Planning Commission - Regular Meeting

Recording in progress.

Can be. All right. Going to call to order the Wednesday, September 10th, 2025 Chesca Planning Commission meeting. Uh, with that, Liz, we take a role. Yes. Commissioner Austin here. Bossw here. Campbell Kerber here. Perie here. Roasted. Sailor here. Urbansky here. And chairperson brass here. Uh, next we'll go to adopt the agenda. I'll make a motion to adopt. Is there a second? Second. Bansky. All those in favor? I

opposed. That motion carries. Go on to article four, visitor presentation. This would be for anyone that would like to address the commission for any item that is not on the agenda tonight. See, we have a big crowd out here. Is there anybody out there that wants to talk that's not on the agenda? I'm assuming that's Well, I'm assuming we're going to be good there. Uh, I'm going to move on to approve the previous meeting minutes. Everyone reviewed those, correct? Make a motion to approve. Is there a second? Second. Posa. All those in favor? I I

opposed. That motion carries. And we have consent items 6A and 6B. And Liz, remind me we do these separately, correct? Or can we do them all at once? For consent, you can just do one motion. Okay, we'll do one motion. But first, before we do that, is there any final questions for the city on 6A or 6B, the final site and building plan for Pope Design Group? and then the con comprehensive plan for development redevelopment of the city the tiff district no questions okay so with that I'll make a motion to approve the consent items second second all those in favor

I opposed that motion carries we'll move right into action item 7A public hearing and recommend approval of the preliminary site and building plan for zoning zoning ordinance amendment and the easement vacation for auto pros Liz is

can you guys see my shared screen up there? Yes. Got it. Thank you.

All right. We have a preliminary site and building plan, a zoning ordinance amendment, and an easement vacation being requested this evening for the company known as AutoPros that are located at the address of both known as 1601 and 1603 Oldbon Road. Uh this is being proposed by Ryar LLC and AutoPros. So the site in question is on this aerial exhibit. Uh the site is located within uh what we would know as our southeastern portion of the city. Um it's located just to the east of Old Ottabon Road um south of Angler Boulevard um which is not shown on this aerial here, west of Ottabon Road, um and west of the East Creek diversion channel and trail that runs along that. Um there are uh industrial sites that surround the property um both on the north and west sides. Uh we do have some residential that but um more of the south uh end of the site. Uh so the site in question um there is an existing building um which is in the lighter color blue at 16016003 Old Ottabon Road which is where AutoPros uh sits today. And then the other site in question um is the parcel just immediately south of AutoPro, which is currently owned by the city. Uh so to go over our normal three-step process, uh looking at land use applications that come through, um we typically have three steps that review uh the project itself, um that are independent from each other. Um we are at the second or preliminary step in this three-step process. Uh the concept plan was not warranted uh for this project uh because there were previous

approvals completed in 1997 that showed a uh 2700 uh 2700 uh square foot uh future building on the site. So the scale of the building addition being proposed this evening uh fell uh very similar to those uh previous approvals. So that is why we are at the preliminary step in this uh application or review process. Um so to go over a little bit about the business and some of those previous approvals. Um AutoPros has been in operation for uh around 45 years. Um they do specialize in auto repair. Uh they currently have nine team members at their Chaza location uh which uh use five service bays within that building. Um they are looking to expand their business. They have been uh quite fortunate uh to be able to uh expand outside of their means. Um so they are hoping to add on to the existing building and bring in more service bays uh within their operation uh which would ultimately bring in about seven to eight new jobs um for the building itself. Um 1997 was when uh the site plan site and building plan and plat were approved uh for the lot in question or the lots in question this evening. Um, this included the 3,700 or 3,700 square foot building that's out there today and then the plat of the channel edition that the lots were a part of um as well. Um, and this exhibit shows um the existing building in the yellow orange color and then uh the future building that was contemplated on the southern lot as well. Uh so we'll be referencing two

separate lots during kind of the analysis of this. Uh lot three, block one is the existing site of AutoPros today. Um and then lot four block one is the lot south of um lot three or today. Um and both of those are in question with the overall uh project. Um, in April of 1997, the property was also reszoned to a planned industrial district, uh, PID5 to be exact. Um, and when, uh, these properties were platted, uh, at the time, the city did acquire these parcels from, uh, the flood control, uh, project that happened earlier, uh, or before, uh, this plat. Um, so the city owned it with the intention of selling them off to end users. Um so in 1997 there was an end user for lot three which was um West Suburban Towing. Uh so the city sold off lot three towed them so that they could construct their over 3,000 foot building and then retained the lot four because there was no enduser identified at that time. But the intention again was to um sell off those lots to end users. Um, in July of this year, uh, city council did approve a letter of intent, uh, with AutoPros, um, to sell off lot 4, uh, to help facilitate their expansion. Um, in terms of what's existing out there, um, again, like I said, there's two lots, um, that were part of, uh, the channel edition. Um, lot four is the southern triangular lot, um, and is comprised of 0.47 acres. Lot three is 0.56 acres and contains the existing AutoPros building uh which is 3700

square feet in size and has five service bays and 19 parking stalls uh on site. Um it also has two access points that come off of Old Ottabon Road, both on the north side of the building and on the south side. Uh the north one will remain in its current state. the south one um will be relocated more south. Uh there are um some major utilities that exist um over the properties. Um there is a large uh sewer pipe that exists on the west side of the property. Um that's 36 in. Um it also has a 25 foot drainage and utility easement over it. Um and this will come back up in question um in some subsequent slides here. Uh there's also a CHASA transmission line um that or overhead power line that exists on uh the south side uh between kind of the midpoint of lot four uh that's shown in purple here on this exhibit. Um there is no easement over that today because it's going through city-owned property. So, another item that will come up for discussion later on. Um, and then there's also a drainage and utility easement that extends across the joint boundary of lots three and four. Uh, which is pretty typical of any um, uh, boundary line on a plat. There will be a 5- foot uh, drainage and utility easement on either side of that. uh is pretty standard unless there's major utilities and sometimes those easements are wider. Uh the zoning again for the property is a PID5 district. These are just some existing images of

the property um looking mainly from um Old Ottabon Road on uh the north side as well as the south side. Um and then showing the existing tree cover on this bottom left image and existing overhead power line uh that bifurcates lot four. Um and then the lower right image is the backside of the autopros building with their five bays. Uh so the current request has three different components to it. One is a preliminary site and building plan for a one-story building addition totaling approximately 3,000 square feet as well as a parking expansion um to the parking lot. Um it also includes a zoning or ordinance amendment to P5 uh regarding the setback uh for parking on lot 4. And then lastly, a easement vacation um to vacate the 10- foot uh drainage and utility easement on the joint property line of lots three and four. Uh so the preliminary site plan is shown on this screen here. Um the building addition is shown in red. Um and then where that relates to the existing property line be between lots uh three and four. Um, lot four again is uh in the process of being acquired by AutoPros and has kind of a parallel path um for them to purchase the property um in conjunction with getting their planning approvals. Um and that ultimately will be consolidated into their lot three um of their existing lot. Uh so the building addition will total approximately 3,000 square feet in size. It basically will be flush with uh the

existing uh width of the building and then extend south into that lot 4. Uh this building addition will add four more service to their operation plus add a new customer service lobby that will face um their uh eastern uh facade or elevation. Uh the parking expansion will bring their parking stall count to 25 stalls uh which will be above what the city would require for parking for this type of use. Um but will be um adequate to serve the needs of the facility. Um if you've been out there today um they do uh need the parking out there. So having additional stalls uh for the property um is a good thing. Uh the northern access point again will um remain the southern access point will be pushed south to line up with Arbor Drive. Uh that's immediately west of the property. Um and again that will provide full circulation around uh the building um out to Old Ottabon Road. um the site plan is showing um the where the pinch point is and I'll get more into detail with that in a a different slide here, but effectively all of the setbacks are being met with this proposed site plan. The only one in question this evening um which a zoning ordinance amendment is being requested for is the parking setback on the eastern property line which is shown at roughly zero ft um off that property line. So we'll get into that a little bit later. Um this is the landscape plan. Um, with this being a property adjacent to uh a

regional trail um that runs along the East Creek uh diversion channel, uh screening has been an important um item of uh thought for the site plan. Um so ensuring that um the eastern edge is appropriate appropriately treated with uh screening uh with landscaping um is important. Um the with the parking lot expansion and the alterations being uh done there. It effectively takes out the existing landscaping that's there and they're proposing all new along that um eastern property line. So there will be new plantings in place on uh the northern half of the site on the east side there as well as um some plantings are shown on the southern half too. Um there are a few pieces uh for the site plan to um look at in terms of uh enhancements into their final uh site and building plan submitt um just to ensure that uh uh screening is adequately supplied um and those are placed as conditions of approval um as a part of the preliminary site and building plan. Um there's conditions on lot four or kind of the southern half uh within the area south of the parking lot to add additional coniferous trees uh within that area um outside of the overhead uh power line easement that's planned. Um, and then trying to fill in some additional screening in between the proposed plantings on the north side uh of uh lot three on that eastern edge or incorporating more coniferous plantings um just to provide that all year round screening um between the the property and the trail.

Uh the building is made out of a colored concrete block. today. Um the building addition will essentially match um the same building materials and uh look of the building um with building additions. Um and how our ordinance would apply is um the building addition um essentially should match the existing building uh in terms of material and overall design and that is what they're planning to do. Um getting into the zoning ordinance amendment of this request. Again, this is an amendment to the existing zoning out there, which is PID5. Um it's specifically uh requesting a revision from uh the parking setback that is applied uh to the lots uh within P5. Um so the changes would basically um show the um parking setbacks for lots one through three um which are the existing autopros lot and then the lots immediately north of that um and then uh setbacks defined for lot 4 uh block one which is the triangular lot um to the south. Um and the only change there would be a zero foot setback for uh parking from the east property line. Um and basically matching up with what the site plan is showing um in their submitt. Um getting into the analysis of that and reasonleness of the request. Um we're looking at a a multitude of things in terms of the conditions of the property and uh limitations. Um so uh providing

that change for lot 4 um the size and shape of the lot um is challenging due to it being triangular in size. So it starts to taper down as you go south and the buildability of it um starts to um go down as well. Uh the sewer pipe on the west side again is 36 in. Uh so it's a significant pipe that the city owns and maintains. Um the easement area over it again as we mentioned is only 25 feet. However, in order to capture the maintenance corridor that's required for this size of a pipe would essentially require a 40 foot easement over that uh uh sewer pipe. So effectively um the 40 ft is is the front set back from the west property line to the building. The P5 district um only requires a 30-foot setback. So there's 10 foot of loss uh due to that uh easement expansion needed building addition and other portions of the site meet all the other required setbacks. Um and with the building being pushed back 40 ft um it basically squeezes the area between the building and that eastern property line on lot four um and creates a pinch point there. Um so again the zoning ordinance um that's being requested only applies to that pinch point area and um as staff uh going through the analysis uh we feel that the uh zero foot uh parking setback applied on that eastern half for lot 4 um is a fair tradeoff for the expanded uh sewer easement that we're requesting to get over our sewer pipe.

And then the third and final component of this request is the easement vacation. Um the applicant is requesting to vacate the easement that runs along the uh property line or joint property line of lots three and four uh which is a 10-ft drainage and utility easement. Uh we have looked at that um in more depth uh with city staff and have determined that there are no utilities that run underneath that easement. Um there is no need from a drainage conveyance perspective and we will be capturing larger easements over the existing utilities there. Um so the request to vacate that easement is um reasonable. So just a few things that the applicant will need to work on for their final site and building plan is continued coordination with the Army Corps of Engineers on any site work that uh would be proposed within the East Creek diversion channel. Um although it is owned by the city that uh infrastructure is regulated by Army Corps of Engineers. Um so if there is grading work proposed within that area they'll have to get uh review and approval completed by that agency. Another piece is um completing and getting approved their wetland plan uh for the property which is actively underway. Um and then working on the screening and plantings um uh for the overall site. Um, so in conclusion, we're asking two motions this evening. One would be to recommend approval of the preliminary site and building plan and the easement vacation for AutoPros at 1601 and 1603 Old Ottabon Road. and then based on the conditions that are listed within the staff report. Um, and then a motion to

recommend approval of the zoning ordinance amendment to P5 based on the draft ordinance and how we uh laid it out in a former slide. Um, if this moves forward this evening, they would be going to city council on Monday, September 15th. So that would be this following Monday. Um, happy to answer any questions. Uh we do have the applicant in the audience too if you have any specific questions for them.

Thank you Liz. Um it is a public hearing so in a in a moment we'll open it up to the public if you want anyone like to address the commission. First we'll just uh discuss amongst oursel any questions. I'll just start off just to just to verify and reiterate the zoning ordinance amendment that is the way it's crafted is it's it's not going to apply to every property in the PID5. It'll be just this at the pinch point. So we've crafted it in such a nature that it's very specific. Correct.

It's just for clarity for everybody. So it's not going to you know create problems in the future. Um, and then again just kind of based on that, the zero setback, the main driver is that 40 foot easement need and then the pinching of the of the property going in a triangular fashion. Okay. Um, looks like we're good on parking. You guys have any questions? What What's going to happen with the power line that crosses the site? That'll stay in place. Okay. So, that's crossing over the parking lot or the green space. It'll be south of the parking lot. So, it's over green space

before they kind of stop right before it angles down. I can if I need to, I can go back to a previous slide. I think after the parking spaces, it stays south of the building. Yeah. Great. They didn't mark it up in the site plan, but the line is basically right there. Yeah. Are you sure? Yep. Okay. Um

I don't know if I if I look at that lot, lot four specifically. I don't think it's a buildable lot for anybody else. I don't think you can put an extension. I would agree. Pretty much what you can do with it. Yeah. Yeah. Okay. Anything else questions for city? Okay. So, at 7:25 I'll open up the public hearing. Anyone would like to address the commission if we have any questions for the applicant. We can ask him to come up. No. Anybody waiting for questions, but

it's pretty straight fair. I'll come here. I'm Peter Hilar, Ryar LLC, 14 Feeasant Lane in North Oaks. Um, been working in Chaza for a long time. Actually, it's been quite a few years since I've been here. Anyway, um, this is a really, really tough site. Um, and what Elizabeth didn't tell you is what's actually below the ground, which is really, really, really tough site.

Bad soils. I think we put that in our narrative. Um, is a is a further challenge on this site. Um, AutoPros is quite um quite needy of the additional bays in order for their success. So, I think that this is a a good compromise. A couple of sort of uh points I do want to point out, too. is the driveway that comes out of our new parking arrangement. It actually lines up with the street, which um it doesn't currently, but that actually is also a sort of a it's a benefit. It has a benefit. Urban improvement, if I would call it. Yep.

The other thing I wanted to mention is that we've already initiated the a wetland uh review by the Army Corps of Engineers. That, you know, takes a little while, but um we've already come up with a contingency plan. So if for some reason it becomes too ownorous to work with the emery core for a couple of feet of soil in that area to just balance out the grade is not major at all. Um it would simply mean that along that curb line we'd have a a short retaining wall uh 3 feet or less. So that's that's why we're asking for that little carve out on the site is just for to get that grade sort of leveling right up into the slope. The third issue is the driveway on the north side. I think one of the conditions by staff was that we would uh work with the current owner of the building to the north to have a actually memorialize that with a access easement between our two properties because um the driveway is sort of shared by both properties.

Yeah. Is it just a handshake now? Basically just a handshake right now. Uh yeah, fist bump, whatever. Um maintains it. Um, that is a really good question because it doesn't look like it has had significant maintenance for quite a long time. Yeah, that would I agree with city that would be it' be in the best interest of both owners to memorialize. However, if for some reason the owner to the north decides that they don't want that, which I'd be surprised because it's their only access, right? Um, we do have the access to the south and we can operate with one.

Sure. So I think that all of the sort of conditions of of approval are sur all surmountable and the whole reason why we have to go through this process is we needed to make sure we could buy the property you know that we'd have a firm purchase agreement in order to proceed with the development. And so that's what this process sort of culminates right now is our ability to anchor in on that purchase agreement and get her done. Yeah. So, I'm happy to answer any questions if you have. You mentioned it was bad soil. Yes. It's not contaminated, right? No, it's not contaminated. It's just, you know, clay just not clay. I wish it were clay. It's a steam that we ran into

poor soils. I think the original building, nobody seems to recall, but I think the original building was probably put on piles. And so, this building will also be put on piles. Yeah. Good. That's poor soils in that area. Yeah. We some other stuff that's come through here. We've run across that. Okay. Seems like a lot of really good problem solving from you all and from city staff and kind of seems like a win-win for everybody involved. So nice. That's great. And we did work with the public works folks on that sewer easement because we wanted that was that was that's a kind of a tough thing to work with as well because the sewer is right there

and it goes keeps going getting deeper as we go. So um that that was also what precipitated the need for the setback. Yeah. Basically a setback variance is what it is. Yeah. Ordinance amendment. Okay. So we respectfully request your approval. Thank you. Appreciate it. Thank you. Anyone else? Is there anyone online, Liz, that wants to speak? I don't see anyone. No.

Okay. With that, I'll close the public hearing at 7:30. Bring it back to commission. Is there any final questions on this? It's a win-winwin for the property owner, win for the trail users. It's it's good. It's a good project. Okay. All right. Um, with that, we need to look at the motions here. And so

I'll make a motion to recommend approval to the city council approval of the preliminary site and building plan for the building addition at 1601 Old Ottaban Road Auto Pros and the proposed easement vacation subject to the following nine conditions. I'll second that. Second. All those in favor? I opposed. Motion carries. We'll go on to the second next one. And then a motion to recommend approval to the city council the zoning ordinance amendment to PI5 as stated in the draft ordinance. Is there a second? Second. Second. All those in favor? I

I opposed. That motion carries. I think that's all we need for tonight on this one, right? Good luck, gentlemen. Thank you very much. Yep. Uh, moving on to 7B. Liz, can you uh Yes. present. Just give me one second.

Where are we down here? Here we go. Municipal services building concept plan. Can you see my screen again? Yep.

All right. We have a concept plan request this evening for a project being proposed by Ortel Architects in the city of Chaza. So ourselves uh for our new municipal services building or what we'll refer refer to as MSB. Um the site in question is highlighted in kind of an orange yellow on this aerial exhibit. Uh it's located kind of in our southwestern portion of the city uh towards the western uh uh city limits off of Creek Road and Chaza Creek Boulevard. Uh so we have Highway 212 on the eastern side of the site. Um we have a wooded ravine and West Chesa Creek immediately south. Uh we have rural rural residential properties immediately east of the property. Um and industrial properties immediately north. Um and then a singular residential lot uh to the northeast of the property. Um again we're towards the western uh limits of Chaza and then what uh turns into Dogrren Township. Uh we did see an application come through a couple months ago for EDCO which was also on consent uh this evening um for a new industrial building. So that one's just uh Kitty Corner or um northwest of this site. Uh so we're at the first step in the three-step review process. So we will see this a few more times following um this review and approval. Um to give a little bit of background and previous approvals for this site, um it kind of goes back to how the city has been planning for the city uh with our strategic plan uh which was developed in 2021 and readopted in 2025 this year uh

which did lay out a few visionary outcomes to look ahead to 2030. Uh one of the outcomes or visions um of the strategic plan included uh looking into or continuously reinvesting into city facilities. Um and even below that um one of the objectives was to hire and get on board the uh design team for the MSB um building to start out that process. This will be the second um city facility project that the city will be going down. The first one was the public safety uh facility that was um completed or the planning process was completed in 2023 and 2024 and it will soon be online hopefully by end of year early next year. Um, so this is the next kind of big project that the city is pursuing within our city facilities improvements uh program. Um, in May of 2022 for this site specifically, we did see a final site and building plan approved uh which was known as CHASA Club West Industrial. Um, and that was basically a large um spec building, 177,000 square feet in size, 38 feet in height. Um, that was proposed on this site. Um, they did complete some site work following those approvals, but never sold the building um or had a user identified to construct the building. Um so in uh 2024 um the city was actively looking for new sites for the MS MSB building and this site was an option uh that we were considering. Um so in spring of 2024 we did uh formally purchase the property uh from the

property owner um with the purpose to construct our new MSB building on it. Um just a few uh items of note with our existing facility which is located on Victoria Drive. Um this facility is roughly 48,000 square feet in size, has a little over 50 uh parking spaces there today. Uh when we did a space needs analysis for the existing building um or for the existing operation um we identified the need for over 140,000 square feet um to um sustain our our existing operation but also our future growth for our municipal services building. Um as we were looking at the existing MSB building and site um there were two major obstacles that were present. one being the wetlands on the north side. Uh kind of limiting the buildable area. Um and then also the presence of an XL transmission line uh north of the building that needed to be relocated. Uh we did look into that a little bit to understand cost and it was going to be uh pretty hefty cost uh at $3 million to be able to relocate that transmission line and free up some buildable space on that site. So, uh it did come down to um what was going to be more cost effective um was either building on that site or going somewhere new. And uh from a cost comparison analysis, the conclusion was to build somewhere new. Uh and hence why the city uh pursued this site um that we're looking at this evening. the existing building and site will remain um and will still function as a cold storage uh facility um and also still house all of the outdoor storage um and salt shed that exists there today.

Um some previous approvals again uh March of this year we did formally select Ortell architects as the design team for the new MSB and since that time they have been working weekly with city staff uh to develop the plans that are in front of you this evening. Um we did hold a neighborhood meeting which is required ahead of a concept plan uh application uh which was conducted on July 23rd of this year. Um and did have three attendees uh show up that were from two different households. Um and then we also did display the project at River City Days um in one of our um city tents. Uh we did get a few comments u between those two um events and they pertain to the outside yard location or the outside storage uh the fuel island location. Uh questions about Creek Road and the conditions and improvements planned for that and then just other questions pertaining to development in the area. uh the existing conditions of this site. Um so there are four lots out there today that are owned uh by the city um which comprise approximately 22 acres. Lot one block one also known as 451 Creek Road is a 12 acre site that will be the primary site for the new MSB building. Outlot B um is a little over six acres um and is encumbered mostly by wooded steep slope and the ravine and then has uh two existing storm water ponds on it and then some buildable buildable space in between the ponds and

the uh wooded area and this will be the primary area for the fuel island. Outlot C um is a little under an acre in size. Um will be the extension of Chesa Creek Boulevard to the south off the roundabout. Um and as I mentioned before with the previous approvals that occurred on this site, some site work um has already occurred. Um and hence why we see ponding out there as well as some initial grading um already cut into the uh into the earth. Uh the property is also zoned. Um it is in a planned industrial district uh P10 to be exact. um and will likely remain. Um these are just a few existing um sites um into the property. Uh one the top image is looking southwest from Creek Road and the bottom image is looking um southeast on Creek Road. Uh so the current request this evening is for concept plan uh approval for a new building uh which would be the MSB building totaling 148,000 square feet and roughly 30 feet 38 feet in height. Uh a new fuel island and a new parking lot totaling uh roughly 111 stalls. Uh the building would house all of uh what we know as our public works which includes the streets, parks, storm water mechanics and building maintenance departments as well as our sewer and water department and uh electric department. Uh today uh that building contains 89 employees um which is both

full uh full-time and part-time employees. Um and the future projections for growth uh within that operation would uh have 29 future employees added to the team. Uh the primary operations within the new building being constructed um are vehicle storage, equipment maintenance, department workshops for each kind of uh specific department and office administration. And then there is no plan to have outdoor storage here at this site. Uh the site is guided as business park in the comprehensive plan and then zone P10 um currently and the use as proposed is again more in that industrial uh use. So it is consistent uh with both of those pieces. Uh the concept plan or site plan is shown on this slide here. Um the colorized uh box here is the building itself or the main um building of the site. Again, it's 148,000 square ft. Um access into the site will come from two points from Creek Road. There will be a western access that'll line up with the property to the north off of Creek Road and then an extension of Chesca Creek Boulevard off the southern leg of the existing roundabout here, which will provide um three access points. Um one um accessing the fuel island area on what we called out B. Um and then two access points on the western side which would provide uh access into the vehicle storage uh part

of the building and then access to the main parking lot for staff and visitors on the south um east side of the building as well as access to a drive aisle that would bring staff back to the uh back portions of the property. Um 111 parking stalls are proposed uh with this site plan. Um in terms of meeting kind of the existing need of the facility would certainly meet the existing need with that uh parking stall count with 29 future employees added um to the operation. That'll bring um employee counts um up to 118. Um so from a parking perspective and uh ensuring that we provide enough parking for the employee need out there uh about seven more stalls um will need need to be defined on the plan uh which uh uh the applicant or our consultant has um indicated that there's space within outlot B um and there's probably space um within uh the back side of the the site too that we can look at for additional parking. Uh the main entrance of the building will come from the south side. So it is highlighted in red here. Um which again I think there was a lot of intent uh with the designing and programming and how to orient the the building through uh multiple meetings uh with city staff and the design team in terms of how to orient the the entrance here um and taking advantage of views um of the site. Uh with the wooded area being in the back here, um uh there was some intent to try to take advantage of that view. Um and with um uh the different varying operations and

traffic flow on the site, it was important to try to have um an easy and separated access uh from uh those components. Um, so hence why um, and there's probably a lot more that I'm not explaining, but hence why the main entrance is oriented to the south there. But, uh, for any visitors or staff that are coming, uh, to the building would primarily enter through the south side there and park and go through the office administration area. Um, and then again, the fuel island is shown in pink here on the southeast side. Um and that will provide fuel for all city vehicles. So, police, fire, um and all public works, uh vehicles as well. Um this is a circulation exhibit. It might be hard to see on um the TV screen there, but um it gives a good um traffic flow pattern and and how both uh staff and visitors would kind of um enter the site. Uh the extension of Chesca Creek Boulevard to the south would be that shared access um into the site uh which is shown in purple on this exhibit um to show how it can access that southeastern parking lot. Um so again that'll be the main access uh for everyone into the site. Um the uh other areas um so the northern access point on the west side would be for staff entering the vehicle storage area into the building. Um and then there will also be another um driveway access on the south side of the site as well. Um and this will be secured on the south side as well as on

the north side. So that'll be fully gated around. So, the back side of the building and um parking area will be fully secured with perimeter fencing. Um trucks will be able to come both in and out on that northern access point. Um so, if they're coming into the facility and parking or coming out to do work in the field, um they can go in and out at that point here. Um and then with the intention that uh this western access would kind of filter in you know, uh, uh, city vehicles coming back, uh, from out out in the field and then repark into the facility, um, on that western side. Uh, I think the only, um, comment that we had in terms of circulation for the site is the parking lot on the south side of the building uh, has two deadend um, drive aisles uh, on the western side. Uh so providing full circulation within that parking lot is just one thing that we'll work to refine um as we go into preliminary uh the landscape plan. Um so again um the design team has been hard at work at uh really putting details together uh for the site. Um it does help when the site has gone through previous um planning review to kind of understand uh those major concerns which I think screening is a one of the big ones. Um the former screening plan or landscape plan is shown in the upper right uh corner of this page and then the proposed uh landscape plan is shown as the larger exhibit. And I think the goal from the beginning has been to try to mimic that screening plan um that came

through in 2022 so that there's not um fundamentally much change there um from what's being seen primarily from the residential on the southwest side of the site. So we'll continue to work on that um as a team going into the next step. Um they also provided uh some renderings of uh sight lines from the neighboring residential um to the southwest to show how uh the screening um would be viewed and how the building would be viewed from those neighboring uh residences. And then an aerial view too to show um kind of that screening layering happening. This is a bird's eye view looking northeast. So from those r rural residential properties and you can start to get a feel of what the building would look like as well. Um the first exhibit on the top here is a programming exhibit in terms of how the building is laid out today and the varying functions within it. So again, the design team has been hard at work with um city staff primarily uh of the existing MSB building to understand how they want um the programming to work in the building and how it connects to kind of the varying functions uh of the building as well. So the office uh admin area which will hold kind of all of the offices and cubes and kind of work spaces uh will be on that southeast side and that's where where that main entrance and lobby space will be too. So if visitors are coming they'll be coming into this space here in red. Um each department will have their own

uh workshop space which is essentially uh kind of their own meeting area and locker space um uh to discuss how they're going to go about their day uh for each day or each week. And then uh the mechanics bay which will be um where the mechanics work on all vehicles or all equipment uh of the city um will be this brown larger brown area on the southwest portion of the building. Um and this will be kind of that taller component of the building as well because it'll have oops um that clearing space needed to lift trucks within that that space. Uh and then wash bays that'll flank the kind of western half of that. So where cars can pull in um and get washed down before they go back into vehicle storage. Um the main entrance and office um portion of the building is also shown in the rendering on the bottom here. And I think one nice added feature is um there will be an outdoor terrace space on the second level um that the employees will be able to use during the warmer months and have those really nice views of the wooded area to the south. And then another aerial view looking southwest um showing kind of the front side of the building that'll face out towards Creek Road and Chesca Creek Boulevard. Um in terms of the building materials, um there's a plan to use a mix of um brick, pre-cast panels, windows, and metal cladding. Um and they've shown a few concepts of how to apply those materials on the building. Um again,

those are getting further refined, but um the goal is to try to mimic some of the colors and pallets um that you see in other civic buildings in town here. And I think um natural light is a huge part of the design here, too. So that's why you'll see um kind of those um more elevated openings into the building which will provide that um great natural light into the vehicle storage space, the mechanics bay, and the office areas too. Uh so just a few things to work on as we approach preliminary. Um just a minor revision within the parking lot to ensure full circulation is achieved there. uh continuing to work on uh the screening plan. Um understanding details uh for solar array. Um didn't touch on that too much, but uh we are more than likely going to be incorporating solar arrays on the site. Um and then making sure that the parking plan meets future or existing and future needs um for the property, including some visitor parking, too. Um and then providing a truck turning turning exhibit um and preliminary to kind of understand the the turning needs uh for the site. Uh so with that, we're asking you to make a motion to recommend approval of the concept plan for the new MSB building. And then based on the conditions that are listed in the staff report, uh if this moves forward this evening, it would go to council on Monday, September 15th. um happy to answer any questions. Otherwise, we do have Andrew here with Ortell. Um if there's any design questions that we have. Thank you.

Thanks, Liz. Um so, we'll bring it back to commission. This is not a public hearing. However, we do have people here. So, if someone would like to address the commission in a minute, we you can certainly come up. So, come up and do so. Um first, just questions amongst ourselves. And I'll start with the city for staff here. Uh saw a lot of sight lines from the for the residents on the southwest kind of looking northeast, you know, all the different Now there is one residential property on the northeast side of the of the development. Um it looks as if they are already kind of surrounded by trees and we're going to have the ponding in between that and the building, but just want to make sure that's being accommodated too. It wasn't really shown in the the agenda or the packet.

Yeah. And we don't have a sighteline exhibit of that property right now, but that's certainly something we can get for preliminary. Yeah. I mean, I imagine it's it looks just an aerial today and the distance between the building and the ponds and the existing trees that it should be fine. Just wanted to point out I didn't see anything from that. Um hours of the mechanics. Is it going to be standard business hours? because you do have the neighbors and potentially air compressed drills and things going on. Maybe it's you can hear it, maybe not. Yeah, I can speak that way. Sure. Yeah. Yeah. Go ahead.

Yeah. So, their hours are standard business hours. Yeah. By and large, there are, you know, emergency situations where they need to be called in because a critical vehicle, you know, needs attention or whatever. Sure. That's unusual. Um, a lot of their equipment is battery operated now. There are some that are driven but that that battery operation reduces the noise. We were out there kind of learning from mechanics um a few weeks ago and asked them to use their equipment and their drills and things and stood just outside of the bay. Even it wasn't hard to hear. Yeah.

But yeah, but if you're hundred yards away it's probably okay. um solar array obviously I saw in the packet you're in flux if you're going to get that or not and if you do where it goes but just if that does come to fruition then certainly be cognizant of reflections you know on the solar array for the neighbors I'm Andrew with our architects um we had another meeting today so I can update you on a couple things specifically with the solar array as well um the solar array on uh 451 is going to be building mounted Um, it's going to be up on the roof. Um, okay. The there's no space on grade uh to do a a grade mounted.

Um, there is an opportunity that the city is investigating for a grant application to put a potential for canopy mounted uh solar on on the fuel island canopy as an option. Um, that's dependent on the grant being awarded. And then are the solar panels, are they more of a darker glass so they're not going to reflect so neighbors aren't going to have like mirrors basically out in the field that they're going to see?

Yeah, there there there is a reflection uh issue with solar panels obviously um with these roof mounted um and the way the building is designed currently with a uh the popups have a an angled slope. They will be flat mounted to that. So they won't have an additional uh angle of rise. Um, and so there's still some details being worked out there to what the actual angle is and how that works, but there will be no direct reflection of any sunlight into the neighboring property from the angle of what those panels will be oriented on the building. Got it. Okay. Thank you. Um, those were my three things top of top of mind. Go ahead.

Couple questions. Is is there room for expansion on this building at some point? There is. There is not. This is built out to a full 20-year projected buildout for vehicles and staff. And with the original MSB remaining in operation, uh that's going to house rotational equipment. Um some seasonal uh work will happen over there probably uh midday, but every all staff will start at this facility at the new facility and then disperse out and if they have to go to work at the existing facility, they will. Um there's no there's no need to for additional vehicle storage. That's all accommodated for within the city's growth plan.

Okay. And just curious, what what year was the original building built? Pardon? The current building, what year was that built? Any idea? It's 85. Okay. We did good. Then was pretty good.

One additional note on the on the maintenance area. One thing we discussed today is those doors, those overhead doors, they're facing south. They will be shut all day long. There'll only be an operation when a vehicle's coming in and out. There will be no leaving the doors open during the course of a summertime, even when it's nice out to get fresh air in. We're mechanically addressing that so that as a notion to uh the neighbors that we're trying to contain all operations within the building. And so the vehicle circulation is planned that way as well. that there's a lot of pavement out on that on that west end, but it's simply to accommodate a vehicle from being able to make a turn and come straight into a door without having to do a three-point turn and hear a backup horn.

So, all of that circulation is been planned to go from west to east. So, all as vehicles vacate the the building to go out and do their daily work, they're all exiting on the east side of the building towards the roundabout. Yep, exactly. Got it.

Okay. I can speak to some of the future proofing also ahead for some time but actually the end is near as far as our expansion and so we can we can perceive what we understand what sort of equipment is necessary to plowain infrastructure that comes along with that along with those staff. And so um you know that that point of development coming to a close is I think understood well enough based on what we have in the community to have pretty confidence that what it's going to take. Any further questions? H

how do they man? This is just a question. How do they manage today with 40ome,000 square feet? They don't if they need right. How does that work? It doesn't work well. It's very squishy. Yeah, there's a lot of outdoor storage. um to the extent that we can get the vehicles into what exists today. Um if you can imagine uh combining the game of Tetris with plow trucks, that's what then there's a twist of ballet maybe in there as well. That's what it takes to get the vehicles in there. It's not efficient. Yeah, I I saw it there's there's a lot of kudos to offer in the fact that

I saw it firsthand at the open house they did about two years ago. We'd go to the open house. Yeah. It was so packed. They are like so many vehicles outside and they were saying about like uh some of them stored all the time outside even in the snow and all like that is causing more I mean more service requests and all other things. So probably this will solve all those things. These aren't $30,000 vehicles either to get them inside. Yeah. Leaving it outside. There is no The facility is going to be fully HVAC then I imagine or temperature controlled. Yep. The the vehicle storage box is heat only. The rest of the facility will be heated and cooled for mechanics use daily.

Any geothermal discussion on that? Uh no, there was not. Okay. Fuel island obviously engineered to contain everything any kind of spillage and Yeah. So the the fuel island uh all the fuel will be contained in doublewalled um tanks underground uh leak monitored and censored. Um any rainwater that falls within the island has to go to a pre-treatment catchment area before it goes into additional ponds. Sure. Um a lot of that detail is being worked on on that uh that C which lot out lot B

confused all the time. um along with the uh city's plans for redevelopment o of the road. So th those two ponds are currently planned for taking some street storm water and as the street gets redeveloped those ponds are going to have to enlarge and along with what we need to do with the pavement in the field island. So that is continually being worked on right now with city engineering and then our civil engineering site staff as well. Okay. Um, and then one thing I we glossed over, maybe I missed it. Um, the lighting, it's going to be the kind of standard downward lighting, directional lighting. So, we're not going to

We'll have perimeter poles um around the south and west ends of the site strictly for uh safety purposes. Um the rest of the site lighting will be from from the building on wall packs mounted just above the doors where we need it for egress um code required egress uh and safety concerns, but there will be zero cutoff. Um we're not lighting the entirety of every last inch of pavement. Y um we do have a phototric ready to go for the preliminary plan because we're still we're advancing the design very quickly.

Sure. Um we're not the goal is to not light every square inch of that paved area because that would be an exceptional amount of sight lighting to be able to do. Okay. Yeah. I mean it's more of like a comment like you have the provision for the solar panels and all that's a welcoming thing. Yeah definitely we need to have that in future and most of the equipment you are saying about the battery operated that even saves lot of energy. That's a good good design to include that. I mean, you know, for a concept plan, it's obviously pretty thorough, right?

You know, so I appreci that's it's great. It's appreciated. Um, I don't have any further questions for the architect. Do you? Because I do a couple other people in the the room here if they want to anyone have any further questions. When do you hope to break ground? Uh the documents will be released for bidding in February and will bury ground in mid to late spring of 26. It should be somewhere between a 12 and 16 month total construction process, but the bulk of the building work will be done in probably 8 to nine uh months before it's enclosed and then it's just interior work after that.

Yeah. Thank you. Uh, one quick question. Sorry. On you're just mentioning that the bulk of it interior is there a way that you know is there going to be because the like the parking area of the warehouse tilted panels heat only is there going to be a way a way that some of those vehicles are able to park in there while the rest of the building is being built out or is that a certificate of occupancy issue? No, they'll they'll have to remain at the existing MSB until it's fully done. Okay. Um completed and uh certified. Just wonder if there could be a seal in phases or something. No. Uh it's it's all a single phase construction

start finish. Yeah. Done. Okay. All right. Thank you. Um couple of gentlemen in the crowd. If anyone has any questions, like to address commission concerns, comments, want to yell at us or something, totally fine. Okay. I mean, it happens. Free car washes for the neighbors. Wash incentives. I don't know what was discussed. Free washes for commission members. No. All right. Uh any further questions? Is there anybody online that has a question?

So online one last thing. I mean you are mentioning about the road improvements and all those things. some of the neighborhood meeting like uh so are you planning to have any update to them and I mean I think we had the same when it project came in some people came in and said that road was very bad and all those things right we were talking about uh MSB building along with that yeah want to really fix it until all this was done

yeah steel road so Edco has now you know petitioned as part of their process for engineering to really dive into design of Creek Road and that's going to accommodate utilities that Edo needs street improvements that go along with that. Um so we are working towards that as well at this time.

Okay. I think we'd expect we'll see how that phasing needs to play out relative to build process process and everything else that's going out there. But that will be part of what's occurring. Okay. Okay. Ready for the motion? Well, yeah. I mean, I think it's a very complete and well thoughtout concept plan like it would be obviously it's a city project.

So, I I assume that there, you know, it looks very it's like a very nice building and it's needed for the city. I don't as a concept. I don't see any issues at this point. Is there anyone that like to make a motion? I'll make the motion to recommend the approval to the city council the concept plan for the municipal services building MSB subject to the following eight conditions. I'll second that. All those in favor? I opposed. Motion carries.

Um with that we just have to other business which is just the council meeting. I'll hereby receive those. And before we wrap up, is there any final questions, comments for staff? Anything you want to talk about city related? Um, who who did the mowing on 41? I like get getting rid of all the scraggly brush.

They've been busy. That scraggly brush was actually uh landscaping that was installed as part of the 41 project. So yeah'll be further discussed. Yeah. Okay. Some effort put forward but Couple more weeks on the roundabout 4110. Uh yeah, so that I saw a new update. Looks a lot of concrete is in October. What was that? End of October. End of October for

Did I say that right? Yeah. Was really supposed to be the end of October. It was going to be Labor Day originally. Yeah. And I heard it was two weeks. Then I heard two or three weeks. I may have misspoke. Well, the the last update was end of September, but then in your mind, you just assume it's October. That's pretty much just go with December 1st. Then it's Yeah, it's a then it's a next spring one day. Any update on Super Marcato? Um well, the the folks who want to operate that and build that out, own it, so they purchased it. Um I don't think they too much.

No. But I do know that they're active in a project right now that the same group is renegade. That's a much larger footprint. And so my my sense is that they're focused on that project. They own it. I think they're intending to move forward. And nothing new on KFC. Drive-thru's open. Starting to become an eyesore. It is an eyesore starting. Yeah. Well, start it's I mean it's gotten to the point where I don't know what to do there. It'll become the fireman's practice.

That'd be a good one. All right. With that, I will make a motion to adjurnn. Second. Second. All those in favor? I opposed. Motion carries. We're adjourn. Recording stopped.