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HomeMy WebLinkAbout09/28/2010 P&ZMINUTES CITY OF THE COLONY PLANNING AND ZONING COMMISSION SEPTEMBER 28, 2010 After determining that a quorum was present, the Planning and Zoning Commission of the City of The Colony, Texas convened into regular session which was held on Tuesday, September 28, 2010 at 6:30 PM in the City Council Chambers located in City Hall, 6800 Main Street, The Colony, Texas, at which time the following items were addressed: Board Members Present: Karen Hames, Chairperson; Deville Hubbard; David Terre; Eddie McCormick; Debbie Morrison; and Brian Wade (arrived 6:33 pm). Board Member Absent: Helene Parker Staff Present: J. Michael Joyce, Development Services Director; Brooks Wilson, Senior Planner; Brant Shallenburger, Construction Communication Facilitator/Legal Coordinator; and Felicia Koppang, Development Services Coordinator. 1.0 CALL REGULAR SESSION TO ORDER Chairperson Hames called the meeting to order at 6:32 PM. 1.1 Citizen Input No citizen input was received. 2.0 CONSENT AGENDA 2.1 Consider approval of the minutes of the August 31, 2010 Regular Session. It was moved by Commissioner McCormick to approve Item 2.1 as presented, seconded by Commissioner Morrison, and unanimously carried (6-0). 3.0 WORK SESSION 3.1 Work session and receive a report from Brant Shallenburger, Construction Communication Facilitator/Legal Coordinator, regarding updates on the Main Street/FM 423 and North Colony Avenue construction projects and other miscellaneous changes that are on-going in The Colony. Mr. Joyce made an announcement to advise the Commissioners of Mr. Sheridan's departure from the City and the appointment of Mrs. Brooks Wilson as Senior Planner. Mr. Shallenburger spoke to the Commissioners about the upcoming North Colony Boulevard widening. The project consists of the addition of turn lanes, updating the slip roads, sidewalks and adding trails from Curry Drive to the west to Squires Drive to the east. He advised that the project cost totaled at $7.4 million, $5.92 million was provided by the state with the remaining balance of $1.48 million provided by the county. The North Colony Boulevard widening project is not being funded by the City of The Colony at all. Communications-wise, a letter was sent out Planning and Zoning Commission September 28, 2010 Page 2 of 4 to all residents in their water bill and at the beginning of October a pamphlet will be sent as a follow-up to advise residents of the construction in order to be as pro-active as possible to make things as least painful as possible. A letter was also sent out to the property owners along North Colony Boulevard in reference to the trees on their property, which advises the property owner if they would like to have the trees removed during the process of the construction, the City would remove them. All the trees marked along North Colony Boulevard are the trees that confirmation was received back by the property owner advising the City to remove the tree. The construction will begin in October of 2010 and is expected to be completed by March of 2012. Other forms of communication in regards to both projects will be available, including but not limited to Twitter, Facebook, website information, email notification and Mr. Shallenburger is a available 24/7 via phone. Mr. Shallenburger continued in speaking with the Commissioners about the upcoming Main Street (423) Widening. Right-of-Way acquisition is in process, however, should be completed in November. The widening will provide eight (8) lanes from SH121 to Cougar Alley and six (6) lanes throughout the remainder of the City. The current patchwork being done by TXDOT is scheduled to be completed by October 22, 2010. He advised that the project cost totaled at $78.2 million, $73.3 million was provided by the state, $4.9 million provided by the county and the remaining amount of $1.7 million will be provided by the City. The money that will be provided by the City will be used primarily for aesthetics on the project such as sound walls, entry features and/or burying utilities. Right-of-way acquisition as of the end of August consisted of 83 parcels to be acquired, 83 offers have been made and 57 deeds signed. The anticipation is that by the end of November, all of the right-of-ways will be acquired. There are at most 3 parcels that will require litigation, however the litigation will not hold up the construction plans. The timeline for the project is fluid. Utility relocation is expected to begin in January 2011, the project will be let in August 2011, with construction beginning October-November 2011 and the scheduled completion to be in March 2014. Mr. Shallenburger indicated there will be roughly a 4-6 month timeframe when both projects will overlap. North Colony Boulevard is proposed to keep a minimum of one lane open in each directions with access to facilities maintained at all times with temporary roadways. Main Street is proposed to keep a minimum of two lanes in each direction open at all times. The plan is that people that can take alternate routes will, to allow the people that have no other option will have as little of an inconvenience as necessary. Communication with the businesses that will be affected are initially planned to be as face to face. In January, there will be a dinner for the business owners in order to go over the plans for the widening and to answer any questions or concerns the business owners may have. The City will allow temporary signage during the construction to allow visibility for the businesses that will be affected. Commissioner Terre asked if the beginning of the North Colony Boulevard construction to the west was beginning in front of Fire Station #3 and what construction is being done on the west side of Main Street. Mr. Shallenburger advised that the construction begins just east of Fire Station #3 and the construction will be widening to add at least one additional lane to include a turn lane for traffic heading south on Main Street. Planning and Zoning Commission September 28, 2010 Page 3 of 4 Chairperson Haines asked why there was a delay in the construction beginning on Main Street when it was her understanding that the construction should have taken place years ago. Mr. Shallenburger stated he was unsure. He continued in stating that anytime there is a state project of this size, there are typically delays. His understanding was there were funding issues. Chairperson Haines stated the initial plans indicated that the construction would be in three phases and asked if the construction on Main Street was going to be done all at once. Mr. Shallenburger responded that the construction will be done in three phases. The initial phase is utility relocation that has already begun from Lebanon Road north to the 423/720 split. The other two sections are scheduled to be done at the same time. Commissioner Morrison asked if during the North Colony Boulevard construction, there will be improvements done to the area at North Colony Boulevard and Joy Drive to help with flood conditions. Mr. Shallenburger responded that during the North Colony Boulevard construction, there will be drainage improvements, primarily the culvert by Griffin Middle School but there will be other drainage improvements throughout the construction area. Vice Chairman Wade asked if the trees that are being removed along North Colony Boulevard are expected to be replaced by the City. Mr. Shallenburger advised that the majority of the trees that are being removed are due to the roots causing problems with the curb, sidewalks or slip roads. Some residents want them removed because they are too difficult to maintain and there are a few that are having their trees removed because they are the only ones within a row of houses that was not removing their trees. He continued in stating that landscaping will be done along North Colony Boulevard and within the medians. Mr. Joyce added that he had previously spoken with Keith Helms in the Parks and Recreation Department about the trees and Mr. Helms advised that the intent with the landscaping is to replace the trees that will be removed with new like caliper trees. Commissioner McCormick asked if the City knows of trees that the roots are causing problems with the curb, sidewalks and slip roads, would the decision to remove those trees still be the homeowner's. Mr. Shallenburger responded that the homeowner has the decision whether or not to remove trees, unless the tree is determined by the construction company or engineer that it is causing enough of a problem that it is necessary to be removed to prevent future damage. Commissioner McCormick asked if there was a brochure available for the Main Street widening project. Mr. Shallenburger advised no. He continued in stating that the intent of the North Colony Boulevard brochure was to give the public the information that was pertinent to them and their situation. The Economic Development Director, Keri Samford, produced a "Business Survival Planning and Zoning Commission September 28, 2010 Page 4 of 4 Guide" tailored specifically for the businesses along Main Street about what to expect, what to do to minimize the hardship and how to keep customers coming in to the business. The "Business Survival Guide" will most likely be presented to business owners during the dinner that will be scheduled in January. Mr. Shallenburger stated that an informational brochure will probably be sent to residents closer to the construction timeline in utility bills, however will probably not include a map since the construction covers a lot of area. Vice Chairman Wade asked where the hike and bike trail will be located. Mr. Shallenburger responded that the sidewalk will remain; the hike and bike trail will run along the sidewalk until it reaches a slip road, when it will be on the slip road, which will be one-way. Vice Chairman Wade stated he often sees people travel the wrong direction on the slip roads which is a concern if there will be a hike and bike trail on them. Mr. Shallenburger stated that the new medians that are being put in should alleviate the frequency of the traffic traveling the wrong direction. There being no further questions or discussion, Chairperson Hames adjourned the Work Session at 7:00 pm. C %A caQenSOPJ