A.                Chair Holtrop called the meeting to order at 7:30 p.m.

 

B.                 The Pledge of Allegiance was led by Commissioner Yokom.

 

C.                 Roll Call:

Members Present: John Helder, Dan Holtrop, Ed Kape, Laurie Sheldon,  Ed Swanson, Frank Vander Hoff,  Don Yokom

Members Absent: Maurice Groce and Johngerlyn Young (with notification).

Others Present: Community Development Director Terry Schweitzer, Economic Development Planner Lisa Golder, Planner Joe Pung, Staff Secretary Monique Collier, the press and the applicants.

 

 

-          Motion Carried (7-0) –

-          Groce and Young absent –

 

D.                Approval of the Minutes  and Findings of Fact

 

-          Motion Carried (7-0) –

-          Groce and Young absent -

E.                 Approval of the Agenda

 

 

-          Motion Carried (7-0) –

-          Groce and Young absent -

 

F.                  Acknowledge visitors wishing to speak to non-agenda items.

           

            There was no public comment.

 

G.                Old Business

           

            There was no Old Business.

 

H.                Public Hearing

 

Case #9-11 - Midwest Geothermal - Special Land Use and Site Plan Review for a Contractor’s Yard- Located at 4546 Roger B Chaffee SE

 

Director Schweitzer reviewed the request. He stated the request is for a contractor’s storage yard that is under the I-1 Light Industrial zoning of the property that requires special land use and site plan review by the planning commission.

 

Schweitzer stated the site has an access easement that is off the public street that leads into the property. He stated a good portion of the property is blacktop, they would have their equipment and fittings stored within the building and the outside of the building there would be coil stock, straight pipe, semi-trailers on occasion as they would load up material to be taken to the job site. He stated this is strictly contractor’s storage so the number of vehicles on site would be limited most of the year. He stated in the winter they have drilling rigs stored on the site as well as some of their larger equipment that they would use during the non- winter months.

 

Schweitzer stated to the east of the building there is some paved area; they are looking to install geothermal facilities for this building to provide heat and cooling for the building. He stated they are looking to re-establish the fencing around the contractor’s storage yard.

 

Schweitzer stated in terms of the use and how it fits into the area, there is residential to the south and to the east, but there is the Heyboer drain that runs along the south and east sides of the property. He stated our ordinance recommends that when you have industrial next to residential then you have a 50 foot buffer yard along the perimeter equipped with a combination of canopy trees and shrubs. He stated in this case the Heyboer drain provides 120 foot separation to the adjacent residential and that more than exceeds the spacial separation. 

 

Schweitzer stated there is vegetation in and along the Heyboer drain that provides a very good visual buffer to the adjacent residential uses with the exception to the south and east along Montebello Street where there is somewhat of an open view. He stated in terms of the staff recommendation we would suggest that there be a condition that there be as many as 5 evergreens, 6ft in height at planting along that southeast portion of the site in order to fill out that buffer to maintain a good separation between the residential and the industrial.

 

Schweitzer stated staff feels this is a good fit for the site. He stated there was some discussion at the work session regarding the fact that it is fairly wide open at the end of Roger B Chaffee Dr. He stated there have been conversations with Scott Skoog, the representative of Midwest Geothermal about getting a better delineation of parking and drive aisles. There were conversations about going with one way angled parking across the front of the building and there would be a curb separation along the access easement. He stated that would provide that delineation for parking and drive traffic and it will accommodate as much parking spaces for the front of the building as currently exists. 

 

Schweitzer stated they have taken a look at truck turning movement as well. He stated they have large vehicles they will be bringing in and out of the site. He stated large vehicles coming into the site would come from the north and circulate around the building. He stated they have made provisions if it is going to be movement other than cars in the front. Schweitzer stated he feels this is an attainable modification to the site, it will provide better site circulation, definition of the parking area, and accommodate the needs of the applicant.

 

Schweitzer stated in the City Engineer’s memo he made note of the fact that there may be some disturbance of the site associated with the installation of the geothermal facilities and that would require through the soil erosion process to have a silk fence placed along the easement in order to guard against erosion in the Heyboer drain. 

 

Schweitzer stated from a staff perspective it is a good fit. He stated staff would recommend a buffer and in terms of the site layout it looks to be good with the modifications along the west side of the building to delineate the parking and drive area.

 

Scoot Skoog, representative for Midwest Geothermal was present to represent the request. He stated they did look at the front side and traffic flow. He stated they came up with a layout that was a nice balance between traffic flow and maintaining the parking. He stated some of the concerns they have had in terms of communication with staff are landscaping, curbing and other things that might separate that. He stated they have been opposed in terms of doing a lot out in the middle between the two properties that share the yard. He stated this is unique, you have two properties that butt up against each other and are not part of Roger B. Chaffee other than through an easement to the north. He stated keeping the middle a little open and not having permanent boundaries or maybe a precast plank or something that would support the parking that is angled to the west would be better.

 

Kape stated it looks like a lot going on in such a small space. He asked if they anticipate having a full lot of cars for parking. Skoog stated they currently have 6 in their office and will expand in the next year to a couple more, they don’t serve the public, 6 to 8 cars is what he sees in the near term. Skoog stated there is plenty of parking. Skoog stated the truck traffic they have is infrequent at the location, they primarily operate the building from this location, but their fleet equipment and vehicles are more jobsite to jobsite traffic. Skoog stated not a lot of activity on the site maybe once per week and in many cases and more typically once a month activity at the shop.

 

Chair Holtop opened the public hearing.

 

Bart Arigo, 4537 Roger B. Chaffee, the owner across from Midwest Geothermal was present. He stated he is not sure why they would ask for anything at the end of Roger B. Chaffee. He stated they have ABC Spring Service and Trailer Body Shop in that building and there are trucks coming and going all day long. He stated he wants to remind the commissioners this is Roget B Chaffee south of 44^th Street not north and it looks like there is a lot of congestion in the small area. He stated it will be better off for the trucks to be able to maneuver and move around.

 

Karen Roberts, 535 Harp was also present. She stated the noise level is unbelievable and her concern is the hours of operation, will there be additional trucks that would be coming in and out and she thinks the visual might be objectionable as well.

 

VanderHoff asked if Mr. Arigo wanted us to clean up the site plan and not demand as much in the middle and to make it much simpler. Mr. Arigo stated snow removal is a big thing and the less obstruction you have with snow removal is less expensive for them to maintain in the winter.

 

-          Motion Carried (7-0) –

-          Young and Groce absent –

 

Commissioner VanderHoff stated he thinks we should clean the middle up it would cut down on the cost. He stated maybe they don’t need a curb out there by the road and just make it less cluttered. He stated he thinks we are asking the business owner to do too much, most of which is not necessary. He also stated there is probably not much you can do with noise when you buy a residential home that butts up to commercial property. You will have more noise than if you were surrounded by strictly residential uses.

 

Commissioner Helder stated on the east side staff is asking for 6ft evergreens as a buffer. He asked what staff is thinking as far as the solidarity and will that cover from the beginning to the end of the property. He stated he is just making sure that is an area that will be protection for the residents. Schweitzer stated when the recommendation was made; staff was looking for the evergreens to placed on the southeast portion of the storage area. Schweitzer stated it was staffs observation when walking the site, there is a pretty good barrier along the site with the exception of the southeast corner. Schweitzer stated it will be a matter of filling in what staff feels is a gap of that portion of the site, to create a larger barrier. 

 

Helder asked why there is no plan for the large paved area. Schweitzer stated the blacktop area is part of the contractor’s storage yard, they intend to fence in that portion. Schweitzer stated as it was reviewed at the work session the coil stock and the straight pipe will not extend more than the 6ft-8ft in height and the drill rig will be less than 14 ft. in height. Schweitzer stated they have some bay doors on the east side they will load into and then take off them site. Schweitzer stated the only other vehicles they mentioned are semi-tractors/trailers during the winter that they would otherwise have on the jobsite during the construction season. Helder stated the only thing he would recommend is the evergreens be more than a row to make sure there is a good buffer for the residents. Schweitzer stated that could be accomplished by working with the business.

 

Commissioner Sheldon wanted clarification on the noise and hours of operation. Skoog stated their work is done on jobsites so they don’t manufacture anything and will not have ongoing activities at the facility. Skoog stated this building has four rear doors allowing them to bring trailers in and load, they will run a fork truck vehicle, load pallets of material, skids of coil stock and that will go on early morning. Skoog stated they have a typical Monday 6am staff meeting and the guys are on the road around 6:30am; and if they are out of town they are out of town for the week. 

 

Sheldon asked why we need the curb in the middle. Schweitzer stated it is one big paved area, no delineation as far as parking, this was an effort to provide more delineation. Sheldon stated she agrees with commissioner VanderHoff in cleaning it up the site plan. She stated she would also like to see more trees, maybe staggered. She stated she doesn’t want to put too many barriers for the applicant to go through. She stated she thinks this is a good fit for this site.

 

Commissioner Yokom stated he agrees in keeping it clear of any obstruction. He stated the neighbors are going to share that area and as long as it is working fine for the both of them he feels it should be kept as simple as possible. He stated asking for too much may be asking for more work that may not need to be done. Yokom stated the other thing he was concerned about was the growth on the drain and if they have to periodically come through to clean and maintain, when they do the brush that is cleared lays there. He questioned will the city come back through and clear that out the brush or will they just leave it. Schweitzer stated he and the City Engineer met at the site with the representatives from the Kent County drain commissioner’s office. Schweitzer stated their opinion was as they looked at the site, they feel the vegetation that is there can remain. Schweitzer stated they are not looking at defoliating the area. He stated they did feel if they are going to have additional vegetation that it be within the fenced area. 

 

Yokom questioned if along the south property line are there mature trees. Schweitzer stated there is a line of popular trees along the drain that provide a good screen during the summer months. Schweitzer stated in the winter months as the popular trees drop their leaves it’s not as much of a separation, but you have a 120 foot separation from the south line where their major activity takes place before you get across to the drain. Yokom stated over time maybe they should think about planting trees along the south line to fill in because the Evergreens hold their foliage year round. Yokom stated it might cut down some of the noise that comes out of the site as well. 

 

Commissioner Swanson asked if they have come to a conclusion of the shared easement. Skoog stated he is still in the process of working the easement out. Swanson stated he doesn’t have any problems with the way the parking is laid out in front with all the truck movement being behind rather than having trucks coming on either side of the row of parked cars. Schweitzer stated it wasn’t the intent to have it used for trucks, it was a matter to accommodate the possible movement that they might want to have on the site. Swanson stated he likes the idea of some kind of a raised area; it could be a mountable curb that is snow plowable, but something to separate from where the parking is from where the drive area will be. Swanson stated he likes the layout presented, but he would like to be able to differentiate where the cars to where the trucks would go.

 

Discussion Ensued.

 

Chair Holtrop stated he thinks the new use will be lesser impact in terms of noise as it was 6 months ago. He stated from a visual standpoint the applicants outside storage will not be excessively huge. He stated he would be in favor of foregoing some curb and adding a few more trees. He stated he feels there is enough parking and should keep the end of the cul-de-sac as open and accessible as possible for truck traffic in and out.

 

Skoog stated he thinks the Evergreen trees would be more effective closer to the lot line in terms of blocking view from a distance versus having them be 120 feet over as opposed to having them inside the fence. Schweitzer stated in terms of the location staff met with the drain commission office, they specified the evergreens should be inside the fenced area. Schweitzer stated they discussed having the trees on the outside but they were hesitant because Montebello comes in and stubs into the site and that is the route they take if there is any need for maintanence. They would prefer to come off from the end of Montebello if they have to service the area. 

Schweitzer stated if the trees were staggered it could still provide access but at the same time provide screening. Schweitzer stated we can go back to the drain commission office to specify it to be on the outer limits on the lot line. Discussion ensued regarding access. The Commissioners agreed that it did not make sense to put the trees inside the fence. Discussion ensued.

 

 

-          Motion Carried (7-0 ) –

-          Groce and Young absent -

 

-          Motion Carried (6-1) –

-          Swanson opposed –

-          Groce and Young absent -

 

I.                   Work Session

           

Case #10-11 – Scotties Espresso Drive-Thru- Special Land use and Site Plan Review for a Drive Thru Facility – Located at 2850 Shaffer Ave.

 

Planner Pung introduced the request. He stated the request is a special land use and site plan review for a drive through facility located at 2850 Shaffer Avenue on the east side of Shaffer between 28th Street and 29^th Street. He stated the request is intended to be drive through only no indoor service or any type of indoor seating.

 

Pung stated the site is currently .69 acres resulting from a lot split combination approved earlier this year involving 4 properties. Pung stated prior to the lot split combination the building was located on a .29 acre parcel. Pung stated the site currently contains a vacant building which was constructed in 1978 as an ambulance sub-station. That is why the building has the overhead doors in the front. 

 

Pung stated there is a drain on the southern edge of the side along with significant vegetation. Pung stated there are significant grade changes between this property and the adjacent property to the north. He stated the site appears to have been vacant since at least 2004, the last use was a windshield repair operation.

 

Pung stated there are currently 2 curb cuts on the property. He stated the northern most curb cut provides access to the overhead doors for when it was an ambulance sub-station. The southern curb cut provides access to the remainder of the site, to the parking and also provides access to the adjacent property to the east. He stated when this lot split/combination was done there was a requirement placed on it for a 25 foot wide access easement for ingress and egress where the south drive is located. Pung stated the building is setback 45 feet from the Shaffer Avenue right-of-way and setback 35 feet from the east, rear lot line. He stated the special land use standards for a drive through facility require a minimum setback of 50 feet on all sides. Pung stated the applicant has applied for variances from the zoning board of appeals and will have the hearing Monday August 15.

 

Pung stated some of the issues are:

*Currently there are no dumpster enclosures shown on the property. He stated per meeting with the applicant his intent is to have a small residential style refuse container, which would be kept inside the building.

*Pung stated they are showing a new drive to the north which would provide the circulation through the drive-thru; it is 24 feet wide and the way it is designed is egress only therefore we would look at signage or other provisions to ensure that customers will not treat that as an entrance.

*Pung stated the site plan shows removal of the pavement in front of the building in the curb cut. He stated in speaking with the applicant he would like to retain the paved area in order to provide access to the overhead doors for future use if they want to do some of their distribution out of the building. Pung stated the City Engineer stated the curb cut has to be removed and curb and gutter reinstalled. Pung stated there were options discussed with the applicant to retain a portion of that so they can still get access to the overhead doors if they wanted to do distribution to their other sites The applicant is working with Excel as to what some of his options could be.

 

Pung stated they will be providing 5 parking spaces as it is currently designed and based on their proposed use that is more than adequate. Pung stated the site is large and there is plenty of additional property if additional parking is needed in the future. 

 

Pung stated he clarified with the applicant that the drive through window was intended to be at the northwest corner of the building.

Pung stated as a condition of the lot split they were supposed to have the cross access easement. We have an unrecorded copy. We will need verification that the easement was recorded.

 

Scott Tiemersma, was present to represent the request. Tiemersma stated a thought he had was to remove a front bay door and do a horseshoe drive around the whole back building and use the easement drive for both the entrance and the exit to the drive-thru. He stated he can remove more of the cement concrete drive that is there now. He stated with the 24 feet wide from the building it would leave enough access if he had a van he could pull on the side and yet open one of the doors and wheel some of the supplies in. 

 

Holtrop stated asked about access to the overhead doors. Tiemersma stated he would take the concrete out it seems to be a waste. He stated he has two big overhead doors and would like to access at least one of them. Tiersmema stated his other thought was to leave an access and lay a slab so he can access one overhead door.

 

VanderHoff asked if he would eliminate the one curb cut. Tiemersma stated it would all be eliminated and become a straight curb.

 

Yokom asked how much cross traffic will he anticipates. Tiemersma stated a backup for the drive-thur if you do a horseshoe around the top you are going to have 15 plus cars and he equates about 1 service per minute per car. He stated the office buildings to the east are vacant so the parking lot is empty. Tiersmersma stated if these buildings were occupied there is another access primary entrance into their parking lot to the south. The easement thru the applicant’s site is a secondary entrance. Tiemersma stated there may be some traffic but when cars pulling out of the horseshoe there is plenty of room in front before they have to make the decision to pull out onto the easement area.

 

Helder stated this is an interesting use for this piece of property. He questioned if someone got in line if they waited too long does he have room for them to get out. Tiermersma stated the entrance is 15 feet wide for the initial entrance and then after that it is 24 feet wide. Tiermersma stated there is enough room to go 24 feet at the beginning because there is 35 feet total from the end of the building to the property line and they can make it 24 feet all the way around the building.  

 

Helder asked does he plan for signage. Tiermersma stated if he does the drive-thru with the horseshoe he is happy to put the sign in the front. He stated the only reason he thought about putting it on the north side of the property, is because there is about 4 feet elevation half way to the back and it gets greater visibility from 28^th Street. Tiermsma stated there is a sign on the building itself right above the two bay doors it is about 2 ½ feet by 6 feet and that would say Scotties Coffee Drive-Thru Only. 

 

Helder asked if it is a high traffic area on Shaffer because as you approach 28^th Street you can only turn right. Tiemersma stated it is about a 7,500 traffic count on Shaffer and the good thing about the property location as someone exits onto Shaffer they have the option of turning left and accessing 29^th Street to go east or west. If they go north on Shaffer they have the right turn only onto 28^th Street. Helder stated this is an interesting project and he is in favor.

 

Sheldon stated she likes the horseshoe design. She wondered what his intent was for the inside of the building. Tiemersma stated nothing other than if he decides to order greater stock loads by the pallet he could store at this location. 

 

Swanson stated he doesn’t think this will every look like a coffee shop with two big garage doors. He stated he isn’t sure what he is going to use to attract people to a drive-thur that is behind the garage doors. He stated he think it looks like a marketing issue and questioned how he plans people to see that and come around back; this is a big marketing issue. Tiemersma stated he thinks the visibility with the main street sign, because there is so much frontage space on the property he qualifies for the 20 foot high 100 square foot sign. Tiemersma stated the middle door he would take out and rebrick and put the drive-thru window at that spot so the drive-thru would be in front, so people driving by on 28^th Street will see the cars. Swanson stated that might make a big difference. 

 

Swanson asked will there be any future provision for any walk-in. Tiemersma stated that is not what he wants to do. He stated his original business plan was to do drive-thru. Swanson stated he likes the idea of being able to come around front, but he isn’t sure the cars will make all the turns in the short distance around the building and square up to the drive-thru. Swanson stated this needs to be looked at from a traffic circulation standpoint. Swanson demonstrated different circulation options.  Discussion ensued. Swanson stated if he puts the drive-thur out in front and create a way out it might work pretty well.

 

VanderHoff asked what his business hours are. Tiemersma stated he is planning on 6am-6pm and hopes to have 150-200 customers per day. Tiemersma stated he will only be selling coffee.

 

Holtrop asked how wide a driveway would have to be for left right and inbound. Swanson stated it is hard to say but the building is not far back they are going to be turning, 30-32 feet would be wide enough. Holtrop stated he thinks all the commissioners are in favor of him using the building but would like to see a cleaner design. Holtrop stated he is highly in favor to eliminating curb cuts. He stated removing that drive to the north and do a horseshoe around the building and decide if they want to break up the one doorway and put that drive-thru on the north or the west side that will determine how he has to make his proposed drive. Holtrop stated 24 feet around the building is more than enough. Hotlrop stated he may have an issue with the flow out of the property. 

 

Holtrop stated he would like for someone to be in charge of striping and making sure we can do outbound left and right and inbound at the same time. Schweitzer stated that is where we would have Tim Bradshaw, City Engineer to provide some perspective on that and he would look for the applicant to show some templates to verify they can make the turn. Discussion ensued.

 

Sheldon asked how soon he is looking to open. Tiemersma stated he would like to open in November. He would like to get the driveway put in before the asphalt plants close for the season. He stated then he can open up right away, he has his equipment and supplies already

 

Holtrop suggested some landscaping be moved out by the curb to freshen it up around the building as well as spruce it up along with the drive.

 

Tiemersma asked how it would be to have separate left and right turn egress lanes. Based on the amount of traffic he questioned whether this would be a necessity or an option. VanderHoff stated he thinks with as little traffic as he has 1 car every 2-3 minutes there shouldn’t be a problem in one lane turning left or right. Swanson stated one lane may work, but it is really tight and to do a big U-turn to go north on Shaffer might be difficult. Swanson suggested having First Companies take a look at this for him and they should be able to help him out. Swanson stated another option would be to go back around and go down on the other joint easement. Holtrop stated we just want to see people be able to flow through there, and if it is not a curb then he can just make it wide enough to allow for three vehicles to move through.

 

J.                   New Business

 

            There was no New Business

 

K.                Other Business

 

1.      Master Plan Discussion

 

Planner Golder discussed Section 34 Breton extended and Patterson Farm. She stated there was discussion about the Heyboer Farm in Section 34 and how to incorporate into any future development. Back in 2005 there was a plan developed for Section 34 that included a downtown retail/office area along Breton extended. However after consultation with area developers it was concluded that the plan anticipated significantly more retail than was feasible. This current plan is similar but with reduced commercial development. New revised plan would utilize a form based zoning code.

 

Golder stated areas are laid out where there will be open space.

 

Holtrop asked if there has been any discussion with the Heyboer children. Golder stated the daughters are still here and some of the farm is being farmed by someone else under a 2 year agreement. The daughters they aren’t ready to sell the farm. Golder stated they are leasing one of the houses to someone to live in. 

 

VanderHoff asked about Breton going north off 60^th and if developer Allen Edwin is committed to putting that road into the trail. Golder stated they are splitting the cost of the road extension with the City. Pung stated a portion may be coming in with the next phase because they will need the additional access in order to develop those additional lots.

 

VanderHoff asked has there been any interest as far as developing north of the trail to 52^nd Street. Golder stated there was an interested party after the Master Plan was updated in 2005 however now that property is for sale. Schweitzer stated we reviewed the 2005 plan with them so they were aware but have not acted upon it. Discussion ensued.

 

Golder discussed the Patterson Farm and reminded commissioners of their previous decision to adopt three potential concepts. This was based on a desire to leave it as open as possible for potential developers. Golder stated we need to update the concept plans to incorporate the water tower approved this year on Patterson Ave. She noted the guiding principles that would over arch all three plans.

 

2.      Commissioners’ Comments

 

Swanson asked about the Breton Ave update. Schweitzer stated that is due to go to City Commission Service committee on August 16 .

 

3.      Staff’s Comments

 

Staff offered no comments.

 

L.                 Adjournment  

 

 

-          Motion Carried (7-0) –

-          Groce and Young absent -

 

Meeting adjourned at 9:00p.m.

 

 

                                                            Respectfully submitted,

 

                                                            Don Yokom, Secretary