Planning Commission - Regular Meeting

Good evening. Welcome to the March 19th, 2026 meeting of the Mount Jul Municipal and Regional Planning Commission meeting. Um, as we begin our meeting tonight, uh, we do have two members absent and therefore like to uh discuss our quorum requirements. It states that the presence of five members of the commission shall constitute a quorum for the transaction of business. Chairperson may at his or her discretion wait up to 30 minutes after the scheduled meeting time for a quorum to be present. In the event that a member is required to leave a meeting prior to adjournment and the departure causes a loss of quorum, no further official action may be taken into a quorum is restored other than an adjournment. majority vote of those commissioners present and in no case less than four affirmative votes shall be required to decide any item of business requiring action by the commission. Uh with that being said uh we will move on to our uh first item on the agenda and that is to set the agenda. I am uh aware of one change on the agenda tonight. Um it is a uh request for deferral and the deferral is item 9A which is to review the subdivision regulations amendment to article 4-103 streets and pedestrian ways. So that will come back on our May agenda. We need to make appropriate u uh public notification in regards to that. Um outside of the deferral of item 9A we aware of any other changes adjustments? Seeing none, we'll set the agenda as stated. Our next item up uh of business falls underneath our staff reports begin with our city planner, Mr. John.

Thank you, chairman. Um the one thing I'd like to bring to your attention is item 7A. It's the put amendment for Traymore. The cover letter that's in your packet says that they're asking for uh the CO trigger to be 50 COs. They've actually they wanted to amend that after we had begun the process of putting together the packet. It's 25 COS is what they're going to be asking tonight. All right. Wonderful. Shane, anything from public works? No, sir.

I got to say a huge thank you to uh to a public works team. I believe that you have collected all of the or the vast majority of the branches right now. talk to us.

I believe in the last month they hired an emergency contractor to come pick up all the brush from the ice storm. They finished uh this week. So I believe they're going to resume our regular service starting Monday. So kudos to them. He Mr. White did a heck of a job getting that pulling that together and keeping it on the train. So I said I wouldn't trade that bunch of group for anybody else in this country. They did a heck of a job. the storm and managing all that and they they did a false job getting all this together for us. So now we have a big mountain of branches. Yes. It's on Clemens Road. So anyone wants to go see it?

Yeah. If anybody needs an extra branch, you're welcome to come grab one. Huh?

I understand. I saw the uh the truck that provided that service going down the road and reminded me of something off the Mad Max Thunderdome or something. It always really that black truck with the trailer. I was like, "What is that?" I was like, "Ah, there they are." Because they uh they also provided service on our road. So, very grateful for that and uh and the quick cleanup as well. All right. Uh we will uh move on. Our next item up on our agenda falls underneath our citizen comments. Uh at this time, we will take citizen comments. Public is welcome and encouraged to make public comment about any item on our agenda. There will be two opportunities for comments. You may speak now or you may speak when the item is presented to the planning commission. We do ask that you limit your comments to three minutes or less and anyone wishing to make comment at this time is welcome encouraged to do so. Please come to the microphone, state your name and address for the record. I see no citizen comments at this time. We will move forward with our uh next item on the agenda. We'll begin with item 5A. Uh it's to adopt the minutes from the February 19th, 2026 planning commission meeting. Any adjustments, typos, errors, corrections? Seeing none, looking for a motion regards this item on our agenda.

Got a motion and a second. All those in favor signify by saying I and raising your hand. I against extensions. So approved. Next item up on our agenda falls underneath our consent agenda. We'll begin with item 6A, which is the development letter of credit number 7 00003480 for Winfield phase 2 in the amount of $49,32751 can be released. Item 6B, sewer letter of credit number 55115 for Waterford Park phase one in the amount of $252,114 can be released. Item 6 C, the sewer letter of credit number 551110 120 for Waterford Park phase two in the amount of $115,435.50 can be released

on 6D. Okay, let me uh get around to that. We'll grab it up. from the southern property that's supposed to be installed and it has not been installed and this is a final. This is final. Yeah. Larry, would you prefer for us to take that off of consent? That way we can hear consent and bring it to the back. Okay. If they hadn't found anything Yes, I'd like to take it off. You'd like to take it off? Yes.

Any objection to us removing item 6D from the consent agenda? That being said, we're going to move item 6D off of the consent and it'll be heard prior to item 7A. Uh with that, we'll finish the consent agenda. We'll begin with or the next item up would be item 6E is review the final plat for Cane Break phase 4 located off Devonshshire Drive. Item 6F, review the final plat for Tilman Place located at 6235 Central Pike. Item 6G, review the final plat for secluded valley acres located at 1912nd Avenue. Item 6H, which is a recommendation item back to the board of commissioners. It is to review the PUT amendment for Providence Central located at 200 Adams Lane. Mr. John, any uh comments from planning? Just what you see in the staff reports. I approval for all of them except for the put amendment which is a positive recommendation. Very well chain. Anything from public work?

Do with planning.

Very well. Questions, comments from the commission. See none at this time. Let's call for citizen comments. Anyone wishing to make comment about any item on the consent agenda is welcome. Encouraged to do so. Please come to the microphone and state your name and address for the record. Seeing no citizen comments at this time, we do need to close the planning commission meeting and open a public hearing. Public hearing is in regards to items 6E, 6F, 6G. Item 6E is to review the final plat for Cane break phase 4 located off Devonshshire Drive. Item 6F is to review the final plat for Tilman Place located at 6235 Central Pike. Item 6G is to review the final plat for secluded valley acres located at 1912nd Avenue. Anyone wishing to make a uh comment on any item during the public hearings, welcome, encouraged to do so. Please come to the microphone, state your name and address for the record. See no citizen comments at this time, we'll close our public hearing and reopen our planning commission meeting. And at which time I'm looking for a motion in regards to the items on our consent agenda.

Move to approve with all conditions. It's a motion and a second with a positive recommendation. With a positive recommendation. Is that correct? Very well. Second stand. Got a motion and a second. All those in favor signify by saying I and raising your hand.

I against extensions. So approved. Our next item up on our agenda is item 6D. It is to review the final plat for Winry Pines phase 7B located off Winry Club Drive. I'll start with Commissioner Cersi. Question and comment in regards to that item. Um, when we approved this, they were supposed to put a property line fence on the southern property line, which is joining my property. Yes, sir. And they they was actually supposed to do it at the beginning of construction, but there's no fence there. And we we're on the final.

John, you want to speak to that? Yes. Um, it's a good question. Um, we we would notice it at the end, you know, when it's when it's completed, but what we can I'll we'll look into it. And what I'll do is we could hold a CO on those homes before until it was installed. Condition of the pud. Um, it wouldn't necessarily be it wouldn't be shown on a plat. A fence wouldn't show up on this plat,

right? Um, but if they don't install it by the time they're looking to fill those houses, we would hold them with a CO or something so we just address it that way or something. But, um, as to why they haven't done it, I don't know if they had a trigger on this. They probably didn't have like a trigger on the C, although you did say it was earlier in the process of I mean, this is this is seven phases.

Seven. Yeah. All right. We we'll get you an answer on that cuz it doesn't really affect this plat, but if it was a condition, they're going to have to do it before they, you know, sell the home, sell the lots. So,

same uh question. If we uh since this is a final plat right here, can we um should we make a positive vote on this item on our agenda, can we also add that uh as a condition of the approval of this final plat that the uh fence be installed? If not, CO is held until its completion. Okay. No need to really put that in. Um,

do we do we happen to have any representation uh present today? We do not. Okay. For the next 60 days before it'll be okay. We need to take action on Farewell. No action would constitute automatic approval. Very well. Commissioner Jiles, you had a comment.

Well, those comments should have been somewhere and I don't know why we've gone seven phases without this fence being put in. Yeah. Yeah. I would imagine that they're going to look at it. Yeah. Commissioner Franklin, you can make anything conditional on a final plaque, can't you? We've done it before. That'd be good.

Yep. We're good. Any other questions, comments from the commission? Let me go ahead and call for assistant comments in regards item on the agenda. Anyone wishing to make comment at this time is welcome to come to the microphone and name and address for the record.

See no citizen comments at this time. We do need to excuse me close our planning commission meeting and open a public hearing. Public hearing is in regards to item 6D is to review the final plat for Winry Pines phase 7B located off Winry Club Drive. Anyone wishing to make comment during the public hearing welcome encouraged to do so. Please come to the microphone name and address for the record. See no citizen comments this time. We'll close our public hearing and at which time I am looking for a motion in regards to this item on our agenda until they consent to put that fence up. How about a motion for approval with a added condition of no COS until the fence is complete?

Chairman, please. Can we add if it was a condition? and we're not seeing it in the approved ordinance, the PUD. So, I'm not sure that it was a condition. So, just add the caveat that it is a condition. We're not adding a condition now.

I'll never forget that. I I'll be honest with you. Yeah. Oh, I know. Yeah, I agree. Jennifer was over there. We had that discussion of what type of fence was we going to put up. I think I recall that, too. I didn't really care what type as long as they put one up, right? Yeah. Because that's got active cattle on it if I'm not mistaken. Yes, sir. Yeah, for sure. That's a motion. It's a motion. Second. It's a motion and a second. All those in favor signify by saying I and raising your hand. I against extensions. So, approve.

All right. Next item up on our uh agenda uh falls underneath item 7A. Uh this is a recommendation item back to the board of commissioners. It is to review the PUT amendment for the Trademore subdivision located off Benders Ferry Road. Mr. John, I will defer to Mr. Shamanor. Jane,

currently the Bender Cove subdivision has the ability to obtain 25 COS before building permit issuance is suspended to get the road improvements on Bender's Ferry and the intersection at Lebanon Road completed. As it pertains to Traymore, they have a condition in their approved ordinance that states that the completion of the Benders Fairy Road and Lemon Road intersection improvements by the Benders Fairy Bud shall be completed by the issuance of their first CO. Treymore is asking that that CO trigger be increased to 25 to match what Benders Ferry has due to utility conflicts that have occurred with Pedmont Natural Gas. As such, since your board and the board of commissioners came up with CO trigger or I wasn't in a position at the time to hear what the negotiations were behind the scenes for those CO triggers, I'll turn it over to you guys to discuss and establish uh the request, you know, grant the request or recommendation for the CO trigger uh that Treymore subdivision port is requesting.

Sure. The uh as I looked at this, a couple quick things uh came up on this. I know we put the same condition. Apologies, can't remember the name of the maritage. What is the name of the Fenders Co, sir? Venders Co. Okay. So, we put the same road improvement condition on Treymore as we had on. So, that way whoever was first in the game had to complete the vendor fairy improvements. In this case, uh, Bender Cove was first, uh, uhh, game in and they're right there, um, with we, do we still have a end of May, if I'm recall correctly, completion date for that? It's

dependent on Pedmont right now, but I I did see them actually working today. So, I just with my own eyes, optimistically, I think it'll get completed this summer. So the vendors Cove is working to complete the improvements. Therefore, Treymore is not part of the Benders Fairy improvements, but I've not driven past there. Has in front of Treymore subdivision. Have they completed all of the required improvements at their subdivision entrance? Those improvements are under the jurisdiction of Wilson County Road Commission. The road road improvements are So they're not going to be able to do the improvements and the conditions that we imposed on them?

No sir, we don't have the jurisdiction out there. They are I'd have to defer to the engineer about their improvements, but I believe they're doing may know that they're widening the road section between uh the end of the Bender Cove site up to Maze Chapel and they're adding a couple of turn lanes in addition and we did a del I thought as well with interest. Todd, do you want to speak to this?

Yeah, the there so there's two sets of conditions for Treymore, ours and the counties because it only deres access from county roads. We required them to do turn lanes at their uh vendor ferry access and to widen polecat. The county required them to continue the threelane section up from the vendor's uh cove property line up to um either Maze Chapel or Gay Winds. I'd imagine Gay Winds because that's where their driveway is, right?

Um however, because that was a county recommendation, there is not a CO trigger attached to that or sorry, not a county recommendation, that is a county requirement. Okay. They cannot derive access off that road without doing that. So, I would assume that's a first co kind of thing, but that would be enforced by the Wilson County Road Commission and not us. Did we? And but we didn't give Treymore uh any kind of a C a CO trigger that I'm aware of. Did we? I believe ours were first CO.

Okay. They needed to be have their stuff complete by first co and that was a vendor fair. Okay. Want to get try to get back in tune on that. Do you have a question? Yeah, we were talking about vendors code. Did did we not vote as the BOC to allow them to the 1st of July instead of 1 of May or was it requested for the 1 of July and and we we voted for the 1 of May? I don't wrong. I don't think there was a second motion. Okay. Never voted. On the second reading, there was no vote. Okay.

So, it stayed at May instead of July then. Is that what happened? It just stayed at 50 CO. It stayed at 25 CO. Stayed at 25 CO. There we go. Which I got to count today. They're at 20. Okay. Okay. Let's go ahead and call for representation of this project. So name and address for the record.

Hello everyone 5 Klein Avenue. Uh thank you for entertaining this uh this request. Uh we're just hoping for a little bit of grace to match uh the 25CO unit count that was granted to Bender Cove. We are actively working on our turn lanes at our entrance uh on Benders Ferry. Uh our improvements are the widening of Bender Ferry stops at Maze Chapel. does not go all the way up to Gay Winds drive and we are actively working on the widening of PCAT as well. So we are in control of our own destiny on PCAT and our turn lanes on Benders. What we don't have control of is meritage efforts from their project to Lebanon Road. That's what we're asking for some some relief on. Uh so thank you. Happy to answer any questions that you may have.

So that was correct. We didn't give trademar any kind of or is your improvements need to be done by your first co? Yeah, ours are and and we're on track to do that. How quickly you expect to fill the first 25 homes. What if that happens in a week? We're we're barely getting started on three model homes. Okay. Uh I think we might have a model home ready in August. We just don't want to be caught by Lebanon improvements not being done. That's all. Thank you. Further questions, comments? 25. Yeah. Yeah.

Very well. Seeing no additional questions, comments, let me call for citizen comments in regards to this item on the agenda. Anyone wishing to make comments, welcome, encouraged to do so. And please come to the microphone and state your name and address for the record. See no assistant comments at this time. I'm looking for a uh recommendation in regards to this item on our agenda. A motion for a recommendation with the 25 CO trigger. Second. It's a motion and a second. All those in favor signify by saying I and raising your hand. I

against extensions to approve. Yes, sir. Please. Before we get off the subject, anything you want, if you have to communicate with the county road commission on any item like this, a subdivision that straddles both jurisdiction, let me know. I'll take it before the board if necessary. I go to those meetings, you know. Great. Thank you. Next item up on our agenda is item 8A is to review the final master development plan site plan for the Wawa located at 4515 Beckwith Road. Mr. John.

All right. All right, I'll preface this with this one first. Um, I'm sure you all know what this project is. Um, their putt amendment for the number of pumps is uh currently making its way through BOC. It passed first read um on the 9th, I believe. Um, when I was reaching out to the this applicant to see if they would like to defer this until that put amendment is complete. this bill has a second read, passed on first read, but still has a second read. Um, they expressed a desire to keep it on the agenda here. Um, which obviously we did and I added a condition on there that this approval of this site plan shall be null and void if the pot amendment before the BOC approaching second read fails to pass. Um so that so I recommend approval with that condition but by all means if it's not uh palatable to do it before the put amendment passes fully you can defer it or can they defer it twice because it's been deferred once I believe right um so if it can be deferred again Sam then that option is there too but like I said it's got one read on the putt amendment um still at BOC. Um I would have personally preferred to leave it off the agenda, but the applicant was desiring to have it added here tonight. And so I did put in a condition that this

it should be void should it the BOC amendment fail. Um and other than that, I mean that this plan is pretty good. It was just those those variances that they're asking for with the size of the building and the facade on the capan canopy and the uh number of pumps, but like I said, those went through BOC already and positive first read. Thank you. Yes, Jane Corps.

Uh staff does recommend or recommend approval with our conditions as listed. Uh, one thing that has occurred since this project was first commented on, the master developer took took on the task of showing that the the PUD area does not require detention, which I reviewed and approved in the interim. So, we'll be working with the developer to modify their site plan accordingly. You think that'll have any effects changing what we're seeing tonight? No, sir.

Okay. And the reason they're they're able to forego detention is because the creek sits in the northern end of the pud. So being that close, it's typically detention is typically not required. So they but they showed the analysis of that in the interim questions, comments from the commission. Everyone uh we have representation to this uh project. welcome to uh to come forward. Be name and address for the record.

Good evening. It's Chip Ashley, 573 Montro Drive, Mount Juliet with Kimley Horn representing Wawwa and representing Oldacre McDonald. appreciate you guys um listening to our requests tonight and um I know Walla is really excited about this location and finally being in the community. Uh it's taking a lot of work to get to this point. So, we're really excited about being able to open the first Mount Juliet store here shortly. If you guys have any questions, uh be happy to answer those or speak to those. I'm not following you through the uh through the BOC. Did you get positive recommendation on the uh uh on the first reading? Yes, sir. We were consent agenda with no public comment.

Very well. Any questions, comments from the commission. Thank you guys. Thank you. Yes, sir. This time, let's go ahead and call for citizen comments. Any citizens wishing to make comment in regards to this item on the agenda is welcome, encouraged to do so. Please come to the microphone, state your name and address for the record. See no citizen comments at this time. I'm looking for a motion in regards this item on our agenda. I volunteer a motion to approve conditions. Well, motion second. All those in favor signify by saying I and raising your hand. I against extensions. So approve. Thank you.

Thank you. Next item up on the agenda is item 8B is to review the final master development plan site plan for the convenience store located at 2190 North Mount Juliet Road. Miss Jill.

Hello. This plan has been before you before previously um and they did defer due to a multitude of things. Um to kind of go back to the drawing board, their PMDP was uh approved back in uh September 8th. Um this is for the convenience store at 2190 North Mount Juliet right right down here on the right across railroad tracks. Um their intent is to completely redevelop the site. Um this is a welcome project for a lot of people. It's a long time coming. A lot of staff effort and developer. There's been a lot of effort, a lot of meeting, a lot of back and forth. Um, but they've worked diligently with staff to try and meet all the conditions and the wants and the needs of this project. Um, the updated convenience store, the new convenience store per se, is 3,64 square ft. Um, they did get approvals to increase their pumps. They will have three pumps and six handles. That was approved via the BOC back in September. Um the FMD does uh FMDP does conform with the PMDP. Um all the previously approved waiverss that were also done with the ordinance included um a 23 foot setback in lie of 30 ft 16 parking spaces including those at the pump instead of the 24 required along with a CDS waiver of no masonry on the north and south ends of the fuel canopy. Um, but again, as I said, this does substantially conform to the PMDP that came before y'all several months ago. Um, if you have any questions, we're happy to answer those.

Thank you, Jane. Public works. Our comments are general in nature and we recommend approval with those comments. Very well. Todd, like to hear your opinion on this. I know it's an existing, it's not a necessarily a new proposal, but tear down redo on this from a traffic standpoint.

Yeah. Uh, so a few of the snags this project have hit in past have have been resolved. They're completely out of the railroad right away. Um, they are uh internally doing one-way circulation kind of counterclockwise. Uh that's why they've got the angled parking that maximizes their number of parking which was a variance that they had. Uh so that's good to see. And their access is going to be right in right out only with the dual drives. You know each drives going one way only. Um it's it's an improvement from from what's out there quite frankly. Um, it's matching the same use. Um, so T dot doesn't need to get involved. It's a good plan.

Very well. Good. Do you have a comment? Commissioner Franklin, please. Question. Do you know the way it's set up? And I agree it is an improvement, but the parking could be gone for people because we're not going to be able to see it from the building when they when they pull around. Could be could have go around a few times. You know what I'm saying? If somebody wanted to stop, I mean, you could have they come by and they see it, it's all full, they could go around and around. It's that it's that movement. I see that movement being kind of unusual for a store, but I I see that here. I little circle track race going here if you're not careful.

I I understand that what you're saying. Um I think that's going to happen no matter what when the store is behind the the canopy. Um they did get approved for a substantial reduction in parking. Um and quite frankly if the the parking is full, they're just going to lose customers. Um and that that was stated to the applicant at PMDP. Um they they understood and they wanted to move forward. Is there any impact on that existing auto shop behind? I know that there had been some I don't even know how to phrase that. Some significant issues in the past around that and I know they park a lot of cars back there. It looks like this property extends just about to the edge of that building. Has that all been sorted or not our concern. Where's that at?

Correct me if correct me if I'm wrong, but I think that the access to that garage is via the rail rightway. They just drive across that. And one of the issues we had with this plan initially was that they had parking. They had their site encroached into that rightway. And we've got this pulled out of there now. Okay. Um but that auto body shop, yes, they do get access on that north side of this site. Um, there might be another access. I'm not sure. Maybe I don't think there is. That's a landlocked piece back there. Yeah, that's a tough spot that that runs in back there for access.

It does look like that shop has a another access from behind this building, but whether there's an easement that grants them that is is a much different story. Okay. Further questions, comments? We have representation that'd like to speak on this, you're welcome to encourage to do so. Name and address for the record.

Hello, I'm Will Clark. Um, address is 302 North Caldwell Street in Paris, Tennessee. Um, happy to answer any questions. I I work for Alli Smith for the engineer designing the site. Well, thank you for hearing. I'll say thank you for hearing the comments and addressed them. It's a good location for the store right there, but looks like went kind of went back to bat and heard what was being said and found a way to make it done. That compliments on the architecture that I saw here, too. That'll be very nice for kind of our city center area right here. uh when it's all said and done. I actually saw it for the first time driving through to this meeting today and it's going to be a big upgrade.

Yeah. Compared to what's there and Yeah. Yeah. I'm a I'm a lifer here and it's as long as I can remember almost just like it sits today. Yeah. Yep. It was difficult. Of course, like you heard, there's a lot of little roadblocks here and there along the way, but I think the plan that we have put together now is pretty solid. I think we've addressed all the comments that have been issued and Commissioner J. Please listening on this, you probably won't know this answer. Do you know how late they're going to stay open?

I don't. I'm sorry. I don't know if that answer but hopefully laterally get that information for you. Further questions, comments from the commission. Thank you so much. Thank you. Let's go ahead and open this up for citizen comments. Any citizens wishing to make comment regards to this item on our agenda, welcome to encourage to do so. Please come to the microphone, state your name and address for the record. See no citizen comments at this time. Looking for a motion in regards to this item on our agenda. I'll make a motion for a positive recommendation or is a motion for approval. Motion I'll make a motion for approval based on all theations. Very well.

It's a motion and a second. All those in favor signify by saying I and raising your hand. I

against extensions. So approve. Next item up on our agenda is a recommendation item back to the board of commissioners is to review the rightway abandonment for a portion of Aiden Lane to the Winfield subdivision HOA. Mr. Shane um as Winfield development is wrapping up. Uh they were given a a part of their approval included a walking path connection to the Bradford Park subdivision through Winfield and uh that terminates at the amenity center. As this project was coming together, the connection couldn't be made without going through city right away. And in agreement with the Winfield HOA and from a city's perspective of of eliminating potential future liability and maintenance, we uh bring this item before you and the BOC to abandon that right away to the Winfield HOA so that they can fulfill the condition of the walking trail and the city is not saddled with liability, maintenance, and any hold harmless agreements that come about with the utilities as they construct this path. Uh, we recommend approval and I'm here to answer any questions you may have.

Just how many um I'm assuming this is just kind of a hammerhead right here on Aiden uh Aiden Lane. Yes, sir. It's just a dead end. How many houses are served before you get out of there? And my only question is if if it's never going to have any connection, do we need to make it a uh culdeac? No. No. Okay. Yeah, I'll do mine. No. Perfect.

Questions, comments from the commission? Seeing none, at this time, let's go ahead and ask for citizen comments. Anyone wishing to make comment in regards to this item on the agenda, welcome, encouraged to do so. Come to the microphone, name and address for the record. See no citizen comments at this time. Looking for a recommendation in regards to this item on our agenda. Motion for a recommendation positive. It's a motion for a positive recommendation. Very well.

I have a second. Oh, okay. Very well. That's a motion in a second. All those in favor signify by saying I and raising your hand. I against extensions is a positive recommendation. Next item up on our agenda is item 11A, which is also a recommendation item back to the board of commissioners. It is to review the zoning ordinance amendment to article 5 sections 5-104.1 and 5-104.4. Mr. John,

thank you. Um, okay. So, this first one is article five. It will apply to single family and mixeduse slash multifamily developments. Um, as you know, a couple years ago, the post office made some changes and they don't necessarily put mailboxes at all the houses anymore. It's kiosks now. And you know, for the last four years, maybe five years, um, almost as long as I've been here, we've always included conditions in our preliminary plots or PMDPS that mail kiosk be covered, lighted, and include parking. Um, and this just simply puts that in our code because it was always just an ask before. And now we have if you have a mail kiosk has to be covered, lit and include parking.

That's all this is. And it will apply to all forms of residential. Christians, is that a federal requirement? It is. Okay. So, they just superseded everybody and said you'll be doing it. We came up with this language years ago just to kind of deal with the fact that now we had to address mail kiosks as a fairly new thing a couple years ago.

Yeah. Uh I've I've personally have been one that have asked uh staff to provide these standards because I know that the um commission's heard me say often um kind of frustration with sticking the mail at amenities out there and I guess this would be the time to address anything like that um outside of it as far as a recommendation. few things as as I look through this that u just based upon what we're seeing here and the changes and and thinking through some plans. I made a several notes as items that I think that uh that we should consider adding along with this. Um one of them is that uh we don't allow the male kiosk to be located uh in the subdivision amenity uh portion. if they are uh located within amenities, they're to be inside of a heated and cooled building, but your postman would absolutely love that and with dedicated parking uh as such towards that. Um and not just we often see our amenities with your you get a pool, playground and and a building usually around 20 parking places for subdivisions being served by usually around 100 plus homes. and um parking uh meets our requirements is inadequate for being able to get in, get out, get your mail um and whatnot there. So, um that's one that I'd personally like to see is is uh is not allow uh unless they're going to be inside of the clubhouse um on that. Actually spoke to uh to two post masters about that and they would love it for security purposes. uh very similar to how apartments handle uh their mail. Uh would be a similar aspect of that where you'd have a kind of almost a quote unquote secure mail room where they walk around to the back, feed the mail into there and uh and then

walk back so they're not exposed to weather or security or anything else. And you can imagine the time that they have to spend, you know, as one individual, not at the post office, one individual putting the mail in this many uh boxes. With that being said, um, as well, uh, to if if you take them away, um, either, uh, make them as pulloffs. I think I've used the reference of on Providence Parkway. Um, how you can have the little pulloff right there where you used to be able to see the overall putt approval for Providence as a whole. Um, I think just a kind of a turnoff right there where you get off the public street and uh can get your mail and then queue back on uh would be a great way to uh to design these. Um, several other notes that I have. Um, multiple kiosk, maybe a kicker that once you're over 100 homes in a neighborhood that you have to go multiple uh kiosks out there so that everything's not shoved at the front. you know, maybe I come in this way, maybe you come in this way, but to make them convenient uh for the uh for the neighborhoods as a whole and not try to stack them all there in uh in one place. Um most of these I know that we're going to do cover lighting, uh but I would feel like that uh whereas I don't you know if it's freestanding awning covered, you know, uh gabled sides, whatever. Um, but do we need to add anything for design standards um out there for these so that you know they're not just some aluminum poles with a aluminum awning or something over it? Uh, so that we have something that require them to make them tasteful uh back through the community. Another one that I had on here uh was that this detail must be submitted and it must be part of the PMDP.

um don't want to see them coming forward with this once we adopt something like this and saying well we're still trying to figure that out similar to what we do on a landscape plan as we see often still under review. I'd like to it to be a part of our initial approval as we make recommendations back to the BOC on this. Uh but also um I think that this is important because not every uh round item fits into square holes or whatnot or or vice versa is to make sure that we have mechanisms that allow us variances out there uh or allows the planning commission uh to to grant a variance should we it makes sense to put it into amenity center even though I'm saying that I'd prefer it not. You know, we could have a um we put it in there. no amenity centers, but then it makes sense for 10 lot subdivision, 20 lot subdivision because sometimes it could make sense to add it there. Um, so I just want to make sure that we don't pass uh an ordinance um that would have a at the same time be positive but then a potential negative effect on it and ability to be able to grant a variance to what we do. Um I think would also be welcome on this. Uh, but I'm particularly excited about seeing this because we I mean for years really since this has been adopted uh from the um uh from the postal service, it's something that we've kind of it's a consistent ongoing and this right here um kind of gets your your engineers to plan for this right here and plan a little bit better than sticking it somewhere um you know, hey, I'm just going to stick it in the amenity center. And I'd say the vast majority of what we see, they're just, "Hey, I need a mail key." Put it right there. And then in the middle of summertime, you know, when you're using your melts, you're at the playground, you're at the pool with congregating together, you're at the

picnic tables or whatever in this open space. Um, hey, I also got to come through this traffic area that's filled with children and families and get my mail. Um, let's make it separate the two and let's make it convenient for them. Um, so that would kind of be my feedback and kind of just me speaking. So I'd love to hear any further additional thoughts from the commission as well. I'd like your idea on, you know, one kiosk per, let's say, a hundred homes, that type of thing. I think that having one in a large neighborhood, you know, above 100, 150 homes would would drive a lot of a lot more traffic to the same place. Uh whereas my neighborhood, for example, has 300 homes, but there are one, two, three, minimum three, maybe four entrances to it, and people will take those various entrances, get to their homes. if they all have to go get the mail in the same spot, it's going to drive a ton of traffic to that that central location. So, I would say they should be distributed accordingly as necessary. And I think they should be separate from the clubhouse. Uh, for example, if if you had to go into a clubhouse to get that mail, um, our clubhouse is currently shut down to residents. We don't have access to it. So, um, that would be a major difficulty in in figuring that side of things out. So, separate and with dedicated parking spots for for the kiosk as well or a drive-thru type situation like that in Providence and some of those areas to to drop the mail.

Do you live in a neighborhood with a kiosk? Just No, I do not. Does anybody do you can speak to that? I'm I'm old school, so I've got the old traditional mailbox out there. So, you're not that you're not that old, though. Yeah. No, no personal experience.

Actually, I'm in Kelsey Glenn and and our mail kiosk is up by the pool surrounded by all homes that have mailboxes and the homes that don't have mailboxes are at the back of the subdivision. So, we had to come up to the front of the subdivision to get our mail and that's a bit of an irritant. I mean, it's not bad. It's not that terrible, but for good design, it would be good to have the mail kiosk back where people that actually use it are located. Um, I I do want to second on uh two of your comments is, you know, lighting and lit and covered. Um, it could be uh could be a, you know, collapsible tent and a light bulb hanging from a little pole as far as the way that's that's listed. So, I'd like to get some more definition on

what that needs to be. You know, a substantial structure with X amount of lighting. I don't know if we need to do a particular amount of lumens or something like that, but just something that specifies what we're truly looking for. Further, is there a standard for these actual kiosks? I can see security being huge. I mean, one one bad actor could hit, you know, 200 mailboxes at the same time and just

my my understanding is the only quote unquote standard um from the postmaster is all steel box. Uh they require um x number of parcel boxes per unit or per mailbox. So to get larger packages, they have to go into the parcel box. Um, but unfortunately they do deal with several of these that have no standards that are literally the postman is standing in the rain feeding your mail into these kiosks. Yeah. Um, I don't know that there's any inbound Juliet like that.

Um, I spoke to the old Hickory Postmaster as well and there's several that they service that have no light, have no cover. Um, and literally they have to park the truck on a busy public street to even walk over to it. There's not even sidewalk access to them. Um, so I think that that helps. Um, I guess I'd like staff's thought on this. I don't want to put too much or Sam's thoughts. I love some feedback on on this. Uh, a couple things with the conversation about having multiple um, kiosks in different locations. I don't know that USPS would be okay with that. So, I don't exactly know what it looks like, but I know that developers are required to get with USPS during the planning phase

and they're required to have a centralized location. So, I don't know what that means. So, postal service is saying they really want it just one place no matter how many. According to I'm looking at it right now, they use the word centralized. I don't know what that means exactly if they would allow multiple. I'm just not sure. Okay. It specifically said if they have to involve centralized mail delivery. Okay. So, they might not be okay with that. Um

yeah, certainly don't want to override them on that right there, but that would further strengthen the argument to pull it out of your amenity center. So if you're servicing over a hundred uh and again most likely that amenity center has around 20 parking places um to me that's a that's a problem. One other thing you commented on having the ability to give a variance about if it's in the building or not. Um I believe during the plug process you'd be able to do that but if this is a straight zone neighborhood then you wouldn't. if it's just written in the code how it is. So, whatever you approve in the code, that's how it would have to be. There'd be no variance for it.

And I'll say that in my now 21 years here, I've only approved one subdivision underneath Baystone. So, we are in good shape. Yeah. Yeah. probably a few back in your day if if ended around 2001 that people developed underneath Bayings.

Yeah. you you know on this kiosk thing I wonder if there's not some models some some illustrations if there's not something somewhere the post office is already sort of you know put out there if not I mean is there any way I know we've done it before our zoning ordinance used to have you know recommendations sort of not necessarily rules for that but little illustrations of how you might want to do it you know one parking space for 300 house. I mean, what's that look like? Nobody can even stop. I can't even imagine what a 300 unit mail kiosk would look like. Yeah.

Or a Jackson Hills is a 600 unit mail kiosk be enormous. We'd have to have multiple I mean, you'd have to a bunch of lockers. Yeah. Yeah. And then is there a standard size on how big each kiosk or each uh needs to be? Yeah. I will say we get a lot of we get them with every subdivision. We get a sample and uh or illustration of the covered KF and they're always the same. Yeah. It's a standard one that every developer puts in the plans, you know, and they do look us they usually look pretty good. I mean it's like a brick base with Yeah. in a nice I mean it looks quality but

never car but it's not by an amenity center it's not it's freestanding yeah it's freestanding it's not next to the amenities but it's it's like the ones we see in the plans you know covered with a motion detecting light at night it turns Looks nice. Further questions, comments.

Very well. Let's go ahead and call for assistant comments regards this item on the agenda. One wish to make comments is welcome to encourage you to do so. Come the microphone name and address. Seeing no assisting comments at this time, like to ask for recommendation in regards to this item on our agenda. As such, I guess I'm the one that talked the most. So, I will make a I'm gonna make a positive uh recommendation uh to the board of commissioners. Um and this is going to be subject to staff kind of working on this. If you need any additional input, feel free and reach out to me. Uh happy to try to explain myself. But um with the addition of the um mail kiosk to not be located within the amenities for the subdivision um we can't do that. A and I don't know how I'd really put this but in the design characteristic of it a pulloff or parking place. I don't know how you word something like that, but I think you kind of know a little bit of vision on that. Um, I don't know how we would write the design standards uh out there to say all wood, metal roof, paintable, similar design standards. I don't necessarily want to go all brick and stone or anything on it because some may be really nice with 6x6 cedar posts and corbals and a nice metal roof. So, I don't want to get rid of something like that. But I like the covered and the lit and whatnot. Um that all need to be submitted and part of the uh PMDP the submitt process on it. Um for us did you have something?

I just think it should be the same standards at the subdivision look the same way as the subdivision. So we don't have enough strength in it then we need to take the kiosk and then everybody's mail scattered from here to Carthage. So we'll put it subject to our design standard. Yeah, I think so. There we go. I'll include that as part of my positive recommendation. That is a posit for that is my recommendation. Second. It's a motion uh and a second for a positive recommendation. All those in favor signified by saying I and raising your hand. I

against extensions. That is a positive recommendation. Next item on our agenda uh is a recommendation item back to the board of commissioners to review the zoning ordinance amendment to articles uh is it seven or six and seven sections 6-103.7 and 7-103.9. Mr. John,

this is another one that stuff we've asked for for a long time and it's just not ever been codified in the in the ordinance. It's just things that we've asked and as we go out and inspect these properties at the end of the line, sometimes what's agreed upon at the front end doesn't necessarily make it to the site and then we don't have a lot of teeth to enforce it, you know, if it's not in our code. Um, and it's simple things. Um, this applies to articles six and seven like you said, and it's the same for each one and it involves basically three different things here. And one of them is parking lot lighting. So the poles with the lights, we're asking via this. It's placed in grass or landscaped areas adjacent the paved parking areas or drive aisles. So that's not so that you don't have a concrete base in in between parking spots in the middle of the parking lot with pole sticking out of it. It'll force those to areas outside of the vehicular use area. Um that's kind of newer. We haven't always asked that, but it's been coming up more frequently. And that would apply to both commercial and industrial. Um, both of these or all three of these that I'm going to talk about here apply to both commercial, industrial. Now, the other two items are uh super simple and we've been asking these again for years. Um, channel post. No, no channel post per permitted. instead it's got to be a tube or a box smooth not fill the holes. Um so again most places around town are already going to have that because we've been asking for it for a while but now it's in the now it'll be in the zoning ordinance. And then the other one is yellow ballards. We always ask that

followers be painted black or brown or some some something other than yellow or red or blue and something more muted. And that's the third change to these sections that's proposed and that's it in these two. Very well. Thank you. Anything from public works on that one? Very well. Questions or comments from the commission? Commissioner Jiles, please. So if the parking lot is a very large parking lot and you need a light, you need lights interior of that parking lot. Will you use that as like uh storm water maintenance? I mean just some grass in an area and that's where the pole is.

So in a large parking lot they're going to have vehicular use area landscape requirements which is going to require like traffic like islands, vegetated islands. We'd be asking to put it in those spac and it should be. Yeah. Questions, comments? Oh, I got one more, please. So, in this particular these are going into the section of the code and Sam correct me if I'm wrong, but these are in the design design standards in our zoning ordinance which the planning commission. So, it's things like facade, it's in the same section as like facade materials. So, the planning commission has the ability to wave any of these. Very well.

No further questions or comments. Uh, let's go ahead and open up for citizen comments. Anyone wish to make comment in regards to this item on the agenda? Welcome encouraged to do so. Go microphone and name and address for the record. Okay. My name is Sally. There you go. Robertson 43 will pass. Okay. I was my comment is I was told to come to this meeting about as a cyclist. I'm a cyclist. I commute use my bike a lot as a commuter, not just recreational. And then saying you guys were working on streets the last BP pack. Good question. So Todd that came what?

Let me let me help you on that one right now. Yeah. Yeah. Yeah. Yeah. You are most likely referring to item which was item 9A on our agenda. That is uh I'm going to read you what item it was. That's to review the subdivision regulations amendment to article 4-103 which is streets and pedestrian uh ways. Okay. and we ended up having to defer that item from our agenda tonight uh because we needed to make proper public notification in regards to it and this that will fall now on our May agenda. So third Thursday of May is when that will come back up and uh you would have been nailed in the head but we uh we did as we began our meeting tonight I did see you come in just a few minutes after we started.

Sorry I was No, no, no. That's okay. That's I'm glad you came. Uh yes, ma'am. and and I see you writing so I'm familiar with your face. It's nice to put a name to it as transportation as well as recreation. I just wanted two cents but so May I can come? Yes ma'am. It'll be the third Thursday of May at 6:30 and Yes, ma'am. Please come. No, it'll be the May meeting. Yeah, it's too late to get on the April.

Yeah, that's great. Thank you. See no additional citizen comments this time. Looking for recommendation regards this item on agenda. Motion for a positive recommendation. That's a motion and a second. All those in favor signify by saying I raising your hand. I against extensions. There's a positive recommendation. With that I am looking for a motion to adjourn. It's a motion. Second. All those in favor signify by saying I. against abstensions. We are ajourned.