September 6, 2012
The Ellettsville, Indiana Plan Commission met in regular
session on Thursday, September 6, 2012, in the Fire Department Training and
Conference Room located at
Roll Call: Members present were: Terry Baker, Vice President; Phillip Rogers, Russ Ryle and Sandra Hash. Dan Swafford, Don Calvert and Phillip Smith were absent. Connie Griffin, Director of Planning, and Rick Coppock, Bynum Fanyo and Associates, Town Engineer, were also present.
Approval of the Minutes – July 12, 2012 and August 2, 2012
Terry Baker entertained a motion for approval of the July 12, 2012 minutes. Phillip Rogers so moved. Russ Ryle seconded. Motion carried.
Terry Baker entertained a motion for approval of the August 2, 2012 minutes. Russ Ryle so moved. Phillip Rogers seconded. Motion carried.
First Assembly of God Development Project Site, State Road 46; Discussion – Vegetative Cover for Bank Stabilization: updates
Connie Griffin, Director of Planning, explained the Petitioner had requested consideration to put down rip rap for the bank stabilization. Photographs of the site were presented. The site is starting to establish vegetation except in the slope area. The Petitioner is now considering grass to stabilize the slope area.
White, Representative of the Assembly of God, explained the church board
has decided not to terrace the hill. The
original plan called for more of the east tree line to be removed and to push
the grade farther back but most did not want to see it. He found another alternative called “No Mow
Grass”. It is used in
Russ Ryle asked what the church board’s next step is. What should they do? Right now the site is incomplete and they state they’re not going to build a garage. If they go ahead and put the grass in that would be fine with the original plans. When they do decide to finish and start construction they will need to return to the Plan Commission for a modification to their plans. He questions what they really need to do at this point. Putting grass on the slope is what they’ve already been approved to do.
Terry Baker advised the only involvement the Plan Commission had was when they wanted to change and not put grass but rip rap or a retaining wall in. Since they’re going back to the grass they don’t need to do anything farther. Mr. White confirmed if they have any changes then they’ll submit them to the Plan Commission. Mr. Ryle reiterated if they decide to move more dirt or have other pre-construction changes to the original plan they will have to come back for an amendment or changes to the plans.
As-Built Certification Code; Greenwood Indiana Municipal code; Discussion
Griffin, Director of Planning, explained they’ve been in the process of revising
some of their codes, specifically §15, Land Usage. This would come under the subdivision control
ordinance. This is in regard to As-Built
Certification. A sample of an as-built
certification is found in the
Advertised Code Change, Chapter 152 Ellettsville Municipal Code, Home Occupations
Connie Griffin, Director of Planning, explained this is posted as a code change. This is a minor change. Under §152 there is a typographical error from when it was constructed in 2003 or 2005. It basically states there are certain home occupations that would have to petition to the Board of Zoning Appeals if they weren’t listed. It stated “All other uses listed must petition to the BZA for special exception.” The only change is the word, “not”. She is requesting a motion so it can go before the Town Council as an Ordinance reading.
Terry Baker entertained a motion to move this forward to Town Council. Phillip Rogers made a motion to move this forward to Town Council for their decision. Russ Ryle seconded. Roll Call Vote: Terry Baker – yes; Phillip Rogers – yes; Russ Ryle - yes; Phillip Smith - yes and Sandra Hash – yes. Motion carried 4-0.
Planning Department Updates by Connie Griffin, Director of Planning
As discussed at the last meeting, monthly summaries will be given to Plan Commission members. They were provided at this meeting. It itemizes employees work hours, code enforcement issues and collection of fines.
The cases they’re currently working on have been 84 complaints. Thirty-three complaints were called in by citizens, 63 have been resolved and 15 they’re currently working on. There are land use violations, sign violations, tall grass violations and yard sale sign violations. As far as building permits, they’re seeing a strong trend in remodeling.
Privilege of the Floor
Griffin, Director of Planning, introduced a project that will come before the next
Plan Commission meeting,
Fisher, Vice President of the Richland Senior Housing Project, explained they own about an
acre of ground next to their units west of Ellettsville. They’ve been there 41 years and the first
unit was paid off this year. They’re
working on some more. They have a need
for senior housing which is for individuals 62 years of age and older. They bought a piece of property and removed
the house because it was falling down.
They have been working with Connie Griffin and Rick Coppock. The engineer and architect are also
present. They’re going to leave a set of
plans for their review. They have been
approved for a loan and would like to start before cold weather. The units will be the same as Phase 4 on
Phillip Rogers asked if all the plans were up-to-date. If that’s what they’re going to build it could be approved at this meeting. Mr. Baker replied until they get a chance to look at the plans he doesn’t think they can be approved. Mr. Fisher explained they were to be on the agenda for this month but they had to provide a complete set of plans. It’s hard to come up with a complete set of plans because of water runoff and they had to be changed because of parking. They are issues that need to be worked out. They don’t want anything approved until the Plan Commission looks it over and are satisfied. Mr. Rogers asked Rick Coppock if he had figured out the runoff.
Rick Coppock, Bynum Fanyo & Associates, Town Engineer, replied to Mr. Rogers question by explaining Bledsoe Riggert and Guerrettaz sent the calculations to him on September 5, 2012. He briefly looked at them. They had a meeting approximately one week before wherein they discussed how they wanted things to be done. They still need some additional time to go through the calculations. So far everything he’s looked at seems pretty good.
Ryle had an
observation pertaining to their development.
Guerrettaz, Bledsoe Riggert and Guerrettaz, outlined on a map the areas to be built and
how fire engines could get out on Matthews through an existing drive. They’re not planning on improving the
driveway. That’s where the emergency
vehicles will be able to go through.
Steve Miller, the architect, spoke to Ms.
Terry Baker asked Ms. Griffin if it was published in the paper that they would be discussing the project during this meeting. Ms. Griffin replied no. Mr. Baker explained this can’t be a first reading because it was not an agenda item and not published. This can’t be considered a first meeting. Ms. Griffin added there’s not been a technical review of the Plan Commissioners and there’s not been a second review of the amendments in the new plan. This is the first set of plans. They’re really looking at October as the first reading and then it will go to Town Council the first meeting in November.
Carson Hayes explained everything has been a down home Ellettsville process. All the board members are from Ellettsville and they have an approval from Owen County State Bank. The project is to be done in six months. Fifteen Section 8 vouchers, for people at or below 50% median income, have been set aside for Ellettsville. They will pay 100% of their utilities. There are approximately 60 people on their waiting list. One unit is barrier free and 100% of the units will be adaptable. All subcontractors will be 100% local. Is there anyway to set aside protocol to speed up the process? Mr. Baker replied they just started the new policy in July. It wouldn’t be a good example to immediately start setting aside the policy. They haven’t seen the plans and they don’t know anything about the project. They need to look at the plans just like any project because that’s the way it’s set up. Mr. Hayes asked if there could be a special meeting. Mr. Baker replied they can schedule special meetings.
Russ Ryle said given this project is on the cusp of the transition he concurs they need to follow the new procedure but they could have staff work with these people and have a special meeting which could be advertised and could function for the first meeting. If that goes successfully, then the October regularly scheduled meeting would be the second reading on these plans. Ms. Hash asked if the requirement for the two meetings required them to do a publication or it is it just a listing on the agenda. Ms. Griffin responded it’s just a listing on the agenda. They probably should discuss the project and have a technical review. At that time, they could schedule a public meeting after they’ve had a chance to review the plans. Mr. Baker added if there are any problems with the plans then they could get back to the petitioner before scheduling a public meeting. It can be fast tracked a little bit.
Sandra Hash asked since they have the plans can they have an initial look at them. Ms. Griffin replied this was an introduction. It’s up to them what they choose to do as a board. She’s not seen the revisions. There were several things discussed at a previous meeting. Technically, they need to allow her, as Planning Director, to review the plans with Rick Coppock according to protocol. The supervisors also need to look at the amended plans.
Carson Hayes thanked the Plan Commission for anything they’ve done or will do. They were on the agenda but didn’t have a complete set of plans. They can’t build anything without Plan Commission approval.
Ms. Griffin how much time it would take for her and Rick Coppock to review the
Terry Baker announced their next meeting will be October 4, 2012, unless there is a special meeting.
Phillip Rogers made a motion to adjourn. Russ Ryle seconded. Terry Baker adjourned the meeting at 6:45 p.m.