Design Review Board Special Meeting Minutes

1025 S. Gilbert Road

January 30, 2003

BOARD PRESENT: Chairman Darrell Truitt, Vice Chairman Gary Petterson, Board Member Bob Deardorff, Board Member Chris Lindahl, Board Member Jacquelyn Cole

BOARD ABSENT: Board Member David Gibson

STAFF PRESENT: Planning Director Jerry Swanson, Planning Manager Linda Edwards, Planning Manager Maria Cadavid, Senior Planner Mike Milillo

ALSO PRESENT: Traffic Engineer Bruce Ward, Council Member Dave Petersen, Recorder Trasie Johns

I N D E X

PLANNER CASE PAGE VOTE
MR. MILILLO DR02-92 2 APPROVED
MR. MILILLO DR02-106 4 APPROVED

< —- > = Deleted text Bold = Added text in stipulations

CALL TO ORDER:

Chairman Darrell Truitt called the meeting to order at 5:35 P.M.

ROLL CALL:

Recorder Trasie Johns called roll and a quorum was determined to be present.

APPROVAL OF AGENDA:

Chairman Darrell Truitt requested a motion to approve the agenda.

A motion was made by Board Member Chris Lindahl, seconded by Board Member Jacquelyn Cole to approve the agenda.

Motion Carried 5-0.

COMMUNICATION FROM CITIZENS

Chairman Darrell Truitt announced that at that time members of the public may comment on items not on the agenda. He stated that the Boards response was limited to responding to criticism, asking staff to review a matter commented upon or asking that the matter be put on a future agenda. He asked if anyone would like to speak. He reminded the audience that they needed to fill out a yellow slip if they wanted to speak during that time or regarding any of the items on the public hearing.

No one came forward.

PUBLIC HEARING

DR02-92 - Approval of site plan, landscaping plan, building elevations, lighting and design guidelines for a regional shopping center located at the northwest corner of Power and Ray Roads.

Senior Planner Mike Milillo informed the Board that DR02-92 was a request to approve the site plan, landscaping plan, building elevations, lighting and design guidelines for a regional shopping center located at the northwest corner of Power and Ray Roads. He used the visual aid to point out the San Tan freeway that bordered the project on the north side. He noted that the preliminary site plan covered all the majors indicated on the visual aid, as well as the shops and central corridor pads. He explained that they would also be approving the landscape plan, lighting details and the architectural elevations. He reminded the Board that they had seen the project in two previous study sessions. He pointed out that the applicant had made many changes over the past few months and Staff felt there was very strong site planning. The location of the main access driveway had been approved by the Town Traffic Engineer, MCDOT and the City of Mesa. The applicant had also provided a more detailed landscape plan which described the pavers, walls and refined circular driveway areas with different types of paving at the front of the Majors and Shops.

Mr. Milillo stated that Staff approved of the site plan and discussed the elevations. He used a visual aid to point out the refinements that had taken place on the elevations, particularly to Major J. He pointed out that there was a condition listed in the Staff report requiring that the building entrance features be revised to add articulation at the rooflines. He pointed out that there were new stipulations that were given to the Board that evening providing clarification for condition eight and adding condition fifteen, which required coordination with ADOT for the fencing along the freeway. He concluded by stating that the Staff was recommending approval with the conditions and asked for questions.

Board Member Chris Lindahl referred to Major J on the site plan and asked if the Staff had discussed the visibility issues that he had addressed earlier in a phone conversation.

Mr. Milillo replied that the Town Traffic Engineer felt the site distances in the internal circulation could be dealt with at the construction document phase. He explained that it was difficult to take a close look at it at that level of detail and would be more appropriate to discuss it at the construction document phase.

Seeing no other questions for the Staff, Chairman Darrell Truitt requested that the applicant come forward.

Rick Butler, 3020 E. Camelback Rd., Phoenix with Butler Design Group came forward. He stated that they agreed to all the stipulations and asked if there were any questions.

There werent any questions for the applicant.

Chairman Darrell Truitt asked if anyone from the public wanted to speak on the item. Seeing no one, he closed the public hearing and brought it back to the Board for discussion and action.

Board Member Chris Lindahl commented that the materials provided to the Board in their packets did not represent the intent of the project. He discussed the visual aids that were provided that evening and explained that they didnt see them until that evening. He asked the Staff to try to do a better job at getting the ultimate products distributed for review prior to the hearings.

A motion was made by Board Member Bob Deardorff, seconded by Vice Chairman Gary Petterson to approve DR02-92 subject to Staff stipulations.

Motion Carried 5-0.

Staff recommends approval for DR02-92, the final site plan for Phase I, the preliminary conceptual site plan for the remainder of the site, the final landscaping plan for Phase I, building elevations for the major tenants and in-line shops, internal drive aisles, arterial frontage improvements, parking fields, lighting and design guidelines for Gilbert Gateway Towne Center, located at the northwest corner of Power and Ray Roads, subject to the following conditions:

Construction of the project shall conform with the exhibits presented and conditions stipulated by the Design Review Board at the January 30, 2003 public hearing. Any revisions to the approved plans shall be reviewed by the Board prior to the issuance of a building permit for the project.

Establish “drive-thru design standards” that will be applicable to all of the PADS. These standards shall minimize pedestrian conflicts and screen drive-thrus along the Power and Ray Road frontages.

Construction site plans shall reflect the site amenities delineated on the “Hardscape Plan” dated 1-17-03 within the larger front setbacks located between Majors “A” and “J”. These site amenities shall also be distributed along the proposed shaded walkways through the parking area.

All square or rectangular-shaped decorative paver areas throughout the site shall be a circular-shaped to match the theme established at the front setbacks of the in-line stores and Majors.

Driveway location on Power Road for the future Pad located at the northwest corner of Power Road and Ray Road shall not be included in Phase 1 site plan improvements and is not approved with this application. This driveway is an integral part of the final site plan for this future pad and shall return to the Design Review Board for final site plan approval.

Revise the east elevation of Major J to provide additional articulation at the south and the north entrances. Revisions to the south entrance shall include raising the tower element to break up the continuous roofline, similar to the roofline proposed for Major B. Revisions to the north entrance shall add a gable roof element above 38, as proposed for Major A.

The intersection of Ray Road and Power is to be designed for double left-turns in all directions.

All of Ray Road (full improvements north of centerline, full median and two lanes plus five feet south of centerline) to be constructed within the project limits with Phase 1.

All outstanding traffic issues as outlined in this report shall be addressed to the satisfaction of the Town Traffic Engineer, the City of Mesa and the Maricopa County Department of Transportation (MCDOT) prior to construction documents review.

The developer will be responsible for installation of traffic control devices designed to restrict turning movements to right turns in and right turns out only at the northernmost and southernmost driveways on Power Road. These traffic control devices will be installed with the Phase 1 on-site improvements and may be removed once the ultimate median is installed on Power Road.

All driveways will have deceleration lanes for right turning traffic. Deceleration lane lengths shall be determined prior to construction document review.

The developer will be responsible for installation of two bus pullouts for the project. The Power Road bus pullout shall be located at the far side of the signalized main entry driveway. The Ray Road bus pullout shall be located at the far side of the Power and Ray Road intersection.

The landscaping plan for the future Pad at the northwest corner of Power Road and Ray Road is not approved as submitted in the Design Guidelines “Corner Monument Enlargement” dated January 3, 2003. An enhanced conceptual landscape plan that exceeds minimum requirements for this intersection and creates a strong statement at the Towns gateway shall be submitted as part of the Design Review application for this pad.

Revise the site plan to provide at least two drop off areas at front of Majors between “A” and “J” for Planning staff review and approval prior to construction document review.

Applicant shall coordinate the location of chain link fencing and the Loop 202 Freeway wall with the Arizona Department of Transportation (ADOT) at the northeast corner of the project.

DR02-106 - Approval of the final site plan for Phase I, the preliminary conceptual site plan for the remainder of the site, the final landscaping plan for Phase I, building elevations for the major tenants and in-line shops, internal drive aisles, arterial frontage improvements, parking fields, lighting and design guidelines proposed for a regional shopping center proposed on a 52.49-acre parcel at the northeast corner of Gilbert and Germann Roads.

Senior Planner Mike Milillo informed the Board that DR02-106 was located at the northeast corner of Gilbert and Germann Roads. He noted that the site proposed was approximately 53 acres and that they were asking for approval of the final site plan for Phase I, the preliminary conceptual site plan for the remainder of the site, the final landscaping plan for Phase I, building elevations for the major tenants and in-line shops, internal drive aisles, arterial frontage improvements, parking fields, lighting and design guidelines proposed for the regional shopping center. He used the visual aid of the site plan to discuss the pedestrian and vehicular circulation. He noted that there would be another commercial center on the other side of the road in Chandler. They had received a letter from the Chandler Traffic Engineer that stated they agreed with the location of the main driveway.

Mr. Milillo mentioned that the theme of the center was a village theme and provided a nice mix of materials and colors with lots of articulation to create interest on the elevations. He provided a new list of stipulations for the Board to review. He noted that the two conditions that were amended were to revise the conceptual landscape plan to eliminate any turf in the right of way and to enhance the plant materials and design to the corner at Gilbert and Germann Roads. He used the visual aid to discuss the changes in the stipulations.

Mr. Milillo stated that the applicant had an issue with condition 10, which was a revision to section 5 of the Design Guidelines for the light standards. He explained that the stipulation was added in order to provide consistency with the Commercial Design Guidelines. He noted that the applicant stated it would create a difficult situation for them because they would be under lighting certain portions of the site. Regarding stipulations five and six, he mentioned that the applicant wanted to coordinate with the Town on the specific design of the Welcome to Gilbert entry monuments. He pointed out where the signs would be placed using the visual aid and that they would be required to provide the location of the entry monuments. He recommended approval subject to the conditions listed in the Staff report.

Board Member Bob Deardorff asked to see the elevations of the rear of the shops that faced the freeway.

Mr. Millilo provided the visual aids of the elevations of Shops C and D.

Board Member Chris Lindahl asked if the freeway was depressed in the area. He questioned when they would lose the ability to see the buildings on the site when they approached the onramp and were going down.

Mr. Milillo replied that the freeway was depressed, but staff was not sure what the specific profile would be.

Board Member Chris Lindahl asked about the site visibility potential issues that he addressed earlier with Staff on the phone.

Mr. Milillo responded that the Traffic Engineer looked at the site and the intersections at the perimeter of the site and didnt find any problems at that point. He added that the Traffic Engineer would deal with the internal site distance visibility at the construction document level.

Board Member Chris Lindahl stated that he was comfortable with the issue if Town Traffic Engineer Bruce Ward was comfortable with it.

Chairman Darrell Truitt invited the applicant to come forward.

Rick Butler, 3020 E. Camelback Rd., Phoenix with Butler Design Group came forward. He mentioned that regarding stipulations five and six he would like the reference to the Welcome to Gilbert entry monuments be striken. He explained that traffic coming northbound and southbound might be confused with entry signs on both developments, one welcoming them to Gilbert and one welcoming them to Chandler on the opposite side of the road. He asked the Board to let them work with Staff to work out the details of the signage.

Mr. Butler discussed stipulation number ten. He asked the Board to allow them to put no more than 30% of the light stands in the pavement rather than always in the landscape island. He explained that they would rather do this than put them in all the diamonds because they could put very little landscaping in it with the light and provide the proper lighting. He stated that they would put decorative light bases around the lights that were not in islands. He explained that they would tie into the architecture with the decorative base and that they would have a nice look. He provided a visual aid of the proposed parking lot lights and discussed the photometric value. He concluded that they agreed to the rest of the stipulations and asked for questions from the Board.

Chairman Darrell Truitt commented that they were in the design review business and not in the welcoming business. He was comfortable putting more flexibility in the stipulation and allow the Staff to work the details out with the applicant.

Mr. Milillo added that it was a code requirement and that the stipulation was intended to require them locate it in a place that wouldnt compete with signage that was being placed on the site.

Chairman Darrell Truitt asked if they would be reviewing the monumentation sign with the rest of the sign package that they would approve.

Mr. Milillo replied that they would be approving the sign package at a later date.

Chairman Darrell Truitt agreed that they should discuss the sign with the rest of the sign package at a later date and that they could leave the stipulations as they were written.

Board Member Bob Deardorff clarified that the lights in the islands would be at least 70% of the total number of lights provide in the parking lot. He didnt have a problem making the change in the stipulation that the applicant had requested.

Chairman Darrell Truitt asked if anyone from the public wanted to speak on the item. Seeing no one, he closed the public hearing and brought it back to the Board for discussion and action.

A motion was made by Board Member Bob Deardorff, seconded by Vice Chairman Gary Petterson to approve DR02-106, subject to Staff stipulations, changing stipulation ten to strike the word “all” and substitute “a minimum of 70%”, and adding that “the remainder of the light poles (30%) shall have decorative bases”.

Motion Carried 5-0.

Design Review approval is contingent upon Town Council adoption of an Ordinance annexing the subject property into the Town of Gilbert and Town Council adoption of an Ordinance rezoning the subject property to C-2 PAD.

Construction of the project shall conform with the exhibits presented and conditions stipulated by the Design Review Board at the January 30, 2003 public hearing. Any revisions to the approved plans shall be reviewed by the Board prior to the issuance of a building permit for the project.

Applicant shall provide a vignette noting specifications of pedestrian amenities, including seating areas, landscape planters, paving materials and furniture within the larger building setbacks at the front of all Majors and Shops for Planning staff review and approval prior to construction documents review.

Applicant shall submit a detail noting specifications for hardscape, structures, raised planters and/or other elements proposed as the “Focal Point” where the main entry driveway approaches the Shops “A” for Planning staff review and approval prior to construction documents review.

The landscaping plan shall be revised to replace the proposed 24″ box Sissoo trees located in the required landscape setback at the front of Shops “C” and “D” with 36″ box trees and note the location of the “Welcome to Gilbert” entry monuments. The revised plan shall also eliminate all turf within the right-of-way at this corner.

Applicant shall provide a revised conceptual landscape plan showing enhanced landscaping and “Welcome to Gilbert” entry monument at the northeast corner of Gilbert and Germann Roads for Planning staff review and approval prior to construction document review. The revised plan shall also eliminate all turf within the right-of-way at this corner.

Revise the site plan to provide at least two drop off areas at front of Majors between “A” and “H” for Planning staff review and approval prior to construction document review.

Establish “drive-thru design standards” that will be applicable to all of the PADS. These standards shall minimize pedestrian conflicts and screen drive-thrus along the Gilbert and Germann Road frontages.

Applicant shall revise Section Two of the Design Guidelines to add “roof forms” to item 1. a, Building Elevations.

Applicant shall revise Section Five of the Design Guidelines for light standards to note that all a minimum of 70% of the light poles shall be installed in landscape islands. The remainder of the light poles (30%) shall have decorative bases.

Any site/landscaping or building design items not addressed in the guidelines is not permitted and will require DRB approval.

Applicant shall coordinate the location of chain link fencing and the Loop 202 Freeway wall with the Arizona Department of Transportation (ADOT) at the northwest corner of the project.

COMMUNICATIONS

A Report from the Chairman on current events.

Chairman Darrell Truitt questioned whether there was any progress on interviewing for the new Board member.

Council Member Dave Petersen announced that they had interviewed three people and had four more to interview the following week.

Report from the Planning Director on current events.

Planning Director Jerry Swanson commented that they had hired a new Senior Planner, Joseph Moon who was a planning manager in Apple Valley, CA. He stated that Mr. Moon had fifteen years of experience and would start on February 24, 2003

ADJOURNMENT

A motion was made by Vice Chairman Gary Petterson, seconded by Board Member Jacquelyn Cole to adjourn the meeting.

Motion Carried 5-0.

Chairman Darrell Truitt adjourned the meeting at 6:10 P.M.

ATTEST:

Recorder Trasie Johns

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