PZ - July 18th 2013

Planning & Zoning Commission
Workshop Meeting Minutes
July 18, 2013

The Planning and Zoning Commission met in workshop session on Thurs, July 18, 2013 at 7:30 p.m. at the Mayfield Village Civic Center Conference Room for a meeting of the Planning and Zoning Commission. Chairman Farmer presided.

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

Also Present: Ms. Diane Calta (Law Department), Mr. Tom Cappello (Village Engineer), Mr. John Marrelli (Building Commissioner), and Ms. Deborah Garbo (Secretary)

Absent: Mayor Rinker, Mr. Nick Delguyd (Council Alternate), Mr. David Hartt (Planning Director), and Mr. Ted Esborn (Economic Development Director)


  1. Governor’s Village
    280 N. Commons Blvd.
    Owner: Randall Residence
    a) Lot Consolidation Approval
    b) Preliminary Site Plan Approval



Chairman Farmer called the meeting to order. This is a workshop meeting. We won’t be taking an official vote tonight. We’ll have John catch us up to speed on Governor’s Village.

Mr. Marrelli said back in February Governor’s Village came and introduced their 2-story expansion project on the east end of their present building to the north. Part of the project required them to buy a sliver of property from the Village that we acquired along the road. That sale is in process as we speak. Two nights ago the Zoning Board of Appeals approved a front & side yard setback variance, parking space & roof height variance as requested.

On Monday we received the drawings you have before you tonight. I submitted them to our Landscape Architect, Planning Department and Engineer for their review. I haven’t received any feedback yet from them. This is a continuation of a preliminary site approval. The property is not purchased yet. The lot consolidation hasn’t happened. We’re getting these plans fresh. With that, I’ll let the applicant go into the details.

Ryan McNutt with C.C. Hodgson Architectural Group states our proposal is adding 38 units to the existing 48 units. In 1999, it was always part of Randall’s Master Plan to add an addition based in two phases. Mayfield Village understood that and they earmarked this land that they most recently are in the process of selling to the Randall’s for the addition. We’re comfortable that we’re going in the right direction and we’re hoping the Special Use Permit that was issued in 1999 can be extended for this addition. Referring to the Site Plan, Ryan demonstrates the site location of the proposed 38 units. 

This elevation that’s closest to the street, when you see it we want you to be proud of it. We have the chimney, cultured stone and we added brick in the center. We’ve lowered the roof height which was a major concern of the A.R.B. We agreed with them. We brought it down to a 5 / 12 pitch. On the site plan, we’re working with the landscaping to break up the roof line with various trees. All materials will match existing building, the siding, brick & roof shingles. This was built in 2000. We were able to find those materials.

Mr. Regan asked, other than the roof line, has this footprint changed particularly since the last presentation we saw?   

Ryan McNutt replied no, very little.

Ryan McNutt moved onto parking. We’re relocating some of the existing parking spots to out front here. We’re not losing any spots.

Matt Matisko, Landscape Architect with The Pattie Group said as far as the landscaping, we’re not totally trying to mass the building, with the addition of some mid range & taller trees into the plan, we’re just softening the look of the building.

Mr. Marrelli asked how tall they’ll be when they’re planted.

Matt Matisko replied 12’ on the River Birches and 8’ & 12’ on the Magnolias. The plan is showing as they would look in 4 – 5 years from now. 

Mr. Marrelli said we haven’t received any input yet from our Landscape Architect.

Mr. Marquardt asked if the residents have been notified.

Mr. Marrelli replied yes, they have. They were notified of the Zoning Board of Appeals meeting. It’s obvious why nobody came when you see here on this view how far away their houses are.

Ms. Calta asked about lighting.

Ryan McNutt said we’re providing two pole lights for the relocated parking. We’re matching what’s existing there. There’s no up-lighting or reflective light upward, cast iron top. Everything’s directed downward. We’re not throwing any additional light on any access lights, it’s all for the parking area. We’ve provided photometrics so you can see the cutoff values. They go from .3 to 0.0 foot candle. Recommended values are .5 to 0.2 for a parking lot. We’re meeting those requirements. The two pole lights are categorized as a type four distribution. They’re 12’ tall.

Mr. Regan asked, we have to approve the lot consolidation as well as the site plan?

Ms. Calta states that’s correct.

Mr. Regan said there seems to be two Mayfield Village parcels in there.

Ms. Calta will have to look at the Purchase Agreement.

Joseph Latina from Greenland Engineering said there are three separate parcels.

Mr. Regan asked, so we consolidate the whole lot into one?

Mr. Marrelli said correct. My question is, can the project go forward and can you build on somebody’s property if you don’t own it?

Ms. Calta said you’d want the recording of the consolidation plat and the transfer of the property to coincide at the same time. The Purchase Agreement is ready to go. I’m hearing it’s not closing until December.

Ryan McNutt said I’m hearing that too. We’re looking into if we can speed that up.

Mr. Marrelli said I hear they’re looking to break ground in September/October.

Ryan McNutt said that was our hope, but if we can’t get it consolidated.

Ms. Calta said you can get it consolidated now. That’s not up to us. We’re not dictating the December closing date.

Mr. Marrelli said it’s up to you to bring in the consolidation plan. That’s for your Engineer. For us it’s a matter of erasing property lines.

Ryan McNutt said we appreciate your help moving this along.

Chairman Farmer asked if any further questions or comments.

There were none.

Chairman Farmer asked if we’ll be voting on this at the next meeting.

Mr. Marrelli said you’ll have a report from the Landscape Architect, a report from Hovancsek’s office, whatever staff reviews and the consolidation plat, we can do the whole thing at once, a final. There’s going to have to be one more workshop for the consolidation. The other stuff should all be flushed out. We can vote on it right after that, the consolidation and the project in its entirety. When you have your consolidation ready, bring that in, we’ll send it to the Engineering office to make sure the numbers add up. You come back to the workshop on 8/15 and by then hopefully I’ll have the report from our Landscape Architect and other staff. Planning Commission will review that on 8/15. If all goes well the Commission can vote at the September meeting. I’ll need to receive that consolidation plat in the next 10 days.  

Ryan McNutt asked, are we all set at this point as far as the site plan approval?

Tom Cappello replied as far as the site plan, we have to work with the drainage. There are certain requirements for the water quality and water quantity. I don’t want to say it’s approved yet.

There being no further business, the meeting adjourned at 7:50 p.m.

Respectfully Submitted,

Deborah Garbo
Executive Assistant
Building Department