Design Review Board Special Meeting Minutes

1025 S. Gilbert Road

March 27, 2003

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

STAFF PRESENT: Planning Director Jerry Swanson, Planning Manager Maria Cadavid,

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

I N D E X

PLANNER CASE PAGE VOTE
CONSENT DR02-47 2 APPROVED
CONSENT DR02-124 2 APPROVED
MR. MILLILO DR02-33 3 CONTINUE
MS. JOHANNECK DR02-71 3 CONTINUE
MS. CADAVID DR02-94 3 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 David Gibson, seconded by Vice Chairman Gary Petterson to approve the agenda.

Motion Carried 7-0.

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.

CONSENT ITEMS

Chairman Darrell Truitt read the list of consent items and asked if anyone from the public wanted to speak on any of these cases.

No one came forward.

Chairman Darrell Truitt requested a motion to approve the consent items.

A motion was made by Board Member Chris Lindahl, seconded by Board Member Jacquelyn Cole to approve the consent items, subject to Staff stipulations.

Motion Carried 7-0.

DR02-47  Final Site Plan amendment for the Shoppes at Val Vista at the southwest corner of Williams Field Road and Val Vista Drive.

Approval of an amendment to the final site plan for the Shoppes @ Val Vista to allow an additional 30 wide right in/right out driveway on Williams Field Road subject to the following conditions:

Driveways on Williams Field Road and Val Vista Drive for the Shoppes at Val Vista shall be built per Exhibit 2, dated March 27, 2003.
All other conditions of the final site plan for the Shoppes at Val Vista established by the Board on September 18, 2002 shall remain in effect.
DR02-124  Approval of the comprehensive sign package for the Shoppes at Gilbert Commons proposed south and west of the southwest corner of Cooper and Baseline Roads.

Approval of the comprehensive sign package for Gilbert Commons (DR02-124) subject to the following conditions:

Exhibit for signs type A and B shall be revised to reduce the sign area approximately 12 square feet to be within the maximum permitted sign area of 65 square feet. A revised exhibit shall be submitted to staff prior to issuance of any sign permit for the Shoppes at Gilbert Commons.
Monument signs C and D shall be used to display graphics for major tenants A thru E and shops A-B, and D.
Language on page 4 item 3 (freestanding pad tenants) of the Comprehensive Sign Package for the Shoppes at Gilbert Commons shall be revised to clarify that wall sign allocation for a pad building is based on the distance from the right-of-way. Revised language shall be submitted to staff prior to issuance of any sign permits for this shopping center.
PUBLIC HEARING

DR02-33 - Approval of the Comprehensive Sign Plan for Jack in the Box, located at the northeast corner of Cooper and Guadalupe Roads.

Planning Manager Maria Cadavid informed the Board that the Staff spoke to the applicant earlier that day and the applicant had requested a continuation of DR02-33 to the next meeting.

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 action.

A motion was made by Board Member David Gibson, seconded by Vice Chairman Gary Petterson to continue DR02-33 to the next regularly scheduled meeting.

Motion Carried 7-0.

DR02-71 - Review and approval of revised exterior elevations for the Higley Retail Center, a 9,957 square-foot retail building located north of the northwest corner of Guadalupe and Higley Roads.

Planning Manager Maria Cadavid informed the Board that the Staff spoke to the applicant the previous week and the applicant had requested a continuation of DR02-71 to the next meeting.

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 action.

A motion was made by Vice Chairman Gary Petterson, seconded by Board Member Chris Lindahl to continue DR02-71 to the next regularly scheduled meeting.

Motion Carried 7-0.

DR02-94  Approval of the open space plan, plant palette, entry monument; common area and amenities, and walls plan for Williams Lyon Homes at Cooley Station.

Planning Manager Maria Cadavid explained that DR02-94 was a request for the approval of the open space plan: plant palette, entry monument; common area and amenities, and walls plan for Williams Lyon Homes at Cooley Station. She noted that it was zoned late last year to a Planned Area Development (PAD) overlay with zoning designation of (R1-5 and R1-6) Single Family Residential. She pointed out that the Boards packet included the zoning standards and the reductions that were approved in lot sizes.

Ms. Cadavid explained that the challenge of the project had been to work with the applicant to develop the first complete well designed project in the Gilbert Gateway Character Area conforming to the required guidelines. She provided exhibits of the landscape master plan and pointed out the passive and open spaces on the visual aid. She also passed out packets of the landscape plan for the Board members to review. She discussed the wall plans and used the visual aid to point out the materials proposed.

Ms. Cadavid reviewed the three major active areas, Tract GG, Tract R and Tract E. She used visual aids to describe the hardscape, landscape, types of walls used and tot lots included. She discussed the walls proposed along Rittenhouse Road and that the General Plan proposed that Rittenhouse would be an open trail. She pointed out the view walls and open space that were proposed along Rittenhouse Road.

Ms. Cadavid used the visual aids of the tot lots to describe what would be included in the open spaces. She pointed out the landscaping that would be included in these areas. She concluded her presentation by stating that the Staff was recommending approval with the six stipulations that addressed minor technical adjustments.

Board Member David Gibson questioned if the train tracks would be removed or remain active.

Ms. Cadavid replied that the tracks would not be removed.

Board Member David Gibson noted that there was not a landscape buffer between the railroad tracks and the houses.

Ms. Cadavid responded that the Rittenhouse Road alignment, which would be a part of the trail system, would be immediately adjacent to the project and would provide the required buffering.

Board Member Chris Lindahl asked if Rittenhouse Road was a major arterial.

Planning Director Jerry Swanson explained that the Town intended to abandon Rittenhouse Road, removing about half the pavement to keep as a trail.

Chairman Darrell Truitt questioned exactly what the Board was approving that evening.

Ms. Cadavid responded that they were approving the concept of the open space and the material and design must comply to the exhibits provided that evening.

Chairman Darrell Truitt noted that the drawings didnt include very much definition and asked if the Staff felt it was sufficient. He used an example of the Ramadas that were intended to be approved.

Board Member Bob Deardorff pointed out that the details of the Ramadas were included further back in the packet that was provided to the Board that evening.

Chairman Darrell Truitt was concerned that they didnt get much in their packet to review prior to the meeting and had to make a determination of the project that evening with the newly provided exhibits.

Ms. Cadavid explained that the Staff had given extra time to the applicant in order to get as much information in the exhibit that the Staff would stamp after the meeting that evening. She noted that the previous submittal did not have enough information. She briefly reviewed the exhibits again discussing the additional details that the applicant had provided.

Chairman Darrell Truitt asked what would be used for the lighting in the development.

Ms. Cadavid provided an exhibit of the lighting that was proposed and described where each fixture would be used.

Chairman Darrell Truitt asked the Board if they were comfortable enough with the exhibits that evening in order to approve them. He added that it was a lot to absorb in a short time.

Board Member David Gibson questioned if the lighting fixture two and four would have frosted glass and if there would be a problem with direct glare.

Ms. Cadavid deferred the question to the applicant and stated that the lighting fixtures had also been implemented in the downtown Heritage District area. She pointed out that the lights were also in compliance with the Gateway Design Guidelines.

Board Member Chris Lindahl stated that it appeared that the property lines for the lots extended to the back of curb with detached sidewalks.

Ms. Cadavid agreed and added that the right of way line was at the back of curb as specified in the zoning ordinance.

Board Member Chris Lindahl questioned who would maintain the landscaping area between the back of curb and face of sidewalk.

Ms. Cadavid replied that the Homeowners Association would maintain the 8.5 feet strip.

Board Member Thomas Bohlen pointed out that the perspectives looked different than the elevations. He asked if they were approving the elevations and not the perspectives.

Chairman Darrell Truitt responded that they should focus on the details and not the perspectives.

Board Member Chris Lindahl questioned what trees were proposed along the streets.

Ms. Cadavid replied that the Fan Tex ash would not be used and the applicant would need to comply with the ADWR list to select a tree type that had similar characteristics that would be in compliance with the Gateway Standards. She noted that they had a stipulation regarding this issue. She added that the other trees proposed were Brazilian Peppers and Evergreen elms.

Vice Chairman Gary Petterson didnt agree with ADWR and their restriction on the Fan Tex ash.

Chairman Darrell Truitt invited the applicant to come forward.

Greg Davis, 3941 E. Cody Circle, Gilbert with Iplan consulting came forward. He stated that there was not any frosted glass proposed on the fixtures.

Board Member David Gibson commented that he thought the frosting would help to prevent the glare.

Mr. Davis reviewed the lights using the visual aid.

Board Member Jacquelyn Cole questioned if it would be a problem that there was only one entrance into the subdivision.

Mr. Davis pointed out the second entrance that was provided in the subdivision.

Chairman Darrell Truitt commented that there was a limited number of entrance and exit points for the number of units, but that it wasnt in their purview.

Mr. Swanson noted that the railroad tracks and the subdivision to the west had limited the developer opportunities to provide more entrances.

Board Member Thomas Bohlen questioned if there would be pedestrian access from Rittenhouse trail into the development.

Mr. Davis pointed out, using the visual aid the area that was provided for pedestrian access. He explained that they had struggled with how Rittenhouse Road existed today, which wasnt a good neighbor and what it would become as a trail. He explained that they had designed the subdivision to incorporate three major open spaces to connect to Rittenhouse and would have opportunities for access when it became a trail. He commented that they believed it to be detrimental to the project to provide the connection when they developed the project because of safety reasons.

Chairman Darrell Truitt suggested that they provide the connection when they develop the project. He stated that they might want access to an arterial road. He used an example of a jogger that would have to jump the fence to jog along Rittenhouse Road.

Mr. Davis replied that Rittenhouse Road didnt have any pedestrian sidewalks.

Chairman Darrell Truitt was concerned about who would bear the cost of adding the connection to Rittenhouse trail once the project was developed. He questioned what mechanism was provided to ensure that this connection was made.

Mr. Swanson replied that they would make a condition to provide the access on a subdivision plat approval.

Chairman Darrell Truitt recommended that they make the connection now to a gate and have the gate locked. He added that it would communicate to the homeowners that the connection was going in prior to them purchasing their homes.

Vice Chairman Gary Petterson agreed with Chairman Darrell Truitts comments.

Mr. Davis was concerned about matching the gates to the trail when it was developed.

Mr. Swanson advised that the Town would match the gates when they built the Rittenhouse trail.

Mr. Davis agreed to add this as a condition if it was the wish of the Board.

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 Vice Chairman Gary Petterson, seconded by Board Member David Gibson to approve DR02-94, subject to Staff stipulations adding a stipulation to state that the connection to the Rittenhouse trail would be installed for future use.

Motion Carried 7-0.

Approval of the open space plan for William Lyon at Cooley Station (DR02-94) subject to the following conditions:

The Open Space plans (plant palette, local streets planting, Rittenhouse road hardscape/landscape design, common areas design and amenities, lighting design and wall plans) shall be built per exhibits approved by the Design Review Board on March 27, 2003.
The Typical Roadway Planting Exhibit shall be revised to replace the Fan Tex ash proposed in the local streets medians with tree specie of similar design characteristics and contained in the ADWR list. Water conservation forms shall be updated to reflect this and any other revisions to demonstrate compliance with the non-per capita ordinance. Revision to the exhibit and the updated information on water conservation is required prior to the design review public meeting and to the issuance of a landscaping permit respectively.
The overall master plan shall include a section detail of Recker road that addresses median design, moving lanes, type of trees noting the spacing and size, and the light fixtures proposed following the draft guidelines of the Gateway Area arterial streetscape.
The Rittenhouse Road Design Exhibit shall include clear information on the type and size of trees along the Rittenhouse road alignment. These trees shall be installed by the builder prior to occupancy of the housing units next to these areas.
Construction document for the amenities master plan shall include clear notation on the finish material for the tot lots areas and coverage and type of the ADA tot turf required surface.
Lighting and Trail Master Plan shall be revised to address technical discrepancies in the notation prior to construction documents review and three additional bollard lighting fixtures shall be added in the northern portion of tract R next to the equestrian trail.
The connections to the Rittenhouse trail shall be installed with this phase of the project for future use.
COMMUNICATIONS

A Report from the Chairman on current events.

There was no report given.

Report from the Planning Director on current events.

Planning Director Jerry Swanson informed the Board that the Commercial Design Guidelines would be going to the Planning and Zoning Commission for a public hearing on April 2. He added that the sign code had a final draft that would be released for a public hearing to the Planning and Zoning Commission on April 16.

Chairman Darrell Truitt questioned whether there was a plan to have the sign code presented to the Board.

Mr. Swanson replied that they could add a presentation of the sign code to the Boards next agenda.

Board Member Bob Deardorff thought they should review the sign code since they would be using it in the future. He asked for an advanced copy to look at and review.

Planning Director Jerry Swanson suggested that Mr. Swanson provide a presentation that summarized the principal elements regarding the signs including the changes that would be made to the monument and freeway signs.

Mr. Swanson replied that he had a document that outlined the major changes and would provide this for the Boards review along with the draft code. He added that they would include the item on the Boards agenda for the next meeting.

ADJOURNMENT

A motion was made by Board Member Jacquelyn Cole, seconded by Board Member Thomas Bohlen to adjourn the meeting.

Motion Carried 7-0.

Chairman Darrell Truitt adjourned the meeting at 6:20 P.M.

ATTEST:

Recorder Trasie Johns

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