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Minutes P&Z 01/17/2013Trophy Club Entities L, J Meeting Minutes Planning & Zoning Commission Thursday, January 17, 2013 100 Municipal Drive Trophy Club, Texas 76262 7:00 PM Svore Municipal Building Boardroom CALL TO ORDER AND ANNOUNCE A QUORUM Chairman Hill called the Planning and Zoning Commission meeting to order at 7:03 p.m. and announced a quorum present (7 members). COMMISSION MEMBERS: Present: 7- Vice Chair James Stephens, Commissioner Dennis Sheridan, Commissioner Dale Forest, Chairman Gene Hill, Commissioner Clayton Reed, Commissioner Joe Lancor, and Commissioner Mark Sadley STAFF PRESENT. Carolyn Huggins, Community Development Director Tom Rutledge, TNP, Town Engineer GUESTS PRESENT: Sally Freeman, Trophy Club Women's Club David Lewis, Spry Surveyors Shane Harris, RGA Architects Rick Gilliland, RGA Architects Justin Lansdowne, G&A Consultants Engineering Firm Mehran Aghili, Northwest ISD Rob Morse, RLK Engineering Mike Elmore, SHW Group Architects 2012-664-T Review and approve the minutes of the January 3, 2013 Planning and Zoning Commission meeting. Attachments: MeetingMinutes 010313.pdf A motion was made by Commissioner Forest, seconded by Commissioner Reed, that the minutes of the January 3, 2013, Planning and Zoning Commission meeting be approved . The motion carried by the following vote. Aye: 7 - Vice Chair Stephens, Commissioner Sheridan, Commissioner Forest, Chairman Hill, Commissioner Reed, Commissioner Lancor, and Commissioner Sadley REGULAR SESSION 2. 2012-665-T Discussion and Recommendation regarding granting a Special Privilege Planning and Zoning Commission Page 1 of 7 Meeting Date: January 17, 2013 Planning & Zoning Commission Meeting Minutes January 17, 2013 Request to the Trophy Club women's Club to hold two Community Garage Sale Events in 2013. Applicant: Sally Freeman on behalf of the Trophy Club Women's Club. Attachments: 2013 Staff Report - PZ - Garage Sale Request.pdf 2013 TCWC Garage Sales Events - Special Event Application.pdf 2013 - Public Safety Approval.pdf Sally Freeman, 2 Katie Lane, stated that she submitted a Special Event Application for the Women's Club annual garage sale events. She stated that the dates will be Saturday, April 20, 2013 and Saturday, October 19, 2013. She asked that the permit fees be waived since all funds go toward charitable events and they are a non-profit organization. Commissioner Forest made a motion recommending approval, and with prompting from Vice Chairman Stephens added that the fees were to be waived. Vice Chairman Stephens seconded the motion. Ms. Huggins stated that an ordinance change by the Town Council last year created a Special Events Committee and that committee has the authority to waive fees, which they did so in this case. The motion does not need to include a waiver of the fee. Vice Chairman Stephens withdrew his suggestion that the Commission waive the fee. Chairman Hill asked Commissioner Forest to modify his motion. Commissioner Forest responded, `That's fine and 1 modify it to the date that they want it to be." Vice Chairman Stephens seconded the motion. The motion carried by the following vote. Aye: 7 - Vice Chair Stephens, Commissioner Sheridan, Commissioner Forest, Chairman Hill, Commissioner Reed, Commissioner Lancor, and Commissioner Sadley 3. 2013-11-T Discussion and recommendation regarding approval of a Replat of Lot 2R, Block B to Lot 2R-1 and 2R-2, Block B, Trophy Wood Business Center. Applicant: Highway 114 Prospect, LTD, Property Owner. (RP -12-019). Attachments: Staff Report - PZ 011713.pdf Application.pdf David Lewis, Spry Surveyors, stated that he prepared the replat and he is present on behalf of the owner. Commissioner Sheridan asked if there should be building lines on the interior lot lines. Ms. Huggins responded that the Subdivision Rules and Regulations require that the building lines be shown along the streets. All setbacks are a function of zoning and whether show on the plat or not, the setbacks are adhered to as required by zoning. Commissioner Sheridan asked that a note be added to the plat regarding maintenance of the private streets. Ms. Huggins stated that it would be added. Commissioner Sheridan made a motion recommending approval of the Replat of Lot 211-1 and 2R-2, Block B, Trophy Wood Business Center, with the stipulation that a note be added to the plat regarding maintenance of the private streets. Vice Chairman Stephens seconded the motion. The motion carried by the following vote. Planning and Zoning Commission Page 2 of 7 Meeting Date: January 17, 2013 Planning & Zoning Commission Meeting Minutes January 17, 2013 Aye: 7 - Vice Chair Stephens, Commissioner Sheridan, Commissioner Forest, Chairman Hill, Commissioner Reed, Commissioner Lancor, and Commissioner Sadley 4. 2012-636-T Discussion and recommendation regarding approval of a Preliminary Plat of Lot 1, Block A, The Church at Trophy Lakes, 11.603 acres located at 800 Trophy Club Drive. Applicant: Shane Harris, RGAArchitects on behalf of The Church at Trophy Lakes (PP -12-022). Attachments: Staff Report - PZ 011713 - Prel Plat.pdf Application - Pre] Plat.pdf Preliminary Plat Requirements.pdf Shane Harris, RGA Architects, stated that they do not have any comments on the preliminary plat. Commissioner Sheridan asked if the existing front parking is in conformance with the Town regulations. Ms. Huggins responded that it is. He asked if the Town has a defined term for "private drainage easement" or is it just "drainage easement" and is it designated by plat. He stated there is an outfall that crosses property lines into Lot A, Block 18 and he asked what structure it goes into. How far away from the lake is it? Justin Lansdowne, G&A Consultants Engineering Firm, stated that the water leaves out of the outlet structure and cross the property line and "that Lot A, Block 18 is a detention pond for the subdivision up there and the water travels between the pond and Trophy Club Drive through a swale and eventually travels under Trophy Club Drive and heads east. There is a spillway at the lake and then it goes under Trophy Club Drive." Commissioner Sheridan asked if they are connecting into that. Justin stated that they are. Sheridan asked if they are going into the lake. Justin responded that they are not. Justin stated that the private drainage easement is just large enough to encompass the increased flow from the proposed development and the release structure is detailed in the site plan submittal. It is 5 -ft. wide with concrete walls. Sheridan asked why it isn't labeled a detention area. Tom Rutledge, Town Engineer, TNP, stated that it needs to be a private drainage easement. Since there is no public water coming from any other site and all the drainage is being generated on this property that goes into this pond, it should be a private drainage easement so that the Church will own and maintain it. If it is public, then the Town would have responsibility for owning and maintaining that pond. It is the church drainage, it is a private facility, and the drainage easement should be private for the church to own and maintain. By putting it in an easement, it sets the land aside so no other improvements can be done. Sheridan stated that the easement should be on the final plat. Tom responded that it should and staff is still going through review comments to be addressed as far as the drainage is concerned and so that is still pending to make sure it is tied into the plat correctly. Sheridan asked for Note No. 3 to be changed on the preliminary plat and also on the final plat so that it states that according to the FEMA maps this property is in Zone X (or whatever zone is appropriate) rather than stating that no flood zone area analysis has been performed. Sheridan asked that this be clarified. Commissioner Sheridan made a motion recommending approval of the Preliminary Plat of The Church at Trophy Lakes with the stipulation that outstanding review comments shall be met and floodplain note #3 must be clarified. Commissioner Reed seconded the motion. The motion carried by the following vote. Planning and Zoning Commission Page 3 of 7 Meeting Date: January 17, 2013 Planning & Zoning Commission Meeting Minutes January 17, 2013 Aye: 7 - Vice Chair Stephens, Commissioner Sheridan, Commissioner Forest, Chairman Hill, Commissioner Reed, Commissioner Lancor, and Commissioner Sadley 5. 2012-637-T Discussion and recommendation regarding approval of a Final Plat of Lot 1, Block A, The Church at Trophy Lakes, 11.603 acres located at 800 Trophy Club Drive. Applicant: Shane Harris, RGAArchitects on behalf of The Church at Trophy Lakes (FP -12-053). Attachments: Staff Report - PZ 011713 - Final Plat.pdf TNP 011113 Approval - Final Plat.pdf Application - Final Plat.pdf Final Plat Requirements. Of Vice Chairman Stephens made a motion recommending approval of the Final Plat of The Church at Trophy Lakes with the amendments from the Preliminary Plat carried over to the Final Plat. Commissioner Sheridan seconded the motion. The motion carried by the following vote. Aye: 7 - Vice Chair Stephens, Commissioner Sheridan, Commissioner Forest, Chairman Hill, Commissioner Reed, Commissioner Lancor, and Commissioner Sadley 6. 2013-26-T Discussion and recommendation regarding a request for approval of a Site Plan for the Church at Trophy Lakes, 800 Trophy Club Drive. Applicant: Shane Harris, RGA Architects. Attachments: Staff Report - PZ 011713 - Site Plan.pdf Application.pdf Shane Harris, RGA Architects gave a presentation to show the existing building and the expansion on the 11 -acre church site. The bulk of the new addition is classrooms and office area. A gymnasium is also being added. There will be additional parking eventually added on the north side of the site. The church is seeking permission to build in two phases. Phase 1 will be the academy expansion and Phase 2 being the church sanctuary remodel. Mr. Harris stated they have major discussion points for. - Parking requirement; parking lot landscape requirement Maximum building height Masonry wall requirement EIFS Design of fagade facing Village Trail Discussion followed. At the end of the discussion Vice Chairman Stephens made a motion to recommend approval of the site plan and to grant the requested variances. He stated that he would remind the Commission again that they are only recommending this site plan not anything in the future. He stated that he moves to grant the variance on the concrete wall and grandfather in the height of the current steeple especially in light of the fact that there are probably other steeples higher than 40 -ft. existing in the community... someone else interjected "85 -ft. steeple" and Vice Chairman Stephens stated the current code calls for 40 and there are other churches that have steeples that are taller than 40 -ft. not just this one, parking lot landscaping, maximum height requirement, the masonry wall requirement would be deleted and we approve the use of EIFS and we want to use the word temporary waiver on the wall in this motion. Lancor incorporating the staff comments, so parking lot lighting and what not is Planning and Zoning Commission Page 4 of 7 Meeting Date: January 17, 2013 Planning & Zoning Commission Meeting Minutes January 17, 2013 covered. Someone from the audience stated that they have addressed some of those items already. Ms. Huggins stated that all of the items on Page 50 of the staff report need to be addressed in the motion. Make a stipulation to grant the request or require the applicant to meet the requirement before Council consideration on February 4. Ms. Huggins stated that the waivers are for. Height requirement of building EIFS Parking lot landscaping Steeple Screening wall — temporary waiver Fire lanes are not identified on the site plan. Vice Chairman Stephens interrupted to ask Shane if he would put those on the site plan. Shane stated they have. 40 -ft. landscape buffer along the wall is waived. Dumpster must be identified on the site plan and screened with masonry on 3 sides and a gate on the 4th side. Vice Chairman Stephens asked Shane if they've taken care of that. Shane said they have. Vice Chairman Stephens asked if they have a photometrics plan. Shane stated that they do. Vice Chairman Stephens stated that in his motion he moves that the landscaping on the blank wall facing Village Trail be waived as it is a long distance from the street. What about the plant list and landscape plan? Do you meet that? Shane stated that they've corrected it. Chairman Hill: "Wheel stops and curbs for parking Shane Harris stated that he never understood the question on that one. Ms. Huggins stated that it is a requirement in the ordinance that each parking space must have a wheel stop or curb so that the vehicle doesn't hang over the landscaping. Shane stated that if there isn't a curb they will add a wheel stop. Vice Chairman Stephens stated that ADA parking spaces must have wheel stops; everybody knows that. Vice Chairman Stephens moved to waive the planter island requirements. "That's my motion. " Sadley asked to see the plans for the dumpster. Ms. Huggins asked Chairman Hill for a second to the motion so he could open further discussion. Commissioner Sheridan seconded the motion as did Commissioner Reed. 1 believe Chairman Hill announced Commissioner Reed as the second, but a number of people were speaking and it is not possible to understand what is being said on the tape. Lancor stated that he is concerned about parking lot lighting spilling over into the residential neighborhoods. The applicant approached Lancor and had a discussion with him about the photometrics plan. Vice Chairman Stephens asked the applicant if the photometrics plan meets the code requirements. The applicant stated that they do. Lancor stated that he is concerned about the parking lot lighting. Applicant Planning and Zoning Commission Page 5 of 7 Meeting Date: January 17, 2013 Planning & Zoning Commission Meeting Minutes January 17, 2013 responded that to meet the building code for that they are saying they are so far away from a property line they won't spill over. Lancor responded that the point is that it can be 300 -ft. away but if it is a bright, glaring light and the adjacent residential living room hasn't seen it but now does it is not being a good neighbor. Applicant stated they will be full cut off fixtures. Vice Chairman Stephens stated that the lights need to point down and not out and yet cover the parking lot. Chairman Hill asked for any others wishing to speak. Mr. Johndrow, 112 Lakeshore Drive, stated that he does not wish to have an 8 -ft. wall along the rear of his property and he would like the Commission to grant a waiver for good now. Vice Chairman Stephens and Commissioner Reed agreed with the homeowner. Sheridan stated that there is one homeowner who does want the wall. Sadley thanked Mr. Johndrow for coming as he appreciated the citizen participation. Sadley asked if it is possible to give a variance on the height of the wall. Ms. Huggins responded that P&Z has the authority to make that recommendation. After the vote, Ms. Huggins asked for a clarification. The landscape plan that the Commission is approving is as the applicant presented to the Commission this evening which staff has not seen. Is that correct? What was approved by the Commission was what was put in front of the Commission tonight? Vice Chairman Stephens stated that they are going to come back with a more professional rendering. Ms. Huggins stated that she needs a copy of the plan. A motion was made by Vice Chair Stephens recommending approval of the Site Plan for the Church at Trophy Lakes with the requested variances, including a temporary waiver for the concrete wall, the height of the current steeple, the parking lot landscaping, the maximum height requirement, the masonry wall requirement, and the use of EIFS. After further discussion, Vice Chair Stephens added to his motion that the 40 -ft. landscape buffer along the wall is waived, the landscaping on the blank wall facing Village Trail is waived, and the planter island requirements are waived. Commissioner Sheridan seconded the motion. The motion carried by the following vote. Aye: 6 - Vice Chair Stephens, Commissioner Sheridan, Commissioner Forest, Chairman Hill, Commissioner Reed, and Commissioner Sadley No: 1 - Commissioner Lancor 2013-27-T Discussion and recommendation regarding a request for approval of a Site Plan for Lakeview Elementary School, 100 Village Trail. Applicant: RLK Engineering on behalf of Northwest ISD. Attachments: Staff Report - PZ 011713 - Lakeview Elementary Site Plan.pdf Application.pdf Rob Morse, RLK Engineering, came forward and presented the Lakeview Elementary School site plan revision to the Commission. He stated that there is an existing building with a playground in the back. There is a parent drop off and turnaround on the east side of the building and there is a front drop off and bus loop along Village Trail. NISD plans to extend the front drop off and add parking along the front for visitors which will add about 200 linear feet of drop off along the front. The biggest improvement of the site will be for the parent drop off on the east. NISD will add 55 car stacking capability along the east side of the site. NISD has proposed to add signage to make a right turn only onto Village Trail. Parking on the east side of the site will be increased from 75 stalls to 140 stalls. Discussion followed regarding the ingress and egress from the school site. Returning to his PowerPoint presentation, Mr. Morse continued to explain the new features of the school, including the new parent drop off, the expansion of the parking Planning and Zoning Commission Page 6 of 7 Meeting Date: January 17, 2013 Planning & Zoning Commission Meeting Minutes January 17, 2013 lot and where the dumpster will be located. Mr. Morse stated that they will be collecting the water runoff into an underground system which will drain around the building, heading north toward the existing drainage channel at the north end of the property which goes to the pond in The Lakes subdivision. NISD is adding a detention pond to the northeast area of the Lakeview Elementary School site so that no additional water is released from the site than what is released today. He stated that a fire loop is being added around the perimeter of the school which will serve the fire hydrants for fire protection. Mike Elmore, SHW Group Architects, explained the interior expansion and remodel of a library addition, dining room and gymnasium addition, new kitchen, and classroom additions on the north and south sides of the building. The total existing building is approximately 55,000 sq. ft. and total additions approximately 32,000 sq. ft. Vice Chairman Stephens asked what kind of motion is needed. Ms. Huggins responded that if making a recommendation of approval it should be with the stipulation that the outstanding staff comments shall be met prior to Council consideration of this project on February 4, 2013. Vice Chair Stephens made a motion recommending approval of the Site Plan for Lakeview Elementary School with the stipulation that the outstanding staff comments shall be met prior to Council consideration of this project on February 4, 2013. Commissioner Sheridan seconded the motion. The motion carried by the following vote. Aye: 7 - Vice Chair Stephens, Commissioner Sheridan, Commissioner Forest, Chairman Hill, Commissioner Reed, Commissioner Lancor, and Commissioner Sadley 8. 2012-635-T Discussion of changes to permitted uses in "NS" Neighborhood Services and "CR" Commercial Recreation zoning districts, and other sections of Chapter 13 -Zoning as relevant to the discussion of permitted uses in NS and CR zoning districts. Attachments: Use Tables.odf to the Planning & Zoning Commission due back on 02/07/2013 9. 2013-25-T Future Agenda Items and discussion ADJOURN to the Planning & Zoning Commission due back on 02/07/2013 The meeting was adjourned at 9:22 p.m. Z Z7 Gene Hill, Cha an rry L�ak6-i & Carolyn Huggins Comrnunity`EfWelopment Director Planning and Zoning Commission Page 7 of 7 Meeting Date: January 17, 2013