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HomeMy Public PortalAboutMinutes-08/02/2006 Tiffin City Council`& Planning and Zoning Commission August 2, 2006 A regular meeting of the Tiffin.Planning and Zoning Commission and a special meeting of the Tiffin City Council were brought to order 6:30 p.m. by Mayor Glenn R. Potter at the,Tiffin Fire Station. Council present: John Wright, Karin Dils, Ruth Demuth, Jim Bartels and Mark Petersen. Planning and Zoning members present: Chair Steve Berner, li Shawna Colvin, Stephanie Surine, and Melvin Reeve. Also present: Attorney Stephen Greenleaf, Engineer Doug Frederick, Mark Portwood, Tyler Rogers, Mr. and Mrs. Macri, Gary Kee, John and Bill Grace. Attorney Greenleaf reported on the Clear Creek Amana School Board meeting-beginning at 4:30 p.m. at the CCA Echo Building. During the meeting the CCA Board agreed to an agreement with the city to provide $130,000 toward the cost of upgrading and placement of a 18" sewer line to extend from the sewer plant westward to the school SW corner and 10 inch sewer line along the south boundary and north on the west most boundary to Highway 6. The school had explained their disapproval as someone had told them they there would be no cost to connect to city services. Now,the school was learning that there would be large costs. The•school thought that use of the easement should have some value to the developer like Deer View wanting to cross the school. Mark Portwood explained during the school meeting that he too had thought the costs would be around $300,000.00 and he had planned on paying all these costs. He to learn that sewage from the subdivision could not be accepted by the city due to capacity`flow already in current city mains. Both the Deer View and the school would be looking at upgrade of sewer lines to gain acceptance by the city: Portwood said costs now appear to be closer to $600,000 for him. And so he was coming to the city, school, and other developers to see if working in cooperation could make this"possible to the advantage of all parties. The school engineer went through about five options ranging from $150,000 at the very lowest up (this assuming that current city lines could carry the high school capacity)to $500,000 if the school were required to complete sewer line installation on its own. The school explained that they had not expected these costs from the city. They would agree if they could be assured that no costs for the water main installation across school property would be expected from them at a later date. If the Deer View Subdivision does not proceed, the school would need to complete the approximated $65,000 of water mains along Highway 6 across the north end of the school property. Portwood and Rogers both present, agreed in public session that they would be willing to pay the $65,000 of costs associated with the needed,water mains if it would help get this agreement tied up. The agreement between the school and city is contingent on other parties, including the school, the developers, Jim_ Glasgow and the school all coming to agreement terms. The school had checked into septic options'for the high school. A septic system in excess of$500,000 would probably be the'most costly for the school and require approvals from government agencies prior to installation. The school agreed that this septic was probably not a best option. I 4 1 • • S 9. Tiffin City Council and Planning and Zoning . August 2, 2006 The school has agreed to this cooperative arrangement if they can be assured by the city that they will not have to pay any of the costs connected to installation of the water mains across the north boundary of the school. Greenleaf explained that although all school'plans include an Ireland Avenue extension, he would predict that the present time could probably be a difficult one for coming to an agreement on this matter. Attorney Greenleaf provided the most recent paper copy of the current draft during the meeting for consideration of subdivider's agreement between Deer View and the City. The agreement considered would relieve Deer View and Glasgow from any recoupment • charges for sewer costs, in recognition of sewer project costs to be borne by Deer View w and Glasgow in this agreement. Approximations on sewer costs nears $500,000 to $600,000 with $390,000 of these total approved costs proposed to be split and provided by the City of Tiffin,the Clear Creek Amana School, and developer Jim Glasgow. Costs to be reviewed and approved by the city engineer as reasonable, and any costs in excess of$390,000 to be paid by developers of Deer View. Section 3.2 to include "conveyance of permanent utility easements and access" as regulated under city ordinances. Section 3.5 Subdivider agrees to install at his cost an 18 inch sewer line from the point of connection near the Tiffin Sewage Treatment Plant to the south-west corner of the property currently owned by the Clear Creek School District,....further agrees to install a 10 inch sewer line at his expense from the south-west corner of the Clear Creek School District property to the subdivision. Section 3.5 interest rate of 7:45%per annum was considered with no change., Section 3.6 Clerk Reihman noted that Mr. Portwood and Mr. Rogers had been at the Public Meeting of the Clear Creek Amana School commencing at . 4:30 p.m.earlier in the day and they had each indicated that they would pay the cost of the needed water line from the Echo Building hydrant to the west side of the school property in an effort to bring the school into the multi-party agreement to get sewer and water across the school campus and thus provide utility connection for their proposed Deer View Subdivision directly north of Highway#6. Reihman noted that the line requesting ,100% of these costs to be paid by the city should be deleted from the draft agreement in consideration of these comments from Portwood and Rogers in public forum. . Rogers said that yes that these comments had been made, but there had been another meeting before this meeting and he was asking for a negotiation with the city. The cost for running the water mains on school property is approximated at$65,000. The cost with also including water boring under Highway 6 was estimated at $91,000. Petersen said the line should be deleted. Motion Dils to move that the line demanding 100% of water main costs from the Echo school building to the west end of the property be paid by the city be deleted from the draft agreement. Motion died for lack of a second. 2 Tiffin City Council August 2, 2006 Motion Petersen, second Wright to approve an agreement to divide one half the reasonable costs as reviewed and approved by the city,engineer of installation of a water main approved by the city engineer and in conformity to city ordinances commencing approximately near the Echo Building to the west end of the Cleat Creek Amana School property and including one half the cost of boring water line (total cost approximated at $91,000)under Highway 6 with an amount not to exceed $45,000.Repayment period not to exceed two years and including no interest cost to the city all subject to review and approval of the city engineer and city attorney and that agreement including same be drawn for final consideration.. Ayes: Wright, Petersen, Demuth, and Bartels. Nay: Dils. Motion carried. s Other discussion and considerations: Section 3.8 "by a City-designated inspector to insure compliance with applicable standards at Subdivider's expense." As required under City of Tiffin Subdivision Ordinance. Section 4. L. City waives its normal sewer recoupment fee in consideration for the extra public improvements that Subdivider agrees to install according to this Agreement. Section N. included. Motion Petersen, second Wright to approve a RESOLUTION NO. 2006-18, APPROVING A SUBDIVIDER'S AGREEMENT WITH DEER VIEW. With noted additions as considered and approved by council during session and subject to final review of the city attorney and city engineer, andcontingent on the approval of all other parties to cooperate together to provide sufficient funds to complete in total the projects herein'considered and providing sewer and water connect capacity to the Clear Creek Amana School District, and the proposed.Deer View Subdivision.. Ayes: Wright, Petersen, Demuth, and Bartels. Nays: Dils. Motion Wright, second Petersen to approve a RESOLUTION NO.2006-19 APPROVING AN AGREEMENT WITH DEVELOPER JIM GLOSGLOW AND CLEAR CREEK AMANA SCHOOL DISTRICT including a waiver of recoupment sewer fees for these same parties,in consideration of monetary participation in this sewer project from the Tiffin Sewer Plant and extending to the west most boundary of the Clear Creek Amana School District. Ayes: Wright, Petersen, Bartels, Demuth and Dils. Motion Petersen, second Wright to authorize the may and clerk to sign documents necessary to the approved agreements if and when all parties are in agreement to similar and supporting participation agreements for shared cost of sewer line project and including receipt of all necessary and required easement documents including those 'required from any other parties affected by the sewer line project, including but not limited to Regency, Inc. The Villages, and upon city attorney and engineer review of all documents for proper and good order Ayes: Petersen, Demuth, Dils, Bartels, and Wright. Motion carried. t 3 • Tiffin City Council and Planning and Zoning August 2, 2007 Concern about subdivision waste cement being disposed of down storm sewers was - brought before the council. Construction permits are supposed to have a planned location for waste cement. City will have city engineer look into this further. Mayor Potier reported that a developer may be purchasing Phase II of Timber Ridge. ' r Members received updated zoning map and a trails planning map for the city. Motion Wright, second Demuth to adjourn. 8:45 p.m. Margaret B. Reihman,City Clerk • _ q + • V . 1 T 4