MINUTES OF MEETING INDIAN HILL PLANNING COMMISSION JUNE 21, 2011

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1 MINUTES OF MEETING INDIAN HILL PLANNING COMMISSION JUNE 21, 2011 The regular meeting of the Indian Hill Planning Commission was held on Tuesday, June 21, 2011 at 7:00 p.m. in the Council Chambers of the Village Administration building. Members Present: Members Absent: Officials Present: Visitors Present: Paul F. Madden Jane G. Koppenhoefer Abbot A. Thayer Laura S. Raines Richard C. Wiggers Michael W. Burns, City Manager David M. Couch, Assistant City Manager Christine Hollatz, 7545 Demar Road Christine Stacey, 8065 Brill Road Virginia Hollatz, 7545 Demar Road Brianna Cole, Greenacres Foundation Carter Randolph, Greenacres Foundation Amy Casper, 6205 Shadyglen Road Charles Lang, 54 Orchard Knoll Drive Jim Breitenbach, Aristocrat Drive, Harrison, OH Bonnie Mitsui, 7400 Given Road Jane Randolph, 8225 Spooky Hollow Road Guy Randolph, 8225 Spooky Hollow Road Jackie Quay, 9184 Hopewell Road Sarann & Tom Mock, 2815 Erie Avenue Stephen Sehlhorst, 8500 Blome Road Helen Black, 5900 Drake Road Gerrie Stapf, Zig Zag Road Nancy King, 6309 Arrowpoint Drive, Loveland, OH Rose Sampson, Tanager Hills Drive Pam Sidney, 844 Deerway Drive Wendy McAdams, 7767 Shawnee Run Road Inger Sonntag, London Ridge Court Gene Wilson, 7730 Tecumseh Trail Kevin Flowers, IZAAK Walton League of America Cathy & Ken Born, 6256 Vistaridge Lane Judy Mitchell, 8560 Kugler Mill Road Sally & Tom Scholt, 6021 Bayberry Drive Stephen & Peggy Schatz, 7920 Cooper Road Helen Asburg, 5536 Mapleridge Drive John Rowe, 5536 Mapleridge Drive

2 Page 2 Jill Cowman, 5381 Kugler Mill Road Jeff Hayes, 8440 Blome Road Kim & Kayla Kramer, Snider Road Christina & Heidi Shannon, 5258 Bayberry Drive Beth & Bruce Hellman, 8180 Ravenswalk Lane Jerry Pike, 9690 Amberwood Court Cathy Crain, 900 Adams Crossing, Cincinnati, OH Therese Hunolt, 7700 Graves Road Sarah Dessner, 6200 Hawk Ridge Road Laura, Katie, & Anna Karnes, 6909 Mt. Vernon Avenue Melissa Frederiksen, 7767 Remington Road Morgan Powers, 5800 Mohican Lane Nancy Morgan, 9823 Brower Road George Wile, 5545 Drake Road Michael Seacrest, Blanchester, OH Chairman Madden called the meeting to order and asked for everyone in attendance to please stand, raise their right hand, and be sworn in prior to speaking on behalf of the case being presented. Chairman Madden asked for comments or corrections to the May 17, 2011 Planning Commission minutes. There being none, Mrs. Raines made a motion to approve the minutes. Mrs. Koppenhoefer seconded, and the minutes were approved by a unanimous voice vote. Item Number 1: The Indian Hill Planning Commission will review a site clearance application filed by the Greenacres Foundation at 8255 Spooky Hollow Road. The site clearance application is for the construction of an indoor riding arena to be located at Winding Creek Farm at 8400 Blome Road. Dr. Carter Randolph, Executive Vice President of the Greenacres Foundation, comes before the Commission to present the application for the indoor riding arena. Dr. Randolph notes that the Greenacres Foundation was formed approximately twenty-two years ago by Louis and Louise Nippert as a gift to the community to conduct educational opportunities for children primarily from kindergarten through sixth grade in the areas of the outdoors, sustainable agriculture, horsemanship, and cultural arts. Dr. Randolph displays a PowerPoint presentation showing the location of the proposed arena. The existing driveway will be used for access to the arena. A new gravel drive will be used during the construction period, and will be removed once the project is complete.

3 Page 3 The typical hours of operation will be from 8:00 a.m. to 10:00 p.m. The arena will be used for classes, horse shows, pony club events, cattle shows and sales, as well as providing shelter for outdoor classes during inclement weather. Currently more than 50% of the visitors participating in programs at the Greenacres Foundation are Indian Hill residents. Programs offered include Equine, Environment and Agriculture Education, Fresh Water Project, Horticulture Education, Arts Education, and Arts Programs. Greenacres Foundation currently has about eighty-two (82) students eleven (11) months a year. Fifteen percent (15%) of the student body consists of At-Risk students which are inner city children and students from lower income communities. These children will have the opportunity to see and handle a horse through the program. Events that will be held at the arena include nine (9) horse shows per year, one (1) fundraiser/banquet to raise scholarships so the At-Risk students can come to Greenacres, and a Ride-A-Thon once per year. Dr. Randolph continues by showing slides of the proposed arena on the site. Dr. Randolph states that the closest neighbor will be approximately 790' away, and the distance to Blome Road is 832'. Dr. Randolph notes that he has given Mr. Couch six (6) letters from individuals in support of the proposed arena and a copy of the agreed entry that set up the special exception for Greenacres. In conclusion, Dr. Randolph states that the approval of the site clearance is consistent with the May 1983 Land Use Objectives and Policies of the Village of Indian Hill. Staff Report: Mr. Couch states that the Greenacres Foundation, located at 8255 Spooky Hollow Road, is requesting Planning Commission review and approval of a site clearance application for the construction of an indoor riding arena located at Winding Creek Farm at 8400 Blome Road. The Greenacres Foundation operates as an approved special exception under the continuing jurisdiction of the Planning Commission in accordance with section Continuing Jurisdiction of Planning Commission; Reconsideration and Revocation Uses authorized by the Commission as special exceptions shall be subject to the continuing jurisdiction of the Commission and all future applications for site clearance shall be approved by the Commission before the issuance of a site clearance, and no changes in the use as authorized by the Commission shall be made without permission of the Commission.

4 Page 4 Mr. Couch reviews previous actions by the Planning Commission related to the Greenacres Foundation as follows: December 19, 1989 The Commission approved a special exception granting the Greenacres Foundation permission to hold educational classes, meetings, assemblies, and establish an environmental and agricultural educational center. It was also noted that the special exception was granted on the basis of compliance with the four (4) foundation purposes or strategies outlined by Dr. Randolph. April 20, 2004 The Commission approved a special exception request with conditions to permit using the main house of Winding Creek Farm, located at 8400 Blome Road, as a Place of Public Assembly including educational classes, meetings, agricultural activities, and learning center. In November of 2004 those conditions were removed through a judgment hearing. The Greenacres Foundation has operated as an approved special exception in the Village since 1989, offering a broad range of educational programs both indoors and outdoors. Programs and classes include areas such as environmental, agricultural, cooking, art, music, and horse riding among other programs. The Planning Commission granted a special exception on April 20, 2004 allowing the Winding Creek Farm main house to be a place of public assembly, extending their boundaries south of Sycamore Creek and adding an additional 245 acres to the foundation. The Greenacres Foundation has submitted a site clearance application for the installation of an indoor riding arena to accommodate instructional riding classes during inclement weather. Although the applicant operates as an approved special exception and there are no changes in use, any associated structure requiring site clearance approval must be approved by the Commission in accordance with the Indian Hill Zoning Ordinance. The location of the proposed structure is centered somewhat in the middle of the farm adjacent to the greenhouse, existing stables, and outdoor riding club. The building arena measures approximately 300' X 150', and has a finished front mean height of 25' 6" or an average finished grade height of 28'. The structure is a pre-engineered metal building with steel framing, pre-finished steel siding, and pre-finished steel roofing. Added to the front of the building will be a viewing area constructed of the same materials measuring 24' X 48' X 18' with windows in the front and on each side. A portico or entry will extend 6' leading to the viewing area. Split sliding doors are located on the front and south side of the building to provide arena floor access. The sidewalls of the building are similar to airplane hanger doors. When the doors of the sidewalls open they provide large overhangs creating shade and shelter from rain. This also creates ventilation for the structure, but does not allow for access due to the arena floor being 5' lower than the building grade line. There is no exterior lighting proposed, although interior lighting will be needed but is not expected to be visible to the outside. There is no septic planned. A gravel parking area is

5 Page 5 shown on the south side of the building and will accommodate twenty (20) vehicles for special events. The smaller parking lot shown on the plan located on the north side of the building will be the primary parking area for the arena. The existing service drive will provide ingress/egress to the building. No new roads will be needed. Drainage will be managed on-site with the natural grades. However, there are plans for a water retention system, and a plan to capture roof water to reduce their water needs. There are no building permit requirements from Hamilton County since the property has a current agricultural use value or exemption under the CAUV Program. It is the intent of the Greenacres Foundation to use the facility primarily during inclement weather and winter months. The building would also be used for an occasional pony show, livestock judging, and livestock sales. The normal operating hours are from 8:00 a.m. to 10:00 p.m. There are currently eighty-two (82) students enrolled in the weekly equine program, of which 70% are Indian Hill residents. Mr. Couch states that there are several other indoor riding arena s located in the Village. Some are listed below: Camargo Club Stables at Shawnee Run Road Hoyt Property at Hopewell Road Tytus Property at Indian Hill Road Magro Property at Perin Road Mohab Property at Kugler Mill Road Although the structure is very large, Winding Creek Farm totals 245 acres, and the proposed location of the structure is somewhat in the middle of the farm. Due to the size of the structure, Staff took elevation readings at Blome Road (786') and at the building site (775') to determine the visibility of the structure. The distance to the closest neighbor is approximately 800', and the building site is 830' from Blome Road. It appears the building will be screened from Blome Road with tree canopy during the spring, summer, and fall. However, a portion of the rear may be seen from Blome Road during the winter months due to the absence of leaves. Staff did receive comments from an individual representing one of the adjacent property owners with concerns about the size and location of the structure. The representative requested that the structure be located in an area next to the existing riding stables on the south side. After discussing this request with Dr. Randolph, he stated that the area was one of the original locations for the indoor riding arena, but found that extensive drainage work would be required, along with retaining walls costing approximately $200,000 to support the sloping hillside. Staff finds that the proposed structure is intended to serve the existing students and will not increase enrollment or traffic, but primarily used to keep from cancelling classes during

6 Page 6 foul weather. Staff has received numerous letters in support of this project and only one with concerns, as mentioned above. In closing, Staff finds that the proposed structure will provide an improved element of the approved special exception and uses associated. Staff recommends that the site clearance application be approved. Mr. Madden asks if the Fire and Police departments have reviewed the plans. Mr. Couch states that both departments approve of the proposed plan. George Wile, residing at 5545 Drake Road, states that he is in favor of the arena and feels it will be an asset to the Village. Both Christine Stacey, of 8065 Brill Road, and Cathy Crain, Cincinnati resident, comment that they feel the arena will be a great addition to Greenacres. Amy Casper, at 6205 Shadyglen Road, also comments in favor of the Commission approving the proposed arena. Michael Seacrest, of Blanchester, comes before the Commission and states that he is a Conservation Biologist that did his doctorial work at the Greenacres Foundation. Mr. Seacrest comments that Greenacres does a fabulous job of protecting biodiversity. Judy Mitchell, residing at 8560 Kugler Mill Road, notes that she s been a resident of Indian Hill for more than fifty years. She is also in favor of the proposed arena. After a brief discussion, Mr. Thayer made a motion to approve the site clearance release for the indoor riding arena. Mrs. Koppenhoefer seconded, and the motion was approved by a unanimous voice vote. There being no further business to come before the Commission, Mrs. Koppenhoefer made a motion to adjourn. Mr. Thayer seconded, and the motion was approved by a unanimous voice vote. Respectfully submitted, Paul F. Madden, Chairman ATTEST: Michael W. Burns, Secretary