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4A Wichita Falls Economic Development Minutes - 08/18/2008MINUTES OF THE WICHITA FALLS BUSINESS PARK ASSOCIATION/ DEVELOPMENT REVIEW BOARD PRESENT: Bo Stahler Gary McLendon Dave Lilley Dick Bundy Lanham Lyne, Mayor AUGUST 18, 2008 § Members § City Council Bill Sullivan, City Attorney § Dave Clark, Director of Comm. Development § Linda Merrill, Recording Secretary § City Staff Tim Chase, President § Kevin Pearson, VP, Economic Dev. § BCI ABSENT: Gary Shores § Members Warren Ayres, President, 4B Sales Tax Corp. § Attendees Doug Burns § I. CALL TO ORDER The meeting was called to order at 4:05 p.m. II. APPOINTMENT OF OFFICERS AND MEMBERS TO THE DEVELOPMENT REVIEW BOARD Tim Chase remarked that the 4A Board members also serve as members of the Wichita Falls Business Park Association (WFBPA). Within that Association, there is a Development Review Board (DRB). There is a minimum requirement of three members on that Board. He suggested that the 4A Board appoint all its members to serve on the DRB. Mr. Stahler asked if two members would need to be present. Mr. Chase replied that three would be required. Bill Sullivan concurred; noting that three votes would be required to take any action, with five members on the Board. Mr. Chase stated that two members of the DRB are required to be landowners; there is no specific requirement as to the third member. The Association could appoint an architect, an engineer, or even a BCI member. For the time being, however, he suggests that the DRB membership be identical to that of the WFBPA. Mr. Stahler agreed. WFBPA/Development Review Board Minutes of August 18, 2008 2 Dave Lilley asked if the 4A Board members could resign, if need be. Mr. Chase noted that the Association appoints the DRB. As time passes, the Board may decide to outsource membership. Dick Bundy moved that all members of the 4A Board be appointed to serve on the Development Review Board of the WFBPA. Seconded by Mr. Lilley, the motion unanimously carried. Mr. Bundy further moved that the current 4A Board officers serve in those positions on the WFBPA (Gary Shores as Chairman; Bo Stahler and Vice Chairman/Secretga /Treasurer). The motion was seconded by Mr. McLendon, and unanimously carried. III. CONSIDERATION OF OLD DOMINION CONSTRUCTION PROJECT Mr. Lilley recused himself from the meeting during this discussion item. Building Mr. Chase said that Old Dominion sent in two sets of drawings, as well as a palette of colors and materials to be approved. Mr. Bundy and Mr. Pearson have reviewed these materials. Mr. Bundy said the company proposes constructing a metal building, using mineral- coated metal fascia panels. He noted the drawings indicate a tiltwall panel all the way up, topped with a built - up roof. They are proposing the fascia to cover up a metal roof. Mr. Chase indicated he would like the building to look like the one in the photo that Old Dominion enclosed with the drawings. Mr. Bundy replied that it will not, if they install the proposed seam roof. Kevin Pearson noted the Wichita Falls facility is smaller than those shown in the photos. Mr. Bundy acknowledged that Old Dominion has met the design guidelines, as metal panels are allowed. Fencing Mr. Pearson asked Dave Clark if he recalled a meeting with Old Dominion's architect, during which Mr. Chase said chain -link fence would be acceptable. Mr. Clark replied that he did not remember the meeting. Mr. Pearson said that Old Dominion proposes a six -foot high chain - link fence with three strands of barbed wire. It is not clear how far out the fencing would come. The development guidelines prohibit chain -link fencing. On the other hand, the property is in the rear portion of the Business Park. Pratt - Whitney has chain -link fencing. Mr. Chase interjected that the Stanley Tools building does, as well. Mr. Pearson said the Board would have to decide whether to allow this type of fence. Mr. Bundy said he would probably want to tell them the fencing in the front would need to be constructed of something other than security fencing. Mr. Pearson said the development guidelines require some type of relief to soften the chain -link fencing. The Board could require landscaping be planted to cover it. Mr. Stahler said they could plant shrubs, and the shrubs could die. Old Dominion would have met its obligation, but the end result would be the chain -link fencing. Mr. Chase asked Mr. Clark what other type of fencing could be used. Mr. Clark said chain -link fencing is an industrial material for industrial purposes, such as Old Dominion. He suggested the chain -link could be coated, but it is up to the Board. The coated variety comes in black or green. Mr. Pearson said they plan to use coated chain -link. Mr. Bundy said the WFBPA/Development Review Board Minutes of August 18, 2008 3 guidelines require that chain -link fencing be coated. Mr. Pearson said he did not think it was allowed at all. Mr. Bundy said it is on page 20 of the development guidelines. Mr. Pearson said the other document does not allow for it at all. This is not the first discrepancy he has found between the two documents. Mr. Bundy continued, stating that no wood, plastic or synthetic material is allowed; natural stone is the preferred material. He added that coated chain -link is required in both documents, and he does not feel the Board could legitimately request more from Old Dominion than its own requirements. Landscaping Mr. Chase asked if the company could be asked to plant shrubs in the front. Mr. Stahler said crepe myrtles make for a fast - growing cover. Mr. Clark said the City's frontage landscape requirements call for one tree every 40 feet. Landscaping requirements for parking lots depends on the number of parking spaces. Mr. Stahler noted the 2" live oak trees proposed by Old Dominion will be very small trees for several years. Mr. Chase had visualized their landscape as being similar to that down Fisher Road. The guidelines list the trees acceptable for planting, noting that they have to be planted every 50 feet. The guidelines also list the shrubs acceptable, and crepe myrtles are the first shrubs listed. Mr. Pearson noted that Old Dominion has agreed to talk to other companies, and cautioned against making unreasonable demands. Mr. Stahler stated that this is not an unreasonable demand. Mr. Pearson agreed, but added that if they are asked to change their plans significantly, they might not be willing to provide their assistance. Mr. Chase noted the development guidelines require 3" caliper tree trunks, with eight feet to the bottom of the canopy. That is larger than the trees the Board planted. He would like to insist the company put out at least what is now in the Park. Mr. Bundy proposed that, in lieu of asking for clarifications from the company, the Board instead indicate what it would approve. This project needs to move forward. Mr. Clark stated that he now recalled the meeting with the architect. The discussion was more about concepts than details. He does not recall a specific conversation regarding fencing. About a year and a half ago, there were discussions to make sure requirements between the City and the Board matched. Mayor Lyne added that where those requirements did not match, the City's regulations were more stringent. Mr. Chase asked the Board if they were satisfied with the lighting proposed by Old Dominion. He was pretty sure it would be downlighting. Mr. Clark suggested it would be helpful to the Board to develop a checklist. Plan Review Mr. Chase asked the Board if they wished to review plans as they come in. Mr. Stahler replied that only Mr. Bundy or Mr. Clark are qualified to review the plans. Mr. Chase said the Board could pay the City to review the plans in concert with its own requirements. Mr. Clark said the City would need to have an agreement in order to do that, and his staff would have to become completely familiar with the requirements. If his staff does become involved in this process, he asked to be provided with the most up -to -date guidelines and restrictions. It is a complicated process, but it could be done. The City charges a plan review fee, and it would be WFBPA/Development Review Board Minutes of August 18, 2008 4 possible to charge an extra plan review cost. The fee is probably based on square footage. The decision to have the City review the plans would be in the hands of the City Manager. Mayor Lyne said it is compatible with what the City would want. It makes sense to him to have the City ensure that both the City codes and the Business Park codes are in compliance. Mr. Clark would inform the 4A Board of any proposed deviations from those codes. Conference Call with David Mollenkopf Mr. Bundy noted that he could not tell what light fixtures are being proposed, nor where the security arm goes. Mr. Pearson said he could not tell if the signage proposed had interior illumination, as required. Mr. Chase placed a call to architect David Mollenkopf (Design & Construction Consulting) to get answers to these questions. Lighting Mr. Mollenkopf said the proposed lighting includes pole lights around the perimeter of the property, to shine back toward the building. The perimeter lights are shoe -box type lights. There are also flood -type lamps on the building, on six- to eight -foot poles, which shine out to the perimeter of the property. Mr. Chase said the flood -type lighting on the building will shine light toward Old Dominion's neighbors; Mr. Mollenkopf acknowledged this fact. Mr. Bundy asked if the perimeter lights were downlights. Mr. Mollenkopf said they are not either a true flood -style light, nor a true downlight; they can be directed. Mr. Clark observed the area is going to be very bright. Mr. Bundy expressed concern about light pollution. Mr. Mollenkopf replied they have run into that concern in other jurisdictions. There are ways to deal with it, and he'll come back to the Board with alternatives. Mr. Bundy said that Old Dominion is setting a precedent by being the first business to locate in the Park. The Board wants to keep the skies as dark as possible. Mr. Mollenkopf said he understood. Fencing/Landscaping/Signage Mr. Chase said the development guidelines call for chain -link fencing to be vinyl coated. Mr. Mollenkopf agreed. Mr. Chase then stated the guidelines require 3" caliper trees, but only 2" caliper trees are proposed. He then added that the Board would like some landscape along the front of the property, against the fence, in order to soften that fence line. He said crepe myrtles are prolific in this area, look good and grow fast. Mr. Mollenkopf said he understood. Mr. Chase asked if the sign is backlit. Mr. Mollenkopf said it is powered and backlit. Mr. Bundy referred to the photos of an existing two -story structure. Mr. Mollenkopf said he sent the photos to show the proposed color scheme. Mr. Bundy said the two -story building looked like it had some sort of built -up roof. He asked if such a roof was ever considered for this location, to eliminate the standing seam roof and flying cap. Mr. Mollenkopf said they have done conventional -style roofing at other locations. However, this was a small enough structure to be more cost effective to go with a pre- engineered building frame. Mr. Bundy said he would prefer the building to have a level parapet and built -up type roof like the one in the photo. Mr. Mollenkopf said that was looked at eight to ten months ago and deemed to be cost prohibitive. Everything comes down to dollars and cents, and that would be building above the needs of a truck terminal. ' WFBPA/Development Review Board Minutes of August 18, 2008 5 Mr. Chase asked Mr. Mollenkopf to hold, and muted the phone. He asked the Board if they would be interested in finding out the cost difference between constructing the facility as proposed versus how the Board would prefer it be built. Mr. Bundy agreed. Mr. Chase then brought Mr. Mollenkopf back into the conversation, and asked if he could put together such a cost differential. Mr. Mollenkopf said he could. Mr. Chase then stated that is all of the issues, and confirmed that Mr. Mollenkopf would come back to the Board with another landscape scheme. Mr. Mollenkopf said they will also look again at the lights. He asked if the sign was okay. Mr. Chase replied that it was, but noted that he did not see a monument sign, as is called for in the guidelines. Mr. Mollenkopf said they can do that. He expressed his appreciation to the Board for looking at the proposal as quickly as they have. He said he will get something back to them in a few days. The phone conversation was terminated. Plan Review Completed Mr. Clark said the Board had, in effect, completed its plan review when Mr. Chase said those were all of the issues the Board had. The City gets hammered if that is said to a developer, but then asks for more. Mr. Chase said he could call him back and clarify that he knows what he is sending back will generate a second review. Mr. Clark said even the DRB has said that is all the issues it has. There can be no more issues. Mayor Lyne said Mr. Chase might need to say that Mr. Mollenkopf clarified some issues, but the process is not yet complete. Mr. Chase said the approval process consists of two steps — once this group is satisfied, it is then approved by the City Council. Mr. Clark stated that with the discussion held today with Mr. Mollenkopf, the Board preempted any design review the City may have done on this issue. He cautioned the Board not to come up with more things they want done in subsequent conversations. Mr. Bundy agreed that the Board should not say this is all the issues if it is not. He noted there is a dashed line on the maps that has no key to indicate what it represents. Mayor Lyne said it is a valid point, but it depends upon Mr. Mollenkopf's interpretation of that statement. Mr. Pearson added that most everything the Board does is in writing. IV. ADJOURN. Mr. McLendon moved, seconded by Mr. Bundy, that the meeting be adjourned. The motion unanimously carried, and the meeting was as adjourned at 5:05 p.m. -a Bo Stahlei