Planning Commission - Regular Meeting

Meeting to order. We have a quorum and through roll call, so I'll move it over to announcements to staff.

Thank you, Mr. Chairman. Item number 36 is on your consent agenda for deferral. Item number 35 has been withdrawn, and we do have a request for a non-agenda item, Pine Creek Section 2, the maintenance bond for the wastewater collection system. You will need to take action on that in order to place it on your agenda. We do have the reports on your desk, and I did email them to you this morning. That's all I have, Mr. Chairman.

Thank you. So we will move to the public comment period. We do have one person who signed up.

we need to do the non-agenda item.

Oh, you got to do that first. Okay. All right. So do I have a motion to add a non-agenda item as number 39 on the agenda? We have motion second. All those in favor, all those opposed motion passes. Um, so now we'll move into the public comment period. We did have one, uh, person sign up and, uh, Mr. Wiggers, correct?

That is correct.

All right.

Thank you.

You get three minutes.

Thank you, sir. Board, I'm representing the Vista Homeowners Association. It has come to our attention that despite a lot of the... orders of this commission, Jones Company has not fulfilled the obligations that they have promised to the association. There is one specific instance in which They have promised to fulfill all of the obligations that they have. There is a problem with the irrigation system. They have, by their attorney's own admission this afternoon, from me or to me late this afternoon that they are not going to fulfill all of their obligations. That's a problem. There has been, Terra Vista is a community which relies upon this commission. And at this point, Jones Company has not complied with all of the orders of this commission. One of which is the obligations that they have concerning the irrigation system. We would respectfully request that anything having to do with Jones Company's release of any bonds be denied forthwith. I'm open to any questions.

I mean, I think we're good at this point.

So thank you all. And I'm sorry to have to come in so late and bring this to the attention of the commission, but they're just not complying.

Well, the good news is we're probably not done tonight. So anyway, we'll, we'll take it into consideration.

Thank you.

All right. Okay. Moving on to a consideration of the minutes from the last meeting. Were there any comments?

Motion to approve. Second.

We have a motion and a second. All those in favor say aye. Aye. All those opposed? Motion passes. Consideration of the consent agenda. I didn't hear of anybody that needed to abstain. Anything that we need to pull off the list before we take it as a whole? Do we have a motion? We have a motion and a second. All those in favor, say aye. Aye. All those opposed? Motion passes. Moving on to the agenda and moving on to old business, item 33, Terra Vista Roads Drainage and Erosion Control Bond Update.

Brett Thaney with Truland here representing Jones Company. An update for phase two for the physical items. Everything's been done. There's one head wall that needs to be touched up, has a little erosion around it, should be done tomorrow. The wastewater road based on which touch up and re-compacted today. If weather holds out, binders going down tomorrow and top coat first part of next week. The pond has been done, the concrete flume has been put in. Given the rain this week, it's hard to tell exactly if it's draining perfectly or not because it's constantly wet, but we'll reassess that when we can. Other than that, all the other physical items have been completed in phase two. Phase one, all the pond work has been regraded. The only outstanding work there, two items are currently working on the swell on Long Lane and doing what they can this week. They're probably 70% done, I would guesstimate. That should be done the next two, three, four days, depending on the weather. And then T-Squared's working on the site plan for the mailbox kiosk. But all the other physical work in phase one has been done.

Mailbox, kiosk, what do you mean by that? Just locating it and doing a site plan for that. Okay, so it's not been located at this point?

Correct. We could not, from both engineering services, find a copy of where that had been. It got moved, from what we can tell, because it ended up over the water line, is our best guess as to why it moved a little. Okay. And happy to go over the timeline.

Any other questions? I know Mr. Scott has some comments to make, but any questions at this moment? If you'll hang tight. Sure.

Thank you, Mr. Chairman. Last month I was asked to update the open issues and to bring you guys up to speed. So all you have in front of you is the current open issues as of today. Section 1 and Section 2. So we can go through these. I don't want to go through every single one. I know we have other things to do, but We'll just briefly kind of go through what we're looking at here. So basically what we have on the first few pages are just some basic parameters such as completion of detention pods, make sure they drain, make sure they're maintainable. confirmation that street inlet stormwater pipes, et cetera. Brent had mentioned that there's some riprap aprons and stuff finishing up. So when I get that, I would expect confirmation from the engineer to respond. Slopes. We're going to talk about slopes here at the end. Let's see. Number nine is I had asked for the site plan for the mail kiosk back in February, and so that's what he was referring to on that, is we need a site plan filed for that. So we're going to go to – there's the mail kiosk. Item number 10, Pond 2A, this is in Section 1, and this is item 10 on your sheets here, which is on page 6 if you're following along. I had asked to complete Pond 2A, and they've done work to it. it looks a lot better. Um, they've removed the invasives, they've regraded the back slope, uh, to be three to one or better. The only reason it's still on the list is we just, there is still a, um, gabion basket that's shown on the plans and um like a four bay and then um there's some ponding so and we need to make sure the the grass takes and it's it's stable so uh that's the only reason that one is still on the list um obviously they're still working on the water quality swell which is number 12 on your sheet here Um, so I think they've just mobilized on that particular area and I believe they saw some equipment working that. Yeah. Um, pond number one, item 13 has been regraded there. As you can see, there's still some, some ponding. I don't know if that's going to be permanent or if they'll have to put a, you know, some type of French drain or something in. But what we want to see is we want to see the grass grow and see that's maintainable. So that's why it's still on the list. It's kind of the same with Pond 2D. It's pretty well maintained. There's a little ponding. I'm not sure what the stones are there, but it also calls for like a level spreader gabion type situation. Same with Pond 2D. They've regraded it. It looks a lot better, taking out the invasives. This is just an inlet that has some pretty strong grades around it. And so it's still on the list. So not any huge deals there. Most of the issues have been completed or in the process. There's still 13 open issues, but some of those we talked about, they've addressed the majority of it. So we still need to see stabilization, things like that. Water quality swell, that's the big one that hasn't been finished yet. And then the steep slope areas we'll talk here at the end. Section 2, item number 9 on your sheets here, which is page 2 and 3, the access drive. So like Brent said, I believe next week is the date to hopefully binder tomorrow and we'll talk about the first part of next week. Okay. He had mentioned some ponding. So what's going on here? They did put the flume in. There is some ponding, but some of that is because the straw is getting into the flume and clogging up the inlet there, the orifice. So as we get grass and the straw is no longer there, it'll be better. But I thought this looked pretty good. they put some flumes in detention pond five. So that's a pretty, pretty cool little feature there. Um, we do have on your, on your paper, there's still the sinkhole issue that I'm waiting on geotech on. Um, so kind of takes section two. Now some questions that come up about slopes and I don't want to be really clear about kind of what we have and what I'm expecting. So these are the slopes that were approved that the T-square provided as the approved grading slopes. I can't read the little graph there too good but um red is 50 percent or steeper and then i think yellow is like three to one so or or better so the approved there wasn't really much two to one um when we look at the as built And you guys, some of y'all may have a copy of this so that you can follow along. But the as-built, in phase one, there's a little bit of two to one, some of which they've taken care of around pond 2A or 2B, I forget which. They've graded that out. And so they've addressed some of that pretty well in phase one. Here's phase two. And it's pretty much up to two to one, three to one area. But the problem with phase two is there's some areas that are pretty steep, steeper than two to one. A couple of my comments were to regrade areas steeper than 2 to 1. Obviously, that would be a pretty significant undertaking, and it could cause more issues than it could solve. But we've had some landslides out there in the past, so I just want to make sure everything's on the up and up. I spoke with Tim Turner briefly about it, and he felt like a geotech would be a better solution to kind of – look at that and determine whether or not these need to be regraded or if they're stable and not prone to slagging. So that's to me one of the big issues is I just want confirmation that the slopes are you know relatively stable and we won't have further landslides. So other than that if there's any questions feel free to ask that's all I have.

Yes, ma'am. So it starts on page 3 of 16, so in phase 2. You have a note here from February 2025 asking about a geotechnical report. Are you saying that you still don't have a report for that one? Is that the one that you're still waiting on the geotech?

I'm sorry, which page was that?

I was looking at it starts on page 3 of 16. 3 of 16. Okay. Item 10.

Oh, okay.

I see it.

I was just trying to match up where you're still waiting for geotech. Is it this one or a different one?

So those are some – there were two depressions, and this is an older picture. Sinkholes, I don't know. They look like they formed. They look like they had throats. And I asked for more information – I think Geotechnical did go out there. They did mat over those areas, but during a recent visit, whatever's happening, the throat or whatever, opened back up. I feel like that's an active feature. I think that they have... attempted to address it, but now I do not have anything I feel is a solution for those areas.

Can I make a comment towards that? Sure. To answer your question, the holes, the first holes were the very first geotech report references those holes and what's happening there. They're just what he defines as a dropout. They're not a sinkhole, if you will, and an active throat. We've since gone back and fix those just recently again. So I think if you want him to look at them again, we can talk to them about that. Um, that's fine. It was in the initial report, the first geotech report.

So this letter from, or the picture that I think the County uploaded from May 14th, right? That's on page six. Yeah, it says based on the inspection May 13 photo below, it appears may still be an active feature.

Yes, that was taken, yes, fairly recently in May.

So we don't have an answer for that yet. That's one of the ones where...

It's the same. Area the same. Incident that happened, if you will, and I think he even says in the letter there's no guarantee that can't happen anywhere at any given time. So but I'm we can talk to him about going back out there. Happy to do that.

OK. Any other questions?

What is this irrigation that the gentleman was telling us about?

I can tell you what I know, which isn't much, but I saw and it was copied on an email today where the HOA attorney had stated that apparently the HOA determined the irrigation pump in the subdivision went bad or something. They had to replace it. I'm not sure what happened to it. They sent in the email demanding that Jones Company pay for that replacement. They had already replaced it. My understanding is Jones replaced it and they acknowledged this in their email two plus years ago. I'm assuming Jones probably put in their original and out of good faith two years ago they replaced it. Pumps wear out, I don't know what the water quality and the solids and how often it's run and is it maintained? Was it a bad pump? you know i have no idea it's been replaced it's been replaced recently uh two little over i think they stated a little over two years ago but you don't know anything about it right now if it's going bad right now what he's talking about is it something that's going bad currently or is it something we talked about no they've already replaced it apparently okay from the email i saw They determined it went bad and they replaced it and asked Jones to pay for it.

I think at this point, Michael, let's just add that to the list. Let's double check and figure out what... We don't bond irrigation systems, Mr. Chairman.

That's not part of the roads drainage and erosion control bond.

That's basically what I'm saying. If it's our... something we oversee, then let's oversee it. If it's not, then let's not. That's all we can do at this point.

The last question I have is, An obvious question. When is this mess going to be cleaned up? I can just see it dragging into winter and then we'll tell the weather's bad and we can't do it until the weather clears.

I would say all the physical work should be done in the next five to ten days.

Okay, so the next time you come to the meeting, you should be able to tell us what to do.

We should be done with all the physical work out there is my attempt.

Thank you.

Sure.

Any other questions or comments?

I guess one as well. Mr. Scott's done a wonderful job of providing an update and giving detail and color behind some of the larger issues that are hanging out there still. And y'all have made good progress, it seems, in a lot of areas. I think part of our problem is visibility. It's hard for us to see... based on a narrative update and this. I hear physical work should be done by next meeting. That's wonderful. If it's not or if there are other outstanding issues that need to be taken care of, I think we would all love to see a Gantt chart, something pretty straightforward that shows us real plainly these are the items left. Here's are scheduled to execute them. And I know project closeout is not fun for anybody, but I think that's probably in everyone's best interest if we've got that visibility to be able to say, yeah, we have confidence that they're moving forward and getting it done.

That's fine. Thank you. Sure.

All right. Thank you. Sure. Thank you. Moving on to item number 34, plat review for Wild Oak Large Lot Easement Subdivision, aka Coleman Road Large Lot Easement Subdivision, containing five lots on 35.6 acres, located off Coleman Road in the 9th Voting District. Staff?

Thank you, Mr. Chairman. This project is located off Coleman Road. You can see Coleman Road in the red. The development totals 35.6 acres. It consists of five lots. You can see the five lots in the gray-blue. The shared access easement is shown in the yellow-orange. Water will be provided by the HB&TS Utility District. Wastewater will be handled via on-site septic systems. And staff recommends approval with standard conditions outlined in the staff report.

Thank you. Any questions?

Motion to approve first act. Second.

We have a motion and a second on item 34. All those in favor say aye. Aye. All those opposed? Motion passes. Item 35 was withdrawn. Item 36 was on consent. Moving to final plats. Item 37, final plat review for Marlow Springs at Carl Road subdivision containing five lots of 91.81 acres located off Carl Road in the 9th voting district. Staff?

Thank you, Mr. Chairman. This project is located off Carl Road. You can see Carl Road in the red. The development total is 16.21 acres. It consists of five lots. You can see the five lots in the gray-blue. The shared access easement is shown in the yellow-orange. Water will be provided by individual on-site wells. Wastewater will be handled via individual on-site septic systems. And staff recommends approval with the standard conditions outlined in the staff report.

Thank you. Any questions on item 37?

The stub on there that's going to the property on the bottom part of it, that's going for future development, I take it.

Oh, the stub road? Let's see. I'm not sure what that is. Let's see.

I think you've got the split screen. Are you talking about the one on the right-hand side?

Yeah, that's where the other part of the easement connects to this part of the easement. It's on two screens. So on the right-hand one, it connects to the stub on the left-hand.

Yep. Thank you. I move. Thank you. We have a motion and a second on item 37. All those in favor say aye. All those opposed? Motion passes. Moving on to item 38, final plot review for re-subdivision of lot 1, Flint Meadows Subdivision, containing one lot on 18.25 acres, located off of Steeplechase Lane and the 8th Voting District. Staff?

Thank you, Mr. Chairman. The property is located off Steeplechase Lane. It's shown in red at the top of the screen. The development totals 18.25 acres in size. You can see the entirety of it outlined in the pink. It contains three lots, shown in the dark blue, and two of these lots are family subdivision lots, which are the light blue. They're adjusting lot lines to create a better building envelope for them. And there's a shared access easement shown in the yellow. Water is provided by the Harpeth Valley Utility District and wastewater is handled via the Harpeth Valley Utility District sewer. And staff recommends approval with standard conditions outlined in the staff report, including the submission of the family subdivision affidavit and restrictive covenant.

Thank you. Any questions on item 38? We have a motion and a second. On item 38, all those in favor say aye. Aye. All those opposed? Motion passes. Moving on to item 39, which is a non-agenda item we added. Pine Creek Section 2 Maintenance Bond for Wastewater Collection System. Staff?

Thank you, Mr. Chairman. This bond has satisfied the requisite two-year maintenance period, and therefore staff recommends releasing the bond.

Thank you. Any questions? I have a motion and a second. All those in favor, say aye. Aye. All those opposed? Motion passes. I have a motion for adjournment.

Motion.

Thank you.