Planning Commission - Regular Meeting

I'll call the meeting to order. Roll call. We do have a quorum. Uh so we'll move on to announcements staff.

All right. Thank you, Mr. Chairman. Uh in front of you, you have a revised report for item 21 noting the request to defer to the May meeting instead of the April meeting. You have a revised consent agenda noting that request to defer for item 21. Items 17, 18, 21, and 21 are the are on the consent for deferral. and Robin and Sharon were reappointed to serve on the planning commission on March the 9th. And then finally, on the same day, the county commission adopted the SS4A plan, which includes the roadway safety action plan and the multi-modal greenway plan. So, that has been adopted. That's all I have, Mr. Chairman. Thank you.

Uh, moving on to the public comment period. We do have one person signed up. So, if you'll come to the podium, state your name and address, and you have a 3minut max, please.

Good evening. My name is Tom Shankenberger. I'm at 7000 Vineyard Valley Drive in College Grove. I am the uh president of the HOA for Vineyard Valley. Um, I did email this group back uh November 10th and I did speak here back on November 13th and we spoke about the u the 40 foot rightway being changed to perhaps 38 foot. We've got three sections in the in this in the uh subdivision. Sections one and three are complete. We have section two outstanding. And at this time, we still have that same homeowner at lot 208 who absolutely will not sign and app and approve the doing this. Um, I have been working closely with Greg Templeton and Josh Dickerson from Willow Branch Partners and I I reviewed the um some of the information that was on your website and I just want to say that their attachment 26-3 which is an itinerary of events that took place events where they were involved or I was involved or others on my board were involved is accurate and we we have done almost everything we and to get them to approve this. I do not know why they won't. There is nothing but a benefit to them to do it. Um and and I ask I hope that you'll you know work with Willow Branch on what they've proposed here. Our board agrees with it. So thank you.

Awesome. Thank you. All right. Moving on. Consideration of the minutes from the last meeting. Any comments or motion? motion. Second. All those in uh favor say I. All those opposed. Motion passes. Uh moving on to the consent agenda. I need to recuse myself from this. So I'll let Mr. Crowan take over. On the consent agenda, does any of the commissioners want to pull any of the items off separately? If not, we'll hear them as a whole. Seeing none, do we have a motion to accept the consent agenda as written? Motion to accept. Second.

Motion to second. All in favor signify by saying I. I. Opposed. Motion carries. Thank you. Good deal. Thank you, sir. Uh, moving on to old business. Item number 16, Terra Vista Roads drainage and erosion control bond update. So,

uh, Brent Theny with True Land Consulting representing Jones Company. Um, I'll start with the amenity site. Um, the engine, there was a request for some comments with regard to the engineering letter for the retaining walls. Um, those comments were addressed. We got a hold of the original engineer. He amended his report and that's been sent in and it's my understanding in review. Um phase one items we walked with a contractor on Monday and we're waiting a bid back for those. um kind of what engineering referred to last meeting. Once it's warm enough and weather allows, um we'll have the bid and we'll jump on that as soon as we, you know, weather allows us to. Um as far as phase two comments, detention pond five still needs some work. It's still too wet in there to get in there. Currently, we have the contractor set up for next week. weather's looking favorable. So hopefully that dries out enough where we can get in there and he's got to fix some issues in there. Um walked with the geotech last week or end of the week before. He's satisfied with the repairs. Received the first draft of his letter Monday. He's off the rest of the week and we should have his final letter next week to send to the county about the slope repairs. Um the there's a dropout that opened up there. We'll deal with that with the wastewater road. Um and then storm water cleanout. Now the major grading is done for the most part is set up for next week to clean the storm water for phase two. And then um the other outstanding item, the roads, the additional road cores have been done. Um we're waiting on the geotech

for his report to understand what comes out of the result of those cores. Um should have that. He said he was working on it Monday, so I would assume next week. Um so and then the wastewater road uh last Thursday we got the scope for the work to be done out there and that's one of the items we walked with the contractor on Monday and there was some changes in that. So we're waiting for a new bid for that um to get that worked out and started. So happy to answer any kind of questions. Any questions from commission or staff?

Thank you. How long do you anticipate until every I mean I know we're coming out of winter. It's hard to make any hay during winter time, but how much longer do you anticipate until you're all wrapped up? All of it. Um, with the way one is in those pond conditions, I would guess early summer to where it's late spring, early summer, hopefully gets dry enough where we can physically get in there and do that work. Okay. Okay.

Mr. Commissioner, I do have a brief staff report. We could look at some pictures and kind of show um the planning commission kind of what's out there. And um if you'd like me to go through that, that'd be great. Yeah.

Well, let's start with section two because that's the one we've been talking the most about. Um I went out there today just to take some pictures. Um this is the access road. Uh they have realigned it uh and restabilized a lot of it. There's going to be some additional work there at the curb including some concrete uh apron placed. So, so that's still pending. Um, but it's definitely an improvement. Um, this is detention pond five. Clearly, they've done some work. Um, but, um, like Brent was saying, there's some additional work that needs to be done. There's some ponding. Um, it's not quite not quite there yet. Um, the soil area where we had a slide has been done, so we're we're waiting for that geotechnical report. So those those are all positive things I think that that shown some um you know some progress. Um now there was a question about the landscape buffer. So I wanted to kind of clarify that. Um this is the approved landscape plan. So when I initially made a comment about trees being planted and needing to be removed, they were up on the top of the burm. Uh so they were they were not in line with the rest of the the landscape. And and the issue there was, you know, roots growing and possible um eventual potential failure of of an earthn embankment. We don't we don't like to see trees planted on top of the bank because it can it can weaken the the burm. Um so I asked them to remove it. Um so here is where the trees were supposed to be planted. And the reason I bring that up is we got a letter requesting replanting trees. And I think the issue was they were not planted in the correct place to begin with. So, um, Aaron can correct me if I'm wrong, but

my understanding is those need to be placed um in the that configuration. They're at the toe of the slope. Um, moving to section one, we haven't talked a lot about this, but there's some ponds that need some work. Detention pond two that's it's it's pretty swampy. There's some cattails and and that needs to be regraded and you know drainage repaired. Detention pond one needs a lot of work and and we've met with with Brent and the um engineering team about this. Um this is the water quality swell. It's not it's not supposed to have exposed pipe, but that's on on the list of things to to repair. Um, so just to summarize this is because I I know there's, you know, there's a lot of probably curiosity about kind of where we are with this, but there are currently 27 open issues, road core sample, which Brent touched on. Um, geotechnical regrading slope and pond five and section two. section one, uh, the trees and the landscape buffer, the core samples, ponds one, 2 A, 2B, 2D, and some slope regrading and the water quality swell. Those are some of the big issues. Um, so I I just kind of put together some some ideas, um, some recommendations. I mean, and and I think they're in line with with what he's he's said here. Um, but one thing is we need to get some equipment on site. So hopefully by the next uh meeting, April 9th, there'll be some active construction on site. Um May 14th, I would like to see the pond grading complete so we can get some stabilization um performed by the 11th. Uh the road should be done, the pond should be stabilized, the water quality should be complete um and the

trees should be planted. and and by um July I would hope that the majority of the issues are closed out um and that we have the engineering geotechnical core reports. That's kind of what you know what I would hope to see um you know address. So so I just wanted to kind of prepare that uh for you guys to kind of see and and uh so that's where we are with with that.

Yes, sir. We we don't see this very often, at least from my experience on the planning commission. I'm curious what's different here and why why we have to babysit this project? Why does this keep coming back to us? And why are we having to pay so much attention to every one of these line items? Is this just a unique situation? Is this just bad development area trouble we're having? Like why are we going through this and why is it taking so long? Well, I from the history of it, um, some of it is the slope of it, if you will, the terrain. Um, some of it is time of year a little bit of trying to do that in the wet weather. Um, I I don't I'm not opposed ne at all to that schedule. I may would say change a couple items. Um, you know, like from the May deadline, I would have a concern that it'll be dry enough to do the pond in May. If it is, then we're happy to do it. I mean, our goal is right to get off of it as fast as we can.

Um, so weather allows, I'm not opposed to that schedule. I just don't know if the weather's going to be dry enough in April and May to get in there. Um, and I would say the access road will move up on that schedule. Um, so but historically over the years, I can't tell you I wasn't involved. I don't know why it wasn't done two years ago. Okay. Um, you feel like you've got your kind of full attention on this project? Yes. Okay.

Yeah. So, we've been trying to peck at it through winter as much as we can. So, um, I think come spring, weather allows, kind of early summer, we'll be done. Okay. So, is it is it reasonable? Well, you said you you'd had a a couple of adjustments. Is it reasonable to ask, you know, how you would adjust that schedule and then we revisit this at the next one and see what kind of progress we've made against?

Sure. Um the April 9th will and I if you'll define what equipment means on site like where so just meaning for phase one that'll be potentially hard to do given the nature of the work it's still probably going to be too wet. Um if we're talking detention pond five uh like I said we're going to try to be there next week. That pond all through the winter it has water in the bottom of it. Um, so even runoff, which it's still holding some, it's wet all winter long. So that if it's dry enough, we'll do it. Um, so if that's what is meant by equipment, I I don't have a problem with that. But if we're talking phase one, I would tell you that's unrealistic. Um, so just, you know, driving that down. I think the access road um I hope to have done by next month um would be my goal. Um so that one would move up. Um the June July in terms of the ponds being stable and stuff the weather allows I think that's very reasonable. I agree with the July 9th of the majority of the days. um stabilization that'll happen as the grading happens as we kind of walk out. So, some will be done before that, some would be done after that. Um the eight trees I'll get with Jones and uh have a conversation about that. Uh I if that's ultimately where that ends up then I would rather plant them earlier than later than in June because they have not a very high success rate

to live in June. So the earlier that gets finalized the better. Yeah. So does it does it make sense then to kind of formalize that and and you I think we'd all like to and I think you would too probably like to see this come off the agenda. Would it make sense to formalize that? And sure, if he'll send that to me, I'll send if it's immenable to you guys, I'll send a revised version. Um, and then through Michael, we can work through that and then go over it at the next meeting. Okay. Wonderful. Thank you.

Yeah. And, you know, I'll say it for the sake of the project, too. just we all have to recognize we're April is generally going to be your rainy season. May is going to be rainy. I mean, you know, hopefully the there's a lot of water to deal with in a couple of those ponds. So, you know, it it's um we got to recognize that, too. But hopefully we'll get a little break here and make progress. So, thank you. Yep. Absolutely. All right, moving on.

I'm sorry. Yeah, go ahead, Don. Uh would it be possible for the commission to have the updated recommendations prior to the next meeting so we have them in front of us when you come back to us again? Yes, probably. We can we can do that. Yeah, I'll have my list back to him by next week. Okay. Thank you. Sure. Anything else?

I apologize, Don. So, moving on to item 17 and 18 were deferred. Item 19, preliminary plat review revised for artisan acres subdivision lot 10 containing one lot on five acres located off artisan drive in the fifth voting district. Staff,

thank you, Mr. Chairman. The property is lo located artisian drive shown in the red. This consists of one lot. Uh the lot totals 5 acres. There you see the lot in the blue. The purpose of the revision is to make lot 10 a buildable lot which becomes lot 2011 in phase two. A source test was not provided for lot 10 when the subdivision was created in 1988. So that's why it was designated an unbuildable lot. Water service will be provided by the non college grove utility district. Wastewater is handled via an individual on-site sept septic system and the revised preliminary plat is in order and staff recommends approval with the standard conditions outlined in the staff report.

Thank you, sir. Any discussion on item 19? Motion to approve for staff. Motion. Do I have a second? Oh, go ahead, Don. It was un unbuildable the first time. has the uh it been buildable now because they've gone in and found out that the they can't put a septic system and everything in there. Yeah. Yes, sir. That that's correct. Okay. Thank you. Do I have a second? Second. We have a motion and a second. All those in favor say I. I.

All those opposed. Motion passes. Moving on to item 20. Preliminary plat review for Log Valley Trail large lot easement subdivision locate or lot three containing one lot on 16.21 acres located off of Log Trail in the first voting district staff.

Uh thank you Mr. Chairman. Uh this project is located off Log Valley Trail. You can see Log Valley Trail in the red. It consists of a single lot. The lot totals 16.21 acres. You can see see it there in the blue gray. The National Park Service is unwilling to grant an easement from Drury Lane. The purpose of this plat is to change access from Log Trail in red to Drury Creek Trail um in yellow up at the top. Water will be provided by an individual on-site well. Wastewater will be handled via individual on-site septic system and the Department of Sewage Disposal Management has approved the request and staff recommends approval with standard conditions outlined in the staff report.

Thank you. Any questions on item 20? Yes, sir. My question be on how they're going to cross the creek or that stream of water through there. um they will it'll be able to handle if they cross it at a 90 degree angle. I think that's uh correct. Is that correct? Yeah, there were some previous approvals by the storm water appeals board uh as far as creek crossings and driveways that would be required. So that's that's going to be addressed with the building permit. Okay. Thank you.

Anything further? Do I have a motion? and a second. Second. I have a motion and a second. All those in favor say I. All those opposed. Motion passes. Moving on to preliminary plats. Item 21 was deferred. Item 22, preliminary plat review for the Arbors at Leapers Fork Subdivision. Phase two containing 16 lots on 379 acres located off Hard Grove. Hard Grove Road in the first voting district. Staff.

Thank you, Mr. Chairman, property is located off of Harrove Road shown in red on the bottom right in the screen. The phase totals 133 acres in size and contains 16 lots shown in the blue. There are 62 acres of open space shown in the light green. The roads will be private and gated. Those are shown in the yellow. Water provided by HB&Ts utility district. Wastewater is handled by individual on-site septic systems. This preliminary plan is consistent with the revised concept plan and staff recommends approval with the standard conditions outlined in the staff report. Thank you. Do we have any questions on item number 22? I have a motion and a second. All those in favor say I. I.

All those opposed. Motion passes. Preliminary plat item 23. Preliminary plat preliminary plat review for the Grove subdivision phase 15 containing nine lots on 10.73 acres located off Arnold Road in the second voting district. Staff,

thank you, Mr. Chairman. Property is located internally off of Heirloom Bard shown in the red. This phase total is 10.73 acres. The phase boundary shown in the pink consist of nine lots. Non lots are shown in the navy blue. This will have 5.82 acres of open space shown in the green. Roads within the development are private. The water provided by Milcraftoft utility district. Lots are served by a non-traditional wastewater treatment and disposal system. The preliminary plan is consistent with the revised concept plan and staff recommends approval with the standard conditions outlined in the staff report. Thank you. Any questions on item 23?

Just a question for my information. Um, how many phases are there? Does anyone know like that historical? This is phase 15. I'm just curious how many more there are. Do we know? Yeah, we're close. Adam Seager with Dale and Associates. Um, I think this is the last phase for residential lots. So, yeah. About ready to close it out. Okay. Thank you. Yep. Any other questions? Do I have a motion? Motion to approve. Second.

We have a motion and a second. All those in favor say I. I. All those opposed. Motion passes. Moving on to final plats. Item 24, final plat review for Marlo Meadows at Carl Road large lot easement subdivision containing five lots on 108.66 acres located off Carl Road in the ninth voting district staff.

Uh thank you, Mr. Chairman. Uh this project is located off Carl Road. Um as you can see in red on the upper left inset, uh the development totals 108.66 66 acres consists of five lots as you can see in the blue gray. Uh lots will be accessed by an access easement as you can see in uh yellow on both insets. The resource protection standards have been met. Water will be provided by HB and TST utility district. Wastewater will be handled by individual on-site septic systems and the department of sewage disposal management has approved the request. Uh the final plat is consistent with the previously approved preliminary plat and staff recommends approval with standard conditions outlined in the staff report.

Any questions on item 24? I have a motion. Do I have a second? Second. We have a motion and a second. All those in favor say I. I. All those opposed. Motion passes. Moving on to item 25, final plat review revised for Little Creek Farm subdivision containing 18 lots on 57.08 acres located off of Wilson Pike in the f fourth voting district. Staff.

Thank you, Mr. Chairman. Property is located off of Wilson Pike shown in the top right of the screen in red. Development total is 57.08 08 acres in size and contains 18 lots shown in the blue. The purpose of this revision is to make the roads private and gated. The roads are shown in yellow. Water is provided by Milcraftoft utility district and wastewater is handled by individual on-site septic systems which the department of sew disposal management has approved. This revised final plat is in order and staff recommends approval standard conditions outlined at the staff report. Thank you. Any questions on item number 25? Do I have a motion? Do I have a second? Second.

I have a motion and a second. All those in favor say I. All those opposed. Motion passes. Moving on to item 26, final plat review revised and reapproval for vineyard vineyard valley section 2 containing 15 lots on 16.15 acres located off Nellis Branch Road in the second voting district. staff.

Thank you, Mr. Chairman. The property is located of Neil's Branch Drive, shown in red in the center of the screen. The section totals 16.6 acres in size and contains 15 lots which are built out shown in the dark blue. The revised final plat was approved a revised final plat was approved in November 2025 to remove sidewalks from the ride ofway by reducing rideway width from 40 ft to 38 ft and that variance was granted. This revision requires the signatures of all lot owners within the section and attachment 26-3 describes steps the HOA has taken to acquire all signatures. All owners agree to sign the plat except for the owners of lot 208. Since the owners of lot 208 did not sign the plat, the rideway shifted for all lots except for lot 208. Ride ofway for all lots except lot 208 has been reduced to 38 ft. Lot 208 will remain at 40 ft. Waters provided by the Milcross utility district uh utility district. Lots are served by nontraditional wastewater treatment disposal system. The revised final plat is in order and staff recommends approval of the original conditions outlined in the staff report.

Thank you. Do we have any discussion or questions on item 26? Yes, sir. What does it uh actually, and I think you sent that, but I didn't see it in the email the answer. What does it whittle it down to as far as the width of the sidewalk? So, is the the sidewalk in the plan I saw was 4T and uh the 40 to 38 is taking one foot off of each side, right? So, you would take one foot off.

Yeah. So, I believe it it varies somewhat, Mr. Chairman, but uh I think it's uh it can go down to no less than 36, I believe. Do we do we know in that area? Can the applicant um step forward?

Amanda Reed Pave Dawson. So um the lots there's only sidewalk on one side of the road and so the lots that are affected on one side the rideway was reduced uh to by 2 feet on that side. So it goes from 40 to 38 feet overall. So it's not on both sides. It's only directly affecting lots that have the sidewalk. But since it's a requirement for everybody um to sign the plat all the lot owners with the exception of the one lot have signed. But I guess do we know uh in that particular lot?

Oh that particular lot. So they are going to reduce that sidewalk to it's 36 in. Yeah. 36 in. So just on the front of that lot 208. And that'll bring it outside of the rideway and on just strictly on the lot. Yeah. So that should still comply with the ADA requirements.

Any further questions? Question. Do do we know why one applicant did not or the one lot owner did not want to sign? Is that person here? It's I don't I don't believe they were they are here that we know of. Um but I think they've outlined everything, all the communication in that um letter that's included in the uh packet. So they've tried for months to to get them to agree and the HOA has been very supportive. Um and the rest of the neighbors have all signed. You know, I think there's 68 lots total and everyone else has signed.

Yes, sir. Mr. Cry. And it's but as far as we know, we don't know of any reason why the the property owner doesn't want this. Will it do any harm in any way that you know to them? I I don't know what harm it would cause by reducing their sidewalk um to 36 in. It still meets all the requirements. Thank you. Anything further? Just accept staff's recommendation. We got a motion in a second. All those in favor say I. I.

All those opposed. Motion passes. Moving on to item number 27, final plat review for Moxley large lot easement subdivision, aka Turnage Wood subdivision, containing three lots on 15.04 104 acres located off Murphy'sboro Road in the 12th voting district. Staff.

Uh thank you, Mr. Chairman. This project is located off Murphy'sboro Road. Um as you can see in red and the left inset, uh the development total is 15.04 acres and consists of three lots as you can see in the blue blue gray. Uh lots will be accessed by an access easement shown in the yellow. Uh the resource protection standards have been met. Water will be provided by Milcraftoft and Utility District. Waste water will be handled via individual on-site septic systems and the Department of Sewage Disposal Management has approved the request. Uh the final plat is consistent with the previously approved preliminary plat and staff recommends approval with standard conditions outlined in the staff report.

Thank you. Any questions on item number 27? I have a motion. Do I have a second? We have a motion and a second. All those in favor say I. I. All those opposed. Uh motion passes. Any further business? Hearing none. Motion to adjurnn.