affirmative votes.
ORDINANCE NO. 1-1999 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO AN AGREEMENT WITH TARGET DEVELOPMENT TO CONTRIBUTE TOWARD THE COSTS ASSOCIATED WITH THE SIGNAL PLAN AND RETAINING WALL CONSTRUCTION AT THE INTERSECTION OF CENTURY BOULEVARD AND KEMPER ROAD AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mrs. McNear seconded.
Mr. Osborn said this project had two additional phases to the modification of the signal at Kemper and Century Boulevard. The first base project is the one Target is committed to do. We then had additional work we wanted to do that has a cost of $38,416. Thatís the subject of this ordinance. In my memo a couple of weeks ago I referred to work that the church was obligated to do under its commitments as part of the site development for Vineyard. I just had a letter faxed to me today from Vineyard Church committing to the obligation of reimbursing the City for the work that we want to do and have it accomplished as part of this project. I propose that we just continue with the legislation as we have it before us but when I correspond back to Target I will let them know that we are going to commit for both the $38,416 as well as the $5,322 that the church has an obligation to provide. If we chose not to do it this way weíd end up with two or three projects.
Ordinance 1-1999 passed with 7 affirmative votes.
ORDINANCE NO. 2-1999 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH CINERGY RESOURCES, INC. FOR THE PURCHASE OF NATURAL GAS AND DECLARING AN EMERGENCY"
Mr. Wilson made a motion to adopt and Mr. Galster seconded. Ordinance 2-1999 passed with 7 affirmative votes.
ORDINANCE NO. 3-1999 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH BHE ENVIRONMENTAL, INC. FOR THE PHASE II ENVIRONMENTAL SITE ASSESSMENT FOR PROPERTY LOCATED AT 370 WEST KEMPER ROAD (BURNS PROPERTY) AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mrs. McNear seconded.
Mr. Danbury said in Phase 1 it talks about boring for samples. It says theyíll do it at two foot intervals. Will that include getting into the road there?
Ms. Rammes said I am not familiar with this contract per se. I can go back and look at that and get with you on it.
Mr. Osborn said these probes they talk about doing are geo probes. They are small diameter and not permanent. Itís not a big drilling operation. I donít think there will be any dramatic change in our property or the property we are going onto.
Ordinance 3-199 passed with 7 affirmative votes.
Mayor Webster said the police officers are not included in the pay scale with Ordinance 70. We are still in negotiations with them.
Ms. Manis said I have a question about the underpass. We are building a road on each side for temporary. We have the road around back. Would it be too much traffic to use it as a by-pass?
Mr. Osborn said we have a lot of truck traffic. Forty thousand vehicles pass through there every day. We couldnít handle that on Progress Place. I just asked the engineer to prepare an exhibit for working with the property owners. I will run a copy for you.
Mr. Vanover said the bridge in Chamberlain Park will be refurbished. Mr. Osborn said they heard from 11 people in favor of refurbishing it and 4 against.
Mayor Webster said that was the recommendation of the Parks and Recreation Commission.
Mr. Parham said since 1984 we have made a Chamber of Commerce Blue Chip contribution of $10,000 a year. In 1998 Mr. Osborn gave an update. It is now called the Partnership for Greater Cincinnati. Sometimes it is hard to see the benefits we receive. They offer the outreach on the national and international level. They have begun to develop a database that we can lock onto and get information.
Mr. Wilson asked what other communities in this general area are involved?
Mr. Parham replied Blue Ash, Hamilton and Springdale are part of the oversight committee. Forest Park is at the Operating Committee level.
Mr. Wilson said other communities are benefiting from our money. We should encourage other communities to join.
Mr. Parham said the outreach program benefits Springdale.
Mayor Webster said the Chamber has lent us a lot of assistance in getting our own chapter up and running. They played a tremendous roll in trying to locate a national oil companyís headquarters here. They know we are here. We have constant dialogue with them. I think we get our moneyís worth.
Mr. Vanover said I think we have gotten quite a bang for our buck.
Ms. Manis asked do you see that we wouldnít need them since we have our own?
Mr. Osborn replied they helped us keep Avon by creating a duty free zone. We have to understand that we are in a national economy. They are not a business in Springdale. It is a national or regional office. The more business we bring into the region the better.
Mr. Danbury said I received a packet in the mail that included a videotape and information about a seminar to be held in Indianapolis, April 8-10. The subject will be "How to develop leaders, get community involvement, etc." The main speaker will be Congressman J. C. Watts from Oklahoma. The cost is $350 per person. RSVP before 2/12/99.
MEETINGS AND ANNOUNCEMENTS
Chamber of Commerce February 10, 1999
COMMUNICATIONS FROM THE AUDIENCE - none
UPDATE ON LEGISLATION STILL IN DEVELOPMENT & RECAP OF LEGISLATIVE ITEMS REQUESTED
News racks - open
Partnership for Greater Cincinnati - next meeting
Council adjourned at 10:29 p.m.
Edward F. Knox
Clerk of Council/Finance Director
Randy Danbury, President of Council