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10 MAR 08.doc CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MARCH 8, 2010 7:10 P.M. - 7:45 P.M. OPENING REMARKS: The Planning Commission of the City of Jacksonville, Arkansas met in regular session on March 8, 2010. Chairman Gray opened the meeting at approximately 7:00 p.m. expressing appreciation to those in attendance. ROLL CALL: Commissioners Art Brannen, Glen Keaton, Chad Young, Susan Dollar, John Herbold, and Alderman Howard answered ROLL CALL. Chairman Gray declared a quorum. PRESENT (7), ABSENT (2). Others present for the meeting were City Engineer Jay Whisker, Tommy Bond, Brent Weeks, Dickie Penn, Mayor Fletcher, interested citizens, petitioners, and press. CORRECTION AND/OR APPROVAL OF MINUTES: Commissioner Brannen moved, seconded by Commissioner Young to approve the minutes of the regularly scheduled Planning Commission meeting of 11 January 2010 as presented. MOTION CARRIED. PUBLIC HEARING(S): REQUEST TO APPROVE PLAT(S): BUILDING PERMIT(S): a. SITE PLAN 1925 West Main Street Mr. Brent Weeks stated that he has a Joe’s Bravo Espresso located in Cabot that is very successful, adding that he had spoken with Mr. Peacock regarding the prospect of adding a location on the Southerland property in Jacksonville. He related that the Water Commission was favorable regarding his request. He then added that eventually he plans to locate an additional three stores within the City. He offered the Commission an alternate site plan, explaining that he would like to amend the orientation of the building on the site. He explained that he is proposing to turn the building 90° to offer a better traffic flow for window service. He stated that he did not feel with the enormity of the parking lot, that turning the building would present any problems. He noted that he would, additionally, have the concept approved by Mr. Simpson at the Water Department. In response to a question from Chairman Gray, City Engineer Whisker clarified that the property known as the “old Southerland building” is now owned by the Jacksonville Water Commission. He explained that the Water Department has leased Mr. Weeks a location on the property for a prefab building. He then answered that the traffic count on West Main is approximately 15,000 cars daily. He further explained that the building line is 100’ from Main Street and Mr. Weeks is proposing to place the building another 25’ behind the concrete, which is the 25’ build line off the property line. He stated that the only difference in site plans is the proposal to turn the building 90° so the traffic can circulate along the front versus the side, contingent on approval from the Water Department. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MARCH 8, 2010 7:10 P.M. - 7:45 P.M. Commissioner Herbold confirmed that the new proposal would reorient the building to face West Main Street. City Engineer Whisker related that he had met with Mr. Weeks regarding landscaping requirements, but noted that the Water Department has not finalized the overall landscaping plans and are requesting that landscaping action be deferred at this time. He stated that Mr. Weeks would share in some portion of the total landscaping plan when that is finalized. He explained that the Water Department has hired an architect to match City Hall and the architectural style identified on the west side of town. As opposed to approving both plans, Commissioner Dollar suggested that the preferred site plan be approved contingent upon approval from the Water Department. City Engineer Whisker noted that both site plans include the building being 25’ back and 20’ from the driveway regardless of the building being turned. He offered that in case the Water Department preferred the other plan, it would be more expeditious for Mr. Weeks to have both approvals. Mr. Weeks pointed out that the traffic flow would have to be optimum for him as well as the City, noting that if customers are tied up in traffic it would not be good for him or the City. He explained that his service needs to be fast, adding that he should be able to complete service to a vehicle in 90 seconds. In response to a question from Commissioner Young, Mr. Weeks concurred that he is hoping for a more permanent location, explaining that Mr. Simpson had related plans to sell off an out-parcel of the property, hoping to attract a buyer to locate a new restaurant in Jacksonville. He stated that he may only be at this located for two years but hopefully he will be able to find a narrow space to locate his building. He then answered that if approved he would be open and operating within 60 days. City Engineer Whisker answered that he believes the current zoning is commercial. He explained that since there is already a primary building on the property, he brought the request before the Planning Commission because there would actually be two separate businesses on the same parcel. Discussion ensued and the question of granting permission through the process of a conditional use was suggested by Commissioner Brannen. Mr. Weeks explained that the building is mobile and can be moved to another location if necessary. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MARCH 8, 2010 7:10 P.M. - 7:45 P.M. Chairman Gray clarified that the purview for the Planning Commission would be to consider allowing a lease for a mobile building at the site under permission from the current property owner. City Engineer Whisker remarked that the difference with this request is that the building will be placed on property owned by the Water Department with an existing primary building, adding that the mobile building would share the same parcel. City Attorney Bamburg clarified that the lease agreement will have a provision stating that if the business is not operable, the building will be removed from the property. Alderman Howard moved, seconded by Commissioner Herbold to approve the site plan for Blue House Inc. dba Joe’s Bravo Espresso at 1925 West Main Street with deference of landscaping pending a master landscaping plan from the Water Department. MOTION CARRIED. b. SITE PLAN Courtyard Cottages Military and Loop Roads Mr. Tommy Bond related that the architect of the project, Mr. Terry Burress is also available for questions. He explained that a conceptual plan is being presented, saying that they are seeking concept approval before beginning the detail design of the project. He then answered that in general it is the same site plan that was previously presented to the Planning Commission. He noted that the Water and Wastewater issues have been resolved with those Departments. Mr. Burress then answered that the project would consist of 88 units, explaining that there are 72 two-bedroom units and 16 one-bedroom units. Mr. Bond added that the project is designed to appeal to older retired residents. He noted a centrally located community building with a generous amount of sidewalks in the project. Mr. Burress explained that the project would be limited to the elderly. He noted that all design elements would strictly adhere to ADA guidelines. He then added that landscaping would exceed requirements by the City. He explained that the developer is hoping to break ground by the first of June. He added that the developer is seeking conceptual approval before Bond Engineering begins the grading and utility site plans. He stated that it is not noted on the site plan but the property will be fenced with a wood fence on the east and north sides. He then added that there would be an aluminum picket type fence on the Military and Loop Road sides. He stated that they are not intending to gate the project at this time, explaining that the fence will extend to the entrance for later consideration to gate. He stated that the secondary access was originally planned as an exit only, but is now being considered as a secondary entrance at the CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MARCH 8, 2010 7:10 P.M. - 7:45 P.M. request of the City. Both curb cuts onto Loop Road will function as ingress and egress. He stated that they are excited about the project, saying that it fulfills a need within the City of Jacksonville. In response to a question from Commissioner Young, Mr. Burress answered that the setback along Military Road is proposed to be approximately 15 feet. He then answered that there would be 15 to 16 feet between the actual units from the porch line. He added that the project does meet all other setback requirements, pointing out that most of the buildings are in the 20 to 25 foot range of separation. He then answered that all the units would have a sprinkler system because of quad-plex requirements. He explained that it would be a domestic R-13 system, adding that this is a new requirement from the State Fire Marshall as of approximately one year ago. In response to a question from Commissioner Herbold, Mr. Burress stated that the northern section would be phase one, including the community building and the main entrance. He stated that the intention is to build the project as a single phase. Mr. Burress then confirmed with Commissioner Dollar that the units would be rental. He then answered that there is no intent to serve meals in the community building, explaining that the project is proposed as an intermediate complex for empty nesters, but not considered an assisted type living facility. He then explained that there would be a small prep kitchen in the community building. He noted that this facility is modeled after the one in Otter Creek, which has a lot of day activities including quilting, photography, and potluck lunches. In response to a question from Commissioner Young, Mr. Burress stated that most of the sidewalks connect, adding that there are only a few areas where residents would have to cross the parking areas. He noted that with a few more connections the sidewalks would basically make a loop. He then answered that the community building would host a small library room, fitness center, as well as a meeting room with kitchen facilities. He then added that it would also have a small laundry room, but noted that every unit would have washer and dryer hookups. He explained that the funding source and the overview agency requires a central laundry facility in case a resident’s washer or dryer breaks. He answered that the exterior would be a combination of 40% brick veneer and 60% horizontal siding, adding that there would be architectural shingles. In response to a question from Commissioner Herbold, Mr. Burress related that the fence would be setback from the sidewalk leading to the school. He then concurred that the east property line is adjacent to the mobile home park. He then anticipated that if the project begins in June it could be completed in 10 months, adding that he would like to have certificates of occupancy issued in phases. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MARCH 8, 2010 7:10 P.M. - 7:45 P.M. Commissioner Young questioned if the dumpster in the center of the courtyard could be relocated to the southwest area of the parking lot, preventing it from being the focal point of that area. Mr. Burress stated that there is adequate parking so it might be possible to move the dumpster to that location. He noted that the closeness to the units would be less desirable, adding that there might also be complications with the truck accessing the dumpster. He explained that the current proposed location is much more accessible. He offered to excessively landscape and hide it behind bamboo to keep it from being visible. He stated that it was a dilemma in planning but ultimately it was felt the central location would be better for client and truck access, adding for that reason he feels strongly that it needs to remain in the proposed location with a good job of landscaping. He offered to further research a different location, adding that he would contact the waste company and garner their thoughts regarding pickup and the possibility of sliding it further back into the culdesac area. It was noted that further design details and improvements would return before the Planning Commission in a full preliminary plat with full development plans including landscaping details. Commissioner Young moved, seconded by Commissioner Dollar to approve the general concept site plan for Courtyard Cottages offering recommendations for connecting the sidewalks and dumpster relocation considerations. MOTION CARRIED. GENERAL: Request to close Bertha Street between James Street and Jeff Davis City Engineer Whisker explained that this item of business is a result of the planned unit development across from Second Baptist Church on James Street, also known as the Gwatney property. He explained that to help meet the 20% requirement, the developer is requesting that the City close the adjacent Bertha Street. He noted that the City would still use the right-of-way for utilities. He offered that he does not foresee a problem with closing and vacating the street, noting that the street has not been built in the past 40 years since the property was platted. He stated that Mr. Penn would use the property for green space regarding his development. City Attorney Bamburg noted that recommendation to close the Street would be forwarded to the City Council for action by Ordinance. In response to a question from Commissioner Young, City Engineer Whisker responded that there is water, sewer, and storm water rights-of-way in the Street, adding that those utility easements would be preserved. CITY OF JACKSONVILLE, ARKANSAS REGULAR PLANNING COMMISSION MEETING MARCH 8, 2010 7:10 P.M. - 7:45 P.M. Chairman Gray noted that most street closures are generally on more than one property owner’s property; questioning how many property owners would be involved in the closing of Bertha Street. It was noted that the south end of Bertha Street abuts all of Mr. Penn’s property, adding that it adjoins other lots on the north end. City Attorney Bamburg clarified that the property would be divided between the adjacent property owners by half and half. Chairman Gray noted that the City has declared no need for the Street and is being requested for closure. In response to a question from Commissioner Young, City Engineer Whisker concurred that the developer would be responsible for any cost regarding access to the easements for maintenance. Commissioner Herbold questioned if gaining half the street would be enough space for Mr. Penn to complete his green space requirements. City Engineer Whisker noted that the ditch is offset so it is actually located on the north half of the property, adding that the drainage ditch would remain as is. He then stated that green space requirements would be incumbent on Mr. Penn, noting that Mr. Penn might need to acquire the property from adjacent property owners. Commissioner Young moved, seconded by Commissioner Dollar to recommend the closing and vacating of Bertha Street to the City Council with understanding that all utility lines would be preserved. MOTION CARRIED. REPLAT ON COMMONS DRIVE City Engineer Whisker noted that he had administratively approved a replat of two lots into one lot on Commons Drive for a resident that owned the two adjacent lots. He stated that there were no easements associated with the lots. ANNOUNCEMENT: ADJOURNMENT: Chairman Gray without objection adjourned the meeting at approximately 7:45 p.m. Respectfully submitted, _________________________ Susan L. Davitt