Planning & Zoning - Regular Meeting

Morning. Um, I'd like to call this meeting of the Danville Boil County Planning and Zoning Commission to order. And I wonder if one of you would be willing to give us an invocation. Sure. Thank you,

God. We thank you for joining us together this morning, for bringing us warmer weather. We thank you for your blessings on this community, and we ask you help us to serve uh to the best interest of everyone in the community and for all of Danville and Bole County. and we ask your blessings today. Amen. Amen. So, we will go now to the approval of the minutes of the January uh 28th meeting. And um can I get a motion for approval of those? Make a motion to approve. Thank you. Can I get a second?

Second. Yeah. And and just note you have the official copy. the ones that we got in email are have been corrected. Okay. Thank you. So, all in favor, please say yes. Yes. Yes. Thank you. All right. We're going to go on to the uh financial report and turn it over. Yeah. This is going to be brief because we're going to talk our about financials pretty detail when we get into the budget amendment. So, I'm just going to talk a few words about the month of January. We're talking about the January report that you have here.

Column on the left. Really almost all the expenses and income were pretty normal with the exception that we had stronger construction review fees and stronger site plan application fees in in January than than normal. But other than that, no, there really wasn't anything unusual occurring in the month of January. And so again, that's all my comments for the month of January. and I'll hold my overall comments about the financial pages when we get to the budget amendment. And we do need a a motion to approve. So moved. Can I get a second? Second. All those in favor of approving the financial report? I.

Thank you. Okay. So then we're going to move on to the uh amendment or to the or to the audit presentation? Uh

to the audit report. Okay. Hello, my name is Chad Robinson with Kerbal Roads and Butler. Um, we completed the audit a few weeks ago and we met in detail with the budget committee and went over the report in detail. Um, first off, just want to thank Hannah and her uh staff. They were very very helpful uh getting information to us, answering questions. Uh, so just want to give them a a thank you on that. Um, I think you have the audit in front of you. I will be brief in my comments. Um, but feel free to ask questions if you have them. Um, I'll start on page one, which is the opinion. Uh, the first two paragraphs state the opinion. Uh, and the opinion just states that your financial statements are materially correct. It's an unmodified opinion. That's the opinion that you want. Um, the rest of the report, uh, is some boilerplate language. It goes through um your responsibilities as management, our responsibilities as auditors um and it makes reference to the supplementary information uh and then also the internal controller financial reporting uh report in the back which I'll go over here in just a couple minutes. Uh the first section of the report is management's discussion and analysis. And what this is is it just gives some brief comments as to changes year-over-year uh from the previous fiscal year uh to the the year under audit. Um it it gives some tables that do the comparisons and then provides some comments or context to those changes. Um if you flip over to page eight, uh page eight starts the actual financial statements. Uh page eight is the statement uh of net position and the governmental fund balance sheet. Um as a as a government you have essentially two sets of financial statements. You have the fund financial statements which is that first column and then you have the governmentwide which is that last

column. The difference is the fund financial statements show current financial resources. So there's no long-term assets, there's no long-term liabilities. Those are reflected in the governmentwide which is that last column. The middle column is the adjustments that take you from the fund financial statements to the governmentwide financial statements. Um so at the end of the year uh if you look at the the bottom uh on that far right column your total net position u which is your equity position ends at a negative 137245 and that is predominantly or pretty much completely the result of the net pension liability um which you can see about middle of the page. Uh your proportionate share is required to be included in the financial statements. um it's not a bill that you're going to get. Um it's just your proportionate share that gets funded through the actuarial required contributions each year.

Page nine is this the uh statement of governmental fund revenues, expenses, and changes in fund balance and the statement of activities. This is your income statement. Um the the only line I'm going to point out is your change in net position. It's the third line from the bottom. The ending net position is $16,74. Um and that is on a full ac cruel basis. Um so that includes um you know the the accounts payable, accounts receivable, things like that. Um the next section is the footnotes. Um that's on page 10. Uh there's several pages of footnotes. Um significant amount of the footnotes uh stem from the pension liability and the OPED. And OPE is just the health insurance portion of the pension liability. it is a separately reported um asset or liability. In this case, it was an asset. Um the next section on page 23 starts the uh required supplementary information. Um page 23 is the budgetary comparison schedule. Um, the only thing to note on this, and I'll go over a little bit more here in just a second, um, is the, um, fourth line from the bottom, the expenditures exceeded the budget, uh, by $10,357. Um, and that is something that we have to report in the in the report at the end, and I'll go over that in just a second. The next few pages are required supplement supplementary information for the net pension liability and the net oped liability. We're required to pro produce 10 years of comparative information um that that gives what the proportionate share was. Um and so once those standards that required those are in place for 10 years, you'll have 10 years worth of data. Um, and so you do for the pension liability, the OPED liability, there's nine years worth of data in there. So next year will be the

first year with 10 years worth of data. That gives you an opportunity to compare how the plan has changed your financial statements over the years. On page 31, that's the report on internal control or financial reporting. So, this is where we're required um to put in information uh or internal control deficiencies that we come up with or um non-compliances that we that we find during the audit. Um there's two items to note um and those can be seen on page 33. Uh the first one is the lack of segregation of duties. Um this is a recurring item because of the small office environment. Um it's almost impossible to completely segregate duties. Um, so we just recommend that the the commission continue to oversee the financial statements, ask questions, um, and make sure that you're you're reviewing everything thoroughly. Um, the second item is what I mentioned previously. Uh, the expenditures exceeded budget. Um, the KRS statutes require that all funds expended have to be appropriated. So basically, when you recognize that the that you're going to exceed your budget, you have to make a budget amendment. Uh so we we want to make sure that uh in the future when that happens that you make a budget amendment and that was almost entirely related to um the fees for the bluegrass a comprehensive plan. Um it was known it wasn't known what the actual cost was um when the budget movement went through. Um and so the there was a I guess a a known that you would have the cash balance to cover it. We just didn't get a budget amendment to reflect that. So that's all I have. If you've got any questions, I'll be glad to answer them.

So it's my understanding in regards to the lack of segregation of duties that uh this doesn't relate to the uh work of uh either um Hannah or of Lisa in terms of them being the one employee who has access to both physical assets and related accounting records. This is a situation where another person is handling that. Is that correct?

No, this is a situation where just in a small office environment if if they're taking cash and there's just not enough to um have proper oversight, so to speak. So, one person h would have the ability to take in cash and, you know, make a deposit um those sorts of things. So, it's just a small office environment and it's very very common in a small office environment. Um, I'd say in the that comment is probably in the vast majority of the audits that we do just because of the the limited number of people in the office. Is there anything else that we could do to help to deal with that?

Um, you do have some segregation of duties and that you outsource the expense side of things. It's it's more on the cash receipt side that um that is is probably the the main driver of of that comment. Now, um you know, it's it's not possible to have it's not possible to not take money from somebody coming to the window to pay a fee, right, until until one of the commissioners or somebody else in the city is there to oversee it,

right? And I think this relates to a status that we talked about a couple of years ago about us being a special purpose governmental entity being separate from county and city. We don't have that backup that could maybe assist with this. It would cost us far more to have another person there for those times. Now this has been in the report ever since from a four person department to a twoperson department. Correct. Can can you stop taking cash? Just take checks. I don't think we take that much cash anymore, but we do take a little bit of cash, but um I think I think it's important to be open to cash

to people that come in cash. Sure. Yeah. Thank you. You're welcome. That was all I wanted to ask. And was there anything else that you would see that would be a recommendation for improvement? I don't think so. So, I mean, I think the the the transition year was probably a little bit challenging just from a you know, Hannah getting on board late and understanding, but uh overall the books were in pretty good shape. Um and um you know, I think just just the consistent oversight with the budget committee andor commission um I think is just is important in this small office environment. So,

good. Yeah, we're very fortunate to have our budget oversight. So, we do need a motion to accept the audit report. Accept and approve the audit report. I'll move to accept the audit. Can I get a second, please? Second. Thank you. All those in favor? Thank you, sir. Okay. Thank you all. Thank you. Thank you so much. I guess now we're going to move to the budget amendment. Do we want to do that now or do we want to wait till after the Yes. Uh totally up to you all. Do you all want to keep on the budget or do you want me to wait till the end of the We're just thinking about the other attendees. Okay. If if y'all are tired of hearing about the budget, we can move on, but totally up to you. I think we'll just go ahead.

Okay. Okay. Okay. So, we'll do the budget amendment now. And what we're talking about is this three column sheet

that you've got that says in the first column fiscal year 26 July to December and that's our first six months actual expenditures and actual revenues. The middle column is what our original budget was and is for fiscal year 26. And then the third column, the one on the right, is the budget amendment that we're going to be talking through now and then seeking the approval of the commission. Well, first like I want to first thing I want to say before we start any of this is that uh we could go Tuesday, you know, Hannah sat down with Ken and Sam and myself and literally we went through every line item on on this budget amendment. We're not going to do that today, but we went through every line item on there where, you know, Hannah basically showed us what we spent in the first six months, what our budget was, and then her forecast, you know, for what we should budget for the remainder of the year. And u and so I'm probably going to be talking to maybe seven or eight lines here, but we literally went through every line on the budget. Sure.

So the very first line to talk to is line number one, which is the beginning balance. You'll see that in the center column, we budgeted to start the year. This is money we thought we were going to have in the bank of 87,230. Well, the results of the recent audit that you just heard from Chad is that the actual starting balance for this fiscal year is closer to $104,000. And the reason for that was $17,000 higher starting balance is we actually collected $40,000 more in fees than we had in the original budget.

U we had $17,000 lower salaries because we didn't have a director in the fourth quarter that we were paying a salary to. quarter and um and we did not receive fourth quarter Danville or fourth quarter Boil County contributions in time to put them into Oh, well, we did receive them. Well, we we didn't receive them in time to put them into fiscal year 25. Remember the those dumped into fiscal year 26 and that was $42,000. And if you put those three things together, we wound up with $17,000 more than we had budgeted for to start the year.

Okay. Then lines two and three are the Boil and Danville contributions. And if you look at the budget amendment, you can see that we budgeted $75,000 if you look at the center column for from each of those two entities. And you can see that in the budget amendment uh we're forecasting to receive quite a bit more than that because we're expect we've got in there the extra quarter of contributions that we didn't get in time in fiscal year 25 to put in 25. So now here it is appearing in 26. All right. Uh next line is line 13. You can see these are zoning permits. We had budgeted $10,000. Uh our best estimate now is a thousand. Quite frankly, we don't there was a time back when Steve Hunter was before Steve Hunter came on board um that we charged for residential zoning permits and Steve stopped that. He thought it was a nuisance to the community that we shouldn't charge the every person for a zoning permit and so we stopped that. Oh, according to Hannah, she's been receiving some pressure or question encouraging lately from the city and county that maybe we start that back up. I'm thinking here that Michaela was also receiving that pressure and she put $10,000 in the budget to start it back up, but it never got started back up. So, we still don't collect residential zoning permit fees, but there was money in the budget to do that. And and so we reduced that back down to $1,000. Then line 19 is the total commission revenue and that's the total planning and Z zoning commission revenue and you can see that the budget was 194,000. Our current forecast is for 232,000 roughly which is a $37,000

increase and u most of that increase is due to this fourth quarter 25 contribution from Danville and Boil County that we got this year five or five quarters of contribution rather than the normal four four quarters. The next line is new and something we'll say something about. This is the total Danville Architectural Heritage Board revenue. DHB is not under planning and zoning. It is under Hannah. But what we discovered was that we have one bank account. And that $103,000 at the top, that was the same bank account that we draw on and that DAHB draws on. Can we separate the bank accounts?

No. No, we there are several bank accounts and they have a their own they have their own financial statements. Okay. And occasionally they pop up on something that we print on. But just to make sure that all the numbers are on the same basis here, we added one line under revenue and one line under expense for total DAHB revenue. And there'll be another one on the expense line just so that when you start with our bank account at the beginning and end up with number at the end, everything is coming and going that should be coming and going. but we're not involved with administering it as Hannah, but it is going to appear as a line item. And this is the first time it's done that. And we we put both their year-to- date expenses, their budget, and what we've got in there is a budget amendment. And then the the next line 21 is the is the total of those two revenues, both planning and zoning and the DAHB. And then the final line is the the total revenue plus the beginning balance. So we add to our total revenue the $103,000 $104,000 we started the year with and and that's our total revenue plus beginning balance. Now for expenditures on line 23 you can see we got about $16,000 higher in the budget amendment than we do in the budget. And those do the higher salaries that we're paying our employee. Line 35 uh is worth just a few words on. Uh we budgeted 1,200. We're forecasting 4,300. That total higher difference is because the higher printing costs we had associated with the comp plan. We were doing a lot of printing with the comp plan. If you flip the page over, next line I'm going to see something about is line 52, which we've talked to about a lot, and that's the bluegrass ad charges. and uh and and for both the

director and the comp plan services that's a 52,663 which was not budgeted for and which got the secondary comment in the audit results today by the way. Um, and so then if you drop all the way down to line 65, that is our total commission expenditures, which is 301,472. And it's up about $70,000 over what we budgeted. And almost all of that is due to comp plan printing or comp plan fees to bluegrass ad or director fees, temporary director fees, that type of thing. Then line uh 66 is where we're having the single line item of DAHB expenditures. That's just to keep things straight in our bank account. And so then line 67 is our total planning and zoning and DHB expenditures for the year, which is $326,000. And then the next line, which is 68, we call net income, you can also think of as ending bank balance. I mean, if everything happened exactly like we've got it here at the end of the year, we'd end up with $40,80 in the bank. Okay? If you look at what we budgeted, we budgeted thinking we would end up with $50,000 in the bank. We're going to end up with $10,000 or less. And that's really due to combination of four things going on. And that is we had the higher starting balance. Started the year with $17,000 more in the bank than we thought we would. We got $42,000 of extra contribution from Danville and Boil County, which should occur the prior year, but is occurring this year, but that's being offset by $15,000 in higher wages

and roughly $55,000 in higher comp plan expenditures. When you put all that together, uh we had about $10,000 more in expenditures than we had in unanticipated revenue. And so that is what we're prop what Hannah and the budget committee is proposing as a budget amendment for fiscal year 26. And we do need open up for questions but then we do need commission approval. So questions. You did very good explaining here. Terry, thank you. Yeah. Yeah. I mean, it seems like it's all like we got paid late. Yeah.

For what we should have been paid before. That's good, right? We We couldn't have known how much to budget because bluegrass ad wouldn't tell us how much to budget. Right. And then we end up having to pay them because we haven't paid them. Right. And so it all washes. I mean, it's going to be clean. Yes. on the on the question about the zoning permits and charging for that. Yeah. And we're we're going to drop it down, but we're still saying we're going to get a,000 to Well, I think year to date we had some dollars in there. Uh the actual year-to- date number on that was

364. I don't know exactly where it's coming from. I don't know if Hannah knows exactly where it's coming from, but we're not going to change our policy at this point. I mean, we may change it. you talk to that like um where's that pressure coming from and is there something that we don't know that maybe we should know that why they're telling us that we should ask for residential

well um it's been a conversation just because of a few different plats in the past but specifically the Dutton plat that happened in December I think um where it was got a building permit but did not fall within the zoning permit restrictions Um and it created kind of a bunch of issues after that. Um so county and the city both uh commissioners and judge bottom have made it be known that that's what they want that they want us to start doing residential permits um in the county. But I think that we should only be doing that for single family in the county. Um and in our ordinances we don't have any zoning permits for Junction or Perville at the moment which I don't think we should do. Uh, but I think if that's something that the county and the city of Danville want, um, then I think that's something that

is Is there anything in our in our ordinance that says we do charge for those? No, there's, uh, language in our ordinance that we don't charge for residential um, in the in the county. Steve years ago, so we would have to amend the ordinance. Yes, we'd have to do a zoning sex amendment. All right. So theoretically we have to bring it to the advisory committee and then um so okay is there any discussion about amounts for those permits?

Um no but I think that's something me and um uh Rusty would talk about uh me and the building inspector. I think I don't think it should be unreasonable. Uh but I think it would be a good way to kind of like supplement some of this extra spending that we have had in the past maybe. Um what is exactly the fee for? Yes. Uh the residential zoning permit. So it's it's basically just for Yeah, it's a zoning permit. So it would basically just be me checking the setback requirements, making sure that you know the house falls within the setbacks when it's a new development. Yeah. Just so So building permit,

just a building, just a zoning permit along with the building permit. So right now, right now, Rusty gives building permits, but doesn't really know if it's technically within the SEX because they aren't required to get a zoning permit at the same time. Okay. Um so so if somebody wants to build a house in the county, Okay.

So, Steve, Steve, part of the reason why he pulled it, me being here, I remember, but part of the reason why he pulled the residential one, because we're charging people twice. Two, because none of us are surveyors and we can't legally go out there and just use that little wheel and tell someone you're wrong. You understand what I'm saying? Um, so it was kind of not doing anything beneficial and that's why it was just costing people more money. And did Steve think it was almost like a liability for Okay.

Because we don't have the authority to we don't do what they do. So perhaps we need to have further discussion of this in the advisory committee. One question Lisa. You said it's charging them twice. Do you What do you mean by that? Charging for a building permit and then charging for a permit with us, right? To Okay. Kind of. Yeah. You still need to approve the budget amendment. Yes. Any other questions about the budget amendment?

So, when are uh when are adjustments appropriately made? Um I notice in uh there's nothing for continuing educations. There's very relatively little for meetings and conferences, things like that that it would be good to see what other folks are doing if that involves going to some kind of conference. I don't know what's available, but when is the appropriate cycle for that? Is that in January, October? Well, I mean, when is the appropriate cycle to get it in the budget? Yeah. To when is the budget planning process begin? Okay. Well, it will probably start within six to eight weeks. So Hannah will be getting a notice from either the city, the county asking for a preliminary budget.

Okay. Probably sometime in March, April. And then the budget committee and Hannah will have to reconvene and put together revisit the budget amendment to make sure that's still our best thinking as to how we're going to end this year. Yeah. And then Hannah will have to put together a budget for fiscal year 27. 27th. So and we happen to have an opening on the budget committee. And if anybody is really interested in being part of this at the end of the meeting, you can join us. That would not be me. But actually, um, I do want to

I would I would encourage during the process if you can figure out who's doing best practices and planning and zoning and if it requires you to take a pay to go somewhere nice. We actually did um on line 59, we actually added $1,000 for the planning commission expense for that for continuing education because it's in uh Kentucky statutes that we're required to reimburse y'all for continuing ed. Um so I did want to add that because there was a couple times since I've been here that we've reimbured either board members or commissioners. So I did add the $1,000 for that. Um but I will there's a little bit of money there for travel. Yeah, there's like 700 bucks. Yeah. Okay. Any other questions about the budget amendment?

Can I get a motion to approve the budget amendment? I'll move to approve the budget amendment. Second, Tom. All those in favor? Thank you. That's Thank you, Terry. That is approved. Terry, excellent job as always. Hannah, okay, Terry and Hannah, excellent job as always. Okay, now we're going to go on to construction shies.

All right, so we've only got one thing on this today. So, Stone Stonegate Developers LLC um has requested a uh reduction in their bond from $656,000 uh $656,326. Um, and they actually requested to be reduced to around $50,000, but they are on the 20% bond. Uh, they did the 20% bond choice, so they um are only allowed or sorry, they did a 100% bond choice, so they're only allowed to be reduced a total of 20% of that original amount. Um, so they are going to be reduced to 131,265. out there construction and it looks good and um I think it's ready to go to that amount and be reduced

20%. Is there a question? I was just wondering what 100% means. Um they put they they put up 100% of their bond at up front so they could record um properties at the deed room so they could start selling earlier. There's an option to post only 20% of the construction amount. Uh but it comes with other requirements. So is this something that we need a motion to approve? Yes. Yeah. Just the reduction. Further questions? May I get a motion to approve?

You think this is good? I think it's fine. So moved. Thank you. Can I get a second? Second. All right. All those in favor. Okay. Thank you, Hannah. Thank you. All right. Now, we're going to subdivision approvals. And Hannah, can you talk to us about the first one?

Yes. Um, so this one was tabled from last month. This is Dale and Lisa Coffee. Um, located at 1358 Taylor Road in Boille County. Um, this one is out near Harrington Lake. And we tabled this because it was still non-conforming. Um, and we talked about this during tech review um, about there being two residences on a single lot. Um, they decided to remove this and um, resend this application. Okay. So, we take it off the table and just no action required. Okay. So, no action required with that. Let's move on to number two then, please.

All right. Bob Allen Properties has applied for a consolidation plaque creating tract A um a total of 1.397 acres from tract 1 through 7 located at 8005 Maple Avenue in Danville and the property is currently zoned highway business. Um so this is right before that underpass out on Maple A. It's that last little corner lot. Would anybody like to speak in favor of this or add additional information for us? Okay. And can we get any questions about this from the commissioners or comments?

The property is all one business. It's like, you know, you you see what it what it is today and it's all consolidated as one. But are they planning on taking down that garage that crosses the lines? I didn't Hi Kendall. Hello Kendall Wise Advantage Engineering. The the plat these are several small lots that were platted many many years ago to be residential homes or whatever they were, you know. Yeah. 50 years ago. Yeah.

You know, they've come to be commercial properties at this point. And there's a garage there. That's what we refer to as the buy here, pay here building. Uh it used to be a I think it used to be a restaurant. Chinese restaurant. Yeah. Yeah. There's a Chinese restaurant. You know, Bob Allen owns that now. And so they they use that for some car storage, deliveries, and things. Um but we're just on this with this plat we're grouping all those lots together onto one property, and the garage is going to stay And in another part of the agenda, we have a site plan for a car wash that will be building them into one. Yep. Just grouping it together.

But the building that's that's on the plat as a garage is there's actually three or four buildings on the property, right? No. Uh so yes, Bob Allen Motor Mall is much much more than what you're seeing on this plat. So the next property to the south would be the Nissan dealership. It's a separate track of land one piece where the old Chinese restaurant was. All right. Thank you. That's helpful, Kendall. Okay. Yeah.

Thank you very much. And one one last question like it being the building being within the setback that's totally grandfathered and doesn't matter when we're replotting this. Okay. I want that to be the answer. Okay. Any other questions or comments? Are we ready for a motion to approve this? We approve. Thank you, Terry. Second. Okay. All those in favor? I.

All right. And then the next is the Cyrus Realy.

All right. Cyrus Realy LLC has applied for the subdivision of a 2507 acre parcel of land known as 55 Summit Drive, Danville. And the property is currently zoned highway business. Um and this is out by uh on the bypass on the corner of where the five star is located on the corner. Um so they are creating this tract um just to buy from the owner. Uh but there were really no comments during tech review. You have two plats in front of you. One to uh dedicate the road to the city of Danville just to ensure that we don't have to um do this in the future when they do develop that parcel. Um, so we just wanted to ensure that whole road was dedicated to the city of Danville and they can maintain that. Um,

so that's the right way that's listed there. Um, yes. Yeah. And it's Synergy Way is already built um all the way up to the uh the track above where the FiveStar is located. Um, so yes, that rightway would be all the way down even though that road is not technically created yet, but we just wanted to go ahead and do it before development started on that second line. Thank you. And Summit Drive, what's that? Summit Drive is north of uh FiveStar off the bypass. So that's you come off the bypass and go on Summit Drive. Um, are you asking where it is?

Yeah. Well, it's it's so Summit Drive is the name for the road between Fivear and Bob Allen. Is that okay? Um, no. Um, I'm just trying to orient myself on the map. Cow. Yeah. Yeah. It's really It's really close to the uh cow, the big cow out there on the farm statue. It's on the other side of the street. Any other summit goes in between? Yes, correct. Yeah. Yeah.

Okay. So, synergy is behind. Yeah. Synergy is behind fivear but there were no comments during tech review. Um and all of those got corrected. So, is there anyone here who would want to make any additional comments to the commission? Are there additional questions or comments from uh you Hannah?

That's all right. I'll make a motion we approve. Okay. Is there a second? Okay. All those in favor? Madam Chair, I might ask that we hold that motion just in case. Was there any addendum to that motion or was there some another detail that need to be addressed? We've already voted. My concern is Josh mentioned that

the city might have an issue with the rideway track at the that is going to adjoin the portion that is being deeded in the next flat of the roadway here because the roadway doesn't go all the way down. And I was just asking her if Josh had seen this and and been okay with the right away the way that it was. So

yeah, I mean he's seen this flat as as correct. Yeah, he's seen this plat as corrected, but we can definitely put that in the And then I have a question to the fact that the original plat was NY's property that made the road supposedly that we held her cash bond on for four years. We don't have a plaque for that file that shows this road. We don't have a plat recorded in that file at all.

So it looks as if we held her $47,000 for four years without Is that what's being addressed here? I I don't know if that is addressed here is what I'm I'm asking you, I guess. And Hannah and I talked about this yesterday. Rather than handling this as one plat, it's been broken out into the two. one of which handles the subdivision, the other the dedication. And that was just a way of showing all the work for this that that seemed like an acceptable solution to me. Okay. So, you're aware of the question that Miss Bowman is asking. Yes, madam chair.

All right. We'll go back once once again then. Are there further questions or comments? Yes, sir. So, come forward and state your name, please. My name's James Phillips. I came up the the question I wanted to ask. Is that going to going to turn into business behind five star? Is that what we're looking at that they're going to try to develop business behind that back there for this parcel of land? currently there's no development plans and they don't have anybody specific in mind or even a sector in mind. Um I think they they just wanted Okay.

Well, I was just wondering because of the con congestion out there, it's it's hard as heck to get out of the five-star back onto the bypass or across the intersection there. And if we develop more behind it, there would be even more of a congestion. I was just wondering then we may have to put a light in out there. You know what I'm saying? Understand completely. Yes. I was just wondering all that gets addressed when they bring when they bring proposals forward. Yeah. Yes. Yes. Yeah. We don't get to address it at this stage. We get to address it later. Yeah. I was I was just trying to figure that out. Yeah. Okay. Thank you, sir.

That's a good question. And so that that's why we're doing that uh all the way down to that second parcel so we can hopefully continue to grow that area and that road will theoretically connect to the other side. Okay, I'm going to try this once again. Thank you.

We have a motion and a second. All those in favor? Okay, that's approved. Thank you guys. Uh now I believe we're going to need to go into public hearing uh to discuss a uh site plan for uh the Bob Ellen properties. And so I need a motion, I guess, to go into public hearing. So move. Thank you. And Tom second. All those in favor of going into public hearing. Okay, that's approved. I'll let you start, Hannah.

All right. So, Bob Allen Properties has applied for a site plan for the completion of a 3,287 square foot car wash located on 1.397 acres known as 805 Maple Avenue. Um, this is currently zoned highway business. This is the same one that was just on the subdivision um applications. And so, you can see it's kind of surrounded by residential. You all know where it's at on on Maple. Um, and there's that buy here, pay here, and this is their site plan.

There weren't too many comments during tech review other than discussing um getting into the weeds about the landscaping requirements of commercial, but it up against residential. Um, but I think that's something that we can discuss in a tech uh in an advisory committee meeting if that's something that you all are interested in talking about. So, correct. I have to ask because sometimes I it's difficult for me to get my head around. The existing garage, the car wash piece is new. That's going to be behind it. Yeah, that's the part that we're looking at. Yes, that little place that used to be the Chinese restaurant, that's now the

however he described it. Uh that continues to be there. I believe that is staying. Yeah. Okay. I think that's what they're calling the existing garage. It's the building that used to be the Chinese go back to the picture if you would. That's okay. So that which one is the garage? That that structure right there. This one. This one that used to be the Chinese restaurant. And so that that car wash will go directly behind that. Okay. Absolutely.

Well, and it's also it's for the use by the car dealership. It's not a public car. We'll hear about it. Yeah, those are good questions. Anything else? And nothing further from staff. I'd like to speak. Uh I would like to have whoever is in favor of this to come forward and speak please. Hello again.

Hi Kendall Wise Vantage Engineering. It is a Many of your assumptions are correct. The garage will stay. The car wash is a two- bay car wash with a office on the on the wet the west side of it. So, it will not be open to the public, you know, it's it's for the motor mall and right now they they wash cars by hand for all of those vehicles. So, this will be a huge asset to their business. So, the intent is this is not like a public business. It's an amenity of the Bob Allen.

That's right. Okay.

Got that. uh the entire property almost is is paved currently. So, we're going to be carving a spot out in the pavement to put this building and then they'll uh you know, obviously patch back whatever pavement and grading has to happen and it'll be repaved and impervious just like it is now. So, there's there's no plan to put a detention basin on there. the size of the property is small enough and we're not changing the impervious area on the lot. So there's the amount of water running off now is going to be the same as the amount of water that's going to run off in the future. The car wash discharges to the sanitary sewer. So that water is not going out into the environment.

There is there is runoff issue from that already today, right? It's part of the issue in that doesn't change doesn't change. Okay. Right. So, the the amount of if there are runoff problems, they haven't been made known to us. Um, we haven't been asked to address them, but Josh Morgan looked at this plan, tech review, and like I said, the amount of water leaving this site should be the same as the amount of water leaving the site today. Okay? just because everything's paved and

there's adequate sewer capacity there for wherever he needs to go. Yes. So, the part of Bob Allen that used to be where they handwashed the cars, I assume they're they may want to make some future changes to that part of their building. I I think for the most part they pull those vehicles into garage bays. So I'm sure those garage bays will become something some new service area.

Any further questions? Thank you, Kendall. Okay. Is there anybody else who would like to speak in favor of this? Is there anyone who would like to speak in opposition to this? Okay. Questions or comments from the commissioners? If not, I'm ready for a motion. Make a motion be approved. Thank you. Can I get a second? Second. Okay. All those in favor?

Thank you. It's approved. Okay. I need a motion to go out of public hearing. So moved. Second. All those in favor? Thank you. We're out of public and we'll go on to new business. So, uh, we have a report from the advisory committee and I believe Hannah's going to provide that for us.

Yes. So, um, as you all know, we approved a zoning ordinance text amendment on on the October 22nd meeting, um, to amend section 4.3.5 by, uh, increasing the minimum lot size in the agriculture zone from 1acre to 5 acre. Um, we took that to the fiscal court in December, I believe, and they voted to bring it back to us and tasked us with, uh, creating a subcommittee of stakeholders in the county. Um, and we did that. So, the advisory committee, the four of us, um, and myself, uh, created a subcommittee of farmers, uh, county EMS, county road work, parks, water, uh, surveyors in the county, and just a lot of stakeholders that have professional, uh, experience in the county on the roads department. Um, and we just got a lot of input from them on their perspective and how they want to see us handle this amendment and potentially other ways to curb development in the A uh district to thoughtfully develop or thoughtfully guide development in the city limits. Um so we met with them ultimately we decided to not change the ordinance currently at this time um and maybe have further discuss discussions with them and fiscal court in the future to think of different ordinances that we could um accomplish the same goal. So

right now so it remains at five acres uh it remains at one acre one acre. Yeah. So so we will return to what it was before the amendment was correct. Yeah. So, do so do we actually have to do take an action to re retract that one acre to 5 acre? No, it's the we forwarded a recommendation of amendment and it was denied by the fiscal court. Just making sure. And then was it denied by the fiscal court? I don't think it was. I thought that they sent it back to us for reconsideration.

They did. They sent it back for reconsideration and after reconsideration um we think it's best to stay. So do we do we need to inform them formally of that? I have a question about the advisory group you put together. I didn't hear any mention of anybody who was just a taxpayer not wanting to pay for more roads. Yeah. I mean are we out of public session? I'm sorry. Are we out of public session? Yes. Yes. Okay. We're not in close session if that's what you're asking. Yeah. I'd like to make a motion to go into close session.

We So in order to do that, we need to have discussion of whether it's for potential litigation for personnel issues. I think those are kind of the two justifications for going into close session. I I think that the first case is probably the one that I'd like to bring up, right? Because I think that that's actually valid. Okay. Okay. So, I'm in new territory here. Um, going into a closed session requires a motion, which we have, and a justification, which we have. We'll need a second to do that. Second. Okay. All those in favor of going into close session?

Good discussion. Anna, did we uh go back into recorded session? Y.

Okay. All right. During the discussion, we had um during the close session, we had some discussion of the feedback that we received and um I think that we continue to have the decision that the text amendment which we originally approved and submitted forward to the fiscal court and they sent back to us to do some further review and get input. At this time we are going to hold on the text amendment that we had recommended. All right. Anything else?

Nothing from the advisory committee. Okay. How about uh anything further from the budget committee? Okay. And personnel committee. Anything from personnel? Nothing from personnel. And then okay so the other new business that we have is election or uh appointment of our uh chair and our vice chair and then we'll talk about committees.

I'd like to move to renominate Miss Sally Davenport as chair. Second. Okay. All those in Wait a minute. Is there any other Wait a minute. Is there any other nominations? Okay. All those in favor?

Thank you. I appreciate that very much. I do want to uh also say that um the first year being the chair is a learning experience and the second year you try to put into place what you learned during that first year and I will try hard to do that. After that, I think we need to consider uh another individual moving moving forward to the chair because that I've been on um planning and zoning for a long time and two years as chair is a plenty. We need to look at other people to have the opportunities. How about vice chair?

Do we have a second? Second that. I appreciate the nomination. I would prefer let me speak. Yeah, absolutely. Because I have no desire to move into the chairmanship. Uh I'd prefer if we nominated somebody who would feel comfortable moving into chairmanship. So that makes sense. Sally, not that I will continue. No need to vote on that. If Mr. man wishes to withdraw his motion. Um, but maybe he wishes to push forward his motion. Okay. So, do we have a um

another um nomination for someone who would be vice chair? Tom, have you have you figured it all out over here? Guys, I'd like to nominate Derek Far the vice chair John. Now I I have nothing against you, Darren, but you're barely been on the commission very long. That's that's the that's the issue. That's the issue we should I think a bit more experience might might be helpful.

Okay. So, you made a motion. I I'd like to move to nominate Daniel. Okay. Any other nominations? I was ready to move to approve. Okay. All right. Let's Oh, actually, I'm so sorry. Um, we did get that email from Ken that he uh does not want to move forward with the budget review committee. So, I wanted to ask if the budget review committee would be okay with just three members or if you wanted to add another member. Just a moment. Uh, we're going to vote on the vice chair first. Sorry, my bad. I know you want to move along, but all in favor, please. Thank you. Welcome aboard. Thank you.

Um now let's talk about committees. Um as um Hannah mentioned um Mr. Alexander has withdrawn himself from being on the budget review committee. U how many people do we need to have on the budget committee? Is it a requirement to have four? I don't know that it's a requirement, but I'd like to have three members at least to participate regularly. And Rita has not been participating. And also, my term expires in a few months. No, your term does not expire. You're very may not seek another term. May not seek another term.

It's been several years. It's been 12 years. Okay. And so I think we need somebody on there, you know, that's going to participate and gonna be an active member of the of the budget review committee. We meet, you know, probably four times a year, right? Something like that. So So would you like to remove Rita and Ken at the or at this time? And well, Ken has removed himself. Yeah. So we're looking for anybody else who volunteered want to be part of the budget committee. Seems So Darren, are you willing to serve on the

Are you willing to serve on the budget committee? Okay. Thank you. And will that be enough, Sherry? Yes. So it will be you, it will be Sam, and it will be Darren and Rita. And Rita. She hasn't pulled herself off yet. Hasn't pulled herself off yet. Okay. What about um on the uh advisory? If there's going to be quite a bit of work with the advisory, uh do we need to supplement the folks that are on it? Is there anybody who wants to come off of advisory?

I would suggest we keep it less than a quorum. You have to be Yeah, we can't be more than four. Yeah, that's what I've worried in the sometimes with uh folks in tech review. We for for a little while we had several folks in that. Yeah, I'm I'm okay with the the current composition. You guys are with advisory. I I am you guys are balanced with, you know, when I'm in town, I want to I want to be here all the time and even when I'm not, I'm going to be able to email with you guys and talk via Zoom or phone.

Okay. So, um, we have two that are representing or have been put on hunting zoning from the city on advisory and two that have been put on from the county. I think that's a good mix. Uh, the only the only thing is we haven't assigned um Terry to anything in terms of committees. I'm on review. Tech review and budget. Oh, I'm I You mean Scott Terry? Scott. Scott. Terry. Justice. Terry. The other. I know him as Terry. Yeah. He is not on any committees. Yeah. Sorry.

He's not on any committees. We need to put him on. Would um I wanted to ask about personnel. Would you want to trade Rita for Scott? We could. Okay. Scott should be on tech review. in place. Scott Terry. Terry. Scott Terry. Okay. Should be on tech review. Are we speaking about Mr. Justice? Yes. Mr. Justice. As a as a builder, I think he would be he would be very good on tech. So, tech review and not personnel. Sounds like that's what's

Do you need anybody else on besides myself. Terry. Yeah. All right. So, are we finished? Yes. Can I go over this uh to confirm with everybody? Okay. Chairman Sally, Vice Chair Dan, um technical review committee, Terry, Darren, Sam, and Terry Justice. Um personnel committee Sally, Steve, and Rita. Budget Review Committee, Terry, Sam, Darren, and Rita. Advisory Committee, Sally, Dan, Tom, and Darren. And then beautifification committee, Dan. Does that meet? No.

Do we need to have that at all since it doesn't meet? We've never met. No, we're good. I think we can probably X that out. I think you Thank you. Which one? The beautifification that meeting. Wait, what? It doesn't meet. It never meets. Has never met that I know of. I mean, but it's not our committee. We're just never meets. I've never been invited to a meeting. Beautif I think they've since being on DHB. I think they've stopped that. I went to one DHB meeting and they I don't think they do it anymore. Yeah. Let's remove that from our list. Yeah. Unless we're asked in the future to submit. I'm I'm willing to join if Okay. They meet.

Thank you. I had the same experience. Um, we have on here bluegrass add regional planning council. Are we to um submit a name of someone to be on that? Not that I know of, but I I can check with bluegrass ad. Do you know? Is is it going away? I thought that they were downsizing their planning unit maybe to Yeah, that's I think that's worth looking into before we I think we need to look into that and find out if we're supposed to have someone who's a part of that. Okay, I'll double check with them. And is there any other committees that we need to look at?

All right, you go ahead and tell us who we got who we got for one. Oh, one more time. Okay, gotcha. Okay, so technical review technical review committee Terry Mannon, Darren Far, Sam uh Sam Collier, and Terry Justice. And then personnel Sally, Steve, and Rita. Budget review committee, Terry, Sam, Darren, and Rita. Advisory Committee, Sally, Dan, Tom, and Darren. Should we should we take some of that load off Darren by taking them off tech review or unless you want to stay on all three committees? That would uh put tech review down to three people and it be safe safer that way.

What do you I'm fine with that. uh being taken off. Okay, sounds good. So off tech review. Yes. So tech review is just going to be Terry, Sam, and Terry. Okay, that's confusing. Okay, so so Terry, since you you and Sam kind of do the most there if you have issues with like maybe Terry can't join or something, maybe alternate or something if you want. Yeah, usually we don't know till the meeting who shows up, right? But that would that would be great. Yeah. Yeah.

Are we missing anyone from the committee or excuse me from the commission being on a committee? Just Ken currently the only one. Ken is the only one. Yeah. We really need to look at attendance. Um I think it's time for us to look at attendance and determine if there is a member that has had insufficient attendance. We can now look at the previous year. I think I recall Kin being at two meetings perhaps. Yeah. And now he's being called out overseas again. So yeah,

it's not a lack of willingness on his part. I just think he gets pulled out. Well, we might need to approach the city to say the city has has um discussed that with me actually um about that appointment and um maybe adding some language in the membership or in the outlines for the commission members uh to just ensure that in the calendar year they're here. I thought there was something in there. There is something in there. requires so much if you miss so many meetings then and when that's come up in the past we said rather than just enact that and say you've missed four meetings you're no longer on you know we'd have you

talk to the individual saying you know are you able to continue this or are you you know we wouldn't just arbitrarily pull them off you talk to them first right or or do they need to go back to the city and county I said said you know I really can't do this because I'm traveling too much yeah so and that's what you would do in Ken's case, I think you would talk to Ken and just say, you know, do you do you still feel you can be an active part of the committee? Or if not, then we need you to talk to Danville and ask them to be searching for an alternate representative. Okay? Because when he's involved, he's really good. He's just not around as much.

He is. and I I spoke with him uh previously and he had felt that he would be able to more frequently attend but then circumstances did not allow him to do that. I think we do need to speak to the Yeah. Well, I'll make sure to do that because we want to have a qu for quum and we want to have a the representation that's intended as as does the city, I think. Okay. Uh that takes care of that business. Are there any announcements? Madam Chair,

I'm would like to request a small addition to the minutes. These updated minutes, I would like to add one more update to them. I'm looking at page four where it references Henry language for the zone map amendment. This is for the me tractor on uh Lebanon Road. We have all of that. Henry, have you seen? So, that one is actually old. This is an old copy. Yeah. And Sally has the official. Yeah. Sally's the only one with the revised copy. Motion withdrawn. I did everything from your email. Yeah, we we both sign it. Any other announcements? I've got nothing. All right. A motion to adjurnn. So moved.

Second. All right. Thank you all.