HomeMy Public PortalAbout2013 07 01 BAR Work Session MinutesWORK SESSION MINUTES
Monday, 01 July 2013
Town Hall, 25 West Market Street
Town Council Chamber
MEMBERS PRESENT: Chairman Richard Koochagian, Vice Chairman Teresa Minchew, Dale
Goodson, Mark Malloy, Dieter Meyer and Paul Reimers (arrived at
7:06pm)
MEMBERS ABSENT: Parliamentarian Edward Kiley and Town Council Representative Tom Dunn
STAFF: Director of Planning and Zoning Susan Berry -Hill, Preservation Planner Kim
K. Del Rance and Planning & Zoning Assistant Debi Parry
Call to Order and Roll Call
Chairman Koochagian called the meeting to order at 7:04pm, noted attendance and determined that a
quorum was present.
Adoption of Meeting Agenda
On a motion by Mr. Meyer, seconded by Vice Chairman Minchew, the meeting agenda was adopted by a
5 -0 -2 vote (Kiley and Reimers absent).
BAR Member Disclosure
There were no disclosures.
Discussion of cases recessed from the June 17, 2013 Business Meeting
a. TLHP- 2013 -0081, 205 Royal Street SE (R- HD /H -1 Overlay District) — Reconsider roof slope and
height on portico to retain proportion of adding to existing sunbeam pattern over door.
Chairman Koochagian noted the applicant was not present. He stated the Board had closed this
case at the June 17th meeting by issuing its approval and therefore a new public hearing should be
required.
Ms. Del Rance stated a public hearing was not advertised for this meeting and could not be
scheduled until August 19, 2013.
After further discussion it was determined that this application will require the advertisement of a
new public hearing to be advertised for the August 19, 2013 regular meeting.
Old Business:
a. 2012 Annual Report
Ms. Del Rance noted the Board has the option of presenting the report to Council at a meeting or
simply placing the report in the Council packet.
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01 July 2013
After further discussion it was decided that Chairman Koochagian would present the annual report
at a future Council Meeting and asked staff to send a list of possible dates.
Vice Chairman Minchew suggested presentation to Council in August to coincide with the Old and
Historic District 50th Anniversary display at Thomas Balch Library.
Ms. Berry -Hill asked the Board to notify staff if assistance is needed in creating a PowerPoint to go
along with the presentation.
Chairman Koochagian suggested adding information to the report regarding the number of
violations that were heard by the Board and the duration over time of what the violations were.
b. 501h Anniversary of the Old and Historic District — Staff to attend Friends of the Balch Library group
meeting on July 10, 2013
Vice Chairman Minchew suggested the name Friends of Historic Leesburg.
Chairman Koochagian asked how members will be sought for the group.
Ms. Del Rance stated she has been working with former applicant Brianna Jordan who is planning to
schedule an initial meeting in July. She stated former Board member Tracy Coffing has expressed
interest in joining the friends group. Further, she stated the purpose for attending the Friends of
the Balch Library group is to seek their assistance in gathering history regarding the 501h Anniversary.
New Business:
a. Motion to direct staff to get a new historic survey for buildings over 50 years old
Ms. Del Rance stated the Virginia Department of Historic Resources has a cost sharing program for
assisting localities with historic surveys. She stated the staff time would be minimal; however, cash
is needed to cover half of the cost. Further, she suggested a goal of the Friends of Historic Leesburg
group could be to raise the other half of the cost.
Vice Chairman Minchew verified the impetus of this is one of the Board's goals to have updated
survey information and to help in identifying additional structures that may be considered
contributing resources since the last survey or structures that may no longer be considered
contributing.
There was further discussion regarding the need for updated survey information prior to beginning
the Preservation Plan.
Mr. Meyer discussed the need to improve how the survey data is presented through searchable
databases and various methods of retrieving the data.
Ms. Berry -Hill clarified staff is seeking direction to begin planning what the process will look like.
She stated funding can be addressed once the scope of the project is identified. Further, she stated
the purpose of the motion is to provide documentation of this as a priority of the Board.
DEPARTMENT OF PLANNING & ZONING • 25 WEST MARKET STREET • LEESBURG, VIRGINIA 20176
Telephone 703.771.2765 • Fax 703.771.2724 • www.leesburgva.gov /planning
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01 July 2013
There was further discussion regarding the ability to use GIS functioning in presenting historic data
and development of a preservation plan as it applies to Town Council's upcoming discussion of the
Town Plan Action Program.
Vice Chairman Minchew proposed a motion to ask staff to pursue obtaining an updated historic
survey for all the buildings within the Old and Historic District boundaries and to pursue obtaining or
preparing a preservation plan.
Chairman Koochagian proposed a friendly amendment that the Town enable staff to create a GIS
dataset of our historic resources.
The friendly amendment was accepted.
The motion was seconded by Mr. Goodson and approved by a 6 -0 -1 vote (Kiley absent).
b. Board of Architectural Review internal operations
Ms. Del Rance stated this topic was deferred from the recent Board retreat.
Vice Chairman Minchew stated she will review her documents from the retreat to determine what
the Board had expected to discuss regarding this topic.
c. Self- assessment survey results
Chairman Koochagian verified only two surveys have been submitted. He stated he will forward
staff's email with the survey form to the Board members.
d. By Laws
Chairman Koochagian noted Mr. Kiley is a member of the Bylaw review committee and is not in
attendance tonight.
It was the consensus of the Board to defer this item to an upcoming meeting for discussion.
e. Code of Conduct
There was discussion regarding the original drafting and the reasoning behind the document.
It was the consensus of the Board to defer this item to a future agenda for review of the draft code
of conduct and discussion of whether the document is necessary.
Vice Chairman Minchew stated she will review her notes regarding the original drafting of the
document to provide additional information to staff.
f. H -1 Design Guidelines amendments —suggestion from observations since May 2012
Chairman Koochagian stated staff forwarded an email to the Board with suggestions for guideline
updates.
Mr. Meyer suggested deferring this topic to a dedicated work session in early fall to review the
guidelines section -by- section as a committee of the whole.
Ms. Berry -Hill suggested using SharePoint to add amendment suggestions for upcoming discussion.
DEPARTMENT OF PLANNING & ZONING • 25 WEST MARKET STREET • LEESBURG, VIRGINIA 20176
Telephone 703.771.2765 • Fax 703.771.2724 • www.leesburgva.gov /planning
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01 July 2013
g. Upcoming Meeting Schedule
Vice Chairman Minchew stated she will miss August 5th Work Session and may also be unable to
attend the August 191h Regular meeting.
Chairman Koochagian and Mr. Reimers noted they will be out of Town for the July 15th regular
meeting.
It was the consensus of the Board to cancel the August 5th work session.
Adjournment: The meeting was adjourned at 7:59 pm.
NEXT REGULAR BUSINESS MEETING:
Monday, July 15, 2013 at 7pm
Council Chamber
25 West Market Street
Leesburg, Virginia
Richard Koochagian, Chair
Deborah Parry, Planning & Zoning Assistant
DEPARTMENT OF PLANNING & ZONING • 25 WEST MARKET STREET • LEESBURG, VIRGINIA 20176
Telephone 703.771.2765 • Fax 703.771.2724 • www.leesburgva.gov /planning