PLANNING COMMISSION MEETING
APRIL 14, 2009
7:00 P.M.


I. CALL MEETING TO ORDER

The meeting was called to order at 7:00 p.m. by Chairman Tony Butrum.

II. ROLL CALL

Members Present: Richard Bauer, Tony Butrum, David Okum, Carolyn Ghantous, Lawrence Hawkins III, and Tom Vanover

Members Absent: Steve Galster

Others Present: Don Shvegzda, City Engineer; Greg Dale representing
Anne McBride, City Planner; William McErlane, Building Official; Jeff Tulloch, Economic Development Director for the City of Springdale and
Mayor Doyle Webster

III. MINUTES OF THE SPECIAL MEETING OF March 10, 2009

Mr. Okum moved to adopt the March 10, 2009 Planning Commission Meeting Minutes, Mr. Hawkins seconded the motion and with a unanimous vote the minutes were approved.

IV. REPORT ON COUNCIL

Mr. Vanover: Council has set a public hearing for our item 8-A, assuming that it is forwarded on.

V. OLD BUSINESS

No Old Business presented at this meeting.

VI. NEW BUSINESS

Chairman Butrum: There is one item for New Business; a proposed Farmers Market at Springdale Town Center, 11550 Springfield Pike.

Mr. Tulloch: I am representing both the Chamber of Commerce as a member of the Board of Directors, as well as the City’s interest from the standpoint of Economic Development. I am also representing Cammie Mitrione, who was the instigator of this. I would like to introduce Jeff Baumgarth with Myers Y. Cooper Company who we have been in discussion with regarding the venue of the proposed Farmers Market. I would like to point out at the outset that this is a work in progress. The idea came up roughly three weeks ago and we have made some fair headway in terms of initially contacting vendors, working out a base agreement with Myers Y. Cooper, talking about some of the insurance issues and all those kinds of things. We would like to start it in June if we can get the vendors; if we can’t get vendors by June we may look at starting it later in the year; or if vendors are booked up this year then this may not happen until next spring. I don’t think this is premature coming to Planning Commission because if we do not have the authority to use that parking lot we really don’t have a venue for the Farmers Market. The idea is to offer people a Farmers Market event where they can buy locally grown organic food. When we talked to Myer’s Y. Cooper they loved the idea from the standpoint of promotion for the Center. From the City’s standpoint I think it could be a very low-labor intensive, very positive event for the City itself; Anne McBride’s comments tie into that in terms of many communities using these events as community centered kind of things where people can get together. My experience has been in Lebanon at their Farmers Market, which was originally started by the City and I think it has formed its own LLC.
I am going to read some of Anne’s report because it was so well done, we are asking for a variance to allow for a portion of Springdale Town Center to be used for seasonal outdoor sales for a Farmers Market and it would qualify for a period of two seasons or two years; at that point we will reevaluate and give Planning Commission the opportunity to look at what has been done and if it has been successful.
(At this time Mr. Tulloch demonstrated with a Power Point presentation where the Farmers Market would operate and where signage would be placed.)
The Farmers Market would operate one day a week from the months of May through October at the Southeast quadrant of the intersection of Kemper and Springfield Pike, basically it is 18 parking spots. There is also a note in Anne’s report that the license agreement that the Chamber of Commerce and Myers Y. Cooper will have, will be terminable. I’ll note that we understand that the Zoning Code requires that all retail activities occur within a building or within a structure with the exception of temporary or seasonal sales associated with the property; in this instance it obviously may be partially associated with the property, perhaps Riley’s involvement with a booth. Anne makes a point that better eating habits, buying locally, opportunity for community gatherings and beyond that a lot of retail areas are suffering from declining sales and so a lot of what I read in ICSC is that you have to give people a reason to come to a retail project and that is what we think this is going to provide.
This is intended to be a Farmers Market and the last thing we want it to become, and it will not become, is a flea market. There will be controls set in place wherein members of the Chamber of Commerce or Health Department will actually go out and inspect.
We are requesting three signs, two of which will be “V” shaped signs; those signs would probably go up the morning of the event and then be taken down the morning after, basically 24 hours. There is a desire for a permanently constructed institutional-type sign, not unlike a “No Parking” sign; this is a reminder that it occurs through the months of May through October, the hours of operation and that kind of thing. The larger 48”X 84” sign, 7’ high sign overall – both signs would be “V” type signs for dual exposure, non-lighted.
We appreciate the opportunity to come and speak to you and request your support of this.

(At this point Mr. McErlane read his Staff report.)
Mr. McErlane: I have emailed our Law Director’s office to find out if it is necessary to modify or amend the covenants or if a mutual agreement between the parties is sufficient to allow that; I have not heard a response back from that. The Planning Commission would need to make that a part of their motion to the satisfaction of the Law Director’s office.

Mr. Greg Dale: I am Anne McBride’s partner, sitting in for Anne. The applicant has done a good job of presenting my partner’s Staff report. I would add that it is very true that this sort of use is becoming increasingly popular all over the country. This type of use can help to reinforce a sense of community, a gathering place where people can meet neighbors and catch up on news and so forth.

(Mr. Shvegzda read his Staff report.)
Mr. Shvegzda: That temporary sign that will be along Kemper Road, can that be moved closer to the driveway?

Mr. Tulloch: Yes.

Mr. McErlane: I just wanted to point out the last sentence in Anne’s report on
item #5, with regard to final review and rules and regulations being done by Staff; if Planning Commission could see that as a necessity in your motion; our concern is that those rules don’t get changed to the point that it does become a Flea market, not that we have issues with the way it is written today but if they are not firm at this point, we would still like to take a look at those.

Mr. Tulloch: I think that is great that you do the final review.

(At this time Chairman Butrum opened the floor for discussion.)

Mr. Hawkins: I think the idea is fantastic. I think it is great for building up a sense of community, selling local produce. What is the operative definition of local when we talk about producers or farmers?

Mr. Tulloch: It is really a radius definition; 50 or maybe 100 miles, something that would incorporate Oxford, Columbus, and Southwestern Ohio region would be where we would look.

Mr. Okum: I think it is great and I am looking forward to it. I would like to see it open more than one day. Will the vendors be registered with the City?

Mr. Tulloch: We have a contract that would be done between the Chamber of Commerce and the vendor. I am not sure what the requirements are as far as business licensing, but we want to do everything right. What I understand is that the Chamber is the operating entity; many of these vendors may not have the kind of insurance that a typical business would have; in that case, I believe that the Chamber of Commerce’s insurance needs to cover that.

Mr. Okum: Will there be any canopy or booths?

Mr. Tulloch: There will not be permanent booths, it will be a combination of just tables and probably pop-up tents; nothing permanent.

Mr. Okum: What about dumpster containers for rubbish?

Mr. Tulloch: We will probably have waste cans out there for the immediate area, but Myers Y. Cooper has agreed to do any of the post market clean up. The City’s Public Works Department is going to do the barricades or whatever is necessary to protect the area from traffic as well as putting up the temporary signs.

Mr. Okum: There is going to be empty cartons and either those people are going to have to take them or the owner of the development will have to allocate one of their dumpsters to that material.

Mr. Jeff Baumgarth: The vendors will be responsible for removing their own debris. Certainly if a customer comes along and buys a case of something and wants to dispose of the case, we have the dumpsters.

Mr. Okum: There should be some cans there, whether the City provides them or they are there just in the field or around the enclosures. I think in the motion we will just add phrasing including any changes necessary to modify the covenants as recommended by the Law Director.

Mr. Tulloch: When Julie Matheny, who is the Director of the Chamber, has been out marketing this, there is a positive reaction back when she told them what the traffic count is.

Mr. Vanover: I too am very excited and supportive of this. I remember at one time a discussion for a Farmers Market at Tri-County and it never came to pass. I am in total support of this.

Mr. Chairman: If there are no further comments or discussion, I would like to entertain a motion.

Mr. Okum: I would like to make a motion for Springdale Town Center at
11550 Springfield Pike for modification to the PUD for the years 2009 and 2010 to allow a portion of the Springdale Town Center as presented this evening, approximately a 90’ X 100’ area for outdoor sales as a Farmers Market to include Staff’s recommendations and suggestions including Planning Commission approving the request for the market; the final details to be reviewed and approved by Staff including any changes necessary to modify the covenants as recommended by the Law Director.

Mr. Vanover: I second the motion.

Mr. Hawkins polled the Planning Commission Members and with a 6-0 vote (with Mr. Galster being absent) the request was approved.


VII. DISCUSSION
Chairman Butrum: Mr. Terry Marty just wrote and thanked us and wanted to make sure I thanked everyone on the Planning Commission for working with them regarding the Hooter’s renovations.

VII. CHAIRMAN’S REPORT

Chairman Butrum: I had one new sign that I approved at Atrium Hotel & Conference – 30 Tri-County Parkway.

Mr. McErlane: Don Shevgzda has some illustrations to show that a drop off lane would not work at the Growth Spurts Day Care facility.

Chairman Okum: And that is a temporary sign if you have seen the sign at the Growth Spurts facility.

Mr. Chairman: The Cassinelli Square sign has come up a few times and it appears that we have just received a new proposed sign application.


VIII. ADJOURNMENT

Mr. Vanover moved to adjourn and Mr. Bauer seconded the motion and the Planning Commission adjourned at 7:45 p.m.

Respectfully submitted,

________________________,2009 ___________________________________
            Chairman Tony Butrum


________________________,2009 ___________________________________
            Lawrence Hawkins III, Secretary