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02 MAY 13.doc CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MAY 13, 2002 7:00 P.M. – 7:45 P.M. OPENING REMARKS: Chairman Brannen opened the meeting at approximately 7:00 p.m. expressing appreciation for those in attendance. ROLL CALL: Commissioners: Chad Young, Bobby Lester, Glen Keaton, and William Montgomery answered ROLL CALL. Chairman Brannen also answered ROLL CALL. PRESENT six (6), ABSENT (2). Commissioner Susan Dollar arrived at approximately 7:02 p.m. and Commissioner Green arrived at approximately 7:03 p.m. Others present for the meeting were City Engineer Whisker, Mr. Tommy Bond, Mr. Jim Green, Mr. Jim Peacock, Alderman Stroud, members of the press, interested citizens, and petitioners. APPROVAL AND/OR CORRECTION OF MINUTES: Commissioner Young moved, seconded by Commissioner Lester that the minutes of the 8 April 2002 Regular Planning Commission meeting be APPROVED. MOTION CARRIED. PUBLIC HEARING(S): BUILDING PERMIT(S): Site Plan & Preliminary Plat/Evans Road Apartments Representative Mr. Tommy Bond related that one objection from City Engineer Whisker was that the parking would back out onto the street, adding that the parking design has been changed to a one-way drive into the apartments with parking available in front of the units. He related that this would create four driveways to Evans Road as opposed to being open to the street and would decrease vehicular movement conflict. He stated that he would return with a revised plan including sidewalk provisions. Chairman Brannen mentioned that previously there had been a request for a trailer park in the Toneyville area, questioning if the sewer pumping station was adequate for the development. Mr. Bond related that since that time there have been significant improvements to the pumping station at Northeastern, saying that with the addition of the Oak Ridge Ranch Subdivision the capacity has been increase approximately 50%. He related that improvements included lowering the pump and propeller changes to increase the capacity. He stated that any sewer issues have been corrected. Discussion ensued and it was noted that approval from the Sewer Department would be forthcoming. The following is a written list of comments or questions submitted by City Engineer Whisker. If this is an apartment complex, is should look more like a Planned Unit Development (P.U.D.) If this is not a P.U.D. each apartment should have its own lot. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MAY 13, 2002 7:00 P.M. – 7:45 P.M. Sidewalks, curb & gutter, and drainage pipe would be required on Evans Street. Parking along the street is not recommended. How many units would be in each apartment building? What are the dimension from lot lines? City Engineer Whisker related that most of the questions have been answered, pointing out resolution with the redesigned parking area. He related discussion regarding a Planned Unit Development or lots with setbacks and concluded saying that more formalized plan would be presented at the next regularly scheduled Planning Commission meeting in June. Discussion ensued regarding the feasibility of a fence. In response to a question posed by Commissioner Montgomery, Mr. Bond related that there would be four buildings consisting of thirty-eight units. He then answered that the property is located adjacent to the RV Park and Church on John Harden Frontage Road, adding that it backs up to the mobile home park and would abut the Max Howell Place and the McArthur Assembly of God Church. Commissioner Dollar moved, seconded by Commissioner Montgomery to table the item of business pending further information. MOTION CARRIED. REQUEST TO APPROVE PLAT(S): a. PRELIMINARY PLAT Collenwood Subdivision Phase IV Representative Mr. Bond related that Phase IV is the final phase for Collenwood Subdivision. He referred to a list of comments submitted by City Engineer Whisker and stated that all issues have been answered. He related that more details regarding the drainage from Lots 58F, 65 and the roadway would be presented. He added that Salem Cove would be changed to Salem Court and a streetlight would be added at the end of that street. He related that the subdivision meets the criteria regarding fire hydrant, saying that one will also be installed in phase IV. He stated that one of the questions raised by City Engineer Whisker regarding the maintenance of the park and lake area would have to be addressed through the bill of assurance, pointing out the property owners association would handle the maintenance. Mr. Green stated that once the phase is completed the common area property would be deeded to the property owners association. Discussion ensued, and Mr. Green answered that the lake bottom has been maintained to drain out, saying that it has been kept artificially high. He concluded that the lake does drain and that it is not yet to its final depth. It was noted that the lake is being maintained by the original plans approved three years earlier. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MAY 13, 2002 7:00 P.M. – 7:45 P.M. City Engineer Whisker related that he would need a grade plan for the lake and then it was determined that Mr. Green would address issues regarding stones located at the property edge. He assured the Commission that the City would not have any responsibility regarding the lake or park area. He stated that at the time of completion the property would be deeded to the property owners association. It was noted that the park area would be restored and covered with grass. City Engineer Whisker requested profiles for the streets. In answer to a question regarding a request for additional streetlights, City Engineer Whisker pointed out the addition of a streetlight in the culdesac and depending on the 300-foot mark an additional streetlight may be required from Plymouth Lane to Jamestown Circle. Mr. Green related that there is one on the corner of Plymouth and Jamestown on the south and that he is fairly certain that there is one on the other end. City Engineer Whisker question if a streetlight was located on Colonial and Jamestown at the northeast corner. Mr. Green stated that there is one at the corner where Jamestown goes back west by the Pathfinders building. City Engineer Whisker related, and Mr. Green concurred that with the 300-foot mark a streetlight might be required midway around the corner. In response to a question from Commissioner Montgomery, City Attorney Bamburg stated that a lake within the City limits is permissible without the City being responsible for maintenance. He cited the example of Stonewall property owners association owning all of the common area within the subdivision for use by the owners and their guest. He stated that his understanding is that Mr. Green is developing Collenwood in that same manner. He stated that the property owners association will be the owners of the property after the subdivision has been developed and will be responsible for maintenance and upkeep of the common ground lake area and the portion of the property that is in the floodway that can not be built on. He related that the property owners association will define its use. It was noted that the common property consists of approximately ten acres for the park and lake area combined, and that the lake is approximately five or six acres. In response to a question posed by Mr. Bond, Mr. Green stated that there are areas in the lake that are eight to ten feet deep and some areas are four to five feet. He related that it was left purposely uneven on the bottom. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MAY 13, 2002 7:00 P.M. – 7:45 P.M. Discussion ensued regarding the location of the ditch in proximity to lots 54 through 58 and fencing considerations. Mr. Bond stated that there would not be a fence in the park area or along the rear of the houses next to the lake. Chairman Brannen questioned sidewalks, City Engineer Whisker related that there is a plan for sidewalks to run along Jamestown Circle and make a connection to the existing sidewalks. He answered that the sidewalk will go on the inside of the Jamestown Circle loop and to one side of Plymouth. In response to a question posed by Commissioner Young, City Engineer Whisker related that the lake and park area is located in the floodway, adding that the house lines stop at the floodway. Commissioner Lester moved, seconded by Commissioner Green to approve the Preliminary Plat of Collenwood Phase IV subject to approval by City Engineer Whisker. MOTION CARRIED. b. REPLAT Northlake Subdivision Phase III-A (Lot 159FR) and Phase IV (Lot 168FR) Representative Mr. Bond related that the request comes from Mr. Wilson the owner of lot 159F, saying that he has acquired property from lot 168FR. He explained that the purchase of property came the back of a vacant lot that Mr. Wilson is adding onto his property. He related that Mr. Wilson has is in the process of building a fence to encompass the area. He stated that 159FR is gaining property while 168FR is becoming smaller. City Engineer Whisker related that this is the second replat of Mr. Wilson’s property, explaining the addition of property to the original lot. He stated that it will be all one lot and that there will be no additional access. Commissioner Young moved, seconded by Commissioner Montgomery to approve the Replat of Northlake Subdivision Phase III-A, Lot 159FR and Phase IV, and Lot 168FR. MOTION CARRIED. c. FINAL PLAT Oak Ridge Ranch Subdivision Representative Mr. Bond suggested that the plat be tabled; saying that he did not believe that all the paving would be complete by the next regularly scheduled Planning Commission meeting. He stated that there are a few minor issues regarding street names and some other items listed by the City Engineer that will not be a problem to work out. He then related that the pump station, and the testing of the waterline in the subdivision has not yet been completed. He noted that the sewer line has been tested. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MAY 13, 2002 7:00 P.M. – 7:45 P.M. Chairman Brannen suggested that the item be tabled and then raised a question regarding emergency equipment access on Cypress Court. Mr. Bond related that the Fire Marshall did not have a problem regarding access to Cypress Court, but did have some other concerns dealing with the fire hydrant locations, which have been solved. He then noted that the annexation of the property is nearly completed. Commissioner Young moved, seconded by Commissioner Green to table the Final Plat of the Oak Ridge Ranch Subdivision with written request to City Clerk Susan Davitt. MOTION CARRIED. d. FINAL PLAT Western Hills Subdivision Phase I Lots 1 thru 37 Mr. Bond stated that initially the entire subdivision was planned for Final Plat submittal but added that due to the wet conditions that was changed into phases. He stated that Phase I is the area located at the top of the ridge, explaining that the lower street subgrade was so wet that the street work could not be completed in time to be submitted as a part of the Final Plat. He related that the asphalt work in Phase I has been completed with only a little cleanup work left. He then noted that some waterlines, and meter boxes still have to be adjusted to grade, and some lids replaced. He stated that he believed that the dilemma is whether to extend the lot line across the private drive. City Engineer Whisker related that he had spoke with City Attorney Bamburg, saying that the main concern is to ensure that the street remains private. He related that if the developer does not extend the lotline then the property would belong to the developer, because it would not be City accepted. He suggested that it might be easiest for the property owners of lot 1 through 10 to be responsible for that small area of grass and have it noted as a private drive. Mr. Bond stated that if the property lines are extended across the private drive, he would have concerns that a future property owner may want to claim the property and obstruct traffic movement. He stated that it is understood that the drive is private and will be maintained by those adjacent property owners. He stated that he believes the issue can be addressed by noting that on the plat and with a statement in the bill of assurance. City Attorney Bamburg stated that while the issue belongs to the developer because the drive is private, he noted that if the lot lines do not extend across the private drive, then the property will not be deeded as part of the acceptance of property that the City receives for streets and utility rights-of-way. Discussion ensued regarding various options and consequence for ownership and responsibility of maintenance. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MAY 13, 2002 7:00 P.M. – 7:45 P.M. Mr. Bond stated that he was seeking a solution other than extending the lot lines. He restated concerns regarding future owners claim to the private drive. City Attorney Bamburg explained that limitations can be put into place either through the plat or through the bill of assurance to address any concerns. He offered that approval of the plat could be made specific, allowing that the only access onto Main Street are the two lots shown on the plat and designate the limitations of ownership granted to the property owners of lots 1 through 10 a common easement. Discussion ensued as to ownership by the City, and City Attorney Bamburg explained that if the City owned the property then the City would have to be responsible for maintenance, adding that it would have to meet Code before it could be accepted by the City. Discussion ensued and it was noted that the drive did not meet City code for acceptance. In response to a question posed by Chairman Brannen, Mr. Bond related that lot 14 and 13 would share a common driveway. He stated that a common drive was approved earlier when the preliminary plat was presented. City Engineer Whisker confirmed that lots 13 and 14 would share an access, pointing out that they are the only lots that will have access off Main Street. In response to a question from Commissioner Lester, Mr. Bond related that the private drive lacks Code because it does not have curb and gutter. He stated that he has personal reservations regarding extending the lot lines across the private drive. City Attorney Bamburg noted that the final plat designation that lot 12 would have no ingress or egress from West Main, adding that that lots 11 and 12 would have to gain access from Western Hills Drive. Mr. Bond stated that the bill of assurance would speak to that issue. It was noted that the house can face either way as long as the garage loads off of Western Hills Drive. Mr. Bond related that the sidewalk would be constructed along Main Street, adding that it will be on the other side of the private drive. He pointed out that only one other sidewalk would be constructed for Western Hills Drive. It was clarified that Phase I consists of Lots 1 through 37. Mr. Bond related another issue was that addresses would not be addressed from the private drive, R.D. Mathews but off Main Street as requested by the City Engineer. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MAY 13, 2002 7:00 P.M. – 7:45 P.M. In response to a question posed by Commissioner Young, Mr. Bond related that the area of grass on the opposite side of the private drive would be approximately five feet, and that maintenance is presumed to be the responsibility of the property owners of lot 1 through 10. He noted that the minimum square footage requirement for construction is 1600 square feet. Commission Lester suggested that the lot lines be extended to cross the private drive and that the bill of assurance indicate their responsibility for maintenance. It was noted that Western Hill Drive would extend to Cory Drive. Commissioner Lester moved, seconded by Commissioner Green to approve the Final Plat of Western Hill Subdivision Phase I stipulating that the property line be extended across the private drive to Main Street and that City Attorney Bamburg and City Engineer Whisker create the legal means to ensure that the property owners of lots 1 through 10 maintain the property up to Main Street, and that lots 11, 12, will not have access from Main Street, and that lots 13, and 14 will share a common drive off Main Street. MOTION CARRIED. GENERAL: City Engineer Whisker announced that the South Annexation would be completed May 24th, answering that the area is located from the currently City limits on hwy 161 down to Wooten Road and under the overpass to the St. Luke’s Church. Chairman Brannen commended City Engineer Whisker for his efforts regarding recent annexation efforts. Chairman Brannen noted that the draft for the landscape ordinance will be presented at the next regularly scheduled Planning Commission meeting. ADJOURNMENT: Chairman Brannen without objection adjourned the meeting at approximately 7:45 p.m. Respectfully, ____________________________ Susan L. Davitt Planning Commission Secretary