PZ - September 17th 2015

Planning & Zoning Commission
Workshop Meeting Minutes
Mayfield Village
Sept 17, 2015

The Planning and Zoning Commission met in workshop session on Thurs, Sept 17, 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.

ROLL CALL:

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

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

Absent: Dr. Sue McGrath, Mayor Rinker, Mr. Joseph Saponaro (Council Alternate), and Mr. Tom Cappello       (Village Engineer)

PROPOSALS:

  1. Conditional Use Permit - Pre-Owned Vehicle Detailing Center
    Deacon's Chrysler jeep Dodge RAM
    Frank Woods, Inc.
    740 Beta Dr.
  2. Lot Split & Dedication Plat - Campus III
    Progressive Insurance Company
    520 SOM Center Rd.

OPEN PORTION:

Chairman Farmer called the meeting to order. This is a workshop meeting of the Planning & Zoning Commission. We won’t be taking a vote tonight. Our voting meeting is Mon, Oct 5th.

Conditional Use Permit
Pre-Owned Vehicle Detailing Center
Deacon’s Chrysler Jeep Dodge RAM
740 Beta Dr. Beta Center

Mr. Marrelli said this is pretty simple. Jim Deacon had his facility torn down and a new one built. While it was under construction, he asked if the guys could move some of their equipment, car waxing & detailing. I told him to work out something temporarily with 740 Beta Center while his shop was being re-built and then when it’s done, they could move everything back. As time went by, that store is so crowded at Deacon’s 735 SOM that there’s no room for the detailing shop. I said if you’re going to stay at 740 Beta, you’re going to need a conditional use permit because you’re in a Production/Distribution District. That brings us here tonight. They’ve been operating at 740 Beta since about July 2013. We had a handshake agreement that it was going to be temporary while his new facility was being built.

Jim Deacon said we actually have four detailing bays. With the new car volume we’re doing, we’re using all four for new cars. My employee base has exceeded what we originally forecasted. We have 15 more employees now than what we thought, 60 employees now. As a result, I have 3 employees over there preparing used cars, the used cars part is an integral part. To have those cars ready to frankly cover the cost of the overhead at the new building. I’ve talked to a lot of residents, had a lot of meetings, you guys worked with us and I think we came up with a nice design. I think it came out pretty nice and most of the residents are happy. I thought four bays were going to be enough for new & used, but it’s not.

Mr. Marrelli states, I also agreed there would be no mechanical work, engine work or tire changing. This is vacuum, do the windows, put a coat of wax on and get it out. It’s basically hand work.

Mr. Marquardt asked if this meets all safety regulations.

Mr. Marrelli replied, yes. There’s a washer/dryer in there for the rags. We made sure that was all coded properly electrically, plumbing and the venting. They have their own bathroom and water. They replaced the floor drain so if there’s any salt or soil coming off the cars, it’s getting trapped properly. There’s no fumes or smoke. It’s a simple business. There’s been no complaints.

Mr. Syracuse asked how many cars are inside at one time.

Jim Deacon replied, it’s 40 x 120 feet. We probably have 6 – 8 cars but can probably jam in 10 or 12.

Mr. Marrelli said, but they can’t drive through because you come in at level and the other end is 6’ off the ground, it’s in and out.

Jim Deacon concurred, it’s in & out. We stage cars on the south wall of the building.

Mr. Syracuse states, this says you currently have 3 employees working there with the potential of adding 2 more.

Jim Deacon said one guys washing, one buffing, another guy shampooing carpets.

Mr. Marrelli said it’s a long narrow bay, only so much space to spread out.

Mr. Regan said, if this comes to a vote, could you prepare a list of items, i.e. no mechanical, certain materials not permitted, etc.

Mr. Marrelli replied, I’ll be happy to do that.

Mr. Regan asked, are you putting up signage?

Jim Deacon replied, no. It’s not for the public.

Mr. Marrelli said the Fire Dept. will want something on the back door so they know you’re there. You don’t need to advertise to the public.

Jim Deacon said, we do a few customer details, but it’s through our shop when they come in for service work. When it’s finished and they want detail, we send it down there.

Mr. Syracuse asked, are the hours Mon – Fri 8:00 am to 6:00 pm, limited Saturday hours and no Sundays?

Jim Deacon replied, yes.

Mr. Fikaris asked if the Fire Dept. has been through.

Jim Deacon replied, yes. Lt. Girbino has been through multiple times.

NEXT STEP:

  • Mr. Marrelli to prepare list of contingencies for conditional use permit.
  • Voting meeting scheduled for Mon, Oct 5th @ 7:00 p.m.

Mr. Regan said, if I read that correctly, the Deacon’s business has grown beyond.

Mr. Marrelli said, it has grown way bigger than he anticipated.

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Conditional Use Permit
Retail & Outdoor Storage (proposed tenant)
Premier Development Partners - 6655 Beta Dr.
Preliminary Parking Expansion Site Plan

Mr. Marrelli said this proposal is postposed. The owner and tenants are in negotiations about making some changes.

Mr. Fikaris asked, this is the building that has QED in the front, and we’re talking about a new tenant in the back?

Mr. Marrelli replied, yes. There’s another half of building that’s up for grabs.

********************************************************************************

Lot Split & Dedication Plat
Progressive Insurance Company
Campus III Drive
520 SOM Ctr. Rd.

Mr. Guidetti said from Tom’s letter, I’m assuming it meets the minimum lot size requirement.

Mr. Marrelli states, when we obtained the Costanzo property at 500 SOM Ctr., we negotiated with the Library and worked out a deal with Progressive to give them an access which they have to have, back to their 56+ acres behind the Library. Our Engineer laid out a plan in 2011. Apparently we haven’t signed off on the right-of-way to gain access to the back 56 acres. The driveway to the Library now is only a piece of the right-of-way. Apparently this was never formally signed off on and recorded.

Chairman Farmer asked, is Progressive thinking of doing something?

Mr. Marrelli replied, they haven’t come to us and said they need this. There was an agreement that this was supposed to be done. This was something our Engineer found that was left up in the air and needs to be taken care of.

Mr. Marquardt asked, Progressive hasn’t initiated this?

Mr. Marrelli replied, not that I’m aware of. I haven’t heard anything about developing that property or any reason to do this other than the Engineer saying we never finished this.

Mr. Regan said, you’re calling it a right-of-way. It looks here like a consolidation. It’s one parcel that you’re calling Campus III drive?

Mr. Marrelli attempts to clarify. It’s a dedicated right-of-way across the 3 acres. Look at the dotted line, that’s our Library driveway that curves into the Library. Then you can see a proposed Campus Drive. That would be the shape of the road, if they put a road in to get to the back. The right-of-way line is wider than that. You can see on the top of the map it says Right Of Way Reservation Vol. 15215, PG. 35. That would correspond with the lower right-of-way area.

Mr. Guidetti said this is a consolidation then a lot split.

Mr. Regan said the long Campus III Drive, the 110’ is what is was originally supposed to look like. It doesn’t look like that now. So the one that squiggles over into the Library is the current one. All you’re attempting to do is reserve what was anticipated to be the right-of-way access to the back acreage?

Mr. Marrelli replied, correct.

Mr. Regan said we’re contributing something to this.

Mr. Marrelli said we own all of 500 SOM which this passes through to get to the Library. This was the Costanzo, Progressive, Library consolidated and split property. We couldn’t cut off the back 56 acres for Progressive.

Mr. Syracuse asked, it’s an easement?

Mr. Marrelli replied, yes it’s an easement.

Mr. Marquardt asked, who is going to own the property?

Mr. Regan said my guess is the Village owns the property and Progressive’s going to own the right-of-way.

Mr. Syracuse said this isn’t a request for an easement, this looks like actual title to this part of the parcel.

Mr. Marrelli said we own the 2.96 acre parcel, Progressive owns the 56.57 acre parcel and the 5 acre parcel is also owned by us which is now the site of the Library.

Mr. Marquardt asked, what is the Right Of Way Reservation? That strip across the top. Is the drive what we’re doing or are we doing the whole strip of property?

Mr. Marrelli said we’re supposed to provide them a dedicated right-of-way.

Mr. Syracuse asked, wouldn’t that be done by an easement agreement instead of a Lot Split and Dedication Plat?

Mr. Guidetti recommends tabling this for now. I’ll talk with Tom and get these details hashed out.

Mr. Regan said if I read this correctly, in order to fulfill the obligations of the agreement with Progressive, you need to consolidate the 2.96 acres fronting SOM with the rest of the Village acreage included in this right-of-way easement which is 5 acres. What I think we’re being shown is what that right-of-way will look like even when it’s ever done with the inlay being the current driveway that takes you to the Library.

Mr. Marquardt said there’s some question as who is going to own the property and what is that strip across the top ‘Right Of Way Reservation’ referring to.

Mr. Syracuse asked Mark if he could provide a bigger diagram.

Mr. Marquardt said it doesn’t sound like it’s something urgent.

Mr. Fikaris said we need to grant an easement across the Village property to have access to the back.

Chairman Farmer said, I think there was some discussion in the original agreement about the maintenance of the road too.

Mr. Syracuse suggested a copy of the agreement be provided to the Commission ahead of time before the vote meeting.

Chairman Farmer said we don’t necessarily need to vote on this at the Oct 5th meeting.

Mr. Fikaris asked, do we maintain/plow North Commons and the entryway in and out of there?

Mr. Marrelli is not sure if our Service Dept goes west of North Commons up into the driveway. We take care of east of North Commons to SOM. We plow any dedicated streets.

Mr. Syracuse states, I want to make sure what we’re doing is accurate and in accordance with the agreement.

NEXT STEP:

  • Tabled until further information from Law Department and Engineer.
  • Mr. Guidetti to send documents to Debbie Garbo for distribution to the Commission.

ANY OTHER BUSINESS:

  • Governor’s Village Expansion

Ted Esborn said the new Governor’s Village expansion is pretty amazing if anyone gets a chance to see the new 2-story wing which includes an atrium with fireplace and waterfall. They had their Grand Opening today.

There being no further business, the meeting adjourned at 8:00 p.m.

Respectfully Submitted,

Deborah Garbo
Executive Assistant
Building Department