PZ - May 21st 2015

Planning & Zoning Commission
Workshop Meeting Minutes
Mayfield Village
May 21, 2015

The Planning and Zoning Commission met in workshop session on Thurs, May 21, 2015 at 7:30 p.m. at the Mayfield Village Civic Center, Main Conference Room for a meeting of the Planning and Zoning Commission. Chairman Farmer presided.

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Present: Mr. Jim Farmer (Chairman), Mr. Vetus Syracuse (Chairman Pro-Tem), Mr. Bill Marquardt, Mr. Garry Regan, Dr. Sue McGrath, and Mr. Paul Fikaris                                                          

Also Present: Mr. Mark Guidetti (Law Department), Mr. Tom Cappello (Village Engineer), Mr. Ted Esborn (Economic Development Director), Mr. John Marrelli (Building Commissioner), and Ms. Deborah Garbo (Secretary)

Absent: Mayor Rinker and Mr. Joseph Saponaro   Council Alternate


  1. New Building
    Community Room
    6621 Wilson Mills Road
    Thendesign Architecture
  2. Building & Site Improvements
    6660 Beta Drive
    Property Owner: Premier Development Partners, LLC
    Tenant: QED
    The C.W. Courtney Company



Site Improvements
6660 Beta Dr.
Premier Development Partners, LLC

Chairman Farmer called the meeting to order. This is a Planning & Zoning Commission workshop meeting. We won’t be taking a vote tonight. John will give us a brief overview.

Mr. Marrelli states, this building is existing at 6660 Beta, purchased by Premier Development Partners. A tenant has been landed for ½ of the building. They need some things done to it for their use. I’ll turn it over to C.W. Courtney Co. to explain.

Michael Prochaska, RLA, ASLA from The C.W. Courtney Co. introduced himself and Jeff Certo, Architect on the project. The new tenant is taking the front half of the building. It’s a two-story office in front and warehouse area.

Site plan existing & proposed; This portion currently is recessed loading dock areas. This area will be filled in to create a patio area and new employee entrance. There’ll be one loading dock and one drive-in dock. Parking lot will be re-striped. There’s going to be a new drive that comes in to be able to drop visitors off and then pull out. Along the patio will be new foundation planting put in. There’s a driveway that currently comes into the parking lot now and currently a driveway that comes into two overhead garage doors that’ll be removed. The doors will be replaced with windows.

Mr. Marrelli asked, so now some of the loading docks will get flattened out and then the side of the building with all the garage doors, some of those will be replaced with windows? 

Jeff Certo replied yes, one existing dock door to remain.  

Mr. Marrelli states, primarily this building will change in character from mostly warehouse to mostly office & manufacturing. The Planning Commission needs to basically weigh in on the patio and driveway.

Michael Prochaska shows proposed seeded lawn area. Most of the trees will remain, three evergreens are dead and will be taken out. New foundation plantings proposed along overflow lawn areas, currently we show 3 crab apples. Parts delivery will go to the one loading dock that’s left.

Mr. Marrelli states, it’s a pretty simple project. Parking is sufficient. The parking lot isn’t getting changed except that now you’ll be able to see where to park because the lines are obliterated. It’s basically a patio and a driveway for all intensive purposes to change this tenant.

Mr. Regan asked if the building will be a regular office building.

Jeff Certo replied, currently there’s two-story office in the front portion, rest is manufacturing and small warehouse.  

Mr. Marrelli said the new tenant currently has 130 employees. They can grow into this building. The building is currently empty. The new tenant will occupy the front half. The tenant, QED, is already in our town down the street on Beta. Now they’re getting into a bigger space and hopefully will expand. Our Village Engineer went over everything with Mr. Prochaska as far as any kind of water retention or quality issues. There’s no impact on the site.

Michael Prochaska said when we receive the nod from you, we’ll go ahead with construction documents for your review.  

Ted Esborn states, the business has a pretty tight time frame for moving. They want to have a significant part of their operation up in this building by September.

Mr. Marrelli advises Mr. Prochaska for the upcoming ARB 6/11 meeting, we need existing & proposed elevation drawings. We need to see what’s going to happen to the overhead doors that are disappearing, how the windows are going to look, re-painting siding color & exterior building lighting. Please bring in material samples.


Planning Commission vote meeting Mon, June 1st at 7:00 p.m.


New Building
Community Room
6621 Wilson Mills Rd.

Mr. Marrelli states, everybody here knows we’re re-building the Community Room. ThenDesign Architecture is not with us tonight. This is for informational purposes only.

Presentation by Building Commissioner John Marrelli

The existing building will stay intact while the new is being built. We’re shifting it south east to play off the gazebo more. It brings it closer to the street and lines up better with Civic Hall.

The Architects are working with the School to combine the two driveways. These driveways will end up being one. The School will give us an easement. The traffic pattern will change. John demonstrates the in/out of driveway circulation change.

The building will be bigger by about 500 square feet. We have 108 parking spaces, including some on the School property. We’ll share with them on the back side. We’ll have an entry that plays off the School’s building.

The landscape plan & the plantings schedule is being developed as we speak.

This is the rendering to date, subject to change. ARB has comments, i.e. getting more shading in the window area, darker shingles, a heavier stone for the fireplace, brick table color change, copper roofing. Stay tuned for those changes.

Floor Plan; These Meeting Rooms are sub-dividable by a flexible wall system so each room can work independently. There’s a Warming Kitchen with cabinets. The Lounge area is all open with patio doors. There’s a Catering Kitchen/Concession area for food heating and for gazebo events. This Concession area will take the place of the trailer we use now. Donna’s office is called Building Manager, she’ll be in charge of keeping the building up & running. Lavatories here. Light Tower is by the Coat Room. All the doors open out onto the patio. On a nice night you can walk out and be on the patio.

Open Discussion:

Mr. Marquardt asked for an explanation for the two kitchens and the lounge. It seems like a lot of area dedicated to those.  

Mr. Marrelli said the Catering Kitchen would be for a caterer for preparation. The other Kitchen is more like a display kitchen with a big counter with seating around it and just a range top for small gatherings and/or demonstrations, things of that nature. This is not cast in stone. They both have the dishwasher, pot sink, cabinets & refrigerator. 

Mr. Marquardt asked, I thought we weren’t going to have a cooking kitchen.

Mr. Marrelli states, they are supposed to be Warming Kitchens. That’s still up in the air how we’re going to handle that. There’s fire issues to worry about, hoods, etc.

Mr. Marquardt said, I don’t know why you need cabinets in both. 

Mr. Marrelli replied, because all the groups have their stuff in the cabinets.

Mr. Marquardt asked what the purpose of the lounge area is.

Mr. Marrelli replied, it’s a gathering place. If you’re having a business meeting in the meeting room, you can take a phone call out here or if you want to step out of the educational part, you can come out into the lounge and sit by the fireplace. You could have nothing happening in the meeting room and have maybe 15 people just in the lounge for a gathering. There’s a lot of things you can do either simultaneously or singularly because it’s flexible. Right now it’s not, you get the whole place or nothing.

Mr. Marquardt asked, what’s that area to the north?

Mr. Marrelli replied, storage. Tables & chairs have to go in there. Also, there’s going to be a furnace in this closet to serve these areas, and then a mechanical room over here for electrical equipment and another furnace. We’re splitting the heating / cooling up side by side.

Mr. Marquardt asked what’s above the other storage area. John pointed out that’ll be a Bar.

Mr. Marquardt thinks the coat room on both sides of the light tower seem small.

Mr. Marrelli thinks the sizes are up there for ideas. My personal feeling, I think the mechanical room might be a little bit small for the electrical panel, water heater and what not. This is all preliminary right now. You don’t have to vote on this, it’s all informational tonight. Being the Planning Commission, you want to be aware.

Mr. Regan states, I see the design and the outdoor patios. The whole thing is part of the gazebo area. I suspect there’ll be weddings there, we also have bands at the gazebo. I’m sure Administration will develop rules & regulations.

Mr. Marrelli states, that’ll be the logistical things Administration will have to deal with as far as rental practices, usage, who gets to use it, etc.

Chairman Farmer states, the bathrooms will be good for the concerts.

Mr. Marrelli agreed. We’ll get rid of the porta potties & popcorn trailer.

Mr. Marquardt asked about security. Suppose your party section isn’t booked and people are coming in from the gazebo to use the restrooms. Will the other areas be blocked off?

Mr. Marrelli doesn’t think so. When you go into this, you have to go in with your eyes open that this is a public building.

Mr. Fikaris states, when we discussed the design, we talked about the ability to separate that by the light tower, the entry corridor.

Mr. Marrelli said you could lock these doors. You have plenty of exits. We don’t know right now who will operate the building.

Mr. Regan said I’m sure you’ll have to hire a Police Officer if you’re having an event using the bar & patio area.

Mr. Fikaris said we’re getting to an age of a family restroom. That’s the modern thing to do. Community places have family bathrooms so Moms can bring little boys in.

Mr. Marrelli said either one of those bathrooms will have a changing table. I’ve been in plenty of buildings where the Men’s room had the changing table.

Mr. Marquardt states, if you have access to the outside and you have a party with alcohol, will you have fencing?

Mr. Marrelli replied, good question. When you’re serving alcohol, you have to have Police for over a certain amount of occupants.  

Mr. Marquardt said the current Community Room you’re not supposed to be outside. This one, you’re inviting people out.

Mr. Syracuse states a concern. Even when the building’s not in use, or if it is in use, people from the outside, the public who aren’t supposed to be at the event could access it from those patios.

Mr. Marrelli said that could happen now. If there’s a party, anybody could walk up to it, open the door and walk in.

Mr. Marquardt said but it’s not as inviting as this now.

Mr. Fikaris said the existing one, when it’s not in use, you can’t walk in there and use the restrooms. I don’t see a conflict if somebody’s having a wedding that someone will walk in.

Ted Esborn asked, when people have events at the current Community Room, do they have to supply the number of occupants?

Mr. Marrelli replied, yes.

Ted Esborn thinks the new facility will draw larger events. I think it’ll be popular. I guess the cap will have to be that maximum occupant load. John said or it could be the parking.

Mr. Fikaris asked how much revenue the events do at the existing facility. No one sure on that number.

Chairman Farmer states, people would be surprised how much that current facility gets used.

Mr. Marrelli said that’s the reason we’re going to keep the existing one in use until this new one is built. You can’t shut that building down. It’s always booked.   

Mr. Regan thinks it’s a good idea not to go anywhere close to a real catering kitchen.

Mr. Marquardt agreed. The caterer will bring their stuff cooked and prepped. They don’t want to cook here.

Mr. Marrelli said the cooking is done elsewhere. You bring it in, and heat it up. I don’t think you’ll ever see both parts of those kitchens working at the same time. The Catering/Concession Kitchen is more for people coming from the outside and outdoor functions. The Lounge Kitchen is more for cooking classes or demonstrations.


This will not be on your voting agenda. It’s so that you’re up to speed on what’s happening across the street. The ARB is scheduled for a follow-up meeting on June 11th for the building materials.

There being no further business, the meeting adjourned at 8:05 p.m.

Respectfully Submitted,

Deborah Garbo
Executive Assistant
Building Department